Sustainable Procurement Policy

Transcription

1 SH NCP 69 Sustainable Procurement Policy Summary: Keywords: Target Audience: This document contains the Trust s policy on Sustainable Procurement. It sets out the Trust s commitment to minimise the economic and environmental impact whilst enhancing ethical and social impacts of our procurement activities and processes. Sustainable procurement, goods, services, economic, environmental, ethical All staff procuring goods and services on behalf of the Trust Next Review Date: September 2020 Approved & Ratified by: Senior Management Committee Date of meeting: 22 August 2018 Date issued: Author: Louise Sawyer, Environmental Sustainability Manager Accountable Executive Lead: Paula Anderson, Director of Finance 1

2 Version Control Change Record Date Author Version Page Reason for Change 06/04/16 Louise Sawyer 2 All First Annual Review 2/5/18 Louise Sawyer 3 All Bi-annual review Reviewers/contributors Name Position Version Reviewed & Date Paul Johnson Head of Estate Services 2, 06/04/16 Louise Jones Senior HR Manager Best Practice Development 2, 06/04/16 Scott Jones Deputy Head of Estate Services 2, 06/04/16 Phil Aubrey-Harris Head of Business Planning & Commercial Development, 2, 06/04/16 ISD West Phill Ballard Head of ICT Operations 2, 06/04/16 Patrick Carroll Integrated Project Manager, ISD East 2, 06/04/16 Alan Chambers Category Manager Procurement 2, 06/04/16 Vicky McDonald-Woods Head of Performance & Information, Integrated LD,MH & 2, 06/04/16 Social Care Nicky Adamson-Young Divisional Director of Children s Services & Safe 2, 06/04/16 Guarding Dominic Lodge Charity Manager 2, 06/04/16 Daniel Clark External Communications Officer 2, 06/04/16 Fiona Maton Head of Procurement 2, 06/04/16 Heather Bremble Procurement Systems Manager 2, 06/04/16 Paula Anderson Director of Finance 2, 16/06/16 Andy Mosely Associate Director of Estate Services 3, 16/07/18 Louise Jones Senior HR Manager Best Practice Development 3, 16/07/18 Scott Jones Deputy Head of Estate Services 3, 16/07/18 Phill Ballard Head of ICT Operations 3, 02/05/18 Sarah McArthur Deputy Head of Procurement 3, 16/07/18 Becki Killham Service Improvement Manger, MH &LD services 3, 16/07/18 Nicky Adamson-Young Deputy Director ISD 3, 16/07/18 Dominic Lodge Business Development Manager, Third Party & Charities 3, 16/07/18 Ivor Watson Head of Capital Projects 3, 16/07/18 Paula Anderson Director of Finance 3, 16/07/18 Fiona Maton Head of Procurement 3, 30/05/18 2

3 CONTENTS Page 1. Introduction 4 2. Scope 4 3. Definitions 4 4. Duties/ responsibilities 5 5. Main policy content Aims & Objectives Sustainable Procurement process 6 6. Training requirements 6 7. Monitoring compliance 6 8. Policy review 7 9. Associated documents Supporting references 7 Appendices A1 Training Needs Analysis (TNA) 8 A2 Equality Impact Assessment (EqIA) 9 3

4 Sustainable Procurement Policy 1. Introduction 1.1 It is widely accepted that the way we live now is having a detrimental effect on the quality of our lives and the environment we live in, therefore sustainability is a key theme for the Trust. To ensure a better quality of life now and for future generations, we need to look seriously at the way we use the earth s resources, operate our businesses and live our lives. A sustainable approach recognises the broader impacts of our actions and aims to minimise any adverse effects. 1.2 The Trust s Sustainable Development Strategy sets out how it will govern, manage and implement its Sustainable Development Management Plan, and reduce its carbon emissions by: 28% by 2020 (2013 baseline) to bring it in line with the Climate Change Act These complement our commitment to Good Corporate Citizenship and the Trust s responsibility to involve and engage with a range of key internal and external stakeholders; including staff, patients, visitors, suppliers and contractors to help the Trust to provide improved and sustainable healthcare services. In 2015 the Trust spent around 95 million on products and services, with procurement accounting for 45% of the Trust s carbon footprint, so procurement has a significant impact on the Trust s ability to operate sustainably. 1.4 A more sustainable approach can be achieved through the implementation of a sustainable procurement process, which involves considering whether the item is necessary at all, and if it is then balancing financial, environmental and ethical / social considerations in purchasing decisions, including looking at what products are made of, how they are made and by whom, where they come from and how much it costs to buy it, operate it and dispose it. 1.5 This Policy is designed to be used in conjunction with the Trust s Procurement Strategy and Sustainable Procurement Procedure. 2. Scope 2.1 This Policy and associated procedure are intended for use by all Trust employees. All staff members should be made aware of the contents on before purchasing any products or services on behalf of the Trust. 3. Definitions 3.1 Sustainable Development: Development that meets the needs of the present without compromising the ability of future generations to meet their own needs Brundtland Report, Sustainability: Capacity to endure. Sustainability requires the reconciliation of environmental, social equity and economic demands (also referred to as the "three pillars" of sustainability or the 3 Es ). 3.3 Climate Change: The term 'climate change' usually refers to recent changes in climate that have been observed since the early 1900s. There is a scientific consensus that the recent observed rise in global temperature can only be explained by the rise in greenhouse gas emissions caused by human activities. 4

