Tender

Aspire Academy Trust Supply Agency Services

Aspire Academy Trust

UK4: Tender notice - Procurement Act 2023 - view information about notice types

Notice identifier: 2025/S 000-023265

Procurement identifier (OCID): ocds-h6vhtk-0518cf

Published 20 May 2025, 1:54pm

Scope

Reference

ASP01.52

Description

The proposed contract will be for the provision of supply agency services for all schools belonging to the Trust. The Trust is looking to appoint a Supply Agency and is seeking a single provider to supply this service. It is the Trust's expectation that the Provider shall be responsible for the operation of the supply agency function and provide both emergency and planned absence cover for teachers and teaching assistants including the following requirements: a. Availability of agency workers that have the required levels of competence and experience to cover the booking requests. b. Provision of a dedicated Account Manager for the Trust c. Best Value for money d. Robust vetting procedures e. Comprehensive management information and reporting, with a dedicated platform f. High levels of school satisfaction. g. Consistently high-performance levels which meet or exceed KPI requirements. h. Consolidated invoicing weekly/ monthly as required. i. Provision of training and expert advice on any legislative requirements related to Agency Workers. The objectives of this tender opportunity is to: a. Build a partnership working approach with a Supply Agency with the same values who will support the Trust by delivering the highest quality Services which offer best value for money. b. Guarantee availability of agency workers with the appropriate skills and experience to cover the range of booking requests, committing to a fill rate of 92% c. Robust KPI and SLA monitoring and reporting, including addressing any underperformance. The contract start date will be the 1st September 2025 and is to be for a period of three (3) years with the possible extension of two (2) further years, in 12-month intervals (3 +1+1). There is no current contract in place.

Total value (estimated)

£10,000,000 excluding VAT
£12,000,000 including VAT

Above the relevant threshold

Contract dates (estimated)

1 September 2025 to 1 September 2028
Possible extension to 1 September 2030
5 years, 1 day

Description of possible extension:

Two further one year extensions (3+1+1)

Main procurement category

Services

Additional procurement category

Goods

CPV classifications

79620000 - Supply services of personnel including temporary staff

Contract locations

UKK3 - Cornwall and Isles of Scilly

Participation

Legal and financial capacity conditions of participation

A financial appraisal will be based upon a credit check. 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

Technical ability conditions of participation

Provide 3 relevant previous contract examples To constitute a pass, the 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 within the contract.

Particular suitability

Small and medium-sized enterprises (SME)

Submission

Enquiry deadline

23 June 2025, 12:00pm

Tender submission deadline

23 June 2025, 12:00pm

Submission address and any special instructions

https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=93912&B=

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

5 July 2025

Award criteria

This table contains award criteria for this lot
Name	Type	Weighting
Overall	Cost	40%
Service Provider	Quality	20%
Contract Mobilisation & Management	Quality	17.5%
Provision of Temporary Workers	Quality	12.5%
Vetting Process & Procedures	Quality	10%

Other information

Payment terms

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. 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.

Description of risks to contract performance

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.

Applicable trade agreements

Government Procurement Agreement (GPA)

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Open procedure

Justification for not publishing a preliminary market engagement notice

The justification is that 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.

Contracting authority