Provision of Waste Management Services to York St John University THE TENDER PROCESS

The Tender Process Tender StagesDate completed by Publish Tender on TEDFriday 11 March Open Day for SuppliersTuesday 22 March Deadline for return of ITTs (30)Monday 11 April Evaluation of ITTsFriday 15 April Agree shortlistFriday 22 April Post-Bid Clarification (PBC)^Friday 29 April Final evaluation/agree successful supplier(s)Friday 6 May Issue Standstill LettersTuesday 10 May Standstill process endsMonday 23 May Contract awardWednesday 25 May Marketing materials suppliedMonday 20 June Contract startsWed 10 August

Clarifications For any questions or clarifications, to: All questions and the University’s responses will be posted on the webpage below: management/estate-management/tender- opportunities.aspx

Tender Submissions By , to:

Preparing a submission General tips Ensure the submission is ed to the correct address; Double-check ALL questions have been answered (i.e. anything left blank or “N/A” will score zero); Double-check that you have also submitted any appendices or attachments, otherwise the related questions may be scored zero

Preparing a submission (cont.) If something’s not clear - don’t assume - seek clarification Put it in writing – if it’s not stated in your response, you can’t get marks (YSJ can’t assume either!) Use all the space provided – if you’re given ‘up to 500 words’, make the most of the allowance in your answer Look carefully at the weightings of each question and/or evaluation criteria and use your time & resources accordingly

Evaluation Methodology QuestionSubjectWeight 1Supplier DetailsFor info only 1.11Sub-contractorsPass/Fail 2Financial & Economic CapacityPass/Fail 3InsurancePass/Fail 4Grounds for Mandatory ExclusionPass/Fail 5Grounds for Discretionary ExclusionPass/Fail 6.1Health & SafetyPass/Fail 6.2Quality Assurance10% 6.3.1Environmental Management - legislationPass/Fail 6.3.2Environmental Management - policy5% 6.3.3Environmental Management - practice5% 6.4.6Equality & DiversityPass/ Fail 7.1Compliance With Specification (see Section 4 of this document for specification) 0% See Note Below 7.2 Additional Services Capability For information only 7.3 Contract Implementation Plan 2% 7.4 Emergency Response Times 2% 7.5 Contaminated Waste Classification 2% 7.6 Waste Reduction Initiatives 2% 7.7 Notification of Missed Collections 4% 7.8 Missed Collection Procedures 2% 7.9 Example Marketing Materials 2% 7.10 Example Client Reports 2% 7.11 Key Account Manager 10% 7.12 Alternative Waste Management Strategy 4% 7.13 Complaints Log 4% 7.14 Timekeeping 2% 7.15 Risk Management 2% 8 References 5% 9 Pricing Schedule 35% 10 Form of Tender Pass/Fail Total 100%

Compliance with Specification If any of the ‘Mandatory’ requirements are not met the submission will fail. 2% will be deducted from the overall score for every ‘Desirable’ requirement not met. However, please note the ‘justification’ box: NON COMPLIANCE In this box please state item number and explanation of any specified ‘desirable’ requirement that you cannot meet. If any of the ‘Mandatory’ requirements are not met the submission will fail.

Shortlisting Process ITT responses will be ranked and a ‘gap analysis’ applied; A shortlist of the highest-scoring suppliers will be invited to Post-Bid Clarification (PBC) discussions; Between 1 and 3 suppliers will be shortlisted; PBC will clarify the final scores and identify the successful supplier

Questions?