14 minute read
Recruitment: Frameworks
Permanent recruitment: making the framework work
Launched in March, Crown Commercial Service’s new Permanent Recruitment Framework RM6229 lets all public sector organisations with access to recruitment agencies hire permanent, fixed term and internal secondment roles. It replaces the current framework, which expires on 12 November 2022
CCS’s new Permanent Recruitment framework provides access to individual candidate placements for open roles across England Wales, Scotland and Northern Ireland, as well as access to all services in a modular format if required. Core modules include Search, Evaluation & Appointment, while non-core modules are available for Strategy & Planning, Talent Development and Technology Services.
General recruitment through the framework is a nonexclusive contingency model service, meaning that recruiters will compete to find a suitable candidate and will only get paid if they successfully fill the role.
Who can use the framework?
The Framework is available for use by all public sector bodies, including central government departments, the wider public sector and third sector. This includes but is not limited to: all ministerial government departments; non-ministerial government departments, executive agencies of government and other subsidiary bodies; civil service bodies, including public sector buying organisations; all non-crown status government companies wholly or partly owned by central government departments and their subsidiaries: the nondepartmental public bodies, other public bodies, public corporations and their subsidiary bodies sponsored by central government departments which are not covered by the above categories: or any new bodies created which fall within the criteria set out above.
Regional suppliers
Suppliers are not required to be able to provide on a national basis but shall be able to provide recruitment services in locations in and outside of London and The South East, where civil service and wider public servants are located throughout the UK, not restricted to large cities, and adapting to changing locations for Public Bodies.
Lots
The framework is divided into two lots, with Lot 1 for Clinical General Recruitment, and Lot 2 for non-clinical general recruitment, with 119 suppliers listed under this Lot. In order to determine which services you require, the Lot 1 and Lot 2 services can be provided modularly. So, a customer can contract with a supplier for a single service provision, for the full end-to-end recruitment process or create their own bespoke menu of services under the agreement. Suppliers
must provide Core Modular Services if requested by the customer, but can indicate whether they are able to provide non-core modular services as well at framework tender. You can refer to the Capabilities Matrix to identify which Suppliers can provide Non-Core Modular Services. Most public sector organisations have Early engagement with suppliers before issuing tender documents can help them better understand your organisation’s needs dedicated internal resourcing teams that run all general recruitment in-house where possible and will utilise external agencies on more complex and niche requirements. Prices Framework prices are those submitted by suppliers during their framework tender. These are based on the salary bandings. Under all call-off contracts, suppliers must not apply any charges above these framework prices to their call-off contracts, and must use these framework prices in calculating the costs of a direct award. However, it is possible to agree other fee structures and suppliers are able to apply rates lower than their framework prices during further competitions.
Standards
All suppliers must comply with a range of standards. For instance, ISO 9001Quality Management Systems, or equivalent, are required to be in place, as is ISO 22313:2020 Business Continuity. All framework suppliers will hold a Cyber Essentials certificate or equivalent (e.g. ISO 27001) and where customers require Cyber Essentials Plus certification in line E
with the services set out in the specification, this must be evidenced before services commence. Professional indemnity insurance, public liability insurance and employers’ liability insurance are all required as a minimum.
The supplier must also ensure that all recruitment Services delivered on behalf of the customer are compliant with the Equality Act 2010 and the Gender Recognition Act 2004. Furthermore, the Supplier needs to ensure that all Supplier Personnel are trained in this legislation, so they are able to provide the services ensuring that diversity and inclusion are embedded and promoted within all services. Potential candidates must be aware of and able to request adjustments throughout the recruitment process if they are needed.
There are also some sector-specific requirements, for example for the Civil Service.
Further competition/direct award
There are two ways in which you can instruct a supplier to act under this framework - a further competition, or a direct award.
A further competition is when you invite two or more suppliers to bid for your requirement. You will ask these suppliers a number of questions and ask for a price for their services. This is your ‘award criteria’. You will then award a call-off contract to the supplier(s) who best meet(s) your award criteria.
