Presentations from Australia's leading Waste Conference, May 02 ~ 04 2017 held in Coffs Harbour, NSW.

1. Waste Contracts Administration &
Performance Monitoring

2. ➢ Collections/Recycling & Organics Processing/Haulage etc.
➢ Often the largest contracts local councils enter into
➢ Significant resources and costs
➢ Usually for a medium to long term (5-15 years)
➢ Reflection of Council to the Community
➢ Usually the contract follows a competitive tender process
➢ These contracts are essential to supporting the waste industry
and their proper administration is important to all stakeholders

3. Strategic
Planning
1-2 Years
Identify
Need
2-3 months
Call for
Tenders
2-4 months
Tender
Evaluation
Evaluation
1-3 months
Award
Contract
1-2 months
Contract
Management
5-15 years

4. • The longest period in the contract lifecycle with :
❖ Contract establishment
❖ Contract administration
❖ Establishing roles and responsibilities
❖ Managing relationships
❖ Managing performance
❖ Negotiating contract variations
❖ Managing contract disputes
❖ Ethical business conduct
❖ Contract completion and setting up for the next tender process

5. • Long Term/Significant Costs
• Many responsibilities need to be monitored to ensure that the
community is receiving the services/outcomes that they are paying
for.
• To ensure the administration of the Contract is in accordance with the
specifications and conditions:
• For example: .
• That all services are being delivered .
• That buildings and other infrastructure are complying not only with planning
requirements but also in accordance with the contract specs
• That Rise and Fall and other claims are accurate and verified .
• That risks to Council are monitored and appropriately managed

6. Probity
Legislative & Audit Compliance
Risk Management
Value for Money
Occupational Health & Safety
Council & Community Objectives
Contractor Relationship

7. • Face to Face daily/ weekly/monthly meetings
• Regular email correspondence inc. updates, reports etc
• Phone contact, with managers and drivers
• Written correspondence
• Live web tracking of vehicles
• Live complaints tracking
• It is critical that regular structured meetings occur during the
contract management period

8. • Procurement processes have improved
• Councils are beginning to apply ‘value for money’ principles
• Probity is well understood by most
• Knowledge about the market is improving
• Councils are allowing more time for planning processes
• Overall processes are fair and transparent
• But….
• Once contracts are signed there is often inconsistent consistent
contract management and performance monitoring

9. Little or no contract management results in:
• Contractor
• Uncertainty on Council priorities
• Less accountability
• Lack of clear communication/instruction
• Council
• Can’t track contractor performance
• Risk to relationship with contractor
• Exposed to risks
• Poor contract performance
• Poor value for money
• Poor understanding of their own services

10. • Performance measurement in recent waste contracts
• Drafted into ‘Conditions of Contract’ so Councils can manage
• Performance
• Service Levels
• Auditing
• Key Performance Indicators
• Failure to satisfy KPI’s

11. • Improved Contract Management is needed
• We spoke about this at Waste 2014
• We concluded that a system must be:
• Easy to use
• Assist parties to conform to their obligations under the contract
• Several Contract Management Plan documents developed
• We realised that a better system was needed to assist the
parties with contract management
• Developed the Contract Administration Management System
(CAMS) for the waste industry

12. • Developed specifically for waste management contracts
• Designed initially for local government waste contracts
• Is a cloud-based purpose built software program
• Received NSW Minimum Viable Product (MVP) grant
• Being trialled currently in a NSW metropolitan Council
• Seek feedback from Contractors and Councils
• Rollout anticipated in late 2017

22. • CAMS will assist both contractor and councils.
• The system will generate correspondence, templates and
performance monitoring tools that reflect the actual
specifications of Council’s individual contract.
• The system will allow for better record keeping so will improve
accountability/auditing.
• The system will help to ensure that the risks are mitigated and
that relationships are easier to establish and maintain.
• It will keep trust in the contract relationship
• CAMs will be customised so that each council contract is
accurately managed.

23. Katherine Driscoll
katherine@impactenviro.com.au
or Greg Freeman
greg@impactenviro.com.au

24. The
Circular Economy
in the
Asia Pacific Region
www.keepasiabeautiful.org