University of Tasmania
OP-11: Sustainable Procurement

Please see the guidelines in the following link: https://www.utas.edu.au/finance/procurement.
Also, see the University of Tasmania Procurement Policy here: https://www.utas.edu.au/policy/policies/governance-and-accountability/6.9-Procurement-Policy. This policy supports the University’s values and guides behaviour in relation to all operational and research procurement related activities for the purpose of advancing the University’s strategic objectives. The Policy states that "all procurement decisions will reflect value for money, not limited to price, consider sustainable and ethical principles including managing the risk of modern slavery, and maximise opportunities for local suppliers".

The University's Procurement Policy (https://www.utas.edu.au/policy/policies/governance-and-accountability/6.9-Procurement-Policy) mandates that contract owners must ensure value is managed through the lifecycle of the contracts and that staff procuring goods, services and capital works will seek optimal value for money using innovative approaches to scoping the procurement needs. The Policy defines value for money as the optimum combination of quality, quantity, risk, timeliness and cost, and should be determined on a whole-of-contract and whole-of-asset-life basis.
In addition, the Facilities, Infrastructure and Asset Management Policy (https://www.utas.edu.au/policy/policies/learning-environment/2.1-Facilities,-Infrastructure-and-Asset-Management-Policy) states that University assets will be managed to ensure their full potential and value are realised across their life cycle.
Furthermore, total Cost of Ownership is included as a standard practice in all tenders through the budget projections.
Some examples of practices include:
- Request for Quote (RFQ) documents for non-capital goods/services include Total Cost of Ownership considerations that are specific to the good/service. For example, for some equipment, RFQ documents have specific queries about costs in relation to infrastructure changes requirements, power supply, servicing and maintenance, warranties, etc.
- Buildings evaluated for cost of carbon reduction initiatives and deconstructability of materials for future use, in addition to traditional cost analysis.

• Specify the toxic content of your product.
• What targets are in place to reduce the hazardous substances in the offered goods? What actions have you successfully implemented to achieve these targets?
• Do the offered goods comply with comparable industry standards? Specify which industry standards are applicable and provide details of each aspect of these standards that the goods comply with.
• Does your organisation have a program in place that enables your goods to meet industry standards in the future? Specify how this will be achieved.
• What actions are taken to reduce emissions to atmosphere during the good’s manufacture and during its use?

(See Sustainable Procurement Guide https://www.utas.edu.au/__data/assets/pdf_file/0003/1580583/University-of-Tasmania-Sustainable-Procurement-Guide.pdf).

• All office paper will be 100% recycled, and purchased from our contracted preferred supplier for stationary.
• When purchasing tea-room supplies (tea, coffee, sugar etc.) the University prefers products certified by a third party as sustainable e.g., Fairtrade, and they can also be purchased from our preferred stationary supplier.

(See Sustainable Procurement Guide https://www.utas.edu.au/__data/assets/pdf_file/0003/1580583/University-of-Tasmania-Sustainable-Procurement-Guide.pdf).

• Before purchasing any new furniture, lab equipment and stationery supplies, buyers are encouraged to visit the UTAS Re-Use Program webpage (access to UTAS goods requires staff login) to view an online catalogue of unneeded items currently available within the University that are available for reuse or repurposing. Buyers can also list any of these items that they no longer need or use through the Re-Use Program for other University buyers to claim.
• When new office furniture is required, the University prefers to purchase from suppliers certified by Good Environmental Choice Australia (GECA). Suppliers should be asked to detail where materials are sourced, made, and assembled. To ensure longevity and reduce waste, purchasing criteria should include quality of the goods with consideration for warranties, composition, and ability to deconstruct and replace parts e.g., wheels on office chairs.

(See Sustainable Procurement Guide https://www.utas.edu.au/__data/assets/pdf_file/0003/1580583/University-of-Tasmania-Sustainable-Procurement-Guide.pdf)

• Do the offered goods qualify for energy efficiency rating labels (e.g. Energy Star label) or are they rated by the Energy Rating Scheme? Please provide details of the Energy Rating.
• Do the offered goods meet the specifications provided by any independent labelling association?
• Please specify any energy consumption in the following three modes: on (normal/operating use); standby (sleep); off.
• Will the offered goods be delivered with the Energy Star capability activated?
• What are the time options for the goods to be move to low power, sleep and off modes?
• Are there any other energy-saving features associated with the offered goods?

(See Sustainable Procurement Guide https://www.utas.edu.au/__data/assets/pdf_file/0003/1580583/University-of-Tasmania-Sustainable-Procurement-Guide.pdf)

Food from on-campus providers should not compromise the environmental, health, economic and social wellbeing of present and future generations. Consider:
• Sustainably or ethically produced supply chains (e.g., UTZ certified, Rainforest Alliance Certified, Fair Trade certified)
• Menus are ‘plant-forward’ meaning the plant-based items are listed at the start of the menu
• Animal products are certified as humanely produced / ethically sourced.
• A commitment to reducing waste to landfill across all operations (including food preparation and sale).
• Recycling and compostable options and the education material at the bin site so that customers know how to dispose of materials.
• All delivered catering includes information about how to dispose of the packaging
• Outlets selling hot drinks accept reusable cups from customers.
• All food sold on campus is single use plastic free (as per local council requirements).
• All packaging is either compostable or recyclable including coffee cups and lids.
• Where possible, caterers donate left over food to food charities.
• On site dining (cafes) provide reusable or compostable crockery and cutlery for customers.
It is the University’s preference that on-campus cafes are supported by ordering
food service (catering) through them.

(See Sustainable Procurement Guide https://www.utas.edu.au/__data/assets/pdf_file/0003/1580583/University-of-Tasmania-Sustainable-Procurement-Guide.pdf)

• If you use subcontractors or suppliers of goods and services, what processes do you have in place to check whether any of these organisations have anti-trafficking/ slavery policy (or equivalent) which is actively promoted and adhered to within its organisation?
• What does your organisation do to adopt fair employment practices of your workforce employees and sub-contractors?
• The Modern Slavery Bill 2018 was recently passed. Does the proponent have a process for monitoring and reporting in accordance with the bill?
• In the last two years has your organisation or any of your suppliers been subject to any court proceedings related to breaches of environmental legislation? If yes, what was the outcome?
• What measures will your organisation take to ensure little, or no plastic packaging is used in the supply chain?
• How will your organisation ensure the products that are being supplied adhere to the UTAS Sustainability Guidelines?
• How will your organisation include information on relevant ecolabels used
to certify products (e.g., Fair Trade)?

(See Sustainable Procurement Guide https://www.utas.edu.au/__data/assets/pdf_file/0003/1580583/University-of-Tasmania-Sustainable-Procurement-Guide.pdf)

From Guide: The University encourages the support of local businesses, Tasmanian indigenous owned enterprises and businesses who employ apprentices and trainees. Service providers are encouraged to comply (or to work towards compliance with) ISO20400 and ISO14001.
The below questions should be considered, and relevant details should be requested from service providers:
• What experience does the company have in achieving waste and emissions reductions in service provision? Is the company registered under the National Greenhouse and Energy Reporting Act?
• Describe the system, processes and practices that enable your organisation to reduce your environmental impacts, meet your legal environmental requirements and achieve continual improvement of your environmental performance? e.g., ISO4001
• UTAS is working towards ISO20400 Sustainable Procurement Certificate, please advise how you support sustainability in your operations?
• Does your organisation support the Modern Slavery Act? Suppliers must report their statement (or intentions in line with the Act) with regard to Modern Slavery (Federal Government requirements).
• Will any Tasmanian indigenous owned enterprises be engaged as a sub-consultant? Is yes, provide details of the engagement including the sub-consultant’s expertise/skills, percentage of hours they’re engaged for, and the percentage of fees that will flow to that business.
• Detail any ways you will optimise the opportunities for the participation of local Tasmanian enterprises?
• Does your organisation support the employment of apprentices and trainees? Can you detail your proposed approach to ensuring the employment of Tasmanian apprentices and trainees, both within you organisation and your sub-contractors?

(See Sustainable Procurement Guide https://www.utas.edu.au/__data/assets/pdf_file/0003/1580583/University-of-Tasmania-Sustainable-Procurement-Guide.pdf)

Transportation and fuel providers should have initiatives in place to reduce the environmental impacts directly associated with the sourcing and transportation of raw materials/ parts and/or finished goods. The below criteria should be considered when assessing providers:
• Initiatives in place to improve efficiencies in delivery, such as reduced travel distances and/or frequency of travel associated with distribution of goods, or transport logistics software that incorporates sustainability considerations.
• Initiatives in place to reduce the environmental impacts of travel, such as fuel efficiency, reduced air & noise pollution, or carbon emissions. This could be demonstrated (for example) by utilising vehicles that rate 4 stars or more in the Australian Government’s Green Vehicle Guide.
• Compliance with or working towards an eco-label or other credible sustainability credential relevant to transport and logistics.

(See Sustainable Procurement Guide https://www.utas.edu.au/__data/assets/pdf_file/0003/1580583/University-of-Tasmania-Sustainable-Procurement-Guide.pdf)

Our Procurement Department has a series of criteria that procurement and purchasing officers use (https://www.utas.edu.au/__data/assets/pdf_file/0003/1580583/University-of-Tasmania-Sustainable-Procurement-Guide.pdf). The criteria are designed to provide guidance on how a customer (the University of Tasmania) might assess the level of commitment and performance of a supplier in relation to sustainability (environmental, economic and social - including modern slavery) through a tender or similar process, as well as another set of criteria to guide purchasing officers in assessing the sustainability performance of products or goods. A score is given to each of the questions/criteria responses and this helps officers to make an informed decision, favouring those suppliers, goods and services that are more sustainable.