Seneca Polytechnic
OP-11: Sustainable Procurement

SALT MANAGEMENT:
Snow and Ice removal is embedded into the RFP for our external contractors who manage our grounds outside of immediate building footprint. It states that contractors must demonstrate how they use ecologically responsible materials and other sustainable processes and products. They are responsible for the snow and ice management of these external areas but are managed by the Seneca Facilities team. Specific procedures are then laid out in the work plan, which include the use of brine; closure of non-essential walkways to reduce the volume of salt deposited; responsibilities for removing access salt; and, the use of eco-friendly alternatives in the parking garages where traditional salts damage the pavement.

CUSTODIAL SERVICES:
Prior to the implementation of the procurement policy, the following language describes the measures taken to ensure sustainable procurement regarding custodial services within our RFP and contracts: 

1.7 Sustainability and Equity Diversion and Inclusion
Advancing equity, diversity and inclusion ensures we have the best possible place to work and learn, where everyone can participate and feel they belong. We support efforts to remove barriers for marginalized groups; develop and review policies and procedures using the lenses of equity, diversity and inclusion; and to create spaces and places that promote equity. Our recruitment practices show a commitment to diversity, with the intention of creating an inclusive campus where staff and students alike, feel welcome and equal.

Green Cleaning Program
Seneca has implemented a comprehensive Green Cleaning Program to complement its Green Cleaning Policy. The goals of this policy are to reduce exposure of building occupants and maintenance personnel to potentially hazardous chemical, biological and particulate contaminants, which adversely affect air quality, human health, building finishes and systems and the environment. Please refer to Green Cleaning Plan attached separately.

3.7.1
Proponent is to provide Seneca with their sustainability plan including but not limited to:
- Environmentally friendly Services and related goods;
- Re-usability of any goods supplied or used in providing the Services;
- Any initiative taken by the Supplier to minimize the amount and weight of packaging used for any goods and/or services supplied or used;
- The ability of the Supplier to recycle any packaging and Goods supplied or used (Example would be Goods that are recyclable include paper, cardboard, glass bottles, metal cans, #1 plastic (polyethylene terephthalate), #2 plastic (high-density polyethylene, #4 plastic (low-density polyethylene) and #5 plastic (polypropylene);
- An opportunity for the Purchaser to return part of all the Goods and packaging used in shipping or use during the delivery of service at no charge to the Purchaser;
- Certified Program, or any other eco-labelling program; ISO 14001 certification.

CONTRACT WITH STAPLES – ENVIRONMENTAL SECTION

Environmental Considerations
OECM and its Customers are committed to reducing the carbon footprint of our plant by acquiring Resources and Services that have a lower impact on the environment than those traditionally acquired. The Supplier should keep Customers informed about any environment-friendly Resources, decoration methods, processes, new technologies and/or green initiatives. The Supplier should, in consultation with OECM, make any environmentally friendly Resources and/or Services, new technologies and/or green initiatives available to Customers as they become available.

2.6.1 Environmentally Friendly Practices
Suppliers should promote activities related to greening their own supply chain and operations. These practices could include but are not limited to:

- Reduce packaging/consumption; Customer-Supplier Agreement Corporate Express Canada, Inc., operating as Staples Business Advantage OECM-2020-346-04 Page 12 of 33
- Minimize environmental impact at all stages of design, Production, packaging, shipping and distribution;
- Have environmental management policies and practices that are geared towards continuous improvement;
- Have a waste disposal program; and,
- Have a disposal program of defective Resources for the Resources that are considered defective or damaged.

2.6.2 Eco-Friendly Resources
In an effort to promote the longevity and future of the planet OECM and our Customers are seeking Resources that promote sustainability and are environmentally friendly. These Resources could be made with, but not limited to:
- Biodegradable or compostable items (e.g., pens and cups made of wheat or corn starch);
- Re-useable and/or recyclable items (e.g., clothing, cloth bags, USB drives, mugs, water bottles, office supplies);
- Items made using Alternative Energy sources (e.g., solar) or uses alternative energy sources in operation (i.e. not a plug or battery);
- Recycled Content for plastic items and clothing;
- Use of bio-based materials (e.g., bamboo clothing and bags, wood instead of plastic);
- Organic Content (e.g., cotton); vii. Items made using renewable and sustainable resources (e.g. wood or paper Resources originating from a certified sustainable managed forest and/or certified as processed chlorine free);
- Resources that are "living" such as seed packets, tree seedlings, edibles;
- Packaging of Resources that is minimal, re-usable and/or recyclable; and end Resource components (e.g. - Paper and materials) that are recyclable and/or reusable;
- Reduced quantities of volatile organic compounds (VOCs) and solvents (e.g. highlighters, markers, etc.); and, xi. Use of vegetable-based inks.

