Notice

SBRI competition guidance: pre-cleaning of surgical instruments

Published 26 February 2018

This notice was withdrawn on 21 May 2018

This competition is no longer open for applications. Search current funding opportunities.

1. Dates and deadlines

Competition opens	5 March 2018
Briefing event	18 April 2018
Final date for competition registration	Midday 9 May 2018
Submission of full application including appendices	Midday 16 May 2018
Decision to applicants	31 July 2018
Feedback provided	31 August 2018
Contracts awarded	31 August 2018

These guidance notes complement the invitation to tender, which can be found on the secure download (FTP) site, and are designed to help with completing the application form.

Please read the full set of competition documents on the FTP site before you make your application. These are available with the competition scope.

2. Funding

Organisations can apply for a share of up to £30,000 (including VAT) for a research and development contract. This is to carry out a feasibility study to develop an automated solution to the pre-cleaning of a range of surgical instruments (in the NHS) as part of the sterile services process. We are looking for a range of solutions that show technical innovation and are good value for money.

This is a 2-phase competition.

1. Phase 1: technical feasibility. Projects should last up to 6 months. They can range in size up to a total cost of £30,000, including VAT. Total funding available is up to £150,000, including VAT.
2. Phase 2: prototype development and testing. Projects should last up to 12 months. They can range in size up to a total cost of £150,000, including VAT. Total funding available is anticipated to be £300,000, including VAT.

3. How to apply

Before you apply into this SBRI competition, it is important to understand the whole application process. The information below is specific to this competition and may differ from Innovate UK’s general guidance for applicants.

All applications will be treated in confidence.

The application process for the SBRI competition requires the completion of the application form.

The application form should be completed and submitted as directed in the guidance. We strongly advise that you read these guidance notes before you submit.

Do not send by post or any other means than as directed in the guidance.

Assessment: Once the competition submission deadline is reached, your application is sent for assessment.

Notification: We will notify you of the outcome of your application on the date stated in the timeline.

Feedback: We will give feedback to successful and unsuccessful applicants approximately 4 weeks after you have been notified of the decision. You can access the feedback by signing in to the secure website where you uploaded your application documents. No additional feedback can be provided and there will be no further discussion on the application.

4. The application form

This section explains the structure of the application form and offers guidance on what to answer in each question.

The structure is as follows:

• application details (mandatory)
• title and abstract for publication (mandatory)
• competition questions (mandatory)
• technical team and expertise (mandatory)
• application finances (mandatory)
• additional questions (mandatory)
• declarations (mandatory)

Please make sure that you upload the final version of your application by the deadline. It is your responsibility to ensure that you do not upload a blank or incomplete application form.

These notes should be read together with the application form. They are designed to help you to provide the information required. Where text limits are indicated, please do not exceed these, as this will result in your application being rejected.

A reference number will be given to you once you have registered for the competition. You will be notified of this number by email. You will need to register separately for each application that you want to submit.

The application form should be completed using a font size no smaller than 10 (Arial). Keep the use of acronyms to a minimum and be sure to define them. Only use acronyms where a term is mentioned frequently throughout the proposal. Bear in mind that individual sections of the application may be read separately during the selection process.

In order for your application to be accepted you must submit all the required information. This includes all mandatory fields from the application form. Failure to complete these fields will result in your application being rejected on the grounds that it is incomplete.

5. Competition questions

The following fields are all mandatory.

Field	Guidance
1. Application
Project title	Pre-cleaning of surgical instruments.
Contract duration (months)	Projects can last up to 6 months. Requests for more than 6 months will be rejected.
Total contract cost (£)	Proposed projects can request a maximum total cost of £30,000, including VAT. Requests for more than this will be rejected.
Proposed start date	September 2018
What is the best way to describe your innovation?	Select from the options
2. Application details	Please submit all the details requested in the application form.
3. Contact details	Please submit the lead applicant’s name, post held, company name, position and so on. Before submitting an application the lead applicant is expected to have discussed their proposal with their own company or any other body whose co-operation will be required in the conduct of the project. By submitting the application you are confirming that the information given is complete, that you are actively engaged in this project and responsible for its overall management, and that you agree to administer the award if made. In addition, please provide details of where you heard about the competition.

