HEC Montréal
OP-11: Sustainable Procurement

HEC Montréal sustainability policy includes a section mentioning that procurement has to consider sustainability requirements where applicable. The 2018-20 Sustainable development action plan included a target to implement and enforce sustainable procurement practices. In collaboration with the Sustainability Office, the Procurement team has been reviewing all new and renewed request for quotes and request for proposals to ensure the latest, most suited sustainability requirements are included. These requirements can be either an obligation (ex. Ecologo certification for janitorial consumables) or part of a quality assessment (ex. ESG reporting and performance in RFP for collective insurance service).

Energy efficiency is evaluated in every project that involves replacing existing equipment - when a system reaches the end of its life, an analysis is conducted to evaluate the best replacement options, including system design and configuration, to implement the most energy-efficient technology. Ex. Gas-fired furnace replacement project integrating a system redesign to increase heat reclaim and off-peak electrical (non-GES emitting) heating system. Designs are conceived to build the most energy efficient systems, rather than the less costly one. Water use is actually not integrated in LCCA.

HEC Montréal sustainable development policy mentions that procurement of goods must privilege products with the smallest environmental impact and that facility management must follow the best known practices to reduce their environmental impact and minimize the use of materials, energy and water. Chemically intensive products and services procurement follow these principles.
The main chemically intensive system at HEC Montréal is the cooling tower chemical treatment system. HEC Montréal is located in close proximity with health care centres (Ste-Justine Hospital, Jewish Hospital, St-Mary’s hospital, etc.), cooling water biological treatment is closely monitored to avoid any Legionella outbreak. To reduce H&S and environmental risks, chemical treatment plants use bulk storage, premixed chemicals, and automated feed pumps. This ensures proper cycling (water efficiency) and chemical levels (biological and corrosion control). The bulk storage system reduces the needs for small container handling, waste generation, and manual mixing controls, thus reducing chemical usage. Other chemicals use on site are almost non-existent – cleaning products, fuel for landscaping tools and some specialized paint product.

To reduce office supply abuse, a standard contract with preferential price was agreed between the school and a supplier. Contracts include minimum order value of 50$ to reduce abusing, resource consuming small orders. Department now holds orders until a certain level is reached, to avoid repetitive or useless purchase. Before purchasing, employees can also visit the “Bureau en Trop” self-serve office supply storage room. They can take or leave any office supply the want (ex. Folders, binder, desk lamps, foot rest, etc.). When an employee leaves or a department moves to a new location, they can request all their old supply material to be delivered and sorted at the Bureau en trop space, making them available to all. Finally, all printing devices are rented through a unique supplier, Lexmarl. Lexmark’s contract includes provision to ensure all consumables (cartridge, printing module, toner, etc.) are refurbished after use in a close cycle. Employees need a special permission to use colour printers, otherwise they are required to get their colour print processed through a central printing service, avoiding abuse and waste.

All furniture’s and furnishings are supplied through a unique office, the Service des projects d’aménagement (SPA). Furniture, such as desks, tables, chairs, etc. are evaluated before purchases to ensure their quality, comfort, durability and repairability by in-house maintenance teams. This system is intended to standardize furniture types, reduce the number of spar parts inventory required, speed up repairs and replacement, and avoid conflicts between users. Rules are written in the school internal purchasing procedures, and the finance department will refuse any purchase order for furniture that is not requested by the SPA to avoid people bypassing the system and purchasing non-sustainable furniture.

IT supply contract includes condition to purchase EPEAT certified only computers. Employees cannot choose their own work computer, except for research groups who can request a specific computer for their research project requirements.

Food service is provided by the COOP HEC Montréal, an independent cooperative living in symbiosis with the school. The contractual relationship between the COOP and the school is based on mutual agreement and collaborative works. Therefore, the School cannot “impose” orientation regarding the type of food serve, but rather work in collaboration to develop sustainable offering. The COOP must remain profitable and cannot request funds from the school to maintain its activities. Nevertheless, the school will cover operating cost, such as composting program cost and dinnerware purchase, to ensure the cost of sustainability is not charged back to users and students.

There are controls over the garments and linens sold through the COOP HEC Montréal, but not for the ones purchased for employees work clothing.

Sustainability criteria are not being integrated for professional service providers, such as insurance company. Proponents are now required to provide their annual GRI report and to provide a comprehensive list of their SD engagement (ex. UNPRI signatories, Dow Jones Sus. Index ranking, Jantzi index, etc.)

not applicable - consumption is too low.