TENDER SPECIFICATION AND RESPONSE DOCUMENT
Name of TENDERING
ORGANISATION
(please insert)RMC 104 – THE PROVISION OF FRONT LINE AGENCY STAFF
SHROPSHIRE COUNTY COUNCIL
TENDER RESPONSE DOCUMENT
Tenderers must complete and sign where appropriate all of the following attached documents:
A. / Form of TenderB. / Canvassing Certificate
C. / Collusive Tendering Certificate
D. / Declaration of Connection with Officers or Elected Members of the Council
E. / Tender Specification
F. / Tender Schedule
RMC 104 – THE PROVISION OF FRONT LINE AGENCY STAFF
SHROPSHIRE COUNTY COUNCIL
A. FORM OF TENDER
We confirm that this, our tender, represents an offer to Shropshire County Council that if accepted in whole, or in part, will create a standing offer for the provision of temporary front line agency staff at the agreed cost and in accordance with the specification and subject to the information and instructions to tenderers, and the Standard Terms and Conditions (and Special Terms and Conditions applying), copies of which we have received.
Signed ...... Name ......
(please print)
Designation ...... Date ......
Company ......
Address ......
......
...... Post Code ......
Tel No ...... Fax No ......
E-mail address ......
B. canvassING certificate
TO:SHROPSHIRE COUNTY COUNCIL (hereinafter called "the Authority")
I/We hereby certify that I/We have not canvassed or solicited any member officer or employee of the Authority in connection with the award of this Tender of any other Tender or proposed Tender for the Services and that no person employed by me/us or acting on my/our behalf has done any such act.
I/We further hereby undertake that I/We will not in the future canvass or solicit any member officer or employee of the Authority in connection with the award of this Tender or any other Tender or proposed Tender for the Services and that no person employed by me/us or acting on my/our behalf will do any such act.
Signed (1) / ...... / Status / ......(2) / ...... / Status / ......
(for and on behalf of...... )
Date......
C. COLLUSIVE TENDERING CERTIFICATE
TO:SHROPSHIRE COUNTY COUNCIL (hereinafter called "the Authority")
The essence of selective tendering is that the Authority shall receive bona fide competitive Tenders from all persons tendering. In recognition of this principle:
I/We certify that this is a bona fide Tender, intended to be competitive and that I/We have not fixed or adjusted the amount of the Tender or the rates and prices quoted by or under or in accordance with any agreement or arrangement with any other person.
I/We also certify that I/We have not done and undertake that I/We will not do at any time any of the following acts:-
(a) / communicating to a person other than the Authority the amount or approximate amount of my/our proposed Tender (other than in confidence in order to obtain quotations necessary for the preparation of the Tender for insurance); or(b) / entering into any agreement or arrangement with any other person that he shall refrain from Tendering or as to the amount of any Tender to be submitted; or
(c) / offering or agreeing to pay or give or paying any sum of money, inducement or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other Tender or proposed Tender for the Services any act or omission.
Signed (1) / ...... / Status / ......
(2) / ...... / Status / ......
(for and on behalf of...... )
Date......
- DECLARATION OF CONNECTION WITH OFFICERS OR ELECTED MEMBERS OF THE COUNCIL
Are you or any of your staff who will be affected by this invitation to tender related or connected in any way with any Shropshire County Council Elected Councillor or Employee?
Yes / NoIf yes, please give details:
Name / RelationshipPlease note:
This information is collected to enable the Council to ensure that tenders are assessed without favouritism. Whether or not you have a connection with elected members or employees will have no bearing on the success of your tender, but your tender will not be considered unless this declaration has been completed.
Signed / ...... / Status / ......(for and on behalf of...... )
Date......
- TENDER SPECIFICATION
- Background
Shropshire County Council, on behalf of itself and the new Unitary Shropshire Council, (‘the County Council’) wishes to create a framework arrangement for the provision of temporary front line agency staff. Successful tenderers will be accepted onto the framework and will be invited to quote for individual agency staff requirements throughout the duration of the framework arrangement on a preferred Provider basis.
It is intended that the framework will be for an initial period of 2 years from the 1st February 2009 with an option to extend for further periodsupto the 31st January 2013.
2. General Requirement
2.1The Contract will cover the provision of suitably qualified and experienced staff in all aspects of front line agency staff. These may include but are not limited to:-
Children ServicesResidential Care Workers
Social Workers (Looked After Children, Multi Agency Team, Stay Safe Service)
Senior Social Worker (Stay Safe Service and Multi Agency Team, Looked After Children)
Support Plus Worker (Stay Safe Service and Multi Agency Team, Looked After Children)
Children with Disabilities Health Care Assistant
Children with DisabilitiesSpecialSchool Nurse
Children with DisabilitiesSocial Worker Qualified
Care Assistant Driver and Relief Escort
Relief Minibus Driver (Category D1 (101 driving licence), Relief Driver PCV (Category D driving licence), Goods vehicles (categories C and E driving licences), Driver/Operator plant and equipment
Qualified Nurse, Domestic Assistant, Day Care Assistant, Social Worker/Care Manager, Community Support Worker, Occupational Therapist
Care workers and Domestic Assistant
Cleaner and Cleaning Charge Hand
Planning Officer/Building Control Officer
Street Cleaning Warden
Building Maintenance Electrician, Building Maintenance Tradesmen (joinery, bricklaying and general plumbing), Corgi plumber, Corgi Plumber Advisor, General Labourer, Operational Services Working Foreman
Seasonal Grounds Maintenance Operative
2.2 Temporary staff provided will be utilised to cover short-term periods of demand.
2.3 No guarantee can be given as to the number of such staff that will be required under this framework arrangement. However as a guide during the previous 12 months the total expenditure for these requirements was approximately £1,000,000.
