Colgate University
OP-11: Sustainable Procurement

Colgate University's Environmentally Preferable Purchasing Guidelines are online: http://www.colgate.edu/offices-and-services/purchasing/procurement-sustainability. Additionally, Colgate's Dining Services has the policy to purchase 30% local, community-based and/or third-party certified foods annually. Our guidelines can be found here: https://sites.google.com/a/colgate.edu/sustainable-food-systems-advisory-group/aashe-stars-definitions. Finally, Colgate has incorporated our green building standards into our overarching Building Design and Construction Standards. This specifies green purchasing standards for all building practices and products such as carpeting, lighting, paint, furniture, etc. Here is a link to our document: https://drive.google.com/file/d/1JW64m9n8wkwLmV0RFB5jFsNN2w0BvPS5/view?usp=sharing

For all new construction and major renovations, we evaluate energy-based systems and water conservation projects on first cost, annual operating cost, annual cost/savings, estimated life of the project, and other intangible values before making a final decision.

In 2015, Colgate updated our Building Design and Construction Standards and incorporated green building standards (practices and products) throughout. This covers paints, carpeting, cleaning, building materials, lighting, etc. Emphasis is placed on indoor air quality, low-VOCs, and non-toxic products and chemicals. Here is a link to our standards: https://drive.google.com/file/d/1JW64m9n8wkwLmV0RFB5jFsNN2w0BvPS5/view?usp=sharing In 2017, Colgate also created and approved a formal Green Cleaning Policy and Program that addresses environmental best practices for cleaning interior building spaces at Colgate University. Specifically, it addresses the use of sustainable cleaning, hard-floor and carpet products, and entryway systems; procuring sustainable cleaning equipment; developing and implementing standard operating procedures for effective cleaning; promoting and improving hand hygiene; developing guidelines for handling cleaning chemicals; developing staffing and employee training requirements; collecting and addressing occupant feedback; and establishing procedures for use of chemical concentrates and dilution systems. The Plan is available here: https://docs.google.com/document/d/1eHL7pjtIW3gN6o9Cw7CvSOyKiU9bTlL-u_pE2cKn3Q0/edit?usp=sharing In 2017, Colgate also approved an Integrated Pest Management Plan that establishes guidelines for protecting and enhancing the natural diversity of Colgate University’s buildings and facilities and the surrounding landscape, while also supporting high-performance building operations and developing synergies between the building and its environmental context. The Integrated Pest Management (IPM) Plan covers upper and lower campus and associated grounds and is focused on non-toxic natural management practices. The Plan is available here: https://drive.google.com/file/d/18o91wbGXGQXexyKPJYc9YW3iFALxzcHK/view?usp=sharing

In our published 2015 Green Building Standards, we specify the a. use rapidly-renewable, recycled, low-maintenance finishes for interior spaces. b. use Forest Stewardship Council (FSC) wood unless there is a compelling reason not to.

Colgate has an institution-wide preference to purchase EPA Energy Star appliances and standard desktop computers and monitors. Additionally, 100% of our computer/monitor/printer purchases are EPEAT certified.

Any dining service provider Colgate University works with, must adhere, track, and report on the following sustainability criteria: Sustainability and environmental awareness is critically important to Colgate University. Explain in detail how you will work with students, faculty, staff, and Colgate’s Office of Sustainability to advance sustainability in dining services. This should include metrics that will be used to demonstrate annual improvement in advancing sustainability in both food procurement and operations. Below is a list of items for consideration that are part of the University’s sustainability goals: • Foods produced in environmentally-responsible & socially-conscious manners • Foods produced humanely & by local small-to-medium sized family-owned farms • Achieve energy, water and waste savings through sustainable behavior and day-to-day decision-making, technical innovation and human expertise • Fruits & vegetables served fresh & within season • Foods produced free of hormones and/or antibiotics • Labeling of genetically modified foods • Donating excess food to local, charitable organizations • Trayless dining • Recycling 100% of cardboard boxes, packaging, metal cans, and all recyclable materials. • Eliminating or reducing the use of one-time use disposable containers and items such as cups, plates, dinnerware, clamshells, straws and other items to reduce overall waste generation (especially in the Coop). • 100% recycled, post-consumer content napkins • Biodegradable wares and containers • Reduction of food waste • Implementing food waste tracking system • Re-usable and bio-degradeable containers • Composting • Limit bottled water sales on campus 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. Bidders must provide an employee sustainability training program. Employees must be trained in sustainability awareness and waste reduction methods/best practices along with the specific requirements of this section of the contract. All employees on the floor should also be informed about our sustainability goals and how dining services is working with Colgate to achieve those goals. Locally Grown, Third-Party Certified, and Community-Based Food Procurement Requirements:  For the purpose of this RFP, Locally Grown is defined as grown within two tiers: 1) within a 250-mile radius of the Colgate campus and 2) food grown in Madison County or any of the counties that border Madison County.  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 in the following annual incremental volumes: Year 1-5% of total food budget; Year 2-10% of total food budget; Year 3-15% of total food budget; Year 4 20%; and Year 5, 25% of total food budget.  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.  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. Prices paid directly to local farmers will be no less than the fixed prices noted in the weekly report found at http://www.ams.usda.gov/mnreports/fvwretail.pdf  Contractor will provide annual documentation during the contract period to Colgate of direct prices received by each individual grower. Documentation due with annual Business Plan on March 15th for inclusion in University 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 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 Colgate), and e) cafeteria 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 Colgate.  Contractor will conduct a quarterly “Lunch and Learn: Local Farm Market Meet and Greet” involving Farm Vendor Demonstrations of a “Featured New York 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 2015.  Contractor will work with Colgate 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 work with the Colgate Community Garden to streamline and simplify the process of planning, harvesting, and procuring fresh produce and herbs during each growing season, May-November. The objective of this activity is to allow Colgate students to actively participate and learn about Farm to Food Service processes.  Contractor will provide an annual summary report highlighting their sustainability achievements and progress during the year. This will include an emphasis on advancing Colgate’s sustainability goals highlighted in our Sustainable Food Service Report from 2014, the goals highlighted in this RFP, and on the AASHE STARS v2.0 Dining Services questions.

While Colgate University has not established specific criteria for the textile and clothing industry, we do have broad sustainable purchasing policies that include: Historically Underutilized/Small Business Procurement Program to track and promote procurement with small, disadvantaged, and women-owned businesses. Vendor Code of Conduct that sets expectations that our vendors are to meet minimum standards of environmental and social responsibility. The goal is to influence and improve the sustainability of our supply chain. Besides our major office supply companies, shipping companies, and other retailers, this includes contractors and construction service companies who perform work on campus.

Robust sustainability criteria are established in our Green Building Standards, Office Supply RFP, Business Travel Contracts, Dining Services Contract, and Vendor Code of Conduct.

Any travel company we contract with must partner with the university to help us meet our 2019 carbon neutrality goal. We state specifically in our request for proposals that any vendor must offer carbon emissions data and choices for low-carbon options. Our suppliers must also benchmark and track our emissions associated with transportation and help our students/faculty/staff choose low-carbon options.

Colgate has an institution-wide preference to purchase post-consumer recycled content office paper. This is supported in a collaborative working relationship with our office supplier, Staples. In addition, we use Forest Stewardship Council (FSC) wood and paper unless there is a compelling reason not to.

We have developed sustainability standards for carpeting, paint, lighting, furniture, bedding, cleaning chemicals, bathroom and kitchen supplies and other products.