CCF FY2021 FAQs
The FAQs that follow address the most common questions. If additional support is needed, please contact the CCF team at ccf@cit.org.
General CCF and FY2021 Solicitation Information
what is the commonwealth commercialization fund (ccf)?
The CCF is a state fund designed to drive economic growth in Virginia through investments in the development and commercialization of targeted, high-potential technologies. The Center for Innovative Technology (CIT) manages the CCF, which may offer grants and/or loans. The Commonwealth Research Commercialization Fund (CRCF) program was sunset on June 30, 2020 and transitioned, along with Virginia Research Investment Fund (VRIF) program, to the CCF per Virginia Code §2.2-2359.
Is information available about future funding opportunities?
At this time, information is not available regarding future CCF rounds. CIT updates its website with the latest information on funding opportunities. Add yourself to the CCF listserv for future announcements by visiting: bit.ly/ccflistserv.
What can I do if I still have questions?
In addition to these FAQs, briefings, webinars, and topic-specific videos are and will be available to aid applicants through our Resources page. New materials will be added as the round progresses. If you still have questions, please contact ccf@cit.org.
Are FY21 CCF awards grants or loans and how many awards will there be this round?
All awards will be grants. The number and average value of awards is not predetermined, nor is the number or value of awards by industry or any other criteria.
Where can I learn more about this year’s eligible industry sectors?
FY21 projects are to be directly related to one or more of seven eligible industry sectors. The October 2019 Commonwealth Research and Technology Strategic Roadmap defines all sectors with the exception of clean energy, cybersecurity, and data science and analytics, which are described below.
- Clean energy: includes solar, wind, geothermal, bioenergy, nuclear, clean coal, and energy efficiency technologies
- Cybersecurity: includes technologies designed to protect networks, devices, programs, and data from attack, damage, or unauthorized access
- Data science and analytics: technologies envisioned are specialized systems or software. Data analytics is the process of examining large data sets in order to draw conclusions about the information they contain, increasingly with the aid of specialized systems or software. The insights from data are used to recommend action or to guide decision-making rooted in business context.
My project represents more than one technology sector. How shall I demonstrate this?
Applicants should indicate the primary industry sector with which the project aligns. The primary sector identified in the executive summary will auto-populate into your application and cannot be changed. An applicant’s proposal may indicate alignment with multiple industries. The number and average value of awards is not predetermined, including by industry or any other criteria.
Is it okay to use an out-of-state consultant or subcontractor for part of the work?
Yes, if there is no in-state alternative and it is well justified in the proposal. Reasons an applicant may choose to use out-of-state support could include a long-standing relationship, discussion underway prior the CCF submission, best reputation, ability to turn work around in the shortest timeframe, etc.
What do you mean by authorized representative (AR)?
The AR is an individual who is authorized to execute legal documents on behalf of the applicant organization.
Does the project team have to live and work in Virginia to be eligible?
The goal of CCF is to drive economic growth in the Commonwealth of Virginia through science- and technology-based research, development, and commercialization. Therefore, the place of business must be Virginia for the applicant’s CEO and CCF project manager (who may be the same person) and for the majority of the company’s other senior executives and staff.
What is an acceptable period of performance?
Your CCF project is expected to be approximately 6-12 months. However, other periods of performance – shorter or slightly longer – that reflect reasonable time to completion and align with the work to be accomplished and budget are acceptable.
Why would my application materials be reviewed by CIT staff other than those managing the CCF?
Information and materials submitted to CCF will be shared with reviewers for the purpose of evaluation only; reviewers may not disclose or use proposal information for other purposes. However, information regarding CCF applicants may be shared with other programs managed by CIT, such as the GAP Funds. If an applicant chooses that its information not be available to or for other programs, it must indicate this in the executive summary. Sharing of information internally among CIT’s various programs ensures that organizations benefit from maximum exposure to CIT’s funding vehicles and resources and that CIT derives maximum efficiency in program administration. For example, through interaction with the CCF team, CIT’s investment team may identify firms that are good candidates for, yet not aware of, CIT GAP Funds.
