University of Virginia
OP-11: Sustainable Procurement

Consultant Benefits (Firm), and not the University, will be responsible for providing any and all employment benefits to the Consultant. Such benefits will include, but will not be limited to: vacation, holidays, sick time, medical leave, and insurance. The University will not pay the Consultant or (Firm) for any time except those hours in which the Consultant performs services for the University as approved and verified by the Contract Administrator. Sustainable Purchasing Requirements/Questionnaire The Selected Firm(s) will use environmentally preferable products, materials and services where economically feasible. Environmentally preferable products have a less or reduced effect on human health and the environment when compared to other products that serve the same purpose. • What policies are in place to monitor and manage your firm’s supply chain regarding environmental/sustainability issues? ________________________________________________________________________________________________________________________________________________ • Does your firm have an environmental/sustainability policy statement? If so, please provide it: ________________________________________________________________________________________________________________________________________________ • Has your firm ever been cited for non-compliance of an environmental or safety issue? If so, state the reason, date and outcome of the citation. ________________________________________________________________________________________________________________________________________________ • What programs does your firm have in place, or planned, for promoting resource efficiency? (i.e. an environmental/sustainable or waste audit)? ________________________________________________________________________________________________________________________________________________ • Does your firm have web-based materials available documenting the environmental/sustainability initiatives? If so please provide it: ________________________________________________________________________________________________________________________________________________ https://vascupp.org/hem.pdf Virginia Purchasing Manual for Higher Education – Appendix C Appendix C -- NAEP Code of Ethics • Give first consideration to the objectives and policies of my Institution. • Strive to obtain the maximum value for each dollar of expenditure. • Decline personal gifts or gratuities. • Grant all competitive suppliers equal consideration insofar as State or federal statute and Institutional policy permit. • Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation. • Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product. • Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes. • Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier; and/or be willing to submit any major controversies to arbitration or other third party review, insofar as the established policies of my Institution permit. • Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions. • Cooperate with trade, industrial and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods. • Foster fair, ethical and legal trade practices. • Counsel and cooperate with NAEP members and promote a spirit of unity and a keen interest in professional growth among them. National Association of Educational Procurement -- Adopted July 1, 1985

The U.Va. Facility Design Guidelines are requirements for all projects on Grounds. They state: "University buildings shall be designed for at least a 40-year life with minimum life cycle cost rather than low first cost. All building components should be new and the most current model with readily available replacement parts for the expected life of each item." To support decision-making, U.Va. has developed an internal life cycle cost calculator, using standard LCCA methodology and U.Va.-specific numbers for utility rates and escalation, a discount rate, and a study period.

In October 2013, U.Va. Facilities Management Building Services’ cleaning program was awarded the prestigious Green Seal GS-42 certification. U.Va. became the first higher education institution in Virginia, and third in the nation, to receive this certification. Building cleaning product procurement is held to these standards.

UVA follow's Virginia's Executive Order 82, which requires that all new state agency construction meet a LEED silver standard or higher, which includes requirements for furnishings and building materials. Additionally, the UVA Board of Visitors requires LEED Gold certification for any new construction.

Per UVA policy, Office equipment such as printers, fax machines, training equipment, and copiers shall be co-located and shared to the extent possible. All new purchases will be ENERGY STAR-rated per the UVA Procurement Services guidelines. https://uvapolicy.virginia.edu/policy/PRM-002

Environmental Management System (EMS) An Environmental Management System (EMS) is defined by the Office of Environmental Health and Safety as "an integrated organized set of policies and procedures under which the University of Virginia can remain compliant with applicable environmental regulations, and in addition, manage and lessen our impacts on the environment, thereby improving the University's overall environmental performance." A member of the Virginia Environmental Excellence Program (VEEP), the Department of Parking and Transportation works closely with the Office of Environmental Health and Safety (EHS) to develop and maintain its own EMS program to contribute to the University's commitment to sustainability. In May of 2006, Parking and Transportation received an environmental excellence award and "E2" designation (Environmental Enterprise) by the Department of Environmental Quality, becoming the first U.Va department to do so. The Department of Parking and Transportation is recognized as an Exemplary Environmental Enterprise "E3" designation from the DEQ. Parking and Transportation was also awarded a Silver Medal by Governor Robert F. McDonnell for its efforts at reducing the number of single-occupant vehicles at the University. Maintenance and Department Vehicles Parking and Transportation's Maintenance division services all UTS buses and may U.Va owned vehicles. In addition to complying with all state and federal guidelines regarding the disposal, storage, and handling of chemicals and by-products, P&T's Maintenance Division has also implemented effective methods of reducing storm water runoff including separation of wash water and storm water. Island canopies and berms have also be installed to contain any pollutant spills. The Maintenance Division also installed a concrete ramp at the bus fueling station to help prevent fuel leaks caused by fuel expanding in the tank during warm weather periods. The Department of Parking and Transportation owns and operates several state vehicles used by many of the department's divisions including Event Operations, UTS, Facilities Operations, and Enforcement. Many of these vehicles are alternative fuel vehicles (biodiesel) or hybrid vehicles running off a combination of electricity and gas. http://www.virginia.edu/parking/information/sustainability.html

UVA follows the Code of Virginia requirements for recycled paper: 2.2-4326. Preference for recycled paper and paper products used by state agencies. A. In determining the award of any contract for paper and paper products to be purchased for use by agencies of the Commonwealth, the Department of General Services shall procure using competitive sealed bidding and shall award to the lowest responsible bidder offering recycled paper and paper products of a quality suitable for the purpose intended, so long as the bid price is not more than ten percent greater than the bid price of the low responsive and responsible bidder offering a product that does not qualify under subsection B. B. For purposes of this section, recycled paper and paper products means any paper or paper products meeting the EPA Recommended Content Standards as defined in 40 C.F.R. Part 247.

Per UVA policy: All new laboratory, clinical, research, or educational equipment will be specified to be energy efficient and to use process (non-air conditioning) chilled water or centralized heating water or steam. The use of domestic water for single pass cooling is prohibited. The installation of new incandescent or halogen lighting is prohibited. https://uvapolicy.virginia.edu/policy/PRM-002