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A focus on the Grant Process Completing grant application forms and budgets Grant routing and approval process Award negotiations and acceptance Victoria.

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Presentation on theme: "A focus on the Grant Process Completing grant application forms and budgets Grant routing and approval process Award negotiations and acceptance Victoria."— Presentation transcript:

1 A focus on the Grant Process Completing grant application forms and budgets Grant routing and approval process Award negotiations and acceptance Victoria Rivera Managing Director Office of Sponsored Programs

2 REPORTING STRUCTURE Board of Regents President Senior Vice President for Research Office of Sponsored Programs (OSP) Pre Award Post Award Non-Financial Executive Vice President Finance & Administration Accounting Services Post Award Financial

3 REPORTING STRUCTURE Kent R. Hance Chancellor Tedd Mitchell, M.D. President P. Michael Conn, Ph.D. Sr. Vice President for Research Associate Provost James Hutson, Ph.D. Associate Vice President for Research Dawn Bender Executive Administrative Assistant Research Integrity Office Beth Taraban Managing Director Institutional Review Boards – Lubbock, Amarillo, El Paso Institutional Animal Care & Use Committee Audit RDBC IBC Conflict of Interest Misconduct in Science Office of Sponsored Programs Victoria Rivera Managing Director Lab Animal Resources Center Gordon Brackee, DVM Executive Director Lubbock Amarillo Abilene El Paso Software and Web Design Mary Welch Pharmaceutical Contracts Pam Frazier Research Laboratory Space Allocation

4 WHO DO I CONTACT IN OSP? Sponsored Programs Victoria RiveraAuthorized Official Institutional Signing Official Lee ParadiseNIH grants Tammy BrownOther federal (HRSA, DoD, NSF, AHRQ, etc.) and Seed (internal) grants Jason FryerPrivate grants (American Heart Association, CH Foundation, March of Dimes, etc.) June HowardMaterial Transfer Agreements Clinical trials sponsored by government (non-Pharma) Ashley ZurelReports, OSP website


6 RESEARCH AWARDS FY 2007FY 2008FY 2009FY 2010FY 2011FY 2012FY 2013 NIH6. Other Federal2. Non-Federal6.68.211.410.77.510.57.4 TOTAL14.919.528.230.325.827.824.0 Other Federal includes HRSA, Dept of Defense, DHHS, CDC, and Dept of Education Non-Federal includes CPRIT, other State agencies, and private organizations such as American Cancer Society

7 RESEARCH EXPENDITURES Research Expenditures include all expenses related to research that are paid from any source, including both internal and external sources.

8 AWARD CONTINUUM No donor involvement Free of most terms and conditions found in sponsored projects Substantial involvement by both sponsor and recipient For Federal cooperative agreements: both OMB Circulars and Federal Acquisition Regulations (FAR) may apply Used to acquire product or services for the direct benefit of or use by the sponsor For Federal contracts: FAR applies PI retains scientific freedom For Federal grants: OMB Circulars apply GiftsGrants Cooperative Agreements Contracts LESSMORE Level of Sponsor Involvement

9 GIFTS VS GRANTS FactorGIFTGRANT SourceIndividuals Non-profit organizations Corporations Foundations Government agencies Non-profit organizations Corporations Foundations PurposeThe donor may specify an area of interest or goal to be funded Sponsor specifies how the funds should be used ReportingLittle or no reporting obligation. Used as opportunity for donor stewardship Sponsor requires performance/progress reports, and/or financial reports. DocumentLetter of donation or Gift agreement Award letter and/or grant agreement Time periodTypically no time period is associated with the funds Typically requires a specific time frame for conducting project Unspent fundsN/A – funds are provided irrevocably Usually required to return unspent funds to sponsor

10 GIFTS VS GRANTS Institutional Advancement: reports on both Gifts & private Grants OSP: must approve all Grants (but not Gifts)

11 Is it Federal, State, or Private? Notice of Award Grant Subcontract

12 AWARD LIFE CYCLE Identification of Funding Proposal & Budget Development Proposal Review & Submission Award Negotiation & Acceptance Award Set-Up Expenditure Monitoring* Billing & Financial Reporting Award Close-Out Accounting *Research Compliance Sponsored Programs

