3.26 The Contractor shall utilise a computerised data handling system which shall be electronically linked to the weighbridge and shall generate the weights of the Contract Waste and any Third Party Waste delivered without the need for manual input.
3.27 The Contractor shall inspect, monitor, weigh and electronically record, in relation to each Contract Waste and Third Party Waste load and vehicle entering or exiting the Site(s), information required for the purpose of meeting their obligation under the Contract and in support of the Authority's statutory reporting requirements including but not limited to:
a) Date;
b) Description of waste;
c) Gross and net weights;
d) Disposal contractor number;
e) Registered Contract Waste/Third Party Waste carrier number;
f) Source/destination of waste/product/residue;
g) Time of arrival/departure;
h) Vehicle registration number; and
i) Driver name and reference number.
3.28 In the event of breakdown of a weighbridge installation, a manual auditable recording system shall immediately be implemented and maintained in operation. Weighbridges shall be calibrated in accordance with the requirements of Trading Standards.
3.29 The Contractor shall issue a copy of the weighbridge ticket to each vehicle which transports Contract Waste and residues to or from any of the Facilities and/or Sites and shall keep copies of such tickets for a period of seven years.
3.30 The Contractor shall prepare a Monthly Service Report and submit it to the Authority within [ ] Business Days after the Contract Month end. The Monthly Service Report shall set out all information required by the Authority to verify the performance of the Contractor and the Monthly Payment in respect of the Contract Month just ended. The Monthly Service Report should include but is not limited to:12
a) the status of any actions from the previous Monthly Service Report;
b) details of all Contract Waste and Third Party Waste accepted by the Contractor including but not limited to:
i) total tonnage of Contract Waste and Third Party Waste;
ii) number of separate deliveries;
iii) quantity of Contract Waste and Third Party Waste stored on Site(s) and the beginning and end of the relevant Contract Month at the beginning and end of the Contract Month;
iv) quantity of Contract Waste and Third Party Waste treated;
v) sources and type of Contract Waste and Third Party Waste;and
vii) number of vehicles and tonnage or estimated tonnage of Contract Waste rejected prior to discharge.
c) details of all Contract Waste, Third Party Waste and process residues removed from the Site(s) including but not limited to:
i) total tonnage (broken down by type e.g. Contract Waste, Third Party Waste, ash, compost etc) of Waste to Landfill;
ii) number of outgoing loads; and
iii) destination;
d) data and information required for the purpose of determining the Unitary Charge in accordance with the Payment Mechanism and including the relevant Monthly Service Report and invoicing requirements;
e) details of any breaches of Legislation or Consents by the Contractor in relation to the provision of the Services;
f) a statement of the status of all Consents and any applications for new or amended Consents;
g) a resume of the reasons for any delay in the provision of the Service together with details of the actions and timetable to be taken to mitigate delays;
h) a summary statement of any changes requested by the Authority or by the Contractor;
i) details of any outstanding information required by the Authority and/or Contractor in connection with the Contract;
j) details of each instance of the events or circumstances resulting in Non-Acceptance Deductions or Mileage Deductions or Performance Deductions;
k) details of any complaints received from the public and/or the Authority;
l) details of any health, safety or welfare related issues including any RIDDOR reportable incidents;
m) details of any fires and the reasons for the fires occurrence along with the Contracts proposals to prevent future reoccurrence;
n) any relevant training initiatives undertaken or planned;
o) details of any maintenance carried out; and
p) any other matter reasonably required by the Authority in relation to the Project.
3.31 The Contractor shall submit to the Authority, within [ ] Business Days of the end of each Contract Year, an Annual Services Report on the performance and delivery of the Services for the previous Contract Year.
3.32 The Contractor shall ensure that the Annual Services Report includes all relevant information required to support the Authority's Best Value obligations and processes as detailed in the relevant Best Value and Continuous Improvement Schedule.
3.33 The Contractor shall upon a written request from the Authority, promptly provide such written evidence or other supporting information as the Authority may reasonably require for verifying and auditing the information and other material contained in either the Monthly Service Report or the Annual Services Report. The Authority may make comments on and/or make objections to the written evidence, supporting information, Monthly Service Report or Annual Services Report and in such cases shall provide the Contractor with written comments and/or objections within [ ] Business Days of receipt of the evidence, information or Monthly Service Report or Annual Services Report as the case may be.
3.34 The Contractor shall provide within [ ] Business Days of a request from the Authority, provide information to support the Authority's internal and external public relations activities in connection with the Project.
3.35 The Contractor shall:
a) ensure that all systems comprising the Management Information System shall be maintained in accordance with Good Industry Practice and shall be capable of interfacing electronically with those of the Authority and shall follow principles of transparency and auditability; and
b) permit the Authority and Authority Personnel unfettered access to the management Information System, on a real time industry-standard machine-readable format.
3.36 The Management Information System shall as a minimum, record the information required to produce all the reports required under this Schedule:13
a) Waste delivery and disposal records;
b) Plant performance;
c) Performance monitoring data;
d) Details of all Performance Standard Failures; and
e) Details of any RIDDOR failures.
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12 Authorities to consider what information is required in the Monthly Service Report – the matters set out below are indicative only.
13 To be removed by the Authority on a project by project basis.