Table of Contents
- Section I: Overview
- Section II: Eligibility and Requirements
- Section III: Required Tasks & Deliverables
- Is there any other information available about the requirements?
- Will the ED provide business development and technical expertise or is that the role of the support organization?
- In order to properly estimate costs in this area, can you provide more detail as to the responsibility of the support organization in the development of an IP Strategy?
- What are the goals of NY-BEST's fundraising?
- In what sense does NY-BEST anticipate becoming a "national" organization?
- What is anticipated regarding an increase in membership?
- Section IV: Proposal Components
- How does an individual apply to the position of ED?
- In regards to section IV - 6. Appendices; can you please define "letters of support" and describe the amount of detail you are expecting?
- Should travel, computer, phone, office space costs for ED be part of the support organization’s budget
- How should detail be provided regarding new sources of revenue?
- How should the proposal be structured when both an Executive Director and an Operational Support Organization are proposed?
- Section V: Review Process and Evaluation Criteria
- Other
- What are the expected payment terms?
- How will the funds that will pay the Executive Director and the operational support organization flow?
- Will the operational support organization receive an annual sum?
- What is NYSERDA's role?
- Can we have access to the organization’s by-laws and current budget?
- Are the presentation and Q&A from the information session held 8/6 available on video?
Section I: Overview
How does NY-BEST envision enhancing access to testing and characterization capabilities?
In the discussion of testing and characterization capabilities the RFP says, "Approximately $3.4 million is also budgeted separately within the NY-BEST CAIR program plan to procure equipment and services in the future to fill critical needs." Does NY-BEST envision funding, for example, the establishment of related additional facilities at existing locations where there is a demonstrated industry need for enhancement? subsidization of fees for NY-BEST members to use unique, critical facilities outside New York (at least until and unless the need for investing in the creation of such facilities in-state can be demonstrated)?
Answer:
Either developing additional facilities or subsidizing existing facilities are both possible outcomes. The board has established a "Testing Advisory Committee" which is considering these and other questions regarding how to best enhance access to testing and characterization capabilities for our members. In considering this question, you should also review the "NY-BEST Testing Capabilities Report" available here: http://www.ny-best.org/Resources/NY-BEST.
Either developing additional facilities or subsidizing existing facilities are both possible outcomes. The board has established a "Testing Advisory Committee" which is considering these and other questions regarding how to best enhance access to testing and characterization capabilities for our members. In considering this question, you should also review the "NY-BEST Testing Capabilities Report" available here: http://www.ny-best.org/Resources/NY-BEST.
Section II: Eligibility and Requirements
Must an organization have an office in New York State to be eligible to apply?
Specifically, regarding the solicitation for operational support for NY-BEST:
1. Is an organization eligible to apply if:
1. Is an organization eligible to apply if:
- it is headquartered outside NY state and does not have an office in NY state
- but sponsors significant R&D and industry development activity within NY state with NY private companies and universities
- and partners with NY companies to provide needed services for NY-BEST?
2. If "not eligible" to above, why can't the proposed NY-BEST office also serve as the sponsoring organization's office, thereby meeting the eligibility requirement?
Answer:
Yes, the organization is eligible to apply. However, as described in the solicitation the intent is for the entity providing operational support to NY-BEST to have a physical presence in New York State. If the applicant does not currently have a physical presence, they should discuss any pertinent activities they have conducted in the state and their plans to open an office in New York to staff NY-BEST, including proposed locations, if awarded the project.
Yes, the organization is eligible to apply. However, as described in the solicitation the intent is for the entity providing operational support to NY-BEST to have a physical presence in New York State. If the applicant does not currently have a physical presence, they should discuss any pertinent activities they have conducted in the state and their plans to open an office in New York to staff NY-BEST, including proposed locations, if awarded the project.
Does NY-BEST have a preference as to the depth of the Executive Director's "knowledge of battery and energy storage technology"?
That is, would a general understanding of the industry and technology suffice or is deep expertise in the technical and application areas preferable to meet the criteria on page 5 of the solicitation.
Answer:
Applicants for Executive Director should have sufficient depth of knowledge to respond quickly to new technical challenges with well-conceived solutions that meet the needs of the NY-BEST members and to ensure that NY-BEST provides appropriate up-to-date information, and access to resources to members.
