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FRAMEWORK OVERVIEW The Total Workforce Solutions tender exercise was conducted by HealthTrust Europe (HTE) and designed to support the NHS and wider public sector organisations in managing the dynamics of the temporary staffing market and workforce planning challenges. The agreement provides a range of opportunities to develop holistic solutions to short, medium and long term resourcing needs. Meeting the requirements of NHS Improvement, the strategy has provided an agreement that includes capped pay and total charge rates, clear protocol with regards to the “break glass” protocol and offers a holistic end to end local resourcing strategy. Period of the framework agreement: 1st November 2016 to 31st October 2018.

There are two 12-month extension options available.

List of Lots: Lot 1a: Rostering Software Lot 1b: Demand Management Software Lot 2: Managed & Collaborative Bank Lot 3a: Medical Locums & GPs

Lot 3b: Nursing & Care Services Lot 3c: AHPS/HSS

Lot 4: Non Medical & Non Clinical (inc Executive) Lot 5: Direct Engagement Lot 6: Bundled Services (Lots 1-5)

• Free to access

• Free support and mediation

• Direct award

• In partnership with SAFERjobs

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SERVICES INCLUDED

This framework brief provides the NHS and public sector organisations with an overview of the NMNC lot (inc Executive) under the TWS framework agreement. This lot facilitates efficient access to a range of suppliers who themselves have robust processes and expertise in delivering the requirements of the authority; maximising workforce efficiency through sourcing and providing a range of compliant staff to meet the job profiles as covered by NHS employers. Clinical governance audits (locum compliance) are independently conducted by NeuVen Solutions, the appointed sub-contractor for HTE. These audits are based on the criteria set by NHS employers. Awarded agencies are audited against the clinical audit requirements embedded within the agreement on an annual basis, which helps authorities to meet CQC and NHSLA requirements. Contract Reference Numbers: NMNC HTE-TWS-4

• Approved by NHS Improvement

• Independent compliance audits

• Meets capped rates

• Clear “break glass” protocol

• May be procured to align to local or regional requirements

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FRAMEWORK SUPPLIERS

4Social Work Limited Medicure Professionals Limited

Accountants in Demand Limited t/a The Finegreen Group Medisec UK Limited

Angel Human Resources Limited Melber Flinn Limited

Blue Arrow Limited Meridian Business Support Limited

Brook Street (UK) Limited MidCo Care Limited

Capital Care Services (UK) Limited MLC Partners Limited

Care Providers Recruitment Limited Morgan Hunt UK Limited

Carlisle Staffing plc t/a Tate Mylocum Limited

Castlerock Recruitment Group Limited Networkers International (UK) plc

Community Resourcing Limited t/a Resourcing Group Pearson Anderson Limited

Concept Care Solutions Limited People Source Consulting Limited

Coyle Personnel plc Plum Personnel Limited

Day Webster Limited Pure Medical Healthcare Solutions Limited

de Poel UK Limited Pulse Healthcare Limited

Dearden Interim Limited Randstad Solutions Limited

Eden Brown Limited Reed Specialist Recruitment Limited

Evisa Solutions Limited t/a Malikshaw Interim & Executive

Retinue Solutions Limited

Goldteam Recruitment Limited Search Consultancy Limited

Hays Specialist Recruitment Limited Service Care Solutions Limited

HCL Healthcare Limited SOLOS Consultants Limited

Ideal Health Consultants Limited Sopra Steria Recruitment Limited

Insight Executive Group Limited STR Limited

James Andrews Recruitment Solutions Limited The FRCE Recruitment Group Limited

Jark Healthcare Limited Total Assist Care Limited

Kate+Co Recruitment Limited Venn Group Limited

max20 Limited White Knight Recruitment Limited

Medacs Healthcare plc Workforce Staffing Ltd

MedicsPro Limited Your World Recruitment Limited

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KEY BENEFITS

Approved by NHS Improvement:

NHS Improvement has approved the HTE framework

agreement for Lots 3a, 3b, 3c and 4.

Capped rates:

All rates have been procured in line with the capped rates as

set by NHS Improvement.

Clear break glass protocol:

There is a defined process which provides authority executive

director approval to the supplier to confirm patient safety

could be at risk, which permits the authority to engage

temporary workers at an escalated pay rate namely in excess

of the primary contract price and at, or below the secondary

contract price. Template documentation available.

Independent clinical audits:

Annual independent audit obligation for all framework supply

is currently provided by NeuVen. HTE works to evidence the

quality of supplier compliance services and gives authorities a

robust safety net with respect to employment standards, CQC

& NHSLA requirements.

Free access & support:

All our temporary staffing frameworks are free of charge to

access, including all contracting work, implementation and

project management support as standard.

In partnership with SAFERjobs:

SAFERjobs (Safe Advice for Employment and Recruitment) is a

non-profit, joint industry and law enforcement organisation

created in 2008 to raise awareness and combat criminal

activities that may be attempted by those seeking a job, or

through the services provided by the recruitment industry.

