Berkeley Lab

Process

The Proposal Process

 

Getting Started

Contact the Biosciences Operations at Berkeley Proposal Development Group

If you are planning to submit a proposal for any upcoming deadline please submit a Proposal Authorization Form. If you have any questions, please contact Biosciences Operations at Berkeley Proposal Lead, Wendi Corrales at (510) 486-5160 or e-mail as soon as possible.

Obtain Authorization

The proposal specialist cannot start the proposal process nor accept proposal materials until the Proposal Authorization Form is submitted. This form is to be submitted for all new, renewal, resubmission, supplemental, and pre-applications requiring institutional approval.

Working with the Biosciences Operations at Berkeley Proposal Development Group

A proposal specialist will be assigned to work with you. The specialist will contact you and a “kickoff” meeting will be conducted between you and the assigned specialist. This meeting will usually happen 21-30 days prior to the sponsor’s due date. Conversations will commence about the proposal specifics (i.e. deadlines, budget details, forms, sponsor requirements, etc.)

 

Internal Deadlines

Submission Deadlines

Below is a table showing the internal, Biosciences Operations at Berkeley deadlines by proposal type.  All deadlines are at 9 a.m. on the days shown below.

Submission Type

Internal Deadlines

Multi-project Proposals (Program-project or similar)

  • Proposal authorization – 8 weeks prior to agency deadline
  • Subcontract components in final form – 12 working days prior to agency deadline
  • All non-science in final form plus draft science – 10 working days prior to agency deadline
  • Final science – 3 working days prior to agency deadline

Standard Proposals (R01 or similar)

  • Proposal authorization – 4 weeks prior to agency deadline
  • Subcontract components in final form – 10 working days prior to agency deadline
  • All non-science in final form plus draft science – 8 working days prior to agency deadline
  • Final science – 2 working days prior to agency deadline

Subcontracts Proposals (LBNL is subcontractor)

  • Proposal authorization – 2 weeks prior to deadline set by prime institution
  • Budget/budget justification in final form and all other required documents in final form – 7 working days prior to deadline set by prime institution

Non-competing Annual Progress Reports (except NIH)

  • All non-science in final form – 8 working days prior to agency deadline
  • Final science – 4 working days prior to agency deadline

NIH Annual Progress Reports

  • RPPR questionnaire – 8 working days prior to agency deadline
  • Final science – 4 working days prior to agency deadline

 

Deadline Adjustments

Additional time will be required for the following:

  • Unique (complex non-routine) sponsors or agencies
  • Unique (complex non-routine) FOA
  • Constraints on PI availability
  • Indirect limitations

Adjusted deadlines will be set by the proposal specialist.

Internal Deadline Extensions – Highly Exceptional

Requests for deadline extensions are rarely granted. Only if there are extreme, extenuating circumstances that are outside of the control of the PI and are not due to a lack of planning, an extension request may be considered. In such circumstance, the PI must submit the request to Biosciences Operations at Berkeley Manager, Helen Cademartori. In addition, if the PI wishes to make any changes to the proposal after the internal deadline, the PI will need to receive approval from her.

Deadline Schedule for Required Proposal Components

There are two internal deadlines for each submission, as shown in the above internal deadline table. Each deadline applies to specific proposal components either in draft or final form. Note that required proposal components may vary based on specific requirements of the funding agency.

First Deadline

Components due on the first deadline include everything EXCEPT the final science components. At 9 a.m. on the first deadlline the following items are due in complete and FINAL form:

  • budget
  • budget justification
  • biosketches for all key personnel
  • facilities
  • equipment
  • consortium/contractual arrangements
  • project narrative
  • resource sharing plans
  • letters of support
  • cover letter
  • subcontract budget
  • subcontract budget justification
  • subcontract SOW
  • subcontract biosketches
  • subcontract facilities
  • subcontract equipment
  • uniqueness statement and DOE public statement of work

The following items are due in DRAFT form on the same day as those above:

  • project summary/abstract
  • introduction to resubmission
  • specific aims
  • research strategy

Second Deadline

At 9 a.m. on the second deadline the following items are due in complete and FINAL form:

  • project summary/abstract
  • introduction to resubmission
  • specific aims
  • research strategy
  • bibliography

 

Once Awarded

Once the PI is notified that an award will be made, the appropriate Contracts Officer should be notified so that he/she can coordinate with the awarding institution to accommodate requests for additional information, contract negotiation, and authorization of the project.