Lehigh University
OP-11: Sustainable Procurement

Vendor will support the University's Real Food Challenge Commitment, committing the University to purchasing a minimum of 20% "Real Food" by 2020. Vendor's responsibilities will include but are not limited to: a. Identify a designated manager/administrator to serve as lead to University's Real Food Challenge Working Group, Sodexo staff and liaison to suppliers. b. Ongoing collaboration with the University's Real Food Working Group in meeting or exceeding the University's "Real Food" target and timeline c. Proactive development and implementation of a food acquisition plan to meet the RFC in concert with the University's RFC Working Group and others at Lehigh. d. Provision of invoice data on food purchases in digital format to RFC personnel for ease of use in operating the RFC Calculator e. Collaboration with the University's RFC Working Group on vendor and customer education and marketing f. Proactive negotiations with suppliers to ensure they will work to meet or exceed goal of 20% "Real Food" by 2020 The Sustainable Purchasing Policy attached was approved at the end of 2016. It has not yet been rolled out to campus, but will be rolled out Q1 2017. It does indicate the policies apply to the entire campus community.

This is done within Dining Services and/or Facilities Services and Campus Planning for large-scale assets such as buildings, building systems for new buildings, or when replacing electrical infrastructure, boilers, chillers, or other large components. This is not an institutional practice and generally does not involve the Purchasing Department.

We had a consultant assist us in the RFP for the Janitorial Contract, with stringent cleaning chemical requirements. Green Cleaning Guidelines INTRODUCTION The purpose and intent of the Green Cleaning program is to minimize exposure of chemical-based health, safety and environmental harm to property visitors and staff personnel from potentially hazardous chemical, biological and particle contaminants. Green cleaning: • Is defined as a process of "Cleaning to Protect Health without harming the Environment". • Refers to using cleaning methods with environmentally-friendly ingredients and chemicals to preserve human health and environmental quality. • Techniques and products avoid the use of chemically-reactive and toxic, some of which emit volatile organic compounds causing respiratory and dermatological problems among other adverse effects. In addition to reducing VOCs, it is one aspect of the building maintenance plan that can reduce bacteria and fungi. • Can also describe the way residential and industrial cleaning products are manufactured, packaged and distributed. If the manufacturing process is environmentally-friendly and the products are biodegradable, then the term "green" or "eco-friendly" may apply. • Prohibits cleaning products which contain various toxic chemicals (see below). The product recommendations included in the CONTRACTOR’s plan are meant to provide currently acceptable cleaning products; however, substitute products may be used, provided they meet similar criteria. Although it may not be possible to meet all suggested criteria below, CONTRACTORS should strive to meet as many as possible. The degree to which each CONTRACTOR complies with the recommendations with be a factor in the proposal evaluation process. In addition, CONTRACTOR’S use of products or processes that do not contain any environmental contaminants (Chemical Free Cleaning products) and help reduce the ecological impact of cleaning products that are flushed into the water supply/filtration system will also be a factor in the proposal evaluation process. GENERAL REQUIREMENTS The CLIENT and or its designee will be responsible for careful and considerate performance measuring, analysis, and reporting on management of its cleaning and janitorial maintenance services to reduce overall risk and provide a safe and effective work environment, while minimizing environmental impact. The following guidelines are provided to produce this result in the area of green cleaning and janitorial chemical use monitoring. Green cleaning requirements as outlined by Green Certifying organizations and Chemical Free Cleaning will be used in development of performance measures for cleaning CONTRACTORs, and shall be written into each cleaning and maintenance contract. Review of the program may include chemical use listing, safety/incident review, and performance summary against pre-defined metrics. Standards, product registrations, and cleaning practices are constantly evolving. Cleaning Managers must keep abreast of developments and strive for continual improvement in performance and environmental achievement. Cleaning chemicals meet the requirements of Green Seal or Environmental Choice, who are both nonprofit standard setting organizations. Chemical Free Cleaning chemicals and other chemical cleaners not covered by these standard setting organizations should exhibit no, or low, volatile organic compounds (VOCs) to minimize exposure to occupant health and the environment. Cleaning products may be concentrated and diluted through automated dilution control equipment to minimize worker exposure to concentrated chemicals and to minimize waste. To aid in the selection of environmentally preferable cleaners, there are now emerging environmental standards for cleaning products that are available for use by the cleaning-products industry. In addition to meeting these standards, cleaning products must still fulfill the basic requirements for cost, performance, health, safety and environmental impact. In the end, all products must meet or exceed all federal, state and local standards for quality and safety requirements. The following are a few of these guidelines: GREEN CHEMICAL CLEANING PRODUCT GUIDE: For the purposes of this guide, “aerosol” is defined as a dispenser that holds a substance under pressure and that can release it as a fine spray (usually by means of a propellant gas). Glass Cleaners, All Purpose Cleaners, General Purpose Cleaners and Washroom Cleaners shall meet the following requirements: • Shall be non-aerosol, non-streaking, non-abrasive, rinse free and may be concentrated or ready-to-use. • Product will be used for cleaning glass, Plexiglas, plastic, mirrors, chrome, porcelain, tile, ceramic tile, fiberglass linoleum, painted and unpainted surfaces. • Product must have the ability to dissolve fats, grease, inks, dirt or petroleum hydrocarbons. • GS-37 and/or CCD-146 • Chemical Free Cleaning products will leave no chemical residual in the air or on any surface after the cleaning activity. Toilet Bowel Cleaner. Shall meet the following requirements: • Product shall be non-corrosive, non-aerosol and fast penetrating to remove stains, eliminate and neutralize urine odors. • Product will be used on porcelain and stainless steel. • Chemical Free Cleaning products will leave no chemical residual in the air or on any surface after the cleaning activity. Basin Tub & Tile Cleaner. Shall meet the following requirements: • Product must be non-aerosol • Effective for removing soap scum, suntan and body oils, mildew, lime, water scale and rust deposits. • Product will be used on porcelain, tile, ceramic tile and fiberglass surfaces. • Chemical Free Cleaning products will leave no chemical residual in the air or on any surface after the cleaning activity. Other cleaning chemicals not covered by GS-37 (i.e. furniture polish, metal polish, disinfectants) shall meet the following requirements: • California Code of Regulations for the maximum VOCs by product category. AND/OR • GS-34 and/or CCD-110 for Cleaning and Degreasing Compounds • Chemical Free Cleaning products will leave no chemical residual in the air or on any surface after the cleaning activity. Odor Control products shall be non-staining and meet the following requirements: • Product must eliminate odors produced by cigar & cigarette smoke, urine & fecal matter, mildew, vomit, food spillage, garbage, cooked food, pets and perspiration. • CCD-112 Digestion Additives for Cleaning and Odor Control • CCD-113 Drain or Grease Traps Additives • CCD-115 Odor Control Additives • Chemical Free Cleaning products will leave no chemical residual in the air or on any surface after the cleaning activity. Hand Soaps • Hand soaps shall be free of antimicrobial ingredients except as preservatives or where required by code or regulation (i.e. food service and healthcare) OR • GS-41 and/or CCD-104 • Preference for the use of foaming dispensers to minimize product use • In addition a strategy should be established to encourage frequent hand washing Floor Care Products • Floor finishes shall be durable to minimize the frequency of stripping and recoating, and low in VOCs., slip resistant and free of zinc (metal-free) OR • GS-40 and/or CCD-147 • When available, chemical concentrates dispensed from closed dilution systems must be used as alternatives to open dilution systems or non-concentrated products. Resilient tile and hard flooring coating systems, including floor finishes and restoration products shall be used in accordance with Green Seal GS-40 standard