Applicants for Executive Director should have sufficient depth of knowledge to respond quickly to new technical challenges with well-conceived solutions that meet the needs of the NY-BEST members and to ensure that NY-BEST provides appropriate up-to-date information, and access to resources to members.
Section III: Required Tasks & Deliverables
Is there any other information available about the requirements?
Answer:
NY-BEST promoted this solicitation through the RFP forwarding process offered by the AMC Institute (http://www.amcinstitute.org/). That process required certain information, some of which was not in the RFP. We have included a print of the information as provided here:AMC Information. They also requested a copy of the NY-BEST Bylaws which are here: Bylaws
NY-BEST promoted this solicitation through the RFP forwarding process offered by the AMC Institute (http://www.amcinstitute.org/). That process required certain information, some of which was not in the RFP. We have included a print of the information as provided here:AMC Information. They also requested a copy of the NY-BEST Bylaws which are here: Bylaws
Will the ED provide business development and technical expertise or is that the role of the support organization?
The slide presentation shown at the session on 8/6 lists the following requirements for the support organization: 1) membership 2) public relations/comm. 3) conference, meeting management 4) financial management 5) advertising, website, etc 6) operational support such as phone, board meetings, etc. These functions do not include business development or technical expertise. Our understanding is that the ED would provide these functions. Can you please confirm?
Answer:
That is correct. The Executive Director with assistance and direction from the NY-BEST board will have primary responsibility for business development and technical expertise. The ED will look to the support organization for assistance with associated tasks, such as developing contact lists, updating and enhancing the technical assets database, creating activity reports and the like.
That is correct. The Executive Director with assistance and direction from the NY-BEST board will have primary responsibility for business development and technical expertise. The ED will look to the support organization for assistance with associated tasks, such as developing contact lists, updating and enhancing the technical assets database, creating activity reports and the like.
In order to properly estimate costs in this area, can you provide more detail as to the responsibility of the support organization in the development of an IP Strategy?
Answer:
Development of an IP strategy is a critical component of NY-BEST's success. While it is not a required deliverable for the operational support organization, you should be clear about your approach to this issue. For example, you should state whether your organization can provide resources to develop the policy internally or whether NY-BEST should expect to rely on outside counsel to develop the policy. If you intend to use internal expertise, you should describe your background and qualifications in this area and describe what external assistance you would need such as IP counsel to review and approve the policy. You should also state expected internal costs for your work in this area, and if possible an estimate of external costs.
Development of an IP strategy is a critical component of NY-BEST's success. While it is not a required deliverable for the operational support organization, you should be clear about your approach to this issue. For example, you should state whether your organization can provide resources to develop the policy internally or whether NY-BEST should expect to rely on outside counsel to develop the policy. If you intend to use internal expertise, you should describe your background and qualifications in this area and describe what external assistance you would need such as IP counsel to review and approve the policy. You should also state expected internal costs for your work in this area, and if possible an estimate of external costs.
We anticipate that development of an IP strategy could become quite expensive and we do not anticipate that these costs would come from the operational support budget. Other funds are available for these expenses.
What are the goals of NY-BEST's fundraising?
Earlier this year NY-BEST and NYSERDA have made awards for energy storage technology research and development. Is it expected that NY-BEST will continue to serve as an R&D project sponsor at some level, by continuing to make such awards to its members, or is its role to be providing support and guidance to its members, and facilitating their collaboration, to be competitive for funding opportunities from federal and other sources? And therefore are its own fundraising efforts to be directed toward operational support for itself?
Answer:
NYSERDA has allocated a pool of funds to NY-BEST for the next five years. Those funds include funding for administrative expenses. NY-BEST research solicitations will continue to be administered by NYSERDA with the NY-BEST Board of Directors serving as advisers to develop the solicitation so that it addresses consortium member’s needs.
NYSERDA has allocated a pool of funds to NY-BEST for the next five years. Those funds include funding for administrative expenses. NY-BEST research solicitations will continue to be administered by NYSERDA with the NY-BEST Board of Directors serving as advisers to develop the solicitation so that it addresses consortium member’s needs.
