Guideline for Greening Services Procurement

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Table of Contents

Introduction

The federal government is committed to reducing the environmental impact of its operations. In April 2006, the Government of Canada issued the Policy on Green Procurement directing federal departments and agencies to take the necessary steps to incorporate environmental performance considerations into their procurement decision-making processes. The Policy applies to all phases in the management of goods and services, from the planning and requirement definition phases through acquisition, use, operation and maintenance, and ultimately disposal or close-out activities.

In the initial phase of the implementation of the Policy, The Guideline for Integration of Environmental Performance Considerations in Federal Government Procurement was completed. The guideline explains how environmental performance considerations can be integrated in all phases of the life cycle management of assets and acquired services to support value-for-money decisions. It does this within the framework of the federal government's legislative, regulatory and policy obligations as they relate to procurement. For more information, visit the Guideline - Integrating Environmental Performance Considerations in Federal Procurement.

The Guideline for Greening Services Procurement examines the procurement of services more specifically by outlining a methodology for examining the life cycle environmental impacts of services. In addition, the guideline:

  • provides a core set of environmental considerations that are applicable to all services contracts
  • proposes environmental criteria and considerations that can be integrated into contracts for specific types of services
  • directs program managers and procurement personnel to additional resources on green procurement

Scope

This Guideline for Greening Services Procurement was created to specifically focus on the "greening" of service-based commodities. It is intended to facilitate the integration of environmental performance considerations into solicitation documents for services contracts.

This guideline is intended for use by personnel in a broad range of functions including program management, financial management, procurement, materiel management, asset management, services delivery, and oversight positions, as well as those who are responsible for managing the greening of their department's operations. Commodity managers responsible for the establishment of government-wide procurement instruments will find this guideline useful when preparing Green Procurement Plans.

For the purpose of this document, the term "greening" is defined as the analysis of life cycle environmental impacts and the implementation of actions and initiatives to reduce such impacts. Environmental impacts would include those that are clearly related to the materials and manufacturing processes used to produce a service or good, as well as usage impacts, such as power consumption, and end-of-life impacts related to reuse, recycling or disposal.

Section 1: Assessing Environmental Impacts – Methodology and Key Resources

A life cycle assessment approach is used to identify the key environmental impacts associated with the service being procured. This assessment requires an understanding of each phase of the procurement process: planning, acquisition, use and maintenance, and disposal. The extent of the environmental impact associated with each phase will vary depending on the nature of the service being procured and the goods that are typically used to deliver the service. Procurement instruments should be designed to mitigate environmental impacts to the greatest extent possible while also giving appropriate attention to other procurement factors such as cost.

Developing Green Procurement Instruments for Services

Of critical importance is a clear understanding of the environmental impacts associated with the service being procured and a sound understanding of supply options in order to determine what action can realistically be taken to mitigate those impacts. Whether preparing a Green Goods and Services, as part of the Commodity Management process or defining requirements for a single short-term contract, program managers and procurement personnel can use the step-by-step approach outlined below to ensure environmental issues are addressed.

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Step 1: Assess Environment Impacts

Program managers and procurement personnel should begin with research to identify the environmental impacts associated with the service being procured. The goal is to understand all of the environmental impacts associated with the service over its lifetime as well as potential means of reducing those impacts. Consider:

  1. What environmental impacts are associated with the general operations of potential suppliers?
  2. What environmental impacts are associated with the delivery of the service?
  3. What equipment and goods are used to deliver the service and what are the associated key environmental impacts over their lifetimes?
  4. What defines the 'best-in-class' environmentally preferable service available to meet the need?
  5. What are the key environmental features that would ideally be included in the solicitation.

A general description and examples of the types of considerations that are relevant to items a, b, and c above, are provided in section 2 below.

A broad range of resources is available for use, (see Section 4: References). When conducting research, the following steps are recommended:

  1. Examine the "Recommended Environmental Considerations" (Section 3) and "Service Specific Environmental Considerations" (Annex A) to determine if recommendations are provided for your particular service.
  2. Review existing Green Goods and Services for related services and goods used by the service provider. These Plans are available on the Green Goods and Services.
  3. Review related standing offers produced for similar services or for goods used by the service supplier. These are available on the Standing Offer Index. Consult with Commodity Team members that have participated in the preparation of standing offers for similar services or for goods used by the service supplier;
  4. Consult with the Green Procurement Team in PWGSC's Acquisitions Branch for technical expertise. Contact information is provided in Section 5.
  5. Online search for information on environmental impacts and specifications in use by other jurisdictions or organizations, including the review of:
    • information on industry association websites
    • environmental certification program sites (see section 2 below) that often publish lists outlining certification requirements.
  6. Consult industry associations and engage suppliers in discussions on the environmental initiatives that they are implementing.
    • Ensure that all interested suppliers are given the opportunity to participate to avoid an unfair advantage to any one bidder.

Ultimately, the information gathered should address the question posed in Step 1(d) above, namely, what is the list of environmental criteria that describes the 'best in class' service from an environmental perspective?

Step 2: Assess Supplier Capability

Once the key environmental issues associated with the service have been identified and a list of environmental criteria or specifications has been established, the capability of suppliers to meet the criteria identified as 'best in class' (See Step1 (d) above) must be assessed. This can be accomplished through:

  • A review of industry information from industry associations, supplier websites, or industry reports;
  • Consultation with PWGSC and other departments that have previously conducted research on related services; and/or
  • Issuance of a Request for Information (RFI) to determine the capability of suppliers to meet the environmental criteria; the RFI should identify a list of key environmental considerations for the services and suppliers should indicate their ability to address them (see Annex B for a sample RFI).

Step 3: Integrate Environmental Criteria

With the completion of Steps 1 and 2, procurement officers and program managers will be positioned to develop solicitation documents that incorporate environmental criteria. To facilitate this process, the following is recommended:

  • Identify common environmental criteria for which an acceptable level of competitive bids can be expected and consider establishing mandatory requirements or evaluation criteria accordingly in the solicitation document;
  • For environmental criteria that only some suppliers can meet and where the level of competition may be insufficient, consider including them as point-rated evaluation criteria;
  • Indicate to suppliers that future solicitations will include progressively more stringent environmental requirements and criteria and, if possible, indicate which will be considered most critical. It is important to ensure that all suppliers receive the same communication to avoid creating an unfair advantage for any one bidder.
  • Take note of supplier feedback and compliance with environmental criteria. Ensure that this information is kept on file and referred to during the preparation of future solicitations.

For services that are a designated as part of the Commodity Management initiatives led by PWGSC, the environmental impacts and and actions being taken to reduce those impacts are documented using a Green Procurement Scorecard that is part of the commodity Green Procurement Plan. A sample Scorecard Template for services is included in Annex C - Sample Service Scorecard Template.

Section 2: General Environmental Considerations

Environmental considerations for services requirements relate to three distinct areas: supplier environmental attributes, supplier operations when delivering services, and goods and equipment used in service delivery. Each of these is described in further detail below.

  1. Supplier environmental attributes include criteria that demonstrate a supplier's commitment to implementing environmental practices. This could include the implementation of standardized environmental policies and practices within the supplier's organization or certifications covering the supplier's general operations. In general, they are actions that exceed regulatory requirements for operation. Examples include:
    • ISO 14000 certification;
    • Environmental management policies and practices that are geared to continuous improvement;
    • Regular completion of waste audits;
    • Sound waste disposal programs;
    • Inclusion of environmental considerations in the corporate travel policy, including minimization of travel and selection of environmentally preferable modes of transportation;
    • Action programs in place to address major environmental impacts associated with service delivery;
    • Action plans and performance measurement programs for environmental improvement initiatives associated with the suppliers' general operations.
  2. Considerations related to supplier operations when delivering a service, including the contractual performance requirements. Examples include:
    • Eco-labels that indicate a certification of the supplier processes as being environmentally preferable;
    • Policies minimizing travel during service delivery; and
    • Administrative practices that result in reduced paper use.
  3. Considerations relating to goods used in service delivery address the environmental features of the goods and equipment employed by the supplier to provide the service. Goods used in the rendering of services for the Government of Canada should comply with the specifications developed by Commodity Teams for government-wide standing offers for comparable goods. For example, printers used by print and publishing contractors should comply with the environmental criteria included in the National Master Standing Offer for printers.

    Further examples of environmental considerations related to goods associated with service delivery include:

    • Eco-labels that indicate a certification of the goods and/or equipment as being environmentally preferable;
    • Environmental features of consumables used in the delivery of services i.e. minimum recycled content, recyclable and/or free of hazardous chemicals; and
    • Environmental features of equipment used during service delivery i.e. energy efficiency rating, low air emissions.

    These types of environmental performance considerations must be translated into clear specifications or evaluation criteria in the solicitation documents.

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Eco-labels or Third Party Environmental Certification

Eco-labels or third party certification of consumable goods, equipment, and processes can facilitate the selection of environmentally preferable goods and services. However, the certification itself should be qualified as being valid, prior to use as a procurement criterion. In Canada, the most widely recognized general environmental certification program is the Environmental Choice Program (ECP). The ECP originated within Environment Canada and its certification criteria, wholly or in part, are now regularly being included in procurement criteria in Government of Canada standing offers. Internationally, there are certification programs that are considered to be equivalent to the ECP. These programs form part of the Global Eco-labelling Network (GEN), an international organization that qualifies the various certification programs as being equivalent to each other. When requesting environmental certifications, it is typical to request adherence to relevant ECP criteria or equivalent, with equivalency defined as membership in GEN. Another option is to use some of the elements included in the certification criteria as mandatory and the rest as optional or rated, depending on the capacity of suppliers to respond to the each of the individual certification criteria.

Section 3: Recommended Environmental Considerations

The environmental considerations addressed in procurement instruments vary with the type of service being procured. In some instances, particularly those where work is focussed on report preparation or consultation, only a small number of considerations may be relevant. In other situations, particularly when a service involves the use of equipment and consumable products, the list of environmental considerations may be extensive.

Many environmental specifications for services can be considered common to all procurement. For example, requirements that can be implemented for most services procurement include electronic reporting and invoicing. In addition, every service is to be reviewed to include additional environmental criteria that are specific to the life cycle impacts of that service. Environmental considerations presented in this section are therefore divided into two categories:

  1. Environmental considerations to be included in all service-based procurement contracts, regardless of the type of service being procured (see Table 1: Core Environmental Considerations for all Services Contracts below).

    Table 1: Core Environmental Considerations for all Services Contracts

  2. Environmental considerations specific to the following types of services (see Annex A):
    • Table 2: Environmental Considerations for Printing and Publishing Services
    • Table 3: Vehicles Used for Personal Transportation and/or Personal Delivery
    • Table 4: Event Management Services (Meetings, Workshops, Conferences)
    • Table 5: Environmental Considerations for Cleaning Services
    • Table 6: IT and Telephony Support Services
    • Table 7: Building Management and Property Services
    • Table 8: Laboratory Services
    • Table 9: Professional/Temporary Help Services

Both types of environmental considerations should be taken into account when developing environmental specifications and evaluation criteria for the procurement for services.

Table 1: Core Environmental Considerations for all Services Contracts and the commodity specific tables presented in Annex A provide recommendations for the types of specifications that could be included in solicitations. They are intended to provide a starting point from which further specifications can be developed. Procurement personnel and program managers should conduct a broader analysis of the service (as outlined in Section 1) to ensure that all relevant environmental considerations are addressed.

Table 1: Core Environmental Considerations for all Services Contracts

The Government of Canada's commitment to green procurement should be clearly communicated to suppliers. Two examples of standard paragraph(s) stating commitment to integrating environmental considerations into Government of Canada procurement instruments are provided below

Example 1:
"In April 2006, the Government of Canada issued a policy directing federal departments and agencies to take the necessary steps to acquire products and services that have a lower impact on the environment than those traditionally acquired. The environmental impact assessment of a product and/or service considers the whole life cycle of the product and/or service. All government procurement will be including more demanding environmental criteria to encourage product/service suppliers to improve their operations to reduce their negative impact on the environment."

Example 2:
"Canada is committed to greening its supply chain. In April 2006, Canada issued a policy directing federal departments and agencies to take the necessary steps to acquire products and services that have a lower impact on the environment than those traditionally acquired. Assessing the environmental impact of a product or service involves considering the whole life cycle of the product or service, from the extraction of the raw material to its disposition at the end of its useful life. Upcoming bid solicitations may include evaluation criteria (either mandatory or rated) or contractual requirements related to the environment."

In addition to the standard paragraph statement demonstrating the Government of Canada commitment, all services procurement, regardless of the type of services being procured, should include certain environmental clauses and environmental performance requirements. The following table provides a list of the core specifications that should be included.

Environmental Considerations Specific considerations to be addressed
General printing and publishing practices
  • Draft reports to be sent electronically.
  • Restriction on number of hard copies of documents provided or eliminate hard copies
  • Hard copies on paper to be certified as originating from a sustainably managed forest (see Table 2: Environmental Considerations for Printing and Publishing Services in Annex A) and/or has a minimum of 30% post-consumer recycled content.
  • Hard copies should be duplex printed.
Billing and communication practices
  • Invoices, bids, and correspondence should be sent and processed electronically where client department purchasing practices permit.
  • Electronic transmission of documents from supplier to client.
  • Use of electronic signatures, where client capacity to accept them exists, to reduce paper consumption.
General practices related to travel
  • Minimization of travel (use of video/telephone conferencing, use of local employees).
  • Statement of preference for travel type that minimizes environmental impact (i.e. train and passenger vehicle where possible to minimize air travel).
  • Accommodation preference for green-rated hotels. Contractors of the Government of Canada may access the PWGSC Travel and Accommodation directory (indicates green rated hotels).
Packaging

Where applicable, packaging specifications for consumables should minimize environmental impacts through:

  • Minimization of packaging;
  • Recycled content in packaging;
  • Re-use of packaging;
  • Provision of take-back program for packaging;
  • Separability and recyclability of packaging; and
  • Reduction/elimination of toxics in packaging.
Relevant Links
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Section 4: References – Documents & Contacts

The following documents and websites should be consulted for further information. Please note that some government departments and agencies may not be able to access some of the links below. Under such circumstances please contact the Acquisitions Branch at PWGSC (see the "contacts" section below) for the required information.

