Tender Invitation Document: P032-Nov12-F1 Large Scale Food Waste Collection Trials in the South East of England
November 2012
Tender Invitation Document
Food Waste Collection Trials in the South East of England
Commissioned on behalf of the European Regional Development Fund (ERDF) ZeroWISE Sustainable Food Waste Solutions Project
November 2012 Tender Reference Number: P032-Nov12-F1
This project is part funded by the European Regional Development Fund (ERDF) as part of the South East ERDF Competitiveness Programme 20072013
Tender Invitation Document: P032-Nov12-F1 Large Scale Food Waste Collection Trials in the South East of England
November 2012
Executive Summary
This document sets out the scope of the ZeroWISE Sustainable Food Waste Solutions Project and describes the competitive process required for work it commissions and how prospective partners may submit a tender. Purpose of the work The ZeroWISE Sustainable Food Waste Solutions project team wishes to test collection methods of food waste in the South East of England. A three month trial will be undertaken to collect food waste from small to medium enterprises (SMEs) in order to divert food waste away from landfill. The food waste collected will be reprocessed through in-vessel
composting or anaerobic digestion operations.
Scope of the work Task A Scope and map collection rounds Task B Produce and distribute promotional material Task C Undertake 3 month trial collections from a minimum of 50 SMEs Task D Conduct a survey and produce a short case study for each participating business Task E Produce a final report Task F Project reporting and claims payments Task G Provide match funding of 67,000 Guide price The work will be carried out between 1st December 2012 and 31st May 2013. The project is part funded by the European Regional Development Fund (ERDF) and has a requirement for delivery organisations to provide match funding. Grant funding is available to fund this work but the successful tenderer will be required to supply match funding from previous or existing UK funded work relating to food waste reprocessing in the UK. Grant guide price for this work is 50,000 (including expenses) plus VAT. Match guide price for this work is 67,000 (excluding VAT) The successful tenderer will be required to provide evidence of match funding with their tender application. Organisations that cannot provide match funding will not be considered for this piece of work.
Tender Invitation Document: P032-Nov12-F1 Large Scale Food Waste Collection Trials in the South East of England
November 2012
Work programme: Work to commence by: Work to be completed by: Tender timetable Deadline for receipt of tender submissions is 12noon Tenderers receive written notification of project teams decision 23rd November 2012 30th November 2012* 1st December 2012 31st May 2013
A briefing meeting with the successful tenderer will be arranged immediately after written notification. *Remade South East reserves the right to extend the evaluation period if deemed necessary.
Tender Invitation Document: P032-Nov12-F1 Large Scale Food Waste Collection Trials in the South East of England
November 2012
Contents
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Section 1: Background to ZeroWISE Sustainable Food Waste Solutions project Section 2: National and Regional Context Section 3: Scope of Work Section 4: Cost, Evaluation Criteria and Timescales Section 5: Application Procedure Appendix 1: Match funding guidance
Tender Invitation Document: P032-Nov12-F1 Large Scale Food Waste Collection Trials in the South East of England
November 2012
Section 1: Background to the ERDF ZeroWISE Sustainable Food Waste Solutions Project
1.1 The South East ERDF Competitiveness Programme The ZeroWISE Sustainable Food Waste Solutions Project is funded by the European Regional Development Fund (ERDF) Competitiveness Programme. The Programme operates in line with the strategy set out in the South East England Operational Programme (SEEOP) which was adopted by the European Commission in December 2007. The Programme seeks to promote competitiveness in South East England whilst contributing to reducing the region's ecological footprint. An invitation was made to regional organisations and companies by the South East ERDF fund manager, South East England Development Agency (SEEDA), to tender for funding in May 2009. Projects were invited which develop and promote secondary material supply chains in the South East to turn economic cost (waste), into economic opportunities (resource recovery) through reduction, reuse and recycling. Remade South East initiated a project partnership with organisations and companies across the region to support food waste reprocessing. This proposal was considered by the SEEDA ERDF Project Selection Committee in June 2009. The proposal was approved by the Committee and work commenced in October 2009. The projects work will continue to be delivered by the project partnership up to June 2013. 1.2 Aims of the project The ZeroWISE ERDF Food Waste Solutions Project is a three-year South East-wide initiative (2009-2013) to operate demonstration trials to test the collection and treatment of commercial food waste with the aim of reducing waste going to landfill. The project team is working across the region to carry out the following work: Food Waste Collection Trials from Small to Medium Sized Businesses (SMEs) Building on previous research work carried out through the project, a waste collection company, community recycling scheme or similar organisation will be required to operate collection trials for food waste generated by a minimum of 50 local SMEs in a cluster in the South East of England. The food waste will be collected in containers as agreed with Remade South East and digested in either an in-vessel composting unit or an anaerobic digestion plant. All collection and reprocessing facilities used in this trial should be complaint with waste legislation and Health and Safety law.
