Contracting authority

Contracting authority:

York St John University

Public Procurement Organisation Number:

PGRG-9322-VXQG

Address:

Lord Mayors Walk, Lord Mayor's Walk
York
YO31 7EX
UK

Contact name:

Paul Revell

Email:

procurement@yorksj.ac.uk

Telephone:

01904 876611

Website:

www.yorksj.ac.uk

Organisation type:

REGIONAL_AUTHORITY

Devolved regulations that apply:

None

Procedure

Procedure type:

Below threshold - open competition

Dynamic market:

Not provided

Tenders received:

0

Tenders assessed:

0

Tenders from SMEs:

0

Tenders from VCSEs:

0

Special regime:

None

Scope

Title:

Intellectual Property Audit

Reference number:

TEN039

Main category:

SERVICES

Description:

The University seeks a skilled and experienced consultant to deliver an IP audit, which should include, but not be limited to, the following elements:

1. Policy and Documentation Review

- Review YSJ’s existing Intellectual Property Policy and all associated guidance, templates and documentation.
- Recommend updates to ensure alignment with sector best practice and YSJ’s strategic ambitions.
- Produce an updated IP Policy, together with supporting documentation where appropriate.

2. IP Process and Decision Framework

- Develop a clear, practical IP decision tree and process to support staff in identifying, disclosing and progressing IP.
- The process should be understandable to non specialists and suitable for an institution with limited internal IP resource.
- The framework should support progression from identification through protection and onward commercialisation where appropriate.

3. IP Awareness and Senior Leadership Engagement

Deliver a concise 20 minute presentation to senior managers at YSJ, in person, on:

- The importance of intellectual property in a university context
- The purpose and value of the IP audit
- The risks of unmanaged or unprotected IP

This session should support institutional understanding and senior ownership of IP activity.

4. Academic and Research Staff Survey

- Design and support the dissemination of a survey to academic and research staff across the University to:
- Raise awareness of IP
- Identify staff who may hold existing or emerging IP
- Capture information on IP that may or may not already be protected

Support YSJ in interpreting survey outputs and identifying candidates for follow up.

5. Face to Face Academic Interviews

- Conduct a number of face to face interviews with academics identified through the survey or via leadership engagement as potentially holding IP.

Interviews should explore:

- The nature of potential IP
- Current status (protected/unprotected)
- Commercial relevance or translational potential

Interviews will take place in person at York St John University.

6. Reporting and Outputs

Provide a comprehensive written report that includes:

- Findings from the policy review
- A revised IP policy and supporting processes
- A clear IP decision tree
- A summary of survey findings
- A register or summary of any existing or potential IP identified during the audit
- Practical recommendations for next steps

Consultant Requirements

Successful applicants must be able to demonstrate:

- Proven experience delivering IP or commercialisation audits within UK universities
- Experience working with non Russell Group or teaching focused institutions
- Strong understanding of non traditional and practice based IP (e.g. health, sport, digital, pedagogic or professional practice innovation), not solely patent led science
- Willingness and ability to travel to York to:
- Deliver the senior management presentation
- Conduct face to face interviews with academics

Timescales and Format

YSJ anticipates this being a short, defined engagement, with flexibility in delivery approach.
Consultants are asked to provide initial information using the MS Form link below:

https://forms.cloud.microsoft/e/FMn3kHdUWQ

Responses will include:

- A short description of their approach
- Evidence of relevant experience
- An outline cost proposal
- Availability to deliver the work
- Approach and methodology

This information will be used to help us confirm our path to market and define our specification.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://neupc.delta-esourcing.com/tenders/UK-UK-York:-Research-and-development-consultancy-services./HTGSE7J97P

To respond to this opportunity, please click here:
https://neupc.delta-esourcing.com/respond/HTGSE7J97P

Total value (estimated):

GBP 10,000 excluding VAT

GBP 12,000 including VAT

Contract dates (estimated):

01/06/2026 to 01/12/2026

CPV classifications:

73200000 - Research and development consultancy services.

Delivery regions:

UKE21 - York

Participation

Suitable for SMEs:

Yes

Suitable for VCSEs:

No

Engagement

Engagement deadline:

29/05/2026

Engagement status:

The engagement has not yet been carried out.

Engagement process description:

York St John University is undertaking preliminary market engagement with a small number of specialist IP audit and commercialisation consultants to gauge wider market appetite and capability. This early engagement is focused on testing the feasibility of our proposed scope, understanding typical delivery models, and confirming the availability of providers with experience in non‐Russell Group, practice‐led university contexts. The feedback received to date indicates a healthy level of interest and is being used help refine our requirements.

Submission

Other organisations

Not provided