and shall be highly durable in order to maintain an acceptable level of protection and gloss for a minimum of one (1) year before stripping/removal and recoating is necessary. • Chemical Free Cleaning products will leave no chemical residual in the air or on any surface after the cleaning activity. Carpet Care Products shall meet the following requirements: • GS-37 and/or CCD-148 • Chemical Free Cleaning products will leave no chemical residual in the air or on any surface after the cleaning activity. Microfiber: The use of microfiber cloths and mops should be encouraged to improve cleanliness and to reduce the use of cleaning chemicals and water. Vacuum Machines Vacuum Cleaning equipment must meet the following requirements • “Certification” by the Carpet & Rug Institute’s Green Label program to insure that they capture small particles. All equipment should have Sealed HEPA filtration. • High speed machines must have dust shrouds and filtration systems. • Floor burnishers include active-vacuum attachments to capture small particles. Powered Equipment • Vacuum Cleaners shall meet the requirements of CRI Green Labeled vacuums • Carpet Extraction Equipment shall meet the requirements of CRI Bronze Seal of Approval at a minimum. • Hot water extraction equipment shall be capable of removing sufficient moisture such that carpets can dry in less than 24 hours. • Automatic Floor Scrubbing Machines shall be equipped with variable-speed chemical feed pumps to minimize the use of cleaning chemicals. • Floor Burnishers shall contain shrouds and active vacuum attachments to capture particles produced during use • Propane-powered floor equipment shall have high-efficiency, low-emissions engines • Battery Powered Equipment shall be equipped with environmentally preferable gel batteries. • Powered maintenance equipment should be equipped with vacuums, guards and/or other devices for capturing fine particulates. • Where appropriate, active micro fiber technology shall be used to reduce cleaning chemical consumptions and prolong life of disposable scrubbing pads. • Powered equipment will be ergonomically designed to minimize vibration, noise and user fatigue. • Equipment shall have rubber bumpers to reduce potential damage to building surfaces • Chemical Free Cleaning products will leave no chemical residual in the air or on any surface after the cleaning activity. Reporting on Janitorial Powered Equipment • Documentation shall be provided to demonstrate compliance with these requirements. • A log shall be kept for all powered janitorial equipment to document the date of equipment purchase and all repair and maintenance activities and include manufacturer’s technical materials for each type of equipment in use in the logbook. Carpet Extraction Equipment shall meet the requirements of: • CRI Bronze Seal of Approval at a minimum • Hot water extraction equipment shall be capable of removing sufficient moisture such that carpets can dry in less than 24 hours. • Low environmental impact janitorial equipment includes the use of durable carpet care equipment, such as upright, backpack and wide area vacuums equipped with power heads meeting or exceeding the Carpet and Rug Institute “Green Label” and capable of capturing 96% of particulates 0.3 microns in size. • Carpet extraction equipment shall be capable of removing sufficient moisture such that carpets can dry in less than 24 hours. Carpet care equipment shall be electric or battery powered and shall have a maximum sound level less than 70dBA. • Wherever possible, carpet extraction method that reduces or eliminates the use of chemicals. • Relevant maintenance/restoration practices and the dates of these activities. • The duration between extraction cycles. • Chemical Free Cleaning products will leave no chemical residual in the air or on any surface after the cleaning activity. Recycling programs should be maintained and expanded if possible. Training is an essential part of a successful Green Cleaning program, including the procedural training for cleaning personnel as well as for other building occupants, including staff and even visitors to help maintain a healthy environment. For example, visitors should understand what is required of them when using the building such as returning chairs and tables to their original places so that cleaning personnel can focus on cleaning. We also require that an audit system be implemented to: • Use Software systems similar to the ICM Performance Measurement system to monitor and improve cleanliness performance, • Ensure that cleaning vendors are following