Re: Letter of Intent to Subcontract Bain, Tammie 28 Jul 2006 16:07 EST
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 ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ====================================================================== ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ====================================================================== ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ======================================================================