APPENDIX PROPOSAL TEMPLATE

University of the West of England, Bristol

Tender Response Template

The Template

The following provides a guide as to what the proposal should look like. This is only a
guide. The Invitation to Tender (ITT) document may require you to answer additional
questions which you will need to add, or it may require you to submit a very short proposal in
which case you may want to omit sections such as the summary.

Note: This should be used in conjunction with the guidance document: A Guide to Writing a
Response to a Tender http://rbi.uwe.ac.uk/researchfunding.asp. The Appendix provides
a blank template document.
Title page

Have a title page providing the following information:

Logos of all organizations involved in the tender response
Title of project
Client details
UWE contact details
How long the proposal is valid for

The Proposal

Summary of our proposal

Provide a high level summary / executive summary of your proposal. This should not be
more than ONE or TWO pages and could include:

the purpose of the document (what the tender response covers);

an understanding of their requirements (what the client is asking for and why);
the proposed approach (overarching methodology and why you are using this method
value added);
why UWE should be preferred (strengths of the project team and of UWE);
contents table with page numbers.

Example
This document sets out the University of the West of England, Bristol response to the Prostate Cancer
UK tender to develop, pilot and evaluate an educational toolkit for GPs and other primary care
professionals.

We are a team of researchers and evaluators with backgrounds in practice and academia who bring a
wealth of experience to this project. We have previously worked with Prostate Cancer UK to undertake
a Review of the Education and Learning Needs of Healthcare Professionals Working with Men
Affected by Prostate Cancer (Moule et al, 2012). As a team we bring a broad range of expertise,
knowledge and understanding that enable us to fulfill the educational and professional requirements of
this project. We have strong links with the Severn Deanery Primary Care School and we have recently
collaborated with the Avon Somerset & Wiltshire Cancer Services (ASWCS) to develop online
education for GPs around early cancer diagnosis and management. The success of this has resulted
in our being commissioned to develop additional online learning for ASWCS and the Severn Deanery.
The form of learning chosen for this project and ASWCS is called the virtual patient (VP) as this has
been recognised as an effective educational tool. VP offers the learner the opportunity to practice
their clinical decision-making and test their knowledge in a situated but risk free environment where
mistakes are allowed, and even encouraged, to aid the learning process (Zary et al 2006).

We are proposing a four phase project to fulfill the brief and provide a state-of-the- art toolkit which is
accessible, flexible and complementary to the existing master-classes provided by Prostate Cancer
UK. In Phase 1 we consult with GPs and other health professionals to build on the work of our
previous review and identify the needs of busy primary care professionals in relation to prostate cancer
education and management. In addition we will undertake a search of appropriate web-bases such as,
the Royal College of General Practitioners (RCGP) to ensure the toolkit fulfills their accreditation
requirements. The findings from phase 1 will be used to develop the educational toolkit both online
(Virtual Patient) and as a paper resource (workbook) in phase 2. Phase 3 will include both piloting and
evaluation of the toolkit. A report and recommendations will be provided. Phase 4 concerns the
dissemination of findings which will use multiple vehicles, including an element of face-to-face delivery
(seen as one of the most effective mechanisms) and utilising primary care and health professional
education links, such as the Severn Deanery and the Primary Care Research Network South West.

This document sets out our response to your invitation to tender for the development of an Educational
toolkit for General Practitioners and other Primary Healthcare Professionals together with the
associated evaluation. The document outlines:
Section Page
Section A Our understanding of your requirements 2
Section B Our proposed approach 3
Section C Our project team and experience 8
Section D Project and risk management 10
Appendix A References 15
Appendix B Curricula vitae for the project lead 16

Section A Our understanding of your requirements

Background and context

Provide information about the subject area in question to demonstrate knowledge.

Add value and information to the information provided in the tender document.
Provide information about the client and demonstrate an understanding of how this work
fits in with their overarching strategy.

