Rate-Based Service Activities (RBSA) - Setup

Service Activities

听

听

What Is an RBSA?

Service activities allow campus units to utilize excess research capacity to sell goods and services to internal and/or external customers. Rate-based service activities ("RBSAs") are repeatable between multiple customers and are charged using a menu of rates rather than a unique budget.

RBSAs often allow for a quicker and easier contracting process than sponsored service projects. However, they also require additional administrative responsibilities from the department. Carefully consider whether your department has the administrative capacity before setting up an RBSA.

Invoicing and payment collection are managed directly by the department using a fund 28 or 29. GAIR is built into rates; no F&A is required.

Characteristics
  • Repeatable
  • SOW does not change significantly between customers
  • Priced as average rate / menu / catalog pricing
  • Can be offered to internal and external customers
Examples
  • Testing
  • Analysis
  • Equipment use
  • Training / professional development

How Do I Set Up an RBSA?

OCG Services does not need to be involved for services sold exclusively to internal customers. Please reach out directly to Budget and Fiscal Planning (BFP).

Download RBSA Setup Guide

For services sold to external customers (e.g., corporate, federal, non-profit, startup, etc.), OCG Service Contracts (鈥淥CG Services鈥) must听complete a setup process to check allowability and ensure proper protections are in place for the University and researchers. A single RBSA can include multiple service activities, and setup only needs to be completed once for each service. Once setup is complete, OCG Services can generate and negotiate contracts for approved services without repeating setup steps.

Flowchart of RBSA setup. Steps include determination, rate setting, template generation, and quote authority delegation (optional).

There are four steps to setting up an RBSA for external customers. Completion time varies depending on the complexity of the activity.

Because service activities are subject to regulations and restrictions, all service activities must be determined eligible by OCG Services to ensure eligibility. A single RBSA can include multiple service activities, and each activity only needs to be determined once 鈥 the process does not need to be repeated for each customer/agreement.

  1. The department fills out a Service Determination form.
  2. OCG Services reviews the form and asks any necessary follow-up questions. Coordination with other teams (e.g., Office of Export Control, IP Counsel, EH&S, etc.) may be required.
  3. OCG Services emails determination results to the department. If determined eligible for services, we will copy BFP to initiate Step 2.

After the service determination is complete, the department works with BFP to ensure rates meet federal requirements.

  1. The department reaches out to BFP to initiate the rate-setting process. The department and BFP continue to coordinate until rates are complete.
  2. BFP certifies the rate sheet and emails a copy to the department and OCG Services.

NOTE: If a department has a customer waiting, Services can generate one (1) initial agreement before the RBSA rate sheet is complete. For all subsequent agreements, a certified rate sheet must be completed.

After the service determination is complete, OCG Services will generate contract templates for your RBSA. This typically happens simultaneously with rate setting. We will ask you for administrative information (e.g., invoicing contacts) and may have additional questions regarding the nature of your services to ensure proper terms and conditions are in place. This may require coordination with other teams (e.g., IP Counsel, Venture Partners, Risk Management, etc.).

If you do not want or are not eligible for quote authority delegation (Step 4), this is the final step. When you have a customer, follow the contract request steps.

"Quote authority" is the authority to issue quotes directly to customers without going through OCG Services. This is an optional delegation made by OCG Services, and not every RBSA is eligible. See our Service Quotation (Quote) Authority page for more information.

For Service Contracts Help or Questions

Email:

Office of Contracts and Grants, Service Contracts
听听 ocgservicecontracts@colorado.edu