SCHEDULE 1: THE SERVICES
Contingent Labour Services Overview
1.1.1 Overall Neutral Vendor Service Provision Scope
The Service Provider shall support the Customer in the sourcing of Temporary Workers,
providing an end to end service for the provision of Temporary Workers via a dynamic market
supply chain. It shall complete all requirements in the dynamic market supply chain in line with
the Business Rules.
1.1.2 The service overview diagram at Annex 5 provides a high level overview of the key
independencies in the delivery of the Services.
1.1.3 Role Scope
The tables below shows the Temporary Worker roles which are in/out of scope for the
Contingent Labour Services.
1.1.4 Conflicts
Unless expressly stated to the contrary, in the event of a conflict between the Call Off Terms in
the form set out in schedule 4 of the Framework Agreement and the bespoke obligations
inserted from the Service Provider’s Tender into this Schedule 1 the wording of the Call Off
Terms shall prevail.
Table 1: Role Scope
In Scope
Out of Scope
Interim managers.
Consultancy.
Specialist contractors
Permanent roles including fixed term
Including “niche” roles, executive/board
appointments.
roles and highly specialist unique roles.
Admin/Clerical
Staff
and
Junior
E.g. a specialist area of expertise which
Managers.
only a few candidates would be able to Operational and Support Staff.
fill.
Table 2: Contingent Labour Definitions
Role Types
Civil Service Grade
NHS Agenda for
Description
Equivalent
Change Equivalent
Interim
Generalist roles are Generalist and Interim
managers
Managers
from SEO up to and Specialist
roles
are providing
short
term
including
SCS
and from Band 5 up to and cover for absence of
Director level.
including 9
and
10 permanent
staff
and
vacancies.
Professional/Specialist
(Band
10
is
not Generalist roles are from
roles are from HEO up applicable to the NHS SEO up to and including
to and including SCS pay structure and is SCS and Director level.
and Director level.
added
for
senior Professional/Specialist
managers).
roles are from HEO up to
and including SCS and
Director level.
Specialist
Roles are from HEO up Roles are from Band 5 Specialist
contractors
Contractors
to and including SCS up to and including providing expertise that
and Director level.
Bands 9 and 10 (as is not available within the
above).
organisation and carry
out defined packages of
work or projects outside
of business as usual.
Roles are from HEO up
to and including SCS
and Director level.
Delivery of the Contingent Labour Services
2.1
Organisation Structure for Delivery
2.1.1 The organisational structure the Service Provider will put in place to deliver the Service
will be as follows:
2.1.1.1 The Service Provider will assign a highly experienced and dedicated
framework/account management and delivery team who have previously
worked together on a range of complex pan-government recruitment
contracts of a similar nature to the Agreement. The Service Provider
intends to utilise experienced members of its existing team supported by
existing supply chain expertise in its business as part of the Service
Provider’s core delivery; thus building on its established relationships
and understanding of the sector.
2.1.1.2 The seniority and diversity of the team reflects the value that the Service
Provider places on this Agreement and our commitment to developing a
long term partnership. The Service Provider’s Executive Director will act
as Executive Sponsor supported by its Managing Director. The
Managing Director will have overall responsibility for service delivery
which will encompass the management of the delivery teams and
relationship management with senior Authority stakeholders.
2.1.1.3 The Service Provider’s approach incorporates what has proven to be a
highly successful and unique model which will enable the
Authority/Contracting Bodies to receive the benefits of a ‘high touch’ NV
service; whilst also offering a scalable and flexible model.
2.1.1.4 The Service Provider will assign a dedicated Framework Director, who
will report into the Managing Director and have ownership responsibility
for the framework in terms of service delivery and contractual ownership.
Leading the contract from an operational and business development
perspective, the Director will act as the lead on review meetings,
developing relationships and driving the ongoing development and
uptake of the framework whilst ensuring continuous improvement.
Reporting into Jo will be the following operational leads:
• Framework Development Manager who will lead on driving uptake of
the framework whilst being supported by a team of sales and marketing
support professionals based from the Service Provider’s Programme
Management Office (PMO) function in delivery.
• Key Account Manager who will be the interface with the Authority
ensuring high levels of communication with the Contracting Bodies as
they are on-boarded. The Account Manager will manage a team of
assigned Regional Customer Relationship Managers (RCRM) to build
relationships and provide a local based service to Contracting Bodies.
• Head of Supplier Engagement –will manage a team of supply chain,
procurement, commercial, compliance and legal specialists in selecting,
appointing and managing the dynamic supply chain and in managing the
Service Provider’s appointed Sub-contractor, Fieldglass. Head of
Supplier Engagement will take responsibility for engaging key strategic
suppliers and act as an SME Champion leading on engagement through
the Service Provider’s Supplier Eco-System.
• Service Delivery Manager –will manage the operational and support
teams based out of the Service Provider’s PMO. The PMO will provide a
range of support services covering: customer account management,
implementation, sourcing, technology, sales support and marketing,
extension co-ordination, compliance, vetting and audit, invoicing and
payroll.
2.1.2 The Service Provider must seek Approval from the Customer before materially altering
the organisational structure set out in this paragraph.
2.2
Sourcing Process
2.2.1 The Service Provider shall follow the processes set out in this paragraph in sourcing
Candidates:
The Customer and the Service Provider shall use the Web Portal as the channel for
operating the sourcing process. The functionality of the Web Portal is detailed for
information at Annex 1 hereto.
If the Web Portal is unavailable, or offering a significantly degraded level of service for
an extended period in which case the Service Provider and the Customer, subject to
agreement with the Authority, may agree to use an alternative method of fulfilling the
functions normally fulfilled by the Web Portal until such time as the Web Portal is
available or functioning acceptably once more.
The Customer will log onto the Web Portal and will be directed to the appropriate
Temporary Worker type. The Customer will complete the online Requisition Form with
the necessary details in respect of its requirement for Temporary Worker Services.
2.2.2 On receipt of a Requisition Form completed by the Customer, the Service Provider shall
ensure that the Requisition Form has been correctly and adequately completed to
enable the Service Provider to source suitable Candidates.
2.2.3 In the event that the Service Provider needs any information in addition to that contained
in the Requisition Form in order to source suitable Candidates, the Service Provider
shall request this information from the Customer via email and the cycle time of
Requisition to shortlist specified in Schedule 8 (Service Levels) pauses until the
information has been satisfactorily provided.
2.2.4 Upon the receipt by the Service Provider of a correctly and adequately completed
Requisition Form from a Customer, the Service Provider shall identify which suppliers
from its dynamic market supply chain are capable of competing to fulfil the requirement.
2.2.5 The Service Provider will select those suppliers which it will invite to offer Candidates in
accordance with its Tender as follows:
2.2.5.1 In line with the requirement and best practice supply principles for a
broad, diverse and inclusive supply chain, the Service Provider intends
to operate a 2 tier process (smaller tier one and ‘open’ tier 2), broken
down by category of supply (eg; Project Management). The Service
Provider’s supply chain tiering system will be defined by performance
which will be based on an iterative evaluation methodology with
suppliers performance assessed and benchmarked during the 3 months
prior (assuming steady state service). Whilst a smaller number of
Suppliers operating on tier one will gain a time advantage of 24 hours
over the second, both towers of Suppliers will have the opportunity to
supply up to the 72 hours closing time.
