Temporary Staff Tender for London Universities Purchasing Consortium

Temporary Staff Tender for London Universities Purchasing Consortium

In inviting expressions of interest to tender for the provision of temporary staff, LUPC is acting as a lead organisation on behalf of its Member Institutions.

United Kingdom-London: Supply services of personnel including temporary staff

2013/S 165-287403

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Universities Purchasing Consortium
LUPC, Floor 2M, University of London Union, Malet Street
Contact point(s): https://lupc.bravosolution.co.uk
For the attention of: Suzanne Stokes
WC1E 7HY London
UNITED KINGDOM
Telephone: +44 2076644838
E-mail: SStokes@lupc.lon.ac.uk
Fax: +44 2078631699

Internet address(es):

General address of the contracting authority: http://www.lupc.ac.uk

Address of the buyer profile: https://lupc.bravosolution.co.uk

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

Specifications and additional documents (including documents for competitive dialogue and 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)Type of the contracting authority

Other: Public Sector Purchasing Consortium
I.3)Main activity

General public services
Recreation, culture and religion
Education
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Temporary Staff
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 22: Personnel placement and supply services
Main site or location of works, place of delivery or of performance: London and South East, UK
NUTS code UK

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: 21
Duration of the framework agreement

Duration in months: 36
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 40 000 000 and 100 000 000 GBP

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

London Universities Purchasing Consortium (LUPC), a company limited by guarantee reg. no. 04784719, is a not-for-profit company owned by its Members, for its Members. Its primary purpose is to maximise value from the collaborative procurement of goods and services for over 60 Members, made up of universities and colleges, as well as government agencies, research organisations and museums and other cultural establishments. A full list of current Members may be found at: http://www.lupc.ac.uk/about/members-list.aspx.

In inviting expressions of interest to tender for the provision of temporary staff, LUPC is acting as a lead organisation on behalf of its Member Institutions. All agreements resulting from this tender should be made available to and apply to all current and future members of LUPC. Any other consortium or institution that wishes to participate in this framework agreement will only do so at the discretion of the LUPC. Providers’ attention is drawn to the fact that participating institutions may be subject to change in the future owing to strategic realignment of the above-named Consortium or the inclusion of new full or associate Members, who could be outside the education sector, but within the public sector.
Our aim is to establish a highly competitive temporary staff framework agreement for Member Institutions, taking advantage of our geographic concentration in and around London. The principle behind the agreement(s) is that they shall not themselves constitute contracts, but will establish a structure by which orders may be placed by participating institutions, each forming a separate contract under the terms and conditions set out in the framework agreement(s). Applicants are required to complete a Pre-Qualification Questionnaire in full. Shortlisted providers will then be issued the main Invitation to Tender and required to provide full details of how they would provide temporary staff under the framework.

II.1.6)Common procurement vocabulary (CPV)

79620000, 79621000

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)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: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The Framework Agreement will be divided into seven Lots: Lot 1 General clerical and administrative staff; Lot 2 Professional staff (including HR, Finance, Procurement); Lot 3 IT staff; Lot 4 Operational staff (including cooks, cleaners, security staff); Lot 5 Retail staff (including front-of-house staff); Lot 6 One-stop-shop and payroll service; Lot 7 Administration of direct temping system. While the contracting authority cannot guarantee volumes, it is estimated that the total value of services for the entire duration of the framework agreement (including extension periods) is between 40 000 000 and 100 000 000 GBP excluding VAT. The value is likely to build up over time as existing contracts end and Member Institutions migrate across to the new agreement.
Estimated value excluding VAT:
Range: between 40 000 000 and 100 000 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: It is envisaged that these arrangements will commence from March 2014 and continue for a period of 3 years with the facility to extend for a further 1 year, subject to satisfactory performance.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 48 (from the award of the contract)
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: General clerical and administrative staff

1)Short description

It is intended to award this Lot to 3 Providers.
This Lot is designed to provide office-based staff in support roles such as general administration, reception, customer services, PA, secretarial, filing or data entry. It will cover provision of temporary staff, as well as some introduction to permanent or fixed-term staff.
2)Common procurement vocabulary (CPV)

79620000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.
Lot No: 2 Lot title: Professional staff (including HR, Finance and Procurement)

1)Short description

It is intended to award this Lot to 3 Providers.
This Lot is designed for senior level professional staff, including staff in the Human Resources, Finance and Procurement functions and staff part or fully-qualified in these fields. It will cover roles such as audit and regulatory, specialist finance and procurement, HR professionals, estates professionals, specialist laboratory staff, professional library staff, communications and marketing, project management, senior secretarial and management and executive. It will cover the provision of temporary staff, as well as some introduction to permanent or fixed-term staff.
2)Common procurement vocabulary (CPV)

79620000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.
Lot No: 3 Lot title: IT staff

1)Short description

It is intended to award this Lot to 3 Providers.
This Lot is designed to meet the requirements of all grades of IT staff, including IT service desk staff, web based experts, networks and systems designers and operators, and senior IT managers. It will cover provision of temporary staff, as well as some introduction to permanent or fixed-term staff.
2)Common procurement vocabulary (CPV)

79620000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.
Lot No: 4 Lot title: Operational staff (including cooks, cleaners, security staff)

1)Short description

It is intended to award this Lot to 3 Providers.
This Lot covers a range of operational roles including cooks, cleaners, security staff, electricians, plumbers and general maintenance staff. It will cover provision of temporary staff, as well as some introduction to permanent or fixed-term staff.
2)Common procurement vocabulary (CPV)

79620000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.
Lot No: 5 Lot title: Retail staff (including front-of-house staff)

1)Short description

It is intended to award this Lot to 3 Providers.
This Lot is aimed primarily at Member Institutions in the museum/gallery/library and related fields, though it may be used by other Institutions with similar requirements. It covers all grades of front of house staff with specific skills in dealing with the general public. It will include provision of temporary staff, as well as some introduction to permanent or fixed-term staff.
2)Common procurement vocabulary (CPV)

79620000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise.
Lot No: 6 Lot title: One-stop-shop and payroll service

1)Short description

It is intended to award this Lot to 3 Providers.
This Lot is designed for Providers that can offer a full range of temporary staff and have systems in place to administer high volume contracts and manage strategic relationships with Member Institutions. Providers in this Lot will be able to provide coverage of a wide range of roles, including general clerical and administrative, professional (including HR, Finance and Procurement), IT, operational and retail/front-of-house, directly and/or through a network or second-tier agencies. It will include provision of temporary staff, as well as some introduction to permanent or fixed-term staff.
2)Common procurement vocabulary (CPV)

79620000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 7 Lot title: Administration of a direct temping system

1)Short description

It is intended to award this Lot to either a single Provider or 3 Providers (to be decided at Tender stage).
This Lot is designed for the management and administration of a Member Institution’s internal pool of temporary workers (likely drawn from student, graduate and other local casual worker population), using an electronic portal and management system. It will include provision for two delivery models: firstly, with temporary workers on the Provider’s payroll; and secondly with temporary workers on the Member Institution’s payroll.
2)Common procurement vocabulary (CPV)

79620000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Included within the Invitation to Tender documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several liability.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Any required certificates, statutory declarations or criteria are notified within the Pre-Qualification Questionnaire, available by application via the contact point in section I.1
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: Any required certificates, statutory declarations or criteria are notified within the Pre-Qualification Questionnaire, available by application via the contact point in section I.1
Supplier Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once)
— Browse to the eSourcing Portal
— Click the link: ‘Click here to register’
— Accept the terms and conditions and click ‘continue’
— Enter your correct business and user details
— Note the username you chose and click ‘Save’ when complete
— You will shortly receive an email with your unique password (please keep this secure)
2. Express an Interest in the tender
— Login to the portal with the username/password
— Click the link: ‘PQQs Open to All Suppliers’. (These are Pre-Qualification Questionnaires open to any registered supplier)
— Click on the relevant PQQ to access the content.
— Click the ‘Express Interest’ button in the Actions box on the left-hand side of the page.
— This will move the PQQ into your ‘My PQQs’ page. (This is a secure area reserved for your projects only)
— Click on the PQQ code, you can now access any attachments by clicking the Settings and Buyer Attachments in the Actions box
3. Responding to the tender
— You can now choose to ‘Reply’ or ‘Reject’ (please give a reason if rejecting)
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification
— Note the deadline for completion, then follow the onscreen instructions to complete the PQQ
— There may be a mixture of online and offline actions for you to perform (there is detailed online help available)
If you require any further assistance please consult the online help, or contact the eTendering help desk.
III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: Economic and financial capacity requirements are notified within the Pre-Qualification Questionnaire, available by application via the contact point in section I.1
III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
Technical capacity requirements are notified within the Pre-Qualification Questionnaire, available by application via the contact point in section I.1
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

Section IV: Procedure

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

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 6
Objective criteria for choosing the limited number of candidates: It is envisaged that between 6 and 8 operators will be invited to tender for each Lot, 1 to 7.
Potential Providers will need to meet the minimum criteria within the Pre-Qualification Questionnaire, available via the contact point at I.1. Potential Providers will be scored and ranked based on their response to: Supplier Acceptability, i.e. status of Potential Provider in relation to Regulation 23 of the Public Services Contracts Regulations 2006 (SI 2006 No 5) (Pass or fail); Economic and Financial Standing, i.e. the Potential Provider must be in a sound financial position and have insurances to participate in a procurement of this size as set out in Regulation 24 of the Public Services Contracts Regulations 2006 (SI 2006 No 5). This may entail financial checks with certain pass/fail criteria as covered within the documentation (Weighting 10 %); Sustainability, Equality, Health and Safety, Contractual and Disputes, i.e. the Potential Provider must demonstrate sustainable systems in place and its conformity with Health and Safety and Equality and Diversity legislation (Weighting 10 %); Quality Assurance, i.e. demonstration of quality standards, including ISO, that will ensure effective running of the Framework Agreement (Weighting 10 %); Technical Capability, i.e. assessment of resources and core competences available to the Potential Provider, including accreditations, training and systems for delivery (Weighting 35 %); Background and Experience, i.e. the Potential Provider must be able to demonstrate a successful track record of providing similar services to those listed in the OJEU notice as set out in Regulation 25 of the Public Services Contracts Regulations 2006 (SI 2006 No.5) (Weighting 35 %).
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria
IV.2.1)Award criteria

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

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

PFB5026 LU
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 17.9.2013 – 14:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

23.9.2013 – 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

13.11.2013
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Date: 20.12.2013 – 14:00
Place:

https://lupc.bravosolution.co.uk

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: August 2017
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

Potential Providers must express their interest by applying for, completing and returning the Pre-Qualification Questionnaire by the deadline specified. The Contracting Authority reserves the right to reject those returned late. LUPC does not accept any liability for any costs incurred by Potential Providers in tendering.
The Contracting Authority intends to use an eTendering system in this procurement exercise.
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: The LUPC will incorporate a minimum of ten calendar day standstill period from the point that the intention to award the framework agreement is notified to tenderers. Any appeal regarding the award of the framework agreement will be managed in line with the EU Remedies Directive.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:23.8.2013