Wyndham City Staff Sustainable Procurement Guide

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Contents

Sustainbale Procurment Definition ......................................................................................................... 2

Benefits to Sustainable Procurement ..................................................................................................... 2

What do staff need to know about Sustainable Purchasing? ................................................................. 2

Documents to be familiar with ............................................................................................................... 3

How to put Sustainable Procurement into parctice ............................................................................... 4

How to identify and report Sustainable Purchases ................................................................................ 7

Tracking your Sustainable Paurchses through Tecnology One ............................................................... 8

Beware of Green Wash ........................................................................................................................... 9

Environmentally and socially certified products ..................................................................................... 9

Tools and Resources ............................................................................................................................. 13

Tracking your Sustainable Purchases through EY ECO-Buy Reporting………………………………………………14

Wyndham City's Sustainable Spend ...................................................................................................... 15

Need Help ............................................................................................................................................. 16

Appendix 1. Terminology ...................................................................................................................... 17

Appendix 2. Example of Tender Introduction ....................................................................................... 18

Appendix 3. Environmental Management System Questionnaire ....................................................... 19

Appendix 4. Criteria to asses Environmental Management System Questionaire ............................... 22

Appendix 5. Green Zone Quick Reference Guide………………………………………………………..…………………...23

Introduction Wyndham City is committed to achieving sustainable outcomes and ensuring Council’s operations and procurement activities have a positive impact to the City in which we live. Council works from the premise that every purchase has an impact on the environment, society and economy, and has developed this guide to advance the purchasing of sustainable products and services to ensure better social, environmental and economic outcomes.

Sustainable Procurement Definition: A process whereby organisations meet their needs in a way that achieves value for money on a whole life basis, and generates benefits not only to the organisation, but also to society and the economy, whilst minimising damage to the environment (reference: United Nations Environmental Program). Sustainable procurement considers environmental, social and economic impacts, this is also known as the three pillars of sustainability. Refer to figure 1 below for examples of each.

urces, energy and water in the manufacture, use and disposal of goods

Figure 1. Examples of key considerations in sustainable procurement decisions (reference: Australian Government Sustainable Procurement Guide).

Benefits to Sustainable Procurement:

• Reduces adverse environmental and social impacts

• Creates financial savings through greater efficiency, reduced operation & disposal costs

• Meets employee and community expectations

• Reduces risk

• Promotes ethical & economical spending of public money

• Shows leadership

What do staff need to know about Sustainable Purchasing?

There are a number of facets to Green Purchasing that staff need to be aware of which will all be explained throughout the document:

• What qualifies as a green purchase and the general principles

• Support & tools available

• Your Procurement Committee Representative

• Inclusion of green purchasing requirements in contracts and tenders

• Annual Eco-Buy Reporting

Sustainable Procurement considers:

curement Considers: Environmental Impacts Social Impacts Economic Impacts

E.g. inputs of natural

resources, energy and

water in the manufacture,

use and disposal of goods

E.g. labour conditions in the

manufacture, use and

disposal of goods or

delivery services

E.g. costs of the operation

and maintenance over the

life of the goods

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Documents to be familiar with: • Wyndham City Environment & Sustainability Strategy 2016-2040 • Wyndham City Procurement Policy • Environmentally Sustainable Design Framework • Victorian Local Government Best Practice Procurement Guidelines • Sustainable Procurement Guide (Australian Government, The Department of Sustainability,

Environment, Water, Population and Communities)

Value for Money Value for Money in procurement is about selecting the supply of goods, services and works taking into account both cost and non-cost factors including:

• contribution to the advancement of the Council’s priorities;

• non-cost factors such as fitness for purpose, quality, service and support; and

• Cost-related factors including whole-of-life costs and transaction costs associated with acquiring, using, holding, maintaining and disposing of the goods, services or works. (Reference: Wyndham City Council Procurement Policy)

This can mean going for products that are of higher quality and may be slightly more expensive initially, but that save the organisation money in the long run due to reduced operation and replacement costs. For example, a printer may have a higher purchase price, but it is more economical to run over its lifetime considering ink and energy use, and maintenance requirements, than a printer that has a cheaper upfront purchase price. This is illustrated in figure two below.

