Submitting a successful NASA SBIR proposal in 2025 starts with knowing exactly what’s changed and what’s expected. Whether you’re applying for Phase I funding or advancing to Phase II, the rules are more precise than ever—and so are the stakes. In this guide, we break down what your small business needs to know to prepare, package, and submit a compliant, competitive proposal to NASA.
For 2025, NASA has introduced key changes: the number of Phase I proposals per firm has been reduced, the technical proposal length is now shorter, and proposal evaluations are under tightened scrutiny. With fewer shots and more emphasis on commercial and technical clarity, your proposal needs to meet every requirement without exception.
This article covers both Phase I and Phase II submission protocols, detailing the structure, format, and timelines you must follow to stay eligible and competitive. If you’re serious about winning NASA SBIR funding, this is where you begin.
Phase I: Preparing Your 2025 Proposal
Phase I of the NASA SBIR program is where feasibility meets formality. It’s your chance to prove that your idea is technically viable and commercially relevant. But before your innovation gets reviewed, it must first survive strict administrative screening—and that starts with understanding eligibility and submission requirements.
Eligibility and Registrations
- Be a for-profit U.S. small business with no more than 500 employees, including affiliates.
- Possess the correct NAICS code (541713 or 541715) indicating R&D activity.
- Be at least 51% owned and controlled by U.S. citizens or permanent residents.
- Ensure the Principal Investigator (PI) is primarily employed by your firm—no co-PIs allowed.
Before uploading your proposal, you must complete these registrations:
- SAM.gov: Your SAM profile must be active and include the appropriate NAICS code.
- SBIR Company Registry: Download and attach the PDF proof to your application.
- ProSAMS: This is NASA’s dedicated submission system for SBIR/STTR proposals.
Key Dates and Submission Deadlines
- Solicitation Opens: January 7, 2025
- Proposal Deadline: March 10, 2025, at 5:00 p.m. ET
If your proposal—or even one required document—is submitted late, the entire package will be rejected without review.
Submit at least 24–48 hours before the deadline
NASA won’t accept late proposals due to upload issues or incomplete forms.
Proposal Components and Format
Your Phase I proposal consists of several distinct pieces, but only the technical proposal is subject to the strict 15-page limit. This document must address NASA’s scientific objectives, describe your technical approach, and present a credible commercialization path.
Formatting rules include:
- Use standard 8.5” × 11” pages with 1-inch margins.
- Text must be 10-point font or larger (figures can use smaller legends if legible).
- All pages must be numbered and include a header and footer with firm name, title, and “Proprietary” label if applicable.
- File must be a non-password-protected PDF.
Figures, tables, and graphics are allowed—but they count toward the 15-page cap.
Submission Process via ProSAMS
- Complete online forms (e.g. certifications, budget entry).
- Upload the technical proposal and other attachments as PDFs.
- Secure endorsements from both the PI and the business official electronically.
Do not wait until the last day. Upload speeds, browser compatibility, or missing digital signatures can delay submission and disqualify your entry.
Evaluation Criteria
NASA uses a three-part evaluation framework:
- Technical Merit and Innovation
- Commercial Potential
- Qualifications of Key Personnel and Adequacy of Facilities
Each criterion is scored, and all must be addressed with clear, concrete responses. High-scoring proposals tie each element directly to the specific NASA subtopic they’re responding to.
Phase II: Advancing Your Innovation
If your Phase I effort successfully demonstrated feasibility, Phase II is your opportunity to build a working prototype and show real commercial potential. But getting to that next level depends on both performance and precision—especially when preparing your Phase II submission.
Eligibility and Timeline
Only firms that received a NASA Phase I award are eligible to apply for Phase II funding. There are no open solicitations for Phase II; instead, eligible businesses are invited to apply through ProSAMS based on their Phase I contract.
- Submission window: Typically opens 60–90 days before the end of your Phase I performance period.
- Contract duration: Up to 24 months.
- Funding amount: Awards can exceed $1 million depending on scope and agency needs.
Only Phase I awardees are eligible
NASA does not accept unsolicited Phase II applications.
Proposal Requirements
The Phase II proposal is more comprehensive than Phase I and includes a Commercialization Plan as one of its 10 required parts.
Your proposal must include:
- A detailed work plan outlining technical milestones, deliverables, and risk management.
- A Commercialization Strategy that identifies customers, market size, transition partners, and IP plans.
- A budget and justification aligned with proposed labor, equipment, and subcontracting.
The technical proposal has a 46-page maximum, and formatting rules remain the same as in Phase I (margins, fonts, headers/footers, etc.).
Optional Addendum: If you’ve secured interest from investors or potential customers, you may include letters of financial support in a separate “Capital Commitments Addendum.” This does not count toward the 46-page limit.
Submission and System Notes
You’ll submit your proposal via ProSAMS, which will walk you through:
- Completing all online certifications (including updated Foreign Disclosure forms)
- Uploading required documents in PDF format
- Attaching proof of continued eligibility (e.g., SBA registry, active SAM registration)
NASA expects awardees to follow all formatting and content rules from the solicitation instructions. Deviations—like extra appendices or improper font size—can result in administrative rejection.
Evaluation and Selection
Phase II proposals are judged using similar criteria as Phase I but with increased emphasis on commercialization:
- Technical Progress Since Phase I
- Potential for NASA and Commercial Application
- Soundness of the Development Plan and Qualifications
NASA reviewers expect clear evidence of results from Phase I and a plan for how Phase II will result in a testable, market-ready prototype. Proposals are scored based on feasibility, relevance, and team capability—not marketing fluff.
Additional Resources and Support
Submitting a strong NASA SBIR proposal takes more than technical skill—it also requires a smart approach to commercialization and compliance. Fortunately, NASA and its partners offer several resources that can help your business succeed across both Phase I and II.
Technical and Business Assistance (TABA)
NASA allows applicants to request funding for Technical and Business Assistance (TABA) to support commercialization-related needs such as:
- IP strategy development
- Market analysis
- Regulatory planning
- Manufacturing scale-up
For Phase I, you may request up to $6,500 in TABA funding. The amount must be justified in your budget and clearly described in the proposal narrative. Be sure to indicate the third-party provider you intend to use and how their services will advance your commercialization plan.
NASA I-Corps Program
NASA also invites select Phase I awardees to participate in the NASA I-Corps pilot, modeled after the NSF’s renowned entrepreneurial training program. This initiative is designed to:
- Help teams validate customer segments and product-market fit
- Identify commercialization risks and pivot strategies early
- Strengthen the Phase II Commercialization Plan
Participation is optional but highly encouraged if you’re planning to pursue Phase II. It can also strengthen your Phase II proposal by demonstrating business acumen and validated interest.
Proposal Templates and Compliance Tools
NASA offers a suite of tools to help proposers streamline the process:
- Proposal Templates: Available for technical narratives and commercialization sections.
- Checklist Guides: Provided in the solicitation to verify each component is complete and compliant.
- Sample Budget Forms: Ensure alignment with allowable cost categories and indirect rate justifications.
- Foreign Disclosure Forms: Required for all key personnel and subawardees.
Many of these resources are accessible via the NASA SBIR website or directly within the ProSAMS platform during the submission process.