Example
The number of men with prostate cancer is rapidly increasing. It is currently the most common
cancer in men and expected to become one of the most prevalent of all cancers in the UK by 2030.
Prostate Cancer UKs vision is to help more men survive prostate cancer and enjoy a better
quality of life across the United Kingdom. Their three key priorities are: supporting men and providing
good quality information about prostate cancer; funding research into prostate cancer; and raising
awareness of the disease and improving care.
One key aspect of Prostate Cancer UKs work is the development of healthcare professionals.
To help achieve this, an education programme has been developed recently which supports
healthcare professionals to deliver best clinical practice across the patient pathways. Part of this
programme includes a series of master-classes across the UK. To complement this, the charity would
like to develop and provide new educational opportunities for healthcare professionals, including the
development of user-friendly on-line resources.

Our understanding of your project requirements

Outline the overarching aim and associated objectives of the project. These may be
provided or you may need to develop them yourself from the information provided.
Again try and add value and demonstrate a good understanding of what they are asking
for; avoid just repeating exactly what is written in the tender.

Example
We understand that you wish to jointly commission an external evaluation of your Carers
Breaks scheme. The aim of this evaluation will be to explore the impact that the Carers Breaks
initiatives has on the health and well-being of carers.

Objective 1: To provide you with information about the experiences of carers.

Objective 2: To provide you with information about the experiences of carer support workers.
Objective 3: To evaluate the outcomes for funded Carers Breaks for carers.
Objective 4: To identify successes, barriers, and factors influencing sustainability of the Carers Breaks
scheme.
Objective 5: To evaluate the economic impact of Carers Breaks.
Section B Our proposed approach

Outline your methodology here and demonstrate how this methodology will enable
you/them to answer their aims and objectives.
In this section also cover Patient and Public Involvement, Ethics and Governance and
Dissemination (and impact).

Proposed Approach

Provide details of the following:

Overarching strategy/methodology, data collection methods, engagement methods;
A description of your preferred methods and the rationale behind the choice;
If applicable, a clear explanation as to why you are suggesting a different method from
that the client has requested;
A clear link from the methods suggested to the desired outcomes/aims and objectives.
This could be through written text and a link to the objective or through a table.

Example
We propose to collect data from carers who have accessed a Carers Break through your
organization, and also from carer support workers and managers involved in administering the Breaks.
We will collect both quantitative and qualitative data and this data collection will include administering
a quantitative survey and conducting individual in-depth interviews to access qualitative data.
We will aim to collect questionnaire data from a sample of 100 carers who are accessing Carers
Breaks. The survey will aim to collect the following information:
Details of all data to be collected through the survey as well as of the different measures to be
used.
The data will be analysed initially in terms of descriptive statistics. Outcomes of the analysis will
include the construction of a profile of the users of the service in terms of demography and their state
of health and wellbeing, their satisfaction with the Carers Breaks provision and their use of other
health and social care services. Further analysis will entail quantifying the impact of Carers Breaks on
carers quality of life. Responses from the survey will also be analysed to determine if there are any
financial impacts that can be quantified from observed changes in NHS resources accessed by carers
caused by the Carers Breaks scheme.
It is anticipated that the carer support workers will support the delivery of these questionnaires,
collecting data at two points. To recruit carers to the evaluation, and to complete the questionnaire, we
will draft an information sheet inviting carers to participate in the evaluation; we understand this will be
made available at the carer assessment by the carer support workers and integrated team on our
behalf. This is to ensure that the carers are fully informed and able to consent to take part (by
completing the questionnaire) and that we comply with information governance requirements (as we
will not require patient identifiable or personal data). (Objectives 1, 3, 4 and 5)
Details and rationale for recruitment, data collection and analysis with respect to interviews with
carers. (Objective 1, 3, 4 and 5). Details and rationale for recruitment, data collection and analysis
with respect to interviews with carer support workers and their managers (Objectives 2 and 4).