Figure 2. Illustration of costs associated with the purchase of two different printers, Source: ECO-Buy

How to put Sustainable Procurement into practice

The first step is to minimise unnecessary purchasing through the application of demand management principles (e.g. education campaigns, technology improvements, hiring instead of purchasing)

Use the waste hierarchy to assess intended purchases, with the most preferable option being to avoid, then to reduce, reuse, recycle, and the least preferred option to dispose. E.g. Re-use or repair existing products instead of buying new. This approach assists to identify the business need.

The next step is to address material sustainability risks for the particular goods, services or works. In order to identify the material sustainability risks, undertake a sustainability risk assessment. This consists of assessing sustainability risks associated with each stage of a product’s lifecycle, specifically including raw material extraction, manufacturing, transport, use and disposal.

At any of these stages, the following examples of risks may be identified:

• emissions to air

• pollution releases to water

• deforestation

• water usage

• resource use, including the use of non-renewable resources

• groundwater contamination

• volume and type of waste

• impact on biodiversity

• illegal waste dumping

• hazardous materials

• conflict minerals

• forced labour

• child labour

• health, safety and working conditions

• indigenous people and groups

• bribery

• discrimination

Ensure that the sustainability risk assessment includes engagement with and contributions from sustainability and technical experts, and staff with knowledge on how the goods or services will be used by the organisation.

The sustainability risk assessment results in the identification of the most material sustainability risks to address at each stage the procurement process. It also includes identifying relevant sustainability opportunities, for instance, the involvement of social enterprises or using innovative technology.

Step 1 – Identify the need

Step 2 – Undertake a Sustainability Risk Assessment

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As all goods and services have sustainability impacts, the key is to determine which impacts are the most material (significant) to address through the procurement process.

Based on the most material sustainability risks identified, develop requirements to address them. Ensure that any opportunities to achieve objectives outlined in the Council Plan and Sustainability Strategy 2016-2040 and Environmentally Sustainable Design Framework are also considered

There are comprehensive databases available that offer certified products/services and may assist with your research, which are listed under the sections ‘Environmentally and socially certified products and services?” (page 10) and “Tools and Resources” (page 13).

Make sure you complete the mandatory environmental assessment in council’s Business Case, and include specifications in design, services and supply and construction tenders – contact the sustainability team for advice.

Example – copy paper

Using the example of copy paper, a sustainability risk assessment demonstrated that the most material risks to address are:

• Deforestation – raw material extract stage – copy paper can contain fibre from unsustainably managed forest operations

• Toxicity of emissions related to hazardous materials – manufacturing stage – environmental impacts arise from the use of bleaching agents

• If sent to landfill – end of life stage – paper sent to landfill can contribute to leachate that can contaminate surrounding groundwater and also generates the potent greenhouse gas methane.

Example specifications for copy paper

Based on the sustainability risk assessment, material considerations can be addressed through the following requirements:

Deforestation

The paper must:

• Contain a high percentage of post-consumer recycled fibre from a certified source (FSC or PEFC). (With a minimum of 50% for printing and writing papers.)

• Or be made from virgin fibre from source certified to either the FSC (including FSC Mix) or PEFC standards

• Or be made from a combination of the above certified sources and post-consumer recycled content.

Toxicity of emissions

The paper must be bleached using a minimum of chlorine:

• Recycled content paper should be Processed Chlorine Free

• Papers made from virgin fibre should use either Elemental Chlorine Free (ECF), ECF Light or Totally Chlorine Free (TCF).

Step 3 – Develop sustainability requirements

S When comparing product and services quotes apply sustainability risk assessment and value for money in evaluation process. Council tenders are to include the Environmental Schedule (Appendix 3.). The weighting of this is set at a minimum of 10% for Capital works projects. For guidance in scoring responses against appropriate criteria please refer to the Scoring Matrix (Appendix 4.).

• Request contractors to report on their green purchases – the ECO-Buy spreadsheet will be circulated at End of Financial Year reporting period. Example of requested information in Appendix 3.

