University of New Hampshire
OP-11: Sustainable Procurement

The University System of New Hampshire (USNH)'s Purchasing Policy Procedures state the following, all of which support sustainable purchasing decisions across campus:
• “Recovered Material: USNH shall procure goods composed of the highest percentage of recovered materials practicable….”
• "The cost of a procurement shall include the total cost, including all the cumulative value of a contract (not including extensions), Shipping/Freight, Delivery and Installation, and Operating costs as applicable.”
• “USNH encourages and supports the use of local businesses and businesses owned by minorities, women, and veterans. It is practice to provide these entities maximum practicable opportunities to participate.”
• “Applicable USNH Purchases will be made from the supplier submitting the lowest responsive and responsible bid including all considerations such as freight, terms, price, maintenance, life cycle cost, applicable costs of delivery, supplier acceptability… and quality of product or service.”

See http://unh.edu/purchasing/Purchasing%20Policy%20Procedure%206-001%20updated%207.17.19.pdf.

In addition, the following Sustainability Statement is included as part of
every Request for information, bids or proposals that UNH issues:
Sustainability Statement
USNH strives to conduct business in a sustainable manner that balances economic priorities with environmental health and social impact and prefers do business with companies that share our commitment to sustainability and
will partner with us to further sustainability objectives. USNH endeavors to minimize the adverse life cycle effects of the products and services it utilizes, preferring to purchase items with recognized certifications and/or attributes, e.g. Energy Star™, FSC, Safer Choice and Fair Trade. Please include as part of your proposal, pertinent information in reference to any sustainable practices and products. These programs or policies can be, but are not limited to, reducing, reusing and recycling resources, disposal of organic and other solid waste, conservation efforts regarding transportation, energy and water, disposal of hazardous waste, and/or giving back to the community."

Finally, we have a Vendor Code of Conduct that specifies a requirement to adhere to environmentally, socially and economically sound practices. That code is as follows:

"The University System of New Hampshire (USNH) is dedicated to maintaining excellence and integrity in all aspects of its educational and business activities. The trust of the community we serve -- our students and their families, our trustees and staff, our business associates, and the general public -- is vital to the image and economic success of our institution. In keeping these core values, we depend upon the responsible, law- abiding, and morally correct behavior of all vendors we conduct business with.

The USNH has Vendor Code of Conduct describes the fundamental ethical and behavioral principles that govern all vendors who do business with any of our institutions. We expect all vendors to honor this commitment and abide by the provisions of this Vendor Code of Conduct as a condition of doing business with USNH.

In doing business with USNH, our vendors and their representatives are expected to:

Engage in legally-compliant and ethically-sound behavior during the course of business;

Promote fair and respectful interaction with University personnel and third parties;

Display a commitment to the environment and to society;

Be committed to workplace and product safety;

Reject all forms of discrimination & harassment;

Display professionalism, fairness, and reliability in all business relations.

It is the responsibility of each vendor to ensure that its representatives understand and comply with the USNH Vendor Code of Conduct.

Further, participation in conduct or practices that violate the terms and spirit of this Vendor Code of Conduct may result in termination of a vendor’s business relationship with USNH."

http://unh.edu/purchasing/USNH%20Vendor%20Code%20of%20Conduct.pdf

As noted above, the USNH Purchasing Policy Procedures clearly specifies:
• "The cost of a procurement shall include the total cost, including all the cumulative value of a contract (not including extensions), Shipping/Freight, Delivery, Installation and Operating costs as applicable.”
• “Applicable USNH Purchases will be made from the supplier submitting the lowest responsive and responsible bid including all considerations such as freight, terms, price, maintenance, life cycle cost, applicable costs of delivery, supplier acceptability… and quality of product or service.”

