Recruitment Tender for Thames Water

Recruitment Tender for Thames Water

Recruitment Services – managed service..

UK-Reading: recruitment services

2012/S 163-271579

Contract notice – utilities


Directive 2004/17/EC

Section I: Contracting entity

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

Thames Water Utilities Limited
Procurement Support Centre – 3rd Floor East, C/O Mail Room, Rose Kiln Court
RG2 0BY Reading

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

Specifications and additional documents (including documents for a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Main activity

I.3)Contract award on behalf of other contracting entities

The contracting entity is purchasing on behalf of other contracting entities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting entity:

1120 Recruitment Services – managed service.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 22: Personnel placement and supply services
Main site or location of works, place of delivery or of performance: Whole of Thames Water region.
NUTS code
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 5
Duration of the framework agreement

Duration in years: 6

II.1.5)Short description of the contract or purchase(s):

Thames Water (TW) wishes to award a Framework Agreement (FA 1120) ideally to a sole supplier for provision of recruitment services on the basis of a managed service provision. The scope will potentially cover all recruitment servcies for TW (except executive search and graduate recruitment) and will include, without limitation, RPO for permanent recruitment and master vendor/vendor neutral model for temporary workers. Such other recruitment services as TW considers would be beneficial to include in the scope to achieve its aim of providing a “one stop” solution and related ancilary services. The aim of the agreement is to provide an effective recruitment solution for all TW’s sites and all disciplines with exception of executive search and graduate recruitment. Please note that TW’s definition of temporary worker includes Paye and non-Paye agency workers.
The successful supplier will be expected to source and fulfill all the temporary bookings as well as ‘drive’ the permanent recruitment process and provide an effective management of the applications for internal and external hires in line with the agreed service levels.
Currently we have c 300 temporary workers and the annual spend on temporary and permanent recruitment is estimated to be between £12 000 000 GBP-15 000 000 GBP pa.
The supplier will be required to utiilise Thames Water SAP E-recruitment system technology for all permanent recruitment and manage a number of direct sourcing channels and job board partners.
The objective of the permanent recruitment process (which needs to be fair and consistent) is to move applicants through the recruitment cycle quickly and comprehensively, to allow applicants to properly consider opportunities and allow TW to locate and recruit the very best talent.
The permanent recruitment services shall include but not be limited to the following: direct recruitment, recruitment via 3rd party agency, offer management, attraction/recruitment strategy, management and facilitation of employee referrals and internal applications, redeployment, campaign management, market intelligence, as well as provision of management information.
For the purpose of easy referencing the managed service – master vendor (MV) will be referred as Lot 1 the managed service- vendor neutral model (VN) will be referred as Lot 2 the RPO for permanent recruitment will be referred as Lot 3.
Division in Lots 1, 2, 3 is for the purpose of requesting responses to this Notice. However, TW reserves the right to combine two or more of the Lots, or all of the Lots into a single requirement either when requesting responses to the Invitation to Negotiate or when the framework agreement, if any, is concluded with the successful tenderer(s). TW’s preference is to award a single framework agreement combining all of the Lots.
II.1.6)Common procurement vocabulary (CPV)


II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Information to be provided in the invitation to negotiate.
II.2.2)Information about options

Options: yes
Description of these options: Any agreement awarded would be for an initial duration of 3 years, with options to extend annually up to a maximum overall term of 6 years.
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 72 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Lot 1 managed service – master vendor (MV)

2)Common procurement vocabulary (CPV)


Lot No: 2 Lot title: Lot 2 managed service – vendor neutral model (VN)

2)Common procurement vocabulary (CPV)


Lot No: 3 Lot title: Lot 3 RPO for permanent recruitment

2)Common procurement vocabulary (CPV)


Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Bonds and/or parent company guarantees of performance and financial standing may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Specified in Invitation to Negotiate document.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Consortia may be required to form a legal entity prior to any award.
III.1.4)Other particular conditions:

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: As detailed in section VI.3.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in section VI.3.
Mandatory requirements are:: min T/O of 30 000 000 GBP unless you are applying for RPO Lot only, in which case 5 000 000 GBP is the min mandatory requirement, ability to provide public liability insurance of 25 000 000 GBP, provided managed services for temporary workers and RPO for clients of similar size to TW for at least 3 years.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met: As detailed in section VI.3.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications or in the invitation to tender or to negotiate
IV.2.2)Information about electronic auction

An electronic auction will be used: yes
Additional information about electronic auction: Thames Water reserves the right to conduct an electronic auction, if it wishes to do so, as part of the award criteria for the particular contract/agreement.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting entity:

IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents
IV.3.4)Time limit for receipt of tenders or requests to participate

6.9.2012 – 12:00
IV.3.5)Language(s) in which tenders or requests to participate may be drawn up

IV.3.6)Minimum time frame during which the tenderer must maintain the tender
IV.3.7)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: Between 3 to 6 years.
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information:

Format for requested participation.
There is no application form available for completion – Applicants are required to respond directly to this Notice. Responses to the Notice should consist of a max of 20 pages (40 sides) of A4 paper. Accounts and copies of certificates may be appended to the main body of the response. Applicants should submit one hard copy in a flat or spiral binder and one copy on CD Rom/USB stick. The envelope must be clearly marked with project number (FA1120). Storage is limited, and applicants are requested not to use lever arch folders or other bulky bindings, or to submit more than one copy. Applicants should not include non-requested sales literature with their applications. Packages weighing more than 10kgs cannot be accepted. Companies who are invited to negotiate may be required to demonstrate their services in practical trials or presentations at no cost to Thames Water Utilities Limited. Applicants who fail to supply all of the information requested in response to this Notice risk elimination. The contents of this Notice are sufficient for submissions of pre-qualification data; all other communications are discouraged.
Applications must be clear and concise and contain all the information requested in this notice. The format of supplier’s responses must be such that each point is restated and immediately followed by the supplier’s answer.
Variants will be accepted, if submitted in addition to a compliant bid.
Contracts will be under English law.
Thames Water intends to invite up to 7 respondents in total to tender for this contract, but reserves the right to invite more or fewer respondents depending on the responses received. Weighted selection criteria will be used to evaluate the responses to this Notice as set out below:
Selection Criteria:
Economic operators to whom Regulation 26(5) of the Utilities Contracts Regulations are ineligible for selection.
Applicants are required to certify that none of the circumstances specified in Regulations 26(1) and 26(5) of the Utilities Contracts Regulations applies to the applicant.
Applicants are required to meet the mandatory requirements as stated in III.2.2.
Applicants are required to provide details of any court judgments and prosecutions within the last 3 years.
Financial/Economic and Quality Assurance Capacity, to include:
— Information on the organisation structure/when established,
— Turnover /robust balance sheet/funding capability,
— Robust QA/Health and Safety.
Technical / Professional Ability, to include:
— relevant RPO and managed service experience,
— profile of clients /contracts,
— sufficient capacity and ability to provide various managed service models,
— demonstration of proven track record in successful implementation and delivery,
— effective data base and supplier management framework.
1 Financial and Quality Assurance Capacity:
1.1 Please provide the name of the organisation making this Ojeu application and the following details: address of your registered office, details of the UK locations you operate from. Please state whether your organisation is part of a group or is affiliated in any way with other companies. If so, please provide details of the group company structure or other company relationships. Alternatively provide details if you propose to develop a new partnership with another company to deliver this service.
1.2 Provide relevant contact name, address, telephone number and email details of person responsible for this submission.
1.3 Advise when the organisation making this Ojeu application was established, and when started providing recruitment services and provision of managed service (please stipulate the time frame for all 3 if different).
1.4 Supply audited accounts for the previous 2 years. Please confirm your last’s year turnover (must be in excess of 30 000 000 GBP)
1.5 Confirm % and value of T/O generated by recruitment services (if not all T/O generated from recruitment activities) as well as the share of recruitment T/O which comes from managed service provisions (including RPO) for the last 2 years (2010 and 2011)
1.6 Advise structure of your company, stating clearly how many branches, divisions and number of employees. Please provide list of branches and locations.
1.7 Please advise the staff turnover for the last 2 yrs (please provide separate data for recruitment consultants and other employees per each year).
1.8 Provide evidence of having accredited quality assurance systems (for instance ISO9001 or equivalent) and membership of the relevant professional bodies.
1.9 Provide full details of your health and safety policy, records and systems, including:
a. outline how you ensure your managers and employees have an understanding of your company health and safety management system and their responsibilities;
b. Please supply details of any health and safety related performance measures you use.
1.10 Provide overview of your Environmental policy, records and systems, including:
a. A copy of your environmental policy.
b. Outline how this policy is implemented and audited.
2 Technical and Professional Ability
2.1 Preference will be given to respondents with experience in different types of managed service models and interested in tendering for multiple lots. Confirm which lots of work (type of managed service models, RPO as defined in II.1.5) your company is applying for.
2.2 Experience in provision of managed services and RPO is required. Confirm the length of your relevant experience (for each of the models you are applying for).
2.3 Preference will be given to respondents whose customer/contract portfolio includes services of a similar size/complexity to that of Thames Water. Give an overview of your key customer/contract portfolio for the last 2 years by presenting the required information in the table format with the following headings:
Market Sector/Name of the Key Clients (if permitted to disclose), Type of Service Provided (RPO, Master Vendor, Vendor Neutral etc), Job Categories in scope and % volume split of those categories (i.e. 60 % IS, 40 % – Customer services), Geographical Coverage provided, Number of Temporary Workers provided, Number of Permanent Positions filled.
Please use the data in relation to the last 2 years.
2.4 Please provide key statistics with relation to all managed services and RPO services, as applicable to the relevant Lots, provided by your organisation during the last 12 months. As a min we are looking for the following statistics: number of temporary placements, number of permanent placements made, for temp and permanent recruitment average time-to-hire, fill ratios, direct hire versus agency hires, geographical spread of the placements made (i.e. – 40 % in London, 20 % in Oxfordshire etc), breakdown of the placements made in terms of job categories (i.e. – 30 % – customer service roles, 50 % -IS etc.), average cost per hire, as well as some qualitative measures.
2.5 How do you measure the qualitative aspect of your service? Please provide the relevant statistics for the last 2 years.
2.6 Please advise the size of your data base in terms of “active” and “inactive” members. What is the process of keeping your data base up-to-date?
2.7 Confirm your capability to accept payment via a range of methods including individual and consolidated invoicing and purchasing cards.
2.8 Please provide key details of the case study related to managed service and RPO implementation, as applicable to the relevant Lot, for client of similar profile to TW, where on-site team was utilised, outlining key difficulties experienced, benefits delivered and evidence of the on-site team being embedded within the client’s organisation.
2.9 Please advise what benefits were delivered by your company by being the outsource partner in comparison of having an in-house team.
2.10 Have you had any contracts terminated during the last 5 years? If so, please specify reasons.
2.11 Please advise if /how do you track/monitor “call off “orders to ensure that the order has not “run out” of money/expired in terms of due date before the booking has been completed.
2.12 Confirm you supplier management framework.
2.13 Please advise what technology platform you use and confirm that you would be able to utilie SAP E-recruitment.
3. Supplementary information.
Evaluation will not take place against the following questions. However, respondents are requested to answer each point as fully as possible.
3.1 Please provide brief details on how your organization is working towards meeting the ten universal principles in the areas of human rights, labour, the environment and anti corruption. (

3.1 Please provide brief details on your Corporate Social Responsibility and Sustainable Procurement Policies and how your organisation is working towards implementing these policies.
Thames Water Utilities Ltd reserves the right to require further information or clarification form an applicant before considering its response.
Thames Water Utilities Ltd reserves the right to exclude an applicant from the procurement process if it subsequently determined that any information supplied was inaccurate, incomplete or untrue and was relied on for selection purposes.
Thames Water operates an ongoing risk management approach with regard to the economic and financial capacity of its suppliers. Information will be obtained either from the supplier or an externally recognized provider. Information will be gathered upon commencement of the process and over the duration of the contract period.
Respondents should note that this process might require references to be provided and verified, attendances at meetings, talks and presentations at no cost to Thames Water.
Thames Water Utilities Limited reserves the right to award no contract(s) as a result of this award procedure. Except for the framework agreement(s), if any, concluded with successful tenderer(s), nothing in the procurement process shall create a contract, whether express or implied, between Thames Water Utilities Limited and any applicant.
Any agreement resulting from this contract notice may be modified to include further similar requirements at any site under the management of Thames Water Utilities Limited or its associated companies.
This contract notice does not preclude Thames Water Utilities Limited or its associated companies from issuing other contract notices for specific requirements from time to time.
Thames Water Utilities Limited (including its employees and advisors) does not make any representations, warranties or other commitments, whether express or implied, in relation to the accuracy, adequacy or completeness of the information provided to applicants in this Contract Notice or otherwise in connection with this tender, except as may be specifically agreed in any contract concluded at the end of this tender process.
Thames Water Utilities Ltd may disclose any information if required to do so by any applicable laws or regulations (including but not limited to the Environmental Information Regulations 2004 and the Freedom of Information Act 2000 to the extent that these may now or in the future apply to Thames Water Utilities), and any requirements or guidelines of any competent regulatory body and any order of any court of competent jurisdiction.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Thames Water Utilities Limited will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
The Utilities Contracts Regulations (SI 2006 No 6) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:21.8.2012