Title: Clinical Waste Contracts

Reference Number: RDF1203-23

Date of Response: 07/02/2023

Further to your Freedom of Information Act request, please find the Trust’s
response(s) below:

I would be most grateful if you would provide me, under the Freedom of Information
Act, details in respect to the Clinical Waste Contract/s that your trust currently has in
place.

The details we require are:

1. Suppliers who applied for inclusion on each framework/contract and were

successful & not successful at the PQQ & ITT stages
Answer:
Eastern Services: Information not retained by the Trust.
Northern Services: All providers on the framework under Lot 3 of
LPP/2017/011 were invited to bid, SRCL (Stericycle) were the only provider to
submit a bid.

2. Actual spend on this contract/framework (and any sub lots), from the start of
the contract to the current date
Answer: This information is commercially sensitive and its release would, or would
be likely to prejudice the commercial interests of the Trust.

In applying the exemption under Section 43(2) the Freedom of Information Act the
Trust has balanced the public interest in withholding the information against the
public interest in disclosure. The Trust has considered all the relevant factors in the
public interest test and concluded that the benefit to the public in applying the
exemption outweighs the public interest in releasing the information requested as
a result of the prejudices and losses that would potentially affect the Trust and
patients. As such this information is being withheld under Section 43 (2).

3. Start date & duration of framework/contract?

Answer:
Eastern Services:
Recycling and Domestic Waste for community: Let 2016, Expired 2019.
Domestic Waste Community (other locations): Let 2014, Expired 2019.
Clinical Waste – Main Sites: Let 2013, Expired 2018.
Domestic Waste – Main Sites: Let 2013, Expired 2016.

Northern Services:
01.07.2018 for initial period of 3 years with 2-year extension option.

4. Could you please provide a copy of the service/product specification given to

all bidders for when this contract was last advertised?
Answer: Please see documentation attached.

Page 1 of 2
5. Is there an extension clause in the framework(s)/contract(s) and, if so, the
duration of the extension?
Answer: Eastern Services: Yes - Contracts are let on a +1 +1 standard by default.
Northern Services: Extension period of 2 years (1+1) stated in the original
contract.

6. Has a decision been made yet on whether the framework(s)/contract(s) are

being either extended or renewed?
Answer: Eastern Services: They are scheduled to be retendered. Northern
Services: No.

7. Who is the senior officer (outside of procurement) responsible for this

contract?
Answer: Zahara Hyde - Director of Estates & Facilities.

8. Who is the Infection Control Lead responsible for the Trust + contact
information?
Answer: Carolyn Mills - Director of Infection Control.

9. Who is the Procurement Lead for Clinical Waste contracts for the Trust +
contact information
Answer: John Malloch, Head of Procurement.

10. Who is the Environmental/Sustainability lead for the Trust + contact

information
Answer: Dave Tarbet, Director of Business, Innovation and Sustainability.

11. Who is the Waste management Lead for the trust + contact information
Answer: Zahara Hyde - Director of Estates & Facilities.

12. Who is the Health and Safety lead for the Trust + contact information
Answer: Graham Armstrong - Head of Health and Safety.

13. Who is the Clinical waste incumbent?

Answer: Peakes.
Northern Services: Stericycle.

14. Does the Trust make use of reusable or disposable sharps containers?
Answer: Disposal sharps containers, but trials in progress to potentially have
reusable in some areas.
Northern Services: Yes.

Page 2 of 2
DOCUMENT 4: CONTRACT SPECIFICATION
TENDER FOR THE SUPPLY OF DOMESTIC WASTE MANAGEMENT SERVICES TO
ROYAL DEVON AND EXETER HOSPITAL FOUNDATION TRUST

Tender Reference: Insert Trust tender reference if applicable

OJEU Reference: Insert OJEU reference number

Contract Period: Insert dates that contract is applicable i.e. 5 Years: 31 November
2014 – 30 November 2019

Contract Extension Insert period extension period is applicable i.e. 1 Year – 31

Period: November 2019 – 30 November 2020

Please Note: Extension clauses can only be included if placed in

original OJEU advert

CONTRACT SPECIFICATION CONTENTS:

Part A: Introduction/General information ............................................................................... 2

Part B: Technical Requirements of the Contract.................................................................. 10
Part C: TrustService Schedule/Waste Data......................................................................... 43
Part D: Evidence/Supporting Information required from Tenderers ..................................... 56
Part E: Contract Award Criteria/Weighting .......................................................................... 70

Appendix A: Legislation and Guidelines .............................................................................. 71

Appendix B: Future Regulations and Guidelines to Consider: ............................................. 75
Explanatatory Notes ............................................................................................................ 76

Contract Specification – 26/10/12

Rev 02.00 Part A Page 1of 76

PART A: INTRODUCTION/GENERAL INFORMATION

NOTE: Where a section heading is marked with a *, Tenderers are required to provide either
a written statement/outline or further information/evidence within their tender proposal
document.
Part D of the Contract Specification provides a full outline of information that must be
provided by Tenderers within their tender proposal if they wish to be considered for this
contract.

1. INTRODUCTION*
1.1 This contract will be for a General Waste Management Service for
the Royal Devon and Exeter Foundation Trust (hereafter referred
to as either RDEFT, the Trust or Trust)

1.2 The contract will initially encompass the, collection, recycling,

treatment and final disposal of non-hazardous general wastes
from sites under the Trust’s control

1.3 The contract will monitor all waste processed under the contract
from collection to final disposal.

1.4 The contract is intended to be a partnership agreement between

the Trust and the nominated Contractor.

1.5 The contract specification alongside the NHS Terms and

Conditions of Contract for Services (Document 3) and
Supplementary Terms and Conditions of Contract (Document 7)
outlines the service, parameters and requirements of the Trust
required from the nominated Contractor(s) during the course of
this contract.

1.6 This contract specification details the activities to be carried out

throughout the duration of the contract. The overriding principal
must be adherence to the intent of the specification to undertake
the services, meeting with the satisfaction of the Trust’s
authorised officers.

Contract Specification – 26/10/12

Rev 02.00 Part A Page 2of 76

 1.7 The contract specification is split in to five specific sections, these
are as follows:

a) Introduction/General Information (Part A)

b) Technical Requirements of the Contract (Part B)
c) Trust Service Schedule/Waste Data (Part C)

d) Evidence/Supporting Information Required from Tenderers (Part D)

e) Contract Award Criteria/Weighting (Part E)

1.8 If Tenderers cannot perform any of the services or requirements

outlined within the contract specification (Document 4) or NHS
Terms and Conditions of Contract for the Supply of Services
(Document 3) and/or the Supplementary Terms and Conditions of
Contract (Document 7), they must notify the Trust in writing via
their tender proposal.

1.9 This specification must be read in conjunction with Document 5:

Offer Schedule, for the supply of all labour, waste containers (e.g.
wheelie/static bins), materials, transport and associated facilities
to provide, for the collection, transportation and re-cycling/disposal
of all waste streams for the Trust.

1.10 The tender will be costed on the basis of waste being collected in
a decant bin or a skip exchange arrangement according to the
collection schedule listed in Part C of this specification. It is
expected that charges will be based on kilograms of waste
removed wherever possible.

1.11 Tenderers must complete Document 5: Offer Schedule in the

format provided. Tenderers who do not complete the Offer
Schedule in the format provided will not be considered for the
contract.

1.12 Where deemed necessary by the Trust, the Contractor(s) will be

obliged to carry out Disclosing and Barring Services (DBS) checks
on their operatives who are employed within the contract provision
and by any sub-contractors.

1.13 All Tenderers will be invited to visit all of the Trust’s sites
applicable to this contract, during the tendering process.

Contract Specification – 26/10/12

Rev 02.00 Part A Page 3of 76

 Tenderers will be notified of site visits/pre tender meetings prior to
the visit/meeting taking place by the Trust.

1.14 The Tenderer shall be deemed to have inspected the sites to

ascertain the nature of the works, conditions particular to the Site,
including access arrangements and all other matters affecting the
execution of works prior to accepting the contract.

1.15 Locations/collection frequencies and other details specified by the

Trust provided within Part C of the contract specification are
subject to change/alteration during the duration of the contract.
The Trust reserves the right to add or deduct sites as appropriate.

2. AIMS AND OBJECTIVES OF THE CONTRACT

2.1 The RD&E is aiming to significantly reduce the amount of waste which is sent for
disposal at landfill. One of the challenges faced by a healthcare provider is minimising
infection risks to patients. Increasing the amount of bins in clinical areas to enable a
source segregation recycling strategy is not compatible with the RD&E’s infection
control strategy. To facilitate an increase in recycling, the RD&E is seeking a waste
contractor who can supply a zero waste to landfill disposal option which requires a
minimum of source segregating mixed municipal waste. The expected outcome is that
the RD&E will no longer be required to pay for the landfill tax levied on mixed
municipal waste.

2.2 This contract is for the provision of a Waste recycling service. The Contractor(s) will
manage, in the manner described in 2.3, the following waste streams from the start of
the contract: referenced in “storage of domestic waste”, ensure numbers are correct

2.2.1 Domestic/General/Black bag waste

2.2.2 Dry Mixed Recycling*
2.2.3 Mixed Plastics*
2.2.4 Glass*
2.2.5 Cardboard*
*See appendix xxx for details of current waste management arrangements.

2.3 With regards to the waste streams listed above, the Contractor(s) will:

2.3.1 Collect the waste streams at designated areas on the Trust’s sites
2.3.2 Ensure the waste streams have been and are kept segregated

Contract Specification – 26/10/12

Rev 02.00 Part A Page 4of 76

 2.3.3 Transport and store the waste streams in a compliant manner
2.3.4 Dispose of waste with regard to the waste hierarchy and in line with the
zero waste to landfill ethos
2.3.5 Send them onwards for final disposal, adhering to all legally required
obligations pertaining to this activity

2.3.6 Provide reports detailing the weight of waste sent out by the RD&E and
the disposal method used. The minimum information required being as
per Section 39
2.3.7 Fulfil the above requirements from the start of the contract

2.4 It is the aim of the Trust to offer the Contractor the chance to
‘phase in’ remaining waste streams to this contract, during the life
span of the agreement. This would be subject to the performance
of the Contractor(s) in managing the waste streams indicated
above and the Trust agreeing to the methods and costs by which
the Contractor proposes to manage the extra waste streams. The
Trust reserves the right to offer remaining waste streams on a
competitive tender basis.

2.5 It is the intention of the Trust to work in partnership with the

Contractor(s) to develop and demonstrate the following value
adding services during the contract life:

2.5.1 Training and information for key/frontline staff in best practice waste
management principals
2.5.2 Maximising adherence to the Waste Hierarchy, through:
2.5.3 Effective segregation of waste
2.5.4 Improving segregation of non-healthcare waste incorrectly disposed of in
healthcare waste receptacles
2.5.5 Introducing sustainable systems to minimise waste
2.5.6 Deliver sustainable recycling/reuse opportunities
2.5.7 Improvement in waste management/minimisation across the Trust to
reach NHS targets during the course of the contract

3. CONTRACT PERIOD
3.1 The contract period will be initially for five years commencing
31/11/14 until 30/03/19.
Contract Specification – 26/10/12

Rev 02.00 Part A Page 5of 76

 3.2 The Trust holds an option to extend the contract for a further
twelve plus twelve months, commencing 31/11/19.

4. PRICE REVIEW MECHANISMS*

4.1 All prices quoted by Tenderers in Document 5: Offer Schedule are
valid for a 12 month period, commencing from the tender return
date, upon acceptance of an offer by the Trust.

4.2 Tenderers must provide a Price Review Mechanism within their

tender proposal that they will use to modify prices during the
contract. The Trust reserves the right to alter/suggest alternative
Price Review Mechanisms prior to the commencement of the
contract with the Contractor(s)

4.3 Contract price reviews will take place on an annual basis between
the Trust and the Contractor(s). The Contractor(s) must notify the
Trust in writing three months prior to the proposed price alteration
of their intention to modify prices.

4.4 Any application by the Contractor(s) for a price review following

changes in legislation must be supported by a written
explanation/justification for the Trust to consider.

4.5 No contract price increase shall come into effect without the
written agreement of the Trust.

4.6 Following any contract price review agreed between the Trust and
the Contractor(s) will remain firm for at least 12 months from the
date that the price review came into effect.

5. REFERENCES*
5.1 Tenderers are required to provide the names, addresses and
contact details of at least three references from business which
produce a similar volume of waste production as the RD&E and
preferably within a close proximity of the Trust. At least one NHS
reference is desirable.

5.2 Tenderers should provide details of the approximate value of the

reference contracts and the level of services provided to these
customers.

Contract Specification – 26/10/12

Rev 02.00 Part A Page 6of 76

6. SUPPLIER INFORMATION*
6.1 Tenderers are encouraged to provide any relevant information
within the tender proposal, which they believe, will support their
application.

7. SUPPLIER(S) CONTACTS*
7.1 Tenderers must provide the following contact details of the person
who is the lead officer in preparing the written tender
proposal/offer for their company:

Nominated Contact,
Job Title,
Address,
Mobile/Telephone Number,

E Mail

7.2 Tenderers must provide the following contact details of the person
who will manage this contract:

Nominated Contact,
Job Title,
Address,
Mobile/Telephone Number,
E Mail

8. TRUST CONTACT INFORMATION

8.1 Tenderers are advised to read all of the tender documentation
carefully prior to preparing a formal offer for this contract.
Tenderers should ensure that they are fully familiar with the nature
and extent of the obligations required by them if their tender is
accepted by the Trust.

8.2 If you require any further information/clarification regarding the

tendering documentation or the procurement process please
contact:

NAME REDACTED
Interim Head of Non Clinical Services
Contract Specification – 26/10/12

Rev 02.00 Part A Page 7of 76

 Royal Devon and Exeter Foundation Trust
Gladstone Road
EXETER
Devon
EX1 2ED

Telephone: xxxxxxxxxxxx
E-mail: EMAIL REDACTED

8.3 If you have any questions of a technical nature regarding the

provision of the services outlined within the contract specification,
please contact:

NAME REDACTED
Energy and Sustainability Manager
Royal Devon & Exeter NHS Foundation Trust
Barrack Road
EXETER,
Devon EX2 5DW
Telephone: xxxxxxxxxxxxx
E-mail: EMAIL REDACTED

NAME REDACTED
Facilities Service Manager
Royal Devon & Exeter NHS Foundation Trust
Barrack Road
EXETER,
Devon EX2 5DW
Telephone: xxxxxxxxxx
E-mail: EMAIL REDACTED

NAME REDACTED
Waste Manager

Contract Specification – 26/10/12

Rev 02.00 Part A Page 8of 76

 Royal Devon & Exeter NHS Foundation Trust
Barrack Road
EXETER,
Devon EX2 5DW
Telephone: xxxxxxxxxxxxx

E-mail: EMAIL REDACTED

Contract Specification – 26/10/12

Rev 02.00 Part A Page 9of 76

PART B: TECHNICAL REQUIREMENTS OF THE CONTRACT
NOTE: Where a section heading is marked with a *, Tenderers are required to provide either a written statement/outline or further
information/evidence within their tender proposal document.
Part D of the Contract Specification provides a full outline of information that must be provided by Tenderers within their tender proposal if they
wish to be considered for this contract.

9. LEGISLATION, REGULATION AND GUIDANCE*

9.1 Tenderers must provide full details of any convictions or prosecutions brought against the company for the failure to
comply with waste legislation and regulations during the past three years within their tender proposal.

9.2 The Contractor(s) will be required to comply with all current and future legislation, regulations and guidelines during
the term of the contract. The Trust recognises that legislative and regulative compliance from Contractor(s) does not
absolve the Trust from their own specific responsibility to comply with legislation and regulations. The Trust will
require the appointed Contractor(s) to ensure that it notifies and advises the Trust to all relevant current/future
legislation, regulation and guidelines in order to ensure that the Trust meets its Duty of Care as stipulated in the
Environmental Protection Act 1990, as amended.

9.3 Tenderers must provide a written statement of conformity within their tender proposal on how they comply with
current waste regulations/guidance.

9.4 The following regulations are due for revision and amending during the term of the contract – Tenderers are
requested to provide a written statement within their tender proposal on how these changes may affect their ability to
operate the contract or if there will be an impact on costs provided within their tender submission in future:

9.4.1 Hazardous Waste Regulations

Part B Page 10of 76

 9.4.2 Landfill Directive
9.4.3 Waste Electrical and Electronic Equipment (WEEE) Directive
9.4.4 Waste Food Regulations
9.4.5 The Ionising Radiation Regulations 1999
9.4.6 Restriction of the use of Hazardous Substances Directive

9.4.7 Packaging Waste Recovery under the Producer Responsibility Obligations Packaging Waste Regulations 1997 as amended
in SI 1361 & SI 3447 1999.
9.4.8 Waste Incinerator Directive – Directive 2000/76/66 Incineration of Waste

9.5 The Contractor(s) will be required prepare and present proposals to the Trust to encompass new legislation,
regulation and best practice as and when enacted.

9.6 If any statutory requirements or regulations are found to be contravened by the Contractor(s) or any sub-contractor
working on his behalf, the Trust will reserve the right to terminate the contract in accordance with NHS Conditions of
Contract for the Supply of Services for any material breach.

9.7 Tenderers must provide details of any trade bodies/associations they are accredited to or members of (Sanitary
Medical Disposal Services Association, Chartered Institute of Waste Management, Environmental Services
Association etc).

