SUSTAINABLE PROCUREMENT POLICY 1. POLICY STATEMENT 1.1 NEZS ( Chester Zoo ) recognises that it has an implicit role in furthering sustainable development as part of its procurement of goods and services. Chester Zoo will embed the principles of sustainability within its procurement activities to ensure that only value for money goods and services are selected and that in all cases a balanced consideration of legal, social, ethical, environmental and economic impacts are undertaken throughout the procurement process. 1.2 Chester Zoo has an on-going commitment to the Environmental Management Standard ISO14001 with an aim to continually improve environmental performance. This will be reflected in this procurement policy. 1.3 Chester Zoo will continually develop a procurement strategy to ensure that industry leading processes for product and range development, supplier tender and selection. These processes will create transparent and fair opportunities for potential procurement partners as well as ensuring value for money to Chester Zoo. 1.4 The purpose of this policy is to:. (a) (b) set out responsibilities, and of those working for Chester Zoo, in developing observing and upholding the long term commitment to social, ethical, environmental and economic sustainability; commit to responsible management of its procurement process in order to deliver value for money, whilst actively pursuing environmental and socially responsible goods and services which meet the brand values and sit within the strategic objectives of the organisation. 2. POLICY OBJECTIVES 2.1 Chester Zoo aims to achieve sustainable procurement through: (a) selecting goods and services that have a minimal effect on the depletion of natural resources and biodiversity. (b) giving preference to Fair-trade, or equivalent, and ethically sourced and produced goods and services. (c) only working with procurement partners who can demonstrate suitable environmental policies and procedures. (d) monitoring and auditing the nature of sustainable procurement and practises of all current and potential procurement partners and encouraging them to conduct their operations in an environmentally sensitive manner. (e) maximising the use of recycled products and those derived from reclaimed materials. LAST REVIEWED: JULY 2016. REVISION 1 Page 1 of 5
(f) procuring and managing energy consumption on site in a sustainable fashion. (g) taking into account the need to minimise emissions and reduce negative impacts of transportation when purchasing goods and services. (h) taking steps to minimise carbon dioxide and other greenhouse gas emissions through the detailed consideration of goods and services procured. (i) considering the basic life cycle analysis of products to minimise adverse effects on the environment resulting directly or indirectly from products. (j) working with more diverse* procurement partners and ensure that local and those suppliers linked to the organisations field based conservation projects are encouraged to bid. (k) ensuring all relevant procurement contracts and tenders contain sustainability specifications as appropriate to the product or service being procured. (l) selecting goods and services from procurement partners who meet labour standards outlined by Chester Zoo.** (m)selecting goods and services from procurement partners who meet the animal and wildlife protection standards outlined by Chester Zoo. *** (n) selecting goods and services from procurement partners who are not involved, either directly or indirectly, in the manufacture or supply of arms or tobacco. (o) developing an end to end procurement journey for Chester Zoo from product demand to product delivery ensuring Chester Zoo procures the best product for the best price. (p) complying with UK and EU statutory regulations and legislation and ensure all procurement partners do the same. (q) training all employees who procure goods and services on sustainability considerations within the policy. (r) communicating the policy to all employees and procurement partners including the Anti-Corruption and Bribery Policy. *Chester Zoo defines diverse suppliers as micro, small and medium sized enterprises, black, minority ethnic owned enterprises, those with majority from a group protected by legislation (disabled, older people, etc.) and Third Sector organisations. ** Chester Zoo Labour, Health and Safety Standards can be found as an appendix to this policy. *** Chester Zoo Animal and Wildlife Protection Standards can be found as an appendix to this policy. 3. POLICY IMPLEMENTATION 3.1 The following elements will be put into place to ensure delivery of the Sustainable Procurement Policy: (a) a Sustainable Procurement Strategy and Chester Zoo action plan. (b) a training and development plan including relevant resources. (c) an end to end Procurement journey process. LAST REVIEWED: JULY 2016. REVISION 1 Page 2 of 5