guidelines given to them, and • Identify areas where further “greening” of cleaning and other building maintenance efforts can be made. Avoid the use of products containing chemicals hazardous to the environment or to those using the chemicals. For an up-to-date list and rating of hazardous chemicals review the information provided by the Janitorial Products Pollutions Prevention Project at: www.westp2net.org/janitorial/tools/riskevaluation.htm. Chemical Free Cleaning products will leave no chemical residual in the air or on any surface after the cleaning activity. Prohibited Chemicals: Prohibited materials include: Acetone (MEK – methylethyl ketone) Ammonia Ammonia hydroxide Bleach Butoxyethanol Descalers Easy-Off Glycol ethers Lye Lysol Ozone-depleting compounds Pine oils Powdered cleaners Steel Wool Solvents Products containing: Alkylphenol Coconut Diethanolamide Coconut Oil Diethanolamine Dibutyyl phthalate Diethanolamne Diethylene Glycol Monomethyl Ether Diethylene Glycol Ethoxylates Monoethyl Ether N-methyl Pyrolidinone Nonlphenol Propylene Glycol Metals, including but not limited to: Arsenic Cadmium Chromium Cobalt Lead Mercury Nickel Selenium Zinc All purpose cleaners should not have chelating agents, no silicates and be VOC-free Other: Gasoline, Kerosene Reports & Logs: A Cleaning Chemical log will be kept that details all cleaning chemicals used or stored on the premises (stored products include those that are no longer used, but still in the building). Attachments to the log shall include manufacturer’s Material Safety Data Sheets and Technical Bulletins. The log shall identify: 1. An MSDS and/or label from the manufacturer specifying that the product meets the VOC content level for the appropriate product category as found in the California Code of Regulations. 2. A copy of any Certification, OR 3. If the product has not been certified by Green Seal, the manufacturer will provide test data documenting that the product meets each of the environmental health & safety criteria set forth in Green Seal Standard GS-37 and GS-34. A Floor Care log will be maintained which lists all floor care equipment including vacuums (e.g. upright, backpack, wide area and wet/dry) and equipment used for maintaining resilient and hard floors (e.g. buffers, burnishers, and auto-scrubbers). Documentation will be kept on each piece of equipment identifying performance capabilities. 1. A floor maintenance plan will be kept which details the number of coats of floor finish being applied as the base coat and top coats, along with relevant maintenance/restoration practices. A log shall be kept identifying: i. The dates of floor finish application activities. ii. The dates of floor finish restoration and maintenance activities. iii. The duration between stripping and recoat cycles. A log shall be kept for all powered cleaning equipment. The log should identify the date of purchase and all repair and maintenance activities Reporting on Paper • Documentation shall be provided on individual product certifications or other technical data to demonstrate compliance with these requirements. • A calculation of the fraction of covered materials purchased that meet one or more of the specified criteria (on a cost basis) shall be provided on a quarterly basis. Minimum Chemical Requirements: Ref RISK ACCEPTABLE LIMITS HIGH EXPOSURE RISK G.1 Carcinogens Reproductive Toxins In concentrated form, this product will contain less than 0.1% by weight of any ingredient that is a Carcinogen or Reproductive Toxin. See Annual Report on Carcinogens (http://ntp-server.niehs.nih.gov) or California Safe Drinking Water (www.oehha.org/prop65.html) Or OSHA at (www.osha-sic.gov/SLTC/carcinogins.html) & (www.osha-sic.gov/SLTC/reproductivehazards.html) Propylene Glycol; Diethanolamine; Diethylene Glycol Monomethyl Ether; Diethylene Glycol Monoethyl Ether;n-methyl Pyrlidinone; Coconut Diethanolamide; Coconut Oil Diethanolamine. G.2 Neurotoxins In concentrated form, this product will contain less than 0.1% by weight of any ingredient that has an effect on the human nervous system. See Integrated Risk Information System (IRIS) (www.epa.gov/iriswebp/iris/index.html) and (www.cdc.gov/niosh/87104_48.html) Propylene Glycol; Acetone; Methyl Ethyl Ketone; Trichoroethtlene; Benzyl Alcohol; Hexylene Glycol; Propylene Glycol Monomethyl Ether; Toluene; Cyclohexanol; n-hexane; Diethylene Glycol Monoethyl Ether; Diethylene Glycol Monobutyl Ether; Perchloroethylene; Xylene; Butozy Propanol; Naptha; Stoddard Solvent; Ethyl Alcohol; Isopropyl Alcohol; Ammonia G.3 Flammability In concentrated form, this