Funding radar + DoD SBIR Phase I battle-tested submission checklist
Today's edition: the full pre-submission checklist, plus what's new across DoD, NIH, and DARPA.
What’s Inside:
DoD + Army: Release 1 is open. The Army just restructured how it picks winners
NIH: Seed Fund is officially back. Start registrations now.
DARPA: 6 new Microsystems topics opening May 27
The DoD Phase I pre-submission checklist: from “I found a topic” to “I hit submit.”
🗓️ Funding & Connection Opportunities Round-Up
Army restructures SBIR around FUZE and early soldier feedback
What: The Army launched the FUZE program and a new Pathway for Innovation and Technologies (PIT) office to change how SBIR dollars are invested. Army program manager Zeke Topolosky: “We’re not talking about delivery of low-rate production prototypes. We’re talking about, can we get soldier feedback on this instead of waiting years?” The Army invested $414M in SBIR/STTR in FY2025 to 359 firms. Five new topics were released in April.
What this means for your proposal: The Army now explicitly wants dual-use technologies where the commercial sector is already investing. “If somebody comes to us with technology that only the Army really needs, it’s not a real best use of SBIR.” If you’re applying to Army topics, your commercialization section and your dual-use case need to be specific and supported by evidence of commercial traction.
Do: If you’re targeting an Army topic in Release 1, read the FUZE program page before you write your commercialization section. Frame your proposal around a real end-user need, not just a technology demonstration.
NIH Seed Fund is officially back. Start registrations now.
What: NIH officially announced that SBIR/STTR (the “Seed Fund”) is reauthorized for 5 years. Forecasted funding opportunities are now on Grants.gov. NIH can resume noncompeting continuation (Type 5) awards for existing projects. Key warning from NIH: registrations take 6+ weeks, and late submissions will NOT be accepted (NOT-OD-26-064).
Who should act now: Any biotech, medtech, or health-tech founder targeting NIH. If you don’t have your SAM.gov, eRA Commons, and Grants.gov registrations current, start today. The 6-week lead time means waiting for the NOFO to drop could cost you the deadline.
Do: Review the forecasted opportunities on Grants.gov. If you have an active project, contact your Program Officer about continuation funding. Check NIH’s application prep resources and sample applications.
DARPA Release 2: 6 new Microsystems topics (opens May 27)
What: DARPA dropped 6 new topics under Release 2, all in Microsystems Technology. This is a shift from Release 1’s bio-heavy mix. Topics: nanopore bioelectronics for next-gen proteomics, thermal management for extreme environments (SMART), compact wideband tunable RF filters, temperature-hardened electronics up to 800C (THERMAL), automated radiation-hardening with security codesign, and low-resource computing (reusing existing DoD hardware assets). Opens May 27, closes June 24.
Who should look: Microsystems, RF, thermal management, rad-hard electronics, and single-molecule sensing companies. The nanopore proteomics topic bridges bio and microsystems. The low-resource computing topic is unusual: it’s about reusing existing hardware, not building new.
Do: Topics are on DARPA’s SBIR page. Solicitation instructions are on DSIP.
“From the Source’s Mouth” webinar sessions with SBIR program directors
What: Free monthly sessions connecting you directly with federal SBIR program directors. Upcoming: DARPA (May 13), DOT (May 20), NSF (May 21), NHLBI (June 11). No cost, registration required.
Why this matters: Direct access to the people who evaluate your proposals. For pre-submission prep, this is the most underused resource available. Ask questions about what they’re looking for before you write.
Do: Register now. DARPA - May 13 · DOT - May 20 · NSF - May 21 · NHLBI - June 11
DoD Release 1 is open, and the biggest mistake I see founders make is starting to write before they understand what they’re actually required to submit. The general BAA is not the whole picture. Here’s the step-by-step
✅ The DoD Phase I pre-submission checklist nobody gives you.
New to DoD SBIR? Every abbreviation in this checklist is explained in plain English in our SBIR Glossary.
The scenario
You found a topic on the Army SBIR page that fits your technology. You have six weeks before it closes. You’ve written proposals before, maybe to NIH or NSF, so you feel comfortable with the process. You download the topic description, open a Word document, and start writing the technical approach.
Three weeks later, you discover that DoD has a completely different submission structure than what you’re used to. The budget cap isn’t what you assumed. The format rules are different. There’s a required training module you haven’t completed. And the page limit for the component you’re applying to is different from what the general BAA says.
The mistake
Most first-time DoD applicants start by reading the topic description and the general BAA preface. That’s necessary, but it’s not sufficient. Every DoD component (Army, Navy, Air Force, CBD, DARPA, DHA, SOCOM, etc.) publishes its own submission instructions that override or add to the general BAA. These set the actual budget cap, page limits, format rules, and what’s required in each volume.
The consequence: you write a 25-page technical volume when the component allows 20. The extra 5 pages are not reviewed. You budget $250K when the component cap is $209K. Your proposal is rejected without evaluation. You skip the Fraud, Waste, and Abuse training because nobody told you it was required. Your submission is incomplete.
The general BAA is the floor. The component instructions are the rules.
The framework
Phase 0: Registrations and access (do this first, weeks before the deadline)
1. Verify your company’s SAM.gov registration is active
What to do: Log into SAM.gov. Check that your registration is active and the legal name and UEI match your DSIP profile. SAM.gov registrations expire annually.
Why: Expired registration means you can’t submit. Renewal takes 4-6 weeks.
Watch out for: If your SAM.gov name doesn’t match your DSIP registration exactly, you’ll have issues at submission.
2. Register on DSIP and assign PI role
What to do: Go to dodsbirsttr.mil. Create accounts for all key personnel. The Firm Admin creates the Firm PIN and completes Firm-level forms. Assign the PI role.
Why: All key persons must have active DSIP accounts. Firm-level forms must be complete before any proposal can be submitted.
Watch out for: DSIP uses Login.gov authentication. If you don’t have a Login.gov account, create one first.
Phase 1: Read before you write (the step most people skip)
3. Download and read your component’s specific submission instructions
What to do: On DSIP, find your topic. Identify the component (Army, Navy, CBD, DARPA, etc.). Download that component’s instructions PDF. Read it fully.
Why: This document overrides the general BAA for your submission. It sets the budget cap, page limits, font rules, and which volumes are evaluated.
Watch out for: Budget caps vary significantly. Army topics range $150K-$300K. CBD caps at $209,575. Air Force at $200K. Don’t assume a standard number.
4. Read the topic Q&A on DSIP
What to do: Go to the DSIP Topic Q&A page for your topic. Read every question and answer, even ones that seem irrelevant.
Why: The Q&A often contains requirements and clarifications not in the topic description. Production scale targets, cost constraints, material specifications, acceptable surrogates, and scope boundaries are frequently clarified here.
Watch out for: Q&A closes 2 weeks before the topic close date. If it’s still open, submit your questions early. Answers take about 7 business days.
5. Identify the evaluation criteria and how your component weights them
What to do: The general BAA (Section 4.2) lists 3 criteria in descending order of importance: (a) technical merit and innovation, (b) team qualifications including ability to commercialize, (c) commercial potential. Check if your component modifies this.
Why: This is how reviewers score you. Allocate your 20 pages accordingly. Technical approach and SOW should get the most space.
Watch out for: Reviewers base their conclusions only on what’s in the proposal. Don’t assume they know your company, your PI, or your prior work. Everything must be on the page.
Phase 2: Team and budget (in parallel with writing)
6. Lock in subawards and consultants early
What to do: Get draft SOW and budget from every subaward partner. Set firm deadlines for delivery.
Why: Subaward packages are the #1 bottleneck. If a partner is late, your entire submission is at risk.
Watch out for: The SBC must perform at least 2/3 of Phase I work (measured by direct and indirect costs). Budget your subawards accordingly.
Phase 3: Write the 7 volumes (in the required order)
7. Volume 1: Cover Sheet (DSIP form)
What to do: Complete in DSIP. Write the brief technical abstract (3,000 chars max) and anticipated benefits/commercial applications (3,000 chars max). Enter the total base cost.
Watch out for: Do NOT include proprietary or classified information. If you win, the abstract and benefits section may be publicly released. Total cost must match Volume 3 exactly.
8. Volume 2: Technical Volume (PDF, max 20 pages for most components)
What to do: Write a single PDF following the 12-section order from BAA Appendix A. Use 10-point font minimum. One-inch margins. Header on each page: company name, topic number, DSIP proposal number.
Why: Pages exceeding the limit are not reviewed. Wrong section order confuses reviewers.
Watch out for: Check your component’s font and page limit rules. Some components use 10-point minimum (CBD), others 11-point. Some will reject the entire proposal if you exceed the page count. Flatten PDFs. Filenames 50 characters max. No password protection.
9. Volume 3: Cost Volume (DSIP form)
What to do: Complete in DSIP. Detail all costs: labor (name each key person with hours), equipment, travel, materials, subawards, profit/fee (7% max).
Watch out for: Every cost must be justified. Cost sharing is permitted but not required and not an evaluation factor. Subaward costs must be detailed at the same level as prime costs.
10. Volume 4: Company Commercialization Report (CCR)
What to do: Download your CCR PDF from sbir.gov and upload to DSIP Firm Forms. If you have no prior Phase I or Phase II SBIR/STTR awards, select “No” and this section is complete.
Watch out for: V4 is required but typically NOT considered in evaluation (check your component). Don’t spend time perfecting it at the expense of V2.
11. Volume 5: Supporting Documents
What to do: Upload letters of support, additional cost information, technical data rights assertions, DD Form 2345 (if ITAR/EAR topic). Combine letters of support into a single PDF.
Watch out for: V5 is often NOT considered in evaluation (check your component). But letters of support referenced in your Technical Volume should be included here.
12. Volume 6: Fraud, Waste and Abuse training
What to do: Complete the FWA training module in DSIP. It’s a 3-page PDF tutorial. Must be done once per year. The Proposal Owner must complete this.
Watch out for: This is required. Your proposal cannot be submitted until V6 is complete. Plan time for it before the deadline.
13. Volume 7: Foreign Affiliations Disclosures (DSIP webform)
What to do: Complete the webform in DSIP. Answer the 8 disclosure questions about foreign affiliations, ownership, talent recruitment programs, and IP transfers.
Watch out for: The corporate official cannot certify and submit the full proposal until V7 is complete.
Phase 4: Review and submit
14. Run a Red Team review
What to do: Have someone who hasn’t written the proposal read it against the topic description and evaluation criteria. Ask: does the technical approach clearly address what the topic asks for? Are the qualifications convincing? Is the commercialization strategy specific?
Why: You can’t see your own gaps after weeks of writing.
15. Validate, submit, and verify
What to do: Run “Validate Application” in DSIP until zero errors. Certify electronically. Submit at least 1 day before the deadline. Then verify the final assembled image renders correctly.
Watch out for: The deadline is typically noon ET, not end of day. If your status is “In Progress” or “Ready to Certify” at the deadline, it is NOT considered submitted. DSIP Support cannot help after a deadline passes.
The checklist
Phase 0: Before you write
SAM.gov registration active and matching DSIP → Have: active status confirmed, UEI recorded. Renewal takes 4-6 weeks if expired.
DSIP accounts for all key personnel → Have: all accounts active, Firm Admin PIN created, Firm-level forms complete. Uses Login.gov authentication.
SBA Company Registry complete → Have: SBC Control ID string recorded. Needed for the SBIR/STTR Information form.
Phase 1: Read first
Component-specific submission instructions downloaded and read → Have: budget cap, page limit, font rules, PoP, TABA policy noted. This overrides the general BAA.
Topic description read in full (Phase I, II, and III sections) → Have: clear picture of what Phase I must deliver vs. what’s expected in Phase II.
All Q&A for the topic on DSIP reviewed → Have: key requirements list extracted. Q&A often has specs not in the topic (cost targets, size constraints, acceptable surrogates).
Evaluation criteria identified → Have: the 3 criteria and their priority order. Technical merit is weighted highest. Allocate your pages accordingly.
Phase 2: Team
Subaward SOW and budget received in writing → Have: signed SOW + detailed budget from each partner. This is the #1 bottleneck. Set firm deadlines.
POW calculation passes → Have: confirmed SBC performs at least 2/3 of Phase I work (direct + indirect costs).
Phase 3: Write
V1 Cover Sheet → Have: technical abstract (3,000 chars) + benefits (3,000 chars) in DSIP. Public-facing if funded. Total cost matches V3 exactly.
V2 Technical Volume → Have: single flattened PDF, 12-section order, under page limit, correct font size. Filenames 50 chars max. No password protection. Start with the correct format template.
V3 Cost Volume → Have: DSIP cost form complete, under budget cap, fee/profit 7% max. Every cost justified. Subaward costs at same detail level as prime.
V4 CCR → Have: PDF from sbir.gov uploaded to DSIP Firm Forms. N/A if no prior awards. Typically not evaluated. Don’t over-invest time.
V5 Supporting Docs → Have: letters of support (combined single PDF), data rights assertions, additional cost info. Specificity in letters beats generic praise.
V6 FWA training → Have: V6 marked complete in DSIP. 3-page tutorial, once per year, completed by the Proposal Owner.
V7 Foreign Affiliations → Have: 8 disclosure questions answered in DSIP webform. Must be done before corporate official can certify.
Phase 4: Submit
Red Team review done → Have: candid feedback against topic description + evaluation criteria. Give reviewer the topic, Q&A, and scoring criteria.
Feedback incorporated, final proof done → Have: terminology, budgets, section references consistent across all volumes.
DSIP “Validate Application” → Have: zero errors. Resolve ALL errors. Investigate warnings.
Submitted and certified → Have: status shows “Submitted.” Target: 1+ days before deadline. Deadline is typically noon ET. “In Progress” at deadline = not submitted.
Final assembled image verified → Have: all sections render correctly in DSIP viewing window.
Submission receipts archived → Have: local copies of everything submitted.
One thing to do this week
If you’re planning to submit to any DoD Release 1 topic, do one thing before you write a single word: go to DSIP active solicitations, find your component’s submission instructions PDF, and read pages 1-4. That’s where you’ll find the budget cap, the page limit, and the format rules. Everything else builds on that.
Did this checklist save you a mistake? Forward it to a founder who's about to submit their first DoD SBIR. One missed step can mean a non-responsive proposal.
Till next time,
—Lana.