Sample Abstract/Grant Proposal
IMPLEMENTING A MINI BIN OFFICE RECYCLING PROGRAM
Abstract Proposal Submission to ABC Company
Proposal by: CleanRiver, a Division of Midpoint International Inc.
Contact: Bruce Buchan
Phone: 1-888-646-4246
Fax: 1-888-547-5411
Internet: bruce.buchan@cleanriver.com
What is the Mini Bin Program?
The Mini Bin Program is a waste management program that changes the way staff handle their garbage. Each person is made responsible for their own waste and is given the tools to take care of the problem themselves - a deskside or desktop paper recycling bin and a Mini Bin for garbage which they empty into central recycling depots. Staff are taught how to recycle up to 90 per cent of their waste and despised garbage bins are removed. Within three months of launching a Mini Bin program, office waste can be reduced by 75 to 90 percent.
How Does the Mini Bin Program Save Money?
As waste is reduced, waste management costs, such as bin rental, compactors, haulage and tipping fees are also reduced. In addition, money from recycling may go up, as more paper and other materials are collected. Finally, janitorial costs are dramatically reduced since waste is no longer collected from each desk.
How Does the Mini Bin Program Affect People and Productivity?
This Mini Bin Program depends on the full support of management and the establishment of a trained Green Team who make sure staff understand the program. With proper training, staff will find the Mini Bin Program easy to use and will be amazed at how little "true" garbage they produce.
How Long Would a Demonstration of the Mini Bin Program Take?
A Mini Bin pilot project could take about ninety days to launch, depending on what recycling programs or infrastructure already exist.
What Does It Cost to Implement the Mini Bin Program?
The Mini Bin Program typically costs between $30-35 per person for equipment plus training and implementation costs. The payback period can range from 12 - 18 months depending on the scope of the program.
CleanRiver assesses sites, implements and monitors the program, advises you on equipment and recycling and janitorial contracts, gives full communications support and training, and can provide consulting services on all aspects of environmental programs. Full technical and cost proposals will require a five day assessment by CleanRiver for any chosen site.
ADDENDUM TO ABC COMPANY
MINI BIN PROGRAM
1. BACKGROUND
The Mini Bin Program
In 1993, audits showed that, with a basic program, a typical facility was only recycling 50 percent of their garbage. However, it also showed that you could recycle at least half of what people were still throwing out. The Mini Bin Program was created by Midpoint International to minimize this waste even more.
The premise of the program is to educate staff on recycling, to make it hard for them to put recyclables in the garbage, and to make them responsible for the remaining garbage they do produce.
The Mini Bin Program can help you reduce the waste coming out of your buildings by up to 90 percent. The attached brochure and inserts explain a little more on how this is achieved.
2. WHO USES THE MINI BIN PROGRAM
To date, over 450 buildings with over 300,000 staff use the Mini Bin program which has become a standard office recycling practice.
The Mini Bin Program has been adopted by such government organizations as the F.A.A., Wright Patterson AFB, Ontario Government, Federal Government of Canada, Illinois Dept. of Natural Resources and The City of Toronto.
Private corporations such as Kodak, Baxter Pharmaceutical, IBM and Northern Illinois University have also implemented programs, fashioned after the Mini Bin Program. In the U.K., a consortium of private and public interests called LONDON PRIDE have coordinated the implementation of this program in six London Boroughs.
3. PROPOSED TIMETABLE FOR IMPLEMENTING A MINI-BIN PROGRAM
| Timeline | Client Deliverables | Consultant Deliverables |
| Week 1 | Meeting with Consultant Client supplies service contracts, building profile, information about current recycling practices, etc. | Examines contracts, building profile, current recycling practices and recommends next step |
| Week 2 | Arranges site assessment and pre-audit | Completes audit report with recommendations |
| Week 4 | Receives Senior Management go- ahead for program | Presents detailed Action Plan for program |
| Week 5 | Establishes Implementation Team Identifies Program Co-ordinator | Educates Implementation Team |
| Week 6/7 | Program Coordinator liaises with recycler and janitorial contractor | Educates/trains janitorial contractor
Supplies communications materials
Confirms materials accepted by recycler
Prepares communications materials |
| Week 6/7 | Sets up Green Team to represent different office areas (branches, divisions, floors, etc.) | Educates and trains Green Team in all aspects of new program Supplies communications materials |
| Week 8 | Green Team educates colleagues | Available to assist in education sessions if necessary |
| Week 9 | Green Team supplies equipment order | Ships equipment as ordered |
| Week 10 | Plans program launch date Remove existing bins/replace with new equipment | Supplies communications materials |
| Week 11 | Program launch | Ensures all details in place for launch |
| Week 12 | Post program-launch audit | Audit results and recommendations |
| Week 16 | Meeting with Implementation Team | Get feedback on program implementation; discuss how program could be rolled out to other facilities |
3b. How Does the Mini Bin Program Save Money and Time and Increase Efficiency?
Based on our experience, we found that waste management costs, such as bin rental, compactors, haulage and tipping fees, can range from $100-150/ton. As waste is reduced, these costs are reduced. For example, our audits show that each person in an office environment generates about 2lbs/person/day. Over a year of 250 working days, 1,000 people generate 250 tons of waste per year. The Mini Bin Program can decrease waste by up to 90 percent and translate into savings of $22,500/year in waste management costs alone.
Capturing waste paper can also generate revenue. Mixed paper is worth about $80/ton. Up to 80 percent of all office waste is paper and so the potential to generate revenue is $16,000 per year for 1,000 staff for mixed office paper alone. By removing despised garbage cans, people have no choice but to recycle their paper and other items thus increasing the capture rate for recycles.
While some may argue that everyone now has to get up during the day and take their garbage to central containers, the Mini Bin program puts bins in places more convenient than the closest washroom. Depending on the individual, a desktop or deskside paper recycling container can be used to store paper for several months without being emptied. The Mini Bin for garbage has been known to hold three weeks worth of garbage. The main reason it can last this long is because organics are disposed of in central garbage cans and not in the Mini Bin.
If staff are still being deluged with garbage, the question needs to be asked "Why?". This can lead to better ways of working, including waste reduction of paper, through duplexing, e-mail, deletion of unnecessary reports, use of reusable cups, etc.
Finally, janitorial costs and time are dramatically reduced since they no longer empty waste baskets at each desk. The number of bin liners is also reduced since there are less bins, less garbage and the Mini Bin Program incorporates reusable liners for paper bins. One facility manager estimated that for a building of 750 people, he would save close to $35,000 a year in janitorial costs or about $45/person. For 1,000 people, this would equate to $45,000 a year in labor costs alone.
3c. What's Needed to Set up a Mini Bin Program
To successfully implement a Mini Bin Program, there are several key components that must be in place. CleanRiver will fully support all these components but the client must be committed to giving some priority to these areas.
Senior Management Support
Senior Management must fully and visibly support the program and be prepared to communicate to staff that it is mandatory. If not, the program will be shuffled aside and given a low priority. People will not all voluntarily participate or will complain and there will be poor results.
Staff
A team approach is recommended for setting up the program.
The implementation team would include a coordinator appointed by Senior Management, and building management and environmental management staff. The team would be responsible for all the logistics of implementing the program, communicating to staff, and liaising with Senior Management.
Each person would spend about one day per week until the program launch. The Green Team would consist of representatives for each work area and would be trained to communicate with staff and help set up the program in their own areas. They would also help monitor the program. The time commitment would be about two days total till launch date and about 1/2 day every month or so for monitoring during the first few months and less later on.
There is also labor needed to distribute recycling equipment and often, both teams work with the janitors or maintenance staff to do this.
Equipment
Depending on the type of recycling equipment, the cost for a Mini Bin program ranges from $30-35 per person. In our experience, delivery is usually about six weeks from the time of order.
Service Contracts
Contractors must be told clearly how their service is expected to change. Existing contracts may need to be amended and service contract staff must be trained.
4. PROPOSAL COSTS
An initial site assessment and information gathering audit will require two persons for a five day period to visit the site, conduct brief audits and interview base personnel. The rate schedule for the site assessment is ($TBD)/day for Lead Consultant and ($TBD)/day for support plus all expenses.
A full proposal and cost estimate will be provided for approval before proceeding with the project. Typically, Mini Bin programs cost $30-35/person for equipment plus training and consulting costs, depending on the scope of the program.