Subcontracts

The Federal Contract Services Team (FC Team) is responsible for issuing subcontracts when the prime funding of an agreement is a federal contract or other transaction (OT). The process for initiating a subcontract with the FC Team is as follows:

1. Determine whether the outgoing agreement is a subcontract (subaward) or vendor agreement. Refer to OSP’s Subawards page for the criteria for determining a subaward processed by OSP vs. a vendor agreement processed by Purchasing Services.
2. If the outgoing agreement is a subcontract (subaward), complete the outgoing subaward request in MyRA. Be sure the Prime Award Source of Funding is marked Federal Contract so the request is routed correctly.
3. FC Team will confirm whether sponsor approval for the subcontract is required. Depending on the terms of Pitt’s funding agreement, approval may be necessary via the Contracting Officer’s Authorization process.
4. FC Team will provide the draft subcontract to the PI / Department Administrator for review. FC Team will often require clarifications on the subaward request and input on the draft subcontract terms.
5. Once the draft is approved by the PI / Department Administrator, FC Team will forward the subcontract to the subcontractor. FC Team will negotiate terms and conditions with the subcontractor as needed and seek PI / Department Administrator and other central office input on negotiations as needed.
6. After negotiations are complete, FC Team will provide the PI / Department Administrator with the signed copy of the subcontract. The PI is responsible for administering the subcontract in accordance with the terms and conditions of the signed agreement.

The process for issuing a subcontract modification is largely the same as the process for a new subcontract. The PI / Department Administrator will initiate the process by requesting an amendment in the existing SWD record in MyRA and completing the SmartForm.