De La Salle Lipa
OP-11: Sustainable Procurement

De La Salle Lipa Central Procurement Office' GREEN PROCUREMENT POLICY is guided by the De La Salle Philippines' Modern Conduct of Schools' Manual Guide which promotes and supports sustainable procurement of materials/commodities needed by institutions. The guideline is as follows:

1. The Lasallian institutions shall recognize their role in protecting the environment and preserving the country’s natural resources.
2. All Lasallian institutions must promote the culture of making environmentally informed decisions, especially in the purchase and use of different products.

GREEN PROCUREMENT

A. Objective:

DLSL advocates sustainable practices in all its operations. This includes activities that are performed for DLSL by external partners, among others, vendors, contractors, and related third-party concessionaires. In so doing, DLSL seeks to ensure that the services and activities of these partners apply the same sustainable practices advocated in an approach to reduce the impact on human health and the natural environment.

B. Policies and Guidelines:

De La Salle Lipa ensures that whenever there are items to be acquired or services to be transacted with, the SUSTAINABILITY CLAUSE or SUSTAINABILITY PROVISIONS should be integrated from issuance of Terms of Reference (ToR) to Contracts of Engagement to prospective and accredited vendors.

De La Salle Lipa Central Procurement Office' GREEN PROCUREMENT POLICY is guided by the De La Salle Philippines' Modern Conduct of Schools' Manual Guide which promotes and supports sustainable procurement of materials/commodities needed by institutions. The guide is as follows:

The Lasallian institutions shall establish an integrated program of green procurement that will bring about the recognition and rewarding of efforts of the industry sector in producing environmentally sound products.
- The Institutions must include environmental criteria in a public tender, whenever possible and practicable.
- The Institutions must establish specifications and requirements for products to be considered environmentally advantageous.
- The Institutions must develop incentive programs for suppliers of environmentally sound products and services.

DLSL’s Life Cycle Cost Analysis (LCCA) helps the institution understand the full cost of owning a product or service, from the initial purchase to ongoing use, upkeep, and eventual disposal. This analysis allows the school to make smart decisions that align with its green procurement goals by factoring in both costs and environmental impacts over the product’s entire lifespan. Below are the examples of LCCA practices that support DLSL’s green procurement:

1. De La Salle Lipa’s (DLSL) acquisition of SAP as part of its digital transformation 

1. 1. Objective: To streamline and integrate data processing systems across finance, procurement, and other supply chain operations. The goal is to increase efficiency, enhance decision-making, and improve data accuracy while reducing manual processes and redundant work.

   2. Initial Cost: While the upfront cost is significant, this investment will lead to long-term savings by reducing redundancies and improving productivity across departments.

   3. Operational Cost: Realization of process optimization. Ongoing costs such as user licenses and cloud hosting are balanced by increased efficiency, better control over financial and procurement processes, and real-time data access, saving time and resources.

   4. Maintenance Costs: There will be enhanced system performance. Regular updates and technical support ensure that the system runs smoothly, minimizing downtime and operational disruptions.

   5. Disposal Cost: There will be efficient transition planning. If SAP is eventually replaced or upgraded, having a structured decommissioning and data migration plan will simplify the process and reduce potential costs associated with data archiving and system shutdown.

   6. LCCA Outcome: The system will provide sustainable and cost-effective operation. Over its lifetime, SAP will provide cost savings by automating processes, reducing errors, and improving resource allocation. It will also support DLSL’s sustainability goals by decreasing paper use and supporting green procurement efforts.

Sample Purchase Order

Sample Purchase Request

2. Energy-Efficient Lighting Systems (please attach copy of PO and PRF)

1. 1. Objective: Replace traditional lighting with energy-efficient LED systems across campus.
   2. Initial Costs: Higher upfront cost for LED bulbs and fixtures.
   3. Operational Costs: Lower energy consumption reduces electricity bills.
   4. Maintenance Costs: Longer lifespan of LED lights results in fewer replacements and maintenance.
   5. Disposal Costs: LED lights contain fewer hazardous materials compared to fluorescent bulbs, reducing disposal costs.
   6. LCCA Outcome: Even with a higher initial cost, the total cost of ownership is lower due to reduced energy and maintenance costs over the product's life, leading to long-term savings and reduced carbon footprint.

Sample Purchase Order (Lighting)

Sample Purchase Request (Lighting)

3. Purchase of Energy-efficient ACUs, Including Environment-friendly Freons

1. 1. Objective: To reduce energy consumption and minimize environmental impact by adopting more efficient air conditioning units that use eco-friendly refrigerants.

   2. Initial Costs: Energy-efficient ACUs may have a higher purchase price than standard units due to advanced technology and eco-friendly components.

   3. Operational Costs: Lower electricity bills due to reduced energy consumption, leading to long-term savings in utility costs.

