Construction, modernization, major alteration and renovation, major A&R, prior approval requirements

10.8.1 Prior Approval Requirements

Recipients must obtain written prior approvalWritten approval by an authorized HHS official, e.g., a designated IC GMO, evidencing prior consent before a recipient undertakes certain activities or incurs specific costs (see Administrative Requirements-Changes in Project and Budget-Prior Approval Requirements). from the GMO for the following types of recipient-initiated project or budget changes:

  • Any applicable change as specified in Administrative Requirements-Changes in Project and Budget in IIA.
  • Revision that would result in a change in scope of the project, change in project site and/or location, including proposed modifications that would materially alter the costs of the project, space utilization, or financial outlay (including Federal/non-Federal cost share adjustments), resulting in changes in the previously approved procurement method or contract. Modifications that would materially alter the costs include the transfer of funds between construction and non-construction work.
  • Deviations from design requirements.
  • Alternate contracting methods.
  • Revision that would increase the amount of Federal funds needed to complete the project.
  • Extension of the project period with or without funds.
  • Change in the use of the facility (see Real Property Standards-Use of Facility and Disposition in this chapter).
  • Transfer of the remaining usage obligation to another facility.

The request for approval must include sufficient information to allow NIH review of the circumstance(s) and need for the proposed change. For changes affecting construction contracts, if the recipient receives written prior approvalWritten approval by an authorized HHS official, e.g., a designated IC GMO, evidencing prior consent before a recipient undertakes certain activities or incurs specific costs (see Administrative Requirements-Changes in Project and Budget-Prior Approval Requirements). from the GMO, the recipient may make or authorize the approved modifications to the construction contract. Minor modifications to construction contracts may be made without NIH awarding ICThe NIH organizational component responsible for a particular grant program or set of activities. The terms "NIH IC," or "awarding IC" are used throughout this document to designate a point of contact for advice and interpretation of grant requirements and to establish the focal point for requesting necessary prior approvals or changes in the terms and conditions of award. prior approvalWritten approval by an authorized HHS official, e.g., a designated IC GMO, evidencing prior consent before a recipient undertakes certain activities or incurs specific costs (see Administrative Requirements-Changes in Project and Budget-Prior Approval Requirements).. However, copies of all change orders to construction contracts must be retained as grant-related records (see Administrative Requirements-Monitoring-Record Retention and Access in IIA).