500-20-H, Technology Transfer Handbook

This “Technology Transfer Handbook” provides detailed processes, guidance, and templates to U.S. Geological Survey (USGS) offices to implement the Bureau’s Technology Transfer (TT) program. The USGS TT program enables the USGS to make its technologies available to the non-Federal sector, which includes industry; State, local, and tribal governments; and academic institutions. Through the TT process, the USGS science programs and offices share the benefits of the national investment in research and development with all segments of society.

The USGS encourages the adoption, use, and commercialization of its research products and actively seeks potential users of USGS technologies. The USGS uses multiple authorized TT mechanisms to share USGS technologies with the commercial, academic, and non-Federal government sectors. These mechanisms include cooperative research and development agreements, and intellectual property (IP) licenses. These same mechanisms are used to accept funds, which can help offset a center’s operating expenses (OE).

Many benefits result from TT. State, local, and tribal governments as well as private industry gain access to USGS innovative and improved products, processes, and services. These benefits lead to increased efficiency and effectiveness, greater market share, and increased profits, all of which help strengthen the U.S. economy. The USGS benefits by the opportunity to pursue research that may otherwise not be funded from traditional government budgets. Through the TT program, the USGS may receive revenues and royalties that can be applied toward discretionary research and science activities. An additional benefit of TT is that it allows the USGS and its individual employees to share in the recognition of intellectual discoveries and scientific advances. TT mechanisms provide a vehicle for commercialization of employee inventions through patents, licenses, and other awards, including receiving a percentage of any royalties generated. Similarly, USGS collaborators on TT agreements are able to protect their IP and share in royalties.

To take full advantage of these TT benefits, USGS offices should engage the Office of Policy and Analysis (OPA) early in the TT decision-making process. OPA’s early involvement ensures the protection of critical inventions when scientific results are published. The guidance in this handbook is intended to help USGS science programs and offices with implementing the TT program to the fullest extent possible.

/s/ Katherine M. McCulloch May 5, 2020

Katherine M. McCulloch Date

Associate Director for Administration

A printable version of this handbook is available below:

Contact gs-a_survey_manual_feedback@usgs.gov should you require additional assistance.

CHAPTER 1

Introduction

This “Technology Transfer Handbook” provides detailed processes, guidance, and templates to U.S. Geological Survey (USGS) offices to implement the Bureau’s Technology Transfer (TT) program. This Survey Manual (SM) handbook implements SM 500.20, “Technology Transfer Authority,” and Part 761 of the Department of the Interior (DOI) Departmental Manual, “Technology Transfer.” TT mechanisms are not used to provide funds to non-USGS entities. Contacts and subcontracts are used to provide funds to entities and are subject to Appropriations Law or Federal Acquisition Regulation (FAR) (https://www.acquisition.gov/?q=browsefar).

History

The Federal Government recognized the need for expanding TT efforts, ensuring the widest possible use of its technological achievements. Examples of Federal efforts to expand TT include the establishment of the National Science Foundation in 1950, the Defense Technical Information Center in 1951, and the National Technical Information Service in 1970. By 1968, Members of Congress wanted to better use Federal laboratories to solve national problems. As a result, the Intergovernmental Cooperation Act of 1968 encouraged interagency cooperation and authorized Federal agencies to provide services to State and local governments. The Federal Technology Transfer Act of 1986 authorized the use of cooperative research and development agreements (CRADAs), officially recognized the Federal Laboratory Consortium for Technology Transfer (FLC), and established royalty sharing with Federal inventors. This Act instituted and promoted collaboration with industry. Some important statutes related to TT are summarized in Appendix C.

The USGS TT activities must be consistent with the USGS mission to protect and manage the Nation’s natural resources and cultural heritage; provide scientific and other information about natural resources and natural hazards to address societal challenges and create opportunities for the American people; and honor the Nation’s trust responsibilities or special commitments to American Indians, Alaska Natives, and affiliated island communities to help them prosper.

CHAPTER 2

Validity of a Potential Partner

Within the USGS, most Technology Transfer (TT) activities occur at the laboratory, science center, program office, and mission area levels. The scientist or principal investigator (PI) may be the first point of contact for a potential collaborator (partner). The PI should determine if the prospective partner is technically and financially suitable. Refer to SM 500.20, Technology Transfer Authority, for more information.

The suitability of potential partners must be considered from ethical and public perception points of view. The System for Award Management (https://sam.gov) lists entities that are ineligible for partnerships. The USGS is prohibited from partnering with these entities, unless waived by the U.S. Department of the Interior (DOI). The PI must carefully and thoughtfully consider the validity of a potential partner and consult with their supervisor and (or) the Administrative Officer (AO) before proceeding further toward an agreement.

Fairness of Opportunity

In compliance with the Federal Technology Transfer Act of 1986, the USGS practices and promotes fair access to CRADA opportunities. The USGS strives to ensure that outside organizations have fair access to collaborative opportunities, licensing of Federal technologies, and USGS scientific expertise. When possible, special consideration is given to small businesses and to those located in the United States. Partners should agree to manufacture TT products. Fair access to CRADAs is not synonymous with the term “open competition,” as defined for procurement contracts. Evidence of fair access and discussion of unique resource requirements are maintained as part of the official CRADA file.

Public Release

The USGS and its partners should determine if they will release a public statement regarding their partnership. If both parties agree to release a statement, the OPA and the Office of Communications and Publishing (OCAP) will help to ensure that the statement is in accordance with USGS policies and practices by using the template Public Release Statement form. Prior to releasing a statement, all parties must sign the form. If the statement contains scientific information (for example, data), the Office of Science Quality and Integrity is also consulted. Additionally, the USGS will not release partner names, descriptions of work, and (or) funding amounts without written consent from the partners.

CHAPTER 3

Technology Transfer Mechanisms

Congressional legislation (15 U.S.C. 3710a) authorized the use of agreements to establish partnerships or collaborations between Federal agencies and other parties. These agreements include Cooperative Research and Development Agreements (CRADAs), Technical Assistant Agreements (TAAs), Facility Use and Service Agreements (FUSAs), License Agreements (LA), and Material Transfer Agreements (MTAs). This chapter provides an overview of legally enforceable technology transfer (TT) mechanisms per SM 500.20.

The USGS can have agreements with the following entities:

Short descriptions of the TT agreement mechanisms are provided below:

CHAPTER 4

Technology Transfer Agreement Process

A. General Information.

Each USGS office is fully responsible for its Technology Transfer (TT) agreements and must adhere to Appendix A of SM 205.13, Delegations of Authority to Enter into Agreements and to Accept Contributions. The Office of Policy and Analysis (OPA) may review and approve agreements and aid USGS offices, ensuring the interests of the USGS office and the USGS are protected; however, each USGS office takes ownership of its agreements. For example, USGS offices must ensure that TT agreements are not revised further by the collaborators prior to execution. This chapter provides guidance on agreement mechanisms and the approval process.

Grants are funds disbursed or awarded by one party (grantor) to a recipient (grantee). Under the TT authority, the USGS and its scientists may apply for grants that are publicly announced and open to Federal agencies and their employees. If a USGS employee is applying for a grant and is named as the PI or co-PI by an outside entity, the USGS employee must adhere to USGS grant policy (Form 9-3090, as applicable). The USGS is authorized to accept funds provided as a prime recipient or awardee or as a subaward.

2. Ethics Office Review.

The Departmental Ethics Office, Office of the Solicitor at USGS reviews matters of Conflict of Interest (COI) for all USGS employees. The USGS office entering the agreement fills out the COI webform (Form 9-3142) during the initial stage of the partnership as part of the Ethics review process and may contact the Ethics Office with questions. This form identifies any potential conflicts that the principal investigator (PI) may have, other than possible patent royalties. If the PI changes during the execution of an agreement, the new PI must fill out the COI form.

3. Obligations, Activities, and Tasks of Parties.

The Statement of Work (SOW) defines project-specific activities, roles and responsibilities, deliverables, and timelines. The SOW must support the USGS mission and objectives. It is the basis to determine if the USGS can proceed with an agreement. The SOW must be short enough to encourage swift review and action but long enough to allow a review of its merits. Information within the SOW from the obligated parties should be complete and clear enough to permit the PI and the partner to independently evaluate the success of the project. The goal must be verifiable, and the objectives must be measurable.

The PI must keep their supervisor apprised of discussions with the potential collaborator because all proposed agreements must be supported by the PI’s immediate supervisor and the USGS Cost Center Manager. The PI must follow any applicable mission area policies on the submission of agreements.

Once the PI determines that both the technical and economic objectives of an industrial partner match the needs of the research program, the PI should work with the potential collaborator to draft an SOW that describes the effort and its outcomes. The SOW should be concise and clearly state the exact responsibilities of the USGS and the collaborator. The SOW should provide enough detail, outlining who will do what, when, and where. See Appendix A for additional information.

