Invitation to Tender

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					Waste Management Services
   Invitation to Tender




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Contents

Invitation to Tender ..................................................................................................................... 1
Part 1: Introduction...................................................................................................................... 4
      1.1 History ....................................................................................................................................... 4
      1.2 Scope of Contract ...................................................................................................................... 4
      1.3 Exclusions .................................................................................................................................. 6
      1.4 Contract Timeframe .................................................................................................................. 6
      1.5 Scale .......................................................................................................................................... 6
      1.6 Objectives of the Contract ........................................................................................................ 6
      1.7 Relevant University Staff ........................................................................................................... 7
      1.8 Instructions to Tenderers .......................................................................................................... 7
      1.9 Sub-Contractors ........................................................................................................................ 9
      1.10 Application and Evaluation Process ...................................................................................... 10
      1.11 Liability and Cancellation of the Tender ............................................................................... 13
      1.12 Terms and Conditions of the Contract .................................................................................. 13
Part 2 Organisation Background ................................................................................................. 13
      2.1 Campus Network..................................................................................................................... 13
      2.2 Environment and Sustainability Management ....................................................................... 14
      2.3 University Waste & Sustainability Policies .............................................................................. 14
Part 3: Technical & Institutional Requirements .......................................................................... 15
      3.1 Technical Requirements.......................................................................................................... 15
      3.1.1 Lot 1 – General Waste, Food Waste, Recyclables and Re-usable Furniture ........................ 16
      3.1.2 Lot 2 – Waste Electrical and Electronic Equipment (WEEE) and Batteries .......................... 20
      3.1.3 Lot 3 – Clinical Waste, including Feminine Hygiene, Sharps and other general items ........ 21
      3.1.4 Lot 4 – Non-Reusable Bulky Waste ...................................................................................... 23
      3.1.5 Lot 5 – Confidential Waste ................................................................................................... 24
      3.1.6 Lot 6 – All Services ............................................................................................................... 26
      3.1.7 Missed Collections ............................................................................................................... 26
      3.2 Policy Implementation & Continuous Improvement .............................................................. 26
      3.2.1 Policy, Strategy and Procedures .......................................................................................... 27
      3.2.2 Waste and Resource Management Strategy ....................................................................... 27
      3.2.3 Behaviour Change, Training and Events .............................................................................. 28
      3.3 Institutional Requirements ..................................................................................................... 28
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     3.3.1 Previous Experience ............................................................................................................. 28
     3.3.2 Legal Compliance ................................................................................................................. 28
     3.3.3 Management Reporting ....................................................................................................... 29
     3.3.4 Invoicing ............................................................................................................................... 30
     3.3.5 Income ................................................................................................................................. 30
     3.3.6 Access, Security and Identification ...................................................................................... 30
     3.3.7 Control of Contractors ......................................................................................................... 31
     3.3.9 Health and Safety ................................................................................................................. 32
     3.3.10 Audits and Information Provision ...................................................................................... 32
     3.3.11 Equality & Diversity ............................................................................................................ 33
  Part 4: Service Levels and Monitoring Regime ............................................................................... 33
  Part 5: Your Proposals ..................................................................................................................... 35
     5.1 Response Templates ............................................................................................................... 35
     5.2 Financial Proposal ................................................................................................................... 35
     5.3 Alternative Offers.................................................................................................................... 36
     5.4 Cost Reduction ........................................................................................................................ 36



Appendices

Appendix A            Staff Roles & Responsibilities
Appendix B            Environmental Sustainability Policy
Appendix C            Waste & Resource Management Policy
Appendix D            Waste & Resource Management Strategy
Appendix E            Sustainable Procurement Policy
Appendix F            Current Collection Schedule & Holding Locations
                      F1 – North Holmes Road Holding Locations
                      F2 – Broadstairs Holding Locations
                      F3 – Medway Holding Locations
                      F4 – Salomons Holding Locations
                      F5 – Folkestone Holding Locations
Appendix G            Equality & Diversity Questionnaire
Appendix H            Example Performance Review Matrix
Appendix I            Response Template
Appendix J            Operations & Financial Proposals Template




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Part 1: Introduction
Canterbury Christ Church University (The University) is intending to appoint a contractor or a
number of contractors to provide waste management collection, disposal and treatment services to
the University.


1.1 History

Christ Church College was the first teacher training college built by the Church of England in the 20th
Century. It was founded in 1962 particularly to meet the needs of church schools at a time of teacher
shortage. The campus was constructed on North Holmes Road, Canterbury, on land which had been
used for orchards and domestic buildings of the adjacent St Augustine’s Abbey, part of Canterbury’s
world heritage site.

In the early 1970’s, the first degree program, the Bachelor of Education, was established, then in
1977 the College began to offer joint honours degrees in other subjects. In the late 1980’s, Christ
Church was substantially enlarged by the addition of paramedic studies. In 1995, the College was
awarded the power, by the Privy Council, to grant its own degrees for taught courses, which entitled
the change of name to Canterbury Christ Church University College.

In recent years the College has expanded significantly. In 1995, the Salomons Centre near Tunbridge
Wells was acquired. In 2000 the College’s third major site, the Broadstairs Campus, was opened in
Thanet and in 2004 the Chatham Campus was opened in Medway.

In 2005 Christ Church was awarded full university status and is now known as Canterbury Christ
Church University (CCCU). A new University centre in Folkestone opened in 2007. Across the five
campuses over 1,800 staff are employed and the University has an annual turnover of c. £110m.
Further details of the institution can be found on our website: www.canterbury.ac.uk

1.2 Scope of Contract

The University’s Waste Management Contract will be for the provision of services for all waste
streams arising throughout the entire Campus network. Due to the diverse nature of the waste
streams the University’s requirements have been split into the following lots:

        Lot 1 – General Waste, Food Waste, Recyclables and Re-usable Furniture
        Lot 1 includes:
             All general waste
             Food waste, including organic and biodegradable food waste.
             Recyclables, including recyclable paper, cardboard, plastic bottles and films, other
                 paper and plastic packaging, aluminium tins and cans, glass and other mixed
                 recyclables.
             Recyclable metals and wood that can be segregated from the bulky waste stream.
             Furniture that can be re-used.


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        The main feature of this lot is the provision of a ‘mixed recycling service’ where all recyclable
        materials can be deposited in a single bin, the contents of which are segregated by the
        supplier into the different waste streams.

        Lot 2 – Waste Electrical and Electronic Equipment (WEEE) and Batteries
        Lot 2 includes all waste electrical and electronic equipment, with the exception of items that
        are managed via ‘take back’ schemes. Lot 2 includes hazardous and non-hazardous WEEE
        items, such as IT and telecommunications waste, large household appliances, small
        household appliances, electronic and electrical tools and control and monitoring
        instruments. Lot 2 will also include waste batteries and accumulators.



        Lot 3 – Clinical Waste, including Feminine Hygiene, Sharps and other general items
        Lot 3 includes all clinical waste produced by the University. This includes feminine hygiene
        waste generated within the residential and academic restrooms. This Lot also includes
        clinical waste items generated by teaching and research activities, such as swabs, dressings,
        drugs, syringes, needles or other sharp instruments. Lot 4 also includes any materials which
        are considered to be contaminated by human or animal tissues, blood or bodily fluids.



        Lot 4 – Non-reusable bulky waste, such as furniture, mattresses, wood waste and metals
        Lot 4 includes bulk waste materials generated by the University that cannot be segregated
        for recycling or re-use. This Lot encompasses bulk materials and includes residential and
        office furniture, such as chairs, tables, desks, mattresses and storage furniture.