Section 2: The National, Regional and Local Context
Traditionally, food waste has been sent unprocessed to landfill sites in the South East region. This disposal method can cause the pollution of water courses as well as the generation of a variety of greenhouse gases. Government policy is increasingly focussing on diverting business waste from landfill through increases in landfill taxes. The waste management industry and the generators of food waste have responded to this challenge by investigating and developing new systems for collection and treatment of food waste. Despite these drivers, the practice of diversion of food waste from landfill is still in its infancy in the South East region. A number of new facilities are now in the process of being commissioned by local authorities to deal with domestic food waste. However commercial food waste collections and treatment facilities are
Tender Invitation Document: P032-Nov12-F1 Large Scale Food Waste Collection Trials in the South East of England
November 2012
scarce and new food waste solutions are urgently required. In order to provide support to increasing the diversion of commercial food waste, the project partners aim to generate data on commercial food waste collection methods and in-situ solutions through field trials. This will enable comparisons of a number of micro and medium scale business food waste solutions. The project aims to test different business models to demonstrate how businesses can run economically viable food separation schemes whilst remaining compliant with animal health, food hygiene and waste regulations.
Tender Invitation Document: P032-Nov12-F1 Large Scale Food Waste Collection Trials in the South East of England
November 2012
Section 3: Scope of Work
3.1 Purpose of the work The ZeroWISE Sustainable Food Waste Solutions project team wishes to test large scale collection methods of food waste in the South East of England. A three month trial will be undertaken to collect food waste from small to medium enterprises (SMEs) in order to divert food waste away from landfill. The food waste collected will be
reprocessed through in-vessel composting or anaerobic digestion operations.
3.2 Scope of the work
Task A Scope and map collection rounds A study will be undertaken to identify a number of collection scenarios that could be used to collect food waste from SMEs. The scenarios will be assessed and the most effective method chosen. The study will evaluate the use of different bin sizes, the use of biodegradable bags, bin swaps and collection vehicle types. A study will also be undertaken to identify the areas that the collection rounds will cover. The trial must be undertaken within the South East of England which includes the following counties only: Kent, East Sussex, West Sussex, Surrey, Hampshire, Berkshire, Oxfordshire and Buckinghamshire. Task B Produce and distribute promotional material Publicity material will be produce to advertise the collection trial. Leaflets, press releases and adverts will be produced to raise awareness of the trial and will be distributed in the area(s) identified through the scoping process in task A. A local workshop will be delivered where interested businesses will be invited to learn about the scheme and understand the benefits of participating. Applicants will be expected to produce a marketing strategy relating to the promotion of the trial. Task C Undertake 3 month trial collections from a minimum of 50 SMEs
A three month trial will be undertaken to collect food waste from SMEs. The trial will be free to participating companies with the aim of proving that the segregation and collection of food waste will improve the efficiency of their operation. A project registration form (provided) will be required for each participating business. Each of the participating SMEs (minimum of 50) will receive the following support: Free collections for a 3 month period. Support to implement segregation schemes. This will include training and the supply of internal marketing material. A short 2 page case study about the food waste collection they have benefited from, which will include and any cost savings and waste reduction figures provided by the business.
Tender Invitation Document: P032-Nov12-F1 Large Scale Food Waste Collection Trials in the South East of England
November 2012
Task D Conduct a survey questionnaire for each participating business The successful tenderer will be expected to collect information from the participating businesses on collection costs, amounts of waste generated in order to demonstrate improvements achieved through the trial. This will be completed through the use of a survey questionnaire (provided) which will be completed for each participating business once they have completed the 3 month trial period. Text for a short 2 page case study for each participating business will be derived from results of the survey (formatting not required). Additional signed paperwork from individual SMEs that have shown trial successes in order to evidence the projects targets which include: 10% reduction in waste to landfill Financial savings from improved business efficiency The project partnership is also required to collect financial base line data from beneficiaries in order to measure GVA (Gross Value Added) improvements. A completed form (provided) will need to be received from each participating SME at the start and end of trial engagement. Task E Produce a final report A report will be produced at the end of the project summarising the findings from the trial. The establishment and implementation of the trial will be explained with examples of the marketing materials produced and collection methods considered. The outcomes of the trial will be listed including tonnes diverted from landfill, SMEs engaged in the project and the benefits of running the trial. Barriers to the effective operation of the scheme will also be documented. Task F Project reporting and claims payment Monthly claims will be required in order to draw down project funding. Remade will provide relevant documentation in order for claims to be completed. Claims will consist of (but are not limited to): A monthly report detailing project progress and outputs achieved Timesheets for each member of staff claiming against the project and periodic defrayal evidence for auditing. An invoice Copies of 3rd party invoices being claimed and appropriate defrayal evidence. Sign in sheet and notes for internal and external meetings Sign in sheets, agendas, and presentations for events e.g. workshops Database of all businesses contacted. Project registration form (provided) for each SME supported. Completed form (provided) for the measurement of GVA (Gross Value Added). Completed survey (provided) for each SME supported. Text for a short 2 page case study for each participating business (formatting not required). Evidence of tonnage details diverted from landfill (e.g. copies of weighbridge tickets) Any other supporting documentations or information requested following a project audit.
Tender Invitation Document: P032-Nov12-F1 Large Scale Food Waste Collection Trials in the South East of England
November 2012
Task G - Provide match funding of 67,000 The project is part funded by the European Regional Development Fund (ERDF) and has a requirement for delivery organisations to provide match funding to evidence additional local investment in European Funded initiatives. The successful tenderer is required to provide evidence of 67,000 of expenditure which is relevant to the project, but paid for or received by the tenderer e.g. staff costs, 3rd party equipment costs. Expenditure paid for by other European funding cannot be used as match funding. The following types of evidence will be required to demonstrate the eligibility of the match funding: Invoices and appropriate defrayment evidence. Bank statements showing UK grant income received or payments being made Staff time sheets highlighting time spent on a relating project and defrayment evidence. Full ERDF match guidance is shown in Appendix 1. Retrospective match funding can date from 1st October 2009 and evidence of match funding is required with the tender application and the successful applicant will be required to bring relevant documentation to the briefing meeting for eligibility checking.
Section 4: Cost, Evaluation Criteria and Timescale
Guide price The work will be carried out between 1st December 2012 and 31st May 2013. Grant guide price for this work is 50,000 (including expenses and excluding VAT). Match guide price for this work is 67,000 (excluding VAT) The successful tenderer will be required to provide a summary detailing their grant and match funding within their tender application. Organisations that cannot provide match funding will not be considered for this piece of work. Guidance on approximate allocation of grant cost: 2,000 4,000 37,500 5,000 1,500 Included in cost Included in cost Task A Provide scope and map collections rounds Task B Produce and distribute promotional material Task C Undertake 3 month trial collections from 50 SMEs Task D Conduct survey and produce a short case study for each SME participating in the trial Task E Produce a final report Task F Project reporting and claims payments Task G Provide match funding of 67,000
The successful tenderer will indicate clearly:
Tender Invitation Document: P032-Nov12-F1 Large Scale Food Waste Collection Trials in the South East of England
November 2012
Details of personnel and their respective tasks Hourly rates (for specified personnel) Unit rates (for specified types of activity) Value for money The successful tenderer will demonstrate a Track Record stating: Previous experience in working with waste market development projects Understanding of the ethos and requirements of the ERDF programme and the ZeroWISE Sustainable Food Waste Solutions Project Evidence of professional competence and capacity to complete the work Evidence of corporate commitment to environmental best practice and health and safety (please provide copies of policy documents) Relevant insurance cover (public liability and professional indemnity) Overall sustainability of the proposed work A commitment to equal opportunities An environmental policy Application will be assessed and scored against the core and technical criteria as listed below: CORE CRITERIA 1. Project Description 2. Additionality and Complementarities 3. Synergies with Existing Strategies 4. Output Delivery 5. Spatial Targeting 6. Value for Money TECHNICAL CRITERIA 1. Innovation 2. Communications & Publicity 3. Technical Elements 4. Equal Opportunities 5. Environmental Sustainability 6. Exit Strategy
The project team reserves the right to exclude from the tender process any tenderer who: Fails to meet minimum requirements relating to financial standing; and/or Fails to meet the required standard of technical competence; and/or Is reasonably thought to have misrepresented any information within the tender submission: Work programme: Work to commence by: Work to be completed by: Tender timetable Deadline for receipt of tender submissions is noon on Tenderers receive written notification of project teams decision 23rd November 2012 30th November 2012* 1st December 2012 31st May 2013
A briefing meeting with the successful tenderer will be arranged immediately after written notification. *Remade South East reserves the right to extend the evaluation period if deemed necessary.
Section 5: Application Procedure
The deadline for the tender submission is 12.00 noon on Friday 23rd November 2012.