Furniture: The following criteria were implemented prior to the publishing of the procurement policy and will be integrated and applied to all applicable purchases within this category 
- All products should be certified to SCS Indoor Air Advantage, GREENGUARD or equivalent, ensuring products are meet environmental air quality standards.  
- More than 80% of products should be Cradle to Cradle Silver certified or a level certification (Greengard certification) at a minimum.  
- All products should incorporate post-consumer and post-industrial recycled content.  
- Manufacturer shall have a controlled wood policy, such as FSC certified or the Programme for the Endorsement of Forest Certification (PEFC)  
- Supplier should recognize environmental management system (i.e., ISO14001 or equivalent)  
- Supplier should recognize quality management system (i.e., ISO 9001 or equivalent)  
- Constructed free of environmentally hazardous materials such as PVC, CFC, solvent-based adhesives, heavy metals (chrome, lead, mercury) and benzene.  
- Formalized preference for vendors that offer take back programs or leasing opportunities 
- Investigate internal reuse or alternative opportunities including donation wherever possible

Wellness requirements  
- VOC content to meet all limits set by: 
- a) ANSI/BIFMA Furniture Sustainability Standard or equivalent;  
- b) California Department of Public Health (CDPH) standard method or equivalent.  
- Active workstations: Treadmill desks, bicycle desks, portable desk pedal or stepper machine (optional)  
- Furniture material finishes disclosure information, finishes to have: 
- a) Declare label or health product declaration and material ingredient reporting 
- b) All declaration information is compiled and available digitally.   
- Workstation chair height and seat depth is compliant with HFES 100 standard or BIFMA GI guidelines  
- All products should be certified to SCS Indoor Air Advantage, GREENGUARD or equivalent, ensuring products are meet environmental air quality standards.

Prior to the implementation of the procurement policy, the following language was the measures taken to ensure sustainable procurement in regard to applicable electronics within our RFP and contracts: 

- Manage device Resource model changes - the Supplier shall ensure that in the event a proposed device Resource or a device Resource part becomes unavailable and a replacement is proposed, OECM and the Client will be provided with the reason why and the replacement device Resource or part shall have as a minimum, equal or greater functional capabilities/specifications and EPEAT rating, than those of the retiring device Resource or part. 
- Provide fixed and mobile device Resources that possess Electronic Product Environmental Assessment Tool (“EPEAT”) rating of silver or above; and 
- Environmental Considerations Clients and OECM promote environmentally responsible practices to minimize environmental impact as it relates to the Resources in this RFP. The Supplier shall report quarterly on its environmental performance during the Term of the Agreement including, but is not limited to, the following:
- Environmental activities the Supplier participates in (e.g. fair trade practices, recycled content);
- Tracking and reporting the Supplier’s environmental improvement over time by providing information on carbon footprint reduction, EPEAT certification and energy consumption
- The Supplier’s communication strategies used with Clients that reinforce sustainability;
- Quality assurance program certificates the Supplier possesses (e.g. ISO 14001, Occupational Health and Safety Management Systems Requirements);
- Environmental initiatives and associated implementation timelines, as applicable;
- Relevant social responsibility plan and/or initiatives with implementation timelines, as applicable; and
- Any environmental considerations such as increased energy savings, greenhouse gas reductions and donation programs.

E.g., Contractors, franchises, vending and catering services. 
- Integrated Seneca’s sustainability language and objectives in contracts with service providers and receive a statement of support for achieving and improving sustainable products, procedures and programs. 
- Demonstrates commitment to participation in the Seneca Polytechnic's waste management program, including staff training sessions.  
- Support opportunities for local (within 100km) food, including on campus gardens/farms.  
- Ensure compliance with workplace safety standards, labour laws, provision of a living wage for employees and compliance with diversity, equity and other human rights related regulations/certifications.  
- Demonstrate existing programs and/or capacity and plan to provide sustainably/ethically produced food and plant-based options for food and beverage products.  
- Demonstrate existing programs and/or capacity and plan to transition away from single-use plastics, utilize certified compostable packaging, limit food packaging and offer reusable container programs wherever possible. Points awarded for each measure, with the prohibition of single-use plastics that fall within the Federal Single Use Plastics Ban predicted to be implemented in 2023 as a requirement. 

Food and Beverage Purchasing 
Seneca must report total annual food and beverage expenditures and the percent of which these are sustainably/ethically produced and plant-based and complete the STARS Food and Beverage Purchasing Inventory template.  

- Products sourced from a campus farm or garden, but not purchased, may be accounted for based on estimated market value. 
- At a minimum, the figures provided must include food and beverage purchases for campus dining halls and catering services operated by the institution or the institution’s primary food service provider (e.g., Aramark, Bon Appétit Management Company, Chartwells, Sodexo). Outlets that are unique to the institution or its primary contractor (e.g., retail concepts developed and managed by the institution or contractor) should be included. On-site franchises (e.g., regional or global brands), convenience stores, vending services, concessions and de minimus purchases by other entities may be excluded at the institution’s discretion to simplify reporting.

Professional Service Providers 

E.g., Architectural, engineering, public relations, financial services and consultants. 

- Architectural designers and building construction companies and renovation companies
- Sustainability is a formal assessment category in the RFP process
- Provide potential designers etc. with standards for new buildings that provide requirements and design considerations for each of Seneca’s principles of sustainability e.g., energy and emissions, waste, ecological integrity, low impact development, water and stormwater management
- Environmental best practices are pursued during the consultation process after initial designer has been selected
- RFP include requirement to provide a statement of sustainability outlining how they take a sustainable approach to their organization internally and for their services for project with applicable scopes

Prior to the procurement policy, the following language was included in the RFP for Seneca shuttle busses: 

2.7.7 As much as is reasonably possible, Vehicles should limit the amount of time spent idling at Customer sites. The Proponent is encouraged to use fuel conservation and anti-idling technology wherever possible and feasible to minimize environmental damage

2.22 Environmental Considerations OECM and its Customers are committed to reducing the carbon footprint. The Supplier should keep Customers informed about any environment-friendly processes, vehicle, new technologies and/or green initiatives. The Supplier should, in consultation with OECM, make any environment-friendly vehicle, new technologies and/or green initiatives available to Customers as they become available