ADD323 Search agency for specialist security and operations roles (Resources)

Type of decision: 
Assistant Director's decision
Code: 
ADD323
Date signed: 
22 June 2015
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

Introduction and background

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.

Objectives and expected outcomes

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.

Other considerations

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.

Financial comments

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

Planned delivery approach and next steps

5.1       The following activity and timeline will be followed:

Activity

Timeline

Invitation to quote documentation to be sent to 3 providers

w/c 22nd June

Deadline for providers to submit proposals

29th June

Successful provider identified and contracts signed

w/c 3rd July

Briefing meeting takes place to agree a detailed project plan with clear timelines and accountabilities

w/c 8th July

Create a recruitment pack and online advertising campaign (including application form)

Selected agency to provide in liaison with Facilities management & HR&OD.

 

w/c 13th July

Publish the advert and advertise the role on GLA websites and other relevant jobsites, directing interested applicants to selected agencies website/contact details for further information. (HR&OD will publish advert to www.London.gov.uk).

w/c 13th July

Application period

 

13th July to 24th July

Closing date for applications

 

24th July

Search agency complete initial assessment of applications & carry out preliminary checks

24th July

Search agency to send long-listing pack to GLA FM unit

 

28th July

Search agency to conduct preliminary interviews/assessments (if required)

 

w/c 31st July

Final interviews with GLA

 

w/c 3rd August

Offers to successful candidates

 

w/c 7th August

Pre-employment checks and contract paperwork completed

 

10th to 14th August

Candidates start in post

 

August 2015