Services provided by extra-territorial organisations and bodies

Tender description

The University requires a supplier who can provide a staffed, agile regional office presence, based in Malaysia, to provide student recruitment, marketing and partnership development services on behalf of Sheffield Hallam, across the South East Asia region. The successful Supplier will deliver a service comprising two main elements: 1) A management framework which comprises the following features: General set up and infrastructure: • an appropriate legal entity under which local operations can take place; • well located premises with easy, direct access to a significant proportion of the student target market with appropriate workspaces for at least three staff and including videoconferencing facilities; • arrangements for flexible working away from the office; • IT and telecommunications infrastructure of an international standard, including secure, high speed internet access (please also refer to the further details and requirements provided under the heading of ‘IT Systems and Data’ as detailed later in this Part 3); • storage space for documents and marketing materials; • access to infrastructure that supports continued delivery of recruitment and marketing activity in South East Asia; • provides stability but also flexibility, allowing us to respond to opportunity and changing market needs. Business operations: • regular communication, providing monthly progress reports and providing timely, accurate management information in relation to the office and its operations; • provision of HR and associated services including line management of local staff and ongoing recruitment of appropriate personnel, as necessary. Financial Management: • regular (monthly) reporting of financial performance against agreed budgets; • oversight of the financial administration of the Office including management of payroll and relevant tax, benefits, pension and insurance payments for all staff, in accordance with Malaysian laws and regulations; • management of the project bank account and ensuring compliance with all local tax requirements; • proper accounting procedures, records and controls and adhering to the University’s and local accounting standards and policies; • to be responsible for statutory reporting, corporate governance, management reporting, financial planning, internal controls, credit control and risk management; • to provide costing information to support product development and commercial decision making; • to appoint an external auditor to provide annual audited accounts. 2) Appoint appropriate personnel to deliver the service: The University currently employs three members of staff within its South East Asia regional office. The successful supplier is expected to accept the transfer of these three staff members from the University and to employ them in accordance with all applicable local law, on the same salary (and subject to annual increments in April of each year of no less than 5 %) within the same salary banding as from the full service delivery date. Please refer to the terms and conditions of contract included with this ITT for further details. Details of existing staff member salary bandings and aggregate gross annual salary costs can be provided to tenderers subject to the tenderer first signing a confidentiality agreement. Please note that the prices included in your pricing reply form must take account of this staffing requirement.