Services Rendered Costing and Proposal Form

Please note, services rendered work must not begin until a contract has been signed by Research Services. In the absence of a signed contract, by starting work you are effectively accepting the terms and conditions, exposing yourself and the University to financial, intellectual or reputational risks.

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.uk. Please note that all figures in this form should be exclusive of VAT.

THIS FORM IS NO LONGER IN USE

Please use the Consultancy and SR application on myResearch in MUSE to request a new Services Rendered project.

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Section 1: Project Details

Project type

Does the project relate to: (required)

Analysis and testing without advice or interpretation on the results
Editorship of academic journals
Secondments of University staff to companies but not as part of a research or teaching collaboration
Sponsorship of Chair or Lecturer posts which are not related to a research or teaching project

Project title

Please give a short descriptive title for the project. (required)

Project objectives / programme of work

Please provide a project description specifying clear deliverables, for inclusion in the contract. (required)

If a project proposal has already been developed, please send this by email to ri-contracts@sheffield.ac.uk, for inclusion in the contract.

If a project proposal has not yet been developed, please enter a concise but complete project description below. (required)

Project timescale

Will the project (required)

(a) Take place over a specific and defined period of time?
(b) Be for retained services over a given period?

If (b), please give details below

In either case, please provide:

Proposed start date (required)

Proposed end-date (required)

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

Services rendered activity involves the provision of services to, or access to University facilities by, an external organisation, in exchange for a fee. Crucially, services rendered do not involve a high degree of intellectual input from University staff and no new knowledge should be created. Since the client will pay a commercial rate for the service provided by the University, 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)

If yes, please give details (in exceptional cases it may be possible to negotiate publication rights or a licence to use the outcomes in your research).

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 proposed services rendered activity be seen as controversial in the public domain? (required)

If yes, please give details
Research Services will liaise with other internal professional services as appropriate in making an assessment of the activity and will contact you with regard to this.

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

If yes, please give details.

Conflict of Interest

A conflict of interest occurs when an individual undertaking services rendered activty, or any of their family or associates, has interests which might impair (or appear to impair) the independence and objectivity of the service. 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 activity • 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 services rendered activity? (required)

If yes, please give details
It does not necessarily mean the activity must be excluded, but the activation of appropriate safeguards may be necessary and Research Services will contact you with respect to these.

Insurance Issues

Services rendered activity falling under the following categories may not be covered by the University's standard insurance policies: Aviation or Aerial; Activity delivered overseas; Pollution; Clinical trials. Research Services 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 proposed activity covers aviation, aerial, pollution or clinical trials. (required)

If yes, or you are unsure as to whether the planned activity might fall into these categories, please give details.

Subcontractors

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

If yes, is a subcontract required? (please give details)

Overseas Work

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

If yes, please indicate the country, the number of hours/days and relevant dates.

Section 2: Client Details

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

Name of Company (required)

Address (required)

Client reference (if supplied)

Invoice Address (if different from above)

Contact title (required)

Contact name (required)

Contact position (required)

Contact telephone (required)

Contact mobile

Contact email (required)

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 Research Services 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: Contact details of individual leading the project

The individual leading the services rendered activity should ordinarily be a manager or member of academic staff. Additional staff involved in delivering the service, including support staff, should be entered under the Section 4, below.

Title (required)

First name (required)

Last name (required)

Department (required)

Telephone (required)

Mobile

Email (required)

Additional email address
You can add an additional email address (for example, a secretary) . This address will receive a copy of the form when submitted.

Section 3b: Costs relating to individual leading the project

EITHER please provide both of the following(typically for analysis and testing): Maximum number of days that the project lead will spend delivering the project

Cost per day for the project lead (we can advise on appropriate day rates if necessary)

OR please state the proportion of their contracted hours that the project lead will spend delivering the project (typically for editorship and secondments)

Section 4: Details of additional staff required to deliver the project (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. It is unlikely that the client will be willing to meet these costs at a later date if not included in the original contract price.

4a: Additional Staff 1

Name

Department

EITHER please provide both of the following: Maximum number of days that this additional individual will spend delivering the project

Cost per day for this additional individual (we can advise on appropriate day rates if necessary).

OR please provide the grade of this additional individual and the proportion of their contracted hours that will be spent delivering the project.

4b: Additional Staff 2

Name

Department

EITHER please provide both of the following: Maximum number of days that this additional individual will spend delivering the project

Cost per day for this additional individual (we can advise on appropriate day rates if necessary).

OR please provide the grade of this additional individual and the proportion of their contracted hours that will be spent delivering the project.

4c: Additional Staff 3

Name

Department

EITHER please provide both of the following: Maximum number of days that this additional individual will spend delivering the project

Cost per day for this additional individual (we can advise on appropriate day rates if necessary).

ORplease provide the grade of this additional individual and the proportion of their contracted hours that will be spent delivering the project.

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. It is unlikely that the client will be willing to meet these at a later date if not included in the original contract price.

Cost of equipment to be purchased

Charge for use of equipment or facilities

Consumables

Cost of travel & subsistence (assumed to be charged to the client at cost unless stated)

Cost of fees to be paid to external sub-contractors

Indirect costs
It is expected that a realistic assessment and recovery of indirect costs (contribution to University Services and Facilities costs) will be included in the price. A percentage based contribution may be used although an assessment based on fEC principles is preferred. Please add here if a contribution is to be made and give details. Please note, if no indirect costs are included here, Research Services is required to seek approval from your relevant Faculty Finance Manager.

Please note, from 1 August 2016 all new Services Rendered Projects for the *Faculty of Medicine, Dentistry & Health* will include a 15% overhead charge. Departments are encouraged and may wish to charge more than the minimum 15% overhead rate wherever possible. This should be gauged on individual cases and in accordance with individual sponsors terms. If you are a member of staff in the *Faculty of Medicine, Dentistry & Health* please add here if a contribution above 15% is to be made and give details.

Terms of payment, to be agreed with client, such as: • On completion • At milestones • At fixed times e.g. quarterly or annually. If left blank, assumed to be "on completion". This will form the basis of any payment schedule, against which the client will be invoiced.

Account Details

Please nominate a person responsible to monitor the budget and approve transactions on this project (e.g. department administrator or department manager).

Section 6: Further information

Please specify details here of any other information not provided above (e.g. details of a tender submission, client issued agreement, applicable master agreement, any sub-contract required.)

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 the individual leading the project in section 3a above.) If you do not receive an automated copy, please re-submit or contact ri-contracts@sheffield.ac.uk.

Last updated: 19 January 2021

Services Rendered Costing and Proposal Form

****THIS FORM IS NO LONGER IN USE****

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Section 1: Project Details

Project type

Project title

Project objectives / programme of work

Project timescale

Tender

Intellectual Property

Conflict of Interest

Insurance Issues

Subcontractors

Overseas Work

Section 2: Client Details

Section 3a: Contact details of individual leading the project

Section 3b: Costs relating to individual leading the project

Section 4: Details of additional staff required to deliver the project (if applicable)

4a: Additional Staff 1

4b: Additional Staff 2

4c: Additional Staff 3

Section 5: Other Financial Details (if applicable)

Account Details

Section 6: Further information

THIS FORM IS NO LONGER IN USE