• Check their environmental claims and request documentation of these, e.g. Environmental Policy

• Ask for sustainable product/service options to be priced

• Provide debriefings to ensure the tenderer is aware of the areas where they did not meet sustainability criteria and what can be improved upon. This approach is important for improving the overall performance of the supply market.

Assess performance and progress against sustainability KPIs and other measures as relevant through regular meetings and updates from the supplier.

You are encouraged to use the contract management process as an opportunity to identify any areas for performance improvement and raise any concerns, as well as for the supplier to put forward any suggestions for innovation, such as new technologies.

Aim for the continual improvement of sustainability metrics through ongoing engagement with the supplier.

Example evaluation approach for copy paper in order of best to poorest response

Deforestation:

• High recycled post-consumer recycled content fibre

• Virgin content certified by FSC (including FSC Mix) or PEFC

• Made from a combination of the above certified sources and post-consumer recycled content

• Minimal recycled or sustainably sourced materials described.

Toxicity of emissions:

• Paper meets one of the requirements (refer to those stated in step 4)

• Paper does not meet one of the requirements (refer to those stated in step 4).

Step 5 – Contract Management

Step 4 –Develop the evaluation

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How to identify and report sustainable purchases The following outlines sustainable products and services, and the category and code used in Technology One to help staff report on the categories. A green zone quick reference guide is provided in appendix 5.

SUSTAINABLE PURCHASES

RECYCLED CONTENT - GCRECYCL Products made with 10% or more recycled materials or products that have been re-used and repurposed. E.g. Recycled compost & mulch, stationary products (aim for 50-100% recycled), crushed concrete, glassphalt, rubber playground surfacing, recycled flexible plastic bollards, recycled rubber sealant for roads or reused furniture and office equipment.

ENERGY SAVING - GGENERGY Products that use less energy & produce fewer greenhouse gas emissions. E.g. 4 Star and above energy rated appliances (Energy Rating Label), insulation, bikes, vehicles scoring five stars on the Green Vehicle Guide, MYKI, low emissions concrete, Carbon Neutral NCOS certified products (National Carbon Offset Standard) or LED (Light Emitting Diode) lighting.

WATER SAVING - GCWATER Products that reduce water usage or assis0t in the collection of water resources. E.g. 4 star or above water rated appliances (Water Efficiency Labelling & Standard, WELS Scheme), Indigenous or drought tolerant plants/grasses, flow controllers, rainwater tanks, class A or C recycled water.

SOCIAL RESPONSIBILITY- GCSOCIAL Products and services that are ethically sourced or social enterprises who’s business model is grounded in providing significant social benefit to the community. E.g. Fair Trade Coffee and Saffron Kitchen catering.

LOW TOXICITY - GCLTOXIC Products that are free of hazardous chemicals and are less damaging to the environment and/or human health, for example biodegradable, organic and low or non-toxic products. E.g. Non-toxic cleaning products, biodegradable products (e.g. catering, doo poo bags), low/zero VOC paints (Volatile Organic Compounds), non-toxic pesticides and weed control products.

SUSTAINBLE FORESTRY- GCFOREST Products that are from a certified sustainable source (FSC or PEFC) and promote the responsible management of the world’s forests. Note: This is second preference to recycled wood and paper products which are more sustainable and should be sought initially. E.g. FSC (Forest Stewardship Council) certified timber, copy paper or catering products, Rainforest Alliance tea.

ENVIRONMENTAL SERVICES - GCESERRV Services that assist in promoting environmental and sustainable outcomes. Businesses that use a high level of green products, have extensive or accredited sustainability practices and/or have comprehensive environmental management system. E.g. Sustainable workshops, consultants, memberships, Certified green printing or cleaning services.

MULTIPLCE CATERGORIES - GCOTHERMUL Purchases that include multiple categories. E.g. Combination of above products and service categories.

NO GREEN OPTION – GCNONE When no sustainable option available.

Tracking your Sustainable Purchases through Technology One To aid in the annual tracking of green purchasing an easy drop down menu has been created in Technology One corresponding to each of the green purchasing categories in above table. There is a section in the purchasing requestion where staff can also provide Green Purchasing Details/Notes. This section provides staff the opportunity to provide further details about the sustainable purchase and/or quantity, weight or measurement of the sustainable product. If there are many products included in the purchase order here you can identify the sustainable products.

If you are unsure if your purchase

has is sustainable or has

environmental benefits, then select

the Multiple Categories - GCOMULT

option. You are encouraged to

select this option even if you are

unsure, as it is checked by the

Sustainability Officer. It is better to

capture a product that may have

sustainability attributes, otherwise

it may not be assessed at all.

If you have not made a green

purchase and can’t find a

sustainable alternative with

resources provided on page or help

from Sustainability Department

select No Green Option-GCNONE.

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Beware of Green Wash Greenwash is a form of spin in which green marketing is deceptively used to promote the perception

that an organisation's products services environmentally. This includes claims that are inaccurate,

vague, irrelevant or false. These claims can include direct statements, logos or images that are false.

Greenwash can result in negative outcomes, such as genuine goods and services being unable to

compete and increase market share, and eroding buyer confidence

An example of greenwash is goods or ingredients marketed as made with ‘natural ingredients’, such

as cleaning products and paint. Some naturally occurring substances and ingredients have

environmental and/or human health impacts. To illustrate, plutonium is naturally occurring but is

highly radioactive. Therefore ‘natural’ is not necessarily an environmental benefit. You are encouraged

to look for other evidence that the goods are environmentally preferable (e.g. they meet relevant

standards or are certified).

Copy paper can have carbon neutral certification, which relates to the energy consumption during the

manufacturing process of paper. The energy consumption during the manufacturing process is an

impact, as significant greenhouse gas emissions are generated, however other impacts have been

determined as more significant to address in the procurement process (i.e. fibre sourcing and type of

bleaching process used). Therefore while carbon neutrality is a legitimate claim, it can be greenwash

if the main sustainability considerations are not addressed. If you are looking for a carbon neutral

paper, ensure that it is supported by a recognised and verifiable certification (e.g. the National Carbon

Offset Standard) and that the procurement process addresses the most material sustainability

requirements.

How can I avoid being greenwashed? • Request credible and verifiable eco-labels, standards and certifications – refer to section

‘What about environmentally and socially certified products’. Ensure that the requirements are clear in the specifications and contract

• Use the contract management process to ensure that the requirements are being continually met over the contract lifetime

• Be wary of claims that are not supported by evidence, are vague or irrelevant, such as ‘environmentally friendly’, ‘low carbon’, ‘earth smart’ or ‘natural’.

Environmentally and socially certified products Reputable eco-labels are awarded by an independent third-party using a verification system that is based on lifecycle considerations. Eco-label programs are run by different organisations, such as government, private companies and non-governmental organisations.

The methodologies and assumptions on which eco-labels are based range widely. Some eco-labels have more rigorous criteria than others in checking that the product meets the particular requirements.

Keep in mind that eco-labels may only address one environmental or social impact, such as energy (for example, Energy Star) or ethical sourcing (for example, Fairtrade). The Good Environmental Choice Australia (GECA) and Global GreenTag eco-labels, however, typically address the most material considerations a product category (refer to the section Product Databases for the websites).

Look out for the following trusted and common third party verified eco-labels and certifications:

Certification/ Eco-label

Details Green Category

Australia/NZ rating system to compare appliances based on their energy efficiency using stars. The scheme also includes the mandatory Minimum Energy Performance Standards (MEPS).

To be considered ‘green’ it must be 4 stars or above.

ENERGY SAVING

EPEAT is a comprehensive global environmental rating system that helps purchasers identify greener computers and other electronic.

ENERGY SAVING

A government initiative which sets minimum requirements for calculating, auditing and offsetting the carbon footprint of an organisation, product or event.

ENERGY SAVING

Energy Star is an international standard for energy-efficient electronic equipment. Currently only office equipment and consumer electronics, including computers, printers, fax machines, photocopiers, televisions and DVD players may carry this endorsement label in Australia.