13 AWARD LIFE CYCLE Identification of Funding Proposal & Budget Development Proposal Review & Submission Award Negotiation & Acceptance Award Set-Up Expenditure Monitoring* Billing & Financial Reporting Award Close-Out Sponsored Programs Accounting *Research Compliance

14 Identifying Funding Opportunities

15 IDENTIFYING FUNDING OPPORTUNITIES Resources  Sponsored Programs website  Major sponsor resources NIH: HRSA: DoD: Army CPRIT:  PI-specific areas of interest – contact OSP

16 Grants.Gov Department of Health and Human Services National Institutes of Health (NIH) Health Resources & Services Administration (HRSA) Department of Defense National Science Foundation Department of Justice Agency for Healthcare Research & Quality (AHRQ) IDENTIFYING FUNDING OPPORTUNITIES

17 Search Funded Grants  Familiarize yourself with your competition  National Institutes of Health RePORT: Research Portfolio Online Reporting Tool IDENTIFYING FUNDING OPPORTUNITIES

18 Preparing a Grant Application

19 PREPARING A GRANT APPLICATION Plan Ahead  Contact the sponsor Know their mission  Select the right type of application  Develop the broad concept  Be realistic about the time needed to complete each portion Refining your ideas Collecting preliminary data Writing the application Obtaining institutional approval

20 Types of Applications Common NIH Types of Applications R01 – Traditional research grant – PI submits proposal focusing on their specific project, unsolicited, largest category of NIH funding R15 – AREA Academic Research Enhancement Award, small-scale projects, 3 years, $300,000, preliminary data not required (but most successful R15s include prelim data) R21/R33 - Exploratory/Developmental Research Grant (R21/R33) – pilot-scale support for potentially ground breaking ideas. 2 years, $275,000 R41/R42 – SBIR STTR Small Business Innovation, Small Business Technology Transfer – partner with small businesses who apply for grants P01 – Project grants – involving multiple projects and Investigators

21 PREPARING A GRANT APPLICATION Follow the Guidelines and Instructions  Helps those reviewing your grant  Application could be disqualified  Look for page limits, font requirements, margins, etc  Make sure you meet eligibility criteria  Examine eligibility criteria  Is there a limit on the number of applications that may be submitted by one institution? Contact OSP

22 PREPARING A GRANT APPLICATION Completing the Forms  OSP Website –A Brief Guide to the Grants Process at TTUHSC –Quick Facts  For “Applicant” use the institution’s legal name: Texas Tech University Health Sciences Center Texas Tech University Health Sciences Center at El Paso  Administrative office is Lubbock for all campuses 3601 4 th Street, Mail Stop 9271, Lubbock, Texas 79430  Also list all local campus locations where work will be performed



25 Key Components of a Grant  Title  Abstract/summary  Key personnel credentials  Budget and budget narrative  Background and significance  Preliminary data  Project description  Timeline

26 PREPARING A GRANT APPLICATION Writing the Grant  Consider the audience and review criteria  Prove significance  Be concise and clear  Be organized and logical Make sure all the parts of the application fit together  Be careful with the use of appendices  Proofread the application

27 PREPARING A GRANT APPLICATION Writing the Grant  Get copies of funded grants  Solicit feedback from colleagues  Adequate preliminary data  Is your idea original? Minimize overlap Find a niche

28 PREPARING A GRANT.GOV APPLICATION Preparing a Federal Research Grant  Grants.Gov TTUHSC is already registered as an institution (OSP handles this) Faculty don’t need their own Grants.Gov password  Steps: Search for grant (example: “PAR-13-146 NCI Exploratory/Developmental Research Grant Program: NCI Omnibus R21”) Follow link to program announcement Click on Apply for Grant Electronically Download both Instructions & Application Package (pdf)

29 PREPARING A GRANTS.GOV APPLICATION This “Application Filing Name” will appear in emails from Grants.Gov tracking your grant Cover Page

30 PREPARING A GRANTS.GOV APPLICATION Pick either Modular Budget or Research & Related (detailed) Budget per guidelines Cover Page continued

31 PREPARING A GRANTS.GOV APPLICATION For NIH grants: Use this diagram but always defer to your specific guidelines Cover Page continued



34 PREPARING A GRANTS.GOV APPLICATION Page 2 NIH: Requests equal to $500,000 or more require NIH PRIOR approval before submission Must complete all yellow boxes with red outlines


