University of Montana
OP-11: Sustainable Procurement

ENCOURAGED PRACTICES

The University’s Purchasing Office is committed to providing a quality acquisition process to support the members of the University and business communities in the achievement of their respective objectives in education, research, and service, and in business success. As a part of this commitment, the following practices are strongly encouraged:

- Freedom of Association and Collective Bargaining. Vendors will recognize and respect the rights of employees to freedom of association and collective bargaining, including, if applicable, the rights set forth in the National Labor Relations Act, as amended; the State of Montana Department of Labor and Industry; or such other labor relations laws as may be applicable.

- Labor Standards: Wages, Hours, Leaves, and Child Labor. Vendors will recognize and respect the legal rights of employees concerning minimum and prevailing wages, wage payments, and maximum hours and overtime; legally mandated family, childbirth, and medical leaves and return to work thereafter; and limitations on child labor; including, if applicable, the rights set forth in the Federal Fair Labor Standards Act, the Federal Davis-Bacon Act, the Federal Family and Medical Leave Act, and any other laws defining such labor standards.

- Health and Safety. Vendors will provide a safe and healthful working environment to prevent accidents and injury to health, including reproductive health, arising out of, linked with, or occurring in the course of work or resulting from the operation of the vendors’ facilities. During the performance of any Agreement, all products, services, use of equipment, working conditions, employee training or licensing requirements, and activities performed by the vendor or the vendor’s subcontractors must be in full compliance, if applicable, with the Federal Occupational Safety and Health Act, the State of Montana Department of Public Health and Human Services, and all other applicable federal, state, and local laws, rules, regulations, and ordinances, including but not limited to the environmental safety and health requirements set forth in 29 Code of Federal Regulations, 40 CFR, and 49 CFR.

- Forced Labor. Vendors are encouraged not to use, or purchase, supplies or materials that are produced by using any illegal form of forced labor.

- Harassment or Abuse. Every employee will be treated with dignity and respect. No employee will be subject to any physical, sexual, psychological, or verbal harassment or abuse. Vendors will not use or tolerate any form of corporal punishment.

- Employee Compensation. The University recognizes that maintaining the dignity and meeting the essential needs of employees and their families require a reasonable compensation based upon employee education, skill, knowledge and work responsibility. Basic needs include food, shelter, clothing, health care, education, and transportation. The University will strive to do business with vendors that provide reasonable employee compensation based on all these considerations.

- International Human Rights. Human rights constitute a core value of this institution. The University will strive to do business with vendors that show leadership in human rights practices and that meet well-recognized international human rights and labor standards, such as those set forth in the Universal Declaration of Human Rights.

- Environmental Protection. Safeguarding the environment for the benefit of all peoples now and in the future is a matter of increasing concern in the academic community as well as in society generally. The University will strive to do business with vendors who engage in environmentally sustainable practices and production methods and that meet well-established certification standards. Specific factors to be encouraged include, but are not limited to, the minimization of waste products, use of post-consumer recycled materials in the production of finished products and the recyclability of finished products, energy efficiency, and the durability, biodegradability, and reparability of the products purchased by the University.

- Non-U.S. Law. Vendors and vendor’s suppliers operating under non-U.S. law will comply with all such laws applicable to the subject matter of this Code insofar as they are consistent with the provisions of this Code. Such vendors or suppliers will also comply with all provisions of this Code insofar as they do not violate applicable non-U.S. laws.

COMPLIANCE PROCEDURES
University-Vendor Partnership. The ideal University-vendor relationship is in the nature of a partnership, seeking mutually agreeable and important goals. Recognizing our mutual interdependence, it is in the best interest of the University to find a resolution when responding to charges or questions about a vendor’s compliance with the provisions of the Code. The procedures for resolving a complaint appear in an attached document.

UM Planning and Construction utilizes energy modeling to determine energy use and system performance during the planning and design phase of new capital construction. This practice of energy/performance modeling provides useful information for campus architects and design teams that leads to more informed decision-making that lowers the life cycle costs of buildings. For example, the new Combined Heat and Power Plant is a long-term investment with a large upfront expense that will be recouped over time when compared to the conventional heating and steam infrastructure the university has used for decades. These cost savings (of a more efficient steam plant) coupled with the updates and renovations to our existing steam system and reducting in GHG emissions are what made the project viable and worth pursuing. Additionally, Life Cycle Cost Analysis has been one tool for analysis used to justify investments in bathroom air dryers as an alternative to only offering paper towels for hand drying. Using LCCA, the university has made procurement decisions based on a comprehensive analysis of costs and benefits, both financial and environmental, over the short and long term. LCCA is considered for the investment of other campus infrastructure including: solar panel installations, HVAC euipment, consolidated campus printing (Managed Print), LED lighting upgrades, EV buses, data servers, and other procurement choices that thoughtfully consider the long-term financial savings and environmental impacts of our choices. 