Do not publicly release the SOW without prior consent from all parties. The U.S. Department of the Interior (DOI) Office of the Solicitor (SOL) strongly recommends protecting the SOW from public release. Contact the OPA with questions regarding public release of any TT agreement or SOW.

4. Sharing the Agreement Templates.

The USGS office may provide the potential collaborator with a copy of the appropriate agreement template. The agreement templates are preapproved by the DOI SOL for legal sufficiency and are available on the OPA Technology Transfer site. The USGS office may wish to indicate to the collaborator that certain elements of the agreement are not negotiable. If the potential partner has any questions or wishes to change any of the terms and conditions, the USGS office should discuss and (or) negotiate the proposed changes with the collaborator. If the collaborator proposes changes to the approved legal provisions or provides their own agreement, the agreement is nonstandard. The USGS office should contact the OPA for assistance with nonstandard agreements. Certain provisions and agreements can be revised only by the DOI SOL. If applicable, the OPA will coordinate with the DOI SOL.

5. Office of Policy and Analysis Approval.

The USGS office shall consult Appendix A of SM 205.13 to determine when agreements should be submitted to the OPA. Agreements revised by the collaborator must contain tracked changes. The USGS office shall enter revised agreements into the agreement review system.

6. U.S. Trade Representative Concurrence Review.

Before entering into an agreement with a foreign-owned or -controlled party, the OPA must consult with the U.S. Trade Representative (USTR). This requirement also applies if the agreement is with a subsidiary of a foreign party. The purpose of the consultation, per Executive Order 12591, is to determine if the foreign entity does the following:

Consultations begin upon receipt of the agreement in the agreement review system. The USTR requires 2 weeks for this consultation process, and the OPA will begin reviewing the agreement after the USTR provides concurrence.

7. Negotiating Agreements.

Upon receiving comments and (or) revisions from the collaborator, the USGS office begins the negotiation process. The USGS office generally leads the negotiations of the terms and provisions of the agreement. The USGS office shall adhere to guidance provided by the OPA in this handbook and applicable policies. As necessary, the OPA helps during negotiations. Occasionally, the DOI SOL’s assistance is required during negotiations with the collaborator. See Appendix B for guidance on negotiable terms and provisions.

8. Export Controls.

If the USGS is working with a foreign entity and providing or exporting U.S. information, the USGS is responsible for following export control laws. The USGS office must apply for an export license; however, this requirement is waived if it is found that the work falls under an exemption (for example, fundamental research per 15 CFR 734.8). The USGS office must contact the U.S. Department of Commerce’s Bureau of Industry and Security at (202) 482–0707 to determine if the work (for example, software development) meets the requirements under 15 CFR 734.8. If the work is not exempt, the USGS office should contact the OPA at gs-a_opa@usgs.gov for guidance.

9. Proprietary Information.

All employees must exercise due care to ensure that proprietary information is not disclosed to the public. Proprietary information may not be used by the Government for any purpose other than activities agreed upon by both parties. Proprietary information must be clearly marked as proprietary at the time of delivery to the USGS. If oral presentations contain proprietary information, the submitter should identify the proprietary information in writing.

The Trade Secrets Act (18 U.S.C. 1905) imposes nondisclosure obligations on all Federal employees. This Act penalizes unauthorized disclosure of confidential information of non-Federal entities outside the Government; penalties include imprisonment, fines, and loss of employment. Considering the substantial penalties USGS employees are subject to for the unauthorized disclosure of proprietary information, the execution of a nondisclosure agreement (NDA) is unnecessary.

Federal entities may use NDAs to identify confidential or proprietary information shared between Federal parties. This information must be properly marked per the records management policy. Contact the USGS Records Officer for more information.

10. Dispute Resolution.

Agreements may contain provisions requiring the resolution of legal disputes in State courts or provisions requiring the USGS to indemnify a non-Federal Government entity. Because provisions of this type violate Federal law, the USGS cannot comply with them.

11. Unauthorized Signatures.

If unauthorized employees sign an agreement, be advised that they personally, not the USGS, may be bound by the conditions of the agreement. If litigation is initiated by a party, the Government may opt not to defend employees where they exceeded the scope of their employment authority. Consequently, employees may have to defend themselves at their own expense and pay any applicable judgment.