10. LICENCES*
10.1 The Tenderers must submit to the Trust copies of all certificates and licences, as relevant to the contract tendered
for, in particular:

10.1.1 Waste Carrier Registration Certificate(s)

Part B Page 11of 76

10.1.2 Waste Broker Registration Certificate
10.1.3 Mobile Plant Licence(s)
10.1.4 Exemption(s) from waste management licensing
10.1.5 Local Authority Authorisation(s)
10.1.6 Transfer Station Licence(s)

10.1.7 Waste Management Licence(s)

10.1.8 Integrated Pollution Prevention and Control (IPPC) Permits & Pollution Prevention and Control (PPC) Permit(s)
10.1.9 Details (copies of) Environmental licences relevant to the contract
10.1.10 Motor vehicle Insurance
10.1.11 Public Liability Insurance
10.1.12 Employers Liability Insurance
10.1.13 Environmental Management System E.M.S. certification

10.2 Tenderers must provide full details of the primary treatment site(s) (including location, capacity, permits etc) that are
proposed to service the Trust contract.

10.3 Full details of all backup treatment/disposal sites or facilities to be used by the tenderer in the event of a primary site
being unavailable.

10.4 The Contractor(s) shall ensure that waste must be treated by methodologies that are authorised by the Environment
Agency and/or local authority. Treatment processes operating without appropriate authorisation must not be used.

10.5 The Contractor(s) shall immediately advise the Trust of any suspension, withdrawal or refusal to renew any licence,
certificate or permissions applicable to carrying out the requirements of this contract during the term of the contract.

Part B Page 12of 76

 10.6 The Contractor(s) will be responsible for all costs associated with finding an alternative Contractor(s)/treatment
facility if there is a failure on their part to undertake the services outlined within the specification at any time during
the contract period.

10.7 The Trust will require sight of the original licences and other relevant documents on a regular basis and will reserve
the right to inspect any transit station and disposal facilities at any reasonable time, as implied under the Code of
Practice ‘Waste Management the Duty of Care’.

10.8 Tenderers are advised that the Trust will not award any part of the contract to a Contractor(s) or Sub-Contractor(s)
who are unable to provide formal evidence of any of the required licences necessary to operate this contract within
their tender proposal.

11. DUTY OF CARE*

11.1 To ensure that the Trust Duty of Care in respect of waste is adequately discharged Tenderers are required to:

11.1.1 Visit the sites, prior to tendering in order to establish the suitability of their proposed arrangements for the removal of waste.
11.1.2 Provide comprehensive written documentation relating to all aspects of the contract.
11.1.3 Provide a fully detailed audit trail relating to the collection of all waste streams - including appropriate method statements
where significant risk is identified.
11.1.4 Provide details of weighbridge facilities and waste tracking processes.
11.1.5 Produce a complete procedure, which covers all the requirements of the Environmental Protection Act 1990, as amended,
the Environmental Protection (Duty of Care) Regulations 1991, as amended, including Code of Practice on Duty of Care,
COSHH and the requirements of the Health and Safety at Work Act. This must include formal Risk Assessment
documentation.

Part B Page 13of 76

 11.1.6 Allow Trust representatives to visit the Contractor(s) disposal sites to be used during the contract, prior to the contract being
offered.

11.2 Tenderers are requested to provide a ‘Duty of Care’ report for any organisation that they propose to use during the
execution of this contract either frequently or on a contingency basis. Reports provided must be no older than 12
months old.

11.3 Adherence to Duty of Care principles will be a continuing process throughout the duration of the contract. Tenderers
are required to amend this procedure and their reporting requirements in line with any regulatory or statutory
guidance changes as applicable thorough the life of the contract.

11.4 The Contractor(s) will be responsible for ensuring that the Trust sites are registered as Hazardous Waste Producers
with the Environment Agency and that any necessary Exemptions or Permits required for carrying out waste
operations on Trust sites are held by the Trust and that the stipulations of the Exemptions, Registrations or Permits
are adhered to.

12. WASTE CATEGORIES*

12.1 The separate waste streams the Contractor(s) will be required to manage under this contract are detailed in sections
13 of this specification. This list is not exhaustive and may be subject to change throughout the life of the contract.

12.2 Any changes in waste streams and potential cost implications will be negotiated between the Contractor(s) and the
Trust.

12.3 Tenderers are required to provide pricing for each of the separate groups of waste, which are included within the
contract specification. All costs and prices must be included within the Document 5: Offer Schedule attached with
this contract specification.

Part B Page 14of 76

 12.4 Tenderers must inform the Trust of their intention to sub-contract or the utilisation of a third party to service or
manage any of the waste streams included within this contract on their behalf, within their tender proposal.

12.5 If Tenderers do not intend to manage individual waste streams covered within the contract specification either by
their company or via sub-contracted/third party arrangements, then this should be clearly stated in writing via their
tender proposal.

13. WASTE TYPES

13.1 Where appropriate, waste is segregated from other waste streams and subject to separate containment and
labelling.

13.2 Specific categories of Domestic and General waste included within this contract include:

13.2.1 Domestic/General/Black bag waste

13.2.2 Dry Mixed Recycling
13.2.3 Mixed Plastics
13.2.4 Glass
13.2.5 Cardboard
13.2.6 Non-confidential paper
13.2.7 Flowers
13.2.8 Newspapers
13.2.9 Packaging
13.2.10 Paper Towels
13.2.11 Hand towels

Part B Page 15of 76

 13.2.12 Polystyrene

13.3 Subject to revised legislation and regulations, these categories are subject to alteration during the course of the
contract.

13.4 Tenderers are invited to confirm whether they can take food waste, and to provide costing and disposal methods.

13.5 The list provided is an indication and not an exhaustive list. This list may be modified to meet the needs of the Trust.

14. CONTAINER POLICY

14.1 The colour coding adopted by the Trust, for Healthcare Waste containers, is that recommended by Safe
Management of Healthcare Waste v2 guidance document.

14.1.1 Yellow – Clinical for incineration

14.1.2 Purple – Cytotoxic or Cytostatic
14.1.3 Orange – Infectious suitable for alternative treatment
14.1.4 Tiger Stripe – Non-hazardous Offensive waste
14.1.5 Black – Domestic or General waste
14.1.6 Pink – Compacted Domestic/General waste
14.1.7 The Trust also uses clear bags for recycling

14.2 The Contractor(s) will not provide any waste containers/receptacles or other waste management storage
vessels/vehicles/hopper etc which could compromise adherence to this colour coding system. For example: it would
be unacceptable to provide Domestic Waste bins which were orange in colour

14.3 All healthcare waste bags / containers are sealed with a numbered tag or label for identification purposes or stored in
a uniquely identifiable container for audit purposes.

Part B Page 16of 76

15. STORAGE OF WASTE*
15.1 The Contractor(s) will be required to provide appropriate containers for the safe storage of the waste dealt with by
this contract.

15.2 The containers, subject to the approval of the Trust’s authorised officer(s), shall minimise the handling of waste and
be compatible with both the Trust’s and the Contractor’s transportation systems. Tenderers shall fully describe, at
the time of tendering, the type, size and estimated number of containers to be provided on site(s) to store waste
awaiting collection.

15.3 The contractor will provide the RD&E with either: replacement clean bins or bin cleaning services on request

15.4 Containers that become unsuitable for continued use through wear, vandalism, loss or any other reason shall be
replaced as necessary at the Contractor’s expense.

15.5 The containers will remain the property of and be maintained by the Contractor(s) throughout the contract.

15.6 The containers shall be lockable where required by the Trust

15.7 The containers must be promptly removed from the hospital site on the expiry or termination of the contract.

15.8 The Contractor(s) shall ensure that there are the agreed number of containers at all times, to meet the requirements
of the collection of domestic/general waste across the Trust during the length of the contract.

15.9 The Contractor(s) must provide evidence that significant extra storage/treatment capacity should be available in the
event of a Major Incident.

16. SERVICE SCHEDULE*

16.1 The current service schedule requirements of the Trust are listed in Part C of the contract specification.

Part B Page 17of 76

 16.2 Tenderers are advised that the Trust currently use a forty cubic yard skip compactor for Domestic waste. This is
exchanged and billed by the tonne. The Tenderer is encouraged to provide details of alternative collection methods
where they are shown to be superior.

16.3 Details of existing waste holding/storage equipment either owned or leased by the Trust are listed in Part C of the
contract specification.

16.4 The Trust encourages tenderers to provide any suggestions to improve the service schedules or the use of
alternative waste holding/storage and treatment equipment. Proposals should be outlined in writing within the tender
proposal and any associated costs should be included in Document 5: Offer Schedule (Additional Costs). The Trust
is willing to consider new infrastructure arrangements if they are shown to be beneficial to the long term success of
the Trust’s waste management system.

17. SERVICE VARIATION*

17.1 Variations in service requirements will be notified to the Contractor(s) as and when required.

17.2 The period of notice for variations will be subject to individual service criteria.

17.3 A mechanism for agreeing variations will be agreed between the Trust and the Contractor(s) prior to the contract
award. Tenderers are required to provide a proposed mechanism for agreeing variations as part of their submission
for the Trust to consider.

18. COLLECTION POINTS – SUPPORTED BY INFORMATION IN PART C

18.1 The following sites are the current list of premises requiring collections:

18.1.1 RD&E Hospital Wonford, Barrack Road, EX2 5DW

18.1.2 RD&E Hospital Heavitree, Gladstone Road, EX1 2ED

Part B Page 18of 76

18.1.3 RD&E Mardon House, Wonford Road, EX2 4UD
18.1.4 RD&E Exeter Mobility Centre, Wonford Road, 4DU
18.1.5 RD&E Occupational Health, 79 Heavitree Road, EX1 2HZ
18.1.6 RD&E Bell House, Marsh Green Road West, EX2 8PN
18.1.7 RD&E South Devon Renal Unit, Edginswell Business Park, Oak View Close, Torbay, TQ2 4FE

18.2 Please see Part C for maps showing details of waste generation points, collection points and any proposed areas for
development into new, purpose built, waste collection areas.

18.3 See Part C for a schedule of available site access times, current bins and waste containers used by the Trust, and
the method by which they are transported to the collection points (if required). Tenderers are encouraged to propose
alternative methods where they believe it provides a superior result.

18.4 A schedule of agreed service points and service frequencies will be established between the Contractor(s) and the
Trust. Bins, storage or containers must be cleared by the Contractor(s) as per the agreed schedule on each
collection.

18.5 The Tenderer shall identify a sufficient number of containers to be supplied, to be agreed with the Trust prior to the
commencement of the contract.

18.6 It is the Trust’s responsibility to ensure access to site(s) is maintained in accordance with the agreed service
schedule.

Part B Page 19of 76

19. COLLECTION CRITERIA
19.1 With regards to bins or containers supplied, exchanged or decanted by the Contractor(s) as per (but not limited to)
part 2.2 of this tender:

19.1.1 The Contractor(s) shall collect or decant used containers and replace them with empty containers as per the agreed
schedule.
19.1.2 A schedule or systems for ensuring bins are maintained to a sufficient cleansing/hygiene standard will be established and
agreed between the Trust and the Contractor(s). The Trust reserves the right to accept or reject proposals provided by
tenderers.
19.1.3 The Contractor(s) must ensure that all replacement empty containers are functional as per relevant legislation prior to their
return to the site.
19.1.4 Emptied or exchanged bins are to be returned to the designated storage area.
19.1.5 The Tenderer shall identify a sufficient number of containers to be supplied, to be agreed with the Trust prior to the
commencement of the contract.
19.1.6 If the Contractor(s) is unable to service a site as per the agreed schedule then the nominated Trust representative must be
notified immediately.

20. RECORDING OF WASTE COLLECTION AND DISPOSAL

20.1 All waste collected will be covered by a Waste Transfer Note in accordance with the Environmental Protection Act
1990. Details of applicable charges for the provision of Waste Transfer Notes must be stated in Document 5: Offer
Schedule (Additional Costs).

20.2 All Hazardous waste collected will be covered by a Hazardous Waste Consignment Note and in accordance with the
Environmental Protection Act 1990 and the Hazardous Waste (England and Wales) Regulations 2005. Details of

Part B Page 20of 76

 applicable charges for the provision of Hazardous Waste Consignment Notes must be stated in Document 5: Offer
Schedule (Additional Costs).

20.3 The weight of each consignment must be established by the use of a weighbridge or other approved and calibrated
weighing method which is weights and measures endorsed by HM Customs and Excise.

20.4 All consignment and receipt notes shall be uniquely numbered.

20.5 Contractor(s) will ensure that the quantities of each waste stream, waste fraction or resource (where the
Contractor(s) have converted a waste to a useable resource or material no longer classified as a waste) consigned or
sent off site by the Contractor(s) can be reported to each Trust on a monthly basis.

21. TRANSPORTATION OF WASTE*

21.1 Contractor(s) shall at all times maintain a comprehensive Transportation Plan giving details of routes, collection
points, timetables, vehicles and driver details. The Transportation Plan should allow sufficient flexibility to
accommodate any reasonable special needs that the Trust may have. The Contractor(s) shall consult the Trust
regarding any alterations.

21.2 Tenderers must provide details within their written proposal details of how they propose to transport waste from
collection points to waste treatment facilities and if applicable how treated waste is transported to final disposal sites.

21.3 All vehicles used for providing the services are to be roadworthy and compliant with all legislation and regulations.

21.4 Vehicles must be maintained to a high standard of reliability and roadworthiness and will be subject to inspection at
any reasonable time and may (but not unreasonably or vexatiously) instruct the Contractor(s) not to use the said
vehicles in the provision of the services. Each vehicle used must conform to the relevant legislation and regulations
applicable to that vehicle .

Part B Page 21of 76

21.5 Evidence that customised vehicles are compliant must be provided. For example vehicles which have been modified
by the contractor to carry unusual loads or which have had lifting gear attached.

21.6 The interior and exterior of all vehicles must be kept clean and tidy.

21.7 The Contractor(s) will be required to demonstrate that they can provide adequate cover for the non-availability of
vehicles for any reason.

21.8 The vehicles shall at all times, at the expense of the Contractor(s), be appropriately licensed and insured.

21.9 The Contractor(s) shall provide evidence of insurance and breakdown cover for all vehicles. Evidence of insurance
and breakdown cover provision will be required to be produced to the Trust representative(s) upon request.

21.10 The Contractor(s) shall provide evidence of current registration by the appropriate authority, as a waste carrier for the
transportation and disposal of all of the waste streams covered by this contract.

21.11 Tenderers shall provide details of their company’s Dangerous Goods Safety Advisor (DGSA) including evidence of
qualifications, certification and technical competence together with a copy of there most recent Dangerous Goods
Safety Advisor Report within their tender submission.

21.12 Contractor(s) will provide the Trust representative(s) with a copy of the Dangerous Goods Safety Advisor report on
an annual basis.

21.13 The Contractor(s) shall ensure that the necessary Transport Documentation required to support the carriage of any
waste(s) in their vehicles is completed in order to ensure that the Trust does not in breach Duty of Care regulations,
in addition to this any other special requirements relating to healthcare and hazardous waste must be adhered to.

Part B Page 22of 76

22. VEHICLE ACCESS
22.1 The Trust will ensure that adequate access and space for the Contractor(s) for the collection of waste streams in
accordance with the agreed service schedule.

22.2 The Contractor(s) will ensure vehicles used to collect waste/serve this contract will avoid the blocking/disruption to
vehicles or public access to any site.

23. WASTE TRANSFER/TREATMENT/DISPOSAL FACILITIES*

23.1 In accordance with existing relevant legislation Waste should be disposed of at licensed waste disposal site(s) and /
or transfer station(s).

23.2 Tenderers must provide copies of licences/permits of any disposal/treatment sites that are proposed for use to
service this contract – as stipulated in Section 11 (Licences) of the contract specification.

23.3 The Trust reserves the right to visit the specified site(s) in accordance with its “Duty of Care” responsibilities under
the Environmental Protection Act 1990.

23.4 Tenderers must advise the Trust of the full names and address(s) of the proposed waste disposal site(s)/facilities(s)
and / or transfer station(s) in writing within their written tender proposal.

23.5 In the event that the Contractor(s) wishes to utilise alternative site(s)/facilities(s) the Trust must be notified in writing.
Prior notification must be received at least one month before the alternative site/facility is utilised. If the change in site
is due to an emergency then the Trust must be notified of the change of site immediately and also as to the nature of
the emergency.

Part B Page 23of 76

 23.6 In the event of a waste facility being unavailable, all Tenderers must provide clear and detailed contingency plans
within their tender proposal. The successful Contractor(s) will be expected to continue to fulfil its obligations to the
Trust in such circumstances.

23.7 If the Contractor(s) contingency plans are reviewed/updated during the course of the contract, written confirmation
must be provided to the Trust.

23.8 Tenderers shall provide written confirmation that any designated waste disposal plant/facility or standby facilities
named within their tender proposal are permitted/authorised by the Environment Agency/Local Authority to receive
the waste streams produced by the Trust.

24. RECYCLING/WASTE MINIMISATION*

24.1 All Tenderers are required to provide a proposal within their tender submission, which will address the issue of
maximising adherence to the Waste Hierarchy as described in the Waste Regulations 2011.

24.2 With regard to the above, it is expected that the Tenderers will provide within their tender proposals a description of
how they will assist the RD&E in increasing recycling and waste minimisation. A key aim for the successful
Contractor(s) will be their ability to develop existing recycling activity as well as proposals to increase the recycling
activity in all waste streams.

24.3 The transportation of un-segregated waste directly to landfill or other immediate disposal is deemed unacceptable to
the Trust.

24.4 There is an expectation that the Contractor(s) will attempt to recover as much as is possible either through source
segregation. Where source segregation is not viable, a Materials Reclamation Facility route or alternative procedures
are expected. A clear description of what method the Contractor will use to maximise recovery of materials for
recycling or reuse is to be provided.

