Key information
Decision type: Assistant Director
Reference code: ADD323
Date signed:
Decision by: Simon Grinter, Head of Facilities Management
Executive summary
Following a mini-restructure of the security night team and recent resignations there are currently six vacancies within the Facilities Management Security team requiring specialist security experience and qualifications, It is therefore proposed that a search for an agency specialising in security roles is procured to work with the GLA to recruit to these vacancies. If further posts do arise there will be additional costs which will be on a fixed fee basis for each additional post.
This decision follows on from ADD127, which expired in August 2014 and was raised by the Human Resources team.
Decision
That the Head of Facilities Management approves expenditure up to a total of £24,000 for two years (up until May 2017) to procure a specialist search agency to assist with the recruitment process for the security and operations posts.
Part 1: Non-confidential facts and advice
1.1 Following a mini-restructure of the security night team and recent resignations and upon competition of the internal recruitment processes the FM unit requiring an external recruitment agency to provide fully licensed security officers.
1.2 The use of a specialised third party search agency would be to provide dedicated resource with specific knowledge of the security guarding market place, that is not available in house
Specifically, the Authority would seek specialist advice and resources to:
• Draft and place an advert to attract a diverse pool of candidates to apply
• Conduct an initial screening process
• Check qualifications/references
• Provide short-list recommendations
• Design and administer initial assessment exercises, and
• Complete security vetting as part of the on-boarding process.
• Obtain references for the successful candidates
1.3 The estimated value of the contract is £24,000. In line with the GLA contracts code, three organisations will be invited to submit competitive quotations and proposals for the provision of the service.
1.4 The proposals will be evaluated against the following criteria:
• Value for money – 40% - prices quoted need to be competitive but realistic for the tasks to be undertaken.
• Quality, 60% - comprising:
i) Proposed methodology to sourcing and vetting of suitable candidates. Emphasis on quality control, assessment of technical capability and focus on what you will do to fill the vacant posts.
ii) Relevant experience and expertise – evidence in support of Supplier’s experience and track record in successful delivery of similar projects
iii) Suppliers experience of addressing equality requirements in recruitment services and approach proposed for sourcing suitably diverse pool of applicants for this role.
1.5 The Facilities Management unit are looking to award the contract and commence the recruitment exercise in June 2015. The recruitment activity will take place between June and August 2015. If further opportunities arise within the team over the course of the next 10-months, the FM team propose to work with the selected search agency to fill those vacancies.
2.1 The objective is to appoint suitably qualified candidates to the Security & Operations team within the Facilities Management Unit.
2.2 The chosen search agency, will work with the GLA HR&OD team and the Facilities Management Unit to ensure an appropriate process is undertaken to attract a diverse candidate pool to apply for this post.
3.1 The main risks associated with awarding the contract and the actions to remove or reduce the risk are outlined below;
Risks;
a. The selected agency fail to attract suitable candidates to apply
b. No appointments are made
c. The appointment process takes too long.
To mitigate the above risks a number of meetings will be arranged for representatives from the chosen search agency to meet with the key stakeholders, including senior managers from the Facilities Management unit and the Resourcing Manager. The meetings will be used to discuss requirements for the role and the process for advertising and vetting. A timetable will be agreed at the first meeting. Regular update meetings will be scheduled and the agency will have a main point of contact at the GLA, who will be available to quickly resolve any issues or answer questions as they arise.
3.2 Impact assessments and consultations
Consultation was not deemed appropriate or necessary in the circumstances.
4.1 Approval is being sought to procure a specialist search agency to assist with the recruitment process for vacant specialist security posts in the Facilities Management Unit.
4.2 The total estimated costs of the contract are up to a maximum of £24,000 and will be funded from the existing 2014/15 and 2015/16 Training budget, held within the Facilities Management Unit.
4.3 All appropriate budget adjustments will be made.
4.4 Any changes to this proposal, including budgetary implications will be subject to further approval via the Authority’s decision-making process.
4.5 Payments are per the number of posts being recruited each year
5.1 The following activity and timeline will be followed:
Signed decision document
ADD323 Recruitment of Security Staff (signed) PDF.pdf
Supporting documents
ADD323 Recruitment of Security Staff FINAL.pdf