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Contract For The Recruitment of Interim and Permanent Staff (Internal and External).

Prior information notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Herefordshire Council
35 Hafod Road
For the attention of: Miss Rachel Horne
HR1 1SH Hereford
Telephone: +44 1432383729
E-mail: [email protected]

Internet address(es):

General address of the contracting authority:

Further information can be obtained from: The above mentioned contact point(s)

I.2)Type of the contracting authority
Regional or local authority
I.3)Main activity
General public services
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II.B: Object of the contract (Supplies or services)

II.1)Title attributed to the contract by the contracting authority:
Contract For The Recruitment of Interim and Permanent Staff (Internal and External).
II.2)Type of contract and place of delivery or of performance
Service category No 22: Personnel placement and supply services
Herefordshire Council, 35 Hafod Road, Hereford, HR1 1SH.

NUTS code UKG11

II.3)Information on framework agreement
The notice involves the establishment of a framework agreement: no
II.4)Short description of nature and quantity or value of supplies or services:
Recruitment Services. Herefordshire Council, "The Council", intends to commence a procurement process during June 2014 for a vendor neutral managed service for the recruitment of interim and permanent staff (both internal and external) . The Council is working towards a commencement date of 1st October 2014 for this project.
This PIN contains details of the Council's prospective requirements for this service as far as these details are known at present.
The Council has a strategy of digital by default and is increasing the responsibility and capability of managers to fulfil their people management responsibilities directly, with minimal support and intervention. However, it recognises that in order to succeed in this regard, managers need to have access to a simple, straightforward and effective recruitment model which is capable of providing increased support, advice, flexibility in order to fill complex, hard to fill and critical roles. It is anticipated that the scope of the service to be procured will include the creation of a bespoke recruitment vendor neutral system, which is capable of performing the following roles:
1. An IT solution, which enables:
a) Managers to input directly into the recruitment systems the details of both their interim and permanent vacancies and manage a candidate through the recruitment process. This system should include as a minimum the ability to facilitate CV submission, shortlisting of candidates and managing the candidates through the resultant recruitment process.
b) Managers to attach (or select) from the following sections: Job Description, Person Specification and Recruitment Authorisation.
c) Managed workflow of recruitment authorization to designated officers of the Council.
d) A staged release of both interim and permanent vacancies to recruitment agencies in line with contractual arrangements.
e) Recruitment partners to submit CV's for both interim and permanent job applicants.
f) Applicants to conduct an active search for authorized vacancies.
g) Internal applicants to apply for both interim and permanent vacancies at the Council.
h) Manage the timesheet submission and approval process for all interim workers.
i) Enable the payment and payrolling of interim workers
j) Enable the correct, timely and accurate invoicing for all interim workers; under a single invoice payable monthly via the neutral vendor.
k) Full management information of temporary and permanent recruitment activity and the interim workforce.
l) Maintain a database of applications.
m) Recruiting partners and applicants to access marketing and other candidate information (such as induction and mandatory training) during the recruitment process.
2. Interim agencies: A suitable tier of agencies that can provide suitably qualified, experienced interim workers (sourced either locally, regionally or nationally as appropriate) to meet the Council's requirements for short and long term requirements. In addition, the agency must:
a) Demonstrate the ability to fill the requirement for scarce qualified, specialist and executive roles (e.g. Social Workers, Project and Programme Management, Commissioning and senior roles within the Council).
b) Maintain or reduce the current agency margin(s) on a tiered basis.
c) Ensure that any IR35 risk is mitigated or eliminated.
e) Demonstrate a focus on quality and affordability for the Council
f) Where appropriate, identify opportunities to convert interims onto permanent contracts.
g) Work on behalf of and advocate working for the Council, marketing Herefordshire as an attractive location to work for potential applicants.
h) Demonstrate a quality based approach to all recruitment assignments
i) Support candidates through the recruitment journey
3. Permanent Agencies: A suitable tier of agencies that can provide suitably qualified, experienced permanent workers (sourced either locally, regionally or nationally as appropriate) to meet the Council's requirements for permanent staff where it either has not been possible to fill the vacancy through standard advertising or it is unlikely that conventional advertising will satisfy the Council's needs. In addition, the agencies must:
a) Demonstrate the ability to fill the requirement for scare, qualified, specialist and executive roles (e.g. Social Workers, Commissioning and senior roles within the Council.)
b) Charge a reasonable and cost effective placement fee ( at a rate that is to be determined).
c) Work on behalf of and advocate working for the Council; marketing Herefordshire as an attractive location to work for potential applicants.
d) Demonstrate a quality based approach to all recruitment assignments.
e) Support candidates through the recruitment journey to ensure that they start employment with the Council.
4. Resourcing "Business partner" to the Council. In order to maximise the effectiveness of the Council's recruitment activity and ensure that Council managers have the necessary support and expert advice for all recruitment activity at a single point of contact which will:
a) Give expert advice to individual managers on how to optimise the recruitment channels and maximise the chances of filling high value, complex roles (sometimes through a combination of solutions, e.g. initially interim, whilst pursuing a number of internal and external routes to fill the role on a permanent basis); particularly where the Council is competing for scarce and critical skills.
b) Ensure that the Council maximises value for money and reduces the cost of external recruitment and agency costs wherever possible.
c) Resolves recruitment issues (IT system, agency provider(s).
d) Provides strategic advice to the Council on recruitment sourcing and attraction strategy
5. Agency Management In order to fulfil the recruitment needs of the Council, the neutral vendor must ensure that a comprehensive range of suitable agencies are engaged and contracted to meet the needs of the organisation (as above). The vendor must ensure:
a) That the number and type of agencies are capable of fulfilling the recruitment requirements; particularly for scarce and hard to fill, specialist, technical and senior roles.
b) The agencies will be managed on a tiered basis, determined by agency margin.
c) Audit and quality check of agencies' processes and procedures are put in place to ensure that they meet the quality, legal and financial requirements of the Council.
d) Contract directly with supplier agencies; all supplier agencies will be taken out directly between the provider and each agency. Interim workers will contract directly with the agency (if it is a limited company) or employed on a PAYE basis by the agency.
e) Effectively contract manage recruitment agencies on a day-to-day basis; to include relationship and issue management.
f) Staged release of vacancies to contract providers (interim and/or permanent as appropriate).
6. Internal advertising. The Council is committed to being able to internal development and filling roles internally, where it is able to do so. The procured service must enable internal applicants to actively search for vacancies and apply online. In addition, the provider must:
a) Liaise with the internal communications team to ensure that all internal vacancies are effectively marketed internally.
7. External advertising. The Council needs to advertise some roles externally. Therefore, the procured service must be able to:
a) Post vacancies on partner websites (such as WM Jobs).
b) Utilise other jobs boards (on a costed basis depending on the requirement).
Please note:
A) Line managers will remain responsible for the short-listing and co-ordination of interviews.
B) On receipt of CV's, line managers must be able to liaise directly with recruitment agencies.
C) At the point of offer, the manager will be responsible for following the on-boarding processes for both interim and permanent candidates. The provider will not be responsible for issuing contracts of employment to permanent members of staff or updating the Council's HR/Learning Systems.
Estimated cost excluding VAT:
Range: between 3 000 000 and 5 000 000 GBP


