INVITATION TO TENDER FOR THE PROVISION OF:
DH Executive Search Partner
Deadline: 19 March 2013 by 14:00 hrs
ITT Reference: 58823
PART B – TENDER SCHEDULES. TO BE RETURNED BY
TENDERERS
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SCHEDULE ONE: SPECIFICATION
1. EXECUTIVE SUMMARY
1.1 DH’s default policy position is not to use professional search support for public appointments to
the Arms Length Bodies it sponsors or for the appointment of Senior Civil Servants to the
Department. Consideration of search support for key posts is only given if it is thought likely that
a normal recruitment process will not attract a suitably diverse and strong field of appointable
candidates.
1.2 However, we do expect that over the 14 months a number of appointments will require search
support. The need for search will be addressed on a case-by-case basis and the use of search
will be subject to Ministerial clearance.
1.3 Consequently, we would like to tender for a “call-off” contract to operate from 1 April 2013 to 31
May 2014, which we can use for appointments requiring search support as and when they arise.
There will be a need for the previous supplier (if different to the successful bidder) to conclude
works initiated during January – March 2013 for some key appointments. It is essential that the
successful bidder has experience in providing successful search support for high-profile public
appointments and senior civil servant appointments.
1.4 Although we envisage that the successful bidder will carry out support for all appointments
requiring executive search, DH reserves the right to contract with a different organisation if it
feels that the successful bidder is unable to meet its requirements.
1.5 Securing high quality suitable applicants for our most senior appointments is vital. However, all
applicants, whether they have been subject to search or not, will need to apply through due
process and for public appointments, adhere to the Office of the Commissioner for Public
Appointments (OCPA) Code. The recruitment process for appointments will continue to be
managed in an open and transparent way, and all appointments will be made on merit.
2. THE REQUIREMENT
.
2.1 The Department of Health is seeking an organisation to provide primarily, executive search
support for key appointments. The appointments will include public appointments made by the
Secretary of State for Health (SofS), and Non-Executive Director appointments and may include
providing support to any other appointment for which the SofS has a role to play in the
appointment process.
2.2 The key deliverables are to identify, discuss with and potentially encourage candidates to apply
for key senior appointments. In doing so, the contractor will:
(a)
(b)
(c)
(d)
ensure a strong and diverse field of candidates is approached and applied for
each campaign. The supplier should have a genuine interest and commitment to
securing a diverse field in the broadest sense, to help enable meeting the
Government’s aspiration that 50% of new appointments to Boards are female by
2015.
provide advice and support to candidates, both prior to application and throughout
the recruitment process, as necessary.
provide DH officials with regular updates (calls and/or face to face meetings) on
the progress of search e.g. the number of potential candidates; backgrounds and
fit with person specificication, any issues, etc.
produce a “Search Report” prior to the advertisement being published that will
capture the outcome of the Search exercise at that point and confirm who intends
to apply
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(e)
(f)
(g)
(h)
(i)
(j)
(k)
where required, a “long-listing” report is produced to support the selection panel
in shortlisting candidates for interview, and where required, preliminary interviews
to be held with candidates to support shortlisting and/or subsequent panel
interviews
be available to provide advice, when required, to selection panels prior to
longlisting, short-listing and interviews
where required offer (or arrange) and oversee psychometric testing, media
assessments and/or other tools to help supplement final interview, as part of the
recruitment process
provide basic due diligence checks of candidates identified through search and/or
longlist, and more comprehensive checks for candidates short-listed for interview.
ensure a good working relationship is developed and maintained with the
Permanent Secretary and Appointments Team across a range of appointments
and with Senior Responsible Officers for each respective individual campaign
ensure ‘near miss’ candidates are identified and kept informed of subsequent
roles coming up and encouraged to apply.
provide, as required, a stocktake on the membership profile of all boards, with a
focus on skills, diversity, sectoral experience, etc, so as to inform future
recruitment campaigns and succession planning.
3. DEPARTMENT RESPONSIBILITIES
3.1 PERSONAL INFORMATION REDACTED UNDER SECTION 40 OF THE FREEDOM OF
INFORMATION ACT will be managing the performance of the selected provider and receive
feedback from officials and Ministers as to how the contract is working for them.
3.2 Due to the fluidity of a call-off contract, we cannot guarantee the number of posts, which will
require search support – DH is only able to anticipate that there will be enough to require a calloff contract until the end of May 2014.
3.3 The expectation is that the DH Appointments Team will then be invoiced directly, for the
requirements delivered through this mechanism.
3.4 The DH Appointments Team will work with internal clients to provide the brief/specification for
the search. This will then be shared with the Executive Search Partner who will be engaged to
seek suitable applicants.
3.5 Once both parties are agreed that suitable candidates will apply the DH Appointments Team will
take responsibility for issuing the advert for the position and managing the appointments
process thereon.
3.6 The Executive Search Partner will be required to support the process as necessary. This may
entail activity such as continued applicant liaison or fielding any queries related to the post
through to closure of the advertisement.
4. CONTRACTORS RESPONSIBILITIES
4.1
The Contractor shall:
(a)
Appoint a Contract Manager to be the lead contact for all matters relating to the search
requests and liaise with / report to the Department’s nominated contact.
(b)
Ensure the Contract Manager is available for regular/weekly update meetings that will
either be face to face or via teleconference with the Department of Health. Further details
will be provided at contract award stage.
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(c)
Perform quality assurance of all aspects of the search.
(d)
Provide the Department of Health with timely and ongoing evaluation and quality
assurance information relating to the search in the formats agreed with the Department
of Health.
(e)
Consult, and flag with the Department of Health, any issues identified with the search.
5. CONTRACT MANAGEMENT AND MONITORING
5.1 Through a combination of the monitoring mechanisms established for each campaign and
overarching mechanisms (this would likely include a general weekly discussion across all
campaigns and quarterly monitoring meetings), against the delivery of the outputs in section 2.2,
a-k.
6. TIMETABLE
6.1 The contract will commence on 2 April 2013 until 31 May 2014.
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SCHEDULE ONE A: TENDERER RESPONSE
TENDERER RESPONSE: INTRODUCTION
Tenderers must provide all the information requested in the following section as part of their
tender proposal. Supporting documents may be submitted but they must be clearly referenced
back to the appropriate section.
SECTION A
CONTACT DETAILS
A.1 Tenderer name
Please confirm the name of the Tenderer:
Tenderer Name:
A.2 Contact details*
Tenderers must provide contact details for this tender.
Contact Name*
Address:
Telephone number
Email address:
* Contact is the person responsible for any queries relating to this tender proposal
SECTION B
OVERVIEW
B.1 Your understanding
Tenderers must provide a description of their understanding of the specific
requirements of this opportunity
Response
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SECTION C
RESPONSE TO SPECIFICATION
C.1 Leadership
Provide details of the qualifications and experience of the individual whose responsibility will
be to ensure that the requirement is delivered.
Response
C.2 Method statement
Describe (with specific reference to the elements of the requirements and the outcomes
expected) how it is intended to deliver the requirements of the specification.
Response
C.3 Resource Plan
Provide a complete resource plan for the delivery of the Specification including details
of the team involved, what these individuals will be doing and why these individuals are
suitable for this requirement.
Response
SECTION D
SUPPLEMENTARY INFORMATION
D.1 Tender support
The Tenderer may provide any additional relevant information in support of the tender.
This must be done in a clear and concise manner. It must not be used as an
opportunity to provide marketing material.
Response
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SCHEDULE TWO: SCHEDULE OF PRICES
1.
GENERAL INSTRUCTIONS
1.1.
The rates contained within the pricing schedules are, unless otherwise expressly
agreed between the parties, firm.
1.2.
The rates entered shall be deemed to include complete provision for full compliance
with the requirements of the Contract.
1.3.
The rates exclude VAT.
1.4.
The rates entered in the Schedule of Prices shall include all travel and subsistence
costs which must be set out separately. Expenses will only be approved if
supported by original receipts. The Authority will only pay for expenses claimed
that are in line with the Department’s guidelines for expenses. Original receipts will
need to be provided.
1.5.
The Authority will only make payment for overnight stays authorised beforehand by
the Authority's Representative.
1.6.
Any extra expenses other than travel and subsistence must be priced separately in
the pricing schedule. The Department will only pay for expenses claimed that are
included in this pricing schedule and are deemed to be reasonable for delivery of
the requirement.
1.7.
Tenderers must include in the pricing schedules any discounts or any reduced
pricing they are proposing to offer to the Authority in delivery of this requirement.
