Decision details

Neutral Agency Vendor and Specialist Recruitment Provider Procurement

Decision Maker: Executive

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes

Purpose:

To agree to the commencement of procurement of a neutral agency vendor to provide temporary workers, a special specialist provider to provide permanent recruitment and a specialist provider of both temporary and permanent social care to directly follow on from the termination of the current neutral agency vendor contract, which terminates on 31 March 2025. The new contract will be effective from 1 April 2025.

Decision:

RESOLVED that the Executive approve the re-procurement of a neutral vendor contract to provide the Council with agency staff in accordance with the strategic procurement plan attached as Appendix A to the report.

Reasons for the decision:

The Council spends in excess of £7M a year on agency staff, of which on-contract

spend through Matrix currently accounts for between 65 and 70% of the total spend.

Whilst generally successful, the contract with Matrix (and any neutral vendor) will

have gaps in their ability to provide all the Council’s agency worker needs due to the

specialist nature of some roles.

 

It is recommended that procurement is split into three Lots to address the current

issues with recruiting specialist social care and education roles under a neutral

agency vendor arrangement. It is intended that this approach will reduce the overall

costs to the council through more on-contract spending and higher levels of fulfilment

thus improving compliance and governance around agency worker recruitment.

Alternative options considered:

1.    Procure software but manage the service internally. This is a significant change, though it has been done elsewhere.

 

2.    Collaboration with neighbouring authorities to create greater economies of scale, but this would require neighbouring authorities to be undertaking procurement at the same time as Bracknell.

 

3.    Re-procurement of a single neutral agency vendor for all agency worker recruitment, which is our current arrangement.

Interests and Nature of Interests Declared:

None

Reason Key: Expenditure >£400,000 & Affects more than 1 ward.;

Financial Impact: Within existing budget

Declarations: None

Subject to Urgent Proceedings: No

Making Representations: In writing to the Executive Director: Resources

Other reasons / organisations consulted

Meeting with interested parties - CMT Meeting 15/11/23

Consultees

Bracknell Forest Council recruiting managers have been sent a questionnaire to attain information from them on the strengths of the current provider, requirements from agency providers and areas for improvement. Finance has been requested to communicate their requirements and Unions have been advised of the procurement commencing and will be engaged throughout the process.

CMT for agreement to take to Executive.

Contact: Paul Young, Assistant Director: HR, OD and Payroll Email: paul.young@bracknell-forest.gov.uk Tel: 01344 354060.

Report author: Paul Young

Publication date: 12/12/2023

Date of decision: 12/12/2023

Decided at meeting: 12/12/2023 - Executive

Effective from: 21/12/2023

Accompanying Documents: