FRAMEWORK BRIEF Non-Medical, Non-Clinical Temporary Staff
FRAMEWORK OVERVIEW The Health Trust Europe (HTE) framework agreement for supply of Non-Medical, Non-Clinical Temporary Staff is a simple agreement to use with extended coverage for all non-clinical specialties (HR, Catering, Portering, Finance, IM&T, Library Services, Drivers, Gardening, Clinical Coding, Health Records, Security, etc.). The appointed suppliers have evidenced their capability to supply, providing you with real flexibility in your workforce management. Charge rates have been harmonised resulting in standardised rates of pay for each grade across the region. All suppliers awarded to the agreement are independently audited to ensure that their standards meet the requirements of the Care Quality Commission resulting in clinical governance being achieved. This framework agreement is open for the benefit of any named HTE member, any NHS body, local authority, other government department or non-departmental public body and the private sector. Framework Suppliers Suppliers are awarded to the Agreement by region. Please note, these suppliers can only supply under the awarded company name. They DO NOT ACCEPT bookings through their sister companies. Job Families Include Administration, Clerical and Secretarial Catering Clinical Coding/Health Records Drivers (including ambulances) Estates, Maintenance and Facilities Finance, Accounts and Audit Hotel Services (Hospitality) HR IM&T, Information and Communication Technology, Health Informatics Legal Services Library Medical Secretaries Procurement and Supplies Project Management Public Relations, Communications, Customer Services, PALS Security Senior Business/Administrative Management Stores (and Logistics) Page 1 of 11
Framework Reference Number(s) North Region: HEC Z77 Central Region: HEC Z78 South Region: HEC Z79 Period of the Framework Agreement The framework agreement is available for the duration between 1st November 2011 31st October 2015, there are no further extension options on this Framework Page 2 of 11
REGIONAL BREAKDOWN Page 3 of 11
BENEFITS Reduced Costs Hourly charge rate costs and supplier commission fees are reduced. Discounts are available for long term placements, electronic trading, prompt payment and volume of business. We work with our customers to set local and regional parameters to ensure value is structured in conjunction with compliance and fill rates. Reduced Clinical Risk Using the framework agreement provides increased assurance since appointed agencies are contractually obliged to provide temporary workers to the requirements set out in the Terms and Conditions of Contract, which include the Department of Health and NHS Employers guidelines. Whilst the framework agreement seeks to provide value for money, it is also concerned with patient safety and ensuring the clinical governance requirements are met. Organisations that use non-framework agencies will continue to run the risk of allowing temporary workers into their organisation without this type of protection and reassurance. This, in turn, could seriously erode any patient safety and clinical governance assurances meaning CQC and/or NHSLA, may take the view that this does not meet their requirements. OJEU Compliant We procure and implement our own frameworks which are fully OJEU compliant. This means that we have the control and flexibility to adapt to changing market conditions quickly. Independent Audits Annual Independent Audit Obligation for all framework supply is currently provided by NeuVen. HealthTrust Europe works to evidence the quality of supplier compliance services and gives Authorities a robust safety net with respect to employment standards, CQC & NHSLA requirements. Defined Framework Processes This is a robust and clearly defined framework with a range of documentation to support standard processes, also providing the scope for customers to consider supplier value-added services. The complaints process is there to manage local relationships but with mediation support from HealthTrust Europe to ensure consistently successful outcomes. Strong Vendor Management We have a strong, pro-active vendor management strategy maintaining close relationships with all of our framework suppliers so that we can support Authorities that work with us. Page 4 of 11
Industry Engagement We actively engage in industry networking within the recruitment industry including the & Employment Confederation (REC) to develop our frameworks with market consultation. Free Access & Support All of our Temporary Staffing frameworks are FREE OF CHARGE for access, including all contracting work, implementation and project management support as standard. Account Management We provide on-going support to mediate, remedy and resolve critical issues as required or to lead further initiatives. We understand that the job isn t complete at award; we will work with you to develop your compliance and to ensure our Authorities are striving towards best practice and best value. Optimum Number of Suppliers & Flexible Agreements The number of agencies appointed to the framework and the speciality services included provide abundant capacity and coverage in each regional area. The terms of the framework agreement allows the choice to appoint preferred suppliers in a number of ways (Preferred Supplier List, Master Vendor, single source, etc). Reduced Costs The framework agreement has been designed to meet the regional needs for the strategic management of agencies. Page 5 of 11
ACCESS TO THE FRAMEWORK There are three ways in which to access the Temporary Staffing framework agreements: Direct Call-Off Authorities are able to choose as many, or as few awarded agencies as they wish, to fulfil their local requirements. Preferred Supplier List: Authorities can create a list of preferred agencies, divided into tiers providing those agencies named on a higher tier with the first opportunity to fill a vacancy prior to those named on a lower tier cascade system. This agreement is underpinned by a robust Service Level Agreement. Authorities may also simply decide to interview agencies to determine their shortlist. They may also choose further sub-criteria under the main criteria outlined in the tender to tailor requirements to satisfy their local need Master Vendor Authorities can award their temporary staffing requirements to a sole agency that takes full responsibility for provision of Non-Medical, Non-Clinical Temporary Staff. This may include vacancy management software and management of the Authorities own bank staff. The master vendor should be able to fill the majority of vacancies, its recommended use sub-vendors to fulfil requirements. This agreement is underpinned by a robust Service Level Agreement. Tailored SLAs We provide tailored Service Level Agreements (SLAs) with defined Key Performance Indicators (KPIs) to increase performance accountability and controls for the Authorities to develop supplier relationships objectively working together. Flexible Solutions Our flexible solutions are tailored to fit the requirements of Authorities, having consulted with suppliers for market knowledge to ensure structures work operationally. Page 6 of 11
FRAMEWORK SUPPLIERS Framework Status Key: Provider available against this Lot Provider not available against this Lot Region Discipline Supplier Accountants in Demand Ltd t/a Finegreen Associates Acorn Adecco A J Secretarial Ltd t/a Medisec East Alpine Resourcing Badenoch & Clark Blade Industries Brook Street (UK) Ltd Capita Group Plc Care Contacts Ltd Certes Computing CMC Partnership Concept Information Technology North Central South Admin & Clerical Catering Clinical Coding Health Records Drivers Estates_Maintenance_Facilities Finance, Accounts & Audit Hotel Services Human Resources IM & T Legal Services Library Med Sec PR Procurement Project Management Security Senior Business Admin Stores Page 7 of 11
Region Discipline Supplier Connaught Resourcing Ltd Eden Brown Evisa Solutions EVRO Recruit Experis Extra Personnel GI Group Ltd Green & Kassab Ltd Green Park Interim & Executive Resourcing GSA Techsource Headstart HCL Plc Ideal Jobseekers Jumar Solutions Ltd LA INTERNATION AL COMPUTER CONSULTANTS LTD Lifeline List (Midlands) Ltd North Central South Admin & Clerical Catering Clinical Coding Health Records Drivers Estates_Maintenance_Facilities Finance, Accounts & Audit Hotel Services Human Resources IM & T Legal Services Library Med Sec PR Procurement Project Management Security Senior Business Admin Stores Page 8 of 11
Region Discipline Supplier Manpower UK Ltd Matchtech Group PLC max20 McGinley Support Services Ltd MEDISEC UK LIMITED Meridian Business Support Michael Page International Morgan Hunt Public Sector Next Ltd Office Angels Parity Resources Peach People Source Consulting Ltd (LTD Contractors only) Pertemps Partnership PLUM PERSONNEL LTD North Central South Admin & Clerical Catering Clinical Coding Health Records Drivers Estates_Maintenance_Facilities Finance, Accounts & Audit Hotel Services Human Resources IM & T Legal Services Library Med Sec PR Procurement Project Management Security Senior Business Admin Stores Page 9 of 11
Region Discipline Supplier Potensis Premiere Employment Group ltd T/A Premiere People Project People PS Computer Services Ltd. PULSE Randstad Reed Specialist Ltd ReThink Solutions Rullion Russam GMS Sellick Partnership Group SOLOS Consultants Spring Technology Stafforce Personnel Ltd SteriaRecruit ment (LTD Contractors only) North Central South Admin & Clerical Catering Clinical Coding Health Records Drivers Estates_Maintenance_Facilities Finance, Accounts & Audit Hotel Services Human Resources IM & T Legal Services Library Med Sec PR Procurement Project Management Security Senior Business Admin Stores Page 10 of 11
Region Discipline Supplier STR Summit Computer Tate The Synergy Group Triad Resourcing Venn Group Your World Ltd North Central South Admin & Clerical Catering Clinical Coding Health Records Drivers Estates_Maintenance_Facilities Finance, Accounts & Audit Hotel Services Human Resources IM & T Legal Services Library Med Sec PR Procurement Project Management Security Senior Business Admin Stores Page 11 of 11
1 FAQS My preferred agency is not one of the agencies framework agreement suppliers does this mean I can't use the framework to source temporary workers from this supplier? The framework agreement includes a wide range of temporary worker agencies and is designed to cover the majority of temporary worker requirements. Therefore Authorities should not be in the position to use agencies outside of this agreement. If you have a current contract with a nonframework agency, please check the cancellation terms and conditions and start the process of engagement with framework agencies. If you require help or support in this engagement process please contact Sonam Mehmi at Sonam.Mehmi@htepg.com I have a contract already with an agency but want to switch to the framework. What should I do? If your preferred agency is on the framework, you are in a position to switch immediately. Help and support can be provided by HealthTrust Europe with this process. If your current preferred agency is not listed on the framework, you should be able to switch agencies successfully as long as you observe any notice periods that may be in place, to avoid placement fees. What is a Service Level Agreement (SLA)? A Service Level Agreement (SLA) is a written agreement between the Authorities (or a group of Trusts) and an agency which sets out the way in which the agency and Authority will work together under the framework agreement, in order to get the best value from the framework agreements and meet specific requirements. Authorities may choose to sign a Service Level Agreement (SLA) with one or several agencies; and may also choose to sign a Service Level Agreement (SLA) for the supply of particular groups of temporary workers. In addition by collaborating with other Authorities or through HealthTrust Europe, spend can be consolidated in order to maximise volume of business level (VBL) discounts. A Service Level Agreement (SLA) is highly recommended as best practice and provide an effective means to manage supplier relationships and access the full range of discounts available. A Service Level Agreement (SLA) is a mechanism to monitor fill rates, set out requirements such as use of the temporary worker Placement Checklist and manage expectations regarding agency service. A Service Level Agreement (SLA) is intended to: meet regular local temporary worker staffing requirements amplify any of the service provision requirements set out in the framework agreements agree discounts on supplier commission fee to reflect on-going or continued business If I become unhappy with the framework agency I choose, what can I do? You can change your chosen framework agency by giving three months notice if you have a Service Level Agreement (SLA), a shorter period could be negotiated if acceptable by both sides. If there is no Service Level Agreement (SLA) in place there is no notice period required. You must also observe any notice period to be given to the worker to avoid placement/introductory fees, should the worker wish to continue working at your site through the new agency. We advise discussing any issues with your agency with HealthTrust Europe before taking this step, as it may provide the agency with an opportunity to resolve issues to your satisfaction.
2 How does HealthTrust Europe monitor its participating framework agencies to ensure they meet quality and clinical risk requirements? Each framework agency was audited by HealthTrust Europe s subcontractor NeuVen Solutions. The audits are conducted on a regular basis, as well as on an ad-hoc/emergency basis if this is deemed necessary. The audit team will monitor each participating framework agency ensuring full adherence to core operational policies and procedures detailed within the conditions of contract, to which each framework agency has agreed. HealthTrust Europe will take action against participating agencies who fail to meet or comply with these requirements. Action may include temporary suspension or exclusion from the framework agreements and such actions are agreed with the stakeholder group before these steps are taken. If I have a temporary worker who I wish to take on as a permanent employee, what should I do? This framework agreement has been put in place to provide temporary workers and it is not intended to act as a recruitment mechanism. There may be isolated instances when a temporary worker responds to advertisements and is subsequently to be employed by the Authority. In these cases a placement fee may be payable if notice has not been given. If Authorities provide framework agencies with four weeks notice then agencies will normally waive the placement fee charge. Can agencies supply as a Master Vendor through the framework? Yes, Master vendor arrangements are permitted within the framework agreements and these are undertaken free of charge. Is the pricing in the new framework flexible? Pricing has been pre-agreed with agencies for this framework agreement. Agencies can offer lower prices at any time during the life of the agreement. Prices have been freely submitted by agencies and the framework aims to provide pricing that is fair and competitive in the current market. Any price review and subsequent uplift can only be agreed by HealthTrust Europe and authorities (jointly), and are communicated to all agencies and Authorities as and when appropriate. Framework agencies cannot uplift pricing of their own accord. Can non-framework agencies supply temporary workers through framework agencies? HealthTrust Europe does not promote the ability to sub-contract to other agencies that have not been vetted and awarded to the framework agreement by way of responding to a Tender Opportunity in the same way as other suppliers. Suppliers cannot be awarded to a framework agreement once it has been awarded. In exceptional circumstances and with the express permission of HealthTrust Europe, authorities may review further sub-contracting options available through the framework agreement. Can we use temporary workers supplied through a non-framework associated sister company of a framework agency? Only if this has been agreed as part of a sub-contracting agreement with the main supplier, Authority and HealthTrust Europe.
3 How can I see more detail regarding the products which are included on this framework? If you are a full member of HealthTrust Europe or have signed an NDA/Order Form you can view the framework information indicated above via the Salesforce Chatter Group. Please check with your Temporary Staffing Lead to identify if they already have access. Further Information For further information regarding this framework agreement please contact the Helpdesk on 0845 887 5000 or email helpdesk@healthtrusteurope.com.