Use a managed service provider with Lot 2

A managed service provider can provide staff directly or use a supply chain of agencies.

Lot 2 usually takes more planning to set up than Lot 1. You may need to run an award with competition before you choose a managed service provider. It may be more suitable for trusts, groups of schools or schools with procurement experience or support. You may be able to get support from the Government Commercial Agency (GCA).

Use Lot 1 if you want to work directly with one or more agencies.

Before you start

Before deciding to use a managed service provider, check

• whether a managed service provider is suitable for your staffing needs and locations
• whether the schools or sites included in the contract will use the same managed service agreement, as this route works best when they do
• whether you need procurement support
• who can sign the contract documents

Choose a managed service provider

GCA recommends using award with competition for Lot 2.

Award with competition helps you compare managed service providers before choosing one. You do this by asking suppliers to respond to your requirements using a mini-competition.

You do not need to run a full open tender because the suppliers are already on the framework.

You can find managed service providers on the Lot 2 supplier list.

To choose a provider, you should

1. Prepare your requirements, including
   • which schools or sites are included
   • the types and likely volume of roles you need
   • any specialist roles or hard-to-cover locations
   • when the service needs to start
   • how you will compare supplier responses

2. Invite suppliers on Lot 2 to respond to your requirements.

3. Compare responses against the criteria you set out.

4. Award the contract to the supplier that best meets your requirements.

Once the contract is in place, the managed service provider can manage your supply staffing needs. GCA recommends agreeing a longer contract, for example 3 years.

You can find full details about preparing your requirements and running award with competition in GCA’s buyer guide.

Understand your costs

Supplier fees are capped under the framework. You can check the supplier fee for each agency in the agency selection tool.

The framework rate only caps the supplier fee. It does not cap the worker’s pay or employment costs.

Agencies must give you a breakdown of worker pay, supplier fee and other employment costs on invoices or when they confirm a booking.

Check the supplier fee is no higher than the fee shown for that agency in the agency selection tool. The supplier fee you agree when you sign the short order form is fixed for the length of the agreement.

Agency Worker Regulations may apply if an assignment lasts 12 weeks or more. This affects the worker pay, not the supplier fee.

Access the framework

See the Supply Teachers and Education Recruitment framework on the GCA website or email the GCA team.