Municipal Waste Audit

Overview The City of Port Phillip is seeking to engage a suitably qualified and experienced contractor to undertake compositional waste audits across all waste streams for households (Single and Multi-Unit dwellings), select Council buildings, public litter bins, and communal Food Organics & Garden Organics (FOGO) and Glass hubs within the public realm. Purpose The audits will capture information on material stream composition, contamination rates, and related data. This information will be used to assess the effectiveness of waste education programs, strategies and service optimisation, and to support reporting against Council's Don't Waste It! Waste and Recycling Strategy 2025-28 (the Strategy). Objectives Objectives of this service contract are to: Annually measure and report on the composition, volume, weight, generation, presentation rates, calorific value, and contamination levels of kerbside landfill waste, recycling, FOGO, and future glass streams across the municipality, including the quantum of material that is and is not compliant with the Recycling Victoria Service standards Annually measure the volume, weight, generation and contamination levels of landfill waste, recycling, FOGO and any future glass streams at 10 Council buildings Annually measure and report on the composition, volume, generation, weight and contamination levels of public place landfill and recycling bins in parks and open spaces (excluding communal FOGO and glass hubs) Annually measure and report on the composition, volume, weight, generation, calorific value and contamination levels of FOGO and glass bins at communal hubs Provide an option for quarterly audits (4 audits per financial year) at Council buildings Provide an option for additional landfill weight only audits at Council buildings Provide an option for additional composition audits for any service trials Identify critical contaminants and contamination hot spots by material stream and location to inform targeted education campaigning Monitor the impact and opportunities of the Container Deposit Scheme (CDS), including the quantum of CDS eligible and non-eligible material throughout all streams Monitor and report on trends over time and progress against the targets and objectives within the Strategy Identify opportunities for increased resource recovery, system improvements, and education Maintain consistency with previous audit data by undertaking audits preferably between November and March, avoiding weeks of public holidays Scope The scope includes: Conducting an initial meeting with relevant Council stakeholders Preparing an audit project plan, including safety, methodology and data/privacy considerations, for Council approval prior to commencement Providing Council with a risk assessment and relevant insurances Undertaking a visual audit of each bin prior to collection, noting damage, non-standard bins and similar issues Conducting a compositional audit of kerbside garbage, mixed recycling and FOGO bins (with an option to include glass bin audits when implemented) from 200 single-unit dwellings, conducted annually Conducting a compositional audit of kerbside garbage, mixed recycling and FOGO bins (where applicable, with an option to include glass bin audits when implemented) from multi-unit dwellings, equivalent to streams provided for 300 dwellings, including a representative sample from low-, mid- and high-rise apartments, conducted annually Conducting compositional audits of communal recycling hubs (FOGO and/or glass) bins at 10 sites determined by Council, conducted annually Conducting compositional audits of public litter (garbage and mixed recycling) bins at 100 sites, conducted annually Conducting compositional audits of Council office building garbage, mixed recycling and FOGO bins at a sample of 10 sites (3 consistent sites and 7 new sites), conducted annually unless agreed otherwise Attending weekly audit progress meetings to ensure the audit remains on track before the draft report is submitted Preparing a draft report, including two rounds of edits, within one month of completion Preparing a final report within one month of the draft report, incorporating Council feedback, and presenting the report to Council's waste transformation project control group, including time for questions and answers Provision of all raw data in Excel format Where Council takes up the service trial audit option, providing a visual and compositional audit for 200 (or a specified amount of) dwellings within a service trial area, including a pre and post intervention audit, supplying raw data for both audits and one audit report with findings, for additional fees identified in the schedule of rates Where Council takes up the additional building audits option, providing an extra auditing service for Council buildings using the same methodology as the annual service, at an agreed time, for additional costs identified in the schedule of rates Audit Methodology Preference is for the consultant to conduct the waste audits in general accordance with Sustainability Victoria's Guidelines for Auditing Kerbside Waste in Victoria (2009) methodology and Recycling Victoria requirements, with appropriate alternative methodologies to cater for recent waste stream changes, issues and considerations. The contractor is responsible for: Providing an audit project plan for Council's approval outlining proposed methodologies in line with the Sustainability Victoria Guidelines, including where the methodology has been adapted to cater for new waste streams, challenges or Recycling Victoria requirements Delivering audit services within the municipality in a manner that minimises noise impacts and complies with Council's Local Laws Ensuring communications with residents during audits are respectful and courteous, using communication protocols agreed with Council Sourcing a suitable location to conduct the waste audit, including all relevant costings within the tender price, as Council cannot provide a space for the audits Supplying own vehicles, parking, collection and transport of all waste materials from the kerbside, Council office buildings and public bins to the location where the audit is to take place Providing all equipment required Lawful storage, transport and disposal of all audited materials, with tendered prices for each audit year including an estimate of costs associated with disposal (transport, tipping fees, processing charges and other related costs), which will not be reimbursed separately by Council Collection of auditable kerbside, litter bin and communal hub material before 7am Monday to Friday Collection of Council building waste during business hours, with planning undertaken to minimise impacts to public events and Council operations Conducting audits annually in October to November, excluding the Melbourne Cup long weekend period, unless an alternative audit period is agreed by Council Focusing samples on properties with Council-provided services, noting there are a number of private waste collection and hybrid arrangements within the City of Port Phillip Noting bins that are not presented and identifying additional bins for auditing to meet the equivalent of 500 household audits (500 x waste streams per dwelling equivalent) Contractor Requirements Tenders are invited from suitably qualified and experienced contractors for the provision of Municipal Waste Audit Services Instructions to Tenderers Submissions must be clearly marked RFT000435 Municipal Waste Audit and lodged electronically via the link provided The Tenderlink online forum closes three business days prior to the tender closing date Council reserves the right not to accept the lowest or any tender, or part thereof Tenders received after the closing time will not be considered