This is operationalized in different ways across campus, which--though the policy does not call-out operations and disposal explicitly as part of life cycle costs--do incorporate them into purchasing decisions; for example, for fleet vehicle purchases, UNH developed its own life-cycle cost and life-cycle impact calculator that, in addition the initial acquisition costs, takes into account the vehicle's fuel use and maintenance requirements and ability to retain residual surplus value when it is disposed of through UNH's surplus program at the end of its functional life at UNH, to help departments evaluate the best vehicle options for their needs https://www.unh.edu/facilities/ecocat-vehicle-selection-calculator. Project managers are required to ensure life cycle energy modeling is integrated into the planning design and construction process for new capital construction or major renovations, and provide information to departments in advance about the budget obligations for operations, maintenance and disposal associated with equipment installed as part of a project. Housing and Hospitality Services staff, who routinely purchase energy-and water using products for use in campus kitchens and residence halls (e.g. appliances, fixtures, etc) are trained and well-versed in the expectation that purchasing options must consider operational costs (e.g. energy and water use), and operate under the expectation that ENERGY STAR and WaterSense certifications are to be selected in any case where there is a viable option, and likewise expected to budget in advance for operations, maintenance and disposal of such items.

In regard to janitorial, cleaning and sanitizing products, UNH specifies a preference for GreenSeal and other environmentally-friendly materials.

For example, in a recent RFP for Custodial Services, the following language was included:
"3.2 Contractor to use environmentally friendly “green cleaning” products whenever possible/effective. Likewise, contractor shall provide snow and ice melt for each building.
3.3 The Contractor will be responsible for removal of, or ceasing the use of, any chemical agent deemed hazardous or classified as a pollutant upon request of UNH. Prior to the start of the contract, the contractor shall provide UNH Facilities with a list of the cleaning agents with described use. This inventory must be approved by UNH and if any agents are added during the term of the contract, they must be approved. Each January the contractor will provide a report of all chemicals used in this contract
to the Custodial Contract Coordinator. All material safety data sheets (MSDS) for all products used on campus must be on file with the UNH Office of Environmental Health and Safety before they are used.
The Contractor’s campus manager will also keep an up-to-date file of all MSDS for products being used on campus. All chemicals in buildings must have proper labeling."
Those annual inventories and product lists with sustainability certifications are shared with the Sustainability Institute as well.

For example, in our most recent bid for warewashing, janitorial and laundry-related chemicals, the following language was included:
"The University of New Hampshire through UNH Dining Services seeks a qualified supplier(s) to provide warewashing, janitorial and Laundry related cleaners and chemicals for its three (3) dining halls and (7) retail stores, cafes and restaurants. UNH and UNH Dining are committed to Sustainability and seek suppliers that can further their Sustainability goals."
The bid specified a preference for Greenseal products and further included the following
"Evaluation Criteria
3.5. 1 Evaluation criteria will be based on, but not necessarily limited to the following factors:
1.Overall suitability of the proposal for current and future needs of USNH
2.Competitiveness and stability of pricing
3. Response to Section 2. Scope of Work/Technical Specifications
4. Service Delivery Time
5. Financial stability and ability of Firm to fulfill the contract
6. Sustainability of company’s products and practices and the ability of company to support UNH’s broad Sustainability goals."
In an RFP for a Custodial contractor, in addition to the general sustainability statement, the following was included in the Scope of Work:
"Supplies & Equipment
2.2.3.2 Contractor to use environmentally friendly “green cleaning” products whenever possible/effective."
And in another RFB for Janitorial supplies, we included the following (in addition to the overall Sustainability Statement"):
Evaluation Criteria
3.5. 1 Evaluation criteria will be based on, but not necessarily limited to the following factors :
3.5.1.1 Overall suitability of the bid for current and future needs of USNH
3.5.1.2 Competitiveness and stability of pricing
3.5.1.3 Environmental impact"

Again, these are subject to the criteria specified in the UNH Sustainability Statement.

