University of Victoria
OP-11: Sustainable Procurement

Sustainable procurement purchasing practices are now mandated and required by UVic's purchasing services to follow the directive set by the university-wide UVic Sustainability Policy (GV0800, updated Jan 2017). The Sustainability Policy states that "Sustainability Activities will require the balanced use of resources within budgetary parameters and will utilize life cycle assessment and purchasing practices based on Social, Environmental and Financial considerations" (Sec.10.00). This new addition to the university wide policy required approval from the President's Office, VP Academic Provost, VP Finance and Operations, VP External Relations, VP Research, and the Board of Governors. UVic's governing body recognizes the importance and responsibility of triple bottom line, life cycle assessment and ethical purchasing practices. SEE: http://www.uvic.ca/sustainability/assets/docs/policy/sustainability-policy-2017.pdf The Sustainability Action Plan Campus Operations 2014-2019 is a UVic-wide governing policy document that has been approved by the UVic Board Of Governors. This policy document includes Section 5.6 on Purchasing that explicitly focuses on sustainable procurement. Within this policy, our centralized Purchasing department encourages "internal clients and external suppliers to identify products, services, or processes that promote environmental stewardship and social responsibility, including environmental benefits such as reduced life cycle costs, reduced energy consumption, recycled content, recyclability, extended product life, and decreased maintenance." UVic's Purchasing Mission (for sustainable procurement) is "to provide purchasing and supply management services to the campus community that achieve best value and apply triple bottom line principles to procurement initiatives, incorporating financial, social, and environmental considerations to supply management decisions. See: pg 15 http://www.uvic.ca/sustainability/assets/docs/policy/action-plan-2014.pdf UVic is also part of BCNET, a not-for-profit shared information technology services organization that represent the interests of the higher education industry. Our membership involves UVic and BCNET (sector) procurements. For example, the sector strives to source, promote, and support products and services that are environmentally sound and have adopted policies that integrate environmental, social and economic sustainability into its purchasing decisions. UVic requires all suppliers wishing to obtain contracts with the university to disclose environmental and social/labour practices. We ask for more information and perform detailed background checks on suppliers if it is suspected they have a poor reputation in one or more of these areas.

LCCA is used exclusively in our Capital Development division in Facilities Management, in particular with the construction of new buildings, structures or systems (e.g. energy or water). The Capital Development division manages each step of the capital project process, from initial concept planning and preparation of the functional program of requirements to the successful award of the construction contract. The division also handles the construction, and commissioning and occupancy phases for projects. As a result, the soliciting of suppliers, contractors and services providers in the evaluation of proposals is a matter of statutory practice. Proposal are required to disclose their environmental waste reduction practices in their operations and/or product creation, as well as directly tied to the delivery of the product(s) being sourced. Total cost ownership of the structure over its lifetime is factored into construction of the building or system (e.g. energy or water systems). For example, UVic's new Energy Plant (to be constructed in 2017) has incorporated LCCA in order to recognize its true worth to and impact on the university and its surrounding environment and community. See: http://www.uvic.ca/home/about/campus-news/2016+district-energy-plant+ring https://www.uvic.ca/facilities/service/projects/index.php

UVic has its own Green Cleaning Policy and Green Cleaning program that formalizes Facilities Management, Janitorial Services' commitment to Green Cleaning. The purpose is to reduce the exposure of building occupants and maintenance personnel to potentially hazardous chemical biological, and particulate contaminates, which adversely affect air quality, human health, building finishes, building systems and the environment. See: https://www.uvic.ca/facilities/assets/docs/Green%20Cleaning%20Policy%20and%20Program.pdf

UVic's Sustainability Action Plan: Campus Operations 2014-2019 commits to sustainability criteria for construction and renovation products in the Plan's Building (Section 5.1): "Ensure all new buildings and major renovation projects achieve the standard of LEED Gold or equivalent certification" and "utilize sustainable green building practices for all renovation and building construction projects that are below the threshold for mandatory LEED Gold or equivalent certification". See pg. 10 in http://www.uvic.ca/sustainability/assets/docs/policy/action-plan-2014.pdf http://www.uvic.ca/sustainability/commitments/policy/index.php

UVic's Sustainability Action Plan: Campus Operations 2014-2019 commits to sustainability criteria to be applied when evaluating IT products in the Plan's Computing (Section 5.2): "Ensure that green manufacturing standards and energy saving criteria are applied to all computer services purchasing decisions (EPEAT Gold and Energy Star rated). See pg. 11 in http://www.uvic.ca/sustainability/assets/docs/policy/action-plan-2014.pdf http://www.uvic.ca/sustainability/commitments/policy/index.php

UVic's Sustainability Action Plan: Campus Operations 2014-2019 commits to sustainability criteria to be applied when evaluating food services in the Plan's Dining Services (Section 5.3): "Benchmark and increase the number of local food producers and suppliers and maintain an active preference for Island produced products" and "investigate certification as a Fair Trade campus". See pg. 12 of http://www.uvic.ca/sustainability/assets/docs/policy/action-plan-2014.pdf See also: http://www.uvic.ca/services/food/about/sustainability/index.php http://www.uvic.ca/services/food/about/sustainability/initiatives/index.php

Although UVic does not have published sustainability criteria to be applied when evaluating garments and linens, UVic does, however, purchase such products that are of "No Sweatshop" origin or are of known ethical origins to the best of UVic's ability in determining this factor. Presently, Purchasing Services is developing a guidebook for Triple Bottom Line purchasing which addresses the social, environmental, and economic considerations in purchasing practices, as well as the challenge in determining the ecological and social footprint of some goods. This TBL document will be available for public viewing in 2017.

UVic has published sustainability criteria to be applied when evaluating professional services as outlined in Facilities Management Consultant Information Package (see page 4-5): http://www.uvic.ca/facilities/assets/docs/consultant-info-package%20/Consultant_Information_Package_Dec%202013.pdf. The Consultant Information Package is available online and has been created to ensure Request for Proposals from potential professional contractors and service providers meet the sustainability criteria and sustainability institutional policies set by UVic. See: https://www.uvic.ca/facilities/service/projects/consultantinformation.php

UVic's Sustainability Action Plan: Campus Operations 2014-2019 commits to sustainability criteria to be applied when evaluating transportation and fuels in the Plan's Transportation (Section 5.7):"Develop fleet replacement and purchasing criteria that advance the use of electric or hybrid vehicles and the most fuel efficient models, relative to operational needs." See pg. 16 in http://www.uvic.ca/sustainability/assets/docs/policy/action-plan-2014.pdf

UVic's sustainability criteria to be applied when evaluating paper products is presented in two examples listed below: - UVic printing services purchases only 100% post consumer fibre paper for all its 20# bond printing. This paper is also Ecologo and FSC certified, manufactured using biogas energy and chlorine free. See: http://www.uvic.ca/print/index.php - UVic tracks its paper purchasing use through greenhouse gas emissions reporting. The GHGs associated with paper use are tracked. As a result, 100% is the preferred paper to use as its GHGs are the lowest. See our 2015 Carbon Neutral Action Report, a report that is submitted to the British Columbia Provincial government annually and also a public document: http://www.uvic.ca/sustainability/assets/docs/reports/cnar15.pdf

Presently, Purchasing Services is developing a guidebook for Triple Bottom Line purchasing which addresses the social, environmental, and economic considerations in purchasing practices, as well as the challenge in determining the ecological and social footprint of some goods. This TBL document will be available for public viewing in 2017. In addition, UVic requires all suppliers wishing to obtain contracts with the university to disclose environmental and social/labour practices. We ask for more information and perform detailed background checks on suppliers if it is suspected they have a poor reputation in one or more of these areas.