Professional Services Temporary and Interim Staff Supplier Event Wednesday 2nd September

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Professional ServicesTemporary and Interim
Staff Supplier EventWednesday 2nd September
VQ Edinburgh10.30am 1pm
www.procurement.scotland.gov.uk
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Agenda

• Introduction
• Public Procurement Reform Programme
• Temporary and Interim Staff
• Sourcing Strategy
• ITT Documents and Expectations
• Timelines
• Question and answer session

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Public Procurement Reform ProgrammeNikki Bell
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Public Sector Procurement Vision
Where a single interface with the public sector
facilitates efficiency and competitiveness of
suppliers. E.g. IT HW, Telecoms, Office Equipment
Supplies
Commodities Services categorised as A, B or C
Category A
Where interface coordinated via a sector CoE.
E.g. Wheelie bins, Medical Equipment, Care
Services
Category B
Where interface coordinated via regional hub or
local organisation
Category C1
Category C
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Role of Centres of Expertise

• To deliver collaborative national/sector
  procurement strategies contracts that deliver
  best value for Scotland/sector
• cost and efficiency savings balanced with
  Corporate Social Responsibility
• To enable and drive procurement capability
  expertise
• To facilitate and drive best practice
• Adherence to Legal, EU Policy
• Benchmarked Consistent Strategic Procurement
  Processes (Toolkit)
• Responsible Procurement
• Process Efficiency eEnablement
• Performance Management
• Supplier Engagement / Supplier Relationship
  Management / Supply Chain Management

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Procurement Scotland

• Officially launched March 2008
• Our Vision
• To contribute benefits to the people of
  Scotland through the development of efficient and
  effective national procurement strategies.
• Our Aim
• We will deliver Value for Money Savings
  through the implementation of innovative,
  fit-for-purpose Category A procurement strategies
  and contracts focused on optimising and balancing
  total cost of ownership and sustainability
  drivers.

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Accessibility of Contracts

• All Procurement Scotland contracts are advertised
  for use by Scottish Public Bodies. This group of
  bodies will be fully defined in the tender
  advert, and includes
• Police
• Fire Rescue
• NHS
• Local Authorities
• Central Government (Core departments, Agencies
  and Non Departmental Public Bodies)
• Higher and Further Education
• Registered charities, registered social
  landlords and voluntary organisations

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The Governments Purpose

• To focus Government and public services on
  creating a more successful country, with
  opportunities for all of Scotland to flourish,
  through increasing sustainable economic growth
• Largest Economic Downturn in living memory
• Falling Tax Revenue
• Likelihood of reduced public sector budgets
• 6 Step Plan and focus on economic recovery
  enablement
• Access to opportunities through Public Contracts
  Portal
• Commitment to Suppliers Charter
• Simplified processes to ensure minimal burden on
  suppliers
• Measuring SME spend as a KPI
• Outcome based specs
• 30 Day payment terms for sub contractors
• Participation Productivity

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Temporary and Interim Staff
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Commodity Update

• Facts and Figures
• Pass-mark of 62 points.
• Across 8 frameworks and 10 regions, 1538 bids
  were received.
• 13 Consortia bids were received, of which 11 have
  progressed to ITT
• 6 sub-contracting bids were received, of which 5
  are progressing to ITT
• In total, 45 SMEs are progressing to ITT stage
  (29 as either consortia members or
  sub-contractors, and 16 as primary bidders) and
  many medium and large firms.

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Framework AgreementsLotting Strategy
Framework Title
1
2
4
3
5
6
7
8
IT
Administrative
Interim Management
Interim Specialist
Social / Care
Catering
Manual, Industrial Cleaning
One-Stop Shop
Regions
Central
Fife
Dumfries And Galloway
Grampian
Lothian And Borders
Northern
Strathclyde
Tayside
Strathclyde and DG
Central And Fife
One Supplier per Region
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Framework AgreementsLotting Strategy Lots
(contd)
Framework Title
4
1
2
3
5
6
7
8
IT
Administrative
Interim Management
Interim Specialist
Social / Care
Catering
Manual, Industrial Cleaning
One-Stop Shop
Regions
Central
Dumfries And Galloway
Fife
Grampian
Lothian And Borders
Northern
Strathclyde
Tayside
Strathclyde And DG
Central And Fife
Several Suppliers per Region
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Framework AgreementsLotting Strategy Lots
(contd)
Lotting Strategy Frameworks 6, 7 and 8 will be
national for Scotland (no regions) with several
suppliers. Business will be awarded through
mini-competition.
Framework Title
1
2
4
3
5
6
7
8
Administrative
Interim Management
IT
Interim Specialist
Social / Care
Catering
Manual, Industrial Cleaning
One-Stop Shop
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• Objectives
• The Strategic Sourcing process is intended to
  address several key objectives
• To leverage the c90 million, spent annually, to
  realise improvements in the value for money
  obtained in the sourcing of Temporary and Interim
  Staff, including reductions in prices and
  improvements in service levels
• To increase the take up of leading and efficient
  processes and practices across the public sector
• To take greater advantage of temporary
  recruitment as a route to work for long-term
  unemployed and school leavers
• Development of Partnerships and/or consortias
  within the supply chain for temporary and interim
  staff focussing on local and flexible service
  delivery. Partnering may contribute the following
  elements
• Relationships developed over a period of time
  and
• Regional geographical understanding and expertise
• To release valuable local and sector
  procurement resources to focus on other areas of
  spend and local service delivery

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Tender Documentation
Bidders must Procurement Scotland will
Invitation to Tender (ITT) (72 of total Score) Complete and Return Evaluate and score
Pricing Schedule (28 of total score) Complete and Return Evaluate and score
eProcurement Questionnaire Complete and Return Hold for info only (This will NOT be Scored but must be completed)
Bona Fide Form Complete and Return Reject bids that do not complete and Return
Form of Tender Complete and Return Reject bids that do not complete and Return
Parent Company Guarantee Complete and Return Reject bids that do not complete and Return
Terms and Conditions (Framework and Supply) Read, understand and sign up to Reject bids that do not sign up to
Statement of Requirements (required service levels, KPIs etc) Read, understand and sign up to Reject bids that do not sign up to
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• Tender Documentation Invitation to Tender (ITT)
• The ITT has the following sections which will be
  evaluated and will therefore count towards your
  final score
• About your organisation
• Client Implementation
• Candidate selection, management of temporary
  workers and order processing
• After Sales
• Corporate Social Responsibility
• Weightings will be clear in the ITT documentation

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• Participation (CSR)
• Providers of Temporary staff are uniquely placed
  to capture individuals that want to work but face
  barriers that prevent them from entering the
  workplace.
• Lack of references
• Lack of training
• No recent work experience
• Low literacy or numeracy skills
• Language barriers.
• Traditionally, many agencies would have turned
  these individuals away as they would have had
  difficulty in finding them work
• Please be aware that an increasing number of
  public bodies are now working with their
  suppliers of temporary staff to help these
  individuals into work
• Your proposals for helping such individuals to
  enter the workplace will form part of the
  evaluation.

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Break- Coffee and Networking
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• Tender Documents and Evaluation - Prices
• Procedure 30 (6) of the The Public Contracts
  (Scotland) Regulations 2006, states
• If an offer for a public contract is abnormally
  low the contracting authority may reject that
  offer
• Where leading bids contain wage rates that are
  significantly below what we determine to be a
  market rate, the bidders will be challenged to
  demonstrate that those wages are achievable.
• If they are unable to do so to our satisfaction,
  we will reject the bid.
• Detailed knowledge of, or research into local
  areas is therefore likely to improve your chances
  of success.

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• Evaluation of Prices
• Two parts to invoiced charges
• Workers wage
• (determined largely by the local market and soon
  to be by equivalent workers wage)
• Agencys mark-up
• (determined by the suppliers operating costs
  and profits)
• The Agencys mark-up will be a much more
  important element of the evaluation than the
  workers wages. Cost will be evaluated with the
  following weightings
• Agency mark-up75
• Workers wage 25
• We are looking to pay realistic best value
  mark-up and competitive market rates for workers
  wages. We do not expect this exercise to
  drive-down workers wages but to reflect market
  fluctuations in wage rates.
• NB Bids must be expressed as a mark-up, NOT as a
  margin. With the exception of IT and Interim
  Manager bids, all mark-ups MUST be expressed as
  fixed monetary values, not percentages.