Below is the criteria for recycled paper requirements from the most recent RFP issued by USNH for paper procurement:
Recycled Paper Requirements
USNH uses 100%; 50% and 30% Postconsumer Recycled, Process Chlorine Free, white bond office paper for System-wide use in copiers, inkjet & laser printers, and fax machines. There are also occasions where non-recycled (virgin) copy paper is required. Total approximate annual 8 ½ x 11 white copy paper usage at all locations is 8282 cases. However, each location’s individual usage and participation may vary. USNH cannot guarantee the exclusivity or quantity of future paper purchases.
2.1.1 100%; 50% and 30% Postconsumer (white)
2.1.1.1 Process chlorine free
2.1.1.2 Basis weight: 20#
2.1.1.3 Brightness: 85 or better
2.1.1.4 Size: 8 1/2 x 11
2.1.1.5 Sheets per case/carton: 5000
2.1.1.6 Specification sheets for each paper must be included with bid
2.1.1.7 Colored paper only must contain a minimum of 30% post consumer recycled content.

RFPs for furniture and furnishings, such as the Event # 202020207 for Carpet Replacement in Holloway Commons conference rooms, all note that
"The UNH Planning, Design and Construction Guidelines will be a part of this contract and is available at: See https://www.unh.edu/facilities/unh-planning-design-and-construction-guidelines."

UNH's Construction Guidelines specify a preference for environmentally-preferable materials in construction and renovation projects. This includes building materials, furnishings, lighting and HVAC systems, appliances, etc.

The most recent RFP for the laptop/desktop computer leasing program specified the following:
"Energy Efficient Program
• All desktops, laptops, and computer monitors provided under this contract are required to have achieved Bronze registration or higher in the EPEAT system in the United States of America. However, USNH prefers products that have achieved EPEAT Silver or better."
In addition, the RFP stated a requirement that the EPEAT registration status would be one of several items to be included in quarterly reports form the vendor.
And it noted that of the fourteen criteria on which responses would be evaluated, one of them would be "Environmental impact and cost to the institution."

UNH's primary food-service operations are managed internally, but we do have contracts with vendors and franchisees. For all vendors, we ask for information about the sustainability of the firms themselves, as well as the products and services they provide.

One example of this is in a recent RFP for a Convenience Store Partner for Hospitality Services and Campus Services, in which addition to including the general Sustainability Statement included in the introduction of every UNH solicitation (see Part 1), the following was also included in Contractor Responsibilities/Requirements Section: "Sustainability: UNH is committed to operating in a sustainable manner. It is the home of the first endowed sustainability office at a college or university in the country. UNH is one of the few college/universities in the world with a Platinum rating from Association for the Advancement of Sustainability in Higher Education (AASHE). UNH Dining is committed to sustainability as well. UNH and UNH Dining prefer to work with organizations that are also committed to sustainability. Please include as part of you proposal any sustainable programs or products available through your company. Also, include any information or material that will outline your company’s commitment to sustainability."

Another example is from our most recent beverage contract RFP, in which we included our Sustainability Statement (see Part 1), and we asked for the following:
"The University is committed to sustainability and social justice. UNH students and the UNH community are on top of the latest trends in sustainability and social justice issues. Prohibitions of the sale of single-serve bottled water has been a topic of discussion at colleges and universities across the country. UNH has been engaged in this debate as well. As a recognition of this issue, the university, through this RFP process, would like to explore the potential of prohibiting the sale of single-serve bottled water on all three UNH campuses. The University is interested in receiving proposals for two contract options:
- Option #1 Includes the sale of single-serve bottled water in all venues and on all campuses
- Option #2 Prohibits the sale of single-serve bottled water in all venues and on all campuses"

While no firm provided a proposal for Option 2 that was considered viable at this time, we awarded the contract to Coca-Cola of Northern New England and included requirements for them to support zero waste outreach, research and two sustainability student interns, per year, for the duration of the contract.

