Human Resource and Investigation Services CUAHRS2021

Common use arrangement (CUA) buyers guide for agency staff procuring human resources (HR) and HR investigation services.

The Human Resource (HR) and Investigation Services arrangement comprises four categories:

  • Category 1: HR Investigation Services 
  • Category 2: Job Design and Classification Services
  • Category 3: Recruitment Services for Levels 1 to 8
  • Category 4: Executive Recruitment Services (non-mandatory)

In accordance with Western Australian Procurement Rules, you can buy outside of this CUA and directly source from an Australian Disability Enterprise (ADE) or Aboriginal Business.

Metro and regional

Categories 1, 2 and 3 of this CUA are mandatory for the Perth metropolitan region.

The CUA is non-mandatory for State agencies for Category 4 or if your delivery point is regional WA, where you may:

  • Purchase under the applicable CUA from a CUA contractor; or
  • Exercise your discretion to purchase outside the CUA, and purchase in accordance with Western Australian Procurement Rules and Buy Local policy.  

Before you buy, also check that your purchase falls within your organisation's procurement policies.

In accordance with Western Australian Procurement Rules, you can buy outside of this CUA and directly source from an Australian Disability Enterprise (ADE) or Aboriginal Business.

Applicable GCOC

The Request Conditions and General Conditions of Contract [August 2019] applies to this arrangement.

 

Category 1 – HR Investigation Services

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Contractors providing services under this category will work collaboratively with the Customer (applying relevant legislation or regulations) to:

  • Undertake a range of investigations including those that involve alleged, suspected and proven activities that may lead to criminal and civil prosecutions and administrative decisions (e.g. disciplinary and misconduct issues). This may also include investigations leading to other administrative and workplace decisions (e.g. grievance and substandard performance issues).
  • Provide advice required by a Customer concerning investigation frameworks, processes and techniques involved in dealing with the investigation, as well as advice on when it is appropriate to undertake an ‘Improvement Action’ rather than an investigation.

Category 2 – Job Design and Classification Services

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Contractors providing services under this category will work collaboratively with the Customer (considering the responsibilities of the designed job, organisational structure, and Customer outcomes) to:

  • Provide expert advice on job design, and/or;
  • Conduct job design and classification review processes, including: 
    • Prepare classification business cases (i.e. request type and catalyst, work changes, employee impacts, funding source, flow-on effect).
    • Draft and/or amend job descriptions/role statements.
    • Undertake and draft classification assessment and recommendations.
    • Prepare draft and final criteria progression reports with recommendations.

Category 3 – Recruitment Services for Levels 1 to 8

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Contractors providing services under this category will work collaboratively with the Customer (considering the context of the position/s to be filled and the Customer’s operating requirements) to:  

  • Provide advice on pre-recruitment planning and support, best practice recruitment, innovative retention strategies, and candidate assessment techniques; and
  • Provide assistance with recruitment processes and decisions (including the provision of reviewable/transparent documentation, quality and timely feedback to candidates). The assistance provided may range from a specific part of the recruitment process through to a complete recruitment solution. This will vary in accordance with the Customer’s requirements.

Note: Contractors can prepare advertisements but agencies must lodge advertisements with the Government’s current non campaign advertising contractor Initiative Media Australia Pty Ltd (refer to CUA MBBP2018 Media Booking, Buying and Planning Services for Advertising)

Category 4 – Executive Recruitment Services (non-mandatory)

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Contractors providing services under this category will work collaboratively with the Customer (considering the context of the position/s to be filled and the Customer’s operating requirements) for the recruitment and selection advice and/or services for the appointment of Commissioners, Chief Executive Officers/Directors General and the Senior Executive Service (SES).  

Recruitment services will range from a specific part of the recruitment process through to the end-to-end recruitment process. This can include:

  • advice on pre-recruitment planning and support, best practice recruitment, innovative retention strategies, and candidate assessment techniques; and/or
  • providing assistance with recruitment processes and decisions (including the provision of reviewable and transparent documentation, and quality and timely feedback to candidates). 

Note: Contractors can prepare advertisements but agencies must lodge advertisements with the Government’s current non campaign advertising contractor Initiative Media Australia Pty Ltd (refer to CUA MBBP2018 Media Booking, Buying and Planning Services for Advertising).

Out of scope activity

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The following services are out of scope of CUAHRS2021:

  • HR Consulting 
  • Policy and project development & implementation
  • HR strategy development and evaluation
  • Workforce planning support
  • Productivity measurement
  • Consultative services for the development of new organisational structures
  • Change management services
  • Workload assessment 
  • Employee performance management strategies / plans / methods 
  • Compliance risk assessment relating to Public Sector Standards in HR Management. 
  • Employee Relations
  • Occupational Safety and Health
  • Wellness or Wellbeing Programs
  • Outplacement and/or Career Transition Services. 

Buying rules

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The following minimum buying requirements apply:

Work valued up to and including $50,000 (inc. GST)

ONE QUOTE REQUIRED
Buyers must obtain one written quote from a selected Contractor by communicating requirements using the Order Form.

Work valued over $50,000 (inc. GST)

QUOTES REQUIRED
If it can be foreseen that the cost of an engagement will exceed $50,000, then buyers must obtain a minimum of two written quotes from selected Contractors by communicating requirements using the Order Form. A decision can then be made on which Contractor represents a Value for Money outcome.

The rates quoted by Contractors at the Head Agreement are maximum rates, and Customers are encouraged to negotiate lower rates for each Customer Contract. Customers are to request a project cost prior to the engagement of a supplier.

Other policy requirements

Buyers should be aware of the following requirements under Western Australian Procurement Rules and Treasurer’s Instruction 820, and whether or not they are applicable to purchases from this CUA.

Requirement WA Procurement Rules
Procurement Planning
Buyers must prepare a procurement plan and submit it to the State Tenders Review Committee. Yes, for all purchases at and above $5,000,000 (WA Procurement Rule C3(1)), unless the State agency is not required to do so under WA Procurement Rule C3(3).
Buyers must involve the Department of Finance. No, buyers do not need to involve the Department of Finance when purchasing from this CUA. (WA Procurement Rule C1)
Buyers must obtain approval from an authorised officer of the Department of Finance to purchase through an alternative arrangement to this CUA. Yes, for all values and delivery locations where the purchase of goods and / or services under the CUA are mandatory. (WA Procurement Rule C2.2)
Request Development and Contract Formation
Buyers must prepare an evaluation report.

An evaluation report must be developed for all Procurements valued $50,000 and above (WA Procurement Rule D7(1)).

The detail of an evaluation report must be commensurate with the value, risk and complexity of the Procurement (WA Procurement Rule D7(2)).

Buyers must submit an evaluation report to the State Tender Review Committee. Yes, for all purchases at and above $5,000,000 (WA Procurement Rule D7(3)), unless the State agency has not been required to submit an evaluation report under WA Procurement Rule D7(4).
Buyers must publish details of their purchase on Tenders WA. Yes, for all purchases above $50,000 (WA Procurement Rule D8.1)
Buyers must record the purchase on the agency’s contract register, as instructed within the buying agency’s financial management manual. Yes, for all purchases above $50,000 (WA Procurement Rule F5), unless alternative arrangements have been approved under WA Procurement Rule F5(6).
Contract Management
Buyers must prepare a contract management plan. Contract management or project management plans must be developed for all Procurements with a Total Estimated Value of $5 million and above (WA Procurement Rule E1(1)), unless exempted under WA Procurement Rule E1(2).
Buyers must publish details of contract variations on Tenders WA. State agencies must publish variations on Tenders WA in accordance with WA Procurement Rule E3.1. 
Buyers must seek advice from the Department of Finance on variations. No, State agencies do not need to seek advice from the Department of Finance on variations.

Exemption from using this CUA

Finance is responsible for processing and approving all requests from State agencies seeking exemption from using a mandatory CUA. Requests for an exemption are considered on a case-by-case basis, and a requesting agency must be able to demonstrate that a business need cannot be adequately met by the relevant CUA.

