Berea College
OP-11: Sustainable Procurement

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LCCA policy is covered in policy directive under Sustainability Initiatives in Procurement (contained in uploaded complete purchasing policy)

BEREA COLLEGE CAPITAL PROJECTS SUSTAINBILITY POLICY • In keeping with Berea College’s commitment to sustainability, each project will be evaluated as a candidate for LEED Silver Level Certification at a minimum. If any project is deemed not to be a candidate for LEED Silver Certification at minimum, sustainable design and construction fundamentals will be included within the project programming. o These fundamentals are  Stormwater design for water quality and quantity  Water use reduction strategies.  Energy modeling during design for optimized energy savings and building performance goals.  Basic building systems commissioning.  Enhanced Refrigerant management practices.  Collection and storage of recycling.  Reuse of existing building structure.  Construction waste management.  Emphasize the inclusion of regionally derived building materials.  Emphasize the use of FSC wood for interior finishes.  Indoor Air Quality control management planning during construction. • A LEED Score Card will be generated during the Schematic Design phase or sooner for LEED candidate evaluation. Design strategies will be developed from the resulting assessment. • For the projects not chosen to pursue LEED Silver Certification, the list of sustainable design and construction fundamentals will be included in the “Owner’s Project Requirements” document which governs each project.

Energy Star Procurement The selection of all products procured for Berea College must carefully consider the anticipated energy use and available energy saving devices. Further, all products, appliances, and equipment purchased by Berea College shall be Energy Star qualified wherever practical and/or possible.Energy Star is a joint program of the U.S. Environmental Protection Agency and the U.S. Department of Energy helping to protect the environment through energy efficient products and practices . Electronic Product Environmental Assessment Tool Berea College will purchase personal computers, notebook computers and monitors that meet at least the Electronic Product Environmental Assessment Tool (EPEAT) [Bronze/Silver] standard, with a preference for the [Silver or Gold/Gold] standard, wherever practical and/or possible. EPEAT is a procurement tool designed to help large volume purchasers evaluate, compare, and select electronic products based upon their environmental attributes as specified in the consensus based IEEE Standard for the Environmental Assessment of Personal Computer Products (IEEE 1680.1) .

Excerpts from the Berea College Request for Proposals for a Food Service Program 2.5 Sustainability 2.5.1 Sustainability and environmental awareness is critically important to Berea College. Explain in detail how Berea College’s environmental sustainability program will be adhered to, how you will contribute to enhancing the College’s sustainable efforts and what metrics will be used to demonstrate annual improvement in Green initiatives. Below is a list of items for consideration and incorporation:  Achieve energy, water and waste savings through technical innovation and human expertise.  Trayless dining  Recycling 100% of cardboard boxes, packaging & metal cans  Eliminating straws to reduce waste  Utilizing single touch dispensers  100% recycled napkins  Biodegradable wares and containers  Reduction of food waste  Implementing food waste tracking system  Re-usable containers 2.5.2 Offerors must develop a ‘farm to table” program with local agricultural community and explain program in detail. Program should include annual summary of measurable goals for assessment. It is important that Offerors propose a comprehensive corporate program to engage the local community for purchasing. This program must include using the local farmers’ market for menu offerings. This program must also include clear goals indicating what percentage of the food inventory will be purchased from the local area. 2.5.3 Locally Grown Requirements:  For the purpose of this RFP, Locally Grown is defined as grown within the state of Kentucky, and within a 100 mile radius from the zip code of 40404, Berea, KY.  Locally Grown products purchased from local farmers require Contractor to keep records through entirety of contract period of: a) product name, b) farm name & location, c) quantity purchased, d) purchase date, and e) prices paid for product(s). If Regional Local Food Distributors are contracted, the Contractor must keep similar records of each individual local farmer involved with the purchased local product(s).  Contractor will document and purchase Locally Grown products including from the Berea Farm, in the following annual incremental volumes: Year 1 - 20% of total food budget or $250,000, whichever is greater; Year 2 - 25% of total food budget or $300,000, whichever is greater; Year 3 - 30% of total food budget or $350,000, whichever is greater, and so on, up to 40% of total food budget or $500,000, whichever is greater. Bidders must provide a plan to track purchases to accomplish these goals, and a reporting mechanism to deliver to the College.  Contractor will lower the dependence on pre-packaged goods by offering more chef-driven, creative items to include daily specials, action stations (wok station, pasta station etc.), salads, dressing, as well as Mediterranean cuisine and natural juices. Bidders are to propose a strategy to accomplish this in their bid response.  Contractor will purchase a percentage of proteins (chicken, beef, pork) that are naturally raised, (with no antibiotics), as well as locally grown produce, locally raised meats and locally baked breads.  Contractor will establish written contract agreements by March 31st of each contract year, with selected local grower(s) requiring them to produce and deliver agreed upon quantities at a fixed price for a specific contract period.  Contractor will provide annual documentation during the contract period to Berea of direct prices received by each individual grower. Documentation due with annual Business Plan on March 15th for inclusion in College annual plans.  Contractor will agree in written contract agreements to pay in full, contracted local grower(s) at time of acceptable delivery of product.  Contractor will include a minimum of 50% of local food products in the catering menu for all Berea College of Agriculture events. Signage indicating local farm name and location must be displayed during meal service.  Contractor will provide educational labels designating local farmer(s) products on: a) Menu board signage, b) Food stations, c) Individual salad bar items, d) table tent signage to include at a minimum (grower, city of farm, mileage from Berea), and e) Kentucky map(s) from Mountaineer Student Dining/Engagement Commons entrance door to pay station indicating: a) vendor farm name, b) location, and c) products purchased. All signage and labeling systems are to be mutually agreeable between local growers and Berea.  Contractor will conduct a quarterly “Lunch and Learn: Local Farm Market Meet and Greet” involving Farm Vendor Demonstrations of a “Featured Kentucky Farm Product and increase educational opportunities through a newsletter, blackboard describing which farms local foods come from, display area for recipe cards for chef’s specials, nutritional value of food. This program will begin October 2016.  Contractor will work with Berea faculty and students to: a) develop local food promotions, b) identify potential local farm producers or regional distributors, c) conduct quarterly “Lunch and Learn: Local Farm Market Meet and Greet” educational sessions and d) invite local farmers to display their products and talk to students.  Contractor will allow Berea College to organize and facilitate a series of meetings between the Berea Food Service management team and local growers to discuss future partnership. 2.6 Bidder Reputation, Experience, and Similar Account Information Provide a list of all foodservice accounts that are similar to Berea in that they offer On-Site Restaurants and Patient Services at multiple locations for one system. Include the following for each account:  …  Sustainability Initiatives  …

Excerpts from Request for Proposals for architects “…Berea College is planning for a new residential facility for approximately 100 to 120 students to provide an effective and sustainable living and learning environment. The campus context and desired project outcomes are included at the end of the document. Berea renovated the first LEED certified building in Kentucky and recently completed a LEED Gold renovation of its 100 year old hotel. Thus sustainability in construction is a central feature of Berea’s facilities’ plans including this project. “…We are inviting firms to submit project portfolios for which they have been the primary architects that will establish the ability to provide Berea College a project designed to: • provide living space for 100-120 students; • support residential programming, incorporating flexible suite-style living arrangements, group study and residential learning community spaces, informal gathering and social interaction/program spaces; • emphasize “green” design and materials including high energy efficiency; • incorporate innovative ideas for sustainable operations; • provide student interaction with the building systems to assure occupants and visitors become more aware of the ecological footprint of the facility; Excerpts from Deep Green Residence Hall Project Scope Document “…Berea College nationally recognized as a leader in sustainability and green design practices and its student housing should reflect and reinforce this institutional mission and provide an ongoing learning tool. This new residence facility will reflect the “next step” in deep green design that is practical and affordable for college building. One outcome of the new residential facility project will be guidelines for green practices that can be incorporated in future residential housing and academic renovations and new construction projects. These guidelines will be incorporated into Berea College renovation and construction standards documentation. In addition, a Conceptual Sustainable Residential Facility Study will be developed that addresses a new residential life facility to meet future student enrollments and provides additional bed capacity as swing space for renovation of existing residential halls. To achieve both a deep green residential facility and to include learning opportunities for Berea’s students and staff, the following organizational structure will be used throughout the project: This will be followed up with an evaluation of best practices resulting from both the design process and construction of the Sustainable Residential Facility. Building Team Based on recommendations from the Administrative Committee, a Residence Hall Building Team (hereafter called the Building Team) will be formed and include administrative personnel, residential and student life professionals, students, and maintenance and construction professionals. The Building Team will provide an integrated and on-going leadership group with whom the architects will interact throughout the whole project. The Building Team will serve an advisory role in the initial programming, sustainable housing goals, concept design and final design phases of the new residential facility and offer advice during the construction phase as needed. The Administrative Committee will be the final arbiter of major financial, architectural, or green components of this innovative project. Focus Groups Focus groups will serve to provide input on targeted issues related to both broader sustainable housing as well as particular opportunities for the new residence facility project that need to be explored and vetted in the initial programming and conceptual design phases. These groups may also continue to provide suggestions and advice to the Building Team from college class projects or other such work. Such focus groups may include: Sustainability Focus Group Working closely with …., Architects will assist with the goals, scope and formation of a Sustainability Focus Group looking at the broader issues of Sustainable Campus Housing as well as the design, construction and utilization of the Berea College Sustainable Residential Facility. This group will follow the project from conceptual design and programming through design, construction and occupancy and recommend and administer educational objectives in the dormitory once completed…”

Wood: The college owns an 8700 acre FSC certified forest. Wood is used in furniture craftsmaking as well as construction projects. If not our own wood, then the Sustainability in Captial Projects Policy specifically states: Emphasize the use of FSC wood for interior finishes. Paper: All networked printers on campus are furnished with 100% post consumer recycled content. Policy is reflected in a commitment to purchasing only recycled content paper for use in the Berea College Printing Services. https://www.berea.edu/printing-services/sustainability/