Sustainable Tendering Guidelines

8/8/2019 Sustainable Tendering Guidelines

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www.lgsa-plus.net.au/SustainableChoice

TENDERING

Sustainability Guidelines

Sustainability considerations are increasingly beingincorporated into the procurement process. Fromimproved efficiency, to reduced waste and financialsavings, suppliers are now being asked about the

sustainability features of the products and services theysell. Nowhere is this more apparent than in thetendering process.

Tenders offer a unique opportunity to; Incorporate sustainability into the purchasing

process in a structured and systematic manner Embed sustainability for the duration of a contract

period Request sustainability data and information directly

from suppliers Demonstrate that your organisation takes

sustainability seriously Focus on the issues and criteria most relevant to

your council.

NSW councils are not alone in this newly emergingarea. Many large and multinational companiespractice sustainable procurement and supply chainmanagement themselves. These same companiesare well prepared for their customers to do likewise. Many suppliers are able to provide detailedinformation about the manufacture, use and

disposal of their products.It is good practice to ask questions in your tender documents about both the product, and thesuppliers internal processes and systems.

This guide is designed as a short-cut to helpcouncil staff identify key sustainability issues, andto formulate relevant questions for tender documents. It is intended as a starting point only.Choose only what is useful for your purposes and

tailor the material to your own circumstances.

Finally, an important element of any tender is toestablish your own needs and objectives. All productsmust be fit for purpose, within budget, and suited to theneeds determined by your Council. For this reason it is

important to establish and prioritise these needs andobjectives before you develop sustainability criteria.

This guide has been developed in collaboration withstaff from councils across NSW both large and small,urban and rural. The material is drawn from tender documents currently being used by NSW Councils. Thisguide will be updated periodically so please send anyfeedback or suggestions for future versions toSustainable Choice.

Version 1.Nov 09

Introduction


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General CompanyConsiderations

TENDERING:sustainability guidelines

Large companies and multinational organisationsoften have sophisticated internal environmentalmanagement systems. These may be moreelaborate and formal than anything a smaller company could afford (or need). Your questionsand evaluation therefore need to be mindful of this.Small organisations may not have the capacity torespond to complex questions with the same levelof detail as large companies.

Potential questions may include; Does the company have an Environmental

Management Strategy (EMS), Policy or Plan? Is the EMS independently certified or managed?

(large companys only) Does the company produce a publicly available

Annual Sustainability or Environmental Report?

(large companies only) Does the company have a Corporate Social

Responsibility (CSR) Plan or Policy (largecompanies only)

What policies or initiatives does the companyhave to reduce environmental impacts in keyareas such as greenhouse, water and energyuse, waste production, air and water pollution,etc. Are these initiatives independently audited?

What systems does the company have tomonitoring its own performance? (audits, annualreports, etc.)

To what extent does the company manage andevaluate its supply chain?

Has the company ever been convicted of anenvironmental breach or crime? (If so, requestdetails)

Does the company or product have any kind of eco-certification?

Does the company currently use any rare or endangered materials in the manufacture of anyof its products? (if so, request details)

Does the company currently manufacture anyproducts that are hazardous to human health?

Does the company support any communityinitiatives?

Remember to always ask for documentaryevidence for any claims being made by a supplier.



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General ProductConsiderations


A number of general sustainability issues arecommon to many products and services.

Potential questions may include; Have products been designed for maximum

durability and ease of repair and maintenance? Has a full life cycle and/or carbon footprint

assessment been conducted? Can the supplier provide comprehensive data

on operation and maintenance inputs? Can the manufacturer provide data on life cycle

impacts and costs? Does the product have any type of rating (ie,

water, energy, greenhouse, etc.). For productswith energy or water star rating, consider stipulating minimum 4 star rating.

Does the product have any type of eco-

certification (ie, Good Environmental ChoiceAustralia, Fair Trade, etc.)

Is the product non-toxic? Does manufacture or use of the product help

reduce the consumption of natural resources? Does manufacture or use of the product help

enhance or protect biodiversity or habitat in anyway?

Packaging and Transport Where are products manufactured? How are products transport from place of

manufacture to where they are used? Can the supplier list all packaging materials and

components? Are products re-packaged at any point in the

supply chain? If yes, request details. What percentage of packaging is reused? What percentage of packaging is made from

recycled material? What percentage of packaging is recycled at

end-of-life? What percentage of packaging is

biodegradable? Does the company take back packaging for

reuse or recycling?



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Specific ProductConsiderations


Many sustainability issues are specific to aparticular product or service. Below is a list of potential questions/issues for a range of popular products.

Computers Request power consumption details in all

modes of operation. Is the equipment Energy Star compliant? Are computer monitors LED? Does the supplier have a take back at end-of-

life program? Currently, what percentage of the product can

be recycled at end-of-life? Currently, where and how would the supplier

recycle this product?

Can the equipment be easily upgraded toincorporate additional capacity or newfunctionality?

Request a list and description of all packaging. Request details of all warranty conditions. Are there any other sustainability features of

this product? If so, please provide details.