2.2.5.2 On initial supplier selection Suppliers will be assigned to a category
based on capability/capacity to supply, quality and track record. All those
Suppliers listed against the selected category will be given an
opportunity to bid for work within the 72 hour response period.
2.2.5.3 As per the Service Provider’s supplier selection methodology, only
Suppliers, who have registered an interest in that category, completed
an online RFP process, been evaluated against commercial, legal and
capability measures and signed contractual terms will be awarded a
place per category on the wider supply chain. This includes any affiliated
companies of the Service Provider ensuring an open and fair
competition.
2.2.5.4 If through the supplier selection process an affiliated company is
appointed as part of the supply chain, the Service Provider would
manage them in the same way as other Suppliers, as detailed above –
ensuring a fair and equitable process.
2.2.5.5 Any CVs (bids) received by the Service Provider’s Programme
Management Office (PMO) will be anonymised with shortlisting based
purely on compliancy, best value and quality regardless of source or tier.
2.2.5.6 To support the above methodology, the Web Portal will assign Supplier
distribution lists to requisition templates, automatically inviting tenders to
that supplier list upon requisition approval. Additional options include the
assignment of a new Supplier during the requisition approval process,
useful if a new supplier has passed registration and needs to be added
immediately to the 2nd tier.
2.2.5.7 The Web Portal maintains a highly evolved methodology around
Supplier adoption. As Suppliers engage/disengage from the supplier
community, the Web Portal will enable the Service Provider’s PMO to
on/off-board Suppliers into or out of the network. This process will
depend on the Authority’s business rules of engagement, for example
the Web Portal will be able to automatically suspend postings to
affiliated Capita companies once the authorised 20% spend value has
been reached, only re-setting the Capita companies as active suppliers
once the spend falls below this threshold.
2.2.6 The Service Provider shall invite bids via the Web Portal from those suppliers which it
has selected to offer Candidates , providing such suppliers as a minimum with the
following information:
i.
the job description.
ii.
the Maximum Rate applicable for the role.
iii.
the minimum and maximum number of curricula vitae (“CVs”) required.
iv.
the deadline for suppliers to offer Candidates for the role .
and:
v
any further criteria as specified by the Customer in the Requisition Form.
2.2.7 The Service Provider shall procure that suppliers shall submit bids via the Web Portal by
the deadline and in accordance with the requirements stipulated by the Service Provider.
2.2.8 In certain circumstances, when cleared by the Customer’s business case approvals
process, the Customer may:
i.
Nominate a Temporary Worker; or
ii.
Request highly specialist unique roles where only a small number of candidates
are capable of providing the required service via a limited number of suppliers;
In such cases the sourcing procedure set out in paragraph 2.2.1 to 2.2.7 will not apply.
2.3
Baseline Verification
2.3.1 The Service Provider shall ensure that all Candidates recommended to the Customer in
a Short List have been subject to a current and valid check in line with the Asylum and
Nationality Act 2006 and any other relevant Law, including but not limited to:
2.3.1.1. A verification of identity check - to include verification of a candidate’s full name,
signature, date of birth and full permanent address.
2.3.1.2. A language check or other language competency test as maybe required by the
department; and
2.3.1.3. A Baseline Personnel Security Standard (BPSS) check conducted in accordance
with the HMG Baseline Personnel Security Standard comprising of:
i. An identity check;
ii. A verification of nationality and immigration status;
iii. A verification of employment history; and
iv. A verification of criminal record,.
In accordance with the guidance at
www.cabinetoffice.gov.uk/sites/default/files/resources/baseline-personnel-
security-standard.pdf
2.3.1.4 unspent Conviction check subject to the Rehabilitation of Offenders Act 1974.
2.3.1.5 uthenticity check - The Service Provider must be able to demonstrate that all
documents (not just those for verification of identity) are checked for authenticity
and that the verification process is cumulative by the use of intelligent cross-
referencing. The Service Provider must apply the guidance in the
Good Practice
Guide on Pre-employment screening- Document Verification from the Centre for
the Protection of National Infrastructure.
http://www.cpni.gov.uk/advice/Personnel-security1/Screening/
2.3.1.6 A right to work check - The Service Provider must ensure that Candidates are
eligible to work in the United Kingdom. The Service Provider must apply the
guidance in the
Good Practice
Guide on Pre-employment screening- Document Verification from the Centre for
the Protection of National Infrastructure.
http://www.cpni.gov.uk/advice/Personnel-security1/Screening/
2.3.1.7 A Qualification and registration check. – The Service Provider must carry out a
qualification check to verify that the information about education, training and/or
professional qualifications provided by each Candidate in their CV is correct. If
a candidate has gained an essential qualification overseas, the Service Provider
must check that this qualification exists, that it is equivalent to the stated UK
qualification and that the Candidate does, in fact, hold the qualification. Further
advice and contact details can be found on the Foreign and Commonwealth
website at
www.fco.gov.uk. If there is any doubt that qualifications are genuine,
the Service Provider must contact the National Academic Recognition Centre
(NARIC) at
www.naric.org.uk.
2.3.1.8 Vulnerable Groups – When required by the Customer or by Law the Service
Provider will provide information to the Independent Safeguarding Authori
ty
(www.isa-gov.org/), under the Safeguarding Vulnerable Groups Act 2006about
staff they provide under the Safeguarding Vulnerable Groups Act in relation to
Candidates offered to the Customer
.
www.isa-gov.org/
2.3.1.9 An employment history and reference check. The Service Provider must ensure
that each Candidate’s CV details the Candidate’s full employment history for a
minimum of ten years continuous employment (or for all years since their
employment history began, if less than ten), with no unexplained gaps. The
Service Provider must cross-check each employment history against appropriate
employment references to confirm dates of employment and positions held. As a
minimum, references are required from the employers for each Candidate’s two
most recent substantial assignments.
2.3.2 In the event that a Temporary Worker is required to have a higher level of security
Clearance then this shall be at the Customer’s cost unless otherwise stated in this
Contract.
Administering Criminal Records Checks
2.3.3 For some Temporary Workers a standard or enhanced disclosure (as appropriate to the
role) may be required, if so the Customer will complete the appropriate paragraph of the
Requisition Form and will specify at what point in the sourcing process they require the
Candidate to be subject to such a check. When required the disclosure information must
be no more than twelve months old when the Temporary Worker starts his Assignment.
Standard or enhanced checks must be requested by the Service Provider through the
Criminal Records Bureau.
2.3.4 The Service Provider must observe the CRB Disclosure Code of Practice when using
disclosure information and must require the Candidate to provide a self-declaration.
Basic checks for England and Wales can be requested from Disclosure Scotland
(www.disclosurescotland.co.uk).
2.3.5 The charge for the Criminal Records check is to be paid by the Customer as an
additional cost to be included in the first Invoice from the Service Provider to the
Contracting Body in relation to the Assignment, unless otherwise stated within the Order
Form.
2.3.6 The Service Provider will ensure that any Suppliers used to provide Temporary Workers
ensure that appropriate baseline checks have been carried out in line with the
requirements of this Schedule 1 before the Temporary Worker takes up an Assignment
as follows:
2.3.6.1 Upon initial supplier registration, potential suppliers will only be approved by the
Service Provider once they have signed up to Supplier terms and conditions
which will include a contractual obligation to only submit candidates with the
necessary Baseline Checking evidence and documentation as defined within the
Framework Schedule 1.
2.3.6.2 The Web Portal’s onboarding engine will support the automation of appropriate
baseline checks for Temporary Workers either through integration or as email
alerts that notify the relevant workers, Customer or supplier when an action is
required such as a baseline check and asset allocation. Suppliers will be
mandated to upload the relevant documentation for baseline checks into the
portal for safe and secure storage at the time of CV submission. Any application
missing the pre-defined baseline check information will not be passed through to
the Customer for consideration. In addition, this failure will be recorded within the
Supplier Performance Dashboard and escalated to the Supply Chain Manager.
2.3.6.3 This process will make auditing a simple task, for both the Service Provider
and the relevant Customers. The system functionality features:
• Configurable set of activities that can be unique by labour type, site or the
Customer
• Configurable triggers based on dates and events that automatically notify the
assigned actor (customer, security, IT, MSP for Lots 2 and 3, supplier, worker,
etc.) with the activities that must be completed, and Fieldglass tracks the
completion status with alerts for missing information when activities have not
been completed on time. This also includes tracking and alerting of date expiry
items.
• Automated background checks (via integration)
• Track completion status and trigger escalations when activities have not been
completed on time
• Consolidated view available online or through reporting provides transparency
and auditability to the completion status across all hires
2.3.6.4 In addition, specific baseline checks will be managed using the qualifications
functionality that is defined by job type and communicated to suppliers,
potentially as a mandatory requirement. The Web Portal also supports the ability
for the Programme Management Office (PMO) to pre-qualify resources via the
supply chain that are then ready for immediate assignment to new requisitions.
2.3.6.5 The Service Provider PMO will assign compliance auditors to provide spot check
audits on baseline checking information uploaded by Suppliers to the Web Portal
throughout the shortlisting process as well as adhoc Supplier audits which
Suppliers will be contractually obliged to allow.
2.3.6.6 Prior to the worker commencing assignment a final check will take place to
ensure the baseline checking file is complete against that worker and any
identified gaps in information is flagged to the Customer to take a decision on
whether to postpone that workers start date until such time that all information is
supplied and recorded.
2.3.7 The Service Provider will manage and resolve any consistent failures in relation to
baseline checking by a Supplier in accordance with the Tender as follows:
2.3.7.1 The Service Provider will ensure that in all its communication and contractual
paperwork with Suppliers, it is clear and transparent in defining the Supplier
obligations in relation to baseline checks, as well as its intent to audit information
provided and take action for non-submission or incomplete submission of
evidence and paperwork. The Service Provider anticipates, therefore that
persistent compliance failures by Suppliers will be kept to a minimum.
2.3.7.2 A minimum level of baseline checking information will be set up as mandatory for
submission of CV’s/bids by Suppliers. CV’s not meeting this stipulation will not be
shortlisted ensuring that Suppliers recognise that the more information accurately
supplied at the outset of submission, the greater the probability of success.
2.3.7.3 Additionally, the Service Provider will always attempt to identify and eliminate any
Supplier or service failings before they become ‘persistent’. However, in the
event that an area of poor performance in relation to baseline checking is
identified, including persistent service failings, the Service Provider will deploy
the following steps to remedy the situation:
• Evaluate the immediate impact on the Customer and identify and agree time
bound corrective actions
• Evaluate the root causes on both sides through Root Cause Analysis (RCA)
• Define any remedial activity that needs to be built into the delivery requirement
and issue a change order to the supplier whilst agreeing a more formal recovery
plan including timescales, milestones and interim targets
• Following initial resolution of the issue, maintain ongoing monitoring to ensure
that further related issues do not arise
• Work collaboratively with the supplier, providing necessary support to ensure
performance improvement is managed effectively and efficiently.
• Transfer learning points to other areas of the service as appropriate.
2.3.7.4 Whilst the Service Provider will endeavour to support Suppliers to improve
performance, it is recognised that complete, timely and accurate submission of
baseline checking information is of paramount importance when placing a
contingent worker into a customer organisation. Therefore, persistent non-
compliance with submitting supporting evidence for Baseline Checks at any point
as requested by the Service Provider in the process may ultimately result in a
Supplier either losing their tiering status or being removed from the supply chain
altogether.
2.4
Evaluation
2.4.1 Once the deadline stipulated for suppliers to offer Candidates in accordance with
paragraph 2.3.1 above has passed the Service Provider shall evaluate each Candidate
and reduce the number of Candidates to five by following the steps below in turn:
i.
Bids received within the bidding period, (the Service Provider shall not carry
forward any Candidates offered after the deadline stipulated for Supplier to offer
Candidates in accordance with paragraph 2.3.1 has passed)
ii.
Temporary Worker Rate Card compliance, (the Service Provider shall not take
forward any Candidate offered at a rate in excess of the Maximum Rate
applicable for that particular role ).
iii.
Best fit against Customer specific requirements (The Service Provider shall only
take forward those Candidates whose CVs fit with and are relevant to the specific
Contracting Body requirements).
iv.
Quality – (The Service Provider shall only take forward those Candidates whose
CVs indicate they have an appropriate level of qualifications, experience and
competence for the specific role in accordance with the Requisition.
v.
Price – The Service Provider shall take forward the five Candidates offered at the
lowest rate.
If following the above steps no suitable Candidates are identified, the Service Provider
shall re-compete the Requisition following the sourcing process above until a
recommendation can be made to the Customer, unless otherwise agreed by the
Customer.
2.4.2 If a Candidate identified as suitable following the process at paragraph 2.4.1 above is
offered by two or more suppliers for the same Requisition, then the Service Provider
shall, as appropriate, take forward the Candidate as offered by the supplier at the lowest
rate. In the event that such a Candidate is offered at the same rate by more than one
supplier then the Service Provider shall take forward the Candidate as offered by the
supplier who submitted the Candidate’s CV first.
2.4.3 The process the Service Provider will adopt to evaluate supplier bids against the criteria
set out at paragraph 2.4.1 shall be in accordance with its Tender as follows
2.4.3.1 In order to assure the process, the evaluation will be conducted initially within the
Web Portal, by the Technical Administrator updating the system on the required
activities and outcomes (in line with the criteria set in 4.4.1 of the Framework
Schedule 1. This will be completed by using a structured process to ensure, as a
minimum, the following outcomes from evaluation are understood by all:
• Communication of evaluation criteria to all suppliers
• Criteria updated on the Web Portal before documentation release to Suppliers
• Ability for Suppliers to ask questions through the Web Portal messaging tool
and cascade of answers to all providers
• Fair and accurate scoring of all supplier bids individually against all relevant
criteria
2.4.3.2 Through the Web Portal the Service Provider will:
• Compare the Submitted Candidates – Web Portal lists all submitted candidates
side-by-side for a quick comparison. All requested information; skill sets,
certifications, years of experience, and availability will be listed allowing the
Service Provider to make quick decisions based on the candidate's rank and
score. Candidates who fail on certain criteria will be highlighted to decrease the
time necessary to assess best fit. The Web Portal will also calculate a score for
guidance purposes, calculated from the rate, availability and stated qualifications
• Shortlist – the Service Provider will be able to quickly reject those candidates
that do not meet the criteria and shortlist the remainder to submit to the
Customer
• Feedback – Evaluator feedback will be captured for each candidate.
2.4.3.3 Assessing best fit against customer-specific requirements - Where the supplier’s
bid makes statements, representations, etc. these will be validated as far as
possible (e.g. through cross-referencing, public domain information, clarification
etc.) in order to ensure consistency and fairness in evaluation.
All individual scores will be processed, along with notations made by evaluators
during their review. These will be updated via the Web Portal and subjected to a
moderation review, where any divergent individual scores and/or commentary
are subject to review. This process ensures all evaluators have an opportunity to
discuss their rationale of the suppliers’ individual bids, and for consensus to be
reached when assessed against the criteria. From this full and thorough process,
the Service Provider will ensure the ‘best fit’ from the submitted bids.
2.4.3.4 Quality: The Service Provider’s experienced sourcers will validate the CV’s
received and assess them on qualifications, experience and competence for the
specific role. Historic Data – the Web Portal keeps track of those Temporary
Workers that have been previously assigned to a Contracting Body therefore
allowing quality evaluation based on past performance.
2.4.3.5 The evaluation process that the Service Provider will apply will be based on an
open and fair approach. The Web Portal enables the Service Provider to preload
the evaluation criteria into the bid process to ensure full transparency and an
audit history of all scoring based on the pre-set criteria.
2.5
Recommendations
2.5.1 The Service Provider shall, without implying or stating Supplier names, make
recommendations of Candidates to the Customer by submitting a shortlist of the CVs of
the five most suitable Candidates identified following the evaluation process set out in
paragraph 2.4.1 above. The Service Provider shall ensure that the Customer can access
all five CV’s via the Web Portal.
2.5.2 If the Customer wishes to interview any Candidates from the Short List it shall notify the
Service Provider accordingly, providing relevant details and instructions relating to the
interview arrangements.
2.5.3 In the event that the Customer does not require an interview process, the Customer will
select one of the Candidates or reject all of the Candidates on the Short List in line with
paragraph 2.5.5 below.
2.5.4 The Service Provider shall notify the supplier(s) which Candidates have been selected
for interview, including the time, place and any other relevant details. The Service
Provider will then provide confirmation of attendance back to the Customer.
2.5.5 Following the interview process the Customer shall either:
i.
select one of the candidates recommended and commence the on-boarding
process (see paragraph 2.7 ); or,
ii.
reject all the Candidates on the Short List..
2.5.6 In the event that all Candidates are rejected, in accordance with paragraph 2.5.5ii above
the Service Provider will re-recommend Candidates to the Customer at the Service
Provider’s own cost by re-running the sourcing process set out at paragraph 2.2 above
as many times as necessary until:
i.
the requirement has been fulfilled; or
ii.
the Customer and Service Provider agree the requirement cannot be satisfied.
2.5.7 Where a Requisition is agreed as unsatisfied as set out in paragraph 2.5.6 the Customer
shall seek the Authority’s approval to proceed via the Exception Process included at
Annex 2.
2.6
Acceptance and Assignment Establishment
2.6.1 Once the Customer has selected a candidate, the Customer shall:
i.
Confirm the details of the requirements to the Contracting Body and instruct the
Supplier to appoint the Temporary Worker; and
ii.
provide the Service Provider with feedback regarding the unsuccessful
candidates.
2.6.2 Upon receipt of the information from the Customer set out in paragraph 2.6.1, the
Service Provider shall:
i.
instruct the Supplier to appoint the Temporary Worker.
ii.
Notify suppliers of unsuccessful Candidates and relay to them the feedback
received from the Customer in accordance with Clause 2.6.1ii above ensuring
that such feedback is in turn relayed by the relevant supplier to the relevant
Candidates. The Service Provider shall ensure that feedback is relayed to
suppliers and Candidates in accordance with its Tender as follows:
2.6.2.1 The Service Provider’s feedback process will be conducted effectively
and in accordance with the spirit of transparency, fairness, equal
treatment and non-discrimination; thereby being able to demonstrate to
any unsuccessful bidders clear reasons for their lack of success.
2.6.2.2 The Service Provider’s standard approach is to provide feedback, along
with scores, to unsuccessful bidders as part of their notification through
the Web Portal. This will include items such as areas where scores were
marked down.
2.6.2.3 When a bidder is unsuccessful as part of a selection process, they will
be marked as rejected within the requisition workflow on the Web Portal.
Rejection reasons used in the automated feedback to unsuccessful
suppliers will be tailored per the Authorities/Customer requirements. The
rejection reason is important not only as a key element in measuring
supplier performance using reporting, but it also lets the Supplier know
why the candidate was not a good fit so they can better assess
candidates’ skill sets and provide higher quality candidates for future
openings.
2.6.2.4 Rejection reasons typically include:
• Insufficient overall experience
• Not available at the desired time
• Missing industry experience
• Skills not at the desired level
• Too expensive.
2.6.2.5 The Service Provider’s overall feedback mechanism process will involve
a requirement for them to cascade such feedback to any candidate who
was ultimately unsuccessful through the bid.
2.6.2.5 As part of the Service Provider’s reporting mechanism rejection data will
be aggregated within a supplier report in Fieldglass.
2.6.2.6 If the supplier wishes at this stage to request clarification through an
escalation request, then a de-brief can be arranged. Prior to the
debriefing discussion, the team will familiarise itself with the offer and the
reason the supplier was not successful. They will also identify the
strengths and weaknesses of the offer. Discussion at the debriefing will
be limited to the supplier's offer and how the offer performed with
respect to the evaluation criteria.
2.6.3 The Service Provider shall ensure that it secures email confirmation of the Temporary
Worker’s acceptance from the Supplier. In the event that such acceptance is not
forthcoming the Contracting Body will require the Service Provider to either:
i. offer the Assignment to any reserve Candidate identified by the Customer; or
ii. re-run the sourcing process to find an alternative suitable Candidate.
2.6.4 Once the Service Provider has complied with its obligations set out in paragraph 2.6.2
above, the Customer shall confirm the purchase order number to be used within the
timesheets, expenses claims and invoicing via the Web Portal.
2.6.5 Subject to Clause 53.2 of the Call Off Terms, the Temporary Worker Day Rate shall be
the same as the rate at which the Temporary Worker was proposed as a Candidate by
the Supplier, having regard to paragraph 2.4.2 above.
2.7
On-boarding of a Temporary Worker
In order to ensure a smooth on boarding process the Service Provider shall:
2.7.1 Develop a full on boarding process which takes into account the Customer’s
requirements and time scales as specified in the Requisition Form. The generic format
of the on boarding process will be as agreed between the Authority and Service Provider
within four calendar weeks following the Framework Agreement Commencement Date.
