|Submission Date||March 4, 2021|
University of Virginia
OP-11: Sustainable Procurement
|2.25 / 3.00||
Supplier Diversity & Sustainability Academic Lead
Procurement and Supplier Diversity Services
Does the institution have written policies, guidelines, or directives that seek to support sustainable purchasing across multiple commodity categories institution-wide?:
A copy of the policies, guidelines or directives:
The policies, guidelines or directives:
https://vascupp.org/hem.pdf Virginia Purchasing Manual for Higher Education – Appendix C
Appendix C -- NAEP Code of Ethics
• Give first consideration to the objectives and policies of my Institution.
• Strive to obtain the maximum value for each dollar of expenditure.
• Decline personal gifts or gratuities.
• Grant all competitive suppliers equal consideration insofar as State or federal statute and Institutional policy permit.
• Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
• Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.
• Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes.
• Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier; and/or be willing to submit any major controversies to arbitration or other third party review, insofar as the established policies of my Institution permit.
• Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
• Cooperate with trade, industrial and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods.
• Foster fair, ethical and legal trade practices.
• Counsel and cooperate with NAEP members and promote a spirit of unity and a keen interest in professional growth among them.
National Association of Educational Procurement -- Adopted July 1, 1985
Training and support programs in coordination with UVA Sustainability Office
Green Workplace Program which provides training on selecting sustainable purchases/alternatives to purchasing.
Green Labs promotes suppliers with sustainable product offerings both in training and with a supplier fair annually.
Green Athletics promotes zero waste in purchases with catering suppliers and supports a cooperative program to onboard and purchase from more caterers in this program.
UVA Recycling and the ReUse Store at UVa is showcased on the purchasing platform at UVA for departments to consider sourcing from these units over purchasing new items when possible.
Does the institution employ Life Cycle Cost Analysis (LCCA) when evaluating energy- and water-using products and systems?:
Which of the following best describes the institution’s use of LCCA?:
A brief description of the LCCA policy and/or practices:
UVA's Green Building Standards require life cycle costing for all projects (page 10): Perform ongoing life cycle costing analyses according to the following requirements:
"1. Using the UVA Life Cycle Cost (LCC) Calculator, analyze major systems options at significant
design stages. Coordinate with energy modeling efforts, where applicable.
2. Provide life cycle justification, including documentation of LCC metrics for all life cycle cost-based
3. When evaluating cost-saving measures (e.g., value management sessions), present operational
costs in addition to first costs using the UVA Life Cycle Cost Calculator."
Additionally, UVA has its own life cycle cost calculator that is used in this analysis: https://sustainability.virginia.edu/resources/uva-life-cycle-cost-calculator
Does the institution have published sustainability criteria to be applied when evaluating chemically intensive products and services?:
A brief description of the published sustainability criteria for chemically intensive products and services:
UVA Facilities Management - Custodial Services - buidling and facilities maintenance, cleaning and sanitizing:
The housekeeping staff adheres to strict, regimented practices for everything they do, from cleaning a mirror to stripping the finish off the floor. Only Green Seal products are used.
Our primary cleaner is hydrogen peroxide. Hydrogen peroxide is used as a glass and mirror cleaner, all-purpose cleaner, carpet spotter, degreaser and neutral floor cleaner.
Custodial Services employees use microfiber cloths as much as possible to dust and clean. The microfiber cloth is such a highly absorbent cloth that many cleaning applications can use only water and a microfiber cloth. We are converting the typical mop bucket and cotton mop to a flat microfiber wet mop with a mop bucket divided between the chemical solution and the picked-up mopping solution. This method avoids contaminating the clean chemical solution with the dirty water picked up from the floor.
Testing continues with zinc-free floor finishes. When zinc floor finishes are stripped off, there is a concern the heavy metal zinc may go into the waste stream.
Whenever possible, Custodial Services utilizes powered cleaning equipment approved by Green Seal and The Carpet and Rug Institute (CRI). The Green equipment has lower decibel levels than traditional equipment and minimizes water and chemical usage.
Does the institution have published sustainability criteria to be applied when evaluating consumable office products?:
A brief description of the published sustainability criteria for consumable office products:
UVA follows the Code of Virginia requirements for recycled paper:
2.2-4326. Preference for recycled paper and paper products used by state agencies.
