TD2194- Extension to Managed Services for Temporary Agency Resources

Concepts

• personnel supply services
• derby
• temporary staff
• temporary agency workers
• temporary agency resources
• managed
• manage
• temporary
• warner assignments
• derby city council

Location

Derby

Description

Further extension to the council's original contract to allow a new procurement process to take place and to facilitate any potential implementation period. Ordering temporary agency workers through a web-based application and, when required, by telephone, with the web-based application used to manage the transactional processes associated with acquiring temporary and interim staff, inclusive of ordering, time-sheeting, and invoicing to create a fully auditable, reportable trail.

Total Quantity or Scope

VEAT Notice for the contract extension of the Council's existing contract for Managed Services for Temporary Agency Resources with Matrix SCM Ltd to allow sufficient time for a procurement process to take place and to cover a potential implementation period. Derby City Council requires the full range of services which includes: • Extra reporting - quarterly reports to include list of workers not meeting minimum pre-employment checks and details of their current assignment, if working at the Council. • Pre-employment checks to include full referencing for two (2) years; five (5) years for Warner assignments • In addition to the checks as outlined at clauses 2.4.40 to 2.4.53 (vetting and compliance) in the overarching framework specification, Derby City Council requires a full Pre-Employment Health Declaration to be completed for all candidates. A copy of this declaration will be provided to the Managed Service Provider during the contract initiation phase. • Retrospective employment checks to ensure compliance with legislation is maintained and council checking processes are undertaken and completed. • Process to ensure timely housekeeping of current users of the system, to ensure leavers who had access to the system are removed. • Continued use and access as required of on-site office for the supply of workers for grounds maintenance, street cleansing, markets and refuse collection, as currently provided separately • Identifying the way forward for the Council to reduce agency spend in the following years • Identifying the best approach for the council regarding the requirements of the Agency Workers Directive Working with the on-site supplier of Grounds Maintenance, Street Cleansing, Refuse and Markets workers. The on-site provider will supply required staffing but all orders/placements, timesheets and invoices will still be processed through the suppliers interface as per standard processes

Award Detail

Renewal Options

3 months with the option to extend for a further 2 months in monthly increments. The further extension will run from January 2025 until 30th March 2025 with the option to extend until May 2025 in monthly increments.

CPV Codes

• 79620000 - Supply services of personnel including temporary staff

Indicators

• Options are available.

Legal Justification

There are allowances under the regulations to award a contract to a single supplier in cases where competition is absent for technical reasons . regulation 32. 2. . b. ii. ; or for. reasons connected with the protection of exclusive rights, including intellectual. property rights . regulation 32. 2. b. iii. The council have been exploring various models and procurement routes for the next process and have conducted some market engagement. This process has taken a bit longer than expected and therefore the Council needs to extend the current contract to ensure there is sufficient provision available whilst the procurement takes place and also to cover a possible implementation period. All current terms and conditions of the contract would remain unchanged meaning a seamless continuation of service to the Council.

Other Information

Award of a contract without prior publication of a call for competition in OJEU as the procurement falls outside the scope of application of the directive. The Council will observe a 10-day standstill period.