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Strategic Assistance and Reporting

Part 1. Contents List

Part 2. Strategic Assistance 2

2.1. Introduction 2

2.2. Best Value Performance Plan details 2

2.3. Interaction with the council 4

Part 3. Reporting 7

3.1. Introduction 7

3.2. Reporting to the Authority 7 3.2.2 Monthly Service Report contents 8 3.2.3 Annual Service Report contents 10

Part 4. Additional information 13

Method Statement 4b Strategic Assistance and Reporting

1

Part 2. Strategic Assistance

2.1. Introduction

2.2. Best Value Performance Plan details

Data relevant to the reporting of performance indicators will be included in the Monthly and Annual Service

Reports. When requested by the Authority, assistance can be provided in directly reporting best value data

to the electronic data capture portals (e.g. WasteDataFlow, (http://www.wastedataflow.orq/) and the hub,

www.hub.info4local.gov.uk) on behalf of the Authority.

Best Value Performance Indicators and National Indicators

The Contractor considers that Nl 193 (percentage of municipal Waste landfilled) will be one of the National

Indicator (Best Value indicator) relevant to this project. The Contractors proposed treatment solution will

yield best possible performance against Nl 193 by diverting 95 per cent of the Contract Waste from landfill.

Also, the residues that are landfilled will have no biological content and therefore the solution also delivers

the best performance in terms of diversion of biological waste from landfill. Two products of processing

Contract Waste (i.e. burning it) are IBA (bottom ash) and boiler ash. All IBA will be sent to landfill but up to

85% of IBA will be reprocessed on site. Ferrous materials recovered from the ash residues will also be sent

for recycling.

Best Value Duty and Plan

The Contractor acknowledges the Best Value Duty of the Authority and will proactively support the Authority

in delivering its Best Value plans and objectives. The Contractor understands that the Authority will have to

prepare, implement and achieve the aims of a Best Value Plan on an annual basis and there will be

elements of Contract Waste management that are relevant to this Plan.

The Contractor has identified the following main areas where it will provide support to the Authority in terms

of developing and delivering the Best Value Performance Plan or its equivalent:

• Supporting the Authority in developing the objectives of Best Value Performance Plan relevant to

Contract Waste management;

• Taking reasonably practical steps to implement and achieve the objectives agreed in the plan;

• Reporting the performance of Contract Waste management against the agreed objectives to the

Authority;

• Supporting the Authority in its Best Value related audits and reviews and allowing access at all

reasonable times and upon reasonable notice to;

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• The Facility;

• Any document or data relating to the Service; and

• Any Sub-Contractor of any tier, agent or employee of the Contractor.

• Maintaining an open approach to service improvements and/or expansions to enhance best value for

the Authority.

In complying with the requests for information, data or other assistance made by the Authority in pursuance

of its Best Value Duty, The Contractor will make reasonable provisions to:

• Enable the Authority to prepare a Best Value Performance Plan;

• Enable the Authority to conduct a Best Value Review;

• Facilitate the audit of the Authority's Best Value Performance Plan by the Authority's auditor pursuant to

section 7 of the 1999 Act;

• Facilitate the Authority's preparation of any statement, in response to an Authority's auditor's report,

pursuant to section 9 of the 1999 Act;

• Facilitate any inspection undertaken by any Relevant Authority in connection with the Best Value Duty

in respect of the Service, including any inspection undertaken with a view to verifying the Authority's

compliance with its Best Value Duty pursuant to sections 10 and 11 of the 1999 Act;

• Enable the Authority to comply with any government departmental direction;

• Enable the Authority to report on the Best Value Performance Indicators (National Indicators);

• Assist the Authority in any comprehensive performance assessment;

• Assist the Authority in relation to any action taken by the Secretary of State under section 15 1999 Act;

and

• Enable the Authority to comply with the Publication of Information Direction 2000 (England and Wales).

Where the data are not readily available or accessible to the Authority, the Contractor will use reasonable

endeavours to provide the data within ten (10) business days of receiving a written request from the

Authority.

The Contractor will ensure, where reasonably practicable following a request from the Authority, the

attendance of specific officers or employees of the Contractor or its Sub-Contractor at any meetings of the

Authority at which the Contract and/or the Service is to be discussed.


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K'l^i Best Value Reviews and Comprehensive Peiformance Assessments

Performance Standard Benchmarking

Reasonable assistance in accordance with clauses 60.32 to 60.37 will be provided to the Authority in

undertaking and completing Performance Standard Benchmarking Exercises which may be conducted from

time to time.

2.3. Interaction with the council

In addition to the proposals specified above (Section 2.2 of this Method Statement) regarding supporting the

Authority in its best value related commitments, the following measures are proposed.

The Contractor will seek to establish a Project Liaison Group before Contract Service Commencement in

accordance with Schedule 6 and 8 of the Project Agreement. The Project Liaison Group will include

representatives from the Authority and the Contractor and any other organisations agreed between the

Contractor and the Authority. The group will:

• Provide a means for the joint review of all aspects of the performance of this Contract;

• Provide a forum for joint strategic discussion and consideration of all aspects with regard to this

Contract including ensuring dissemination of information and consideration of the views of all the

stakeholders connected with the Project; and

• Consider issues relating to:

• Necessary Consents;

• The Works Timetable;

• Provision of the Works;

• Provision of the Services;

• Authority Changes; and

• Any other matters with regard to the Project which the parties agree.

Project Liaison Group meetings will be convened at least once every quarter including the Works Period.

Minutes of all meetings will be taken and circulated to members of the group.

Access to Sites and facility

The Authority or authorised representative(s) of the Authority will be given access to the Sites and Facility

and with reasonable assistance for:

• Inspecting the state and progress of the Works;

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• Inspecting the operation and maintenance of the Project;

• Inspecting the provision of the Service;

• Inspecting the Contractor's records relating to health, safety and security during the term of the

Contract;

• Inspecting the records documenting the maintenance procedures carried out in accordance with clause

33 (Maintenance of the Facility and Equipment) during the term of the Contract; and

• Monitoring compliance by the Contractor with its obligations under this Contract.

Monthly and Annual Service Reports

Monthly and Annual Service Reports will be prepared and submitted to the Authority at intervals specified in

response to Clause 60.14 Monthly Service Reports. When requested, written evidence and supporting

information will be provided to the Authority within 10 Business days, to verify and audit the information

provided in the Service Reports.

Any Best Value Service Change Notice issued by the Authority following review of these Reports will be

responded to within twenty Business Days by a written Annual Service Plan. The Annual Service Plan will

include proposals to achieve the change to the Service (or the relevant part) in accordance with the Best

Value Service Change Notice. As soon as practically possible after the issue of the Annual Service Plan, the

company will seek to meet, discuss and agree the plan with the Authority. The Annual Service Plan agreed

by the Authority in accordance with clause 61 (Authority Changes and Contractor Changes) will be

implemented at the mutually agreed deadline. Where the contents of the Best Value Review Plan cannot be

agreed, it will be resolved in accordance with clause 95 (Dispute Resolution).

Management Information System

A Management Information System will be provided and maintained throughout the duration of the Contract.

The Management Information System will be a transparent and auditable system maintained in accordance

with Good Industry Practice.

The Management Information System will:

• Be fully auditable through self-auditing and by external auditors to provide a defined and transparent

audit trail for assessing performance; and

• Be designed to include elements for capturing data from the Service, including completion of Works and

monitoring its performance in line with this specification, payment mechanism and Performance

Measurement Framework.


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isa^ The Service Delivery Plans will be updated regularly throughout the Service Period when appropriate and as

agreed with and approved by the Authority.

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Part 3. Reporting

3.1. Introduction

The Contractor will assist the Authority in meeting its data needs including those for Best Value audits

relevant to Contract Waste management.

A Contract Representative will be named and contact details provided to the Authority. The Contract

Manager will act as the first point of contact for the Authority in all matters relevant to this Contract. The

Contract Manager will provide regular Contract Waste management updates to the Authority.

Contact details of a senior member of staff will be provided to the Authority as a twenty four hour contact for

dealing with emergencies related to Contract Waste management.

3.2. Reporting to the Authority

The Contractor will seek to develop and maintain a good working relationship with the Authority and aim to

keep the Authority fully informed on the Contract Waste management operations.

During the Works Period monthly progress and site meetings will be held and the Authority's Representative

will be invited to these meetings. The Authority's Representative will be given advance notice of at least five

Business Days, where practically possible, to attend these meetings. In addition to the above the Contractor

will also invite the Authority's Representative to regular health and safety meetings and any other relevant

meetings during the Works Period. Minutes of the meetings will be sent to the Authority's Representative.

To achieve this, the Contractor will report as per the requirements under clauses 24 (Meetings and Technical

Reports) and, 54 (Reports and Invoice), proposes to deliver the following reports as a minimum:

• Monthly Service Report within ten Business Days after each Contract Month end; and

• Annual Service Report within fifteen Business Days of the end of each Contract Year.

In addition to submission of Monthly and Annual Service Reports, the Contractor will propose to meet the

authorised officer and the project team of the Authority on a regular basis to review, update and discuss

Contract Waste management during Works, Commissioning and operational phases of the project.

Contract monitoring software and the Internet/Extranet

MS4a Part 3, describes the software that will used during the term of the Contact subject to updated

software going forward. The main software to be used is Whitespace software systems comprising of Power

Suite (various modules. Power Hub which is gatehouse validation and reporting, and Power Modeller which

supports the Payment Mechanism. Please refer to MS-4a for details of the software and the internet/extranet

support employed.


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K-^^m 3.2.2 Monthly Service Report contents

The Contractor will prepare and submit a Monthly Service Report to the Authority within ten Business Days

after each Contract Month end. The Monthly Service Report will allow the Authority to verify the performance

and the monthly Unitary Charge. The Monthly Service report will be standardised with their format to be

agreed on an annual basis.

The Monthly Service Report will incorporate the following information:

• The status of any actions identified in the previous Monthly Service Report;

• A list of actions to be undertaken within the forthcoming months;

• Details of all Contract Waste, Ad Hoc and Non-Contract Waste accepted including:

• Total tonnage of Contract Waste and Non-Contract Waste accepted at the Facility;

• Number of separate deliveries;

• Quantity of Contract Waste and Non-Contract Waste stored on Sites at the beginning and end of the

relevant Contract Month;

• Quantity of Contract Waste and Non-Contract Waste Processed, and the quantity of Excluded

Waste disposed of/managed;

• The tonnage of Rejected Loads and/or estimated tonnage of Contract Waste rejected prior to

discharge;

• Should the Facility be required to handle Ad Hoc Waste or otherwise managed by the Contractor,

report on the quantity, sources and type of Ad Hoc Waste managed / disposed of or Processed;

• Sources and type of Contract Waste and Non-Contract Waste; and

• Number of Authorised Vehicles and tonnage or estimated tonnage of Contract Waste rejected prior

to discharge i.e. a Contaminated Load.

• Details of all Contract Waste, Non-Contract Waste, Excluded Waste, Rejected Waste and process

residues removed from the Site including but not limited to:

• Total tonnage broken (down by type e.g. Contract Waste not processed, Non Contract Waste, ash,

etc) of Waste to Landfill;

• the description and total tonnage of materials recovered from bottom ash for the purpose of

recycling (metals, etc.);

• Number of outgoing loads; and

• Destination.

RLl^b • Data and information required for the purpose of determining the Unitary Charge in accordance with the

Payment Mechanism and invoicing requirements (in accordance with Schedule 17);

• Details of any breaches of Legislation, or Necessary Consents;

• A statement of the status of all Necessary Consents and any applications for new or amended

Necessary Consents;

• A resume of the reasons for any delay in the provision of the Service together with details of the actions

and timetable to be taken to mitigate delays;

• A summary statement of any changes requested by the Authority or by Viridor and agreed by the

Authority in the case of material changes;

• Details of any outstanding information required by the Authority and/or Viridor in connection with the

Contract;

• Details of each instance of the events and circumstances resulting in Non-Acceptance Deductions or

Mileage Deductions or Performance Deductions;

• Details of any complaints received from the public and/or the Authority and from WCAs, the response

provided, lessons learned and mitigating actions undertaken;

• Details of any health, safety or welfare related issues and lessons learned including any RIDDOR

reportable incidents;

• Details of any fires and the reasons for the fire's occurrence along with the Contractor's proposals to

prevent future reoccurrence;

• Any relevant training initiatives undertaken or planned;

• Details of any deliveries of Contract Waste that have been rejected in accordance with the Waste

Acceptance Protocol (WAP);

• Any other matter reasonably required by the Authority in relation to the Project;

• Results of any audits or inspections undertaken by any Relevant Authority;

• Any planned Unavailability of any of the Facilities coming up in the forthcoming months and measures

to be undertaken to ensure Service continuity;

• Details of the electricity and any thermal energy exported from the Facility during the reporting period;

• Any security breaches;

• Emissions data, electricity generated and consumed, and KPls as reported to the Environmental

Agency;


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• •n i f t • Carbon Management action plan-updates with carbon savings reported against an agreed baseline and

in accordance with Viridor's corporate carbon reporting methodologies; and

• Environmental KPIs as outlined within MS3.

The Contractor proposes to discuss and agree the contents of the Monthly Service Report with the Authority

prior to Contract commencement. The Contractor will remain open to discussions with the Authority in

amending the contents of the Monthly Service Report throughout the Contract duration.

3.2.3 Annual Service Report contents

The Contractor will prepare and submit an Annual Service Report to the Authority within fifteen (15) Business

Days of the end of each Contract Year. The Annual Service Report will incorporate information relevant to

the performance and delivery of the Services for the previous Contract Year and will be developed from the

Monthly Service Reports of the corresponding Contract Year. The Annual Service Report will have all

relevant information required to support the Authority's best value obligations and will include the following

as a minimum:

• The status of any actions identified in the previous Annual Service Report;

• A list of actions to be undertaken within the forthcoming Year;

• Details of all Contract Waste, Ad hoc and Non-Contract Waste accepted at the Contract Waste

treatment Facilities including but not limited to:

• Total annual tonnage of Contract Waste and Non-Contract Waste managed at the sites;

• Monthly average tonnage of Contract Waste and Non-Contract Waste managed at the sites;

• Monthly average number of separate deliveries to the facilities;

• Average quantity of Contract Waste and Non-Contract Waste stored on Sites at the beginning and

end of the relevant Contract Month;

• Quantity of Contract Waste and Non-Contract Waste treated;

• Sources and type of Contract Waste and Non-Contract Waste; and

• Number of Authorised Vehicles and tonnage or estimated tonnage of Contract Waste rejected prior

to discharge.

• Details of all Contract Waste, Non-Contract Waste, Rejected Waste and process residues removed

from the Sites including:

• Total tonnage broken (down by type e.g. Contract Waste not processed, Non Contract Waste, ash,

etc) of Waste to Landfill;

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• the description and total tonnage of materials recovered from bottom ash for the purpose of

recycling (metals, etc.);

• Number of outgoing loads; and

• Destination.

• Data and information required for the purpose of determining the Unitary Charge in accordance with the

payment mechanism and invoicing requirements (in accordance with Part H of the Contract);

• Details of any breaches of Legislation, or Necessary Consents;

• A statement of the status of all Necessary Consents and any applications for new or amended

Necessary Consents;

• A resume of the reasons for any delay in the provision of the Service together with details of the actions

and timetable to be taken to mitigate delays;

• A summary statement of any changes requested by the Authority or by Viridor and agreed by the

Authority in the case of material changes;

• Details of any outstanding information required by the Authority and/or Viridor in connection with the

Contract;

• Details of each instance of the events and circumstances resulting in Non-Acceptance Deductions or

Mileage Deductions or Performance Deductions;

• Details of any complaints received from the public and/or the Authority, the response provided, lessons

learned and mitigating actions undertaken;

• Details of any health, safety or welfare related issues and lessons learned including any RIDDOR

reportable incidents;

• Details of any fires and the reasons for the fire's occurrence along with the Contractor's proposals to

prevent future reoccurrence;

• Any relevant training initiatives undertaken or planned;

• Details of any deliveries of Contract Waste that have been rejected;

• Any other matter reasonably required by the Authority in relation to the Project;

• Results of any audits or inspections undertaken by any Relevant Authority;

• Any planned unavailability of any of the Facilities coming up in the forthcoming year and measures to

be undertaken to ensure Service continuity; and

• Any security breaches;


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RL^Ik • Emissions data, electricity generated and consumed, and KPIs as reported to the Environmental

Agency;

• Annualised Carbon Footprint report ((as required by Viridor's Corporate reporting methodologies); and

Environmental KPIs as outlined in MS3.

The Contractor will seek to develop the proposed contents of the Annual Service Report in discussion with

the Authority prior to Contract commencement and throughout the Contract duration.

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Part 4. Additional information

The Contractor will provide the following reports/updates to the Authority in addition to those discussed

above in Section 2.3.

Works progress update

A Works progress update report in relation to the Service Commencement Date will be provided to the

Authority's Representative in accordance with Clause 22 (Works Timetable). The report will be submitted on

a monthly basis or at reporting frequencies agreed with the Authority.

Annual non-contract waste plan

In addition to the Monthly and Annual Service Reports, the Contractor will prepare and submit a Non-

Contract Waste Plan on an annual basis. The Non-Contract Waste Plan will include spare capacity forecast

for the forthcoming Contract year for the Facility and the potential tonnage of Non-Contract Waste that will be

accepted at the Facility. All spare capacity will be utilised and the savings are included in the Unitary Charge.

The Contractor will take the responsibility to fill the spare treatment capacity and will advise the Authority

through the utilisation plan for the Facility invoice report.

Invoice Report

The Contractor will submit an Invoice Report as soon as reasonably practicable following the last day of

each Contract Month. The Invoice Report, subject to the requirements of Schedule 30, will include details of:

• The Non-Performance Deductions for that Contract Month;

• Any adjustments to reflect over-payments and/or under-payments, each adjustment stated separately;

• Any interest payable in respect of amounts outstanding and/or paid after their due date;

• Any other amounts due or payable by one party to the other under or in connection with this Contract;

• Any amounts determined as due from one party to the other under clause 56.5 (Determination of

dispute);

• The net amount due to the Contractor from the Authority or from the Contractor to the Authority (as the

case may be); and

• The VAT payable for the relevant Contract Month in respect of the said net amount.


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Kl^fc Communication strategy

The Contractor has prepared a draft communication strategy for use during the construction period. This

draft will form the basis for a coordinated communication strategy with the EPC Sub-Contractor

CNIM/Clugston.

Public and community relations strategy for the Facility

Resources

The Contractor will take the lead role in delivering this strategy and will utilise and co-ordinate resources from

within the Contractor and its supply chain. The Contractor's regional communications manager, who will

report to the Project manager, with support from the external affairs manager and the Contractor's retained

public relations agency, will work with the Contractor's Project manager, and the EPC Sub-Contractors to

develop and deliver a communication strategy and engagement programme for the construction and

commissioning of the Facility.

