More information about Resource London can be found on our website resourcelondon.org

Transcription

1 Invitation to tender Reference 2015/16-11 Support to the London boroughs of Wandsworth, Hammersmith & Fulham and the Royal Borough of Kensington and Chelsea with the overarching aim of looking at opportunities to introduce kerbside food waste collection. 1. Overview This invitation to tender is issued by the London Waste and Recycling Board (LWARB) ( the Customer ) on behalf of the Resource London programme for the provision of consultancy services ( the Service Provider ) to provide technical support to: Wandsworth Council, on their kerbside collection systems (including food waste collections); the bi-borough of Hammersmith and Fulham and the Royal Borough of Kensington and Chelsea on municipal food waste collections only and potential synergies across all three boroughs. The main aim of this project is to look at opportunities to introduce kerbside food waste in these three boroughs. 2. Background to Resource London Resource London is the new, jointly funded support programme for London waste authorities delivered in partnership by the London Waste and Recycling Board and WRAP, the UK s resource efficiency body. Its primary goal is to help local authorities across London achieve 50% recycling by The stated objectives of the programme are to: achieve the Mayor of London s target that London recycles 50% of local authority collected waste by 2020; make an effective contribution to the Mayor of London s CO2 emissions performance standard; and make a significant contribution towards England achieving its 50% household waste recycling target in More information about Resource London can be found on our website resourcelondon.org 3. Background to the requirement 3.1 The London Borough of Wandsworth, the London Borough of Hammersmith and Fulham (LBHF) and the Royal Borough of Kensington and Chelsea (RBKC) are all waste collection authorities in inner London. Along with the London Borough of Lambeth, their waste disposal is managed by the Western Riverside Waste Authority (WRWA), which is under contract to Cory until WRWA arranges the disposal of all municipal waste for these boroughs, with the exception of food waste, which is currently only collected in Lambeth. Veolia collect and bulk up Lambeth s food waste at their Southwark depot, before onward treatment at an IVC facility. Most other waste for the four WRWA boroughs is bulked up at WRWA s waste transfer station in Smugglers Way, Wandsworth with a small element bulked up at the waste transfer station in Cringle Street, Battersea. Co-mingled recyclate is sorted at the Smugglers Way MRF at, whilst residual waste is sent by river barge for disposal at Cory s Resource Recovery Ltd energy from waste facility in Belvedere, Bexley. WRWA runs a Household 2015/

2 Waste and Recycling Centre (HWRC) at Smugglers Way, which is the main HWRC for LBHF, Wandsworth and RBKC residents. They also provide a limited HWRC in Cringle Street, but this site is only for use by residents delivering household waste in vans. 3.2 Of the four WRWA boroughs only Lambeth Council currently collects kerbside food waste. The main aim of this piece of work is to look at opportunities to collect kerbside food waste in the other three WRWA boroughs. 3.3 London Borough of Wandsworth The London Borough of Wandsworth has a population of approximately 310,000 living in approximately 138,000 households, of which 64% 1 are flats or houses of multiple occupancy (HMOs). For kerbside properties (88,000 households) the Council currently operates weekly sack collections for residual waste (unlimited sacks are permitted but not provided by the Council) and weekly single use sacks collection for co-mingled dry recycling (paper/card/glass/cans/mixed plastic/cartons), with sacks provided by the council. Purpose built flats (50,000hh) receive at least weekly residual waste collections in communal bins and the majority have Eurobins for co-mingled recycling (same mix as kerbside). A bulky waste collection service is provided on request and the minimum charge is for up to 4 items (additional items are charged at 7 each, with 3 bags treated as 1 item). This service operates in parallel with a re-use collection service provided by Resco which currently matches the Council s charges. No separate garden or food waste collection services are currently provided, but up to five bags of garden waste per household can be collected free of charge along with the residual waste. This material is not sent for composting, but is instead disposed of with the residual waste. These services are operated by Serco under an year contract which started in April 2012.The Council currently has no commercial waste customers having deliberately priced itself out of the market since Officers at Wandsworth have been looking at methods to decrease costs and improve recycling performance. This has involved calculating resources required and net costs of introducing a chargeable garden waste service, a separate kerbside food waste service (bolted on to their existing kerbside service without restricting residual) and improving their existing dry recycling performance. Officers found the costs of introducing separate food waste collections for low-rise premises were prohibitive if other services remain unaltered. There are also some Members who are reluctant to consider service changes that would be expected to improve the viability of separate food waste collection, such as a switch to wheeled bins or fortnightly collections for low-rise residual waste if this incurs extra cost. Additionally, the Council received funding from DCLG Weekly Waste Fund so are bound to keep weekly collections until November LWARB undertook a Phase One Efficiency Review of Wandsworth s waste services in 2013/14 2. The main efficiencies this identified were i) developing a commercial waste service; ii) round balancing/productivity optimization; iii) restricting low-rise residual waste using 140 litre wheelie bins; and iv) limiting residual waste by reducing the collection frequency, introducing a food waste service and/or introducing a chargeable green waste service. At that time, the Council chose not to proceed to Phase 2. However, they have begun to consider some of the options, such as chargeable garden waste service. In addition Wandsworth are separately considering the options available to them for introducing a commercial waste service. Commercial waste collection in Wandsworth does not form part of this project. 1 ONS 2011 census 2 This will be made available to the successful Service Provider 2015/

3 Resource London with LB Wandsworth is seeking to identify ways of improving recycling performance at no net additional cost and/or reducing the cost of existing services without adversely affecting recycling performance. Wandsworth Council and Richmond Council are currently in the process of merging their staff into a single workforce arrangement, from the chief executive down. Resource London is unclear as to what, if any, implications this may have for service design policies. 3.4 London Borough of Hammersmith & Fulham LBH&F has 182,500 residents living in 82,390 households, of which 71% are flats and HMOs. The recycling and residual waste collections (containment, mix and frequency) are the same as RBKC for kerbside and flats, except there is no garden waste collections in the borough. Approximately 16,000 out of the 56,000 kerbside properties receive twice-weekly kerbside collections. There is no HWRC in the borough residents can use the HWRC at Smugglers Way in Wandsworth. LBHF collections are under contract with Serco until 2021 the contract was extended in 2015, following on from a review undertaken by LWARB under the Efficiencies Programme. No household food waste collections are in place in the borough. Officers have done their own modelling of food waste and part of this project will review the work already done. The Council was going to conduct a kerbside food waste collection trial, but an introduction of the service was deemed too expensive by Members. This work will give a further opportunity to review financial viability, as this project will look into the costs in more detail as well as the potential of joint collections with the other two boroughs. Commercial waste collections are also conducted by Serco with sales managed by the Council. Recycling is offered but most customers only have residual waste collections. The Council is keen to look into the possibility of collecting commercial food waste and requires a feasibility study to ascertain if this would be viable. 3.5 Royal Borough of Kensington and Chelsea RBKC has 158,650 residents living in 87,510 households of which 83% are flats or HMOs. The Council s Environmental Services are in a bi-borough agreement with LBHF and the Council waste team operates across both boroughs. RBKC s kerbside collections are under contract with Suez (formerly known as SITA) until They collect co-mingled recycling (same mix and containment as Wandsworth) twice weekly on a 50:50 split back vehicle with residual waste, also in sacks. This arrangement allows the collection of dry recycling and residual waste from properties on a single pass. No containment is provided for residual waste at kerbside but flats use communal bins. Garden waste is collected fortnightly for free with approximately 7,600 customers on the database with regular users estimated at around 2,000. It is delivered to WRWA at Smugglers Way prior to onward transportation to Sussex for composting. A change is imminent which will move garden waste collections to Suez, with a charge to residents. Suez is finalising the review of potential take-up and, if this is deemed viable, would start the new collection arrangements in April Food waste is not currently collected. There is no HWRC in the borough residents can use the HWRC at Smugglers Way in Wandsworth. Many buildings in the borough are five floors high (including basements) with basement storage areas (many are old coal storage areas), which are utilised by residents to store their waste and recycling. The operatives go into the basement areas to bring the materials up for collection ( pulling up ). 2015/

4 LWARB carried out an efficiencies review on RBKC s kerbside and commercial waste services as part of the Efficiencies Programme 3. This involved exploring the potential to introduce commercial food waste collections. As a result of this, RBKC is aiming to trial commercial food waste collections in the New Year (subject to agreement by Cory through WRWA). Phase One of the efficiencies review did consider a high level look at collecting food waste in the borough. However it was not taken forward to Phase Two, as it was felt by the borough that there were not enough suitable properties for a kerbside food waste collection. However, officers are now keen to explore this option further, by considering joint collections across the bi-borough arrangement or even all three boroughs, concentrating on properties which are suitable for such a service. 3.6 Please note that Resource London has started a piece of work with Lambeth Council reviewing their commercial waste service. This includes looking at the possibility of Lambeth collecting commercial food waste. 4 The specified requirement 4.1 London Borough of Wandsworth The Service Provider will be expected to work closely with officers and Resource London to review the calculations already completed and provide feedback Working with the Council and Resource London, the Service Provider will identify alternative kerbside collection options that could lead to an increase in performance within the Council s existing budget envelope. This is with the aim of increasing recycling, decreasing residual waste and reducing costs A Council paper on the Council s collections contract award, detailing costs and scope of the current contract can be found on the Council s website: The Service Provider shall provide the Council with information on the alternative collection options; anticipated resources required (staff/vehicles etc.); estimated net costs and contract savings; estimated yield for each waste stream; associated risks; and optimum outlet for the food waste stream (having due regard to the existing disposal arrangement) and the anticipated household recycling rate. It is anticipated these will include at least: Chargeable garden waste collections; Restricting residual waste capacity; Improving dry recycling performance; and Introducing kerbside food waste collections Please note: we do not anticipate that modelling is required or within the budget and would be happy for the Service Provider to make estimates of the performance and cost changes that the Council might expect to see if they implemented service changes. It is outside the scope of this project to estimate the outcome of any future negotiation between the Council and its contractor to project what share of any costs or savings the borough might expect to accrue to itself. 4.2 London Borough of Hammersmith & Fulham Kerbside food waste collections: The Service Provider will be expected to work closely with officers to provide a critical analysis on the calculations already completed and feedback on the 3 This will be provided to the successful Service Provider on award 2015/

5 calculations of resource requirements, anticipated yield, costs and proposed methodology Commercial food waste collections: Officers are interested in the feasibility of collecting commercial food waste in the borough, as per RBKC who are about to run a trial. The Service Provider is required to include in the report: The number of likely customers estimated market size and likely take up; Suggested methodology of collection; How to integrate this with their existing services; How this could be integrated with kerbside collections, if the Council were to go ahead (4.2.1); Anticipated yield, resourcing, costs etc; and Recommendations on further work the Council may be required to do before this could be implemented 4.3 Joint kerbside food waste collections all three boroughs The boroughs anticipate that there is a limited number of properties that may be suited to kerbside food waste collections in each borough. Therefore this part of the project should consider the feasibility of collecting food waste from all suitable properties on a shared resource basis. This could be via joint collections, shared vehicles etc Considerations should be made to the most appropriate partnering of resources, bearing in mind the different operators in each borough and the current contractual arrangements; the existing bi-borough arrangements between RBKC and LBHF; and forthcoming single workforce across Wandsworth and Richmond Councils The Service Provider is expected to provide the boroughs with options, including their relative strengths and weaknesses, of how a joint service could work including: Whether joint collections are feasible bearing in mind the outcome of 4.2 may point to a viable collection in LBHF; Optimum sharing arrangements between the boroughs; Bulking and disposal arrangements for food waste. NB the Service Provider is not expected to model collections at this stage the aim is to ascertain if it is a viable avenue for the boroughs to pursue. 4.4 The Service Provider should include information on how they will manage this project with the multiple clients and Resource London. A clear timetable of how each deliverable will be achieved and resourced should be included. 5 The project deliverables are: 5.1 Attendance at a project inception meeting at Resource London s offices, 169 Union Street, London SE1 0LL, Wednesday 16 December This will be to discuss the project timescales; data requirements; borough priorities; project management and any issues that may impede the project. The Service Provider will take minutes of the meeting and send them round within five working days. 5.2 London Borough Wandsworth Provision of an options paper for Wandsworth Council, to include items listed in 4.1. The Service Provider should allow for: Meeting to discuss the Council s options paper and findings plus alternative collection scenarios; 2015/

6 Resource London to review a draft report prior to sending to the Council; A meeting to discuss the final results, prior to issuing the final report; and This piece of work needs to take priority over the other elements of the project. 5.3 London Borough of Hammersmith & Fulham Feedback to LBHF on their kerbside food waste calculations a short report will suffice A feasibility study report and recommendations on the practicalities and implementation challenges of introducing a commercial food waste service in LBHF. Please allow time for Resource London to review the draft report and for any comments to be addressed, prior to sending a draft to the Council. The Service Provider should also allow for a meeting to discuss the results and any site visits required. 5.4 Joint kerbside food waste collections A report reviewing the possibility of joint kerbside food waste collections in RBKC, LBHF and Wandsworth. The report needs to be sufficiently detailed to enable a view from the councils about the viability and practical implementation of any proposals. This will involve at least: Allowance for the boroughs to sign off any assumptions; Provision of a draft report to Resource London for review prior to sending to the boroughs; Meeting to discuss the results; and Provision of a final report with recommendations as outlined in Weekly project updates with Resource London and the councils either via , phone or in person, depending on what is appropriate for the state in the project. 6 Timetable The timetable below gives an indicative timeline for this project. Bidders are advised that, with the exception of the tender submission date, this timetable is not binding and may be changed if necessary. Bidders are asked to note the timescale for delivery and in their tender submission they should set out how they propose to complete the work within this timescale and identify key dates where they would expect input from the Councils project teams. Milestone Date Invitation to Tender issued 23 November 2015 Deadline for clarification questions 1 December 2015 Tender return deadline 09:00 9 December 2015 Inception Meeting December 2015 Other milestones to be agreed in project TBC inception meeting Project closure 31/03/16 7. Interface/ Contract management The main point of liaison between the Service Provider and the Customer will be Beverley Simonson, Local Authority Support Manager, Resource London. beverley.simonson@resourcelondon.org / T: /

7 8. Quality of Service The Service Provider shall provide the services in a competent, timely manner in accordance with recognised industry quality standards. The Service Provider shall ensure an adequate supply of suitably qualified and competent personnel are available to fulfil the requirements of the Contract. 9. Delivery Personnel Resource London requires Bidders to nominate Key Personnel with appropriate skills to perform the service for the duration of the contract. Bidders shall provide a CV for Key Personnel as part of their submission. The CV shall demonstrate the individual s relevant experience, competence and capability and their role in this project and should be no more than 3 sides. The Service Provider shall ensure any changes to the Key Personnel be undertaken with minimal negative impact to the service and at no additional cost to Resource London. Resource London may at its discretion request that the Service Provider remove and replace any Key Personnel from the service that Resource London or the Councils considers in any respect unsatisfactory in the delivery and performance of the contract. Resource London or the Councils shall not be liable for the cost of replacing any Key Personnel. Bidders may include other specialists ( Sub-contractors ) in their Delivery Teams. However, the Service Provider will remain entirely responsible for the performance of the service. Such Sub-contractors must act in accordance with the terms and conditions of the contract entered into between LWARB and the Service Provider. 10. Submissions Bidders are requested to submit: Details of their suitability to fulfil the contract, how the contract is to be managed and their approach to delivering the required specification within the timeline indicated in 6 above. To include examples of relevant project experience, in particular experience of similar service reviews and food waste collections. Details of the personnel comprising the Delivery Team, including CVs (should be no more than 3 sides) and a description of their role in delivering the contract. A Pricing Schedule giving day rates and anticipated number of days for nominated personnel (see Appendix 1) to include VAT and expenses. Bids must be submitted by 09:00 9 December 2015 with the reference LWARB tender: 2015/16 11 to info@lwarb.gov.uk 11. Contract The contract will be let by the London Waste & Recycling Board, as the contracting organisation. The following special terms shall apply: 2015/

