Secure IT Asset Disposal

Statement of Works

A N Other LimitedUnique Collection ID C7537

Compiled by: A N OtherProject: IT Asset Disposal Services

Date created: Thursday, October 11, 2018

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Table of Contents

1. Contact Details .......................................................................................................... 3

2. Background ............................................................................................................... 3

3. Site Contact details ................................................................................................... 3

4. Site access details .................................................................................................... 4

5. Asset ID Collection .................................................................................................... 4

6. Equipment details ..................................................................................................... 4

7. Terms of Service ....................................................................................................... 5

8. Charges .................................................................................................................... 7

9. Additional item collection/disposal price list .............................................................. 8

10. Data Destruction ....................................................................................................... 9

11. Auditable Items ....................................................................................................... 10

12. Contact us ............................................................................................................... 12

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1. Contact Details

Primary Contact

All questions regarding this document should be addressed in the first instance to:

Richard Connock

Commercial Director

BLACKMORE RICOTECH

T: 0800 880 3678

E: collections@r3cycle.co.uk

W: r3cycle.co.uk

2. Background

Blackmore Ricotech, the trading name of Blackmore Computers Limited of Chitterne

Dairy, Shrewton Road, Chitterne, Warminster, Wiltshire, BA12 0LN (referred to as the

Supplier, Blackmore Ricotech, us and our and we) & A N OTHER Limited of Edwards

House, 1 High Street, Frome, Somerset, BA11 2HF hereby agree to the terms set out in

this Statement of Work Collection details, in relation to contract number 2018LUCIES0178

Blackmore Ricotech have scheduled your collection to take place on 04/09/2018 from

Edwards House, 1 High Street, Frome, Somerset, BA11 2HF between 0830-1720.

3. Site Contact details

On-site contact name: TBC

On-site contact direct dial: TBC

On-site contact mobile number: TBC

On-site contact email address: TBC

Secondary on-site contact name: TBC

Secondary on-site contact direct dial: TBC

Secondary on-site contact mobile number: TBC

Secondary on-site contact email address: TBC

Alternative on/off site contact name: A N Other Alternative on/off site contact direct dial: 01985 851 516

Alternative on/off site contact mobile number: 07540121292 Alternative

on/off site contact email address: email@r3cycle.co.uk

Persons authorised to sign over the equipment:

James Turbett / James Derrick / Mathew Wilkinson

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4. Site access details

Details of any access restrictions to get onto site:

We can only accept a maximum of a 17ft lorry anything higher will get stuck

through the lanes. - No other limitations

Where the collection vehicle will park:

Please drive past the carpark into the loading bay outside the roller door. The yard

is big enough to comfortably park an artic lorry. The equipment is about 100 yards

away from where the vehicle will be parked.

What are the opening times?

0830-1720

Are there any restriction during these times?

We are closed between 1-2

5. Asset ID Collection

Our vetted and uniformed staff will attend your site and identify all auditable assets. Each

item identified will allocated a unique barcode ID, using our specialist mobile IT asset

tracking solution. Against this 10-digit unique ID, we record:

• Class e.g. PC, Laptop, TFT (identifying it as data holding or not)

• Your asset register number (if available, otherwise serial number)

Smaller vulnerable items are put in uniquely numbered crates & sealed with a unique tamper

seal. Which are photographed with a date and time stamp. Larger items are securely

stored/segregated in large stillages. An on-site report detailing every asset is printed and

signed by all being before leaving your premises. The equipment will then be securely

transported directly back to our secure facility in our GPS tracked vehicle.

6. Equipment details

The following equipment has been identified for collection (please update us if this changes):

1 large printer, 50 PCs, 20 Laptops, 14 TFTs & Other misc IT equipment

Where the items will be located?

The equipment is on the ground floor wrapped on pallets.

If the items are not on the ground floor, are lifts available?

Not applicable

Are there any oversized items (items requiring special equipment or more than one person)?

There is 1 Large printer however this is on the pallet which will be forklifted onto

the vehicle.

Job specific instructions?

Leave a stillage on site

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7. Terms of Service

• The Supplier will contact the Client the day before the Collection to provide an

expected arrival time (am or pm). This is for guidance only and may change.

• On the day of the Collection, a member of the Supplier Collection team will make

contact (via text, phone or email) to advise if the estimated time of arrival has

changed. Again, this is for guidance only and may change due to traffic conditions or

other unforeseen circumstances.

• Logistics are provided by the Supplier’s own staff and vehicles or a 3rd party secure

logistics company approved by the Supplier and which we have audited to confirm

their operations and hubs comply with at least the same standards as the supplier

adheres to.

• The driver will arrive in a GPS tracked vehicle (the records of which are stored for a

minimum of 12 months) that will display either no or non-task specific livery (the

Supplier or approved 3rd party logistics partner)

• All Supplier staff will be vetted to HMG Baseline Personnel Security Standards, will

always be uniformed and will carry photo ID. Collection staff will always show their

photo ID when requested.

• The Suppliers collection teams may perform multiple customer collections on the

same day as the Client’s Collection. All Equipment from each Collection will be

physically separated and labelled to ensure no cross contamination.

• Equipment may be transported to a secure and controlled hub of a 3rd party secure

logistics company before being transported on to the Supplier’s secure processing

facility.

• To help the Supplier to protect any sensitive data, all items that may contain such

data should be identified to our collection staff at the time of the Collection.

• All auditable items collected, as per 10 “auditable items” will be allocated a 10 digit

unique number and the agreed information will be recorded and a report issued which

must be signed by a person authorised to sign on behalf of the Client and will be

countersigned by a member of the Supplier collection team. The Client must allocate

sufficient time and suitable environment for Equipment to be itemised on Collection.

• Waste transfer paperwork will be provided and completed by the Supplier and the

Client will be required to sign it. If this is completed electronically on site, a copy will

be emailed to the Client. The Client should keep for a minimum of 2 years to comply

to environmental regulations.

• The signing of the collection report by both parties is acknowledgement of the transfer

of ownership of the Equipment to the Supplier. The paperwork also signifies the

transfer of responsibility to the Supplier of both the data destruction and the

environmental disposal of the Equipment as per the latest Environment Agency (EA)

regulations.

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• The Supplier will undertake data destruction on all potential data holding Equipment

components as per 9 “data destruction”

• Within 5 Business Days of the Collection (but normally the next business day), a

Certificate of Recycling will be emailed to the Client. This confirms receipt of the

Equipment at the Supplier’s processing facility, the weight and anticipated

reuse/recycling percentages (based on historic averages). This document also

confirms the recovery/disposal code under the WEEE regulations.

• Within 20 Business Days of the Collection, The Supplier will e-mail the Client its Audit

Compliance Report which will detail the Class, Unique Item ID, Make and Model, serial

and asset numbers, where available of each auditable item. At the same time, the

Client will also receive their Data Destruction Compliance Certificate which also details

the data destruction method for every data holding component and the date and time

it was completed. Examples of these reports can be found at

www.r3cycle.co.uk/certificates.

• In the event that the Supplier is unable to collect all of the equipment that is agreed

in section 5 of this Statement of Works as it exceeds the safe weight for the vehicle or

there is insufficient space, the Supplier will arrange a further date to pick up the

remainder of the equipment. The Supplier will not charge for such an additional

collection.

• If on collection of the equipment, the number of items exceed the quantities detailed

in section 5 of this Statement of Works, the Supplier reserves the right to charge

extra for the additional items.

• If for any reason, the Client cancels a Collection with less than 48 hours’ notice, the

Client may still be charged for the Collection.

• Where a Financial Revenue Share Scheme has been agreed the provisions of Schedule

3 will apply.

• Our Secure IT Asset Collection and Disposal services are audited under our ADISA

Accreditation - Pass with Distinction with Honours.

For additional peace of mind, we suggest you sign up to the ADISA Monitoring Service

at http://adisa.global/monitor-a-certified-company/ just select Blackmore Ricotech

from the drop-down list and enter your business details. ADISA will then provide you

with updated Audit Reports. This service is Free of Charge.

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8. Charges

Blackmore Ricotech will provide the secure IT asset collection and disposal service to the

Client at the following price: TBA

This includes;

• the on-site recording and reporting of all auditable assets

• the secure collection & transportation of redundant IT assets using GPS tracked

vehicles and appropriately security vetted staff.