Printers & Copiers Does the equipment guarantee include use with

most standard recycled papers? Does the equipment guarantee include use with

remanufactured toner/ink cartridges? Does the supplier participate in a cartridge

recycling program? Does the equipment have default duplex

(double siding) function? Does the equipment print multiple pages to

one? Has lead free soldering been used in the

manufacturing process? Does the supplier have a take back at end-of-

life program?

Printers & Copiers Continued Currently, what percentage of the product can

be recycled at end-of-life? Currently, where and how would the supplier

recycle this product? Does the equipment produce ozone or VOC

emissions when in use? If yes, request details. Request a list and description of all packaging. Request details of all warranty conditions. Are there any other sustainability features of this

product? If so, request details.

Cleaning Products/Services Please identify the extent of biodegradability as

specified in the relevant Australian Standard(AS4351-1996)

Does the product contain any hazardous or potentially hazardous compounds? If so, pleaselist.

Please specify the level of phosphates. Please specify the level of VOCs. Please list all fragrances and dyes used in the

product. Please provide all relevant Data Safety Sheets. Please provide a statement of compliance with

all OH&S requirements. Please provide details of all safety procedures

and equipment necessary for use with thisproduct.

Is packaging reusable or recyclable? Are there any restrictions on packaging

disposal? If so, please provide details. Are there any other sustainability features of this

product? If so, please provide details.



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Office Furniture Please list all the materials and components of

each furniture item. Please list the country of origin of each major

component. Please list all recycled materials with recycled

content percentages. Is the upholstery able to be repaired and/or

replaced? Does your company repair or maintain the

product? Please list all timbers used (see also Timber

Products) Please provide details for all operation and

maintenance requirements. Please provide details of all warranty conditions.

Please provide a statement of compliance withall safety, Australian Standards, and OH&Srequirements.

Janitorial Paper Products Please provide details on the source of all paper

pulp used in the product. If virgin pulp is used, please provide details of

any certification. What is the recycled content percentage of the

product. If recycled, please detail the pre and post

consumer waste percentages. Is the product bleached? (unbleached is

preferable). If bleached, please provide bleaching details

(totally chlorine free is preferable). Please provide details of all dyes and fragrances

used. Is packaging made from recycled material? Is packaging biodegradable?

Printing Papers Please provide details on the source of all pulp

used in the product. If virgin pulp is used, please provide details of

any certifications. What is the recycled content percentage of the

product. If recycled, please provide details of pre and

post consumer waste percentages. Please provide details of bleaching (totally

chlorine free is preferable). Please provide details of country of

manufacture.

Food & Catering Request organic food where feasible and

affordable. Request local and seasonal foods where

feasible and affordable. Request the use of Fair Trade beverages and

food where feasible and affordable. Minimise the use of meat and request vegetarian

options. Stipulate no foods made from rare or

endangered species (such as Blue Fin Tuna andOrange Roughy fish)

Avoid imported foods where possible. Minimise the use of disposable packaging and

utensils. Avoid the use of disposable plastics or styro-

foam. Try not to over-cater. Does the caterer participate in organic waste

disposal?

Timber Products Does the product contain any reused timber? Are virgin timbers sourced from plantation or

virgin forests? What eco-certification does the timber have?

(FSC and PCFC certified timbers arepreferable).

Request the species and place of origin of allvirgin timbers.



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Consulting Services Does the service provider produce a publicly

available environmental report? Does the service provider have an

environmental policy or EnvironmentalManagement System (EMS)?

Does the service provider have establishedobjectives or targets to improve environmentalperformance?

What programs or practices are in place toachieve waste minimisation and resource

efficiency? What programs or practices are in place to

reduce greenhouse gas emissions associatedwith the service delivery and/or service provider?

Playground & SportingApparatus Please list all the materials and components of

each apparatus or product. Please list the country of origin of each major

component. Please list all recycled materials providing

recycled content percentages. Is the equipment/product able to be repaired

and/or replaced? Does your company repair or maintain the

equipment/product? Please provide details of all required

maintenance. Please provide details of all warranty conditions. Please provide a statement of compliance with

all safety, Australian Standards, and OH&Srequirements.

Please list all timbers used (see also Timber Products)

Vehicles Request greenhouse and air pollution data for

vehicles in all modes of operation. Is the vehicle able to be operated with biofuel? If

yes, please provide details. Is the vehicle able to be operated with recycled

oil? If yes, please provide details. Request details of all warranty conditions. Are there any other sustainability features of the

vehicle? If so, please provide details.

Garbage Bins Please list all the materials and components of

each bin. Please provide details of all recycled material,

and recycled content percentages for allmaterial.

Are bins recycled at end-of-life? If yes, pleaseprovide details.

Does the supplier repair damaged bins? If yes,please provide details.

Please provide details of all maintenance

requirements.



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How you evaluate the information provided bysuppliers will be determined by how your organisation has prioritised the specific

sustainability issues relevant to a given product.

It may be helpful to set benchmarks, or minimumrequirements (for example a minimum 4 starsenergy or water rating, or no chlorine bleaching).Beyond this, it may be helpful to assign a rating for how each tender/product helps deliver keysustainability considerations such as energysaving, water saving, non toxic, low maintenance,recycled at end-of-life, minimal packaging, etc. etc.

It is therefore advisable when formulating tender

questions to have a combination of yes/noquestions as well as open ended questions. For example, Is the bleaching process totally chlorinefree? is a simple yes/no question, while pleaseprovide details of the bleaching process is anopen ended question.


Tools andResourcesEvaluation

AustralianNSW Government Procurement Guidelines: Envi-ronmental Management

http://www.nswprocurement.com.au/PDF/Policy/Environmental-Management.aspx

NSW Government Its a Living Thing resourceshttp://www.livingthing.net.au/Go/Default.aspx?tabid=1388

Local Government Procurementhttp://www.lgp.org.au

InternationalEuropean Commission Green Public ProcurementTool Kithttp://ec.europa.eu/environment/gpp/toolkit_en.htm

European Commission Fact Sheets (useful for cri-teria and developing clauses)http://ec.europa.eu/environment/gpp/toolkit_en.htm

Norwegian GRIP Office Materialsh t t p : / / w w w . g r i p . n o / I n n k j o p / E n g l i s h /available_material.htm

Norwegian GRIP Tender Evaluation Toolht tp: / /www.grip .no/Innkjop/Engl ish/Down%2 0 l o a d % 2 0 d o c u m e n t s / 2 0 0 7 - 0 5 -24_GRIP_evaluation_tool.xls

International Green Purchasing Networkhttp://www.igpn.org/guideline/organizations.html
http://www.nswprocurement.com.au/PDF/Policy/Environmental-Management.aspxhttp://www.nswprocurement.com.au/PDF/Policy/Environmental-Management.aspxhttp://www.livingthing.net.au/Go/Default.aspx?tabid=1388http://www.livingthing.net.au/Go/Default.aspx?tabid=1388http://www.lgp.org.au/http://ec.europa.eu/environment/gpp/toolkit_en.htmhttp://ec.europa.eu/environment/gpp/toolkit_en.htmhttp://www.grip.no/Innkjop/English/available_material.htmhttp://www.grip.no/Innkjop/English/available_material.htmhttp://www.grip.no/Innkjop/English/Down%20load%20documents/2007-05-24_GRIP_evaluation_tool.xlshttp://www.grip.no/Innkjop/English/Down%20load%20documents/2007-05-24_GRIP_evaluation_tool.xlshttp://www.grip.no/Innkjop/English/Down%20load%20documents/2007-05-24_GRIP_evaluation_tool.xlshttp://www.igpn.org/guideline/organizations.htmlhttp://www.igpn.org/guideline/organizations.htmlhttp://www.grip.no/Innkjop/English/Down%20load%20documents/2007-05-24_GRIP_evaluation_tool.xlshttp://www.grip.no/Innkjop/English/Down%20load%20documents/2007-05-24_GRIP_evaluation_tool.xlshttp://www.grip.no/Innkjop/English/Down%20load%20documents/2007-05-24_GRIP_evaluation_tool.xlshttp://www.grip.no/Innkjop/English/Down%20load%20documents/2007-05-24_GRIP_evaluation_tool.xlshttp://www.grip.no/Innkjop/English/Down%20load%20documents/2007-05-24_GRIP_evaluation_tool.xlshttp://www.grip.no/Innkjop/English/Down%20load%20documents/2007-05-24_GRIP_evaluation_tool.xlshttp://www.grip.no/Innkjop/English/Down%20load%20documents/2007-05-24_GRIP_evaluation_tool.xlshttp://www.grip.no/Innkjop/English/Down%20load%20documents/2007-05-24_GRIP_evaluation_tool.xlshttp://www.grip.no/Innkjop/English/Down%20load%20documents/2007-05-24_GRIP_evaluation_tool.xlshttp://www.grip.no/Innkjop/English/available_material.htmhttp://www.grip.no/Innkjop/English/available_material.htmhttp://www.grip.no/Innkjop/English/available_material.htmhttp://www.grip.no/Innkjop/English/available_material.htmhttp://ec.europa.eu/environment/gpp/toolkit_en.htmhttp://ec.europa.eu/environment/gpp/toolkit_en.htmhttp://www.lgp.org.au/http://www.livingthing.net.au/Go/Default.aspx?tabid=1388http://www.livingthing.net.au/Go/Default.aspx?tabid=1388http://www.livingthing.net.au/Go/Default.aspx?tabid=1388http://www.livingthing.net.au/Go/Default.aspx?tabid=1388http://www.nswprocurement.com.au/PDF/Policy/Environmental-Management.aspxhttp://www.nswprocurement.com.au/PDF/Policy/Environmental-Management.aspxhttp://www.nswprocurement.com.au/PDF/Policy/Environmental-Management.aspxhttp://www.nswprocurement.com.au/PDF/Policy/Environmental-Management.aspx

Sustainable Tendering Guidelines

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