To Mod or Not to Mod

As skilled as your institution’s PIs are at their respective concentrations, more often than not, he or she will need to bring in outside organizations to perform certain portions of a given award.  Consequently, properly contracting with subrecipients is one of the lynchpins of ensuring an effective and efficient Research Administration office, and we’ve previously discussed many sub-related issues.

Today we’ll focus on a sub-specific concern about which we’ve recently received a large uptick in questions: Whether additional work that we will ask a subrecipient to do should be addressed under a modification of an existing subagreement or a new subagreement.  So, without further ado, here is JHU’s protocol:

 Are you adding more of the same type of work, or perhaps a “Phase 2” related to the existing work being performed by the Sub?

If so, you can simply modify the existing subagreement.   Within JHSPH, you should submit a separate, supplemental SOW (Exhibit A-1); a separate, supplemental budget; and a separate, supplemental Payment Schedule that applies to the additional SOW activities (Exhibit B-1 if fixed-price or Exhibit D-1 if cost-reimbursable).  Also, you need to extend the period of performance, if necessary.  That’s it.

 Are you asking the Sub to do an entirely new, separate SOW from the existing statement, or perhaps you need to track this new SOW under a separate IO#?

In such cases, it is best to do a new subagreement.

 Are you changing the existing SOW, perhaps because the sponsor requested it, or because things are not going as planned and you need to re-group and change course?  Or perhaps the sponsor is reducing the obligated funds available and you have to reduce the subrecipient’s SOW? 

 In such cases, such changes would be addressed by a modification to the existing subagreement.  HOWEVER, in these specific cases, you would delete and replace the existing SOW and Payment Schedule with revised versions.