   4. Maintenance Costs: Maintenance may be slightly higher due to the need for specialized technicians for eco-friendly freons, but overall system upkeep is often reduced with newer, more efficient units.

   5. Disposal Costs: Disposal is more environmentally friendly due to the use of non-toxic refrigerants, and ACUs can have longer lifespans, reducing the need for frequent replacements.

   6. LCCA Outcome: Over time, these units offer significant energy savings, reduce carbon emissions, and align with the institution's sustainability goals.

4. Purchase of Renewable Energy

1. 1. Objective: To transition to clean energy sources, reducing reliance on non-renewable energy and lowering the institution’s carbon footprint.

   2. Initial Costs: Depending on the source (e.g., solar panels), initial setup and installation costs can be high, but these are long-term investments.

   3. Operational Costs: Dramatically reduced operational costs as renewable energy typically has minimal to no ongoing fuel costs. Electricity bills can significantly decrease.

   4. Maintenance Costs: Low maintenance, particularly for solar or wind energy systems, which require occasional inspections and cleaning.

   5. Disposal Costs: Minimal disposal costs as renewable energy systems typically have long lifespans, though battery disposal (if used) may have some cost.

   6. LCCA Outcome: In the long run, renewable energy offers substantial savings and aligns with sustainability goals by reducing the institution’s environmental impact.

Copy of Contract

5. Purchase of Laptops to Eliminate Computer Labs

1. 1. Objective: To reduce the need for dedicated computer labs, cutting down on power consumption and space requirements.

   2. Initial Costs: Higher initial investment for laptop purchases, but this is balanced by the elimination of costly lab equipment and infrastructure.

   3. Operational Costs: Significant reduction in electricity consumption (lower charging costs for laptops versus powering large computer labs and their cooling systems).

   4. Maintenance Costs: Maintenance costs for laptops are typically lower than for an entire lab setup, and individual laptops are easier to manage and replace.

   5. Disposal Costs: Disposal of laptops must be managed properly, but they often have a longer life cycle than desktop systems, meaning less frequent replacements.

   6. LCCA Outcome: Overall, transitioning to laptops reduces energy costs, space requirements, and the need for expensive lab maintenance while providing more flexible learning options for students.

6. Use of Recycled Materials for Office and Classroom Renovations

1. 1. Objective: To support sustainability by using eco-friendly, recycled materials in renovation projects.

   2. Initial Costs: Recycled materials can sometimes be more affordable, but specific green-certified products may be more expensive upfront.

   3. Operational Costs: Reduced operational costs, as these materials often come with better durability, reduced maintenance, and improved energy efficiency.

   4. Maintenance Costs: Recycled materials tend to be durable and require less frequent maintenance or replacements.

   5. Disposal Costs: Environmentally friendly disposal or recycling of used materials will be easier and less costly due to their sustainable nature.

   6. LCCA Outcome: The use of recycled materials not only supports green initiatives but also offers long-term cost savings in terms of reduced maintenance and energy use.

7. Construction or Building Designs that Harmonize with Nature (Big Windows for Lighting and Ventilation)

1. 1. Objective: To design buildings that make the most of natural light and ventilation, reducing the need for artificial lighting and air conditioning.

   2. Initial Costs: Higher design and construction costs for implementing eco-friendly architectural features like large windows, but these features are offset by long-term savings.

   3. Operational Costs: Reduced energy consumption due to lower reliance on artificial lighting and air conditioning.

   4. Maintenance Costs: Minimal maintenance costs, as natural lighting and ventilation systems don’t require as much upkeep as mechanical systems.

   5. Disposal Costs: Disposal of materials used in green building designs may be more eco-friendly, especially if sustainable or recyclable materials are incorporated.

   6. LCCA Outcome: Over time, building designs that optimize natural resources lead to significant reductions in energy usage and operational costs, contributing to a more sustainable and cost-efficient campus environment.

8. Water-Efficient Appliances (e.g., Waterless Urinals, Water-saving Toilets/Water Closets)

1. 1. Objective: Implementing water-efficient fixtures helps lower water usage, reducing the institution’s environmental footprint and promoting sustainability.

   2. Initial Costs: The upfront cost for water-saving appliances might be higher than traditional fixtures, but this is offset by long-term savings in water bills and environmental benefits.

   3. Operational Costs: Water-efficient fixtures use significantly less water, leading to lower utility bills, making this a cost-effective solution over time.

   4. Maintenance Costs: These appliances are typically designed for efficiency and durability, which often results in lower maintenance and repair costs. For example, waterless urinals reduce the wear and tear on plumbing systems.

