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What specialised equipment is needed?

Purchase vs lease/rental

Is purchase of the equipment a better value than lease/rental?


Does the RFP or similar document address equipment purchases or rentals?

IX. Other-Consultants.  The use of consultants to gain specialised expertise or to accomplish specific tasks/activities is a common practice.  Consultants are considered to be independent contractors and are not included under personnel costs, and seldom are they provided with fringe benefits or other support services normally available to evaluation employees.  Separate contracts are established between the consultants (independent contractors) and the organisation conducting the evaluation, usually on a specified daily rate plus allowable expenses, ie travel, communications, etc.

Name or type

Who or what types of persons will serve as consultants?


What service will each consultant perform?

Rate and total time

What is the allowable rate or basis for performing the service, eg, 10 days @ $500/day?

Reimbursable expenses

Will travel and other required expenses incurred by the consultant during provision of service be reimbursable?

X. Other-Subcontractors.  On occasion it is necessary to issue a subcontract for a particular task that your organisation is not able to accomplish or a service that someone else can provide at substantial savings in time or money.

Use of subcontract

Will you be issuing a subcontract as a part of the evaluation effort?

Service or product required

What is the service or product for which you will be subcontracting?

Cost of subcontract

What is the expected cost or budgetary limits of planned subcontract(s)?

Status of indirect cost on subcontract

Will the subcontract(s) be subject to indirect or overhead costs?

XI.  In-Kind or Cost Sharing.  Some evaluations may require cost sharing or in-kind contributions as a condition of the proposal.  On the other hand, an entity may voluntarily offer an in-kind contribution as part of the proposal, which may increase the attractiveness of the offer to perform the required services.  Normally, in-kind contributions are more commonly a part of evaluations supported by grants, as opposed to contracts.  When an in-kind contribution, whether a part of personnel time, use of services or equipment, etc, is included as a part of a budget, the institution/agency is as accountable for these costs as for other costs that may be supported by external sources.  In some cases, cost sharing is required and/or voluntarily included in a proposal.  In effect, cost sharing is a form of an in-kind contribution.

Required contribution

Is an in-kind or cost-sharing contribution required?

Basis of value of contribution

What is the basis for calculating and the computed value of the services or personnel offered as an in-kind or cost-sharing contribution?

XII.  Indirect/Overhead.  Institutional administration, use of facilities, accounting services, and other costs that are not or cannot be reasonably listed as line item costs are referred to as indirect costs.  Basically, they are the costs that the institution incurs for the conduct of the evaluation on the campus or in the organisation over and above those specified in the budget.  Institutions that have experience with externally funded projects will likely have a federally negotiated indirect rate for several types of projects, ie, on-campus research, off-campus research, on-campus instruction, etc.  Most evaluations of educational programs will fall into the off-campus research category.  Usually, the indirect rate is a percentage of the total direct costs and a percentage of all salaries and wages with the possible exclusion of such costs as equipment or subcontracts.

Federally negotiated audit

Does your organisation have a federally negotiated indirect cost rate based on an official audit by a cognizant federal agency or department?

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