SMART ENERGY ISLANDS: Employment Services Framework QUERIES AND RESPONSES

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1 SMART ENERGY ISLANDS: Employment Services Framework QUERIES AND RESPONSES Please ensure all queries are submitted by , are recorded on this sheet and are immediately updated onto the relevant procurement portal / HEU website. QUERY NO. DATE RECIEVED QUERY HEU RESPONSE DATE PUBLISHED Clarification Response 1 - Similar questions have been asked from multiple companies and have been summarised below. If you feel your question has not been responded to please SEI.PMO@hitachi-eu.com 1 27/10/ /10/ /10/ /11/2017 Will the individuals be required to work on Isle of Scilly. What geographical region/spread will the job roles be for? What is the likely volume of recruitment support and spend required for Lot A and Lot B All roles are located at Hitachi Europe Limited, Whitebrook Park, Maidenhead We are unable to confirm at this point as future decisions affecting this will be made based on specific skill sets, availability and future business opportunities. 3 26/10/2017 What are the typical job titles you need 01/11/2017 agency support to fill? 4 31/10/2017 Please can you provide further details on the precise IT job roles/categories in scope (with likely role salary bandings if available)? Please see published document Example Job Roles for more information Please see published document Example Job Roles We are unable to provide estimates on likely salary banding as this will be affected by specific skill sets, availability and future business opportunities. Please see published document Example Job Roles for more information

2 5 Pricing: You have detailed that this will cover temporary roles as well as permanent, all our temporary resources work to day rates and are not salaried, how would you like us to calculate pricing for these types of positions? Pricing for Lot B should be calculated as described in the ITT and accompanying documents. HEU will pay invoices where the temporary workers remuneration has been verified and the total cost of the invoice is the hourly remuneration to the employee * hours worked + Management Fee. Please also see answers to questions 8 & /10/2017 What are your proposed payment terms Invoices will be paid monthly in arrears and will be payable within 30 days of receipt by HEU. 7 31/10/2017 Thank you for providing a copy of the All comments relating to any of the documents contract. Can you please confirm at what published as part of this tender, including the ITT, stage of the tender process you would like Framework Agreement and Call Off Contract should to receive our legal comments be submitted within the clarifications period. 8 31/10/2017 We note a requirement in the contract for the supplier to engage temporary workers on permanent contracts of employment. As an agency we do not employ our temporary workers, we engage them on contracts for services which effectively means they are self-employed. We still payroll them as PAYE (or Ltd) and ensure statutory costs are paid however neither we, nor our clients employ them. Can you please confirm if this model is acceptable and if it is are you willing to accept amendments to your contract to reflect this? Due to the terms of our funding this model is not acceptable. To clarify: Hitachi Europe Limited are inviting Employment Agencies (Companies that find permanent work for work-seekers who are employed and paid directly by the employer) for Lot A; and Hitachi Europe Limited are inviting Employment Businesses to bid for a place on the framework for Lot B. Employment Businesses are companies that provide temps to organisations. The Employment Business engages a work-seeker under a contract with them, and the temp then works under the supervision of someone else at a hiring organisation. Temps are paid by the Employment Business not the company they are supplied to.

3 9 31/10/2017 Could you please confirm the contract value split into temporary and permanent recruitment 10 31/10/2017 Please can you tell me how Hitachi wish the 01/11/2017 tender to be submitted? 11 31/10/2017 Please can you confirm whether contractors will be operating inside IR35 regulations Please also see answers to questions 5 & 11 We are unable to confirm at this point as future decisions affecting this will be made on specific skill sets, availability and future business opportunities. Version 2 of the ITT now details the process for the submission of tenders in Section Personnel supplied under Lot A will be employed directly by HEU Personnel supplied under Lot B will be working under the control of the end client (HEU) as a temporary employee. Please also see answers to questions 5 & /10/2017 Framework Value is this spend per No the Framework Value range is the total expected annum? over the three years of the framework Clarification Response 2 - Similar questions have been asked from multiple companies and have been summarised below. If you feel your question has not been responded to please SEI.PMO@hitachi-eu.com 13 06/11/2017 Please clarify your answer to question 8 Sorry, the answer to Question 8 was a misunderstanding of the question posed. Clause 8 of the Call Off Contract has been removed and Hitachi are no longer requiring Employment Business to employ temporary workers between contracts /11/2017 Is it possible to bid for two of the three bands for each lot. The initial band of 0-50k is too low for our core search provision. No. At this stage of the procurement, suppliers are bidding for a place on the Framework. To submit a compliant tender all suppliers are required to provide a percentage discount for each of the salary bands in Lot A and Lot B. Only tenders that have used the Answer Template and Pricing Matrix to provide answers to the

4 15 06/11/2017 Is it possible to split the middle band and bid for 75, ,000 roles 16 07/11/2017 For Lot A, can you confirm whether the contractors would need to be permanently employed by the agency? Or will they be employed by Hitachi? 17 08/11/2017 Lot B- you have outlined salary banding where we would expect to pay temps a daily rate. Would you like us to price this on total cost of contract (per role) and fit that into the salary banding quality questions and percentage discounts to agency fees will be deem compliant. No. At this stage of the procurement, suppliers are bidding for a place on the Framework. The salary bands have been provided to indicate the maximum HEU is willing to pay for Management/Agency fee in each Lot. Workers supplied through Lot A will be employed by Hitachi Europe Ltd. Please use the LOT B Discount Pricing Matrix supplied in the Answer Template and Pricing Matrix in responding to this opportunity. For clarity in LOT B HEU are seeking Employment Businesses and will pay the salary of the temporary worker and a management fee. The maximum management fee allowable to employment businesses for each salary band is stated in the Discount Pricing Matrix, please enter the percentage discount amount your company is willing to offer /11/2017 Are you expecting that the temporary workers used to be our employees? Our intention which is in accordance with AWR regulations is to employ temporary workers under a contract for service. Is this acceptable? Only responses that have used the Answer Template and Pricing Matrix to provide answers to the quality questions and percentage discounts to agency fees will be deem compliant. Please see the answer to question 13

5 19 08/11/2017 In your response to question 8 within the clarification question 8, it states we can use qualifying temporary workers but then states these workers need to be employed between contracts. Our understanding is that these are different employment models so please could you provide further clarity on the model you require? Please see the answer to question /11/2017 Would you be open to limiting the level of liability for suppliers? HEU are not open to changing the minimum insurance cover amounts and require suppliers to have the minimum insurance cover state in the Framework Agreement and amended version 2 of the Standard Selection Questionnaire (SSQ). Please accept our apology for Section 7 of version 1 of the SSQ not matching the Framework Agreeement The Standard Selection Questionnaire Insurance figures have been amended to: Employer s (Compulsory) Liability Insurance = 5m Public Liability Insurance = 1m Professional Indemnity Insurance = 1m Please note that suppliers at this stage of the procurement only have to self-certify whether you already have or can commit to obtain these insurance cover levels before the commencement of the contract.