Understanding SBIR and STTR Programs

By Cara O’Hare

Raising funds for your startup often involves preparing a pitch, meeting with investors, and navigating a lot of rejections (hopefully balanced by a few yeses). But what if traditional venture capital (VC) isn’t the right path for you at this stage? Many deep tech founders—those working on fundamentally research-based innovations—believe they need to seek investor funding to support their Research and Development (R&D). However, investors typically aren’t interested in funding research for the next 6+ months. So, what are your options?

Investors usually prefer to back startups that have a product, some traction, and are making headway in the marketplace. If you’re still in the early stages, where does that leave you? One significant but often overlooked option is the Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) programs. Don’t let the names fool you, these programs are tailored for small businesses, not just universities.

Many companies overlook these opportunities—Nevada, for instance, is ranked near the bottom nationally for receiving these awards. This could be due to a lack of awareness or uncertainty about how to apply. This article will explore the details of the SBIR/STTR programs and why they might be a great fit for your startup.

What are the SBIR and STTR programs and am I eligible?

So, what exactly are the SBIR and STTR programs? The SBIR program is a federal initiative designed to support small businesses engaged in research and development (R&D) with the potential for commercialization. It stimulates technological innovation, increases private sector commercialization of innovations derived from federal R&D, and fosters the participation of socially and economically disadvantaged individuals in technological innovation. The STTR program is similar to SBIR but emphasizes the collaboration between small businesses and nonprofit research institutions. It’s designed to facilitate the transfer of technology from research institutions to the marketplace.

Program Phases

As you explore the SBIR and STTR programs, you’ll come across the three program phases:

• Phase I: Establishes the technical feasibility and commercial potential of the proposed R&D. Awards typically range from $50,000 to $250,000, lasting 6 months (SBIR) or 1 year (STTR).
• Phase II: Continues the R&D from Phase I based on its results and the project’s merit. Awards are generally around $750,000 for 2 years. Only Phase I awardees are usually eligible for Phase II.
• Phase III: Focuses on commercialization of the technology developed in Phases I and II. This phase is not funded by the SBIR/STTR programs but may involve follow-on contracts or other funding sources.

The specific amounts and timelines can vary by agency. While some programs allow you to skip phases, moving through Phases I-III is often advantageous for building a track record with the agency and maximizing early-phase funding to explore the commercial potential of your technology.

Eligibility:

1. For-Profit Business: Your company must be a for-profit entity.
2. U.S. Owned and Operated: You need to be based in the U.S. and operate primarily here.
3. Fewer than 500 Employees: Your business should have fewer than 500 employees.
4. Work Done in the U.S.: All the research and development work must be performed domestically—no outsourcing allowed.
5. R&D Focused: The programs are meant to support research and development. They’re not for purchasing equipment or funding very low-risk ventures that just need capital.

If your startup checks these boxes, the SBIR and STTR programs might be a great fit to help you move forward!

Participating Agencies

The SBIR program is administered by 11 federal agencies, and the STTR program is administered by 5, each with its own focus and priorities. It’s important to find an agency that aligns with your mission and objectives. Each agency funds very specific technology areas, also known as “Topics”. Be sure to review all of the different topic areas that might be relevant to your project to position yourself for a strong application.

1. Department of Agriculture (USDA)

The USDA’s SBIR program supports innovations in agriculture, food systems, and rural development. Grants are awarded to small businesses for research and development of new technologies and solutions in these areas.

2. Department of Commerce (DOC)

NIST’s SBIR program focuses on advancements in measurement science, standards, and technology. NOAA’s SBIR program supports innovations related to environmental and atmospheric sciences.

3. Department of Education (ED)

The Department of Education’s SBIR program funds research and development projects that use innovative technologies and solutions to improve educational outcomes.

4. Department of Homeland Security (DHS)

The DHS SBIR program supports technologies that enhance national security, emergency response capabilities, and other critical functions related to homeland security.

