AC-2026-33 For the Provision of Temporary Agency Workers

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The contract involves the recruitment and provision of temporary agency workers to The Arts Council. The contractor will be responsible for sourcing, screening, and supplying suitably qualified agency workers to meet the fluctuating staffing needs of the Council. This service is essential for ensuring that the Council can maintain operational efficiency while managing varying workloads.

Key activities include:

• Recruitment: Sourcing candidates through various channels, including job boards and recruitment agencies.
• Screening and Selection: Conducting interviews and background checks to ensure candidates meet the required qualifications and experience.
• Training: Providing necessary training for agency workers to ensure they are equipped to perform their roles effectively.
• Placement: Assigning agency workers to specific roles within The Arts Council as per their requirements.
• Monitoring and Reporting: Keeping detailed records of placements, performance, and any issues that arise during the contract period.
• Compliance: Ensuring that all agency workers comply with relevant employment laws and regulations, including health and safety standards.

The contractor must also manage the administrative aspects of employment, including payroll, tax compliance, and insurance coverage for the agency workers.

3. Background & buyer context

The Arts Council is procuring these services to enhance its operational capacity and flexibility in staffing. This procurement aligns with the Council's strategic objective to efficiently manage resources while responding to the dynamic needs of the arts sector. The decision to issue this tender is driven by the need for a reliable supply of temporary agency workers to support various projects and initiatives. The Arts Council has previously engaged with other contractors for similar services, but this tender aims to establish a new agreement that meets current operational demands.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €1,500,000 for each of the last three financial years.
• Insurance:
• Employer’s Liability Insurance: €13,000,000 for any one claim or series of claims.
• Public Liability Insurance: €6,500,000 for any one claim or series of claims.
• Professional Indemnity Insurance: €1,000,000 for each and every claim.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: A minimum of 2 and a maximum of 5 recruitment specialists must be provided, with relevant experience and qualifications.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on the best balance of price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template, with a maximum of 20 pages.
• CVs: Minimum of 3 and a maximum of 6 CVs for Key Personnel, demonstrating relevant experience.
• Pricing schedule: Must follow the specified format in the provided template.
• Case studies: At least 2 case studies of similar projects, with values ranging from €100,000 to €500,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All documents must be submitted via eTenders, adhering to the specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term + extension structure: Initial term of 3 years, with the possibility of extending for up to 12 months.
• Payment terms: Payments will be made based on the agreed Agency Fee structure.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages or penalty regimes: Not specified for this tender.
• Termination clauses: The contract may be terminated for breach of contract or failure to meet performance standards.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Sub-contracting is permitted, but the contractor remains liable for the performance of any sub-contractor.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €1,500,000 may limit participation from smaller firms, potentially favouring larger incumbents.
• The lack of specified past experience requirements may lead to variability in the quality of bids.
• The absence of detailed SLAs/KPIs raises concerns about performance measurement and accountability.
• The contract allows for extensions, but the authority retains discretion over the decision, which may lead to uncertainty for bidders.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) that have experience in recruitment and staffing services. Viable bidders should have:

• A proven track record in providing temporary staffing solutions, ideally within the public sector or arts-related fields.
• The capacity to meet the insurance and turnover requirements.
• The ability to provide qualified personnel with relevant experience in recruitment.

Consortium bidding is not explicitly mentioned, but subcontracting is allowed, which may enable smaller firms to participate in the tender. The indicative bid preparation effort is estimated at 10-15 days, considering the need for documentation and compliance checks. The presence of an incumbent may signal a competitive environment, but the lack of specified past winners indicates an opportunity for new entrants.

11. Where to dig deeper

• Source RFT filename: AC DP Agreement Introduction for New Contracts.docx
• eTenders CFT ID: not specified
• Contact email: [email protected]
• Important attachments:
• Data Processing Agreement
• Tender Submission Clarifications
• Data Protection Assessment