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procurement.scotland.uk

Temporary and Interim Staff Frameworks Launch Event Procurement Scotland Monday 20 th September Atlantic Quay, Glasgow. www.procurement.scotland.gov.uk. Temporary and Interim Staff Frameworks. Agenda Procurement Scotland Background Information Sectoral Engagement

dennis-greer
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procurement.scotland.uk

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  1. Temporary and Interim Staff FrameworksLaunch EventProcurement Scotland Monday 20thSeptemberAtlantic Quay, Glasgow www.procurement.scotland.gov.uk

  2. Temporary and Interim Staff Frameworks Agenda Procurement Scotland • Background Information • Sectoral Engagement • Summary of framework options • Direct Buy, Micro Competition, Mini Competition • Benefits • Process • Suppliers • Q&A Coffee Public Contracts Scotland Portal Lunch

  3. Temporary and Interim Staff Frameworks Background Information • Three framework options: • Direct Buy / Call off • Micro Competition • One Stop Shop (Mini tender) • Procurement Scotland’s 8 multi-supplier frameworks for Temporary and Interim Staff commenced on 26th April 2010. • Across the 8 frameworks there are 21 suppliers to meet a wide variety of specialist and regional requirements • Public sector clients can impose their own HR and security rules Benefits The terms and conditions of the frameworks reduce the risks associated with implied contracts of employment while offering competitive pricing and provide specialist coverage to all regional areas to suit all types and sizes of Clients.

  4. Temporary and Interim Staff Frameworks Input into the tender process: Direct Cross Sectoral Engagement • NCF representation • National Workshops • Surveys • Evaluators Example tender documentation (T&Cs and Questionnaires): • Local Authorities from across Scotland and the wider UK • CGCoPE • UK Civil Service • APUC • National Procurement

  5. Temporary and Interim Staff Frameworks Temp Interim Specialist Interim Manager Consultant

  6. Temporary and Interim Staff Frameworks Summary of Framework Options Direct Buy – Regional Frameworks • Temporary Administrative Staff • Temporary Manual Staff • Temporary Social & Care Staff • Temporary Catering Staff • Interim Specialists Micro Competition – National Frameworks • Interim Managers • Temporary IT Staff Mini Competition - One Stop Shop Frameworks • One Stop Shop Temporary Staff • One Stop Shop All Roles • One Stop Shop Interim Specialist • One Stop Shop Interim Managers

  7. Temporary and Interim Staff Frameworks Direct Buy – Regional Frameworks

  8. Temporary and Interim Staff Frameworks Administrative, Manual Staff, Catering, Social&Care and Interim Specialist Information • Direct buy frameworks (users should engage with suppliers PRIOR to purchasing temps and share security requirements, HR rules, job roles and likely/predicted numbers) • Each framework is split into the Scottish Police & Fire regions (some combined) • There is one supplier per lot in the Administrative, Manual and Interim Specialist frameworks (except large regions/ high volume specialisms) • There are ranked solutions for Catering and Social Care due to nature of the market • In ranked lots, users MUST approach each ranked in turn for every empty position • No need for micro competition or mini competition • Commission rates set - £ / p • Hourly rates set (although users may set rates in line with their employees wages) • Users should share their HR and security requirements with the suppliers

  9. Temporary and Interim Staff Frameworks Benefits of Using the Regional Direct Buy Frameworks • Competitive commission mark up rates • No commitment upfront to purchasing volumes • More suppliers to meet specialist requirements • Ranked solutions for difficult to fill specialisms or high volume regions • Short term implementation timescales • No temp to perm fees after 6 weeks for all roles, if advertised (expect Social & Care) • No temp to perm fees after 24 weeks for Social & Care roles, if advertised • New interim specialist category

  10. Temporary and Interim Staff Frameworks Process for using the Temporary Administrative, Manual, Catering, Social&Care and Interim Specialist frameworks (Direct Buy) - Client contacts the supplier listed for their region and advises on the type of temporary position which they need to fill. - The framework suppliers will respond with suitable candidates, confirming the hourly rate and commission rate. Suppliers should respond within 48 hours. For Catering and Social&Care there is an emergency response time of 3 hours which Clients can set if required. • If your region has a list of ranked suppliers, orders must first be placed with the first-ranked supplier on the list. If the supplier is unable to supply then the buying organisations should order from the next supplier and continue this process.

  11. Temporary and Interim Staff Frameworks Direct Buy Options: One Supplier per Region for Lots 1,2,3 (except Strathclyde and D&G, Lothian and Borders) Three Suppliers (ranked solutions) for Lots 3 and 4 4 1 2 3 5 Administrative Manual, Industrial & Cleaning Interim Specialist Catering Social / Care Regions Grampian Central & Fife Lothian and Borders Northern Strathclyde and Dumfries & Galloway Tayside

  12. Temporary and Interim Staff Frameworks Regional / Direct Buy Framework Suppliers This table continues on the next slide USE RANKED SOLUTIONS APPROPRIATELY

  13. Temporary and Interim Staff Frameworks Regional /Direct Buy Framework Suppliers USE RANKED SOLUTIONS APPROPRIATELY

  14. Temporary and Interim Staff Frameworks National Frameworks – Interim Managers and Temporary IT Staff

  15. Temporary and Interim Staff Frameworks Interim Managers and Temporary IT Staff • Micro-competition frameworks • Each framework is covers the whole of Scotland • 7 suppliers on the Interim Manager framework • 8 supplier on the Temporary IT Staff framework • All suppliers have equal standing (no rank) • All suppliers must be contacted for the micro-competition / wider candidate search • CVs and daily rates sent by suppliers • Commission rates set • Opportunity to set your own Security and HR requirements

  16. Temporary and Interim Staff Frameworks Benefits of Using the Interim Managers and Temporary IT Staff National Framework • Wider candidate search through a variety of agencies • Competitive commission mark up rates • No commitment upfront (users should engage with suppliers PRIOR to purchasing temps and share security requirements, HR rules, job roles and likely/predicted numbers) • Suppliers are in competition for every placement • No temp to perm fees after 6 weeks, if advertised

  17. Temporary and Interim Staff Framework Process for using the Interim Manager and Temporary IT Staff framework (Micro Competition) - Send information on the Interim Manager vacancy to all suppliers on the framework. This process should be carried out on every occasion the an Interim Manager is required. - The framework suppliers will respond with CVs, daily or hourly rates and commission rate. Suppliers should respond within 7 days for Interim Managers and 48 hours for Temporary IT Staff (Information on the commission rates can be provided by Procurement Scotland) - Evaluate the candidates (Procurement Scotland can provide pre-formatted evaluations spreadsheets) - Once the most suitable candidate has been identified, arrangements should be made between the Client and the supplier regarding start date etc. The other framework suppliers should also be notified their candidate has not been successful.

  18. Temporary and Interim Staff Frameworks Interim Managers Framework Advantage Technical Resourcing Recruitment Agency Network Parity Resources Harvey Nash Consortium Recruitment Zone Head Resourcing Harvey Nash ALL FIRMS HAVE EQUAL STANDING

  19. Temporary and Interim Staff Frameworks Temporary IT Staff Framework Certes Harvey Nash Consortium Hudson Pertemps Recruitment Zone Harvey Nash Hays Parity Resources ALL FIRMS HAVE EQUAL STANDING

  20. Temporary and Interim Staff Frameworks One Stop Shop Frameworks

  21. Temporary and Interim Staff Frameworks Lotting Strategy Framework 8 for One-Stop-Shop solutions has four national (NOT regional) lots. Business may be awarded through mini-competition. One-Stop Shop Temporary Staff Interim Specialists Interim Managers Any Requirement

  22. Temporary and Interim Staff Frameworks One Stop Shop Information • Option of 4 different lots of One Stop Shop Solutions • Each lot has 6 suppliers • A full mini tender must be carried out before any of the frameworks can be used • Clients can tailor all elements of the mini tender to meet their requirements (for example, you may wish to add specific community benefits clauses) • Competitive commission mark up rates • No temp to perm fees after 6 weeks, if advertised, for all roles except Social & Care • No temp to perm fees after 24 weeks, if advertised, for Social & Care roles

  23. Temporary and Interim Staff Frameworks Benefits of Using the One Stop Shop Framework Lots • Clients will need to deal with only one supplier • Contracts can be tailor-made to fit unusual organisational requirements • Competitive commission mark up rates • Mini competitions may result in reduced commission rates • A close working relationship can be fostered with one supplier • No temp to perm fees after 6 weeks, if advertised, for all roles • Clients can include community benefits clauses

  24. Temporary and Interim Staff Frameworks One Stop Shop – Process for using any of the 4 lots One Stop Shop – Temporary Staff Lot • Within these lots, Clients can include the following temporary staff requirements; • Administrative, • Manual, • Catering, • Social & Care, • Interim Specialists; and • IT Staff Interim Manager or Interim Specialist roles should NOT be included • Clients do not need to include all specialisms listed above. For example Clients have chosen to exclude Social & Care from One Stop Shop solutions. NB: Clients are reminded that conducting full mini-tenders requires formal procurement training and that individual roles or small batches of roles may not be competed under the One Stop Shop agreements.

  25. Temporary and Interim Staff Frameworks One Stop Shop – Process for using the 4 lots One Stop Shop – Interim Specialist Lot Within this lot Clients may include only Interim Specialist roles. Clients carry out a mini competition for the expected volume of interim specialist roles expected within a period of time. One Stop Shop – Interim Manager Lot Within this lot Clients must only include Interim Manager roles. The supplier with the winning bid of the mini competition would be the sole supplier of all stated interim manager roles for a period of time. One Stop Shop – All Roles Lot • Within this lot Clients can include any Temporary or Interim role NB: Clients are reminded that conducting full mini-tenders requires formal procurement training and that individual roles or small batches of roles may not be competed under the One Stop Shop agreements.

  26. Temporary and Interim Staff Frameworks One Stop Shop Framework Suppliers

  27. Temporary and Interim Staff Frameworks FAQs • Can Clients arrange for supplier visits ? - Yes, Clients can arrange visits by contacting the suppliers directly. • We currently have temporary staff contracted through another agency, can we keep the temporary staff workers in post until their contract is finished ? • Yes, if a Client has temporary staff in place, the temporary staff can remain in post until their contract expires. Clients can also start using the new Procurement Scotland frameworks for any new temporary or interim staff they require. • We are a large organisation with many different departments therefore we are concerned about transferring all of our business at once – could this cause problems? - In order to mitigate these risks, Procurement Scotland recommend that all Clients work with the suppliers to create an implementation plan for any vast amounts of business.

  28. Temporary and Interim Staff Frameworks FAQs • As an Client using the framework, can we seek help from Procurement Scotland on any issues with the suppliers performance ? • Yes, Procurement Scotland requires customer feedback as part of the process, and have created a scorecard to help assist in feedback. Daily issues such as invoice payment etc should be managed by the Client. However there may be occasions where an issue should be escalated to Procurement Scotland. • How will the suppliers on the framework reduce employment risk challenge ? • Local HR department can work closely with suppliers to advise processes they wish to put in place to reduce the risk of challenge. • Can we ask for our own management information ? • Yes, Clients can work with suppliers to request their own MI. Procurement Scotland will also be receiving MI at a framework level and will actively manage this to ensure that the correct information is sent to Clients within required timescales.

  29. Temporary and Interim Staff Frameworks Further Information • Buyers Guide and commission rates available from - Suzanne Reid Market Analyst Procurement Scotland 0141 242 5912 suzanne.reid@scotland.gsi.gov.uk • Buyers Guide also available on http://www.scotland.gov.uk/Topics/Government/Procurement/directory/ProfessionalServices/TempInterim

  30. Temporary and Interim Staff Frameworks Q&As ? Close

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