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Evaluation of Prices To illustrate weighted
costs NB This table is to
illustrate costs only. We do understand that
particular roles will have wage ranges.
Supplier One Supplier One Supplier Two Supplier Two Supplier Three Supplier Three
Costs Weighted Score Costs Weighted Score Costs Weighted Score
Mark-up 1.00 1.50 1.00
Workers Wage 9.00 8.50 5.73
Total Charge 10.00 10.00 6.73
Final Weighted Score
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Tender Documents Tender documents will be shared
as DOWNLOADABLE soft copy documents in the
eSourcing Scotland system. Document formats must
not be changed. Answers should be given in the
space provided. Additional documents should NOT
be embedded but should be referred to with the
full document name in the space provided and the
document should be uploaded SEPARATELY from the
main ITT document Bidders will be able to
download documents and work on them off-line,
before uploading them to the system for
submission. Bidders are advised to upload
documents at least a few hours before the
deadline to avoid problems with low connection
speeds in the run-up to the deadline (lots of
bidders trying to upload at the same time will
slow down the system).
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Project Timeline
Sept 09 Oct 09 Nov 09 Dec 09 Jan 2010 Feb 2010 March 2010
Issue ITT
ITT Completion
ITT Evaluation
Award Letters
Go Live Preparation
Contract Go Live
w/c 14th Sept 09
2nd Nov 09
Jan 09
w/c 15th March 2010
Planned milestone
Planned activity
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Invitation to Tender (ITT) process
REVISITED!!!

• Read and re-read the questionand answer it!
• Make every effort to answer the question in the
  space given.
• Do not refer to marketing materials or
  attachments.
• Only attach documents if requested in the
  question.
• Do not assume prior knowledge in your response
  only information given in direct response to the
  ITT will be assessed.
• Provide supporting evidence and examples where
  requested. (Evidence Points)
• Consortia and sub-contracting bids are welcome
  (identify the lead contractor clearly).
• Procurement Scotland will not have access to your
  responses until after the closing date.
• The ITT has been designed to be as
  straightforward and transparent as possible.
  However, if anything is unclear, please get in
  touch with Procurement Scotland using the
  eSourcing Scotland bulletin board questions and
  answers will automatically be distributed to all
  involved suppliers.
• Additional references may be requested for
  successful bidders.
• Given current economic factors and the amount of
  time that has elapsed since the start of this
  exercise, we MAY re-assess financial stability
  and capacity of bidders just prior to award

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Q A
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Further Enquiries
Next steps

• All questions and answers will be published
  online at http//www.scotland.gov.uk/Topics/Gover
  nment/Procurement/npcoe/national-contracts/Profess
  ionalServices
• The ITT will be released in the week commencing
  14th September 2009, with a deadline for return
  of ITTs on 2nd November 2009.
• Names and contact details of all present today
  will be posted on our website to facilitate
  collaboration between suppliers. If anyone does
  NOT want their details to be made available,
  please let us know by 4th September.
• Following evaluation, the names of the successful
  suppliers will also be posted on the Procurement
  Scotland website.

• Any questions not covered today should be
  included on the forms provided, or emailed to
  suzanne.reid_at_scotland.gsi.gov.uk by 4th
  September. These will be answered on the online
  QA.
• ITT Documentation - Please provide an email
  address to Suzanne Reid or Laura Hunter by 4th
  September of the individual who should receive
  the ITT documentation. Documentation will be sent
  out via eSourcing Scotland as downloadable
  soft-copy documents

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Professional Services Temp and Agency Interim
Management
Margin The percentage margin is the percentage
of the final selling price that is profit.
Markup A markup is what percentage of the cost
price do you add on to get the selling price.
The table below is an example of the difference
between mark up and margin based on the worker
receiving 10 per hour.
Percentage Stated in Contract/Tender Total Charge including Mark Up Total Charge including Margin
10 11 11.11
20 12 12.50
30 13 14.29
40 14 16.67