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.

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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. Sustainable Spend: EaSR & Green Spend
EaSR Spend is based on supplier certifications,
Green spend is based on product certifications

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. 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. 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. Thank you
Questions? Please reach out!
Heather Perry (heather.perry@ucsb.edu)
Stephanie Lopez (stephanie.lopez@ucop.edu)