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Limited Submission RFP Policy

Effective: January 11, 2006
Updated: November 18, 2016

Background

Many funding agencies restrict the number of proposals or applications that may be submitted in response to a given program. To prevent multiple PIs from working on proposals, only to find out that only one applicant or a limited number of applicants is allowed to submit a proposal, the following procedure has been developed.


Internal procedures

The Office of Proposal Development staff will check funding databases, www.grants.gov, and other resources weekly to identify new limited submission opportunities and any opportunities found will be posted to the FSU Limited Submissions website.  Please be aware that although every effort will be made to find opportunities, there is no guarantee that the list is comprehensive.  Anyone who wishes to apply to a limited submission RFP that is not posted on our website should contact OPD immediately. OPD office staff will review the guidelines, establish an appropriate internal review date, and post the RFP to the website.

The following information will be posted for each solicitation on the website:

  • Agency name (i.e. United States Department of Education)
  • Program Name (i.e., Research in Innovative Approaches to Fusion Energy Sciences)
  • Agency Deadline (i.e., July 10, 2009)
  • Internal Deadline for uploading of documents (i.e., May 10, 2009)
  • Short abstract (pasted from Community for Science, grants.gov, sponsor, etc. website)
  • Specific limitation (i.e., one PI per university, one PI per department, one proposal per PI, one proposal per organization)
  • Link to site where full text of RFP can be found
  • Internal Status (whether a PI has been chosen or not)

The opportunities can sorted by the fields listed above. The website automatically calculates the internal deadline as sixty (60) days before the agency deadline. In the case of an RFP where the time line does not allow for sixty days' notice, the date of the internal deadline will be determined and manually posted to the website instead of having the automatic calculation occur.


External procedures

Pre-proposal:
Once a PI is aware of a limited submission opportunity and wishes to apply, s/he should prepare a pre-proposal for submission to the Vice President for research. The pre-proposal should consist of:

  1. white paper (a.k.a. an abstract) describing the scope of the project, expected/intended outcomes, the personnel involved, and existing resources;
  2. a detailed budget (i.e., salary, fringe, travel, tuition, equipment, subcontracts, indirect costs, as applicable);
  3. a curriculum vitae (for a proposal with multiple faculty involvement, only the 2-page CV of the PI is required, however, all co-PIs should be listed on the proposal); AND
  4. cost sharing commitments (if applicable).

While the pre-proposal needs to be uploaded as ONE document, the white paper should be no more than two (2) pages in length, the budget should be no more than one (1) page in length, and the curriculum vitae should be no more than two (2) pages in length. Generally, each cost sharing commitment is no longer than one page each.

Pre-proposals are to be uploaded to FSU's Limited Submission RFP page before the posted internal deadline. This will ensure that the Vice President for research has adequate time to review and receive input on all of the pre-proposals and that the PI(s) selected to apply will have sufficient time to complete a full proposal. Once a PI has uploaded his or her pre-proposal documents to the website, the pre-proposal will be routed to the PI's chair and dean. Once the chair and dean have approved the pre-proposal, the system considers the application complete.

NOTE REGARDING THE INTERNAL DEADLINE: The PI must submit his/her pre-proposal by 5:00 P.M. on the day of the internal deadline, and the chair AND dean must also approve the pre-proposal by 5:00 P.M. on the day of the internal deadline. Thus, it is important for PIs to upload and submit their pre-proposals early enough so that chairs and deans will have enough time to approve before the internal deadline.

Selection:
OPD will notify all applicants of the Vice President for Research's decision, and the successful applicant(s)' name(s) will be posted on the Limited Submissions website.

Withdrawal of selected applicant:
If the selected applicant withdraws his or her proposal, the applicant who received the next highest ranking from the Vice President for research will be notified that s/he may submit a proposal. Any faculty member who is chosen but decides not to apply must notify the Office of Proposal Development immediately upon their decision.

Submissions without approval:
If a PI submits a proposal through SRA or the Research Foundation without following these procedures and does not get approval to submit, the University will not allow the proposal to go forward.