JISC

Invitation To Tender

Summary

1. This document invites proposals from experienced evaluators to undertake a summative evaluation of a key JISC programme and associated activities to support learning and teaching. Details of the proposed work and background information are set out below.

2. The deadline for proposals is 12 noon on Friday 9 May 2003.

Background

3. The JISC is a joint body of the Higher and Further Education Funding Councils for the UK. It was established to support the further and higher education sectors in the use of information communications technology (ICT). It does this by providing a network service and by funding ICT development and services that support learning, teaching and research.

4. In 1999 the JISC was allocated £10.53 million additional funding from the UK higher education funding councils to support learning and teaching activities. The main aims associated with this funding allocation were to:

• enhance existing JISC services to support learning and teaching;
• explore content issues; and
• stimulate convergence of new learning environments with digital library developments.

5. The funding was made available over a period of three years and was allocated specifically for the higher education (HE) sector.

Activities Funded

6. The majority of the £10.53 million funding was allocated through a JISC bidding document, JISC Circular 5/99. The 5/99 Learning and Teaching (L&T) Programme objectives were to:

• provide access to digital collections;
• create tailored learning and teaching materials in a number of different subject areas;
• provide new content, packages and materials to support learning and teaching;
• provide tools and guidelines to enable and advise local learning and teaching initiatives.

7. A significant formative evaluation was also funded as part of the L&T Programme, named EDNER. This has looked at evidence of the intended effects of the learning and teaching projects and analysed related user communities and take-up of project outcomes. This does not replace the need for a summative evaluation but will provide the appointed summative evaluators with valuable data.

8. Significant funding was also earmarked and set aside during the L&T selection process to enhance key areas of the Programme where no suitable proposals had been received and important gaps were perceived.

9. The main gap perceived was in linking Digital Libraries to Virtual Learning Environments (VLEs). As a result, a funding programme was established to explore these links. This became known as the DiLVLE Programme.

10. The DiVLE Programme objectives were to:

• critically analyse the key issues relating to the linkage between VLEs and Digital Libraries at a high level;
• Focus on institutional issues;
• Focus on the needs of the learner as opposed to technical issues.

11. A formative evaluation was also funded as part of the DiLVLE Programme, named LinkER. This evaluation is undertaken by the EDNER project team. Its main focus is on the generic lessons to be learned from the Programme about the integration of digital libraries and VLEs.

12. Funding was set aside for the following perceived gaps:

• Resource Discovery Network (RDN) & Learning and Teaching Subject Network (LTSN) Partnership Fund, to further develop collaborative activity between RDN hubs and LTSN subject centres. See the bidding document.
• Studies to explore issues related to electronic books;
• Moving pictures and sound content to support learning and teaching.

13. Whilst the RDN/LSTN, e-books and moving pictures and sound activities will form part of this summative evaluation it is expected that the main focus will be on the L&T and DiLVLE Programmes described in paragraphs 6, 9 and 10 above.

14. In total, this evaluation will include around 50 projects. The majority of these projects will be completed by August 2003.

Evaluation Objectives and Criteria

15. The JISC wishes to commission experienced evaluators to undertake a summative (final) evaluation of the L&T programme and the DiLVLE Programmes plus the related activities described above.

16. The overall intention of the evaluation is to provide information on the major benefits derived as a result of the additional £10.53 million made available. This should include outcomes against the original aims attached to the funding and the objectives of the L&T and DiLVLE programmes.

17. It is envisaged that the evaluation will focus on three areas of work:

a) A review of the operation and management of the programme including lessons learnt about programme direction, programme steering and support for projects (intended for JISC and the Funding Councils);

b) An analysis of the outputs and achievements of the programme in the light of its original brief and adaptation to changing circumstances and understandings (intended for JISC, the Funding Councils, the HE community and other relevant stakeholders);

c) An assessment of the impacts, value and benefits of the programme including indirect effects, spin-offs and unintended consequences  (intended for JISC, the Funding Councils, the HE community and other relevant stakeholders).

18. In each of the three areas findings should be linked to recommendations for future actions, practices and policies.

19. The criteria for the evaluation should include :-

i) Effectiveness (the appropriateness of priority areas, the appropriateness of selected projects, the suitability and scope of dissemination, the impact of technologies on the HE sector, and where appropriate beyond, for example learning technology and practice).

ii) Sustainability (the uptake and continued support of products and practices, the dissemination of knowledge, responses to recommendations and feedback in to policy making)

iii) Resources (were they appropriate to the size of task, and appropriately allocated to the programme of work).

iv) Value for money of individual projects and of the programme.

v) The project selection, management, steering and evaluation mechanisms.

vi) Lessons learnt at a both project and programme level.

vii) Spin-offs and non-tangible benefits at project and programme levels.

viii) Relationships and impact on JISC services and other activities.

