Consultancy Costing and Proposal Form

This form is for internal use only and should be completed by University staff. If you have any queries regarding this form, please contact the Contracts Team on 0114 222 7444 or by ri-contracts@sheffield.ac.ukPlease note that all figures in this form should be exclusive of VAT.

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We are working towards an online system where users will be able to request a new project and track the progress of the project administration. Please get in touch by ri-contracts@sheffield.ac.uk if you'd like to be involved in testing the new system (which should take no more than 30 minutes and can be completed from your own desk).

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Section 1: Project Details

Project title

Project objectives / programme of work

Project timescale

Will the project (required)

In either case, please provide an accurate start and end date:

Please note if the project has already started and a contract is not in place, you will be required to undertake this consultancy privately - please see the Private Consultancy pages for details. University Consultancy cannot start until a contract has been agreed and signed by both parties.

Tender

Is the project at tender stage? (required) i.e. at this stage is the University only bidding/applying to undertake the project?

Intellectual Property

Consultancy is the provision of expert advice or opinion, analysis and interpretation by academic staff to external clients, in order to address specific questions or problems. While this may involve a high degree of analysis, measurement or testing, consultancy is crucially dependent on a high degree of intellectual input from the consultant to the client without leading to new ideas or advancements in the field.

Since the client will pay a commercial rate for the consultancy project, they will usually require ownership of any outputs arising from the work (e.g. copyright in any reports). Do you have any objections to this? (required)
Will you be using any IP that is the subject of a COD* in the University's CAS*? (required) Please note, it is important to answer this question accurately as a resulting consequence could be the loss of a commercial deal and potential loss of a share of income. *COD = Commercial Opportunity Disclosure, CAS = Commercial Assessment System

Controversy

Certain activities are prone to the interpretation that they are controversial by virtue of the type of client, the nature of the activity or the user of the outputs, or because the activity could be misrepresented or be distorted if taken out of context. Certain activities may therefore require special safeguards or controls so that the University and/or its partners can be prepared for any controversy that may arise.

May any aspect of the consultancy activity be seen as controversial in the public domain? (required)

Conflict of Interest

A conflict of interest occurs when an individual involved in providing consultancy, or any of their family or associates, has interests which might impair (or appear to impair) the independence and objectivity of the consultancy. Examples of conflicts of interest include but are not limited to: • Professional or personal links to an organisation which is in competition with the client • Professional or personal links to the client • Financial interests which are dependent on the outcome of the consultancy • Personal beliefs which are in conflict with those of the client • Existing collaborative or contractual research projects with the client

Are there any existing or potential conflicts of interest in providing the proposed commercial service? (required)

Insurance Issues

Consultancy activity falling under the following categories may not be covered by the University’s standard insurance policies: Aviation or Aerial; Activity delivered overseas; Pollution; or Clinical trials. We will liaise with the University insurers to determine if the planned activity is already covered or whether additional cover, at a cost to be included in the price to the client, needs to be purchased.

For insurance purposes, please indicate whether any aspect of the consultancy activity covers aviation, aerial, pollution or clinical trials. (required)

Overseas Work

For both insurance and taxation purposes, please indicate whether any of the proposed consultancy work will be delivered overseas. (required)

Clincial Trial

Is the project part of a clinical trial? (required)
Are you involved in the design of the clinical trial? (required)

Subcontractors

Will you be subcontracting any of the work to a third party? (required)

Section 2: Client Details

Please provide accurate and complete contact details to allow efficient communication with the client. These details will be used in issuing a consultancy contract and will allow the client to be invoiced correctly.

Is the client a University spin-out company? (required) Please note if yes, consultant's fee must be paid into departmental account and not salary.

If the client sends you a contract in connection with this project, or has already done so, please forward this to ri-contracts@sheffield.ac.uk in order that we can review the contract and if necessary negotiate revised terms and conditions. An authorised member of staff within Research Services will then sign the contract on behalf of the University.

Section 3a: Details of Lead Consultant

For each University financial year (1 August - 31 July) state the maximum number of days consultancy for the proposed project only.

Please specify whether the lead consultant should be paid into salary or departmental account. University Finance will arrange to transfer the consultancy fees accordingly. (required)

Section 3b:Details of Second Consultant (if applicable)

Consultants should be academic members of staff only. Research / Support staff should be entered under the Support Staff section.

For each University financial year (1 August - 31 July) state the maximum number of days consultancy for the proposed project only.

Please specify whether the second consultant should be paid into salary or departmental account. University Finance will arrange to transfer the consultancy fees accordingly.

Section 3c: Details of Third Consultant (if applicable)

Consultants should be academic members of staff only. Research / Support staff should be entered under the Support Staff section.

For each University financial year (1 August - 31 July) state the maximum number of days consultancy

Please specify whether the third consultant should be paid into salary or departmental account. University Finance will arrange to transfer the consultancy fees accordingly.

Section 4: Details of Additional Staff Required (if applicable)

It is important to provide accurate details of additional staff costs (including those of research and/or support staff) below, otherwise the project will not be fully costed and it is unlikely that the client will be willing to meet these at a later date if not originally included in the contract price.

Additional staff costs should always be proportionate in value to the Consultant's time on the project.

4a: Additional Staff 1

Status

4b: Additional Staff 2

Status

4c: Additional Staff 3

Status

Section 5: Other Financial Details (if applicable)

It is important to provide accurate details of the consumable and other costs below, otherwise the project will not be fully costed and it is unlikely that the client will be willing to meet these at a later date if not originally included in the contract price.

Account Details

Section 6: Further information

On submitting this form, you should receive an automated copy of this application (NB. The form will be sent to the email address(es) entered for lead consultant, above.) If you do not receive an automated copy, please re-submit or contact ri-contracts@sheffield.ac.uk.