bcc waste management department. policy and …of!local!government!and!rural ......

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!BCC!Waste!Management!Department.!Policies!and!Procedures!

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TABLE!OF!CONTENTS!!Foreword!by!His!Worship!the!Mayor!………………………….……………………………………….!!

p.!!5!

Message!from!the!Social!and!Environmental!Officer!……………………………………………!!

p.!!7!

1.! Acronyms!………………………………………………………...……...……………………………...!!

p.!!8!

2.!!

Introduction!……………………………………………………………………………………………!!

p.!!9!

2.1!!

Vision!of!the!BCC!Waste!Management!Department!…………………………..……...…..! p.!!9!

2.2!!

Mission!of!the!BCC!Waste!Management!Department!……………...…………….………! p.!!10!

3.! Responsibilities!of!the!BCC!Waste!Management!Department!………………….!!

p.!10!

3.1! Commitment! of! the! BCC!Waste! Management! Department! for! a! transparent!and!accountable!financial!and!administrative!system!………………………………..…..!!

!p.!12!

3.2!! Other!commitments!of!the!BCC!Waste!Management!Department!……………..…....!!

p.!13!

3.3!!

BCC!Waste!Management!and!Industrial!Investment!Zone!……...………………………! p.!15!

3.4! Waste!Reduction,!Recycling!and!Reuse!……………………………..………………………….!!

p.!17!

3.5! Waste!Collection!and!Transportation!…………………………..……………….………………!!

p.!18!

3.6! Waste!Disposal!………….……………………………………………………..………………………….!!

p.!21!

3.7! Legal!and!Policy!Framework!……………………………………………...………………………...!!

p.!22!

4.! Organizational!Structure!of!the!BCC!Waste!Management!Department!…....!!

p.!23!

4.1! Organizational! and! Staffing! Structure! of! the! BCC! Waste! Management!Department!……………………………………...…………………………………….……………………!!

!p.!26!

4.2! Interaction!with!other!BCC!Departments/Units!…………..………………..……………….!!

p.!36!

4.2.1! BCC!Finance!Department!…………………………………………………………………………….!!

p.!36!

4.2.2!!

BCC!Development!and!Planning!Department!………………………………………………...! p.!36!

4.2.3! BCC!Works!Department!……………………………………………………………...………………..! p.!37!

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4.2.4! BCC!Human!Resource!Department!………………………………………...……………………..!!

p.!37!

4.2.5! BCC!Environmental!and!Social!Office!……………………………….……..…………………….!!

p.!37!

4.2.6! BCC!Information!and!Technology!Office!…………………………………….………………….!!

p.!38!

4.2.7! BCC!Information,!Education!and!Communication!Office!……………………...…………!!

p.!38!

4.2.8! Office!for!Internal!Audits!……………………………………………………………………………...!!

p.!39!

4.3! Oversight!Bodies!of!the!BCC!Waste!Management!Department!…………...………..…!!

p.!39!

4.3.1! BCC!Finance!and!Budget!Committee!……….…………………………………………………….!!

p.!39!

4.3.2! Waste!Management!Steering!Committee!……………………………………………..………..!!

p.!39!

5.! Financial!Policy!and!Procedures!……………………………………………………………..!!

p.!43!

5.1! Introduction!………………………………………………………………………………...……………...!!

p.!43!

5.2! Receipt!of!Funds!……………………………………………………………………..…………………...!!

p.!44!

5.2.1!!

Grants!…………………………………………………………………………………………………………! p.!44!

5.2.2! Own!Source!Revenue!…………………………………………………………………………………...!!

p.!46!

5.3! Disbursement!of!Funds!………………………………………………………………………………..!!

p.!50!

5.3.1!!

Payments!by!Cheques!…………………………………………………………………………………..!!

p.!50!

5.3.2!!

Petty!Cash!Funds!…………………………………………………………………………………………! p.!53!

5.3.3!!

Advance!Expense!…………………………………………………………………………………………! p.!54!

5.3.4!!

Expense!Reimbursement!……………………………………………………………………………..! p.!55!

5.3.5! Purchasing!…………………………………………………………………………………………………..!!

p.!56!

5.4!!

Management!of!Fixed!Assets!……………………………………..………………………………….! p.!57!

5.4.1!!

Records!Management!…………………………………………………………………………………..! p.!57!

5.4.2! Safeguard!…………………………………………………………………………………………………….! p.!58!

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5.4.3!!

Use!of!Assets!………………………………………………………………………………………………..! p.!59!

5.5!!

Creation!of!Department!Obligations!………………………………………………………..……! p.!59!

5.6!!

Bank!Reconciliation!………………………………...…………………………………………………...! p.!60!

5.7!!

Chart!of!Accounts!………………………………………………………...………………………………! p.!62!

5.8!!

Budget!and!Budgetary!Control!……………………………………………..………………………! p.!63!

5.9!!

Human!Resources!………………………………………………..………………………………………! p.!64!

5.10!!

Financial!Reporting!……………………………………………………...……………………………...! p.!69!

5.10.1!!

Internal!……………………………………………………………………………………………………….! p.!69!

5.10.2!!

External!………………………………………………………………………………………………………! p.!70!

5.11!!

Appendices! (A:! Advance! Slip;! B:! Fixed! Asset! Register;! C:! Contract! of!Employment;!D:!Monthly!Finance!Report!of!the!BCC!WMD)!………..………..………..!!

!p.!71!

6.! Procurement!Rules!…………………………………………………………………......……….....!!

p.!77!

6.1! Introduction!………………………...…………………………………………………………..................!!

p.!77!

6.2!!

Definitions!………………………...………………………………………………………….....................! p.!78!

6.3! Basic!Organizational!Concepts!…………………………..………………………………………....!!

p.!80!

6.3.1!!

Procurement!Unit!…………………………………………………….………………………………….! p.!80!

6.3.2! Procurement!Committee!………………………………………………………………..…………….!!

p.!80!

6.3.3! Evaluation!Committee!…………………………….……………………………………..…………….!!

p.!81!

6.3.4!!

Procurement!Plan!………………………………………………...………………………..…………….! p.!81!

6.3.5!!

Purchase!Requisition!…………………………………………...…………………..………..…………! p.!82!

6.3.6!!

Budget!Verification!…………………………………………...………………………..………………..! p.!82!

6.4!!

Guiding!Principles!behind!Procurement!Best!Practices!……………………...….………! p.!82!

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6.4.1!!

Value!for!Money!………………………………...…………………………………………….…..………! p.!82!

6.4.2!!

Contractors!access,!transparency!and!fairness!…...…………………………………………! p.!83!

6.4.3!!

Quality!Service!Delivery!…...……………………………………..…………………………….…..…! p.!83!

6.5!!

Code!of!Ethics!………………...………………………...……………………………...………………….! p.!83!

6.5.1!!

Personal!Integrity!and!Professionalism!……………………………….………………………..! p.!83!

6.5.2!!

Accountability!and!Transparency!…………………………….………………………………...…! p.!83!

6.5.3!!

Gratuities!and!Kickbacks!…….…………….………………………..……….………………………..! p.!84!

6.5.4!!

Compliance!and!Continuous!Improvement!…………………………………………………...! p.!84!

6.5.5!!

Penalties!……………………………………..………………………………………….…………….…..…! p.!84!

6.6!!

Procurement!Practices!and!Responsibilities!…………………..……….…………………….! p.!85!

6.6.1!!

Procurement!Planning!………………………………..…………………………….……..……….….! p.!87!

6.6.2!!

Develop!Criteria!………………………………..………………………………………..…………….….! p.!88!

6.6.3!!

Canvass!the!market!…………………………..…………………………….……..…………………….! p.!89!

6.6.4!!

Purchasing!…………………………..…………………………………….……………….……..………! p.!90!

6.6.5!!

Contract!Award!……………..………………………………………….……………….……..………….! p.!94!

6.6.6!!

Authority!to!Award!Contract!…………………………………….……………….……..…………..! p.!94!

6.6.7!!

Payments!……………………………..………………………………………..…………….………………! p.!95!

6.6.8!!

Contract!Administration!……………………………..………………………………………..………! p.!95!

6.6.9!!

Accountability!……………………………..…………………………………….………..…………….…! p.!95!

6.6.10!!

Appendices!(E:!Conflict!of!Interest!Declaration)!……………………………………………! p.!96!

7.!!

References!……………………………………………………...……………………………………....! p.!97!

8.! Annex!………………………………………………………………………………………………………! p.!98!!

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Foreword!by!His!Worship!the!Mayor!Harold!L.!Tucker!

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The!creation!of!a!Waste!Management!Department!was!one!of!my!main!objectives!since!the!

people!of!Bo!elected!me!into!office.!Without!doubt!the!attainment!of!such!an!objective!has!

attendant! consequences,! as! it! will! mean! the! council! fulfilling! one! of! its! core! functions!

through! a! more! autonomous! organ! with! own! staff! structure! and! clear! operational!

responsibilities.! But! this! is! a! strong! statement! of! intent! from! the! Bo! City! Council! which!

might! reverberate! all! over! the! country! and! other! councils!may! follow! suit.! It! is! a! strong!

statement! of! intent! because! it! gives! life! to! one! of! the! cardinal! recommendations! in! the!

Waste!Management!Plan!2020,!which!was!launched!by!no!less!a!person!but!the!Honorable!

Minister!of!Local!Government!and!Rural!Development!Finda!Diana!Konomanyi!in!February!

2014.!To!centralize!all!waste!related!matters!under!one!umbrella!will!contribute!to!a!more!

effective!and!efficient!delivery!of!waste!management!services!to!the!people!of!Bo.!

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By! the! creation! of! the! Waste! Management! Department! the! Bo! City! Council! has!

demonstrated! a! strong! political!will! and! commitment! to! the! fight! against!waste! and! the!

maintenance! of! our! environment! for! the! healthy! living! of! our! citizens.! One! of! the!major!

encumbrances!that!has!always!been!the!cog!in!the!wheel!of!development!aspirations!is!the!

political!will! to! allow! things! to!happen!and! that!has!been! removed! from! the!path!by! the!

people!of!Bo.!It!is!now!left!with!the!personnel!of!the!newly!formed!department!to!live!up!to!

their!mandate!and!the!expectations.!The!task!is!enormous!and!the!demands!are!daunting!

but!with! all! hands! on! deck! and! all! shoulders! on! the!wheel!we! can! take! liquid! and! solid!

waste!management!to!an!enviable!level!that!is!worthy!of!emulation!by!other!councils!and!

municipalities.!

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The!Waste!Management!Department!creation!will!also!demonstrate!that!success!in!waste!

management!and!environment!maintenance! is!possible!by!being! the! first! council! to!have!

achieved!this!so!far!in!Sierra!Leone.!In!addition!it!will!also!help!government!in!attaining!one!

of! the! major! pillars! of! the! Millennium! Development! Goals,! which! is! to! ensure!

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Environmental!Sustainability.!The!proportion!of!people!having!improved!basic!sanitation!is!

said! to!be!hugely!off! track!and!this!department!will!be!saddled!with! the!responsibility!of!

tackling!that!downward!slide!and! improving!the! lot!of! the!people.! In!other!words! it! is!an!

acceleration! framework! compact! for! improving! basic! sanitation! and! redechoes! the!

recommendations! of! national! policies,! plans! and! strategies! proffered! to! answer! the!

sanitation!question.! It! is!not!a! standalone!concept!but! is! fully!embedded! in! the!country’s!

development!framework!just!that!we!have!breathed!life!into!it.!!

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I! wish! the! crew! a! steady! sail! as! we! ride! along! the! turbulent! waters! of! waste! and!

environmental!management.!

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His!Worship!

Harold!Logie!Tucker!

June!2015!

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Message!from!the!BCC!Social!and!Environmental!Officer!

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It!is!my!privilege!to!serve!as!the!Environmental!and!Social!Officer!at!Bo!City!Council.!!Waste!

Management! is! a! field! where! skilled! professionals! across! the! world! seek! solutions! to!

challenges! that! affect! us! all.! This! includes! subjects! like! sanitation,! hygiene! and! our! daily!

handling!of!waste.!The!BCC!Waste!Management!Services!of!Bo!City!Council!will!continually!

seek!new!processes!to!achieve!goals!and!complete!tasks!atdhand!with!efficiency!and!costd

effectiveness! at! every! opportunity.! We! have! always! strived! to! provide! excellent! waste!

management! services! to! the! people! of! Bo! City,!which! have! been! recognized! at! local! and!

national! levels.! I! am!particularly!proud!of! the!waste!management!workers!of! the!Bo!City!

Council,! whose! dedication! and! commitment! to! the! mission! ensure! the! highest! level! of!

service!to!the!citizens!and!the!protection!of!the!public’s!health,!safety!and!environment.! I!

am! welcoming! the! creation! of! the! new! Waste! Management! Department,! because! it! is!

another!step!forward!to!further!improve!the!daily!services!provided!to!the!people!of!Bo.!

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To! remain! a! viable! choice! for! liquid! and! solid! waste! service! delivery,! the! Waste!

Management!Department!will!choose!to:!

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• Explore!costdeffective!environmental!friendly!options!to!conserve!natural!resources!

and!preserve!landfill!space.!

• Remain!responsive!and!flexible!to!meet!the!needs!of!its!citizens.!!

• Seek!continuous!improvements!to!reduce!the!cost!of!waste!management!operations.!

• Forge!strategic!partnerships!with!public,!private!and!civic!groups!in!the!greater!Bo!

city!community.!

• Continue!to!hire,!train!and!promote!dedicated!workers.!!

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Samuel!Hinga!Navo!

June!2015!!!

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1.!Acronyms!

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BCC! Bo!City!Council!

CA! Chief!Administrator!(Bo!City!Council)!

CBE!/!CBO!! Community!Based!Enterprise!/!Community!Based!Organization!

DFID! Department!for!International!Development!(UK!Government)!

EPA! Environmental!Protection!Agency!

GoSL! Government!of!Sierra!Leone!

HCW! Health!Care!Waste!

INWMSP! Integrated!National!Waste!Management!Strategic!Plan!2012d2016!

LGA! Local!Government!Act!2004!

LWM! Liquid!Waste!Management!

MoHS! Ministry!of!Health!and!Sanitation!!

MoU! Memorandum!of!Understanding!

MoYA! Ministry!of!Youth!Affairs!

OSR! Own!Source!Revenue!

OWL! One!World!Link!

PPCP! Public!Private!Community!Partnership!

PPP! Public!Private!Partnership!

SALWACO! Sierra!Leone!Water!Company!

SME’s! Small!and!MediumdSized!Enterprises!

SMME’s! Small,!Medium!and!MicrodSized!Enterprises!

SWM! Solid!Waste!Management!

UNDP! United!Nations!Development!Program!

WHH! Welthungerhilfe!

BCC!WMD! Bo!City!Council!Waste!Management!Department!

WMP!2020! Waste!Management!Plan!2020!for!Bo!City!

WMSC! Waste!Management!Steering!Committee!

YES! Youth!Employment!Scheme!

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2.!Introduction!

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Solid!and!Liquid!Waste!Management!is!one!of!the!essential!obligatory!functions!of!the!Bo!

City!Councils! operations! since! the! inception!of! the! local! councils! in! 2004.! ! The!Bo!Town!

Council!(Establishment!Order)!2004!Statutory!Instrument!No.25!of!2005!made!under!the!

LGA!2004,!specifically!lists! ‘collection!and!disposal!of!refuse’!as!an!function!of!the!Bo!City!

Council! (then!a!Town!Council)!under!section!20(k)!of! the!LGA!2004!(see!ANNEX!A!Local!

Government! Act! 2004).! It! has! been! and! is! still! a! challenging! aspect! of! its! operations.! In!

order!to!control!the!waste!management!activities!a!‘Waste!Unit’!was!established!as!a!Unit!

within! the! Works! Department! at! the! inception! of! the! council! and! later! changed! to!

‘Environmental!and!Social!Unit’! in!2012.!The!Unit!was!separated!from!the!Environmental!

and!Social!Unit!and!upgraded!to!the!‘BCC!Waste!Management!Department’!in!midd2015.!

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The! purpose! of! this! document! is! to! provide! guidelines! to! the! staff! of! the! Waste!

Management!Department! and! the! Council! as! a!whole! on! their! roles,! responsibilities! and!

implementation!of! the!department’s!activities.!The!document!will!serve!as!a!roadmap!for!

the!proper!implementation!of!the!department’s!operational!and!financial!responsibilities.!

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All# personnel# of# the# Bo# City# Council# are# expected# to# be# aware# of# and# adhere# to# the#

policies#and#procedures#in#this#document.!!!

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2.1$Vision$of$the$BCC$Waste$Management$Department$

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The! vision! of! the!BCC!Waste!Management!Department! is! to! have! a! functional! integrated!

sustainable!waste!management! system!delivering! efficient,! high! quality! services! that! are!

acceptable,!accessible,!equitable!and!affordable!for!all!people!in!Bo!City!and!its!environs.!

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2.2$Mission$of$the$BCC$Waste$Management$Department$

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The! Mission! of! the! BCC! Waste! Management! Department! is! to! provide! a! sustainable,!

effective! and! efficient! waste! management! system! that! will! ensure! the! protection! of! the!

environment! and! the! general! public! health! and! welfare! of! the! citizens! of! Bo! City.! The!

overall!goal!of!the!BCC!WMD!is!therefore!to!minimize!the!impact!of!communicable!diseases!

related! to! poor! waste! management! (waterdborne,! airdborne! and! vectordtransmitted!

diseases),! minimize! poverty! through! job! creation! in! the! public! as! well! as! in! the! private!

sector!and!to!attain!a!healthy!environment!for!the!people!in!Bo!City.!This!system!includes!

the!management!of!wastes!from!households,!commercial!sector,!healthcare!institutions!and!

industrial! facilities.! Also! hazardous,! electric! and! electronic,! construction,! agricultural,!

liquid,!sewage!and!sanitation!waste!products.1!The!BCC!WMD!will!ensure!this!through!the!

provision!of!facilities!and!programs!which!meet!or!exceed!all!applicable!local,!national!and!

landduse! regulations! as! well! as! through! the! development! and! maintenance! of! a! waste!

management! system! that! is! economically,! socially,! politically! and! environmentally!

balanced.!!

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3.!Responsibilities!of!the!BCC!Waste!Management!Department!

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The! BCC! Waste! Management! Department! will! be! responsible! to! regulate! the! solid! and!

liquid!waste!management! sector!within! the!policy! framework! agreed! and! guided!by,! the!

Full! Council! and! to! provide! effective! and! costdefficient! liquid! as! well! as! solid! waste!

management! services! to! the! citizens! of! Bo! City! and! its! environs.! The! BCC! Waste!

Management! Department! will! provide! services! in! waste! reduction,! reuse,! recycling,!

collection,!transportation!as!well!as!environmentally!sound!waste!disposal.!

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!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!1!See!definitions!of!the!different!waste!types!in!the!‘Waste!Management!Plan!2020!for!Bo!City.!Part!A!Strategy’!(p.!5d6).!

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The!BCC!WMD!in!fulfilment!of!the!‘Waste!Management!Plan!2020!for!Bo!City’!(see!ANNEX!B!

&!C)!…!

Overall!Managem

ent!

…!ensures!an!integrated!sustainable!waste!management!system!with!planning!and!

operative!competence.!

…! operates! a! sustainable,! efficient! and! effective! financial! system! that! guarantees!

the!functioning!of!the!waste!management!system.!

…!ensures!an!effective!and!relevant!monitoring!system!including!operational!and!

financial!aspects!as!well!as!impact!monitoring.!

Waste!Reduction,!Recycling!and!Reuse!

…! ensures! an! effective,! efficient! and! well! regulated! waste! reduction,! reuse,!

recycling!and!trading!system!for!solid!waste!in!Bo!City.!

…!ensures!the!valorisation!of!liquid!/!faecal!waste.!

…!promotes!waste!reduction!and!minimization!at!all!levels.!

…! promotes! reuse! and! recycling! initiatives! in! order! to! reduce!waste! at! disposal!

sites.!

…!builds!up!an!effective!waste!reuse!and!recycling!system!(including!recycling!of!

paper,! plastic,! rubber,! metal,! glass,! organics,! etc.)! based! on! public! and! private!

sector!involvement.!

…!promotes!and!develops!the!local!wastedtrading!sector.!

…!runs!a!Waste!Industrial!Investment!Zone.!

Waste!Collection!and!Transportation!

…! ensures! an! effective,! efficient! and! well! regulated! waste! collection! and!

transportation!system!for!solid!and!liquid!waste!in!Bo!City.!

…!provides!acceptable,!accessible,!equitable!and!affordable!solid!and!liquid!waste!

collection!services!to!households,!offices!and!businesses!in!Bo!City!based!on!a!dual!

waste!collection!system!that!includes!public!as!well!as!private!sector!involvement!.!

…!provides!acceptable,!accessible,!equitable!and!affordable!solid!and!liquid!waste!

transportation! services! for!Bo!City! based! on! a! dual!waste! transportation! system!

that!includes!public!as!well!as!private!sector!involvement.!

…! ensures! an! efficient! medical! waste! collection,! transportation! and! disposal!

system.!

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The!BCC!WMD!in!fulfilment!of!the!‘Waste!Management!Plan!2020!for!Bo!City’!…!!

Waste!Disposal!

…! ensures! an! effective,! efficient! and! environmentally! sound! disposal! system! for!

solid!and!liquid!waste!in!Bo!City.!

…!runs!legal!and!controlled!disposal!sites!in!Bo!City!(with!official!EPA!Licences).!

…!runs!a!treatment!facility!for!liquid!waste!in!Bo!City!.!

…!runs!an!incinerator!for!proper!disposal!of!HealthdCare!waste!in!Bo!City.!

Other!Responsibilities!and!Objectives!

…!promotes! the! enacting! of! byedlaws! to! further! regulate! the!waste!management!

sector.!

…! ensures! in! daily! operations! the! compliance! to! national! and! international!

environmental!laws.!

…! promotes! the! private! sector! involvement! in!waste!management! activities! and!

Private!Public!Partnerships!(PPP’s)!in!service!delivery.!

…!ensures!proper!contracting!with!private!partners!and!monitoring!of!such.!

…! organizes! awareness! raising! campaigns! with! a! focus! on! waste! reduction,!

separation,! reuse,! recycling,! environmentally! sound! waste! disposal! and! other!

WASH!(Water,!Sanitation!and!Hygiene)!related!issues.!

…! disseminates! bestdpractice! examples! and! always! seeks! for! experience! sharing!

with!other!national!and!international!SWM!stakeholder.!

…! aims! to! increase! own! revenue! sources! to! decrease! the! dependency! on! funds!

provided!by!the!Central!Government!and!the!World!Bank!(DSDP).!

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3.1$ Commitment$ of$ the$ BCC$ Waste$ Management$ Department$ for$ a$ transparent$ and$

accountable$financial$and$administrative$system$

!

The!BCC!WMD!is!committed!to!operate!a!transparent,!efficient!and!effective!financial!and!

administrative! system! that! guarantees! the! functioning! of! the! public! sector! waste!

management!service!delivery!scheme!in!Bo!City!and!its!environs.!The!BCC!WMD!will!have!

the! responsibility! of! the! daydtodday! financial! and! administrative! management! of! wasted

!

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!

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13!

related! funds!under! the!guidance!and!supervision!of! the!Chief!Administrator.!The!overall!

accountability!stays!with!the!Chief!Administrator,!but!the!daydtodday!accountability!is!with!

the!Head!of!the!BCC!WMD!who!reports!to!the!CA.!To!ensure!the!aforedmentioned,!the!Head!

of!the!BCC!WMD!will!become!the!first!signatory!to!all!wastedrelated!bank!accounts!of!the!

Council.!The!BCC!WMD!accountant!will!have!the!ability!to!track!all!wastedrelated!funds!and!

is! responsible! for! their! administering.! The! Bo! City! Council,! the! BCC! Leadership! and! the!

administrative!and!political!wing!of!the!council!accept!fully!the!need!for!the!BCC!WMD!to!

have!a!transparent!and!accountable!finance!and!administration!system!and!will!ensure!that!

the! BCC!WMD! has! the! full! ability! to! administer,! track! and! ringdfence! its! funds.! The! BCC!

WMD!will!also!have!the!ability!to!generate!its!own!source!revenue.!!

!

The!BCC!WMD! is! therefore! able! to! generate! its! own! funds,! have! control! over! the!wasted

related!funds,!selfdfinances!its!staff,!have!the!ability!to!track!and!decide!on!expenditures,!is!

able!to!generate!its!own!work!plans!and!budgets!and!has!control!on!its!daily!running’s!and!

operations!within!the!framework!of!the!wider!BCC!budgets!and!policies!etc.!(see!chapter!5!

for!details).!The!BCC!WMD!will!be!guided!and!supervised!by!the!Chief!Administrator!and!

monitored!and!advised!by!the!BCC!Finance!Department.!

!

3.2$Other$commitments$of$the$BCC$Waste$Management$Department!

!

It! is! the! conviction! of! the! BCC! WMD! that! private! sector! involvement! is! necessary! to!

increase! and! provide! more! effective! and! efficient! solid! and! liquid! waste! management!

services! to! the! citizens! of! Bo! City.! There! is! an! increased! recognition! of! the! benefits! that!

partnering!with!the!private!sector!can!bring! in! terms!of!achieving!public!service!delivery!

solutions!that!could!not!be!achieved!by!a!single!actor!alone.!It!is!for!this!reason!that!the!BCC!

WMD!will!explore!and!put!emphasis!on!the!development!of!partnerships!with!the!private!

sector!(e.g.!SMEs,!SMMEs,!CBOs,!CBE’s,!private!companies,!etc.)! to!provide!PPP!and!PPCP!

solutions! to! the! City’s!municipal! solid! and! liquid!waste!management! challenges,! both! in!

!

!


!

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14!

terms! of! service! provision! as!well! as! in! relation! to! the! development! of! value! chains! for!

wastedderived!products!to!minimize!waste!streams.!

!

The! BCC! WMD! is! committed! to! also! take! on! some! (nondwaste! related)! aspects! of!

Environmental!Health! to! support! the!work! of! the! BCC! Environmental! and! Social! Officer.!

This! emphasises! the! commitment! of! the! BCC! WMD! to! achieve! its! overall! mission! of!

protecting!the!environment!and!improving!general!public!health!(as!highlighted!in!chapter!

2.2).!The!BCC!WMD!will!therefore!serve!as!the!supporting!and!operational!unit!for!the!BCC!

Environmental!&!Social!Officer!to!achieve!these!objectives.! In!addition!to!solid!and! liquid!

waste!management,!the!BCC!WMD!will!therefore!assist!and!support!the!BCC!Environmental!

and!Social!Officer!in!other!aspects!of!Environmental!Health!such!as!food!hygiene,!abattoir!

inspections,! compound! and! restaurant! sanitary! inspection! and! compliance,!market! place!

hygiene,! and! vector! control.! It! is! the! aim! of! the! BCC! WMD! to! also! embed! MoHS!

Environmental!Health!Officers!(EHOs)!in!its!organizational!structures.!This!strengthens!the!

BCC!WMD!and!the!council!as!a!whole!to!fulfil!their!responsibilities!in!environmental!health!

within! the! municipal! boundaries.! By! integrating! EHOs! in! the! BCC! WMD! organizational!

structures! (salaries! funded!by!MoHS)!Public!Health!Aides! (PHAs)! could!be! also! engaged,!

which!would!contribute!to!the!regulation!and!compliance!aspect!of!relevant!bye!laws!(e.g.!

to! prevent! the! creation! of! illegal! disposal! sites,! indiscriminate! solid! and! liquid! waste!

disposal,! burning! of! waste,! etc.)! and! of! services! in! other! areas! of! environmental! health!

(such!as!enforcing!of!sanitary!standards!in!markets,!etc.).!

!

The!BCC!WMD! is! cooperating! closely!with! the!Ministry!of!Health!and!Sanitation! (MoHS),!

Environmental! Protection! Agency! (EPA),!Ministry! of! Youth! Affairs! (MoYA;! YES! Scheme),!

Ministry!of!Agriculture,!Fishery!and!Food!Security!(MAFFS;!Composting),!PPP!Unit!of!State!

House,! Bo! District! Council! (BDC),! Sierra! Leone! Water! Company! (SALWACO),! Njala!

University!and!other!governmental!and!social!organisations!as!well!as! the!civil!society! in!

Bo!City!and!its!environs.!

!

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3.3$BCC$Waste$Management$and$Industrial$Investment$Zone$

!

One!of!the!main!duties!and!responsibilities!of!the!BCC!WMD!is!to!manage!and!sustain!the!

BCC!Waste!Management!and!Industrial!Investment!Zone!(WMIIZ),!which!is!located!next!to!

the! NASSIT! shopping! plaza! in! between!Matru! Road! and! Tikonko! Road! close! to! the! city!

centre!of!Bo!(construction!works!expected!to!be!finalized!in!end!of!2015).!

!

The!WMIIZ!consists!of!the!following!infrastructure:!

!

The!office!building!of!the!BCC!WMD!is!located!at!the!WMIIZ.!This!office!building!includes!an!

entrance! hall! serving! as! a! reception,! five! offices! and! a! conference! room.! This! new!

infrastructure!ensures!that!there!is!enough!office!space!available!to!manage!and!tackle!the!

growing! duties! and! responsibilities! in! waste! management! of! the! Council! and! will! be!

maintained!and!used!by!the!BCC!WMD!only.!A!garage!for!the!BCC!WMD!vehicle!fleet!and!a!

40ft!container!used!as!a!storage!facility!is!also!located!on!the!WMIIZ.!This!ensures!that!the!

BCC!WMD!increases!its!infrastructural!capacity!to!maintain!a!systematic!waste!vehicle!fleet!

and!asset!management!system.!The!garage!and!the!container!will!be!also!maintained!and!

used!by!the!BCC!WMD!only.!

!

The!BCC!WMIIZ!includes!also!other!infrastructures!that!are!highlighting!the!Private!Public!

Partnership! drive! and! the! holistic! and! integrated! approach! in!waste!management! of! the!

BCC!WMD!and!the!Council!as!a!whole.!For!instance!the!joint!office!building!of!the!private!

sector! partners! Klin! Bo! Services! Umbrella! Organization! and! WastedTodWealth!

Entrepreneurs! Association! is! located! at! the! WMIIZ.! The! Klin! Bo! Services! Umbrella!

Organization! represents! the! youth! groups! involved! in! the! PPP! doordtoddoor! waste!

collection! scheme! of! the! city! (see! ANNEX! D:! Constitution! Klin! Bo! Services! Umbrella!

Organization).!The!office!serves!the!elected!executive!board!members!of!the!organization!

to! represent! their!members!and! to!coordinate!as!well!as! to!manage! their!daily!activities.!

The! WastedTodWealth! Entrepreneurs! Association! is! representing! the! majority! of! local!

!

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!

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16!

SME’s! that! are! involved! in! reuse! and! recycling! activities! in! Bo! City! (see! ANNEX! E:!

Constitution!WastedTodWealth! Entrepreneurs! Association).! The! office! serves! the! elected!

executive!members!of!the!association!to!represent!their!members!and!to!coordinate!their!

activities.! This! joint! office! building! gives! both! private! sector! organizations! a! physical!

representation! and! creates! a! strong! synergy! between! the! two!organizations! as!well! as! a!

strong! link! to! the!BCC!WMD!emphasizing! the!partnership! approach!between! the!private!

and!the!public!sector!to! jointly!solve!the!waste!management!challenges!in!Bo!City!and!its!

environs.! A! balanced! and! legally! binding! rental! agreement! between! the! BCC! WMD! on!

behalf!of!BCC!on!the!one!hand!(owner!of!the!premises)!and!the!Klin!Bo!Services!Umbrella!

Organization! and! the! WastedTodWealth! Entrepreneurs! Association! on! the! other! hand! is!

regulating! the! longdterm! rental! arrangement! and! the! sustainable! use! of! the! facility! (see!

ANNEX!F).!

!

There!are!also!parcels!of! land!on! the!WMIIZ! that!are!reserved! for!production!and!selling!

sites!of! SME’s! involved! in! reuse!and! recycling!activities.! SME’s! that! are! transforming!dry!

waste! into! new! marketable! products! (including! plastic,! paper,! metal,! glass,! textiles! and!

tyres)!have!the!opportunity!to!settle!their!businesses!on!such!parcels!of!land.!The!private!

sector! is! attracted! to! make! investments! because! of! the! secure! access! to! affordable! and!

strategically!situated!land!for!production!as!well!as!merchandising!purposes.!As!the!WMIIZ!

is! located! close! to! the! city! centre! of!Bo! the!BCC!WMD!allows!only! SME’s! and! SMME’s! to!

settle! there! that! have! no! or! very! limited! environmental! and! health! impacts.! The!

development!of!value!chains!for!wastedderived!products!is!of!high!importance!to!the!BCC!

WMD,!because! it! reduces!waste! streams! from! reaching! the!disposal! sites,!which! reduces!

costs! for!both! transportation!and! the! landfilling!of!waste.!A!balanced!and! legally!binding!

lease!agreement!between!the!BCC!WMD!on!behalf!of!BCC!on!the!one!hand!(owner!of! the!

premises)!and!the!SME’s!involved!in!reuse!and!recycling!on!the!other!hand!is!regulating!the!

lease!arrangement!and!the!sustainable!use!of!the!premises/facilities!(see!ANNEX!G).!

!

!

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17!

!BCC!Waste!Management!and!Industrial!Investment!Zone!(WMIIZ)!

!

3.4$Waste$Reduction,$Recycling$and$Reuse$

!

A! core! guiding! principle! of! an! integrated!

solid! waste! management! approach! is! the!

waste! management! hierarchy.! Waste!

prevention! (avoiding! the! production! of!

waste! in! the! first! place)! lies! at! the! top! of!

the! waste! hierarchy,! followed! by! waste!

minimization,! reuse! and! recycling.! Reuse!

and! recycling! offer! significant! benefits! to!

reducing!!the!!amount!!of!!waste!!remaining!

!

!

!

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!

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18!

for! subsequent! recovery! or! disposal,! and! are! a! key! aspect! of! any! comprehensive! waste!

management!scheme.!Waste!prevention!and!minimization! is! therefore!the!best!approach,!

followed!by!reuse!and!recycling.!Waste!that!cannot!be!prevented,!reused!or!recycled!should!

be! incinerated! (incl.! energy! recovery)! or! disposed! at! disposal! sites! in! accordance! with!

national!environmental!laws!and!other!regulations.!

!

In! this! light! the! BCC!WMD!will! encourage! projects! and! programs,! but! also! donors! and!

private! sector! stakeholder,! to! investigate! opportunities! to! invest! in! new! local! reuse! and!

recycling! value! chains.! This! is! consistent! with! the! goals! of! the! Council! to! reduce! waste!

operational!cost!by!reducing!the!quantity!of!waste!being!transported!and!landfilled!at!the!

disposal!sites.!Therefore!the!BCC!WMD!aims!to!support,!updscale,!and!even!subsidize!the!

local!reuse!and!recycling!sector!and!also!to!stimulate!the! local!waste!sorting!and!trading!

sector!to!ensure!an!enabling!environment!for!investments!in!this!sector.!The!BCC!WMD!is!

also!considering!councildled!composting!initiatives!to!reduce!the!wet!waste!and!to!create!

new! waste! value! chains.! The! BCC! WMD! will! also! initiate! public! education! campaigns!

directed!at!encouraging!consumers! to!shop!wisely!and!avoid!goods!that!are!over!packed!

and!manufacturers!to!use!the!minimum!packaging!required!for!their!goods.!

!

3.5$Waste$Collection$and$Transportation$

!

Since!2004!the!responsibility!for!solid!and!liquid!waste!collection!and!transportation!in!the!

city!lies!with!the!City!Council.!BCC!has!endeavoured!to!deliver!these!services!to!maintain!a!

healthy!City!of!Bo.!The!BCC!waste!collection!and!transportation!services!include!inter!alia!

street!sweeping!and!monthly!cleaning!Saturdays,!collection!and!transportation!services!for!

the! Central! Business! District! (compactor! truck! and! tricycles)! as! well! as! for! the! outer!

districts/sectors! based! on! the! distribution! and! collection! of! skips! (skip! loader)! and! the!

emptying! of! private! and! public! toilet! facilities,! like! pit! latrines! and! septic! tanks.! Since!

November!2013!the!BCC!also!coordinates!and!monitors!the!doordtoddoor!waste!collection!

services! provided! by! the! private! partners! Klin! Bo! Services! (Private! Public! Partnership).!

!

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!

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19!

Therefore! the!waste! collection! sector! of! Bo! City!was! opened! up! to! the! private! sector! in!

2013.! The! BCC! is! committed! to! continue! this! development! through! its! WMD! with! the!

objective!to!builddup!a!dual!waste!collection!and!transportation!system!for!solid!and!liquid!

waste!management!that!is!based!on!a!strong!public!as!well!as!private!sector!involvement.!

Waste! collection! and! transportation! businesses! will! be! awarded! contracts! to! provide!

services!based!on!their!ability!to!comply!with!the!standards!and!performance!criteria!set!

by! the! BCC! WMD.! The! BCC! WMD! will! have! the! responsibility! for! the! award! and!

management!of!such!contracts,!within!the!accountability!framework!set!out!herein.!

!

The!BCC!WMD!Vehicle!Fleet!consists!of!one!compactor!truck,!three!skip!loader,!one!waste!

tipper,!one!frontdend!loader,!one!cesspool!emptier,!thirteen!tricycles!and!five!motorbikes.!

The! BCC! WMD! envisages! on! the! one! hand! to! increase! the! overall! number! of! waste!

management!vehicles!and!on!the!other!hand!to!lease!out!some!of!the!waste!trucks!to!the!

private! sector! with! the! aim! to! increase! service! delivery! and! costdeffectiveness.! The! list!

below!provides!details!of!the!BCC!WMD!Vehicle!Fleet!(April!2015):!

!

Waste&Vehicle&Fleet&managed&by&BCC&Waste&Management&Department&(April&2015)2&

&

N.& Type&of&Vehicle&(Number&Plate)&

&

Photo& Usage&/&Donated&By&

1.& Compactor&Truck&&Mercedes&Benz&Axor&Number&Plate:&ADN&209&

!

Usage:!To!collect!solid!waste!in!Bo!City!and!its!environs.!!Donated/Financed:!By!Libyan!Government!

2.& Skip&Loader&&Mercedes&Benz&Axor&Number&Plate:&AJW&553&

!

Usage:!To!collect!solid!waste!from!skipFpoints!in!Bo!City.!!Donated/Financed:!By!DFID!(WHH!SLE!1022)!

!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!2!The!BCC!WMD!will!update!the!BCC!Waste!Vehicle!Fleet!List!on!a!regular!basis.!

!

!


!

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20!

3.& Skip&Loader&&Mercedes&Benz&Axor&Number&Plate:&AJW&631&&& !

Usage:!To!collect!solid!waste!from!skipFpoints!in!Bo!City.!!Donated/Financed:!By!DFID!(WHH!SLE!1022)!

4.& Skip&Loader&&Dung&Seng&&&

!

Usage:!To!collect!solid!waste!from!skipFpoints!in!Bo!City.!!Donated/Financed:!By!UNDP!

5.& Garbage/Waste&Truck&&Mercedes&Benz&Actors&Number&Plate:&ADN&207&

!

Usage:!Usage:!To!collect!solid!waste!in!Bo!City!and!its!environs.!!Donated/Financed:0By!Libyan!Government!

6.& FrontVEndV&Loader&&JCB&&& !

Usage:!To!load!solid!waste!into!garbage/waste!truck!and!used!for!works!at!the!controlled!disposal!site.!!Donated/Financed:!By!UNDP!

7.& Cesspool&Emptier&&Leyland&Comet&&&

!

Usage:!To!collect!liquid!waste!in!Bo!City!and!its!environs.!!!Donated/Financed:!By!UNDP!(through!the!Ministry!of!Health!and!Sanitation)!

8.& Tricycles&(3)&&Luogia&&&

!

Usage:!To!empty!trash!bins!in!Bo!City.!0Donated/Financed:!By!UNDP!

9.& Klin&Bo&Tricycles&(10)&&Kingo&Number&Plates:&AIS&280,&281,&282,&283,&284,&285,&286,&287,&288,&289& !

USAGE:!Used!by!Klin!Bo!Youth!Groups!for!DoorFtoFDoor!Household!Waste!Collection!!Donated/Financed:!By!DFID!(WHH!SLE!1017)0

!

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!

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21!

10.& Motorbike&&VTC&Sky&125&Number&Plate:&AJW&960&

!

Usage:!Used!for!monitoring!purposes!by!Chairman!Waste!Management!Steering!Committee.0!Donated/Financed:!By!DFID!(WHH!SLE!1022)0

11.& Motorbike&&Kingo&Number&Plate:&AIO&598&

!

Usage:!Used!by!BCC!Waste!Officers.!!Donated/Financed:!BCC!Funds0

12.& Motorbike&&TVS&Star&Number&Plate:&AIC&608&

!

Usage:!Used!by!BCC!Waste!Officers.!!Donated/Financed:!By!DFID!(WHH!SLE!1017)0

13.& Motorbikes&(2)&&TVS&Star&HLX&125&&

!

Usage:!Used!by!BCC!Waste!Officers.!!Donated/Financed:!By!UNMEER/THW!(Technisches!Hilfswerk)!

!

3.6$Waste$Disposal$

!

One!of! the!key!challenges! for! the!BCC!WMD!is! to!properly!manage! the!disposal!of!waste.!

Since!2007,!Bo!City!Council!has!informally!used!a!land!situated!at!‘Mile!5’!along!the!BodYele!

Highway! for! the! disposal! of! solid! and! liquid! waste.! The! BCC! WMD! is! now! seeking! to!

formalize! the!use!of! the! land!by!constructing!a! controlled!disposal! site.!The!construction!

works! are! planned! to! include! fencing! of! the! site,! an! office! building,! weighing! bridges,! a!

waste!separation!area,!a!windrow!composting!site,!an!area!for!landfilling!of!inert!materials!

and! a! roofed! shack! for! equipment! and! vehicles! (construction! works! expected! to! be!

finalized! in! mid! of! 2016).! The! controlled! disposal! site! is! expected! to! decrease!

environmental!hazards! through!systematic! separation!of!dry!and!wet!waste!and! through!

composting! of! wet! waste! on! a! large! scale.! This! intervention! is! not! only! minimizing! the!

emission!of!methane!and!the!production!of!leachates!at!the!disposal!site,!but!also!leads!to!

!

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!

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22!

the!production!of!large!quantities!of!soil!conditioner/compost!for!sale.!At!the!same!time!the!

BCC! WMD! plans! to! settle! waste! value! chains! at! the! disposal! site! and! also! to! separate!

different!types!of!dry!waste.!The!dry!waste!raw!materials!will!be!sold!to!local!waste!traders!

and!SME’s!that!are!involved!in!reuse!and!recycling!activities.!

!

On! a! neighbouring! parcel! of! land! SALWACO! is! constructing! a! liquid! waste! disposal!

management!site!with!several!dry!and!wet!beds!for!faecal!sludge!treatment!(construction!

works!expected!to!be!finalized!in!2016).!It!is!envisaged!to!combine!the!management!of!both!

functions/facilities!under!the!BCC!Waste!Management!Department!in!2017.!

!

The! BCC! WMD! commits! itself! to! properly! manage! an! effective,! efficient! and!

environmentally! sound! disposal! system! and! to! run! legally! controlled! disposal! sites! and!

treatment! plants! for! solid! and! liquid! waste! in! Bo! City,! starting! with! the! systematic!

development!and!management!of!‘Mile!5’.!

!

3.7$Legal$and$Policy$Framework$

!

The!work!of!the!BCC!WMD!is!also!regulated!under!other!jurisdictions!and!policies,!such!as!

the! Environmental! Protection! Agency! Act,! Public! Health! Ordinance! (1961),! the! National!

Waste!Management!Policy!(2012)!and!local!ByedLaws.!The!EPA!requires!that!operators!of!

waste! disposal! facilities! and! waste! processing! facilities! obtain! permits! to! construct! and!

operate!such!facilities.!Licenses!for!the!discharge!of!effluent!that!may!be!generated!in!the!

form!of! leachate!from!landfills!are!also!required.!The!BCC!WMD!will!acquire!EPA!permits!

and!licences!for!all!its!disposal!sites!and!facilities.!The!Public!Health!Ordinance!of!1961!(see!

ANNEX!H)!provides! the!BCC!with! the! legal!basis! for! enforcement! and! implementation!of!

waste!related!regulations!in!the!municipality,!and!the!BCC!WMD!shall!be!the!principal!arm!

of! the! council! responsible! for! this.!The!municipal!police!have! the!principal! responsibility!

for! enforcing! breaches! of! such!waste! legislations.! This! includes! also! the! enforcement! of!

wastedrelated!Community!ByedLaws,!such!as!the!recently!adopted!Community!ByedLaw!on!

!

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!

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23!

“Banning!Illegal!Dumpsites!and!Cleaning!Saturday’s”!(2015;!See!ANNEX!I).!The!BCC!WMD!

will! also! ensure! that! its! daily! work! is! fully! in! line! with! the! Integrated! National! Waste!

Management! Policy! (INWMP),! the! National!Water! and! Sanitation! Policy! (NWSP)! and! its!

accompanying!Implementation!Strategy!(see!ANNEX!J).!

!

4.!Organisational!Structure!of!the!BCC!Waste!Management!Department!

!

The! Head! of! the! BCC! WMD! leads! the! Department! and! is! in! charge! of! daily! operations!

including! the! financial! management! of! the! department! but! with! the! guidance! and!

supervision!of! the!CA.!The!overall!accountability!stays!with!the!CA,!whilst! the!daydtodday!

accountability!is!with!the!Head!of!the!BCC!WMD.!The!CA!is!supervised!by!the!Mayor.!There!

are!five!subunits!within!the!BCC!WMD!that!are!directly!subordinated!to,!and!managed!by!

the!Head!of!the!Department.!They!include:!

!

1. Finance! and! Administration:! The! BCC!WMD! Accountant! has! the! responsibility! to!

implement! the! financial! rules,! policies! and! procedures! as! set! out! by! the! council!

administration! in!performing!his/her!daily!administrative!and!financial!duties!and!

responsibilities!(see!chapter!5!for!details).!The!BCC!WMD!Cashier!supports!the!BCC!

WMD!Accountant!in!the!fulfilment!of!his/her!duties.!

2. Office!for!Waste!Reduction,!Reuse!and!Recycling!

3. Office!for!Waste!Collection!and!Transportation!

4. Office!for!Waste!Disposal!and!Management!of!Disposal!Sites!

5. Office!for!Liquid!Waste!Management!

!

The!Head!of!the!BCC!WMD!reports!all!activities!of!the!department!directly!to!the!CA.!The!

Mayor!and!the!CA!comprise!together!the!BCC!leadership!and!therefore!also!the!BCC!WMD!

leadership.!

!

!

!


!

!!

24!

The!BCC!Finance!Department!and!its!procurement!subunit,!which!are!subordinated!to!the!

BCC!leadership,!control!the!use!of!budgeted!funds!and!monitor!the!financial!activities!of!the!

BCC! WMD.! The! BCC! Finance! Department! is! also! required! to! give! technical! advice! and!

support! to! the! BCC! WMD! in! daily! financial! and! administrative! matters! as! and! when!

necessary.! The! BCC! WMD! also! interacts! closely! with! other! departments! of! the! Council.!

These! other! BCC! support! Units/Departments! of! the! BCC!WMD! are! also! required! to! give!

technical!advice!and!support!to!the!BCC!WMD!as!and!when!necessary!and!upon!request.!All!

major! requests! by! the! BCC! WMD! must! be! approved! by! the! BCC! leadership! before! the!

different! Units/Departments! can! provide! their! support.! These! BCC! support!

Units/Departments! are! the! Development! and! Planning! Department,! the! Works!

Department,! the! Human! Resource! Department,! the! Environmental! and! Social! Office,! the!

Information! and! Technology! Office! and! the! Information,! Education! and! Communication!

Office.!The!BCC!Office!for!Internal!Audits!is!responsible!for!internal!controls.!

!

There!is!an!established!Waste!Management!Steering!Committee!(WMSC)!of!the!Council!that!

performs! an! oversight! function! to! the! department.! The! WMSC! is! comprised! of!

representatives!of!important!local!governmental!and!social!institutions,!civil!society!as!well!

as!councillors!that!have!been!assigned!to!give!oversight!to!the!BCC!WMD.!The!BCC!Finance!

and!Budget!Committee!approve!yearly!budgets!for!onward!submission!for!approval!by!the!

Full!Council!and!oversees!the!implementation!of!the!approved!budgets.!

!

The! office! of! the! BCC!WMD! is! located! at! the!WMIIZ! close! to! the! city! centre! of! Bo! (see!

chapter!3.3).!!

!

!

! BCC!Waste!Managem

ent!Department.!Policies!and!Procedures

!

!

!!

25!

!

!

!


!

!!

26!

!

4.1$Organizational$and$Staffing$Structure$of$the$BCC$Waste$Management$Department$

!

The! Head! of! the! BCC! WMD! will! be! responsible! to! manage! and! co;ordinate! all! waste!

management! activities! in! Bo! City! and! its! environs! as! they! are! outlined! in! Chapter! 3!

(‘Responsibilities!of!the!BCC!WMD’).!There!are!five!subunits!within!the!BCC!WMD!that!are!

directly!subordinated!to!the!Head!of!the!BCC!WMD.!These!BCC!WMD!subunits!are!the!BCC!

WMD!Finance!and!Administration!Office,!Office!for!Waste!Reduction,!Reuse!and!Recycling,!

Office!for!Waste!Collection!and!Transportation,!Office!for!Waste!Disposal!and!Management!

of!Disposal!Sites!and!Office! for!Liquid!Waste!Management.!The!Head!of! the!BCC!WMD! is!

responsible! for! the!management! and! co;ordination! of! the!work! of! all! the! sub;units! and!

permanent!and!casual!staff!members!and!labourers!of!the!BCC!WMD.!The!work!contracts!

must!be!in!line!with!the!Sierra!Leone!Gazette!of!the!Ministry!of!Labour,!Employment!and!

Social!Security!of!July!2011!(see!ANNEX!K)!and!the!Nassit!Act!of!2001!(see!ANNEX!L).!The!

BCC!WMD!will!have!the!following!positions/staff!structure!(April!2015):!

!

N.! POSITIONS!!

1.! Head!of!the!BCC!WMD!

2.! BCC!WMD!Accountant!

3.! BCC!WMD!Cashier!

4.! BCC!WMD!Officer!for!Waste!Reduction,!Reuse!and!Recycling!

5.! BCC!WMD!Officer!for!Waste!Collection!and!Transportation!

6.! BCC!WMD!Officer!for!Waste!Disposal!and!Management!of!Disposal!Sites!

7.! BCC!WMD!Officer!for!Liquid!Waste!Management!

8.! Driver!(BCC!WMD!Vehicle!Fleet)!

9.! Supervisor!of!Permanent!and!Casual!Labour!

10.! Permanent!Labourer!

11.! Casual!Labourer!

!

!

!


!

!!

27!

The!BCC!WMD!is!committed!to!accomplishing!its!mission!in!a!safe,!efficient,!cost!effective!

and!environmentally!sound!manner.!It!plays!a!key!role!for!the!success!of!the!BCC!WMD!to!

attract!and!retain!highly!competent!staff.!To!achieve!this! important!goal,! the!Head!of! the!

BCC! WMD! shall! notify! the! BCC! leadership! of! any! vacancy! and! obtain! approval! for! the!

recruitment!of!staff.!The!BCC!Human!Resources!Department!will!provide!technical!advice!

and!support! to! the!BCC!WMD!as!and!when!necessary! including! for!all! recruitments.!The!

BCC!leadership!must!approve!such!requests!from!the!Head!of!the!BCC!WMD!before!the!BCC!

Human!Resource!Department! can!provide! its! support.!Recruitment!processes!of! the!BCC!

WMD!must!be!in!line!with!the!Revised!Human!Resource!Management!Guidelines!for!Local!

Councils!of!July!2012!(see!ANNEX!M)!and!section!5.9!below.!

!

! !See!Terms!of!References!of!Full!Time!Staff!of!the!BCC!WMD!below3!

!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!3!The!BCC!WMD!in!cooperation!with!the!BCC!Human!Resource!Office!will!update!the!Terms!of!References!of!staff!members!when!it!deems!necessary.!

!

!

! BCC!Waste!Managem


!

!

!!

28!

1.#Hea

d#of#th

e#BC

C#Waste#M

anag

emen

t#Dep

artm

ent#

Man

agem

ent!o

f!the

!Waste!M

anagem

ent!D

epartm

ent:!

• Re

spon

sible!fo

r!the

!daily!m

anagem

ent!o

f!the

!Dep

artm

ent’s!activities!und

er!th

e!guidan

ce!and

!supe

rvision

!of!the

!CA!

• Re

spon

sible!fo

r!the

!implem

entatio

n!of!th

e!‘W

aste!M

anagem

ent!P

lan!20

20!fo

r!Bo

!City

’!(12

/201

3)!

• Re

spon

sible!fo

r!activities!und

ertaken!by!th

e!De

partmen

t’s!su

bunits!(this!

includ

es!activities!in!Solid!W

aste!Red

uctio

n,!Reu

se!and

!Recycling,!W

aste!

Collection!an

d!Tran

sportatio

n,!W

aste!Disp

osal!and

!Lan

dfill!M

anagem

ent!a

s!well!

as!Liquid!Waste!M

anagem

ent)!

• Co

ordina

tes!activ

ities!to!supp

ort!waste!red

uctio

n!an

d!minim

izatio

n!in!Bo!City!

(e.g.!schoo

l!edu

catio

n!prog

rams,!awaren

ess!c

ampa

igns,!etc.)!

• Facilitates!the

!creation!of!a!w

aste!recycling!an

d!reuse!strategy!for!the

!city

!and

!en

sures!its!im

plem

entatio

n!•

SetsSup!an

d!iden

tifies!ne

w!w

asteSvalue

!cha

ins!for!use!in!lo

cal!e

cono

my!(reu

se!

and!recycling!activ

ities)!

• Overall!Man

agem

ent!o

f!the

!WMIIZ!

• Overall!Man

agem

ent,!Co

ordina

tion!an

d!Mon

itorin

g!of!the

!waste!collection!an

d!tran

sportatio

n!system

!in!Bo!City!(p

rivate!an

d!pu

blic!se

ctor)!

• Supp

orts!startSup!

initiatives!involved!

in!w

aste!collection!

and!

tran

sportatio

n,!

sanitatio

n!an

d!trad

e!•

Respon

sible!for!the

!implem

entatio

n!of!a!w

aste!sep

aration!

and!

compo

sting!

strategy!fo

r!Bo!City!

• Overall!man

agem

ent!o

f!the

!con

trolled!disposal!sites!o

f!Bo!City!according!to

!na

tiona

l!enviro

nmen

tal!stand

ards!

• Re

spon

sible!fo

r!run

ning!th

e!controlled!disposal!sites!in!an

!efficien

t!and

!costS

effective!man

ner!to!en

sure!enviro

nmen

tally!so

und!waste!disp

osal!in!Bo!city!

• Re

spon

sible!fo

r!the

!drafting!an

d!im

plem

entatio

n!of!an!official!liquid!waste!

man

agem

ent!p

lan!for!B

o!city!

• Gives!te

chnical!inp

uts!to!the!BC

C!po

litical!wing!for!the

!creation!an

d!ad

optio

n!of!

new!byeSla

ws!in!solid!and

!liqu

id!waste!m

anagem

ent!

• En

sures!the

!implem

entatio

n!of!byeSla

ws!

• En

sures!tha

t!all!activ

ities!of!the

!BCC

!WMD!are!in!line

!with

!persona

l!safety!

!

and!hygien

e!laws!a

nd!re

gulatio

n!as!well!as!n

ationa

l!enviro

nmen

tal!law

s!and

!stan

dards!(with

!supp

ort!from!th

e!BC

C!En

vironm

ental!and

!Social!O

fficer)!

• Re

spon

sible!fo

r!mainten

ance,!m

anagem

ent!a

nd!ru

nning!costs!o

f!the

!BCC

!WMD!offices!

! Fina

ncial!R

espo

nsibilitie

s:!

• Re

spon

sibility!fo

r!the

!dayStoSda

y!man

agem

ent!o

f!wasteSrelated

!fund

s!und

er!

the!guidan

ce!of!the

!Chief!Adm

inistrator!(controls!an

d!en

sures!e

ffective,!

efficient,!accou

ntab

le!and

!tran

sparen

t!use!of!the

!BCC

!WMD!fund

s)!

• First!signa

tory!to

!the!BC

CC!W

MD!Ba

nk!Accou

nts!(othe

r!Signa

torie

s!are!th

e!BC

C!Lead

ership!and

!the!BC

C!Fina

nce!De

partmen

t)!

• Co

ntrols!the!collection!of!wasteSrelated

!revenu

es!fo

r!the

!BCC

!WMD!

• Aims!to!en

large!revenu

e!sources!for!th

e!BC

C!WMD!

• Re

ports!to!the!BC

C!Fina

nce!De

partmen

t!! Liaison!/!C

oordination:!

• Re

ports!W

aste!M

anagem

ent!D

epartm

ent!a

ctivities!to

!the!BC

C!lead

ership!

• Liaises!a

nd!coo

rdinates!between!the!BC

C!WMD!an

d!all!other!BCC

!supp

ort!

units!(see!organ

izatio

nal!cha

rt!fo

r!details)!

• Facilitates!te

chnical!decision

Smaking!an

d!discussio

n!processes!w

ith!re

levant!

stakeh

olde

rs!of!the

!sector!

• Liaises!w

ith!other!re

levant!governm

ental!institutions!(M

oHS,!EPA

,!Bo!Distric

t!Co

uncil,!etc.)!

• Attend

s!BCC

!Full!Cou

ncil!Meetin

gs,!W

aste!M

anagem

ent!S

teering!Co

mmittee!

Meetin

gs,!W

ASH!an

d!othe

r!stakeSholde

r!meetin

gs!on!be

half!of!th

e!BC

C!WMD!

• Organ

ises!s

takeho

lder!m

eetin

gs!and

!trainings!a

s!well!as!InterSCity

!excha

nge!

prog

rams!o

n!solid!waste!m

anagem

ent!

• Co

ordina

tes!an

d!creates!linkages!to!p

oten

tial!pa

rtne

rs!(esp.!local!a

nd!

natio

nal!w

aste!trad

ers,!SME’s,!CBE

’s!and

!priv

ate!en

trep

rene

urs!in!th

e!waste!

sector)!

• Ac

ts!as!a

!technical!exten

sion!agen

t!for!th

e!BC

C!WMD!

!

!

! BCC!Waste!Managem


!

!

!!

29!

1.#Hea

d#of#th

e#BC

C#Waste#M

anag

emen

t#Dep

artm

ent#

Man

agem

ent!o

f!Pub

lic!Priv

ate!Partne

rships!/!Co

ordina

tion!with

!Priv

ate!Sector:!

• Seeks!to!integrate!private!initiatives!into!th

e!local!w

aste!m

anagem

ent!system!

• Creatio

n!of!new

!PPP

’s!in!re

use,!re

cycling,!waste!collection,!tran

sportatio

n!an

d!disposal!

• Re

spon

sible!fo

r!the

!man

agem

ent!a

nd!m

onito

ring!of!Priv

ate!Pu

blic!PartnerSships!

(PPP

)!and

!other!coo

peratio

n!with

!SME’s,!CBE

’s!and

!CBO

’s!with

in!th

e!waste!

sector!

• Man

agem

ent!o

f!con

tracts,!M

oU’s,!Leasin

g!Ag

reem

ents,!etc.!(ne

gotia

tion,!

duratio

n,!m

onito

ring!an

d!man

agem

ent!o

f!con

tracts!with

!the!private!sector)!

• Seeks!legal!advice!in!con

tractin

g!an

d!othe

r!relevan

t!matters!

• Gives!te

chnical!and

!other!inpu

ts!in!PPP

!con

tractin

g!an

d!on

!PPP

!mod

els!

! Strategy!Develop

men

t!and

!Fun

ds!Allocatio

n:!

• De

velopm

ent!o

f!waste!m

anagem

ent!strategy!pa

pers,!w

aste!m

anagem

ent!p

lans,!

etc.!fo

r!Bo!City!(w

ith!su

pport!from!th

e!BC

C!De

velopm

ent!a

nd!Plann

ing!Officer)!

• contrib

ute!to!th

e!prep

aration!an

d!/!o

r!review!of!the

!BCC

!Develop

men

t!Plan,!

includ

ing!attend

ing!the!Local!Techn

ical!Plann

ing!Co

mmittee!as!d

irected

!by!the!

Chief!A

dministrator!

• De

velopm

ent!a

nd!writing!of!project!propo

sals!

• Fund

!Allocatio

n!! Pu

blic!Relations,!D

issem

ination!of!Best!P

ractices!and

!Research:!

• Re

spon

sible!fo

r!the

!organ

izatio

n!of!awaren

ess!raisin

g!campa

igns!and

!edu

catio

n!prog

rams!o

n!the!im

portan

ce!of!solid!and

!liqu

id!waste!m

anagem

ent!a

s!well!as!

the!dissem

ination!of!best!p

ractices!

• Creatio

n!an

d!Im

plem

entatio

n!of!a!com

mun

ication!strategy!fo

r!the

!BCC

!WMD!

(with

!supp

ort!from!th

e!BC

C!Inform

ation,!Edu

catio

n!an

d!Co

mmun

ication!Officer)!

• Re

spon

sible!fo

r!research!activ

ities:!D

ata!collection!an

d!creatio

n!of!su

rveys!

! Supe

rvision

!and

!Guida

nce!of!BCC

!WMD!Staff:!

• Pe

rson

nel!m

anagem

ent!a

nd!su

pervision

!of!the

!Dep

artm

ent’s!staff!

• Re

spon

sible!fo

r!trainings!and

!cap

acity

!building!of!th

e!De

partmen

t’s!staff!w

ith!

the!aim!to

!increase!produ

ctivity

,!to!avoid!accide

nts!a

nd!to

!improve!efficiency!

• Staff!R

ecruitm

ent!(with

!supp

ort!from!th

e!BC

C!Hu

man

!Resou

rce!De

partmen

t)!

! Procurem

ent,!Wareh

ouse!M

anagem

ent!a

nd!Asset!Registers:!

• Gives!guida

nce!in!procuremen

t!procedu

res!a

nd!also

!ensures!com

pliance!with

!regulatio

ns!and

!metho

ds!in

!procuremen

t!man

agem

ent!(in

!coo

peratio

n!with

!the!BC

C!Fina

nce!De

partmen

t!and

!the!Procurem

ent!S

ubun

it)!

• Co

ntrols!

wareh

ouse!m

anagem

ent!an

d!storage!practices!as!well!as!asset!

registers!an

d!inventory!lists!of!the!BC

C!WMD!(w

ith!sup

port!from!the

!BCC

!Fina

nce!De

partmen

t!and

!its!S

tore/Log

istics!S

ubun

it)!

• Ch

ecks!a

ll!go

ods!received

!tho

roughly!

to!e

nsure!

good

!qua

lity!

of!items!

received

!! Mon

itorin

g!an

d!Evalua

tion:!

• En

sures!a

!solid!m

onito

ring!an

d!evalua

tion!system

!of!the

!Dep

artm

ent’s!

activ

ities!(w

ith!su

pport!from!th

e!BC

C!De

velopm

ent!a

nd!Plann

ing!De

partmen

t!an

d!its!su

bordinated

!Mon

itorin

g!Officer)!

! Repo

rting!du

ties:!

• All!activities!m

ust!b

e!repo

rted

!on!a!regular!b

asis!to!th

e!BC

C!Lead

ership!

• Qua

rterly!Rep

orts!(N

arrativ

e):!The

!Qua

rterly!Rep

orts!of!the

!Head!of!th

e!BC

C!WMD!must!g

ive!an

!accurate!picture!of!all!activ

ities!und

ertaken!by!th

e!De

partmen

t!and

!will!includ

e!the!Qua

rterly!Rep

orts!of!a

ll!officers!o

f!the

!BCC

!WMD!!

• De

adlines!fo

r!Qua

rterly!Rep

orts!(N

arrativ

e):!Q

R1!(Jan

uarySM

arch):!30

th!of!

April!/!QR2

!(AprilSJune

):!30

th!of!July!/!Q

R3!(JulySSeptem

ber):!3

0th !o

f!Octob

er!/!

QR4

!(Octob

erSDecem

ber):!3

0th !o

f!Jan

uary!

• Co

ntrolling!M

onthly,!Q

uarterly!and

!End

!of!Finan

cial!Year!R

eports!(o

versight!

on!accuracy!of!fina

ncial!rep

orts)!

• En

sure!timely!provision

!by!the!BC

C!WMD!to!th

e!BC

C!lead

ership!or!F

O!of!a

ll!inform

ation!requ

ired!by!th

e!BC

C!to!com

ply!with

!legal!req

uiremen

ts!

!

!

! BCC!Waste!Managem


!

!

!!

30!

2.#Accou

ntan

t#of#the

#BCC

#Waste#M

anag

emen

t#Dep

artm

ent!

Accoun

ting:!

• Maintain!accoun

ting!related!da

ta!on!the!ba

sis!of!chosen

!accou

nting!software!

(e.g.!Petra,!W

INPA

CCS,!etc.)!

• Re

spon

sible!fo

r!daily!upd

ating!the!accoun

ting!system

!(introdu

ce!all!pa

ymen

ts!in

!chosen

!accou

nting!software)!

• Re

spon

sible!for!sup

ervisio

n!an

d!control!o

f!pe

tty!cash!paymen

ts!by!BC

C!WMD!

Cashier!(incl.!cash,!bills!a

nd!docum

ents)!

• Co

ntrol!a

nd!verify!vou

chers!for!bo

okSkeeping,!including!sup

porting!do

cumen

ts!

(cou

ntercheck!incoming!invoices/receipts,!sup

ervise!W

MD!

Cashier!to!arran

ge!

paym

ents!and

!prope

r!filing)!

• En

sure!th

at!all!pa

ymen

t!vou

chers!a

re!don

e!according!to!laid!dow

n!proced

ures!

• Re

spon

sible!fo

r!supe

rvision

!and

!con

trol!of!W

MD!Ca

shier!to!give!an

d!to!cash!up

!ad

vances!to!staff!according!to!in

ternal!order!forms!sig

ned!by!the

!Head!of!the

!BC

C!WMD!

• Re

gularly

!che

ck!all!cash!and

!verify!amou

nt!w

ith!the

!balan

ce!sho

wn!in!the

!cash!

book!(C

ashSCo

unt!P

rotocols)!

• Sche

dule!cash!mon

ey!re

quests!timely!according!to!needs!

• Re

spon

sible!for!m

onito

ring!of!transfers!of!BC

C!ow

n!source!reven

ues!(prope

rty!

tax,!m

arket!d

ues,!etc.)!

• Prom

ptly!prep

are!

finan

cial!returns!

and!

statem

ents!as!requ

ired!

by!an

y!law/regulations!

• En

sure!tha

t!prop

er!provisio

n!is!

mad

e!for!the!safe!custody!of!mon

ies,!receipt!

books,!keys,!etc.!

• En

sure!tha

t!no

!una

utho

rized

!paymen

t!are!mad

e!an

d!repo

rt!immed

iately!any!

waste!or!e

xtravagance!that!is!noticed

!•

Secure!all!accoun

table!do

cumen

ts!

• Co

mply!with

!accou

nting!proced

ures!and

!other!dire

ction!of!in

struction!iss

ued!by!

the!He

ad!of!the!BC

C!WMD!un

der!guidan

ce!of!the!CA

!and

!with

!sup

port!by!the!

BCC!Fina

nce!De

partmen

t!! Fina

ncial!Transactio

ns!

• Re

spon

sible!fo

r!finan

cial!tran

sactions!

• Re

spon

sible!fo

r!adm

inistratio

n!an

d!correspo

nden

ce!re

lated!to!ban

k!•

The!accoun

tant!has!no!sig

natory!right!to!the!BC

C!WMD!Ba

nk!Accou

nts!

! Revenu

e!Co

llection:!

• En

sure!that!all!revenu

es!are!

collected

,!ba

nked

!intact,!recorded

!an

d!accoun

ted!for!

! Administratio

n:!

• Make!

administrativ

e!arrangem

ents!

of!

project!

activ

ities!

(meetin

gs,!

worksho

ps,!travel!arran

gemen

ts,!b

ookings,!etc.)!

• Re

spon

sible!for!a

dministratio

n!an

d!correspo

nden

ce!related

!to!

partne

rs,!

stakeh

olde

rs!in!SWM,!governm

ent!a

nd!other!institu

tions!

! Internal!and

!Externa

l!Aud

its:!

• Prep

are!an

d!facilitate!all!interna

l!and

!externa

l!aud

its!

• Take!action!on

!all!au

dit!recom

men

datio

ns!

! Human

!Resou

rce!Man

agem

ent:!

• Re

spon

sible!fo

r!prepa

ratio

n!an

d!processin

g!of!sa

lary!paymen

ts!fo

r!staff!

• Do

cumen

tatio

n!of!leave!an

d!med

ical!expen

ditures!o

f!staff!

• Assis

t!the

!Hum

an!Resou

rce!Officer!a

nd!se

nior!staff!in!recruitm

ent!p

rocesses!

• Co

ntract!prepa

ratio

n!! Procurem

ent,!Wareh

ouse!M

anagem

ent!a

nd!Asset!Registers:!

• Assis

t!the!He

ad!of!the!BC

C!WMD!

in!procuremen

t!proced

ures!und

er!the

!guidan

ce!of!the

!CA!an

d!the!supp

ort!of!the

!Procuremen

t!Subu

nit!of!the

!BCC

!Fina

nce!De

partmen

t!!•

Ensure!that!procurem

ent!

supp

ortin

g!do

cumen

ts!are!

attached

!be

fore!

paym

ent!is!a

utho

rised

!

!

!

! BCC!Waste!Managem


!

!

!!

31!

2.#Accou

ntan

t#of#the

#BCC

#Waste#M

anag

emen

t#Dep

artm

ent!

• Supe

rvise

!and

!con

trol!wareh

ouse!m

anagem

ent!

• Co

ntrol!an

d!up

date!fixed

!asset!registers!on

!a!m

onthly!basis!

(inventory!lists);!

Check!all!stores!a

nd!verify!amou

nt!with

!the!stores!ledger!

• Ch

eck!ite

ms!s

ent!for!re

pairs!fo

r!the

ir!functio

ning!

• Co

ntrol!all!go

ods!received

!and

!goo

ds!being!issue

d!ou

t!for!distrib

utions!and

!internal!use!in!stock!cards!

• En

sure!prope

r!docum

entatio

n!of!all!de

liveries!

• Establish

!mon

thly!stock!repo

rts!

• En

sure!th

at!prope

r!provisio

n!is!mad

e!for!the

!safe!custody!of!a

ssets,!etc.!

• En

sure!an!effective!an

d!tran

sparen

t!Veh

icle!Fleet!M

anagem

ent!S

ystem!

• Mon

itor!c

onsumab

le!stocks!for!o

ffice!(statio

nerie

s,!m

ainten

ance!m

aterials,!etc.)!

and!en

sure!th

at!su

fficien

t!sup

plies!a

re!available!

! Misc

ellane

ous:!

• Ad

vices!on

!boo

k!keep

ing!system

s!an

d!mon

itors!fina

ncial!m

anagem

ent!o

f!SME’s,!

CBE’s,!CBO

’s!and

!priv

ate!en

trep

rene

urs!tha

t!have!contracts!w

ith!th

e!BC

C!WMD!

• Pe

rform!any!other!fu

nctio

n!as!dire

cted

!by!the!He

ad!of!the

!WMD!

! Repo

rting!du

ties:!

• Re

spon

sible!to!He

ad!of!B

CC!W

MD!who

!is!sup

ervised!an

d!guided

!by!the!CA

!and

!mon

itored!an

d!controlled!by!th

e!BC

C!Fina

nce!De

partmen

t!•

Respon

sible!fo

r!all!fin

ancial!m

atters!and

!prepa

ratio

n!of!re

ports!(Mon

thly,!

Qua

rterly!and

!End

!of!Finan

cial!Year!R

eports)!

• Co

mpiles!overview

s!concerning!project!re

levant!fina

ncial!d

ata!an

d!requ

iremen

ts!

(rep

orts,!expen

ditures,!cash!control)!

! !!The

!office!of!the

!Accou

ntan

t!of!the

!WMD!is!located!at!th

e!WMIIZ.!

!

! ! !

!

!

! BCC!Waste!Managem


!

!

!!

32!

3.#BCC

#WMD#Officer#fo

r#Waste#Red

uctio

n,#Reu

se#and

#Recyclin

g#

Main!Re

spon

sibilitie

s:!

• Man

agem

ent!o

f!waste!re

duction!an

d!minim

izatio

n!initiatives!in!Bo!city!(e

.g.!

scho

ol!edu

catio

n!prog

rams,!awaren

ess!c

ampa

igns,!b

an!of!p

lastic!carrie

r!bags,!

backyard!garde

ning!initiatives,!etc.)!

• Gives!guide

lines,!m

onito

rs!and

!coo

perates!w

ith!th

e!WasteSToSWealth

!En

trep

rene

urs!A

ssociatio

n!an

d!its!m

embe

rs!

• Co

operates,!sup

ports!a

nd!m

onito

rs!SME’s!involved!in!re

use!an

d!recycling!

activ

ities!and

!actively!supp

orts!th

e!setSup

!of!n

ew!wasteSvalue

!cha

ins!in!Bo

!City

!•

Supp

orts!th

e!scalingSup

!of!reu

se!and

!recycling!bu

sinesses!in!Bo

!City

!•

Respon

sible!fo

r!coo

rdination!an

d!regular!p

erform

ance!assessm

ent!o

f!SME!

involvem

ent!in!reuse!an

d!recycling!activ

ities!

• Man

agem

ent!o

f!the

!WMIIZ!

