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NHS Health Scotland commissions various types of research to inform the direction and development of its health improvement activities and their subsequent evaluation. This includes needs assessments, scoping exercises, large-scale surveys, literature reviews, pre-testing and evaluations.

Quick links for this page:
Expression of Interest
Invitation to Tender
Assessment of Tender
Notification of the Tender Decision
The Briefing Meeting
The Contract

Most often our research is commissioned by way of a restrictive tendering process. This is where a select number of Contractors who have expressed interest in a particular project will be invited to submit a tender (proposal) for a contract on the basis of a research brief setting out the particular requirements for the research.

The following information sets out the six step commissioning process. Contractors should be aware that this process might be adapted to respond to special circumstances.

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1. Expression of Interest - Selection process

• Current open research contracts will appear on this website in the NHS Health Scotland research contracts section.
• Approved members of our Research Contractors' Database will be alerted by email when these research contracts are being commissioned and available for submission of expressions of interest. Approved members also receive notification of contracts commissioned by our external partner organisations, which are listed on the NHS Health Scotland website. To become an approved member of our database then please refer to our application to join the Research Contractors' Database.
• Contractors who wish to be considered for any of the research contracts are asked to complete an Expression of Interest form for each new contract advertised. This should be submitted by the specified closing date.
• Expressing interest in a project will be taken as an indication of commitment to participate in the tendering process if invited.
• All expressions of interest submitted will be assessed against minimum criteria as set out in the Project Advertisement.
• Usually between three and six contractors are included on the invite to tender list 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 invite to tender list.

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2. Invitation to Tender

• An 'Invitation to Tender' letter, research brief and NHS Health Scotland's research commissioning terms and conditions will be emailed to contractors on the invite to tender list.
• The research brief sets out the background to the research, the research aims and objectives, suggested research methods, budget, tendering process and timetable, expected outputs from the research, the relevant contacts within NHS Health Scotland, what information Contractors are expected to provide in their tender and tender assessment criteria.
• Submitted tenders will not be opened and considered until after the specified closing date.

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3. Assessment of Tender

Tenders will be assessed by the relevant NHS Health Scotland staff responsible for managing the research contract.

If the research is jointly funded with another agency, then a representative of that agency will also contribute to the tender decision.

Overall assessment of tenders will be concerned with value for money, taking account of the cost and quality of each research proposal. In particular assessment will focus on:

• the Contractor’s understanding of the issues being addressed (including policy context) and the study requirements being addressed in this work;
• the appropriateness of the proposed methods, to include: research design, delivery (including sampling, recruitment), analysis and reporting methods;
• approach to quality control, project management and risk management including the management and reporting arrangements;
• the proposed costs compared to the indicative budget available;
• assessment of equality and diversity issues relevant to this work;
• assessment of research ethics relevant to this work;
• the proposed timetable;
• the Contractor’s attention to data protection (particularly data collection, storage and transfer practices).

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4. Notification of the Tender Decision

• The assessment of tenders normally results in the selection of a preferred tender, although NHS Health Scotland is not bound to accept any tender.
• Occasionally, some Contractors may be invited to interview to discuss their submitted tender with NHS Health Scotland to assist in the assessment.
• All those who have submitted a tender are informed of the outcome of the tender decision meeting by phone and in writing. The Project Lead will provide feedback on submissions at this point.
• The successful Contractor will be invited to attend a briefing meeting with the NHS Health Scotland project team.

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5. The Briefing Meeting

Once a decision has been made, a briefing meeting will take place between the successful Contractor and the NHS Health Scotland project team. The purpose of this meeting is to:

• Establish the working relationship and clarify roles and responsibilities
• Clarify the objectives of the research
• Ensure there is a common understanding of what is wanted from the research and what is possible
• Discuss any proposed changes to the research proposal as outlined in the submitted tender
• Discuss any practical and methodological issues
• Provide additional information and materials
• Discuss a draft contract
• Agree quality standards and criteria for the research
• Clarify the timescale

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6. The Contract

The contract outlines the terms and conditions for the specific piece of research being commissioned.

While we work from a template contract, individual research contracts are drawn up in and signed by both parties.

The contract covers:

• The scope of the research
• Research timetable and payment schedule
• Copyright and ownership of the research data and outputs
• Sub-contracting arrangements
• Which country’s law applies.

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Reviewed 15 August 2011