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Selection process
Expression of Interest
Invitation to Tender
Assessment of Tender
Notification of the Tender Decision
The Briefing Meeting
The Contract
Style Guidelines

Selection process

Most often our research is commissioned by way of a selective competitive tendering processs.

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 commissioning process. Contractors should be aware that this process might be adapted to respond to special circumstances.

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Expression of Interest

Current open research contracts will appear on this website in the Health Scotland research contracts section.

Members of our Research Contractors Database will be alerted by email when these research contracts are being commissioned. To become an approved member of our database then please refer to our Research Contractor Database page.

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 considered in line with set criteria and a shortlist will be drawn up. Usually between three and six contractors are included on a shortlist 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 shortlist.

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Invitation to Tender

An 'Invitation to Tender' letter and accompanying research brief will be sent to short-listed contractors. A sealed bid process will be followed where all tenders received will not be opened and considered until after a set date and time.

The research brief will set out the background to the research, the research aims and objectives, suggested research methods, budget guidance, a timetable for the tendering and reporting process, expected outputs from the research, the relevant contacts within Health Scotland and what information researchers are expected to provide in their tender.

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Assessment of Tender

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

If 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 researcher’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
• The availability and capacity of the necessary experience and skills within the research team, including management and reporting arrangements
• Quality control mechanisms and approach to risk management
• Quality of previous research undertaken.
• Familiarity with previous relevant research
• Commitment to good client relations and active liaison
• The acceptability of the proposed timetable
• The proposed costs compared to the budget available
• Assessment of research ethics, equality and diversity issues

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Notification of the Tender Decision

The assessment of tenders normally results in the selection of a preferred tender, although Health Scotland is not bound to accept any tender.

Occasionally, some contractors may be invited to make a presentation on their proposals to 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 researcher will be invited to attend a briefing meeting with the NHS Health Scotland project team.

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The Briefing Meeting

Once a decision has been made, a briefing meeting will take place between the successful contractor and the 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 tender document
• 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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The Contract

The contract will outline 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 negotiation with the successful contractor and signed by both parties.

The contract covers:

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

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Style Guidelines

Final research reports must conform to Health Scotland’s Style Guidelines. Please use the guidelines detailed in the below document or use our Final Report Template.

NHS Health Scotland Research Report Style Guidelines

NHS Health Scotland Final Research Report Template

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Contact

For further information on the commissioning process at NHS Health Scotland contact the Research Officer – research.officer@health.scot.nhs.uk.

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