Standing Offer Index

The Standing Offer Index contains the complete list of PWGSC generated Standing Offers. Consult this site to obtain and review existing standing offers.

General information on Green Procurement:

The following Government of Canada links provide an overview of tools and examples for effective green procurement practices.

Service Scorecard Template – See Annex C - Sample Service Scorecard Template

External Certification Programs:

Information on Specific Services:

Green Meeting Guide (coming soon)

Treasury Board Directives on Fleet Management provide environmental best practices on vehicle use for departments (e.g. anti-idling):

Contacts:

PWGSC – Acquisitions Branch – SRD – Green Procurement Team: AchatsEcologiques.GreenProcurement@pwgsc-tpsgc.gc.ca

Section 5: Glossary of Abbreviations

BOMA
Building Owners and Managers Association
CAN/CSA
Canadian Standards Association Sustainable Forest Management Standard
EC
Environment Canada
ECP
Environmental Choice Program
FSC
Forestry Stewardship Council
GEN
Global Eco-labelling Network
GoC
Government of Canada
IEEE/WEEE
Institute of Electrical and Electronic Engineers/Waste Electrical and Electronic Equipment
LEED
Leadership in Energy and Environmental Design
NRCan
Natural Resources Canada
OGGO
Office of Greening Government Operations
PWGSC
Public Works and Government Services Canada
RFI
Request for Information
RoHS
Restriction of Hazardous Substances
SO
Standing Offer
SOI
Standing Offer Index
SRD
Strategic Relations Division

Annex A – Service Specific Environmental Considerations

The following tables each focus on the key environmental features to be considered for inclusion in contracts for specific services. Included are supplier environmental attributes relevant to the service, environmental features of supplier operations during service delivery, and specifications related to goods and equipment used in service delivery. Relevant links for each type of service are also provided. Program managers and procurement personnel are encouraged to take these considerations into account when developing mandatory and rated evaluation criteria for services.

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Table 2: Environmental Considerations for Printing and Publishing Services

Table Summary List of core environmental considerations for printing and publishing services, in addition to the key environmental features to take into account for each of the considerations. These considerations are in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts.
Core environmental considerations (in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts above)
Supplier environmental attributes
  • ISO 14000
  • A supplier sustainability or environmental practices policy is in place for environmental best practices related to printing and publishing services.
Supplier operations when delivering service
  • Send information electronically instead of in print.
  • If documents must be printed, they should be:
    • Considered for printing on demand rather than printing for possible demand;
    • Printed on paper complying with sustainable forest management certifications containing recycled content (see goods specifications below)
    • Use vegetable-based ink for printing;
    • In duplex (double sided) format;
    • In black and white; and
    • For large scale print contracts, eco-logo certification for digital print services or lithographic printing services should be applied.
Specifications relating to goods used in service delivery
  • Paper certified as fibre originating from sustainably managed forests - Forestry Stewardship Council (FSC) Standards, Sustainable Forestry Initiative (SFI) Standard, and the Canadian Standards Association Sustainable Forest Management Standard (CAN/CSA-Z809) certifications, or other equivalent certifications such as Environmental Choice Program (ECP) or the Program for the Endorsement of Forest Certification schemes (PEFC).
  • Paper should have a minimum recycled content of 30% (preferably post-consumer waste).
  • Printing equipment environmental features consistent with those cited in the Printers Standing Offer.
Relevant Links

Table 3: Environmental Considerations for Vehicles

Vehicles used for Personnel Transportation and/or Service Delivery

Table Summary List of core environmental considerations for vehicles used for personnel transportation and/or service delivery, in addition to the key environmental features to take into account for each of the considerations. These considerations are in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts.
Core environmental considerations (in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts above)
Supplier environmental attributes
  • Supplier sustainability or environmental practices policy, including specifications on the use of alternative fuels and procurement of green vehicles.
  • Environmentally responsible vehicle maintenance practices, including:
    • The use of re-refined oils;
    • Regular maintenance and emissions testing of vehicles; and
    • Use of environmentally preferable or certified automotive products.
Supplier operations when delivering service
  • Drivers are trained to minimize fuel consumption using various driving techniques and anti-idling practices.
  • Vehicle size should be appropriate and relevant to the purpose of the service.
  • Efficiency programs are in place to maximize vehicle loads, minimize the frequency of deliveries, and plan routes for optimum efficiency.
Specifications relating to goods used in service delivery
  • Vehicles used for service delivery use lower emission fuels such as biodiesel, ethanol, propane or natural gas. Gas / electric hybrid vehicles and fully electric vehicles are also recommended.
Relevant Links
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Table 4: Environmental Considerations for Event Management Services (Meetings, Workshops, Conferences)