A. In determining the award of any contract for paper and paper products to be purchased for use by agencies of the Commonwealth, the Department of General Services shall procure using competitive sealed bidding and shall award to the lowest responsible bidder offering recycled paper and paper products of a quality suitable for the purpose intended, so long as the bid price is not more than ten percent greater than the bid price of the low responsive and responsible bidder offering a product that does not qualify under subsection B.
B. For purposes of this section, recycled paper and paper products means any paper or paper products meeting the EPA Recommended Content Standards as defined in 40 C.F.R. Part 247.
Does the institution have published sustainability criteria to be applied when evaluating furniture and furnishings?:
A brief description of the published sustainability criteria for furniture and furnishings:
UVA's Green Building Standards (https://sustainability.virginia.edu/sites/sustainability/files/2019-10/UVA-Green-Building-Standards-October-2019.pdf) requires the following in regards to new and used furniture:
"New furniture and furnishing items must be tested in accordance with ANSI/BIFMA Standard Method M7.1–2011. Comply with ANSI/BIFMA e3-2011 Furniture Sustainability Standard, Sections 7.6.1 and 7.6.2, using either the concentration modeling approach or the emissions factor approach.
Used furniture: Coordinate with UVA Reuse Store (https://www.fm.virginia.edu/programs/reusestore/index.html) to dispose of usable furniture."
Does the institution have published sustainability criteria to be applied when evaluating Information technology (IT) and equipment?:
A brief description of the published sustainability criteria for Information Technology (IT) and equipment:
Per UVA policy, Office equipment such as printers, fax machines, training equipment, and copiers shall be co-located and shared to the extent possible.
All new purchases will be ENERGY STAR-rated per the UVA Procurement Services guidelines.
Does the institution have published sustainability criteria to be applied when evaluating food service providers?:
A brief description of the published sustainability criteria for food service providers:
Does the institution have published sustainability criteria to be applied when evaluating garments and linens?:
A brief description of the published sustainability criteria for garments and linens:
Does the institution have published sustainability criteria to be applied when evaluating professional service providers?:
A brief description of the published sustainability criteria for professional service providers:
Does the institution have published sustainability criteria to be applied when evaluating transportation and fuels?:
A brief description of the published sustainability criteria for transportation and fuels:
Environmental Management System (EMS)
An Environmental Management System (EMS) is defined by the Office of Environmental Health and Safety as "an integrated organized set of policies and procedures under which the University of Virginia can remain compliant with applicable environmental regulations, and in addition, manage and lessen our impacts on the environment, thereby improving the University's overall environmental performance."
A member of the Virginia Environmental Excellence Program (VEEP), the Department of Parking and Transportation works closely with the Office of Environmental Health and Safety (EHS) to develop and maintain its own EMS program to contribute to the University's commitment to sustainability. In May of 2006, Parking and Transportation received an environmental excellence award and "E2" designation (Environmental Enterprise) by the Department of Environmental Quality, becoming the first U.Va department to do so.
The Department of Parking and Transportation is recognized as an Exemplary Environmental Enterprise "E3" designation from the DEQ. Parking and Transportation was also awarded a Silver Medal by Governor Robert F. McDonnell for its efforts at reducing the number of single-occupant vehicles at the University.
Maintenance and Department Vehicles
Parking and Transportation's Maintenance division services all UTS buses and may U.Va owned vehicles. In addition to complying with all state and federal guidelines regarding the disposal, storage, and handling of chemicals and by-products, P&T's Maintenance Division has also implemented effective methods of reducing storm water runoff including separation of wash water and storm water. Island canopies and berms have also be installed to contain any pollutant spills. The Maintenance Division also installed a concrete ramp at the bus fueling station to help prevent fuel leaks caused by fuel expanding in the tank during warm weather periods.
The Department of Parking and Transportation owns and operates several state vehicles used by many of the department's divisions including Event Operations, UTS, Facilities Operations, and Enforcement. Many of these vehicles are alternative fuel vehicles (biodiesel) or hybrid vehicles running off a combination of electricity and gas.
Website URL where information about the institution’s sustainable procurement program or initiatives is available:
Additional documentation to support the submission: