Company Policy and Guidelines s4

Government Services Division The provision of Staffing Services State Purchase Contract (SPC)

Frequently Asked Questions

1. How many quotes do I need to request?

There is no minimum number of quotations required when utilising the above SPC. Each agency can decide how many quotations it chooses to request.

2. What information do I provide to a Master Vendor to request an On- Hire worker?

A request for Staffing Services is to include details of:  the services required;  any applicable deadlines or milestones relevant to the performance of the services; and  the specified timeframe in which the quote is to be submitted.

3. What information will the Master Vendor provide in its quote for an On-Hire worker?

A quote from a Master Vendor shall specify:  details of suitable candidates for the service;  where suitable candidates are not immediately available, details of the process by which suitable candidates will be identified; and  the total amount payable by the Purchaser for the provision of the required Staffing Services and a break down of the fees comprising that amount.

4. How do I accept a quotation?

Agencies are required to accept a quotation by issuing a Staffing Services Contract in the form proposed in the rules of use and send a copy to the Master Vendor.

5. What if I wish to terminate a Staffing Services Contract without cause?

A Staffing Services Contract that is a Term Contract can be terminated without cause, by either the Purchaser or the Master Vendor giving the other party the notice prescribed in the relevant Staffing Services Contract, and if no notice is prescribed, the Term Contract may be terminated by either party giving not less than 14 days written notice to the other party. Government Services Division

6. What if I wish to terminate an On-Hire worker and there is no term stipulated?

A Staffing Services Contract that is not a Term Contract can be terminated, without cause, by either the Purchaser or the Master Vendor giving the other party the following written notice:

Where the On-Hire Worker has been with the Purchaser: The notice period must be not less than: For not more than 3 calendar months 4 hours For more than 3 calendar months but less than 6 calendar 1 Business Day months For more than 6 calenderer months but less than 12 calendar 3 Business Days months For more than 12 calendar months 1 week

7. Are Master Vendor rates fixed for the term?

Yes. The rates are fixed for the SPC term.

8. What is the role of Tier 2 suppliers?

Master Vendors can either use their own capability or that of an approved tier 2 supplier to provide the services. The use of tier 2 suppliers can be helpful if wishing to engage a specialist, small to medium sized enterprise or a regional specialist. Master Vendors will have the opportunity to refresh their list of tier 2 suppliers quarterly.

9. Can I raise an order directly with a tier 2 supplier or receive an invoice from them?

No. The Master Vendor will provide the Staffing Services using its own recruitment expertise and capability and that of Tier Two Suppliers engaged by it and approved by the Lead Department. The Master Vendor will be solely responsible for the delivery of the Staffing Services and will be the sole point of contact for the State for invoicing and relationship management purposes.

All invoices are to be issued by the Master Vendor. No invoices will be accepted for payment from any Tier Two Supplier. Where the master vendor has provided the Staffing Services through a Tier Two Supplier, the Master Vendor must ensure the Tier Two Supplier is clearly shown on the invoice.

10.What are the terms of payment? The Purchaser will pay the invoiced amount to the Master Vendor within 30 days of the date of the invoice

11.Is there a reduced fee if a government department or agency sources the On-Hire worker Government Services Division Yes. Each Master Vendor has provided an On-Hire payroll service agency fee. This is used when candidates sourced by the Purchaser are referred to the Master Vendor for administration, pay roll and on-hire back to the Purchaser. The rates are in the confidential information link on the procurement.vic.gov.au website. There is also an on- hire transition payroll service agency fee, however agencies may elect not to use this fee in the case of a major bulk transfer of staff during the first calendar quarter from SPC term commencement date.

12.Is permanent placement fee if an On-Hire worker becomes permanent?

If an On-Hire Worker becomes Permanent Personnel or a Fixed Term employee, the Master Vendor will be entitled to a placement fee according to this Schedule 2 (Fee Schedule), unless: 1. the On-Hire Worker who becomes Permanent Personnel or a Fixed Term employee is employed by a Purchaser other then the Purchaser who procured that On-Hire Worker under the relevant Staffing Services Contract; or 2. the On-Hire Worker who becomes Permanent Personnel or a Fixed Term employee :  responded to a public advertisement for the relevant position; and  participated in a selection process in which at least one candidate other than the On-Hire Worker was interviewed and evaluated for the relevant position.

For the avoidance of doubt a placement fee will apply in all instances where an On-Hire worker is solicited by the Purchaser to apply for a position as a Permanent Personnel or a Fixed Term Employee.

13.Is there a discount from the permanent placement fee if an On-Hire worker becomes permanent?

Yes. Each Master Vendor will discount their permanent placement fee by the percentage nominated in the confidential information of the procurement.vic.gov.au website.

14.Do Master Vendors provide any value added services free of charge?

Yes. Each Master Vendor has nominated free and priced services in the confidential information of the procurement.vic.gov.au website.

15.What are the differences between the Staffing Services SPC and the eServices panel?

The eServices panel is to be used when the engaged staff member requires the backup / support services of an external organisation for a specific technology project

The Staffing Services SPC is used to supply a diverse range of IT, administrative and other individual personnel resources. It provides a Master Vendor panel for engagement of both individual temporary and permanent staff. Government Services Division 16.Can an inner government agency request an exemption from the SPC in special circumstances?

The SPC Category Manager may grant an exemption from an established mandated SPC where the entity can demonstrate special circumstances have arisen in relation to sourcing from the SPC including:  Where a supplier is no longer able to effectively service a regional area;  Regional suppliers within regional Victoria can offer the same or better value for money.

For other circumstances, entities will need to demonstrate that they have provided the Master Vendors with the opportunity to quote and seek approval from the Category Manager.