Table Summary List of core environmental considerations for event management services (meetings, workshops, conferences), in addition to the key environmental features to take into account for each of the considerations. These considerations are in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts.
Core environmental considerations (in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts above)
Supplier environmental attributes
  • A supplier sustainability or environmental practices policy is in place for environmental best practices related to event management services.
Supplier operations when delivering service
  • Encourage electronic distribution of documents via Web or, at an internal government event, via government-approved USB sticks.
  • Limit paper documentation provided to participants.
  • Workshop presentations are provided electronically.
  • Promotional items are environmentally preferable.
  • Implement the guidelines in the Environment Canada Green Meeting Guide for hospitality service. Examples include:
    • Avoid the use of disposable dishes and single serve containers (e.g. bottled water);
    • Use of selected hotels with environmental rating for accommodations; and
    • Transportation options are available and clearly communicated to participants such as the use of public transit and use of fuel-efficient vehicles.
Specifications relating to goods used in service delivery
Other Relevant Links

Table 5: Environmental Considerations for Cleaning Services

Table Summary List of core environmental considerations for cleaning services, in addition to the key environmental features to take into account for each of the considerations. These considerations are in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts.
Core environmental considerations (in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts above)
Supplier environmental attributes
  • A supplier sustainability or environmental practices policy is in place that addresses key environmental impacts associated with cleaning services including:
    • Water efficiency measures;
    • Energy efficiency measures, such as use of EnergySTAR equipment;
    • Selection of cleaning products with reduced hazardous chemicals; and
    • Implementation of processes that minimize chemical consumption and waste.
Supplier operations when delivering service
  • Cleaning frequency of low-traffic areas is minimized based on client needs.
  • Appropriate and measured use of chemicals according to situation when applicable (e.g. documenting the various chemical-based cleaning tools used).
Specifications relating to goods used in service delivery
  • Cleaning products should have a Global Eco-labelling Network (GEN) approved eco-label that confirms both the environmental features and the performance of the product. General features of environmentally preferable cleaning products used in Cleaning Services delivery include:
    • Use of concentrated forms, to reduce volume and weight transported and to reduce packaging;
    • Biodegradability;
    • Packaging in non-aerosol containers;
    • Packaging of cleaning products are recyclable and reusable;
    • Exclusion of toxic ingredients and petrochemical compounds;
    • Produce minimal or no irritation to skin, eyes, respiratory system; and
    • Exclusion of unnecessary dyes, fragrances and corrosive/highly flammable compounds.
  • Cleaning equipment should be composed of recyclable parts.
  • Cleaning equipment should be energy efficient.
  • Equipment should be designed for easy disassembly.
Relevant Links
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Table 6: Environmental Considerations for IT and Telephony Support Services

Table Summary List of core environmental considerations for IT and telephony support services, in addition to the key environmental features to take into account for each of the considerations. These considerations are in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts.
Core environmental considerations (in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts above)
Supplier environmental attributes
  • A supplier sustainability or environmental practices policy is in place that addresses:
    • Environmental considerations when selecting electronic equipment for purchase; and
    • Sound recycling and/or disposal of electronic equipment at end of life.
Supplier operations when delivering service
  • The supplier endeavours to minimize on-site work and maximizes electronic delivery of services where applicable.
  • Disposal of surplus IT assets is consistent with the requirements of the Treasury Board Secretariat's Directive on Surplus Materiel.
Specifications relating to goods used in service delivery
  • Electronic/online availability of manuals and support materials.
  • All electronic equipment meets Energy Star high energy performance specifications or equivalent (where applicable).
  • Institute of Electrical and Electronic Engineers/Waste Electrical and Electronic Equipment (IEEE/WEEE) and Restriction of Hazardous Substances (RoHS) standards apply to equipment in use, where applicable,
  • WEEE standards are respected when dealing with electronic equipment at end of life.
  • Where applicable, consider requesting that suppler IT Equipment conforms to specifications included in the Government of Canada IT Hardware Standing Offers for computing equipment.
Relevant Links

Table 7: Environmental Considerations for Building Management and Property Services