3. Job Descriptions and Persons Specifications
3.1 Sample grade and tasks of post together with required qualifications, skills and competencies/experience are attached as Annex 1 (under the appropriate category) to this document. These job descriptions are just examples and additional duties maybe required at the discretion of the Council. All roles listed will be subject to the latest legislative requirements.
- Recruitment Process
4.1 An agency under the Framework Agreement must be compliant with the requirements of the Asylum and Immigration Act 1996 and the Immigration, Asylum and Nationality Act 2006 (when it comes into force), and assure that any candidate has the right to work in the UK.
4.2All vetting checks are to be in line with the legislative requirements of the post.
4.2.1All appropriate vetting checksrelevant to the post are to be carried out by the agency prior to suggesting candidates to the Council. Evidence of the vetting checks are to be made available at the initial stage of suggesting potential candidates and at the interview stage (if applicable).
4.3If required, an agency under the Framework Agreement must provide a consent form to the County Council and dated by the prospective employee, giving consent to the County council to make appropriate vetting checks on a random basis, i.e. benefit and police checks (including POVA register checks, list 99 and POCA, relevant overseas police/criminal registers and take into account the new legislation surrounding the protection of children, when enforced, by the Independent Safeguarding Authority). Other checks include the membership of appropriate bodies/Councils such as Healthcare Professional Council (HPC), Nursing and Midwife Council (NMC), The General Social Care Council (GSCC) and other bodies/Councils. There is a requirement for the supply of 2 references (1 from latest/current employer) and details of job history with any breaks in service to be satisfactorily explained. Please note that this list is not exhaustive and checks are to be carried out to meet latest legislative requirements specific to the role
4.3The employing department are to be made aware of all positive disclosures against the appropriate CRB check.
4.4There is a further requirement to have the completion of a pre-employment form for Occupational Health. Shropshire County Council Occupational Health Team will request to discussor meet with candidates with positive disclosures.
4.3A number of departments may conduct interviews to assist with the selection process. Service Users may be involved in this process.
5. Pricing
5.1 Tenderers must provide all the pricing details of the tendered categories as requested at Annex 2 of the tender schedule.
5.2 The rates and % margins tendered will be used as a basis for monitoring the prices provided by successful tenderers under the framework. Please note that if it is found that the rates and margins that are quoted under the framework exceed those originally tendered the County Council reserves the right to remove that Agency from the framework without notice.
5.3There are no introductory fees to be paid to the agency in the event of a temporary worker supplied by the Agency obtaining a permanent position with the council.
5.4Payment terms will be a maximum of 45 days from receipt of invoice
5.5All travel expenses claimed for the purpose of role are to be paid in line with SCC standardmileage rates for either casual or essential users (as detailed in the post). The base of the post is to be agreed at the initial stage of the requirement. No additional travel expenses will be paid. The maximum current rates for the casual user as at April 2008 with an engine size of 451cc to 999cc is 42.9p per mile, and engine size 1000cc to 1199cc is 46.9p per mile for the first 8,500 miles. The maximum current rates for the essential user as at September 2008 with an engine size of 451cc to 999cc is 34.0p per mile, and engine size 1000cc to 1199cc is 36.9p per mile for first 8,500 miles.
5.6The pricing submitted are to be inclusive of any vetting checks (if applicable) and to be shown as a separate entry on the costs pro-forms
5.7The Council will not pay any registration fees and membership costs, such as HPC, NMC and GSCC (please note that this list is not exhaustive).
5.8 The Council will only pay for hours worked by the temporary personnel and will not be subject to a minimum amount of hours.
6. Management Information
Successful agencies under the framework arrangement will be required to provide the following management information to the County Council on a quarterly basis throughout the duration of the framework arrangement:-
- OverallCounty Council spend during the period.
Cumulative overall County Council spend to date.
Cumulative quarterly spend to date.