Over approximately the next five years NY-BEST is expected to generate revenues to support its operating costs, with increasing NY-BEST revenues each year allowing the consortium to establish a reserve fund to support the consortium when it becomes self sufficient. There is no requirement that NY-BEST also generate independent funding to make awards for R&D activities by its members – although this would of course be permitted.
As the consortium grows, specific services provided to members are expected to evolve as well. Such services may include managing research awards from third parties, administering pooled research funds, coordinating shared testing facilities, and the like. One purpose of this solicitation is for the bidding party to develop a value proposition for NY-BEST members that justifies the costs of membership and develops a self-sustaining business model for NY-BEST.
In what sense does NY-BEST anticipate becoming a "national" organization?
In the AMC Information, to which there is a link within the FAQ response to the first question under Section III, it is indicated that NY-BEST is or aspires to be a "National" organization. Does this reflect an expectation that NY-BEST will need to and benefit from providing access for its members to strengths outside New York for collaborations etc. - or is the ultimate goal to become THE national organization for energy storage technology (a goal that would seem to shift the focus from building such a cluster in New York to facilitating such technology development around the country)?
Answer:
Our answer of "national" means only that we accept members and would welcome collaborations from outside New York State. The goal of NY-BEST is to build and promote a vibrant, world-class, advanced battery and energy storage sector in New York. If a “national” focus helps reach that goal, then it is welcomed.
Our answer of "national" means only that we accept members and would welcome collaborations from outside New York State. The goal of NY-BEST is to build and promote a vibrant, world-class, advanced battery and energy storage sector in New York. If a “national” focus helps reach that goal, then it is welcomed.
What is anticipated regarding an increase in membership?
Is a very substantial increase in membership, from in-state and out-of-state members, anticipated as one of the keys to building the business model, and therefore is a significant increase in member numbers, and also in the level of dues, expected?
Answer:
NY-BEST welcomes out-of-state members. The business model will be developed by the Executive Director in consultation with the NY-BEST board and support from the Operational Support Organization. NY-BEST has not established a preference regarding how membership should be targeted or dues levels structured.
NY-BEST welcomes out-of-state members. The business model will be developed by the Executive Director in consultation with the NY-BEST board and support from the Operational Support Organization. NY-BEST has not established a preference regarding how membership should be targeted or dues levels structured.
Section IV: Proposal Components
How does an individual apply to the position of ED?
Answer:
An individual must respond to the solicitation as described in Section IV Proposal Components. This section describes 5 components to the proposal.
Individuals should respond to Component 1: Executive Summary and Component 2: Proposal describing their approach to delivering the key tasks identified in Section III Required Tasks & Deliverables.
In Component 3: Team Qualifications, an individual should describe his or her qualifications paying particular attention to those qualifications described in "Executive Director Qualifications" in Section II on page 6.
Individuals should respond to Component 4: Schedule of Tasks.
In Component 5: Cost Proposal & Budget, an individual should at a minimum include their salary expectations and their ability to perform the expected tasks considering the budget available. In response to the section about Revenue Sharing, an individual should tell us their vision for how NY-BEST could become self-supporting and identify specific sources of potential non-NYSERDA revenue streams for NY-BEST. Individuals are not expected to provide a complete budget as described in the solicitation.
Individuals should be sure to include all the Appendices including their resume or cv, references and information about any potential conflicts of interest.
In regards to section IV - 6. Appendices; can you please define "letters of support" and describe the amount of detail you are expecting?
Answer:
Letters of support (also called letters of interest or commitment) are mentioned on p4 of the solicitation and are required from any proposed team members. Letters should clearly document the team members' intent to participate in the project if awarded to the proposer.
Letters of reference are mentioned on p7 of the solicitation and are welcomed from entities for whom the applicant has accomplished goals similar to those of NY-BEST. We prefer that prior projects be described internal to the proposal, rather than separately described in the letters of reference.
Letters of support and letters of reference should both be accompanied by contact information. The review panel may choose to contact the signers of either kind of letter.
Should travel, computer, phone, office space costs for ED be part of the support organization’s budget
Answer:
If the support organization is proposing an executive director, then all associated costs must be included but should be separately itemized. If the support organization is not proposing an executive director, it is not necessary to include these costs in the budget, but ultimately, these functions will be financed from the same pool of funds.
If the support organization is proposing an executive director, then all associated costs must be included but should be separately itemized. If the support organization is not proposing an executive director, it is not necessary to include these costs in the budget, but ultimately, these functions will be financed from the same pool of funds.
How should detail be provided regarding new sources of revenue?
When making use of the budget form.... there is really very little room for "Sources" explanations. As an applicant considers moving the organization towards being sustainable, where should the applicant most appropriately insert and describe new sources of revenue? In other words, It seems column H for many budget items would be a mix of multiple sources of support (fees, membership dues revenue, additional grants, leveraged in-kind support, etc.). Are you expecting a break down, explanation support schedule for the revenue side of the budget?
Answer:
Please provide a narrative which identifies specific sources of potential non-NYSERDA revenue streams for NY-BEST. The information in the narrative should tie to the summary chart provided on p.11 of the solicitation and to the budget spreadsheets. This narrative and the associated spreadsheets should be included as section 5 of the proposal.
Please provide a narrative which identifies specific sources of potential non-NYSERDA revenue streams for NY-BEST. The information in the narrative should tie to the summary chart provided on p.11 of the solicitation and to the budget spreadsheets. This narrative and the associated spreadsheets should be included as section 5 of the proposal.
Question:
How should the proposal be structured when both an Executive Director and an Operational Support Organization are proposed?
You have indicated that you would like the ability to award either the executive director, service provider, both from one proposal, or a mixed match from two proposals. In the case where an executive director candidate is teaming with a service provider organization on a proposal it would be helpful to have some guidance on the structure that preserves your flexibility. Specifically, do you want (a) separate sections from the executive director candidate and service organization; (b) combined sections but with an attempt to separated qualification, task, etc. ; or (c) fully merged sections?
Answer:
If you would like us to consider your Executive Director candidate and Operational Support Organization application separately, as well as together, then the information you provide must be detailed enough for us to separately evaluate the Executive Director and Organizational Support Organization. You may use your discretion in determining how best to present that information. We would expect that either separate sections or combined sections with clear subheadings would provide sufficient clarity.
If you would like us to consider your Executive Director candidate and Operational Support Organization application separately, as well as together, then the information you provide must be detailed enough for us to separately evaluate the Executive Director and Organizational Support Organization. You may use your discretion in determining how best to present that information. We would expect that either separate sections or combined sections with clear subheadings would provide sufficient clarity.
Section V: Review Process and Evaluation Criteria
How would you rank the items on page 12 in Section V, quoted below, on what is best for NY-BEST?
"NY-BEST may choose to do any of the following after conducting its review of proposals:
- Award a contract to an organization to provide operational support and accept that organization’s candidate for Executive Director;
- Award a contract to an organization to provide operational support and have that organization conduct a search for Executive Director candidates for consideration by the NY-BEST Board of Directors;
- Award a contract to an organization to provide operational support and award a separate contract to an individual to serve as Executive Director;
- Down-select applications to invite specific applicants to submit a proposal addressing concerns, questions or recommendations addressed by the review panel. This could include recommending a specific Executive Director be included; or
- Hire an Executive Director and have the Executive Director hire operational support directly, or, with the assistance of the Board of Directors, select an organization to provide operational support;"
Answer:
NY-BEST has not established a priority among these options and will select among them based on the particular responses received.
NY-BEST has not established a priority among these options and will select among them based on the particular responses received.
Would NY-BEST consider an individual to fill the Executive Director Role?
The process seems complicated if you are looking for an individual, and seems more geared towards an organization.
Answer:
The primary objective in this process is to find an Executive Director who can lead and grow this new organization. NY-BEST does not have a preference as to whether the selectee applies as an individual or a member of an organization. We encourage individual applicants to view the proposal as a chance to give the review panel insight into your strategy for the consortium. We will use this along with your resume to down-select candidates to interview for the position.
The primary objective in this process is to find an Executive Director who can lead and grow this new organization. NY-BEST does not have a preference as to whether the selectee applies as an individual or a member of an organization. We encourage individual applicants to view the proposal as a chance to give the review panel insight into your strategy for the consortium. We will use this along with your resume to down-select candidates to interview for the position.