The Service Provider’s proposal for a Temporary Worker on boarding process shall
ensure a smooth induction for the Temporary Worker and the Customer Contracting
Body is as follows
2.7.1.1 Essential onboarding information will be provided to the Temporary
Worker through the Web Portal onboarding engine which will support the
automation of essential starter information including corporate
governance; either through integration or as email alerts that notify the
relevant process actors when an action is required. Information collected
will include dates, locations, contact points and line management
arrangements as well as such as asset allocation, provisioning, external
onboarding, and registration with secure badging systems. The Web
Portal functionality features:
• Configurable set of activities that can be unique by labour type, site or
the overall customer organisation
• Configurable triggers based on dates and events that automatically
notify the assigned hiring manager, security, IT, MSP, Supplier,
Temporary Worker, etc. with the activities that must be completed prior
to the worker starting, The Web Portal tracks the completion status and
escalates when activities have not been completed on time. This also
includes tracking and alerting of date expiry items.
• Multiple types of activities, such as approvals, forms/attachments,
external URLs, exit surveys, and tasks
• Automated background checks (via integration)
• Track completion status and trigger escalations when activities have
not been completed on time
• Consolidated view available online or through reporting provides
transparency and auditability to the completion status across all hires
• Electronic contracts or schedules will be produced by the portal and
issued to suppliers for approval
• All new starters will be issued with an online New Starter Briefing Pack,
this will contain generic information as well as information specific to the
assignment they will be working on, containing such information as start
date, first day details such as location, contact points and customer line
management arrangements
• The Helpdesk will be available between core hours
• The onboarding process is flexible enough to allow first day details to
be provided, or amended at any time prior to commencement, as
required by the Contracting Body
2.7.1.2 A pre-requisite for onboarding and completion of baseline checks,
Capita will implement an SCQA (Spot Check Quality Audit) for all
onboarding documents. This process ensures a robust audit process for
all onboarding documentation. The objectives of the SCQA Strategy that
we will introduce include:
Facilitating a standard Audit Check routine
To achieve a consistency in both methodology and
approach
Create an internal performance measurement, monitoring
and reporting system
Ensure it’s an open, transparent and fair process giving the
Authority and Contracting Bodies an appropriate level of
assurance
2.7.2 E-mail the Temporary Worker, prior to commencement of the Assignment, a Customer
briefing pack including a broad outline of the Customer organisation and a detailed view
of the role and performance objectives, geographic location and who to report to., The
generic format of the briefing pack will be agreed between the Authority and Service
Provider.
2.7.3 Provide adequate resources to take a proactive role in the on boarding process.
2.7.4 Ensure that the on boarding process is streamlined to remove any unnecessary and time
consuming meetings, is flexible enough to adapt to the Customer’s specific requirements
regarding communication plans/messages, IT and Purchase to Pay systems.
2.7.5 Within four hours from the commencement of an Assignment undertake a first day check
with the Temporary Worker and the Customer to ensure the successful commencement
of the Service with minimal impact for the Customer and the Temporary Workers.
2.8
Performance management (of the Temporary Worker)
2.8.1 During the performance of the Temporary Worker Services, performance management
of the Temporary Worker rests with the Contracting Body.
2.8.2 Where the Customer notifies the Service Provider of the unsatisfactory performance of
the Temporary Worker the Service Provider shall immediately, unless otherwise agreed
with the Customer, remove the Temporary Worker and replace with a more suitable
candidate within 10 working days using the process as contained in paragraph 2.2. The
replacement and all associated costs shall be at the Service Provider’s own cost.
2.8.3 In the event that:
i. the Customer notifies the Service Provider of unsatisfactory performance of the
Temporary Worker;
ii. a conflict of interest occurs between the Temporary Worker and the work of the
Customer; or
iii. a relevant change in circumstances occurs in relation to the Temporary Worker’s
security Clearance or base line checks,
the Service Provider shall, in agreement with the Customer, remove the Temporary
Worker and offer suitable alternative Candidates to the Contracting Body, following the
sourcing process as contained in paragraph 2.2 so that a replacement Temporary
Worker may take up the Assignment within ten Working Days. The Service Provider
shall be liable for all costs involved in replacing the under-performing Temporary Worker.
Additional Ad hoc Services
2.9.1
The Service Provider shall provide the following additional services agreed with the
Customer for this Contract.
[insert details of any Customer-specific implementation or service delivery support services]
ANNEX 1
WEB
PORTAL
1.1.1 Paragraphs 1.1 to 1.4 set out the key characteristics of the Web Portal, which will be
provided by the Service Provider, and which will used by the Service Provider and the
Customer as the channel to facilitate the delivery of the Contingent Labour Services;
1.1.2 The Web Portal shall include (but not be limited to) the following,:-
i.
A landing page for Contracting Bodies which enables a single point of entry.
ii.
A filter tool which will enable Contracting Bodies to select the Contingent Labour
Framework Agreement based on Temporary Worker type.
1.2
User Interface
1.2.1 The Web Portal shall contain a user log-in screen which is password protected to ensure
security of the system is maintained at all times.
1.2.2 The Web Portal shall ensure that Contracting Bodies are only able to place Requisitions
for role types for which they have set up enabling “call off” contracts under the
Framework Agreement. The Neutral Vendor will be responsible for managing the grant
of user access to the Web Portal
, which will incorporate appropriate user profile
management facilities into the Web Portal such that particular categories of user have
appropriate access to required functionality.
1.2.3 The Web Portal during operational times will be available 24 hours per day, every day of
the year.
1.2.4 The Web Portal shall, as a minimum, include the fields contained in the Requisition Form
at Annex 3 that will be used by users/Contracting Bodies to request Services. The
System shall maximise the use of standardised data, for example, tick boxes, drop down
menus, pre populated job roles and provide a validation of data activity.
1.2.5 The Web Portal shall allow for pre-population of the Requisition Template, suitable for
both Neutral Vendor and Managed Service Provision Temporary Worker Rate Cards and
include a tracking system to ensure rate card adherence when applicable.
1.2.6 The Web Portal shall include appropriate notification flags to be sent via email to the
Contracting Body as a minimum at the following trigger points:
i.
2 weeks prior to completion of the Agency Worker Regulations 12 week
Qualifying Period.
ii.
8 weeks prior to the expiry of the Assignment and thereafter every 2 weeks.
iii.
8 weeks prior to the expiry of an Assignment which last longer than 6 months or
more.
The Authority reserves the right to add additional trigger points during the Framework
period.
1.2.7 The Web Portal shall allow the Contracting Body to re-assign approval rights when there
is a period of absence. There will be a defined process to enable the Contracting Body
or Managed Service Providers to re-assign rights as necessary.
1.2.8 The Neutral Vendor shall provide help functions and/or online user manuals to enable
users to use the Web Portal effectively with minimum support.
1.2.9 The Web Portal shall allow the Authority and Contracting Body(s) to have electronic
access to data and should enable users to be able to run a range of Performance
Management Reports similar to those outlined in Annex 4
.
1.3
Time Sheets
1.3.1 The Web Portal shall export time sheet data, appropriately referenced with purchase
order number in the agreed format, per Contracting Body, to the Contracting Body’s
financial management system (e.g. Oracle, SAP, Agresso).
1.3.2 The Web Portal shall include the following functions:
i.
Temporary Worker time sheet submissions
ii.
Contracting Body approval of time sheet submissions
iii.
Expenses approvals
iv.
Supplier access to approved timesheets and expenses
v.
The Web Portal will allow a set total value to be set for an Assignment, with the
reduction in remainder of budget tracked as the Assignment progresses and
timesheets are approved. Customers will be able to set a notification point at
which they will be automatically notified where the budget limit for the assignment
is approached.
vi.
The Web Portal functionality will ensure that Contracting bodies will be
automatically alerted on approval of the relevant verified timesheet when the
value of a timesheet is anomalous in relation to the budget for the relevant
Assignment. It will be possible for a customer representative with appropriate
user privileges to reset the assignment budget in a straightforward manner to
remove the anomaly
vii.
Where stipulated by some Contracting Bodies, the Web Portal must be able to
interface directly with the Contracting Body’s purchase order system either
directly (i.e. Oracle ) or indirectly via an order placed within the Government
eMarketplace (currently ProcServe)
. A typical model in existence involves
catalogues within iProc (Oracle) that allow users to self requisition the booking
requirement. In this scenario, once the budget holder approves, the PO would
then be routed to the Supplier via the technology portal without procurement
intervention. A three-way match would then follow involving the PO, Invoice &
System Receipt
1.3.3 The Web Portal shall enable management of timesheets for the Service Provider,
Contracting Body, Supplier and Temporary Worker that does not cause unnecessary
complexity or delay for any of the parties.
1.4
Web Portal Maintenance
1.4.1 Planned Maintenance shall be carried out outside Business Hours and be notified to the
Service Provider at least 14 days in advance. The Neutral Vendor shall notify the
Service Provider immediately of any incidents or outages causing or likely to cause a
loss of service of the Web Portal, either through planned or scheduled maintenance or
failure of any part of the service.
1.4.2 A daily secured backup regime shall be in place to safeguard against data loss in the
event of hardware failure. In the event of such failure the Neutral Vendor shall ensure
restoration of the service and shall restore data from backup to take immediate effect.
1.4.3 The Neutral Vendor will provide a Help Desk facility, to deal with any Web Portal issues.
This Help Desk facility will be available to Contracting Bodies, Suppliers and Managed
Service Providers during operational business hours (8.00am – 6.00pm), Monday –
Friday.
1.5
Mobilisation
1.5.1 The Web Portal shall be subject to fully operational and user acceptance testing, during
mobilisation, and shall be approved by the Authority to ensure that it is fit for purpose. It
is currently planned that Web Portal mobilisation shall include the following:
i.
Initial Build of Web Portal including integration of Managed Service Providers and
acceptance testing.
ii.
Review by the Authority and Contracting Bodies
iii.
User acceptance testing
iv.
Security testing.
v.
Operational Go live date.
1.5.2 The Neutral Vendor shall offer full training packages for its own Staff, Contracting
Bodies, Managed Service Providers and Suppliers.
1.5.3 The Neutral Vendor shall provide help functions and/or on-line user manuals to enable
users to use the Web Portal effectively with minimum support.
ANNEX 2
EXCEPTION PROCESS
FOR CONTINGENT LABOUR FRAMEWORK AGREEMENT RM960
1.
Introduction
The Framework has been established to incorporate the Temporary Worker Rate Card, with the
intention that the Temporary Worker Day Rates do not exceed the Maximum Rate.
The Authority acknowledges that there may be occasions when Contracting Bodies may need to
appoint Temporary Workers at Temporary Worker Day Rates in excess of the Maximum Rate
where niche specialist roles are identified or shortage in specialist skill areas occurs or where
the Contracting Body and the Service Provider otherwise agree that the requirement for a
Temporary Worker cannot be satisfied in accordance with paragraph 4.5.8. To ensure all such
cases are considered in a consistent way, a rigorous exception procedure has been established
which all Contracting Bodies must follow in order for the Authority to effectively consider and
subsequently approve or reject such requests.
The Service Provider shall notify all exceptions to the Authority during the Management Review
Meeting and/or the Operational Review Meeting to enable the Authority to track all Assignments
where the Maximum Rate is exceeded.
2.
Information
required
to
support
an
exception
When seeking the Authority’s approval for an exception, the Contracting Body must present a
short but clear comprehensive business case to the Authority to justify the necessity for
classifying a specific role as niche and/or specialist or otherwise incapable of fulfilling such as to
justify appointment above the Maximum Rate.
Within this short business case, the following details should be provided: -
Role title
Role code
Justification
Contracting Body
Whether it is a new placement or extension to an existing placement
Proposed day rate
Length of tenure
Whether or not an extension period is requested
Completion date
Number of roles required
3. Exception Procedure
In order to protect the Integrity of the Framework, Contracting Bodies should only seek
exceptions when an initial sourcing exercise has failed to identify a suitable Candidate for
appointment.
Contracting Bodies must send all requests for exceptions via email to the following email
address: -
xxxxxxxxxxxxxxxxxxx@xxx.xxx.xxx.xx. Once received, any such request will firstly
be forwarded to the Authority where an initial appraisal of the specific exception request will
be made, following which the request will either be accepted or rejected by the Authority
with a corresponding email notification sent to the Contracting Body.
Should the request be declined, and the Contracting Body wishes to appeal against the
decision then the final escalation point would be for the Contracting Body to raise a formal
appeal and to escalate the matter directly to the Authority’s Head of Professional Services
for consideration. On receipt of such an appeal the Head of Professional Services would
consider all facts and make the final decision. A written notification of the outcome will be
sent via email to the Contracting Bodies within 5 Working Days.
This process has been introduced to ensure that Contracting Bodies have a clear and
simple exceptions process, while at the same time enabling the Authority to both to track
and record all instances where the Maximum Rate is exceeded.
ANNEX 3
REQUISITION FORM
1) Type of transaction type
i.
New requirements which require sourcing.
ii.
Extensions to an Assignment.
iii.
Transfers to existing requirements.
iv.
Nomination of a particular individual or a request for a highly specialist unique role (in
which case it should not be possible to complete non-applicable fields).
2) Business Unit Details
i.
Department or organisation (available on a drop down menu)
ii.
Business Unit (free text)
3) Requestor Details
i.
Name
ii.
Job Title
iii.
Phone No.
iv.
Email address
v.
Address
vi.
Postcode
4) Hiring Manager Details
i.
Name
ii.
Job Title
iii.
Phone No.
iv.
Email address
v.
Address
vi.
Postcode
5) Business Case Approval Details
i.
Confirmation of business case sign off
ii.
Name of HR person approving
iii.
Name of Financial person approving
iv.
Name of Commercial person approving
6) Budget Holder
i.
Name of budget holder
ii.
Cost Centre
7) Assignment Details
i.
Location where the Assignment shall be based
ii.
Expected Assignment start date
iii.
Expected Assignment end date
iv.
Minimum number of CV’s required (default at 3)
v.
Maximum number of CV’s required
vi.
Job Specialism (from a drop down list)
vii.
Job Title (from a drop down list, – which will prompted a pre-populated job description
provided by the Service Provider)
viii.
Key tasks and deliverables (these will be in addition to standardised, pre-populated job
descriptions)
ix.
Special Qualifications Required
x.
Experience Required
xi.
Special Security Clearances Required (Y/N then details)
xii.
CRB Check (Y/N)
xiii.
Maximum Rate (pre-populated)
xiv.
Any further criteria to be applied by the Service Provider when sourcing candidates
xv.
Any other requirements
FFinal details of the Temporary Worker
To be completed by the Service Provider and sent to the Hiring Manager identified in the
Requisition
Form once it has been received.
Details for creation of a requisition and purchase order Numbers.
i.
Temporary Worker Name
ii.
Assignment Start Date:
iii.
Assignment End Date
iv.
Daily rate at which the Temporary Worker will be paid (excluding VAT)
v.
:Supplier Fee
vi.
Name of supplier of the Temporary Worker
ANNEX 4
1. The Customer Performance Management Reports
The Service Provider Customer shall, as a minimum, include the following information in
each Performance Management Report it provides to the Customer by the 15th of each
month: -
Numbers of professional and technical personnel who have started Assignments with
the Customer both:
i.
since the commencement of the Call-Off Agreement; and
ii.
in the previous Month,
broken down by Customer including arms length bodies (“
ALBs”) and non-departmental
public bodies (“
NDPBs”), Supplier and by generic area of work;
Numbers of professional and technical personnel who have ended Assignments with the
Customer both:
i.
since commencement of the Call-Off Agreement; and
ii.
in the previous Month,
broken down by Customer including ALBs and NDPBs, Supplier and by generic area of
work (in accordance with Annex C Part 1);
Numbers of professional and technical personnel who have had Assignments with the
Customer extended both:
i.
since commencement of the Call-Off Agreement; and
ii.
in the previous Month,
broken down by Customer Including ALBs and NDPBs, Supplier and by generic area of
work (in accordance with Annex C Part 1), including the length of the extension and the
expected end date.
Numbers of professional and technical personnel, who have completed Assignments
with the Customer early both:
i
since commencement of the Call-Off Agreement; and
ii. in the previous Month,
broken down by Customer Including ALB’s and NDPB’s, Supplier and by generic area of
work (in accordance with Annex C Part 1).
Total value of the Customer’s Requisitions fulfilled within the previous Month, broken
down by Supplier and business unit.
A list of all Temporary Workers currently providing Temporary Worker Services to the
Customer, including details of all period for which they have provided Temporary
Workers Services to the Customer, with the dates, charging rates and the cost centre
the charges were allocated to.
A record of any failures by the Service Provider to to fulfil a Requisition.
A savings report to show by role and Customer departments/ALB’s how much was
saved against the Service Provider’s 2009/10 baseline – i.e. the Service Provider’s cost
and pricing models, discount levels and structures and prices paid and volumes
transacted by customers for services equivalent to the Services that were provided by
the Service Provider in the financial year 2009/10.
Returns required under Call Off Contract Schedule 9 (if required by the Customer
Monthly)
Length of tenure period report detailing the duration of current Assignments
Service Level report Customer in accordance with paragraph 2.1 of Call-Off Terms
Schedule 8 Annex B.
ANNEX 5 – SERVICE OVERVIEW DIAGRAM
Contingent Labour One
Services
Overview
Comments Sheet
N
DESCRIPT
ORGANISATION
o.
ION
COMMENTS
On Boarding
1
Temporary Worker
&
Off At the start and end of each assignment the worker has a duty to cooperate
Boarding
with all parties to ensure smooth on boarding & off boarding.
Assignment
During the assignment the Temporary Worker has a duty to work within the
2
Temporary Worker
Execution
rules set by the Contracting Bodies/Customer(s) to fulfil their assigned tasks
to a high standard.
Timesheet
The Temporary Worker will be required to record their time worked on a
3
Temporary Worker
Management
daily basis and to submit an electronic timesheet directly in to the Web
& Submission
Portal on a weekly basis.
Assuming an accurate timesheet has been submitted on time and in the
Receipt
of correct format the Temporary Worker will be paid by the Neutral Vendor or
4
Temporary Worker
Payment
Managed Service Provider(s) within 5 working days at the agreed payment
intervals i.e. weekly or monthly.
The Neutral Vendor will submit a suitable proposal for the Web Portal and
Prime
will act as the Prime Contractor for the system, its hosting and support. The
5
Neutral Vendor
Contractor for Neutral Vendor will propose licence/access agreements for the Managed
Web Portal
Service Provider(s) and Contracting Bodies/Customer(s). These agreements
will be required to be approved by the Authority before issuing to all users.
Working with the Authority, the Neutral Vendor will take responsibility for
configuring the Web Portal to ensure it operates in an optimised way.
Where required, the Neutral Vendor will also build an interface, at their own
cost, between the Web Portal and the Government eMarketplace (currently
Configuration
6
Neutral Vendor
Procserve) to allow Contracting Bodies/Customer(s) to place orders directly
of Web Portal from this system. Additionally Contracting Bodies/Customer(s)should be set-
up in a way which allows the Authority to have top level access to the
data within the hierarchical structure, with all other departments and Arms
Length Bodies structured below the Authority following the concept of
New
parent/child relationships.
Contracting
Working with the Authority, the Neutral Vendor will take responsibility for
7
Neutral Vendor
Bodies/Custo
mer(s)
initial loading and configuring of all new Contracting Bodies/Customer(s)
Loading into onto the Web Portal, or provide access rights and training for the Authority
Web Portal
to undertake this role.
Working with the Authority, the Neutral Vendor will provide initial training
Initial Training
8
Neutral Vendor
to the Authority, the Managed Service Provider(s) and key Contracting
of Web Portal Bodies/Customer(s) following a "Train the Trainer" approach.
The Neutral Vendor shall be responsible for all costs associated with the
Web
Portal provision of the Web Portal including payment of all license fees. The
9
Neutral Vendor
Licence
Neutral Vendor shall not make any charge to the Authority, Contracting
management
Bodies/Customer(s), the Managed Service Provider(s), Suppliers or
Temporary Workers for access to the Web Portal.
The Neutral Vendor and Managed Service Provider(s) will receive requests
New
for new assignments via the Web Portal. The Web Portal will have
Neutral Vendor & Managed
10
Assignment
predesigned requisition templates for the customers to populate. Where
Service Provider
Requests
requested by Contracting Bodies/Customer(s), some requests may come
directly from the Government eMarketplace.
The Neutral Vendor and Managed Service Provider(s) will upload a short list
Neutral Vendor & Managed
Candidate
11
of candidate CV's in to the Web Portal, making them available for the
Service Provider
Proposals
Contracting Bodies/Customer(s) to access.
Once an official order is placed from the Contracting Bodies/Customer(s)
Temporary
and submitted in to the Web Portal the Neutral Vendor and Managed
Neutral Vendor & Managed
12
Worker
On Service Provider(s) will be required to fully manage the on boarding process
Service Provider
Boarding
& at the start of the assignment and the off boarding process at the end of the
Off Boarding
assignment.
Temporary
Neutral Vendor & Managed
Worker
13
Service Provider
Candidate
The Neutral Vendor and Managed Service Provider(s) will be required to pay
Payment
the Supplier/Temporary worker in accordance with the specification.
Invoicing
Neutral Vendor & Managed
(Contracting
The Neutral Vendor and Managed Service Provider(s) will be required to
14
Service Provider
Bodies/Custo
invoice the Contracting Bodies/Customer(s) in accordance with the
mer(s))
specification.