36 PREPARING A GRANTS.GOV APPLICATION El Paso: Human Subject Assurance # 00020736

37 PREPARING A GRANT APPLICATION Useful websites  NIH Grant Writing Tips  Texas Department of State Health Services Grant Writing Resources page

38 Preparing the Budget Request

39 PREPARING THE BUDGET REQUEST Preparing the Grant Budget  What is a grant budget? It is the Principal Investigator/Project Director’s best estimate of the expenses that will be incurred during the course of the project.  It should accurately reflect the work proposed in the narrative  The budget is a firm offer on the part of the institution  Carefully follow the sponsor’s instructions and format requirements

40 Major budget categories:  Salaries and Wages  Fringe Benefits  Travel  Equipment  Supplies  Subcontracts and Consultants  Other Direct Costs  Facilities & Administrative (F&A) Costs PREPARING THE BUDGET REQUEST

41 Salaries and Wages  Percent Effort = Anticipated percent of time each position will work directly on grant project in relation to total time spent on TTUHSC duties There is no such thing as a 40 hour work week Some faculty may average closer to 60 hours/week  Use current or anticipated salary PREPARING THE BUDGET REQUEST

42 Salaries and Wages  May apply inflationary increase (2 or 3%) for subsequent years PREPARING THE BUDGET REQUEST From NIH FAQ: Guide Notice NOT-OD-12-036 states NIH will no longer be providing cost-of-living/inflationary increases in awards. Can applicants still request such increases in competing grants? There is an important difference between what an applicant can request and what NIH will actually provide on an award. In this case, application instructions have not changed. Applications with a detailed budget can continue to request cost-of-living/inflationary increases in accordance with institutional policy. We recognize that institutions may desire to do this to document actual needs for budgeting and accounting purposes. However, under the current budget climate, it is likely that requests associated solely with inflationary increases will be eliminated from the awarded budget. Requests associated with special needs (e.g., equipment, added personnel or increased effort) will continue to be considered. When preparing an application using the modular budget format, existing policy remains in place--the number of modules requested should be the same each year and variations must be justified. Requests for an additional module solely to accommodate inflationary increases will not be considered.

43 Salaries and Wages  Salary Cap: NIH: Executive Level II currently at $181,500 CPRIT: $200,000  NIH Example: Dr. X: Salary $125,000 x 10% effort = $12,500 salary requested from grant Dr. Y: Salary $200,000 - exceeds NIH federal salary cap currently at $181,500 $181,500 x 10% effort = $18,150 salary requested from grant  If funded, must establish separate Salary Cap Cost Sharing Fund PREPARING THE BUDGET REQUEST

44 Salaries and Wages continued  Federal grants – how to calculate “Calendar Month” Example: 50% effort with a 12 month appointment:.50 X 12 = 6 calendar months devoted to project Example: 10% effort with a 12 month appointment:.10 x 12 = 1.2 calendar months devoted to project PREPARING THE BUDGET REQUEST

45 Fringe Benefits  TTUHSC does not have a flat fringe benefit rate  Rate varies by employee pay grade and full/part time status Fringe Benefits consists of:  Social Security  Workers Compensation  Health Insurance – this is the reason for the variability  Vacation  Retirement plan payments Fringe benefit calculator:  PREPARING THE BUDGET REQUEST

46 Fringe Benefits (continued)  Health Insurance rates for FY 14: PREPARING THE BUDGET REQUEST Coverage levelYearly Cost to Institution Member only$6,038 Member & children$8,352 Member & spouse$9,494 Member & family$11,809

47 Travel  Follow HSC travel policy  Registration fees usually allowable  Check sponsor guidelines for international travel Fly America Act Export Control issue: taking laptops, GPS  Current travel and per diem rates: PREPARING THE BUDGET REQUEST

48 Equipment  An article of nonexpendable, tangible property having a useful life of more than 1 year and a cost of at least $5,000  Base estimates on catalogue, telephone or written quote  See sponsor guidelines for equipment ownership after grant ends PREPARING THE BUDGET REQUEST

49 Materials and Supplies Includes:  Expendable equipment  Lab supplies  Animal expenses  Instructional materials  Office supplies and computers are not typically charged directly to Federal grants - considered part of indirect costs Uniform Guidance (2 CFR 200) will change this effective September 1, 2015 PREPARING THE BUDGET REQUEST