HTE works closely with SAFERjobs to support them in their

campaign, sharing best practice and reporting incidents.

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ACCESS TO THE FRAMEWORK

There are three ways in which to access the temporary staffing framework agreements:

Direct call-off:

Authorities can choose as many, or as few awarded agencies as

they wish, to fulfil their local requirements.

Preferred supplier list:

Authorities can create a list of preferred agencies, divided into

tiers providing those agencies named on a higher tier with the

first opportunity to fill a vacancy prior to those named on a

lower tier cascade system. This agreement is underpinned by a

robust call-off contract.

Master vendor:

Authorities can award their temporary staffing requirements to

a sole agency that takes full responsibility for provision of

services. This may include vacancy management software and

management of the authorities’ own bank staff. The master

vendor should be able to fill the majority of vacancies,

cascading a percentage of requirements and unfilled

requirements to approved sub-vendors. This agreement is

underpinned by a robust call-off contract.

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FAQS

How do I access further information?

Once all required documentation has been signed and received, (via order form for non-account managed authorities)

authorities will be provided with a login to access a central portal that contains full framework agreement information.

To enquire, please contact our agency team on 0845 887 4979 or email: agency@htepg.com and one of the team will

be happy to provide you with further details of the agreement. Authorities can access rate cards following signature

of a non-disclosure agreement.

How do I sign up to use the agreement?

Existing HTE Members should talk to their Account Manager for further details. If you are not a customer of HTE please contact our Customer Care Centre on 0845 887 5000 or email customercare@htepg.com

Non-account managed trusts will need to sign an order form, this acting as an access agreement between the authority

and HTE. All authorities will need to complete a letter of transition (template available upon request) which confirms

their intention to transition their requirements to the agreement and is provided to awarded suppliers to confirm the

transition.

Has this framework agreement received approval from NHS Improvement?

Yes, confirmation of this can be found on the NHS Improvement website under “Approved Frameworks”.

My preferred agency is not one of the agencies listed on the framework agreement. Does this mean I can't

use the framework to source temporary workers from this supplier?

The framework agreement includes a wide range of temporary worker agencies and is designed to cover the majority

of temporary worker requirements. Therefore, authorities should not find it necessary to use agencies outside of this

agreement. If you have a current contract with a non-framework agency, please check the cancellation terms and

conditions and start the process of engagement with framework agencies. If you require help or support in this

engagement process, please contact the agency team for further details.

I already have a contract with an agency but want to switch to the TWS framework. What should I do?

If your preferred agency is on the framework, you are in a position to switch immediately. Help and support can be provided by HTE with this process. Existing HTE Members should talk to their Account Manager for further details. If you are not a customer of HTE please contact our Customer Care Centre on 0845 887 5000 or email customercare@htepg.com

If your current preferred agency is not listed on the framework, you should be able to switch agencies successfully as

long as you observe any notice periods that may be in place, to avoid placement fees.

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What are the terms regarding introduction/placement fees (transfer fee)?

Details of the full clause can be provided by request, however in summary:

• No fees are payable if the authority gives a minimum of four weeks written notice to the supplier that it intends to continue the hire of the supplier’s temporary worker or flexible worker on a temp to temp or temp to perm basis.

• Irrespective of whether the authority gives this four (4) weeks’ notice, the authority shall not be required to pay the transfer fee, whether in part or in full, if the temporary worker or flexible worker is engaged after the period ending 14 weeks after the start of the assignment, or ending 8 weeks after the end of the assignment, whichever is the later.

• For the purpose of this clause, separate assignments will be treated as part of the continuous assignment unless the temporary worker or flexible worker does not work for the authority for a continuous period of 6 weeks or more. In such cases, a new 14-week period will start to run at the beginning of the first assignment after the end of the 6-week period.

What is a call-off contract?

A call-off contract is a written agreement between the authority (or a group of authorities) and an agency which sets

out the way in which the agency and authority will work together under the framework agreement, in order to get the

best value from the framework agreements and meet specific requirements. Authorities may choose to sign a call-off

contract with one or several agencies; and may also choose to sign a call-off contract for the supply of particular groups

of temporary workers only.

Through collaboration with HTE or other authorities, spend can be consolidated in order to maximise volume of

business level (VBL) discounts.

A call-off contract is highly recommended as best practice, providing an effective way of managing supplier

relationships and accessing the full range of available discounts. A call-off contract is a mechanism to monitor fill rates,

set out requirements such as use of the temporary worker placement checklist and manage expectations regarding

agency service.

A call-off contract is intended to:

✓ meet regular local temporary worker staffing requirements

✓ amplify any of the service provision requirements set out in the framework agreements

✓ agree discounts on supplier commission fees to reflect on-going or continued business

If I become unhappy with the framework agency I choose, what can I do?

