Coordination and Management of Federal Contracts

Stephen Kimmel, MD, MSCEProfessor of Medicine and Epidemiology

What is a Contract?

• Contract vs. Grant (per NIH):– Grant: Financial assistance mechanism providing

money, property, or both to an eligible entity to carry out an approved project or activity.

– Contract: An award of financial assistance used to acquire property or services for the federal government’s direct benefit

http://www.nichd.nih.gov/funding/grantcontract/#grants

Deeper Meaning

• Grants used when NIH “anticipates no substantial programmatic involvement with the recipient during performance of the financially assisted activities.”

• “Contract performance is monitored closely by the NIH staff to ensure accomplishment of the research goals”

http://www.nichd.nih.gov/funding/grantcontract/#grants

Cooperative Agreements• “If the NIH Institute or Center anticipates

substantial federal scientific or programmatic involvement—meaning scientific or program staff will assist, guide, coordinate, or participate—in the supported activity, the agency uses a cooperative agreement mechanism. Cooperative agreements are similar to grants in that they are awarded to assist and support research and related activities.”

An Even Closer Look

Running a Contract-Sponsored Project

• Think of yourself as a contractor– Responsibilities to your sponsor– Oversight of your subcontractors

• The science– The same

• The collaborations– The same• Except see first bullet above

Running a Contract-Sponsored Project

• Responsibilities to your sponsor– Milestones– Administrative duties (paperwork)– Follow their rules– But…

• To be a good contractor– Need to be, first and foremost

» loyal to the science» protective of the patients in your study» ethical

• Conflicts will arise

Running a Contract-Sponsored Project

• Oversight of your subcontractors– They will sign contracts with you to perform duties

and meet milestones• Will occasionally have to crack the whip• But…

– Remain true to the science, patients, and ethics– They are often still your colleagues and collaborators

Some Lessons Learned (So Far)1. There is always something new to learn2. Sponsor has hired you3. You will do all of the work

Is It Worth It?• Absolutely– assuming it’s a question you really want to answer

• Funding levels are (can be) much higher– to do things you couldn’t otherwise do

• A good learning experience– How to work as a contractor and thus work with

other contractors– How to manage large groups, each with their own

agenda

Biggest Piece of Advice

• Don’t try this at home• Requires a team effort with expertise in– Science– Contracts– Budgeting– Negotiating