DSP Contracting Office

Welcome to the Division of Sponsored Program’s Contracting Office. Our team works closely with PI’s and units across campus to ensure a proper grant, contract or other award is prepared and executed between the Sponsor and UF.

For clarity, below is list of other Offices who have contracting responsibilities, as described;

DSP’s Contracting Team is responsible for the following;


All Industry Agreements, includes all Modifications and DUAs (except IFAS SPAs)


For research, training, or other sponsored activity where UF’s sponsor is a for-profit entity

Includes:

  • All agreements where the sponsor is for-profit.
  • All data sharing or data use agreements (DUAs) with industry.
  • All confidentiality (CDA/NDA) agreements with industry.
  • All no money changes hands agreements with industry.
  • All Master Agreements, MOUs, or research collaboration agreements with industry.
  • All agreements where the sponsor is for-profit.
  • Florida High Tech Corridor Council (FHTCC) awards.
  • University of Florida Industry Partnership (UFLIPS) awards.
  • Federal flow through from industry partners under SBIR & STTR funding
  • Modifications or Amendments
  • Review of RFP’s where the proposal is being submitted to an industrial sponsor and requires comment or statement of negotiations at the time of proposal

Does not include:

  • IFAS SPAs. These are triaged by the DSP IFAS Team.


All Foreign Agreements, including all Modifications and DUAs (except IFAS SPAs)


For research, training or other sponsored activity where UF’s sponsor is a foreign entity

Includes:

  • All agreements where the sponsor is for-profit.
  • All data sharing or data use agreements (DUAs) with foreign sponsors.
  • All confidentiality (CDA/NDA) agreements
  • All no money changes hands agreements with foreign sponsors.
  • All Master Agreements, MOUs, or research collaboration agreements with foreign sponsors.
  • All agreements where the sponsor is foreign.
  • Modifications or Amendments
  • Review of RFP’s where the proposal is being submitted to an foreign sponsor and requires comment or statement of negotiations at the time of proposal

Does not include:

  • IFAS SPAs. These are triaged by the DSP IFAS Team.
  • International agreements for an academic partnerships, cooperative or student exchange, visitor programs for educational and cultural exchange. These are triaged, signed and managed by the UF International Center.


All Federal Contracts, including all Modifications and DUAs


For research, training, or other sponsored activity funded by a federal contract that contain FARs and agency supplements such as DFARs.

Includes:

  • Federal flow thru subcontracts
  • Modifications or Amendments
  • Teaming Agreements
  • Review of RFP’s where the proposal is being submitted for a federal contract and requires comment or statement of negotiations at the time of proposal
  • DUAs related to Federal Contracting work,not grants. See DSP Unit Teams for grants.

Contract and Agreement Modifications


For research, training, or other sponsored activity:

  • DSP’s Contracting Office will triage all modifications corresponding to industry agreements, foreign agreements and federal contracts.
  • DSP’s HSC, IFAS, ENG, and Campus Teams will triage modifications corresponding to all other agreements.

DSP Contracting Office provides support for the following:


Federal Clinical Trials Contracts


Review of FARs, DFAR’s, and deliver results to RAC Negotiator who completes the CTA.


Complex Agreements


Where needed, provide support to RAs on complex agreements.


Request for Proposals


Where needed, provide support to DSP Proposal Teams for complex RFP review.

The proposal team remains responsible for the submission.

DSP/RAC is responsible for the following:


All Clinical Trial related Agreements, including CDAs, CTAs, MOUs, Subawards, &  Amendments

For the purposes of UF contract assignment for Health Science Center (HSC)(1) studies, as determined by RAC review of the protocol, budget, and contract (made prior to DSP action), DSP at RAC will handle any human subject study agreement if the research involves medical services(2) .

(1)  Includes a member of the study team that is employed by a Gainesville UF Health Science Center College (Medicine, Dentistry, Nursing, Pharmacy, Veterinary Medicine, Public Health & Health Professions)

(2)  Services will be conducted in any Gainesville Health Science Center facility (e.g. Shands Hospital, Shands or UFP Clinics, Investigational Pharmacy).  “Services” include:

  • Use of drugs/substances/devices.
  • Technical or professional medical services including, but not limited to:
  • Blood draws
  • Tissue samples
  • Lab tests
  • Medical procedures
  • Clinical examinations
  • Evaluations
  • Any research activity that could result in subject injury.

For studies conducted by faculty in a Non-HSC college, if the human subject research does not involve medical services(2)  that will be conducted in any Gainesville Health Science Center facility (e.g. Shands Hospital, Shands or UFP Clinics, Investigational Pharmacy) DSP unit team or Contracts team will handle.

Note that payment method alone (e.g. per patient, cost reimbursable or fixed fee) is not sufficient to determine if the study is or is not a clinical trial.

Contact RAC at: COM-RAC-L@LISTS.UFL.EDU


Not sure where a document goes:


Not Sure

The Unit team lead will make the primary decision.  If they believe the contract is outside the realm or ability of the unit team, they will forward to the Contracts team.  If they believe the contract can be negotiated by their team, they should retain.

For guidance on where to send a contract or agreement that does not appear to be best fit for DSP, refer to the following site: http://research.ufl.edu/faculty-and-staff/proposal-development-submission/contract-review-guidelines.html

If the contract involves human subject research and the Unit team or Contracts team have questions regarding the study or which office will handle, contact DSP/RAC for discussion.


Procedures:

Procedures

All contracts for funding starting March 16, 2015 should be routed to DSP using the UFIRST – Agreements functionality.

If received through UFIRST – Proposals, the unit team will review to determine if it is to be handled by the contracts team per above and assign the proposal to the contracts team.  The contracts team must determine their assignment schema so that the records can be clearly assigned or must designate a point of contact where all contacts can be assigned.

If received through UFIRST – Agreement Review, both the units team and the contracts team should monitor the triage box and assign records to individual agreement negotiators as they are received.  The unit teams will make no assignments to the contracts team.  The contracts team assignments should be managed by assignment within the team.

If received via email to the unit, proposals or awards email, the unit, proposal, or awards team should determine whether the contracts team or unit team should manage (note this includes the awards team until the unit teams are fully integrated) and:

  • If received before UFIRST implementation and there is no prior record identified for connection, forward the email to dspcontracts@research.ufl.edu for processing; or
  • if  received after UFIRST implementation and there is no prior record identified for connection, the Unit team in receipt of the agreement will create the agreement review in UFIRST for contracts team to triage; or
  • if there is a prior record, match to the UFIRST, paper, or PeopleSoft record and forward the information to the appropriate team via hard copy or UFIRST assignment.

If received through the dspcontracts@research.ufl.edu email, the contracts team should confirm the record falls under their purview and assign within the team for connection to the appropriate UFIRST, paper or PeopleSoft record and review, negotiation, and execution.  The Contracts team will also send a notification to the proposals email for the file to be set up in the proposals mail log and assigned to the appropriate contracts team member.


Contacts:

Contacts

DSP Contracts General Email: dspcontracts@ufl.edu or (352) 294-3655

DSP Staff Directory

HSC Clinical Trials: COM-RAC-L@LISTS.UFL.EDU or (352) 273-5398

COM Jacksonville: tina.bottini@jax.ufl.edu or (904) 244-9478