5 3.4 Procurement: The act of obtaining or buying goods and services. 3.5 Sustainable Procurement: Procurement that delivers long term social, economic and environmental benefits. 4. Duties / Responsibilities 4.1 Chief Executive: has the overall responsibility for ensuring compliance with statutory & other regulations and guidance related to sustainable procurement. The Trust and its management have a duty, so far as is reasonably practicable; to ensure that there is a management regime in place to operationally manage all aspects of this policy. The accountability for implementation of the policy is devolved to Directors, Managers and Other employees. 4.2 Directors, Assistant Directors, Heads of Service and Service Managers: have a key responsibility in ensuring that there is a proactive approach to organising, planning, controlling and reviewing legislation, guidance and procedures within their area of control. They have a responsibility to ensure that appropriate staff under their control are given access to suitable information, instruction and training in relation to sustainable procurement. 4.3 Head of Procurement and Procurement team: are responsible for developing and maintaining a sustainable procurement policy and associated procedures to ensure a proactive sustainable approach to procurement is implemented, which equally considers economic, environmental and ethical aspects, impacts and protection. This includes consideration to aspects such as procuring locally sourced produce and reducing packaging. The Procurement team has a responsibility to check suppliers and contractors environmental and ethical credentials to ensure the Trust is not indirectly adversely affecting the environment or putting itself at risk. 4.4 Environmental Sustainability Manager: has a responsibility to provide advice and guidance on all matters related to sustainability and to ensure that the Trust adopts a proactive approach to sustainable development and sustainable procurement. 4.5 All Trust Staff: It is the duty of every employee whilst at work to comply with Trust policy, legislation and any specific procedures. Employees are required to carry out their duties in a safe manner with due regard for economic, environmental & social issues as stated in this policy and any related procedures or other documents. Employees are empowered to reduce the impact that they have on their local environment. 5. Main policy content 5.1 Aims & Objectives: The overarching objective is for sustainability considerations to be addressed within the procurement cycle in all instances. The more specific objectives in terms of sustainable procurement within the Trust procurement process are: To seek alternatives to products and processes which are detrimental to the environment and social well being by using more environmentally friendly and ethically traded products and services. To minimise energy, transport emissions, water and waste associated with the products and services purchased, and help the Trust achieve its carbon reduction targets. 5

6 To minimise the use of virgin raw materials, particularly finite resources by maximising reuse and recycled content of materials. To seek zero waste to landfill by ensuring products can be reused or fully recycled at the end of their useful life. To stimulate demand for environmentally friendly products by building sustainability into tender specifications. To encourage manufacturers and suppliers to continually improve the sustainability of their goods and services by including sustainability KPI s and objectives into contracts, and working with them in partnership to achieve improvement. 5.2 Sustainable Procurement Process: Sustainable Procurement comprises four key evaluations that should be undertaken for each procurement exercise, shown below. For full details of each stage of the process, please refer to Sustainable Procurement Procedure. Reduce need, find alternatives and avoid purchases where possible; Ensure our suppliers operate in an ethical and environmentally sound way; Ensure we purchase products and/or services that have minimal environmental, social and economic impacts; Take into account the whole life cost of the product/service from acquisition through operating to disposal. 6. Training Requirements 6.1 All Trust staff that procure products or services on behalf of the Trust should be made aware of the key points within this policy and accompanying procedure. Awareness campaigns will be communicated through the Trust intranet, Trust publications, departmental team brief, organised training days and strategically placed posters and information leaflets. 7. Monitoring Compliance 7.1 It is the intention of the Trust to ensure effective implementation and regular review of this policy in all aspects of resource management and decision-making. 7.2 The Procurement team will continue to monitor progress of procedures and compliance relating to sustainable procurement through a number of methods including but not exclusively: Networking with other NHS Trusts and organisations; Communication with Procurement Hubs and Framework providers including but not limited to Crown Commercial Services, NHS SBS; Associated Procurement websites; Regularly reading monthly publications; Subscription to advisory bodies. 6

7 Where working practices change or legislation dictates changes this will be communicated to all relevant staff by the Procurement team in a timely manner using the methods specified in sections 6 of this policy. 7.3 This policy will be monitored, controls implemented, and internal audit performed on a regular basis. 7.4 The Procurement team will review sustainable procurement key performance indicators on an annual basis as part of the Trust s Sustainable Development Programme. The Environmental Sustainability Manager will measure and monitor the Trust s Carbon Footprint from procurement activities and report on targets within the Trust s Sustainable Development Strategy annually. 8. Policy Review 8.1 The policy will be reviewed on a bi-annual basis. 9. Associated Documents Trust Sustainable Procurement Procedure Trust Procurement Strategy Trust Sustainable Development Policy Trust Sustainable Development Strategy Trust Sustainable Development Action Plan 10. Supporting References CIPS: Sustainable Procurement EU Green Procurement: NHS PHE Sustainable Development Unit: Procurement Resources NHS supply chain: Sustainability UK Government: Sustainable procurement tools WRAP: Sustainable Procurement, Sustainable Procurement elearning Modules & Facilities Procurement Toolkit 7

8 Appendix 1 LEaD (Leadership, Education & Development) Training Needs Analysis If there are any training implications in your policy, please make an appointment with the LEaD department (Louise Hartland, Quality, Governance and Compliance Manager on ) to complete the TNA before the policy goes through the Trust policy approval process. Training Programme Title and Level (if appropriate) of your training programme Directorate Frequency Course Length Delivery Method Trainer(s) How often will the target audience need to attend this course? Division How long will the programme run (April April?) and how long will each course take (3 hours?) How and where do you intend delivering this programme (face to face, e-learning, Essential Training Days)? Who will be delivering this programme if delivery method is face to face? Target Audience Recording Attendance Who do you anticipate recording attendance? Strategic & Operational Responsibility Who is accountable for this training strategically and who is operationally accountable? Adult Mental Health Learning Disability Services MH/LD ICS Corporate Services Older Persons Mental Health Specialised Services TQ21 Adults Children s Services Specialist Services All (Workforce & Development, Finance & Estates, Commercial) No specific training required Training to be delivered by Procurement team on an ad hoc basis 8

9 Appendix 2 Southern Health NHS Foundation Trust: Equality Impact Analysis Screening Tool Equality Impact Assessment (or Equality Analysis ) is a process of systematically analysing a new or existing policy/practice or service to identify what impact or likely impact it will have on protected groups. It involves using equality information, and the results of engagement with protected groups and others, to understand the actual effect or the potential effect of your functions, policies or decisions. The form is a written record that demonstrates that you have shown due regard to the need to eliminate unlawful discrimination, advance equality of opportunity and foster good relations with respect to the characteristics protected by equality law. For guidance and support in completing this form please contact a member of the Equality and Diversity team Name of policy/service/project/plan: Sustainable Procurement Policy Policy Number: SH NCP 69 Department: Lead officer for assessment: Procurement Team Louise Sawyer Date Assessment Carried Out: 02/05/18 1. Identify the aims of the policy and how it is implemented. Key questions Briefly describe purpose of the policy including How the policy is delivered and by whom Intended outcomes Answers / Notes This policy sets out the Trust s commitment to minimise the economic and environmental impact whilst enhancing ethical and social impacts of our activities and services 9

10 2. Consideration of available data, research and information Monitoring data and other information involves using equality information, and the results of engagement with protected groups and others, to understand the actual effect or the potential effect of your functions, policies or decisions. It can help you to identify practical steps to tackle any negative effects or discrimination, to advance equality and to foster good relations. Please consider the availability of the following as potential sources: Demographic data and other statistics, including census findings Recent research findings (local and national) Results from consultation or engagement you have undertaken Service user monitoring data Information from relevant groups or agencies, for example trade unions and voluntary/community organisations Analysis of records of enquiries about your service, or complaints or compliments about them Recommendations of external inspections or audit reports Key questions 2.1 What is the equalities profile of the team delivering the service/policy? 2.2 What equalities training have staff received? 2.3 What is the equalities profile of service users? 2.4 What other data do you have in terms of service users or staff? (e.g results of customer satisfaction surveys, consultation findings). Are there any gaps? 2.5 What internal engagement or consultation has been undertaken as part of this EIA and with whom? What were the results? Service users/carers/staff 2.6 What external engagement or consultation has been undertaken as part of this EIA and with whom? What were the results? General Public/Commissioners/Local Authority/Voluntary Organisations Data, research and information that you can refer to The Equality and Diversity team will report on Workforce data on an annual basis. All Trust staff have a requirement to undertake Equality and Diversity training as part of Organisational Induction (Respect and Values) and E-Assessment The Trust Equality and Diversity team report on Trust patient equality data profiling on an annual basis The Trust is preparing to implement the Equality Delivery System which will allow a robust examination of Trust performance on Equality, Diversity and Human Rights. This will be based on 4 key objectives that include: 1. Better health outcomes for all 2. Improved patient access and experience 3. Empowered, engaged and included staff 4. Inclusive leadership The Trust Procurement Team has been consulted on this policy. None required. 10

11 In the table below, please describe how the proposals will have a positive impact on service users or staff. Please also record any potential negative impact on equality of opportunity for the target: In the case of negative impact, please indicate any measures planned to mitigate against this: Age Positive impact (including examples of what the policy/service has done to promote equality) Negative Impact Action Plan to address negative impact Actions to overcome problem/barrier Resources required Responsibility Target date Disability Gender Reassignment Marriage and Civil Partnership Pregnancy and Maternity Race Religion or Belief Sex This policy promotes environmental and ethical consideration The policy will strengthen the decision-making framework for sustainable development to ensure consideration of the economic, social and environmental wellbeing of all protected groups No adverse impacts identified at this stage of screening Sexual Orientation 11

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