Section one: Contracting authority/entity
one.1) Name and addresses
DERBY CITY COUNCIL
Corporation Street
Derby
DE1 2FS
Telephone
+44 1332640768
Country
United Kingdom
Region code
UKF11 - Derby
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
TD2194- Extension to Managed Services for Temporary Agency Resources
Reference number
TD2194
two.1.2) Main CPV code
- 79620000 - Supply services of personnel including temporary staff
two.1.3) Type of contract
Services
two.1.4) Short description
Further extension to the council's original contract to allow a new procurement process to take place and to facilitate any potential implementation period. Ordering temporary agency workers through a web-based application and, when required, by telephone, with the web-based application used to manage the transactional processes associated with acquiring temporary and interim staff, inclusive of ordering, time-sheeting, and invoicing to create a fully auditable, reportable trail.
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £2,200,000
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKF11 - Derby
two.2.4) Description of the procurement
VEAT Notice for the contract extension of the Council's existing contract for Managed Services for Temporary Agency Resources with Matrix SCM Ltd to allow sufficient time for a procurement process to take place and to cover a potential implementation period.
Derby City Council requires the full range of services which includes:
• Extra reporting - quarterly reports to include list of workers not meeting minimum pre-employment checks and details of their current assignment, if working at the Council.
• Pre-employment checks to include full referencing for two (2) years; five (5) years for Warner assignments
• In addition to the checks as outlined at clauses 2.4.40 to 2.4.53 (vetting and compliance) in the overarching framework specification, Derby City Council requires a full Pre-Employment Health Declaration to be completed for all candidates. A copy of this declaration will be provided to the Managed Service Provider during the contract initiation phase.
• Retrospective employment checks to ensure compliance with legislation is maintained and council checking processes are undertaken and completed.
• Process to ensure timely housekeeping of current users of the system, to ensure leavers who had access to the system are removed.
• Continued use and access as required of on-site office for the supply of workers for grounds maintenance, street cleansing, markets and refuse collection, as currently provided separately
• Identifying the way forward for the Council to reduce agency spend in the following years
• Identifying the best approach for the council regarding the requirements of the Agency Workers Directive
Working with the on-site supplier of Grounds Maintenance, Street Cleansing, Refuse and Markets workers. The on-site provider will supply required staffing but all orders/placements, timesheets and invoices will still be processed through the suppliers interface as per standard processes
two.2.11) Information about options
Options: Yes
Description of options
3 months with the option to extend for a further 2 months in monthly increments.
The further extension will run from January 2025 until 30th March 2025 with the option to extend until May 2025 in monthly increments.
two.2.14) Additional information
Award of a contract without prior publication of a call for competition in OJEU as the procurement falls outside the scope of application of the directive. The Council will observe a 10-day standstill period.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated without a prior call for competition
- The works, supplies or services can be provided only by a particular economic operator for the following reason:
- absence of competition for technical reasons
Explanation:
There are allowances under the regulations to award a contract to a single supplier in cases where competition is absent for technical reasons . regulation 32. 2. . b. ii. ; or for. reasons connected with the protection of exclusive rights, including intellectual. property rights . regulation 32. 2. b. iii.
The council have been exploring various models and procurement routes for the next process and have conducted some market engagement. This process has taken a bit longer than expected and therefore the Council needs to extend the current contract to ensure there is sufficient provision available whilst the procurement takes place and also to cover a possible implementation period. All current terms and conditions of the contract would remain unchanged meaning a seamless continuation of service to the Council.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section five. Award of contract/concession
Contract No
TD2194
Title
Extension to Managed Services for Temporary Agency Resources
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
23 September 2024
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Matrix SCM Ltd
Knowlhill
MK5 8HJ
Country
United Kingdom
NUTS code
- UKF11 - Derby
Companies House
02227962
The contractor/concessionaire is an SME
No
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Initial estimated total value of the contract/lot/concession: £2,200,000
Total value of the contract/lot/concession: £2,200,000
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
Derby City Council
Derby
DE1 2FS
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
Derby City Council
Derby
DE1 2FS
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The Council will observe a 10 day standstill period.
six.4.4) Service from which information about the review procedure may be obtained
Derby City Council
Derby
DE1 2FS
Country
United Kingdom