ENERGY SAVING

Carbon labelling to communicate carbon footprint measurement, certification and reduction of your organisation's products and services.

ENERGY SAVING

Australia/NZ rating system to compare appliances based on their water efficiency using stars. The rating is managed alongside the mandatory Water Efficiency Labelling and Standards (WELS) Scheme.

To be considered ‘green’ it must be 4 stars or above.

WATER SAVING

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Indicates that an object is capable of being recycled - not that the object has been recycled or will be accepted in all recycling collection systems.

Sometimes this symbol is used with a percentage figure in the middle to explain that the packaging contains X % of recycled material.

RECYCLED CONTENT

An international not-for-profit focused on improving forestry practices. The FSC trademarks offer a guarantee that products come from responsible sources that support the conservation of forests and wildlife.

This particular symbol indicates that the product is made of recycled materials.

RECYCLED CONTENT

Rainforest Alliance Certification has a focus on conserving biodiversity and ensuring sustainable livelihoods, such as providing workers with access to schools and health care. Develops third-party certification, validation and verification systems in forestry, agriculture, carbon and tourism.

SOCIAL

RESPON-SABILITY

One of the most widely recognisable logos in the world. This logo ensures investment in the social, environmental and economic development of the community where the product is made.

SOCIAL

RESPON-SABILITY

Marine Stewardship Council (MSC) – choosing seafood stamped with this logo supports more sustainable fishing and farming practices.

SOCIAL RESPON-SABILITY

Australian Certified Organic (ACO) is the largest certifier for organic and biodynamic produce in Australia. The green bud on products means the ACO have traced and approved the organic origins of a product.

LOW TOXICITY

National Association for Sustainable Agriculture certification body NASAA Certified Organic (NCO) is another trusted organic certifier.

LOW TOXICITY

This means the plantation was established on land that did not contain significant biodiversity, wildlife habitat or other environmental values, and meets the highest environmental, social and economic standards as set out by the RSPO (Roundtable on Sustainable Palm Oil).

SUSTAINBLE FORESTRY

An international not-for-profit focused on improving forestry practices. The FSC trademarks offer a guarantee that products come from responsible sources that support the conservation of forests and wildlife.

Note: Choose this certification over the AFS, Australian Forestry Standard which is less rigorous.

SUSTAINBLE FORESTRY

The world's largest non-profit, non-governmental forest certification organization to promote Sustainable Forest Management (SFM).

SUSTAINBLE FORESTRY

A non-profit organization to encourage the adoption of green building practices. Develops Green Star environmental rating system for buildings including commercial offices, retail centres, educational institutions, multi-unit residential dwellings, industrial facilities and public buildings.

ENVIRONMENTAL

SERVICES

This rating scheme gives commercial office buildings a "star rating" based on their actual energy, water, waste or air quality performance. It is a national initiative managed by the NSW Office of Environment and Heritage.

ENVIRONMENTAL SERVICES

The GECA eco-label sets best practice standards and rigorously assesses products and services for their full impacts over its life cycle. When you choose GECA certified products you can have confidence in the environmental and health claims of the product.

MULTIPLE CATEGORIES

Third party rating and certification system of green building and other products, underpinned by a scientific Life Cycle Assessment (LCA) approach.

MULTIPLE

CATEGORIES

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Tools and Resources Use the below resources and tools to help you to identify sustainable products and services.

Buying Local By buying local you are helping to support the Wyndham City local community and reduce emissions generated through transport. Use the Business Directory on the intranet to identify local businesses who supply your desired product or service.

Please note as outlined in Wyndham’s Procurement Policy; that in all instances outside of the tender process, staff are required to seek at least one quote from a local supplier where available.

Additional Guides and Databases

Sustainable Procurement Guide, Australian Government.

Social Procurement – A guide for Victorian Local Government

Eco-label Index – an independent directory of ecolabels and environmental certification schemes in Australia

Where can I find sustainable products? Use these databases to search for sustainable goods and services.

