Subrecipient and Vendor Contracts
Please contact a contract manager or grants specialist if to arrange for contracted services, subrecipient agreements, subcontract agreements, maintenance agreements, software license agreements or rental agreements for housing, storage or equipment.
Download a guide to subrecipients and vendor contracts.
USU Terms and Conditions
The Uniformed Services University of the Health Sciences has established specific terms and conditions for the assistance awards issued to The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc. (HJF) to carry out medical research.
These terms and conditions are based on the administrative requirements for “Grants and Agreements with Institutions of Higher Education, Hospitals and Other Non-profit Organizations” (2 CFR §215 - OMB Circular A-110) and the “Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments” (OMB Circular A-102).
Download the USU Terms and Conditions.
Competition in Subcontracting Policy
In 2010, HJF adopted a Competition in Subcontracting Policy to ensure the Foundation provides free and open competition in accordance with federal rules and regulations, as well as administrative orders. The policy contains provisions on subcontracts of various amounts, as well as sole source justification.
Download the Competition in Subcontracting Policy.
Establishing a Subrecipient
Once an award is set up in the HJF accounting system and to establish a preapproved subrecipient, notify the contract manager or grants specialist and complete a Request for Contracted Services form (HJF #401)
Use the Statement of Work (SOW) template and SOW guidelines for SOW completion:
Note that subrecipient agreements in excess of $100,000 must be reviewed by HJF's Legal Department, and all agreements in excess of $500,000 must be approved by the HJF's Contract Review Board. Obtain prior agency approval if a specific subrecipient was not identified in the proposal. A contract manager or grants specialist can assist with this process.
Establishing a Vendor Contract
If a specific contractor is identified, complete a Request for Contracted Services form (HJF #401) and forward it to a specialist.
Use the Statement of Work (SOW) template and SOW guidelines for SOW completion:
If a specific contractor/vendor is not named, a contract manager or subcontract manager can assist with identifying an appropriate vendor.
Extending the Term of a Subrecipient or Vendor Contract
HJF representatives will be in contact prior to the expiration of a subrecipient or vendor contract. To extend the term of the subrecipient or vendor contract beyond its expiration date, complete the Request for Contracted Services form (HJF #401) two weeks prior to the expiration date. Request an extension, as well as the amount of additional funds, if any, to be added to the subrecipient or vendor contract. Also include a revised SOW if necessary.
Remember that the subrecipient or vendor contract period of performance can not extend beyond the end date of the HJF's award agreement from the sponsor.
Monitoring Process for Subrecipients
The process for monitoring the subrecipient is defined in the recipient agreement. The prime award terms and conditions flow down to the subrecipients. Subrecipient agreements outline the cost schedule associated with each category.
The Statement of Work attached to the subrecipient specifies the deliverables that are expected to justify expenses for payments.
In the case of advance payment, financial reports are required detailing the allowable costs incurred against the advanced payment.
The PI monitors subrecipients through a variety of methods. For example, meeting with the subrecipient PI to keep abreast of the ongoing progress and status of work. Progress reports are obtained from the subrecipient to document the progress.
In order to ensure that the subrecipient receiving federal dollars complies with the A-133 audit requirements, HJF sends out a letter asking the subrecipient to confirm completion of the A-133 audit. If there are any audit findings, HJF requests a copy of the audited financial report detailing the findings and the corrective action taken.
If anomalies are identified during the review of invoices, questioning the accuracy and applicability of claims, HJF will initiate an audit.
HJF also conducts audits on complicated subrecipient or vendor contracts.