- Spend per directorate during period broken down as follows:-
Children and Young People Services
Community Services
Economy and Environment
Resources including Shire Services
- Number of hours billed per month per category of post
- CRB Checks
No. of candidates available with CRB Clearance
No. of bookings requested with CRB required for position
No. of bookings filled with CRB required for position
No. of bookings with CRB required for position lost/not filled and reasons why
Enhanced CRB Checks
No. of candidates available with Enhanced CRB Clearance
No. of bookings requested with Enhanced CRB required for position
No. of bookings filled with Enhanced CRB required for position
No. of bookings with CRB required for position lost/not filled and reasons why
- Vetting checks
Amount of candidates suggested with appropriate vetting checks carried out
Amount of candidates suggested without full vetting checks carried out
Average length of time to carry out full vetting checks for the quarter in question if not already carried out at SCC selection stage
- Recruitment Fill Rates
% filled same day
%filled 1-2 days
% filled 3-5 days
% filled 6+ days
% unfilled
Total Fill rate per quarter
Reasons for non fill
- Reasons for leaving assignment
No. of people leaving per period and reason why
- Gender
% split by gender by booking per period
- Ethnicity
% by ethnicity per quarter
- Disability
Number of registered disabled workers placed per quarter
- Complaints by the Council
No of complaints received
Timescale for satisfactory resolution
7. Review Meetings
Successful agencies under the framework arrangement will be required to attendreview meetings with The County Council on a quarterly basis as called by the County Council.
8. Operation of the Framework and ordering
8.1It is intended that the successful providers will be accepted onto the framework arrangement based on 1 preferred provider per category plus 2 further reserve providers to be utilised when required if the preferred provider is unable to fulfil the requirement. Providers will be invited to quote for individual requirements throughout the framework.
8.2 For each individual requirement for a temporary worker, the County Council will contact a preferred provider for the job type in the order contained in section 8.1. The County council will provide the specification of the post including grade and tasks and any checks required in line with legislative requirements.
8.3 The Agency will be required to provide a response as to whether they have someone to fulfil the requirement (with the appropriate vetting checks carried out) to the user at the County Council within the following timescales:-
8.3.1 For next day starts, within 2 hours of the initial details being provided by the County Council
8.3.2 For next day +1 starts, within 24 hours of the initial details being provided by the County Council
8.3.3 For 1 week + starts, within 48 hours of the initial details being provided by the County Council
8.4 Once the user at the County Council has received a response from the approved provider(s) a decision will be made, in accordance with internal rules governing the operation of the framework, as follows:-
8.4.1 either that one of the candidates put forward will be engaged or
8.4.2 that one or more of the candidates put forward are required for interview prior to any engagement.
8.5 The user at the County Council will then place a written order with the successful agency containing an order number if possible together with details of the Directorate and section, the location where the worker will be situated, where the invoice should be sent and any specifics related to the role.
9. Candidate Assignment
9.1 The supplying Agency must ensure the following:-
9.1.1 That the candidate skills are evaluated and vetted before they are offered to the user at the County Council.
9.1.2 That all relevant candidate security checks have been agreed and completed before commencement of all assignments.
9.1.3That all candidates have been referenced for a minimum 5 year period. A minimum of 2 references are required as detailed in section 4.2 and 4.3. For posts which are under services inspected by the Commission for Social Care Inspectorate, telephone enquiries are made to referees toverify the written references. Any gaps in employment are to be fully explained.
9.1.4That all candidates are eligible to work in the UK and have been referenced for a minimum period of 5 year.
9.1.5That all candidates receive an overview of their assignment and a base location in which the candidate will operate frombefore its commencement.
10. Candidate Management
10.1 The supplying Agency will be responsible for the Human Resources management of temporary workers; the manager must always refer any such matters to the relevant agency contact.
10.2 Upon completion of all assignments, the supplying agency will forward an assignment feedback form to the user in order to obtain specific feedback.
11. Candidate time recording and invoices
11.1 It is the responsibility of the temporary worker to obtain authorised approval of their weekly hours in the format agreed by the supplying agency and County Council.
11.2 The user must keep a record of the approved hours in the supplying agency and County Council required format.
11.3 Temporary worker hours will be processed weekly by the supplying agency.
11.4 The supplying agency will forward invoices to the address agreed with the user at the time of the order.
11.5 Invoices form the supplying Agency should quote the County Council’s order number if possible or at least the specific user name.
11.6Travel expenses are to be included, if appropriate, in line with section 5.5.
F.TENDER SCHEDULE
Tenderers must provide responses to all the following questions and complete ANNEX 2. Failure to provide full information may result in the tender being rejected.
- Recruitment Process
1.1 Please provide full details of the vetting processes that your organisation carries out in respect of temporary staff including application generation, pre-employment checks and suitability. If necessary please refer to and attach supporting evidence.
1.2How does your organisation ensure that fill rates are maintained. What recruitment drives are in place to ensure your organisation provides a comprehensive portfolio of candidates in all areas of the county. Please confirm at what stage will this take place.
1.3Please confirm how you ensure compliance with the Asylum and Immigration Act and the Immigration, Asylum and Nationality Act 2006 (when it comes into force) in relation to a candidate’s right to work in the UK.
- Management of Service
2.1 Please provide details of the management structure to be used by your organisation in performing under the framework arrangement. Please identify the lines of responsibility and communication. Please also confirm the details of the dedicated account manager and the one stop point of contact to be used under the Framework Arrangement. Details of the branch servicing the Council’s requirement are also to be included.
2.2Please give details of all your permanent staff who will carry out the key operations for you under the Framework arrangement. This should include their qualifications, experience and responsibilities. If necessary please refer to and attach supporting evidence necessary.