This opportunity is closed for applications

The deadline was Wednesday 3 November 2021
Intellectual Property Office

Call off contract to support the recruitment of user research participants across IPO Transformation

0 Incomplete applications

2 Completed applications

2 SME, 0 large

Important dates

Wednesday 20 October 2021
Deadline for asking questions
Wednesday 27 October 2021 at 11:59pm GMT
Closing date for applications
Wednesday 3 November 2021 at 11:59pm GMT


Summary of the work
Call-off contract to recruit participants from participant profiles detailed to attend user research sessions with the Intellectual Property Office
Research dates
Call off contract until Oct 2022 (approximately 12 months)
Organisation the work is for
Intellectual Property Office
Budget range
Ceiling of up to £95,000 for the one-year contract.
Price per participant (based on approx. 25 participants per month to include management fees and incentives): £250 - £300)

About the work

Early market engagement
The IPO engaged three research agencies to request quotes, based on a loose specification, to start this commercial activity. The quote(s) received were based on a per participant rate, on a draw-down basis across a year, inclusive of administrative actions (i.e. screening and onboarding of participants; booking appointments/reminders; on-the-day support provision), which informed the proposed budget.

About the research

Description of your participants
The majority of users will need to meet the following requirements (for different user profiles which will be included in the onboarding brief)
- Owns or represents (in a formal or informal way) someone who owns Intellectual Property (IP), such as patents, trade marks or designs.
- Is intending to apply for IP rights protection in the future
- Have an interest in the concept of IP
- Has applied for IP in the past but has been unsuccessful
- Manages a portfolio of IP for their employer
- Has experience of international IP rights protection
Assisted digital and accessibility requirements
Where sprint planning dictates, in particular for usability testing later in Alpha phase and beyond, a proportion of users recruited [overall potentially 1/10] should have either low digital skills or accessibility requirements. The recruiter should, over the contract term, be able to recruit the full range of users with accessibility requirements (visual, hearing, cognitive, mobility, etc).
Research plan
The Contract will cover multiple research plans to span different project workstreams. The recruiter will be expected to adapt to new requirements as new plans emerge.
Research location
Majority of users will be participating in a remote setting, there may be some flex to in-person research if the participant is local to Newport, Wales or there are specific accessibility requirements meaning research must be in-person
Access restrictions at location
Number of research rounds
This is a call off contract, there will not be a set number of rounds
Number of participants a round
The size of rounds will vary depending upon the research projects however most will involve 5 participants.
How often research will happen
Project sprint cycles are two weekly and research will be in line with this
Evening or weekend research
Weekday evenings

Additional information

Additional terms and conditions

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Essential skills and experience
  • Demonstrate ability to successfully recruit participants within a short deadline, with a minimal no-show ratio. E,g, from the past 3 years.
  • Demonstrate ability to source niche participants in categories relating to IP
  • Demonstrate experience responding to new briefs and additional requirements of participants at short-notice; Show how you would recruit participants to meet a two-week sprint cycle. E.g. from the last 3years.
  • Demonstrate experience where you have fulfilled user participant requirements where all participants meet the brief provided from the last 3 years. IP related will be viewed advantageously.
  • Demonstrate experience managing recruitment for multiple research projects across a mid-size department with multiple researchers. E.g. from the last 3 years.
Nice-to-have skills and experience
  • Describe your ability/strategy for/experience of identifying customers in their pre-customer journey (so, prospective customers). Use e.g. from past 3 years
  • Demonstrate experience of shifting focus to different participant segments in each round of recruitment (not recruiting the same profiles twice). E.g. from past 3 years.

How suppliers will be evaluated

All suppliers will be asked to provide a written proposal.

How many suppliers to evaluate
Proposal criteria
  • How will you recruit niche participants for IP related work? One case study required as supporting evidence.
  • Identify any risks you perceive with the IPO's approach to recruiting user research participants and how you would mitigate these
  • Describe your strategy for managing a multiple research stream project for the IPO.
  • What will be your approach to managing the contract on a call off basis? Please provide any proposed service level agreements / key performance indicators.
  • Describe how you will ensure availability of suitable participants during the life of the contract. Bearing in mind that we anticipate operating in regular 2 week sprints. Provide an e.g.
  • Describe how you will provide suitable participants at short-notice for the life of this contract.
Additional assessment methods
Case study
Evaluation weighting

Technical competence






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