TENDER FOR SUPPLY AGENCY SERVICES PROVISION – CROFTY EDUCATION TRUST

This tender opportunity has been issued by Crofty Education Trust (the Trust) and Tenderers are invited to tender for the provision of Supply Agency services (the Service) for all schools within the Trust. The Trust is looking to appoint a single Provider, to provide both emergency and planned absence for Teachers and Teaching Assistants. There should also be the flexibility to have the ability for the Trust to request additional categories that may be needed throughout the term of the Contract.

Two (2) further years, in 12-month intervals (3 +1+1).

To include additional supply worker categories To enable schools who join the Trust to be added to the Contract. The contract value has been based upon current supply spend, also allowing for increases in rates each year due to staff pay increases and Trust growth if new schools join the Trust. However the Trust is actively looking to reduce their supply spend over the course of the contract term.

Tenderers must demonstrate their economic and financial standing in accordance with the following: Due diligence checks will be undertaken on the preferred Tenderer’s accounts to determine a Tenderer’s financial standing. This will incorporate credit checks and a financial appraisal. Any answers which lead the Trust, acting reasonably, to conclude, considering the risk that the relevant answer suggests about the Tenderer’s ability to properly perform the specification, then the Tenderer may be rejected.

Contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer’s 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 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

https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=105975&TID100111094&B=

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. This detailed electronic information is to be presented in a format prescribed by the Trust in order to allow immediate uploading onto the Trust’s financial system. In support of the invoice the Provider shall provide a timesheet (electronic where required by the Trust) that must be used by all Supply Agency Workers. Timesheets must indicate that all breaks are unpaid and must not be added to hours worked. 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. The Trust will advise the Provider if auto-approval of timesheets is required for their Contract prior to commencement of the Contract. As a rule, the default position will be that timesheets are not approved automatically. Should there be a dispute regarding hours worked, the hourly rate, statutory contributions or the commission claimed by the Provider in respect of a Supply Agency Worker, the Trust reserves the right to withhold payment of the sum in dispute until such time as the matter can be resolved. The Provider will ensure that the consolidated invoice does not include such amounts so as not to delay payment of the remaining authorised sums. The charge day rates are fixed for the 3 years and can only be varied by up to the NLW uplift for the relevant year for support staff and the government teacher pay increase for the relevant year. Any changes to the charge day rates will not take effect until they have been mutually agreed by both parties in accordance with the Change Control Procedure of the Contract. The contract terms and pricing will roll into the extension periods unless any amendments to clauses or pricing is requested and negotiated. Variations will not take effect until they have been mutually agreed by both parties in accordance with the Change Control Procedure of the Contract. The charge day rates cannot be increased at any other time during the year. This detailed electronic information is to be presented in a format prescribed by the Trust in order to allow immediate uploading onto the Trust’s financial system. In support of the invoice the Provider shall provide a timesheet (electronic where required by the Trust) that must be used by all Supply Agency Workers. Timesheets must indicate that all breaks are unpaid and must not be added to hours worked. Completed timesheets shall be submitted electronically (either by the Supply Agency Worker or the Provider) to the School for authorisation. The Provider shall only process timesheets that have been authorised by the appropriate School. The Trust will advise the Provider if auto-approval of timesheets is required for their Contract prior to commencement of the Contract. As a rule, the default position will be that timesheets are not approved automatically. Should there be a dispute regarding hours worked, the hourly rate, statutory contributions or the commission claimed by the Provider in respect of a Supply Agency Worker, the Trust reserves the right to withhold payment of the sum in dispute until such time as the matter can be resolved. The Provider will ensure that the consolidated invoice does not include such amounts so as not to delay payment of the remaining authorised sums. The contract terms and pricing will roll into the extension periods unless any amendments to clauses or pricing is requested and negotiated. Variations will not take effect until they have been mutually agreed by both parties in accordance with the Change Control Procedure of the Contract. The charge day rates cannot be increased at any other time during the year.

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.

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.

Unit 1 North Crofty, Tolvaddon Energy Park, Tolvaddon,

Camborne, Cornwall,

TR14 0HX

United Kingdom

Email: Rachel.Jewell@croftymat.org

Website: https://croftymat.org/

Region: UKK30 – Cornwall and Isles of Scilly

Organisation type: Public authority – sub-central government

Unit 3 The Brutus Centre Station Road Totnes

Totnes

TQ9 5RW

United Kingdom

Contact name: Claire Jones

Telephone: +44 01234567890

Email: claire.jones@phplaw.co.uk

Website: https://www.phplaw.co.uk

Region: UKK43 – Devon CC