        Lot 5 – Confidential Waste
        Lot 5 includes all confidential waste, which is waste that contains sensitive information or
        data which the University must have specially treated to ensure secure destruction and
        disposal, or recovery. Lot 5 includes confidential paper waste, CDs, DVDs, videos and
        confidential hardware that must be securely destroyed.



        Lot 6 – All Services
        Suppliers bidding for Lot 6 would be expected to provide a ‘one-stop shop’ waste
        management service comprising all of the different waste streams described in Lots 1 – 5.



The service requirements are described in the following sections. All requirements include the
provision of appropriate equipment, containers and labour to enable the specified services to be
provided except where existing or new equipment owned or purchased by the University is made
available.

Please note: Supplier are no permitted to submit a proposal for only Lot 5 - Confidential Waste. This
is because the lot is considered to be too small to be awarded on a standalone basis. Therefore if a

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contractor is bidding for Lot 1 – General Waste & Recycling the MUST also bid for Lot 5 –
Confidential Waste.



1.3 Exclusions

The following waste streams are specifically excluded from this tender process.

    •       Vegetable Oil – 20 01 25
    •       Fluorescent tubes – 20 01 21
    •       Printer and Toner Cartridges – 08 03 17
    •       IT equipment and other WEEE managed via take back schemes – 20 01 35/20 01 36
    •       Green Waste – 20 02 01
    •       Clothes and charity items managed through facilities provided by the British Heart
            Foundation – 20 01 10
    •       Laboratory chemicals and solvents and radioactive waste – 16 05 06
    •       Hazardous waste (herbicides, pesticides, hazardous paints and dyes, white spirits etc.)

The University reserves the right to include these materials within the contract at a later date or for
one-off collections.



1.4 Contract Timeframe

The contract/s will commence on the 1st September 2012 and run for a period of three years, to end
on the 31st August 2015. The University also reserves the right to extend the contract for two
additional years at the end of the original contract period from 1st September 2015 – 31st August
2017. Any contract extension will be awarded in line with the existing contract structure and will be
awarded based on excellent contractor performance, subject to a performance monitoring regime.
The right to award the contract extension is exclusive to the University.



1.5 Scale

The University currently works with 15 different waste management companies who make around
15,000 collections from University premises per annum. Excluding feminine hygiene requirements
there are 64 waste holding locations.



1.6 Objectives of the Contract

There are several key objectives for this tender process:

       To appoint a “best quality” provider of waste management services across the campus
        network. This can be defined as best value for money.

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       To ensure the University receives value for money from its chosen waste management
        provider.
       To appoint a waste management provider who understands the University’s Sustainability
        Policy, Waste and Resource Management Policy and Strategy and who will work in
        partnership with the University to achieve associated targets.
       To reduce the costs associated with managing the University’s waste streams and encourage
        innovation.
       To ensure compliance with all relevant legislation in the provision of services through a legal
        compliance system.
       To appoint a supplier who will be able to provide detailed management information which
        will allow the University to report on its waste and recycling activities



1.7 Relevant University Staff

The Contractor/s is required to work closely with relevant University staff. Appendix A outlines the
current key staff members at the University and their roles and responsibilities with regards to waste
management. It should be noted that specific roles and staff members may change during the
contract timeframe.

The primary contacts are:

Michael Murray - Deputy Director of Facilities           Robin Higgins - Purchasing Manager
Email: michael.murray@canterbury.ac.uk                   Email: robin.higgins@canterbury.ac.uk
Telephone: 01227 782847
Mob: 07834 006102                                        Telephone: 01227 782792

Day to Day contract management will be the responsibility of:

Keith Poole - Facilities and Estates Manager
Email: keith.poole@canterbury.ac.uk
Telephone: 01227 782326



1.8 Instructions to Tenderers

        1.8.1 Tender Documents - All documents associated with this tender (including all
        supporting information, response templates etc.) can be downloaded from the University’s
        website at the following address:

        http://www.canterbury.ac.uk/support/purchasing/waste/waste-management-tender.asp



        1.8.2 Acknowledgement of Receipt


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Receipt of this invitation to tender must be acknowledged by 4.30pm on Friday 18th May by
e-mail to Michael Murray, Deputy Director of Facilities, at the following e-mail address:

michael.murray@canterbury.ac.uk

In this e-mail tenderers should confirm their intention to submit a bid.



1.8.3 Tender Bulletins
At any time after the issue of the Invitation to Tender (and up to five days prior to the tender
submission date) the University may issue a Tender Bulletin which revises, adds to or
clarifies the original Invitation to Tender document. These bulletins will often be prompted
by queries received from tenderers. Tenderers will be expected to adapt their tender
submissions to reflect this new information.

1.8.4 Evaluation

The University will be evaluating each submission based solely on the information provided
as part of the tender process. The only exception to this is where a bidder is currently
providing services to the University and therefore previous experience of working with a
contractor may also be taken into account.



1.8.5 Return of Documentation

Tenders must be returned no later than 4.00pm on Monday 18th June and should be sent for
the attention of:

Michael Murray,
Deputy Director of Facilities
Canterbury Christ Church University
Rochester House
St Georges Place
Canterbury
Kent
CT1 1UT

The tender submission must be provided in paper and electronic format. The electronic copy
of your tender response must be provided in either PDF format, MS Word or MS Excel or a
combination of the above. Images (e.g. copies of certification etc.) can be supplied in PDF,
TIFF or JPG format. Please only provide one paper copy and one electronic copy (on a CD or
flash drive). Your tender submission must not be e-mailed to any member of University staff
prior to the Tender Submission Date. It is mandatory that the envelope containing your


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        response is clearly marked “Waste Management Tender” to ensure it is not opened
        accidentally prior to the tender submission date



        1.8.6 Completion of Tenders

        Tenders must be submitted in accordance with all instructions contained within this
        document. Please read the Invitation to Tender document very carefully and answer all
        questions asked and provide all of the required information in sufficient detail to allow the
        project team to make an informed decision. The University will score each tender on the
        information provided by the supplier in their tender submission and any experience of
        working with that supplier. There will be no obligation to advise the supplier of missing
        documentation or of questions that have not been answered. Failure to comply with these
        instructions will result in your tender being marked down and could result in your expulsion
        from the process.

        1.8.7 Queries

        If tenderers have queries regarding the Invitation to Tender they should be submitted in
        writing to Michael Murray, using the e-mail address above. Questions should be submitted
        no later than4.00pm on Wednesday 13th June. Any queries received later than this may not
        be responded to in time. Answers to any questions raised by tenderers may be
        communicated to all companies involved in the Invitation to Tender if the answer contains
        information of material significance. This information will be distributed via a Tender
        Bulletin.

        1.8.8 Amendments to Templates

        The University has provided a number of templates in which suppliers should submit their
        proposals. These templates are carefully formatted to ensure that the evaluation team can
        easily compare bids between different suppliers. Therefore under no circumstances should
        these templates be amended, added to or adjusted. If the current formatting of a templates
        prevents a supplier completing their proposals then they should contact the University
        immediately.



1.9 Sub-Contractors

The Tenderer may subcontract parts of the services requested to a sub-contractor as long as the
major part of the services is performed by the Tenderer. The University defines ‘major part’ as
directly providing at least 51% of the total service offering (based on value) with sub-contracted
services accounting for no more than 49% of the total service offering (based on value). Tenderers
whose proposal includes outsourcing 50% or more of the total service offering will be deemed to
have not met the requirement and will therefore be excluded from the tender process.



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If the tenderer wishes to sub-contract part of the service they shall nominate their chosen sub-
contractors in the tender, and provide detailed information indicating how they will manage the
relationship and stating which proportion of the services each sub-contractor will perform.

The University reserves the right to refuse any sub-contractor for valid reasons. If the contract is
awarded to the Tenderer, the replacement of a sub-contractor and the sub-contracting of additional
services will require the University’s prior approval.

In the event that the successful Tenderer sub-contracts services or parts thereof in breach of the
contract conditions, the University retains the right to terminate the contract without notice.

Tenderers shall not offer services as sub-contractor for another Tenderer within the same tender
procedure. Please note that any breach shall lead to the exclusion of the sub-contracting Tenderer
from the tender procedure.



1.10 Application and Evaluation Process

        1.101.1 Timescales

        This Waste Management contract has been advertised using the Official Journal of the
        European Union (OJEU) using the restricted procedure. Therefore the selection process
        comprises the following phases:

        Phase 1 Pre-Qualification - The contract was advertised in the Official Journal of the
        European Union. Twenty one companies expressed an interest in the contract.

        Phase 2 Shortlisting- The project team evaluated each PQQ received. This Invitation to
        Tender has been sent to all suppliers who met the University’s minimum requirements.

        Phase 3 Tender - Shortlisted suppliers will be sent a tender document on 16th May 2012.
        Detailed responses are required by 18th June 2012. To ensure tenderers fully understand the
        University’s requirements all potential suppliers were offered the opportunity to visit the
        University on 2nd and 3rd May 2012 where they were briefed on the institution’s
        requirements.

        Phase 4 Evaluation - The project team will evaluate each tender submission and a second
        shortlisting exercise will take place which will be completed by 16thJuly 2012. Those
        suppliers who are shortlisted a second time will be invited to present to the project team
        19th July. This will provide the opportunity for tenderers to expand on their written
        submission and the project team to clarify any points.

        Phase 5 Award – The project team will officially notify all suppliers who the successful
        tenderer is on 23rd July 2012. There is a mandatory standstill period of 10 days after which
        the contract can be signed. The contract will start on 1st September 2012.

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Due to the complexity of the evaluation process it is possible that these timescales will be
changed to provide extra time for analysis of the submitted tenders. If this is the case the
University will notify suppliers of the revised timescales. Due to these possible delays the
University requests that tenders remain valid for 3 months from the deadline for submission
given as stated above.



1.10.2 Application and Assessment Requirements

Applications for each Lot must be made using the templates provided (Appendices I and J). A
separate form should be completed for each Lot applied for. The University reserves the
right to accept or reject all or any part of a Tenderer’s proposal. The tender must be
submitted in English.

All tender submissions must include a completed costing schedule. All prices provided for
waste disposal and recycling services must be fixed for the first year of the contract. This
does not apply to the rebates received for valuable recyclable materials, which will be linked
to established market indices (see 3.3.5 Income).



1.10.3 Award Criteria

The University will select a supplier based on the most economically advantageous tender,
not the lowest price. The criteria used to evaluate proposals are listed in the table below.




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                                Criteria                              Weighting
     Price                                                               40%

     Operational Methodology                                             30%
     3.1.1 – 3.1.6 Technical Requirements for Each Lot
     3.1.7 Missed Collections
     3.3.1 Previous Experience
     3.3.2 Legal Compliance
     3.3.3 Management Reporting
     3.3.4 Invoicing
     3.3.5 Income
     3.3.6 Access, Security & Identification
     3.3.7 Control of Contractors
     3.3.8 Acquisitions & Disposals
     3.3.9 Health & Safety
     3.3.10 Audits & Information Provision
     3.3.11 Equality & Diversity

     Policy & Strategy                                                   20%

     3.2.1 Policy, Strategy & Procedures
     3.2.2 Waste & Resource Management Strategy
     3.2.3 Behaviour Change, Training and Events

     Account management                                                  10%

     4.1 Customer Services
     4.2 Meetings and Reviews
     4.3 Improvements
     4.4 Key Performance Indicators (KPIs)
     4.5 Abatement Regime




1.10.4 Abnormally Low Offers

If a tender appears to be abnormally low in relation to the services to be provided, the
University will request in writing a clarification and/or explanation concerning its elements,
in particular:

                the economics of the services provided;
                the technical solutions chosen and/or any exceptionally favourable
                 conditions available to the Tenderer for the supply of the services;
                the compliance with the provisions relating to employment protection and
                 working conditions in force at the place where the work, service or supply is
                 to be performed.

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        The University reserves the right to exclude a tender if, after a verification process based on
        the explanations and evidence received, it comes to the conclusion that the tender is
        abnormally low.



1.11 Liability and Cancellation of the Tender

The University is not liable for any costs nor shall it reimburse any expenses or losses which
Tenderers may incur or suffer in connection with their tenders.

The University reserves the right to cancel the entire or parts of the tender, without such an action
conferring any right to compensation on the Tenderers.

There is no commitment on the part of the University to accept any proposal received, or any
obligation to accept all or part of the service proposed.



1.12 Terms and Conditions of the Contract

Although the University has a set of standard terms and conditions they do not specifically refer to
the waste industry. Therefore contractors are invited to submit their own contractual
documentation which the University will consider with a view to developing a mutually agreed set of
terms and conditions.




Part 2 Organisation Background

2.1 Campus Network

The University employs approximately 1,800 staff and educates 20,000 full time and part time
students. The University’s main campus is based in Canterbury with three primary locations (North
Holmes Road, Augustine House and Rochester House) in addition to a number of smaller sites
including teaching space and student accommodation. The University also has a further four sites
located in Kent.

        Canterbury City Campus – the North Holmes Road site is the original location of the
        University and remains the University’s main teaching base. It predominantly provides
        academic programmes from four main faculties, including the Faculty of Arts and
        Humanities, Faculty of Business and Management, Faculty of Education and Faculty of
        Health and Social Care and Social and Applied Sciences. There are a number of other
        academic and residential buildings across the City. Augustine House houses the University’s
        library services. A number of Halls of Residence are located on the campus and in locations


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       across the city such as Lanfranc House, Pin Hill, and the Parham Road Student Village
       Approximately 1,500 students are in University accommodation in Canterbury.

       Broadstairs Campus – the Broadstairs Campus is located on the Isle of Thanet and provides
       academic programmes with a focus on Business Management, Health and Social Care,
       Photography and Web Design. Halls of Residence located in Northwood Court on the
       campus provide accommodation for up to 84 students.

       Medway Campus – this campus is part of the Universities at Medway partnership which
       includes CCCU, the University of Kent and the University of Greenwich. The Medway Campus
       is home to the University’s Centre for Health and Social Care and contains a number of
       specialist health teaching facilities and mock operating theatres. The Halls of Residence
       located on this campus will not be included.

       University Centre Folkestone (UCF) – this is the University’s smallest site, comprising a
       single building of approximately 30,000 sq. ft. UCF provides academic programmes in
       Performing Arts, Visual Art and Early Years Education. No Halls of Residence are located at
       this site.

       Salomons – the Salomons campus comprises a 19th century ‘villa’ mansion and surrounding
       outbuildings, located outside Tunbridge Wells. The campus includes 36 acres of grounds,
       gardens and woodland and provides academic programmes focussing on Management,
       Applied Psychology and Education Leadership. The campus is also used as a conference,
       training and wedding venue and includes a significant catering operation to accommodate
       guests at these events. No student Halls of Residence are located on this campus.



2.2 Environment and Sustainability Management

The University recognises the impact its estates and operations have on the environment and is
committed to minimising its environmental impacts in a manner which is sustainable. The University
is currently implementing the EcoCampus Environmental Management System (EMS). The EMS is
being implemented across the University estate and aims to ensure the University embeds best
practice in carbon and environmental management. CCCU achieved the Gold Phase of the scheme in
May 2012 and are currently working towards achieving the Platinum Phase. Responsible and
sustainable waste management is considered within the scope of the EMS, in addition to other
environmental impacts such as energy and water consumption, carbon emissions, sustainable
procurement and biodiversity management.



2.3 University Waste & Sustainability Policies

The Waste Hierarchy is the cornerstone for the University best practice of its Waste Management
Policy. The University expects its appointed supplier(s) to follow the principles of the Waste
Hierarchy by prioritising prevention and reuse of waste, followed by recycling and recovery and
finally viewing disposal to landfill as the least desirable option.
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Within the University’s commitment to sustainable development, CCCU has clear aspirations to
improve waste management performance. Through the University’s main waste contract, a
recycling rate of approximately 40% is being achieved, with the remaining 60% of waste being
disposed as general waste to landfill.

The following documents are considered central to the management and minimisation of waste and
suppliers should ensure that they fully understand the requirements outlined therein and should
also ensure their tender submissions take these policies into account.

       Environmental Sustainability Policy (Appendix B)
       Waste & Resource Management Policy (Appendix C)
       Waste & Resource Management Strategy (Appendix D)
       Sustainable Procurement Policy (Appendix E)




Part 3: Technical & Institutional Requirements

3.1 Technical Requirements

Technical requirements are those that directly relate to the delivery of the core element of the
service i.e. collection and management of waste from the University’s premises.

Due to the variety of Waste Streams that the University produces the contract is being tendered in
several Lots. Tender proposals are invited for one or more Lots. Separate tender proposals should be
submitted for each Lot using the response templates that is provided in Appendix J.

In order to accurately manage its waste streams the University requires that a pay by weight system
is put in place that clearly links to collections and invoices made. The only exception to this is Lot 3 –
Clinical Waste.

The University is also looking to appoint a supplier who will provide an innovative approach to waste
management utilising new technologies and equipment.

As there is clearly significant variation between the requirements for each lot they have been
detailed separately below. The description of the requirement for each lot will include:

       Holding locations
       Containers and equipment
       Collection schedule
       Spillages & emergencies
       Seasonal variation
       Ad hoc requirements

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3.1.1 Lot 1 – General Waste, Food Waste, Recyclables and Re-usable
Furniture

Holding locations
There are designated waste storage compounds at each of the University’s sites. Maps and details
of these storage locations and current facilities are provided within Appendix F. Waste collections
will be required from the following locations:

   Canterbury
       North Holmes Road – external compounds are located outside the Estates Building, the
          Security Building, the Newton Building, Old Sessions House and in the southernmost
          corner of the site near the Student Building (Maxwell Davis building).
       Additional Canterbury Locations – external compounds are located outside Rochester
          House, Augustine Arts Centre, Augustine House, Hall Place, New Dover Road and St.
          Martin’s Priory.
       Canterbury Student Accommodation – external compounds are located outside Parham
          Road Student Village, Pin Hill, Lanfranc House and Vernon Place.

   Broadstairs
       External compound outside the Allen Building.
       Accommodation - compound located adjacent to Student Halls in the southeast of the
          site.

   Medway
       External compound located outside the back of Rowan Williams Court and Cathedral
        Court collection area.

   Salomons
        External compounds located outside Mansion House

          Catering Operations - waste compound located outside Mansion House at the Salomons
           Campus.

   Folkestone
        UCF - waste compound located in external court yard outside Grace Hill entrance

Containers and Equipment

Tender submissions should outline plans to provide all external waste collection containers (unless
otherwise notified). The facilities should ensure segregation of recyclable materials and optimum
manual handling. The University currently uses a ‘mixed recycling’ collection service where all
recyclable materials excluding glass can be placed in a single bin, the contents of which are then

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sorted off-site. This service will form an important part of the new contract and therefore supplier’s
proposals should incorporate a similar recycling scheme. All internal recycling bins will be provided
by the University.

The containers should be supplied at the compound areas specified based on the existing provision
but with improvements to quality, labeling, manual handling and security, where required. The
existing provision is outlined in Appendix F. Equipment should be incorporated into each bin to
facilitate a pay-by-weight system.

The University is keen to explore the use of bailing facilities on the North Holmes Road Campus and
the Salomons Campus and to provide additional facilities for the segregation of white paper. Any
further opportunities to segregate and increase the value of recyclable waste streams should also be
proposed, particularly on these two campuses. The University may want to implement these
proposals at the outset of the contract or at any time during its duration.

It is important that all containers are marked with high profile, colour coded labels that give clear
instruction on their use. The tender submission should describe the system that will be put in place.

Containers must have hinged lids and be lockable and be leak-proof, vandal-proof and offer the
means of minimising contamination and maximising the capture of recyclables. Costs should include
requirements to maintain containers and the immediate surroundings in a clean, tidy state.

The cost of maintaining and/or replacing containers over the life of the contract must be included in
the Costing Schedule Price. Regular inspections should be undertaken. Costs must include cleaning
each container with an appropriate cleansing agent at least once per year or more frequently if
odour or pests become a nuisance. The University will determine what constitutes a nuisance.

Containers must be inspected at quarterly intervals or more frequently if circumstances require. This
inspection should review the number and condition of containers and frequency of collection at
each Holding Location and the adjustment of facilities to optimise the collection and segregation of
waste streams and adjust the collection frequency if required.

The University may at any time during the Contract write to the contractor and for whatever reason,
change the site of Holding Locations, access routes to Holding Locations, or request variations to the
number and/or type of containers at Holding Locations. Any changes or additions to services will be
at the appropriate rates provided in the Costing Schedule.

Collection Schedule
Waste is required to be removed at Holding Locations on all Campuses. Existing service
arrangements at each Holding Location are detailed in Appendix F.

Some campuses require collections to be made during specific hours as outlined below:

               Canterbury – All Canterbury locations are surrounded by residential areas and
                therefore social collections times are required

                                                 17
               Canterbury Student Accommodation – Collections should not be made before 7.30
                am to avoid disturbing residential students
               Folkestone - Collections must be during the campus hours of 8.30 am – 5 pm
               Salomons Campus - require a 7.00am weekday only collection (but not before)
                before car parks get too busy, as this will block access to the collection vehicle.
               Broadstairs Campus - not before 8.00am to avoid disturbing residential students

Outside of these times the University may not permit lorry movements or transfers of waste from
storage areas or holding locations and the University reserves the right to refuse entry.

Collections of waste should be made on these days from each of the following waste collection
points:

               North Holmes Road – collections are required five times per week, daily between
                Monday and Friday.
               Additional Canterbury Locations, Rochester House, Augustine Arts Centre, Augustine
                House, Hall Place, New Dover Road and St. Martin’s Priory - collections are required
                with the same schedule as the North Holmes Road Campus, five times per week,
                daily between Monday and Friday.
               Canterbury Student Accommodation - collections are required five times per week,
                daily between Monday and Friday.
               Broadstairs Campus – collections of mixed recyclables are required twice a week on
                Tuesday and Friday, collections of general waste are required once a week between
                Monday and Friday.
               Broadstairs Accommodation – collections of mixed recyclables are required once a
                week each Friday and collections of general waste are required twice per week on
                Monday and Thursday.
               UCF – collections are required once a week each Thursday.
               Medway Campus – collections are required twice per week on Tuesday and
                Thursday.
               Salomons Campus – collections are required once a week each Monday.

Proposals should outline the collection strategy to meet the rate of waste arising at each Holding
Location.

All collection vehicles should be of a size and type appropriate to the location and access available at
each Holding Location and the type(s) of container(s) to be serviced. The supplier’s proposal should
detail the types of vehicles to be deployed for each site.

Proposals should also outline plans to ensure compound areas are kept in a clean, tidy and secure
condition with containers placed back in the required position with assurance that surrounding
equipment or furnishing are not damaged.



Spillages & Emergencies
                                                  18
The University requires that a procedure is put in place to ensure that all spillages of waste relating
to any operations of the contractor onsite are cleaned up and removed immediately, and to the
satisfaction of the University. This will include the use of vehicles that carry equipment to deal with
spillages of waste.



Seasonal Variation
The University Academic year is divided into three terms during which there will be variations in the
type and quantity of waste produced. The following variations are notable:

               North Holmes Campus and other Canterbury Locations – waste increases at end of
                the year in residential areas
               Broadstairs Campus - waste increases at the start and end of the academic year
               Broadstairs Accommodation - waste increases at the start and end of the academic
                year
               Salomons Campus – waste increases during the Christmas season and at weekends
               Catering Operations – waste increases after the Student Ball and other large events
                at North Holmes Campus

Please see below the web link to Term Dates across the campus network.

        http://www.canterbury.ac.uk/support/planning-office/term-dates/2012-2013.asp

Note: Medway Campus has different term dates. Also, adjustments in collections should be made, as
required and in consultation with the University during public holidays.

Proposals should outline plans to adjust collection frequencies during vacations to reflect any
reduction in waste arising at particular sites or holding locations and a system to liaise with the
University to make any changes to service provision.



Ad Hoc Requirements
Due to limitations in space throughout the campus ad hoc skip removals will be required. Proposals
should outline plans to ensure that skips or clearance and/or removal services for waste, bulky items
etc. are provided on an ad hoc basis within 24 hours of request being submitted. Ad hoc collections
may also include fly tipped waste streams.

Additional Requirements

Proposals within Lot 1 should also outline how valuable and re-suable items including furniture,
wood and metal can be segregated, reused or recycled.




                                                  19
3.1.2 Lot 2 – Waste Electrical and Electronic Equipment (WEEE) and
Batteries

Holding Locations

There are designated WEEE collection points at each of the University’s sites. Maps and details of
these storage locations and current facilities are provided within Appendix F. WEEE waste
collections will be required from the following locations:
     North Holmes Road – from the southernmost corner of the site near the Student Building
         (Maxwell Davies) and outside the Estates Building
     Broadstairs campus – external compound outside the Allen building
     UCF – electrical room UCFg09
     Medway campus - Rowan Williams Court
     Salomons campus – outside workshop

Containers and Equipment

The containers should be supplied at the areas specified on the existing provision but with
improvements to quality, labelling, manual handling and security, where required. The provision is
outlined in Appendix F. It is important that all containers are marked with high profile colour coded
labels that give clear instructions on their use. The tender submission should describe the system
that will be put in place.

WEEE skips must have hinged lids and be lockable, secure and be leak –proof , vandal proof and
offer the means of minimising contamination.

The cost of maintaining and/or replacing containers over the life of the contract must be included in
the Costing Schedule Price. Regular inspections should be undertaken. Costs must include cleaning
each container with an appropriate cleansing agent at least once per year or more if necessary.

The University may at any time during the contract write to the contractor and for whatever reason,
change the site of Holding Locations, access routes to Holding Locations or request variations to the
number and/or type of containers at Holding Locations. Any changes or additions to services will be
at the appropriate rates provided in the Costing Schedule.

Collection Schedule
WEEE waste is required to be removed on demand as shown on Appendix F. The Contractor must
provide the service within 48 hours after the request was made. All collection vehicles should be of
the size and type appropriate to the location and access available at each Holding Location and the
type of containers to be serviced.

Some campuses require collections to be made during specific hours as outlined below:

       North Holmes campus – residential areas surround the campus and therefore social
        collections times are required.

                                                 20
       UCF collections must be made during campus hours of 8.30am – 5pm
       Salomons campus – require a 7am weekday collection (but not before) as car parks can get
        busy and will block access to the collection vehicle.
       Broadstairs campus – not before 7.30am/8am to avoid disturbing residential students.
       Medway campus – require a 7am collection as car parks get busy and will block access to the
        collection vehicle.

Outside of these times the University may not permit lorry movements or transfers of WEEE waste
from storage areas or holding locations and the University reserves the right to refuse entry.



Spillages & Emergencies

The University requires that a procedure is put in place to ensure that all spillages of waste relating
to any operations of the contractor onsite are cleaned up and removed immediately, and to the
satisfaction of the University. This will include the use of vehicles that carry equipment to deal with
waste spillages.



Seasonal Variation
As stated above the University academic year is divided into three terms during which there will be
variations in the quantity of WEEE waste produced.
It is notable that potentially more WEEE waste will be produced during the summer vacation period
due to classroom and other refurbishments.



3.1.3 Lot 3 – Clinical Waste, including Feminine Hygiene, Sharps and
other general items

Holding Locations
There are dedicated clinical waste bins & sharps waste bins across the University sites and locations
including all residences. These are shown in Appendix F as ‘Clinical Waste Bin’ and ‘En-suites’. In
addition there are sharps bins located at:

       Canterbury – North Holmes campus room Ag02 (CCTV room)
       UCF – Reception, room UCFg16
       Salomons – First Aid room MHf42
       Broadstairs – First Aid room
       Medway – Skills lab



Containers and Equipment
The containers should be supplied at the areas specified on the existing provision but with
improvements to quality, labelling, manual handling and security, where required. The provision is
outlined in Appendix F. It is important that all containers are marked with high profile colour coded

                                                  21
labels that give clear instructions on their use. The tender submission should describe the system
that will be put in place.

Containers must have hinged lids and be lockable, secure and be leak –proof , vandal proof and offer
the means of minimising contamination.

The cost of maintaining and/or replacing containers over the life of the contract must be included in
the Costing Schedule Price. Regular inspections should be undertaken. Costs must include cleaning
each container with an appropriate cleansing agent at least once per year or more if necessary.

The University may at any time during the contract write to the contractor and for whatever reason,
change the site of Holding Locations, access routes to Holding Locations or request variations to the
number and/or type of containers at Holding Locations. Any changes or additions to services will be
at the appropriate rates provided in the Costing Schedule.



Collection Schedule
Collections should be made in accordance with the schedule shown on the attached Appendix F
Individual sanitary bins may be collected across all campuses from general and public areas at any
time the campus is open, generally 8.30am – 5.00pm during weekdays.

Collection of sanitary bins from student residences should not take place before 9.00am and not
after 6.00pm on weekdays.
All collection vehicles should be of the size and type appropriate to the location and access available
at each Holding Location and the type of containers to be serviced.

For larger clinical containers, some campuses require collections to be made at specific times as
outlined below:

       North Holmes campus – residential areas surround the campus and therefore social
        collections times are required.
       Canterbury Student Accommodation – not before 7.30am/8am to avoid disturbing
        residential students.
       UCF collections must be made during campus hours of 8.30am – 5pm
       Salomons campus – require a 7am weekday collection (but not before) as car parks can get
        busy and will block access to the collection vehicle.
       Broadstairs campus – not before 7.30am/8am to avoid disturbing residential students.
       Medway campus – require a 7am weekday collection as car parks can get busy and will block
        access to the collection vehicle.

Outside of these times the University may not permit lorry movements or transfers of clinical waste
from storage areas or holding locations and the University reserves the right to refuse entry.



Spillages & Emergencies

                                                  22
The University requires that a procedure is put in place to ensure that all spillages of waste relating
to any operations of the contractor onsite are cleaned up and removed immediately, and to the
satisfaction of the University. This will include the use of vehicles that carry equipment to deal with
waste spillages.



Seasonal Variation

As stated above the University academic year is divided into three terms during which there will be
variations in the quantity of Clinical Waste produced.
It is notable that potentially less clinical waste will be produced during the summer and other
vacation periods.



3.1.4 Lot 4 – Non-Reusable Bulky Waste
For example, furniture, mattresses, wood waste and metals)

Holding Locations
There is one bulk waste skip located in the south easternmost corner of the North Holmes campus
near the Student building (Maxwell Davies). Other bulk waste skips will be requested ad-hoc to
meet University requirements. Additional skips may be required to be located at any accessible
location on any of the University’s sites and locations.