Table Summary List of core environmental considerations for building management and property services, in addition to the key environmental features to take into account for each of the considerations. These considerations are in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts.
Core environmental considerations (in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts above)
Supplier environmental attributes
  • A supplier sustainability or environmental practices policy is in place that addresses the improvement of energy efficiency, water efficiency and indoor air quality of buildings, and the reduction and diversion of waste from landfills.
Supplier operations when delivering service
  • Building management (operations and maintenance) practices are consistent with the Building Owners and Managers Association (BOMA) Go Green and/or Go Green Plus programs, and the Leadership in Energy and Environmental Design (LEED) Green Building Rating System or equivalent.
  • Landscaping services utilize native plants and integrated pest management.
Specifications relating to goods used in service delivery
Relevant Links
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Table 8: Environmental Considerations for Laboratory Services

Table Summary List of core environmental considerations for laboratory services, in addition to the key environmental features to take into account for each of the considerations. These considerations are in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts.
Core environmental considerations (in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts above)
Supplier environmental attributes
  • ISO 14000
  • An environmental practices policy that addresses hazardous material management and waste collection systems.
Supplier operations when delivering service
  • Consider modifications such as closed-cycle scrubbers or extension of exhaust ducts to minimize greenhouse gas emissions from fumehood and ventilation cupboards.
  • Minimize use of toxic substances.
Specifications relating to goods used in service delivery
  • Minimize use of disposable labware to reduce solid waste.
  • Metal, plastic and glass parts in laboratory ware contain recycled content.
  • Thermometers, sphygmomanometers, manometers, and barometers should be free of mercury.
  • Toxic substances should be purchased and used only when a substitute compound cannot be identified.
  • Consumables containing toxics are disposed of in an environmental manner (i.e. in a manner that does not have negative environmental consequences).
  • Use of proper packaging material (i.e. leak-proof material) for waste disposal.
Relevant Links
  • Green Procurement Plan on Laboratory Services (pending)

Table 9: Environmental Considerations for Professional/Temporary Help Services

Table Summary List of core environmental considerations for professional/temporary help services, in addition to the key environmental features to take into account for each of the considerations. These considerations are in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts.
Core environmental considerations (in addition to the considerations included in Table 1: Core Environmental Considerations for All Services Contracts above)
Supplier environmental attributes
  • A supplier sustainability or environmental practices policy is in place that addresses general operations
  • A policy is in place that addresses the minimization of travel
Supplier operations when delivering service
  • Use of video/teleconferencing instead of in-person meetings where applicable.
  • Use of duplex (double sided) printing for contracts, reports and documents.
  • Use of electronic distribution of documents.
  • Minimization of printed documents
Specifications relating to goods used in service delivery

See specifications in

Relevant Links  
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Annex B - Sample services request for information (RFI)

The following is an example of a questionnaire that can be used by procurement officers to obtain information from potential suppliers in order to learn more about their existing environmental practices and considerations.

Sample Services RFI
Green Procurement - Baseline Questionnaire
Supplier's Name:

Purpose

The purpose of this questionnaire is to assist the Government of Canada (GoC) in understanding the industry's progress in greening its supply chain and operations.

Context

Canada is committed to greening its supply chain. In April 2006, Canada issued a policy directing federal departments and agencies to take the necessary steps to acquire products and services that have a lower impact on the environment than those traditionally acquired. Assessing the environmental impact of a product or service involves considering the whole life cycle of the product or service, from the extraction of the raw material to its disposition at the end of its useful life.

GoC wants to understand how the industry has progressed in greening its own supply chain and operations and the goods and services it provides. Upcoming bid solicitations may include evaluation criteria (either mandatory or rated) or contractual requirements related to the environment and GoC is currently gathering information so that it can consider appropriate environmental evaluation criteria and/or contractual requirements for future procurements.

Questionnaire

Please fill out the questionnaire on the following pages and return it with your bid.

Table Summary The following table is an example of a questionnaire that can be used by procurement officers to obtain information from potential suppliers on their general environmental practices and considerations.
  Yes No Expected Completion Date Additional Comments
General Environmental Considerations Required for All Services
Invoices, correspondence and/or draft reports are sent and processed electronically        
Uses electronic signatures to reduce paper consumption        
Paper is certified as originating from a sustainably managed forest and/or has a minimum of 30% recycled content        
Travel policy includes environmental considerations (e.g. Statement of preference for travel type that minimizes environmental impact including use of hybrid vehicles and environmentally preferable fuels).        
Table Summary The following table is an example of a questionnaire that can be used by procurement officers to obtain information from potential suppliers on their environmental policies and programs.
  Yes No Expected Completion Date Additional Comments
Supplier Environmental Attributes
Policies and Programs
Environmental management policies and practices        
Effective waste disposal programs        
Action programs and performance measurements in place to address major environmental impacts associated with service delivery.  If yes, please provide examples.        
Regularly reporting on greenhouse gas emissions. If yes, please provide sample report.        
Regular completion of waste audits        
ISO 14001 certification or an equivalent (please specify) that indicates certification of supplier process        
Table Summary The following table is an example of a questionnaire that can be used by procurement officers to obtain information from potential suppliers on their practices related to travel when delivering a service.
  Yes No In progress (%
completed)		 Additional Comments
Supplier Operations when delivering a Service
Travel (if applicable)
Minimization of travel during service delivery (e.g. via use of video/telephone conferencing and/or use of local employees)        
Accommodation preference for green-rated hotels, where value for money is demonstrated        
Table Summary The following table is an example of a questionnaire that can be used by procurement officers to obtain information from potential suppliers on the good, equipment and packaging used in the delivery of service.
  Yes No In progress (%
completed)		 Additional Comments
Specification relating to goods and equipment used in delivery of Service
Energy Star qualified products such as Office Equipment, Lighting, Products, HVAC Equipment, Consumer Electronics, Appliances, etc. (Note: For complete list of Energy Star qualified products and information and tools.        
Packaging (if applicable)
Reduction of packing material. Specify.        
Recycled material used in packaging. Specify %.        
Supplier has take-back programs for packaging.        
Reduction/elimination of toxic material in packaging        

Other applicable environmental criteria or initiatives: (supplier to fill out)

To be completed by Commodity Team - see Section 3 for examples of appropriate environmental criteria to include.

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Annex C - Sample Service Scorecard Template

Commodity management is being applied to an increasing number of services. Commodity managers must complete a Green Procurement Plan that outlines the key environmental considerations associated with the service being procured, how environmental impacts will be mitigated through procurement and the timeline for doing so. The Green Procurement scorecard summarizes all of this information on one page. A scorecard template specifically applicable to Services procurement is provided below. Note that this is an outline only and each commodity team tailors the specific elements of the scorecard to reflect the unique considerations of the service that they're dealing with. Criteria stated in general terms in the template are revised to accurately reflect specifications included in solicitations.

Green Procurement Scorecard for Services

*RFx stands for "Request For x where x can be a (SO) standing offer, (I) information, etc)