4. TRAINING AND COMMUNICATION 4.1 Training on this policy forms part of the induction process for all new employees. All existing employees will receive regular, relevant training on how to implement and adhere to this policy. 4.2 Our approach to sustainable procurement must be communicated to all procurement partners at the outset of our business relationship with them and as appropriate thereafter. 5. WHO IS RESPONSIBLE FOR THE POLICY? 5.1 The Board of Trustees has overall responsibility for ensuring this policy complies with our legal and ethical obligations, and that all those under our control comply with it. 5.2 The Managing Director has primary and day-to-day responsibility for implementing this policy and for monitoring its use and effectiveness and dealing with any queries on its interpretation. Management at all levels are responsible for ensuring those reporting to them are made aware of and understand this policy and are given adequate and regular training on it. 6. MONITORING AND REVIEW 6.1 The Managing Director will monitor the effectiveness and review the implementation of this policy, regularly considering its suitability, adequacy and effectiveness. Any improvements identified will be made as soon as possible. Internal control systems and procedures will be subject to regular audits to provide assurance that they are effective in countering bribery and corruption. 6.2 All employees are responsible for the success of this policy and should ensure they use it to disclose any suspected deviation from the policy. 6.3 Employees are invited to comment on this policy and suggest ways in which it might be improved. Comments, suggestions and queries should be addressed to the HR Department. Reviewed by: Liz Carnie, Finance Director Approved by: Jamie Christon, Managing Director LAST REVIEWED: JULY 2016. REVISION 1 Page 3 of 5
Appendix 1 Chester Zoo Labour, Health and Safety Standards Chester Zoo sets out that the following standards that will form part of the Sustainable Procurement Policy and Strategy. 1. Labour Standard 1.1 Prison and Forced Labour The procurement partner must under no circumstances use or in any way benefit from forced or compulsory labour. Likewise, the use of labour under any form of indentured servitude is prohibited, as is the use of physical punishment, confinement, threats, of violence or other forms of harassment or abuse as a method of discipline or control. The procurement partner shall not utilise factories or production facilities that force work to be performed by unpaid or indentured labourers, nor shall the procurement partner contract for the manufacture of products with subcontractors that engage in such practises or utilise such facilities. Where partners are using labour as part of a recognised government prison rehabilitation scheme, such an arrangement is not considered a breach of the Policy. 1.2 Child Labour The use of child labour by the procurement partner is strictly prohibited. Child labour refers to work that is mentally, physically, socially, morally dangerous or harmful to children, or improperly interferes with their schooling needs. 1.3 Working Hours The procurement partner must ensure that its employees work in compliance with all applicable laws and mandatory industry standards pertaining to the number of hours and days worked. 1.4 Compensation All employees of the procurement partner or their subcontractor must be provided with wages and benefits that comply with applicable laws and binding collective arrangements, including those pertaining to overtime work and other premium payments. 1.5 Non Discrimination The procurement partner shall not discriminate in hiring and employment practises on the grounds of criteria such as race, colour, religion, sex, age, physical ability, national origin or sexual orientation. 2. Health and Safety 2.1 Workplace Environment The procurement partner shall provide employees with a safe and healthy working environment. As a minimum this includes potable drinking water, LAST REVIEWED: JULY 2016. REVISION 1 Page 4 of 5
adequate sanitation, fire exits and essential safety equipment, access to emergency medical care and appropriately lit and equipped work stations. In addition, facilities must be constructed and maintained in accordance with the standards set by applicable codes and ordinances. 2.2 Product quality and safety. All goods and services delivered by the procurement partner must meet the quality and safety standards required by the applicable UK and/or EU law. Appendix 2 Chester Zoo Animal and Wildlife Protection Standards Chester Zoo sets out that the following standards that will form part of the Sustainable Procurement Policy and Strategy. 1.1 The procurement partner or any subcontractor to the partner will not have any direct or indirect association with a history of: (a) the undertaking of procedures and practices which contravene animal welfare laws. (b) involvement in the release of genetically modified materials/organisms to the detriment or damage of the environment and/or in contravention with UK legislation. LAST REVIEWED: JULY 2016. REVISION 1 Page 5 of 5