Sustainable Tendering Guidelines
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Transcript of 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
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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
TENDERING:sustainability guidelines
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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Specific ProductConsiderations
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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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Specific ProductConsiderations
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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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TENDERING:sustainability guidelines
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.
www.lgsa-plus.net.au/SustainableChoice
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