This contract is divided into lots: no
II.5)Common procurement vocabulary (CPV)

79600000, 79610000, 79611000, 79612000, 79613000, 79633000, 79634000, 75131100

II.6)Scheduled date for start of award procedures
II.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.8)Additional information:
The Council is intending to procure this tender via an "Open" (single stage) process which will consist of the submission of a tender for the Service, and include a requirement for candidates satisfying the qualification criteria for this project.
This procurement will be conducted exclusively through the Council's e-tendering portal, Proactis, which can be accessed via the following link:

Therefore, would suppliers please note that in order to express an interest in this tender, they must first register on the aforementioned Proactis e-tendering portal via the following link:

As a user of Proactis suppliers will have access to the e-portal's messaging system which provides access to notifications that tendering opportunities are live on the site, updates from buyers including responses to clarification questions and any subsequent information regarding tenders which is subsequently released by the Council.
The Council welcomes participation from fully formed or potential consortia.
The service which the Council is looking to adopt will seek to effectively balance the risks between the Council and the Service Provider, whilst being flexible enough to respond not only to the Council's evolving requirements, statutory duties and responsibilities; but also to innovative developments within the service sector over the period of the contract.
The service which the Council is looking to adopt must be constructed in such a way as to ensure local needs are met (and not least in accordance with the Social Value Act 2012 and Localism Act 2012 and any amendments thereto) and the Council would welcome innovative ideas which will achieve the Council's commissioning objectives as set out below.
The Council's commissioning strategy is to adopt a recruitment model which is easy for managers to use and is cost effective for the Council. This model must promptly provide the Council with quality candidates who will be committed to the organisation, and are contractually compliant and are available at the right cost to the Council. This model must be connected to a simple technical solution to manage the recruitment process easily.
The Council welcomes any potential vendor neutral provider to engage in a consultation process regarding this future procurement. These consultations are designed to inform specification and process development; assist the project team in packaging the procurement(s) to maximise competition and ensure sufficient market interest in the procurement(s); to understand which organisations may be interested in supplying some or all of the services and to determine any particular risks and issues that need to be further considered.
We will meet with all interested parties to get views and comments on the planned approach to market. Please note that participating in this consultation will not confer any advantage on potential applicants; or imply an expression of interest in any future tender.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.2)Conditions for participation
III.2.1)Information about reserved contracts

Section VI: Complementary information

VI.1)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.2)Additional information:
VI.3)Information on general regulatory framework
VI.4)Date of dispatch of this notice: