30 th September 2009 First Steps in Sustainable Procurement Levels 1-2 of the Flexible Framework EAUC CPD Programme Michelle Dixon - Director +

2 Workshop Objectives + + To gain an understanding of what sustainable procurement is and why it is important. + To help organisations start to build a sustainable procurement programme based on levels 1&2 of the Flexible Framework. + To introduce tools and guidance to help you implement sustainable procurement

3 What is sustainable procurement? + + M inimising environmental and social impacts of purchases in balance with economic factors + The process of acquiring goods and services that: Meet users’ needs Deliver long term value for money Maximise social and economic benefits Minimise damage to the environment and health (Forum for the Future, Buying a Better World)

4 Why does it matter? + + Core sustainability issue + Cost savings + Corporate Social Responsibility and reputation + Duty of Care responsibilities + Simply good procurement practice!

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6 Why does it matter? + + Public sector spends £150bn pa/13% GDP. Non-pay spend in English HE sector over £8 billion per annum. + HEFCE’s Sustainable Development in Higher Education, 2008 “ A university’s procurement policy is one of its strongest ways of supporting sustainability” + EU Target - July 2008, Communication on public procurement for a better environment. 50 % Green public procurement (GPP) to be reached by the Member States by the year 2010.

7 Legislation is emerging! + Article 5 of the EU Energy Services Directive, May 2008 Requires the public sector to take an exemplary role and undertake two measures from a ‘shopping list’ of six including: (b) requirements to purchase equipment and vehicles based on lists of energy- efficient product specifications of different categories of equipment and vehicles (c) requirements to purchase equipment that has efficient energy consumption in all modes, including in standby mode (d) requirements to replace or retrofit existing equipment and vehicles with the equipment listed in points (b) and (c);

8 The UK Sustainable Development Strategy + + The UK should be a leader in sustainable public procurement in the EU by 2009 – risk, market stimulation, an example to business + Sustainable Procurement Task Force to develop a national action plan for Sustainable Procurement across the Public Sector Four agreed priorities Sustainable consumption and production Climate change Natural resource protection Sustainable communities

9 Procuring the Future + + The Task Force’s Sustainable Procurement Action Plan – How could the UK Sustainable Development objective on SP be achieved? + The cornerstone - The Flexible Framework to guide public sector organisations (including universities) to make sustainable procurement happen. + Further support: The UK Government Sustainable Procurement Action Plan, 2007 HEFCE Sustainable Development in Higher Education, 2008

10 The Flexible Framework – Building Blocks for Progress + + Building blocks for progress – key behavioural and operational change programmes, the facets of good procurement across 5 levels 1.People 2.Policy, Strategy & Communications 3.Procurement Process 4.Engaging Suppliers 5.Measurement & Results.

11 The Flexible Framework – Building Blocks for Progress + Where should we be? + Level One on their Flexible Framework by April Level Three by April 2009, for the 2009 goal to be met. + Progress must extend beyond this

12 Sector Response + + EAUC Sustainable Procurement Project + HEFCE’s Sustainable Development in Higher Education, EAUC Training Programme + Common ‘Green Gown Awards’ Theme + Regional Purchasing Consortium Support and NEUPC Centre of Excellence in Sustainable Procurement

13 Tips on getting started with the Flexible Framework + + A ‘Flexible Framework’ – means of implementation not set in stone. + Interpretation and application to HE institutions required. + Don’t go it alone - make use of existing sector best practice, related guidance and tools. + Keep it simple! Build your own action plan! - You will be given a framework action plan including notes on group discussions and referring you to relevant guidance following this event. You can adapt this according to your requirements.

14 Your roadmap through the Flexible Framework + + Do not think of it as a linear action plan + Go straight to level two or three in some areas? + Complete several related or overlapping tasks at the same time. + Which tasks should be completed first? Road map exercise- create a action flow chart for the flexible framework requirements, Levels 1&2, taking into consideration the these points

15 Identify sustainable procurement champions and key procurement staff + What are the roles and responsibilities of a sustainable procurement champion? Who are the best people in your organisation to act as sustainable procurement champions? Who else will play a key role in sustainable procurement? People – Level 1

16 Staff training + People Level 1 + Suggestion - undertake this after you have identified impacts of procurement and produced a policy. + Basic training and induction - use some of the introductory slides What is sustainable procurement Why does it matter What are the social and environmental impacts of purchasing Introduction to the Flexible Framework + Also look at Identifying need University policy Forum for the Future, Sustainable Procurement tool. Demand Review. Tool available on request efuture.org/node/1407

17 Staff training + People Level 1 + Suggestion - undertake this after you have identified impacts of procurement and produced a policy. + Basic training and induction - use some of the introductory slides What is sustainable procurement Why does it matter What are the social and environmental impacts of purchasing Introduction to the Flexible Framework + Also look at Identifying need University policy Forum for the Future, Sustainable Procurement tool. Demand Review. Tool available on request efuture.org/node/1407

18 Staff training + People Level 2 + Advanced training for key procurement staff Sustainability questions to ask at pqq stage Integrating sustainability into contract specification Applying and awarding sustainability criteria Whole Life Costing Contract management Monitoring procurement activity EAUC Train the Trainer, uc.org.uk/traini ng_materials

19 Policy, Strategy and Communications – Levels 1 and 2 Policy + Produce a comprehensive Policy and go straight to Level 2. What makes a good Policy? + Clear commitment communicated + Endorsed by senior management + Communicates intentions to a range of stakeholders – who is the audience? + Undergone consultation process – suppliers and staff + Links to key procurement sustainability impacts and procurement process + Regularly reviewed Review the example policies in your groups. Make a note of their strengths and weaknesses and produce an outline policy. EAUC, Developing a Sustainable Procurement Policy: c.org.uk/training _materials

20 Senior Management Endorsement + Level 1 - Policy, Strategy and Communications Support and endorsement of your Policy and future related activities is perhaps the most crucial element of the programme. You need more than just a signature on your Policy. What else should you be asking for? You need to present a business case to your senior managers and get them to buy in to sustainable procurement – one page briefing and a presentation.

21 The Business Case + Level 1 - Policy, Strategy and Communications Make your case by explaining the drivers for sustainable procurement in your organisation: Compliance with legislation (specifically duty of care in the supply chain) Cost reduction Corporate Social Responsibility Marketing and awards Internal Policy commitments External Policy and Strategy The Sector response and a case study EAUC, Train the Trainer – Business Case k/tools_resources

22 Making links with the wider sustainable development strategy + Level 2 - Policy, Strategy and Communications Aim to embed sustainable procurement into the wider sustainability agenda: Environmental Management Systems Carbon Management Plans Corporate Social Responsibility Construction plans

23 Communication + Level 1-2 Policy, Strategy and Communications, Level 1 Suppliers + A planned approach is necessary in planning communication activities with staff, students and suppliers + How we behave is determined by many factors + Information provision alone does not facilitate lasting change + The Behaviour Change Diamond

24 + UK Sustainable Development Strategy What behaviour change initiatives could be applied to Sustainable Procurement in HE?

25 Key impacts of procurement activity + Level 1 – Procurement process, Measurement and Results Extraction and processing of resources Transportation Manufacturing (and more transportation) UseDisposal Think about impacts throughout the life cycle of a product. Aim to reduce these impacts through the tender process and ongoing supplier engagement.

26 Key impacts of paper use + Is anything missing here? GPP Product Sheet

27 Quick Wins + Level 1 Procurement Process + Identify a list of products/contracts that are commonly purchased and that have the potential to make good best practice projects. + Refer to DEFRA’s quick win list A set of sustainability specification is provided on a range of products chosen for o Environmental Impacts o Financial Impact o Political/example setting function + Also refer to The Buying Solutions Greenticks initiative

28 University of Hertfordshire’s quick win’s + Level 1 Procurement Process Recycled paper Purchase of renewable energy Biodegradable catering disposables e-procurement Sustainable building materials Fairtrade products and vending Green stationary contract Energy efficient computers

29 Prioritisation and risk + Level 1-2 Procurement Process, Level 1 Engaging suppliers, + You need to assess the impact of your contracts in order to prioritise your efforts. + Combine the expenditure and impact assessment to build a contract risk database + Factors that should be considered: o Level of sustainability risk i.e legislation, pollution, climate change, social o Level of expenditure – per commodity and contract + Also consider contract renewal activity – highlight contracts up for renewal in the next 12 months

30 Assessing impacts + Level 1 Engaging suppliers, Level 2 Procurement Process

Impact

32 Risk assessment exercise + Level 1-2 Procurement Process, Level 1 Engaging suppliers Start by assessing the risk of commodity groups. If the risk and expenditure of a commodity group is high also assess the expenditure only of each category. 1) Define high, medium and low impact criteria. Think about legislation, pollution, climate change, social issues. E.g: High - Legislation applicable, extensive natural resources use/ pollution/ transportation/ threat to habitats/human rights issues Med – No applicable legislation but some natural resources use/ pollution/ transportation/ threat to habitats/human rights issues 2) Assign high medium and low to expenditure category – categories suggested 3) Highlight contracts that are high risk, expenditure and that are alerted for renewal in the next 12 months

33 Durham University’s High Risk Contracts +  Hazardous waste;  Skip hire;  Asbestos Consultancy;  Uniforms;  Facilities Management;  Waste;  Food;  Car Rental;  Pest Control.

34 Applying criteria + Level 1 Procurement Process Sustainability criteria can be awarded in the same way as any other technical specification. Define the subject matter of a contract in relation to environmental issues. You can: Take production methods into account Exclude any bidders that have been prosecuted under any environmental laws You must: state the award of criteria on sustainability issues in the tender documents You must not: act unfairly, including giving preference to a company that had a specific eco-label or EMS (this can however be evidence)

Subject Matter: Examples “Tender for Energy Star certified computers and laptops” “Tender for energy efficient computers and laptops” “Contract for catering services which supply organic food” “Contract for catering services which supply local produce” Applying criteria + GPP Toolkit: Legal Module

Technical Specifications: Examples “Certified Blue Angel paper” “Containing at least 80% of post-consumer waste content” “Totally chlorine free (TCF) paper” “Durability>100 years, according to ISO 9706 or DIN 6738” Technical specification + GPP Toolkit: Legal Module

37 Applying criteria + Level 1 Procurement Process Module 3: Practical module Refer to GPP Product Sheets for guidance on criteria and awarding points. General recommendation for 11 product groups is that at least 10-15% of the award points should be for sustainability criteria. oolkit_en.htm

38 Whole life costing + Level 1 -2 Procurement Process + Considers the economic costs throughout the lifetime of a product from extraction of natural resources through manufacture and transportation to disposal + Emphasis on ‘most economically advantageous option’ and ‘value for money‘ + Top level commitment required + Apply to high risk contracts and purchases. + Link to contract and product specifications and application of criteria + Tasked to the Sustainable Procurement Champion? Forum for the Future Whole Life Costing Tool

39 Whole life costing + Level 1 -2 Procurement Process + Considers the economic costs throughout the lifetime of a product from extraction of natural resources through manufacture and transportation to disposal + Emphasis on ‘most economically advantageous option’ and ‘value for money‘ + Top level commitment required + Apply to high risk contracts and purchases. + Link to contract and product specifications and application of criteria + Tasked to the Sustainable Procurement Champion? Forum for the Future Whole Life Costing Tool

40 Supplier engagement + Level 1-2 Supplier engagement + Design a supplier engagement programme to ensure you influence your supply chain + Think about how you can influence your suppliers at each stage of the procurement process Tender opportunity adverts Pqq Tender specification Contract interviews Award of contract Contract management

41 Supplier engagement + Level 1-2 Supplier engagement + Decide on methods of engagement Written communication – seek views or inform on Policy? Performance questionnaires Workshops One-to-one meetings Incentives Targets Remember the behaviour change diamond! What targets could key suppliers be set? What incentives could be set?

42 Supplier engagement + Level 1-2 Supplier engagement Supplier engagement Defra's Story The Approach – developed gradually through consultation - Annual Conference with awards - Quarterly Supplier Fora - Group Workshops - Individual workshops - Sustainability action plans - Involvement in wider sustainability strategy

43 Supplier engagement + Support and advice for businesses and organisations to help them reduce their sustainability impact: Toolkits Accreditation Awards Newsletter Free consultancy Promotional opportunities

44 Measuring and Monitoring + Level 2 Measurements and Results + Monitoring is required for effective management + How can we monitor sustainable procurement activity? o Progress tracking on the flexible framework o Setting KPI’s o Monitor high risk contracts – meetings, reports, contract penalties o Efficiency Measurement Model – now called “Measure” What KPI’s could be used to measure progress on sustainable procurement? How could progress against KPI’s be recorded efficiently?

45 Measuring and Monitoring +

46 Sustainability appraisal of procurement activity + Level 2 – Measurement and Results Undertake a review of procurement activity: How are purchasing activities carried out, what is already happening and how that will impact your development through the Flexible Framework? + Centralised or decentralised? + Use of OGC contracts + Outsourcing and PFI + Current good practice + Current commitment and support

47 Related Guidance + +Forum for the Future, Buying a Better World + European Commission, Buying green! A handbook on environmental public procurement. + Forum for the Future and HEPS, Purchasing for Sustainability Guidance for Higher Education Institutions. + OGC, Social Issues in Purchasing. + OGC, Buy green and make a difference. + WRAP, Sustainable Procurement: Regional Guidelines, Sustainable Procurement: Making it happen.

48 Implementation Tools + + EAUC Training Materials – Policy and Strategy, Social Issues, Supplier Engagement, Risk Based Approach, Train the Trainer + Forum for the Future, Sustainable Procurement tool. Available on request + European Commission, GPP Toolkit. Training, Action Planning, Criteria – Legal and Practical + WRAP, Sustainable Procurement: Regional Guidelines, Tools tudies_and_projects/sustainable_procurement_regional_guidelines/tools.html

49 Implementation Tools + + DEFRA. Buy Sustainable - Quick Wins. production/quickWins/ + Efficiency Measurement Model + Public Sector Food Procurement Initiative, Food Procurement Tools. + Action Sustainability, Evaluation Tool.

50 Where from here? + Overcoming barriers for implementation in your organisation? What do you need to make this happen and how do you get it? What wider programmes can we link the sustainable procurement agenda into? How can Universities work together?

51 Help and assistance + Revise: The Practical Sustainability Consultancy especially for Universities and Colleges Michelle Dixon – Director Tel: Mob: Web: