REQUIREMENT BRIEFING DOCUMENT
WASTE MANAGEMENT SERVICES
ITT REFERENCE 15/004
Cardiff Metropolitan University currently operates two teaching campuses and one purely
residential site within the city of Cardiff, and has almost 11,000 students. The University’s range of
programmes identifies it as sharply focused upon professionally and vocationally-relevant higher
education and applied research.
Proud of its reputation for providing a student-centred approach to learning and first-class teaching,
and boasting a culture within which applied research and enterprise flourishes, Cardiff Metropolitan
University is a confident and forward-thinking higher education institution with a history tracing
back to the 19th century.
Ranked as the top new University in the UK* for its research excellence, Cardiff Metropolitan
University offers the opportunity to study in one of Europe’s most dynamic and cosmopolitan capital
city locations.
Attracting students from more than 125 countries, and with a wealth of tradition in providing an
extensive range of career-focused programmes and training opportunities, many of which are
accredited by professional bodies, Cardiff Metropolitan University consistently achieves one of the
best graduate employability rates in the country.
For further information about Cardiff Metropolitan University, please visit:
http://www.cardiffmet.ac.uk/English/Pages/home.aspx.
* Source: Research Excellence Framework 2014
REQUIREMENT OVERVIEW
This document is designed to be “read first” to give potential tenderers an overview of our
requirement and to enable you to decide if you wish to tender for this contract opportunity.
The current contract for the collection and disposal of waste (the “Service”) at Cardiff Metropolitan
University (the “University”) is due to expire on the 31st of July 2015. The University is therefore
seeking tenders for a new contract to commence on 1st August 2015.
This tender process will be conducted in accordance with the requirements of the Public Contract
Regulations ‘Open’ procedure.
As a large, multi-disciplinary organisation, the University generates various forms of waste that
requires removal off-site. The University currently has 3 waste categories – waste that cannot be
recycled, recyclable waste and hazardous/clinical waste.
We do not believe there to be any commercial or operational benefit, or any enhanced bidder
benefit, to be derived from dividing this requirement into ‘lots’.
Our organisational Sustainability Policy affirms the University’s intent to maximise the opportunities
for recycling and the University has made significant progress in this area, with over 50% of our total
waste now being recycled.
In addition to our on-going drive to reduce all forms of waste being generated by our business, we
are actively seeking to increase the percentage of our waste being recycled.
Our hazardous and clinical waste requirement is quite small in volume, and usually comprises of
regular weekly collection of clinical waste from two areas comprising Sharps boxes and 30L and
some 60L containers under the EWC 18 01 03 listing. Hazardous waste can be paints and/or inks
from the School of Art and Design, chemicals from the School of Health Science and oils from our
Development and Research area. This will usually involve 3 to 4 collections per year.
The contract area for the Service will encompass the two main sites of the University, the Llandaff
Campus and the Cyncoed Campus, and the purely residential site, Plas Gwyn.
It is our intention to award this contract to one provider but reserve the right to award the contract
to more than one service provider should we so choose.
PROCEDURAL REQUIREMENT
A contract of this value requires us, as a public organisation, to comply with Public Contracts
Regulations. This requires us to place a ‘contract advertisement’ in the Official Journal of the
European Union (OJEU).
In accordance with the European Union’s procurement regulations Cardiff Metropolitan University
will be utilising the ‘Open’ procedure for this tender – meaning that this procedure, covers both the
selection and award stage. Anyone may respond to the advertised opportunity, request the full
tender documents, including the selection type questions and submit a bid. All the tenders received
will be evaluated, in line with the criteria established in the evaluation plan (see below and separate
attachment “Evaluation Plan”).
SUBMITTING AN EXPRESSION OF INTEREST TO PARTICIPATE
If after reading the requirement overview you believe that your company is able to provide the
waste management services that the University requires please proceed to download the full tender
documentation set from the University’s e-tender site:
https://in-tendhost.co.uk/cardiffmet/aspx/Home
A helpline is available Mon-Fri 8am-6pm should you have any queries with the operation of the Intend site.
