User Guide. HR Services and Solutions. Temporary & Permanent Recruitment, Consultancy and related HR Services YPO Reference Number: 00569

Transcription

1 User Guide HR Services and Solutions Temporary & Permanent Recruitment, Consultancy and related HR Services YPO Reference Number: Lot 4 - Managed Services for Executive, Interim and Permanent Recruitment

2 Contents Framework Overview 3 Procurement Facts 4 Managed service for executive/interim and permanent recruitment 5 Examples of how this lot can be utilised 6 How could a managed service provider work for you 7 Tips to Procuring these Services 8 How do I procure through lot 4 of the framework? 9 Further competition through the framework (Additional information) 10 Direct award through the framework (Additional information) 10 Provider Contact Details 11 Pricing Information 12 Specification 12 Things we have done to try and help 12 Benefits of the Framework 13 YPO Contact Details 13 2

3 Framework Overview Our new HR Services and Solutions framework is a true industry first - no other current framework on the market can provide such a complete and flexible approach to HR services and solutions. What does this framework provide for you? The HR Services and Solutions framework can give you access to a range of HR related services, allowing customers to utilise either the defi ned transactional managed services or build a fl exible solution. Lot 1: Managed Services for Contingent Labour Lot 2: Managed Services for Professional Services/Consultancy Lot 3: HR Services & Support Solutions Lot 4: Managed Services for Executive, Interim and Permanent Recruitment Lot 5: Flexible HR Solutions Why has YPO decided to create this framework? YPO wants to ensure that the framework suits the requirements of each customer, as we know each authority will have different requirements and outcomes they wish to achieve, this framework will allow for that to happen. Over a period of 18months, YPO carried out extensive pre-market engagement with customers and providers to ensure that the framework procured will meet the needs of customers and to guarantee providers believe in the concept on offer. We have listened to the positive and negatives from current frameworks and contracts and captured these within the framework. This was captured through market intelligence events, meetings, working forums, we wanted to understand your challenges and implement something that could make a difference. The main customer requirements were to achieve a framework that is person focused and covered all aspects of HR Services to ensure authorities could fl exibly create the appropriate solutions. We wanted to provide a route to market for organisations who wish to re-establish existing services like contingent labour and establish a fl exible approach to a wider range of temporary and permanent staffi ng solutions and HR services 3

4 Procurement Facts Start Date: 7 December 2015 End Date: 6 December 2018 (option to extend for one year) Contract Award Notice: 2015/S Geographical coverage: National Compliance The framework is in accordance with the Public Contracts Regulations 2015 and was procured via the restricted procedure Contract Value The OJEU range value for this procurement was set at 2,000,000,000 and 6,000,000,000 OJEU Notice and EU Regulations The OJEU contract Notice is: 2015/S and a copy can be provided by YPO Duration of the Framework The Framework agreement will cover from the 07/12/15 06/12/18 with an option to extend for an additional year which will be dependent on satisfactory performance. Contracting Authorities will be able to call-off from the framework until the end date and call-offs can last for up to 4 years. Eligible Customers The framework agreement is available to all public sector bodies, including central government and wider public sector, social housing organisations, voluntary and community sector bodies. Go to the below link if you would like to check your eligibility: 4

5 Managed Service for Executive/Interim and Permanent Recruitment: Lot 4 How will this lot work for you? One-off Requirements This will allow the authority to procure a one off requirement for any executive, interim and/or permanent recruitment, by further competition. Each requirement can be met by a one off statement of need. Managed Service This will allow an authority to put in place a long term agreement with the provider; they would manage all requirements covered for executive, interim and permanent recruitment over the term of the contract. The managed service provider would work in partnership with you to understand your organisations requirements and to understand future needs to ensure that they can fulfi l your requirements. The authority can put in place a contract for up to 4 years 5

6 Examples of how this Lot can be utilised Lot 4 Scenario A A manager requires a permanent category manager for his procurement team; they carry out a further competition for the one-off requirement: Lot 4 Scenario B A customer s HR team require a partner to support them to carry out all permanent and executive/interim recruitment: A provider wins the further competition to carry out the project this includes a set cost to achieve the outcomes A provider wins the further competition to carry out a managed service for all permanent recruitment and executive/interim recruitment. Provider understands the requirements of the council Provider understands the requirements of the council and works with them on a constant basis. Provider carries out vetting procedures and search selection Provider implements an account manager Provider recruits a permanent member of staff for the customer When the customer requires permanent recruitment and/or executive/interim recruitment they will contact the provider to work in partnership to provide solutions. The provider will continuously provide management information and have regular reviews meetings with the customer. Provider achieves the outcomes required Provider achieves the outcomes required. 6

7 How could a Managed Service Provider work for you? You could either implement a managed service provider for executive/interim recruitment or permanent recruitment or you could implement a provider to cover both executive/interim and permanent recruitment. Managed Service Provider for Executive and Interim Recruitment The Managed Service Provider for Executive and Interim Recruitment will be the main point of contact for the customer in relation to these services. It will include understanding the supply market and ensuring the capacity is there to fulfi l roles as and when they are required. The Managed Service Provider will source the correct individuals to match the requirements of the customer and do so in an equal and fair manner. It will be the role of the Managed Service Provider to provide the below services, however this is not an extensive list and additional services in relation to Executive and Interim recruitment can be procured through this lot: Search and selection services for Executives and Interims Head-Hunter services Senior Management Interims Career Interims HR Consultancy Managed Service Provider for Permanent Recruitment The Managed Service Provider for Permanent Recruitment will be the main point of contact for the customer in relation to these services. It will include understanding the supply market and ensuring the capacity is there to fulfi l roles as and when they are required. The Managed Service Provider will source the correct individuals to match the requirements of the customer and do so in an equal and fair manner. It will be the role of the Managed Service Provider to provide the below services, however this is not an extensive list and additional services in relation to Permanent recruitment can be procured through this lot: Permanent Recruitment Head-hunter services Executive Recruitment Search and Selection for Permanent recruitment 7

8 Tips to procuring these services Understand how often you procure these services, would it be best to carry out one-off processes or implement a managed service provider. Do you want to test the market each time you have a requirement for these services or would you prefer to have a partner for these services? Remember further competitions can be time consuming; consider the whole life cost including back offi ce time. When creating your specifi cation ensure it reaches the outcomes you require, make sure the model is to suit the organisation. Ensure to engage with providers on the lot prior to the further competition (especially for a managed service), utilise the providers to ensure the ideas and solutions you require defi nitely meets your requirements. If implementing a managed service provider remember the provider will be able to work with you to understand your categories of spend and develop a strategy moving forward to ensure that all areas are covered, you just need to have this conversation with them. Providers within this market may utilise supply chains to support the delivery of your service, work with the provider to ensure the correct supply chain is available to support your needs. When requesting a cost for this lot, you can ask for a clear breakdown of costs for the service. The market is constantly evolving so ensure you have all the latest solutions before making your decisions, meeting the providers prior to implementing a Managed Service Provide is key to ensuring a solution fi ts for you. Ensure that the further competition clearly defi nes the outcomes of the project. 8

9 How do I procure through Lot 4 of the framework? Look at the requirements needed by the authority, all requirements must be procured through a further competition. Further Competition A further competition is where all providers within the lot have the opportunity to bid for the services that the customer requires. Create the specifi cation for the service and the pricing model you require. (Templates are available from YPO). Create completed further competition documents which includes all the authority requirements, method statements, evaluation criteria and pricing documents. Publish the further competition to the providers. Decide if you are happy to utilise YPO T&Cs or are there any amendments you would like to make? Evaluate the response once the deadline for responses has passed. Award to the provider, if they have shown they can meet your requirements. Provider implementation. Complete the Call-off agreement that can be provided by YPO. 9

