HR-113 - 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 contract involves the provision of recruitment agency services to the Health Information and Quality Authority (HIQA). The successful contractor will be responsible for sourcing, screening, and placing candidates in various roles within HIQA, ensuring compliance with relevant employment laws and standards. The scale of the services is significant, given HIQA's role in the health sector.

The contractor's day-to-day activities will include:

• Candidate Sourcing: Identifying potential candidates through various channels, including job boards, social media, and networking events.
• Screening and Assessment: Conducting initial interviews, assessments, and background checks to ensure candidates meet the required qualifications and standards.
• Placement: Coordinating the placement of candidates in suitable roles within HIQA.
• Compliance Management: Ensuring all recruitment practices comply with the Employment Agency Act, 1971, and other relevant legislation.
• Reporting: Providing regular updates and reports to HIQA on recruitment progress, candidate placements, and market trends.
• Collaboration: Working closely with HIQA's HR team to understand specific staffing needs and organizational culture.

The contract is structured to cover a term of 24 months, with the possibility of extending for an additional 18 months, divided into a maximum of two extensions.

3. Background & buyer context

This procurement is initiated to enhance HIQA's recruitment capabilities in response to increasing demands for qualified personnel in the health sector. The initiative aligns with government policies aimed at improving health service delivery and workforce planning. HIQA has a history of engaging recruitment agencies for staffing needs, and this tender aims to ensure a competitive and effective recruitment process. The strategic driver behind this procurement is to ensure that HIQA can attract and retain high-quality candidates to fulfill its mandate effectively.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement:

• Minimum average annual turnover of €6,000,000 (excl. VAT) over the last three financial years.

• Insurance:

• Employer’s Liability: €13 million

• Public Liability: €6.5 million

• Professional Indemnity: €1 million

• Cyber Liability: €1 million

• Certifications:

• Compliance with the Employment Agency Act, 1971.

• Adherence to relevant employment laws, including the Protection of Employees (Temporary Agency Work) Act 2012.

• Past experience:

• Evidence of at least three (3) contracts within the last three (3) years relevant to the scale and scope of services being sought by this tender.

• Personnel:

• Minimum of two (2) key roles with relevant experience in recruitment and HR.

• 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 price-quality ratio.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Complete the attached Tender Response Document (TRD).
• CVs: Provide CVs for key personnel, limited to two pages each.
• Pricing schedule: Complete the Pricing Schedule at Appendix 2.
• Case studies: Include details of three relevant contracts, with a value range of €200,000 to €1 million.
• Declarations: Submit the European Single Procurement Document (eESPD), Tax clearance details, and a Declaration as to Personal Circumstances.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All documents must be submitted via the electronic tenderbox on www.etenders.gov.ie.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: Initial term of 24 months, with up to two extensions of 18 months each.
• Payment terms: Payments will be made in accordance with the Services Contract at Appendix 5.
• Key SLAs/KPIs: Not specified in detail, but compliance with recruitment timelines and quality standards is expected.
• Liquidated damages: Not specified.
• Termination clauses: Either party may terminate with 14 days' notice.
• IP ownership: Not specified.
• Sub-contracting rules: Allowed, but the Prime Contractor must be designated.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The minimum turnover requirement of €6 million may limit participation to larger firms, potentially excluding smaller agencies.
• Experience requirement: The need for three relevant contracts may disadvantage newer agencies or those with less public sector experience.
• Compliance burden: The requirement to adhere to multiple employment laws may increase operational complexity for bidders.

10. SME fit assessment

This tender is open to:

• Viable bidders: Recruitment agencies with a proven track record in public sector recruitment, capable of meeting the turnover and insurance requirements.
• Consortium or sub-contracting: Allowed, enabling smaller firms to partner with larger agencies.
• Indicative bid-prep effort: Estimated at 10-15 days to prepare a compliant submission.
• Pwin signal: The presence of established players in the sector may indicate a competitive landscape, with potential incumbents likely to have an advantage.

11. Where to dig deeper

• Source RFT filename: HR-113 - Recruitment agency services RFT.docx
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Queries must be directed via the messaging facility on www.etenders.gov.ie.
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement