POLICY Security Classification Disclosable under Freedom of Information Act 2000 Yes POLICY TITLE Environmental Strategy & Sustainability POLICY REFERENCE NUMBER A034 VERSION 1.1 POLICY OWNERSHIP DIRECTORATE BUSINESS AREA ENABLING SERVICES BUSINESS SUPPORT IMPLEMENTATION DATE June 2014 NEXT REVIEW DATE: October 2020 RISK RATING LOW EQUALITY ANALYSIS LOW Warwickshire Police and West Mercia Police welcome comments and suggestions from the public and staff about the contents and implementation of this policy. Please e-mail contactus@westmercia.pnn.police.uk
Contents 1.00 Policy 1.01 Policy Statement 1.02 Compliance 1.03 Equalities 1.04 Equality Impact 1.05 Freedom of Information 2.00 Purpose of the Policy 3.00 Implications of the Policy 3.01 Legal 3.02 Equalities Act 2010 3.03 Financial 4.04 Staff / Training 4.05 Bureaucracy 4.00 Consultation 5.00 Document History 6.00 Guidance 6.01 In pursuit of achieving environmental excellence 7.00 Management Responsibility 7.01 Director of Enabling Services 7.02 Head of Services Estate Services / ICT / Transport / Contracts & Procurement 7.03 Operational Chief Police Offices, Departmental Heads, Business Support Managers 7.04 PPL & Contracts Business Manager 7.05 PPL 7.06 PPL Appendix A: Glossary 1.00 The Police & Crime Commissioner 2.00 The Force 3.00 Contractor 4.00 Staff / Volunteers 5.00 The Three Aspects of Sustainable Commissioning and Procurement Appendix B: A brief guide to our environmental strategy for issue to the public and employees as an aide memoir
1.00 POLICY 1.01 Policy Statement Warwickshire Police and West Mercia Police have a long standing commitment to protecting the environmental agenda and recognise that their activities both operational and non-operational have an impact on the natural environment for the communities of Herefordshire, Shropshire, Warwickshire and Worcestershire. Warwickshire Police and West Mercia Police have a responsibility to reduce the organisations detrimental impact on the local environment by promoting environmental best practice and to exceed aspirations. Warwickshire Police and West Mercia Police will comply with all environmental legislation and regulations, and wherever practicable exceed the requirements of codes of practice and best practice provision. The Police and Crime Commissioners for Warwickshire Police and West Mercia Police have a duty to ensure value for money through purchase and contracts and every effort should be taken to seek value for money whilst improving or minimising the impact on the environment. However, it is recognised that in some areas of compliance with legislation and/or reaching higher standards in terms of improving the environmental impact this might increase costs or require prior investment. 1.02 Compliance The policy has been prepared taking into account existing environmental legislation and the individual working practices of both forces. New legislative requirements or changes in current legislation may necessitate a review of this policy. 1.03 The policies of Warwickshire Police & West Mercia Police are intended to promote equality, eliminate unlawful discrimination and actively promote good relationships regardless of: Age Disability Gender Reassignment Race, Religion or Belief Sex Sexual Orientation Marriage & Civil Partnership Pregnancy & Maternity 1.04 The policy has been assessed as having a LOW potential impact using the equalities impact assessment template, by incorporating equality considerations into the policy process, has allowed both forces to identify any actual or potential equalities and reduce them as much as possible, by applying the policy differently or looking for alternatives.
1.05 Freedom of Information On behalf of the Warwickshire Police & West Mercia Police, Police & Crime Commissioners, the Enabling Services Department maintains a list of owned and leased property. Inappropriate disclosure of such information has the potential to undermine the effectiveness of the service in its provision of law enforcement and to jeopardise the Health & Safety of staff and the public. Disclosure of this detail will only be made to authorised personnel. (Freedom of Information Act 2000, sections 31 and 38) 2.00 PURPOSE OF THE POLICY 2.01 Summary This document outlines the policy for Warwickshire Police and West Mercia Police to comply with all applicable environmental legislation. The procedures for this management are contained within Section 07.00. 2.02 Warwickshire Police and West Mercia Police is a major purchaser of goods, works and services including electronic equipment, furniture, buildings, energy, vehicles, building maintenance etc and the approach taken on spending has a significant impact on the communities that we serve and our own resources. 2.03 Warwickshire Police and West Mercia Police policy is to promote sustainable development for the benefit of everyone in the management and delivery of all its services through affordable social, economic and environmental objective. For procurement, this means: reducing our energy usage giving consideration to whole life costs improving outcomes meeting users needs delivering long term value for money minimising safeguarding risks creating an equal and diverse supply chain minimising damage to our environment, and creating positive impacts where possible. 2.04 Responsible procurement means pioneering socially, environmentally and economically responsible procurement to deliver improved quality of life and better value for money for our people, our businesses and the communities of Herefordshire, Shropshire, Warwickshire and Worcestershire. 2.05 Warwickshire Police and West Mercia Police will initially focus on: Environmental Sustainability & Carbon Management Equality and Diversity Safeguarding Ethical Sourcing Supplier Engagement
2.06 Warwickshire Police and West Mercia Police will minimise adverse environmental and social impacts associated with the goods, works and services it purchases, it will aim to specify the goods, works and services that have the lowest adverse social and environmental impacts provided they can meet the required standard(s) without entailing excessive additional costs that represent best value. 2.07 Warwickshire Police and West Mercia Police will make its suppliers (new & existing) aware of the Government Buying Standards in the following areas: Buildings covering a range of construction products Construction projects new builds and refurbishments Cleaning products and services Electrical goods Food and catering services Furniture Office ICT equipment computers, printers, scanners etc Paper and paper products Transport Water using products Textiles For further information see this link. https://www.gov.uk/government/collections/sustainable-procurement-the-governmentbuying-standards-gbs 2.08 Warwickshire Police & West Mercia Police will make its suppliers (new & existing) aware of aware of The Public Services (Social Value) Act 2012, under the Public Services (Social Value Act) all public bodies in England and Wales are required to consider how the services they commission and procure might improve the economic, social and environmental well-being of the area. Social value is a way of thinking about how scarce resources are allocated and used. 2.09 In delivering value for money the Force will take into consideration whole life costs in its procurement decisions. This means considering quality, longer term running and disposal costs and opportunities as well as initial price. For key cost areas such as energy, price escalation indices will be used to reflect cost increases over time. Where any additional acquisition costs can be paid back within 5 years through reduced operational and/or disposal costs. 2.10 Warwickshire Police and West Mercia Police is committed to ensuring the health, safety and welfare of its staff, visitors, contractors, residents and any other users of its buildings, facilities or services. Where these services or facilities are provided by suppliers (including contractors, sub contractors and any other partner organisations), those providers will be subject to an appropriate and proportionate assessment of their health and safety (H&S) policy and arrangements. There will be occasions when it is deemed that, due to the nature of the services to be provided, a specific H&S assessment will not be required.
3.00 IMPLICATIONS OF THE POLICY 3.01 Legal The legal basis for this policy is found in existing environmental legislation and within the European Union, public procurement activities are subject to the Public Procurement Directive, contained within the Public Contracts Regulations 2015 that came into force on 26 th February 2015. As public bodies the Forces are governed by these regulations, which aims to ensure that all public procurement within the European Union is opened up to allow the free movement of supplies, services and works. Full details of both the regulations and government procurement can be found at the following sites: http://www.legislation.gov.uk/uksi/2015/102/contents/made http://ec.europa.eu/internal_market/publicprocurement/index_en.htm 3.02 The Force is committed to ensuring that service users and employees are not discriminated against because of any of the nine protected characteristics as defined in the Equalities Act 2010. 3.03 Financial There are additional financial implications for the Police & Crime Commissioners of Warwickshire Police & West Mercia Police in applying this policy. Investment in green technology renewable energy sources and training will directly impact on the Force however the organisation is required to meet government objectives for delivering environmental sustainability. 3.04 Staff / Training To ensure the competency of the Enabling Services Department s representative to effectively manage the procedures of this policy and in respect to the management and implementation of this policy staff will be made aware of their responsibilities business leads will identify and coordinate any relevant training required via the Force Training & Development Department. 3.05 Bureaucracy The minimal additional bureaucracy created by this policy is necessary to meet the Force s responsibility to meet its environmental and social responsibilities. 4.00 CONSULTATION 4.01 The draft policy was circulated for consultation, prior to consideration by the Joint Negotiating Consultative Committee (JNCC) 5.00 DOCUMENT HISTORY
5.01 The policy will be subject of regular review. 5.02 The history of the policy will be recorded using the chart below: Date Author / Reviewer Amendment(s) & Rationale Approval / Adoption March Kim James Harmonisation JNCC 14/04/2014 2014 Oct 2017 Helen Minett Updated to include the role of PPL v1.1 Oct 2017 6.00 GUIDANCE 6.01 In pursuit of achieving environmental excellence Warwickshire Police and West Mercia Police will: take action to prevent pollution of air, water and land by understanding legislation and by acting responsibly. promote progressive environmental strategies in our work capital projects we have embedded sustainability into the heart of our operations. give due consideration to environmental issues including climate change, adaptation and energy performance in the acquisition, design, refurbishment, location and the use of buildings. recognise that the organisation has a range of roles and interacts with a number of stakeholders, it is a significant regional employer whose decisions have a large impact on the regional environment; it is also part of the local community. facilitate the active participation of both forces in the community by reducing the collective environmental impact of the organisation, through both formal and informal activity to meet all relevant United Kingdom, European and International legislative and regulatory requirements, alongside localised agreements with partnering agencies. to engage fully with local government forums to ensure the involvement of a key stakeholder in environmental improvements. to improve the environmental performance of its property portfolio and the force physical infrastructure by moving towards a carbon neutral energy performance, adopting environmentally conscious procurement practice, promoting renewable energy systems, reducing water consumption and waste output. systematically reduce resource consumption and progress to zero waste through best practice environmental management and cultural change.
act in an environmentally responsible way. ensure that all development and refurbishments go beyond current legislation and utilise environmental best practice where practicable, whilst seeking best value for Warwickshire Police and West Mercia Police at all times. actively promote internally and externally dissemination of best practice and ensure that Warwickshire Police and West Mercia Police receives the recognition it deserves for its endeavours. to continue Warwickshire Police and West Mercia Police s contribution to advancing the environmental agenda within both the region and the National Police Estates Group Agenda. integrate environmental responsibility into the working practices of Warwickshire Police and West Mercia Police. actively promote and encourage the use of sustainable modes of transport across Warwickshire Police and West Mercia Police acknowledging business operational needs. promote and encourage the use of technology to reduce the environmental impact of police operations and activities. engage with Warwickshire Police and West Mercia Police suppliers and contractors to ensure that goods and services procured meet the environmental standards and, in turn that they can demonstrate and progressively improve their own company s environmental performance. monitoring the environmental performance of suppliers in providing products and services including any relevant manufacturing processes where relevant to the business. enforce safeguarding standards in our supply chain to ensure the protection of vulnerable adults and children. support continuous environmental improvement by establishing challenging and measurable performance targets that are reviewed and reported annually. develop, operate and maintain ICT services and facilities in a sustainable manner where practicable. manage all waste resulting from force activities taking into consideration the waste hierarchy Reduce, Reuse, Recycle. Dispose of waste in an environmentally responsible manner to achieve financial best value. reduce our consumption of energy and water, and increase the efficiency of natural resource usage across the force estate to reduce our carbon footprint and achieve financial best value.
raising awareness and encouraging participation among employees in environmental matters. spreading and sharing knowledge across the organisation through Green Champions in all departments. ensuring purchasing decisions are mindful of environmental impacts and the procurement of goods, works and services is environmentally sustainable. supporting environmental labelling schemes by purchasing products bearing such labels in preference to others where they are available and provide value for money, taking into account whole life costs and benefits. consider where the Force might be able to deliver social value in its procurement practices. establish departmental action plans that will support the transition of aspirations to delivery. 7.00 MANAGEMENT RESPONSIBILITY The Office of the Police and Crime Commissioners for Warwickshire Police and West Mercia Police will delegate to the Director of Enabling Services the overall responsibility to ensure that this policy is implemented and that appropriate funding is made available. 7.01 Director Of Enabling Services The Chief Officer with functional responsibilities for estates, building matters and staff training. 7.02 Head of Service (Head of Business Support, Head of ICT, Head of Transport & the Head of Contracts and Procurement) and PPL as the Property and FM service provider Implementation of Force policy and procedures. Provision of adequate resources for training. Provide advice and guidance to Business Support Managers as appropriate and as requested. Ensure the Environmental Strategy & Sustainability policy is incorporated into relevant contracts. Will ensure the implementation of the policy through PPL where applicable.
7.03 Operational Chief Police Officers, Departmental Heads, Business Support Managers. Implementation of Force policy and procedures. 7.04 PPL and the Contracts Business Manager PPL will implement auditing and monitoring of action plans in conjunction with the Contracts Business Partners. PPL will identify a strategic communication strategy to ensure all members of staff are aware of the aspirations of the policy. PPL and the Contracts Business Manager will ensure that departments can demonstrate compliance. PPL will engage with the Contracts Business Manager to ensure that the monitoring and performance management are based on value and assessed against strategy, financial management, cost, quality, risk management and to maximise social value. 7.05 PPL Facilities Managers To support the PPL Energy Manager with conservation and energy management issues, this will include advice to departmental managers and promotion of energy champions. 7.06 PPL Project Managers & Energy Manager To support and contribute to energy saving initiatives and promote works to achieve increased efficiency and reduce costs through establishment of a managed and planned programme.
Appendix A: Glossary 1.00 The Police & Crime Commissioner A legal entity, enabled to contract with other legal entities. Owns and maintains all property used by Warwickshire Police and West Mercia Police. The Police & Crime Commissioners for Warwickshire Police and West Mercia Police have a portfolio of approximately 154 buildings providing over 123452 m 2 of accommodation from which it delivers policing services to the communities of Herefordshire, Shropshire, Warwickshire and Worcestershire. 2.00 The Force Warwickshire Police Warwickshire Police covers the 764 square miles of Warwickshire it serves a population of 535,100 and employs 804 police officers, 189 specials and 697 police staff (which includes 86 community support officers). West Mercia Police West Mercia Police covers the 2,868 square miles of Herefordshire, Shropshire, Telford & Wrekin and Worcestershire. It serves a population of 1.2 million and employs 1972 police officers 366 specials and 1651 police staff (which includes 214 community support officers). The Forces geographical area is divided into two policing areas East and West. 3.00 Contractor Any person or undertaking or other legal entity entering into; or involved with a contract with the organisation for the supply of goods or services, including sub contractors (hereafter called contractors) and staff employed by the Force carrying out construction work. 4.00 Staff / Volunteers Any person employed by the PCC / Force or its contractors Any person not specifically referred to above 5.00 Sustainable Commissioning and Procurement.
The Three Aspects of Sustainable Commissioning and Procurement. Apprenticeships Protection of Human Rights Core Labour Standards Low Unemployment Base Diverse Supply Base Skills Training Environmental Consumption Biodiversity Carbon Reduction Recycling Sustainability Regeneration Fair and Ethical Trade Social Equality & Diversity Social Inclusion Economic Innovation Strong Local Economy Sustainable Procurement is a process whereby the organisation 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 to society and the economy, whilst minimising damage to the environment.
