Waste Management Services Surrey

Waste Management Services Surrey

General Waste (Landfill) 490 tonnes made up of but not limited to food, waxed drinks cartons/hot beverage cups, plastics, and polystyrene.

UK-Egham: Refuse and waste related services

2013/S 099-169800

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Royal Holloway and Bedford New College
Egham Hill
For the attention of: Angela Muswell
TW20 0EX Egham
UNITED KINGDOM

Internet address(es):

General address of the contracting authority: www.rhul.ac.uk

Address of the buyer profile: www.rhul.ac.uk/finance/intend/opportunities.html

Electronic access to information: www.rhul.ac.uk/finance/intend/opportunities.html

Electronic submission of tenders and requests to participate: www.rhul.ac.uk/finance/intend/opportunities.html

Further information can be obtained from: Royal Holloway & Bedford New College
Egham Hill
TW20 0EX Egham
UNITED KINGDOM

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Education
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Provision of Waste Management Services
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 16: Sewage and refuse disposal services; sanitation and similar services
NUTS code UKJ23

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

This procurement is being conducted by Royal Holloway and Bedford New College, trading as Royal Holloway, University of London and referred to as The College throughout this documentation.
The College enjoys an international reputation for the highest quality teaching and research across the sciences, arts and humanities.
The College is set in a 135 acre campus that is home to 100 buildings ranging from very small to large. 9000 student places are currently available of which in the region of 2500 are residential. In addition there are currently 1,525 members of staff working at the College across academic, administrative and support areas.
Further information can be found via the following links: http://www.rhul.ac.uk/

Download the full Corporate Strategic Plan 2009 13
Financial Accounts http://www.rhul.ac.uk/Finance/Fin Statements.html

Current Situation
Currently waste management is handled through a number of different service providers contracted to remove and dispose of the waste generated from the Campus consisting of residences, offices, teaching areas, laboratories, catering areas, retail outlets and the Student Union. The College wishes to move away from these arrangements with multiple service providers to a single service provider with a one stop shop approach for the removal of waste from the Campus.
Data provision from the current contracts is inconsistent and therefore the College has provided a best estimate for the purposes of this tender process. Please note waste levels fluctuate according to occupancy during the academic year particularly the start and end of terms and College vacations.
The current identified waste streams include per year
General Waste (Landfill) 490 tonnes made up of but not limited to food, waxed drinks cartons/hot beverage cups, plastics, and polystyrene
Food Waste, this is not currently separated and is included in general waste.
Dry Mixed Recycling, 350 tonnes made up of paper, cardboard, plastics (bottles, pots, food trays, bags cartons), metal food and drink cans, aerosol cans, aluminium foil
Feminine Hygiene disposal, 2342 bins
Glass, 1.3 tonnes from bottles and jars
WEEE Waste, 5 tonnes
Light bulbs/tubes, 4 cubic metres
Furniture from offices classrooms and residential areas, data on volumes not available
Skips, 120 units, made up of but not limited to scrap wood, scrap metals, plasterboard, and paint
Batteries, 0.5 tonnes (post consumer)
Confidential waste, 9.2 tonnes
Chemical waste, 2.4 tonnes
Clinical waste, 2.7 tonnes
Used Cooking oil, 100,000 litres
Library books, 100 books
Toner cartridges, 1000 cartridges (estimate)
End of Term Re-use, items include textiles, clothing, books, CDs, electrical items, 3 tonnes
Management of waste at the college has improved year on year and current data indicates that we are achieving recycling rates of 40 to 45% in 2011/2012 (data has been approximated for some waste streams).
The College does not offer a minimum or maximum waste quantity for this contract
Our Vision
The College wishes to award to a contractor who can deliver a cost effective, efficient waste collection and disposal service across multiple waste streams and can also enable the College to achieve sustainability and carbon emissions targets through the practical application of the waste hierarchy, and ultimately enable the College to achieve zero waste to landfill . The College wishes to appoint a single service provider with a one stop shop approach to managing multiple waste streams from the Campus. The Contractor will work closely with the College to develop a partnering relationship to eliminate unnecessary costs, work towards continuous improvement throughout the life of the contract and assist the College in raising waste awareness to staff, students and visitors and to better enable the College to meet its targets. The delivery of pertinent, meaningful and accurate reporting on waste data is essential to enable the College to achieve its reporting requirements.
The College has a Carbon management Plan covering 2010 to 2020 which sets out how the College will reduce carbon emissions in line with UK and Higher Education targets. This plan identifies targets for the reduction of carbon emissions by 69% in 2017 (22.252 tonnes) and 76% in 2020 (26.084 tonnes). This reduction is reflected in the Colleges policy for environmental sustainability which states as one of its principles, Reduce the amount of waste produced by its operations and maximise opportunities for reducing, reusing and recycling.
The College regards these targets as a minimum and bidders will be expected to exceed them. More ambitious proposals will be given a higher score in the tender evaluation process.
The College has decided to use the Public Procurement Regulations Competitive Dialogue procedure for this tender.
It is the intention to make this process as short and simple as possible.
Not all of the process will be subject to dialogue, some aspects will be specified.
The use of the Competitive Dialogue process will allow the College to engage with bidders to provide the best solution whilst adopting the waste hierarchy and ensuring a minimum of waste is disposed of via landfill or incineration( without conversion to energy).
Bidders will be invited to submit proposals during the dialogue stage to include:
Solutions for a Pay By Weight service for ALL waste streams
Data reporting which shows weight per waste stream, building/waste site and container for each collection/lift.
Proposals for systems and strategies to maximise recycling opportunities , reduce contamination and promote resource efficiency and minimise waste
Management reporting and data capture for measuring performance against targets and which should include reporting on carbon emissions
Recommendations for KPIs and targets
Assistance with changing the behaviour of staff and students through a partnership approach with the College to communicate, inform and increase awareness of minimising waste and disposing of it correctly.
Proposals on revenue from waste
How resources will be deployed to enable management of the contract to achieve the College aims
Save and share proposals
Conduct a waste audit within 6 months
The following constraints have been identified:
Bin locations/collection areas on the campus are static however there may be the potential to relocate these if a proposal was considered beneficial to the College s requirements
The College currently co mingles recyclable waste at internal collection points in all buildings. Segregation at source may be possible however there are space constraints in some buildings. Proposals containing this option may be considered if of benefit to the operation of the contract
Space on the Campus is limited and therefore large areas for waste collection/baling may not be available.
Some waste streams are currently under contract, these will be allowed to terminate as they expire. These waste streams may then be added to this contract post commencement and will be identified later in the process.
Servicing is to be carried out between 1000 and 1500 hours daily 52 weeks per year, excluding Sundays and Bank Holidays.
Your attention is drawn to the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE). Tenderers will note that it is the College s view that TUPE is unlikely to be applicable to this Contract.
However, it is the responsibility of Tenderers to consider whether or not TUPE applies, and the College is not liable for the opinion expressed.
Timetable,The College anticipates conducting the dialogue stages of this tender during September/October 2013 and with a contract commencement of April/May 2014. This is indicative only and these dates may change.

II.1.6)Common procurement vocabulary (CPV)

90500000, 90511400, 90511200, 90500000, 90522000, 90524100, 90524200, 45214400, 90510000, 90513300, 90514000, 90513100, 90520000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

This procurement is being conducted by Royal Holloway and Bedford New College, trading as Royal Holloway, University of London and referred to as The College throughout this documentation.
The College enjoys an international reputation for the highest quality teaching and research across the sciences, arts and humanities.
The College is set in a 135 acre campus that is home to 100 buildings ranging from very small to large. 9000 student places are currently available of which in the region of 2500 are residential. In addition there are currently 1,525 members of staff working at the College across academic, administrative and support areas.
Further information can be found via the following links: http://www.rhul.ac.uk/

Download the full Corporate Strategic Plan 2009 13
Financial Accounts http://www.rhul.ac.uk/Finance/Fin Statements.html

Current Situation
Currently waste management is handled through a number of different service providers contracted to remove and dispose of the waste generated from the Campus consisting of residences, offices, teaching areas, laboratories, catering areas, retail outlets and the Student Union. The College wishes to move away from these arrangements with multiple service providers to a single service provider with a one stop shop approach for the removal of waste from the Campus.
Data provision from the current contracts is inconsistent and therefore the College has provided a best estimate for the purposes of this tender process. Please note waste levels fluctuate according to occupancy during the academic year particularly the start and end of terms and College vacations.
The current identified waste streams include per year
General Waste (Landfill) 490 tonnes made up of but not limited to food, waxed drinks cartons/hot beverage cups, plastics, and polystyrene
Food Waste, this is not currently separated and is included in general waste.
Dry Mixed Recycling, 350 tonnes made up of paper, cardboard, plastics (bottles, pots, food trays, bags cartons), metal food and drink cans, aerosol cans, aluminium foil
Feminine Hygiene disposal, 2342 bins
Glass, 1.3 tonnes from bottles and jars
WEEE Waste, 5 tonnes
Light bulbs/tubes, 4 cubic metres
Furniture from offices classrooms and residential areas, data on volumes not available
Skips, 120 units, made up of but not limited to scrap wood, scrap metals, plasterboard, and paint
Batteries, 0.5 tonnes (post consumer)
Confidential waste, 9.2 tonnes
Chemical waste, 2.4 tonnes
Clinical waste, 2.7 tonnes
Used Cooking oil, 100,000 litres
Library books, 100 books
Toner cartridges, 1000 cartridges (estimate)
End of Term Re-use, items include textiles, clothing, books, CDs, electrical items, 3 tonnes
Management of waste at the college has improved year on year and current data indicates that we are achieving recycling rates of 40 to 45% in 2011/2012 (data has been approximated for some waste streams).
The College does not offer a minimum or maximum waste quantity for this contract
Our Vision
The College wishes to award to a contractor who can deliver a cost effective, efficient waste collection and disposal service across multiple waste streams and can also enable the College to achieve sustainability and carbon emissions targets through the practical application of the waste hierarchy, and ultimately enable the College to achieve zero waste to landfill . The College wishes to appoint a single service provider with a one stop shop approach to managing multiple waste streams from the Campus. The Contractor will work closely with the College to develop a partnering relationship to eliminate unnecessary costs, work towards continuous improvement throughout the life of the contract and assist the College in raising waste awareness to staff, students and visitors and to better enable the College to meet its targets. The delivery of pertinent, meaningful and accurate reporting on waste data is essential to enable the College to achieve its reporting requirements.
The College has a Carbon management Plan covering 2010 to 2020 which sets out how the College will reduce carbon emissions in line with UK and Higher Education targets. This plan identifies targets for the reduction of carbon emissions by 69% in 2017 (22.252 tonnes) and 76% in 2020 (26.084 tonnes). This reduction is reflected in the Colleges policy for environmental sustainability which states as one of its principles, Reduce the amount of waste produced by its operations and maximise opportunities for reducing, reusing and recycling.
The College regards these targets as a minimum and bidders will be expected to exceed them. More ambitious proposals will be given a higher score in the tender evaluation process.
The College has decided to use the Public Procurement Regulations Competitive Dialogue procedure for this tender.
It is the intention to make this process as short and simple as possible.
Not all of the process will be subject to dialogue, some aspects will be specified.
The use of the Competitive Dialogue process will allow the College to engage with bidders to provide the best solution whilst adopting the waste hierarchy and ensuring a minimum of waste is disposed of via landfill or incineration( without conversion to energy).
