Multi Party Framework Agreement for Recruitment Agency Services

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 Kilkenny and Carlow Education and Training Board (KCETB) is procuring a multi-party framework agreement for recruitment agency services. This framework will supply fixed-term and temporary agency staff, as well as broader recruitment services, to the KCETB. The estimated total expenditure over the initial two-year term and any potential extensions is €4 million (excluding VAT). This figure is indicative and does not guarantee any specific level of expenditure.

The services encompass:

• Supply of Fixed-Term and Temporary Agency Staff: Providing personnel to fill temporary or fixed-term roles within KCETB.
• Recruitment Services: Offering broader recruitment support to the KCETB.
• Framework Management: The agreement will operate as a multi-party framework, meaning multiple successful tenderers will be appointed to provide these services.
• Geographic Scope: Services will be provided to the Kilkenny and Carlow Education and Training Board.
• Duration: The framework agreement is initially for two years, with the option for the Contracting Authority to extend it for up to two additional periods of 12 months each.
• Cost Responsibility: The KCETB will not be liable for any increases in salaries, fees, or other employment-related costs for agency workers arising from pension auto-enrolment obligations or similar national agreements or statutory requirements that apply to the agency. All such costs remain solely the responsibility of the agency.
• Compliance: Successful tenderers must comply with all applicable environmental, social, and labour law obligations, including the Protection of Employees (Temporary Agency Work) Act 2012.

The framework is intended to commence in early December 2026.

3. Background & buyer context

This procurement is being conducted by the Kilkenny and Carlow Education and Training Board (KCETB). The initiative aligns with broader public sector procurement strategies aimed at securing efficient and effective recruitment services. The establishment of a multi-party framework agreement suggests a strategic approach to managing a consistent demand for temporary and fixed-term staff across the organisation. The estimated value of €4 million over the potential contract term indicates a significant requirement for these services. The tender procedure is being conducted under the open procedure, as per the European Union (Award of Public Authority Contracts) Regulations 2016.

4. Eligibility & selection criteria

Tenderers must meet the following minimum requirements to be considered for evaluation:

• Turnover requirement: A minimum average annual turnover of €1,000,000 for each of the three most recent financial years (2025, 2024, and 2023). If the entity's establishment date is more recent, turnover for each year of establishment is required. Audited accounts will not be accepted; a letter of confirmation from a Company Accountant on headed paper is required.
• Insurance:
• Employer's Liability: €13 million (a specific indemnity to Kilkenny and Carlow ETB must be included).
• Public Liability: €6.5 million (a specific indemnity to Kilkenny and Carlow ETB must be included).
• Professional Indemnity: €1.3 million.
• Cyber Liability: €1 million. Tenderers must confirm these insurances are in place and agree to implement the specified levels upon award if not currently available.
• Certifications: Not specified for this tender.
• Past experience: Not specified as a distinct criterion, but implied through the turnover requirement and the nature of the services.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.
• Tax Clearance: Confirmation of full tax compliance with the Irish Revenue Commissioners is mandatory. This must remain in place for the duration of the agreement.

5. Award criteria & scoring

The award of the contract will be based on the most economically advantageous tender (MEAT). The tender documents do not explicitly detail the scoring mechanism or weighting for award criteria. However, it is understood that tenders will be evaluated based on a combination of quality and price. Tenderers must meet all mandatory selection criteria (Economic and Financial Standing, and Technical and Professional Ability) to pass. Failure in any selection criterion will result in elimination. The specific weighting between price and quality is not detailed in the provided extract, but typically, quality aspects are assessed before price is considered for MEAT evaluations.