5. Department of Transportation (DOT)

The DOT’s SBIR program funds technologies that support the DOT Operating Administrations: the Federal Highway Administration, the Federal Railroad Administration, the Federal Transit Administration, and the Pipeline and Hazardous Materials Safety Administration.

6. Environmental Protection Agency (EPA)

The EPA’s SBIR program broadly funds technologies addressing Air Quality, Homeland Security, Sustainable Materials Management, Safe Chemicals, Land Revitalization, and Clean and Safe Water.

7. Department of Defense (DOD)

The DOD’s STTR program emphasizes collaborative research between small businesses and research institutions to develop technologies that enhance national defense capabilities. Priority Areas include: 5G, AI/Autonomy, Biotechnology, Control and Communications, Cybersecurity, Directed Energy, Hypersonic, Microelectronics, Network Command, Nuclear, Quantum Sciences, Space, and more.

8. Department of Energy (DOE)

The DOE’s STTR program supports collaborative research in energy technologies, including Advanced Scientific Computing Research, Environmental Management, Fossil Energy, Biological and Environmental Research, Fusion Energy Science, Cybersecurity, Energy Security, and Renewable Energy,

9. Department of Health and Human Services (HHS)

HHS agencies focus on innovations that support health, life science, and biomedical discoveries that could impact the lives of patients and their families.

10. National Aeronautics and Space Administration (NASA)

NASA’s STTR program supports the development of advanced technologies related to space exploration and aeronautics through collaborations with research institutions.

11. National Science Foundation (NSF)

The NSF’s STTR program funds a wide range of scientific and engineering research, including advanced manufacturing, information technology, and environmental sciences.

SBIR vs STTR
Choosing between an SBIR and an STTR application depends on whether you need to formally partner with a research institution. The key distinction is that, unlike the SBIR program, the STTR program requires the small business to establish a formal partnership with a nonprofit research institution.

While all 11 agencies participate in the SBIR program, five of them also engage in the STTR program: the Department of Defense, the Department of Energy, the Department of Health and Human Services, NASA, and the National Science Foundation.

When applying for an SBIR, you can include other entities, whether large or small, as subcontractors to enhance your team’s capabilities. You can also collaborate with universities or research institutions as subcontractors. However, if you do not plan to include a nonprofit research institution in your project, the STTR program is not suitable for you.

Beyond the partnership requirements, there are differences in the distribution of R&D work. For SBIR, the small business must conduct at least 67% of the research in Phase I and 50% in Phase II. In contrast, under STTR, the small business must perform at least 40% of the research, while the research institution must contribute at least 30% in Phase I. In Phase II, the small business still needs to perform at least 40% of the work.

When deciding between SBIR and STTR, consider what formal partnerships you will need, the distribution of research work, and the agency that aligns with your proposed project. This will help you determine the most appropriate application.

Applying

Now that we have determined your eligibility, found some agencies that could be a fit and the topics that align with the proposed work, and picked whether an SBIR or an STTR is the right fit, let’s talk about the application process. 

Keep in mind that all agencies are different, and you should always read the Notice of Funding Opportunity (NOFO)/Broad Agency Announcement (BAA)/Solicitation for specific information for your application. Below I have included the general steps to take to get you started on your application. 

1. Pre-Proposal

Some agencies offer a pre-proposal process to help you engage with them before writing a full proposal. For example, the Department of Energy (DOE) and the National Oceanic and Atmospheric Administration (NOAA) have Letter of Intent (LOI) programs. Submitting an LOI can provide early feedback on whether your application is likely to be nonresponsive to the NOFO, helping you align your proposal with agency requirements.

The National Science Foundation (NSF) also offers a streamlined option called Project Pitch. This brief document covers your technology, objectives, challenges, market opportunity, and team. If you are a fit for the NSF, they will invite you to submit a full proposal.

Agencies that participate in the pre-proposal process can save you hours of work and headaches by making sure you’re aligned before you put in all the time to write a full proposal.

2. Register in the required databases

It might seem obvious or like something to tackle last, but one of the most important tasks you can do now is register in the required databases. You don’t want to be in the final days of writing your proposal, just before submission, and face a website crash that prevents you from getting the necessary information for final submission.

Required for all agencies:

Get an Employer Identification Number (EIN), Unique Entity Identifier (UEI), and register on SAM.gov and sbir.gov.

For specific agencies:
DoD: Login.gov, DSIP portal

NIH: eRA Commons

DOE: PAMS

NASA: Electronic Handbook

Be sure to check your specific funding announcement for additional information.

3. Research agencies and topics

Go through the list of agencies and topics and pick one that is most relevant to the work you aim to do. While you can submit your project to multiple agencies, you can only accept funding from one. Note that you cannot receive funding for the same project from two different agencies at the same time.

4. View open solicitations

A quick way to check which agencies are currently accepting proposals is the calendar view on the sbir.gov website: https://www.sbir.gov/topics, below that view, you can also search the topics for each agency and learn more about them. You should always cross-check this information with the information provided on the agency’s specific SBIR/STTR web pages.

5. Research existing awards

It’s important to take a look at what the agencies have funded previously, so be sure to review closed solicitations and the published awards on the sbir.gov website: https://www.sbir.gov/award. By looking at previous awards, you can get a sense of what’s been funded under specific topics and what might be funded in the future. This can be especially helpful if you’re undecided about your topic and agency—you might be surprised by the range of topics these agencies cover!

6. Talk to your Program Manager

While it may seem intimidating, you should absolutely reach out to the Program Manager for specific programs or topics if you have any questions. In many cases, the Program Managers are the ones who have proposed a specific topic in that agency, and know exactly what they’re looking for from applicants. They’re usually more than happy to help. You can typically find a Program Manager’s contact information alongside the specific topic for an agency.

7. Review the agency solicitation and Draft Proposal

Be sure to follow the format and guidelines specific to your agency for the most accurate information. Generally, agencies evaluate your proposal from both a technical and a commercial perspective. Below are some review criteria that are commonly applied across agencies, but remember that this is not a comprehensive list. Always review the funding opportunity details or speak with the Program Manager if you have any questions.

1. Technical review criteria: 
   1. Does the proposed work plan fulfill the requirements of the SBIR subtopic?
   2. Is the proposed approach relevant to the commercial objectives of the subtopic?
   3. Have you outlined the risks, risk mitigation strategy, and anticipated benefits?
   4. Is the proposed work consistent with the agencies’ needs?
   5. Are the small business, partners, and research team staff qualified to conduct the proposed work?
   6. Is the proposed R&D scientifically sound and technically feasible?
2. Commercial potential:
   1. Have you clearly defined the market potential and commercial impact of a proposed product?
   2. Have you outlined proposed and existing commercial partners and included letters of support and/or commitment?
   3. Have you defined your Total Addressable Market (TAM), identified key competition & outlined your business model?

8. Submit early!

Be sure to submit your proposal at least 3-5 days early. Many others may be using the website around the same time, and you might encounter internet issues or other problems. Submitting early gives you time to troubleshoot and ensures you’re prepared.

9. Debrief with Program Manager

If you’re not funded, don’t be discouraged. Even a well-crafted proposal with significant effort can still be rejected, and that’s okay! Set up a meeting with your Program Manager to request detailed feedback on why your proposal was not selected. Use this feedback to improve and be sure to resubmit. The biggest mistake you can make is not resubmitting—sometimes, you may have a strong proposal but need to clarify a few points. Your chances of success increase significantly with each resubmission, so be sure to keep trying!

Don’t be daunted by the SBIR process. The path to success can be challenging, but persistence pays off. Stay determined, ask questions, and keep pushing forward. With the right approach and resources, you can turn your innovative ideas into a reality. Be sure to take advantage of free tools and resources to assist you on your SBIR/STTR journey, such as the ones listed below.

NIH Sample Proposal: https://www.niaid.nih.gov/grants-contracts/sample-applications 

DOE applicant resources: https://science.osti.gov/sbir/Applicant-Resources

SBIR 101: https://www.sbir.gov/tutorials