Tendering & Commissioning Research
Introduction
Most of the research funded through the Drugs Misuse Research Programme
is commissioned by way of selective competitive tendering. This is where
a selected number of researchers, who may have previously submitted an
expression of interest on the relevant project, are invited to tender
for the work as set out in a research specification.
Contractors should note that the EIU does not normally consider unsolicited
research proposals. There has been an EIU research competition in the
past, in which researchers were invited to submit research proposals of
their own specification, rather than responding to a research specification
issued by EIU in the usual manner. There are currently no plans to run
any further research competitions as part of the Drug Misuse Research
Programme.
Expressions of interest
Research staff in the EIU send out calls for expressions of interest to
be submitted for each new project that is to be commissioned. These are
advertised on the EIU website (under EIU news) and
sent to EIU's database of research contractors. Please contact Chris
Rich if you are not on this list and would like to be included on
future mail outs. Contractors who wish to be considered for inclusion
on tender lists for any of the new projects outlined in the research programmes
are invited to complete an 'expression of interest' form. Potential contractors
are asked to respond with notes of interest within a specified date. However,
any notes of interests submitted out with the closing date may be considered
provided the selection process has not begun.
Expressions of interest will be considered in the process of drawing
up a shortlist of contractors to invite to tender, usually of between
3 and 6 names, depending on the nature of the project and the extent of
expertise amongst potential contractors.
As the number of expressions of interest may exceed the number of contractors
who will be invited to tender, an expression of interest should not be
taken as a guarantee of inclusion on the list. EIU does not , as a matter
of course, inform contractors who have expressed interest that they have
not been invited to tender for a specified project.
Invitations to tender
An invitation to tender will be accompanied by a detailed research specification.
The specification will set out the background of the research, the aims
of the research, what contractors are expected to provide in the tender
and a date for receipt of tender. A copy of Standard
Conditions which govern any research contract will also be provided.
Pre-tender meetings are also sometimes held prior to the bidding process.
Assessment of Tenders
Tenders will be assessed by the research project manager in consultation
with appropriate colleagues. In particular, assessments will focus on:
- the contractor's understanding of the issues to be addressed;
- experience of previous relevant research and knowledge of the subject
area;
- the appropriateness of the proposed research methods, output and timetable;
- arrangements for managing the research;
- the proposed costs and distribution of resources.
Awarding of Contracts
The assessment of tenders normally results in the selection of a preferred
tender, although the Scottish Executive is not bound to accept any tender.
On occasion, some researchers may be invited to make a presentation of
their proposal to assist in the assessment and selection. A formal contract
is then finalised between the Executive and the successful tenderers.
All tenderers are informed of the outcome of the tendering process in
writing.
Feedback
Contractors and potential contractors drawn from the EIU's contacts database
were approached in October 2002 to take part in a survey on the EIU's
practices in tendering and commissioning research contracts. Following
this, a workshop was held in November 2002 at the EIU's Research Dissemination
Conference, on tendering and commissioning research work. The key
findings [PDF 18KB] from the survey and workshop provided many useful
suggestions, some of which have since been incorporated into our work.
For example, we are distributing calls for expressions of interest through
a wider range of channels as a direct result of feedback from researchers.
Researchers who would like to provide feedback to EIU on our tendering
and commissioning process are invited to complete and return a copy
of this questionnaire [PDF 49KB]. Questionnaires should be returned
to Sam Coope in the
Effective Interventions Unit.
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