Denison University
OP-11: Sustainable Procurement

We have a Sustainable Purchasing Policy and it has been uploaded. Here's is Denison's general Purchasing Policy: All purchases of goods or services from outside vendors are to be processed through the University's financial system and are to be preceded by a purchase order provided to the vendor and properly issued by the Business Affairs/Purchasing Office. The University purchase order is a legal document containing terms and conditions specifying protections for the department, such as limits of liability and payment terms. The Business Affairs/Purchasing Office has the responsibility to review all purchasing transactions. All contracts for supplies or services are to be reviewed, approved, and signed by the Director of Business Affairs, who is the Contract Officer of the University. The University's goal in every purchasing transaction is to receive the best value possible: a combination of price, quality, reliability, service, sustainability and delivery terms. Departments should not use other means to initiate purchases with outside vendors. The department or individual assumes responsibility for such agreements and the University reserves the right to not pay for an order unless validated by a purchase order which has been completed, accepted, and approved in the University's financial system. Departments should allow adequate lead-time for the issuance of contracts, purchase orders, and the delivery of required materials or services. Of course, there are emergency situations and the purchasing staff will make every attempt to assure required deliveries. Business Affairs/Purchasing Office personnel are responsible for ascertaining needs, researching vendors, negotiating prices with vendors, selecting a vendor, initiating a Purchase Order to the vendor, tracking documents and paperwork flow, and ensuring the proper receipt of ordered goods and services. Budget Administrators at the department level are responsible for determining the purpose of the transaction, ensuring compliance with University policy and proper use of the budget accounts as outlined in their approved budget each year, approving the request for purchase, determining that adequate funding is available prior to requesting a purchasing transaction, and monitoring and reconciling all purchase transactions using financial statements and reports provided by the Controller's Office. For assistance in finding vendors, please contact the purchasing office ( ext. 6283 or purchasing@denison.edu) for suggestions. Our purchasing assistant will be happy to provide you with reputable vendors who are in good standing with the University. In addition to this policy that is adopted campus-wide, below are excerpts from our general contract language for all contractors on campus. This is followed by a couple of recent examples of RFP’s Denison Utilized that highlight additional environmental and worker rights aspects relating to how Denison conducts its business with outside vendors/contractors. GENERAL CONTRACT REQUIREMENTS 1.13 SAFETY A. All Trade Contractors shall meet and comply with all rules established by the Occupational Safety and Health Administration (OSHA) and EPA standards, state and local ordinances, local customs, etc. The intent of these rules and regulations is to have a safe working environment. Contractor will be liable and responsible for any and all violations, fines, and/or penalties, which may occur while doing work on Denison University grounds or for Denison University. B. The Contractor and all Trade Contractors are responsible for their own safety and coordinating their work with Trades around them in such a manner so as to maintain safe working conditions at all times. C. Each Trade Contractor and its subcontractors shall provide a copy of Material Safety Data Sheets (MSDS) for all materials or substances brought onto the job site. Copies shall be retained on-site by the Contractor for the duration of the project. Each contractor shall supply, via transmittal, MSDS to the owner’s Project Manager for all work to be done by themselves and their respective subcontractors. The Contractor and/or subcontractor (if applicable) using the material must be indicated on each MSDS. This information shall be supplied prior to or concurrently with, the introduction of hazardous materials to the job site. This information shall be maintained and readily available in the Project Manager’s Office. D. In the event of an accident producing harm to persons or property or fatality, it shall be reported immediately to the Owner. All Trade Contractors are required to provide an accident report(s) for any accident occurring on site within the same day to the Owner. 1.16 DENISON UNIVERSITY CONTRACTOR RULES A. NONDISCRIMINATION POLICY 1. Contractors and their employees shall not engage in discrimination of individuals on the basis of race, color, religion, ethnic or national origin, age, sex, sexual orientation, or veteran status. 2. Discriminatory actions include, but are not limited to the following: cat calling, staring, physical gestures, inappropriate humor, threats, inappropriate conversation, inappropriate clothing, and possession, display, or sharing of inappropriate literature, caricatures, or photographs. 3. In the incidence of a violation of the Owner’s Nondiscrimination Policy, employees of Contractors and subcontractors will be subject to immediate and possibly permanent removal from Owner’s property and other disciplinary procedures for just cause. The Owner’s decision is final. 4. At the request of the Owner, contractors and their employees may be required to pass the Owner’s Sexual Harassment Training Test and provide a copy of their certificate as proof. B. WORK AREA CLEANLINESS 3. All metal, wood, cardboard and other recyclable materials shall be recycled. Contractor shall provide documentation that materials are recycled or make arrangements to use the University's recovery system. Contractor is responsible for their own waste material removal, including a dumpster if needed, but is required to recover all reusable/recyclable material. Dumpster location will be at a location coordinated with the university 1.24 CLEANING AND RUBBISH REMOVAL B. All metal, wood, cardboard and other recyclable materials shall be recycled. Contractor shall provide documentation that materials are recycled or make arrangements to use the Universities recovery system. Contractor is responsible for their own waste material removal, including a dumpster if needed, but is required to recover all reusable/recyclable material. Dumpster location will be at the chiller plant or other location coordinated with the university. 1.25 EEO PROGRAM A. All Trade Contractors shall take affirmative action in affording equal employment to all qualified persons without regard to race, color, religion, sex, age, disability, or national origin. This includes, but it's not limited to hiring, placement, upgrading, transfer, demotion or promotion, Recruitment, advertising or solicitation for employment, Treatment during employment, Rates of pay or other forms of compensation, Selection for training including apprenticeship, Layoff or termination. Excerpt from Recent Chapel Walk RFP that includes additional requirements not in the standard contract language: GENERAL REQUIREMENTS The intent of the project is to conform to LEED construction and/or existing building standards, including but not limited to: construction debris recycling or recovery (contractor will provide documentation of material recovered or sent to land fill); local materials; low VOC and environmentally friendly adhesives, water proofing, glues, etc.; recycled content materials and other general and commissioning LEED requirements. LEED certification is not required and exceptions may be taken but they must be brought to the attention of the university prior to implementation. PROJECT DESCRIPTION OVERVIEW The University wishes to improve the aesthetics and pedestrian safety along Chapel Walk from Swasey Chapel to the East Quad. The project includes new concrete side walk, retaining walls, lighting and landscape improvements. The intent is to provide an ADA compliant walk from the Chapel to the upper level of the East Quad and the entrance to Huffman Dinning Hall. Excerpt from Dining Services Provider RFP that includes additional requirements not in the standard contract language: 6.15 Sustainability Please submit a proposal to support the University’s commitment to promote sustainability in University dining operations. Please be specific in the actions that will be taken, timelines, and how success will be measured. Specifically, please answer the following in your proposal: 6.15.1 Specifically state how your company addresses sustainability issues in food service for maximum environmental, social, and economic impact. 6.15.2 What is your corporate policy regarding organic and locally sourced foods? Does your company support and procure food products that meet sustainability standards, equivalent to the Food Alliance? 6.15.3 What percentage of your current buying for clients in the local area is from local food sources (local to be defined as products grown and/or processed in Ohio) or no farther than the Midwest (state distance in miles)—what percentage will you establish for this account? Provide detail on agreements in place and ability to meet needed volumes to service this account. 6.15.4 What level (percentage of cost of sales) of fruits, vegetables, meat, fish, poultry, bread, eggs, diary, and vegetables will you commit to sourcing locally for the University? Describe in detail your process including guidelines (e.g., Marine Stewardship Council, Equal Exchange, etc.) for identifying and developing sources to meet the University’s needs. 6.15.5 Please submit a sample list of spring, summer, fall, and winter seasonal foods that will incorporate locally sourced foods. If chef developed menu items have not been fully explained/described under any other section, please take the time to fully explain how menu items and recipes are developed using locally sourced ingredients to create the highest quality food that meets the varying tastes of clients. 6.15.6 How will you help the University minimize waste and maximize the diversion of waste? 6.15.7 Please cite specific instances of your experience and any innovative ways you have worked with other higher education clients, including, what resources you are able to bring to campus to develop meaningful partnerships and participate in future campus based education efforts to promote awareness, understanding and commitment as well as support any other initiatives of the Sustainability Committee.