50 Subcontractors vs Consultants PREPARING THE BUDGET REQUEST When to UseContract MechanismsContract CharacteristicsTTUHSC Office SUBCONTRACTOR (Grant Subrecipient) When a collaborator performs a significant and integral portion of the project’s scope of work. When a collaborator will have programmatic decision-making responsibility. When a collaborator will perform work as part of an institutional appointment. When a collaborator will be using institutional facilities, students, and staff. When an institution in a foreign country is involved. GRANT SUBCONTRACT (aka Consortium Agreement or Subrecipient Award) SPONSORED RESEARCH AGREEMENT (SRA) Subcontracts and SRAs are issued to institutions, not individuals. F&A (Indirect) Costs for TTUHSC apply only to the first $25,000 of each grant subcontract. A Principal Investigator is identified by name in the agreement. Potential for patentable or copyrightable technology to be created through project. Publication of results expected. The terms and conditions of prime award flow-through to subcontractor. Work within approved subcontract budget. Subject to A-133 auditing Sponsored Programs CONSULTANT PROFESSIONAL SERVICES Consulting service means the services of studying or advising a state agency under a contract that does not involve the traditional relationship of employer and employee. Professional services means services within the scope of the practice, as defined by state law, of accounting, architecture, landscape architecture, land surveying, medicine, optometry, professional engineering and professional nursing. CONSULTING AGREEMENTS Require Board approval or notification. See Regent Rules or Contracting Manual online. PROFESSIONAL SERVICES AGREEMENT See Contracting Manual online. New Agreements in excess of $1,000,000 require Board approval. Consulting agreements and professional services agreements are issued to individuals or organizations. F&A (Indirect) Costs for TTUHSC apply to the entire contract amount. Usually no potential for patentable or copyrightable technology to be created through project. No publications. Fixed-price (fee-for-service) payment terms. Not subject to A-133 auditing Contracting Office

51 Subcontracts Subcontracts transfer a portion of the research or work of the prime award to another institution.  If we are the lead, include the following for each sub: Subcontractor institution name and PI name Detailed budget Statement of work  If they are the lead, a Letter of Intent might be required in addition to the documents above. Must be routed through Sponsored Programs even if TTUHSC is not the lead applicant. Consultants List by name Hourly rate, number of hours, other expenses PREPARING THE BUDGET REQUEST

52 Other Direct Costs Includes:  Duplication costs (specifically for project)  Long-distance telephone charges  Books and reference materials  Participant costs  Shipping expenses for goods and services PREPARING THE BUDGET REQUEST

53 Indirect Costs Indirect costs are costs incurred for common or joint objectives which cannot be identified specifically with a particular sponsored project Examples: Utilities, maintenance, building and equipment use, administrative costs, library costs, and student service costs. Most sponsored projects include a percentage of the direct cost to cover these charges. This percentage is commonly known as the Facilities and Administration rate (F&A) or the Indirect Cost rate. PREPARING THE BUDGET REQUEST


55 Calculating Indirect Costs (F&A) The Facilities and Administration rate (F&A) rate for TTUHSC is negotiated with the U.S. Department of Health and Human Services  Date of agreement: January 20, 2012  Rate is effective until: September 1, 2014; provisional until amended RateApplicable ToLocations 51%ResearchOn Campus 35%InstructionOn Campus 26%Other Sponsored Programs On Campus 26%All ProgramsOff Campus PREPARING THE BUDGET REQUEST

56 Calculating Indirect Costs (F&A) continued Modified Total Direct Costs (MTDC)  Before calculating the amount of indirect costs (F&A) for a project, certain costs are deducted which are not subject to the F&A rate. Include:Do not include: Salaries, wages, and fringe benefitsEquipment (item costing $5000 or more with a useful life of one or more years) Materials and suppliesCapital expenditures ServicesPatient care TravelTuition remission, scholarships, fellowships The first $25,000 for each sub-grant or sub-contract The portion of each sub-grant or sub-contract over $25,000 Rental costs for off-site facilities PREPARING THE BUDGET REQUEST

57 Calculating Indirect Costs (F&A) continued Research project example: Salary and fringe$75,000 Materials and supplies$25,000 Equipment (not subject to F&A)$20,000 Subcontract (charge F&A on the first $25,000)$35,000 TOTAL DIRECT COSTS$155,000 MODIFIED TOTAL DIRECT COSTS (MTDC) BASE (Total direct costs minus equipment $20,000 and subcontract $10,000) $125,000 TOTAL INDIRECT COSTS (F&A) (MTDC $125,000 x 48.5% research rate) $63,750 TOTAL PROJECT COSTS REQUESTED (Total direct costs $155,000 + total indirect costs $60,625) $218,750 PREPARING THE BUDGET REQUEST

58 Cost Sharing (TTUHSC OP 65.11)  A commitment made by the institution to fund a portion of the total cost of a sponsored project  Mandatory cost sharing* – required by sponsor  Voluntary cost sharing – not required by sponsor and discouraged by TTUHSC as this negatively impacts our indirect cost rate Committed cost sharing* – amount is specified –Example – Dr. Green 10% effort; no funds requested Uncommitted cost sharing – amount is not specified –Example – Dr. Green will provide scientific direction related to certain (specify) aspects of the project; no funds requested PREPARING THE BUDGET REQUEST

59 Cost Sharing Mandatory and voluntary committed cost sharing must be documented in a separate Fund which requires Effort Reporting. PREPARING THE BUDGET REQUEST Cost SharingCommittedUn-committed Sponsor RequiresMandatory Commitment n/a Sponsor Does Not Require Voluntary Commitment Voluntary – Not Tracked

60 Impact of Cost Sharing  Institution redirects resources to support a specific project beyond the funding level provided by the sponsor  Reduces flexibility of researchers to conduct other research by obligating effort on this project  Decreases the recovery of indirect costs  Increases administrative burden (separate cost sharing FOP & effort reporting) PREPARING THE BUDGET REQUEST

61 Cost Sharing – impact on federal grants 2 CFR 200 Uniform Rule, § 200.306 Cost sharing or matching. PREPARING THE BUDGET REQUEST “(a) Under Federal research proposals, voluntary committed cost sharing is not expected. It cannot be used as a factor during the merit review of applications or proposals, but may be considered if it is both in accordance with Federal awarding agency regulations and specified in a notice of funding opportunity. Criteria for considering voluntary committed cost sharing and any other program policy factors that may be used to determine who may receive a Federal award must be explicitly described in the notice of funding opportunity.”

62 Alternatives to Cost Sharing  Examples of language that can be used as an alternative to making a cost sharing commitment that must be documented: Professor X will provide scientific direction and supervision for the project including… Professor X will have significant involvement throughout the project. She will be providing expert advice and consultation on all aspects of the project. Dr. Y is Principal Investigator and requests 30% salary support for the project. He will provide additional support as needed. The equipment is available for the performance of the sponsored agreement at no direct cost to the sponsor. PREPARING THE BUDGET REQUEST

63 Budget Justification  Detailed justification of budgeted line items  Follow the grant guidelines and formatting requirements carefully PREPARING THE BUDGET REQUEST

64 Office of Sponsored Programs – application review and approval process  Complete and final proposal submitted to OSP at least 5 BUSINESS days prior to the sponsor’s deadline  Submit OSP Route Sheet with the application. Must be signed by: Principal Investigator and Co-Investigators Department Chair(s) APPROVAL PROCESS

65 Sponsored Programs – Route Sheet  Route Sheet questions often overlooked but needed: Link to grant guidelines Cost sharing questions Relevant committee approvals  Signature of PI Includes attestations required by law: including acceptance of responsibility for scientific conduct, the accurateness of the application, and attestation that no parties involved are debarred/suspended from involvement in federal grants and contracts  Signature of Department Chair Application is consistent with department policies and objectives The resources necessary to support this project are available APPROVAL PROCESS

66 Submission process  OSP will submit PDF package electronically –Series of emails to OSP will confirm submission –Application can be tracked anytime at Grants.Gov using tracking number For example: Grant11632791  Other sponsors with electronic submissions via Sponsored Programs: American Heart Association Susan G. Komen for the Cure  Paper submissions are sent by the department. APPROVAL PROCESS

