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SPLC 2018 Summit: Developing a Sustainable Purchasing Policy for Your Organization

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SPLC 2018 Summit: Developing a Sustainable Purchasing Policy for Your Organization

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Slides from Stephanie Lopez, Special Programs Managers for Procurement Services, University of California, & Heather Perry, Sustainable Procurement Analyst, University of California, Santa Barbara presented at the Sustainable Purchasing Leadership Council's 2018 Summit in Minneapolis, MN.

Slides from Stephanie Lopez, Special Programs Managers for Procurement Services, University of California, & Heather Perry, Sustainable Procurement Analyst, University of California, Santa Barbara presented at the Sustainable Purchasing Leadership Council's 2018 Summit in Minneapolis, MN.

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SPLC 2018 Summit: Developing a Sustainable Purchasing Policy for Your Organization

  1. 1. Sustainable Procurement -  Changes to the University of California  Sustainable Practices Policy  Heather Perry - Sustainable Procurement Analyst, UC Santa Barbara, Stephanie Lopez - Special Programs Manager, UC Office of the President
  2. 2. Overview UC's historical approach to sustainable procurement How we engaged in this policy overhaul  An overview of the NEW Sustainable Practices Policy for Procurement Implementation Plan  What we learned & Opportunities for the future
  3. 3. UC Sustainable Procurement Circa 2016... Complexity of a large disparate organization Vague policy language not updated since 2011 No connection to governing procurement policy  Variable to limited resources  No effective means of measuring sustainability in Procurement Limited centralized spend data Diverse financial systems Challenges we faced... Needs... Definition of "green," that can identify products in catalogs Help navigating green-washing Clear guidance Flexible language that can be updated as we learn Policy that reflects UC values and strategic targets Means and methods for accountability Recognition that sustainability is more than just "green"
  4. 4. What makes the UC Sustainability Policy Successful ? Progress against GOALS are reported annually in the sustainability annual report. Specific tasks (pilots, plans, or reports) prompt action and improves knowledge (for example, requirements to develop action plans for water, waste, and climate). HOW policy goals are met is left to the discretion of the campuses.  As such, successful updates to the Sustainable Procurement section of the policy either: Define the dates and parameters for tasks OR Set clear and measurable GOALS
  5. 5. What is sustainable procurement? How do we address all areas of our supply chain?  How do we balance the various aspects of sustainability?  How do we educate our stakeholders, and provide them tools to achieve their goals? 
  6. 6. Policy Process & Engagement  Feb 2017 Feb-Nov 2017 Jul 2017 Dec 2017 Jan 2018 Feb 2018 Mar 2018 May 2018 May-Jul 2018 Formation of Sustainable Procurement Working Group and Project Selection Development of Policy & Guidelines (Policy and Criteria Task Force)  Review of Policy/Guidelines format by Procurement Leadership Council (PLC) Open review and call for feedback of Draft Policy & Guidelines (95 registrants; included all UC and external experts)  Sustainability Steering Committee contingent approval of Policy In-depth Policy & Guidelines review with PLC PLC in-person review of policy implications; contingent approval PLC final approval of Policy and Guidelines with minor updates to language Preparation for Presidential review; published policy expected this summer  Note - Policy will not apply to UC Health, LBNL or UC Design & Construction
  7. 7. Sustainable Practices Policy System wide sustainability steering committee Green Building Working Group Climate Change Working Group Sustainable Transportation Working Group Sustainable Operations Working Group (Green Labs) Zero Waste  Working Group Sustainable Procurement Working Group Water Working Group Sustainable Food Service Working Group PLC
  8. 8. Policy Update Overview The main policy provides key principles, definitions, and targets for Economically and Socially Responsible and Green Spend, as well as a few other items Guidelines Overview 1. Defines UC "Green" 2. Defines UC "Economically and Socially Responsible" 3. Defines UC "Sustainable Spend" 4. Provides guidance for solicitations (beyond certifications) Approval by SSC & PLC Updated with PLC approval
  9. 9. 1. Renamed: Sustainable Procurement. 2. New focus on UC’s value of the health and well being of its community and a strong preference for functional alternatives to harmful products.   3. Sets the following spend goals: 4. Requires that a minimum of 15% of the points utilized in competitive solicitation evaluations be allotted to sustainability criteria (exceptions allowed; to take effect FY19-20) 5. Clarifies UC waste reduction priorities - reduce, reuse, and then recycle 6. Provides updated UC standards and requirements that packaging for all products procured by the University be designed, produced, and distributed to the end user in a sustainable manner • 100% compliance with minimum Required Level Green Spend criteria within three (3) fiscal years  • 25% spend on UC Preferred "Green" products per product category within three (3) scal years  • 25% Socially and Economically Responsible Spend as a % of addressable spend within five (5) scal years Summary of Changes to the Policy
  10. 10. The Guidelines define UC "Green" certifications, minimum and preferred criteria per product category The "green" guidelines are broken down into product category areas (only a few are covered now; this will be expanded with time).  For each category the guidelines define: UC Recognized Certifications - these are the certifications and standards the Minimum and Preferred Level criteria are based on Minimum critera for the product category - things like EPEAT Bronze Preferred Level criteria - things like EPEAT Gold. Green Spend targets are based on this criteria. Sustainable Procurement Guidelines: Green Spend
  11. 11. The Guidelines explain how to calculate "Green Spend" Sustainable Procurement Guidelines: Green Spend Expenditures on items meeting Preferred Level criteria in a given product category   Total Addressable Spend in a given category x 100 = % Green Spend *Green Spend is based on product criteria 
  12. 12. Green Spend - Product Categories Addressed Electronics Cleaning Supplies Office Supplies Furniture  Compostable Food Service Ware STARS STARS  STARS RFP '17 RFP '17 WHY? Sofar
  13. 13. Example Green Spend Criteria - Furniture  GREENGUARD Gold/SCS Indoor Advantage Gold Free of all "chemicals of concern" identified by the Center for Environmental Health BIFMA Level 2 or 3 Cradle to Cradle Silver or Gold HHI compliant with published product list on website Forest Stewardship Certified wood Textiles certified by one of the recognized certifications Complete Health Product Declaration Complete Declare label Preferred Level criteria Required (minimum) Level criteria Why? Why? Aligns with: EPA Recommendations Center for Environmental Health Practice Greenhealth Commonwealth of MA City of Portland SF Department of Environment State of New York Shows a stronger commitment to life cycle impacts, sustainably sourced materials, health, and material disclosure/transparency  Must meet all of the following: Must have at least one of the following additional certifications:
  14. 14. Green Spend - Where We Are Today Electronics: At least 7 campuses have surpassed 25% Preferred Level Green Spend target Cleaning Supplies: All campuses are achieving between 60-87% Green Spend with strategically sourced supplier (target is 75%). 2 campuses have surpassed the 75% target. Office Supplies (Copy Paper): 2 campuses have achieved the 25% Green Spend target Furniture: 2017 Ergonomic furniture RFP included Minimum and Preferred Level criteria. Awarded suppliers signed an affidavit confirming their products are free of listed chemicals of concern and provided proof of certifications. No data to report yet.
  15. 15. Economically and Socially Responsible Spend Included Criteria/Certifications -  Small Business Enterprises All gov. agency certifications, SBA certification criteria, HUBzone, 8(a), etc. Disadvantaged Business Enterprises Single certification criteria nationwide Women-owned Businesses  All state and federal certifications (includes non-small businesses)  Minority Business Enterprise All gov. agency certifications (includes non-small businesses) Veteran-owned/Service Disabled Veteran-owned Businesses All gov. agency certifications (includes non-small businesses) **Exploring Local Business Enterprise Goal(s) Local business goals by campus/region and/or general CA-based businesses goal.  Why? Aligns with Federal and State certifications and targets; State of CA (State of CA targets 25%; achieving >30% SBE spend) UC campuses are anchor institutions within the State and local communities SBE's play significant role in economy (create 2 of every 3 new jobs) Local spend = greater local investment (yields can be 3x higher) SB’s invent more than half of U.S. technological innovations Aligns with UC, CA and Federal policy and goals Goal includes more than just Small Businesses 25% target
  16. 16. EaSR - Where We Are Today 0% 5% 10% 15% 20% UCR UCD UCI UCLA UCB UCSF UCM UCSD UCSC UCSB UCOP FY17 EaSR Spend Today there is a wide range by campus in % EaSR spend. The 5 yr timeline to achieve 25% is reasonable for all sites.
  17. 17. Sustainable Spend: EaSR & Green Spend EaSR Spend is based on supplier certifications, Green spend is based on product certifications
  18. 18. Main areas addressed in consultation FEEDBACK RESPONSE Lack of ready resources for reporting, RFx evaluation and supplier management It is important to consider the "dollar not spent" in sustainable procurement Initial implementation will focus on systemwide contracts, and several trainings and resources will be provided through 2018 by SPWG  Added a "dollar not spent" section of the Guidelines as an additional way to achieve Green Spend target Concern with 15% of evaluation points in all solicitation to be attributed to Sustainability Procurement leadership approved with added ability to grant exceptions, and a delay in implementation until July, 2019 Campuses ready for guidance, but concerned about the burden of implementation.  We are approaching implementation iteratively, providing  support and a slow phase in.  
  19. 19. SPLC Model Policy for Establishing Leadership SP Program Leadership and Resources - Program leaders are SPWG and PLC. With their direction, campuses allocate their own resources. Engagement - SPWG meets monthly and provides recommendations to the PLC. Spend Analysis - Use existing knowledge from Climate Friendly Purchasing Toolkit, strategic sourcing research, and UC Spend Analytics platform. Plan - SPWG will recommend new priority product and service categories from RFPs and spend analysis (several already like lab equipment and consumables) to be addressed in Guidelines  Implementation - Updating templates, websites, supplier communication and management. Training commodity managers and buyers. Tracking - Framework set by policy reporting requirements and targets. Reporting - Required by suppliers and campuses per policy. Other reporting on sustainable procurement program through Annual Report. Continuous Improvement - Though SPWG and PLC regular meetings Share - Active member of the SPLC. Internal Newsletter and webinars.  How the UC Policy and program compare with SPLC Model
  20. 20. One piece of a puzzle The UC Sustainable Procurement Policy is ONE tool. It sets principles and establishes measurable goals.  The Policy + Guidelines set up a framework to build from and iterate overtime, in the context of other pieces of a sustainable procurement "puzzle." Other pieces of the UC Sustainable Procurement puzzle: Supplier practices: supplier score card pilot underway Sharing best practices through education, training, and annual summit Capturing and measuring savings through "Benefit Bank"*
  21. 21. Thank you Questions? Please reach out! Heather Perry (heather.perry@ucsb.edu) Stephanie Lopez (stephanie.lopez@ucop.edu)

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