Containers and Equipment
The containers should be supplied at the areas specified on the existing provision and ad-hoc as
ordered but with improvements to quality, labelling, manual handling and security, where required.
The provision is outlined in Appendix F. As a guide, our ad-hoc requirements for the past year at
Canterbury amounted to 38 open skips with a total waste weight of 59 tonnes. A further 2 open
skips were required at Broadstairs. No open skips were required at Medway, Salomons or
Folkestone during this period.

It is important that all containers are marked with high profile colour coded labels that give clear
instructions on their use. The tender submission should describe the system that will be put in
place.

Bulk waste skips must weatherproof, lockable, secure and be leak proof , vandal proof and offer the
means of minimising contamination.

The cost of maintaining and/or replacing containers over the life of the contract must be included in
the Costing Schedule Price. Regular inspections should be undertaken. Costs must include cleaning
each container with an appropriate cleansing agent at least once per year or more if necessary.

The University may at any time during the contract write to the contractor and for whatever reason,
change the site of Holding Locations, access routes to Holding Locations or request variations to the
                                                  23
number and/or type of containers at Holding Locations. Any changes or additions to services will be
at the appropriate rates provided in the Costing Schedule.



Collection Schedule
Bulk waste is required to be removed on demand. The Contractor must provide the container/skip
within 48 hours after the request was made. All collection vehicles should be of the size and type
appropriate to the location and access available at each Holding Location and the type of containers
to be serviced.

Some campuses require collections to be made during specific hours as outlined below:

       North Holmes campus – residential areas surround the campus and therefore social
        collections times are required.
       UCF collections must be made during campus hours of 8.30am – 5pm
       Salomons campus – require a 7am weekday collection (but not before) as car parks can get
        busy and will block access to the collection vehicle.
       Broadstairs campus – not before 7.30am/8am to avoid disturbing residential students.
       Medway campus – require a 7am weekday collection as car parks can get busy and will block
        access to the collection vehicle.

Outside of these times the University may not permit lorry movements or transfers of bulk waste
from storage areas or holding locations and the University reserves the right to refuse entry.



Spillages & Emergencies
The University requires that a procedure is put in place to ensure that all spillages of waste relating
to any operations of the contractor onsite are cleaned up and removed immediately, and to the
satisfaction of the University. This will include the use of vehicles that carry equipment to deal with
waste spillages.

Seasonal Variation
As stated above the University academic year is divided into three terms during which there will be
variations in the quantity of bulky waste produced

It is notable that potentially more bulky waste will be produced during the summer vacation period
due to classroom and other refurbishments.



3.1.5 Lot 5 – Confidential Waste

Holding Locations
There are dedicated confidential waste collection points on the University’s sites. Collections will be
required from:



                                                  24
       Canterbury – North Holmes campus, Rochester House, Augustine House and the Sturry
        Road archive store
       Medway - Rowan Williams Court & Cathedral Court
       Salomons campus
       Broadstairs campus (not currently in place)
       Folkestone campus (not currently in place)



Containers and Equipment
The containers should be supplied at the areas specified on the existing provision but with
improvements to quality, labelling, manual handling and security, where required. The provision is
outlined in Appendix F. It is important that all containers are marked with high profile colour coded
labels that give clear instructions on their use. The tender submission should describe the system
that will be put in place.

Containers must have hinged lids and be lockable, secure and be leak –proof , vandal proof and offer
the means of minimising contamination.

The cost of maintaining and/or replacing containers over the life of the contract must be included in
the Costing Schedule Price. Regular inspections should be undertaken. Costs must include cleaning
each container with an appropriate cleansing agent at least once per year or more if necessary.

The University may at any time during the contract write to the contractor and for whatever reason,
change the site of Holding Locations, access routes to Holding Locations or request variations to the
number and/or type of containers at Holding Locations. Any changes or additions to services will be
at the appropriate rates provided in the Costing Schedule.



Collection Schedule
Confidential waste is required to be removed weekly from the North Holmes campus, Rochester
House and Augustine House and on demand at other locations. For ad-hoc requests the Contractor
must provide the service within 48 hours after the request was made. All collection vehicles should
be of the size and type appropriate to the location and access available at each Holding Location and
the type of containers to be serviced.

Collections from the Sturry Road Archive store will take the form of boxed paperwork on pallets and
will not be in eurobins.

Some campuses require collections to be made during specific hours as outlined below:

       North Holmes campus – residential areas surround the campus and therefore social
        collections times are required.
       UCF collections must be made during campus hours of 8.30am – 5pm
       Salomons campus – require a 7am weekday collection (but not before) as car parks can get
        busy and will block access to the collection vehicle.

                                                 25
       Broadstairs campus – not before 7.30am/8am to avoid disturbing residential students.
       Medway campus – require a 7am weekday collection as car parks can get busy and will block
        access to the collection vehicle.

Outside of these times the University may not permit lorry movements or transfers of confidential
waste from storage areas or holding locations and the University reserves the right to refuse entry.



Spillages & Emergencies
The University requires that a procedure is put in place to ensure that all spillages of waste relating
to any operations of the contractor onsite are cleaned up and removed immediately, and to the
satisfaction of the University. This will include the use of vehicles that carry equipment to deal with
waste spillages.



Seasonal Variation
As stated above the University academic year is divided into three terms during which there will be
variations in the quantity confidential waste produced. The early summer period where academic
departments are clearing out old records may be one such variation.




3.1.6 Lot 6 – All Services

Lot 6 comprises all of the different services outlined above and will effectively provide a ‘one stop
shop’ for all waste management requirements.



3.1.7 Missed Collections

In the event of a missed collection the contractor must inform our Housekeeping offices
immediately, advising the reasons. A missed collection must be collected by the end of the following
working day without additional cost to the University. The volume of missed collections must be
reported on a monthly basis.



3.2 Policy Implementation & Continuous Improvement

This section relates to the implementation of the University’s waste management policy. There is a
clear strategy in place to reduce the level of waste going to landfill but the University requires
assistance from its appointed supplier(s) to implement this strategy.

This section outlines this strategy and suppliers are asked to provide information on how this
strategy would be supported.



                                                  26
3.2.1 Policy, Strategy and Procedures

The University’s Waste and Resource Management Policy, Strategy and associated procedures will
be central to the implementation of the Waste Management Contract. Tender submissions should
provide a comprehensive outline on the methodology and approach which could be used to
implement these key initiatives, targets and procedures. A proven track record of meeting similar
requirements should also be provided.



3.2.2 Waste and Resource Management Strategy

The University’s Waste and Resource Management Strategy (Appendix D) outlines plans to
implement the Waste and Resource Management Policy (Appendix C) and includes targets over 5
years with a view to making continuous improvements. The successful implementation of the waste
management contract will be a fundamental part of achieving these targets as will working with the
chosen supplier throughout the course of the contract. The targets that are required to be met
through a partnership approach with the University are summarised below.



Table 2 – Canterbury Christ Church University’s Waste Management Targets, 2012 - 2017
         Year      % Total Waste     % Waste Re-        % Waste         % Waste         % Waste
                     Reduction          used            Recycled       Recovered        Disposed
     1                   0%              2%               50%             38%             10%
     2                   0%              2%               60%             28%             10%
     3                   2%              5%               65%             23%              5%
     4                   3%              7%               70%             15%              5%
     5                   5%              10%              75%              5%              5%


In order to meet the incremental targets, the University is keen to investigate the use of a range of
technologies and fully utilise any local initiatives and resources. Initiatives and technologies are
required that will:

a)       Prevent waste
b)       Reuse waste
b)       Recycle waste
c)       Recover waste

Some technologies that the University is particularly keen to utilise include Material Recovery
Facilities, Energy from Waste and Anaerobic Digestion. The University also requires that third sector
organisations are used in the re-use of its waste and requires a service where a working relationship
is established with them. Proposals submitted should outline plans to do this and any other
innovative services that will help the University achieve its vision, objectives and targets set in the
Policy and Strategy.




                                                   27
3.2.3 Behaviour Change, Training and Events

The University requires that the contractor plays an active role in the University’s behaviour
campaigns on waste management and minimisation. This should include plans to communicate key
messages to the student and staff communities. The Contractor is expected to participate in
sustainability events hosted by the University. These include annual green weeks and Freshers
events. Other events could include demonstrations at each campus on a ‘road show’ basis.

Where any new waste facilities or equipment are installed, training should be provided to key staff
as appropriate (particularly at the outset of the Contract).



3.3 Institutional Requirements

Institutional requirements are those that do not directly link to the delivery of the core element of
the service (i.e. collection and management of waste from the University’s premises) but relate to
the way in which the supplier conducts its operations and supports the University.

Technical requirements are those that directly relate to the delivery of the core element of the
service i.e. collection and management of waste from the University’s premises.



3.3.1 Previous Experience

All suppliers must be able to demonstrate that they have relevant experience managing large multi-
site contracts similar to that being tendered by the University.



3.3.2 Legal Compliance

Legal Compliance is a cornerstone of the University’s Waste Management Policy and Strategy.
Tender submissions should outline a strategy to ensure compliance with all relevant legislation
including, but not limited to:

       The Waste Framework Directive 2008/98/EC;
       The Control of Pollution Act 1974;
       Environmental Protection Act 1990, Part II;
       The Environment Act 1995
       The Environmental Protection (Duty of Care) Regulations 1991
       The Hazardous Waste (England and Wales) Regulations 2005
       The List of Wastes (England) Regulations 2005
       The Environmental Permitting (England & Wales) Regulations 2010
       The Waste (England and Wales) Regulations 2011
       The Landfill Directive 1999/31/EC
       The Landfill (England & Wales) Regulations
       The End-of-Life Vehicles Directive
                                                  28
       The End-of-life Vehicle Regulations 2003
       The Waste Electrical and Electronic Equipment Directive
       The Waste Electrical and Electronic Equipment Regulations 2006
       The EU Animal By-Products Regulation
       The Animal By-Products (Enforcement)(England) Regulations 2011
       The Industrial Emissions Directive 2010/75/EC
       The Site Waste Management Plan Regulations 2008
       The Control of Pollution (Amendment) Act 1989
       The Controlled Waste (Registration of Carriers and Seizure of Vehicles) Regulations 1991
       The Clean Neighbourhoods and Environment Act 2005
       The EU Trans-frontier Shipment Regulation 2006
       The Trans-frontier Shipment of Waste Regulations 2007

The system proposed should establish controls to ensure that any changes to legislation are directly
implemented at ground level.

The Contractor(s) will be required to work with the University to ensure compliance with all relevant
waste legislation and keep up to date on future legislation. The system and resources to provide
regular updates on legislation and regulation should also be outlined, especially where this impacts
the operations of the Contractor.

Proposals should also outline a procedure to ensure that all compliance information is provided to
the University on a monthly basis, including, but not limited to, the following documents:

       Waste Carriers & Brokers Registration Documents
       Waste Transfer Notes
       Consignment Notes
       Environmental Permits & Exemptions
       Any other relevant documentation and certification

These documents should be provided electronically in PDF format.

The University is also considering the use of an electronic system to receive and maintain
compliance documents. Successful suppliers will be consulted as part of the implementation of this
system to ensure they are able to integrate successfully.



3.3.3 Management Reporting

The collation of comprehensive, up-to-date and accurate management data is crucial to the effective
implementation of the University’s Waste Management Policy and Strategy. The successful
contractor(s) will be required to provide the following information on a monthly basis.

       Date and time of each visit to each Holding Location
       Number and type of containers emptied at each Holding Location at each visit
                                                 29
       The weight of waste by type collected from each Holding Location at each visit
       The overall weight of general waste and recyclables collected in the period*
       The percentage of recyclables/recycling rate achieved for each waste stream
       Fate of material in line with the Waste Hierarchy and final location
       Costs applied for collections and disposal
       Any incidents (e.g. major spillages)
       Any additional services provided (e.g. ad-hoc collections)
       Any income generated from waste streams
       Details of any missed collections

*May not apply to all lots. For example, clinical waste does not need to be measured by weight.



3.3.4 Invoicing

The University’s standard payment terms are 30 days from date of invoice.

The University requires the successful supplier(s) to provide one invoice for each lot which they
manage (i.e. a separate invoice for general waste and recycling, WEEE, confidential waste etc.).
Separate invoices should also be submitted for any ad-hoc collections which the University requires.
Under no circumstances should ad-hoc collections be included on the same invoice as a scheduled
service as this will create issues for the University’s Finance Department and will delay payment.

A purchase order must be obtained from the University by the supplier before any ad-hoc collections
are undertaken. Any invoices which are submitted to the University which do not quote a valid
purchase order number will be returned to the supplier unpaid.

Suppliers should confirm in their tender submission that they accept these terms.



3.3.5 Income

The University anticipates that income will be generated from some of the waste streams that are
managed by the successful contractor(s).

The value of materials must be monitored and reviewed on a monthly basis and must be those
published in the magazine Materials Recycling Weekly or other such publication as agreed with the
University.

Such income should be returned to the University in the form of a credit against the scheduled
services.



3.3.6 Access, Security and Identification


                                                 30
All contracted staff members must carry official identification documents and be in company
uniform at all times when visiting Holding Locations or attending University premises for any other
reason. The University may also require Criminal Records Bureau checks to be undertaken for staff
entering their estate. Identification documents must be shown to University staff on request.

The University reserves the right to deny access to, or remove immediately from the University’s site
any such staff found not to be carrying the appropriate identification.

The Contractor must adhere to the University’s site security arrangements at all times. It will be
necessary to obtain keys and/or swipe cards to gain vehicular entry to some Holding Locations
including, but limited to, the North Holmes Campus, Broadstairs Campus and Salomons Campus.
The Contractor must be able to put in place a system to liaise and co-operate with the University in
this respect.




3.3.7 Control of Contractors

The University has procedures in place to ensure that all health & safety requirements are complied
with by contractors visiting University premises. This is a process known as ‘Control of Contractors’.
More information can be found by visiting the University’s Health & Safety website.

         http://www.canterbury.ac.uk/support/health-safety/health-and-safety/control-of-
                                     contractors/index.asp

As part of these Control of Contractors requirements the successful supplier(s) will be required to
lodge a Risk Assessment and Method Statement with the University prior to any work being
undertaken.



3.3.8 Acquisitions & Disposals

The University’s estate is in a constant state of flux and therefore the selected contractor will need
to provide a flexible service where facilities can be added or removed throughout the life of the
contract.

There are three major changes which the University is currently aware of.

Salomons & University Centre Folkestone – After a review of its current campuses the University
has determined that the Salomons campus and the University Centre Folkestone are not financially
sustainable in their current forms. Therefore the University is reviewing arrangements at both these
locations with a view to ensuring they have a viable long term future. If this viability cannot be
assured then these campuses will be at risk of closure. A decision is due to be made in September
2012.


                                                  31
St George’s Student Centre – The University is opening the St George’s Student Centre in the heart
of Canterbury in September 2012. This site will provide a new Student Union building (including
offices, study zone, bar and coffee shop) as well as 230 units of student accommodation. The
requirements of this site have not been included in the tender specification provided and therefore
the successful supplier will be expected to take on the management of waste at this site on the same
terms as those agreed with the University for the other sites.



