Research

contracting & Project management

CONTRACTING PROCESS

Once a proposal is approved for funding, the project manager will initiate pre-contract activities with the research team. These pre-contract activities may include equipment purchase reviews and financial pre-audits for contracts over $50,000 when non-university or non-federal institutions are involved. Once pre-contract activities are cleared, a contract will be initiated by the project manager.

CONTRACT MODIFICATIONS

Contract modification requests (ex. change in scope, budget, investigation team or project end date) must be submitted via email to the project manager noted on the contract. The request must include the desired modification and justification. If approved by the TAC members, a contract amendment will be initiated by the project manager.

INVOICES

All invoices must be submitted to the email address noted in the contract. If this is unknown or for general invoice inquiries, please reach out to us at Invoice.Research@iowadot.us.

QUARTERLY PROGRESS REPORTS (QPRS)

Each project requires the submittal of a QPR unless otherwise approved.

QPR periods are defined as:

  • First quarter (Jan. 1 – March 31)
  • Second quarter (April 1 – June 30)
  • Third quarter (July 1 – Sept. 30)
  • Fourth quarter (Oct. 1 – Dec. 31)

Current QPRs are required for all projects before payment can be made for costs incurred. The first day of work within the contract period defines the first quarter in which a QPR is to be submitted. (Example: for projects beginning July 1, the first QPR submitted would cover the third quarter.) QPRs are required until all deliverables are submitted and the project has closed.

GENERAL RESEARCH PROJECTS

QPRs for general research projects are due within 30 calendar days of the end of the quarter.

A fillable PDF form is provided for the first QPR submittal. (The Research Quarterly Progress Report will be saved to your computer. To complete the report, open the PDF from its folder location and select the PDF reader you want to use. )

Subsequent submittals are encouraged to reuse the previous quarter’s report as each quarter expands the previous quarter’s work.

Submit QPRs as a .pdf attachment to QPR.Research@iowadot.us using the following naming convention.

  • Attached file name: ProjectNumber_YYYY_Q#.pdf (example: 17-SPR0-013_2018_Q3.pdf)
  • Email subject line: ProjectNumber_YYYY_Q#

TRANSPORTATION POOLED FUND (TPF) PROJECTS

QPRs for TPF projects are due within 15 calendar days of the end of the quarter.

A fillable .pdf form is provided at http://www.pooledfund.org/Home/Forms for the first QPR submittal. Subsequent submittals are encouraged to reuse the previous quarter’s report as each quarter expands the previous quarter’s work.

Submit QPRs as a .pdf attachment to QPR.Research@iowadot.us using the following naming convention.

  • Attached file name: ProjectNumber_YYYY_Q#.pdf (example: TPF-5(623)_2018_Q3.pdf)
  • Email subject line: ProjectNumber_YYYY_Q#

 


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