Exemption requests should be directed to the Assistant Director Procurement Frameworks through an email to the contract manager in the first instance. Requests for exemption may be received by posted letter or email, but must be in writing and provide sufficient explanation and background to enable the request to be considered. The requesting officer should be the Accountable Authority or delegate of the agency.

For guidelines on what to include in an exemption request, please refer to the Procurement Practice Guidelines - Common Use Arrangements

Who supplies what

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To access the list of all contractors and assist with the selection of CUAHRS2021 contractors please refer to the  Contractor Catalogue.

What will it cost?

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The rates quoted by contractors are maximum rates and lower rates can be negotiated. Make sure to request a project cost estimate prior to engaging a contractor to ensure value for money.

Buyers should consider negotiating a fixed rate on projects where appropriate. This may be a more cost effective approach.

View the Price Schedule to obtain prices for the services you require.

Pricing

Contractors have quoted maximum hourly rates for each consultant across two levels of experience. These two levels are listed below:

  • Senior HR Consultant - Consultant with 10 years or more experience.
  • HR Consultant - Consultant with up to 10 years experience.

Additional charges

Some contractors charge additional fees above their hourly rate (e.g. for photocopying, travel etc). These charges are outlined in the Price Schedule (available through the ‘additional pricing’ tabs at the base of the Price Schedule). 

Any additional charges must be itemised separately in the both the Order Form and on the contractor’s invoice. No other charges can be applied other than those listed in the Price Schedule.

Payment by Purchasing Card

The government Purchasing Card offers a quick and convenient method of payment allowing many goods and services to be efficiently purchased. 

Always remember to inform the contractor that you will be paying by government Purchasing Card, at the time of ordering the product or service, and ensure they clearly understand that they must send the tax invoice directly to you, the cardholder.

Making the most of this contract

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Contractors have quoted maximum hourly rates, which can be reduced upon negotiation. Consider levers such as contract timeframes, payment terms and multiple quotes for your negotiations.

Consider negotiating a fixed rate on projects where appropriate. This may be a more cost effective approach.

This CUA covers Recruitment Management Services but is NOT for sourcing/engaging temporary personnel. CUATPS2019 for Temporary Personnel must be used for this.

For investigations, consider what identity, criminal records or other security checks you require from the investigator and determine whether a licensed investigator is required.

How do I buy?

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Step by step buying process

Orders should be placed directly with contractors, using the Order Form. Before ordering, consider taking the following steps:

  1. Draft a brief engagement plan that could be rolled out for all contractors (this may incorporate a number of the elements below).
  2. Scope your agency’s requirements in detail.
  3. Identify objectives, roles, responsibilities, escalation processes and contacts. 
  4. Discuss and obtain a shared understanding of the scope of the engagement and seek advice on the circumstances that may lead to a variation.
  5. Request an estimate of hours, additional costs and timeframes or where this is not feasible negotiate a strategy to monitor costs such as progress meetings to discuss hours worked and number of hours required to complete the investigation. 
  6. Negotiate rates as the CUA rates are maximum hourly rates. 
  7. Request the name of the consultant(s) assigned to the work and specify where you require a specific consultant or a licensed investigator.
  8. You can evaluate which contractor represents best value for money for your needs by referring to the information in the Price Schedule and the applicable contractor profile documents.
  9. Once you have established value, then contact the preferred contractor to make your purchase.
     

After I buy

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Active contract management pays off

  • Manage your contract term – keep an eye on your contract expiry date.
  • For medium to longer term engagements, consider putting in place progress meetings with the contractor to review the costs, progress and scope of the engagement.
  • Test the market on a regular basis to see what the other contractors on the CUA are offering
  • Investigate different strategies to reduce both hourly and additional costs.
  • Check invoices for accuracy before authorising payment.
  • Monitor contractor performance and deliverables.
  • Document any issues as they arise even if they are resolved. This will assist in ongoing supplier performance management.
  • If you encounter an issue and you are unable to resolve it directly with the contractor, please contact the contract manager.
Page reviewed 2 September 2021