Strategy

The communication strategy will support the infrastructure building programme and will ensure all

stakeholders understand the Project's objectives as well as the construction programme. It will aim to keep

stakeholders informed of progress. It will be developed before construction begins and will be reviewed on a

regular basis.

Publics and stakeholders

Detailed stakeholder mapping will be carried out to identify those stakeholders and members of the public

whom the Contractor needs to communicate and engage with. These will include:

• Local residents (including community groups);

• Local, regional and trade media;

• Viridor's employees;

• Contractors' employees on site;

• Parish councils;

• District and county councils;

• Authority functions e.g. Highways, Building Control, Planning;

• The Highways Agency;

• The Environment Agency; and

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• Parish, district and county councillors and the Local Member of Parliament.

Tactics

A communication programme will be developed to deliver the strategy's aims. Tactics will include:

• Regular employee and contractor briefings will ensure that everyone on site are kept up to date with the

Project development. This will help keep messages and information consistent.

• Site Liaison Group meetings. There is already a well established group made up of local stakeholders

meeting regularly to discuss issues and developments on Site. The company will utilise this forum to

convey information prior to developments taking place.

• Direct mail communication will target stakeholders to provide information regarding project objectives

and impacts on an ongoing basis through out the term of the Contract

• Ongoing communication in advance of any major development which may result in disruption on the

roads or local amenity.

• Online communications. Regular updates to Viridor's dedicated website for the Ardley development

(www.viridor-consultation.co.uk/ardlev) will result in information made available through this medium.

• A dedicated free-phone number for enquiries and complaints.

• Ongoing communication with relevant government organisations such as the Highways Agency and the

Environment Agency.

• Viridor will communicate through online social networks and blogs if appropriate.

Information materials will be produced prior to and during the construction period to support the ongoing

communication, including briefing leaflets, signs on Site, FAQ sheets, posters, etc.

Press releases will be sent to local, regional and trade press to ensure news about the development is

communicated through those channels.

Open and exhibition days will be organised to explain the Project prior to the start of construction, to inform

audiences about progress when necessary and to answer questions the local community may have.

Meetings and briefings with elected members at parish, district and county levels, as well as the local

Member of Parliament.

The Contractor will prepare and propose a Communication Strategy to the Authority prior to Service

Commencement. The strategy will:

• Identify receptors likely to be affected by the Works;

• Identify likely concerns and propose mitigating measures; and


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http://www.viridor-consultation.co.uk/ardlev

R^^^l • Record and make the Authority aware of all written complaints, comments, letters or notices from any

members of the public or statutory authority.

Complaints procedure

A Complaints Procedure as set out in Appendix MS4a 3-a will be developed and agreed with the Authority

prior to Service Commencement. A record of all complaints received, the response provided, mitigating

actions undertaken and lessons learned will be maintained. A summary of this will be reported to the

Authority through the Monthly Service Reports.

Annual programme of planned maintenance

An Annual Programme of Planned Maintenance, as per Schedule 11 ,will be submitted to the Authority at

least two months before commencement of every Contract Year. The programme will be prepared in

accordance with Schedule 7 (Review Procedure) of the Contract and will:

• Provide details of the proposed start and end dates for each period of the relevant Planned

Maintenance, the maintenance to be carried out and the proposed hours of work for conducting the

maintenance;

• Specify if the Visitor Centre or WCA Delivery Points will be non available and the start and end times of

such Unavailability as a result of the relevant Planned Maintenance; and

• State the period, if any, for which the Facility will be shut down as a result of the relevant Planned

Maintenance.

Addit ional support

Upon receipt of written request from the Authority, Viridor will aim to provide within five Business Days such

written evidence or other supporting information as the Authority may reasonably require for verifying and

auditing the information and other material contained in either the Monthly Service Report or the Annual

Service Report.

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