Section one: Contracting authority
one.1) Name and addresses
LONDON COUNCILS
59 1/2 Southwark Street
LONDON
SE10AL
Contact
Richard Merrington
Richard.Merrington@londoncouncils.gov.uk
Telephone
+44 2079349722
Country
United Kingdom
Region code
UKI44 - Lewisham and Southwark
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
https://www.londoncouncils.gov.uk/
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.londoncouncils.gov.uk/who-we-are/about-us/tenders-and-expressions-interest
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.londoncouncils.gov.uk/who-we-are/about-us/tenders-and-expressions-interest
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
Other activity
Local Authority Joint Committee
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Online platform to deliver HR and workforce Metrics surveys and data benchmarking for local authorities across the country
Reference number
LC/2023/11/10
two.1.2) Main CPV code
- 72320000 - Database services
two.1.3) Type of contract
Services
two.1.4) Short description
London Councils is seeking to procure an online platform to collect and hold HR metrics data and allow local government organisations to enter their own survey data and access a range of outputs. The aim is to enable participating local authorities to:
• compare and assess their performance across a range of HR measures;
• use data insights to help assess workforce capacity and delivery of services;
• through benchmarking with other local authorities facilitate improvement and innovation
The benchmarking of HR data enables evidence-based decision making on key issues. It empowers councils to assess performance and drive improvement. Councils can compare their performance on HR indicators and see where performance sits in relation to others, which can lead to the sharing of workforce policies and practices that will improve and innovate service.
The application will provide results/benchmarking information, charts, pdf reports, scorecards, dashboards and Excel spreadsheet outputs that users can generate online.
The online application is required to be operational for use from 1 April 2024 with a contract period of three years until 31 March 2027. There will be an option to extend this end date by one (1) year plus one further year.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79330000 - Statistical services
two.2.3) Place of performance
NUTS codes
- UKI - London
two.2.4) Description of the procurement
The overall objective is to deliver an online platform/website that allows users to upload data directly and download summary outputs. Other key objectives include:
• Data Analysis: Analyse HR data to provide insights and key metrics that when compared with other councils data aid in decision-making and strategic planning.
• Reporting: Generate customizable and interactive reports and dashboards to track key workforce/ HR metrics and trends.
We are looking for a service provider that has the ethos of working with us as a partner, rather than merely be a provider of a fixed service/ product. We want a provider that has a disposition toward enhancement and development of the service as part of the core service offering, without recourse to formal variations to the contract and price.
We recognise that time and cost can be involved in the development of amended or new survey requirements. Whilst significant development costs will be reimbursed, we hope that the chosen service provider will be prepared to absorb the time, effort and cost of product development if it facilitates innovation or improvement in the service provided. There is a formal change request process outlined below at section 24.
HR metrics service requirements
Group one - The HR Metrics Club list of surveys required for 2024-2025 and each subsequent year (April to March financial year) is anticipated to include:
• Chief Officers' Pay
• Pay & Benefits (excluding Social Care)
• Pay & Benefits (Social Care)
• Human Capital Metrics
• HR Outputs
• HR Resources
• Terms & Conditions
• Trade Union Membership & Facility Time
• Agency Children's Social Workers (CSW) pay & numbers data
• Analysis of DfE CSW data
• Gender Pay Gap reporting
• Agency Adults Social Workers pay & numbers data
• Chief Executives London Committee (CELC) Diversity, Service and Pay band survey
• Bespoke individual user surveys allowing users to create smaller, one-off surveys to which other users can respond
• Pulse surveys created 'on the fly' through a web interface
This full list of surveys, and their output requirements, can be found at Appendix A of the ITT. Data for the surveys is collected and published on a rolling timetable throughout the year, with roughly one per month. A full data collection and publication timetable for 2024-2025 is available on request.
Group Two - The NARE Workforce Metrics Group require collection of a core set of HR workforce metrics focused on headcount and full time equivalent numbers of staff for different categories of data, e.g. gender, ethnic groups, disability, age bands, together with agency staff numbers. This limited data set should help to identify the overall size and scope of the workforce and is sufficient to enable broad analysis and comparison with other types of authorities and/or regions. The national workforce metrics survey requirements are listed at Appendix B of the ITT.
Going forward there is scope to expand this core data set and link into, provide and utilise LGA workforce survey data including training spend, training days, turnover, vacancy rates, sickness rates, and percentages of women, ethnically diverse, disabled staff in the top 5% of earners.
Additionally, the LGA have recently issued a group of workforce capacity surveys to capture council data on the use of agency staff and the current and future capacity needs in the following skill shortage areas:
• adult social care
• finance (in partnership with CIPFA)
• building control (in partnership with Local Authority Building Control, LABC)
• environmental health
• children's social care
• IT (in partnership with SOCITM)
• legal.
Going forward data and specific questions from these surveys may be collected and analysed by the online platform provider. An outline of the information collected from these surveys is outlined in Appendix B of the ITT.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 April 2024
End date
31 March 2027
This contract is subject to renewal
Yes
Description of renewals
There will be an option to extend this end date by one (1) year plus one further year.
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
10 January 2024
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
10 January 2024
Local time
12:30pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
London Councils
London
Country
United Kingdom