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Guidelines for Collaborating Through MOU and Contracts at JLab

This document outlines the essential guidelines for collaboration at the Jefferson Laboratory (JLab), focusing on the key aspects of Memorandums of Understanding (MOUs) and contracts. JLab issues contracts, not grants, requiring clear deliverables and deadlines. MOUs serve as supportive documents, aiding in sole-source justifications, but lack legal weight compared to contracts. Important considerations include the need for detailed deliverables before contracting, payment terms, and the role of the contracting office. This summary facilitates understanding JLab's processes and expectations for effective collaboration.

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Guidelines for Collaborating Through MOU and Contracts at JLab

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  1. MOU’s and Contracting Elliott Wolin JLab Hall D Collaboration Meeting 21-Mar-2002

  2. General Guidelines • JLab can NOT issue grants, only contracts • Contracts have deliverables: objects or reports • “Best effort” not allowed • At contracting phase I need detailed list of deliverables, not “we will work on …” • Easier for JLab to buy item and loan (robotics) • Travel simpler through JLab

  3. MOU • The MOU is NOT a contract • It is a supporting document • Helps with sole-source justification • Can be vague (Fred will work on…), unlike contract • One MOU can span many contracts • Can be amended easily • Has little or no legal significance

  4. Contracts • Contracts taken very seriously at JLab • Deliverables must be clearly listed, with delivery date • Terms must be satisfied exactly or no payment • Price reduction expected if item not delivered • Usually lump sum or pay as you go…can get payment very quickly after a material order is placed • Look over final business contract carefully! • Contracts must end, deliverables received

  5. Status • Most contracts have been extended, few closed • Contracting office has been very helpful, patient, and tolerant of our (my?) ignorance • We’re (I’m?) still learning • 12 contracts awarded, 2 in progress, to 7 universities, $10k to $121k (URegina)

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