10 Further Competition through the Framework (Additional information) If you would like to carry out a further competition then you will need to follow the below split between price and quality: Criteria for further competitions Lot 2 Price 10% - 50% Quality 50% - 90% Examples You can choose a percentage between each of the above, whatever suits your authority Example 1 20% Price / 80% Quality Example 2 50% Price / 50% Quality Example 3 10% Price / 90% Quality Your further competition can be out to the market for as little or as long as you require, YPO haven t specifi ed exact timescales but we would advise it is suitable depending on your requirements, for the implementation of managed service provider we would advise a minimum of a month. Direct Award through the Framework There is no option available on this lot to carry out a direct award. (Additional information) 10

11 Provider contact details Hays Specialist Recruitment Ltd Contact Name: Matt Lewis Contact number: Penna PLC Contact Name: Helen Bolton Contact number: Randstad Employment Bureau Contact Name: Anne Creely Contact number: Reed Specialist Recruitment Ltd Contact Name: Tracey Park Contact number: Retinue Contact Name: Simon Kenniford Contact number:

12 Pricing Information Due to the unique requirements of each authority and to allow for fl exibility across all Executive/Interim and permanent recruitment, no pricing is available for this lot of the framework. Specification The specifi cation can be provided upon request; this may be a starting point when writing your specifi cations for the service. Things we have done to try and help. Monthly management information is requested from the provider, this includes information on pricing and the breakdown of each. The information will be distributed to customers to understand the current market in each area. When carrying out a further competition we can help as much or as little as you want? If you want us to help write your further competition we can or if you want to take the user guide and carry out the work yourself you can. If you are interested in a copy of further competition documents please let us know. Social value is high on the agenda as we know so we have incorporated these into our KPI s with providers, they are required to create a quarterly report to include details of community work, apprenticeships etc. this will then be distributed to customers. We are constantly pushing providers to add value to their frameworks, this is also included in the monthly KPI s, we want them to be supporting you where possible and helping you develop with the market. Open book costing was agreed with all providers on the framework, the supply chain should be transparent so we know exactly how the provider arrived at the fi nal cost. We are supporting SME s within the market; engaging and helping them develop their relationships with managed service providers and their general understanding of public sector procurement. Market intelligence events, throughout the year YPO will be working in partnership with providers to hold events that will develop knowledge within the market, give us a ring for further details. Shared Data Data will be collated across the contracts on the framework to produce statistical data based on temporary agency rates, successful projects, consultancy rates etc. 12

13 Benefits of the Framework Flexibility The framework allows for fl exibility across all HR services, it combines a range of working arrangements and solutions to ensure the providers can meet your needs. Simple to use Simplicity is what this framework is all about, you can procure across different lots and/or just procure one off services. All you have to do is carry out a further competition from the providers and detail your requirements into the order form. Aggregated Spend Authority spend will be amalgamated across the country to ensure the best possible rates provided. Collaborative working Procuring through this framework will help to collaborate not only with YPO but with other authorities from around the country. Engaging and understanding HR services from around the country to develop and manage these services in the most appropriate ways. Reduced Timescales Procuring through the framework will be quick and effi cient. There are no OJEU timescales to comply with, you can either direct award through lots 1 and 2 or carry out a further competition through Lots 1,3,4 or 5. Compliance with EU Regulations The framework is fully EU compliant in line with EU 2015 regulations. This reduces the risk to your organisation of procuring your own services. Standards all checked YPO has already done all the checks to ensure that the providers throughout the framework have all the correct level of standards. Pre-defined Terms and Conditions Each of the lots has already got pre-determined terms and conditions which have been accepted by each of the providers. There are also areas within the document that can be amended when creating your specifi c contract, this allows for fl exibility but allow saves time on creating your own specifi c terms and conditions. If you need any more information please feel free to contact Lizzy Grayson on or hrsolutions@ypo.co.uk. 13