McGill University
OP-11: Sustainable Procurement

LCCA is required for all construction and renovation projects. The following excerpt is from McGill's Green Building Standards:

"3. LIFE CYCLE COST ANALYSIS
In order to assist project teams assess the total cost of ownership impacts that decisions have throughout the course of design, McGill has identified various levels of Life Cycle Cost Analysis for projects depending on their scope of work. Responsible Life Cycle Cost Analysis includes an analysis of utility rebated, grants, stimulus funding, or other alternative funding sources. It is best practice to include
building operations staff in all LCCA and value engineering review. At minimum, the requirements are as follows:
"Level 1
Life Cycle Cost Analysis will be performed to quantify the 20-year impacts on GHG, energy costs, maintenance costs, etc. The scope of LCCA will vary depending on project, but will typically include envelope, HVAC, electrical, and many other building systems. Requirements by design phase include:
- Planning/conceptual design: initial LCCA templates with supporting narratives for optional design elements with major budget implications;
- Schematic design: LCCA templates presenting options for major energy-consuming systems;
- Value engineering (any phase): LCCA templates presenting impacts beyond initial capital outlay.

"Level 2
Life Cycle Cost Analysis should be performed to compare design options based on 20-year impacts on GHG, energy cost, maintenance costs, etc. The scope of LCCA will vary depending on project, but will typically include envelope, HVAC, electrical, and many other building systems. Requirements by design phase include:
- Design: LCCA template for design options with 20-year impacts on GHG, energy costs,
maintenance costs, etc."

LCCA is also very much encouraged by McGill's Procurement Services for all purchases made outside of construction and renovation projects. For example, McGill's IT asset management system (McGill Virtual IT Gate) is an enterprise-level management system used to record and track McGill IT assets throughout their "gate-to-gate" lifecycle at McGill. See the McGill University IT Asset Management Regulation for further details: https://www.mcgill.ca/secretariat/files/secretariat/mcgill_university_it_asset_management_regulation.pdf

McGill's Design Standards, specifically Product Requirements – 01 60 00, regulate the use of toxic chemicals. Section 2.1, Environmentally Sustainable Product Performance Requirements, details requirements to limit emissions of Volatile Organic Compounds (VOCs), based on LEED v4 EQ credit Low-Emitting Materials.
Section 2.2 limits the chemical toxicity of products, as follows: "When available through local or regional distributers, products that are inherently benign to human health are to be used exclusively. As such, products that demonstrate an absence of Red List chemicals and REACH Substances of Very High Concern (SVHC) take first priority over others." This requirement is based upon the Living Building Challenge (LBC) v3.0 Materials Red List Imperative (https://living-future.org/red-list/).
Source: https://www.mcgill.ca/buildings/files/buildings/mcgill_01_60_00_product_requirements_0.pdf

Design Standard Interior Finishes Performance Requirements – 01 84 19 includes a section on VOC Content Requirements for Wet-Applied Products: "All paints, coatings, adhesives, and sealants wet-applied on site must either meet the technical requirements of the above regulations, or comply with applicable national VOC control regulations, such as the European Decopaint Directive (2004/42/EC), the Canadian VOC Concentration Limits for Architectural Coatings, or the Hong Kong Air Pollution Control (VOC) Regulation" (2.1.4).
Source: https://www.mcgill.ca/buildings/files/buildings/mcgill_01_84_19_interior_finishes_performance_requirements.pdf

From Procurement Services website:

"Before purchasing products in this category, remember to apply McGill’s 4-R hierarchy (Rethink-Reduce-Reuse-Recycle), and be mindful of single-use plastics. Supplier(s) offering these kinds of product can be found on McGill Market Place (MMP). As part of their contract with McGill, these suppliers must highlight the more sustainable options in their catalogue. You can also buy some office supplies from the McGill Bookstore, where the team is continuously improving and diversifying its offer of sustainable products."
Source: https://www.mcgill.ca/procurement/programs/sustainable-procurement/useful-tips

From the University "Guidelines for the Purchase and Use of Printing Paper and Printing Services":
"University faculties and units should always contact McGill University Printing Services with their printing needs prior to turning to an external provider of printing services. As an internal provider of printing services, McGill University Printing Services are governed by the McGill University Sustainability Policy and have incorporated the following best practices to their services:
- Use strictly 100% post-consumer recycled photocopy bond
- Use only 100% post-consumer recycled stock for the University’s letterhead paper and University business cards
- Provide 100% post-consumer recycled exam booklets
- Encourage the use of uncoated stock, and higher recycled content
- Imprint the appropriate environmental logos on their printed materials
Where McGill University Printing Services is unable to meet their printing needs, University faculties and units may turn to approved external providers of printing services. McGill’s external providers of printing services have been vetted on their adherence to sustainability principles and paper-related sustainability criteria through the public tendering process. They have incorporated the following best practices to their services:
- Maximize the use of post-consumer recycled papers and where possible, make use of vegetable-based or soy-based inks
- Unless a contractual exception is authorized, use only 100% post-consumer recycled stock, including for the University’s letterhead paper and University business cards
- Show all appropriate environmental logos on their printed materials produced for the University
- Incorporate social-economy activities, bringing positive social impacts to our spending."
Source: https://www.mcgill.ca/secretariat/files/secretariat/guidelines_for_the_purchase_and_use_of_printing_paper_and_printing_services.pdf

In addition, the McGill Office of Sustainability Workplace Certification program requires bronze-level-awarded workplaces to purchase office supplies from McGill's contracted suppliers (who in turn must adhere to sustainability criteria according to the Supplier Code of Conduct).
https://www.mcgill.ca/sustainability/engage/workplace-certification

From the McGill Office Furniture Standards (2017):

"Purchase of Eco-friendly Furniture and Life Cycle
As part of McGill University’s sustainable development, office furniture standardization takes into account environmental impacts. Suppliers who are most environmentally responsible were given preference [in creating the Office Furniture Standards]. Based on a life-cycle and related cost management approach, furniture selection factored in a prolonged use, thus reducing the amount of waste generated. A durability guarantee and upgradable features that allow greater item adaptability were taken into consideration. By upgradable features, we mean the possibility of adding new elements to an item in order to facilitate reuse, thus extending its original useful life (for example, adding a hutch on a desk, changing a workstation’s layout, etc.).

- Materials: Required products contain no dangerous materials (PVC, lead, mercury, cadmium, chromium, CFC or HCFC in the foam), nor dangerous flame-retardants. Manufacturing process must use a minimum percentage of recycled materials. Transport packaging must also contain a certain percentage of recycled materials, as well as being locally recyclable.
- Production: Furniture manufacturing must meet standards of sustainable forest management, and exclude products that release volatile compounds detrimental to indoor air quality.
- Transport: Reducing packaging weight and volume causes a significant improvement and a reduction of transportation-related energy consumption.
- Use: The optimization of the useful life of office furniture purchased by McGill University will be greatly enhanced by a collection of modular and complementary furnishings, easily reusable, swappable and repairable as needed. Removable and swappable components will allow a greater flexibility, hence a longer useful life.
End of useful life: Chosen products must be easily recyclable. To this end, easily degradable furnishings will be preferred. Packaging should be 100% recyclable."

Source: https://www.mcgill.ca/buildings/files/buildings/mcgill_november_2017_-_office_furniture_standards_0.pdf

According the Preferred Products section of the Building Design Standards (Furniture), “The threshold level of compliance with the Furniture Emissions Evaluation standards listed in 01 84 19 [Interior Finishes Performance Requirements] must be met by 100%.
- For products with low VOC emissions that may contribute to LEED® v4 EQ Credit Low-Emitting Materials, refer to: SCS Global Services https://www.scsglobalservices.com/certified-green-products-guide; Intertek http://www.intertek.com/furniture/etl-environmental-voc-certified/
- For products with Environmental Product Declarations (EPDs), which may contribute to LEED® v4 MR Credit Building and Disclosure Optimization – Environment Product Declarations, refer to CS Global Services https://www.scsglobalservices.com/certified-green-productsguide
- For products with a manufacturer inventory, for LEED® v4 MR Credit Building Product Disclosure and Optimization – Material Ingredients, refer to the Declare Product Database www.living-future.org/declare-products"
Source: https://www.mcgill.ca/buildings/files/buildings/mcgill_12_50_00_furniture_0.pdf

Sustainability goals feature heavily in the university’s IT Asset Management Regulations. These goals include,
"- optimizing the life cycle management of McGill’s IT Assets while supporting the University’s education and research missions;
- Ensuring the safeguard of data confidentiality for McGill’s IT Equipment users;
- Raising the community’s awareness about the sustainable production and consumption of IT Equipment;
- Minimizing the negative environmental, economic, and social impacts which may result from the mismanagement of the institution’s IT Equipment;
- Incorporating, in its ongoing operations, the University’s 4R hierarchy (Rethink, Reduce, Reuse, Recycle) and contributing to resource conservation;
- Reconciling economic, environmental and social objectives"

Source: https://www.mcgill.ca/secretariat/files/secretariat/mcgill_university_it_asset_management_regulation.pdf

Moreover, IT Services has minimum standard requirements for the purchase of IT equipment: "In order to align with McGill’s policies on sustainability, the environment, and procurement, as well as to ensure the longevity of its information technology assets, IT Services is issuing the following standards for the purchase and reuse of IT equipment at McGill.

"The minimum standard requirements for the purchase of new computers are as follows:
...
Warranty: 3 years
- EPEAT Gold Certification (desktops and laptops)
- EPEAT Certification (new displays)
- EPEAT SILVER Certification or Blue Angel (printers)"
[Note: the above-referenced Knowledge Base article is password protected, so I cannot include a link to the information].

The following excerpt from the Model Common Supplier Code of Conduct for Quebec Universities applies to all suppliers, including those for garments and linens.

From Supplier Code of Conduct:
"2. Social Principles
Quebec universities using this Code of Conduct seek to uphold human rights and labour rights, as defined under Quebec and Canadian law and by the relevant international organizations. They expect their suppliers and subcontractors to do the same throughout their supply chain. The contents of the following conventions and declarations are to be respected:

2.1 Human rights and the rights of Indigenous peoples
Respect for the principles set forth in the Universal Declaration of Human Rights (UDHR) and in the United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), including:
a) The right to a fair salary, sufficient to cover the family’s basic needs (Art. 25 of the UDHR);
b) The right of Indigenous peoples, without discrimination, to improve their economic and social conditions (Art. 21 of the UNDRIP).
2.2 Labour rights
Respect of the Fundamental Principles and Rights at Work and 11 fundamental instruments of the International Labour Organization (ILO):
a) Freedom of Association and Protection of the Right to Organise Convention, 1948 (No. 87)
b) Right to Organise and Collective Bargaining Convention, 1949 (No. 98)
c) Forced Labour Convention, 1930 (No. 29) (and its 2014 Protocol )
d) Abolition of Forced Labour Convention, 1957 (No. 105)
e) Minimum Age Convention, 1973 (No. 138)
f) Worst Forms of Child Labour Convention, 1999 (No. 182)
g) Equal Remuneration Convention, 1951 (No. 100)
h) Discrimination (Employment and Occupation) Convention, 1958 (No. 111)
i) Occupational Safety and Health Convention, 1981 (No. 155)
j) Promotional Framework for Occupational Safety and Health Convention, 2006 (No. 187
-----
3. Environmental Principles
The biosphere’s capacity to sustain human activity is limited. Therefore, the universities seek to limit their consumption of natural resources and energy, and prioritize suppliers who are respectful of the environment and respect the following principles:
3.1 Environmental management and life cycles
Quebec universities using this Code of Conduct expect their suppliers to reduce the negative environmental impacts of their operations, products and services, and those of their own supply chain, over their full life cycle. Suppliers should endorse the precautionary principle throughout their decision-making, and seek to apply principles similar to the 3R hierarchy (reduce, reuse, recycle, recovery of materials and recovery of energy) in relation to the management of their energy, water, and material flows.
3.2 Climate Change Mitigation and Adaptation
Quebec universities using this Code of Conduct expect their suppliers to quantify, manage and reduce, to the extent possible, greenhouse gas emissions generated throughout the lifecycle of their operations, products and services. Suppliers should favour options that reduce climate-related impacts and support the universities’ carbon neutrality goals.
3.3 Biodiversity
Quebec universities using this Code of Conduct expect their suppliers to quantify, manage and reduce their negative impacts on biodiversity throughout their supply chain. To the extent possible, suppliers should undertake regenerative activities that aim to restore or improve ecosystems and biodiversity where those may be affected by their operations, products or services.

Source: https://www.mcgill.ca/secretariat/files/secretariat/supplier_code_of_conduct.pdf

The Model Common Supplier Code of Conduct for Quebec Universities (mentioned above) applies to all suppliers, including professional service providers.

Moreover, as outlined in McGill's Green Building Standards:
"Design Standards, for the design and construction of facilities at McGill University, were created to ensure maximum quality and value in construction projects through uniformity, system or component quality, compatibility, functionality, and ease of maintenance. These Standards must be applied by all consultants (Architects, Engineers, lighting consultant, acoustical consultant, etc.) in the preparation of construction documents for any new construction or renovation project."

Examples of how consultants should adhere to Green Building Standards:
"- Consultant must estimate the impact of the project on energy use and greenhouse gas emissions by estimating the consumption of the area and systems before and after project implementation. Use of McGill’s energy fiche is recommended." (p. 7)
- Consultants are asked to "refer to the MAT (Material Analysis Tool) website
http://www.materialanalysis.ca/en. This site was created to assist consultants and McGill in choosing healthier and environmentally‐responsible products. Performance criteria used for this assessment are: Certification of the company, product or product attributes; Durability of the product...; Rapidly‐renewable content of the product; Recycled content of the product and packaging; etc." (p. 11)
Source: https://www.mcgill.ca/buildings/files/buildings/mcgill_green_build_standards.pdf

From the Vehicle Asset Management Procedure (2019):

“McGill University is committed to optimizing the lifecycle management of its assets and reducing the overall environmental impact associated with the management and operation of its fleet of Vehicle Assets. This includes strategic decision-making around fleet size, acquisitions, and decarbonisation, to align with the University’s long-term goal of being carbon neutral.”

The document also mandates that when a gas- or diesel-powered vehicle is to be replaced, it must be replaced with an "Electric or hybrid [vehicle] unless incompatible with projected applications" (p.10). Proceeds from these sales are put into the GHG Emissions Offsetting fund (p. 8).

Source:
https://mcgill.ca/secretariat/files/secretariat/vehicle_asset_management_procedure.pdf

Note: McGill's Green Building Standards is indicated as a "draft" on the Facilities website; however, according to the 2015 Progress Report on the Vision 2020 Sustainability Strategy, this draft was "completed and approved" prior to the report's release (p. 5):
https://www.mcgill.ca/sustainability/files/sustainability/v2020_progress_report_2015.pdf

McGill University’s Supplier Code of Conduct is a new “Common” Supplier Code of Conduct which is to be gradually adopted and used by all of Quebec’s universities. This Code of Conduct is based upon the previous version of McGill’s Supplier Code of Conduct, which was updated by a working group made up of McGill faculty, staff and students. An extensive benchmarking exercise was also conducted in collaboration with other Quebec universities and a final version was developed in collaboration with partners from McGill University, Université de Sherbrooke, UQAM and Université de Montréal. This Common Supplier Code of Conduct now rests with the Bureau de la Coopération Interuniversitaire (BCI), and is made available to all Quebec universities, with the expectation that it will continue to be updated or improved over time.

All Procurement Services Staff receive a customized 6-hour training workshop helping them to apply lifecycle thinking in their work and understanding the social and environmental impacts of McGill’s supply chain. This training has now been adapted and made available to all McGill faculty members and staff through Organisational Development (OD). It has also been given to those from outside the McGill community.