Authority
Neutral Vendor & Managed
Management
The Neutral Vendor and Managed Service Provider(s) will be required to pay
15
Service Provider
Charge
the Authority Management Levy in accordance with the Framework
Payment
Agreement
Where a Contracting Bodies/Customer(s) opts to pay with Option 1 the
ePayment
ePayment Solution, then the Neutral Vendor and Managed Service
Neutral Vendor & Managed
Provider(s) will be required to absorb the Merchant Service Charge (MSC)
16
Levy
Service Provider
(MSC)Paymen within the overall charges invoice to the Contracting Bodies/Customer(s) .
t
The ePayment provider will invoice the Neutral Vendor and Managed
Service Provider(s) on a monthly basis for the MSC.
The Neutral Vendor and Managed Service Provider(s) will be required to
produce Performance Management reports to both the Authority and the
Neutral Vendor & Managed
Reporting
17
Contracting Bodies/Customer(s) by the 15th of each calendar month.
Service Provider
(MI)
Additionally the Neutral Vendor and Managed Service Provider(s) will be
required to report monthly MI data to the Authority via MISO no later than
the 7th of each calendar month.
The Neutral Vendor will be required to configure the Web Portal to meet the
Web
Portal
needs of the Authority and the Contracting Bodies/Customer(s). We expect
Configuration
to see proposals from the Neutral Vendor how they would approach the
(from Neutral
Authority & Contracting
configuration of the Web Portal both at the start and ongoing throughout
18
Vendor and
Bodies/Customer(s)
the life of the Framework Agreement. Where required, the Neutral Vendor
Managed
will also build an interface, at their own cost, between the Web Portal and
Service
the Government eMarketplace (currently Procserve) to allow Contracting
Provider(s))
Bodies/Customer(s) to place orders directly from this system.
Web
Portal The Authority and the Contracting Bodies/Customer(s) will be required to
Authority & Contracting
Training (from nominate key users of the Web Portal who will be trained by the Neutral
19
Bodies/Customer(s)
Neutral
Vendor. This approach will follow "Train the Trainer" with the appointed
Vendor)
staff required to train other staff within their own organisations.
Where required, the Contracting Bodies/Customer(s) will be required to
e-Payment
work with the e-Payment Provider to help configure their systems with
20
Contracting Bodies/Customer(s)
Solution
within their own financial systems. Depending upon the complexity of the
Configuration configuration this will require a change management approach by the
Contracting Bodies/Customer(s).
Where required, the Authority and the Contracting Bodies/Customer(s) will
e-Payment
be required to nominate key users of the ePayment Technology to be
21
Contracting Bodies/Customer(s)
Solution
trained by the ePayment Provider. This approach will follow "Train the
Training
Trainer" with the appointed staff required to train other staff within their
own organisations.
Using standard templates within the Web Portal, the Contracting
Bodies/Customer(s) will submit an Assignment Request which will
Assignment
22
Contracting Bodies/Customer(s)
automatically be routed to the most appropriate supplier as defined within
Requests
the Lotting Structure of the Framework Agreement. Where requested by the
Contracting Bodies/Customer(s), some requests may come directly from the
Government eMarketplace.
Review
of
23
Contracting Bodies/Customer(s)
Candidates
The Contracting Bodies/Customer(s) will use the Web Portal to access all CVs
CVs
submitted by the Neutral Vendor and Managed Service Provider(s).
Once a suitable candidate has been identified by the Contracting
Bodies/Customer(s), using standard templates within the Web Portal, the
Placing
of Contracting Bodies/Customer(s) will place a formal order which will include
24
Contracting Bodies/Customer(s)
formal orders the detailed Purchase Order number. Where requested by the Contracting
Bodies/Customer(s), some orders may come directly from the Government
eMarketplace.
Temporary
Worker
On
25
Contracting Bodies/Customer(s)
Boarding
& Customer Briefing pack to be provided in line with the induction training as
Off Boarding
per specification.
Temporary
26
Contracting Bodies/Customer(s)
Worker
The Contracting Bodies/Customer(s) will use the Web Portal to help
Management
programme manage all Temporary Workers.
On receipt of the detailed and accurate timesheet submitted by the
Temporary
Worker
within
the
Web
Portal,
the
Contracting
Bodies/Customer(s) will approve accordingly. The Neutral Vendor will then
automatically submit and invoice for payment. All invoices will be required
Invoice
to pass through the Web Portal and recorded accordingly. Invoices
27
Contracting Bodies/Customer(s)
Approval
& submitted via Option 1 the e-Payment Solution, will include full Line Item
Payment
Detail as described within the specification. Where Contracting
Bodies/Customer(s) process orders for Temporary Worker(s) via the
Government eMarketplace, the Neutral Vendor & Managed Service
Provider(s) will direct invoices to this system, which in turn will direct the
invoi
The c e
Coto
n t
tr h
a e app
cting rop
Bo ri
d a
ie tse
/ f
C in
u a
st n
o cial
m s
er( yss) t em
& f
A o
u r pa
thoryime
ty nt.
will require a suite of
Contracting Bodies/Customer(s)
Reporting
28
Management Information reports to help them manage their programme
& Authority
(MI)
effectively.
29
Authority
Audit
From time to time, and at least annually, the Authority will arrange to carry
out systems audits on the Web Portal.
Supplier
30
Authority
Management
The Authority will carry out regular supplier management activates including
& KPI(S)
Vendor Rating on the Neutral Vendor & Managed Service Provider(s).
On receipt of the monthly MI data submitted by the Neutral Vendor &
Invoicing (GPS
31
Authority
Managed Service Provider(s) within MISO, the Authority will invoice the
Levy)
supplier for the GPS Levy at the appropriate level.
The e-Payment Provider will be required to configure their system to
e-Payment Provider, Neutral
integrate with the Web Portal to meet the needs of the Authority and the
e-Payment
32
Vendor & Managed Service
Contracting Bodies/Customer(s). We also expect the Neutral Vendor &
Configuration
Provider
Managed Service Provider(s) to cooperate with the ePayment Provider to
ensure system integration runs smoothly.
Where required, the e-Payment Provider will be required to provide initial
e-Payment
33
e-Payment Provider
training to the Neutral Vendor & Managed Service Provider(s) and the
Training
Contracting Bodies/Customer(s).
Payment
to
Neutral
Upon receipt of an invoice presented by the Neutral Vendor & Managed
34
e-Payment Provider
Vendor
and
Managed
Service Provider(s), which has been approved by the customer, the
Service
ePayment Provider will pay the Neutral Vendor & Managed Service
Provider(s)
Provider(s) within 5 working days.
Consolidated
The e-Payment Provider will invoice the Contracting Bodies/Customer(s) on
Invoice
to a monthly basis and will present full Line Item Detail within the Invoice. The
35
e-Payment Provider
Contracting
Contracting Bodies/Customer(s) will be required to enter in to a Call Off
Bodies/Custo
Contract with the ePayment Provider nominated by the Authority prior to
mer(s)
invoices being paid via Option1.
Where required, the ePayment Provider will be required to implement a
e-Payment
Technology Solution that will match off all transactions submitted for
36
e-Payment Provider
Technology
payment against the approved timesheet. This technology will integrate
directly in to the Contracting Bodies/Customer(s) financial systems.
Consolidated
Invoice
to
Neutral
The e-Payment Provider will invoice the Neutral Vendor & Managed Service
37
e-Payment Provider
Vendor
and Provider(s) for the MSC on a monthly basis.
Managed
Service
Provider(s)
for MSC