Part B Page 24of 76

24.5 Currently the Healthcare Waste stream is the main constituent by weight of the Trust’s waste. This presents an
opportunity for the Contractor(s). It is expected that the Healthcare Waste stream could be significantly reduced if it
were better segregated at source (at ward level). Tenderers are invited to identify how they would work with the Trust
to improve source segregation (I.E. at ward or department level) in order to reduce the amount of Healthcare Waste
and increase the amount of non-hazardous waste available for recycling opportunities. It is anticipated that the
successful Tenderer will be able to provide a route map of how they would approach this aspect of the contract.
Other Trusts have been able to reduce the amount of clinical waste to below 50% of the total waste weight produced.

24.6 The Trust reserves the right to make unannounced visits to the specified site(s) in accordance with its “Duty of Care”
responsibilities under the Environmental Protection Act 1990.

24.7 In the event that the Contractor(s) wishes to utilise alternative site(s)/facilities(s) the Trust must be notified in writing.
Prior notification must be received at least one month before the alternative site/facility is utilised. If the change in site
is due to an emergency then the Trust must be notified of the change of site immediately and also as to the nature of
the emergency.

24.8 The RDEFT Wonford site has residential flats available to staff. These are currently serviced by Exeter City Council
as the residents pay council tax. The flats produce domestic waste, dry mixed recycling and glass waste streams.
There may be an opportunity to divert domestic and recycling from these flats into the remit of this tender. The Trust
will only consider this option if it adds value to the Trust’s waste management system, does not have a negative
economic impact and does not cause legal issues with Exeter City Councils collection. Details of this waste stream
are provided in Part C. The Trust reserves the right to refuse or accept all or part of the proposal.

Part B Page 25of 76

25. EQUIPMENT*
25.1 Tenderers shall indicate within their tender submission a written proposal of additional equipment (i.e. waste
storage/holding), which could form part of the contract. The Trust reserves the right to accept or reject all or part of
the proposals submitted.

25.2 Written proposals for additional equipment should include the following information:

25.2.1 Benefits / opportunities for the Trust if equipment is utilised.

25.2.2 Service / Maintenance Schedule for each piece of equipment proposed
25.2.3 Call out / response rates if equipment out of use or temporary unavailable

25.3 Tenderers must provide full cost details of any costs for additional equipment within Document 5: Offer Schedule
(Additional Costs).

26. MAJOR INCIDENTS AND SEASONAL DEMANDS

26.1 In the event of a major incident occurring the Contractor(s) will be responsible for disposing of the waste generated
by the Trust.

26.2 A major incident (an event resulting in significantly increased levels of Hospital activity due to public health disasters
or other Force Majeure events out of the Trust’s control) should be considered in the tender offering. The
Contractor(s) should provide evidence that they are capable of providing a service robust and flexible enough to deal
with the unique demands that could be placed on a Hospital at any time.

26.3 The Trust in conjunction with emergency services and the Environment Agency will advise the Contractor(s) of the
nature of any excess waste created.

Part B Page 26of 76

 26.4 Contractor(s) should note that subject to the major incident in question, additional bins/containers maybe required in
addition to bins/containers already on site(s)

26.5 The healthcare sector is subject to seasonal fluctuations in demand and therefore fluctuations in waste production.
The contractor will be expected to cope with these fluctuations with increases or decreases in service as required.
See part C for monthly waste production figures.

27. SUB-CONTRACTING*
27.1 Tenderers shall indicate within their tender proposal aspects of the contract they would intend to sub-contract and/or
employ a third party to fulfil the service(s) specified within the contract specification.

27.2 Tenderers shall provide name(s), addresses(s) and contact details of proposed sub-contacted suppliers and/or third
parties to be employed within the contract in their tender proposal together with all relevant licences and
requirements as detailed in Section 11.

27.3 The Contractor(s) shall not sub-contract the collection, transportation or disposal of waste with out the prior consent
in writing of the Trust.

27.4 Where sub-contracting arrangements do exist, the Contractor(s) shall arrange for all invoices to be co-ordinated with
the Trust receiving one consolidated monthly invoice.

27.5 Any associated administration charges for the management of third-parties and/or sub-contracted services (including
the consolidation of collections, invoicing arrangements etc) must be indicated in Document 5: Offer Schedule in the
(Additional Costs).

Part B Page 27of 76

28. CONTRACT IMPLEMENTATION ACTION PLAN*
28.1 Tenderers are required to provide a comprehensive Contract Implementation Action Plan within their tender proposal
describing how they propose to implement the contract if they are successful.

28.2 The Contract Implementation Action Plan will outline the following:

28.2.1 Any pre-contract information or meetings required

28.2.2 The proposed collection schedule for each individual site within the Trust once the contract commences
28.2.3 How the handover from existing Contractors will be managed
28.2.4 Proposed plan for the ordering and delivery of new bins/containers to the Trust
28.2.5 The method of transportation to be used for the collection of waste
28.2.6 Details of recruitment, training and development and mobilisation of staff to service/deliver the contract
28.2.7 The co-ordination of any sub-contracting/third party arrangements required to fully service the contract as specified
28.2.8 Proposed timetable to complete duty of care visits for the relevant Trust representatives

28.3 Tenderers are at liberty to nominate a revised collection frequency. Proposals will be agreed in with the RD&E prior
to the contract commencing, the RD&E reserves the right to refuse proposals.

28.4 The Contractor(s) is at liberty to nominate a revised collection frequency during the course of the contract. Proposals
will not adversely affect the overall cost of the contract and must be provided in writing to the Trust a month before
the proposal is due to commence. The Trust reserves the right to reject requests to alter collection frequencies.

28.5 The Implementation Plan provided by Tenderers is subject to alteration and agreement between the successful
Contractor(s) and the Trust.

Part B Page 28of 76

29. SPILLAGE/ACCIDENTS*
29.1 Spillages and/or accidents on Trust sites or whilst carrying Trust waste must be immediately reported to the Trust
contact/s and confirmed in writing within 48 hours.

29.2 Tenderers must provide a method statement for dealing with any spillage, burstage or accident within their proposal.

29.3 Costs arising to clear spillages, burstages or accidents that occur shall be included within the Document 5: Offer
Schedule (Additional Costs).

29.4 Costs associated with clearing spillages, burstages or accidents where the Contractor(s) has been at fault, must be
met by the Contractor(s).

30. NOISE CONTROL

30.1 The Contractor(s) shall ensure that all measures are taken to control the noise levels produced by his operations on
the Trust site(s) required under or by virtue of any enactment, regulation or Codes of Practice or by the working rules
of any industry.

30.2 The Contractor(s) attention is drawn in particular to Part III of the Control of Pollution Act 1974, Part III of the
Environmental Protection Act 1990 and any Regulation made or Codes of Practice approved there under.

30.3 The Contractor(s) is to note that they will be working in a hospital environment. All noise levels are to be kept down
to a minimum.

31. CONTRACTOR’S STAFF

31.1 The Contractor(s) shall ensure that every person employed by the Contractor(s) and / or sub-contractor(s) employed
for the provision of waste management services, is at all times properly and sufficiently trained by having participated

Part B Page 29of 76

 in a formal training programme prior to commencing work. Details of training records should be available as
requested by the Trust.

31.2 Staff appointed by the Contractor(s) and / or sub-contractor(s) and / or temporary staff must be aware of all relevant
rules and procedures concerning Health and Safety at Work and the recording of all accidents and untoward
occurrences involving waste disposal procedures from the Trust sites.

31.3 Reportable incidences (i.e. RIDDOR) whilst undertaking work on behalf of the Trust, must be reported on the
appropriate Accident/Incident Form and copies forwarded to the authorised officer(s) for the Trust.

31.4 The Contractor(s)’s staff shall be required to carry and display a form of identification for any period during which
they are working on the Trust premises.

31.5 The Contractor(s) shall provide suitable uniforms for their staff at all times while on the Trust premises and ensure
that staff are dressed in appropriate protective uniforms/work wear.

31.6 The Trust expects the highest standards of personal hygiene, courtesy and consideration from all of the
Contractor(s)/sub-contractor(s) staff at all times.

31.7 The Contractor(s) shall prohibit their staff from smoking on Trust property.

31.8 The Contractor(s) shall ensure that mobile phones and radio devices will not be used within Trust properties without
first securing the permission of the relevant trust representative(s).

31.9 The Trust reserves the right to request the removal of staff who fail to carry out the service to the standards required
by the Trust as outlined within the contract specification.

31.10 The Contractor(s) shall fulfil the requirements of the contract with a minimum of disruption. Specific attention should
be drawn to the following:

Part B Page 30of 76

31.10.1 Not to convey any articles to or from a patient or have any dealing with any patient unless so requested by the authorised
officer.
31.10.2 Not to trespass on Trust property but confine themselves strictly to the locality of their work.
31.10.3 The Contractor(s) attention is drawn to the provisions of the Mental Health Act 1983 which, lays down penalties to which
persons employed in Mental Health Hospitals are liable upon conviction for misconduct with patients. A copy of the Act may
be seen in the office of the Unit Manager and Contractor(s) are reminded that ignorance of the law is not regarded as a
defence in the Courts.
31.10.4 The Contractor(s) and relevant staff employed on this contract must at all times be mindful of the need to respect patient
confidentiality, and should not interact verbally or physically with patients.

31.11 The Contractor(s) shall be liable for both authorised and unauthorised acts of its employees whilst carrying out their
duties in line with the contract specification whilst they are on the Trust premises.

31.12 The Contractor(s) shall ensure that:

31.12.1 Every person newly recruited to be employed by the Contractor(s) and / or sub-contractor(s) in and about the provision of
the services shall, at the Contractor(s)’s expense, at the commencement of the contract period or that person’s employment
(whichever shall be the latter) be medically screened. A copy of which shall be made available to the Trust’s Occupational
Health Service.
31.12.2 Any employee shall be excluded from the site when suffering from any infectious or communicable disease.

31.13 In the event of Contractor’s staff who have, or who may have, access to the Trust sites during the course of the
Contract being criminally prosecuted for a serious offence (as defined in the Police and Criminal Evidence Act 1984),
the Contractor(s) must immediately supply the authorised officer with a full report of the circumstances and,
ultimately, of the outcome of any judicial procedures.

Part B Page 31of 76

32. SECURITY
32.1 The Contractor(s) shall be responsible for the security of all goods and equipment used by the Contractor(s) in or
about the provision of the services or otherwise belongs to.

33. MONITORING OF THE CONTRACT*

33.1 The Contractor(s) and the authorising officers of the Trust will be responsible for monitoring the quality and
effectiveness of the service. All Tenderers must submit with their tender a statement on how these standards will be
achieved and monitored in practice. This will be agreed between the Contractor(s) and the Trust.

33.2 Tenderers must provide a written outline of how they propose to monitor, trace and audit the contract during the life
of the agreement within their tender proposal.

33.3 The Trust, in accordance with its Duty of Care principles will agree a formal monitoring system with the Contractor(s),
to commence at the start of the contract and be based on a continuous assessment process throughout the life of the
contract.

33.4 The Trust, reserves the right to inspect with or without prior notice, all records relating to the performance of the
contract.

33.5 The Trust reserves the right to visit any specified holding / waste disposal site (s) with or without prior notice during
the contract period.

33.6 A contract review meeting will be held on a monthly basis between the Contractor(s) and the Trust representatives.
As the contract progresses then these meetings may be reduced to a less frequent level but may also be increased
as necessary. The Trust reserves the right to arrange review meetings as deemed necessary.

Part B Page 32of 76

 33.7 Tenderers must provide a method of arbitration for any or all such matters that may cause dispute between both
parties under this contract, within their tender proposal. The Trust reserves the right to accept or modify this method
prior to acceptance of the agreement with the successful Contractor(s).

34. PRICE, PAYMENT AND SUPPORTING INVOICE/CREDIT MANAGEMENT INFORMATION

34.1 The Trust will require the following monthly management information pertaining to their waste collections in support
of the monthly invoice. This should be in the form of a Microsoft Excel spread sheet

34.1.1 Site Location

34.1.2 Date of service provided
34.1.3 Number and size of each container collected from each site
34.1.4 Total weight for each waste stream/fraction/resource per collection
34.1.5 Final disposal method of the above
34.1.6 Any bin or other equipment rental where appropriate
34.1.7 All the above data for all waste uplifts
34.1.8 Copies of all waste transfer notes (either electronic or paper)

34.2 All invoices must quote the current price per tonne/unit, or unit cost, for the collection and relevant Waste Transfer
Notes / Consignment Notes and any other paperwork/administration charges

34.3 Where sub-contracting arrangements do exist, the Contractor(s) shall arrange for all invoices to be co-ordinated with
the Trust receiving one consolidated monthly invoice with the information listed in 36.1.1-36.1.8 provided as
supporting information.

Part B Page 33of 76

 34.4 Any associated administration charges for the management of third parties and/or sub-contracted services (including
the consolidation of collections, invoicing arrangements etc) must be indicated in Document 5: Offer Schedule
(Additional Costs).

34.5 A schedule of costs for bin cleaning should be provided as part of the tender offer.

34.6 The Contractor(s) must have in place a fully auditable identification and tracking system from point of collection to
disposal of all waste stream

34.7 A computerised/web-based tracking system is desirable albeit not essential.

35. QUALITY ASSURANCE/ENVIRONMENTAL POLICY*

35.1 Tenderers must have a certified Environmental Management System, either ISO14001, EMAS, or Green Dragon
Level 5.

35.2 Tenderers shall provide details of the quality assurance system and/or accreditations (including copies of certificated
evidence) operated by their company, which are applicable to this contract.

35.3 Tenderers shall provide details of the quality assurance system and/or accreditations (including copies of certified
evidence) for the proposed sub-contractors who form part of the tenderers offer to deliver this contract.

35.4 Tenderers shall provide details of any environmental policies and/or accreditations (including copies of certificated
evidence) developed/received by their company, which are applicable to this contract.

35.5 Tenderers shall provide details of the environmental policies and/or accreditations (including copies of certified
evidence) for the proposed sub-contractors who form part of the tenderers offer to deliver this contract.

Part B Page 34of 76

36. PUBLIC HOLIDAYS
36.1 The Contractor(s) must ensure that service schedules and staffing levels are unaffected by Public Holidays.

37. CONTRACT MANAGEMENT*

37.1 All Tenderers are asked to provide a written proposal within their tender submission for the provision of a Contract
Manager, together with their current qualifications and experience, who will be a single point of contact for the Trust.

37.2 In the absence of the Contract Manager the contractor(s) will notify the authorised officer, in writing, of a named
representative who is nominated to deputise, together will their current qualifications and experience.

37.3 The Contractor(s) will be required to nominate a competent person(s) who can be contacted during operational
hours.

37.4 The Contractor(s) will be required to nominate a competent person(s) who can be contacted in the event of an
emergency. An out of office out of hours phone number will be required.

37.5 The Trust will supply the Contractor(s) with similar out of hours contact names for each of the sites included within
the contract.

38. INNOVATIONS/ADDITIONAL SERVICES*

38.1 The Trust welcome any initiatives/innovations from Tenderers to help minimise waste levels, embrace recycling.
These initiatives should be sustainable and cost effective in the provision of environmental best practice. Tenderers
should include all proposals in writing via their tender proposal.

38.2 Tenderers are required to include within their tender submission a written proposal on how they would seek to reduce the
amount of waste taken to landfill.

Part B Page 35of 76

 38.3 Tenderers are encouraged to provide written proposals for any additional services they believe should be added to the
contract. Proposals should be provided in writing via their tender proposal.

38.4 Costs associated with the development/inclusion of these services should be included in the Other Costs section of
Document 5: Offer Schedule (Additional Costs).

38.5 Offensive Waste stream (list of waste regulations code: 18.01.04.) This waste stream is currently managed by a specialist
Healthcare Waste Contractor. Two years into the life of the Contract the Clinical Waste Contract comes up for renewal.
The Trust will be seeking the best option for disposing of this waste stream. Tenderers are encouraged to provide details
of how they could manage this non-hazardous Healthcare waste in a cost effective manner and if they would take the
opportunity to do so.

38.6 Carbon Management. The Trust has been mandated to reduce its carbon emissions and to this end is working to improve
carbon reporting methods. Tenderers are encouraged to provide information on how they could assist the Trust in both
reporting carbon and setting carbon reduction targets for waste derived carbon dioxide equivalent.

38.7 Tenderers are encouraged to provide information stating how they would support the Trust in achieving carbon reduction
targets relating to waste management.

38.8 The Trust reserves the right to accept or reject any proposed innovations/additional services prior to acceptance of an
offer.

39. COMPLAINTS
39.1 The Contractor shall respond to any complaint, verbal or otherwise, and in connections with the provision of these
services, within 48 hours of receipt. Failure to do so may result in a breach of the contractual obligation between the two
organisations.

39.2 Tenderers are to provide details of their escalation procedure with their tender submission

Part B Page 36of 76

40. MEASURING, MONITORING & REPORTING
40.1 The RD & E will, where possible, accurately measure and monitor its waste arisings and performance. The co-operation
of all waste contractors is key to the success of this monitoring and, as such KPI’s will be placed on waste contractors to
ensure this data is collected. This information shall be provided to the RD &E in an electronic format and provided on a
monthly basis.

Basic requirements of the monitoring reports should include:

• A breakdown of the materials collected

• Accurate weights on the total quantities of all waste being collected

• Accurate weights for all materials recovered, recycled, disposed to landfill etc

• Recycling rates of materials recycled, for example through a Materials Recovery Facility (MRF) or through composting

• Disposal to landfill rates of all materials disposed to landfill

As well as these basic monitoring and report requirements, the RD& E will work with its contractors with a view to developing a
more granular reporting system. This may include:

Part B Page 37of 76

 • Accurate reporting on the breakdown of material, by material type and EWC Code, being collected and how and where they
have been recovered, recycled or disposed

• Data reports on the quantity and percentage of materials being recycled and/or recovered

• Data reports on the quantity of waste being disposed to landfill

• Online access and archiving of legal documentation, including Waste Transfer Notes, Consignment Notes, Waste Carrier’s
Registrations and Environmental Permits

• Date reports on the or recovery routes calculated carbon emissions associated with disposal, recycling

• Statistical and graphical representation of the provided disposal and recycling data

41. WASTE, STREAM, TARGETS AND INDICATORS

41.1 Targets have been set against significant waste streams and where there are no specific targets we have set
management aspirations

Waste Stream Preferred Disposal Management Aspiration Indicators Targets

Method What we will measure

Part B Page 38of 76

General Waste Disposal to landfill % Waste diverted from landfill (tonnes)

Or other treatment
?-% recycling rate by---?
Reduce waste to landfill by---
Dry Recyclables Recycle Dry material recycled (tonnes)
% by---?
Glass Recycle Increase our recycling Glass material (recycled (tonnes)

Scrap Metal Recycle rate, without increasing Metal recycled (tonnes)

overall consumption
Wood Recycle Wood recycled (tonnes)

Cardboard Recycle Cardboard recycled (tonnes)

Confidential Waste (paper) Recycle Confidential material recycled (tonnes)

Food Waste Food Waste diverted from landfill (tonnes)

Hazardous Waste Reduce To reduce the Hazardous waste (tonnes)

occurrence of hazardous
wadste from our sites

Waste Electrical and Recycling of To dispose of allhardous WEEE (tonnes)

Electronic Equipment (WEEE) WEEE waste in accordance with
statutory legislation

Furniture Reuse before To continue recycling Furniture Reused/recycled (items)

recycling furniture and where
possible reuse

Ink and Toner cartridges Recycling To continue recycle Cartridges (units)

cartridges

Part B Page 39of 76

42. SERVICE LEVEL AGREEMENT (SLA)

The contract will be monitored using the following KPI’s / SLA’s on a monthly basis
The Contractor/Service Provider must obtain a minimum score of 80% or more in total each month against the items listed below in the SLA

Service Level Agreement

Score

Outstanding Performance 100%

Exceeds standards of contractual agreement 90%

Part B Page 40of 76

Meets standards and expectations 80%

Below standards - requires improvement 70%

Unacceptable -immediate improvement required 60%

Operating Issues Score

Adherence to collections schedules

Report writing - accuracy and on time

Customer care / liaison

Staff related issues

Punctuality / Reliability

Uniform and appearance

Management Support

Response and problem solving

Consistent delivery of service

Part B Page 41of 76

 Efficient/Timely Processing of Orders

Communication

Invoicing and account management

Score
Overall Performance %

Operational Issues

Staff related issues

Management support

% score

The Trust will require monthly reporting and review of the SLA over the life of the contract initially on a monthly basis for the first 3 months of the contract and
then every 3 months; depending on performance

Part B Page 42of 76

PART C: TRUSTSERVICE SCHEDULE/WASTE DATA
43 CURRENT SERVICE SCHEDULE:
43.1.Healthcare waste collections. N.B. Wonford site Healthcare waste collections are made by Trust staff who transport the
waste to North Road for onwards removal by the Healthcare Waste contractor.is this correct?

HEALTHCARE WASTE COLLECTIONS

Site/Location of Bins Quantity of Size of Bins Collection Times Collection Frequency
Bins
Twice Daily
Wonford
25 660 litre Wheelie Bins Between the Hours of 06.00 - 22.00 Am and Pm
North Road
Monday - Saturday
Twice Daily
Wonford
25 660 litre Wheelie Bins Between the Hours of 06.00 - 22.00 Am and Pm
Mortuary Hill
Monday - Saturday
Wonford Twice a week
1 660 litre Wheelie Bins Between the Hours of 06.00 - 22.00
Diabetes Centre Tuesday & Friday
Wonford
Daily Am
Peninsular Medical 1 660 litre Wheelie Bins Between the Hours of 06.00 - 22.00
Monday - Friday
School / RILD
Wonford
Daily Am
Pharmacy 1 660 litre Wheelie Bins Between the Hours of 06.00 - 22.00
Monday - Saturday
CVAS Unit
Wonford Daily Pm
4 660 litre Wheelie Bins Between the Hours of 06.00 - 22.00
HSDU Monday - Saturday
Wonford Daily Am
4 660 litre Wheelie Bins Between the Hours of 06.00 - 22.00
Laundry Monday - Saturday
Heavitree Daily
12 660 litre Wheelie Bins Between the Hours of 08.00 - 17.00
Day Case unit Am and Pm
Contract Specification – Document 4 (March 2007)

Rev 07.00 Part C Page 43of 76

 Monday - Friday
Occupational Health Weekly
1 660 litre Wheelie Bins Between the Hours of 06.00 - 22.00
Heavitree Wednesday
Monday
Mardon House
2 660 litre Wheelie Bins Between the Hours of 08.00 - 17.00 Wednesday &
Rehabilitation Unit
Friday
Weekly
Exeter Mobility Centre 1 660 litre Wheelie Bins Between the Hours of 08.00 - 17.00
Wednesday

43.2 Domestic Waste collections. N.B. Wonford site Healthcare waste collections are made by Trust staff who transport the
waste to North Road for onwards removal by the Healthcare Waste contractor.is this correct?

Domestic Waste Collections

Site/Location of Bins Quantity of Size of Bins Collection Times Collection Frequency
Bins
Twice Daily
Am and Pm
10 cubic meter Monday – Saturday
Wonford North Road 2 Between the Hours of 06.00 - 22.00
Towable Cage what are they collecting
if this is the drop off
point?
Twice Daily
10 cubic meter
Wonford Mortuary Hill 1 Between the Hours of 06.00 - 22.00 Am and Pm
Towable Cage
Monday - Saturday
Twice a week
Wonford Diabetes Centre 2 1100 litre Wheelie Bins Between the Hours of 06.00 - 22.00
Tuesday & Friday
Wonford Peninsular Daily Am
2 1100 litre Wheelie Bins Between the Hours of 06.00 - 22.00
Medical School / RILD Monday - Friday
Wonford Pharmacy Daily Am
2 1100 litre Wheelie Bins Between the Hours of 06.00 - 22.00
CVAS Unit Monday - Saturday
Contract Specification – Document 4 (March 2007)

Rev 07.00 Part C Page 44of 76

 Daily Pm
Wonford HSDU 2 1100 litre Wheelie Bins Between the Hours of 06.00 - 22.00
Monday - Saturday
Daily Am
Wonford Laundry 2 1100 litre Wheelie Bins Between the Hours of 06.00 - 22.00
Monday - Saturday
Wonford Residences.
16 1100 litre Wheelie Bins Between the Hours of 08.00 and 10.00 Friday, fortnightly
(see section 28.9)
Daily
Heavitree
6 1100 litre Wheelie Bins Between the Hours of 08.00 - 17.00 Am and Pm
Day Case unit
Monday - Friday
Occupational Health Weekly
1 660 litre Wheelie Bins Between the Hours of 06.00 - 22.00
Heavitree Wednesday
Monday
Mardon House
3 1100 litre Wheelie Bins Between the Hours of 08.00 - 17.00 Wednesday &
Rehabilitation Unit
Friday
Weekly
Exeter Mobility Centre 1 1100 litre Wheelie Bins Between the Hours of 08.00 - 17.00
Wednesday

43.3 Other waste streams

Other Waste Collections

Site/Location of Bins Waste Stream Quantity of Size/Type of Bins Collection Times Collection
Bins Frequency
Between the Hours of
Wonford North Road
06.00 - 22.00
Between the Hours of
Wonford Mortuary Hill
06.00 - 22.00
Between the Hours of
Wonford Diabetes Centre
06.00 - 22.00
Wonford Peninsular Between the Hours of
Medical School / RILD 06.00 - 22.00
Contract Specification – Document 4 (March 2007)

Rev 07.00 Part C Page 45of 76

 Wonford Pharmacy Between the Hours of
CVAS Unit 06.00 - 22.00
Between the Hours of
Wonford HSDU
06.00 - 22.00
Between the Hours of
Wonford Laundry
06.00 - 22.00
Wonford Residences Between the Hours of
Dry Mixed Recycling 5 1100lt Friday, fortnightly
(see section 28.9) 08.00 and 10.00
Wonford Residences Between the Hours of
Glass 3 1100lt Friday, fortnightly
(see section 28.9) 08.00 and 10.00
Heavitree Between the Hours of
Day Case unit 08.00 - 17.00
Occupational Health Between the Hours of
Heavitree 06.00 - 22.00
Mardon House Between the Hours of
Rehabilitation Unit 08.00 - 17.00
Between the Hours of
Exeter Mobility Centre
08.00 - 17.00

43.4 Royal Devon and Exeter Foundation Trust Wonford Site waste tonnages

Wonford Site Est. Vol. Per Year (Tonnes unless otherwise stated)

Type of Waste 10-11 11-12 12-13 (july)

Healthcare Waste (including infectious and offensive) 694 678 224

Cytotoxic Waste 23 22 8

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part C Page 46of 76

 Wonford Site Est. Vol. Per Year (Tonnes unless otherwise stated)

Type of Waste 10-11 11-12 12-13 (july)

Domestic/Black Bag Waste 686 669 234

Estates General Waste Skip 95 64 18

Non-confidential paper

Furniture

Scrap metal

Dry Mixed Recycling

Glass

Printer/Toner Cartridges

Wood

Food Waste

Cardboard

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part C Page 47of 76

 Wonford Site Est. Vol. Per Year (Tonnes unless otherwise stated)

Type of Waste 10-11 11-12 12-13 (july)

Waiting for figures from last

Small mixed Non-haz WEEE 6.5
collection

Compact Fluorescent Tubes .661 .275 .339(by mercury)

Fridges WEEE .5 1.3 1.6

Estates Garden Waste Skip check this is a green waste skip and
6x14yrd 3x14yrd 1x14 yrd
not a general waste skip

Textile Waste

Chemicals

Mercury

Oils

Paints

Products containing CFC’s

Solvents

X-ray chemicals

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part C Page 48of 76

 Wonford Site Est. Vol. Per Year (Tonnes unless otherwise stated)

Type of Waste 10-11 11-12 12-13 (july)

Mattresses

X-ray films (confidential)

Recording Media

Confidential waste

Feminine Hygiene

43.4 Royal Devon and Exeter Heavitree Site

Heavitree Site – Significant site reduction to OPD only in 20xx Est. Vol. Per Year (Tonnes unless otherwise stated)

Type of Waste/Category 10-11 11-12 12-13 (july)

Healthcare Waste 42 38 13

General Waste Skip 13x8yrd 2.5 1x8yrd

41.2 RDEFT Mardon House site

Mardon House Site Est. Vol. Per Year (Tonnes unless otherwise stated)

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part C Page 49of 76

 Type of Waste/Category 10-11 11-12 12-13 (july)

Healthcare Waste 5 5 1

Domestic E.C.C. weight E.C.C

not on
spreadsheet

43.4 RDEFT Exeter Mobility Centre

Exeter Mobility Centre Site Est. Vol. Per Year (Tonnes unless otherwise stated)

Type of Waste/Category 10-11 11-12 12-13 (july)

Healthcare Waste .5 .3 .1

General waste skip is this used for black bags? 1x14yrd per month 1x14yrd per month 1x14yrd per month

43.5 RDEFT D.O.A

DOA Site Est. Vol. Per Year (Tonnes unless otherwise stated)

Type of Waste/Category 10-11 11-12 12-13 (july)

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part C Page 50of 76

 43.6 RDEFT Occupational Health (Heavitree)

Occupational Health (Heavitree) Site Est. Vol. Per Year (Tonnes unless otherwise stated)

Type of Waste/Category 10-11 11-12 12-13 (july)

43.7 RDEFT Bell House

Bell House Site Est. Vol. Per Year (Tonnes unless otherwise stated)

Type of Waste/Category 10-11 11-12 12-13 (july)

1x skip

41.3 RDEFT Honeylands

Honeylands Site Est. Vol. Per Year (Tonnes unless otherwise stated)

Type of Waste/Category 10-11 11-12 12-13 (july)

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part C Page 51of 76

 43.8 RDEFT SDRU

SDRU Site Est. Vol. Per Year (Tonnes unless otherwise stated)

Type of Waste/Category 10-11 11-12 12-13 (july)

Healthcare Waste 18 25 8

Domestic Waste weight not on

spreadsheet

44 DISCLAIMER ON DATA PROVIDED

44.1 Figures provided are only a guide/estimate, based on information provided by the current Contractor(s) and are correct
according to the trusts best knowledge and understanding. The Trust is not liable for any additional costs incurred due to the
inaccuracy of data provided.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part C Page 52of 76

45 EXISTING CONTRACTS/DETAILS
45.1 The following Contractors are employed by the Trust to manage existing waste contracts:

Supplier(s) and Contact Expiry Date of

Type of Waste
Details Contract

Healthcare Waste xxxxxxxxx 31/03/2015

Domestic and General Waste xxxxxxxxxxxx 31/03/2013

Mixed Recycling xxxxxxxxxxxx 30/04/2013

Oily Rags xxxxxx

Confidential waste
xxxxxxx 30/04/2015
collection service for the rd&e

Fire Extinguishers xxxxxx

Histology/Pathology chemicals xxxxxxx

IT equipment

Textile Waste

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part C Page 53of 76

 Supplier(s) and Contact Expiry Date of
Type of Waste
Details Contract

If a consortium, please replicate the list per trust

46 DETAILS OF WASTE STORAGE/HOLDING EQUIPMENT ON SITE

Tenderers are advised that the Trust currently has access to the following waste storage/holding equipment on its site/s:

Approx
Approx Contact Details of Lease
Type of equipment Size Date Owner of Equipment Lease Expiry Date
Age Company
Installed

Main Cardboard Baler Mill sized ?

bales

Secondary Baler

Estates General Waste 30yrd NA.

Skip

Estates Wood Waste 30yrd

Skip

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part C Page 54of 76

 Approx
Approx Contact Details of Lease
Type of equipment Size Date Owner of Equipment Lease Expiry Date
Age Company
Installed

Estates Metal Waste 7yrd

Skip

Estates Haz WEEE

container

Estates Non-haz
WEEE container

Compactor

Tow Truck

Recycling Units

INSERT APPLICABLE
ITEMS NOT
INCLUDED ON THE
LIST OR DELETE
NON APPLICABLE
ITEMS

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part C Page 55of 76

PART D: EVIDENCE/SUPPORTING INFORMATION
REQUIRED FROM TENDERERS
47 INFORMATION REQUIRED BY TENDERERS
47.1 As indicated throughout the contract specification,
Tenderers are required to provide either a written statement or
further information were a heading is marked with a *.

47.2 Tenderers are requested to structure their tender proposal

as follows:

TENDER DOCUMENTATION

Information Required Check List

Offer Schedule (Document 5)

Form of Offer (Document 6)

PART A: INTRODUCTION/GENERAL INFORMATION

Information Required Check List

Clause 1.8: Statement if Tenderer cannot perform any part of

this contract or agree with NHS Terms and Conditions of
Contract for the Supply of Services and/or the Supplementary
Conditions of Contract.

Clause 5.2: Price Review Mechanism proposed.

Clause 6.1: References from at least three NHS customers

(including annual all park value of contract – clause 6.2).

Clause 6.3: Reference/contact details of previous/existing NHS

consortium/collaborative contracts – For Consortium Contracts
only.

Clause 7.1: Any additional information that the Tenderer feels is

applicable to this contract.

Clauses 8.1 and 8.2: Provide details of lead officer preparing the
tender proposal on behalf of the Tenderer and/or the proposed
contract manager.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 56of 76

PART B: TECHNICAL REQUIREMENT OF THE CONTRACT

Information Required Check List

10. Legislation and Guidance

Clause 10.1: Provide full details of any convictions or

prosecutions brought against the company for the failure to
comply to waste legislation and regulations during the past three
years.

Clause 10.4: Statement of conformity to existing waste

regulations.

Clause 10.5: Statement regarding potential effects/impact to the

Tenderer of revised/future waste legislation.

Clause 10.8: Provide details of any trade bodies/associations

they are accredited to or members of (Sanitary Medical Disposal
Services Association, Chartered Institute of Waste
Management, Environmental Services Association etc).

11. Licences

Clause 11.1 (including clauses 11.1.1 to 11.1.9): Copies of all

certificates and licences for primary treatment/disposal sites to
service this contract and details of back up treatment/disposal
sites applicable to the contract.

12. Duty of Care

Clause 12.1.2: Provide comprehensive written documentation

relating to all aspects of the contract.

Clause 12.1.3: Provide a fully detailed audit trail relating to the

collection of all waste streams – including appropriate method
statements where significant risk is identified.

Clause 12.1.4: Provide Details of weighbridge facilities/or other

weighing processes that will be used for this contract.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 57of 76

 Information Required Check List

Clause 12.1.5: Produce a complete procedure, which covers all

of the requirements of the Environmental Protection Act,
including Code of Practice on Duty of Care, COSHH and the
requirements of the Health and Safety at Work Act (including
risk assessment documentation).

Clause 12.2: Provide a ‘Duty of Care’ report for any organisation

that they propose to use in the execution of this contract either
frequently or on a contingency basis.

13. Waste Categories (delete if not TWM contract)

Clause 13.4: Statement regarding the Tenderers intention to

use a third party or sub-contract any aspect of this contract.

Clause 13.5: Statement clarifying if a Tenderer intends not to

manage various waste streams (even via sub-contracting/third
party arrangements) included within the specification.

20. Storage of Healthcare Waste

Clause 20.2: Statement on the type, size and estimated number

of healthcare waste containers to be provided on site(s) to store
waste awaiting collection.

Clause 20.9: Statement on how bins/containers would be

cleansed before being returned to for reuse.

Clause 20.11: Description on how cleansing process proposed

would minimise cross infection.

Clause 20.12: Details of tenderers container recording system.

21. Storage of Hazardous Healthcare Waste

Clause 21.2: Tenderers to provide details of containers they

propose to use for Hazardous Healthcare Waste if they are
successful.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 58of 76

 Information Required Check List

23. Storage of Domestic and General Waste

Clause 23.2: Statement on the type, size and estimated number

of Domestic and General waste containers to be provided on
site(s) to store waste awaiting collection.

25. Service Schedule

Clause 24.4: Suggestions from tenderers on how the Trust can

improve its service schedule(s) and/or waste storage/handling
equipment.

26. Service Variation

Clause 26.3: A proposed mechanism for agreeing variations as

part of their submission

29. Collection of Healthcare Waste

Clause 29.5: Provide details of the number of bins/containers to

be supplied as part of the contract.

Clause 29.8: Proposed written statement on how third

party/sub-contracted invoice payments would be managed by
the Tenderer.

30. Collection of Hazardous Healthcare Waste

Clause 30.5: Provide details of the number of bins/containers to

be supplied as part of the contract.

Clause 30.8: Proposed written statement on how third

party/sub-contracted invoice payments would be managed by
the Tenderer.

31. Collection of Hazardous non Healthcare Waste

Clause 31.5: Provide details of the number of bins/containers to

be supplied as part of the contract.

Clause 31.8: Proposed written statement on how third

party/sub-contracted invoice payments would be managed by
the Tenderer.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 59of 76

 Information Required Check List

32. Collection of Domestic Waste

Clause 32.3 Provide details of the proposed cleaning schedule

of all Domestic and General bins/containers provided as part of
the contract.

Clause 32.6: Provide details of the number of bins/containers to

be supplied as part of the contract.

Clause 32.8: Proposed written statement on how third

party/sub-contracted invoice payments would be managed by
the Tenderer.

33. Collection of Miscellaneous Waste

Clause 33.5: Provide details of the number of bins/containers to

be supplied as part of the contract.

Clause 33.8: Proposed written statement on how third

party/sub-contracted invoice payments would be managed by
the Tenderer.

35. Transportation of Waste

Clause 35.2 Provide details of how they propose to transport

waste from collection points to waste treatment facilities and if
applicable how treated waste is transported to final disposal
sites.

Clause 35.10: Provide contact details of tenderers Dangerous

Goods Safety Advisor (DGSA) – including:

• evidence of qualifications, certification and technical

competence

• a copy of the most recent Dangerous Goods Safety

Advisor Report

37. Waste Treatment Facilities

Clause 37.1: Full details of waste treatment process proposed

by the tenderer, to be used during the course of the contract.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 60of 76

 Information Required Check List

Clause 37.2: Full details regarding the performance history of all

proposed facilities (including contingency facilities) that will be
used to service the contract.

38. Disposal of Healthcare Waste

Clause 38.1: Full details of where healthcare waste will be

disposed of – including addresses of site(s)/facilities.

Clause 38.2: Copies of all licences as stipulated in section 11 of

the contract specification.

Clause 38.7: Full details of contingency plans for the treatment

of the Trust healthcare waste in the event of a waste facility
being unavailable.

Clause 38.9: Written confirmation that any designated waste

disposal plant/facility or standby facilities named within the
tender proposal are permitted / authorised by the Environment
Agency/Local Authority to receive healthcare waste.

39. Disposal of hazardous healthcare waste

Clause 39.1: Details of how the tenderer will undertake separate

collection arrangements of hazardous healthcare waste and
provide suitable disposal systems to ensure their safe disposal.

Clause 39.2: Full details of where hazardous healthcare waste

will be disposed of – including addresses of site(s)/facilities.

Clause 39.3: Copies of all licences / permits as stipulated in

section 11 of the contract specification.

Clause 39.8: Full details of contingency plans for the treatment

of the Trust hazardous healthcare waste in the event of a waste
facility being unavailable.

Clause 39.10: Written confirmation that any designated waste

disposal plant/facility or standby facilities named within the
tender proposal are permitted / authorised by the Environment
Agency/Local Authority to receive hazardous healthcare waste.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 61of 76

 Information Required Check List

40. Disposal of Hazardous non Healthcare Waste

Clause 40.1: Details of how the tenderer will undertake separate

collection arrangements of Hazardous waste and provide
suitable disposal systems to ensure their safe disposal.

Clause 40.2: Full details of where Hazardous waste will be

disposed of – including addresses of site(s)/facilities.

Clause 40.3: Copies of all licences / permits as stipulated in

section 11 of the contract specification.

Clause 40.7: Full details of contingency plans for the treatment

of the Trust Hazardous waste in the event of a waste facility
being unavailable.

Clause 40.9: Written confirmation that any designated waste

disposal plant/facility or standby facilities named within the
tender proposal are permitted / authorised by the Environment
Agency/Local Authority to receive Hazardous waste.

41. Disposal of Domestic/General Waste

Clause 41.2: Copies of all licences as stipulated in section 11 of

the contract specification.

Clause 41.4: Full details of where Domestic and General waste

will be disposed of – including addresses of sites(s)/facilities.

Clause 41.6: Full details of contingency plans for the treatment

of the Trust Domestic and General waste in the event of a waste
facility being unavailable.

Clause 41.8: Written confirmation that any designated waste

disposal plant/facility or standby facilities named within the
tender proposal are permitted / authorised by the Environment
Agency/Local Authority to receive Domestic and General waste.

42. Disposal of Miscellaneous Waste

Clause 42.2: Copies of all licences as stipulated in section 11 of

the contract specification.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 62of 76

 Information Required Check List

Clause 42.4: Full details of where Miscellaneous waste will be

disposed of – including addresses of sites(s)/facilities.

Clause 42.6: Full details of contingency plans for the treatment

of the Trust Miscellaneous waste in the event of a waste facility
being unavailable.

Clause 42.8: Written confirmation that any designated waste

disposal plant/facility or standby facilities named within the
tender proposal are permitted / authorised by the Environment
Agency/Local Authority to receive Miscellaneous waste.

43. Recycling/Waste Minimisation

Clause 43.1: Provide a proposal which will address the issue of

recycling within the Trust.

Clause 43.2: Copies of all licences / permits as stipulated in

section 11 of the contract specification.

Clause 43.5: Full details of recycling sites and/or disposal site

locations proposed for this contract.

44. Other Waste Streams

Clause 44.1: Proposals from tenderers on other waste streams

that do not form part of the current contract specification.

Clause 44.3: Copies of all licences as stipulated in section 11 of

the contract specification.

Clause 44.5: Full details of waste facility and/or disposal site

locations proposed for other waste streams.

45. Equipment

Clause 45.1: Proposal from suppliers of additional equipment

which could form part of the contract.

47. Sub-contracting

Clause 47.1: Confirmation of sub-contacting/third party

arrangements – including name, addresses and contact details
of suppliers.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 63of 76

 Information Required Check List

Clause 47.2: Name(s), Addresses and contact details of

proposed sub-contracted suppliers and/or proposed third parties
to be employed within the contract together with all relevant
licences and requirements as detailed in paragraph 11.

48. Contract Implementation Action Plan

Clause 48.1: Provide a comprehensive statement on how the

contract will be implemented / managed by the Tenderer.

49. Spillages/Accidents

Clause 49.2: Provide a method statement on how spillages,

burstages or accidents are managed by the Tenderer.

52. Monitoring of the Contract

Clause 52.1: Provide a statement on how the Tenderer will

monitor and achieve a quality and effective service for the Trust.

Clause 52.2: Provide a written outline of the system that will be

used to monitor, trace and audit the contract.

Clause 52.7: Tenderers method of arbitration.

54. Quality Assurance/Environmental Policy

Clause 35.1: Tenderers Quality assurance system and/or

accreditation (e.g. ISO 9001/2 certificate.

Clause 35.3: Proposed Subcontractors Quality assurance

system and/or accreditation (e.g. ISO 9001/2 certificate.)

Clause 54.3: Tenderers Environmental policies and/or

accreditation (e.g. ISO 14001 certificate).

Clause 54.4: Proposed Subcontractors Environmental policies

and/or accreditation (e.g. ISO 14001 certificate).

56. Contract Management

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 64of 76

 Information Required Check List

Clause 56.1: Provide a written proposal for the provision of a

Contract Manager, together with their qualifications and
experience.

57. Waste Advisor/Manager (delete if not required)

Clause 57.1: Provide a written proposal for the provision of a

Waste Advisor/ Manager.

58. Innovations/Additional Services

Clause 58.1: Provide written proposals for any

initiatives/innovative services that could be added to the
contract.

Clause 58.2: Provide written proposals for any additional

services that could be added to the contract.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 65of 76

ADDITIONAL INFORMATION REQUIRED:

Information Required Check List

Details of capacity - both in terms existing average throughput

and maximum capacity at site/s and facilities which will be used
to manage the trust/consortiums (delete non applicable)
healthcare/hazardous healthcare/hazardous/domestic (delete
non applicable or all if TWM) waste.

Sites owned by the Tenderer.

Sites utilised/available to the Tenderer for contingency

purposes.

Statement on the Tenderers conformance to Waste Incineration

(England and Wales) Regulations 2002; Directive on the
incineration of waste (00/76/EC); relevant IPPC and any LAPPC
permits and the potential effect on sites that would be utilised for
this contract (both nominated site/s and contingency site/s).

Written statement on how the Tenderer will propose to manage

the treatment/disposal of Prescription Only Medicine (POM)
Contaminated Sharps.

Provide example copies of transfer notes that the Tenderer will

use on the Trust contract.

Provide an outline of services that will be provided by the

Tenderer.

Provide an outline of how the contract will be managed – details

of staff (both contract manager and drivers/operators),
organisation structure applicable to the contract,
competency/experience of key staff and how escalation
procedures will operate.

Provide an outline of how new staff are vetted prior to their

recruitment.

Provide details on staff appraisal and training

(content/frequency undertaken by the Tenderer.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 66of 76

 Information Required Check List

Provide details on how new and existing staff are medically

screened.

Provide details on staff uniforms and protective clothing that will

be used by staff undertaking this contract.

42. COST/PRICE CLARIFICATION REQUIRED ON DOCUMENT

5: OFFER SCHEDULE
42.1 As indicated throughout the contract specification,
tenderers are required to provide additional cost/price
clarification for various elements of the contract within
Document 5: Offer Schedule.

Information Required Check List

1. Introduction

Clause 1.9: Supply of labour, waste containers, materials,

transport and associated facilities to provide a waste collection,
transport and recycling/disposal service.

Clause 1.11: Document 5: Offer Schedule must be completed in

the format provided by the Trust – alternative methods will not
be considered.

13. Waste Categories

Clause 13.3: Tenderers are required to provide prices/costs for

each of the separate groups of waste which are included within
the contract specification.

20. Storage of Healthcare Waste

Clause 20.13: Costs for Hooks, Towing Bars etc need to be

provided in the Additional Costs section of Document 5: Offer
Schedule – both in terms of initial costs at the start of the
contract and for the replacement of these items due to wear/tear
and loss.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 67of 76

 Information Required Check List

Clause 20.14: Costs for Waste Container Keys at the start of the
contract need to be provided in the Additional Costs section of
Document 5: Offer Schedule.

Clause 20.15: Costs for Waste Container Keys replacement

keys (to replace lost keys) during the course of the contract
need to be provided in the Additional Costs section of Document
5: Offer Schedule.

21. Storage of Hazardous Healthcare Waste

Clause 21.4: Breakdown of costs associated with hazardous

Healthcare Waste (cost of bins, transportation, hazardous waste
consignment notes, disposal etc) must be provided in Document
5: Offer Schedule.

22. Storage of Hazardous non Healthcare Waste

Clause 22.3: Breakdown of costs associated with Hazardous

Waste (cost of bins, transportation, hazardous waste
consignment notes, disposal etc) must be provided in Document
5: Offer Schedule.

25. Service Schedule

Clause 25.4: Any costs associated with service schedule/

service level improvements (i.e. use of new/alternative waste
holding/storage equipment) must be provided in the Additional
Costs section of Document 5: Offer Schedule.

34. Recording of Waste Collection and Disposal

Clause 34.1: Charges for Controlled Waste Transfer Notes must

be provided in the Additional Costs section of Document 5: Offer
Schedule.

Clause 34.2: Charges for Hazardous Waste Consignment Notes

must be provided in the Additional Costs section of Document 5:
Offer Schedule.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 68of 76

 Information Required Check List

45. Equipment

Clause 45.3: Costs for additional equipment must be provided in

the Additional Costs section of Document 5: Offer Schedule.

47. Sub-Contracting

Clause 47.5: Administration charges for third party/sub

contractor arrangements (consolidated collections, invoicing etc)
must be provided in the Additional Costs section of Document 5:
Offer Schedule.

49. Spillage/Accidents

Clause 49.3: An outline of any costs arising to clear spillages,

burstages or accidents need to be provided in the Additional
Costs section of Document 5: Offer Schedule.

53. Price, Payment and Supporting Invoice/Management Information

Clause 53.4: Administration charges for third party/sub

contractor arrangements (consolidated collections, invoicing etc)
must be provided in the Additional Costs section of Document 5:
Offer Schedule.

56. Waste Advisor/Manager

Clause 56.2: Costs for the provision of a Waste

Advisor/Manager must be included in Document 5: Offer
Schedule. Prices include the provision of a full time basis
(clause 56.2.1) and a pro-rata/ad-hoc basis (clause 56.2.2).

57. Innovations/Additional Services

Clause 57.3: Costs associated with suggested additional

services and/or innovations must be included within the
Additional Costs section of Document 5: Offer Schedule.

Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 69of 76

PART E: CONTRACT AWARD CRITERIA/WEIGHTING
48 CONTRACT AWARD CRITERIA AND WEIGHTING1
48.1 The contract award criteria/weighting that will be used to evaluate bids for this
contract will be as follows:

GENERAL CRITERIA: FOR ALL CONTRACTS:

Contingency Planning Insert Weighting

Duty of Care/Visit to Suppliers Premises Insert Weighting

Environmental Systems/Policy Insert Weighting

Financial Capability Insert Weighting

General Information Insert Weighting

Implementation Plan Insert Weighting

Innovations and Solutions to Problems Insert Weighting

Price/Running Costs Insert Weighting

Quality Assurance/Audit Systems Insert Weighting

Service Characteristics Insert Weighting

Technical Capability Insert Weighting

Technical/Legal Conformity Insert Weighting

Understanding of Specified Requirements/NHS Insert Weighting

Experience

ADDITIONAL CRITERIA FOR TOTAL WASTE MANAGEMENT CONTRACTS:

Site visit to Total Waste Management flag ship/reference Insert Weighting

site

Understanding/Experience of Total Waste Management Insert Weighting

within the NHS

Waste Manager proposal Insert Weighting

Waste reduction, re-use and recycling proposals Insert Weighting

42.2 The Trust will apply a series of sub-criteria to the above

evaluation criteria above.
Contract Specification – Document 4 (March 2007)

Rev 07.00 Part D Page 70of 76

APPENDIX A: LEGISLATION AND GUIDELINES
The following legislation and guidelines list is not exhaustive and the Insert name of
Trust will require the appointed Contractor(s) to ensure that it notifies and advises the
trust/participating trusts (delete applicable) to all relevant current/future legislation,
regulation and guidelines in order to ensure that the trust/participating trusts (delete
applicable) it meets their individual/its (delete applicable) duty of care:

PLEASE NOTE: THE FOLLOWING LIST OF LEGISLATION AND GUIDELINES

APPLIES TO ENGLAND ONLY.

Carriage of Dangerous Goods by Road Regulations 1996 SI 2095

Clean Neighbourhoods and Environment Act 2005
Control of Pollution (Amendment) Act 1989
Control of Substances Hazardous to Health Regulations 2002 SI 2677
Controlled Waste Regulations 1992 SI 588
Controlled Waste (Amendment) Regulations 1993 SI 566
Controlled Waste (Registration of Carriers and Seizure of Vehicles) Regulations
1991SI 1624 and Amendment (SI1998/605)
Directive 00/76/EC on the incineration of waste
Directive 1999/36/EC on Transportable Pressure Equipment
Directive 2001/7/EC adapting for the third time to technical progress Council
Directive 94/55/EC on the approximation of the laws of the Member States with
regard to the transport of dangerous goods by road
Directive 2002/96/EC on waste electrical and electronic equipment as amended by
EU Directive 2003/108/EC.
Directive 2003/28/EC applying the European Agreement concerning the International
Carriage of Dangerous Goods by Road
Directive 2004/35/CE on Environmental Liability
Directive 2006/121/EC amending Directive 67/548/EEC on the approximation of
laws, regulations and administrative provisions relating to the classification,
packaging and labelling of dangerous substances in order to adapt it to Regulation
(EC) No 1907/200
Directive 75/442/EEC on waste as amended by - (i) Directives 91/156/EEC and
91/692/EEC; (ii) Commission Decision 96/350/EC; and (iii) Regulation (EC) No
1882/2003
Contract Specification – Document 4 (March 2007)

Rev 07.00 Appendix A Page 71of 76

Directive 91/155/EEC on safety sheets
Directive 91/689/EEC Hazardous Waste Directive as amended by Council Directive
94/31/EC
Directive 94/62/EC of the European Parliament and the Council on packaging and
packaging waste amended by Directive 2004/12/EC, Commission Decision
1999/177/EC , Commission Decision 2001/171/EC& Commission Decision
2006/340/EC amending Decision 2001/171/EC
Directive 96/29/EURATOM on basic safety standards for the protection of the health
of workers and the general public against the dangers arising from ionising radiation
Directive 96/49/EC on the approximation of the laws of Member States with regard to
the transport of dangerous goods by rail (as amended by Directive 2000/62/EC and
Directive 2003/29/EC)
Directive 96/61/EC on Integrated Pollution Prevention and Control (the "IPPC
Directive")
Directive00/76/EC on the incineration of waste
End of Life Vehicles Regulations 2003 (SI 2003/2635)
End of Life Vehicles (Producer Responsibility) Regulations 2005 SI 263
Environment Act 1995
Environmental Protection Act 1990
Environmental Protection (Disposal of Polychlorinated Biphenyls and other
Dangerous Substances) (England and Wales) Regulations 2000 SI 1043
Environmental Protection (Duty of Care) Regulations 1991 (SI1991/2839)
Environmental Protection (Duty of Care) (England) Amendment) Regulations 2003
(SI2003/63). NB: SI2003/1720 in Wales)
Environmental Protection Act 1990 (Amendment of Section 57) (England and Wales)
Regulations 2005 No. 3026
Environmental Protection Act 1990 (Extension of Section 140) Regulations SI 1999
No 396
Environmental Protection Act 1990 (Modification of section 112) Regulations
1992 No. 2617
EU Regulation 259/1993 on the Supervision and Control of Shipments of Waste
Hazardous Waste Directive 91/689/EEC as amended by Council Directive 94/31/EC
Hazardous Waste (England and Wales) Regulations 2005 SI 894

Contract Specification – Document 4 (March 2007)

Rev 07.00 Appendix A Page 72of 76

Health and Safety at Work Act 1974
Health and Safety at Work etc 1974 (Application to Environmentally Hazardous
Substances) (Amendment) Regulations 2005 (SI 2005/1308)
Ionising Radiations Regulations 1999 SI 3232
Landfill (England and Wales) Regulations 2002 SI 1559

Landfill (England and Wales) (Amendment) Regulations SI2004/1375)

Landfill (Scheme Year and Maximum Landfill Amount) Regulations 2004 SI 1936
Landfill Tax Regulations 1996 SI 1527
Landfill Tax (Amendment) (No 2) Regulations 2003 SI 2313
Landfill Tax (Amendment) Regulations 2003 SI 605
Landfill Tax (Qualifying Material) Order 1996
List of Wastes (England) Regulations 2005 SI 895
Noise and Statutory Nuisance Act 1993
Packaging (Essential Requirements) Regulations 2003, SI 1941
Packaging (Essential Requirements) (Amendment) Regulations 2004, SI 1188
Pollution Prevention and Control (Unauthorised Part B Processes) (England and
Wales) Regulations 2004 SI434
Pollution Prevention and Control Act 1999
Producer Responsibility Obligations (Packaging Waste) Regulations 1997, SI 648
Producer Responsibility Obligations (Packaging Waste) (Amendment) Regulations
1999, SI 1361
Producer Responsibility Obligations (Packaging Waste) (Amendment) (No2)
Regulations 1999, SI 3447
Producer Responsibility Obligations (Packaging Waste) (Amendment) (England and
Wales) Regulations 1999, SI 3375
Producer Responsibility Obligations (Packaging Waste) (Amendment) (England)
Regulations 2002, SI 732
Producer Responsibility Obligations (Packaging Waste) (Amendment)
(England/Wales/Scotland) 2003 SI 3294 / 613 / 3238
Radioactive Material (Road Transport) (Amendment) Regulations 2003, SI 1867
Radioactive Material (Road Transport) Regulations 2002, SI 1093
Radioactive Substances Act 1993, as amended

Contract Specification – Document 4 (March 2007)

Rev 07.00 Appendix A Page 73of 76

Road Transport Directive (2002/15/EC) as implemented by the Road Transport
(Working Time) Regulations
The Environmental Information Regulations 2004 (SI3391/2004)
The Environmental Protection (Prescribed Processes and Substances) (Amendment)
(Hazardous Waste Incineration) Regulations 1998

The Pollution Prevention and Control (England and Wales) (Amendment) (England)
Regulations 2006
The Pollution Prevention and Control Act 1999
The Radioactive Substances Act 1993
The Waste Electrical and Electronic Equipment Regulations SI 2006 /3289
The Waste Incineration (England and Wales) Regulations 2002 No. 2980
Waste and Emissions Trading Act 2003
Waste and Emission Trading Act 2004 Order 2004 (SI 2004/1874 and 1488)
Waste Management Licensing (Amendment) (England) Regulations 2003 (SI
2003/595)
Waste Management Licensing Regulations 1994 (SI1994/1056) as amended
Waste Management Licensing (England and Wales) (Amendment and Related
Provisions) (No. 2) Regulations 2005 (SI 2005/1528)
Waste Incineration (England and Wales) Regulations 2002, SI 2980
Waste Management Licences (Consultation and Compensation) Regulations 1999,
SI 481
Source: Environment Agency (www.environment-agency.gov.uk) and NetRegs
www.netregs.gov.uk 2 March 2007

Contract Specification – Document 4 (March 2007)

Rev 07.00 Appendix A Page 74of 76

APPENDIX B: FUTURE REGULATIONS AND
GUIDELINES TO CONSIDER:
• Budget adjustments to the rate of Landfill Tax and potential changes to the
exemption regime

• Batteries Regulations (implementing the Batteries Directive)

• Changes to DoH guidance on safe management of healthcare waste

o The DoH web pages on waste contain template and example: local
clinical waste disposal procedure within a total waste management
regime; total waste management policy and strategy; waste manager
job description as well as briefing notes on relevant topics such as
WEEE and diabetic care (sharps disposal) and guidance on
healthcare waste minimisation)

• Environmental Liability Regulations (implementing the Environmental Liability

Directive)

• Environment Agency Technical Guidance Document WM2 - Interpretation of

the definition and classification of hazardous waste Technical Guidance’

• Environment Agency web pages on waste

o Outcome of the EA and DEFRA consultation on amendments to the

Duty of Care for waste and revision to statutory guidance
o Outcome of the EA consultation on site waste management plans for
the construction industry
o Outcome of the EA consultation on trans frontier shipment of waste

• NetRegs

• NHS Estates Health Techncial Memorandum 07-01: Safe Management of

Healthcare Waste, November 2006

• NHS Estates “Total Waste Management Best Practice Advice on Local Waste
Management for the NHS in England”. London, 2004. ISBN 0-11-322493-1.
(Only available in hard copy from the Stationary Office.)

• PASA pages on waste including access to waste management and

sustainable development training framework (NHS only)

Contract Specification – Document 4 (March 2007)

Rev 07.00 Appendix B Page 75of 76

EXPLANATATORY NOTES

Part E: Contract Award Criteria and Weighting

1
Criteria and weighting must be developed to meet the needs and requirements of
the trust/consortium. The list provided is not an indicative or an exhaustive list.
PASA have developed a Scoring Criteria/Weighting Mechanism for all waste
contracts – this can be used in conjunction with this document and can be accessed
via the PASA Website.

Explanatory Notes Page 76of 76

Mini competition for the Procurement of
Waste Management Services

LPP/2017/011 – [Lot number]

Document 4 – Waste Specification

Northern Devon Healthcare NHS Trust

Torbay and South Devon NHS Foundation Trust

January 2018
Version Control
Contributor(s) Date Version Comments

Contact Details
Name
Telephone
Email
Contents
1 LEGISLATION, REGULATIONS AND GUIDANCE ................................................................................ 2
2 LICENCES ......................................................................................................................................... 2
3 DUTY OF CARE ................................................................................................................................. 3
4 WASTE CATEGORIES........................................................................................................................ 4
5 HAZARDOUS WASTE 2008/98/EC (EWC 2002) ............................................................................... 4
6 CONTAINER POLICY ......................................................................................................................... 6
7 STORAGE OF CLINICAL HAZARDOUS WASTE .................................................................................. 6
8 STORAGE OF MISCELLANEOUS WASTE ........................................................................................... 7
9 SERVICE SCHEDULE ......................................................................................................................... 8
10 SERVICE VARIATION .................................................................................................................... 8
11 COLLECTION POINTS ................................................................................................................... 8
12 COLLECTION TIMES ..................................................................................................................... 8
13 COLLECTION OF HAZARDOUS WASTE ......................................................................................... 8
14 RECORDING OF WASTE COLLECTION AND DISPOSAL ................................................................. 9
15 TRANSPORTATION OF WASTE................................................................................................... 10
16 VEHICLE ACCESS ........................................................................................................................ 11
17 WASTE TRANSFER/TREATMENT/DISPOSAL FACILITIES ............................................................. 12
18 DISPOSAL OF HAZARDOUS WASTE ........................................................................................... 12
19 RECYCLING/WASTE MINIMISATION .......................................................................................... 13
20 EQUIPMENT .............................................................................................................................. 13
21 MAJOR INCIDENTS .................................................................................................................... 14
22 SUB-CONTRACTING ................................................................................................................... 14
30.1 CONTRACT IMPLEMENTATION ACTION PLAN .......................................................................... 14
23 SPILLAGE/ACCIDENTS................................................................................................................ 15
24 NOISE CONTROL ........................................................................................................................ 15
25 CONTRACTOR’S STAFF .............................................................................................................. 15
26 MONITORING OF THE CONTRACT ............................................................................................. 17
27 PRICE, PAYMENT AND SUPPORTING INVOICE/MANAGEMENT INFORMATION ....................... 18
28 QUALITY ASSURANCE/ENVIRONMENTAL POLICY ..................................................................... 18
29 PUBLIC HOLIDAYS ...................................................................................................................... 19
30 CONTRACT MANAGEMENT ....................................................................................................... 19
31 INNOVATIONS/ADDITIONAL SERVICES ..................................................................................... 19
32 APPENDIX A LEGISLATION AND GUIDELINES ............................................................................ 21
1. APPENDIX B FUTURE REGULATIONS AND GUIDELINES TO CONSIDER ..................................... 23
WASTE MANAGEMENT SERVICES SPECIFICATION (GENERIC)

Document 4 – Specification 1
1 LEGISLATION, REGULATIONS AND GUIDANCE
1.1 Contractors must provide full details of any convictions or prosecutions brought against the
company for the failure to comply with waste legislation and regulations during the past
three years.

1.2 The Contractor(s) will be required to comply with all current and future legislation,
regulations and guidelines during the term of the contract. The Authority recognises that
legislative and regulative compliance from Contractor(s) does not absolve the Authority
from their own specific responsibility to comply with legislation and regulations. The
Authority will require the appointed Contractor(s) to ensure that it notifies and advises the
Authority to all relevant current/future legislation, regulation and guidelines in order to
ensure that the Authority meet their individual Duty of Care as stipulated in the
Environmental Protection Act 1990.

1.3 Attached for information is Appendix A which is a list of legislation and guidelines that are
applicable to this contract. This list is not exhaustive and will be regularly reviewed and
updated inline with new legislation, regulation and guidelines during the term of the
contract to ensure the Authority meet their individual duty of care

1.4 Attached as Appendix B, is a list of regulations and best practice guidance that will be
introduced and/or revised during the term of the contract. Contractors are requested to
provide a written statement within their tender proposal on how these changes may affect
their ability to operate the contract or if there will be an impact on costs provided within
their tender submissions in future.

1.5 The Contractor(s) will be required to prepare and present proposals to the Authority to
encompass new legislation, regulation and best practice as and when enacted.

1.6 If any statutory requirements or regulations are found to be contravened by the

Contractor(s) or any sub-contractor working on his behalf, the Authority will reserve the
right to terminate the contract in accordance with NHS Conditions of Contract for the
Supply of Services for any material breach.

1.7 Contractors must provide details of any trade bodies/associations they are accredited to or
members of (Sanitary Medical Disposal Services Association, Chartered Institute of Waste
Management, Environmental Services Association etc).

2 LICENCES
2.1 The contractor must submit to the Authority copies of all certificates, licences, consents
and environmental permits if not already supplied in particular:

2.1.1 Waste Carrier Registration Certificate.

2.1.2 Environmental Permits whether issued by a Local Authority or the Environment Agency.

2.1.3 Registered waste management exemptions.

Document 4 – Specification 2
2.1.4 Contractors must provide full details of the primary treatment site(s) (including location,
capacity, permits etc) that are proposed to service the Authority’s contract.

2.1.5 Contractors must provide details of the local Environment Agency office that issued the
permit(s) for all primary treatment sites proposed to service the Authority’s contract.

2.1.6 Full details of all backup treatment/disposal sites or facilities to be used by the Contractor
in the event of a primary site being unavailable.

2.1.7 Copies of any other consents, licences and permits the contractor believes are relevant to
the contract.

2.1.8 Dangerous Goods Safety Report

2.2 The Contractor(s) shall ensure that waste must be treated by methodologies that are
authorised by the Environment Agency and /or Local Authority. Treatment processes
operating without appropriate authorisation must not be used.

2.3 The Contractor(s) shall immediately advise the Authority of any suspension, withdrawal or
refusal to renew any permit, licence, certificate or permissions applicable to carrying out
the requirements of this contract during the term of the contract.

2.4 The Contractor(s) will be responsible for all costs associated with finding an alternative
Contractor(s)/treatment facility if there is a failure on their part to undertake the services
outlined within the specification at any time during the contract period.

2.5 The Authority will require sight of an electronic/scanned copy of the original licences and
other relevant documents on an annual basis and will reserve the right to inspect any
transit station and disposal facilities at any reasonable time, as implied under the Code of
Practice ‘Waste Management the Duty of Care’.

2.6 Contractors are advised that the Authority will not award any part of the contract to a
Contractor(s) or Sub-Contractor(s) who are unable to provide formal evidence of any of the
required permits necessary to operate this contract within their tender proposal.

3 DUTY OF CARE
3.1 To ensure that the Authority’s Duty of Care in respect of waste is adequately discharged
Contractors are required to:

3.1.1 Visit the sites, prior to tendering in order to establish the suitability of their proposed
arrangements for the removal of waste.

3.1.2 Provide comprehensive written documentation relating to all aspects of the contract.

3.1.3 Provide a fully detailed audit trail relating to the collection of all waste streams - including
appropriate method statements where significant risk is identified.

3.1.4 Provide details of weighbridge facilities and waste tracking processes.

Document 4 – Specification 3
3.1.5 Produce a complete procedure, which covers all the requirements of the Environmental
Protection Act 1990 and Hazardous Waste Regulations 2014, including Code of Practice
on Duty of Care, COSHH and the requirements of the Health and Safety at Work Act.
This must include formal Risk Assessment documentation and details of measures taken
to monitor and review.

3.2 Contractors are requested to provide a ‘Duty of Care’ report for any organisation that they
propose to use during the execution of this contract either frequently or on a contingency
basis. Reports provided must be no older than 12 months old.

3.3 Adherence to Duty of Care principles will be a continuing process throughout the duration
of the contract. The Authority reserves the right to monitor the waste through all stages of
disposal. This is to ensure that no divergence from specification or instances of
unacceptable working practice occurs. This will be in accordance with the Authority’s Duty
of Care requirements. Part of the monitoring process will require access to the disposal
facilities during the provision of the service. This action shall in no way absolve the
Contractor from its responsibilities under statutory legislation as part of this contract.

4 WASTE CATEGORIES
4.1 The separate waste streams the Contractor(s) will be required to manage under this
contract are specified in sections 5, 6 and 7 of this specification. This list is not
exhaustive and may be subject to change throughout the life of the contract.

4.2 Any changes and potential cost implications will be negotiated between the Contractor(s)
and the Authority.

4.3 Contractors are required to provide pricing for each of the separate groups of waste, which
are included within the contract specification. All costs and prices must be included within
the Offer Schedule.

4.4 Contractors must inform the Authority of their intention to sub-contract or the utilisation of a
third party to service or manage any of the waste streams included within this contract on
their behalf, within their period of the SLA.

5 HAZARDOUS WASTE 2008/98/EC (EWC 2002)

5.1 PLEASE NOTE: This section is in compliance with the current EU Directives including the
European Waste Catalogue (EWC) coding for waste categories and the Health Technical
Memorandum 07-01: Safe management of healthcare waste.

5.2 The Contractor will classify waste in accordance with the requirements detailed in Section
5 to 7 below:

5.3 Hazardous Waste includes both clinical and non-clinical Waste (detailed below).

5.4 The Document European Waste Catalogue defines how each type of hazardous waste
should be processed.

Document 4 – Specification 4
5.5 CLINICAL:

18 01 XX Waste from natal care, diagnosis, treatment or prevention of disease in humans.

18 01 01 Sharps except 18 01 03.

18 01 02 Body parts and organs including blood bags and blood preserves (except 18 01
03).

18 01 03 X Waste whose collection and disposal is subject to special requirements in order

to prevent infection.

18 01 06 X Chemicals consisting of dangerous substances.

18 01 07 Chemicals other than those listed in 18 01 06 X.

18 01 08 X Cytotoxic and cytostatic medicines.

18 01 09 Medicines other than those mentioned in 18 01 08 X.

18 01 10 X Amalgam waste from dental care.

5.6 OFFENSIVE WASTE:

5.7 The term offensive/hygiene waste describes healthcare waste which is non-infectious and
does not require specialist treatment or disposal, but which may cause offence to those
coming into contact with it. Offensive/hygiene waste includes waste previously described
as human hygiene waste and “Sanpro” waste and does not need to be classified for
transport. It is not a clinical waste under controlled waste regulations and is non
hazardous. The waste is non-hazardous and is described as 18 01 04 (human
healthcare) 18 02 03 (animal healthcare) or 20 01 99 (municipal) in the EWC codes.
Offensive/hygiene waste is not infectious, therefore, for transport purposes; it is not
classified as dangerous goods.

5.8 18 01 04 Waste whose collection and disposal is not subject to special requirements in
order to prevent infection, e.g. dressings, plaster casts, linen, disposable clothing (Not
considered hazardous if segregated from other clinical waste streams).

5.9 NONCLINICAL HAZARDOUS WASTE

Infectious waste

Laboratory Chemicals

Cleaning Chemicals

Oils

Asbestos

Paints

Solvents

Document 4 – Specification 5
 Aerosols (flammable propellants and hazardous contents)

5.10 Subject to revised legislation and regulations, these categories are subject to
alteration during the course of the contract.

5.11 The list provided is an indication and not an exhaustive list. This list may be modified to
meet the needs of the Authority during the course of the contract.

6 CONTAINER POLICY
6.1 The colour coding adopted by the Authority for containers, is that recommended by Health
Technical Memorandum 07-01: Safe management of healthcare waste.

6.2 All clinical waste bags/containers are sealed with a numbered tag or label for identification
purposes or stored in a uniquely identifiable (bar-coded) container for audit purposes, or in
the case of sharps bins the details of the label completed. All containers must meet
current legislation and the use of overpack stickers to reclassify the waste stream provided
free of charge.

7 STORAGE OF CLINICAL HAZARDOUS WASTE

7.1 The Contractor(s) is required to provide clean, individually numbered (where appropriate),
lockable and wheeled (where appropriate) containers at all times for all external storage
areas. The purpose is to store bagged clinical waste, sharps containers, placenta bins
and/or bins for anatomical waste and other types of containersContractors are encouraged
to evaluate current arrangements for the handling and storage of hazardous and non-
hazardous waste on the participating trusts sites, with a view of putting forward proposals
which will offer more effective and efficient on site management of waste. Contractors
should supply technical information and costs relating to any additional equipment
proposed as part of their submission.

7.3 The containers, subject to the approval of the Authority’s authorised officer(s), shall
minimise the handling of waste and be compatible with both the Authority’s and the
Contractor’s transportation systems. Contractors shall fully describe, at the time of
tendering, the type, size and estimated number of containers to be provided per Authority
and per Site to store waste awaiting collection.Containers that become unsuitable for
continued use through wear, loss or any other reasonable reason shall be withdrawn
immediately from service and replaced as necessary at the Contractor’s expense.The
containers will remain the property of and be maintained by the Contractor(s) throughout
the contract. The containers must be promptly removed from the Authority’s site on the
expiry or termination of the contract.The Contractor(s) shall ensure that there are an agreed
number of containers available at all times, to meet the requirements of the collection of
clinical waste across the Authority during the length of the contract.The Contractor(s) will
be required to provide containers in excess of normal requirements to accommodate
emergency overflow of clinical waste. The Contractor shall indicate the response time for
this request. Documented evidence must be provided of contingency plans in the event of
major plant or transport failure.All containers used for clinical waste collection should be
colour coded and labelled as per Section 5 of Health Technical Memorandum 07-01: Safe
management of healthcare waste and meet all requirements of current and future
legislation (including UN Guidance and Markings).

Document 4 – Specification 6
7.9 The Contractor(s) shall collect containers, where appropriate, and as per the agreed
frequency and replace them with decontaminated empty containers of the same size as
per the agreed schedule (see appendix) and /or decant smaller bins as and when
required and when bin exchange is not possible.

7.10 The Contractor(s) shall be responsible for the internal and external cleaning of the
containers, with an agreed cleaning schedule established with the Authority prior to the
contract commencing.Each Contractor must identify how containers would be cleansed
and disinfected before being returned to the various collection points for re-use. Contractor
shall include full details of the proposed method of cleansing, which shall comply with the
Environment Agency requirements.The container shall have no rough or inaccessible
surfaces, to ensure total internal and external cleansing. The container should withstand
frequent cleansing without deterioration in quality and not be liable to corrosion.Contractors
should describe how their cleaning process would minimise cross infection. Contractors
must take into account the relevant Department of Health, Health and Safety Executive and
Environment Agency standards.The following cleaning schedules for waste containers are
required as follows:

For bin exchange – at each exchange

For static bins – minimum, every six months

The contractors are reminded that the bin cleaning element of the specification is
considered to be an essential part of this contract.

7.14 Each container must be uniquely identified by a number/code, as part of the Contractor(s)
recording system.

7.15 The Contractor(s) is to provide the agreed number of hooks, towing bars etc. (where
applicable) to enable the containers to be towed. The Contractor(s) is also required to
provide replacements as required throughout the contract, due to normal wear and tear.
The cost is to be included in the contract price, with price details provided in the offer
Schedule (Additional Costs).

7.16 The Contractor(s) is to provide the agreed number of container keys, to the Authority’s
authorised officers and all replacement keys required for the duration of the contract. The
cost of issuing an initial set of keys at the commencement of the contract is to be included
in the contract price, with price details provided in the offer Schedule (Additional Costs).

7.17 The Contractor(s) is to provide replacement keys as and when required by the Authority
authorised officers upon request. The Contractor(s) may levy a charge for replacement
key(s) (unless otherwise stated in their tender proposal). Costs for replacement keys must
be included in the offer Schedule (Additional Costs).

8 STORAGE OF MISCELLANEOUS WASTE

8.1 The Contractor(s) will be required to provide appropriate containers for the safe storage of
miscellaneous waste including dental and gypsum.

8.2 The containers, subject to the approval of the Authority’s authorised officer(s), shall
minimise the handling of waste and be compatible with both the Authority’s and the
Contractor’s transportation systems.

Document 4 – Specification 7
9 SERVICE SCHEDULE
9.1 The service schedules will be agreed between the Authority and the Contractor(s) prior to
the start of their contracts.

9.2 Contractors are advised that the Authority require a variety of waste collection services.

9.3 The Authority encourages contractors to provide any suggestions to improve the service
schedules or the use of alternative waste holding/storage equipment.

10 SERVICE VARIATION
10.1 Variations in service requirements (including additional or reduced collections) will be
notified to the Contractor(s) as and when required.

11 COLLECTION POINTS
11.1 The Authority currently utilises a combination of single/multi collection area/drop off points,
which are not necessarily the same for all waste streams. The schedule is to be agreed by
the participating Trusts at the commencement of the contract and shall reflect the hours of
business and needs of the individual sites.

11.2 The Collection Points must be cleared as per the agreed schedule for each collection.

12 COLLECTION TIMES
12.1 Waste collections at the Authority sites will remain as per the current, or agreed, schedule
unless agreed otherwise with the authorised officers for each site. The Authority is
prepared to be flexible on collection times if the contractor demonstrates a more efficient
and economical method of operation.

12.2 It is the Authority’s responsibility to ensure access to site(s) is maintained in accordance

with the agreed service schedule. In the unusual event that a Contractor is denied access
to the site, the nominated competent person must be contacted prior to the vehicle leaving
the site. If access can’t be granted immediately, the vehicle must wait to gain access.

12.3 The Contractor(s) will be required to nominate a competent person(s) who can be
contacted in the event of an emergency. An out of hour’s phone number will be required to
ensure that the Contractor can be contacted 24 hours a day.

12.4 The Authority will supply the Contractor(s) with similar out of hours contact names for each
of the sites included within the contract.

13 COLLECTION OF HAZARDOUS WASTE

13.1 The Contractor(s) shall collect containers and replace them with cleansed empty
containers in accordance with an agreed schedule, by the Authority’s authorising officer(s).

Document 4 – Specification 8
13.2 The Contractor(s) must ensure that all replacement empty containers are functional as per
relevant legislation prior to their return to the site.

13.3 Hazardous waste will be delivered to the agreed collection/storage areas on each site by
the user in accordance with the schedule provided agreed at the start of the contract. The
schedule, to be agreed by the Authority, shall reflect the hours of business and needs of
the Authority.

13.4 Each contractor shall identify a sufficient number of decontaminated containers to be

supplied, to be agreed with the Authority prior to the commencement of the contract.

13.5 Contractor(s) will ensure that exact quantities of Hazardous waste generated can be
reported against each collection point on a monthly basis.

13.6 The Contractor(s) must provide itemised details of charges on a monthly basis for the
disposal of Hazardous waste.

13.7 Where sub-contractors/third parties are used to manage various waste streams on behalf
of the Authority via the Contractor(s), the Contractor(s) is responsible for managing and
coordinating all invoicing arrangements. Proposed methods of managing invoicing
arrangements between sub-contracted Supplier(s) and/or third parties must be provided in
writing to the Authority.

13.8 Containers supplied by the Contractor(s) (wheeled carts or rigid plastic/steel) must be UN
performance tested to meet the requirements. In the case of UN3291 Clinical Waste,
Unspecified, N.O.S., of packaging instructions P621. IBC 520 and LP621.

13.9 In respect of 17.8 the appointed Contractor(s) to supply a copy of the relevant Test
Certificate to the Authority and to comply with the conditions stated within the Certificate.

13.10 In respect of 17.8 above the appointed Contractor(s) is required to correctly mark and label
the packaging with Proper Shipping Name, UN number and Class 6.2 Danger Label before
they are loaded onto a vehicle for the purpose of carriage on public roads.

14 RECORDING OF WASTE COLLECTION AND DISPOSAL

14.1 All non-hazardous waste collected will be covered by a Controlled Waste Transfer Note in
accordance with the Waste (England and Wales) Regulations 2011.

14.2 All Hazardous waste collected will be covered by a Hazardous Waste Consignment Note
and in accordance with the Environmental Protection Act 1990 and the Hazardous Waste
(England and Wales) Regulations 2005 and subsequent amendment. Details of applicable
charges for the provision of Hazardous Waste Consignment Note must be stated in the
offer Schedule (Additional Costs).

14.3 All Controlled Waste Transfer Notes and Hazardous Waste Consignment Notes must be
signed by the Authority’s representative(s) and be in full compliance with the Waste
(England and Wales) Regulations 2011 and Hazardous Waste Regulations 2005
respectively before waste is removed from the Authority’s premises.

Document 4 – Specification 9
14.4 The weight of each consignment must be established by the use of a weighbridge or other
approved and calibrated weighing method which is weights and measures endorsed by HM
Customs and Excise.

14.5 A Waste Folder on each site will form part of the records whereby all consignment/transfer
notes will be stored for each collection. The Contractor(s) shall provide a receipt recording
the time and date of collection, the identification of bags/containers collected, the
registration number of the vehicle and the final destination of the waste. A copy of this
collection note will be provided on a monthly basis to the Authority’s representative.

14.6 After the delivery of each load the operator of the waste treatment facility shall issue to the
Contractor(s) a receipt recording the time, date and disposal method/point of the load and
the weight of the individual containers. A copy of the previous month’s receipts shall be
forwarded together with the monthly invoices to the Authority’s representative.

14.7 All consignment and receipt notes shall be numbered.

14.8 All contractors will be responsible for providing Consignee Returns for hazardous wastes
collected from the participating Trusts(s) on a quarterly basis (as required by the
Hazardous Waste Regulations, 2005 and the Hazardous Waste (England and Wales)
(Amendment) Regulations, 2009. The Consignee Return process will allow the
participating Trusts(s) to verify that waste has been disposed of at the locations detailed on
the HWCN. Consignee Returns shall be forwarded to the participating Trusts
representative(s).

14.9 The participating Trusts are particularly interested in any submissions where the contractor
is offering innovative solutions to the issues of legal paperwork completion, signing and
record keeping, for example the use of electronic systems, which may help the
participating Trusts to meet their Duty of Care requirements

15 TRANSPORTATION OF WASTE
15.1 Contractor(s) shall at all times maintain a comprehensive Transportation Plan giving details
of routes, collection points, timetables, vehicles and driver details. The Transportation Plan
should allow sufficient flexibility to accommodate any reasonable special needs that the
Authority may have. The Contractor(s) shall consult the Authority regarding any alterations.
The trusts would expect a Global Positioning System (GPS) to reduce the physical
requirements to track its waste. These reports may be requested by the participating
trusts.

15.2 The Contractor will ensure that:-

15.2.1 Trust vehicles used for providing the services are to be roadworthy in accordance with
the Road Traffic Acts and as appropriate be properly licensed by the Local Authority and
where appropriate be of a type that conforms to current Motor Vehicle Regulations (i.e.
Motor Vehicles (Construction and Use) Regulations 1986, the Carriage of Dangerous
Goods and Use of Transportable Pressure Equipment Regulations 2011 etc) and future
regulations during the Term.

Document 4 – Specification 10
15.2.2 The Contractor will provide to the Trust evidence of current registration by the appropriate
Trust, as a waste carrier for the transportation and disposal of Clinical,
Special/Hazardous and Domestic and General waste(s)/Miscellaneous waste(s).

15.2.3 Vehicles must be maintained to a high standard of reliability and roadworthiness and will
be subject to inspection at any reasonable time and may (but not unreasonably or
vexatious) instruct the Contractor not to use the said vehicles in the provision of the
services. All vehicles used must conform to the Motor Vehicles (Construction and Use)
Regulations.

15.2.4 The interior and exterior of all vehicles are kept clean and tidy.

15.2.5 It will provide adequate cover for the non-availability of vehicles for any reason.

15.2.6 The vehicles shall at all times, at the expense of the Contractor, be appropriately
licensed and insured.

15.3 The Contractor(s) shall provide evidence of insurance and breakdown cover for all
vehicles. Evidence of insurance and breakdown cover provision will be required to be
produced to the Authority’s representative(s) upon request.

15.4 The Contractor(s) shall provide evidence of current registration by the appropriate
Authority, as a waste carrier for the transportation and disposal of Clinical,
Special/Hazardous and Domestic and General waste(s)/Miscellaneous waste(s).

15.5 Contractors shall provide details of their company’s Dangerous Goods Safety Advisor
(DGSA) together with a copy of their most recent Dangerous Goods Safety Advisor Report
within their tender submission.

15.6 Contractor(s) will provide the Authority’s representative(s) with a copy of the Dangerous
Goods Safety Advisor report on an annual basis.

15.7 The Contractor(s) shall ensure that the necessary Transport Documentation required to
support the carriage of UN3291, Clinical Waste, Unspecified and N.O.S. (as required under
the CDG Road Regulations 13(2)) is completed in order to ensure that the Authority is not
in breach of their Duty of Care.

15.8 The participating Trusts representatives or nominated individuals (DGSA) may make
random inspections of vehicles and will require that drivers comply with the Carriage of
Dangerous Goods and the ADR instructions in writing, that a Dangerous Goods License is
held along with the appropriate TREM card. Vehicles must have appropriate signage on
the vehicle when carrying dangerous goods. In addition the interior and exterior of all
vehicles must be kept clean and tidy and vehicles must be maintained to a high standard of
reliability and road worthiness and Trust representatives or a nominated individual (DGSA)
may instruct the Contractor(s) not to use the said vehicles in the provision of the services
until appropriate remedial works have been implemented.

16 VEHICLE ACCESS

Document 4 – Specification 11
16.1 The Authority will ensure that adequate access and space for the Contractor(s) for the
collection of waste streams in accordance with the agreed service schedule. Locations
where adequate access is an issue are highlighted in the Abstract of Particulars document
and solutions will be discussed with the Contractor(s).

16.2 Vehicle access times are site specific. Site parking will only be permitted during the period
of loading and unloading.

16.3 The Contractor(s) will ensure vehicles used to collect waste/serve this contract will avoid
the blocking/disruption to vehicles or public access to any site.

17 WASTE TRANSFER/TREATMENT/DISPOSAL FACILITIES

17.1 Contractors are required to provide full details of the Clinical, Hazardous, Domestic and
General, Miscellaneous waste transfer, treatment and disposal processes they propose to
use during the course of the contract.

18 DISPOSAL OF HAZARDOUS WASTE

18.1 Contractors must provide full details of where all Clinical/Non Clinical Hazardous waste will
be disposed of/treated. Contractors must advise the Authority of the full name and
address(s) of the site(s)/facilities that apply to the contract.

18.2 Contractors must provide copies of licences, consents, environmental permits and
exemptions of any disposal/treatment sites that are proposed for use to service this
contract – as stipulated in Section 2 (Licences) of the contract specification.

18.3 The Contractor is to comply with the current relevant legislations relating to the disposal of
Cytotoxic and other drugs and part or whole limbs, in accordance with Department of
Health and Environment Agency guidelines

18.4 In the event that the Contractor(s) wishes to utilise alternative site(s)/facilities the Authority
must be notified in writing. Prior notification must be received at least one month before the
alternative site/facility is utilised. Before an alternative disposal site can be used the
participating Trusts’ authorised officer must confirm in writing their acceptance of this
disposal site / facility and also be in receipt of hard or electronic copies of all the
appropriate licences / permits / registrations / certificates and Duty of Care audit report’s for
the site or facility.

18.5 All waste management operations must be carried out in accordance with all current
relevant legislation. Evidence to this must be auditable and available on demand by the
authorised officers of the Authority.

18.6 The Authority reserves the right to visit annually the specified site(s)/facilities(s) in
accordance with its “Duty of Care” responsibilities under the Environmental Protection Act
1990 and the Hazardous Waste (England and Wales) Regulations 2005 and applicable
amendments.

Document 4 – Specification 12
18.7 In the event of a waste facility being unavailable, all contractors must provide clear and
detailed contingency plans within their tender proposal. The successful Contractor(s) will
be expected to continue to fulfil their obligations to the Authority in such circumstances at
no extra cost to the Authority. If this occurs the Contractor must inform the Authority’s
representative in writing, this is to ensure adherence to the Environmental Protection Act
1990, the Environmental Protection (Duty of Care) Regulations 2003. And the Waste
(England and Wales) Regulations 2011. As a minimum this should include the following:

18.7.1 The nature of the problem

18.7.2 Expected timescales for resolution of the problem

18.7.3 Any potential adverse effect on services

18.8 If the Contractor(s) contingency plans are reviewed/updated during the course of the
contract, written confirmation must be provided to the Authority.