Weight
PRICING SCHEDULE
Full Search
Report Updates
(if not already
included in full
search costs)
Chair [or equivalent]
45%
Max £
Max £
Chief Executive [or equivalent]
35%
Max £
Max £
20%
Max £
Max £
Non Executive Director [or equivalent]
Percentage
payment
Chair (or
equivalent)
Non
Executive
Director (or
equivalent)
Chief
Executive
(or
equivalent)
Conducting initial
search and producing
long list
%
£
£
£
Sifting and shortlisting
carrying out due
diligence including
psychometric testing if
applicable
%
£
£
£
Appointment of
candidate – Near miss
%
£
£
£
MILESTONE
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candidates are
identified and kept
informed of updates.
As this is a ‘call off’ arrangement which The Department is using to establish a
short term partner no commitment can be made around volumes.
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SCHEDULE THREE: MONITORING
1.
GENERAL INSTRUCTIONS
Tenderers must provide all the information requested in the following section as part of their tender
proposal. Supporting documents may be submitted but they must be clearly referenced back to the
appropriate section.
2.
3.
4.
5.
REPRESENTATIVES
2.1.
Name of Authority's Representative(s): To be advised at Contract Award stage
2.2.
Name of Contractor's Representative(s): [Tenderer to complete]
DELIVERABLES
3.1.
List of deliverables, outputs and reports Contractor is to supply: [See Specification]
3.2.
Period(s) over which each deliverable, output and report is to be supplied: 2 April
2013 to 31 May 2014
3.3.
Information requirements: To be advised at Contract Award stage
3.4.
Milestones: [Authority/Tenderer to complete]
MEETINGS
4.1.
Frequency of contract management meetings: To be advised at Contract Award
stage
4.2.
Location of contract management meetings: To be advised at Contract Award stage
4.3.
Checking performance against anticipated plan: To be advised at Contract Award
stage
REMEDIES
5.1.
Remedies for below par performance: To be advised at Contract Award stage
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SCHEDULE FOUR: CONFIDENTIAL AND COMMERCIALLY
SENSITIVE INFORMATION
1.
GENERAL
1.1. All the information that the Department supplies as part of this Contract may be regarded as
Confidential Information as defined in Condition 1 (Definitions) of Section Three - Conditions of
Contract.
1.2. The Contractor considers that the type of information listed in paragraph 2 below is
Confidential Information.
1.3. The Contractor considers that the type of information listed in paragraph 3 below is
Commercially Sensitive Information.
2.
TYPES OF INFORMATION THAT THE CONTRACTOR CONSIDERS TO BE CONFIDENTIAL
2.1. Type 1: Confidential information:
INFORMATION CONSIDERED
CONFIDENTIAL
REASON FOR FOIA EXEMPTION
(INCLUDE PARAGRAPH REFERENCE)
PERIOD EXEMPTION
IS SOUGHT
(MONTHS)
Type 2: Commercially sensitive information:
PERIOD
INFORMATION CONSIDERED
COMMERCIALLY SENSITIVE
REASON FOR FOIA EXEMPTION
EXEMPTION IS
SOUGHT
(INCLUDE PARAGRAPH REFERENCE)
(MONTHS)
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SCHEDULE FIVE: ADMINISTRATIVE INSTRUCTIONS
1.
AUTHORISATION
1.1.
The person shown below person shall act as the Authority's Representative on all matters
relating to the Contract:
Name
To be advised at Contract Award
stage
Contact Details
To be advised at Contract Award
stage
1.2.
The Department's Representative may authorise other officers to act on their behalf.
2.
NOTICES
2.1
Any notice the Contractor wishes to send the Authority shall be sent in writing to the Authority's
Representative at the address shown in paragraph 1.1 above.
2.2
Any notice the Authority wishes to send the Contractor shall be sent in writing to the
Contractor's Representative at the address shown in paragraph 4.2 below.
3
ADDRESS FOR INVOICES
3.1
All invoices shall be sent to the Department addressed to:
Department of Health
Accounts Payable
6th Floor, Zone B
Skipton House
80 London Road
London
SE1 6LH
NB. Invoices must be sent to Accounts Payable at the above address. Invoices must not be
sent to the Authority's Representative.
4
CORRESPONDENCE
4.1
All correspondence to the Authority except that for or relating to invoices shall be sent to the
following address:
To be advised at Contract Award stage
4.2
All correspondence to the Contractor shall be sent to the following address:
Tenderer to provide Address
[ADDRESS]
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SCHEDULE FIVE: Appendix A: Variation to Contract
VARIATION TO CONTRACT FORM
CONTRACT TITLE:
FOR THE PROVISION OF:
CONTRACT REF:
VARIATION NO:
DATE
BETWEEN:
The Secretary of State for Health (hereinafter called the Department) and [INSERT NAME OF
CONTRACTOR] (hereinafter called the Contractor) having his main or registered office at [DN:INSERT
ADDRESS]:
The Contract is varied as follows:
(DN:INSERT DETAILS OF VARIATION)
Words and expressions in this Variation shall have the meanings given to them in the Contract.
The Contract, including any previous Variations, shall remain effective and unaltered except as
amended by this Variation.
SIGNED:
FOR: THE AUTHORITY
FOR THE CONTRACTOR
By
BY
Full name
FULL NAME
GRADE / PAY BAND
TITLE
DATE
DATE
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SCHEDULE FIVE: Appendix B: Novation Agreement
THIS DEED (THIS AGREEMENT is made on the [dd] day of [month & year] BETWEEN
(1)
THE SECRETARY OF STATE FOR HEALTH (the Secretary of State) whose principal place of
business is at Richmond House, 79 Whitehall, London, SW1A 2NS,
(2)
THE [CONTRACTOR] of [address]
(3)
THE [NEW PARTY] of [address]
WHEREAS
(A)
This Agreement is supplemental to an agreement dated [dd Month Year] between the Secretary
of State and the Contractor (the Contract) under which the Contractor agreed to provide
services to the Secretary of State.
(B)
The Secretary of State has authorised the New Party to replace the Secretary of State as the
contracting Department under the Contract on the terms of this Agreement and the Contractor is
willing to accept the New Party in place of the Secretary of State on those terms.
IT IS HEREBY AGREED AS FOLLOWS:
1.
Subject to the following Clauses of this Agreement –
a) The Contract shall continue in full force and effect as if the New Party were named as a
party to the Contract in place of the Secretary of State for Health.
b) All rights, obligations and liabilities arising under the Contract from the date of this
Agreement shall be rights, obligations and liabilities between the New Party and the
Contractor.
c)
Any existing rights, obligations or liabilities of the Secretary of State relating to the
performance of the Contract up to the date of this Agreement shall pass to the New Party
and shall be enforceable between the Contractor and the New Party in place of the
Secretary of State.
2
The rights, obligations and liabilities of the Contract shall be exercisable and enforceable as the
rights of the New Party under this Agreement.
3.
This Agreement shall be governed by and interpreted in accordance with English law and shall
be subject to the jurisdiction of the courts of England.
Signed by
for and on behalf of the
Secretary of State for Health in the presence of:
Signed by
for and on behalf of the
Contractor in the presence of:
Signed by
for and on behalf of the
New Party in the presence of:
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SCHEDULE FIVE: Appendix C: Sub-Contractors
All suppliers to the Department of Health are asked to provide details of all sub-contractors that will be
used to perform the contract.
NAME AND ADDRESS OF SUBCONTRACTOR
NAME:
ADDRESS:
NAME:
ADDRESS:
NAME:
ADDRESS:
NAME:
ADDRESS:
NAME:
ADDRESS:
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SCHEDULE SIX: Form of Tender
Declaration
CONTRACT FOR THE PROVISION OF EXECUTIVE SEARCH
Having examined the proposed Contract comprising; Section Two- Conditions of Contract;
Schedules 1-6, as enclosed in your Invitation to Tender dated (INSERT DATE).
We do hereby offer to enter into a contract with the Authority on the terms and conditions in the
said Contract.
We undertake to keep the tender open for acceptance by the Authority for a period of ninety
(90) days from the deadline for receipt of tenders.
We declare that this is a bona fide tender, intended to be genuinely competitive, and that we
have not fixed or adjusted the amount of the tender by, or under, or in accordance with, any
agreement or arrangement with any other person. We further declare that we have not done,
and we undertake that we will not do, any of the following acts prior to award of this Contract:
Collude with any third party to fix the price of any number of tenders for this Contract;
Offer, pay, or agree to pay any sum of money or consideration directly or indirectly to
any person for doing, having done, or promising to be done, any act or thing of the sort
described herein and above.
Unless and until the Tenderer and the Authority have executed a formal agreement, the
Authority's acceptance of this tender with all its enclosures shall not constitute a binding
contract between us. We understand that you are not bound to accept the lowest price, or any,
tender.
Name of person duly authorised to sign tenders:
Date: ..........................................
Name: ..........................................
in the capacity of: ................................................................
duly authorised to sign tenders for and on behalf of:
............................................................................
By completing this Declaration and submitting your tender you have agreed that the
statements in this Form of Tender are correct.
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