PROCEDURES FOR EXECUTING CONTRACTS, AGREEMENTS and PURCHASE ORDERS

Contracts and Agreements That Require a Bid or Proposal Submission

If you receive an unsigned contract or cooperative agreement as the result of a bid or proposal submission, submit the document to the ORSP Acting Director of Research-Research Administration, Benjamin Figueroa for negotiation and execution. Once the document has been fully executed, the proposal file will be transferred from ORSP to UAS for account set-up. ORSP will notify the PI that the contract has been executed and that the file has been transferred to UAS, for the PI to contact UA Contracts & Grants to set up the account.

Contracts, Agreements and Purchase Orders That Do Not Require a Bid or Proposal Submission

If you are discussing the possibility of a contract, purchase order or grant with a sponsor, and a formal bid or proposal is not required, contact Erik Kachmarsky at x 3 6025 in ORSP. It is the responsibility of ORSP to discuss various funding alternatives with the sponsor. If it is determined that a contract or purchase order is needed, submit the following to ORSP:

• sponsor name;
• mailing and email addresses;
• telephone and fax numbers;
• primary point of contact;
• statement of work (a list of objectives that will be accomplished in the contract or PO); and
• a preliminary budget. (Note: ORSP can assist with budget development. All contract and PO budgets must be approved and routed for signature, in the same manner as grant proposal budgets.)

Upon contract or PO execution, ORSP will transfer the file to UAS for account set-up. ORSP will notify the PI that the contract or PO has been executed, the file has been transferred to UAS, for the PI to contact UA Contracts & Grants to set up the account.

Subcontracts

Grants, contracts, and other agreements may include provisions for transferring a substantive portion of the programmatic work (along with funds to support the work) from the primary award recipient to one or more secondary recipients. These subcontracts typically include the same terms and conditions that appear in the prime award from the sponsor. ORSP negotiates subcontracts when CSULA is the secondary recipient (subcontractor) and UAS negotiates subcontracts when CSULA is the primary award recipient. (For issues related to subcontracts awarded by UAS, please contact the UAS Contracts and Grants Office at (323) 343-4970.)

Procedure To Receive A Subcontract From An Outside Institution

1. Submit a budget, statement of work and subcontracting institution contact information (e.g. name, address and phone number) to ORSP prior to subcontracting institution submission of proposal or application.

2. Upon ORSP budget approval, route Approval Form for Externally Funded Contracts and Grants.

3. ORSP (NOT THE PI) is responsible for submitting approved budget and statement of work to the subcontracting institution for inclusion in the proposal or application to the original funding agency.

4. Upon receipt of award, the subcontracting institution will submit a contract to ORSP for negotiation and execution.

5. Upon contract execution, ORSP will transfer the subcontract file to UAS for account set-up. ORSP will notify the PI that the subcontract has been executed and that the file has been transferred to UAS, for the PI to contact UA Contracts & Grants to set up the account.