product will have a flash point of 140’F or higher. The lowest flash point for any individual ingredient within the product must be less than 5% of the concentrated product. See OSHA Regulations (29 CFR) Hazard Communication – 1910.1200. Or Pensky-Martens Closed Tester (ASTM Z11.24-1979 (ASTM D 56-79 for liquids. OSHA Class II and Class I (Combustible) liquids with a flashpoint above 100F and below 140F. G.4 Corrosivity (pH) In its contracted form, this product must have a pH of grater than 2.0 and less than 12.5. See EPA Standard Method 9040B: pH SW-846 EPA Standard Method 940B G.5 Volatile Organic Compounds (VOC) In its diluted form, this product must have a VOC content equal or less than the label specified percentage. See California Air Resource Board method 310: (www.arb.ca.gov/testmeth/cptm/es_05.pfd) VOC content of greater than 1% by weight at the diluted use point. Air Freshener-Room Deodorant (Liquid) greater than 18%- Gel at greater than 3%; General Purpose Cleaner greater than 4%; Glass Cleaner at greater than 4%; all other products at greater than 10%. G.6 Endocrine Disrupters In its contracted form, this product must contain a combined total of less than 0.1% by weight of any ingredient that is known or suspected as an Endocrine Disrupter on its MSDS or label materials. See State of Washington C11399 for Environmentally Preferable Products Dibutyl Phthalates; 4-Nonyphenoxy Ethanol; p-Octylphenol diethoxylate; Octylphenol ethoxylate; Octylphenol; Tetramenthylbutyl)phenoxy ethanol; p-tert-octylphenoxypolyethoxyethanol; Dodecyphenol Ethoxylates; Nonylphenol Polyethylene Oxide; Nonylphenol-9; C9 Branded Alkylphenol Ethoxylate; C8 Branded Alkylphenol Ethoxylate; Octylphenoxypoly (ethoxyethanol); Nonylphenol Monoethoxylate. G.7 Aerosol Container No pressurized products may be used. No Reference No aerosol products are acceptable. G.8 Eye Irritation In its concentrated form, this product must have an eye irritation core of Category IV (Mild) per the EPA scale or Green Seal GS-37. See OPPTS Toxicology Standards: (www.epa.gov/opptsfrs/OPPTS_Harmonized/870_Health_Effects_Test_Guidlines/Series) In concentrated form, a weighted average of any ingredient above 1% with a “Warning or Caution” label. Any eye irritation rating of more then III.II or I per the EPA scale G.9 Skin Absorption Individual ingredients or products exhibiting less than 1% of the Prohibited chemicals noted. See OPPTS Toxicology Standards: (www.epa.gov/opptsfrs/OPPTS_Harmonized/870_Health_Effects_Test_Guidlines/Series) Isopropanol; 2-butoxyethanol; Acetone; 1,1,1-TCE; Napthalene; Ethylene glycol; Diethylene Glycol Monobutyl Ether; Tetrachloroethylene; Monoethanolamine; Xylene. G.10 Volatile Organic Chemicals (VOC’s) In diluted form, this product shall contain no more than 50% of the allowable VOC content specified. See California Air Resources Board Method (www.arb.ca.gov.testmeth/cptm/es_05.pfd) Any product that exceeds 100% of its allowable VOC content. G.11 Phosphates (Eutrophication) In diluted form, this product shall contain no more than 0.5% phosphorous by weight. See EPA 600/R97/072 (www.epa.gov/cgi-bin/claritgw) at “phosphorus test or 600R97072” Any product that contain more than 0.5% phosphorous by weight. G.12 Toxicity (Oral LD50) In concentrated form, as a whole or on a weighted average of LD50’s for each ingredient of the product is equal to 1% or more by weight, is greater than 2,000 mg/kg. Alternatively, that the product as a whole meets Level 1 acute oral toxicity (LD>5,000 mg/kg), See OPPTS harmonized test guidelines: (www.epa.gov/docs/OPPTS_Harmonized/870_Health_Effects_Test_Guidelines/Series/870-1100.pfd) The absence of acute oral toxicity test data, an authoritive Certification, LD50 test report or clear MSDS clarification. G.13 Toxicity Aquatic Not toxic to aquatic life, for chemicals containing < 1% disinfectant properties.. See EPA Environmental Effects Testing Guidelines: www.access.gpo.gov/nara/cfr/cfrhtml_00/Tile_40/40cfr797_00.html) . A cleaner that contains greater than 1% of any added disinfectant ingredient or more than 5% organic mater for a combined disinfectant/cleaner.. G.14 Biodegradability In its concentrated form, each ingredient as a whole (or any ingredient comprising 5% or more) meets the Organization for Economic Cooperation and Development (OECD)criteria for biodegradability. See (www.iso.org/iso/en/StandardsQueryForm) 5% or less of the product is biodegradable. Does not meet the requirements of Green Seal GS-37 G.15 Fragrances The product, in part or as a whole in a concentrated form contains a combined total of 