Ecospecifier

Home of Leading Certified and Verified Sustainable Products, Ecospecifier has over 6,700 sustainable products making it one of the world’s most expansive sustainable knowledge bases. Website: www.ecospecifier.com.au

GECA (Good

Environmental Choice Australia)

GECA’s Product Database is a tool to help you choose goods and services that are better for the environment. It is Australia's only independent, not-for-profit, multi-sector ecolabelling program. Website: www.geca.org.au

Social Enterprise Finder

The Finder is an online social enterprise directory, with over 5,000 listings. Website: www.socialenterprisefinder.com.au/

Environmentally Sustainable Design Framework The ESD Framework incorporates ESD principles into all Council buildings. It sets design, construction and material standards for major new builds or major refurbishments, minor new builds or facility upgrades, furniture and equipment fit-out, bulk procurement and building maintenance. It is important to refer to Wyndham City’s ESD Framework document to identify which category your project falls into in the planning and design stage and comply with the minimum ESD target.

EY ECO-Buy EY-ECO-Buy helps organisations reduce environmental impact and improve social and economic outcomes through procurement. EY ECO-Buy can:

• Assist with sustainability specifications & contract clauses – tailor specifications to your tenders and contracts

• Develop product Category Guides – use these to determine the relevant environmental, social and economic impacts for various products and services

• Provide discounts to ECO-Buy events and training.

• Provide on-call support and advice from ECO-Buy staff

• Host network meetings and webinars to share knowledge

• Deliver annual Reporting

Contact – Lilli McCubbin, lilli.mccubbin@au.ey.com

Tracking your Green Purchases through EY ECO-Buy Reporting Wyndham City reports annually on its sustainable purchasing to ECO-Buy with a KPI to achieve at least 5% of the overall spend. This data is used to assess whether Wyndham is achieving its outlined green purchasing targets, and to benchmark against other local governments. Staff will be contacted in July to provide data on the previous financial year’s sustainable purchases to input into the ECO-Buy reporting spreadsheet.

Ask the Sustainability Projects Officer for a copy of the ECO-Buy spreadsheet to continually input your green purchasing data throughout the year ready for submission in August. Please also ensure you use the relevant green codes when making a green purchase through Technology One.

JAN FEB MAR APR JUN JUL AUG SEP OCT NOV DEC

Wyndham City’s Sustainable Spend

In the 2016-2017 financial year, Wyndham City invested a total of $8,305,133 on environmentally preferable products and services. This was 4.5% of total spend. It is important that all staff play an active role in imbedding and expanding green procurement in order to ensure council achieves its outlined environmental targets (Environment & Sustainability Strategy 2016-2040). Previous year’s results are documented in the Figure below. ECO-Buy Reporting is now a key requirement of the Action Plan and will be completed annually.

EY ECO-Buy

Results

released

Provide EOFY’s

green purchasing

data for EY Eco-

Buy Report

Practise sustainable

procurement and track green

purchases for EOFY reporting

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Need Help The Sustainability Team can work with you to:

1. Develop increased understanding of sustainable procurement and relevance to your role and projects

2. Determine potential sustainability risks associated with your project and develop some key sustainability objectives to improve project outcomes

3. Find environmentally, socially and economically preferable products and services 4. Develop your response to the mandatory environmental assessment included in all Business

Cases 5. Develop sustainability considerations for specifications 6. Review and score the Environmental Schedule responses 7. Co-ordinate and submit annual ECO-Buy reporting

Large purchases (Tenders)

Small purchases (Quotations)

Figure 3. Key points during the procurement process where the sustainability team can provide input and support. Note: Numbers correspond to the numbered points above.

The Sustainability Team is here to provide support and advice. If you have any questions or issues with the above please contact Wyndham City’s:

• Sustainability Project Officers

• Sustainability Team Leader

Project Plan

(2, 3)

Develop

Business

Case

(4)

Develop

Tender or

Quotation

(5)

Review

Submissions

(6)

Commence

Project

Annual EY ECO- Buy

Reporting

(7)

Green

Purchasing

(2,3,5)

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Appendix 1. Terminology

Environmentally Sustainable products and services are those that meet industry best practise in sustainability and have less effect on human health and the environment than competing products and services. This comparison may consider the source of raw materials, production, packaging, distribution, potential for reuse and recycling, operation, maintenance, or disposal of the product.

Embodied resource use is defined as the amount of resources (e.g. materials, energy, water) needed to produce a product or service. This includes raw materials, production, distribution and disposal including all intervening transportation steps necessary or caused by the product's existence.

Demand Management encourages a reduction in the volume of goods purchased, usually through a combination of behaviour change and technology. Reuse or hire of the goods/service are some methods of providing alternative to buying. An example of demand management strategies for paper include setting printers to default double-sided and black and white printing, in combination with draw-down technology (swipe cards or PIN codes to retrieve the job from the printer).

Greenhouse friendly products are those that create less greenhouse gas emissions at one or more stages of their life cycle than competing products and services that serve the same purpose.

Greenwash is a form of spin in which green PR or green marketing is deceptively used to promote the perception that an organisation's products, aims or policies are environmentally friendly. Evidence that an organization is greenwashing often comes from pointing out the spending differences: when significantly more money or time has been spent advertising being "green", than is actually spent on environmentally sound practices.

Recycled content products are made from materials that have been recovered, processed and used as a raw material for the manufacture of a useful new product through a commercial process. These products will contain a specified percentage of material that would otherwise have been disposed of as waste.

The Three Pillars of Sustainability incorporates the notion of sustainability into business decisions. It is an accounting framework with three dimensions: social, environmental and financial. It is also commonly called the three Ps: people, planet and profit, the "three pillars of sustainability". Wyndham staff should use this approach to evaluate purchasing decisions and performance in a broader context, and maximise economic, social and environmental benefits gained through procurement.

Value for money is the identification and inclusion of all direct and indirect costs associated with a particular product or material. This includes the initial cost of purchase, length of warranty, cost of operating the product, anticipated maintenance and repair, and the direct and indirect costs (or financial return) associated with disposal or removal of the product at the end of its useful life.

Appendix 2. Example Tender Introduction Wyndham City is committed to achieving environmentally sustainable outcomes and ensuring Council’s operations and procurement activities have a measurable positive impact or contribution to the environment and City in which we live.

The Wyndham City Environment and Sustainability Strategy 2016-2040 forms the basis of Council’s sustainability framework. The Strategy addresses the key issues for Wyndham City with a focus on achieving a more sustainable future.

Contractors are expected to carry out works to a high environmental standard and seek out environmental innovations, to help reduce the energy, water and waste output of their operations.

The following guiding principles are to serve as a guide for contractors and suppliers when delivering and procuring goods, services or materials for Wyndham City:

▪ Minimise waste and maximise use of recycled materials ▪ Maximise sustainably certified products or those from environmental databases ▪ Maximise energy and water efficiency and renewable energy ▪ Minimise greenhouse gas emissions associated with transport. ▪ Maximise social benefit by supporting local procurement, social enterprises and/or ethically

sourced goods ▪ Minimise or eliminate use of toxic or polluting materials ▪ Consider the full life cycle of products and materials Wyndham wants to work together with suppliers and contractors to create improved environmental outcomes, and looks for your support and commitment to help achieve its sustainability aims.

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Appendix 3. Environmental Management System Questionnaire

TENDER SCHEDULE 4

PART 2 – ENVIRONMENTAL MANAGEMENT SYSTEM QUESTIONNAIRE

Tenderers shall complete the following Tenderer Environmental Management System Questionnaire and the certification below and incorporate the completed document with their Tender submission. Tenderers who do not complete the questionnaire shall be ineligible for selection. By submission of the Tender and Questionnaire, the Tenderer acknowledges and confirms as accurate all details contained in the questionnaire and any verifying documents. The certification shall be signed by a Company Officer.

CERTIFICATION

The information provided in this questionnaire is an accurate summary of the company's Environmental Management System (EMS). COMPANY NAME: SIGNED: NAME: POSITION: DATE

CONTRACT NAME: CONTRACT NUMBER:

Note: The Tenderer may be requested to support answers at the discretion of the Council.

YES NO

1.1 Is there a written company Environmental Management System (EMS)? If yes, please attach a copy.

1.2 If No, what steps have you taken to manage and reduce the environmental impact of your business?

1.3

Is the EMS certified by a recognised independent authority? If yes, please provide a copy of certification and expiry date:

/ /

2.1 Are employees provided with environmental training? If yes, provide details.

3.1 Are internal system audits conducted?

3.2 Has your system been audited by an approved assessor?

3.3 Has your company been subject to an environmental enforcement action that resulted in prosecution in the last 5 years? If yes, what remedial action was implemented as a result?

4.1 Wyndham City monitors its environmental purchases and reports annually to ECO-Buy on its total figures. The successful Tenderer shall

be required to provide details (total cost and quantity) on the sustainable products used to deliver positive environmental outcomes as part of this project. If successful can your company commit to reporting on sustainable products used on the delivery of this project? (Wyndham City sustainable reporting template can be provided on request)

5.1

Please detail how you will reduce the environmental impacts of this project using the Environmentally Sustainable Procurement criteria listed below. Submissions are invited to address as many criteria as are relevant to this project.

Energy Use:

Water Use:

Waste:

Transport:

Natural Environment:

5.2 Please address the Environmentally Sustainable Procurement criteria listed below in terms of positive outcomes generated in past projects. For example, use of non-recyclable glass in past road pavement construction. You may address as many relevant or all of these points. Where available please provide a metric.

Energy Use:

Water Use:

Waste:

Transport:

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Natural Environment:

6.1

The successful Tenderer shall be required to supply evidence of their EMS & Procedures and audit’s undertaken as part of the Tenderer's submission.

7.1 Note on how this section will be evaluated: The aim of the Environmental Management System Questionnaire is to acknowledge companies that have taken steps to implement environmentally responsible practices both within their internal operations and in relation to the goods and services they provide. While an accredited Environmental Management System is looked upon favourably, tenderers are encouraged to highlight any steps they have taken to monitor and reduce the environmental impact of their business. Small to medium businesses (SME’s) which provide non-accredited systems that can demonstrate an appropriate level of risk management for the tendered works may be considered. Please provide relevant documentation to support your claims or initiatives.

Appendix 4. Criteria to assess Example Environmental Questionnaire

The following table can be used to assess responses provided to the Environmental Management System Questionnaire. This will guide an overall score for Environmental Performance and can be included in the overall tender scoring matrix, with a weighting 10% or greater.

Score Environmental Performance – Scoring Value Description

10

• Superior, beyond expectations. Offers an excellent level of environmental performance that

exceeds general requirements. Represents best practice.

• The business has a clear commitment to sustainability as outlined in their formal

Environmental Management System and training program.

• They demonstrated clear measurable reductions in greenhouse gas emissions, water use and

waste output.

• Products and services meet high environmental standards.

• Demonstrated experience in delivering and trailing leading edge/best practice sustainability.

7-9

• Good to very good. Negligible risk of failure.

• Formal Environment Management System in place and demonstrated some reductions in

water, energy and waste consumption (environmental impact).

• The business has some focus on sustainability and trailing new environmental innovations.

• No offense under Environmental law.

• Medium level of training provided to staff.

4-6

• Acceptable and mainly compliant, generally meets requirements with a few shortcomings.

• Some steps taken to reduce the environmental impact of their business. Not certified or

independently verified.

• Some use of recycled materials, water and energy efficient technology.

• Some environmental training provided to staff.

• Minor experience in delivering sustainability projects but looking to progress this in the future.

2-3

• Marginal. Concerns regarding environmental performance.

• Minor offense under Environmental Law but significant measures in place now.

• Limited experience in delivering more environmental outcomes for projects.

• Limited understanding and management of the environmental impacts of their business.

0-1

• Fails to show any environmental management.

• No Environmental Management System in place.

• No demonstration or commitment to reduce the environmental impact of their business.

• No experience in delivering in delivering sustainability projects or innovations.

• One or more offenses under Environmental Law.

• No environmental training provided to staff

• Unsure how to meet the environmental requirements of the project.

23

Appendix 5 – Green Zone Quick Reference Guide