UNH seeks and encourages small and minority owned firms in its solicitations for professional service providers, and also requires our service providers to be partners in adhering to our sustainability policies and achieving our sustainability goals. For example, our investment managers are required to be well-versed in ESG investing, per the policy adopted by the UNH Foundation Asset allocation committee, which states that "...the Committee will incorporate analysis of the environmental, social and governance characteristics of the prospective investment managers as a component of manager selection and monitoring process." And our architecture and engineering firms are required to be well-versed in and prepared to integrate green building practices; they are required to abide by, and include in their project management plans and practices, the tenets of the UNH Construction Guidelines which integrate sustainability and require all building projects to be LEED Silver equivalent.

For an example of how this is operationalized, in a recent Request for Qualifications proposal for a design/build firm for a Residence Hall and Thermal Energy Storage Tank, the following items were included in the RFQ:
- Our Sustainability Statement was included in the introduction
- This statement encouraging SME’s was included in the “Solicitation Intent” section of the RFQP: “The University System of New Hampshire, representing the University of New Hampshire (UNH) is seeking qualified, professional firms to provide design/build services outlined herein specific to a new residence hall and a thermal energy storage tank at UNH. This solicitation is open to all qualified firms eligible to do business in the State of New Hampshire. Minority and women-owned firms and enterprises are encouraged to participate in this solicitation process.
- This statement was included in the “Pertinent Information and Special Conditions” section of the RFQP: “Design/build contractor will follow the UNH Planning, Design and Construction Guidelines which are available at http://www.unh.edu/facilities/unh-planning-design-and-construction-guidelines.” Again, these guidelines require UNH and its contractors to design and build for LEED Silver Equivalency.
- This statement was included in the “Formal Proposal Criteria” section of the RFQ, we stated: “The degree to which the university/college deems the design approach and construction methodology will result in a project that meets or exceeds the university’s/college’s expectations for enduring quality and efficiency at a competitive cost. Design/build teams will be expected to present their vision for a modern, well-functioning, energy efficient facility that fits the university/college and this site."

In our recent RFP for Fleet Management and Vehicle Leasing, we included the following in the Requirements:
"Fleet emissions reduction through use of high mpg, low and no emission vehicles is a key strategy of the University of New Hampshire as referenced in its Climate Commitments and Climate Action Plan (Wildcap https://www.unh.edu/sustainability/operations/air-) The leasing firm will assist us in in meeting these goals, through recommendation of
right-sized vehicles and transition to plug-in hybrid and full electric vehicles as commercially available. Additionally, we look to the firm to provide us ongoing utilization data and recommendations for fleet reduction using vehicle sharing technologies."
Further, the RFP states that one of the Evaluation Criteria will be "Environmental benefits: strategies to ensure fiscal/emissions savings to USNH in support of its broader sustainability principles."

All capital procurement of fleet vehicles requires models that are the most energy- and emissions-efficient vehicle available for the vehicle type being procured. See https://www.unh.edu/facilities/ecocat-vehicle-selection-calculator

See
Vendor Code of Conduct - http://unh.edu/purchasing/USNH%20Vendor%20Code%20of%20Conduct.pdf

USNH Purchasing Policy Procedures -
http://unh.edu/purchasing/Purchasing%20Policy%20Procedure%206-001%20updated%207.17.19.pdf

For the Custodial RFP referenced in the Chemically-intensive section, see
For the IT RFP referenced, see https://unh.box.com/s/mz2f77o7rw1oanxn9crii9owr3opvvy0

For the Convenience Store Partner RFP referenced in the Food Service Providers section, see https://unh.box.com/s/gua5tp1c1uw4jlworgan8jdtor67om6q

For the RFQI for the Residence Hall and Thermal Energy Storage Tank referenced in the response to the Service Providers section, see
- Cover packet: https://unh.box.com/s/roript2ejzeaxx5jdzl11n1r3kqr865h
- RFQI document: https://unh.box.com/s/4l11t2glu70z2unc6dcfmvdirpi93csi

For the Vehicle RFP referenced in response to the Transportation and Fuels section, see https://unh.box.com/s/ykrcbrfe2c32wr8g7r4020ajnewid7r7