   5. Disposal Costs: When disposed of, water-saving fixtures can be recycled or disposed of in an eco-friendly way, especially if the materials used are sustainable or recyclable, hence, providing minimal environmental impact

   6. LCCA Outcome: Provide significant cost savings. Over the product’s lifetime, water-efficient appliances lead to substantial savings in water and energy costs. Additionally, they contribute to DLSL’s sustainability goals by conserving water resources and reducing environmental impact. These savings accumulate over time, making the initial investment worthwhile, particularly in a large institution where water usage is high.

GREEN PROCUREMENT

1. Objective:

DLSL advocates sustainable practices in all its operations. This includes activities that are performed for DLSL by external partners, among others, vendors, contractors, and related third-party concessionaires. In so doing, DLSL seeks to ensure that the services and activities of these partners apply the same sustainable practices advocated in an approach to reduce the impact on human health and the natural environment.

2. Policies and Guidelines:

Materials, supplies, and food products to be used in the operations and core business shall include, among others, the following environmental attributes:

• Exercise buying and producing eco-friendly items and locally produced products.

• Products and Services that are produced in a way that promotes livelihood opportunities for the local community.

• Products that are packaged using recycled materials.

• Products that are compliant with the implementing rules and regulations of the Food and Nutrition Council of DLSL.

As a practice, DLSL always includes provisions in the contracts with our food service providers and concessionaires relative to sustainability such as: proper disposal of materials, responsible utilities conservations (use of lights when necessary only, switching off of water faucets for water conservation, replacement of defective switches and faucets). DLSL also ensures the practice of good governance making sure that a provision in the contract clearly states that personnel should be paid properly on time as mandated by law. And as part of its commitment to provide livelihood to local communities, DLSL also ensures that 70% of the staff or employees are from the partner community of DLSL in Lipa.

Sample Concessionaire Contract

De La Salle Lipa ensures that any service or commodity procured shall have bias and preference towards the minimal or low impact on the environment over the life cycle of the commodity or service in comparison with competing commodities of the same purpose or services of the same nature. Among the key environmental issues that might be considered over the life cycle of the commodity or service includes, but is not limited to:

• Energy use and type of energy utilized
• Water use and water quality impacts
• Resource use, including the use of non-renewable resources
• Volume and type of waste
• End-of-life options (recyclability, resource recovery, treatment upon disposal)
• Impact on natural habitat and biodiversity
• Level of toxic and hazardous substances/waste
• Noise, pollutants, and emissions

Materials or products, durable or consumable, shall not contain materials that pose a hazard to the health and safety of the stakeholders of DLSL and to the environment in general. This includes, but is not limited to, the following:

1. Durable or consumable commodities containing lead, mercury, antimony, and other hazardous heavy metals
2.Durable or consumable commodities that contain toxic materials such as chlorine and bromine-based dyes
3.Durable or consumable commodities that contain chlorofluorocarbons or CFC that damages the ozone layer
4. Paints to be used have the following ideal characteristics: Low or no Volatile Organic Compound (VOC), Low biocide and Water-based

De La Salle Lipa Central Procurement Office' GREEN PROCUREMENT POLICY is guided by the De La Salle Philippines' Modern Conduct of Schools' Manual Guide which promotes and supports sustainable procurement of materials/commodities needed by institutions. The guide is as follows:

The Lasallian institutions shall recognize their role in protecting the environment and preserving the country’s natural resources.
- All Lasallian institutions must promote the culture of making environmentally informed decisions, especially in the purchase and use of different products.

The following directives on the acquisition of consumable classroom and office products are communicated to Central Procurement Office and Supplies Warehouse:
1. Alcohol-based markers and pens
2. Non-mercury bulbs/lamps, use LED bulbs

"Consumable products Material Safety Data Sheets (MSDS) are to be evaluated by the Officer-In-Charge of the commodity request, expert advisers, and/or purchasing personnel.

Food concessionaires who have contracts with the school are oriented on the sustainable practices that they should adopt when selling food and beverages to students. Among others, they are required not to use, Stryo-Packaging, NO single-use PET bottle at the store at adopting the Clean as You Go Campaign of the school. Alternative eco-friendly materials are also advised to be used by foodservice providers.

Policies and Guidelines:
Materials, supplies, and food products to be used in the operations and core business shall include, among others, the following environmental attributes:
- Exercise buying and producing eco-friendly items and locally produced products.
- Products and Services that are produced in a way that promotes livelihood opportunities for the local community.
- Products that are packaged using recycled materials.
- Products that are compliant with the implementing rules and regulations of the Food and Nutrition Council of DLSL.

It is DLSL’s responsibility to provide convenience to stakeholders in the exercise of their functions as faculty, staff, students and parents in activities that require them to carry out such functions outside of DLSL’s premises. This is to ensure an orderly and effective way of managing official business trips using any of DLSL fleet’s vehicle. Increase vehicle use, improve efficiency and reduce maintenance and operating costs.

 General Services Vehicle Policy