Proposal Considerations

These acronyms are all ways in which an agency may announce a funding opportunity:  Request for Proposal (RFP), Request for Application (RFA), Request for Quote (RFQ), Broad Agency Announcement (BAA).  For FAQ purposes these will all be referred to as RFPs.

Yes, OSP must review the RFP before your proposal can be approved for submission.  The earlier this information can be provided, the better, but at the latest the RFP should be provided with your complete proposal package.  Because many agencies put restrictions in RFPs that become contractual obligations if the funding is awarded those restrictions must be reviewed by OSP for acceptability prior to proposal submission.  In order to minimize risk to the University, OSP is tasked with reviewing the RFP and the proposal prior to submission to the agency.  OSP also reviews contractual language if the funding is awarded in order to ensure that the terms and conditions are satisfactory and promote the overall mission of the University.

The Office of Research and Economic Development has a Proposal Development Specialist: http://www.uidaho.edu/research/fundingagencies/proposal

There are a number of items which require additional approvals either prior to proposal submission or else after funding has been awarded, but before the University will allow you to begin working on the project:

• Does the RFP state that the University must provide some portion of the funding (i.e. is there a requirement for cost sharing or matching?  If so you must develop a budget that includes the source(s) of the matching funds.  Additionally:
  • If the cost share is coming from internal sources then the person in charge of those funds must approve them being earmarked as match.
  • If the cost share is being funded by a third party (or parties) then a letter of commitment for the specific amount being provided, and signed by an authorized representative, must accompany your proposal package.
  • If the cost share is to be provided out of program income (e.g. participant fees) then an estimate of expected program income must be provided, along with an alternative plan if the expected income is not received.
  • Note that cost share may not be met with Federal funds.
  • Because the use of matching funds affects the rate the University is able to negotiate for F&A (overhead), University policy is to only offer match if the requirement is listed in the RFP, and then only offer the minimum required match.
• Does the proposal involve the use of live animals, human subjects, recombinant DNA, radiation, use of a BSL-3 lab, biohazards, select agents or toxins?  If so please visit the Office of Research Assurances web page for more information on submitting and receiving approvals for your planned work.  Note that although OSP will allow submission of a proposal without approved protocols in place, if funding is received no work may be performed until the proper assurances are in place.
• Will any of the programmatic work be subcontracted to other entities?  If so then a letter of support signed by an authorized representative for each subcontractee must be provided with your proposal package. 
• Are there potential conflicts of interest?  If so then those conflicts must be disclosed to the Office of Technology Transfer (OTT) and a conflict of interest management plan developed.
• Does the sponsor require a Financial Disclosure form to be included with the proposal (e.g. NSF and NIH)?
• Will program income be generated by the project?
• Other considerations are whether there is adequate space to accomplish the project, whether any lab renovations will be needed, and whether you will need to make arrangements with your department in order to have sufficient time available to complete both the project and your regular University duties.

In 2009 the National Science Foundation (NSF) revised NSF’s senior project personnel salary reimbursement policy to be a maximum of two months of regular salary in any one year. This means that during the University’s fiscal year ( July 1^st to June 30^th ) no more than 2/9 of an academic year (AY) faculty or other senior project personnel member’s salary can be paid from all NSF sources.  If the personnel member is on a fiscal year (FY) appointment then no more than 2 full months of annual salary may be reimbursed.  If a PI, co-PI or other senior project employee has salary from more than one NSF grant or sub-award of an NSF grant, they are not allowed reimbursement of more than two months full salary from any combination of these awards.

To calculate the maximum amount of reimbursement for the year on an AY appointment, divide the salary by 9 and then multiply that result by 2. To calculate the maximum amount of reimbursement for the year on a FY appointment, divide the salary by 12 and then multiply that result by 2.  In hours a full two months at 40 hours a week is equal to 347 hours at full (not spread) pay.

The cost accounting unit at OSP monitors this agency requirement. A notice will be sent when any senior personnel is at risk of going over this limit.

Travel plans, especially foreign travel, should be specified in your proposal.  Foreign travel is generally subject to the provisions of the Fly America Act, which requires the use of U.S. carriers except under very specific circumstances.