1. This slide pack is part of a suite of tools and templates developed to help business groups engage with their businesses and develop projects to improve waste management and increase overall waste prevention rates.
To view the accompanying guide, and access the other tools in the suite, click here: Improving Waste Management
The provision of waste management services to traders within Group Name Here Supplier Engagement Meeting Date:
This slide deck has been developed as a template for you to use when holding a market engagement event as part of a preferred supplier procurement process. It has been developed to echo the structure of the Invitation to Tender documents and evaluation spreadsheets templates also available from Resource Efficient Scotland.
You can change the slide background to include your own group logos etc. by going to View -> Slide Master and adding them there. Then select ‘Close Master View’ and you can tailor the content of individual slides to suit your project

2. Welcome

3. Agenda 14:00 Arrival and registration 14:15 Welcome and introductions
14: Context – key aims and the opportunity
14: Overview of the service requirement and the procurement process
15: Open Q&A
15: Optional 15 minute one-to-one sessions with individual organisations, as required.
This slide provides an estimated layout of timings for your supplier engagement event, to be altered as best suits your own project.

4. Housekeeping
Mobile phones
Fire evacuation
Toilets
Asking questions

5. Background to Group Name Name of Individual
Here you can introduce your group to the attending suppliers, and describe any trade waste related projects you might have carried out so far.

6. Context – key aims and the opportunity
This section is where you can lay out your rationale for embarking upon the procurement exercise, and let the suppliers know the nature of the businesses you represent and the scale of the work you are inviting them to bid for.

7. Waste (Scotland) Regulations 2012
All businesses, public sector and not-for-profit organisations are required to present dry mixed recycling and glass for separate collection from 1 January 2014
Food businesses with over 5 kg of food waste per week to present it for separate collection from 1 January 2016
Waste contractors to provide collection and treatment services which deliver high quality recycling
A ban on any metal, plastic, glass, paper, card and food collected separately for recycling from going to incineration or landfill from 1 January 2014
A ban on biodegradable municipal waste going to landfill from 1 January 2021
These are the key salient points in the Waste (Scotland) Regulations 2012, and provide a strong legislative driver for businesses striving to meet their regulatory requirements.

8. Waste Management Services
The Group is seeking to enter an agreement with an organisation/ company who will provide traders within the Group area the following waste management services:
Collection and treatment service for dry recycling services and glass, including the supply of appropriate containers that as a minimum meets the requirements of the Waste (Scotland) Regulations
Collection and treatment service for food waste, including the supply of appropriate containers that as a minimum meet the requirements of the Waste Scotland Regulations
Collection and treatment service for residual waste, including the supply of appropriate containers
The Group will provide sales and support to the preferred supplier highlighting the service, for example via newsletters, website and through social media.
This should reflect the services you intend to tender for, and match what is in the Specification in your ITT document as it stands at the time of the presentation.
The main purpose of giving a presentation like this is to inform the market of what you intend to procure, but it is also a chance for you to gather their feedback, and potentially incorporate it into your procurement Specification.

9. Key aims The key aims of the procurement are to:
Increase recycling and reduce waste to landfill
Limit the impact on the street scene and environment
Provide reliable and regular data
Enable businesses to reduce expenditure on waste management services
Provided as an example only – this should be changed to accurately reflect your own project.

10. The opportunity
This section is your chance to give the suppliers as much detail as possible about the businesses in your area. Important information to include is:
Geographical map of the area you cover
Number of businesses
Sectoral split of businesses
Size of businesses (what percentage are SME etc.)
Analysis of any waste arisings data you have accesses of collected yourself:
Number of businesses surveys
Number of collections
Waste arisings for different waste streams (Food, paper, glass, general waste etc.)

11. Overview Procurement process and contract documents
This section is where to go into more detail on your proposed Specification, scoring criteria and the process you will follow.

12. Objectives of the Day Engage with the Waste Management market
“Sound” the market and gauge interest
Assist interest by explaining the options for establishing the service
Provide interested parties with an opportunity to understand the requirements and input into the structure of the documents
Offer interested parties the opportunity to meet up and develop relationships with other organisations and
Identify potential partner(s)
Provided as an example only – this should be changed to accurately reflect your own project.

13. Timetable ITT will be issued Date
The procurement will be advertised in local press as well as direct invites
Deadline for submissions will be Date
The services are anticipated to commence in Date and shall be for a period of X years to Date
Provided as an example only – this should be changed to accurately reflect your own project.

14. Specification
The specification outlines the minimum requirements bidders must meet in order to be compliant.
It covers four parts;
Waste Management Services
Contingency Arrangements
Sustainability
Contract Management, Customer Service and Marketing
Provided as an example only – this should be changed to accurately reflect your own project.

15. Waste Management Services
The Contractor shall provide a;
Collection and treatment service for dry recycling services, including the supply of appropriate containers that as a minimum meets the requirements of the Waste Scotland Regulations
Collection and treatment service for food waste, including the supply of appropriate containers that as a minimum meet the requirements of the Waste Scotland Regulations
Collection and treatment service for residual waste, including the supply of appropriate containers
Provided as an example only – this should be changed to accurately reflect your own project.

16. Waste Management Services
The Contractor shall provide;
At least one residual waste collection every day (including bank holidays) apart from Christmas Day and New Year’s Day
At least one recycling collection of dry recycling every day
Collections of other materials streams (and in particular food waste) at intervals appropriate to the type of materials and traders’ capacity to store it.
Provided as an example only – this should be changed to accurately reflect your own project.

17. Waste Management Services
The Contractor shall provide
Sufficient, suitably trained and experienced staff to deliver the service
Appropriately sized containers to Traders
replace damaged containers
clean containers at appropriate intervals
exchange containers for an alternative capacity or type where the need is demonstrated
Clean, secure (where appropriate), purpose designed Service and Relief vehicles to operate the Contract
High standards of Health & Safety
Provided as an example only – this should be changed to accurately reflect your own project.

18. Contingency Arrangements
The Contractor shall provide a resilient and reliable service with arrangements for the unavailability of;
Staff to cover holidays, sickness and absence
Vehicles to adequately cover servicing and breakdown times
Containers damaged or stolen
Transfer stations (if used)
Treatment and disposal facilities
Provided as an example only – this should be changed to accurately reflect your own project.

19. Sustainability The Contractor shall; Increase recycling
Reduce landfill
Improve street cleanliness
Remove any spillages from any contractor vehicle
Mitigate and minimize vehicle movements
Operate vehicles with the minimum of noise and emissions of dust & fumes
Contribute to community regeneration or environmental improvement schemes
Provided as an example only – this should be changed to accurately reflect your own project.

20. Contract management, Customer Service and marketing
The Contractor shall:
Record and report quarterly as a minimum;
number of customers and type serviced
weights of waste sent for recycling, recovery and disposal
end destinations of waste
number of waste collections missed
complaints received about the service and the measure introduced to resolve them
Submit a quarterly report and attend a meeting with the Group to present, as a minimum, the performance of the services along with any issues reported
Market the service to potential customers
Customer service - handle and resolve customer complaints
Provided as an example only – this should be changed to accurately reflect your own project.

21. Key Performance Indicators
Recycle [%] of total waste collected
Recover [%] of all residual waste collected
Less than [%] collections missed over a quarterly period
Any others?
It is proposed that a yearly review of the service, service levels, pricing, uptake will be undertaken, the date will be 12 months after contract commencement and at 12 month intervals. Should the Contractor not perform as per the agreement then the contracting authority reserve the right to re-tender the service.
Provided as an example only – this should be changed to accurately reflect your own project.

22. Service Delivery Plans
As part of their tender submission, Bidders are required to submit a comprehensive Service Delivery Plan.
to demonstrate their ability to carry out the work and their understanding of the Services required.
to explain how they align with the principles, priorities and targets contained within the Tender Documentation.
It is important that the Service Delivery Plan is representative of the manner in which the work will be approached and is indicative of the standards of skill, care and diligence in operation across the Bidder’s organisation.
The Service Delivery Plan will be used when evaluating tenders and will form part of the Agreement
Provided as an example only – this should be changed to accurately reflect your own project.

23. Pricing
We propose that bidders will be required to provide two separate prices
The base price which will be the initial price to suppliers
The discounted price which will be offered as the service grows
At the annual meeting if the number of customers has reached a pre-defined amount the discounted price will take effect.
….. Thoughts please?
Provided as an example only – this should be changed to accurately reflect your own project.

24. Evaluation There are two distinct evaluation stages:
Stage 1 (Selection) – Completion of a Due Diligence Qualification Questionnaire
Stage 2 (Award) - this process involves awarding the contract on basis of specific ability, experience and price to deliver the service.
Provided as an example only – this should be changed to accurately reflect your own project.

25. Evaluation (Due Diligence)
Potential supplier information (registered offices etc.)
Bidding model (lead contact for a group of economic operators)
Contact details and declaration
Economic & Financial Standing
Technical and Professional Ability
Modern Slavery Act 2015: Requirements under Modern Slavery Act 2015
Insurances
Environmental Management
Health & Safety
Case Studies
References
Provided as an example only – this should be changed to accurately reflect your own project.

26. Evaluation Price Price will be evaluated through two separate elements
The base price which will be the initial price to customers
The discounted price which will be offered as the service grows
Each will receive a different weighting for the overall evaluation
Both will be evaluated using a ‘deviation from the lowest bid’. Full points will be awarded to the lowest price, with other bids receiving scores on their deviation from the lowest price tendered
Provided as an example only – this should be changed to accurately reflect your own project.

27. Any Questions?

28. Next Steps 1-2-1 sessions (15 minutes)
Contract Documents Issued – Date
Documents to be returned
Signed Form of Tender & Tender Declaration
The Due Diligence (Qualification) Questionnaire (Appendix 2) which forms Stage 1 of the Tender Questionnaire
A Service Delivery Plan document.
Pricing Schedule.
Acknowledgement of receipt of invitation to tender
It can be useful and informative to hold optional sessions with individual bidders. They may not be comfortable asking certain questions or making points in front of potential competitors, and this can help to develop and finalise your ITT documents.
You should be careful, however, to not allow this to develop in a ‘sales pitch’ opportunity for the suppliers, and keep the conversation relevant to this individual procurement exercise.

29. Key Group Member Contact details
THANK YOU
Key Group Member Contact details