18.9 Contractors shall provide written confirmation that any designated waste disposal
plant/facility or standby facilities named within their tender proposal are
permitted/authorised by the Environment Agency/Local Authority to receive Clinical and
Non-Clinical Hazardous waste from the Authority.

19 RECYCLING/WASTE MINIMISATION
19.1 This section does not refer to the disposal of domestic waste, but highlights opportunities
for recycling with recyclable material e.g. surgical instruments.

19.2 All Tenderers are required to provide a proposal within their tender submission, which will
address the issue of recycling and waste minimisation within the Authority. A key aim for
the successful Contractor(s) will be their ability to develop existing recycling activity as well
as proposals to increase the recycling activity.

19.3 Contractors must provide copies of licences, environmental permits and registered
exemptions of any disposal/treatment sites that are proposed for use to service this
contract – as stipulated in Section 2 (Licences) of the contract specification.

19.4 The Authority reserves the right to visit the specified site(s) in accordance with its “Duty of
Care” responsibilities under the Environmental Protection Act 1990.

19.5 The Authority must be advised of the locations of the proposed recycle site(s) and/or
transfer station(s). Any subsequent changes during the contract period must be notified in
writing in advance to the Authority. This prior notification must be received at least one
month before the subsequent changes take place.

20 EQUIPMENT
20.1 Contractors shall indicate within their tender submissions a written proposal of domestic
waste equipment (e.g. compactors), which could form part of the contract. The Authority
reserves the right to accept or reject all or part of the proposals.

Document 4 – Specification 13
20.2 Written proposals for the equipment should include the following information:

20.2.1 Perceived benefits/opportunities for the Authority if equipment is utilized.

20.2.2 Service/maintenance schedule for each piece of equipment proposed.

20.2.3 Call out/response rates if equipment is out of use or temporarily unavailable.

21 MAJOR INCIDENTS
21.1 In the event of a major incident the Contractor(s) will be responsible for disposing of the
waste generated by the Authority.

21.2 Waste generated during a major incident may consist of Clinical, Hazardous Clinical,
Hazardous Non-Clinical, Domestic and General and Miscellaneous waste.

21.3 The Authority in conjunction with emergency services and the Environmental Agency will
advise the Contractor(s) of the nature of the waste.

21.4 Contractor(s) should note that subject to the major incident in question, additional
bins/containers maybe required in addition to bins/containers already on site(s).

22 SUB-CONTRACTING
22.1 Contractors shall indicate within their tender proposal aspects of the contract they would
intend to sub-contract and/or employ a third party to fulfil the service(s) specified within the
contract specification. Please note that any sub-contractors used on this contract are
subject to all terms and conditions outlined in this specification including agency staff that
may be utilised.

22.2 Contractors shall provide name(s), addresses(s) and contact details of proposed sub-
contacted suppliers and/or third parties to be employed within the contract in their tender
proposal together with all relevant licences and requirements as detailed in Section 2.

22.3 The Contractor(s) shall not sub-contract the collection, transportation or disposal of waste
without the prior consent in writing of the Authority.

22.4 Where sub-contracting arrangements do exist, the Contractor(s) shall arrange for all
invoices to be co-ordinated resulting in one consolidated monthly invoice being submitted
to the Authority. . Invoices together with any supporting information are to be sent to the
participating Trusts representative(s) and finance department.

23 CONTRACT IMPLEMENTATION ACTION PLAN

23.1 The Contract Implementation Action Plan will outline the following:

23.1.1 The proposed collection schedule for each individual site within the Authority once the
contract commences.

Document 4 – Specification 14
23.1.2 Proposed plan for the ordering and delivery of new bins/containers to the Authority.

23.1.3 The method of transportation to be used for the collection of waste.

23.1.4 Details of recruitment, training and development and mobilisation of staff to

service/deliver the contract.

23.1.5 The co-ordination of any sub-contracting/third party arrangements required to fully

service the contract as specified.

23.1.6 Proposed timetable to complete duty of care visits for the relevant Authority‘s
representative.

23.1.7 The co-ordination of withdrawal of bins with outgoing contractor and delivering of bins by
successful contractor.

23.2 The Contractor(s) is at liberty to nominate a revised collection frequency if this suits the
Authority and does not adversely affect the overall cost and this is agreed in writing with
the Authority.

23.3 The statement provided by contractors is subject to alteration and agreement between the
successful Contractor(s) and the Authority.

24 SPILLAGE/ACCIDENTS
24.1 Spillages and/or accidents must be immediately reported to the Authority representative(s)
and confirmed in writing within 48 hours.

24.2 Contractors must provide a method statement for dealing with any spillage, burstages or
accident.

24.3 Where the Contractor is liable for the spillage or accident, the Contractor will remedy at
own cost.

25 NOISE CONTROL
25.1 The Contractor(s) shall ensure that all measures are taken to control the noise levels
produced by their operations on site required under or by virtue of any enactment,
regulation or Codes of Practice or by the working rules of any industry.

25.2 The Contractor(s) attention is drawn in particular to Part III of the Control of Pollution Act
2001, Part III of the Environmental Protection Act 1990 and any Regulation made or Codes
of Practice approved there under.

25.3 The Contractor(s) is to note that due to the working environment. All noise levels are to be
kept to a minimum.

26 CONTRACTOR’S STAFF

Document 4 – Specification 15
26.1 The Contractor(s) shall ensure that every person employed by the Contractor(s) and/or
sub-contractor(s) employed for the provision of waste management services, is at all times
properly and sufficiently trained by having participated in a formal training programme prior
to commencing work. Details of training records should be available as requested by the
Authority.

26.2 Staff appointed by the Contractor(s) and/or sub-contractor(s) must be aware of all relevant
rules and procedures concerning Health and Safety at Work and the recording of all
accidents and untoward occurrences involving waste disposal procedures from the
Authority’s site(s).

26.3 Reportable incidences (i.e. RIDDOR) must be reported on the appropriate

Accident/Incident Form to the HSE and copies forwarded to the Authority’s authorised
officer(s).

26.4 The Contractor(s)’s staff shall be required to carry and display a form of identification for
any period during which they are working on the Authority’s premises.

26.5 The Contractor(s) shall provide uniforms for their staff at all times while on the Authority’s
premises and ensure that staffs are dressed in appropriate protective uniforms/work wear.

26.6 The Authority expects the highest standards of personal hygiene, courtesy and
consideration from all of the Contractor(s)/sub-contractor(s) staff at all times.

26.7 The Contractor(s) shall prohibit their staff from smoking on any of the Authority’s premises.

26.8 The Contractor(s) shall ensure that their staff refrains from the use of mobile phones or
radio devices whilst on the premises of the Authority. A mobile phone may be used to
contact the Contractors premises.

26.9 The Authority reserves the right to request the removal of staff who fails to carry out the
service to the standards required by the Authority as outlined within the contract
specification.

26.10 The Contractor(s) shall fulfil the requirements of the contract with a minimum of disruption.
Specific attention should be drawn to the following:

26.10.1 Not convey any articles to or from a patient and/or visitor or have any dealing with any
patient and/or visitor unless so requested by the Authority’s authorised officer.

26.10.2 Not to trespass on Authority property but confine themselves strictly to the locality of their
work.

26.10.3 The Contractor(s) and relevant staff employed on this contract must at all times be
mindful of the need to respect patient confidentiality, and should not interact verbally or
physically with patients.

26.11 The Contractor(s) shall be liable for both authorised and unauthorised acts of its
employees whilst carrying out their duties in line with the contract specification whilst they
are on the Authority’s premises.

26.12 The Contractor(s) shall ensure that:

Document 4 – Specification 16
26.13 Every person newly recruited to be employed by the Contractor(s) and/or sub-contractor(s)
in and about the provision of the services shall, at the Contractor(s)’s expense, at the
commencement of the contract period or that person’s employment (whichever shall be the
latter) be medically screened, a copy of which shall be made available to the participating
Authority’s Occupational Health Services.

26.14 Any employee shall be excluded from the site when suffering from any infectious or
communicable disease.

26.15 In the event of Contractor’s staff who have, or who may have, access to the Authority sites
during the course of the Contract being criminally prosecuted for a serious offence (as
defined in the Police and Criminal Evidence Act 2005), the Contractor(s) must immediately
supply the authorised officer with a full report of the circumstances and, ultimately, of the
outcome of any judicial procedures.

26.16 The Contractor(s) shall ensure that drivers required to work at participating Trusts sites are
DBS checked.

27 MONITORING OF THE CONTRACT

27.1 The Contractor(s) and the Authority’s authorising officer(s) will be responsible for
monitoring the quality and effectiveness of the service. All contractors must submit with
their tender a statement on how these standards will be achieved and monitored in
practice. This will be agreed between the Contractor(s) and the Authority.

27.2 Contractors must provide a written outline of how they propose to monitor, trace and audit
the contract during the life of the agreement within their tender proposal.

27.3 The Authority, in accordance with its Duty of Care principles will agree a formal monitoring
system with the Contractor(s), to commence at the start of the contract and be based on a
continuous assessment process throughout the life of the contract.

27.4 The Authority, reserves the right to inspect with or without prior notice, all records relating
to the performance of the contract.

27.5 The Authority reserves the right to visit any specified holding/waste disposal sites with or
without prior notice during the contract period.

27.6 Contract review meetings will be held on a regular basis between the Contractor(s) and the
Authority’s representatives. It is intended that these meetings will provide both parties with
the opportunity to raise issues related to performance, incidents, finance, new legislation,
targets, overall tonnage, continuous improvement initiatives or any other aspect of the
contract. They will provide a forum for open discussion to ensure continued success of the
trading relationship.

27.7 We believe that TUPE may apply but request that tenderers confirm that they have
identified any issues that may affect any of the Trusts and which we need to be aware of
as part of the evaluation exercise.

Document 4 – Specification 17
28 PRICE, PAYMENT AND SUPPORTING
INVOICE/MANAGEMENT INFORMATION
28.1 The Authority will require the following management information pertaining to their waste
collections in support of the monthly invoice for each type of waste stream.

28.1.1 Site Location.

28.1.2 Date of Uplift.

28.1.3 Number and size of each container collected from each site.

28.1.4 Number of bags decanted from each site.

28.1.5 Total weight for each site for bulk collection.

28.1.6 Any bin or other equipment rental where appropriate.

28.1.7 All the above data for all waste uplifts.

28.1.8 Disposal costs

28.1.9 Breakdown of administration/legal paperwork/transport/visit charge

28.2 All invoices must quote the current price per tonne/unit, or unit cost, for the collection and
relevant Waste Transfer Notes, Hazardous Waste Consignment Notes and Certificates of
Destruction.

28.3 Where sub-contracting arrangements exist, the Contractor(s) shall arrange for all invoices
to be co-ordinated with the Authority receiving one consolidated monthly invoice. In terms
of meeting sustainability the participating trusts would prefer electronic documentation as
per instruction on communication per trust.

28.4 The Contractor(s) must have in place a fully auditable identification and tracking system
from point of collection to disposal of all waste streams.

28.5 A computerised/web-based tracking system is desirable albeit Electronic reports which can
be manipulated would be an alternative solution.

28.6 A carbon calculator for movement of the waste is also desirable.

29 QUALITY ASSURANCE/ENVIRONMENTAL POLICY

29.1 Contractors shall provide details of any updates to their quality assurance system and/or
accreditations (including copies of certificated evidence) operated by their company, which
are applicable to this contract.

29.2 Contractors shall provide details of any current and future Environmental policies and/or
accreditations (including copies of certificated evidence) developed/received by their
company, which are applicable to this contract.

Document 4 – Specification 18
30 PUBLIC HOLIDAYS
30.1 The Contractor(s) must ensure that service schedules and staffing levels are unaffected by
Public Holidays.

31 CONTRACT MANAGEMENT
31.1 In the absence of the Contract Manager the contractor(s) will notify the authorised officer,
in writing, of a named representative who is nominated to deputise, together will their
current qualifications and experience.

31.2 The Contractor(s) will be required to nominate a competent person(s) who can be
contacted during operational hours.

31.3 The Contractor(s) will be required to nominate a competent person(s) who can be
contacted in the event of an emergency. An out of office out of hour’s phone number will be
required.

31.4 The Authority will supply the Contractor(s) with similar out of hours contact names for each
of the sites included within the contract.

31.5 The Contactor(s) will provide the Authority with sustainable solutions to current and future
waste legislation (including guidance and advice).

31.6 The Contractor will:

31.6.1 Develop controlled waste segregation practices to ensure the Authority obtains best
possible value for money and meets its regulatory obligations.

31.6.2 Develop and deliver a strategy to provide personnel training to all staff that handle or are
involved with waste e.g. safety, cost, and efficiency, hygiene, control, documentation and
equipment operation.

31.6.3 The development of Key Performance Indicators to measure waste management within
the Authority.

31.6.4 Support the development of the Authority’s Environment and Sustainability Policy.

31.6.5 Monitor performance against original tender requirements/specification and report back to
Authority’s representatives.

31.6.6 Should any audits of waste be undertaken by the contractor then the Trust(s) would
expect to receive 7 days’ notice of this so that they have the ability to attend the depot. All
audits must be accompanied by a report and evidence of non-compliance.

32 INNOVATIONS/ADDITIONAL SERVICES

Document 4 – Specification 19
32.1 Contractors are encouraged to provide written proposals for any additional Services they
believe should/can be added to the contract. The Authority welcomes any
initiatives/innovations from Contractors to help minimise waste levels and embrace
recycling. These initiatives should be sustainable and cost effective and include
environmental best practice. Contractors should include all proposals in writing.
Contracting Authorities welcome variant bids where suppliers can offer innovation that may
not have been addressed within the specification.

Document 4 – Specification 20
33 APPENDIX A LEGISLATION AND GUIDELINES
The following legislation and guidelines list is not exhaustive and the Authority will require the
appointed Contractor(s) to ensure that it notifies and advises the Authority to all relevant
current/future legislation, regulation and guidelines in order to ensure that the Authority meets
their duty of care:

PLEASE NOTE: The spec refers to a number of acts and regulations. Any updates to these
acts or regulations must be adhered to throughout the life of the contract. The following
list of Legislation and Guidelines applies to England only.

HTM 07-01 Safe Management of Healthcare Waste

European Waste Catalogue (2002)

Control of Pollution Act 2003

Control of Pollution (Amendment) Act 1989

Environment Act 1995

Environmental Protection Act 1990

Controlled Waste Regulations 2012, SI 588

Controlled Waste (Amendment) Regulations 1996, SI 566

Controlled Waste (Registration of Carriers and Seizure of Vehicles) Regulations 1991, SI 1624

Controlled Waste (Regulation of Carriers and Seizure of Vehicles) (Amendment) Regulations

1998, SI 605

End of Life Vehicles Regulations 2005, SI 2635

End of Life Vehicles (Amendment) Regulations 2010, SI 1094

Environmental Civil Sanctions (England) Order 2010 SI 1157

Environmental Civil Sanctions (Miscellaneous Amendments) (England) Regulations 2010 SI 1159

Environmental Permitting (England and Wales) (amendment) Regulations 2011

Environmental Protection (Duty of Care) Regulations 1991 SI 2839

Environmental Protection (Duty of Care) (England) (Amendment) Regulations 2003, SI 63

Hazardous Waste Regulations 2005

Hazardous Waste (England and Wales) (Amendment) Regulations 2016 SI 507

Landfill (England and Wales) Regulations 2002, SI 1559

List of Wastes (England) Regulations 2005 SI 895

List of Wastes (England) (Amendment) Regulations 2005 SI 1673

Document 4 – Specification 21
Packaging (Essential Requirements) Regulations 2003, SI 1941

Packaging (Essential Requirements) (Amendment) Regulations 2004, SI 1188

Packaging (Essential Requirements) (Amendment) Regulations 2006 SI 1492

Packaging (Essential Requirements) (Amendment) Regulations 2009 SI 1504

Packaging (Essential Requirements) (Amendment) Regulations 2015 SI 1640

Producer Responsibility Obligations (Packaging Waste) Regulations 2007 SI 871

Producer Responsibility Obligations (Packaging Waste) (Amendment) Regulations 2010 SI 2849

Producer Responsibility Obligations (Packaging Waste) (Amendment) Regulations 2016

Transfrontier Shipment of Radioactive Waste and Spent Fuel Regulations 2008 SI 3087

The Transfrontier Shipment of Waste (Amendment) Regulations 2014

Transfrontier Shipment of Waste Regulations 2007 SI 1711

Transfrontier Shipment of Waste (Amendment) Regulations 2008

Waste Batteries and Accumulators Regulations 2009 SI 890

Waste Electrical and Electronic Equipment Regulations 2013 SI 3289

Waste Incineration (England and Wales) Regulations 2002, SI 2980

Waste Electrical and Electronic Equipment (Amendment) Regulations 2007 SI 3454

Waste Electrical and Electronic Equipment (Amendment) Regulations 2009 SI 2957

Waste Electrical and Electronic Equipment (Amendment) (No2) Regulations 2009 SI 3216

Waste Electrical and Electronic Equipment (Amendment) Regulations 2010 SI 1155

Waste Electrical and Electronic Equipment (Amendment) Regulations 2015

Waste (England and Wales) Regulations 2011 SI 988

Waste Management (England and Wales) Regulations 2006 SI 937

Waste Management Licensing (Amendment) Regulations 1995 SI 288

Other regulations/guidelines:

The Carriage of Dangerous Goods and Use of Transportable Pressure Equipment Regulations
2009

ADR 2011

Document 4 – Specification 22
34 APPENDIX B FUTURE REGULATIONS AND GUIDELINES TO
CONSIDER

Health Technical Memorandum (HTM) 07-01

Document 4 – Specification 23