Other
What are the expected payment terms?
Is it NY-BEST’s intention to provide first payment upon signing of contract or upon start date?
Likewise, does NY-BEST have a preference insofar as payment? For instance, would NY-BEST prefer to provide a percentage of the annual fee upfront and a percentage at the close of Year 1, or is a monthly fee agreeable?
Answer:
NY-BEST has no particular preference regarding payment terms and will negotiate terms with the winning proposer.
NY-BEST has no particular preference regarding payment terms and will negotiate terms with the winning proposer.
How will the funds that will pay the Executive Director and the operational support organization flow?
That is, will the Executive Director - whenever and however selected - be paid directly by NYSERDA, separately from the operational support organization and with an appropriate approval process involving the NY-BEST Board?
Answer:
Each entity that separately contracts with NY-BEST will receive funds directly from NY-BEST. So, if the Executive Director is proposed by the Operational Support Organization, we would anticipate executing one contract with funds flowing from NY-BEST to the Operational Support Organization, who will presumably either employ or have a sub-contract with the Executive Director. Alternatively, if the two entities propose separately, then the Operational Support Organization and the Executive Director will each have a contract with NY-BEST and thus each be paid directly by NY-BEST. No funds will flow directly from NYSERDA. The contract or contracts will be with NY-BEST.
Each entity that separately contracts with NY-BEST will receive funds directly from NY-BEST. So, if the Executive Director is proposed by the Operational Support Organization, we would anticipate executing one contract with funds flowing from NY-BEST to the Operational Support Organization, who will presumably either employ or have a sub-contract with the Executive Director. Alternatively, if the two entities propose separately, then the Operational Support Organization and the Executive Director will each have a contract with NY-BEST and thus each be paid directly by NY-BEST. No funds will flow directly from NYSERDA. The contract or contracts will be with NY-BEST.
Will the operational support organization receive an annual sum?
Will the operational support organization receive an annual sum from NYSERDA, with an appropriate NY-BEST board approval process, for operating expenses at the start of each year, based on its approved budget, or will payments be made as reimbursements on a milestone basis?
Answer:
NY-BEST anticipates there will be an annual budget developed which will be subject to the approval of NYSERDA. NY-BEST does not anticipate that total annual costs of operation will be pre-paid to the award recipient. Rather, it is expected that reimbursement to the operational support organization will be made no less than monthly. Applicants to provide operational support, however, are welcome to propose a different reimbursement policy in the application. No funds will be provided directly by NYSERDA; all contracts will be with NY-BEST.
NY-BEST anticipates there will be an annual budget developed which will be subject to the approval of NYSERDA. NY-BEST does not anticipate that total annual costs of operation will be pre-paid to the award recipient. Rather, it is expected that reimbursement to the operational support organization will be made no less than monthly. Applicants to provide operational support, however, are welcome to propose a different reimbursement policy in the application. No funds will be provided directly by NYSERDA; all contracts will be with NY-BEST.
What is NYSERDA's role?
Will NYSERDA have any role (beyond Mr. Murray's membership on the NY-BEST Board) in the evaluation of Executive Director and operational support organization performance going forward?
Answer:
NYSERDA's role will be to manage the contract between NYSERDA and NY-BEST which provides operating funds to NY-BEST. This includes the performance of the consortium in serving its members and achieving measurable progress toward self-sufficiency. The direct evaluation of the Executive Director, and Operational Support Organization however, will be performed by the NY-BEST Board of Directors.
NYSERDA's role will be to manage the contract between NYSERDA and NY-BEST which provides operating funds to NY-BEST. This includes the performance of the consortium in serving its members and achieving measurable progress toward self-sufficiency. The direct evaluation of the Executive Director, and Operational Support Organization however, will be performed by the NY-BEST Board of Directors.
Can we have access to the organization’s by-laws and current budget?
Answer:
The by-laws are available here: bylaws. NY-BEST does not currently have a formal budget.
The by-laws are available here: bylaws. NY-BEST does not currently have a formal budget.
Are the presentation and Q&A from the information session held 8/6 available on video?
Answer:
Presentation:
Presentation:
Questions & Answers (audio only):