Indiana University Southeast
OP-11: Sustainable Procurement

IU Supplier Diversity Plan Mission is to serve Indiana University in meeting its strategic goal of actively engaging the university’s strengths to support the economic development of Indiana by exceeding the business diversity spend goals, successfully meeting all compliance reporting requirements and participating in community service activities to ensure a business environment that fosters the inclusion of businesses owned and controlled by minorities, women and other small disadvantaged businesses in Indiana University’s contracting and procurement processes.
https://busdiv.sitehost.iu.edu/

Additionally, Indiana University has a policy in place -- FIN-PUR-13.0-- to support historically underutilized suppliers. Efforts will be made in the purchasing departments to identify historically underutilized suppliers, inform these suppliers of University requirements, and solicit quotes from such suppliers whenever possible. Procurement professionals will support the efforts of the Business Diversity Program and will communicate with historically-underutilized suppliers regarding the purchasing process so that they may become more viable suppliers.
https://policies.iu.edu/policies/fin-purch-13-utilization-historically-underrepresented-diverse-suppliers/index.html

Supplier Code of Conduct
Indiana University is committed to conducting its business in an ethical, legal, and socially responsible manner. The University expects its suppliers to share this commitment and, therefore, has established this Supplier Code of Conduct. Although there may be different legal and cultural environments applicable to its suppliers, University suppliers shall demonstrate a strong good-faith effort to meet these standards in order to do business with the University.
https://purchasing.iu.edu/buying/supplier-resources-conduct.php

IU Supplier Code of Conduct:
Compliance with Laws, Regulations, and Published Standards
University suppliers shall comply with all applicable laws, codes or regulations of the countries, states, and localities in which they operate. This includes, but is not limited to, laws and regulations relating to environmental, occupational health and safety, and labor practices. In addition, University suppliers shall expect their suppliers (including temporary labor agencies) to do the same. University suppliers shall conform their practices to any published standards for their industry.

Environmental Practices
University suppliers shall comply with all environmental laws and regulations applicable to their operations worldwide. Such compliance shall include, among other things, the following items:
Obtaining and maintaining environmental permits and timely filing of required reports.
Proper handling and disposition of hazardous materials.
Monitoring, controlling, and treating discharges generated from operations.

Occupational Health and Safety Practices
University suppliers shall provide their employees with a safe and healthy working environment in order to prevent accidents and injury to health arising out of, linked with, or occurring in the course of work or as a result of the operation of the supplier. Suppliers shall, among other things, provide:

Occupational health and safety training.
A system for injury and illness reporting.
Medical treatment and/or compensation to injured/ill workers arising as a result of working for a supplier.

Machine safeguarding and other protective measures to prevent injuries/illnesses to workers.
Clean and safe facilities.

Labor Practices
The University expects its suppliers to adopt sound labor practices and treat their workers fairly in accordance with local laws and regulations. In addition, suppliers shall comply with the following standards:

Freely Chosen Employment
Suppliers shall not use any forced labor, whether in the form of prison labor, indentured labor, bonded labor, or otherwise.

No Child Labor
Suppliers shall comply with local minimum working age laws and requirements and not employ child labor.

Minimum Wages
Suppliers shall provide wages for regular and overtime work and benefits that meet or exceed legal requirements set by local laws.

Working Hours
Suppliers shall not require workers to work more than the maximum hours of daily labor set by local laws.

No Harsh, Inhumane Treatment or Abuse
Suppliers shall treat each employee with dignity and respect. In no event shall Supplier's workers be subject to threats of violence, physical punishment, confinement, or other form of physical, sexual, psychological, or verbal harassment or abuse.

No Discrimination
Suppliers shall not discriminate in their employment practices on the basis of race, color, religion, sex, age, physical disability, national origin, creed, or any other basis prohibited by law.

Freedom of Association
Suppliers shall recognize and respect the rights of their workers to organize in labor unions in accordance with local labor laws and established practices.

Ethical Business Practices
Suppliers shall conduct their businesses in accordance with the highest standards of ethical behavior and in accordance with applicable laws and regulations. Suppliers are expected to conform to these requirements in each of the following areas:

Fair Trade Practices
Suppliers shall not engage in collusive bidding, price fixing, price discrimination or other unfair trade practices in violation of antitrust laws.

Bribery, Kickbacks, and Fraud
No funds or assets of the supplier shall be paid, loaned, or otherwise disbursed as bribes, “kickbacks”, or other payments designed to influence or compromise the conduct of the University.

Foreign Corrupt Practices Act
While laws and customs vary throughout the world, all suppliers shall comply with foreign legal requirements and the United States laws that apply to foreign operations, including the Foreign Corrupt Practices Act. The Foreign Corrupt Practices Act generally makes it unlawful to give anything of value to foreign government officials, foreign political parties, party officials, or candidates for public office for the purposes of obtaining or retaining business.

University Policies and Procedures
Suppliers shall comply with the University's published policies and procedures.

Intellectual Property Rights
Suppliers shall respect the intellectual property rights of others, including the University, its affiliates, and business partners. Suppliers shall take appropriate steps to safeguard and maintain confidential and proprietary information of the University and shall use such information only for the purposes specified for use by the University. Suppliers shall observe and respect all University patents, trademarks, and copyrights and comply with all requirements as to their use as established by the University. Suppliers shall not transmit confidential or proprietary information of the University via the internet unless such information is encrypted in accordance with minimum standards established by the University.

Animal Welfare
Suppliers shall comply with all local laws regulating the standards of care and limitations on the use of animals in research, training, and testing.

Export Sanctions/Terrorism Activities
University suppliers shall abide by all economic sanctions or trade embargoes that the United States has adopted, whether they apply to foreign countries, political organizations, or particular foreign individuals and entities.

Suppliers should not directly or indirectly engage in or support any terrorist activity. Neither suppliers nor any of their affiliates, nor any officer or director of the supplier or any of its affiliates, should be included on any lists of terrorists or terrorist organizations compiled by the United States government or any other national or international body.

More info at: https://purchasing.iu.edu/buying/supplier-resources-conduct.php

A list of all IU Purchasing Policies is listed below and found at:
https://policies.iu.edu/categories/financial.html?type=purchasing

https://purchasing.iu.edu/policies/policies.php
Competition and Sourcing FIN-PURCH-03
Conflicts of Interest and Commitment UA-17
Disposal and Redistribution of University Property FIN-PURCH-11
Furniture Purchases FIN-PURCH-08
Non-Solicitation on Campus FIN-PURCH-12
Prepayment of Orders FIN-PURCH-06
Procurement Card Program FIN-PURCH-07
Prohibited Purchases FIN-PURCH-05
Purchasing Authority FIN-PURCH-01
Purchasing Ethics FIN-PURCH-09
Release of Procurement Records FIN-PURCH-10
Sole-Source Orders FIN-PURCH-04
Sustainable Purchasing FIN-PURCH-14
University Procurement Contracts FIN-PURCH-02
Utilization of Historically Underrepresented Diverse Suppliers FIN-PURCH-13

See IU FIN-PURCH-14 Policy on Sustainable Purchasing. The Office of Procurement Services recommends buying sustainable products with these labels and certifications:

BioPreferred
Cradle to Cradle certification
Electronic Product Assessment Tool (EPEAT)
Energy Star
Forest Stewardship Council (FSC) Certified Paper
Green Building Standards
Green Seal Environmental Standards
Water Sense

The following information, as well as a detailed list of areas in which the university is purchasing sustainable items, can be found on the Procurement website: "As we face global issues in the economy, energy, climate change, equity, water, and food, it is time that Indiana University, as a leading institute of higher education, moves towards sustainability. The Indiana University Purchasing Department has been encouraging “green” purchasing over the years. Efforts are made in the areas of papers, cleaning products, furniture, carpets, and some food items, among others. It is step-by-step progress towards moving Indiana University towards a sustainable campus." https://purchasing.iu.edu/sustainability/sustainability.php"

Awards shall be made employing a combination of the following criteria:

1. Degree to which the item(s) or service quoted will best fill the University's requirements
2. Price includes freight, payment terms, and life-cycle costing
3. Delivery date
4. Service
5. Expertise
6. Everything being equal, purchase will be made from local, state and U.S. vendors, in that order

Life-Cycle Costing: Includes total acquisition price, installation, annual operating and maintenance costs, and residual value.

Effective December 31, 2016, IU launched the Mercury Elimination/Reduction Program which requires all non-essential uses of mercury to be eliminated on campus unless prior authorization from the IU Laboratory Safety Committee has been granted. This includes the use of mercury thermometers, mercury devices, and mercury-containing chemical compounds. All unapproved or waste elemental mercury, mercury devices, mercury-contaminated items, and mercury compounds must be referred to IU EHS for disposal.

No mercury-containing device, elemental mercury, or mercury-based chemical may be acquired without the expressed written consent of the IUEHS Office for the respective campus.

https://protect.iu.edu/environmental-health/public-environment/waste-management/waste-guide/iupui.html

Campus Facility Services (CFS) no longer cleans and polishes its floor using wax products, but rather polishes them using grain stone disks. This has eliminated the need to purchase certain cleaning products. In those instances where floor cleaning products are needed, CFS purchases products, which are water-based and have low or no levels of Volatile Organic Compounds (VOC's). CFS also purchases green floor cleaning products, as they contain low-zinc amounts and are packaged in recycled material.

University Procurement Services will comply with all state statutes, federal laws, and regulations. Included, but not exclusive is the following state statute: Recycled Paper Products - Statute #IC 20-12-67 et seq.

This states: There is a price preference of ten percent (10%) for supplies that meet at least one (1) of the following descriptions:

(1) At least fifty percent (50%) of the volume of the original components of the supplies consisted of recycled materials.
(2) The cost of purchasing recycled materials constituted at least fifty percent (50%) of the cost of producing the supplies.
(3) A percentage by weight or volume of recycled materials that the commissioner of the department of environmental management determines by rule is eligible for procurement preference under this chapter.

Further, the Office of Procurement Services recommends buying sustainable products with these labels and certifications:

BioPreferred
Cradle to Cradle certification
Electronic Product Assessment Tool (EPEAT)
Energy Star
Forest Stewardship Council (FSC) Certified Paper
Green Building Standards - LEED compliant
Green Seal Environmental Standards
Water Sense

IU Policy FIN-PUR-14, including Protection of Old Growth Forests, specifies “Indiana University recognizes the value of old-growth forests and certain responsibility may be addressed within the procurement effort. Therefore common practice shall be to avoid the purchase of wood and paper products, and the use of such products, whose content is derived from wood raw materials found in old-growth forests.”

https://policies.iu.edu/policies/fin-purch-14-sustainable-purchasing/index.html"

FIN-PUR-14.0: All energy-consuming products, appliances, and equipment purchased by the University shall be Energy Star qualified whenever possible or practical. The University is committed to reducing its energy consumption and to containing its costs related to energy consumption.

https://policies.iu.edu/policies/fin-purch-14-sustainable-purchasing/index.html

Food Truck Vendor RFP Sustainability Language Sustainability

The University is committed to sustainable purchasing practices. Sustainability preferences may be different at each participating institution and may include, but are not limited to, the following:
· Energy efficiency (such as Energy Star designation)
· Energy conservation
· Waste reduction
· Packaging reduction
· Trade-ins/retrievals/refurbishment of used products
· Use of recycled and recyclable materials (products, packaging, shipping …..materials)
· Responsible for shipping and transportation
· Reduced water usage
· Reduced paper usage (including e-procurement and e-payment)
· Sustainable food

Packaging and Labeling
The University is committed to the use of environmentally sensitive packaging practices and materials. Wrapping, boxing, and crating are to be minimized. Recycled cardboard is to be used in place of new cardboard. Biodegradable, recyclable, and reusable materials, including stuffing, are preferred. INSTAPAK will not be used and Styrofoam (including “peanuts”) is to be avoided. Large shipments (skids, etc.) are to be shrink-wrapped. Pallets will be standard wood 4-way entry. The preferred Supplier should work with OEMs, suppliers, etc. so that direct ship and pass through shipments are packaged with the same considerations.

Food
Indiana University is committed to sustainable food purchasing practices and highly encourages sourcing from sustainable food providers. “Sustainable food” is defined as food and beverage purchases that meet one or more of the criteria of the Real Food Challenge, found at:
http://sustain.indiana.edu/programs/real-food-challenge2/index.php
It is recommended that the preferred Supplier track items that meet this definition of “sustainable food.”

At the request of the University, the preferred Supplier must submit an annual report listing all items purchased; the report should include the following information, if available: Distribution Facility Name, Manufacturer Name, Brand Name, Product Type (Meat, Dairy, etc.), Product Description, Product ID, Distributor SKU, and Total Purchases ($).

Each proposer should include a full description of their program(s) to address and promote sustainability.

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Architecture and engineering bids must include:
-ASHRAE Energy Efficient Design standards and fixtures
-Priority for Minority and Women 's Business Enterprise
-Utilization of regional limestone is highly encouraged

For new vehicle purchases, IU Purchasing requires the department to justify the selection of their vehicle as to E85 and Hybrid options.

Additionally, the IU Fleet Services (located at IU Bloomington) has been recognized for use of electric and hybrid vehicles. This service allows IUS and other IU regional campuses to rent electric and hybrid vehicles when necessary.

https://fleetservices.indiana.edu/about/index.html

The IU Office of Procurement Services also recommends buying sustainable products with these labels and certifications:
BioPreferred
Cradle to cradle certification
Electronic Product Assessment Tool (EPEAT)
Energy Star
Forest Stewardship Council (FSC) Certified Paper
Green Building Standards
Green Seal Environmental Standards
Water Sense

Data for this credit was retrieved from the following representatives and sites:

IUB Sustain IU-Assistant Director
IU Purchasing Project Manager

Sites
IU Supplie Diversity Plan
https://busdiv.sitehost.iu.edu/

IU Policy-Underutilized supplies https://policies.iu.edu/policies/fin-purch-13-utilization-historically-underrepresented-diverse-suppliers/index.html

Supplier Code of Conduct
https://purchasing.iu.edu/buying/supplier-resources-conduct.php

List of All IU Policies
https://policies.iu.edu/categories/financial.html?type=purchasing

Purchasing Policies
https://purchasing.iu.edu/policies/policies.php

IU Sustainable Procurement Statement https://purchasing.iu.edu/sustainability/sustainability.php

IU Mercury elimination statement https://protect.iu.edu/doc/environmentalhealth/pdf/IU%20Mercury%20Elimination%20Program.pdf

IU Policy FIN-PUR-14
https://policies.iu.edu/policies/fin-purch-14-sustainable-purchasing/index.html

IU Green Principles
https://cpf.iu.edu/capital-projects/leed-projects/index.html

Transportation
https://transportation.indiana.edu/about-us/index.html#transportation_demand_management

Purchasing
https://purchasing.iu.edu/index.html