• Re

spon

sible!fo

r!an!efficient!organ

isatio

n!of!th

e!wasteStrading!se

ctor!in!Bo!City!

(coo

rdination!of!sc

aven

gers,!w

aste!collectors,!waste!trad

ers!a

nd!buyers,!etc.)!

• Re

spon

sible!fo

r!mon

itorin

g!an

d!creatio

n!of!accurate!lists!of!the

!revenu

e!collection!with

in!th

e!reuse!an

d!recycling!sector!of!B

o!City!(B

usiness!

Registratio

ns,!R

ents!at!W

MIIZ,!Profit!Sha

res,!Signb

oard!Fee,!etc.)!

• Pe

rson

nel!m

anagem

ent!o

f!BCC

!WMD!labo

urer!with

in!th

e!reuse!an

d!recycling!

sector!(if!a

ny)!

• En

surin

g!that!all!activ

ities!in!re

use!an

d!recycling!are!in!line

!with

!nationa

l!en

vironm

ental!law

s!and

!stan

dards!

• En

sures!a

!solid!m

onito

ring!an

d!evalua

tion!system

!of!reu

se!and

!recycling!

activ

ities!

• En

sures!tha

t!the

!priv

ate!sector!stakeh

olde

r!activities!in!re

use!an

d!recycling!are!

in!line

!with

!signed

!agreemen

ts!(C

ontracts,!M

oU’s,!Leasin

g!Ag

reem

ents,!etc.)!

• Re

ports!to!the!He

ad!of!the

!Waste!M

anagem

ent!D

epartm

ent!

• Pe

rform!any!other!fu

nctio

n!as!dire

cted

!by!the!He

ad!of!the

!BCC

!WMD!

!

Repo

rting!du

ties:!

• Qua

rterly!Rep

orts!(N

arrativ

es):!Th

e!qu

arterly

!repo

rts!m

ust!g

ive!an

!accurate!

picture!of!all!activ

ities!und

ertaken!in!th

e!area!of!w

aste!re

duction,!re

use!an

d!recycling!!

• De

adlines!fo

r!rep

orts:!Q

R1!(Jan

uarySM

arch):!15

th!of!A

pril!/!Q

R2!(A

prilSJune

):!15

th!of!July!/!Q

R3!(JulySSeptem

ber):!1

5th !o

f!Octob

er!/!QR4

!(Octob

erS

Decembe

r):!1

5th !o

f!Jan

uary!

• Re

ports!m

ust!b

e!subm

itted

!to!th

e!He

ad!of!the

!BCC

!WMD!

! !!The

!office!of!the

!Officer!for!W

aste!Red

uctio

n,!Reu

se!and

!Recycling!of!th

e!BC

C!WMD!

is!located!at!th

e!WMIIZ.!

! ! !

!

!

! BCC!Waste!Managem


!

!

!!

33!

4.#BCC

#WMD#Officer#fo

r#Waste#Collection#an

d#Tran

sportatio

n#

Main!Re

spon

sibilitie

s:!

• Man

agem

ent!o

f!the

!waste!collection!system

!of!B

o!City!

• Im

plem

ents!a!fu

nctio

ning!dua

l!(private!as!well!as!p

ublicly!organ

ized)!waste!

collection!system

!•

Gives!guide

lines,!m

onito

rs,!coo

perates!a

nd!su

pervise

s!the

!doo

rStoSdoo

r!waste!

collection!activ

ities!of!K

lin!Bo!Services!and

!med

iates!b

etween!youth!grou

ps,!

custom

ers!a

nd!th

e!executive!bo

dy!of!the

!umbrella!organ

isatio

n!(if!need!arise

s)!

• Supp

orts!th

e!Klin!Bo!youth!grou

ps!to

!enlarge!th

eir!c

ustomer!base!

• Man

agem

ent!o

f!the

!waste!tran

sportatio

n!system

!of!B

o!City!(from!Cen

tral!

Busin

ess!D

istric

t!and

!skip!level!to!disposal!site!level)!

• Im

plem

ents!a!fu

nctio

ning!dua


ublicly!organ

ized)!waste!

tran

sportatio

n!system

!•

Respon

sible!fo

r!mainten

ance,!m

anagem

ent!a

nd!ru

nning!costs!o

f!the

!BCC

!WMD!waste!tran

sportatio

n!vehicle!fle

et!(e

.g.!w

aste!trucks,!skip!load

ers,!

compa

ctor!truck,!tricycles,!etc.)!

• Re

spon

sible!fo

r!coo

rdination,!su

pervision

!and

!regular!p

erform

ance!assessm

ent!

of!priv

ate!sector!involvem

ent!in!the!waste!tran

sportatio

n!sector!

• Mainten

ance!and

!man

agem

ent!o

f!skip!locatio

ns!

• Re

spon

sible!fo

r!waste!se

paratio

n!at!hou

seho

ld!as!w

ell!as!o

n!skip!level!(wet!

and!dry!waste!se

paratio

n)!

• Co

operates!with

!market!p

laces,!citizens,!b

usinesses,!sh

op!keepe

rs!and

!other!

impo

rtan

t!local!stakeh

olde

r!to!en

sure!active!pa

rticipation!in!a!fu

nctio

ning!

waste!collection!an

d!tran

sportatio

n!system

!•

Respon

sible!fo

r!mon

itorin

g!an

d!creatio


!revenu

e!collection!with

in!th

e!waste!collection!an

d!tran

sportatio

n!system

!(market!d

ues,!

pay!as!you

!throw!sy

stem

!(PAY

T)!at!skip!locatio

ns,!b

usiness!registratio

ns,!fees!

for!o

peratio

nal!areas,!p

olluter!p

ays!p

rinciple,!CBD

!doo

rStoSdoo

r!collection!fee,!

etc.)!

• Pe

rson

nel!m

anagem

ent!o

f!BCC

!WMD!labo

urer!with

in!th

e!waste!tran

sportatio

n!system

!•

Ensurin

g!that!all!activ

ities!in!waste!collection!an

d!tran

sportatio

n!are!in!line

!with

!nationa

l!enviro

nmen

tal!law

s!and

!stan

dards!

• En

sures!a

!solid!m

onito

ring!an

d!evalua

tion!system

!of!a

ll!waste!collection!an

d!tran

sportatio

n!activ

ities!!

• En

sures!tha

t!the

!priv

ate!sector!stakeh

olde

r!activities!in!waste!collection!an

d!tran

sportatio

n!are!in!line

!with

!the!sig

ned!agreem

ents!(C

ontracts,!M

oU’s,!

Leasing!Ag

reem

ents,!etc.)!

• Re

ports!to!the!He

ad!of!the

!BCC

!WMD!

• Pe

rform!any!other!fu

nctio

n!as!dire

cted

!by!the!He

ad!of!the

!BCC

!WMD!

! Repo

rting!du

ties:!

• Qua

rterly!Rep

orts!(N

arrativ

es):!Th

e!qu

arterly

!repo

rts!m

ust!g

ive!an

!accurate!


ities!und

ertaken!in!th

e!area!of!w

aste!collection!an

d!tran

sportatio

n!•

Dead

lines!fo

r!rep

orts:!Q

R1!(Jan

uarySM

arch):!15

th!of!A

pril!/!Q

R2!(A

prilSJune

):!15

th!of!July!/!Q

R3!(JulySSeptem

ber):!1

5th !o

f!Octob

er!/!QR4

!(Octob

erS

Decembe

r):!1

5th !o

f!Jan

uary!

• Re

ports!m

ust!b

e!subm

itted

!to!th

e!He

ad!of!the

!WMD!

! !!The

!office!of!the

!Officer!for!W

aste!Collection!an

d!Tran

sportatio

n!of!th

e!BC

C!WMD!is!

located!at!th

e!WMIIZ.!

!

!

!

! BCC!Waste!Managem


!

!

!!

34!

5.#BCC

#WMD#Officer#fo

r#Waste#Dispo

sal#a

nd#Lan

dfill#M

anag

emen

t#

Main!Re

spon

sibilitie

s:!

• Man

agem

ent!o

f!waste!disp

osal!in!Bo!City!

• Man

agem

ent!o

f!the

!con

trolled!disposal!sites!in!Bo

!City

!•

Respon

sible!fo

r!enviro

nmen

tal!sou

nd!land

filling!of!inert!m

aterial!

• Re

spon

sible!fo

r!incineration!of!m

edical!waste!at!‘Mile!5’!(if!concep

t!is!a

dapted

)!•

Respon

sible!fo

r!waste!se

paratio

n!at!disp

osal!site!level!(wet!waste,!d

ifferen

t!type

s!of!d

ry!waste!and

!inert!m

aterial)!

• Re

spon

sible!fo

r!windrow

!com

posting!an

d!selling!of!com

post!at!d

isposal!site!!

• Re

spon

sible!fo

r!selling!of!so

rted

!recyclab

le!waste!at!d

isposal!site!!

• Re

spon

sible!fo

r!mon

itorin

g!an

d!creatio


!revenu

e!collection!on

!disp

osal!site!level!(this!includ

es!inter!a

lia!se

lling!of!com

post,!tipping!

fees,!selling!of!so

rted

!waste!to

!recycling!en

tities/en

terprises,!etc.)!

• Re

spon

sible!fo

r!weighing!of!waste!and

!for!p

aymen

t!of!p

rivate!waste!

tran

sportatio

n!compa

nies!at!d

isposal!site!level!(pe

r!ton

!of!w

aste)!

• Re

spon

sible!fo

r!mainten

ance!and

!man

agem

ent!o

f!disp

osal!site!veh

icle!fleet!a

nd!

othe

r!assets!(e.g.!JC

B,!Bulldozer,!w

eighing!bridges,!office!buildings,!etc.)!

• Re

spon

sible!fo

r!office!m

anagem

ent!a

t!disp

osal!site!

• Pe

rson

nel!m

anagem

ent!o

f!lab

ourer!a

t!disp

osal!site!

• En

surin

g!that!all!activ

ities!at!the

!disp

osal!site!are!in!line

!with

!nationa

l!en

vironm

ental!and

!persona

l!safety!an

d!hygien

e!laws,!re

gulatio

n!an

d!stan

dards!

• En

sures!a

!solid!m

onito

ring!an

d!evalua

tion!system

!of!a

ll!waste!disp

osal!and

!land

filling!activ

ities!

• Re

spon

sible!fo

r!priv

ate!sector!involvem

ent!in!waste!disp

osal!and

!land

fill!

man

agem

ent!(e.g.!coo

peratio

n!with

!scaven

ger,!Klin!Bo!Med

ical!W

aste,!etc.)!

• En

sures!tha

t!priv

ate!sector!involvem

ent!is!in!line!with

!signed

!agreemen

ts!

(Con

tracts,!M

oU’s,!Leasin

g!Ag

reem

ents,!etc.)!

• Re

ports!to!the!He

ad!of!the

!Waste!M

anagem

ent!D

epartm

ent!

• Pe

rform!any!other!fu

nctio

n!as!dire

cted

!by!the!He

ad!of!the

!BCC

!WMD!

!

Repo

rting!du

ties:!

• Qua

rterly!Rep

orts!(N

arrativ

es):!Th

e!qu

arterly

!repo

rts!m

ust!g

ive!an

!accurate!


ities!und

ertaken!in!th

e!area!of!w

aste!disp

osal!and

!man

agem

ent!o

f!the

!con

trolled!disposal!sites!

• De

adlines!fo

r!rep

orts:!Q

R1!(Jan

uarySM

arch):!15

th!of!A

pril!/!Q

R2!(A

prilSJune

):!15

th!of!July!/!Q

R3!(JulySSeptem

ber):!1

5th !o

f!Octob

er!/!QR4

!(Octob

erS

Decembe

r):!1

5th !o

f!Jan

uary!

• Re

ports!m

ust!b

e!subm

itted

!to!th

e!He

ad!of!the

!WMD!

! !!The

!office!of!the

!Officer!for!W

aste!Disp

osal!and

!Lan

dfill!M

anagem

ent!o

f!the

!BCC

!WMD!is!located!at!th

e!controlled!disposal!site!‘M

ile!5’.!

! !

!

!

! BCC!Waste!Managem


!

!

!!

35!

6.#BCC

#WMD#Officer#fo

r#Liquid#Waste#M

anag

emen

t#

Main!Re

spon

sibilitie

s:!

• Re

spon

sible!fo

r!Liquid!Waste!M

anagem

ent!in!Bo

!City

!•

Implem

ents!th

e!official!liquid!waste!m

anagem

ent!p

lan!for!B

o!City!

• Im

plem

ents!a!fu

nctio

ning!dua


ublicly!organ

ized)!liqu

id!

waste!collection,!tran

sportatio

n!an

d!disposal!sy

stem

!•

Respon

sible!fo

r!the

!man

agem

ent!o

f!liquid!wastes!d

eriving!from

!pub

lic!as!w

ell!

as!priv

ate!toilet!facilitie

s!in!Bo

!city

!•

Respon

sible!fo

r!eith

er!coo

rdinating!of!m

anagem

ent!(PP

P!pu

blic!to

ilets)!o

r!runn

ing!an

d!man

agem

ent!o

f!pub

lic!to

ilets!(B

CC!pub

lic!to

ilets)!

• Re

spon

sible!fo

r!settin

gSup

!a!fu

nctio

ning!re

venu

e!system

!for!liquid!waste!

man

agem

ent!in!Bo

!City

!(collection!an

d!disposal!fe

es,!etc.)!

• Re

spon

sible!fo

r!mon

itorin

g!an

d!creatio


!revenu

e!collection!system

!with

in!th

e!Liqu

id!W

aste!M

anagem

ent!schem

e!of!th

e!BC

C!WMD!

• Re

spon

sible!fo

r!mainten

ance,!m

anagem

ent!a

nd!ru

nning!costs!o

f!the

!BCC

!WMD!liquid!waste!veh

icle!fleet!(e.g.!cesspoo

l!emptier,!etc.)!

• Co

operates!with

!citizens,!m

arket!p

laces,!businesses,!sh

op!keepe

rs!and

!other!

impo

rtan

t!local!stakeh

olde

r!to!en

sure!active!pa

rticipation!in!a!fu

nctio

ning!

liquid!waste!collection,!tran

sportatio

n!an

d!disposal!sy

stem

!•

Person

nel!m

anagem

ent!o

f!BCC

!WMD!labo

urer!with

in!th

e!liquid!waste!

man

agem

ent!system!

• En

surin

g!that!all!activ

ities!in!liqu

id!waste!m

anagem

ent!a

re!in!line

!with

!nationa

l!en

vironm

ental!law

s!and

!stan

dards!

• En

sures!a

!solid!m

onito

ring!an

d!evalua

tion!of!th

e!liquid!waste!m

anagem

ent!

system

!•

Prom

otes!priv

ate!sector!involvem

ent!in!liquid!waste!m

anagem

ent!

• Re

ports!to!the!He

ad!of!the

!BCC

!WMD!

!

• Re

spon

sible!fo

r!coo

rdination,!su

pervision

!and

!regular!p

erform

ance!assessm

ent!

of!th

e!private!sector!involvem

ent!w

ithin!th

e!liquid!waste!m

anagem

ent!sector!

• En

sures!tha

t!the

!priv

ate!sector!stakeh

olde

r!activities!in!liqu

id!waste!

man

agem

ent!w

ill!be!in!line

!with

!future!agreemen

ts!(C

ontracts,!M

oU’s,!Leasin

g!Ag

reem

ents,!etc.)!

• Pe

rform!any!other!fu

nctio

n!as!dire

cted

!by!the!He

ad!of!the

!BCC

!WMD!

! Repo

rting!du

ties:!

• Qua

rterly!Rep

orts!(N

arrativ

es):!Th

e!qu

arterly

!repo

rts!m

ust!g

ive!an

!accurate!


ities!und

ertaken!in!th

e!area!of!liquid!waste!m

anagem

ent!

• De

adlines!fo

r!rep

orts:!Q

R1!(Jan

uarySM

arch):!15

th!of!A

pril!/!Q

R2!(A

prilSJune

):!15

th!of!July!/!Q

R3!(JulySSeptem

ber):!1

5th !o

f!Octob

er!/!QR4

!(Octob

erS

Decembe

r):!1

5th !o

f!Jan

uary!

• Re

ports!m

ust!b

e!subm

itted

!to!th

e!He

ad!of!the

!BCC

!WMD!

! Office:!

• Th

e!office!of!th

e!Officer!for!Liquid!Waste!M

anagem

ent!o

f!the

!BCC

!WMD!will!

be!located!at!th

e!WMIIZ!

!

!


!

!!

36!

!

4.2$Interaction$with$other$BCC$Departments/Units$

!The!BCC!WMD! interacts! closely!with!other!departments! of! the!Council.! This! ensures! the!effective!delivery!of!waste!management!services!to!the!citizens!of!Bo!City!and!its!environs.!These! departments! are! the! BCC! Finance! Department,! Development! and! Planning!Department,!Works!Department,!Human!Resource!Department,!Environmental!and!Social!Office,!Information!and!Technology!Office!and!Information,!Education!and!Communication!Office.!The!BCC!Office!for!Internal!Audits!is!responsible!for!internal!controls.!The!BCC!WMD!may!receive!advice!and!support!from!these!departments!on!request!or!as!necessary,!as!set!out!below.!The!Head!of!the!BCC!WMD!may!also!be!required!by!the!BCC!leadership!to!seek!and! comply! with! advice! from! any! such! department! or! officer,! especially! in! relation! to!matters!that!have!legal,!policy!or!reputational!implications!for!BCC.!!4.2.1!BCC!Finance!Department!!The! BCC! Finance! Department! and! its! procurement! subunit,! which! are! under! the!supervision!of!the!CA,!control!the!use!of!budgeted!funds!and!monitor!the!financial!activities!of!the!BCC!WMD.!The!BCC!Finance!Department!provides!also!administrative,!planning!and!financial!management!support!for!initiatives!and!programs!of!the!BCC!WMD!as!and!when!necessary.! The! Procurement! Unit! is! responsible! for! facilitating! the! procurements! of! the!BCC!WMD.!The!BCC!leadership!must!approve!major!requests!by!the!BCC!WMD!before!the!BCC!Finance!Department!can!provide!its!support.!!4.2.2!BCC!Development!and!Planning!Department!!The! BCC! Development! and! Planning! Department! and! its! monitoring! subunit,! which! is!under! the!supervision!of! the!CA,!are!required!to!give! technical!advice!and!support! to! the!BCC!WMD!in!thematic!planning!and!monitoring!matters!as!and!when!necessary!and!upon!request.!The!BCC!leadership!must!approve!major!requests!by!the!BCC!WMD!before!the!BCC!Development!and!Planning!Department!can!provide!its!support.!The!Head!of!the!BCC!WMD!

!

!


!

!!

37!

will!also!seek!advice!from!the!Development!and!Planning!Department!for!the!department’s!yearly! activity! plans! and! for! the! conceptualisation! and! drafting! of! proposals! to! seek!additional!funding!for!the!BCC!WMD!from!national!and!international!donor!organizations.!!4.2.3!BCC!Works!Department!!The!BCC!Works!Department,!which!is!under!the!supervision!of!the!CA,!is!required!to!give!technical! advice! and! support! to! construct,! repair! and! maintain! the! BCC! WMD’s!infrastructure,!machinery! and! equipment! as! and!when!necessary! and! upon! request.! The!BCC! leadership! must! approve! major! requests! by! the! BCC! WMD! before! the! BCC! Works!Department! can! provide! its! support.! Major! infrastructure! investments,! repairs! and!maintenance!activities!will!be!done!by!the!BCC!WMD!through!national!tendering!and!on!the!basis!of!a!comparative!bid!to!ensure!valueRforRmoney.!National!tendering!must!follow!the!procurement!policies!and!procedures!as!set!out!by!the!council!administration!and!defined!in!the!Public!Procurement!Act!of!2004!(see!ANNEX!N!and!Chapter!6).!!4.2.4!BCC!Human!Resource!Department!!The! BCC!WMD! needs! to! attract! and! retain! competent! staff! to! deliver! its! services! in! an!effective!manner.!To!achieve!this!goal,!the!BCC!Human!Resource!Department!will!provide!technical!advice!and!support! to! the!BCC!WMD!as!and!when!necessary!and!upon!request.!The!BCC!leadership!must!approve!such!requests!from!the!Head!of!the!BCC!WMD!before!the!Human!Resource!Department! can!provide! its! support.!Recruitment!processes!of! the!BCC!WMD!must!be!in!line!with!the!Revised!Human!Resource!Management!Guidelines!for!Local!Councils!of!July!2012!(see!ANNEX!M).!!4.2.5!BCC!Environmental!and!Social!Office!!A!symbiotic!relationship!exists!between!the!BCC!Environmental!and!Social!Office,!which!is!under! the! supervision! of! the! CA! and! the! BCC! WMD.! On! the! one! hand,! the! BCC!

!

!


!

!!

38!

Environmental!and!Social!Office!is!required!to!give!technical!advice!and!support!to!ensure!the!compliance!of!the!BCC!WMD’s!activities!with!national!environmental!laws!as!and!when!necessary! and! upon! request.! On! the! other! hand,! the! BCC! WMD! serves! also! as! the!supporting! and! operational! unit! of! the! BCC! Environmental! &! Social! Officer! in!Environmental! Health! related! tasks! of! the! Council,! such! as! food! hygiene,! abattoir!inspections,! compound! and! restaurant! sanitary! inspection! and! compliance,!market! place!hygiene,! and!vector! control! as! an!when! the!BCC!Environmental!Office! requires.!The!BCC!leadership! must! approve! major! requests! from! both! sides! before! either! can! provide! its!support!to!another.!!4.2.6!BCC!Information!and!Technology!Office!!The!BCC! Information!and!Technology!Office,!which! is!under! the!supervision!of! the!CA,! is!required!to!give!technical!advice!and!support!to!setRup!and!maintain!IT!infrastructures!of!the!BCC!WMD!as!and!when!necessary!and!upon!request.!The!BCC!leadership!must!approve!major!requests!by!the!WMD!before!the!BCC!Information!and!Technology!Office!can!provide!its!support.!!4.2.7!BCC!Information,!Education!and!Communication!Office!!The!BCC!Information,!Education!and!Communication!Office,!which!is!under!the!supervision!of! the! CA,! is! required! to! give! support! to! organize! and! facilitate! awareness! raising!campaigns! and! education! programs! on! the! importance! of! solid! and! liquid! waste!management! as! and!when! necessary! and! upon! request.! The!BCC! Information,! Education!and! Communication! Office! is! also! required! to! assist! in! the! creation! of! a! communication!strategy,!if!this!is!requested!for!by!the!BCC!WMD.!The!BCC!leadership!must!approve!major!requests! by! the! BCC! WMD! before! the! BCC! Information,! Education! and! Communication!Office!can!provide!its!support.!!!

!

!


!

!!

39!

4.2.8!Office!for!Internal!Audits!!The!BCC!Office! for! Internal!Audits! is! responsible! for! internal!controls.!Therefore! the!BCC!WMD!must!be!always!prepared!for!internal!audits!and!must!make!time!and!staff!available!for!the!facilitation!of!such!processes,!and!respond!to!relevant!observations!of!internal!audit!reports.!!The!roles!and!responsibilities!of!the!BCC!Office!for!Internal!Audits!are!defined!in!the!Local!Government!Act!of!2004!(see!ANNEX!A).!!4.3$Oversight$Bodies$of$the$BCC$Waste$Management$Department$

!The!BCC!WMD!has!two!oversight!bodies!directly!attached!to!it.!On!the!one!hand!there!is!the!BCC! Finance! and! Budget! Committee! that! is! in! charge! of! approving! yearly! budgets! and!overseeing! their! implementation! and! on! the! other! hand! there! is! the!Waste!Management!Steering! Committee! (WMSC)! that! is! in! charge! of! overseeing! the! implementation! of!activities!and!of!advising! in!thematic!areas.!Therefore!the!WMSC!serves!as!a!compass! for!the!BCC!WMD!by!giving!critical! feedback!on!running!programs!and!recommendations!on!implementation!strategies!and!planned!activities.!!4.3.1!BCC!Finance!and!Budget!Committee!!The!BCC!Finance!and!Budget!Committee!will!give!the!first!approval!to!the!yearly!budgets!and!final!approval!will!be!done!by!the!Full!Council.!The!BCC!Finance!and!Budget!Committee!will!also!oversee!the!implementation!of!the!approved!budgets.!!4.3.2!Waste!Management!Steering!Committee!!There!is!an!established!WMSC!of!the!Council!that!performs!an!oversight!function!to!the!BCC!WMD.! The!WMSC! is! comprised! of! representatives! of! important! local! governmental! and!social! institutions,! civil! society! as! well! as! councillors! that! have! been! assigned! to! give!oversight!to!the!BCC!WMD.!The!WMSC!is!the!successor!oversight!body!that!takes!over!the!

!

!


!

!!

40!

responsibilities! of! the! BCC! Waste! Management! Committee! (WMC)! that! was! solely!comprised! of! BCC! councillors.! By! enlarging! the! WMC! to! the! WMSC! this! oversight! body!gained!a!higher!democratic!legitimation.!!The!WMSC! is! in! charge!of! overseeing! the! implementation!of! activities! and!of! advising! in!thematic! areas.! Therefore! the! WMSC! serves! as! a! compass! for! the! BCC! WMD! by! giving!critical!feedback!on!running!programs!and!recommendations!on!implementation!strategies!and!planned!activities.!!Members$of$the$Waste$Management$Steering$Committee:$

!Desirous!of!making!it!representative!of!all!relevant!sectors!of!the!Bo!community,!the!WMSC!membership! is! drawn! from! various! categories! of! major! stakeholders! dealing! with! or!involved! in! waste! management! in! one! or! the! other! way.! The! following! individuals,!institutions!and!organizations!are!represented!in!the!WMSC!(in!total!27!official!members):!!

1. !Head!of!the!Waste!Management!Department!2. !Chairperson!Waste!Management!Bo!City!Council!3. !Chairperson!Health!Committee!Bo!City!Council!4. !Councillors!assigned!by!BCC!(4!Councillors)!5. !Environmental!and!Social!Officer!Bo!City!Council!6. !Gender!and!Social!Service!Officer!Bo!City!Council!7. !Ministry!of!Health!and!Sanitation!(2!Representatives)!8. !Environmental!Protection!Agency!9. !Environmental!and!Health!Officer!Bo!District!Council!10. !Sierra!Leone!Police!11. !Sierra!Leone!Water!Company!(SALWACO)!12. !Njala!University!13. !InterRReligious!Council!14. !Sierra!Leone!Teachers!Union!(2!Representatives)!

!

!


!

!!

41!

15. !Traders!Union!16. !Drivers!Union!17. !Civil!Society!(2!Representatives)!18. !Sierra!Leone!Association!of!Journalists!19. !Bo!City!Youth!Leader!20. !Chairperson!WasteRToRWealth!Entrepreneurs!Association!21. !Chairperson!Klin!Bo!Services!Umbrella!Organisation!!

Ex$Officio$Member:$

!22. !BCC!Information,!Education!and!Communication!Officer!

!The!mandate!of!the!WMSC!is!defined!in!the!Terms!of!Reference!(ToR):!!1. The! WMSC! supports! the! BCC! WMD! in! the! execution! of! its! waste! management!

program!and!activities.!2. The!WMSC!cooperates!with!the!BCC!WMD!on!how!set!targets!and!objectives!can!be!

achieved!in!a!participatory!manner!involving!all!sectors!of!the!Bo!society.!3. The!WMSC! is!chaired!by! the!Chairperson!BCC!Waste!Management!with! the!Head!of!

the!BCC!WMD!serving!as!secretary.!4. The! Chairperson! of! the! BCC! WMSC! shall! report! to! the! Full! Council! on! waste!

management!related!activities!in!Full!Council!Meetings.!5. The! WMSC! shall! hold! its! meetings! every! quarter! but! emergency! meetings! can! be!

summoned! as! dictated! by! events! on! the! ground.! Minutes! of! meetings! shall! be!prepared!by!the!Head!of!the!BCC!WMD!and!submitted!to!the!WMSC.!

6. The!WMSC!shall!hold!meetings!on!a! specified! time! frame!with! the!BCC!WMD! to!be!updated! on! progresses! on! the! ground.! The! time! frame! for! such! meetings! can! be!dictated!by!specific!progresses!and!milestones!achieved.!

7. The!WMSC!shall!have!an!oversight!function!on!all!groups,!individuals!and!bodies,!that!the! BCC! WMD! is! collaborating! with! (e.g.! Klin! Bo! Services! Youth! Groups,! Klin! Bo!

!

!


!

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42!

Services! Umbrella! Organisation,! SME’s! involved! in! reuse! and! recycling! activities,!WasteRToRWealth!Entrepreneurs!Association,!Private!Sector!Stakeholders,!etc.),!with!the! view! of! ensuring! compliance! with! rules! and! regulations! as! spelt! out! in! the!different!Memorandum! of! Understandings! (MoU’s)! and! contracts! signed!with! such!bodies.!

8. The!WMSC!plays! an!oversight! role! in!processes! relating! to! the! selection!of! support!and!cooperation!groups,!individuals!and!bodies!of!the!BCC!WMD.!

9. The!composition!of!the!WMSC!shall!be!flexible!to!accommodate!more!or!less!relevant!groups!dictated!by!the!passage!of!time.!

10. The! WMSC! shall! play! a! mediatory! role! in! the! event! of! a! dispute! between! any!conflicting!party!(ies).!

11. One!nominated!member!of!the!WMSC!will!be!represented!in!the!advisory!board!of!the!“WasteRToRWealth!Entrepreneurs!Association”!(this!nominated!WMSC!member!must!be!non!BCC!staff).!

12. Two!nominated!members!of!the!WMSC!will!be!represented!in!the!advisory!board!of!the!“Klin!Bo!Services!Umbrella!Organization”!(these!nominated!WMSC!members!must!be!non!BCC!staff).!

13. The!terms!of!reference!of!the!WMSC!is!annually!reviewed!by!the!BCC!Leadership.!If!no!amendments! are!proposed! the!ToR! stays! as! it! is! for! another! year.!Any!amendment!shall!be!approved!by!the!Council.!

14. A! focal! person!will! be! nominated! by! each!member! institution! to! the!WMSC! and! is!expected! to! serve! continuously! for! one! year.! In! the! event! she! or! he! is! replaced! a!month!notice!will!be!given!to!the!chair!and!the!secretary!of!the!WMSC.!

15. Every!member!of! the!WMSC!shall!be!entitled! to!an! identity!card!with!his!name!and!organization!written!on!it.!This!identity!card!will!be!valid!for!one!year.!

16. Transportation!allowances!will!be!paid! to!all!WMSC!members!by! the!BCC!WMD!for!attendance!at!meetings!of!the!WMSC!and!any!other!function!authorised!to!represent!the!WMSC.!The!transportation!allowance!shall!never!be!below!10.000!SLL.!

!

!

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!

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43!

!

5.!Financial!Policy!and!Procedures!

!5.1$Introduction$

!As!a!Governmental!institution,!the!BCC!WMD!is!committed!to!protecting!and!using!its!assets!for! proper! service! delivery.! The! purpose! of! this! section! of! the! manual! is! to! ensure! the!safeguarding!of!assets,! the!prudent!management!of! those!assets!and! to!make!certain! that!financial!statements!are!prepared!in!conformity!with!GAAP!(Generally!Accepted!Accounting!Principles).! The! policies! and! procedures! of! the! BCC! WMD! take! into! consideration! the!internal!controls!necessary!to!properly!protect!the!assets!entrusted!to!the!department.!All!personnel! are! expected! to!be! aware!of! and! adhere! to! the!policies! and!procedures! in! this!document.!These!policies!and!procedures!also!take!into!consideration!proper!segregation!of!duties.! Proper! financial! practices! are! very! important,! as! this! helps! to! prevent! and! detect!errors! and! fraud.! Good! financial! practices! also! assure! the! general! Public,! donors! and! all!stakeholders! that! the! BCC!WMD!use! their! funding! for! the! purposes! for!which! they!were!intended.!!General!Practices!$

• Review! of! Risks:! These! policies! were! drafted! after! consideration! of! the! risks!associated! with! the! various! aspects! of! the! BCC!WMD! financial! operations! to! enact!policies! and! procedures! designed! to! minimize! those! risks.! The! WMSC! will! review!these! policies! periodically! if! considered! that! the! risks! have! changed.! Such! changes!may! include! receipt! of! grants!with! restrictions,! a! change! in! the! laws! regulating! the!council!etc.! If!so,! the!council!and!the!BCC!WMD!needs! to! identify!any!new!risks!and!adopt! appropriate! procedures! to!minimize! those! risks.! The! Head! of! the! BCC!WMD!must!notify!the!BCC!leadership!of!any!proposal!or!activity!which!may!bring!new!risks,!and!will!take!advice!from!relevant!professional!officers!of!the!Council,!who!may!also!consult!with! external! professional! advice.! The! Council! can! ensure! through! external!professional!advice!that!risks!are!properly!addressed.!

!

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!

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44!

• Segregation!of!Roles:$There!are!several!fiscal!“roles”!within!the!BCC!and!the!BCC!WMD!–!custody,!authorization,!execution,!and!monitoring.!For!example,!the!person!who!has!authority! to! sign! cheques! is! acting! in! the! custodial! role.! The! person!who! approves!payment! of! a! bill! is! authorizing.! The! Council! as! a!whole! acts! in! an! authorizing! role!when! it! approves! the! annual! budget.! The! person! who! prepares! the! cheques! for!signature!by!an!authorized!cheque!signer!is!acting!in!the!execution!role,!executing!an!action! that!has!been!authorized!by! the!Council! through!the!annual!budget!or!by! the!individual!responsible! for!approving!payment!of! the!bill.!The!person!who!reconciles!the!bank!statement!acts!in!the!monitoring!role.!The!Council!also!acts!in!a!monitoring!role!when!it!reviews!the!monthly!financial!reports!to!be!sure!that!its!plan!–!the!budget!–!is!being!executed!properly.!As!much!as!possible,!the!BCC!WMD!seeks!to!separate!the!responsibilities! for! fiscal! roles! so! that! at! least! two! and! preferably!more! individuals!fulfill!these!roles.!It!is!particularly!important!that!the!same!person!does!not!authorize,!execute!and!monitor!any! transaction.!At!each!step!of!handling! funds,! the!BCC!WMD!shall!ensure!that!more!than!one!person!verifies!that!the!step!is!done!correctly.!

!5.2$Receipt$of$Funds$

!The! BCC!WMD! has! two! broad! categories! of! funding.! It! receives! funding’s! as! grants! and!generate!funding!locally!known!as!own!source!revenue.!!5.2.1!Grants!!The! council! receives! grants! for! waste! management! activities! from! two! sources,! the!Government! of! Sierra! Leone! (GoSL)! and! the! Decentralized! Service! Delivery! Program!(DSDP)!financed!by!the!World!Bank.!These!grants!are!received!through!bank!transfers.!The!DSDP!grant!is!transferred!directly!to!the!BCC!Solid!Waste!Management!DSDP!Account.!The!GoSL!grant!is!transferred!to!the!Councils!Administrative!Account!for!onward!transfer!to!the!BCC!Solid!Waste!Management!GoSL!Account.!No!further!transfer!is!allowable!by!donors!to!other!account(s)!and!the!fund!shall!be!spent!from!these!accounts.!In!addition!to!the!policies!

!

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and!procedures!set!forth!in!this!document!these!grants!requires!that!BCC!and!the!BCC!WMD!follow!certain!specific!policies!and!procedures!as!set!out!by!GoSL!and!the!World!Bank.!!Risks:!The!department!faces!the!risk!that!funds!intended!for!waste!management!activities!may!be!used!for!nonRwaste!management!activities.!!Policy:!All!grants!received!for!waste!management!must!be!communicated!immediately!to!the!BCC!WMD! and! the! WMSC! in! writing! with! attached! copies! of! the! correspondence! from! the!donors.!This!allows!for!proper!monitoring!of!the!funds!by!the!BCC!WMD!and!the!WMSC.!!Procedures:!1. All!grants!received!from!the!DSDP!must!be!communicated!within!two!working!days!to!

the!BCC!WMD!and!the!WMSC!in!writing!with!attached!copies!of!correspondence!from!the!donors.!

2. All! GoSL! grants! received!must! be! transferred! to! the! BCC! Solid!Waste!Management!GoSL!Account!within!two!working!days!and!thereafter!must!be!communicated!to!the!BCC!WMD!and!the!Chairperson!WMSC!within!three!working!days!in!writing!informing!them!of!the!transfer!effected!from!the!Councils!Administrative!account!to!the!Waste!Management!Account.!

3. The!BCC!WMD!Accountant!must! independently!verify! that! the!amount!had!reflected!into! the! various! accounts! by! collecting! the! credit! advice! and! the! bank! statement!showing!the!credit!into!the!accounts.!

4. The!BCC!WMD!Accountant!records!the!amount!into!the!cashbook.!5. The!BCC!WMD!Accountant!files!both!the!credit!transfer!and!the!bank!statement!into!a!

separate!file!to!be!labelled!“Transfers!of!Waste!Management!Grants”.!!!

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5.2.2!Own!Source!Revenue!!Own!source!revenue!are!received!in!two!folds,!one!is!a!percentage!of!the!revenue!generated!by! the! council! on! Property! Tax! and!Market! Dues! and! the! other! are! revenues! generated!directly! by! or! on! behalf! of! the! BCC! WMD! on! waste! related! activities.! The! Own! Source!Revenue!therefore!comprises!of:!!• 15%!of!total!property!tax!collected!by!the!council!• 5%!of!the!total!market!dues!collected!by!the!council!• Business! registration! fees!by! individuals,!organisation!and!businesses! that!do!waste!

business! (i.e.! all! registration! for! those! involved! in! waste! transportation,! reuse! and!recycling)!

• Business! licence! fees! by! individuals,! organisation! and! businesses! whose! primary!business!is!waste!transportation,!reuse!and!recycling!

• Signboard!fees!by!individuals,!organisation!and!businesses!whose!primary!business!is!waste!transportation,!reuse!and!recycling!

• All!leases!and!rents!from!the!WMIIZ!• Rents!of!waste!management!vehicles!• Consultancy!fees!from!the!BCC!WMD!• Central!business!district!waste!collection!fees!• Pay!as!you!throw!(PAYT)!• Fines!• Sale!of!sorted!waste!at!landfill!site!• Other!sources!of!revenue!as!may!be!approved!by!the!BCC!

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!!Risks:!The!BCC!WMD!is!faced!with!the!risk!that!the!share!of!funds!meant!for!the!department!from!the!council!(15%!property!tax!and!5%!market!dues)!may!not!be!received!or!the!incorrect!amount!received!and/not!on!time.!The!risk!also!exists!that! funds!that!are!received!by!the!BCC!WMD!may!be!stolen!or!lost!or!that!someone!may!be!falsely!accused!of!stealing!funds.!!!Policy:!Transfer!of!funds!from!Property!Tax!and!Market!Due!shall!be!done!monthly!and!calculation!of!such!transfer!shall!be!done!together!and!in!the!presence!of!the!Head!of!the!BCC!WMD!and!the!Accountant!of!the!BCC!WMD!on!the!one!hand!and!the!BCC!Finance!Department!on!the!other!hand!in!the!presence!of!the!Chairperson!BCC!Waste!Management!and!the!Chairperson!for!the!Council’s!Budget!and!Finance!Committee.!!!

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All! funds,!whether! cash!or! cheque,!which! the!BCC!WMD!receives!will!be!deposited! intact!into!the!bank!account,!with!no!monies!removed!to!make!payments!or!for!other!purposes.!All! cash! receipts! should! be! deposited! into! the! bank! the! next! working! day! after! it! was!received.! This! allows! for! a! complete! accounting! and! independent! verification! of! what!happens!to!the!funds.!

!Procedures!!For!Shared!Revenues!(15%!Property!Tax!and!5%!Market!Dues):!1. The!monthly! calculation!of! revenue! collected! from!property! tax! and!market!dues! is!

done! two! working! days! after! the! end! of! each! month! by! both! the! BCC! Finance!Department!and!the!BCC!WMD.!CA!approves!the!calculation! for!onwards!transfer! to!the!WMD!account.!$

2. Transfers! are! made! immediately! the! calculation! has! been! done! to! the! BCC! WMD!Account.$

3. The!BCC!WMD!accountant!collects!the!bank!statement!and!the!credit!transfer!from!the!bank.$

4. The!BCC!WMD!accountant!records!the!transfer!into!the!cashbook.$5. The!BCC!WMD!accountant!files!both!the!credit!transfer!and!the!bank!statement!into!a!

separate!file!to!be!labelled!“Transfers!from!BCC!Own!Source!Revenue”.$!

For!SelfRCollected!Revenue:!1. The! BCC! WMD! Cashier! supervised! by! the! BCC! WMD! Accountant! shall! collect! all!

revenue.!At!no! time! shall! any!other! staff!of! the!department! collect! revenues! for! the!BCC!WMD.!

2. In!cases!where!revenues!are!generated!from!a!sub!unit!(e.g.!Controlled!Disposal!Site)!the!payee!must!be!directed! to! the!office!of! the!BCC!WMD!Cashier! to!effect!payment!before!services!are!rendered.!

3. The!payee!should!make!all!cheque!payments!directly!to!the!bank,!with!paying!in!slips!forwarded! to! the! office! of! the! BCC!WMD! Cashier! before! receipts! are! issued.! At! no!

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point! in! time! shall! the!BCC!WMD!Cashier! receive! cheques!and! issue! receipts!before!verifying!that!the!cheque!is!valid.!

4. A!written!receipt!must!be!issued!for!all!cash!and!cheques!received!by!the!cashier:!a. The!receipt!should!state!the!payee’s!name,!the!date,!the!amount!of!the!cash!or!

cheque!and!the!purpose!of!the!payment.!b. Use! a!preRnumbered! receipt! book!with! an! automatic!duplicate! copy!with! the!

department’s!name!printed!on!it.!c. No!pages!may!be!removed!from!the!receipt!book.!d. The!BCC!WMD!Cashier!with!access! to! the! receipt!book! shall! keep! it! in!a! safe!

and!shall!lock!cash!in!a!safe!until!banked.!e. The!BCC!WMD!Accountant!will!compare!the!receipt!book!and!the!bank’s!list!of!

cash!deposits!when!making!the!Bank!Reconciliation!described!below.!f. The!BCC!WMD!Cashier!will!post!daily!all!receipt!into!the!revenue!register!and!

subsequently!to!the!cashbook.!5. The!BCC!WMD!Cashier!will!prepare!a!deposit!slip!in!duplicate!and!bank!all!revenues!

received!daily!before!12!noon!every!day.!Cash!received!after!12!noon!will!be!banked!the!next!working!day.!

6. All! bank! deposit! slip! must! be! filed! chronologically! in! a! file! maintained! by! the!department!labelled!“Bank!Deposit!Slips”!

7. The!BCC!WMD!Accountant!shall!reconcile!weekly!the!receipt! issued!to!the!paying! in!slip!and!initial!them.!

8. The!Head!of!the!BCC!WMD!shall!reconcile!monthly!the!receipt!issued!to!the!paying!in!slip!and!initial!them.!

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5.3$Disbursement$of$Funds$

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5.3.1.!Payments!by!Cheque!!Risks:!The! department! faces! the! risks! that! funds! will! be! spent! on! unauthorized! items,! that!someone!will!steal!the!funds!by!taking!blank!cheques!or!by!writing!cheques!to!payees!who!have! not!made! any! supply! to! the! BCC!WMD! or! that! payments!made!will! be! improperly!recorded.!!Policy:!Make!all!disbursements!from!the!department’s!funds!by!cheque,!with!the!exception!of!petty!cash.!This!allows! the!BCC!WMD!to! track!how! funds!are!spent,!who! is! spending! them!and!who!is!authorizing!expenditures.!!Procedures:!1. Bank!Accounts!

a. The! department! operates! three! bank! accounts,! namely:! BCC! Solid! Waste!Management! GoSL! Account,! BCC! Solid! Waste! Management! DSDP! Account! &!BCC!WMD!Account!

!

The!signatories!to!these!accounts!are!as!followed:!!Account!Name! Account!Numbers! Signatories! Alternative!signatories!

!BCC!Solid!Waste!Management!GoSL!Account!

0100112114600! Chief!Administrator!Mayor!BCC!Finance!Officer!Head!of!the!BCC!WMD!

Deputy!Chief!Administrator!Deputy!Mayor!BCC!Accountant!

BCC!Solid!Waste!Management!DSDP!Account!

003004412901030408! Chief!Administrator!Mayor!BCC!Finance!Officer!Head!of!the!BCC!WMD!

Deputy!Chief!Administrator!Deputy!Mayor!BCC!Accountant!

BCC!Waste!Management!Department!Account!

! Chief!Administrator!Mayor!BCC!Finance!Officer!Head!of!the!BCC!WMD!

Deputy!Chief!Administrator!Deputy!Mayor!BCC!Accountant!!

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b. Four! signatories! shall! sign! at! a! time! before! withdrawal! from! any! of! the!accounts.!!

c. At! no! time! shall! a! signatory! to! any! of! these! accounts! and! their! alternative!signatories!sign!on!the!same!cheque.!Such!a!cheque!is!considered!invalid.!

d. No!Cheque!is!valid!except!it!has!the!signature!of!the!Head!of!the!BCC!WMD.!e. Due! to! the! BCC! WMD! Accountants’! role! in! reconciling! the! bank! statement,!

he/she!cannot!be!a!cheque!signer.!He/she!must!however!get!access!to!the!bank!statement!whenever!he!deems!fit.!

!2. Custody!of!Cheques!

a. The!BCC!WMD!Cashier!is!the!only!person!authorized!to!have!access!to!unused!cheque!stock.!

b. The!cheques! should!be! stored! in!a! safe!and! information!about!how! to!access!them!should!be!kept!confidential!from!everyone!but!the!BCC!WMD!Accountant.!

!3. Processing!of!Invoices!

a. All! invoices!will! be! forwarded! immediately! to! the! BCC!WMD!Accountant! for!review.!

b. The!BCC!WMD!Accountant!will!review!all! invoices!for!mathematical!accuracy,!agreement!with!a!written! invoice,! conformity! to!budget!or!council’s!approval!and!compliance!with!grant!fund!requirements.!

c. The!BCC!WMD!Accountant!will!ensure!that!all!conditions!and!specifications!on!a! contract! or! order! have! been! satisfactorily! fulfilled,! including! inventorying!items!received!against!delivery!notes.!

d. The!BCC!WMD!Accountant!will!code!the!invoice!with!the!appropriate!expense!or! chart! of! accounts! line,! number! and! other! information! as! needed! for!accounting!purposes.!

e. The!BCC!WMD!Accountant!will!send!invoices!to!the!Head!of!the!BCC!WMD!for!review.!

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f. The! BCC! WMD! Accountant! will! then! send! reviewed! invoices! to! the! CA! for!approval.!

g. The!CA!of! the! council! authorises!all! invoices! to!be!paid!by! cheque!and! in!his!absence!the!Deputy!Chief!Administrator.!

h. The!BCC!WMD!Accountant!is!responsible!for!timely!followRup!on!discrepancies!and!payment.!!

4. Payment!by!Cheque:!a. Upon! approval! of! the! invoice! by! the! CA! and/or! his! Deputy,! the! BCC! WMD!

Accountant!minute!to!the!BCC!WMD!Cashier!authorising!him/her!to!prepare!all!cheques!and!should!do!so.!

b. The!BCC!WMD!Cashier!then!takes!the!cheque(s)!to!the!cheque!signers!for!their!signatures!together!with!the!approved!invoice(s)!

!5. Duties! of! Cheque! signatories! (all! cheques! will! be! signed! by! the! signatories! stated!

above.!Prior!to!signing!a!cheque,!a!cheque!signatory!will!do!the!following):!a. Compare!the!cheque!to!the!original!approved!invoice.!b. Compare!the!amount!on!the!cheque!to!the!amount!on!the!invoice!or!note.!c. Be! sure! that! the! BCC! WMD! Accountant! has! initialled! the! invoice.! This! is! to!

protect!against!the!risk!that!you!are!paying!based!on!a!copy!of!the!invoice!that!has!already!been!paid.!

d. Check! the! date! on! the! invoice! against! the! date! of! signing! the! cheque.! If! the!difference! is!more! than!15!working!days,! get!written! approval! from! the!BCC!WMD!Accountant!before!signing!the!cheque.!This!is!to!mitigate!the!risk!that!the!organization!is!paying!the!same!expense!twice.!

e. Check!to!be!sure!that!the!amount!of!the!cheque!is!not!clearly!unreasonable.!For!example,! a! SLL! 5,000,000! fuel! payment! for! a! vehicle! per! week! would! be!unreasonable.!!!

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6. Prohibited!Practices!a. In!no!event!will!invoices!be!paid!unless!approved!by!the!CA!and!/or!his!Deputy.!b. In!no!event!will!blank!cheques!be!signed!in!advance.!c. In!no!event!will!cheques!be!made!out!to!“cash,”!“bearer,”!etc.!

!Each! cheque! signatory! will! be! made! aware! that! signing! blank! cheques! exposes! the!department! to! theft!since! the!bank! is!entitled! to!charge! the!department’s!account! for!any!cheque!that!has!a!valid!signature.!A!signed!blank!cheque!is!an!invitation!to!theft.!!5.3.2.!Petty!Cash!Funds!!Risks:!Payments! by! cash! are! not! as! completely! documented! and! are! not! as! easily!monitored! as!payments!by!cheque!and!thus!subject!to!greater!likelihood!of!errors!and!fraud.!!Policy:!The! Petty! Cash! Fund! should! not! exceed! SLL! 500,000! at! a! time! and! should! only! be! used!when!payment!is!below!SLL!100,000.!!Procedures:!1. Administration! of! Petty! Cash! Fund.! The! BCC! WMD! Cashier! is! responsible! for! the!

administration!of!the!Petty!Cash!Fund.!!2. The!Fund!shall!be!funded!with!cheque!made!out!to!“Petty!Cash—Name!of!Cashier“!and!

initially!recorded!in!the!Petty!Cash!Fund!account.!3. Petty!Cash!expenditure!is!authorised!by!the!Head!of!the!BCC!WMD.!4. The! BCC! WMD! Cashier! will! require! receipts! for! all! purchases! and! may! ask! those!

reimbursed!to!sign!for!money!the!BCC!WMD!Cashier!provides!as!reimbursement.!5. The! BCC! WMD! Cashier! will! record! all! cash! purchases! in! a! journal! and! save! the!

receipts.!

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6. When!the!fund!gets!low,!the!BCC!WMD!Cashier!will!apply!to!the!BCC!WMD!Accountant!for! authorization! to! reimburse! the! fund! for! the! total! amount! expended.!The! cheque!written!to!reimburse!the!Petty!Cash!Fund!will!be!recorded!in!the!appropriate!expense!accounts! for! the! items! that! were! purchased! with! Petty! Cash,! so! that! these!expenditures!made!through!the!Petty!Cash!fund!are!properly!classified!by!type!–!for!example,!fuel!&!lubricant,!spareRparts,!airtime,!etc.!

!5.3.3.!Advance!Expense!!Risks:!Advances! given! for! payment!may! not! be! settled! and/or! onRtime.! Settlement!may! not! be!sufficient!and!of!appropriate!quality.!!Policy:!Advances!will!only!be!given!upon!the!completion!of!an!advance!slip!(Appendix$A)!and!the!approval!by!the!Head!of!the!BCC!WMD.!It!should!be!for!the!purpose!of!the!department!and!must! be! settled! two!working! days! after! receipt.!No! new! advances! should! be! given!when!previous!advances!are!not!settled!to!the!same!individual.!!Procedures:!1. Request!is!made!by!the!recipient!and!approved!by!the!Head!of!the!BCC!WMD.!2. Advance! Slip! is! completed! by! the! recipient! and! approved! by! the! BCC! WMD!

Accountant.!3. The!BCC!WMD!Cashier!pays!the!advance!and!the!recipient!signs!the!Advance!Slip.!4. The! BCC! WMD! Cashier! attaches! the! advance! slip! and! the! request! to! receipt! and!

invoices!received!from!the!recipient.!!!!

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5.3.4!Expense!Reimbursement!!Risk:!The!department!does!not!have!adequate!level!of!control!over!expenses!incurred!on!behalf!of! the! department! by! those!who! pay!with! personal! funds! and! seek! reimbursement.! The!department!is!not!in!the!position!to!determine!whether!the!goods!or!service!paid!for!might!have!been!obtained!at!a! lower!price!elsewhere,!whether!there!is!a!personal!benefit!to!the!person! seeking! reimbursement! and! how! the! expenditure! fits! in! with! the! rest! of! the!department’s!budget.!!Policy:!In!proper!circumstances,!Councils!staff,!Committee!members,!employees!of!the!department!and!interns!are!entitled!to!be!reimbursed!for!expenses!related!to!the!department!that!they!incurred! on! behalf! of! the! department.! To! receive! reimbursement,! you! must! meet! the!following!requirements:!!• Your!expense!must!have!been!authorized!in!advance!by!the!Head!of!the!BCC!WMD!and!

the!BCC!WMD!Accountant!or!later!approved!by!the!Head!of!the!BCC!WMD!and/or!the!BCC!WMD!Accountant.!

• The! expense! must! have! been! incurred! for! goods! or! services! purchased! for! the!department.!

• If!the!expense!is!for!travel,!the!travel!must!be!for!work!related!to!the!organization.!The!department!will!reimburse!no!more!than!the!standard!rate!for!perRdiem!established!by!the!Government!of!Sierra!Leone.!!

!Procedures:!1. Documentation:!Applicant!must!provide!reasonable!documentation!showing!the!date,!

amount!and!what!the!expense!was!for.!Receipts!and!invoices!that!do!not!describe!the!purchase!are!not!reasonable!documentation.!The!receipt!must!describe!the!purchase.!

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2. Other!Reimbursement:!The!voucher!must!reflect!reimbursement! from!sources!other!than!the!departments.!

3. Timely!Submission:!Applicant!must!submit!documentation!with!a!request!for!payment!within! 5! working! days! from! the! date! the! expense! was! incurred! or! from! the! date!he/she!returned!from!travelling.!

4. Overpayment:!If!you!are!overpaid,!you!must!return!any!excess!reimbursement!within!a!reasonable!period!of!time.!If!not,!the!excess!will!be!deducted!from!any!subsequent!payment.!

!5.3.5!Purchasing!!Risk:!The! BCC! WMD! wants! to! ensure! that! all! purchases! on! behalf! of! the! department! are!authorized.!Unauthorized!purchases!deplete!the!department’s!resources!and!interfere!with!the!Council’s!ability!to!govern!properly.!!Policy:!All!purchases!made!on!behalf!of!the!organization!must!be!made!pursuant!to!the!BCC!WMD!approved!budget.!

!Procedures:!1. The!Head!of! the!BCC!WMD!can!authorize!purchases!of! SLL!1,000,000!or! less!which!

conforms!to!the!approved!department’s!budget.!2. The!CA!must!approve!purchases!above!that!amount!which!conforms!to!the!approved!

department’s!budget.!!3. The! Council! must! authorize! any! purchase,! which! does! not! conform! to! the!

department’s!budget.!!!!See$Procurement$Rules$Chapter$6$for$further$details.!

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5.4$Management$of$Fixed$Assets$

!Fixed! assets! include! property,! plant,! equipment,! and! fixtures,! which! cannot! be! easily!converted!into!cash.!These!assets!have!useful!life!beyond!one!year!and!will!be!retained!by!the!organization!until!their!useful!life!expires.!The!management!of!these!assets!involves!the!recording,!safeguarding!and!proper!use.!!5.4.1!Records!Management!!

Risks:!The! department! faces! a! risk! of! not!maintaining! proper! and! updated! records! of! all! their!assets!and!not!checking!regularly!whether!their!assets!exist.!!Policy:!The!department!will!maintain!a!Fixed!Asset!Register!in!the!format!described!in!Appendix$B!with!all! assets! coded,! regularly!update! the! register!as!and!when!new!assets!are!acquired!and!periodically!check!the!existence!of!all!assets.!

!Procedures:!1. The! BCC!WMD! Accountant! records! all! assets! of! the! department! in! the! Fixed! Asset!

Register!with!the!following!details:!a. Class!of!asset!b. Asset!identification!number!c. Description/Specification!(include!serial!number,!model!&!country!origin)!d. Supplier!e. Purchase!date!f. Payment!voucher!reference!g. Purchase!cost!h. Location!&!user!i. Comments!on!the!status!of!the!item!at!last!physical!check!

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2. The! BCC!WMD!Accountant! ensures! that! the! assets! are! given! identification! number.!The!Coding!takes!the!following!format:!BCC/WMD/location/number!

3. The!BCC!WMD!Accountant!will!include!every!new!asset!into!the!register!within!three!working!days!upon!its!receipt.!

4. A!committee!comprising!of! the!BCC!WMD!Accountant,!BCC!Procurement!Officer!and!the!Head! of! the! BCC!WMD! physically! verify! the! assets! of! the! department! every! six!months.!

5. The!committee!produce!a!report!that!must!be!sent!to!the!CA!with!copy!to!the!Mayor.!!5.4.2!Safeguarding!!Risk:!The!department!faces!the!risk!of!not!maintaining!its!asset!and/or!on!time.!!Policy:!The!department!must!ensure!routine!maintenance! is!done!on!all!assets!whether! they!are!damaged!or!not.!!Procedures:!1. Routine!maintenance!will!be!done!on!all!vehicles!of!the!BCC!WMD!vehicle!fleet!after!

every!2,000!kilometres.!2. All!other!machinery!will!be!maintained!quarterly.!3. Building(s)!and!other!structures!of!the!department!will!be!renovated!yearly.!4. Furniture!and!fixtures!will!be!repaired!as!and!when!they!are!damaged.!5. All!equipment!will!be!kept!in!a!locked!place!after!daily!use.!6. The!City!Council!Security/Police!will!be!used!for!securing!all!assets.!

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5.4.3!Use!of!Assets!!Risk:!The!department!is!faced!with!the!risk!that!individuals!will!use!assets!without!authorization!for! personal! purposes.!Usage! reduces! the! life! of! assets! and! eventually! is! an! expense! that!falls! upon! the! department.! It! also! betrays! the! trust! of! donors! who! expect! that! the!department!will!use!its!resources!only!for!purposes!for!which!it!was!intended.!!Policy:!Property! and! equipment! owned! by! the! department! may! only! be! used! for! waste! related!activities! or! activities! approved! by! the! department.! They! may! not! be! used! for! personal!purposes.!!Procedures:!1. If!a!Council!member,!officer,!employee!or!volunteer!wants!to!use!department!property!

or!equipment!for!any!purpose!other!than!a!waste!related!purpose!within!the!mandate!of!the!BCC!WMD,!that!individual!must!obtain!permission!from!the!WMSC.!

2. The!permission!shall!not!be!granted!if!it!can!disrupt!the!operation!of!the!department!at!that!point!in!time.!!

5.5!Creation!of!Department!Obligations!!Risks!The!department!needs!to!ensure!that!borrowing!in!the!departments!name!is!authorised,!as!unauthorised!borrowing!exposes!the!BCC!and!BCC!WMD!to!financial!and!legal!risk.!!Policy!The! Council! must! approve! any! borrowing! of! funds! in! the! name! of! the! BCC! WMD.! The!Council!must!ensure!that!it!has!legal!authority!to!raise!the!loan!in!accordance!with!section!65!of!the!LGA!2004,!!(in!the!case!of!a!loan!from!an!external!agency),!and!give!very!serious!

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attention! to! be! sure! that! the! BCC!WMD!will! have! sufficient! funds! available! to! repay! any!loans!on!time.!!Procedures!1. The!Head!of!the!BCC!WMD!will!forward!a!written!application!to!the!CA!stating!clearly!

the!purpose!of!the!loan!and!the!repayment!strategy.!2. The!CA!will!forward!the!application!to!the!WMSC!for!discussion.!3. The! committee! can! either! recommend! to! the! council! for! approval! or! rule! the!

application!to!be!invalid.!4. If,!forwarded!to!the!council!for!approval,!the!council!must!deliberate!on!the!issue!and!

ask!the!BCC!WMD!to!defend!the!loan!proposal!in!a!Full!Council!meeting.!5. The!council!approves!or!disapproves!the!application,!such!approval!if!necessary!being!

subject!to!obtaining!the!approval!of!the!Minister!for!Local!Government.!!5.6!Bank!Reconciliation!!Risks:!Even! the! most! honest! and! attentive! individual! makes! mistakes.! Monitoring! allows! the!department! to! uncover! errors.! If! the! department! records! and! the! bank! records! do! not!agree,!it!is!likely!that!the!records!or!the!bank!records!are!wrong.!Monitoring!also!assists!the!department! in! identifying! discrepancies! between! its! accounting! records! and! banking!records! that! suggest! theft! or! fraud,! cheques! signed!by!unauthorized! signers,! and! identity!theft.!!Policy:!The! BCC! WMD! Accountant! will! monitor! the! department’s! accounts! regularly! and! will!prepare! a! written! reconciliation! of! all! bank! accounts,! which! proves! that! the! balances!presented!on!the!department’s!financial!reports!agree!with!the!records!of!the!bank.!!!

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Procedures:!1. Records! to! Accountant:! The! BCC! WMD! Cashier! shall! provide! the! BCC! WMD!

Accountant!with!all!records!of!deposits,!disbursements!(cheques!written),!and!other!bank!transactions!and!of!the!department!accounting!records!for!review!monthly.!

2. Bank!Statement:!The!Accountant!will!collect!monthly!bank!statements!from!the!bank.!3. Reconciliation:!The!BCC!WMD!Accountant!will!reconcile!the!bank!statement!monthly.!

The!reconciliation!should!be!done!within!10!working!days!of!the!end!of!every!month,!as!follows:!

a. Check!all!cheques!for!correct!signatures!and!number!of!signatures!and!protest!to!the!bank!any!incorrect!signatures.!

b. Review!the!cheques!in!the!bank!records!to!ensure!that!…!• …!the!name!of!the!payee,!the!amount!of!the!cheque!and!the!date!of!the!

cheque!agree!with!the!department’s!accounting!records;!• …!whoever!the!cheque!was!made!out!to!was!the!depositor!of!the!cheque;!

and!• …!each!cheque!has!a!valid!signature.!

c. Compare!the!bank!deposit!records!with!the!department!accounting!records!to!determine! whether! each! deposit! recorded! in! the! accounting! records! agrees!with!the!bank!record.!

d. Check!the!cash!entries!in!the!receipt!book!against!the!bank!record!of!deposits!to!ensure!that!all!cash!was!deposited.!

e. Check!whether! the! ending!balance! in! the! general! ledger! cash! account! agrees!with! the! bank! statement,! after! making! the! adjustments! on! the! bank!reconciliation!form.!

• List!all!outstanding!cheques.!On!all!cheques!outstanding!over!180!days,!take! appropriate! action! as! they! are! usually! considered! as! staled!cheques.!

• List!all!deposits!in!accounting!records!not!yet!recorded!by!the!bank.!

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• The!BCC!WMD!Accountant!must!ensure!the!reconciliation!is!forwarded!to! the! Council! Finance! Officer! on! or! before! the! close! of! business! 10th!working!day!for!review.!

• Once!the!Reconciliation!have!been!reviewed!by!the!BCC!Finance!Officer,!the! BCC!WMD! Accountant! file! the! signed! copy! in! a! file! to! be! labelled!“Monthly!Bank!Reconciliation!Statements”.!

!5.7!Chart!of!Accounts!!The! Chart! of! Accounts! outlines! categories! of! accounts:! assets,! liabilities,! net! assets,!revenue/support,!expenditures,!other!support!and!other!expenditures.!!!Risk!The!BCC!WMD!may!not!categorize!its!revenue!and!expenditures!in!the!format!of!the!council.!This!leads!to!disruption!to!the!council!in!reporting!to!the!Government!and!Donors.!!Policy!The!BCC!WMD!chart!of!accounts!will!be!in!accordance!with!the!PETRA!accounting!package!used!by!the!Bo!City!council.!!Procedure!1. The!BCC!WMD!Accountant!keeps!records!transaction!by!the!department!as!describe!

by!PETRA!Accounting!as!shown!in!the!following!samples:!!

Account!Codes!!

Details!

71307011570120033116013210! DSDP!Transfer!71307019170120033116013310! GOSL!Transfer!71303017120000000311601032! Property!Rates!71303017120000000311601092! Market!Dues!71303017120000000311601041! Licenses!For!GoSL!Expenditures!!

713070119135400600311602326! Procurement!of!chemicals!for!environmental!sanitation!

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713070119135400600311602326! Procurement!of!solid!waste!tools!713070119135400800311602328! Procurement!of!fuel!and!lubricants!for!waste!

management!vehicles!and!bikes!713070119135400800311602264! Vehicle!713070119135400800311602270! Bikes!713070119135400200311602293! Allowances!to!casual!labourers!713070119135400200311602293! Allowances!to!labourers!For!DSDP!Expenditures!!

713070111535400500311602231! Hiring!of!bull!dozers!for!clearing!of!dump!site!713070111535400600311602264! Maintenance!of!waste!management!vehicle!and!bike!713070111535400800311602328! Procurement!of!fuel!for!waste!management!activities!713070111535400800311602291! Bank!charges!

!

2. The! BCC!WMD!Accountant! produces! records!monthly! to! the! Council! Accountant! to!enable!timely!postings!into!the!PETRA!Accounting!System.!

!5.8!Budget!and!Budgetary!Control!!Risk!Expenditure!may!be!undertaken!that!was!not!actually!budgeted!for.!This!may!happen!due!to!budgeting!processes!not!properly!followed!and!not!linked!with!actual!planned!activities.!!Policy!The!budgeting!process!will!be!clearly!linked!with!the!planned!activities!of!the!department.!No!expenditure!will!be!undertaken!that!is!not!planned!for.!Any!inclusion!of!activity!that!was!not!planned!for!shall!seek!the!approval!of!the!WMSC!and!the!Budget!&!Financial!Committee.!!Procedure!1. The! Units! Heads! of! the! BCC!WMD! prepare! their! work! plan! that! is! linked! with! the!

Waste!Management!Plan!2020.!2. The!Units!Heads!forward!their!workRplans!to!the!Head!of!the!BCC!WMD!who!collates!

all!unit!work!plans!into!the!department!work!plan.!3. The!department’s!work!plan!is!then!sent!to!the!BCC!WMD!Accountant!who!provides!

estimated!amount!for!each!activity!in!the!department!work!plan.!

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4. The!department’s!work!plan!with!its!estimates!(budget)!is!presented!to!the!WMSC!for!their!scrutiny!by!the!Head!of!the!BCC!WMD!and!the!BCC!WMD!Accountant.!

5. Once!amendments!have!been!made!based!on! the! inputs!of! the!WMSC,! the!budget! is!then!presented!to!the!Budget!&!Financial!Committee!for!their!further!scrutiny!by!the!Head!of!the!BCC!WMD!and!the!BCC!WMD!Accountant.!

6. Once! amendments! by! the! Budget! &! Financial! Committee! have! been! effected,! the!Budget! &! Financial! Committee! then! makes! recommendation! to! the! Council! for!approval.!

7. The!work!plan!and!budget!is!then!presented!to!the!Council!for!approval!by!the!Head!of!the!BCC!WMD!and!the!BCC!WMD!Accountant.!

8. The!Council!approves!the!BCC!WMD!work!plan!and!budget!and!it!is!forwarded!to!the!Councils!Finance!Officer!for!onward!presentation!to!the!Ministry!of!Finance.!

9. The!WMSC!and!the!Budget!&!Financial!Committee!periodically!reviews!the!activities!and!expenditures!of! the!BCC!WMD! to!ensure!activities! are! implemented!as!planned!and!expenditures!are!undertaken!as!per!the!approved!budget.!

10. All!variances!are!reported!to!the!CA!with!copy!to!the!Mayor!for!necessary!action.!11. Any! attempt! to! implement! activities! that! were! not! planned! must! go! through! the!

processes!highlighted!above.!!5.9!Human!Resources!!The!BCC!WMD!is!resourced!with!six!“management”!personnel,!which!consist!of!the!Head!of!the!BCC!WMD!who!will!be!assisted!by!five!personnel!that!head!the!Subunits!as!follows:!• The!BCC!WMD!Accountant!that!will!be!in!charge!of!Finance!and!Administration;!• The!Waste!Officer!responsible!for!Waste!Reduction,!Reuse!and!Recycling;!• The!Waste!Officer!responsible!for!Waste!Collection!and!Transportation;!• The!Waste!Officer!responsible!for!Waste!Disposal!and!Management!of!Disposal!Sites;!

and!• The!Waste!Officer!responsible!for!Liquid!Waste!Management.!

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Council’s! personnel! already! working! on! waste! management! related! activities! will! be!transferred! to! the! BCC! WMD! and! as! such! the! BCC! WMD! is! also! resourced! with! office!assistant,!cashier,!drivers!and!labourers!all!to!be!supervised!by!Unit!Heads!and!the!Head!of!the!BCC!WMD.!!The!recruitment!of!all!staff! is!done!by!the!Council! through!the!Council’s!Human!Resource!Officer!supervised!by!the!Establishment!Committee!of!the!Council.!!Risk!The!department!faces!the!risk!of!not!recruiting!wellRqualified!staff!for!all!the!key!positions!above.!Records!management!for!staff!may!not!be!adequate!and!supervision!of!staff!may!be!lacking.! The! remuneration! of! staff!may! not!meet! the! calibre! of! staff! needed! and! the! late!payment!of!staff!salaries!may!lead!to!high!turnover.!There!is!also!the!possibility!that!staff!of!the! BCC! WMD! may! be! terminated! or! may! resign! without! proper! procedures.! NonRmanagement! staff! like! drivers,! labourers! etc.! already! working! on! waste! management!related!activities!for!the!council!will!be!transferred!to!work!directly!under!the!BCC!WMD,!there!is!a!risk!that!the!council!may!tend!to!transfer!accumulated!liabilities!of!endRofRservice!benefit!to!the!BCC!WMD.!!Policy!The! complete! process! for! recruitment! procedures! is! followed! as! specified! in! the!Revised!Human!Resource!Management!Guidelines! for!Local!Councils!of! July!2012!(see!ANNEX!M).!The!Councils!Human!Resource!Officer!will!maintain!a!complete!record!of!all!staff!of!the!BCC!WMD.!A!proper!time!sheet!will!be!kept!by!the!BCC!WMD!to!be!managed!by!the!BCC!WMD!Accountant.!Basic!salaries!must!be!set!on!a!minimum!of!50%!above!the!minimum!wage!rate!for! Units’! Heads! as! stipulated! by! the! government! of! Sierra! Leone.! The!WMD!Accountant!must!prepare!salaries!on!or!before!the!25th!day!of!each!month!and!salaries!paid!not! later!than!the!28th!of!every!month.!No!staff!of!the!department!may!be!dismissed!without!proper!procedures!as!described!below.!The!council!shall!be!responsible!for!endRofRservice!benefit!of!all!staff!of!the!department.!

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Procedure$

1. Recruitment:!a. The!Head!of!the!BCC!WMD!shall!obtain!the!approval!of!the!BCC!leadership!to!

recruit!for!new!or!vacant!positions!within!the!WMD.!!

b. The! Head! of! the! WMD! shall! notify! the! HR! Officer,! through! the! CA,! of! the!intention!to!recruit!to!fill!any!vacancy.!!

c. All!key!positions!(Head,!Waste!Officers!and!Accountant!of! the!WMD)!must!be!advertised!with!clear!criteria!on!widely! read!newspapers!and!on!radio! for!at!least!two!weeks;!

d. Shortlisting! will! be! done! after! the! end! of! the! closing! date! for! submission! of!application;! Shortlisting! must! be! done! by! members! of! the! Establishment!Committee;! The! Human! Resources! Officer! serves! as! a! secretary! to! the!committee;!

e. Interviews!are!conducted!for!shortlisted!candidates;!f. Selection!is!done!based!on!the!score!sheet!at!the!interview;!g. A!written!appointment!letter!is!sent!to!the!successful!candidate!by!the!Human!

Resources!Officer;!h. The!successful!candidates!accepts!the!appointment!by!stating!clearly!their!start!

date;!i. The!Contract!of!Employment!(Appendix$C)!is!prepared!by!the!Human!Resources!

Officer,!and!!j. The!successful!candidate!signs!the!contract!of!employment.!

2. Personal!Files!of!Staff!a. The!Human!Resources!Officer!opens!personal!file(s)!for!all!staff.!Personal!files!

may!be!accessed!only!by! the!HR!Officer,!Head!of!WMD,!CA!and!the!employee!concerned,! or! a! person! specifically! authorised! by! any! of! the! above.! The! files!should!contain!details!not!limited!to:!

• Curriculum!vitae;!• Certificates;!• National!ID!Card!or!Passport;!• Contract!of!Employment;!

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• Application;!• Acceptance!Letter;!• Etc.!

3. Payroll!a. Payroll!computations!are!done!monthly!by!the!BCC!WMD!Accountant.!b. 5%!NASSIT!deductions!are!made!on!the!basic!salary!monthly.!c. Income!Tax!(PAYE)!should!be!deducted!from!the!basic!salary!and!allowances!

as!issued!by!the!income!tax!department!of!the!National!Revenue!Authority.!d. Payroll!calculation!is!forwarded!to!the!Council!Finance!Officer!for!review.!e. The!CA!authorizes!the!payroll.!f. Salaries!for!key!staff!of!the!BCC!WMD!are!paid!through!bank!transfer.!g. Salaries!for!other!staff!of!the!BCC!WMD!are!paid!on!table.!h. NASSIT!and!NRA!are!paid!on!or!before!the!15th!of!the!month!subsequent!to!the!

month!salaries!having!been!paid.!i. All!paid!up!salary!voucher!must!be!kept!in!a!file!to!be!labelled!“Staff!Salaries”.!j. Separate!file!should!be!also!maintained!for!all!NRA!original!receipt.!

4. Staff!Resignation!and!Termination!a. All!staff!newly!recruited!to!the!BCC!WMD!shall!have!a!probationary!period!of!

six! (6)! months! within! which! he/she! can! resign! without! notice! and! can! be!terminated!without!notice.!

b. If!at!the!end!of!the!probationary!period!his/her!performance!is!not!considered!to! be! satisfactory,! the! establishment! committee! may! decide! to! extend! the!probationary!period! for! an! additional! three! (3)!months!within!which!he/she!can!be!dismissed!or!the!personnel!may!choose!to!resign!without!notice.!

c. Probationary!period!may!not!exceed!a!total!of!nine!(9)!month.!d. The!notice!period!for!either!side!after!the!probationary!period!shall!be!two!(2)!

months.!e. If!a!staff!of!the!BCC!WMD!should!be!terminated!for!any!reason(s)!the!following!

conditions!must!have!been!fulfilled:!

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• A! verbal! discussion! must! have! been! held! with! the! personnel! to! give!him/her!the!opportunity!to!explain!him/herself.!

• If! the!explanation! is!not!accepted,!a!written!query!should!be! issued! to!him/her!for!written!response.!

• If! the! written! response! is! still! not! considered! acceptable,! a! formal!complaint!must!be!issued!to!the!Establishment!Committee!of!the!Council!to!be!addressed!to!the!Chairperson!of!the!Committee.!

• The!Committee! shall! investigate! the! issue! and! based! on! their! findings!may!dismiss! the!case!or!may!give!a!warning! letter! to! the!personnel!or!may!dismiss!the!personnel!with!lieu!of!two!month!notice!or!two!month!salary!in!advance.!

• For! very! serious! misconduct,! including! serious! offences,! the!Establishment!Committee!may!summarily!dismiss!the!offender!after!the!matter! has! been! proven! beyond! reasonable! doubt.! In! which! case! no!notice!or!advance!salary!shall!be!paid!to!the!offender.!

• For! corruption! offences,! Sections! 134! and! 135! of! the! AntiRCorruption!Act!2008!apply!(see!ANNEX!O),!that!is!any!public!officer!who!is!charged!with! an!offence!of! corruption!or! economic! crime! shall! be! immediately!suspended! from! duty,! and! shall! be! dismissed! if! convicted! of! such!offence.!

• Three!written!queries!may!result!in!a!warning!letter!and!three!warning!letters!may!result!in!dismissal.!

• The!Council’s!Human!Resource!Officer!should!communicate!the!decision!of!the!Establishment!Committee!to!the!personnel.!

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5.10!Financial!Reporting!!5.10.1!Internal!!

Financial! reporting! within! an! organization! is! a! critical! component! in! evaluating! the!progress! financially! and! programmatically.! It! is! critical! that! decision! makers! within! the!organization!receive!reports!in!a!timely,!accurate!and!complete!manner.!!Risk!The!BCC!WMD!may! not! be! producing! financial! reports! that! enable! the! various! oversight!bodies! to! adequately! monitor! the! BCC! WMD! financial! dealings.! NonRpresentation! of!financial!reports!limits!the!extent!to!which!the!department!can!be!monitored!financially.!

!Policy!The!BCC!WMD!must!produce!monthly!financial!report!on!or!before!the!15th!of!each!month!for!the!subsequent!month!in!the!format!shown!in!Appendix!D.!The!report!must!be!sent!to!the! CA!with! copies! to! the! Council’s! Finance! Officer,! the! Chairperson!Waste!Management!Committee,!the!Chairperson!Finance!and!Budget!Committee,!the!Head!of!Internal!Audit!and!the!Council’s!notice!board.!!Procedures!

1. At! the! end! of! each! month,! the! BCC! WMD! accountant! collects! all! records! and!prepares!revenues!and!expenditures!for!the!month!ended.!

2. The!financial!statement!must!be!reviewed!by!the!Head!of!the!BCC!WMD.!3. The!signed!financial!statement!is!sent!to!the!CA!with!copies!sent!to!all!mentioned!

in!the!policy!above.!4. If!a!financial!statement!is!required!at!any!other!time!by!the!BCC!leadership,!the!

BCC!WMD!shall!cooperate!to!provide!the!information.!!

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5.10.2!External!!External!financial!reporting!refers!to!reporting!necessary!to!be!in!compliance!with!agencies!outside! of! your! organization.! According! to! the! LGA! 2004! (see! ANNEX! A),! the! Council! is!required! to! submit! its! annual! account! to! the! Auditor! General! that! is! currently! based! on!PETRA!Financials,!which! is! in!accordance!with!the! International!Public!Sector!Accounting!Standards!(IPSAS)!Cash!Basis!on!or!before!the!end!of!March!every!year!of!which!the!BCC!WMD!financials!will!be!part!of.!!Risk!The! BCC!WMD!may! not! be! preparing! and! presenting! its! records! onRtime! to! the! Council!Finance!Office! for!onward!consolidation! into! the!Councils!Account!which!may! lead! to! the!council!not!presenting!its!annual!accounts!onRtime!and!as!such!be!nonRcompliant!to!the!LGA!2004.!

!Policy!The!WMD!will!produce!its!annual!account!to!the!Council’s!Finance!Office!for!consolidation!one!month!after!the!end!of!the!year!(i.e.!on!or!before!the!31st!of!January!each!year).!!!!!!!!!!!!!

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5.11!Appendices!!Appendix(A:(Advance(Slip(

!ADVANCE!SLIP!

! ! ! ! ! ! ! !Date:!

!! ! ! ! ! ! ! ! ! !Name:! !! !! !! !! Position:!!

!!!! !! !! !! !! !!

!

Amount!(SLL):! !!

Amount!in!words:!!!Purpose:!!!! !! !! !! !! !! !! !!

! !Approved!by:! !! Paid!by:! !! !! !! Received!by:! !!!! !! !! !! !! !! !! !! !! !!

! ! !

!!

! ! ! ! ! !SETTLEMENT!

! ! ! ! ! ! ! !Date:! !!

! ! ! ! ! ! ! ! ! !! ! !

Payments! !! !! !! !! !! !!

! ! !!! !! !! !! !! !! !!

! ! !Balance!returned! !! !! !! !! !!

! ! !!! !! !! !! !! !! !!

! ! !Sum!of!the!above! !! !! !! !! !!

! ! !!! !! !! !! !! !! !!

! ! !Difference!to!advance!(if!any)! !! !! !! !! !!

! ! ! !!! !! !! !! !! !!

! ! ! ! ! ! ! ! ! !If!difference!to!advance,!explain:!! !! !! !! !! !! !! !!! ! ! ! ! ! ! ! ! !Recipient:!!

Cashier:!!

(

(

(

(

(

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Appendix(B:(Fixed(Asset(Register(

!

Approved by:

!RESPONSIBLE!Person!/!

Location!User!

ANTICIPATED!years!of!life

DISPOSAL!DATE

REASON!for!

Disposal

!!!!!!Insurance!status!SERIAL!NO.! !REGISTRATION!!!!

NO!!DATE!OF!PURCHASE!

!Descriptions/!Model!of!Item!!! !Supplier!! !LOCATION!

of!asset!

FIXED!ASSET!REGISTER!WMD

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Appendix(C:(Contract(of(Employment(

!This!contract!of!employment!is!entered!into!between!___________________________________________!(hereinafter! referred! to! as! “Employer”)! and! ______________________________________(hereinafter!referred! to! as! “Employee”)! on! _______________________! under! the! terms! and! condition! of!employment!below:!!1.!Commencement!of!Employment:!Effective!from!___________________________________________________!until!either!party!terminates!the!contract.!2.!Probation!Periods:!!

There! shall! be! a! probation! period! of! six! (6)!months.! During! this! period! either! party! can!terminate!the!contract!without!notice.!Probation!period!may!be!extended!by!the!employer!up!to!a!maximum!of!three!(3)!months!only.!3.!Positions!and!Section!Employed:!

_________________________________________________________________________________________________________!4.!Place!of!Work:!

_________________________________________________________________________________________________________!5.!Working!Hours:!

The! total! number! of! hours! worked! by! day! shall! be! eight! (8),! starting! from! 8:30am! to!5:00pm!from!Mondays!to!Fridays!except!on!public!holidays.!6.!Lunch!Hours:!

Employees!are!entitle!to!one!hour!of!lunch!every!day!but!not!fixed.!7.!Salaries!and!Wages:!

Basic! salary! of,! in! figures,! SLL! __________________________,! in! Words,!____________________________________________________________________________!shall!be!paid!monthly.!8.!Overtime!Allowances!

Overtime!shall!be!paid!at!the!rate!of!200%!of!the!basic!daily!rate!per!day.!This!amount!shall!be!divided!by!7!to!get!the!hourly!overtime!pay.!!

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9.!Other!Allowances:!

Staff!will!be!entitled!to!the!following!allowances!that!will!be!paid!as!part!of!their!salaries!as!follows:!Transportation:!SLL!_____________________________________________!Medical:!SLL!_____________________________________________________!Housing:!SLL!_____________________________________________________!10. !Statutory!Payment:!

5%!of!the!employees!basic!salary!shall!be!deducted!and!pay!to!NASSIT.!The!employer!shall!pay!an!additional!10%!of!the!employee’s!basic!salary!to!NASSIT.!PAYE!Shall!be!calculated!and!deducted!from!the!employee’s!salary!at!the!rate!stipulated!by!the!National!Revenue!Authority.!11. Public!Holidays:!

The! employee! is! entitled! to! all! public! holidays! as! declared! by! the! Government! of! Sierra!Leone.!12. Paid!Annual!Leave:!

The!employee!is!entitled!to!a!23!working!days!paid!annual!leave.!This!may!be!taken!in!parts!within!the!year!but!shall!be!taken!in!full.!Annual!leave!cannot!be!taken!while!the!employee!is!on!probation.!Any!annual!leave!not!taken!during!the!financial!year!will!be!lost.!13. Termination!of!Employment!Contract:!

This!contract!may!be!terminated!by!either!party!with!a!notice!period!of!two!calendar!month!or!equivalent!amount!of!twoRmonth!salary!in!lieu!of!notice!after!the!probationary!period.!14. End!of!Year!Bonus:!Employees!may!be!entitle! to!an!end!of!year!bonus!at!an!amount! to!be!determined!by! the!BCC!WMD!and!must!be!based!on!performance.!16.!Others:!

The!employee! is!entitled! to!all!other!rights,!benefits!or!protection!under! the!employment!laws!of!Sierra!Leone!and!the!minimum!wage!law.!

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The!Employer!and!the!Employee!hereby!declare!that!they!understand!thoroughly!the!

above! provisions! and! agree! to! sign! to! abide! by! such! provisions.! ! They! shall! each!

retain!a!copy!of!this!contract!for!future!reference.!

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Signature(of(Employee(

!!

RRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRR!

( Signature(of(Employer(or(Employer’s(

Representative(

!RRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRRR(

!Name!in!full:!________________________________!

! !Name!in!full:!_______________________________!

Position:!_____________________________________!! Position:!____________________________________!Date:!_________________________________________! ! Date:!________________________________________!

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Appendix(D:(Monthly(Finance(Report(of(the(BCC(WMD(

!!

FINANCE!REPORT!FOR!THE!MONTH!ENDING!_______________________________________!!

!! GOSL! DSDP!

!

OWN!

SOURCE! TOTAL!

REVENUE( !! !! !! !!GOSL!Transfer! XXXX! !! !! XXXX!

DSDP!Transfer! !! XXXX! !! XXXX!

Percentage!Share!R!Property!Tax! !! !! XXXX! XXXX!

Percentage!Share!R!Market!Dues! !! !! XXXX! XXXX!

Other!Revenues! !! !! XXXX! XXXX!

Total!Revenue!for!the!Month! !! !! !! !!!! !! !! !! !!EXPENDITURES( !! !! !! !!Fuel!and!Lubricant! XXX! XXX! XXX! XXXX!

Maintenance!of!Vehicles! XXX! XXX! XXX! XXXX!

Payment!of!Salaries!to!Senior!staff! !! !! XXX! XXXX!

Payment!to!Labourers! XXX! !! !! XXXX!

Payment!to!Casual!Labourers! XXX! !! !! XXXX!

Hiring!of!Bulldozer! !! XXX! !! XXXX!

Maintenance!of!Skip!Locations! !! !! XXX! XXXX!

Total!Expenditure!for!the!Month! !! !! !! !!

!! !! !! !! !!

Net!Surplus/Deficit!for!the!Month! !! !! !! !!!! !! !! !! !!Balance!at!the!beginning!of!the!Month! XXXX! XXXX! XXXX! XXXX!

Surplus/Deficit!for!the!Month! XXXX! XXXX! XXXX! XXXX!

Balance!at!the!End!of!the!Month! !! !! !! !!!

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6.!Procurement!Rules!

!6.1!Introduction!!The!Procurement!policy!and!procedures!is!a!summary!of!best!practices!in!the!procurement!of!goods,!services!and!works!for!the!BCC!WMD.!It!is!a!tool!that!will!be!used!as!a!reference!on! best! practices! in! the! procurement! of! goods! works! and! services! using! funds! and! a!resource!for!seeking!more!costReffective!and!consistent!purchasing!practices.!!In! 2004,! the! Government! of! Sierra! Leone! established! the! National! Public! Procurement!Authority! to! regulate! procurement! for! all! public! institution.! The! Public! Procurement! Act!was! enacted! in! 2004! (see! Annex! N)! to! regulate! and! harmonise! public! procurement!processes! in! the!public! service,! followed!by! the!Public!Procurement!Regulations!of!2006.!The!BCC!WMD!as!a!public! institution!will! therefore! follow!the!requirements!stipulated! in!the!Act!and!Regulation.!!This!chapter!summarizes!key!provisions!as!quick!reference! for! the!BCC!WMD.!All! staff!of!the! department!must! be! aware! of! them! and! adhere! to! them! at! all! times.! This! chapter! is!intended!to!improve!openness,!fairness!and!transparency!during!the!procurement!process.!!The!overall!purpose!of!this!procurement!policy!is!to:!• Establish!the!legal!authority!of!the!procurement!function!within!the!BCC!WMD!• Simplify,!clarify,!and!reflect!the!laws!governing!procurement!• Enable!uniform!procurement!policies!throughout!the!BCC!WMD!• Build!public!confidence!in!public!procurement!• Ensure!the!fair!and!equitable!treatment!of!everyone!who!deals!with!the!procurement!

system!• Provide! for! increased! efficiency,! economy,! and! flexibility! in! public! procurement!

activities!and!maximize!to!the!fullest!extent!the!purchasing!power!of!the!BCC!WMD!

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• Foster! effective! broadRbased! competition! from! all! segments! of! the! supplier!community!

• Safeguard! the! integrity! of! the! procurement! system! and! protect! against! corruption,!waste,!fraud,!and!abuse!

• Ensure!appropriate!public!access!to!contracting!information!• Foster!equal!employment!opportunities!that!are!in!line!with!legal!requirements,!in!the!

policies!and!practices!of!suppliers!and!subcontractors!wishing!to!do!business!with!the!BCC!WMD!

!6.2!Definitions!!• Procurement!means!the!acquisition!by!any!means,!including!purchase,!rental,!lease!or!

conditional!sale,!of!goods,!services!or!works.!• Goods!means!objects!of!every!kind!and!description.!Includes!services!where!the!value!

of!the!incidental!service!does!not!exceed!the!value!of!the!goods!themselves.!• Services!mean!any!service!other!than!intellectual!services.!• Intellectual!Services!means!any!activity!of!an!intellectual!nature!that!does!not!lead!to!a!

measurable!physical!output.!• Works!means!all!works!associated!with!the!construction,!reconstruction,!demolition,!

repair!or!renovation!of!a!building!(or)!structure.!Includes!services!where!the!value!of!the!incidental!service!does!not!exceed!the!value!of!the!works!themselves.!

• Competitive! Procurement!means! a! set! of! procedures! for! developing! a! procurement!contract!through!a!bidding!or!proposal!process.!The!intent!is!to!solicit!fair,!impartial!competitive!bids.!

• Open!competitive!procurement!means!the!contractual!acquisition!(purchase!or!lease)!by!an!organization!of!any!goods!or!service,!which!enables!all!suppliers!to!compete!in!a!fair!and!open!environment.!

• Procurement! Value!means! the! estimated! total! financial! commitment! resulting! from!procurement,!taking!into!account!optional!extensions.!

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• Agreement!means!the!formal!written!document!that!will!be!entered!into!at!the!end!of!the!procurement!process.!

• Contract!means!an!obligation,!such!as!an!accepted!offer,!between!competent!parties!upon!a!legal!consideration,!to!do!or!abstain!from!doing!some!act.!It!is!essential!to!the!creation! of! a! contract! that! the! parties! intend! that! their! agreement! shall! have! legal!consequences!and!be!legally!enforceable.!The!essential!elements!of!a!contract!are!an!offer! and! an! acceptance! of! that! offer;! the! capacity! of! the! parties! to! contract;!consideration! to! support! the!contract;! a!mutual! identity!of! consent!or! consensus!ad!idem;!legality!of!purpose;!and!sufficient!certainty!of!terms.!

• Evaluation! Criteria! means! a! benchmark,! standard! or! yardstick! against! which!accomplishment,! conformance,! performance! and! suitability! of! an! individual,!alternative,!activity,!product!or!plan!is!measured!to!select!the!best!supplier!through!a!competitive!process.!Criteria!may!be!qualitative!or!quantitative!in!nature.!

• Invitational! competitive! procurement!means! any! form! of! requesting! a!minimum! of!three! qualified! suppliers! to! submit! a! written! proposal! in! response! to! the! defined!requirements!outlined!by!an!individual/!organization!

• Request!for!Proposal!means!a!procurement!document!that!requests!vendors!to!supply!solutions! for! the! delivery! of! complex! products! or! services! or! to! provide! alternative!options!or!solutions.!It! is!a!process!that!uses!predefined!evaluation!criteria!in!which!price!is!not!the!only!factor.!

• Request! for! Supplier! Qualifications! (RFSQ)! means! a! document! used! to! gather!information!on!supplier!capabilities!and!qualifications!with!the!intention!of!creating!a!list!of!preRqualified!suppliers.!This!mechanism!may!be!used!either!to!identify!qualified!candidates! in!advance!of!expected! future!competitions!or! to!narrow! the! field! for!an!immediate!need.!Organizations!must!ensure!that! the!terms!and!conditions!built! into!the! RFSQ! contain! specific! language! that! disclaims! any! obligation! on! the! part! of! the!organization! to! call! on! any! supplier! to! provide! goods! or! services! as! a! result! of! the!preRqualification.!

• Request!for!Tender!means!a!document!used!to!request!Suppliers!responses!to!supply!goods,! works! or! services! based! on! stated! delivery! requirements,! performance!

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specifications,! terms! and! conditions.! A! Request! for! Tender! usually! focuses! the!evaluation!criteria!predominantly!on!price!and!delivery!requirements.!

• Request! for!Quotation!means!a!document!similar! to!a!Request! for!Tender!where!an!organization! describes! exactly! what! needs! to! be! purchased! and! the! evaluation! is!based!solely!on!price.!

!6.3!Basic!Organizational!Concepts!!

6.3.1!Procurement!Unit!!The!BCC!WMD!does!not!have!its!own!procurement!unit!and!shall!be!supported!by!the!BCC!Procurement! Unit.! The! BCC! Procurement! Unit! shall! be! responsible! for! all! procurement!activities!of!the!BCC!WMD.!!6.3.2!Procurement!Committee!!The!Procurement!Committee!of!the!WMD!shall!consist!of!the!following!members:!• The!CA!as!the!Chairman;!• The!Head!of!the!BCC!WMD;!• The!Chairman!of!the!Waste!Management!Steering!Committee!• The!BCC!Finance!Officer!or!the!BCC!Accountant;!• The!Head!of!the!BCC!Procurement!Unit!as!Secretary!to!the!Committee;!• The!Unit!Head!(Waste!Officer)!who!is!undertaking!the!procurement;!• Any!other!member!required!to!provide!technical!input!(e.g.!for!construction!work,!the!

BCC!Engineer).!• Member!of!the!civil!society!

!The!Procurement!Committee!of!the!BCC!WMD!shall!have!the!following!functions:!• Approval!of!procurement!plan!• Approval!of!bidding!documents!

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• Approval!of!contract!award!recommendations!(depending!on!thresholds)!• Approval!of!contract!modifications!(depending!on!thresholds)!• Reporting!procurement!activities!to!NPPA!

!The! Head! of! the! BCC! Procurement! Unit! shall! compile! minutes! of! all! meetings! of! the!Procurement!Committee.!!6.3.3!Evaluation!Committee!!The! Procurement! Committee! may! appoint! an! Evaluation! Committee! consisting! of! a!minimum!of!three!(3)!members!to!assist!the!procurement!unit!in:!• Bid!opening!• Bid!evaluation!• Making!recommendations!for!contract!award!

!Members! shall! have! the! skills! and! experience! relevant! to! the! procurement! and! shall! be!recommended!by!the!BCC!Procurement!Unit!and!approved!by!Procurement!Committee.!!The!Unit!Head!(Waste!Officer)!for!whom!the!procurement!is!done!shall!be!a!member!of!the!Evaluation!Committee.!!6.3.4!Procurement!Plan!!The! BCC! WMD! in! collaboration! with! the! BCC! Procurement! Unit! shall! produce! a!procurement!plan!to!be!submitted!to! the!Ministry!of!Finance!and!Economic!Development!(MoFED)!as!part!of!the!budget!setting!process!and!will!include:!• Detailed!breakdown!of!goods/services/works!required!• Contract!Packages!• Estimated!Costs!• Procurement!Method!

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• Steps!and!timings!• More!detailed!Costings!

!6.3.5!Purchase!Requisition!!Every!procurement!application! should!be! initiated!by!purchase! requisition,!which! should!include:!• Description!of!goods,!works!or!services!required!and!!• The!estimated!value!

!The!Purchase!requisition!will!be!approved!by!the!Head!of!the!BCC!WMD!and!then!passed!to!BCC!Procurement!Unit!to!proceed!with!procurement.!!6.3.6!Budget!Verification!!The!BCC!Procurement!Unit!shall!make!sure!that:!• Proposed!procurement!of!the!BCC!WMD!is!in!the!procurement!plan!of!the!BCC;!and!• Funds!for!the!planned!procurements!are!provided!for!in!the!annual!budget!of!council.!

!Where!procurement!is!for!multiRyear!contract,!the!BCC!Procurement!Unit!should:!• Inform!MoFED!before!initiating!procurement!• Ensure!all!costs!are!included!in!future!budgets!

!6.4!Guiding!Principles!behind!Procurement!Best!Practices!!6.4.1!Value!for!money!!The! BCC! WMD! should! consider! factors! such! as! the! requirements! of! the! business,!alternatives,!timing,!supply!strategy!and!total!life!cycle!costs!of!the!good,!works!or!service!when!evaluating!contractors’!submissions.!

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6.4.2!Contractors!access,!transparency!and!fairness!!The!BCC!WMD!should!provide!all!qualified!contractors!with!fair!access!to!the!purchase!of!goods,!works!and!services.!The!BCC!WMD!should!avoid!conflict!of! interest,!both! real!and!perceived,!and!choose!the!successful!contractor!in!a!fair!and!nonRdiscriminatory!process.!!6.4.3!Quality!Service!Delivery!!Procurement!activities! should! result! in! the!delivery!of! the! required!product!or! service!at!the! right! time! and! place! to! organizations.! This! is! especially! critical! for! the! BCC!WMD! as!prompt!response!to!waste!issues!is!essential.!!6.5!Code!of!Ethics!!The!under!mentioned!Code!of!Ethics!governs!the!conduct!of!the!BCC!WMD,!contractors!and!all! others! involved! in! procurement! activities.! It! defines! acceptable! behaviour! for! ethical,!professional!and!accountable!procurement!activities.!!!6.5.1!Personal!Integrity!and!Professionalism!!The!public!expects!their!taxpayers’!money!to!be!used!with!honesty,!due!diligence!and!care.!Individuals!involved!with!procurement!activities!are!expected!to!conduct!themselves!with!integrity! and! professionalism,! show! respect! for! each! other! and! the! environment,! and!safeguard! confidential! information.!The!BCC!WMD!should!not! engage! in! any! activity! that!creates,!or!appears!to!create,!a!conflict!of!interest.!!6.5.2!Accountability!and!Transparency!!All! activities! involved! in! the! purchase! of! goods,! works! and! services! using! public! funds!should!be!fair!and!transparent,!and!for!the!purpose!of!acquiring!the!best!value!for!money.!

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6.5.3!Gratuities!and!Kickbacks!!No!employee!of!the!BCC!WMD,!Committee!Members,!BCC!Procurement!Unit!or!any!staff!of!the! BCC! shall! solicit! or! accept! gratuities,! favours! or! anything! of! monetary! value! from!contractors,!potential!contractors,!subcontractors!or!potential!subcontractors! for!contract!for!and!on!behalf!of!the!BCC!WMD.!!6.5.4.!Compliance!and!Continuous!Improvement!!The! BCC! WMD! should! at! all! times! follow! the! policies! and! procedures! set! forth! in! this!document!and! the!Public!Procurement!Act!and!Regulation!of!2004!and!2006!respectively!(see!ANNEX!N).!The!department!should!also!ensure! that!additional!rules! incorporated!by!donors!are!followed.!!6.5.5.!Penalties!!Any!employee!of!the!BCC!WMD,!Committee!Members,!BCC!Procurement!Unit!or!any!staff!of!the! BCC! who! is! involved! in! any! corrupt! related! practices! shall! be! reported! to! the! AntiRCorruption! Commission! for! necessary! action! (see! ANNEX! O).! Furthermore,! such!procurement! corrupt! practices! are! grounds! for! dismissal! by! the! Council’s! Establishment!Committee! for! staff! of! the! BCC! WMD! or! by! the! Local! Government! Service! Commission!(LGSC)! for! Council’s! core! staff.! For! the! provision! of! this! section,! the! Establishment!Committee!shall!formally!report!any!such!practice!to!the!LGSC.!!Any! contractor! or! potential! contractor! who! involves! in! corrupt! related! practices! for!procurement! for!and!on!behalf!of! the!BCC!WMD!shall!be! reported! to! the!AntiRCorruption!Commission!and!the!National!Public!Procurement!Authority!(NPPA)!for!necessary!action.!

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6.6!Procurement!Practices!and!Responsibilities!!Below! is! a! simple! process! flow! that! will! help! guide! the! BCC!WMD! when! deciding! on! a!purchase.!All!procurement!of!the!BCC!WMD!must!follow!these!processes:!

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Identify!a!need!for!a!good,!work!or!service!• The!user!department!has! the! responsibility! to! identify! the!need,!makes! justification!

and!request!for!the!good,!work!or!service.!!Validate!need!and!understand!requirements!• The!Head! of! the!BCC!WMD! is! responsible! to! verify! the! need! of! the! department.!He!

needs!to!determine!whether!the!need!is!necessary!at!the!particular!point!in!time!and!must!understand!the!requirement.!

!Check!Budget!• The! BCC!WMD! Accountant! must! verify! whether! the! request! was! budgeted! for! and!

whether!there!is!available!money!to!buy.!If!funds!are!not!available!where!can!we!get!funds!from?!

!Buy!• The!Procurement!Unit! of! the!BCC! is! responsible! for!buying.!The!process! to!be!used!

depends!on!the!amount!for!the!procurement.!!Written!Agreement!• The!Procurement!Unit!of!the!BCC!is!responsible!to!develop!a!contract!for!procurement!

of!goods,!works!and!services!if!applicable.!

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• Depending! on! the! threshold,! the! Head! of! the! BCC! WMD! and! or! the! CA! and! the!Procurement!Committee!will!sign!the!contract.!

!Receive!• The! user! should! receive! goods! or! service! rendered! and! must! be! part! of! the!

supervising!and!monitoring!team!in!terms!of!works.!This!is!to!ensure!the!deliverables!are!in!line!with!his/her!request.!

• Member! of! the! BCC! Procurement! Unit! must! be! present! when! goods! or! services! or!works!are!delivered.!This!is!to!ensure!that!what!they!have!ordered!or!requested!for!is!what!is!delivered.!

!Pay!• The! BCC!WMD!Accountant! shall! be! responsible! for! the! collation! of! all! invoices! and!

supporting!documents! for!payment!purpose.!These!documents!must! include!but!not!limited!to:!

" Request!from!the!user!department;!" Three!(3)!proRforma!invoices/request!for!quotations!or!bids!or!proposal!

for!goods!works!or!services!as!the!case!may!be.!" Bid! analyses! in! the! case! of! smaller! procurement! of! goods,! works! or!

services!" Bids!opening!minutes!in!the!case!of!bigger!procurement!of!goods,!works!

or!services!" Bids! evaluation! reports! in! the! case! of! bigger! procurement! of! goods,!

works!or!services!" Bank!guarantee!for!advance!payment!for!works;!" Signed!Contract;!!" Delivery!note!(if!it’s!goods),!" Engineers!progress!report!for!works;!" Report!(output)!if!its!consultancy;!" Receipt!after!payment!is!done.!

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• The!Head!of!the!BCC!WMD!and/or!the!CA!are!responsible!to!authorise!payment!!• The!BCC!WMD!Cashier!is!responsible!to!prepare!cheque!for!signatures.!

!6.6.1!Procurement!Planning!!Procurement!for!the!BCC!WMD!by!the!BCC!Procurement!Unit!should!be!planned!adequately!for!all!acquisitions,!whether!they!are!recurring!or!oneRtime!acquisitions.!!The!BCC!Procurement!Unit!in!collaboration!with!the!BCC!WMD!should:!• Identify!what!product!or!service!the!BCC!WMD!requires,!or!if!the!requirement!can!be!

filled!using!existing!resources!• Assess!market!availability!• Do! an! estimate! of! the! total! cost! of! the! procurement,! including! any! possibilities! for!

extension!or!costs!that!are!beyond!the!initial!purchase!price.!Examples!of!cost!beyond!the!initial!purchase!price!include:!

" Taxes!or!duties;!" Shipping,!handling,!delivery;!" Installation;!" Insurance!or!warranty;!" Maintenance!and!service;!" Disposal;!" Consulting!or!training;!and/or!" Changes! required! to! existing! products! or! services! based! on! the! new!

product!or!service.!• Use! the! procurement! method! that! is! commensurate! to! the! total! cost! of! the!

procurement!and!market!availability!• Seek!internal!approvals!and!timeline!to!complete!the!purchase!• Agree! the! duration! of! the! contract,! with! consideration! for! total! services! to! be!

provided,!optimum!value!for!money!and!most!favourable!terms!of!the!agreement.!!

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6.6.2!Develop!Criteria!!The!BCC!Procurement!Unit!in!collaboration!with!the!BCC!WMD!will!review!bids!before!the!competitive!process!begins.!The!review!process!includes:!• Specifying!what! criteria! prospective! bidders! have! to!meet! in! order! to! qualify! for! a!

contract!award!for!goods,!works!or!services.!A!set!list!of!expectations!that!is!clear!to!the!BCC!WMD!as!well!as!to!the!prospective!bidders!will!help! in!evaluating!bids.!The!BCC! WMD! and! the! BCC! Procurement! Unit! will! determine! the! importance! of! each!criterion! and! assign! a! weighting,! i.e.,! “number! of! points”! for! each! item! taking! into!considerations! mandatory! criteria! that! must! be! met! for! a! bid! to! be! considered! as!stipulated! by! the! Public! Procurement! Act! and! Regulation! of! 2004! and! 2006!respectively,!for!example,!if!the!supplier!is!a!registered!business.!To!maintain!fairness!and! transparency,! the! criteria! and!weighting! should! be! set! prior! to! the! start! of! the!procurement.!For!simple!procurements,!there!may!be!a!single!criterion,!which!could!be!price!or!delivery.!For!more!complex!purchases,!there!may!be!multiple!criteria!that!factor!into!the!award!decision:!

" Total! cost! of! ownership,! including! price! of! product! or! service,! taxes,!other!expenses!

" Quality!" Quantity!" Transition!costs!" Delivery!" Servicing!" Environmental!considerations!" Experience!" Expertise!" Financial!capacity!of!supplier!to!meet!procurement!requirements.!

• An! evaluation! team! that! has! signed! nonRdisclosure! and! confidentiality! agreements,!and!a!conflict!of!interest!form!(see!Appendix!E).!

!

!


!

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89!

• A!description!of!how! the!winning!bid!will!be! selected,! for!example,! the!winning!bid!will! be! the! one! that! receives! the! highest! evaluation! score! and! meets! mandatory!criteria.!

!6.6.3.!Canvass!the!market!!Gather!information!about!potential!bidders!prior!to!procuring!goods,!works!or!services!in!order! to! ensure! that! the! department! is! as! wellRinformed! as! possible.! Information! about!suppliers,!pricing,!local!community!and!general!trends!can!help!the!BCC!WMD!make!better!choices.!!The! BCC! Procurement! Unit! and! the! BCC! WMD! may! gather! information! about! potential!bidders!informally!in!the!following!ways:!• Networking!with!organizations!with!a!similar!business!need!• Internet!searches!• Checking!references!

!Some! formal! ways! that! the! BCC! Procurement! Unit! and/or! the! BCC! WMD! may! collect!information!include!using!a!Request!for!Information!or!Request!for!Expressions!of!Interest.!These!methods!may!be!used!when!the!information!collected!informally!is!not!sufficient.!The!formal! methods! of! gathering! information! may! require! more! work! by! both! the! BCC!Procurement! Unit! and! Bidders.! For! this! reason,! formal! methods! will! only! be! used! for!procurement!of!huge!amount!preferable!international!bidding!or!highly!complex!purchases!when!the!BCC!WMD!is!not!sure!of!what!is!available!in!the!market.!For!example,!purchase!of!electronic!waste!machinery!like!incinerator,!weigh!bridge!etc.!!To!maintain!fairness!and!transparency,!the!BCC!Procurement!Unit!shall!not!use!a!Request!for!Information!and!Request!for!Expressions!of!Interest!to:!• Be!used!to!evaluate!or!compare!the!collected!information!• Result!in!the!award!of!work!

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• Be!used!to!preRqualify!potential!bidders!• Result!in!a!legal!contract!with!a!supplier!• Require! bidders! to! provide! proprietary! information! without! a! nonRdisclosure!

agreement.!!6.6.4!Purchasing!!The!BCC!Procurement!Unit!will!employ!one!of!the!options!described!below!to!procure!for!the!BCC!WMD:!a. On!the!Spot!Purchase!b. Request!for!Quotations!c. National!Competitive!Bidding!d. International!Competitive!Bidding!e. Restricted!Bidding!f. Sole!Source!Procurement!g. Request!for!Proposals!

!The!table!below!shows!the!thresholds!for!employing!any!of!the!above:!!

In!the!case!of!goods:!!

<!Le!100.000! >!Le!100.000!<!Le!60!Million!

>!Le!60!Million!<!Le!600!Million!

>!Le!600!Million!

On!the!Spot!Purchase! Request!for!Quotations!

National!Competitive!Bidding!

International!Competitive!Bidding!

!

For!works:!!

<!Le!100.000! >!Le!100.000!!<!Le!150!Million!


>!Le!900!Million!




!!

!

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91!

In!the!case!of!services:!!

<!Le!100.000! >!Le!100.000!!<!Le!60!Million!


>!Le!600!Million!




!a. On!the!Spot!Purchase!

• This! is! purchase! up! to! a! maximum! of! SLL! 100.000! only.! This! is! a! direct!purchase!and!need!no!further!process!rather!that!a!request!and!receipt.!

!

b. Request!for!Quotations!• Quotations!shall!be!sought!from!as!many!bidders!as!practicable!but!at!least!3!• Quotations!shall!clearly!state:!

" Quality!" Quantity!" Terms!and!times!of!delivery!" Any!other!special!requirements!

• Each!bidder!will!be!allowed!one!quotation!that!cannot!be!altered!or!negotiated!• Purchase!order!shall!be!placed!with!lowest!bidder!that!met!the!requirements!

!

c. National!Competitive!Bidding!• Bids!shall!be!invited!through!public!announcement!of!bidding!proceedings!• Invitation!to!bid!should!be:!

" Published!on!NPPA!website!" Published!in!Sierra!Leone!Gazette!" Published!in!at!least!two!national!“print”!" Published! in!media! in!wide! circulation! in! Sierra! Leone,!weekly,! for! at!

least!first!2!weeks!of!bidding!period!" The!minimum!bidding!period!shall!be!4!weeks.!" The!BCC!Procurement!Unit!should!retain!register!of!all!bidders!to!whom!

documents!are!issued!• The!BCC!WMD!can!charge!for!bidding!documents!at!cost!

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• Bid!securities!can!be!charged!• Bids!only!accepted!until!date!and!time!stipulated!in!bidding!documents!• Bids!opened!at!place!and!time!stipulated!in!bidding!documents!• Bidders!can!attend!• The!BCC!Procurement!Unit!will!maintain!record!of:!

" The!time!and!date!of!receipt!of!bids!" Names!of!bidders!" Bid!forms!duly!signed!" Total!cost!of!bid!" Names!of!all!staff!and!bidders!representative!in!attendance!

• Assessing!Bids!" Step$1!–!Preliminary!Assessment.!Check!to!ensure!all!bidding!documents!

are!complete!(e.g.!documents!signed,!security!enclosed,!tax!registration!forms! enclosed).! Also! check! to! ensure! that! bids! are! “substantially!responsive”!

" Step$ 2! –! Technical! evaluation.! Comparison! of! each! bid! to! technical!requirements!

" Step$ 3! –! Financial! evaluation.! Evaluation! committee! rank! the! bids!according!to!price!

" Step$4!–!Evaluation!report!submitted!to!the!Procurement!Committee!!

d. International!Competitive!Bidding!• The! same! procedures! will! be! followed! as! that! of! the! National! Competitive!

Bidding!with!the!following!exceptions:!" Invitation!to!bid!should!be!published!in!at!least!once!in!a!printed!media!

of!wide!international!circulation;!and!!" The! minimum! bidding! period! shall! be! 6! weeks! for! international!

competitive!bidding!!

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e. Restricted!bidding!• The! same!procedures!will! be! followed!as! that!of! the! competitive!bidding!but!

with! limited! number! of! bidders.! This! method! will! be! employed! when! the!following!circumstances!holds:!

" Goods!and!services!only!available! from! limited!number!of!bidders.!All!suppliers!capable!shall!be!invited!to!bid!

" When! time! and! cost! is! disproportionate! to! the! procurement! value.! At!least!5!bidders!shall!be!invited!to!bid!

!

f. Sole!Source!Procurement!• The!BCC!Procurement!Unit!will! invite!only!1!bidder!due!to!at! least!one!of!the!

following!reasons!" 1!supplier!has!exclusive!rights!" Additional!deliveries!of!goods/service! to! first!procurement!where! it! is!

not!possible!to!change!supplier!" Unforeseen!additional!work!to!initial!contract!" Emergency(not! due! to! a! procurement! becoming! ‘urgent’! due! to!

unnecessary!delays)!" Where!consultant!is!“indispensable”!

• Bid/proposal!requested!from!the!sole!bidder.!Free!to!negotiate!• Where! procurement! exceeds! thresholds! below,! should! be! published! in! the!

Gazette,!one!national!newspaper!and!(“where!possible”)!on!the!internet!!

Goods! Works! Services!>!Le!300!Million! >!Le!600!Million! >!Le!300!Million!

!!

g. Request!for!Proposals!• The!same!procedures!shall!be!followed!as!that!of!the!competitive!bidding!but!

will! be!used!predefined! evaluation! criteria! in!which! technicality! is! the!major!factor.!It!will!be!employed:!

" For!complex!products!or!services!with!limited!number!of!bidders;!or!" To!provide!alternative!options!or!solutions.!

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6.6.5!Contract!Award!!

• Contract!shall!be!awarded!to!“lowest!evaluated!and!substantially!responsive!bid”!!• Where!contract!is!multiRyear,!permission!will!be!sought!from!MOFED!prior!to!contract!

award!• Notice!of!proposed!contract!award!will!be!published!in!SL!Gazette!and!NPPA!website.!

Contract!will!be!awarded!not!more!than!14!days!later!• !

Goods! Works! Services!>!Le!300!Million! >!Le!600!Million! >!Le!300!Million!

!6.6.6!Authority!to!Award!Contract!!The!authority!to!award!contract!for!and!on!behalf!of!the!BCC!WMD!shall!be!the!following:!!• For! the! procurement! of! goods,! the! table! shows! individual! and! body! that! has! the!

authority!for!awarding!contract.!• !

<!Le!15!Million! >!Le!15!Million!<!Le!60!Million!

>!Le!60!Million!

Head!of!the!BCC!WMD!

Chief!Administrator!

Procurement!Committee!

• !

• For!the!procurement!of!works!and!services,!the!table!shows!individual!and!body!that!has!the!authority!for!awarding!contract!

• !


>!Le!100!Million!




!

• For!the!procurement!of!consultant!services,!the!table!shows!individual!and!body!that!has!the!authority!for!awarding!contract!

• !


>!Le!30!Million!




!

!

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6.6.7!Payments!!• Contract!may!provide!for!advance!payments!that!cannot!exceed!30%!of!total!contract!

cost!• Progress!payments!will!be!made!to!the!supplier!based!on!the!following!criteria.!

" Payments! shall! not! exceed! the! value! of! goods/services/work!delivered/completed!

" Payments! shall! only! be! made! against! supporting! documents! proving!completion/delivery!

!6.6.8!Contract!Administration!!• Contract!Admin!Officer!appointed!for!each!contract!• Goods,! works! and! services! must! be! subject! to! inspection! and! verification! by! an!

inspection!and!receipt!committee!prior!to!acceptance!!6.6.9!Accountability!!Procuring! entity! (the! BCC! Procurement! Unit)! shall! retain! all! documents! relating! to!procurement!for!6!years!(shall!maintain!summary!report!including):!

" List!of!bidders!" Bid!prices!" Evaluation!criteria!" Summary!of!evaluation!" Reasons!for!chosen!procurement!method!" Information!concerning!rejection!of!bids!

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Appendix(E(I(Conflict(of(Interest(Declaration!

! ! !! Programme:!

!!!!!

! )))))))))))))))))))))))Activity:!

!!!!!

! !

! I! understand! that! a! conflict!of! interest! (COI)!may!arise!where!my!private! interests! influence,!or!may!be! seen! to! influence,!my!actions!as!an!evaluator!in!a!public!office.!In!being!part!of!the!evaluation!committee!for!this!procurement!I!affirm!that,!except!as!set!out!below.!!

!

! ! I!understand!my!obligations!under!the!Code!of!Conduct!of!the!WMD!procurement!rules!and!procedures!to!declare!any!conflict!of!interest.!

!

! ! I!do!not!have!any!professional,!personal!or!family!allegiance,!bias,!inclination,!obligation!or!loyalty!which!may!in!any!way!affect!my!objectivity,!independence!or!impartiality!in!participating!in!this!evaluation!process.!

!

! ! I! do! not! have! any! financial! interest! in! the! goods! or! services! or! works! to! be! provided,! nor! to! the! best! of! my!knowledge!do!any!of!my!relatives!or!friends.!

!

! ! If! a! conflict! of! interest! arises! during! my! involvement! with! the! assessment,! I! will! declare! it! to! the! Head! of! the!procurement!unit!immediately.!

!

) Contractor) Relationship) Is)there)a)COI?) Describe) any) Conflict) of) Interest)(Continue)on)a)separate)sheet)if)necessary))

)

!

!!!!!

!

!!!!!

! !Yes!! !No!

!!!!!

! !

!

!!!!!

!

!!!!!

! !Yes!! !No!

!!!!!

! !

!

!!!!!

!

!!!!!

! !Yes!! !No!

!!!!!

! !

!

!!!!!

!

!!!!!

! !Yes!! !No!

!!!!!

! !

! ! !! Name:)

!!!!!

! Signature:)

!!!!!

! !

! Role:)

!!!!!

! Date:)

!!!!!

! !

! ! !! Head)of)the)Procurement)Unit) !

The)head)of)the)Procurement)Unit)review)and)declaration)is)required)in)all)cases.)

! I!have!reviewed!the!above!declaration!and!(choose)one):! !

! ! Agree! that! there! is! no! conflict! of! interest! that! would! affect! the! individual’s! decisions! in! relation! to! the!recommendation!of!a!contractor!after!evaluation!

!

! ! Recommend!the!following!action!be!taken!to!mitigate!the!declared!conflict:! !

! !

!!!!!

! !

! I!declare!that:! !I!have!no!conflict!of!interest!(or)! !I!have!declared!a!conflict!of!interest!in!a!separate!form! !

! Name:)

!!!!!

! Signature:)

!!!!!

! !

! Role:)

!!!!!

! Date:)

!!!!!

! !

!Once)this)declaration)has)been)completed,)keep)it)on)the)contract)file.)

!

! ! !

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! !

7.!References!

!• Abarca,!Lilliana!&!Raphael!Thurn,!2013:!Waste!Management!Plan!2020!Bo!City.!Part!

A:!Strategy.!BCC/WASTE/WHH!• Abarca,!Lilliana!&!Raphael!Thurn,!2013:!Waste!Management!Plan!2020!Bo!City.!Part!

B:!Action!Plan.!BCC/WASTE/WHH!• Bawoh,!Bockarie!A.A.,!Swaliho!Koroma!&!Raphael!Thurn!(February!2015):!Study!on!

Solid!Waste!Management,! Hygiene! and! Sanitation! in! Bo! City.! Knowledge,! Attitudes!and!Practices!

• Government!of!Sierra!Leone/Ministry!of!Health!and!Sanitation/Resource!and!Waste!Advisory!Group,!Third!Draft! (August!2014):!National!Policy!Roadmap!on!Integrated!Waste!Management.!Keep!Sierra!Leone!Clean,!Play!your!Role!for!Change!

• Government!of!Sierra!Leone/Ministry!of!Health!and!Sanitation/Resource!and!Waste!Advisory! Group,! Third! Draft! (August! 2014):! National! Strategic! Roadmap! on!Integrated!Waste!Management.!Keep!Sierra!Leone!Clean,!Play!your!Role!for!Change!

• Lamin,! Joseph!M.!&!Raphael!Thurn,!2013:!Bo!City!Council!Household!Waste!Service!Assessment!and!Audit!Report.!BCC/WHH!

• Ministry! of! Health! and! Sanitation! (MoHS):! Integrated! National!Waste!Management!Policy!(INWMP)!2012R2016!

• Ministry! of! Health! and! Sanitation! (MoHS):! Integrated! National!Waste!Management!Strategic!Plan!(INWMSP)!2012R2016!

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!

8.!Annex!

!• ANNEX!A:!Local!Government!Act!2004!• ANNEX!B:!Waste!Management!Plan!2020!Bo!City.!Part!A:!Strategy!• ANNEX!C:!Waste!Management!Plan!2020!Bo!City.!Part!B:!Action!Plan!• ANNEX!D:!Constitution!Klin!Bo!Services!Umbrella!Organization!• ANNEX!E:!Constitution!WasteRtoRWealth!Entrepreneurs!Association!• ANNEX! F:! Rental! Agreement! of! Joint! Office! Building! Klin! Bo! Services! Umbrella!

Organization!and!WasteRtoRWealth!Entrepreneurs!Association!• ANNEX!G:!Leasing!Agreement!for!Parcels!of!land!for!SME’s!at!the!WMIIZ!• ANNEX!H:!Public!Health!Ordinance!1960!!• ANNEX!I:!Community!ByeRLaw!on!Banning!Illegal!Dumpsites!and!Cleaning!Saturday’s!• ANNEX!J:!Integrated!National!Waste!Management!Policy!2011!• ANNE!K:! Sierra! Leone!Gazette,!Ministry! of! Labour,! Employment! and! Social! Security!

2011!• ANNEX!L:!Nassit!Act!2001!• ANNEX!M:!Revised!Human!Resource!Management!Guidelines!for!Local!Councils!(July!

2012)!• ANNEX!N:!Public!Procurement!Act!2004!• ANNEX!O:!Anti!Corruption!Act!2008!• ANNEX!P:!Audit!Service!Act!1998!• ANNEX!Q:!Sierra!Leone!Constitution!1991!!

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99!

THE!FULL!COUNCIL!MEETING!ON!THE!25th!OF!JUNE!2015!IN!BO!CITY!ADOPTED!THE!POLICIES!AND!PROCEDURES!FOR!THE!BCC!WASTE!MANAGEMENT!DEPARTMENT!AS!LAID!DOWN!IN!THIS!DOCUMENT.!

!

Witnessed!and!Signed!by:!!

!His!Worship!Harold!L.!Tucker!

Mayor!of!Bo!City!Bo,!Sierra!Leone!

!________________________!

!

!Victor!Kalie!Kamara!Chief!Administrator!Bo!City!Council!

!________________________!

!!

!!

!Osu!Kebbay!

Chair!Waste!Management!Committee!Bo!City!Council!

!________________________!

!

!Edward!Alpha!

Development!and!Planning!Officer!Bo!City!Council!

!________________________!

!!

Samuel!H.!Navo!Environmental!and!Social!Officer!

Bo!City!Council!!

________________________!!

!Abu!Bakarr!Daboh!Finance!Officer!Bo!City!Council!

!________________________!

!!

Alfred!J.!Lewis!Human!Resource!Officer!

Bo!City!Council!!

________________________!!

!Yambasu!M.!Sowa!Procurement!Officer!Bo!City!Council!

!________________________!

!!

Patrick!Vandy!Information,!Communication!and!

Information!Officer!Bo!City!Council!

!

________________________!!

!Christopher!M.!Saffa!Works!Department!Bo!City!Council!

!________________________!

!!

bcc waste management department. policy and …of!local!government!and!rural ......

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