8 Travel and Expenses All fees shall be inclusive of any travel and subsistence incurred to locations in Greater London. Where additional expenses* are incurred, the following rates will apply: Hotel accommodation TRAVEL Public Transport (Train, tube, tram, bus, light rail) Taxis Mileage Up to 3 Star hotels should be used. Actual cost up to a maximum of 150 per night in Greater London and 110 per night elsewhere. NB extras such as newspapers, telephone calls, laundry, room service, films and mini bars are not claimable. Actual cost. NB you cannot claim travel from home to your normal place of work or vice versa. Rail travel will be standard class. Only to be used in exceptional circumstances. Actual cost. Private cars may only be used where reasonable public transport is not available and you have a valid business insurance cover. HMRC approved rates are applied. *additional expenses to be agreed with Resource London prior to being incurred. 12. Evaluation Resource London, Wandsworth Council, LBHF and RBKC must be satisfied that each potential contractor has the appropriate capabilities and resources available to undertake the work to our requirements and provide the necessary services. The process we use to select contractors is a competitive one. Your tender submission will be evaluated by Resource London staff by looking at the following criteria: Evaluation criteria Weighting Price 4 30% Methodology the proposed approach and timeline to deliver the project requirements. 30% Authority of allocated personnel, their skills and technical capability including that of service reviews, food waste collections and commercial waste 30% collections Project management including managing the three authorities and updates to Resource London 10% Scoring Outstanding - cannot be faulted 100 Excellent 90 Very good 80 Good 70 Above average 60 4 This will be assessed by deviation from the lowest compliant tender 2015/

9 Average 50 Below average 40 Poor 30 Very poor Acceptance of bids In issuing this invitation to bid, Resource London is not bound to accept the lowest or any bid and reserves the right to accept the whole or any specified part of the bid unless the bidder expressly stipulates otherwise. Resource London will not enter into discussion with non-selected potential suppliers, or justify its decision. Potential suppliers are deemed to have accepted these conditions by the act of submitting their quote. The selected preferred supplier cannot assume they have been granted the contract until a formal contract is signed. 14. Period for which bids shall remain valid Unless otherwise stipulated by the bidder, bids shall remain valid for 30 days from the closing date for receipt of tenders. 2015/

10 Appendix One Pricing Schedule Specification for the provision of consultancy services Ref 2015/16-11 An example breakdown table is shown below. Whilst this format is not mandatory, the breakdown you provide should include at least this information. Provide the breakdown as a separate Excel spreadsheet file in addition to a static form in your main tender document. Project Project Senior Junior Role: Consultant Director Manager Consultant Consultant Total Name: Joe Bloggs John Smith Name Name Name days Day rate (incl VAT): 420 Total cost Task Project Management Initiation meeting ,570 Task 1 - Scoping ,400 Task ,420 Project updates 3 3 1, Total days Total Fees 5,950 19,440 1, ,340 Expenses incl. VAT 0 Please ensure all day rates are inclusive of VAT and inclusive of travel costs to and within Greater London. Bidders should provide their best estimate of total price to deliver the specification outlined in 3 and 4 based on the day rate and days input for each of the nominated personnel. 2015/