How to prepare your Terms of Reference (TR) for contracting reverse logistics

Drafting a well-structured Term of Reference (TR) is fundamental to ensuring success when contracting reverse logistics services. This article presents a detailed step-by-step on how to prepare an efficient TR, covering everything from the definition of the object to the evaluation criteria and technical specifications, aligning the process with legal requirements and industry practices.

Understanding Reverse Logistics

Reverse logistics refers to the set of processes for returning products, waste or materials to the production cycle or proper disposal. Contracting services in this area requires clarity and detail to ensure efficiency and environmental compliance.

Importance of the Terms of Reference

The Terms of Reference is the document that clearly describes the requirements and conditions for contracting the service. An accurate TR avoids failures, delays and provides a solid basis for evaluating and monitoring the contract.

Step 1: Defining the Object

Clearly describe the object of the contract, specifying the type of material to be collected, transported or treated. For example, electronic waste, packaging or other waste generated, detailing the estimated quantities and relevant characteristics.

Step 2: Legal Basis

Include references to the legislation that guides reverse logistics, such as the National Solid Waste Policy (Law No. 12.305/2010), as well as applicable technical standards, reinforcing the need to comply with environmental obligations.

Step 3: Technical Specifications

Indicate the methodologies that must be followed for the collection, transportation, storage and final disposal of materials, including requirements on packaging, treatment and environmentally correct disposal.

Step 4: Sustainability Criteria

Incorporate requirements aimed at sustainable practices, such as the use of vehicles with lower pollutant emissions, encouraging reuse and recycling, and monitoring environmental impacts throughout the operation.

Step 5: Schedule and Deadlines

Clearly define the deadlines for the start, execution and completion of services, establishing conditions for delivering reports and proof of the activities carried out, ensuring transparency and control.

Step 6: Evaluation and Selection Criteria

Specify the conditions for judging the proposals, taking into account price, technical quality, previous experience, logistical capacity and environmental compliance, ensuring the most appropriate contract for the needs.

Step 7: Contractual Conditions and Guarantees

Establish conditions relating to service guarantee periods, possible penalties for non-compliance, legal responsibilities and other important aspects for the legal certainty of the process.

Step 8: Annexes and Supplementary Documentation

Include additional documents such as route maps, reporting forms and environmental certification templates, facilitating the execution and control of the contract.

Final Tips

• Specialized technical consultancy can optimize the drafting of the TR;
• Update the document according to legal or technological changes;
• Promote training for those involved in the contracting and inspection process;
• Use clear and objective language, avoiding ambiguities.

Following these steps, the Terms of Reference will be in line with best practices, contributing to efficient and sustainable reverse logistics management.