4. Title and abstract for publication

Please provide a brief, public facing description of the project. If your project is successful, this information will be made public once the award is confirmed. We reserve the right to amend the description before publication if necessary, but will consult you about any changes.

5. Description of proposed idea or technology

Avoiding the use of unnecessary technical jargon, describe clearly how the proposed project will deliver the outcomes as described in the competition documentation.

You may wish to attach an image or diagram separately with the application form. This should be a maximum of 2 A4 pages and should be submitted in PDF format.

6. Technical project summary

Please provide a structured summary of the technical basis of the project. This should outline the background to the technology, including what the innovation is, and the main deliverables. This would typically involve highlighting the research and development that will prove the scientific and commercial merit of the project. Also describe what might be achieved by deploying the innovation to address the technical challenges.

7. Current state of the art and intellectual property (IP)

Please provide details of any competing technologies or market alternatives and the relative benefits of the proposed technology. Include details of any existing IP and its effect on your freedom to operate.

8. Project plan and methodology

The project plan should identify the major packages of work within the project, with well defined milestones and deliverables. The plan for phase 1 should be comprehensive. For phase 2 only an outline is required. The emphasis throughout should be on practicality. We are looking for evidence that the technology works, can be made into a viable product and can achieve the proposed benefits. Appropriate record-keeping and reporting are essential but reports are not in themselves the main goal of the project.

You must:

• supply a Gantt chart in PDF format
• provide an indication of how any IP which might arise during the project would be handled
• allow for the preparation of a detailed plan for phase 2, towards the end of phase 1

Project management

What are the project management processes that you will use to ensure that milestones are achieved? You should also provide details of identified risks and mitigation actions.

If you are applying from a university or other non-commercial organisation, please include details of your plan for commercialisation of the results of your project.

9. Technical team and expertise

Provide a detailed description of the skills, expertise and track record of the team. You should include the relevant knowledge and skills of each member and the amount of their time that will be spent on the project. Include relevant commercial and management expertise.

10. Application finances

You should make sure that the costs quoted reflect actual costs at a “fair market value” and profit should not be included.

Please provide a summary of costs for phase 1. All costs should include VAT. In addition, please provide a justification of the costs. If there is significant use of subcontractors, please explain how these will be used and the costs of each. Please note the assessors are required to judge the application finances, in terms of value for money. In other words, does the proposed cost for effort and deliverables reflect a fair market price?

The costs should cover the following, as applicable.

Directly incurred costs:

These are costs that are specific to the project. They will be charged to the project as the amount actually spent. They should be fully supported by an audit record in justification of a claim. They comprise:

• labour costs for all those contributing to the project broken down by individual
• material costs (including consumables specific to the project)
• capital equipment costs
• sub-contract costs
• travel and subsistence
• indirect costs
• other costs specifically attributed to the project

Indirect costs

Indirect costs should be charged in proportion to the amount of effort deployed on the project. Applicants should calculate them, using their own cost rates. They may include:

• general office and basic laboratory consumables
• library services or learning resources
• typing or secretarial
• finance, personnel, public relations and departmental services
• central and distributed computing
• cost of capital employed
• overheads

Itemisation of costs and methods of calculation may be requested to support the application at a later date.

An indication of potential costs involved in participating in phase 2 is also required.

Progression to phase 2 is dependent upon successful completion of phase 1 and on phase 2 application and assessment.

11. Commercial potential

Please provide details and a clear plan of the commercial potential to lead to a marketable product, process or service. What is your route to market?

Describe the significance of the competitive advantage which this technology has over existing or alternative technologies that can meet the market needs

12. Declarations

It is essential that you tick the box or the application will be rejected.

Please note the data sharing declaration and draft contract terms to which you are agreeing when submitting this application.