Portland State University
OP-11: Sustainable Procurement

Environmental: PSU's Sustainable Procurement and Lifecycle Considerations Policy states that: It is the policy of Portland State University to include sustainability as a key consideration in its public contracting programs. The University strives to minimize the adverse life cycle effects of product or service production, transport, use, and final disposition and consider the inherent social, environmental, and economic impacts of procurement decisions and activities. To institutionalize this policy and our commitment to sustainability in solicitations, "Sustainability shall be considered in every purchase of goods and services made by Portland State. When a competitive RFP is issued for materials (and services where applicable), a minimum of 15% of available points of the selection criteria shall be allotted to sustainability. Criteria may include, but is not limited to: third party certifications, sustainable product attributes, demonstrated commitment to sustainability in business practices, corporate social responsibility, and life cycle impacts of proposed goods or services. http://www.pdx.edu/ogc/sites/www.pdx.edu.ogc/files/Sustainable%20Procurement%20and%20Life%20Cycle%20Consideration%20Policy%20FINAL_1-20-16.pdf Our current dining services contract includes Exhibit E with several sustainability requirements and improvement goals around local & organic food purchasing, waste prevention, and conservation practices within the dining contractor's facilities. Our current custodial contract includes minimum requirements for green cleaning product and sustainable janitorial products purchasing (in compliance with LEED requirements) as well a requirement for evidence of environmental policy within the company. (Language from both contracts are included within other sections of this report.) Most of our contracts also include our PSU General Conditions which have provisions for Environmental Clean-Up; Environmental Contamination; Protection of Workers, Property and the Public; Compliance with Government Regulations (including EPA, DEA and OSHA). Social: We call out the following policies in all of our contracts: Professional Standards of Conduct; Equal Opportunity; and Prohibited Discrimination and Harassment. We include a clause regarding Equity and Diversity which requires contractors/consultants to make good faith effort to subcontract, purchase materials, or establish joint ventures with minority or women-owned, and Emerging Small Businesses. And once again, the PSU General Conditions also reiterate these policies, intentions, and provisions. PSU's Equity in Contracting Policy states that: It is the policy of Portland State University to provide equity and inclusion in its public contracting programs. All qualified businesses shall have equal access to University contracts and purchases. It directs that diversity and equity be included in the evaluation criteria for all formal RFP solicitations, which shall be allotted a minimum of 15 percent of available points. https://www.pdx.edu/ogc/sites/www.pdx.edu.ogc/files/Equity_in_Contracting_Policy_(Final%205.14.14).pdf

To the highest extent possible use Best Value Contracting principles when determining a solicitation method. If feasible, use a Request for Proposal (RFP) rather than a low-bid method of solicitation so that factors other than price may be considered. Factors that may be considered include, but are not limited to: sustainability (both environmental and social) and life cycle cost assessment.

Sustainable Procurement and Life Cycle Consideration Policy required qualifications include: -Least Toxic: “Least toxic” options and verification of low toxicity requested in specifications of goods and scopes of work where applicable -Cleaning Chemicals: Green Seal or EcoLogo certified. If exceptional circumstances exist and non-certified solutions are required, chemicals being considered should be reviewed by CSO and Environmental Health & Safety. -Janitorial supplies: Green Seal or EcoLogo certified, where certified products are available Custodial Contract: Whenever practical, the Contractor shall utilize products and materials made from recovered materials (e.g., recycled paper) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. To meet LEED EB:O&M 2009 IEQ 3.3 disposable custodial paper products and trash bags will meet the minimum requirements of 1 or more of the following programs for the applicable product category: • Environmental Protection Agency (EPA) Comprehensive Procurement Guidelines for Custodial Paper and Plastic Trash Can Liners • Green Seal GS-09, for paper towels and napkins • Green Seal GS-01, for tissue paper • Environmental Choice CCD-082, for toilet tissue • Environmental Choice CCD-086, for hand towels • Custodial paper products derived from rapidly renewable resources or made from tree-free fibers For the recycled content products evaluation, all non-chemical products proposed for use under this Agreement must conform to the Environmental Protection Agency (EPA) Comprehensive Procurement Guide (CPG) http://www.epa.gov/cpg/products.htm if the products are CPG-designated items. It is desirable for products that meet the desired objective (e.g., ability to clean effectively) and are not CPG-designated items also to contain the highest possible amounts (by percentage) of recovered material(s) and post-consumer content. Technical Design Standards: -Portland State University (PSU) is committed to economic, social, and environmental sustainability. That commitment is acknowledged through our preference for sustainable products including those that are made from rapidly renewable resources, durable, non-toxic, manufactured and sourced locally, harvested sustainably, contain a high percentage of postconsumer recycled content, are comprised of recyclable components, and verified as a sustainable option through industry guidelines or third party organizations such as: Carpet and Rug Institute's Green Label program, Forest Stewardship Council (FSC), Energy Star, or Green Guard. -Toxic and hazardous materials should be eliminated from construction materials and components, if possible. Preventing the exposure of building occupants to unhealthy materials is very important to the University. -Healthier Buildings: A public procurement guide to safer products for new construction and existing buildings (Document created by the Oregon Environmental Council www.oeconline.org)

SUSTAINABLE PRODUCTS / MATERIAL HANDLING / SUSTAINABLE DESIGN a. See Appendix 01.11 Healthier Buildings for additional best practices. b. Daylighting shall be the primary lighting strategy with electric lighting supplementing, as needed. Design for daylighting harvesting in as much of the building footprint as possible. c. All new light fixtures/ lamps to be energy efficient and contain low levels of mercury (refer to Electrical Section 26.B). Life-cycle cost analysis and the use of LED fixtures shall be encouraged. PSU expects that use of LED fixtures will increase over time and Section 26 will be updated accordingly. d. Lighting installations must meet or exceed Oregon Energy Code. e. No urea-formaldehyde resins or adhesives permitted. f. To every extent possible, materials and adhesives to avoid the “Red List of Chemicals and Materials” as designated by the International Living Building Institute. g. All fixtures and appliances should be as water efficient as possible, be WaterSense certified, and should assist in achieving Water Efficiency credits in the LEED rating system h. Include bottle refill stations in new construction and major renovations and in conjunction with other remodels where feasible. Bottle refill stations may include hydrations stations, retrofitted kits for water fountains, or other solutions that allow users to easily refill water bottles. Install at least one refilling station on each floor of new construction projects and at least one station per building in existing buildings. i. All electronics and appliances shall be Energy Star rated and EPEAT certified as applicable. j. All materials and finishes should contain the highest percentage of recycled content wherever possible, including concrete, carpet, tiles, flooring, paint, etc. k. Carpet tiles are to be used wherever carpet is necessary or requested. l. Locally and Regionally sourced finishes and materials within 500 miles are encouraged. m. Coordinate all work including discovery, demolition, removal, or storage of hazardous or environmentally sensitive materials with PSU EHS and Project Manager. n. Use materials from salvaged sources, where feasible and appropriate. o. Use finishes such as flooring or millwork materials from rapidly renewable sources whenever possible. p. Use certified wood, wood finishes, or wood products that are considered to have environmental qualities that meet or exceed those of FSC certification whenever possible. q. Select paints, coatings, sealant, adhesives, composite wood, carpet and agrifiber products that have low or zero VOC content. r. Use a natural linoleum over vinyl composite tile or other sustainable flooring options (recycled rubber flooring, etc.) whenever possible. s. In cases of renovation, consider salvage and reuse of existing hardware and structures wherever possible. Work with community partners to salvage architectural materials that are usable but not able to be reused on site. t. Consider maintaining-in-place existing products in lieu of replacing with new if in good condition. u. Choose high-speed energy efficient hand dryers over paper towel dispensers in all restroom facilities. v. Preserve and/or integrate green space and tree canopy wherever possible. Refer to City of Portland Parks and Recreations Urban Forestry Division’s list of recommended species and The Campus Tree Care Plan (Appendix 32.1). w. Develop and implement a tree protection plan during construction phase. x. Implement storm water controls during the construction phase and include storm water management infrastructure in design of campus spaces. y. Choose drought tolerant and regionally appropriate landscaping that is suited for existing climate and future climate changes. Choose landscaping that is biologically diverse and provides habitat for natural pollinators. z. Incorporate metering and sub-metering standards set by PSU. aa. Where applicable, the use of permeable pavers is encouraged. bb. In new construction, the incorporation of visible, usable, accessible to occupants, and maintainable green roofs must be pursued and implemented when operationally and financially feasible. In major renovations, this design strategy should also be considered. Green roofs shall meet ecosystem services such as habitat promotion, filtration capabilities, limited irrigation requirements. It is preferred that all green roofs are provided with an integral handrail.

Office of Information Technology Computer Standards: -OIT also recommends and strives to purchase only computer hardware that meets standards for ENERGY STAR® and Electronic Product Environmental Assessment Tool (EPEAT) Gold qualifications. All hardware recommended by OIT is both EPEAT Gold and ENERGY STAR qualified. Sustainable Procurement and Life Cylce Consideration Policy: -Electronic Equipment: Energy Star and/ or EPEAT Silver certified minimum, where certified products are available.

Food Services Policy: 1. Increase total local and third-party certified food expenditures each by 5% annually within each food category, based on fiscal year 2014 baseline for the duration of this contract. a. Local, regional, and third party certified purchases will be tracked within each food category by Operator and reported to CSO on quarterly basis. b. Products grown/produced outside of the region will be shown preference based on their relative proximity to Portland as well as third-party certifications. c. Purchasing preference will also be given to locally owned and operated businesses, even if the products they sell are not grown and processed within defined “local” boundaries. 2. Operator will designate a liaison to interface with CSO and track food purchases. Purchasing reports will be submitted to CSO by Operator on an annual and a quarterly basis. 3. Operator will use mutually agreed upon purchasing report template to submit annual and quarterly reports to CSO. 4. Operator and CSO will meet quarterly to a review purchasing reports, assess performance, and prioritize areas for improvement. 5. If Operator fails to meet annual sustainable purchasing goals in paragraph 1, Operator will provide a written summary within reporting template outlining reasons for non-achievement (e.g. weather affecting markets, etc.) and efforts to mitigate (e.g. substituting other regionally available products, etc.). 6. Operator and University will discuss and evaluate in good faith any proposed revised goals or reports on an annual basis. Any changes to this exhibit and/or associated attachments require approval of both University and Operator. 7. Operator will ensure that sustainable catering options are available, distinctly identified, and promoted on catering menus. 8. Operator will take initiative to plan seasonal menus that would enable meeting goals for local food purchases, especially produce. 9. Operator will designate a representative to participate in the Northwest Food Buyer’s alliance 10. Operator will adhere to requirements listed in PSU’s Sustainable Procurement and Life Cycle Consideration Policy for operational and business purchases. Waste Reduction: 1. For Operator-catered events in defined premises, Operator shall provide compost collection infrastructure (compost bins, compostable bin liners, instructional signage) and services (emptying, relining, and removing compost disposal bins as needed) for products that are compostable in local compost programs. 2. Operator and University’s waste management program will work together in good faith to support analysis of the dining program waste stream through at minimum, an annual waste audit. 3. For Operator-catered events, Operator shall assist waste minimization efforts by providing durable service ware and linens wherever operationally feasible. At a minimum, durable dishware shall be a default option at catered events and restaurant/bar service at the University Place Hotel and Conference Center. 4. Operator shall implement and promote reusable to-go box program for all applicable retail food service locations. 5. Where disposable service ware (cups, plates, bowls, utensils, napkins, and other to-go food containers) is needed, Operator shall: a. When feasible, utilize compostable service ware. b. Ensure compostable service ware is in compliance with regional and city-wide composting and disposal requirements. c. Purchase paper napkins with high levels of post-consumer recycled content. d. Not use plastic and expanded polystyrene (i.e. Styrofoam) service ware. e. Reduce overall packaging used by Operator to package food whenever feasible (i.e. choose paper wraps over plastic clamshell containers). 6. Operator shall manage procurement and food service to minimize food surplus a. Maintain food donation program for eligible foods. b. Maintain tray-less dining in Victor’s Dining hall. 7. Operator shall implement heretofore mentioned sustainability practices within vendor agreements where permissible. 8. Operator shall implement sustainable operations in all University locations: a. For Operator-owned purchases, show preference for Energy Star certified appliances and water conserving appliances and fixtures. b. Resource conserving practices (i.e. turn off lights after hours, run full loads in dishwasher whenever feasible, prohibit thawing food under running water, etc.). c. Use non-toxic cleaning supplies where possible and appropriate for health and sanitation purposes. Adhere to purchasing standards within current PSU custodial contract for green cleaning products. When stronger or more specific solutions are required, use Green Seal certified products or other mutually agreed upon products. 9. Operator shall assist and participate in University educational efforts around sustainable food systems. 10. Operator shall implement efforts to reduce bottled water consumption on campus.

The Sustainable Procurement and Life Cycle Consideration Policy requires that every solicitation for procurement of services includes sustainability criteria applicable to the service being procured. It also mandates that a minimum of 15% of evaluation points be based on that sustainability criteria. -Sustainability shall be considered in every purchase of goods and services made by Portland State. When a competitive RFP is issued, a minimum of 15% of available points of the selection criteria shall be allotted to sustainability. CSO shall provide guidance on how this area is evaluated. Criteria may include, but is not limited to: third party certifications, sustainable product attributes, demonstrated commitment to sustainability in business practices, corporate social responsibility, and life cycle impacts of proposed goods or services. * This %15 of evaluation points on RFPs has completely changed the way we evaluate the selection of service providers here on campus. It mandates sustainability criteria to be developed on a case by case basis b/c services are diverse. This allows us to develop specific criteria appropriate to the service being procured. Recent examples of criteria listed in solicitations include: requiring architectural firms to provide examples of a demonstrated commitment to integrating low or no cost sustainable design strategies into projects, requiring firms to have a stated corporate sustainability mission statement, requiring firms have demonstrated experience with LEED, Living Building Challenge, Net Zero Buildings or other advanced sustainable construction protocols, etc. Additionally, PSU has a comprehensive "Equity in Public Contracting" policy that requires all solicitations and procurement of services to include criteria regarding utilization of disadvantaged MWESBs. Sample language from that policy includes: All formal procurements for construction will include a Goal of at least 15 percent for the utilization of MWESBs. Contractors are required to submit monthly reports on their MWESB utilization on a contract- or project-specific basis When an RFP is used in the procurement, a minimum of 15 percent of the available points of the selection criteria shall be allotted to diversity and equity, which may include factors such as certification of the proposers, details regarding past performance in their use of MWESBs, demonstrated commitment to equity and inclusion in their business practices, and the proposed utilization of MWESBs in the resulting contract. Include a statement in all solicitations regarding the University’s Equity in Public Contracting Policy and the University’s intent to provide maximum opportunities to MWESBs.

PSU's Sustainable Procurement and Lifecycle Considerations Policy requires that purchased vehicles have a smaller environmental footprint (more fuel efficient, alternative fuel source, etc.) than the vehicle replaced or, if new / additional, be a low or no emissions vehicle

Technical Design Standards: -Prefer Institutional quality to meet American Woodworkers Institute specifications and standards for AWI custom grade or better, all plywood construction. Encourage use of certified wood, wood finishes, or wood products that are considered to have environmental qualities that meet or exceed those of FSC certification whenever possible. Sustainable Procurement and Life Cycle Consideration Policy: -Copy Paper: 100% post-consumer material and processed chlorine-free (PCF). High speed copiers: minimum 30% post-consumer material paper.

Technical Design Standards https://www.pdx.edu/construction/sites/www.pdx.edu.construction/files/2016-Technical-Design-Standards-Rev2A_8.pdf Equity in Public Contracting Policy: https://www.pdx.edu/ogc/sites/www.pdx.edu.ogc/files/Equity_in_Contracting_Policy_(Final%205.14.14).pdf