During a further competition, suppliers may be able to offer discounted rates than those provided in their framework prices.
A successful further competition does not need to be complicated, or take a long time, but will take some planning and consideration.
A direct award is an award made directly to one supplier without any further competition from other suppliers. There are many ways in which you can identify your chosen supplier, including their prospectus document, which can be used to determine the most economically advantageous solution, in line with the direct award criteria for the Framework. Fees for a direct award should be based on maximum framework prices. Direct awards are normally very quick to carry out, as you can engage with your selected supplier directly. A direct award can be advantageous if you need to engage a supplier quickly and you don’t have time for a further competition.
Supplier engagement
Early engagement with suppliers before issuing tender documents can help suppliers better understand your needs, whilst helping you E
Features and benefits of using the CCS Permament Recruitment Framework
Compliant route to candidates for permanent roles via recruitment agencies
Flexibility for hiring managers and departments to choose how and who they engage with from the supplier list
Access to capable suppliers leading to increased fill rates and avoidance of repeated campaign costs
Ability to direct award – saving time and cost of competing all requirements
Capped maximum rates, protecting contracting authorities to market increases
Mandatory Core Services covering the identification, attraction, evaluation and offer stages of recruitment activity
Access to Core Services in modular fashion
Access to non-core modular services covering Strategy and Planning, Talent Development Services, Technology Service, Project PRO etc.
Attraction methods (social media, microsites, job boards etc.) built into the cost of the services – no hidden costs
Requirement for suppliers to work towards Civil Service Diversity & Inclusion requirements and help contracting authorities to achieve their own D&I ambitions
Suppliers required to develop Employer Value Proposition (EVP) to ensure contracting authorities are attractive to the candidate market
Supplier Specialisms detailed to ensure access to niche and boutique specialist recruitment agencies including SMEs
Discounts built into the pricing for volume and multiple hires
Support from the Crown Commercial Service customer team and framework management team is available
Management Information is available on demand for all customers to detail reported spend and market analysis
Consistent Terms and Conditions
Dedicated supplier management from CCS, with KPIs at framework and calloff level
Civil Service Recruitment Principles built into the framework
Each supplier has developed an up-to-date prospectus setting out information on their organisation and details of their experience and expertise in relation to each specialism they provide. Prospectuses should be used to select suppliers for direct awards and can be used to invite suppliers to EOIs and further competitions
develop a more focused specification. This could lead to a more efficient tendering process and has the potential to increase supplier interest, attract innovative solutions and reduce potential clarifications. If sharing sensitive information, you may want the suppliers to sign a non-disclosure agreement (NDA).
You need to ensure that you retain control of your requirements and that they are not dictated by suppliers or provide an unfair advantage to one particular supplier.
Capability Matrix
There are a number of ways available to help you identify the right supplier(s) for your requirements. The Supplier Capability Matrix is a table that identifies which supplier is able to offer each of the core/non-core modules for the professions and regions you wish to recruit to. Currently available as a spreadsheet, an interactive tool is in development and is expected to be available to download from the CCS website in July.
Prospectuses
Each supplier has developed an up-to-date prospectus setting out information on their organisation and details of their experience and expertise in relation to each specialism they provide. Prospectuses should be used to select suppliers for direct awards and can be used to invite suppliers to EOIs and further competitions.
Expression of Interest (EoI)
EoIs can be very useful at shortlisting suppliers to invite to a further competition, understanding supplier’s capacity and capability restrictions and also gauging any potential conflicts of interest. Following an EoI, you are able to invite suppliers to attend a conference call. During this call, you can share further details of your requirement with suppliers. During this call, suppliers will have the opportunity to ask questions based on your requirements. If suppliers do not respond to your EOI or decline their interest, you do not need to invite them to main tender.
Call-off duration
Call-off contracts can be of any duration, providing they expire/conclude no later than four years following the framework’s expiry date. Where the duration of the services is to coincide with the end of a project instead of a specific date, you should provide an indicative only date to suppliers, for planning and reporting purposes.
