If the proposed project includes a formal collaboration with an RI, or if the project includes the involvement of consultants or subcontractors, Letters of Commitment endorsed by authorized representatives of the respective entities must be provided with the application.   

This documentation must be uploaded to Field 12 of the Research and Related: Other Project Information Form. The requirements for each vary slightly as detailed below.  

Research Institution Letters of Commitment 

The RI must provide a Letter of Commitment on official letterhead from an authorized representative which commits the institution to participate in the project as described in the application.  If selected for a grant, participation of the RI will be verified by the DOE contracting officer. 

Other Consultants and Subcontractors Letters of Commitment 

If consultants and/or other subcontractors are to be involved in the proposed project, Letter(s) of Commitment on official letterhead, signed by authorized representatives, must be provided with the application.  The letter must provide a detailed cost estimate, including costs for labor, equipment, and materials, if any, for the consultant or subcontractor, as well as a specific statement certifying that the consultant(s) or subcontractor(s) have agreed to serve in the manner and to the extend described in the Work Plan section of the application.  If selected for a grant, the DOE contracting officer will verify the participation of any subcontractor(s) and/or consultant(s) and will require budget and budget explanations for subcontractors and verification of the rates for consultants. 


Helpful Tips:

  • Determine any consultants, subcontractors, and/or Research Institution contacts early in the process and request letters of commitment at least 6 weeks prior to the submission deadline.  It is especially important to request such letters early when dealing with large research institutions that may have additional levels of bureaucracy. 
  • It may be useful to provide sample language to be included in the Letters of Commitment so that you are sure all required information is included and to make it easier for the partner organization to draft the letter.   

Blank & Sample Forms:

  • Sample Research Institute LOC

  • Sample Consultant/Subcontractor LOC

 

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