Appendix B: 1.00 A brief guide to our values to be issued to our suppliers, contractors and an aide memoir for staff. Environmental Strategy Statement Warwickshire Police and West Mercia Police have a long standing commitment to protecting the environmental agenda and recognise that their activities both operational and non-operational have an impact on the natural environment for the communities of Herefordshire, Shropshire, Warwickshire and Worcestershire. Warwickshire Police and West Mercia Police have a responsibility to reduce the organisations detrimental impact on the local environment by promoting environmental best practice and to exceed aspirations. Warwickshire Police and West Mercia Police will comply with all environmental legislation and regulations, and wherever practicable exceed the requirements of codes of practice and best practice provision. In pursuit of achieving environmental excellence Warwickshire Police and West Mercia Police will: take action to prevent pollution of air, water and land by understanding legislation and by acting responsibly. promote progressive environmental strategies in our work capital projects we have embedded sustainability into the heart of our operations. give due consideration to environmental issues including climate change, adaptation and energy performance in the acquisition, design, refurbishment, location and the use of buildings. recognise that the organisation has a range of roles and interacts with a number of stakeholders, it is a significant regional employer whose decisions have a large impact on the regional environment; it is also part of the local community. facilitate the active participation of both forces in the community by reducing the collective environmental impact of the organisation, through both formal and informal activity to meet all relevant United Kingdom, European and International legislative and regulatory requirements, alongside localised agreements with partnering agencies. to engage fully with local government forums to ensure the involvement of a key stakeholder in environmental improvements.
to improve the environmental performance of its property portfolio and the force physical infrastructure by moving towards a carbon neutral energy performance, adopting environmentally conscious procurement practice, promoting renewable energy systems, reducing water consumption and waste output. systematically reduce resource consumption and progress to zero waste through best practice environmental management and cultural change. act in an environmentally responsible way. ensure that all development and refurbishments go beyond current legislation and utilise environmental best practice where practicable, whilst seeking best value for Warwickshire Police and West Mercia Police at all times. actively promote internally and externally dissemination of best practice and ensure that Warwickshire Police and West Mercia Police receives the recognition it deserves for its endeavours. to continue Warwickshire Police and West Mercia Police s contribution to advancing the environmental agenda within both the region and the National Police Estates Group Agenda. integrate environmental responsibility into the working practices of Warwickshire Police and West Mercia Police. actively promote and encourage the use of sustainable modes of transport across Warwickshire Police and West Mercia Police acknowledging business operational needs. promote and encourage the use of technology to reduce the environmental impact of police operations and activities. engage with Warwickshire Police and West Mercia Police suppliers and contractors to ensure that goods and services procured meet the environmental standards and, in turn that they can demonstrate and progressively improve their own company s environmental performance. monitoring the environmental performance of suppliers in providing products and services including any relevant manufacturing processes where relevant to the business. enforce safeguarding standards in our supply chain to ensure the protection of vulnerable adults and children. support continuous environmental improvement by establishing challenging and measurable performance targets that are reviewed and reported annually. develop, operate and maintain ICT services and facilities in a sustainable manner where practicable. manage all waste resulting from force activities taking into consideration the waste hierarchy Reduce, Reuse, Recycle. Dispose of waste in an environmentally responsible manner to achieve financial best value. reduce our consumption of energy and water, and increase the efficiency of natural resource usage across the force estate to reduce our carbon footprint and achieve financial best value.
raising awareness and encouraging participation among employees in environmental matters. spreading and sharing knowledge across the organisation through Green Champions in all departments. ensuring purchasing decisions are mindful of environmental impacts and the procurement of goods, works and services is environmentally sustainable. supporting environmental labelling schemes by purchasing products bearing such labels in preference to others where they are available and provide value for money, taking into account whole life costs and benefits. consider where the Force might be able to deliver social value in its procurement practices.