Seven steps to getting the best waste management contract for your organisation

Transcription

1 Webinar Seven steps to getting the best waste management contract for your organisation Host Andrew Leahy Presenter Jess Twemlow

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3 Webinar aim Outline the seven-step process to help you obtain the best waste management solution for your organisation Understanding your waste streams Finding potential waste management contractors Developing tender invitation documents Evaluating tenders Managing your contract

4 The Environmental Protection (Duty of Care) (Scotland) Regulations 2014 Waste must be: Stored safely and securely Treated appropriately Collected for disposal or recycling by a licensed waste carrier

5 Waste (Scotland) Regulations 2012 All organisations in Scotland must present dry recyclable materials for separate collection: PAPER CARD GLASS PLASTIC METAL

6 Waste (Scotland) Regulations 2012 If you are involved in food manufacture, preparation or retail you must separate food waste for recycling

7 Step 7: Manage your contract Step 1: Understand your waste stream Step 6: Select your supplier Step 2: Know your service options Step 5: Evaluate your tenders Step 3: Identify waste contractors Step 4: Invite suppliers to tender

8 Step 1 Understanding your waste streams You need to understand the waste you are dealing with Only once you have established how much, and what type of waste you produce, you can work out the best plan to manage it

9 Step 2 Know your service options

10 Collection frequency Schedule services Weekly or fortnightly More cost effective in terms of price per collection May pay for unnecessary collections Ad-hoc services Arrange once bin is close to full Ideal if waste volumes fluctuate Price per collection is higher

11 Receptacle or equipment type

12 Receptacle or equipment type

13 Separating materials There can be financial advantages from separating your waste into material streams Metal, plastics and cardboard can reduce collection costs if clean and uncontaminated It may even provide a revenue where such materials are presented in bulk

14 Volume You will need a reasonable volume of any material stream to make it viable for a waste contractor to collect If your organisation does not produce enough waste, consider combining your general waste and materials for recycling with neighbouring organisations

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16 Step 3 Identify potential waste management contractors

17 Step 4 Invite suppliers to tender for your contract If you are a small organisation you may be better suited to request quotes from a number of potential waste contractors If you are a large organisation you may be best suited to develop Tender Invitation Document (TID) which you would send to potential waste contractors

18 Scope of service Bins sizes, number of bins, other infrastructure requirements and frequency of collection Short description of your organisation Waste data Any site constraints

19 Pricing schedule Provide a template to ensure information is submitted in a consistent format Ask about additional costs e.g. bin rental charges, duty of care documentation

20 Other considerations Bins and equipment Cleaning and maintenance Recycling assurance Environmental credentials Duty of care Health and safety

21 Step 5 Evaluate your tenders Examples of the key criteria include: Compliance with relevant legislation Performance and flexibility Technical skills Innovation Price Quality Environmental management

22 Step 6 Select your supplier

23 Contract duration and termination Carefully consider the term of your contract, and ensure that the contract duration is appropriate and suited to your needs Some contracts may include clauses that allow for cancellation or early termination

24 Key performance indicators (KPIs) A summary of total waste to landfill, and total material recycled itemised each month on invoice A minimum of 60% of all waste produced by the business is to be recycled The contractor will attend 1 site meeting per month Maximum 48 hour response to any equipment failure to be implemented at no extra cost to the organisation All equipment supplied by the contractor must be in operational condition and of good appearance Zero missed services each calendar month The invoice clearly details the cost per unit of waste collected and itemises each other charge separately

25 Reporting

26 Contamination

27 Other considerations Renewal Assurance Flexibility Missed collections

28 Step 7 Manage your waste and recycling contract

29 Signage and posters

30 Monitor performance Check invoices closely Regularly monitor performance against KPIs Communicate regularly with your contractor

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