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INSTRUCTIONS FOR GENERAL OBSERVING STAGE-2 COST PROPOSAL
SUBMISSION
THE DEADLINE FOR RECEIPT OF BOTH THE ELECTRONIC AND HARDCOPY
VERSIONS OF THE CYCLE 16 STAGE 2 COST PROPOSALS FOR:
THE CHANDRA GENERAL OBSERVING PROGRAM PROPOSALS IS 6 PM, 17 SEPTEMBER 2014.
PLEASE NOTE THE FOLLOWING:
- Awards will be made at the allocated budget amount or the requested cost proposal amount, whichever, is less.
Cost proposals exceeding the allocated budget amount will not be considered and award will be
made at the allocated budget amount. Those cost proposals exceeding 20% of the allocated budget
amount will be required to be revised and resubmitted.
- Upon completion of the Stage 1 Peer Review, all US-based investigators will be invited to
submit a Stage 2 cost proposal if funding is required to carry out the investigation.
- When a U.S. investigator obtains grant funds for a project that involves non-U.S.
investigators, no funding may flow through the U.S. investigator to the non-U.S. investigators.
This includes funding for travel for the non-U.S. investigators.
EACH PI AND CO-I INSTITUTION SHALL SUBMIT THEIR STAGE 2 COST PROPOSALS BOTH ELECTRONICALLY, USING THE
REMOTE PROPOSAL SYSTEM (RPS), AND VIA HARD COPY. See instructions below. A
List of Common Errors that have occurred
on Chandra Cost Proposals is available for your review.
Detailed instructions for preparation of the Cover Page can be found at:
http://www.cfa.harvard.edu/spp/sp/forms/CP_Cover_Instruct.html
Detailed instructions for preparation of the Budget Form and the Budget Justification
can be found at:
http://www.cfa.harvard.edu/spp/sp/forms/Budget_Instruct.html
A Stage 2 cost proposal consists of:
- A Chandra Cost Proposal
Cover Page Form with institutional signature.
Note that the Institution Administrative Contact information and Investigator information must be
complete. This includes the email addresses for both the Administrative Contact and the Investigator.
Group email addresses, e.g. sponsoredprojects@institution.edu, are not acceptable.
- A Budget for the PI using the
Budget Form.
The PI's Budget Form must include the totals of the Co-Is' budgets as line items in Section J
of the Form. Note: The dollar amounts in Section J must match exactly the dollar amounts submitted
by the CoI institution's cost proposal.
- A succinct one or two page Budget Justification. The Budget Justification should include a breakdown
of the work assignments for all funded investigators taking part in the investigation. The Budget Justification
must describe the basis of estimate and rationale for each proposed component of cost, including direct labor,
subcontracts/subawards, consultants, travel, other direct costs, and facilities and equipment. The Proposer must
provide adequate budget detail to support estimates. The Proposer must state the source of cost estimates
(e.g., based on quote, on previous purchases for same or similar item(s), cost data obtained from internet
research, etc.). The Proposer must describe in detail the purpose of any proposed travel in relation to
the grant and provide the basis of estimate, including information or assumptions on destination, number of
travelers, number of days, conference fees, air fare, lodging, meals and incidentals, etc. If destinations
are not known, the Proposer should, for estimating purposes, make reasonable assumptions about the potential
destination and use historical cost data based on previous trips taken or conferences attended.
The Chandra Science Proposal Number and Title must be included
on the top of the Budget Justification. Do not attach a copy of the Science Proposal as we have the
proposal in our files.
- A written Certification for any workstation and general-purpose equipment costing $5,000 or
more. The certification form can be found at:
http://www.cfa.harvard.edu/cfa/spp/sp/forms/Cert_Purch_Equip.pdf.
- A List of Current and Pending Support Information must be provided for all ongoing and
pending projects and proposals that involve the proposing PI. This information must be provided
for each of the following two categories of awards that may exist at the
time of the proposal submission deadline:
- Current Awards (for any of the period that overlaps with the submitted proposal), and
- Pending Awards (including the proposal being submitted to CXC).
For each of these two categories, using a format of the proposer's choosing, provide the
following information: name of the investigator, project title, sponsoring agency, period-of-performance,
amount of award or total proposed budget, and commitment by PI in terms of a fraction of a
full-time equivalent (FTE) work year. If the PI has no Current or Pending Support, then a statement to
that effect must be included. The Chandra Science Proposal Number and Title must be included
on the top of the Current and Pending Research Support pages.
- A copy of the applicant institution's Federally-Approved Indirect Cost (IDC) Rate Agreement.
- Certifications and Assurances required by U.S. Code:
The signature of the Institutional Representative on the Budget Form verifies
that the proposing organization complies with the required certifications and assurances;
therefore, they do not have to be independently signed and submitted.
- Assurance of Compliance - China Funding Restriction: Complete all information
on the form, except the Grant Award Number. The Assurance is required to be signed by the authorized signatory of the proposing
institution and submitted with the hard copy of the cost proposal. The form is not available through RPS.
NOTE: Any documents that contain proprietary information must clearly be marked "PROPRIETARY".
Cost Proposal Submission Process. Note that each cost proposal must be submitted both electronically
using RPS and via hard copy.
- Electronic Submission:
The Remote Proposal Submission (RPS) system is found at
http://cxc.harvard.edu/cgi-bin/RPS/Chandra_Budget/RPS.pl.
This must be used for electronic submission of the Cost Proposal Cover Page, Budget Forms, Budget Justification and
List of Current and Pending Support. In order to submit the Budget Justification and List of Current and Pending Support,
after submitting the Cost Proposal Cover Page and Budget Forms, click on the "Budget Justification" button and attach the Budget
Justification and List of Current and Pending Support. After submitting electronically, selecting
the PDF button on RPS will return a PDF file containing the Cover and Budget forms. This can be used, along with the
uploaded PDF files, for the hardcopy submission.
Each proposing PI should submit, through their institution, a single Stage 2 cost proposal, for each approved project,
containing his/her own budget requests and include the budget requests of any Co-Is seeking funding in Section J of the
Budget Form.
Co-Is shall provide the PI with the necessary budget information to be included in Section J of the PI's budget form.
- Hard Copy Submission:
The hard copy of your cost proposal may be generated by following the instructions for the RPS. Note that CoIs may
now submit the hard copy of their cost proposal directly to the SAO Subawards Section. Hard copies must be signed by the
institution's authorized signatory.
Hardcopy submission of the Stage 2 Cost Proposal to the SAO Subawards Section may be done using one of two methods.
Please note that e-mail is the preferred method.
We expect to complete the Stage 2 Review by late-November, at which time PIs will be informed of the final
recommended funding levels for their proposals.
CoI grants will be issued directly to the CoI's institution to avoid double charging of institutional overheads.
Assistance with the RPS System is available by contacting the
CXC Help Desk.
Questions regarding cost proposals should be directed to the
Subawards Section,
Carol Dzengelewski.
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