Patient and Public Involvement

Outline how patients and the public will be involved in the project

Example
We have a particular focus on working with service users and carers across a range of activities
within UWE, including research, evaluation and curriculum development. In 2010 we produced a guide
for good practice for involving patients and the public in research and evaluation activities, developed
jointly by service users, carers, academics, practitioners and members of the public (UWE, 2010). We
therefore intend to draw on these guidelines and involve the public (men affected by prostate cancer)
in the development of the data collection instruments, inputting to the resource and its evaluation and
through the advisory board. We also work to INVOLVE guidelines for the inclusion and support of
members of the public in projects, using their suggested rates of pay and reimbursing expenses
incurred for travel and subsistence.
Ethics and Governance

Questions to consider:

Does the project require ethical approval?

What research and information governance requirements are there?
How will consent be gained?
How will the project be governed? For example, will there be an advisory/ steering
group? Who will be the members of this group? How often will it meet?
How will the project team communicate with the client? Include details about frequency
and method, including exception reporting.
Will the project team be required to attend other meetings?

Example
As this project is a service evaluation, it will not require NHS ethical approval. However, in order
to ensure the project is of high ethical standard we will seek ethical approval from the Faculty of
Health and Applied Sciences, University of the West of England, Ethics Sub-Committee. We will also
work within the Data Protection Act, storing and handling data to maintain confidentiality and following
the NHS Research Governance Framework. In particular we will ensure that all participants are
provided with a detailed information sheet about the project and contact details of an individual to
contact in the case of questions or complaints. We will ensure all participants consent to take part.
Consent for the survey will be implied by its completion and return and verbal informed consent will be
in place before the interviews.
An advisory board will be formed to oversee the project and will include members of the project
team as well as The advisory board will meet a minimum of four times over the life the project
with other discussion amongst team members as the need arises to ensure the continued progress of
the project.

Dissemination Strategy

Provide details about your dissemination strategy.

Consider using multiple vehicles, and be clear who your audience is and what would
work for them.
Consider social media as well as peer review journals what is the right strategy for the
audience or audiences you are trying to reach?

Example
A final report will be produced which will inform your organisation of the evaluation of the on-line
resources and make recommendations for further refinements prior to their wider launch. We will
present and discuss these findings with the Education Advisor ahead of making presentations to the
information, marketing and communication departments at your organisation, as well as your
Education Advisory Board. The report will include detailed feedback on the views of GPs and other
primary healthcare professionals in relation to the content; suitability of the resource in relation to
revalidation needs; perceived increase in knowledge/skills and ease of use.
We will make recommendations for a dissemination strategy using evidence gathered
throughout the project, lessons from previous projects together with the current evidence base and
tools available around knowledge translation. It is proposed, from the current evidence base, that
multiple vehicles are used to disseminate information about the resource. This will include the use of
formal and informal networks (including social media), publication of written materials (peer review
journals and news articles) and face to face events (for example, Primary Care Research Network
Conference), as well as channels available in the UWE and your organisations marketing department.
Intellectual Property

You need to consider any IP issues arising from the proposal. This includes the final
product: with most tenders, IP usually belongs to the client but you may be able to
negotiate aspects of this. However, there may also be IP that belongs to UWE, for
example, a particular approach.
Note that agreements about these issues will need to be negotiated before contracts are
signed.

Example
All intellectual property arising from the resource and project will remain with the client, XXX,
and as such any use of the materials will be with their agreement.

Section C Our project team and experience

Provide Short Pen Pictures (usually a single paragraph) for the team members, starting
with the project lead.
Provide details of their experience to demonstrate the value they add to the team and the
tender response.

Example
Project lead: XXX, Qualifications/Role has extensive experience of leading and conducting
evaluative research projects across a range of health and social care settings with service user and
carer involvement. Evaluations completed include .. Current projects include ..

Recent relevant experience

Provide links to papers and reports that provide examples of relevant work. Use Harvard
referencing.

Example
Staff involved in the project team have a wealth of experience of leading, completing and
disseminating evaluations and in service user and carer involvement in service development and
evaluation. Relevant key projects include:

Date Reference
2012 Young P, Moule P, Evans D, Simmons S, Crack M and Mayo G Learning
together, working together: an evaluation of experiences of a pilot programme
for partnership between unions and management in the health service.Nurse
Education Today, 32 (5). pp. 501-505. ISSN 0260-6917
2011 Moule P, Young P, Albarran J, Oliver B, Curran T, Hopkinson C, Pollard K,
Hadfield J, Lima M and Rice C Leadership course evaluation with patient and
public involvement. Project Report. University of the West of England.
2010 Moule P, Ward R and Lockyer L Nursing and healthcare student's experiences
and use of e-learning in higher education .Journal of Advanced Nursing, 66 (12).
pp. 2785-2795. ISSN 0309-2402
2010 Wharton R. and Pollard K Sessional GPs: Support needed to provide the
evidence required for appraisal and validation. Education for Primary Care, 21
(5). pp. 308-315. ISSN 1473-9879
Section D Project and risk management

Project management

Explain how the project will be managed, giving details of who, how (Prince 2 or
equivalent) and when.

Example
The project will be managed by XXXX using the principles of Prince 2. XXX will be the main point of
contact with CLIENT KEY CONTACT.

Project plan

Provide a project plan (Gantt chart) with a proposed timetable for delivering OUTPUTS.
Highlight any changes that you have included from the ITT and an explanation for this.
Include key deliverable milestones, for example, when reports are due.

Example

Project plan
Proposed start date: 1st April 2013
Proposed end date: 30th September 2014

Key Activity April July Oct Jan April July

June Sept Dec March June Sept
2013 2013 2013 2014 2014 2014
Project Progress
Desk based research re state of
current knowledge
Ethical approval
Development of data collection
tools
Recruitment of sample
Data collection
Data analysis
Final report
Project Management and
Governance
Feedback and exception
reporting
Project team meetings
Advisory board meetings

Please note that this timetable is based on the contract awarded on the 1 st April 2013 and that a
project initiation document will be developed and agreed before this date.
 Project Costings

Contact Finance (Costing and Pricing team) to support you with this aspect.

Example:

Activity Person1 Person2 Person3 Person4 Total Total

days
Day rate
Project management
project team days
Project management xx xx xx xx xx xxx
Ethics approval xx xx xx xx xx xxx
Project team meetings xx xx xx xx xx xxx
Advisory board meetings xx xx xx xx xx xxx
Total number of days xxx xxx xxx xxx xxx xxx
Total project team cost xxx xxx xxx xxx xxx XXX

Other costs
Details Unit Cost /
unit
Advisory board travel yy yy YY
Catering advisory board zz zz ZZ
meetings
Total management costs XXX +
YY +
ZZ

Project progress project

team days
Desk based research aa aa aa aa aa
Development of tools aa aa aa aa aa
Recruitment aa aa aa aa aa
Data collection aa aa aa aa aa
Data analysis aa aa aa aa aa
Final report aa aa aa aa aa
Total number of days aaa aaa aaa aaa aaa aaa
Total project team cost aaa aaa aaa aaa aaa AAA

Non-staff costs
Details Unit Cost /
unit
Travel for interviews bb bb BB
Interview transcription cc cc CC
On-line survey licence dd dd DD
Total progress costs AAA +
BB +
CC +
DD

Total project cost XXX +

YY +
ZZ +
AAA +
BB +
CC +
DD
APPENDIX PROPOSAL TEMPLATE

Risk register

Provide a list of what you perceive to be key risks, why they are considered a risk, what level they are, that is, how likely are they to occur,
and if they do, what impact will they have.
It is obviously important to suggest ways to mitigate risk. Include a statement saying that the risk register is a live document and will
therefore be continually updated. You can use this approach for a benefits realisation plan if also asked for one.

Example:
The key risks we feel are relevant to this project are set out below.

Risk Why Level Mitigation / Minimisation activities

(Likelihood /
Impact)
Failure to engage Carers can be a hard to reach group High We will have carers working with us on this project to ensure we approach
and recruit carers engagement in the most appropriate and effective way

Failure to recruit The evaluation looks particularly at Med We will want to ensure that the care support workers are informed about
care support workers their job role and they may feel the evaluation right from the start and given the opportunity to raise any
to participate in the uncomfortable taking part issues or concerns
evaluation

Inability of team Due to the length of the project there Low UWE has a large resource pool from which to draw upon to ensure that
members to may be occasions where staff are on the project is delivered
complete the project leave (sick or annual) and there is also
a natural turn over

We believe that we are aware of the main risks associated with this project and have adequate plans in place to mitigate or minimise them. However this
register is a live document and would be updated to include any previously unidentified risks and plans to mitigate / minimise them should they occur.
APPENDIX PROPOSAL TEMPLATE

Appendices

Include the following, unless contrary to specific requirements in the ITT:

References used in the document
CV of Project lead

Example of a short CV be careful to tailor your CV to the tender requirements:

PROFESSOR PAM MOULE CURRICULUM VITAE (Abbreviated)

Contact details : University of the West of England, Faculty of Health and Applied Sciences,
Glenside Campus, Blackberry Hill, Stapleton, Bristol, BS16 1DD; 0117 328 8422; email
pam.moule@uwe.ac.uk

Current roles: Professor of Health Services Research (Service Evaluation), Director of the
Centre for Health and Clinical Research, University of the West of England, Bristol

Selected External grants received:

225,000 Evaluation of the one-to-one support worker through realist evaluation.
Downes N, Moule P, Pollard K, Turton P, Batty A. (2012)
190.000 Public involvement in research: assessing impact through a realist evaluation.
NIHR Evans D, Coad J, Dalrymple J, Davies R, Donald C, Hewlett S, Longley
A, Moule P, Powell J, Pollard K, Rice C, Sayers R.(2011)
52,000 Childrens Workforce Development Council. A scoping study to identify how
research on workforce issues has been used to evidence practice in the field.
Pollard, K. Moule, P. Kushner, S. Oliver, B. Curran, T. Benjamin, C. (2010)
20,000Strategic Health Authority. Evaluation of Early Supported Discharge Team from Stroke
Patients. Moule P , Young P, Gloglowska, M. (2009)
30,000 Strategic Health Authority Evaluation of blended learning CPD curriculum Young
P, Glogowska M, Moule P , Lockyer L (2008)
69,000 Skills for Care Innovation round three. Senior B, Young P, Moule P. (2008)
160,000 Pacesetters evaluation, DH. SW and London regions. Evans D Moule P, Burns
D, Kushner S, Dalrymple J, Bheenuck S (2008-2009)

Selected Publications:
i) Selected peer reviewed journal papers
Moule, P. Evans, D. and Pollard, K. (2013) Using the plan-do-study-act model:
Pacesetters experiences. International Journal of Healthcare Quality Assurance. 26 (7).
593-600

Young P. Moule P. Evans D. Simmons S.(2012) Learning together, working together: An

evaluation of experiences of a pilot programme for partnership between unions and
management in the health service .Nurse Education Today, (In press) (Available online)
Moule P, Young P, Glowgoska M, Weare J (2011) Early Stroke Discharge Team: A
participatory evaluation. International Journal of Rehabilitation and Therapy. 18 (6), 319-
328
Albarran J Moule P Benger J McMahon-Parkes K (2009) The preferences of resuscitated
and non-resuscitated patients towards family witnessed resuscitation: a case control
study: Resuscitation. 80 (9),1070-1073
McMahon-Parkes K Moule P Benger J Albarran J (2009) The views and preferences of
resuscitated and non-resuscitated patients towards family witnessed resuscitation: A
qualitative study. International Journal of Nursing Studies. 42 (2), 220-229
Ward R Glowgoska M Pollard K Moule P (2009) Developing and testing attitude scales
around IT. Nurse Researcher . 17 (1), 68-78
Selected reports:
Moule P, Pollard K, Gibbard E, Lockyer L, Puddicombe A, Thompson R, Turton P, Young
P. (2012) A review of the education and learning needs of healthcare professionals
working with men affected by prostate cancer. Bristol: UWE
Moule P, Young P, Albarran J, Oliver B, Curran T, Hopkinson C, Pollard K, Hadfield
J, Lima M, and Rice C, (2011) Leadership course evaluation with patient and public
involvement. Project Report. University of the West of England
Simmons S, Mayo G, Crack M, Young P, Moule P, Evans D (2010) NHS partners in
Cornwall: Report on a pilot learning and development initiative. Faculty of Health and Applied
Sciences University of the West of England, Bristol.
Pollard K, Benjamin C, Curran T, Kushner S, Moule P, Oliver B (2010) A scoping
study to identify how research on workforce issues has been used to inform practice
within services for children and young people :A pilot study. Faculty of Health and Applied
Sciences University of the West of England, Bristol.
Evans D, Bheenuck S, Burns D, Dalrymple J, Kushner S, Moule P, Pollard K (2009)
Department of Health Pacesetters Programme Evaluation of Wave 1 Local Change
Ideas: Final Report (London) Faculty of Health and Applied Sciences University of the West
of England, Bristol.
Evans D, Bheenuck S, Burns D, Dalrymple J, Kushner S, Moule P, Pollard K (2009)
Department of Health Pacesetters Programme Evaluation of Wave 1 Local Change
Ideas: Final Report (South West) Faculty of Health and Applied Sciences University of the
West of England, Bristol.

Selected conference papers:

Moule P, Education and training for nurses caring for men with prostate cancer: managing
experiences and needs. Putting People at the Heart of Nursing Care: Leading the Way
2013. Phi Mu Inaugural Conference, 20-21st June 2013. Bournemouth, UK

Moule P, Education and training for nurses caring for men with prostate cancer: managing
experiences and needs. RCN Education Forum. 5-7th June 2013, Glasgow, UK

Moule P, Lima M, Hadfield J, Young P, Evaluating a leadership programme: impact and

future directions. NETNEP. 17-20 June 2012, Baltimore, USA
Moule P, Simulations as part of clinical practice training. Virtual Simulation Conference,
Rovaniemi University of Applied Sciences. Rovaniemi, Finland 11-12 September 2009
(Invited presentation)
Moule P, Ward R, Lockyer L, Nurse and healthcare professional education: how are we
using e-learning? The 2009 RCN International Nursing Research Conference. Cardiff City
Hall, Cardiff. 24-27 March 2009
APPENDIX GLOSSARY

University of the West of England, Bristol

Title of proposal here

Submitted to: Clients name/key contact

Submitted to by: Name, Project Lead, University of the West of England, Bristol

Date Submitted: Day Month Year

For any queries or correspondence For any queries or correspondence

regarding the proposal, please contact regarding Contract or Intellectual
the Project Lead, Property issues relating to this Proposal,
please contact the following:
Project Lead Name
Faculty of XXXX, Pro Vice-Chancellor: Commercial
XXX Campus, Director and Corporation Secretary
Address University of the West of England, Bristol
University of the West of England, Frenchay Campus
Bristol, Coldharbour Lane
Postcode Bristol BS16 1QY

Email: XXXXX @uwe.ac.uk Email: FBS.Contracts@uwe.ac.uk

Tel: +44 (0)117 32 8XXXX Tel: +44 (0) 117 32 82529
Fax: +44 (0) 117 32 82688

This proposal is subject to contract and is valid for 30 days.

Summary of our proposal
Proposal

Section A Our understanding of your requirements

Background and context

Our understanding of your project requirements

Section B Our proposed approach

Proposed Approach

Patient and Public Involvement

Ethics and Governance

Dissemination Strategy

Intellectual Property
Section C Our project team and experience

Project Team

Recent relevant experience

Date Reference
Section D Project and risk management

Project management

Project plan

Project Costs

Risk register