6. Submission requirements

Tenders must be submitted electronically via the eTenders platform. Key submission requirements include:

• Electronic Single Procurement Document (eESPD): Tenderers must complete and submit the electronic version of the eESPD.
• Tenderer's Statement: A scanned, signed copy of the Tenderer's Statement (Appendix 3), printed on the tenderer's letterhead, must be returned. Tenderers may not amend this statement.
• Pricing Schedule: All tenderers must complete the Pricing Schedule (Appendix 2). Prices must be all-inclusive, in Euro, and exclusive of VAT. VAT rates should be indicated separately.
• Declarations: Tenderers must declare their compliance with selection criteria and absence of exclusion grounds via the eESPD. A Declaration as to Personal Circumstances of Tenderer (Appendix 4) may be required.
• Format: Tenders must be submitted in English and compiled in a format that can be read using Word or PDF. Files must not be corrupt.
• File Size Limits: A maximum of 250MB per single file and 2GB total for all documentation applies on the eTenders platform.
• Consortia/Subcontractors: If a group of undertakings submits a tender, a single nominated entity must be authorised to represent all members. The Prime Contractor must designate a single entity responsible for the Services Contract, irrespective of subcontracting.
• Site Visit: Not Used.

7. Key dates & process

8. Contract terms that matter

• Term: The Services Contract will have an initial term of two years.
• Extensions: The Contracting Authority reserves the right to extend the term for up to two additional periods of 12 months each.
• Payment: Payments will be made in accordance with the Services Contract (Appendix 5).
• Pricing Adjustments: Prices can be increased or decreased only on the first anniversary of the Effective Date of the Services Contract and subsequent anniversaries, by the percentage change in a specified index.
• Termination: Either party may terminate the contract with 3 months' written notice if a serious breach is not remedied within 30 days. Insolvency or bankruptcy of the framework member also allows for termination.
• Sub-contracting: Sub-contractors may be used, but the Prime Contractor remains fully responsible for the Services Contract.
• Indemnity: KCETB will not indemnify the successful tenderer for any losses.
• Confidentiality: Tenderers must treat all information provided by KCETB as confidential.
• Tax Clearance: Compliance with EU and domestic tax laws is mandatory for the term of the contract.

9. Risks, red flags & unusuals

• Indicative Value vs. Guaranteed Spend: The estimated value of €4 million is explicitly stated as indicative, with no guaranteed expenditure. This means actual spend could be significantly lower.
• Multi-Party Framework: The framework is multi-party, meaning multiple agencies will be appointed. This increases competition among successful framework members for call-off contracts.
• No KCETB Indemnity: KCETB will not indemnify the successful tenderer under any circumstances, particularly concerning Cyber Liability. This places the full risk on the tenderer.
• Specific Indemnities Required: Specific indemnities to KCETB are mandatory for Employer's Liability and Public Liability insurance, which may require negotiation with insurers.
• Turnover Requirement: The €1 million annual turnover requirement is a significant hurdle for very small recruitment agencies.
• No Site Visit: A site visit is marked as "Not Used," which is unusual for service contracts where understanding the client environment can be beneficial.

10. SME fit assessment

This tender is structured as a multi-party framework, suggesting it is open to a range of suppliers, including SMEs. However, the €1 million minimum annual turnover requirement is a substantial threshold that may exclude smaller, newer agencies. Viable bidders would likely be established recruitment agencies with a proven track record and the financial capacity to meet the turnover and insurance requirements.

Consortia and sub-contracting are permitted, which offers a route for SMEs to participate by partnering with other firms or larger enterprises. This allows SMEs to contribute their specialised expertise while leveraging the capacity of partners to meet overall requirements.

The bid preparation effort is likely to be moderate to high, given the detailed requirements for the eESPD, financial standing, insurance, and the need to understand the specific service needs of an ETB. The absence of specific scoring criteria makes it difficult to estimate the Pwin signal precisely, but the turnover requirement and the multi-party nature suggest a competitive field where established players may have an advantage.

11. Where to dig deeper

• Source RFT Filename: RFT KCETB Request for Tenders-Recruitment Agency Services Final.pdf
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: Messaging facility on www.etenders.gov.ie
• Key Attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement
• Appendix 5: Services Contract