Suppliers should indicate any impacts these acquisitions and disposals may have on the contract.



3.3.9 Health and Safety

All proposals should outline operational controls in place to comply with the requirements of the
Health and Safety at Work Act 1974, and subsequent addendums, the requirements of the
University’s policy.

http://www.canterbury.ac.uk/support/health-safety/health-and-safety/policy-statement.asp

The proposal will outline the necessary safety equipment and protective clothing for his employees
or agents as the case may be, and shall ensure that such employees or agents so conduct their
activities as not to prejudice the health or safety of personnel of the University or Contractor or of
third parties on the University’s premises. There must be assurance that such employees or agents
at all times make use of any and all safety equipment and protective equipment.

The Contractor must note that there are a significant number of pedestrians and cyclists on the
campuses, and therefore must ensure that its employees pay particular attention to the safety of
pedestrians and cyclists while driving, reversing, or operating lifting mechanisms. Variable speed
limits apply on all campus roads which should be observed.

It is the contractor's responsibility to ensure that there is a minimum level or arrangement of First
Aid cover appropriate for its staff working on site.




3.3.10 Audits and Information Provision

The University requires the assurances relating to the location and legal compliance of key waste
transfer, treatment and disposal facilities that are to be used and site contacts for auditing purposes.
A summary of this information should be provided as part of the proposal and this will need to be
periodically updated throughout the duration of the contract.

The successful contractor(s) will need to allow the University and/or any of their representatives
access to all their sites and facilities including sub-contracted facilities associated with the provision
of contracted services at all reasonable times and without giving prior notice for the purpose of


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carrying out waste audits. Any corrective actions required to ensure compliance with contractual
and/or legal compliance will need to be put in place within 14 days.



3.3.11 Equality & Diversity

The University wishes to work with a supplier who complies with all current legislation relating to
equality and diversity issues. Suppliers are requested to complete the University’s Equality &
Diversity Questionnaire (see appendix G) and include the completed survey in their tender response.



Part 4: Service Levels and Monitoring Regime
4.1 Customer Services

Proposals should outline a methodology to ensure the provision of optimum customer services. This
will include the provision of an account manager that is responsible for day to day customer service
and contract performance management. Any queries or requests from the University’s contract
manager/s must be responded to within 24 hours by this account manager. An alternative contact
should be provided for when the appointed account manager is unavailable.

A system to manage any complaints should also be outlined. A system is required that should log any
complaints and ensure that they are dealt with at the most appropriate level with reports made to
the University on efficient and effective resolution.



4.2 Meetings and Reviews

The nominated account manager will be required to attend a monthly management meeting with
Facilities Management Staff and any other relevant representatives employed by the University to
discuss monthly performance and identify opportunities for continuous improvement. In order to
facilitate these meetings the University may undertake monthly progress reviews using Key
Performance Indicators (KPIs). The account manager will be required to implement any
requirements to ensure satisfactory performance against KPIs set.

The University will also undertake formal quarterly and annual reviews with the contractor. The
quarterly review sessions will last approximately 2 hours, and will be undertaken by the Estates
Management staff and any other relevant representatives of the University. An annual review
meeting will also be required.

The University is committed to working in Partnership with the Contractor and will give the
contractor every opportunity to provide feedback on the University’s role in the partnership
especially relating to any insufficient processes which are hindering the Contractor’s duties.


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4.3 Improvements

The University requires a supplier who will proactively monitor this contract and continually make
suggestions to save money, reduce collections, improve recycling rates etc. The types of suggestion
the University would be expecting could be:

       “For the last three weeks the bins at Parham Road have been half empty when collected. We
        could reduce the number of bins from 5 to 4 which would save money”
       “The glass we have been collecting is mixed green, clear and brown. Recycling rates would
        improve if you were able to segregate these”
       “Instead of having two 650 eurobins you could have one 1100 eurobin and save money”

These suggestions should be made on a monthly basis as part of a scheduled review meeting.



4.4 Key Performance Indicators (KPIs)

The Contractor is required to commit to a Service Level Agreement, monitored through a number of
established Key Performance Indicators (see Appendix H for proposed KPIs which suppliers are
invited to comment on). These will be used to assess performance on a monthly and quarterly basis.
The quarterly assessment is a more in depth process and will be undertaken in line with the
quarterly contract management meetings. The annual review process will follow the same
methodology as the quarterly reviews but are likely to involve more senior staff members and
external consultants.

Suppliers are invited to put forward a sample service level agreement and also suggest what KPIs
they should be monitored against.



4.5 Abatement Regime

The KPI’s will be utilised to assess the Contractor’s performance on a monthly, quarterly and annual
basis. The University will not tolerate sub-standard service and will require the successful contractor
to confirm acceptance with the Abatement regime, as follows.

       Where collection routine is not met, rectification must occur at no extra cost.
       If performance falls below satisfactory (determined by the KPI system) following a monthly
        or quarterly review the Contractor will be required to put in place corrective actions within 7
        days.
       If performance does not improve to a satisfactory level by the next monthly assessment the
        University reserves the right to withhold payment of invoice(s) until satisfactory
        performance is achieved and issue a written warning.


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       A warning will be issued if the performance is found to be below a satisfactory level more
        than twice in any four months. The contractor will then be required to prepare a written
        plan to ensure a satisfactory level of performance is achieved within 14 days.
       If the abatement regime is not adhered to by the contractor/s the University reserves the
        right to terminate the contract with immediate effect.




Part 5: Your Proposals
Suppliers should ensure that the proposals they submit meet all of the requirements outlined in this
document. Tenders which do not comply with the University’s requirements are any tenders that:

       Do not provide the services or support required to properly manage this contract
       Do not provide the information requested or
       Is incomplete in any other way,

Companies whose tender does not comply with these requirements will be excluded from the
process.



5.1 Response Templates

Templates have been provided in which suppliers should submit their responses. This is to ensure
the evaluation team can easily compare proposals from different suppliers.

Two different types of template have been provided. These comprise:

        Appendix I       Allows suppliers to provide information that applies to all lots

        Appendix J       Suppliers should complete an individual template for each lot they are
                         applying for. There are two sections for each lot where suppliers can submit
                         (a) their service/operational proposal and (b) their financial proposals.

Suppliers submitting proposals for ‘Lot 6 All Services’ will need to complete a separate template for
each lot.



5.2 Financial Proposal

Costs must remain fixed for the first year of the contract. After this any proposed increases in fuel or
other exceptional or un-anticipated cost increases should be provided to the University with at least
2 months’ notice with documentary evidence showing increased costs to the supplier.

All costs shall be £ sterling INCLUDING Value Added Tax.
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5.3 Alternative Offers

Alternative offers may be considered, but only when submitted in addition to an offer that meets all
the requirements requested in the invitation to tender. In the situation where the main offer is
considered invalid, the alternative offer(s) will automatically be rendered null and void. An
alternative offer shall be clearly marked in a separate set of documents. It will only be considered if
the alternative solution is equal to or of higher merit than the main offer.




5.4 Cost Reduction

As the University is opting for a pay-by-weight solution for all lots except Clinical Waste, the supplier
may find that the current collection schedule could offer opportunities for streamlining which would
result in a reduction of fixed costs. For example, if the current schedule requires three 1100 eurobins
emptied three times a week the supplier will have to pay for fuel and labour for three days. If the
level of waste reduces and collections could be made twice a week the fixed costs for one day per
week could be avoided.

The supplier should make proposals on how both they and the University could be incentivised to
make improvements in the collection schedule, including the sharing of cost savings if fixed costs are
reduced (i.e. the reduction of the disposal charge per tonne).




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