Services RFx Green Procurement Criteria

Table Summary The following table is an example of a Green Procurement Plan Scorecard for services that summarizes how environmental impacts will be mitigated and the timeline for doing so. To complete the scorecard, indicate the status for the old solicitation, the current solicitation being prepared, as well as plans for future solicitations by entering the word "green", "yellow" or "red" and associated colour according to the legend.
  Last RFx Current RFx Future RFx
Proposed Standard Environmental Considerations for all Services Contracts
GoC Commitment to Green Procurement
Standard paragraph stating commitment to integrating environmental considerations into GoC procurement       
Reports and billing
Invoices and correspondence to be sent and processed electronically      
Use of electronic signatures, where client capacity to accept them exists, to reduce paper consumption      
Draft reports are sent electronically      
Limitations on number of hard copies of documents provided      
Paper is certified as originating from a sustainably managed forest and/or has a minimum of 30% recycled content      
Travel
Minimization of travel (use of video/telephone conferencing, use of local employees)      
Statement of preference for travel type that minimizes environmental impact      
Accommodation preference for green-rated hotels, where value for money is demonstrated      
I. Supplier environmental attributes
General
ISO 14000 certification      
Environmental management policies and practices      
Regular completion of waste audits      
Sound waste disposal programs      
Travel policy includes environmental considerations.      
Action programs in place to address major environmental impacts associated with service delivery      
Environmental action plans and performance measurement programs in suppliers' general operations      
Add or delete lines as appropriate, according to specific service being procured (see suggestions below)
Vehicles used for Personnel Transportation and/or Delivery
Supplier Sustainability or Environmental Practices Policy, including specifications on the use of alternative fuels      
Green Vehicle Procurement Policy      
The use of re-refined oils      
Regular maintenance and emissions testing of vehicles      
Minimized use of air conditioners      
Use of environmentally preferable or certified automotive products      
Cleaning Services
Water efficiency measures      
Energy efficiency measures, such as use of EnergySTAR equipment      
Selection of cleaning products with reduced hazardous chemicals      
Implementation of processes that minimize chemical consumption and waste      
Building Management and Property Services
Policies and practices address improvement of energy efficiency, water efficiency and indoor air quality of buildings      
Laboratory Services
Waste collection systems and material within laboratories are constructed to be environmentally safe      
II. Supplier Operations When Delivering Service (Specific to Service)
General
Eco-labels that indicate certification of supplier processes as environmentally preferable      
Policies minimizing travel during service delivery      
Administrative practices that result in reduced paper use      
Add or delete lines as appropriate, according to specific service being procured (see suggestions below)
Printing & Publishing Services
Documents printed in duplex (double sided) format      
Printed documents in black and white format      
Eco-logo certification or equivalent for digital print services is applied      
Vehicles used for Personnel Transportation and/or Delivery
Drivers are trained to minimize fuel consumption, idling, etc. during service delivery.      
Use of appropriately sized vehicles for service purpose      
Efficiency programs for maximizing vehicle loads, minimizing frequency of deliveries, and route planning      
Event Management Services (Meetings, Workshops, Conferences)
Elimination of disposable dishes and single serve containers      
Use of public transportation (i.e. trains, buses) to reach workshop/meeting/conference destination      
Use of fuel-efficient vehicles by participants to reach workshop/meeting/conference destination      
Hotels certified by Green Key/Green Leaf programs (indicate # of leaves)      
Hotel has environmental policy      
Ensure recycle value of meeting materials      
Efficient use of electric equipment to conserve energy      
Encourage electronic distribution of documents via Web or at event via USB stick      
Cleaning Services
Supplier minimizes unnecessary cleaning of low-traffic areas      
Cleaning frequency is based on client needs      
Appropriate use of chemicals according to situation      
IT and Telephony Support Services
Supplier has policy in place that minimizes on-site work and maximizes electronic delivery of services.      
Building Management and Property Services
Building management practices are consistent with BOMA, LEED      
Laboratory Services
Consider modifications such as closed-cycle scrubbers or extension of exhaust ducts to minimize greenhouse gas emissions.      
Minimize use of toxic substances when possible.      
III. Specifications Relating to Goods and Equipment Used in Service Delivery
General
Consider Eco-labels that indicate certification of goods and/or equipment as being environmentally preferable      
Include Environmental features of consumables used in the delivery of services      
Include Environmental features of equipment used during delivery of service      
Add or delete lines as appropriate, according to specific service being procured (see suggestions below)
Printing & Publishing Services
Paper is certified as originating from sustainably managed forests (CSA, FSC or SFI, or Ecologo certification)      
Paper has a minimum recycled content of 30% (pre or post consumer waste)      
Vehicles used for Personnel Transportation and/or Delivery
Powered by low emissions fuels      
Major components that are designed for disassembly      
Parts designed to be replaceable by the user      
Fuels consumed are environmentally preferable      
Event Management Services (Meetings, Workshops, Conferences)
Paper (see paper section)      
Promotional items have environmental features (list specifics)      
Professional/Temporary Help Services
Use video/teleconferencing instead of in-person meetings      
Use double sided printing for contracts, reports and documents      
Electronic distribution of documents to reduce paper consumption      
Paper (see paper section)      
Vehicles (see vehicles section)      
Cleaning Products and Equipment (used for Cleaning Services)
Cleaning products have a Global Eco-labelling Network (GEN) approved eco-label      
Use of concentrated forms, to reduce volume and weight transported      
Biodegradability of cleaning products      
Packaging in non-aerosol containers (avoid use of environmentally-damaging propellants)      
Packaging of cleaning products recyclable/reusable containers      
Exclusion of toxic ingredients      
Exclusion of petrochemical compounds      
Produce minimal or no irritation to skin, eyes, respiratory system      
Exclusion of unnecessary dyes and fragrances      
Exclusion of corrosive or highly flammable compounds      
Cleaning equipment is composed of plastic and/or recyclable parts when applicable      
IT and Telephony Support Services
Electronic/online availability of manuals and support materials      
All energy-using products meet Energy Star high energy performance specifications or equivalent      
Where applicable, IEEE/WEEE and RoHS standards apply to equipment in use      
IT Equipment conforms with IT Hardware SO specifications      
Building Management and Property Services
Equipment installed or in use by building managers identified, along with relevant environmental certification      
Laboratory Services
Metal parts in laboratory equipment contains recycled content      
Laboratory plastic parts contain recycled content      
Use of non-organic solvent-based adhesives in standard laboratory practices      
Thermometers, sphygmomanometers, manometers, and barometers must be non-mercury containing.      
Mercury compounds are purchased only when a substitute compounds cannot be identified.      
Use of proper packaging material for waste disposal.      
Packaging
Minimization of packaging      
Reuse of packaging, where possible      
Provision of take-back program for packaging      
Recyclability and separability of packaging, including labeling of plastics      
Reduction/elimination of intentionally added toxics in packaging      

Legend:
Red = Forseen
Yellow = Optional or in progress
Green = Mandatory or existing