We use LCCA when looking at renovation or new construction projects (including furniture and carpeting). Generally speaking however, LCCA is used most often with respect to technologies associated with energy and water usage.

Denison's standing policy that all new construction and major renovations meet LEED Silver or better standards means that construction and renovation products are generally chosen in a manner that helps meet LEED criteria.

In 2017, Denison amended its computer replacement cycle from every four years to every five years in an effort to maximize resources. In addition, EPEAT certified equipment is prioritized. Computer Replacement Policy Information Technology Services (ITS) has instituted an annual replacement cycle whereby we will replace university-owned computers on the following general schedule: Notebook computers are replaced every 4 years. Desktop computers are replaced every 5 years. With the following special cases: Math and Computer Science computers (notebook and desktop, faculty/staff and eclassroom/lab) are replaced every 3 years. Research computers fall outside the scope of the annual replacement cycle. These are typically acquired with grant or startup funds and faculty are encouraged to seek grant or other funding for replacements. ITS will replace 1 research computer per faculty member with new equipment every 4 years if other funding is not available. Research equipment that reaches 6 years of age may be replaced with 4 year old equipment in ITS inventory at a faculty member’s request if outside funding to replace the equipment is not available. Displays are replaced on an extended cycle of 8 years, or as needed. “Reused” computers placed back into the field after being reclaimed through the annual replacement cycle are treated differently and replaced with “reused” equipment when needed- please see the Policy for Reused Computers and Support Level Agreement for details. Technology equipment (computers, projectors, monitors, audio-visual systems, etc.) in need of replacement will be identified and then returned to Information Technology Services inventory. Technology equipment with remaining usefulness in some context other than that originally assigned may be redeployed for a limited time period. Functionally obsolete technology equipment will be identified and removed entirely from University service and Information Technology Services inventory. The University Business Office will coordinate the offer of obsolete technology equipment to Denison employees and label all equipment transferred to employees as "Out-of-Service" in accordance with the University Surplus Equipment Policy. Offers to charitable organizations may be coordinated and as a last resort, disposal of equipment will be handled in an environmentally appropriate manner. In no case shall equipment designated obsolete and marked "Out-of-Service" be supported by Denison resources.

The info below is part of Denison's RFP for dining services: Sustainability Please submit a proposal to support the University’s commitment to promote sustainability in University dining operations. Company should acquire products and services that are ecologically sensitive, help restore or enhance the environment, and or have reduced negative effect on human health and the environment when compared with similar products. Please be specific in the actions that will be taken, timelines, and how success will be measured. Specifically, please answer the following in your proposal: 6.14.1 Specifically state how your company addresses sustainability issues in food service for maximum environmental, social, and economic impact. 6.14.2 What is your corporate policy regarding organic and locally sourced foods? Does your company support and procure food products that meet sustainability standards, equivalent to the Food Alliance? Explain how produce grown in community and campus gardens may be used (featured) in the menu and what your experience is with these initiatives. 6.14.3 What percentage of your current buying for clients in the Midwest is from local food sources (provide your definition of local as products grown and/or processed in same County or City or State) or no farther than e.g., 150 miles (state distance in miles)—what percentage will you establish for this account? Provide detail on agreements in place and ability to meet needed volumes to service this account. 6.14.4 What level (percentage of cost of sales) of fruits, vegetables, meat, fish, poultry, bread, eggs, diary, and vegetables will you commit to sourcing locally for the University? Describe in detail your process including guidelines (e.g., Marine Stewardship Council, Equal Exchange, etc.) for identifying and developing sources to meet the University’s needs. 6.14.5 Please submit a sample list of spring, summer, fall, and winter seasonal foods that will incorporate locally sourced foods. If chef developed menu items have not been fully explained/described under any other section, please take the time to fully explain how menu items and recipes are developed using locally sourced ingredients to create the highest quality food that meets the varying tastes of clients. 6.14.6 Describe preserving and processing of food in non-growing seasons (winter/spring) 6.14.7 How will you help the University minimize waste and maximize the diversion of waste? 6.14.8 Please cite specific instances of your experience and any innovative ways you have worked with other higher education clients, including, what resources you are able to bring to campus to develop meaningful partnerships and participate in future campus based education efforts to promote awareness, understanding and commitment as well as support any other initiatives of the Sustainability Committee.

Denison has a stated directive from the President of the college to use 100% recycled content paper for copying and printing. Admittedly, compliance with this has always been a challenge for the college.

Denison Facilities will no longer buy or use T-8 or T-5 Fluorescent tube lighting on campus. All T-8 and T-5 bulbs will be replaced through attrition as they burn out with equivalent LED bulbs. All new lighting on campus will be LED based, unless there is a unique situation that dictates otherwise. In these cases, a department or office will need to solicit the Director of Facilities for an exception. In the case of a new build or major renovation the inclusion of non-LEDs will be handled through the architect and/or contractor. Non-LEDs are generally used in specialty lighting applications like stage lighting and the display of artwork.