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Tender Invitation Document: P032-Nov12-F1 Large Scale Food Waste Collection Trials in the South East of England
November 2012
You should send 2 copies of your tender submission: - 1 paper copy (unbound, on recycled paper, double-sided) - 1 electronic copy (in Word format on a CD or USB memory stick), Electronic submissions will only be accepted if accompanied by a paper copy Your tender must be returned in a plain envelope using only the label provided and with no means of identifying the tenderer. Please download the label from our website, postal copies can be made available upon request. Please send your tender submission to: David Trice Project Manager Remade South East Limited East Malling Enterprise Centre New Road East Malling Kent ME19 6BJ Telephone: 01732 876614 Facsimile: 01732 876611 Email: d.trice@remade-southeast.co.uk Tender submissions and the packaging that contains tender submissions should clearly state the words Confidential tender. Should you have any queries regarding the tendering process please email David Trice (d.trice@remade-southeast.co.uk). All tender submissions must remain valid for a minimum period of 90 days following the dealing for receipt of tender submissions.
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Tender Invitation Document: P032-Nov12-F1 Large Scale Food Waste Collection Trials in the South East of England
November 2012
Appendix 1: Match funding guidance Extract from:
South East ERDF Competitiveness Programme 2007-13
GUIDANCE NOTES FOR ADDITIONAL FUNDING SOUTH EAST ERDF COMPETITIVENESS PROGRAMME 2007-13 March 2011
Eligible match funding Match funding can be provided in various forms: Cash a cash contribution to the project. Actual costs where a specific monetary value can be placed against something, e.g.: o Staff time can be used as match where evidenced by timesheets. o 3rd party costs for equipment, where quotes obtained, evidenced by invoices and defrayal evidence. Ineligible match funding Contributions in kind are ineligible for ERDF, except in cases where a clear valuation can be made, such as the donation of a building or land. Discounted sales of equipment, the provision of volunteers time, the discounted provision of services or advice (e.g. solicitors, accountants or SME staff time) are ineligible. The freehold or leasehold of land or real estate is eligible as an in kind contribution to the project as long as:the value of the freehold or leasehold has been independently valued and supported by a certificate from an independent qualified valuer or duly authorised official body the certificate states the current market value at the time the contribution is claimed the value given to in kind match funding provided in the form of land is restricted to a maximum of 10% of the total value of the project, i.e. its eligible value is capped by the same rule which applies to the purchase of land the building or land have not been purchased with ERDF or national public sector funding. State Aid and Procurement RELEVANT TO FOOD WASTE TRAIL PARTICIPANTS We anticipate that aid provided under Round Four of the programme will be classed as de minimis aid. The value of the de minimis aid is calculated using the actual cost of support being given to the business. Businesses are eligible for support under the de minimis rule as long as this aid, and any previous state aid awarded, do not exceed 200,000 over the last three years. If projects need to use the temporary framework extension of the de minimis rule which extends this to 500,000, anything above the 200,000 must be approved by the Commission.
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Tender Invitation Document: P032-Nov12-F1 Large Scale Food Waste Collection Trials in the South East of England
November 2012
The following items are restricted activities under de minimis: Aid to undertakings active in the processing and marketing of agricultural products (restricted by the type of aid) Aid to the road transport sector (restricted aid ceiling of 100,000) For more guidance go to STATE AID and PROCUREMENT. If you, or the businesses you are supporting, are in any doubt whether aid received was de minimis aid or about its value, you should check with the organisation which provided the aid and advise your businesses to do the same. A signed company declaration capturing the de minimis contributions over the last three financial years must be issued to the businesses receiving grant and be collected and retained by the lead partner. This will form part of the audit trail for your project and must be kept on site ready for inspection. The business receiving the aid should also retain a copy. DCLG (Department for Communities and Local Government) will provide the De Minimis State Aid Declaration form for projects use. Alongside a declaration, you must also provide the business with a letter on headed paper setting out the de minimis aid provided. This must include the date such aid was granted and the values of the aid based on the exchange rate at the time of granting in both pounds sterling and in euros. Any alternate approach to State Aid will be scrutinised as part of the Second Stage process but must be made clear in the First Stage application. Please note the current procurement thresholds are as follows: Estimated Action Required Value Below 20,000 VFM must be demonstrated by obtaining 3 quotes or prices but this need not be done through a formal advertised competition. 20,001 to Formal invitation to tender process must be followed and the 156,000 requirement advertised in the press and/or on the internet. OJEU The level of advertising must be sufficient to allow a level of threshold competition, potentially from another member state (if the contract award might potentially be of interest to suppliers located in other Member States). Over OJEU Full advertisement in OJEU threshold
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