Guidance for potential housing research contractors

Introduction

Communities and Local Government commissions its research in two ways: either through its Main Housing Research Programme, or through the Small Scale Research Projects. The former is for the main new research projects, while the latter is for shorter desk-based pieces of work taking around twenty person-days to complete.

Main Programme

Expression of Interest

Far more Expressions of Interest in projects are received than can be included on the short lists for invitations to tender for any project. The information provided by a contractor to support an Expression of Interest is used to select short lists of invitees to tender. It is, therefore, important that potential contractors complete the attached form outlining their relevant experience and expertise in relation to specific projects and showing how the project would be tackled.

Invitations to Tender

Normally three to six organisations are invited to tender for each project. Formal invitations to tender include:

the specification of the project outlining the objectives and why it is being
commissioned, and the details expected to be provided in the tender
the standard contract conditions
the date for receipt of tenders
the expected timing for the announcement of the award of the contract

In some cases a pre-tender consultation exercise is carried out in order to ascertain contractor interest in the project and to consult on the specification for the work.

Four weeks is the usual tendering period, although for projects that are required urgently, a shorter tendering period may be sometimes necessary.

Specifications will generally be output based, giving clear guidance on the Departments requirements but leaving it to tenderers to suggest the most appropriate methods to achieve the objectives. In order to promote competition and value for money, it is the Departments normal practice not to disclose project budgets.

The letter with the invitation to tender gives the name and number of the Departments Nominated Officer for a project and contractors are encouraged to make contact if they wish to discuss the specification.

Tender Documents and their Assessment

A tender assessment panel will examine the tenders for value for money. The panel has to be satisfied that the method and programme of work meet the project's objectives and are cost effective. The panel will also take into account the following:

the understanding of the issues being addressed
familiarity with previous relevant research
the experience of the research team
the proposed costs and value for money

Interviews may be held to assist with this assessment. Normally these will involve the tenderer making a presentation, responding to the questions of the interviewing panel and having an opportunity to make a final statement.

Awarding of Contracts

The assessment of tenders normally results in the selection of a preferred tender, although the Department is not bound to accept any tender. All of the tenderers are informed of the outcome of this decision.

Small-Scale Research Projects

To enhance the housing and regeneration research programmes responsiveness to emerging policy issues, the Department is setting up arrangements to allow unprogrammed research to be commissioned quickly.

If your organisation wishes to express an interest in undertaking these studies, please do so by responding to the invitation published in this newsletter to complete the Small-Scale Research Projects Expression of Interest form and return it to the Department.

Each piece of research commissioned will be a policy-orientated desk study. No survey work will be involved. It is expected that a study will require input of a maximum of 20 person days and usually take three to four weeks to complete.

The Expressions of Interest forms will be used to decide which organisations to send a fee schedule to. The Schedule is designed to streamline competitive procedures and provide key information that would usually be obtained only through formal tendering. The Department will maintain commercial confidentiality of this information.

When the Department wishes to let a contract, an organisation will be formally asked to submit a proposal based on an assessment of its Fee Schedule and acceptance of the Departments General Conditions of Contract for Services and conditions of Intellectual Property Rights. If the proposal is satisfactory, the Departments acceptance will be confirmed and a formal contract concluded.

Payment will be made to the contractor as a lump sum upon receipt of satisfactory outputs.