Provision of Workforce and Associated Services

North Cumbria Integrated Care NHS Foundation Trust is seeking to appoint a Neutral Vendor to provide a fully managed service for the supply of Clinical Workforce (Agency provision) across its sites. The appointed Neutral Vendor will be responsible for the sourcing, and fulfilment of temporary agency clinical staffing requirements, acting as an intermediary between the Trust and a diverse range of approved staffing agencies, including as a facilitator for a system to manage agencies.

The service will support the Trust in maintaining safe staffing levels, ensuring continuity of care, and delivering value for money. The Supplier will not source Flexible Workers but will provide the software to assist with the booking of the Trust's Flexible Workers, processing of timesheets and payment through the Supplier’s portal.

The supplier’s systems must include an auditable rostering software system able to accommodate, roster and manage multiple staff groups and activity, which is interoperable with other systems within the Trust. This solution must maintain a complete audit trail of system access, bookings, amendments, approvals, timesheet submissions and payment activities.

The Supplier shall offer a Direct Engagement service that offers the Contracting Authority specified VAT and process efficiencies to on-board, process and off board all applicable Temporary Worker in alignment to legislation and HR policies. The scope of services includes, but is not limited to: Provision of temporary clinical staff across a range of disciplines and grades.

Management of a compliant and high-quality agency supply chain. Implementation of robust governance, assurance, and framework compliance measures (e.g. monitoring of agency compliance, right to work, mandatory training, IR35 compliance and professional registration).

Delivery of real-time workforce management, booking, and reporting systems. The Provider should provide a system that ensures software functionality, a system portal for bookings, provision of direct and non-direct engagement staff costing data.

The Software must have Electronic Communication Functionality with other Software within the Trust. The supplier’s systems must include an auditable rostering software system able to accommodate, roster and manage multiple staff groups and activity, which is interoperable with other systems within the Trust.

The Supplier shall offer a Direct Engagement service that offers the Contracting Authority specified VAT and process efficiencies to on-board, process and off board all applicable Temporary Worker in alignment to legislation and HR policies. The Neutral Vendor will be expected to work collaboratively with the Trust to: Ensure compliance with NHS workforce regulations Establish a scalable and resilient workforce supply model that supports current and future business requirements across all Contracting Authority locations.

Ensure timely fulfilment of workforce requirements through agreed service level agreements (SLAs) and key performance indicators (KPIs). Maintain full compliance with employment legislation, right-to-work requirements, agency worker regulations, and relevant industry standards.

Provide IR35 guidance for Temporary and Flexible Workers to the Trust. Ensure timely payment of both agency and bank workers.

Maintain current 80% of direct engagement or increase utilisation to 90%. Ensure Supplier systems are interoperable with the current systems within the Trust.

The service will operate across all NCIC sites, with flexibility to accommodate future service changes, expansion, or rationalisation in line with organisational and system-wide requirements. North Cumbria Integrated Care NHS Foundation Trust (the “Authority”) intends to procure the provision of direct workforce engagement and associated workforce services  to support the delivery of safe, effective and responsive healthcare services across its sites.

The procurement is conducted in accordance with the Public Contracts Regulations 2015 (PCR 2015) via Health Trust Europe Framework Total Workforce Solutions III (Strategic Workforce Services), Lot 2c only. Call-offs under the Framework Agreement will be undertaken via mini-competition, in accordance with the terms of Total Workforce Solutions III (Strategic Workforce Services) and PCR 2015.

The Supplier will be appointed based on their ability to meet the Authority’s requirements in terms of quality, compliance, availability and value for money. The Procurement Process will be two-stage: the second stage will require submitting a bid for quality, social value and cost.

The second stage will be a demonstration. Both stages will be scored.

The duration of the contract is 12 months, with the option to extend for a 12 month + 12 month period subject to the terms set out within the procurement documentation and framework agreement. The procurement will be managed electronically via the Authority’s e-procurement portal, and all communications will be conducted in accordance with the provisions of PCR 2015 and the framework rules.