How are my CCF materials protected?
CIT protects the privacy of your applications and related materials during and after the solicitation, whether materials are in soft or hard copy. However, proprietary information in a CCF application is discouraged. If provided, it is to be marked and included only in the application’s appendix.
Other than the project summary within the application’s online form and the project synopsis within the proposal, CIT considers the executive summary and all application materials confidential, along with follow-on reports, correspondence, and other communications. If CIT wishes to make public a project profile and/or other project-specific information beyond the aforementioned sections, it is only disclosed following approval by the awardee/applicant. CIT is not subject to FOIA, and executive summaries and the subsequent applications and materials submitted to CIT are among materials not subject to FOIA.
Non-disclosure agreements or similar agreements govern those who manage and review materials. The discussion of proposals takes place in closed session, per Statute.
CIT is audited each year, by the Virginia Auditor of Public Accounts. This includes auditing CIT’s policies and practices for electronic data. CIT staff are required to maintain confidentiality of proprietary, sensitive, and/or other information not in the public domain. CIT uses the same degree of care to prevent the unauthorized use or disclosure of information as it uses to protect its own proprietary information from unauthorized use or disclosure.
Other than the project summary within the application’s online form and the project synopsis within the proposal, CIT considers the executive summary and all application materials confidential, along with follow-on reports, correspondence, and other communications. If CIT wishes to make public a project profile and/or other project-specific information beyond the aforementioned sections, it is only disclosed following approval by the awardee/applicant. CIT is not subject to FOIA, and executive summaries and the subsequent applications and materials submitted to CIT are among materials not subject to FOIA.
Non-disclosure agreements or similar agreements govern those who manage and review materials. The discussion of proposals takes place in closed session, per Statute.
CIT is audited each year, by the Virginia Auditor of Public Accounts. This includes auditing CIT’s policies and practices for electronic data. CIT staff are required to maintain confidentiality of proprietary, sensitive, and/or other information not in the public domain. CIT uses the same degree of care to prevent the unauthorized use or disclosure of information as it uses to protect its own proprietary information from unauthorized use or disclosure.
Will proprietary information be accepted, and what does CCF consider proprietary?
Proprietary business- or research-related information is considered that which is produced or collected by the applicant in the conduct of or as a result of study or research on medical, rehabilitative, scientific, technical, or scholarly issues, when such information has not been publicly released, published, copyrighted, or patented, if the disclosure of such information would be harmful to the competitive position of the applicant. For more information, see the 2020 Virginia Freedom of Information Act (FOIA). It is recommended that proprietary information not be included unless absolutely necessary for application evaluation. In this case, the proprietary information must be in the appendix (only) and clearly marked as “proprietary”.
How do you define “MVP”?
Minimum viable product (MVP) is defined as the stage of a new product or service when it has sufficient features to attract early adopters and validate the product or service, and whose development has been informed by customer discovery and/or market interaction.
Do I have to incorporate my company in Virginia to be eligible?
No. Your company may be incorporated in any state provided it meets the other eligibility criteria.
How is private sector eligibility criteria developed?
With the goal of catalyzing job, revenue, and company creation and growth in the Commonwealth through during and following the global pandemic, the CCF FY21 round targets young companies with highly promising technologies that have seen traction, for instance, through revenue and/or investment and would be catalyzed by support to commercialize their technologies or access the market. This round’s criteria was developed in consultation with the Administration, VIPA Board of Directors, Advisory Committee on Commercialization, and key stakeholders around the state.
Executive Summary and Application Processes and Content
I already created an account for CRCF applications. Will I be able to use this login information again?
Yes. If you created an account during a CRCF solicitation, you will be able to use this same username and password to access CCF’s FY21 portal. If you have forgotten your password, use the “Forgot your password?” link at the bottom of the screen. Applicants new to CCF must create a username and password using the link on the login page.
How do I submit my executive summary and application?
Executive summaries and subsequent applications are to be completed through the CCF online portal. You can access the portal from CIT’s website, through the guidelines, or by visiting www.cybergrants.com/cit/ccf/eligibility. Submissions via email are not accepted.
Can I update my executive summary or application once submitted?
Once submitted, online updates to executive summaries or applications are no longer possible. However, if you realize that you have made an error, contact the CCF team at ccf@cit.org and identify your organization and, if possible, provide the request ID (executive summary) or FY21 CCF reference number (application) and an explanation of the change to be made. Applicants should pay particular attention at the executive summary stage to fields that become part of the application and are not modifiable, in particular the project title and industry sector.
Do I need to include background information in my proposal? How much background information is appropriate?
The majority of the proposal should be dedicated to the specific CCF project and address the topics laid out in the guidelines. Background information should be included only to the extent that it is critical to a solid understanding of the CCF technology, project, and/or opportunity.
Can you elaborate on what you’re looking for in a project plan? Will an outline or graphic timeline suffice?
CCF applications must include a narrative project plan that thoroughly explains how the proposed project will be accomplished; project plans cannot be developed after funds are awarded. The strongest project plans describe the activities that will take place to meet each project goal, identify the personnel responsible for the tasks, and call out project milestones. Graphic timelines, outlines, and/or tables do not take the place of the narrative project plan. Should parts of your project plan change by the time an award is made, CCF will consider such project modifications on a case-by-case basis.
If I have multiple letters of support that would exceed the page limit for the appendix, is it okay to combine two letters of support into a single page?
Yes, you may combine the documents into a single page in order to stay within the page limit, as long as all content remains legible.
Will you contact me for more information if there are questions about my application? Will I have an opportunity to provide updates?
Submitted applications are expected to be in final form and include all information that the applicant wishes to provide. However, if following the submission, your company has a newsworthy update or other important achievement that could impact your application, please relay that information to ccf@cit.org.
Budget, Use of Funds, and Matching Funds
How is the budget and cost justification used?
Along with identifying the categories where CCF funds are requested and matching funds are provided to execute the project, applicants must describe how requested funds will be spent and why/how the uses are important to advance the project. Be sure that project costs align with the project plan and contribute directly to the associated activities.
What are indirect costs? Can CCF funds be used to pay for indirect costs?
Indirect costs are activities or services that benefit more than one project/costs incurred in joint usage (difficult to assign to or identify with a specific project). Common indirect cost groups are Overhead (OH) and General and Administrative (G&A). Rent, office supplies, and other expenses that are traditionally considered indirect costs will not be accepted as direct costs. Indirect costs may not be charged on equipment. CCF funds may be used to pay for indirect costs up to 30% of the total CCF request.
Are there restrictions on using CCF funds to cover equipment costs?
If applicants include equipment purchase requests, they must demonstrate that the equipment is required to advance the technology for the proposed CCF project and indicate why alternatives to procurement, such as leasing, are not viable. If the request is to purchase new equipment, indicate why used equipment is not a viable option. Indirect costs may not be charged on equipment. Award recipients that purchase approved equipment with CCF monies retain the title. CIT does not take title.
How do I determine whether a cost should be categorized as Materials & Supplies or Equipment?
Materials & Supplies are consumables, disposables, or other short-lifespan items, and generally are less expensive than equipment. Equipment has a useful life of more than one year.
What qualifies as applicant-contributed matching funds?
In FY21, applicants must provide matching funds in an amount that equals or exceeds 50% of the total CCF request to support the project’s direct costs during its period of performance. These funds may be cash or in-kind contributions such as the following and come from the applicant company or its partner(s):
- Salaries and fringe benefits (paid or waived) of the project manager, other staff, consultants / contractors, and/or students working on the project
- Waived fees for services performed by project partner(s)
- Travel directly associated with the project and tied to its success
- Materials and/or supplies acquired for the project
- Time on equipment for work directly tied to the project
What does not qualify as applicant-contributed matching funds?
The following sources cannot be considered as part of the 50% applicant-contributed match:
- Funds expended prior to or after the CCF project’s period of performance
- Existing grants or contracts (even if unexpended)
- Indirect costs
- Lines of credit
- Discounts on equipment and/or supplies