1% or less of any non-functional fragrance ingredient; or SARA 313 listed hazardous materials. See(www.pa.gov/tri/chemical/chemlist2001.pfd) A product that contains a combined total of more than 1% of any non-functional fragrance ingredient; or SARA 313 listed hazardous materials. G.16 Dyes The product, in part or as a whole in a concentrated form contains a combined total of 1% or less of any coloring agent that are non-functional; or SARA 313 listed hazardous materials. See(www.pa.gov/tri/chemical/chemlist2001.pfd) A product that contains a combined total of more than 1% of any dyes that are non-functional; or SARA 313 listed hazardous materials. G.17 Concentrates A product that requires the addition of water prior to use. A product that includes all water needed for effective use or requires no addition of water prior to use. G.18 Recyclable Packaging All containers are made with materials that are reusable, recyclable or returnable. Some or all containers are not made with materials that are reusable, recyclable or returnable. G.19 Chemical Free Chemical Free Cleaning products will leave no chemical residual in the air or on any surface after the cleaning activity. See “Chemical Free Cleaning Chemical Guideline” Product leaves a chemical residue in the air and/or on a surface. Material Safety Data Sheets SERVICE PROVIDER will submit Material Safety Data Sheets (MSDS) on all products within ten (10) working days prior to contract start-up, in a form acceptable to the designated CLIENT representative(s). Material Safety Data Sheets (MSDS) must be displayed for all chemicals and supplies used.

Construction and demolition projects occur on campus regularly. Sustainability is integrated in policies and standards for construction and renovation. For example, all large renovations and new construction projects must be LEED Silver or higher. We also have guidelines with respect to energy ratings for applications that are put in buildings, for control systems. We also have guidelines for low VOC paint and carpeting, etc.

EPEAT and Energy Star certifications....see Sustainable Purchasing Policy attached in earlier section. 2019 purchases are EPEAT Silver rated.

3. Section 5.25 (SUSTAINABILITY) of the Agreement is hereby amended to include the following new third paragraph: CONTRACTOR shall support UNIVERSITY’S Real Food Challenge commitment, which pledges that UNIVERSITY will purchase a minimum of Twenty Percent (20%) “Real Food” annually by 2020. CONTRACTOR’S responsibilities shall include but are not limited to the following: i. Identify a designated manager/administrator to serve as lead to UNIVERSITY’S Real Food Challenge Working Group and CONTRACTOR staff, and as a liaison to suppliers. ii. Provide ongoing collaboration with UNIVERSITY’S Real Food Challenge Working Group to meet or exceed UNIVERSITY’S “Real Food” target and timeline. iii. Provide proactive development and implementation of a food acquisition plan to meet the Real Food Challenge goals in concert with UNIVERSITY’S Real Food Challenge Working Group and others at UNIVERSITY. iv. Provide food purchase invoices in digital format to Real Food Challenge personnel for ease of use in operating the Real Food Challenge calculator. v. Collaborate with UNIVERSITY’S Real Food Challenge Working Group on vendor and customer education and marketing. vi. Engage in proactive negotiations with suppliers to ensure they will work to meet or exceed UNIVERSITY’S goal of 20% “Real Food” annually by 2020. https://sustainability.lehigh.edu/real-food-challenge

A/E services are tied to construction projects therefore sustainability criteria and knowledge vary depending on type of project. In all cases, sustainability knowledge and experience are one of the criteria which A/E services are evaluated. Large renovations and new construction must be certified as LEED Silver or higher.

Not a published criteria. Needs are determined on a case by case basis of each purchase/need. For example, we have recently purchased an electric bus and an electric car and are installing charging stations in strategic areas on campus.

Our guidelines for wood and paper products include: - Are recycled materials used in the product? If so, what percentage? - What percentage of post-consumer materials is used? If wood is used in the product, what is its source and how is it harvested? - Is the product manufactured from tropical rainforest wood? See Sustainable Purchasing Policy attached

While not published, we do evaluate products in the LabStore for sustainability certifications and carry those in our inventory.