67 Award Negotiation and Acceptance

68 WHAT ADMINISTRATORS NEED TO KNOW Sponsor Issuance of Award  Typically notified through Sponsored Programs  Acceptance of an Award is negotiated through Sponsored Programs  The award is a binding agreement to accept all the Terms and Conditions  Usually references Grant Application

69 What rules do I follow? Order of precedent WHAT ADMINISTRATORS NEED TO KNOW Notice of Award Program-Specific Rules Agency Terms & Conditions OMB Circulars Institutional Policy Public Laws

70 Project Implementation  The Principal Investigator/Project Director is ultimately responsible for the proper conduct of the funded project.  Follow the order of precedent in previous slide and  Institutional policy 65 series: Grants and Contracts Accounting 73 series: Research WHAT ADMINISTRATORS NEED TO KNOW

71 Project Set-Up Checklist Know the type of award (federal, federal pass-thru, state, private) Relevant research committee approvals are in place Understand billing terms (how/when we are paid) Is there a Cost Sharing commitment? Understand all reporting requirements Are there grant subcontractors? (OSP will negotiate these agreements) Are there any special Terms and Conditions? Have key personnel completed Conflict of Interest requirements? WHAT ADMINISTRATORS NEED TO KNOW

72 Research Committee approvals  All relevant institutional committees approvals must be in place PRIOR to beginning project: Human research - Institutional Review Board (IRB) Animal research - Institutional Animal Care and Use Committee (IACUC) Biohazardous agents – Institutional Biosafety Committee (IBC) Recombinant DNA – Recombinant DNA Biosafety Committee (RDBC) Radioactive material – Radiation Safety  Provide copy of all relevant approvals to OSP WHAT ADMINISTRATORS NEED TO KNOW

73 Financial Conflict of Interest in Research: OP 73.09  Mandatory training required prior to expending federal funds See next slide for instructions on accessing the training  Disclosure Form: Conflicts are identified and reviewed by the Conflict of Interest Committee Must be done annually or when changes occur Management plans must be submitted to sponsor WHAT ADMINISTRATORS NEED TO KNOW

74 Conflict of Interest training located at: WHAT ADMINISTRATORS NEED TO KNOW CITI is also used for IRB- required training. To get to the Conflict of Interest course, click No to the first 3 questions, then click Yes

75 WHAT ADMINISTRATORS NEED TO KNOW Grant subcontracts – where TTUHSC is the lead (prime recipient)  Contract between TTUHSC and subs are initiated by OSP The contract is referred to as “Subrecipient Agreement” Cost reimbursement agreement Must provide sponsor information including our grant number assigned by sponsor, CFDA number for federal grants, project title (must match NOA) Period of performance – should not exceed 12 months Establishes maximum actual cost for year 1 Subcontract amendments will be issued for subsequent years to add funds and extend the period of performance Names TTUHSC’s PI and Key Personnel for the subcontractor (sub PI) Contact information for programmatic, administrative, and financial personnel Statement of Work is included as an attachment to the contract Budget for the 12 month period is also included as an attachment to the contract

76 WHAT ADMINISTRATORS NEED TO KNOW Grant subcontracts – where TTUHSC is the lead (continued)  Subcontractor submits invoices to TTUHSC for work performed  Principal Investigator /Department responsibilities: Approve payment after reviewing reports/invoices and ensuring that work was performed Determine level of risk of subrecipients and monitor accordingly Review all reports submitted on the progress of the work Any usual or unforseen items should be investigated Approve payment of invoices. Keep evidence of review of invoices on file (PI or staff signature, email correspondence, etc) Perform on site visits/audits as necessary Notify Sponsored Programs if right to audit needs to be exercised. Assistance from Research Compliance Officer is recommended.

77 WHAT ADMINISTRATORS NEED TO KNOW Grant subcontracts – where TTUHSC is the subcontractor (not the prime recipient)  Contracts are initiated by prime recipient to TTUHSC (OSP negotiates terms)  Accounting Services submits monthly invoices to prime for work performed Invoices are based upon expenses charged to the grant Fund at the end of each month PI/Department is responsible for reviewing charges monthly to ensure that accurate invoices are submitted to prime  PI is responsible for any programmatic reporting required by prime  Notify OSP if there are issues with the prime (i.e. non-payment of invoices, collaborative issues, publication disputes)  All funds belong to prime who can terminate agreement at their discretion


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