• the appropriate Environment Agency Waste Paperwork

• a Certificate of Recycling

• an Audit Compliance Report

• a Data Destruction Compliance Report

For a list of items that are not included in the above (unless specified), please see the

following table set out in section 8 below.

Blackmore Ricotech will allocate a Revenue Share based upon No Revenue Share

Applicable. For further details regards Revenue Share Financial Terms, see schedule 3 of the

main signed contract document.

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9. Additional item collection/disposal price list

All prices exclude VAT

IT Equipment - Additional Collection/Disposal Charges

Rate Disposal Charge

Photocopier (large 2 man lift) Per Item £75.00

Server Cabinet (large 2 man lift) Per Item POA

UPS (large 2 man lift) Per Unit POA

CRT Monitors Per Item £10.00

NON-IT Equipment - Additional Disposal Charges

Rate Disposal Charge

Fridge / Freezer - Domestic (complete) Per Item £40.00

Fridge / Freezer - Domestic (incomplete) Per Item £50.00

Fridge / Freezer - Commercial/Display Per Item £150.00

Fridge / Freezer - Caravan/Ammonia Per Item £150.00

Other Cooling Equipment (e.g Air Con) Per Item POA

LDA (non Haz) e.g. Washing machine Per Item £25.00

SDA Mixed Per Dumpy Bag £40.00

Large TV Monitor (TFT/LED/Plasma 32" plus) Per Item £40.00

TV Monitor (TFT/LED/Plasma) Per Item £20.00

Large TV Monitor (CRT 32" plus) Per Item £50.00

TV Monitor (CRT) Per Item £30.00

Smart/Whiteboard Per Item £20.00

LED Bulbs Per kg £10.00

Fluorescent Light Coffin / Tube 100 tube capacity £175.00

Individual Fluorescent tubes Per Item £3.00

Batteries Household Per kg £5.00

Batteries Car Per item £2.50

Delivery Prices (one off rental charge)

Fluorescent Light Coffin/Tube £150.00

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10. Data Destruction

All auditable equipment (e.g. PC’s, Laptops, Servers, Printers etc.) which contain any of the

following potentially data bearing media types, will be processed according to the table

below; * No maximum particle size specified.

** Shredded material is securely transported for incineration at a 3rd party ERF (Energy Regeneration Facility).

NCSC = National Cyber Security Centre (formerly CESG)

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11. Auditable Items

We collect and report on all IT and telecoms related equipment including:

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Audit Class Recorded on Reports *= Make, Model, Serial No and Asset Numbers not recorded unless agreed in advance (additional charges may apply) Data Holding Key: Y = Yes N = No Record Type Key: I - Individually audited B = Batch - Items are counted and audited as one line on the report and the quantity of items are recorded in the model field. If you require these to be individually audited, please state at the time of your booking. Small Data Box Key

◾ We recommend these items are kept separate and secured in one of our Secure Small Data Holding

Containers

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12. Contact us

BLACKMORE RICOTECH offers secure IT asset disposal services to organisations right across

the UK.

For your complete peace of mind, do not hesitate to contact us for more information, help or

advice for or to arrange a collection;

call us free on 0800 880 3678, or on your local number 01749 835477

or email collections@r3cycle.co.uk

BLACKMORE RICOTECH HQ: Chitterne Dairy, Shrewton Road, Chitterne, Warminster, BA12 0LN

Our other local telephone numbers are:

• BASINGSTOKE 01256 581025

• BATH 01225 945015

• BIRMINGHAM 0121 374 0019

• BRISTOL 0117 223 2168

• CAMBERLEY 01252 872202

• CAMBRIDGE 01223 859923

• CARDIFF 02921 432108

• CHITTERNE 01985 851000

• IPSWICH 01473 852792

• LEEDS 0113 827 0008

• LIVERPOOL 0151 438 0013

• LONDON 0203 384 0778

• MANCHESTER 0161 713 0095

• NEWCASTLE 0191 654 0003

• OXFORD 01865 601284

• READING 0118 384 2123

• SOUTHAMPTON 02380 983598

• SWINDON 01793 232501

• TAUNTON 01823 478422

• WELLS 01749 835477

• WORTHING 01903 867471

• YEOVIL 01935 577005