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Sponsored Project Contract for Services Guide (NSP-0144)

Download the Sponsored Project Contract for Services Template

  • Go to DRED’s Forms web page.
  • Search for “Sponsored Project Contract for Services” in the search box and click the link in the search results.
  • Save the Word document to your desired location and open it for editing.
  • IMPORTANT: Only edit the areas indicated below.  Do not change anything else in the agreement, and do not ask anyone to sign the agreement.

Opening Paragraph

  • Contractor’s Legal Name
    • Ask the Contractor for its legal name and enter it in the indicated area.
    • Note that the “Contractor’s Legal Name”:
      • For a sole proprietor, it is the person’s full legal name; and
      • For a business entity (e.g., corporation, limited liability company), it is the exact name under which it is listed on the Secretary of State’s website of the state where the entity was incorporated or organized.  As an example, go to the Idaho Secretary of State’s website and search for “Pennbridge BODO, LLC,” which is the legal name for an entity with an Assumed Business Name as “Residence Inn Boise City Center.”  [Note: An entity incorporated or organized outside the U.S. may not be listed on a Secretary of State’s website unless it has been formally authorized to do business in that state (which may or may not be required depending on a number of factors, including whether the entity has a physical presence in that state). If the Contractor is an entity incorporated or organized outside the U.S., ask the Contractor to provide the equivalent information from that country. An example is: “Institute for Information Industry,” which is a non-profit institution of Taiwan, Republic of China.]
  • Contractor’s Entity Type and Jurisdiction
    • Sole Proprietor
      • Delete “[A/N ENTITY TYPE AND JURISDICTION]” because it’s not applicable.
    • Business Entity
      • Ask the Contractor for its entity type and jurisdiction, and enter it in the indicated area. It should be something like “a Delaware corporation” or “an Idaho limited liability company.”
      • For a business entity, this identifies the type of entity it is (e.g., corporation, limited liability company, limited partnership), as well as the state in which it was incorporated or organized (e.g., Idaho, Delaware). This is extremely important because: (i) it’s possible to have the same entity name organized/incorporated in more than one state; and (ii) the contract unambiguously identifies the party with whom the University is contracting.
      • This information will be identified on the Secretary of State’s website of the state where the entity was organized or incorporated. Using the example above, “Pennbridge BODO, LLC” is “an Idaho limited liability company.”  [Note: An entity incorporated or organized outside the U.S. may not be listed on a Secretary of State’s website unless it has been formally authorized to do business in that state (which may or may not be required depending on a number of factors, including whether the entity has a physical presence in that state). If the Contractor is an entity incorporated or organized outside the U.S., ask the Contractor to provide the equivalent information from that country. An example is: “Institute for Information Industry,” which is a non-profit institution of Taiwan, Republic of China.]
  • Contractor’s Principal Place of Business Address
    • Ask the Contractor for the full address, including country if outside the U.S., of its “principal place of business,” and enter it in the indicated area.  “Principal place of business” is a term of art generally referring to the entity’s headquarters or the place where an entity’s officers direct, control and coordinate the entity’s activities.

Term of Contract

  • Enter the date on which the contract will end.

Fee for Services (Choose either “Fixed Price” or “Not to Exceed Price”)

  • Fixed Price; or
    • Left click the check box to the left of “Fixed Price.”
      • This indicates the contract is fixed price—meaning the Contractor will not request more money if it costs more than expected to perform the Statement of Work (“SOW”) and University will not pay less money if it costs less than expected to perform the SOW.
    • Enter the “Amount” in U.S. Dollars (USD) in the indicated area.
      • This is the amount the University will pay Contractor for completing the SOW.
  • Not to Exceed Price
    • Left click the check box to the left of “Not to Exceed Price.”
    • Enter the first “Amount” in U.S. Dollars (USD) in the indicated area, and left click the appropriate check box to indicate whether this Amount is per hour or per event.
    • Enter the second “Amount” in U.S. Dollars (USD) in the indicated area to identify the maximum amount that will be paid to Contractor for performing the SOW. The amount actually paid to Contractor will be based on the Contractor’s invoices and the work actually performed.
  • Funding Source(s)
    • Enter the OFC segment string information (from the Chart of Accounts) for the fund source(s) used to pay for this Contract for Services. Charges to sponsored projects require: (i) Project, which is the “P” of POET; (ii) Department, which is the “O” of POET; (iii) Account, which is the “E” of POET; and (iv) Task, which is the “T” of POET.

Notice Contacts

  • University’s Notice Contact
    • Enter the name and contact information for the college/department/unit contact who should receive certain notices required by the contact. A couple examples of a Contractor’s notice include: (i) information about performance problems; or (ii) a desire to terminate the contract for convenience.
  • Contractor’s Notice Contact
    • Ask the Contractor for the contact information for its notice contact.

Contractor’s Supplier Number in OFC

  • Enter the Contractor’s OFC Supplier Number in the indicated area.

Exhibit A – Scope of Work

  • Provide a detailed description of the work the Contractor is required to perform.  For consultants in particular, the work may be described in sufficient detail in the proposal.  You may be able to copy and paste it into the SOW.
  • Provide the Contractor’s deliverables and due dates.
  • The above information is crucial for avoiding disputes between the University and the Contractor because the work the Contractor is required to perform is unambiguous. Also, the detail is required to ensure that sponsored project funds paid to the Contractor are “reasonable” (what a prudent person would pay for the work under the specific circumstances, e.g., 2 CFR § 200.404). Insufficient SOWs will be returned to the initiator to add more information.

Revision Date: 10/3/2018

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PI Role & Responsibilities

PI Role

Principal Investigators (“PIs”) have primary responsibility for achieving the technical success of sponsored projects, while also complying with the financial and administrative policies and regulations associated with the sponsored project agreement (the “Award”). Although PIs may have administrative staff to assist them with the management of Award funds, the ultimate responsibility for the management of sponsored projects rests with PIs. The fundamental responsibilities of PIs during the post-award phase of sponsored projects include, but are not limited to:

  • Execute the project as outlined in the Award using sound management techniques;
  • Carry out the project’s financial plan as presented in the Award, or make changes to the plan following a prescribed set of policies and procedures;
  • Report project progress to the sponsor as outlined in the terms of Award (see, e.g., Technical/Programmatic Reporting Guidance; National Science Foundation Technical Reporting Guidelines);
  • Maintain accurate records of project-related expenses;
  • Comply with all Boise State University (“University”) policies and procedures related to project management and personnel practices; and
  • Comply with all applicable sponsor rules, regulations and/or terms and conditions of the Award; and
  • Fulfill the PIs’ obligations set forth in the Principal Investigator Award Certifications and Assurances.

PIs’ responsibilities may be divided into two related but distinctly different sets of activities: (i) management of the Award Scope of Work (“SOW”); and (ii) responsible spending of Award funds. While the SOW should drive financial activities, sound management practices in both arenas are required. The financial stewardship of Award funds is a shared responsibility between PIs, the PIs’ college/departmental administrators and the Office of Sponsored Programs (“OSP”).

Once a project has been funded, there is the expectation by both the sponsor and OSP that PIs responsibly spend Award funds. Sound fiscal management of Award funds requires knowledge of, and adherence to, a prescribed set of federal and locally developed financial guidelines (see, e.g., Basics of Charging Costs to Sponsored Projects). Over the life of an Award, PIs may initiate changes to a project that impact the management of awarded funds. PIs must have a good understanding of the procedures associated with initiating financial transactions or changes to an Award’s financial plan.

OSP is committed to assisting PIs’ fulfillment of these responsibilities. In addition to offering workshops and training sessions, OSP has prepared (and will continue to prepare) forms, policies, procedures and training materials aimed at acquainting PIs and their college/departmental administrators with information that will positively affect sponsored project management.

Project / Award Management

A project is the allocation of resources directed toward a specific set of goals that follows a planned and organized approach to meeting those goals. Sponsored projects have an added explicit dimension of time that sets them apart from many internally funded and managed projects. Most sponsors expect PIs to meet the budgets and time frames outlined in Awards’ SOWs. This expectation puts special emphasis on PIs’ abilities to carefully plan and manage Award work.

The most basic project-operating document is the project plan. All resource allocation, including funding and staffing, must support the objectives outlined in the project plan. As project managers, PIs must:

  • Manage Award resources;
  • Plan and control Award work; and
  • Communicate with individuals and groups about the Award.

While the management of Award resources may appear to take the bulk of PIs’ time, it is the planning, controlling and communicating tasks that will prove most time consuming.

PIs, particularly if they manage multiple and/or complex Awards, may find public domain or commercially available software packages extremely helpful in managing their Awards. Use of project management and financial software, such as Microsoft Project and Excel (available through BroncoTec), can assist PIs in reporting project progress, tracking work, analyzing project-generated data and managing time keeping. Although Award financial information is maintained in Oracle Financials Cloud (“OFC”), PIs are encouraged to develop means by which they or their college/departmental administrators can maintain records related to the hours and tasks performed by each member of project teams.

Project / Award Staff

PIs have responsibilities and prerogatives in the selection, training and evaluation of project staff, subject to the policies and procedures of the University’s  Human Resource Services (“HRS”). These personnel practices conform to federal and state laws, and reflect the University’s approach to human resource management. Consistent with these policies and procedures, PIs may select staff to carry out project work. PIs unfamiliar with University personnel practices are encouraged to contact HRS staff.

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