Hi Ruth,

I had responded to Eleanor directly.  In my experience here and at my
previous institution, this is not a routine request.  The instances in
which I have received this request was to assist the Co-PI/department
administrator at the other institution to obtain pre-award spending
(account number) from his/her financial group.  For me, there has been
no instance when the other institution felt that they would not
[eventually] receive an extension, it was merely to facilitate
administrative requirements.

In a nutshell, my response to Eleanor:

 I have done this but have made certain to state that a
continuation of the grant is *anticipated* then make everything
contingent upon receipt.

 I typically state something to the effect:

 This letter is to confirm that the University of Oregon
anticipates an extension [continuation, supplement, whatever the case
may be] by the US
 Department of Education of the grant XXX (CFDA XXX) entitled
"XXX."  In the event such extension is received, and provided there has
been no
 reduction in the budget awarded, The University of Oregon plans
to extend its Subaward Agreement with ____ through Project Year 4.  It
should
 be noted, however, that this letter does not guarantee funding
for this project.

 Then I follow this with the planned project amount, new project
period and other administrative matters and nicer statements about how
we value our relationship 	with that party (which we do) and invite
them to contact me with any concerns.

So far, it seems to assuage whatever concerns our subcontractors have in
those instances when there is a larger than expected gap between the end
of one project period and the next Notice of Grant Award.

Hope this helps,

Tammie

Tammie L. Bain
Associate Director, Proposal Management
Office of Research Services and Administration
5219 University of Oregon
Eugene, OR  97403-5219
Telephone: 541-346-2508
Facsimile:  541-346-5138
xxxxxx@orsa.uoregon.edu

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@hrinet.org] On
Behalf Of Ruth B Smith
Sent: Friday, July 28, 2006 10:46 AM
To: xxxxxx@hrinet.org
Subject: Re: [RESADM-L] Letter of Intent to Subcontract

Eleanor, does your subcontractor believe it may not be included in the
work once the agreement is executed?

I do not have a sample but am curious about the circumstances under
which such a letter would be needed.  So, dear colleagues, my curiosity
is piqued
- does anyone routinely deal with this situation and have a standard
means of addressing it?

At the proposal stage, or prior, we sometimes do teaming agreements with
industrial firms.  Beyond that, our putative subcontractors have always
trusted that since they were included in proposing, they would be
included in performing.

With puzzlement,

Ruth Smith, Executive Director
Old Dominion University Research Foundation P.O. Box 6369; Norfolk, VA
23508 Ph 757.683.4293, ext. 600 Fax 757.683.5290 Mobile Ph 757-469-5675

 Eleanor Cicinsky

 <xxxxxx@TEMPLE.

 EDU>
To
 Sent by: Research         xxxxxx@hrinet.org

 Administration
cc
 List

 <xxxxxx@hrinet.
Subject
 org>                      [RESADM-L] Letter of Intent to

 Subcontract

 07/28/2006 12:48

 PM

 Please respond to

 Research

 Administration

 Discussion List

 <xxxxxx@hrinet.

 org>

Hi,

Do any of you issue letters of intent to potential subcontractors when
your
Prime Contract has not yet been fully executed?      I'm in the process
of
doing this and am looking for a good sample.     If anyone can direct me
to
a web site or if you have one,  would you mind sharing the language you
use in your letter?

Thank you,

Eleanor M. Cicinsky
Director, PreAward Sponsored Projects Administration Temple University,
406 USB, 083-45
1601 N. Broad Street
Philadelphia, PA  19122
(Ph)  215.204.8691
(Fx)  215.204.7486
(Em) xxxxxx@temple.edu
(Web) http://www.research.temple.edu

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 subscription information and a web-searchable archive, are available
 via our web site at http://www.hrinet.org (click on "Listserv Lists")
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