Bidders will be invited to submit proposals during the dialogue stage to include:
Solutions for a Pay By Weight service for ALL waste streams
Data reporting which shows weight per waste stream, building/waste site and container for each collection/lift.
Proposals for systems and strategies to maximise recycling opportunities , reduce contamination and promote resource efficiency and minimise waste
Management reporting and data capture for measuring performance against targets and which should include reporting on carbon emissions
Recommendations for KPIs and targets
Assistance with changing the behaviour of staff and students through a partnership approach with the College to communicate, inform and increase awareness of minimising waste and disposing of it correctly.
Proposals on revenue from waste
How resources will be deployed to enable management of the contract to achieve the College aims
Save and share proposals
Conduct a waste audit within 6 months
The following constraints have been identified:
Bin locations/collection areas on the campus are static however there may be the potential to relocate these if a proposal was considered beneficial to the College s requirements
The College currently co mingles recyclable waste at internal collection points in all buildings. Segregation at source may be possible however there are space constraints in some buildings. Proposals containing this option may be considered if of benefit to the operation of the contract
Space on the Campus is limited and therefore large areas for waste collection/baling may not be available.
Some waste streams are currently under contract, these will be allowed to terminate as they expire. These waste streams may then be added to this contract post commencement and will be identified later in the process.
Servicing is to be carried out between 1000 and 1500 hours daily 52 weeks per year, excluding Sundays and Bank Holidays.
Your attention is drawn to the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE). Tenderers will note that it is the College s view that TUPE is unlikely to be applicable to this Contract.
However, it is the responsibility of Tenderers to consider whether or not TUPE applies, and the College is not liable for the opinion expressed.
Timetable,The College anticipates conducting the dialogue stages of this tender during September/October 2013 and with a contract commencement of April/May 2014. This is indicative only and these dates may change.
Estimated value excluding VAT:
Range: between 1 400 000 and 1 750 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Contract length is 5 years plus up to a further 2 (two) years to a maximum of 7 years
Provisional timetable for recourse to these options:
in months: 60 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

See Pre-Qualification Documentation
www.rhul.ac.uk/finance/intend/opportunities.html

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

See Pre-Qualification Documentation
www.rhul.ac.uk/finance/intend/opportunities.html

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

See Pre-Qualification Documentation
www.rhul.ac.uk/finance/intend/opportunities.html

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Bidders who satisfy any of the criteria for rejection set out in Regulation 23(1) Public Contract Regulations 2009 shall be treated as ineligible. Bidders maybe requested to provide such evidence as it is reasonably necessary to allow the Authority to establish that the aforementioned criteria does not apply to them.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: See Pre-Qualification Documentation
www.rhul.ac.uk/finance/intend/opportunities.html

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: See Pre-Qualification Documentation
www.rhul.ac.uk/finance/intend/opportunities.html

Minimum level(s) of standards possibly required: See Pre-Qualification Documentation
www.rhul.ac.uk/finance/intend/opportunities.html

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See Pre-Qualification Documentation
www.rhul.ac.uk/finance/intend/opportunities.html

Minimum level(s) of standards possibly required:
See Pre-Qualification Documentation
www.rhul.ac.uk/finance/intend/opportunities.html

III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

competitive dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 5
Objective criteria for choosing the limited number of candidates: See Pre-Qualification Documentation
www.rhul.ac.uk/finance/intend/opportunities.html

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

RHUL/CS-205
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 1.7.2013 – 23:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

2.7.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

16.7.2013
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Date: 2.7.2013 – 15:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Representative from Central Procurement Unit
Representative from College Secretary Office
Representative from Campus Services Department

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

IV.3.5 further information – 16/07/13 is a best estimate and may be subject to change
IV.3.8 further information – 02/07/13 is an estimate and may be subject to change
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:21.5.2013