SPEaR Good Practice Guidelines 2008: Research and evaluation contracting
Applying the Principle of Responsiveness to research and evaluation contracting
To ensure the responsiveness of their processes, officials should:
- Ensure that people with appropriate research experience are appropriately involved in all phases of the project - including the planning, advisory group formation, contractor selection, contract negotiations, project management liaison, milestone reporting signoff, draft and final reporting and dissemination.
Advisory Groups and/or Steering groups should include key agency stakeholders (or their representatives), at least 1 person with experience in each of the research or evaluation methodologies likely for the contracted work, at least 1 person with project management/contract supervision experience, at least 1 person with contractor selection experience, several people familiar with the subject matter, and the internal Project Manager. Where more than 1 agency is involved, each agency should have a representative.
- Establish clear communication lines with Contractors so that any issues are able to be addressed and remedied as soon as possible and at the appropriate level.
Ensure phone and e-mail details are known between the principals (and emergency backups) for each of the parties and ensure face-to-face contact provision is in the Budget around key milestone reporting, Advisory/Steering group meetings and final reporting.
- Be aware that researcher reputation is part of their human capital and has a market value. Timeliness and credibility are important aspects of 'track record'. You can ask for track record information in EOIs, RFIs and RFPs. Treat such information with care however, as it can be commercially sensitive.
- Be aware that agency reputation in research contracting and management can influence the responses to EOIs, RFIs and RFPs. Responsiveness, fairness and timeliness are important aspects of agency credibility and a fair and transparent process should be evident.
