Provision of Supply Agency Services

{
  "buyer": {
    "id": "GB-PPON-PYNM-4868-XBBN",
    "name": "Academies for Character \u0026 Excellence"
  },
  "date": "2025-05-16T17:12:04+01:00",
  "id": "022393-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-051653",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Totnes",
        "postalCode": "TQ9 5RW",
        "region": "UKK43",
        "streetAddress": "Unit 3 The Brutus Centre Station Road Totnes"
      },
      "contactPoint": {
        "email": "claire.jones@phplaw.co.uk",
        "name": "Claire Jones",
        "telephone": "+44 01234567890"
      },
      "details": {
        "url": "https://www.phplaw.co.uk"
      },
      "id": "GB-PPON-PPRM-9434-VNYQ",
      "identifier": {
        "id": "PPRM-9434-VNYQ",
        "scheme": "GB-PPON"
      },
      "name": "PHP Law LLP",
      "roleDetails": "Procurement Consultant",
      "roles": [
        "procuringEntity",
        "processContactPoint"
      ]
    },
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Totnes",
        "postalCode": "TQ9 5TZ",
        "region": "UKK43",
        "streetAddress": "Pathfields"
      },
      "contactPoint": {
        "email": "sam.ward@acexcellence.co.uk",
        "name": "Sam Ward"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://www.acexcellence.co.uk"
      },
      "id": "GB-PPON-PYNM-4868-XBBN",
      "identifier": {
        "id": "PYNM-4868-XBBN",
        "scheme": "GB-PPON"
      },
      "name": "Academies for Character \u0026 Excellence",
      "roles": [
        "buyer"
      ]
    }
  ],
  "planning": {
    "noEngagementNoticeRationale": "The justification is that the requirements are not complex or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the supply agency market is known."
  },
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2025-07-14T23:59:59Z"
    },
    "contractTerms": {
      "financialTerms": "Invoices are to be submitted in arrears in a format agreed by the Trust. The Provider must ensure that invoices are raised without delay. Payments will be made by BACS. Invoices shall be supported by detailed electronic information in a format as agreed with the Trust. Completed timesheets shall be submitted electronically (either by the Supply Agency Worker or the Provider) to the Trust for authorisation. The Provider shall only process timesheets that have been authorised by the Trust."
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "The proposed contract will be for the provision of supply agency services for all schools belonging to the Trust. The Trust is looking to appoint the three highest scoring Providers who will become part of the Trust\u2019s preferred Provider List. This will enable each school to select any Provider from the list in order to book suitable cover for the role(s) required. The Trust will not guarantee any level of supply for each individual Provider on the list and the schools will have the freedom to select whichever Provider they choose to use from this preferred Providers list. It is the Trust\u2019s expectation that the Provider shall be responsible for the operation of the supply agency function including: a. Availability of agency workers that have the required levels of competence and experience to cover the booking requests. b. Best Value for money. c. Comprehensive management information and reporting. d. High levels of school satisfaction. e. Consistently high-performance levels which meet or exceed KPI requirements. f. Consolidated invoicing weekly/ monthly as required. g. Expert advice on any legislative requirements related to Agency Workers. The contract start date will be the 1st September 2025 and is to be for a period of three (3) years with the possible extension of two (2) further years, in 12-month intervals (3 +1+1). The provision of supply agency services is to be delivered at all 20 schools under the Trust. Please see tender documents for site information.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-05-16T17:12:04+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "022393-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/022393-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-05-30T11:00:00+00:00"
    },
    "id": "ACE01.61",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Supply services of personnel including temporary staff",
            "id": "79620000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKK23"
          }
        ],
        "id": "LOT-0001",
        "relatedLot": "LOT-0001"
      },
      {
        "additionalClassifications": [
          {
            "description": "Supply services of personnel including temporary staff",
            "id": "79620000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKK4"
          }
        ],
        "id": "LOT-0002",
        "relatedLot": "LOT-0002"
      },
      {
        "additionalClassifications": [
          {
            "description": "Supply services of personnel including temporary staff",
            "id": "79620000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKK"
          }
        ],
        "id": "LOT-0003",
        "relatedLot": "LOT-0003"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Contract Delivery",
              "numbers": [
                {
                  "number": 12.5,
                  "weight": "percentageExact"
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              "type": "quality"
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            {
              "name": "Service Provider Requirements",
              "numbers": [
                {
                  "number": 12.5,
                  "weight": "percentageExact"
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              "type": "quality"
            },
            {
              "name": "Provision of Temporary Workers",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Vetting Process \u0026 Procedures",
              "numbers": [
                {
                  "number": 7.5,
                  "weight": "percentageExact"
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              "type": "quality"
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            {
              "name": "Financial Arrangements",
              "numbers": [
                {
                  "number": 5.0,
                  "weight": "percentageExact"
                }
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              "type": "quality"
            },
            {
              "name": "Overall Cost",
              "numbers": [
                {
                  "number": 40,
                  "weight": "percentageExact"
                }
              ],
              "type": "cost"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2028-08-31T23:59:59Z",
          "maxExtentDate": "2030-08-31T23:59:59Z",
          "startDate": "2025-09-01T00:00:00Z"
        },
        "description": "Lot 1 Somerset - List of Schools in the tender documents The proposed contract will be for the provision of supply agency services for all schools belonging to the Trust. The Trust is looking to appoint the three highest scoring Providers who will become part of the Trust\u2019s preferred Provider List. This will enable each school to select any Provider from the list in order to book suitable cover for the role(s) required. The Trust will not guarantee any level of supply for each individual Provider on the list and the schools will have the freedom to select whichever Provider they choose to use from this preferred Providers list. It is the Trust\u2019s expectation that the Provider shall be responsible for the operation of the supply agency function including: a. Availability of agency workers that have the required levels of competence and experience to cover the booking requests. b. Best Value for money. c. Comprehensive management information and reporting. d. High levels of school satisfaction. e. Consistently high-performance levels which meet or exceed KPI requirements. f. Consolidated invoicing weekly/ monthly as required. g. Expert advice on any legislative requirements related to Agency Workers. The contract start date will be the 1st September 2025 and is to be for a period of three (3) years with the possible extension of two (2) further years, in 12-month intervals (3 +1+1). The provision of supply agency services is to be delivered at all 20 schools under the Trust. Please see tender documents for site information.",
        "hasRenewal": true,
        "id": "LOT-0001",
        "renewal": {
          "description": "Two further 12 month extensions (3+1+1)"
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "A financial appraisal will be based upon a credit check Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the requirements indicated below or equivalent: a. The Recruitment and Employment Confederation b. The Association of Professional Staffing Companies c. Standards in Recruitment",
              "type": "economic"
            },
            {
              "description": "Provide 3 relevant previous contract examples To constitute a pass, the contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer\u2019s established past experience in similar and relevant projects/contracts. The contracts must be within the education sector and similar complexity and working on more than one site within the contract.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "Lot 1 Somerset",
        "value": {
          "amount": 750000,
          "amountGross": 900000,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Contract Delivery",
              "numbers": [
                {
                  "number": 12.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Service Provider Requirements",
              "numbers": [
                {
                  "number": 12.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Provision of Temporary Workers",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Vetting Process \u0026 Procedures",
              "numbers": [
                {
                  "number": 7.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Contract Management",
              "numbers": [
                {
                  "number": 12.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Financial Arrangements",
              "numbers": [
                {
                  "number": 5.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Overall Cost",
              "numbers": [
                {
                  "number": 40,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2028-08-31T23:59:59Z",
          "maxExtentDate": "2030-08-31T23:59:59Z",
          "startDate": "2025-09-01T00:00:00Z"
        },
        "description": "Lot 2 Devon \u0026 Torbay - List of schools in the tender documents The proposed contract will be for the provision of supply agency services for all schools belonging to the Trust. The Trust is looking to appoint the three highest scoring Providers who will become part of the Trust\u2019s preferred Provider List. This will enable each school to select any Provider from the list in order to book suitable cover for the role(s) required. The Trust will not guarantee any level of supply for each individual Provider on the list and the schools will have the freedom to select whichever Provider they choose to use from this preferred Providers list. It is the Trust\u2019s expectation that the Provider shall be responsible for the operation of the supply agency function including: a. Availability of agency workers that have the required levels of competence and experience to cover the booking requests. b. Best Value for money. c. Comprehensive management information and reporting. d. High levels of school satisfaction. e. Consistently high-performance levels which meet or exceed KPI requirements. f. Consolidated invoicing weekly/ monthly as required. g. Expert advice on any legislative requirements related to Agency Workers. The contract start date will be the 1st September 2025 and is to be for a period of three (3) years with the possible extension of two (2) further years, in 12-month intervals (3 +1+1). The provision of supply agency services is to be delivered at all 20 schools under the Trust. Please see tender documents for site information.",
        "hasRenewal": true,
        "id": "LOT-0002",
        "renewal": {
          "description": "Two further 12 month extensions (3+1+1)"
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "A financial appraisal will be based upon a credit check Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the requirements indicated below or equivalent: a. The Recruitment and Employment Confederation b. The Association of Professional Staffing Companies c. Standards in Recruitment",
              "type": "economic"
            },
            {
              "description": "Provide 3 relevant previous contract examples To constitute a pass, the contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer\u2019s established past experience in similar and relevant projects/contracts. The contracts must be within the education sector and similar complexity and working on more than one site within the contract.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "Lot 2 Devon \u0026 Torbay",
        "value": {
          "amount": 750000,
          "amountGross": 900000,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "name": "Contract Delivery",
              "numbers": [
                {
                  "number": 12.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Service Provider Requirements",
              "numbers": [
                {
                  "number": 12.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Provision of Temporary Workers",
              "numbers": [
                {
                  "number": 10,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Vetting Process \u0026 Procedures",
              "numbers": [
                {
                  "number": 7.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Contract Management",
              "numbers": [
                {
                  "number": 12.5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Financial Arrangements",
              "numbers": [
                {
                  "number": 5.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "name": "Overall Cost",
              "numbers": [
                {
                  "number": 40,
                  "weight": "percentageExact"
                }
              ],
              "type": "cost"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2028-08-31T23:59:59Z",
          "maxExtentDate": "2030-08-31T23:59:59Z",
          "startDate": "2025-09-01T00:00:00Z"
        },
        "description": "Lot 3 All Schools in the Trust The proposed contract will be for the provision of supply agency services for all schools belonging to the Trust. The Trust is looking to appoint the three highest scoring Providers who will become part of the Trust\u2019s preferred Provider List. This will enable each school to select any Provider from the list in order to book suitable cover for the role(s) required. The Trust will not guarantee any level of supply for each individual Provider on the list and the schools will have the freedom to select whichever Provider they choose to use from this preferred Providers list. It is the Trust\u2019s expectation that the Provider shall be responsible for the operation of the supply agency function including: a. Availability of agency workers that have the required levels of competence and experience to cover the booking requests. b. Best Value for money. c. Comprehensive management information and reporting. d. High levels of school satisfaction. e. Consistently high-performance levels which meet or exceed KPI requirements. f. Consolidated invoicing weekly/ monthly as required. g. Expert advice on any legislative requirements related to Agency Workers. The contract start date will be the 1st September 2025 and is to be for a period of three (3) years with the possible extension of two (2) further years, in 12-month intervals (3 +1+1). The provision of supply agency services is to be delivered at all 20 schools under the Trust. Please see tender documents for site information. Contract Value - GBP 1,500,000 GBP 1,800,000 incl VAT",
        "hasRenewal": true,
        "id": "LOT-0003",
        "renewal": {
          "description": "Two further 12 month extensions (3+1+1)"
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "Financial appraisal will be based upon a credit check Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the requirements indicated below or equivalent: a. The Recruitment and Employment Confederation b. The Association of Professional Staffing Companies c. Standards in Recruitment",
              "type": "economic"
            },
            {
              "description": "Provide 3 relevant previous contract examples To constitute a pass, the contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer\u2019s established past experience in similar and relevant projects/contracts. The contracts must be within the education sector and similar complexity and working on more than one site within the contract.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "title": "Lot 3 All Schools",
        "value": {
          "amount": 0,
          "amountGross": 0,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "riskDetails": "Risks to contract performance are: Compliance and Regulatory Risks: Failure to comply with regulations and standards can lead to legal penalties and increased liability. Regular updates to safety regulations may require ongoing adjustments to the contract and services provided. Operational Risks: Delays in response times for the provision of workers. Not being able to fullfil the bookings Financial Risks: Inaccurate cost estimates or underfunding can lead to incomplete or substandard service delivery. Vendor Risks: A Contractor may fail to meet contractual obligations or commit a matereial breach. Contractor may face operational or financial difficulties. Technological Risks: Outdated or incompatible technology can hinder the effectiveness of fire and security systems. Cybersecurity threats to digital security systems can compromise sensitive information and system integrity. Communication Risks: Poor communication between the Contractor and the Trust can lead to misunderstandings and unmet expectations. Lack of clear protocols for reporting and addressing issues can delay resolution and increase risks.",
    "status": "active",
    "submissionMethodDetails": "https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=93635\u0026B=",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-06-18T11:00:00+00:00"
    },
    "title": "Provision of Supply Agency Services",
    "value": {
      "amount": 1500000,
      "amountGross": 1800000,
      "currency": "GBP"
    }
  }
}