Deliverables

20. A report suitable for publication by the JISC should be produced. The report should include an Executive Summary and the format of the report will be finalised as part of the project in liaison with JISC representatives. Some sections of the report may be for the JISC and its committees only. The contractor is also encouraged to explore possibilities of publication in professional literature to help raise the awareness of the programme outcomes.

Materials and Evidence

21. Extensive documentary resources will be available to evaluators including:

• The JISC Strategy and other relevant documentation;
• Minutes and papers of the associated working groups and committees;
• All original applications for funding and the decisions on selection;
• Individual projects’ annual reports, published reports/papers, web sites and other documents;
• The papers of the related formative evaluation activities, EDNER & LinkER;
• The Programme office project files, and e-mail contacts.

22. In addition, as they come to an end, projects are asked to report on activities and progress, dissemination activities, evaluation results and future strategies. These reports will be available to the evaluators.

23. Evaluators will be expected to identify and gather other bodies of relevant material. Methods including for example, interviews and focus group workshops might be used to gather additional information for analysis. Proposals should suggest appropriate methods to match tasks.

24. The JISC intends to commission another study to take place during the same period as this summative evaluation. The additional study will be tasked with examining the Learning and Teaching programme project outputs in the light of take up and sustainability. It is expected that the additional study will map the project outputs to suitable existing JISC or other funded services (advisory or production), with a view to helping to get the best value and longevity of project deliverables.   An invitation to tender for this additional study is still to be issued.

Proposals

25. Proposals should not exceed 10 pages of single sided A4 paper in length. Proposals should clearly and fully demonstrate:

• Experience in the evaluation of the impact of ICT projects/initiatives;
• Methodology to be adopted;
• A detailed workplan with milestones and deliverables;
• Details of personnel who will work on the evaluation;
• Overall budget and budget breakdown by main areas of work;
• Full contact details for the project leader, including email address.

Deadline for Submissions and Timetable

26. Responses must be received no later than noon on Friday 9 May 2003.

27. JISC will consider the bids received and endeavour to notify successful bidders by the end of May 2003. It is possible that shortlisted bidders may be required to present their proposal to the selection panel towards the end of May. Bidders will be contacted in the latter part of w/c 12^th May if presentations prove necessary.

28. The successful bidder will be expected to begin work on 16 June 2003. An interim report will be required by the end of October 2003 for presentation to the JISC committees, and a final report by the beginning of February 2004.

Terms and Conditions

29. A total of £90,000 inclusive of VAT and travel and subsistence is available for this contract.

30. The tender proposal should clearly identify:

• Experience in the evaluation of the impact of projects/initiatives;
• The proposed methodology/methodologies to be used;
• The basis on which the fee would be calculated, broken down into different phases as appropriate and showing the relevant daily rates against each member of the team to be employed on the project;
• The staff to be used in the main areas of work and where management responsibility for the project will rest. A single point of contact for all correspondence relating to the project should be provided;
• Confirmation that work could start by 16^th June 2003.

31. Tenders will be evaluated on the basis of the following criteria:

• A full understanding of the specification, including addressing the purpose and scope of the evaluation;
• Proposed methodology/methodologies;
• Relevance of the previous experience of the tendering organisation(s) and of the particular consultants/researchers to the project.
• Analysis of risks to successful completion of the evaluation.
• Value for money.

32. The selection of the successful proposal will be the decision of the Evaluation Working Group that will be formed of representatives of the JISC.

33. JISC reserves the right not to award a contract.

Management of the Evaluation

34. Overall responsibility for, and day to day co-ordination of, the evaluation will lie with a nominated member of the JISC Executive. The Evaluation Working Group will provide advice and steer the evaluation programme.

35. The evaluation team will be expected to communicate any amendments to the detailed work plan and to keep the Working Group informed of progress with periodic summary reports. The Working Group will also wish to have the opportunity to comment on: any programme of interviews; institutions to be interviewed/surveyed; and any draft reports before they are finalised.

36. The information provided in the study and reports to the JISC, and the rights to all other output, shall become the JISC's/HEFCE's property.

Submission of Proposals

37. A paper copy of the proposals should be sent to the address below to arrive by noon on Friday 9 May 2003:
Nike Holmes, JISC Executive, Northavon House, Coldharbour Lane, Bristol, BS16 1QD

38. An electronic version (word or RTF) should also be e-mailed to Nike Holmes by the same deadline.

39. Faxed or late proposals will not be accepted. Both paper copy and electronic versions must arrive by the stated deadline.

Further Information

40. L&T Programme and projects

41. DiLVLE Programme and projects

42. RDN & LTSN Partnership Fund

43. Information about the e-books supporting studies and the moving pictures and sound content will be made available to the successful bidder. No further information is available to bidders about these activities for the purpose of bidding. 

Enquiries

44. General enquiries about this invitation to tender should be addressed to Rachel Bruce or Alice Colban.

JISC Executive
March 2003