12. Equipment or Property Transfer.

The USGS may be able to transfer equipment to a non-USGS entity via a technical assistance agreement (TAA) by using the TT authority. For assistance regarding this activity, contact the OPA at gs-a_opa@usgs.gov . For more information regarding equipment and property transfer without a TT agreement, contact the Chief of the Property Management Branch at (703) 648–7322 or gs-oa_oms_pmb@usgs.gov.

B. Cooperative Research and Development Agreements.

There are several steps for developing and executing a cooperative research and development agreement (CRADA). Contact the OPA if you need further assistance completing the following steps:

Step 1. Enter into an NDA. See Section H of this chapter for more information.

Step 2. Develop the CRADA document. A CRADA consists of three major components: SOW, Resources, and General Provisions. The USGS office must enter the agreement in the agreement review system for OPA review and approval.

a. Statement of Work (SOW)—The CRADA development begins with the SOW. See Appendix A in this handbook for more details.

b. Resources (staffing, funding, equipment, and materials)—Provide a list of all resources supplied to the CRADA by all parties. Cash contributions and an estimate of in-kind expenses must be included.

c. General Provisions (legal terms and conditions)—The business practice framework of a CRADA partnership is outlined in 13 articles that constitute the “General Provisions” section of a CRADA:

The USGS office, in discussion with the partner, provides requested information in the CRADA template. If the partner wants to revise the terms and provisions, the USGS administrative contact should ask the partner to edit the document based on negotiations and indicate the required changes using track changes. The revised document is sent to the OPA for review and, if needed, assistance with negotiations.

Step 3. Complete the Ethics review. See Section A.2 of this chapter for more information.

Step 4. Complete the U.S. Trade Representative review. See Section A.6 of this chapter for more information.

Step 5. Negotiate the CRADA terms (articles). See Appendix B for more information.

Step 6. Prepare the CRADA package for OPA approval. The USGS office prepares the final documents for signature by following the steps below:

a. The USGS office submits the final negotiated version of the CRADA (with all tracked changes and comments) to the agreement review system for OPA approval. This version includes the SOW, the “Resources” section, and any other documents pertinent to the CRADA.

b. The OPA approves the agreement in the agreement review system and routes it back to the USGS office.

1. Preparing the CRADA Package for Signature.

(a) The USGS office prepares the OPA-approved CRADA for collaborator signature by meeting the following criteria:

i. Remove tracked changes or comments from the final version.

ii. Provide copies of the final version for signature (or eSignature). An eSignature is acceptable if using a Personal Identity Verification (PIV) card.

iii. Include the SOW (Appendix A of the CRADA); the “Resources” section (Appendix B of the CRADA); public release statement (if applicable), and any other appendices, exhibits, or attachments.

iv. Prepare the Associate Director/Regional Director (AD/RD) transmittal letter to the partner.

v. Ask the collaborator to sign the copies and return the signed copy to the USGS.

(b) The USGS office prepares the collaborator’s signed CRADA for AD/RD signature.

i. The USGS office must ensure the CRADA was not revised by the collaborator prior to the AD/RD signature.

ii. If the CRADA was revised, the USGS office must provide the revised agreement to the OPA through the agreement review system for review and re-approval.

iii. The USGS office prepares the Correspondence Brief and uploads it to the agreement review system for OPA review.

iv. The OPA reviews the Correspondence Brief and provides the approved copy to the USGS office through the agreement review system.

v. The Cost Center Manager signs the Correspondence Brief.

vi. Provide the CRADA package and the Correspondence Brief to the AD/RD for review and signature.

(c) For hardcopies, the USGS office retains one fully signed copy and provide the other fully signed copy to the OPA. For electronically signed CRADAs, the fully signed agreement is uploaded to the agreement review system.

2. Post Execution.

(a) Public Release Process (Optional).

During CRADA negotiations or after signing a CRADA, the collaborator and the USGS may determine that it would be mutually beneficial to prepare and jointly approve a public release statement describing the collaboration activities. Releasing a statement would permit easy access to an approved description of the project in the event the information is needed by either party. The final version of the statement is releasable to the public after the CRADA is executed, without further consultation with or the permission of either partner.

Both parties must agree to use only the approved statement. Consistent with the CRADA General Provisions (see articles 13.8 and 13.9 in the CRADA template), release of the statement does not directly or indirectly imply approval or endorsement of the collaborator’s or the USGS’ work product or services.

The process to complete the public release statement is summarized below. A template public release statement form is available internally to USGS employees.