The contact details are as follows:
Tel: 0845 557 8079
Email: support@in-tend.com
The tender documentation set comprises the following documents
1. This Requirement Briefing Document
2. Invitation to tender document (ITT)
3. Evaluation Plan
4.
5.
6.
7.
Question Set
Pricing Schedule
Health and Safety Policy
Terms and Conditions for the Provision of Services (Appendix 2 of the ITT)
This tender is being conducted fully electronically and completed tenders must be uploaded to this
Cardiff Met e-tendering portal by the closing date and time detailed below;
Tuesday, 9th June 2015 at 12pm.
TENDERER AWARENESS DAY
Please note that the University will be holding an open day for those contractors who are interested
in submitting a bid and would like to survey the site. The open day will take place on the Llandaff
Campus, Western Avenue, Cardiff, CF5 2YB on Wednesday 13th May 2015 at 9.30am.
The purpose of this awareness day is to give tenderers an opportunity to gain an overview of the
procurement process from members of the Procurement Department and also an overview of the
University’s waste management requirement from members of the Estates and Facilities
Department. There will also be a brief tour of the Llandaff Campus.
Attendance at this event is not mandatory but if you would like to attend please confirm your
attendance via the messaging area of the Cardiff Met Intend tendering site by Thursday, 7th May
2015. Parking will be limited to one car per supplier due to parking restrictions.
EVALUATION PLAN AND TENDER METHODOLOGY
The tender will be evaluated on the basis of the most economically advantageous offer, which is a
mixture of both the price and non-price elements, sometimes referred to as the quantitative and
qualitative evaluation. The weighting is as follows:
Price (quantitative) will equate to 40% of the evaluation
Non price (qualitative) will equate to 60% of the evaluation
A full breakdown of the scoring evaluation may be found in the tender documentation set– please
see the attachment “Evaluation Plan”.
This tender comprises three elements/stages;
Stage 1
Is a compliance check, undertaken after the closing date and time for receipt of the tenders. A check
will be undertaken to ensure that each contractor has successfully “uploaded” all elements of their
bid to the e-tender site.
If any part of the documentation set appears to be missing, at the sole discretion of Cardiff Met the
tender manager, Sarah Hampson-Jones, will contact the supplier and request that the missing
documentation is made available to us within a set deadline (which will be a matter of hours). If the
missing documentation set is not made available within the deadline the supplier’s bid will be
classified as void and the bid will be excluded. The remaining documents that may have been
successfully provided will NOT be evaluated and the supplier will not move to stage 2 of the
tendering process.
Stage 2
This stage will try to establish the supplier’s expertise in delivering the waste management services.
This question set largely utilises the questions from the Welsh Government’s Supplier Qualification
Information Database 1 commonly referred to as the “SQUiD”. The question set directly references
the question set numbers from the SQUID so that suppliers who have “banked” questions from
other Welsh Public sector tenders may be able to use their banked answers.
The question set is as follows
 Part A – questions for information purposes only
 Part B – PASS/FAIL type questions – including mandatory exclusion criteria
 Part C - is a financial stability check using the Financial Analysis Made Easy - FAME2 database
 Part D - Capacity/capability type questions examining the supplier’s ability to provide the
service. Part D equates to 60% of the evaluation.
Please note the following;
Part B – depending upon the question guidance provided and the answer supplied by the contractor
it is possible to “fail” a question. If a question is failed all the remaining elements of the contractor’s
bid will be discounted and will not be evaluated any further.
Part C - if a supplier’s financial stability check on the FAME database indicates a “High Risk” the
contractor’s bid will be excluded and all the remaining elements of the bid will discounted and will
not be evaluated any further.
Stage 3
This stage will evaluate the supplier’s financial bid i.e. to evaluate the cost of providing the waste
management service. This stage will equate to 40% of the evaluation.
1
More information on the Welsh Government’s SQUiD is available at the following site
http://wales.gov.uk/topics/improvingservices/bettervfm/publications/squid/?lang=en
2
The FAME database is a Bureau Van Dijk product which analyses company financial information to establish a
qui rating which predicts the likelihood of a company failing. More information on FAME may be obtained at
the following site;
http://www.bvdinfo.com/en-gb/home