UM Procurement in IT follows best practices in their vendor agreements with Dell, Apple, and Lenovo to provide the highest EPEAT and Energy Star cerfification in the industry. These purchase agreements recognize the lifecycle and footprint of electronics and their impact on the environment and community. The vendor agreement with Lenovo includes carbon offset purchasing for a portion of the product line purchased by UM. While not LCCA, this is another example of UM's efforts to assess the full impacts of purchases and to let those details inform our largest investments.  

Lastly, UM is committed to requiring the purchase of Energy Star certified equipment. University personnel who authorize the purchase of energy consuming equipment purchase Energy Star equipment for all single and/or mass purchasing actions whenever certified equipment is available. Exceptions to this policy shall be authorized only by the University's procurement officer. This is another example of making procurement decisions with long-term costs to the university in mind, rather than just immediate cost of purchase.

EPEAT and Energy STAR products consider each of the following as an investment for a product that represent the better interests of our environment and communities. Analysis includes: 1. initial capital cost, 2. annual operating cost (energy & maintenance), 3. periodic replacements, 4. use costs, and 5. salvage value. 

"The University will implement green cleaning processes and procedures that consider the balance between cost, effectiveness, safety, environmental impact, equipment, industry standards and final disposal of product. Every effort will be made to use third party certified green cleaning products where and when chemicals, cleaning agents, and cleaning equipment are in use and to comply with all LEED certification building or remodel requirements for green cleaning products."
Green Cleaning Policy- http://www.umt.edu/policies/browse/facilities-security/green-cleaning-products

UM's Sustainable Procurement Guide addresses this criteria stating, "Whenever possible, UM programs and departments should prioritize cleaning products and services that are third-party certified as environmentally safe to the environment and the service workers who use these products. Examples of preferred certifications include: Green Seal, Forest Stewardship Council (FSC) certified, U.S. EPA Safer Choice labeled, and ecolabeling recognized and approved by AASHE."

Also, see attached Vendor Code of Conduct regarding Environmental Protection

Two years ago, UM adopted a requirement for 30% post consumer reycled content across campus through UM's Managed Print Program. Fisher Technologies, a partner in Managed Print, works with Canon to supply ink/toner cartridges that are collected and sent back to the manufacturer for product refurbishment and reuse.

UM's Sustainable Procurement Guide addresses this criteria stating, "Whenever possible, UM programs and departments should prioritize the purchase of at least 30% post-consumer recycled paper. Procured paper should be certified to meet sustainability standards from the Forest Stewardship Council, Chlorine Free Products Association, and Sustainable Forestry Initiative."  

In 2010, UM President George Dennison approved a campus policy that all new construction and major campus remodels have to be certified LEED Silver at a minimum. In addition to this policy, UM is required to follow all state construction and architecture guidelines, including the state mandate that all new construction and major remodels over $1M be certified LEED Silver at minimum (MCA 17-7-201 & 202).
http://architecture.mt.gov/Portals/14/docs/HPBS/HPBS_Documents_Portfolio_v1_Adopted_12_1_13.pdf

Preference is exercised by Building Construction and Design to purchase low to no VOC paints and minimal use of toxic adhesives used in carpet tiles. This preference is pursued outside of LEED requirements.

UM's Sustainable Procurement Guide addresses this criteria stating, "Whenever possible, UM procurement decisions that involve campus furniture or furnishings should follow best practices. Criteria for this area include the following considerations: 
Non-toxic Materials: Prioritizing low VOC paints and finishes free from chemicals like formaldehyde and off gassing glues used in carpets or adhesives which degrade indoor air quality.  Sustainable Materials: Prioritize FSC certified products, locally sourced materials, and recycled materials when appropriate.  Production Process: Prioritize products from manufacturers who use energy efficient practices including waste reduction strategies. Durability and Longevity: Prioritize well-constructed, durable furnishings that will last and can also be repaired. ENERGY STAR rated appliances and products.  

"The University of Montana is committed to reducing energy consumption in its operations. This commitment is met in part by requiring the purchase of Energy Star Certified Equipment. University personnel who authorize the purchase of energy consuming equipment shall purchase Energy Star equipment for all single and/or mass purchasing actions whenever certified equipment is available. Exceptions to this policy shall be authorized only by the University's procurement officer.
Energy Star is a joint certification program between the US EPA and US DOE certifying products which are more energy efficient than the average. The Energy Star website lists available products and has a calculator tool for most appliances that can be used to calculate the long-term energy savings from a particular Energy Star appliance."
Information Technology Policy- http://www.umt.edu/policies/browse/financial-affairs/purchasing-energy-star

Also, see attached Vendor Code of Conduct regarding Environmental Protection.

UM technology and computer purchases are being consolidated to follow vendor conformance to EPEAT certification standards. All Dell, Apple, and Lenovo purchases are EPEAT Gold certified. Additionally, UM has a contract with Lenovo to offer CO2 offset services for purchases of their products over 5 years (depreciation). This contract should help to inform future contracts and vendor purchasing decisions for companies offering this service. 

UM Prime Vendor Contract preferences a number of sustainability criteria which are considered when selecting prime vendors and smaller and local vendors across western MT. UM's contract is not exclusive, allowing UM to provide preference for local and sustainable producers and vendors when the Prime Vendor cannot meet the same criteria. 

Sustainability is a priority for UM Dining, including when doing business with franchises or vending services. Our current contract with Coca-Cola North America, for instance, contains a variety of criteria aimed at the environmental footprint of vending and beverage services on campus. Our contract with Coke contains specifications regarding delivery schedule efficiencies, the number and location of vending machines on campus, preferences for products that generate less waste, are compostable, and/or are easier to recycle in Montana. This contract includes financial and equipment support for our recycling program, and annual in-kind donations from the company to support sustainability. Coke was selected as a vendor in part because of what they were able to offer to meet our sustainability specifications. 
Similarly, when reviewing bids from and selecting a primary vendor and a coffee vendor UM Dining included specific sustainability criteria in the Request for Proposals and reviewed offers based on vendors' abilities to meet those needs.

UM's Sustainable Procurement Guide addresses this criteria stating, "UM recognizes the impact of conventional garment and linen production and prioritizes sustainable alternatives when possible. Some preferences include purchasing Organic cotton Griz Gear apparel, selecting textiles that are produced without hazardous chemicals, and using non-toxic cleaners when laundering. Preference is given to the purchase of recycled or re-purposed materials when possible as an alternative to virgin materials."  

UM Procurement provides the option and preference for UM departments to seek out vendors who uphold sustainability standards that align purchaser values and goals with UM values and goals. For example, service contracts with Coca Cola require provider to meet specific sustainability standards, waste reduction standards, and offering more environmentally friendly materials. Similarly, UM's waste and recycling hauler RFP and finalized contract contains specifications related to materials management, service efficiency, and containers to align with best practices in waste diversion. Those specifications were intentionally included in the RFP to encourage bidders to respond to sustainability criteria. These criteria were then used to score each bidder and select the vendor we use currently.

UM's Sustainable Procurement Guide addresses this criteria stating, "Whenever possible, UM prioritizes conventionally disadvantaged businesses that are local to UM over distant businesses and companies. For example, UM contracts with local farmers, ranchers, and producers over industrial producers whenever possible in order to reduce the carbon footprint of food brought to campus and to support Montana-owned business."  

ASUM is financing the buses through the state of Montana's INTERCAP Loan Program, among other sources. ASUM received a Diesel Emissions Reduction Act grant from the U.S. Environmental Protection Agency, which is administered by the DEQ. The grant aims to improve public health by reducing emissions and particulate matter.

The Montana DEQ Program Manager Brian Spangler refers to UM's electric buses through the context of the deisel emissions reduction program as a hallmark program, stating, "This electric fleet initiative is by far the most aggressive transportation program we have seen in Montana."

Additionally, UM is putting the final touches on a Combined Heat & Power (CHP) facility that will significantly reduce the demand for fuels from our state energy provider (30% reduction). The reduced emissions will significantly reduce our energy and carbon footprint associated with scope 2 indirect emissions (purchased electricity).  

Green Cleaning Policy- http://www.umt.edu/policies/browse/facilities-security/green-cleaning-products

Building Construction Policy- http://www.umt.edu/policies/browse/facilities-security/building-construction-renovation-repair-remodeling-and-maintenance

Information Technology Policy- http://www.umt.edu/policies/browse/financial-affairs/purchasing-energy-star

UM Dining Sustainability- https://www.umt.edu/dining/Sustainability/

UM Environmentally and Socially-conscious Procurement Guide: 
https://www.umt.edu/sustainability/campus-initiatives/purchasing/default.php