Overall Rating Gold
Overall Score 80.17
Liaison Mike Wilson
Submission Date May 5, 2020

STARS v2.2

University of Victoria
OP-11: Sustainable Procurement

Status Score Responsible Party
Complete 3.00 / 3.00 Kay-Lynn Yacoboski
Sustainability Intern
Office of Campus Planning and Sustainability
"---" indicates that no data was submitted for this field

Does the institution have written policies, guidelines, or directives that seek to support sustainable purchasing across multiple commodity categories institution-wide?:
Yes

A copy of the policies, guidelines or directives:
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The policies, guidelines or directives:

Sustainability policy (GV0800, Jan 2017):
Sustainable procurement practices are mandated and required by UVic’s purchasing services to follow the directive set by the university-wide UVic Sustainability Policy. This policy states that “Sustainability Activities will require the balanced use of resources within budgetary parameters and will utilize life cycle assessments and purchasing practices based on Social, Environmental and Financial considerations” (Section 10.00). The purpose of this policy is to further the goals as set out in the University’s Strategic Plan in which one of six priorities is to “Promote Sustainable Futures” through a variety of sub-strategies.

Purchasing Policy (FM5105, Aug 2017)
The purpose of the UVic Purchasing Policy is to “set out the responsibilities and accountability associated with the purchase of goods and services at the University of Victoria” (see page 1 under “Purpose”). One of the Guiding Principles is to “Provide responsible optimization of resources by obtaining best value, using sustainable stewardship practices in concordance with life cycle assessments and triple bottom line considerations that recognize financial, social and environmental impacts of purchases” (see page 2, section 8, subsection c). In addition, under the General Guidelines for Purchasing Procedures, it is outlined that “Purchasing officers will abide by the Supply Chain Management Association of Canada’s Code of Ethics” (see page 6, section 9, subsection e). The Supply Chain Code of Ethics explicitly states on page 2 the Environmental and Social Responsibilities as follows:
•“Members shall exercise their responsibilities in a manner that promotes and provides opportunities for the protection and preservation of the natural environment. Members shall favour the use and distribution of resources in an efficient, effective, and ethical manner. Members will be cognizant of the social rights extended to all people, including the conventions of the International Labour Organization with respect to labour standards, and will encourage and support supplier diversity. These attributes of sustainability should guide members in their decisions, and in implementing the policies and values of the organizations they represent.”

Sustainability Action Plan: Campus Operations 2020-2021
The purpose of the Sustainability Action Plan (SAC) is to “identify a set of short-term strategies, actions and associated metrics for the interim period between the close-out of the 2019 plan and the development of the next five year plan anticipated in 2021” (see page1 under “Purpose”). Specifically, in the Purchasing section of this plan, the mission statement 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 consideration sot supply management decision” (see page 12).

Procurement Guidebook
The purpose of the UVic Procurement Guidebook is to help interpret UVic procurement policies and procedures and to give guidance on procurement decision-making. The primary focus is on sourcing related decision-making as this has the broadest applicability across UVic. In particular on page 8 of the guidebook, it is recognized that “Procurement must hold itself to a high ethical standard in sourcing the materials and services the business requires and must comply with UVic’s Code of Conduct.”

Supplier Code of Conduct
The University Of Victoria Supplier Code Of Conduct is intended to support the vision of UVic becoming “a global leader in environmental, social and institutional sustainability through our research, academic programs, campus operations, and the impact and influence of our students, faculty, staff and alumni.”(see page 1 under “Purpose”). It aligns with the triple-bottom-line procurement goals identified in UVic’s Sustainability Action Plan, as well as the International Labour Organization’s Declarations on Fundamental Principles and Rights of Work, the United Nation’s Sustainable Development Goals, and the United Nations Convention on the Rights of the Child. It applies to all Suppliers who provide goods or services to the University of Victoria, as well as their subcontractors. It establishes the minimum ethical, social, and environmental standards expected of the UVic Suppliers. Failure of the Supplier to adhere to the provisions of the Supplier Code of Conduct could be a breach of contract and could result in termination of the contract (see page 1 under “Scope”)


Does the institution employ Life Cycle Cost Analysis (LCCA) when evaluating energy- and water-using products and systems?:
Yes

Which of the following best describes the institution’s use of LCCA?:
Institution employs LCCA as a matter of policy and standard practice when evaluating all energy- and water-using products, systems and building components

A brief description of the LCCA policy and/or practices:

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. Proposals 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 the construction of the building or system (e.g. energy or water systems).

For example, UVic’s new Student Housing and Dining facility (set to be fully open in 2022/2023) has incorporated LCCA in order to recognize its true worth to and impact on the university and its surrounding environment and community. It is utilising high performance Passive House design principles that aim at reductions in energy consumption, GHG emissions, maintenance costs, and replacement costs over the long term.


Does the institution have published sustainability criteria to be applied when evaluating chemically intensive products and services?:
Yes

A brief description of the published sustainability criteria for chemically intensive products and services:

The University of Victoria’s Green Cleaning Policy formalizes Facilities Management, Janitorial Services’ commitment to Green Cleaning in order 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 page 1 under “Purpose”).

UVic Janitorial Services state explicitly in this policy their commitment to using low environmental impact cleaning system in all buildings (see page 6, section 3.3). These systems include:
• Chemical dilution systems
• Cleaning materials
• Janitorial paper products
• Trash bags
• Cleaning products

They aim to meet this commitment by using Green Seal, Ecologo or Forestry Stewardship Council certified products for at least 80% of its cleaning products and materials by cost (see page 6, section 3.3).


Does the institution have published sustainability criteria to be applied when evaluating consumable office products?:
Yes

A brief description of the published sustainability criteria for consumable office products:

While UVic does not have a stand-alone document outlining criteria aimed specifically at consumable office products, the University of Victoria Purchasing Policy does outline responsibilities and accountability associated with the purchase of goods and services at the university, which is extended to responsible parties in charge of purchasing office supplies. Within the “Guiding Principles”, it is stated that procurement activities will

• “Provide responsible optimization of resources by obtaining the best value, using sustainable stewardship practices in concordance with life cycle assessments and triple bottom line considerations that recognize financial, social and environmental impacts of purchases” (see page 2, section 8, subsection c).

It is also stated that:

• “Purchasing Officers will abide by the Supply Chain Management Association of Canada’s Code of Ethics” (see page 6, section 9, subsection e), which entails:

o Environmental and social responsibilities: “Members shall exercise their responsibilities in a manner that promotes and provides opportunities for the protection and preservation of the natural environment. Members shall favour the use and distribution of resources in an efficient, effective, and ethical manner. Members will be cognizant of the social rights extended to all people, including the conventions of the International Labour Organization with respect to labour standards, and will encourage and support supplier diversity. These attributes of sustainability should guide members in their decisions, and in implementing the policies and values of the organizations they represent.” (see page 2)

As an example of office supplies adhering to the UVic purchasing policy, the paper standard at UVic has been 100% post-consumer recycled content waste for all bond paper supplies used in printers and photocopiers since 2008. In addition, all copier toner is recycled, a requirement for each department which is written into agreements with Ricoh and Kyocera.

In addition, the UVic Supplier Code of Conduct section 10, page 4 outlines the Environmental Commitment all Suppliers are required to adhere to. Specifically, Suppliers will:
• a. ensure all waste materials, as a by-product of production, are treated and disposed of properly in an environmentally responsible manner
• b. seek out leading industry practices aimed at conserving natural biodiversity, resources, and spaces; reducing carbon emissions and habitat loss; and increasing recycled content; and
• c. obey land use agreements, including without limitation those preserving wild spaces and indigenous use


Does the institution have published sustainability criteria to be applied when evaluating furniture and furnishings?:
Yes

A brief description of the published sustainability criteria for furniture and furnishings:

The University of Victoria Furnishings, Fittings, Finishes and Artwork Policy (BP3130, April 2015) aims to ensure all furnishings, fittings and finishes conform to standards, codes and regulatory requirements. This includes the standard to “Support the University’s Sustainability Policy, and adhere to high performance green building initiatives” (see page 2, section 10.05). As mandated by section 6.00 on page 2, “Facilities Management is responsible for developing and maintaining standards for commercial grade furnishings, fittings and finishes that ensure a high level of quality, manufactured with sustainable practices and materials, and that perform their function safely”. As a result, every effort is made to ensure furniture is as green as possible while still meeting UVic’s quality and functional design requirements.

For example, UVic’s office standard furniture comes from Calstone’s line of environmentally friendly furniture with a zero waste manufacturing process. UVic also has strategic alliance contacts with approved furniture suppliers that offer furniture made from renewable resources, such as wood certified by the Sustainable Forestry Initiative, or with recycled materials. All manufacturers UVic deals with are committed to the health and wellness of their clients and the environment by producing products that are Green Guard Certified and/or manufactured in factories that are ISO 14001 certified.


Does the institution have published sustainability criteria to be applied when evaluating Information technology (IT) and equipment?:
Yes

A brief description of the published sustainability criteria for Information Technology (IT) and equipment:

The responsible party for most IT procurement on campus is University Systems. On the UVic University Systems website under the “Green Computing” page, it states that University Systems strives to help the university realize maximum benefits of being a “greener” organization through:
• Purchasing hardware configurations that consume less power
• Implementing an organization-wide power management policy that utilizes industry-best practices and enforcing their use throughout
• Modifying these policies as necessary based on individual business needs, measuring the savings, and reporting the results back to management

As a result of this, UVic’s standardized laptops, workstations and monitors from Dell, Lenovo and Apple are all EPEAT Gold certified when available.


Does the institution have published sustainability criteria to be applied when evaluating food service providers?:
Yes

A brief description of the published sustainability criteria for food service providers:

UVic Food Services is the primary food service provider on campus. It is stated explicitly on their website that they work on maintaining and continually improving the sustainability of their operations. The purchasing of more local and sustainable food options are among their top priorities by:
• Increasing the percentage of sustainable Ocean Wise seafood options they offer
• Choosing local suppliers and ingredients whenever possible
As a result, there are currently 18 food suppliers of UVic that are from Vancouver Island or mainland British Columbia.

They additionally work to be more sustainable by continuing reduce waste while enhancing diversion in campus food outlets, as outlined in the Sustainability Action Plan: Campus Operations 2020-2021. Their current diversion rate is 84% (see page 11), and they aim to grow this number through specific actions such as:
• Implement a hot beverage single-use cup that displays “how-to-dispose” instructions
• Introduce a user fee for single-use hot beverage cups
• Discontinue the sale of plastic bottled beverages
• Investigate using the new “Food Traks” inventory management tool to reduce food waste in UFS operations
• Develop a collaborative education and awareness campaign that focuses on waste reduction in UFS operations.


Does the institution have published sustainability criteria to be applied when evaluating garments and linens?:
No

A brief description of the published sustainability criteria for garments and linens:

Although UVic does not have published sustainability criteria to be applied when evaluating garments and linens specifically, UVic does 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, the Supplier Code of Conduct is used for purchasing guidelines which addresses the social, environmental, and ethical considerations in purchasing practices.


Does the institution have published sustainability criteria to be applied when evaluating professional service providers?:
Yes

A brief description of the published sustainability criteria for professional service providers:

The UVic Facilities Management Consultation Information Package is provided as an initial guide for consultants working with UVic Capital Development which covers areas such as heating, electrical, water distribution, storm and sanitary systems as well as roadways and parking lots. Within the Information Package, adherence to the campus Sustainability Action Plan is highlighted as well as a list of “green building principles” to be applied when designing projects (see page 5). These include:

• Design and construct green building projects that meet the highest environmental standards as project budget allows
• Select environmentally preferable products whenever feasible
• Design to minimize waste (water, material and energy waste) using integrated design of systems to reduce life cycle costs
• Optimize and manage water use

In addition, the Supplier Code of Conduct ensures that all suppliers who provide services to the University of Victoria, as well as their sub-contractors will comply with specific criteria outlined in the document. This includes provisions related to the following areas (see full Supplier Code of Conduct for detail)

• Wages and Benefits (see page 3, section 6)
• Hours of Work (see page 3, section 7)
• Discrimination (see page 3, section 8)
• Health and Safety (see page 4, section 9)
• Environmental Commitment (see page 4, section 10)


Does the institution have published sustainability criteria to be applied when evaluating transportation and fuels?:
Yes

A brief description of the published sustainability criteria for transportation and fuels:

The UVic Motor Vehicle Policy (AD2315, April 2016) is intended to provide for the economic acquisition, maintenance, replacement and operation of motor vehicles used for University business. Within this policy, it is stated that “where operationally feasible, low emission vehicles such as Hybrids and Neighbourhood Electric Vehicles (NEV’s) will be purchased to support the goals of the university’s Strategic Plan and its Sustainability Policy” (see page 2, section 14.00).

In addition, the Sustainability Action Plan: Campus Operations 2020-2021 Transportation section outlines in particular two goals related to transportation and fuels. They are:
• “Continue to increase the use of transit, cycling, walking and carpooling to 70% of the transportation modal split”
• “Harmonize fleet management with the Clean BC Plan goal of a 40% reduction in fleet emissions by 2030”

To see actions associated with these goals, see pages 12 and 13 of the Sustainability Action Plan.


Website URL where information about the institution’s sustainable procurement program or initiatives is available:
Additional documentation to support the submission:
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Sustainability Policy: https://www.uvic.ca/universitysecretary/assets/docs/policies/GV0800_1794_.pdf

Sustainability Action Plan: https://www.uvic.ca/sustainability/assets/docs/uvic-sustainability-action-plan-2020-2021.pdf

Procurement Guidebook: https://www.uvic.ca/purchasing/assets/docs/guideline-procurement.pdf

Supplier Code of Conduct: https://www.uvic.ca/purchasing/assets/docs/uvicsuppliercodeofconduct.pdf

Purchasing Policy: https://www.uvic.ca/universitysecretary/assets/docs/policies/FM5105_1750_.pdf

Capital Development: https://www.uvic.ca/facilities/service/projects/guidelines/index.php

New Housing and Dining Facility: https://www.uvic.ca/campusplanning/current-projects/new-student-housing/index.php

Green Cleaning Policy: https://www.uvic.ca/facilities/assets/docs/Green%20Cleaning%20Policy%20and%20Program.pdf

Information on Sustainable Purchasing (including paper, furniture, and sweat-shop free garments): https://www.uvic.ca/sustainability/topics/purchasing/index.php

Furnishings, Fittings, Finishes and Artwork: https://www.uvic.ca/universitysecretary/assets/docs/policies/BP3130_6415_.pdf

Green Computing web page: https://www.uvic.ca/systems/services/computerssoftware/greencomputing/index.php

Food services website: https://www.uvic.ca/services/food/about/vision/index.php

Facilities Management Consultation Information Package: https://www.uvic.ca/facilities/assets/docs/consultant-info-package%20/Consultant_Information_Package_Mar2017.pdf

Motor Vehicle Policy: https://www.uvic.ca/universitysecretary/assets/docs/policies/AD2315_6810_.pdf

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