You can change your chosen framework agency by giving three months’ notice if you have a call-off contract, a shorter

period could be negotiated if acceptable by both sides. If there is no call-off contract in place there is no notice period

required. You must also observe any notice period to be given to the worker to avoid placement/introductory fees,

should the worker wish to continue working at your site through the new agency.

We advise discussing any issues with your agency and HTE before taking this step, as it may provide the agency with

an opportunity to resolve issues to your satisfaction.

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How does HTE monitor participating framework agencies to ensure they meet quality and clinical risk

requirements?

Each framework agency was audited by a reputable and independent auditor as part of the tender process for

compliance. Following award of the agreement, audits are conducted on a regular basis, as well as on an ad-

hoc/emergency basis if this is deemed necessary.

Audits are based on the requirements set out by NHS employers. The audit team will monitor each participating

framework agency to ensure full adherence to core operational policies and procedures as detailed within the

conditions of contract, to which each framework agency has agreed.

HTE will take action against participating agencies who fail to meet or comply with these requirements. Action may

include temporary suspension or exclusion from the framework agreements, although it should be noted that such

actions are agreed with the stakeholder group prior to these steps being taken.

what should I do if I have a temporary worker who I wish to take on as a permanent employee?

This framework agreement has been put in place to provide temporary workers and it is not intended to act as a

recruitment mechanism. There may be isolated instances when a temporary worker responds to advertisements and

is subsequently employed by the authority. In these cases, a placement fee may be payable if notice has not been

given.

Can agencies supply as a master vendor through the framework?

Yes, master vendor arrangements are permitted within the framework agreements and these are undertaken free of

charge.

Is the pricing in the new framework flexible?

Pricing has been pre-agreed with agencies for this framework agreement to ensure it is in line with NHS Improvement

caps. There are two contract prices:

• The primary contract price is the ceiling price to be charged hourly by the supplier for the provision of the

services. The primary contract price will be at or below the NHS Improvement position on agency caps relative

to the supplier’s offer and the band of the temporary worker.

• The secondary contract price means the ceiling price to be charged hourly by the supplier as permitted by the

authority, this having itself received executive director approval after following the break glass protocol. The

secondary contract price may only be enacted when the authority has approved the protocol on the grounds

of exceptional risks to patient safety.

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Are travel expenses and other disbursements included? The authority has no liability to either the supplier or any temporary worker(s) for travel expenses and/or other disbursements incurred - the supplier shall ensure that all temporary workers supplied in the provision of the services are aware of this. Travel to and from the site of the authority should be considered within the total hourly charge as a standard requirement of all employees and contractors. There may be exceptional circumstances where the authority authorise the payment of travel expenses and or/other disbursements incurred by the temporary worker. An example of this may be whereby inter-site travel is required within a single shift to fulfil the job role. The supplier and authority must agree to the nature of these circumstances and exchange confirmation of the agreement in writing at the point of booking confirmation. Where an agreement is formed, the supplier shall adhere to the relevant policies/procedures relating to travel expenses and or/other disbursements for the individual authority in question. For clarity, no travel expenses or other disbursements will be paid without the prior consent of the authority agreed in writing, any invoiced amounts that are not agree will be disputed and will delay payment of invoices.

Can non-framework agencies supply temporary workers through framework agencies? A non-framework agency could supply via a framework agency as a sub-contractor. The non-framework agency must seek an approved agency who is willing to take responsibility for the sub-contract. The awarded supplier would then contact HTE regarding this arrangement, completing the request form so that the relevant criteria can be evaluated by HTE to determine if the sub-contracting arrangement meets the necessary requirements.

Can we use temporary workers supplied through a non-framework associated “sister” company of a framework agency? Only if this has been agreed as part of a sub-contracting agreement with the main supplier, authority and HTE.

What does “break glass protocol” mean? Break glass protocol means the process by which the authority provides executive director approval to the supplier to confirm patient safety could be at risk, which then permits the authority to engage temporary workers at an escalated pay rate in excess of the primary contract price and at, or below the secondary contract price. For the avoidance of doubt, the break glass protocol will only allow escalation to the hourly pay rate element of the contract price. Any escalation of the supplier commission agreed with each authority will be wholly unacceptable, considered bad practice and subject to KPI performance review with the authority, escalated to HTE and potential further escalation to a relevant industry body to investigate the practice or incident further (E.g. SAFERjobs). All supplier commission charged above the relevant contract price will be credited to the relevant authority.

The supplier cancelled the booking late/the temporary workers didn’t turn up, is there any recompense? The terms and conditions of agreement do allow for service credits in relation to both of these aspects. Please contact us so we may discuss these with you and guide you through the recommended process.

I need to cancel the booking made with a supplier, are there any cancellation fees to the supplier? The terms and conditions of agreement do allow for service credits in relation to this. Please contact us so we may discuss these with you and guide you through the recommended process.

Where can I find more details in relation to NHS agency rules? Further details on the agency rules can be found on the government website.