Developing your award criteria
Your award criteria set out how you intend to evaluate the tender submission of each supplier or select a supplier for a direct award. You will need to clearly outline your intended award criteria in your tender documentation so that suppliers understand how their tender will be evaluated before submitting a bid. You should award your call-off contracts on the basis of most economically advantageous tender (MEAT).
For each direct award and further competition call, you will need to apply the following award criteria: Price - a minimum of 10 per cent and maximum of 90 per cent of total available evaluation scores (relative weighting percentage), and Quality - a minimum of 10 per cent and a maximum of 90 per cent of total available evaluation scores.
Direct award criteria
When evaluating price in your direct award procedures, you may consider framework prices and the likely time it may take a supplier to undertake the work. When evaluating Quality, you should include an assessment based on the relevant sections of the prospectus such as overview, social value and applicable pecialisms.
Further competition award criteria
When evaluating price in your further competition procedures, you may consider life cycle costs, cost effectiveness and price, and price and running costs. When evaluating quality in your further competition procedures you should concentrate your questioning on those areas which differentiate between each supplier.
Running further competition
To run a further competition, you will need to clearly define your requirements and determine which lot is most suitable for these requirements. If needed, you can issue a request for information, though this is optional. You should develop tender documents and establish a timeline for your procurement. You can then identify the suppliers who are able to meet your requirements - you can use the supplier capability matrix for this. If necessary, you can issue EOI, though again this is optional. Once you have identified capable suppliers, you should issue tender to these suppliers and then evaluate their responses. Then you can award a contract to the E
successful supplier and notify the unsuccessful suppliers. You can also include an optional 10-day standstill period before award.
Running direct award
To direct award without holding a further competition, you should develop your specification and review the supplier capability matrix to determine which suppliers are capable of meeting your requirements. You should then develop your direct award criteria and apply it to the prospectuses for each capable supplier to establish which supplier provides the best value for money. Once you have done this, you can contact the supplier that you have selected and provide them with your specification so that they can complete their conflict of interest checks and confirm that they have the relevant capability and capacity. After this, you can award the call-off contract with the supplier by sending a completed and signed Framework Schedule 6 Order Form Template and Call-Off Schedules. Your chosen supplier should then promptly sign and return the order form template (this can be done electronically).
Social value
Regardless of which call-off procedure you use, you will need to consider the inclusion of Social Value, which is defined through the Public Services (Social Value) Act 2013. This requires all public sector organisations and their suppliers to look beyond the financial cost of a contract to consider how the services they commission and procure can improve the economic, social and environmental wellbeing of an area.
The key social value priorities set out in this framework are effective stewardship of the environment; tackle workforce inequality and improve diversity; and improve health and wellbeing. Each supplier has committed to delivering against these policy outcomes in each call-off contract under this framework, and has provided information on their social value commitments in their prospectuses.
Proportionate commitments
Ask suppliers to outline what they are willing to commit to in the delivery of your social value priorities during your evaluation. You should consider what would be an appropriate and proportionate commitment from them whilst fulfilling your requirements. This commitment will form part of your calloff contract. However, when you decide to evaluate social value, you should ensure that this is proportionate to the value of your contract and your individual requirements.
Buyer responsibility/ Internal approval
Prior to engaging a supplier, you should also ensure that you are complying with your organisation’s own governance process. Be advised that you should take any legal advice you feel is appropriate throughout the process, including when deciding on the type of award procedure to use and when drafting your tender documentation, call-off contract, pricing schedule and award questions.
Before engaging external recruitment support, you also need to make sure that you have the necessary authority and the necessary approval to continue through the process.
Depending on the organisation you work for, the approval process can be different – your commercial or procurement team should be able to advise you on this. Generally, you are likely to need approval for a business case and budget from the relevant stakeholders. These stakeholders are likely to include a business stakeholder, HR, budget holder and commercial or procurement team.
About CCS
The Crown Commercial Service commercial agreements use competition among suppliers to increase quality and value. In 2019/20, CCS helped more than 18,000 customers achieve commercial benefits totalling over £1 billion of public money by using its framework agreements. L
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