Request for Information (RFI): Clinical Waste & Sharps Waste Management Services (ELFT)

RFI Overview

East London NHS Foundation Trust (“the Authority”) is issuing this Request for Information (RFI) to better understand the current UK market for clinical waste and sharps waste management services, including service models, mobilisation approaches, reporting, sustainability options and indicative pricing.

This RFI is being conducted to support internal value for money (VfM) assurance and potential future planning. This is not a call for competition, invitation to tender, or procurement exercise, and the Authority is not committing to any purchase or subsequent procurement as a result of this RFI.

Scope of services (indicative)

Suppliers are asked to provide information relating to some or all of the following service areas (please state clearly what you can provide):

1. Sharps waste management

o Supply of sharps containers (reusable and/or single-use models)

o Collection/exchange/uplift services (scheduled and ad hoc)

o Transportation and compliant documentation/audit trail

2. Clinical waste management

o Segregated clinical waste streams (e.g., infectious, offensive/hygiene, anatomical, cytotoxic/cytostatic where applicable)

o Treatment/disposal options and approach (including compliance)

o Provision of consumables where relevant (bags, bins, labels etc.)

3. Service, compliance, and governance

o Service levels (missed collection response, turnaround, incident management)

o Duty of Care documentation / consignment notes / tracking systems

o Reporting (volume, cost, carbon, incidents, compliance)

4. Sustainability / environmental impact

o Reuse/circular economy model options

o Carbon reporting methodology and measures to reduce emissions

o Waste hierarchy and minimisation support (training, audits, behavioural interventions)

Contract context

The Authority currently receives clinical waste and sharps waste management services across multiple sites (mental health inpatient, community, corporate and specialist services). Respondents will be provided with indicative activity assumptions and a basket of services to price, to support a like-for-like comparison.

What we need from you

Suppliers are requested to submit:

A) Service Offering Response (Attachment A)

• Overview of your organisation and relevant experience in NHS/healthcare
• Proposed operating model and how it would work in an NHS Trust setting
• Collections capability (geographic coverage, fleet, scheduling, ad hoc uplift)
• Compliance approach (ADR where relevant, documentation, audit trail, incident management)
• Mobilisation approach and indicative timescales
• Reporting (operational, financial, ESG/carbon) and systems used

B) Indicative Pricing Submission (Attachment B)

Please complete the pricing schedule using the Authority’s assumptions. Pricing should be provided as:

• unit rates (e.g., £/uplift, £/container, £/kg or £/tonne as applicable)
• any fixed charges (e.g., management fees, rental fees)
• any typical additional charges (e.g., contamination, emergency uplift)
• indexation assumptions (CPI/RPI/fuel etc.)

C) Clarifications / caveats

• Explicitly state any assumptions you have made
• Highlight any exclusions or dependencies (e.g., storage compounds, access hours, minimum volumes)

RFI timetable

• RFI published: 28/01/26
• Deadline for clarification questions: 14/02/26
• RFI response deadline: 28/02/26

All dates are subject to change at the Authority’s discretion.

Communications and clarifications

All communications relating to this RFI must be directed to [email protected] to obtain the documents and clarifications

Important notices (compliance / disclaimers)

• This RFI is for information gathering and market intelligence only.
• The Authority is not liable for any costs incurred by suppliers in responding.
• The Authority may choose to cancel or amend this RFI at any time.
• Any future procurement (if undertaken) will be conducted in accordance with applicable UK procurement rules and the Authority’s Standing Financial Instructions and Standing Orders.
• The Authority may use information received to shape future requirements, internal business cases, or procurement documentation. No information provided is confidential unless clearly marked and justifiable; however, the Authority will handle responses in accordance with its legal obligations (including FOIA). Suppliers should therefore avoid including unnecessary sensitive information.

Evaluation approach (for transparency)

Responses will be reviewed for:

• Service capability and coverage
• Operational approach and mobilisation
• Compliance and governance
• Reporting and data quality
• Sustainability/carbon reporting
• Indicative pricing and cost drivers