The Procurement of Waste Management Services for the Further & Higher Education Sector in Scotland

Session 2: Using the APUC Framework

Mini-Competition Process

1 • Compile the background information

2 • Prepare your Invitation To Tender (ITT)

3 • Issue your ITT

4 • Evaluate responses and select supplier

5 • Award

Background

You will need to prepare an Introduction and supply background information;

• Details of the waste (material type, arisngs)

• Waste storage arrangements

• Waste presentation arrangements

• Campus layout

• FE/ HE policy (Environmental)

Background

Material /

Type

How

presented

How

stored on

site

Method of

Treatment

Notes

General Waste

Black bags

In bins or compacted

Landfill disposal

Currently includes recyclables that could be recovered and non- segregated food waste

Preparing your ITT

• Although you cannot change the basic terms or specification set out in a framework agreement (the scope of the agreement cannot substantively change),

• Mini-competitions allow you to refine the basic terms of the framework prior to making a call-off.

• For example, areas you can refine include:

• Delivery timescales;

• Invoicing/payment arrangements;

• Associated services, such as installation, maintenance and training;

• Quantity;

• Functional specification

Specifications

• A statement from the University/ College as to what it requires precisely from the contractor for each service it has put out to tender

• It also sets out a number of specific definitions and related general clauses, but essentially is concerned with setting out performance objectives, performance standards and operation management

• Getting the Specification right is of paramount importance, particularly in the area of services procurement

Specification Contents

• What should a ‘good spec.’ include:

• Scope of work

• Quantity or volume of work

• Method of work

• Standards and quality of service to be provided

• Interface between Provider and Client

• Application of professional codes

• Management and supervision

• Equipment and facilities

• Health and Safety

• Contract and Performance monitoring

• Management Information and Data Reporting

General Recycling Example clause

Mobilisation The Contractor shall make arrangements for the mobilisation of the Service to ensure a smooth start to Service Delivery and avoid any interruption of Service associated with the change of the Service from other parties. This will include making arrangements to ensure that:

• The Contractor has all necessary vehicles, equipment and infrastructure in place to deliver the Service in accordance with this Specification; and • All necessary containers and equipment are in place ready for commencement of the Service; and • All necessary training and instructions are provided to HE/FE staff ready for the start of the service.

These details shall be agreed with the Contract Representative prior to mobilisation.

WEEE Example Clause

• The Contractor shall provide a Collection Service for items covered by the provisions of the Waste Electrical and Electronic Equipment (WEEE) Directive.

• The Contractor must ensure that all WEEE materials collected by this service are taken to a Designated Collection Facility (DCF).

• The Contractor will ensure that the DCF’s meet all relevant licensing and exemption requirements under existing legislation.

• The Contractor will be compliant, or make appropriate arrangements with a compliant organisation that has the approval of the Client Officer, within the requirements of a WEEE compliance scheme.

• The Contractor must ensure that the collection crews do not “tot” (i.e. steal) the materials collected on the WEEE collection service so that all materials are weighed and have an audit trail.

Food Waste Example Clause

• The Contractor shall provide a weekly Food Waste Collection Service on

the same day as the Waste and Dry Recyclables Collection.

• The Contractor shall provide information to be printed on or affixed to containers informing users of the types of Food Waste material to be deposited therein.

• Before removing the container from the point of storage, the collection Operative must open the lid and ensure, as far as practicable that the items contained inside are only of the type permitted and no Contamination is present.

• The Contractor MUST deliver all collected Food Waste to a Treatment Facility that complies with all applicable regulations including ABPR, AHVLA, SEPA guidance and Good Industry Practice.

Re Use Example Clause

• The Contractor shall be encouraged to form partnerships with local

charities or community groups that may be able to use various items in the materials collected from the Sites / Campus, which the Contractor cannot Re-use or which will assist the Client in reducing the amount of waste that goes to landfill.

• The Contractor shall liaise with and assist the Client regarding working with local initiatives that may require access to some of the Bulky Waste, WEEE and other items collected. This may require the screening of collected items for delivery to a separate Location for enhancement and / or re-use. The sub-contract of some of these collections to charities approved by the Client may be considered. The additional services of screening and delivering items shall be provided at no extra cost to the NAME of FE/HE establishment.

Specification

• The best specification is an Output Specification, however you have to ensure that this is set up in a manner to create a common pricing platform.

• An Output Specification

• Sets performance requirements for the service - what the service should achieve but not how the service should be achieved

o defines the scope and key outputs of a service

o usually developed through service delivery plans and method statements

o leaves room for innovation

o an effective ‘Output Specification’ can be described as defining the end without specifying the means

Service Targets

• Responding to Legislation … Zero Waste Plan & WSR Regs!

• Targets will cover a wide range of issues, not just concentrating on the delivery of the service – quality, frequency, satisfaction etc..

• Targets must be achievable

• The establishment of realistic targets is vital for the future performance and development of the service

• They are the backdrop to any contract…

– and procurement programme!

Criteria

Target Date

Recycling and Composting

[X]% by weight Within 1 year of Contract commencement

Landfill diversion

[X]% by weight Within 1 year of Contract commencement

Contract Environmental Performance Targets

Method Statements

• A service provider should provide a Method Statement prepared in accordance your requirements outlined in the specification. It is a description of how the Service Provider will deliver the operations to meet the needs of the FE/HE.

• For example:

Title Required Information

Contingency arrangements

Please provide details of the contingency arrangements you will put in place to ensure continuation of the Service in the event of unforeseen circumstances or the unavailability of key vehicles or facilities.

Performance Standards

• Standards indicate the quality and achievements which the contractor must attain in the delivery of the service

• They form the basis of future contract monitoring

• They reduce the possibility of under-pricing by Bidders with a different interpretation of the quality of service required

Typical Performance Standards

• Frequency of service • Completion within specified time • Achievement of financial targets • Accuracy of reports, advice, schedules etc. • Response times and opening hours • Recommended guidelines for materials • Notification time to users • Reliability of work • Availability and/or lost time • Quality of database(s) • Dealing with enquiries • Minimising complaints

Performance Indicators

• A quantitative or qualitative characterisation of performance…… (How you achieve the performance standards)

• Typical types of indicator are:

o Inputs

o Process

o Service quality

o Outputs

o Outcomes

o Effectiveness

o Efficiency

o Cost effectiveness

Framework Performance Indicators

Category Measure Target Data Source Calculation Method

KP1 Service Completion of all service visits by agreed scheduled date

98% No of failures reported 1- (no of scheduled visits completed by timescale/ total number of schedule visits) x 100

KP2 Service Compliance with response time scales

95% Response time achieved 1 - (no of response callout times not achieved/ total no of callouts) x 100

KP3 Quality Number of revisits required to complete single task

95% No of unacceptable items delivered

1 – (no of unacceptable items/ total no. of products ordered) x 100

KP4 Admin Invoice accuracy 95% No of credit notes issued/ No of invoices issued

1- (No of credit notes issued/ total no. of invoices raised) x 100

KP5 Admin Provision of management information

95% Management information 1 – (no. of Management Information Reports submitted on time in agreed format/ total no. of management reports to be submitted to date ) x 100

KP6 Customer Satisfaction

Quarterly survey using Checkbox online tool

95% Customer survey results N/A

The KPIs in the Framework Documents can be amended or added to.

Performance Indicators

No. Category Measure Target Data Source

KP7 Quality Annual spot check of containers on site against data system

98% No of contract numbers with accurate data

KP8 Quality Accurate weight or verified estimates based on annual audit

98% Validation of weigh bridges and on- board weighing

• They should be amended to reflect avoidance of disposal to landfill and recycling targets.

• Re- use targets could also be introduced as a measurement.

Additional KPIs The University of Edinburgh

Performance Indicators - monitoring for improvements example

Once the recycling system is in place the college or university can regularly monitor tonnages produced for each type of material, waste or recycling. This can also help to identify effective management of wastes before they enter the waste stream. In addition, benchmarking against the number of students for example will also help to track performance. So for example, if the college or university expands and opens new departments for example, measuring waste against the number of students will enable the organisation to determine whether policies are continuing to be effective.

Performance Monitoring

• Defined specifically in the:

• Specification

o Statement of the FE/HEs policy introduced

o Performance standards

• Contract conditions

o Defaults

o Performance assessment

o Warnings

o Suspension and replacement

o Termination of contract

o User/tenant

Performance Monitoring

• There are broadly two types of monitoring system:

• Defaults based

o a fixed financial deduction for a particular default or one based on a set number over a given period

• Percentage based

o a graduated points allocation depending on the seriousness of the default.

o points deducted are expressed as a % of the points available and a deduction is based on the levels of performance

Monitoring Systems

Must be Must have Must result in

Simple Validity Identifying Problems

Credible Contractual Emphasis

Confirming Success

Workable Easy Accessibility

User Friendly Regular Feedback

Action

Auditable Change

Regular Customer Input Improvement

Issue your ITT

i. Mini Comp documents will be issued via Public Contracts Scotland (PCS), Public Contracts Scotland- Tenders or Intend.

a. You only need to consult suppliers in the lot(s) which cover the goods or services required.

ii. Set a reasonable timeframe for responses, that reflects the complexity of the requirement.

b. That should include dates for Service Providers to undertake site visits before completing and returning tenders.

iii. Maintain confidentiality until after the closing date.

iv. All tenderers should be provided the same information including responses to clarifications

Selection Process

• You must publish evaluation criteria and weightings against each question/ scored element to indicate where points can be won or lost.

• Only the pre published evaluation criteria can be used.

• You cannot introduce further sub criteria

Award Criteria Sub-criteria Weighting

Price - 35%

Quality Service Delivery 40%

Account management 20%

Resources 5%

Award

• Once the evaluation stage is completed, the call-off contract can be awarded. All bidders should be notified of the outcome of the mini-competition.

• At present there is no legal requirement to provide additional debrief for a mini comp. The provision of adequate detail on performance of bid should as good practice be offered in any notification letter.

• Don’t forget it is advisable to speak to your procurement colleagues at the earliest opportunity.

A Good Tender Response

• Compliant with Specification

• Supports achieving Recycling targets

• Aligns with the Zero Waste Plan requirements

• Demonstrates:

An understanding of the service requirements

Clear, concise and achievable methodology

Good level of labour, vehicle and equipment resources

Excellent contract liaison, management & reporting systems

Demonstrable quality and environmental management procedures

Affordable

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