University of Sunderland. Sustainable Procurement Policy and Strategy

Transcription

1 University of Sunderland Sustainable Procurement Policy and Strategy Preface The Sustainable Procurement Policy and the associated Strategy represents a commitment to the University of Sunderland s Environmental and Sustainability Policy and Corporate objective of integrating sustainability and carbon management. Its aim is to conduct its business in such a way that it actively promotes environmental responsibility and sustainability into the sourcing and purchasing of goods and services on behalf of the University. The University recognises that its business encompasses many internal and external stakeholders both locally and globally, and a wide variety of diverse activities and support services which collectively result in a significant environmental impact. Key areas where purchasing has an impact are: Raw Material extraction Biodiversity Production of waste Consumption of energy Production of Carbon emissions Pollution created through whole life cycle The University Sustainable Procurement Policy and Strategy seeks to ensure that the University s purchasing is managed in a sustainable manner, having due regard to the environmental, economic and social impacts. The University will: - Educate purchasers and tendered suppliers on the University Sustainable Procurement Policy and Strategy, providing training where applicable. - Promote best value for purchasing goods and services, encouraging contracted suppliers to provide more sustainable products/services where available. - Promote best value for purchasing goods and services, encouraging contracted suppliers to provide products/services in line with the Corporate Social Responsibility statement - Ensure that all tendered suppliers are assessed against their environmental and ethical credentials via a supplier appraisal process. - Promote the purchase of best value energy efficient electrical products. - Encourage a whole life costing approach to purchase, usage and disposal of goods/services. - Encourage our business partners to work towards matching our performance - Adhere to the Public Services (Social Value) Act 2012

2 The following stakeholders were consulted in the development of this policy: Staff, Students Union, Sustainable Procurement Environmental Action Group. The Director of Planning and Finance will ensure this Policy is implemented and maintained. The Sustainable Procurement Environmental Action Group will ensure that monitoring and reporting on compliance will be provided to the Environmental Strategy Group. This Policy will be reviewed bi-annually by the Sustainable Procurement Environmental Action Group and be put before the Environmental Strategy Group for ratification. I therefore ask that all elements of this Sustainable Procurement Policy and Strategy are embedded into all our purchasing functions and actively supported by all Faculties and Services. Signature: Shirley Atkinson (Deputy Vice Chancellor) Date: 9 th September 2013

3 1. Introduction 1.1 Purpose The purpose of the Policy and associated Strategy is to clearly establish the University s commitment to procure its goods and services in a way that actively promotes environment and sustainability for both the University and its suppliers. Whilst also ensuring compliance with EU and UK procurement law and taking into account such guidance, policy notes or codes of practice issued by the EU and UK Government from time to time Definitions Sustainable Procurement is a process whereby organisations meet their needs for goods, services, works and utilities in a way that achieves value for money on a whole life basis in terms of generating benefits not only for the organisation but also for the society and the economy, whilst minimising damage to the environment ( Procuring the Future Sustainable Procurement Task Force, Defra, June 2006.) Environmental responsibility is the act of ensuring that the environmental impact of our business activities (i.e. emission to land, water and air, waste arisings and pollutants) is minimised so far as is reasonably practical. Sustainability is ensuring that our business operations and developments are carried out in a manner whereby natural resources under our control or influence, are managed in a manner that meet the needs of the present without compromising the needs of future generations. 1.3 Scope The Policy is applicable to all employees who purchase goods, services or commission of works across the University. Specific attention should be paid to the areas of the greatest impact upon the environment and sustainability i.e. capital build, energy procurement, waste management, travel and transport. It may be felt necessary to develop additional guidance for those higher risk areas, which shall sit as appendices to this document. The contractors and tendered suppliers of the University should also be provided with a copy of the Sustainable Procurement Policy and associate Strategy as part of the Procurement process, and should adhere to it in all work they are awarded or administer on behalf of the University. 2. Management Arrangements The University has established an Environmental Strategy Group (ESG), with the Deputy Vice Chancellor as the Chair. In addition there are eight Environmental Action Groups (EAGs) or themes supported at the University. Waste Minimisation and Recycling Energy Management Sustainable Procurement Sustainable Transport ICT Energy Management Sustainable Campus Development Curricula and Pedagogy Fair Trade 3

4 Each EAG is chaired by a senior member of staff with the greatest control or involvement in the EAG selected area. For the purpose of this Policy and Strategy the relevant EAG is the Sustainable Procurement EAG which is chaired by the Director of Planning and Finance. The ESG is an advisory group and is responsible for the setting of the overall University Environmental and Sustainable Strategy. In addition they will monitor progress and periodically review the eight Environmental Action Groups and their individual action plans. Please refer to Appendix A for the Sustainable Procurement Objectives and Targets Plan The EAGs roles are to oversee the development, implementation and continuous improvement of a strategic framework for that particular EAGs remit, in accordance with the environment strategy set by the ESG. The EAG Membership is to be representative of the University Community and has the authority to establish working groups as appropriate, so as to inform their decisions. The membership of the Sustainable EAG currently consists of: Director of Planning and Finance (Chair) Procurement Officer Procurement Manager Assistant Manager of Student Union Assistant Maintenance Manager (Energy) Students Union Volunteering & Environmental Officer Estates Project Manager Head of Health, Safety and Environment UCU Union Representative Carbon Management Co-ordinator Student Union Representatives The EAGs will provide termly reports to the Chair of their group; these reports will then be presented by the chair at the ESG meeting which will be held three times a year in accordance with the University Consultative Committee on Safety, Health and Environment. The ESG will make recommendations to the Executive on amendments to the Annual Health, Safety and Environment Report and associated Plan. The Annual Report is an integral part of the annual academic and business planning process of the University. 2.1 Operational Arrangement The Sustainable Procurement EAG has an Objective and Targets Plan (Appendix A) which contains the core objectives of the Policy and the Actions that have been developed to meet the objectives. The Plan is a working document that is updated as and when required and then reported upon to the Director of Planning and Finance at the EAG meeting. The Director of Planning and Finance, reports upon the progression of the Plan at the termly ESG meetings. Here the developments and progression of the Plan are assessed and the ESG members will then provide comments and direction to the EAG where required. 4

5 The Annual Health, Safety and Environment (H, S and E) report will report back on the developments made by the Sustainable Procurement EAG. The annual report is subject to scrutiny by the Employment Committee before it is published on the internet for the public to access. 3. Objectives and Targets The Objectives and Target Plan (Appendix A) is based around the SMARRT (Specific, Measurable, Achievable, Resourced, Realistic and Timed) criteria. The Plan is based around five core objectives: - Educate purchasers and tendered suppliers on the University Sustainable Procurement Policy and Strategy, providing training where applicable. - Promote best value for purchasing goods and services, encouraging contracted suppliers to provide more sustainable products/services where available. - Ensure that all tendered suppliers are assessed against their environmental and ethical credentials via a supplier appraisal process. - Promote the purchase of best value energy efficient electrical products. - Encourage a whole life costing approach to purchase, usage and disposal of goods/services. Policy review period one year from date of signature 5

6 APPENDIX A - Sustainable Procurement Objectives and Targets Plan 2012/14 Objective 1 Educate purchasers and tendered suppliers on the University Sustainable Procurement Policy and Strategy, providing training where applicable. Educate purchasers on the Sustainable Procurement Policy and Strategy. Refer to in all relevant training sessions. Number of one on one meetings or training sessions where purchasers have been educated. Report and review annually Aim: two training sessions Educate prospective tendered suppliers on the University Sustainable Procurement Policy and Strategy through providing as part of the tender specification a copy of the policy. Asking successful suppliers to ratify the policy for any work that they undertake for the University. Number of University tender contracts against 2012/2013. Ensure all new tendered suppliers ratify the Policy as part of being granted any contract, through receipt of their signed agreement. Procurement Team Procurement Team Aim: 90% of tenders Objective 2 Promote Best Value for purchasing goods and services, encouraging contracted suppliers to provide more sustainable products/services where available. Train purchasers on the principals of Best Value - what it is, what criteria to assess against and how to make a final selection. Number of purchasers who have undertaken training on Best Value. Aim: two training sessions To the fullest extent allowed by law to work alongside tendered suppliers encouraging them to promote more sustainable products/ services where applicable Develop an annual questionnaire through the EAG environmental workshops for most relevant tendered suppliers, to obtain sustainable information ie 6

7 products/services on offer. Objective 3 Ensure that all tendered suppliers are assessed against their environmental and ethical credentials via a supplier appraisal process. Ensure all prospective University of Sunderland tendered suppliers complete a appraisal process PQQ (Pre Qualification Questionnaire) which contains relevant and appropriate environmental, sustainability and social responsibility questions Number of University tender contracts in the period 2012/2013. Offer advice to prospective and tendered contracted suppliers to enhance their understanding of our environmental requirements for example carbon emissions calculation Procurement Coordinator and Procurement Coordinator Continue to enhance the annual environmental and ethical checklist for all tendered suppliers. Annually request further information on University tendered suppliers credentials. Procurement team Objective 4 Promote the purchase of best value energy efficient electrical products. Train purchasers on energy efficiency ratings and specifications of none energy rated products Number of purchasers that have received training on energy efficiency. Aim: two training sessions Carbon Management Co-ordinator And Assistant Maintenance Manager (Energy) July 2014 Develop a simple guide for purchasers on energy efficient purchasing to publish on the University website and promote via About us. Completion of a simple guide. Carbon Management Co-ordinator And Assistant July

8 Aim: one guide Maintenance Manager (Energy) Objective 5 Encourage a whole life costing approach to purchasing, usage and disposal of goods/services. Develop purchasing practices and procedures to encourage users to apply whole life costing methodology to purchases. Completion and distribution of practises and guidance. Aim: two training sessions And Procurement Coordinator March 2014 Train purchasers on the theory of whole life costing and the implications of not considering the criteria when purchasing. Number of purchasers to complete relevant training. and Procurement Coordinator March 2014 Create staff awareness of whole life costing through internal promotional tools i.e. About US. Number of articles published regarding whole life costing. March 2014 Aim: 1 x About Us 1 x Website 8