A Long Standing Commitment
Since 1994, the University has seen sustainable procurement as an important component of its sustainability strategy, as it influences investment, operations, management, capital build and institutional development. Our procurement manager, responsible for sustainability, has been in post for nine years and provides training activities to support purchasing across the campuses. The progressive adoption of sustainable investment and purchasing principles has resulted in resource and financial savings – but also in concrete learning opportunities for staff who struggled to understand what was meant by sustainability and how it affects their professional practice.
Our Sustainable Procurement Strategy
The University interprets sustainable procurement as the incorporation of sustainability principles into procurement decisions. This requires taking into account the impact of purchasing services, products and buildings whilst still obtaining value for money (VFM).
To formalise our commitments in this area we have developed:
The University Sustainable Procurement Strategy (updated in October 2008)
This Strategy is part of the University’s Financial Regulations
Our Sustainable Procurement Strategy seeks to:
- increase awareness of sustainable procurement principles across the University
- to incorporate environmental and social criteria into its contracts as they go out to tender and are re-awarded
- to influence and work with the supply chain and HE sector bodies to achieve sustainable products, services and works
- to incorporate sustainable procurement principles when internal reviews or market testing of activities are undertaken.
The Strategy is accompanied by:
(i) University Sustainable Procurement Guidelines
(ii) Staff Training Opportunities
to assist staff with procurement responsibilities to make purchasing choices which align with our sustainable principals including longevity, ethical standards, reduction in the use of energy consumption and reduction in waste.
Our Sustainable Procurement Initiatives
The University has learnt much about sustainable procurement principles and practice over the last 15 years with progressive institution-wide improvement of its sustainable procurement performance in four key areas:
New Build:
Outside – It is investing in sustainable designs which minimise our energy consumption and enhance wellbeing. Purchased and installed technology such as solar panels, grey water systems and green roofs to minimise environmental impact.
Inside – It is investing in furniture which is FSC certified and complies with our ISO14001 and ethical trade commitment; purchases with fabrics with good wear characteristics always favoured.
Operational:
Energy - We were one of the first Universities to commit to green electricity in 1993.
Consumables – We use 100% recycled paper in office photocopiers and printers as well as used ‘remanufactured’ cartridges where possible. All waste cartridges have been recycled since 2001.
Reprographic and printed material - All material changed from virgin to 80% recycled paper in 2006/7, following an exercise with our marketing department and WRAP to identify the most suitable product for use in the volume copiers to overcome the problems with excess water in the paper. See case study
Prospectus printing – We have moved from virgin paper to 80% recycled (2005) to 100% re-cycled paper including covers (2007) with very little price difference. Reviewed annually - ongoing.
Stationery – The contract was re-awarded to the supplier who could give us best VFM and the greatest range of sustainable products (2008).
Corporate Gifts – replaced with a range of gifts from sustainable sources taking into consideration, use of re-cycled materials (pencils & pads) to locally produced glass ware (2008).
Equipment - Increased use of multi functional devices (MFDs) for printing (duplex) resulting in less inkjet and laser jet printers being purchased. This has resulted in savings both in printing costs and not purchasing machines and consumables (2007-8).
Waste – We awarded the waste contract to a re-cycling company who subcontract the rubbish disposal. This has led to an increase in re-cycled materials from 6.8% in 2004/05 to 17.6% in 2006/07.
IT – We are replacing 25% of PCs pa with machines which have 30% more efficient mother boards starting Sept 2007. Our sustainable procurement activities are focused in this area as we hope to make further improvements (2009-10).
Food - We are introducing Fair Trade, locally procured, organic food, progressively introduced for corporate catering (2009-10).
Our Sustainable Procurement Approach
We adopt an innovative approach to developing our sustainable procurement process – one which enhances opportunities for staff from across departments to engage with sustainable development issues. We avoid a checklist approach.
This has meant that teams such as the Marketing Department, for example, have been able to take time to explore what implementing sustainability means to them in their professional practice and more specifically in terms of choices associated with procuring services and material for the production of prospectuses, banners, printed matter, etc. This was very educational as the department wrestled with what are often not clear cut decisions e.g. do we go with only ISO14001 accredited printers, or do we support local printers (not accredited) with whom we have had a long-standing relationship. Supply chain management for sustainability which combines environmental performance and social responsibility have provided interesting learning opportunities.
Sustainable Procurement Achievements and Benefits
Our investment in sustainable procurement has generated social, environmental, educational as well as economic benefits. Through its purchasing power the University approach has been to challenge the thinking and actions of internal and external stakeholders and continue to promote sustainability.
Our Sustainable Procurement Policy has resulted in a series of benefits and achievements:
Contribution to Local and Economic Development- e.g. furniture – Being ethically and UK sourced - contributing to social and economic development. Longevity has meant less waste and better value for money. Also: Corporate gifts – locally produced and sourced, reduced miles, supporting local businesses and key communication/education messages by Senior Managers who can influence other stakeholders in terms of the importance of sustainability.
Contribution to Social Justice – Fair Trade goods in our SU and refectories aligns well with the University’s ethical investment policy.
Lowering of Carbon Footprint – e.g. energy procurement and new build designs. We are currently working on a carbon measurement plan which can assist us with quantifying this. - PCs – Use 30% less electricity for the same price as a standard PC. Based on 2007/08 electricity costs 25% replacement equates to £11 per machine per year or £6050.
Reducing Waste – e.g. recycled paper and increase rate of recycling – not going to landfill. Diverting 264 tonnes from landfill and 300 tonnes of CO2 during 2005/07.
Reducing Consumption – e.g. since 2006 the majority of suppliers have been paid by BACS and the remittance advices emailed directly to them. Since 2007, requisitioners have been able to email purchase orders directly from the procurement system to suppliers including any attachments.
Corporate Responsibility – Staff and students have the benefit of a bus subsidy for travel locally and regionally. This also means less traffic on road and thus reduced carbon emissions for the local communities we operate within.
Education –Senior Management’s corporate gifts very powerful in communicating to stakeholders that this is an important agenda, as an education institution this is important to us. Our prospectuses also reflect our commitment in their production and communicate key sustainability messages in their text.
Extending Sustainability to the Local Community – waste management is done in co-operation with local recycling company, enabling it to expand across the county and assisting in sustainable practice more widely. We procure subsidised bus services from Stagecoach as part of our green transport state operation ensuring that some local routes which might otherwise have been removed.
Improved Wellbeing – although difficult to quantify, feedback from staff and students suggests that investment in sustainable goods and new builds has improved environmental comfort and wellbeing.
Reduced Costs – e.g. MFDs – reduced number of printers, 2006/08 expenditure on printers reduced by £20,000, less cartridges, less paper as more duplex copies and overall cost savings. Email purchase orders and remittances– less orders/remittances printed, less postage and faster delivery to the supplier. By emailing remittance advices saving £800 pa 2007/08 costs. With adoption of MFDs – Reduction in paper usage from 2006/07 to 2007/08 2300 reams saving £5,500 pa.
Awards - University received awards from RIBA and Civic Society for our sustainable designs.
Training - Since 2006 procurement and sustainable procurement training and PD available to requisitioners and others across campuses.
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contact Ms Seek Pang (spang@glos.ac.uk)
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