Instructional & Information Technology Services

Environmentally and Socially Sustainable Purchasing Policy

Preamble

Concordia University is an official signatory of the Talloires Declaration, a ten-point action plan for universities to incorporate environmental sustainability in teaching, research, operations and outreach. Sustainability encompasses three integrated elements: economic prosperity, ecological integrity, and social equity.

Sustainable economic prosperity considers the allocation of wealth as well as its scale and distribution. The emphasis is on development (qualitative improvement) rather than growth (quantitative expansion of the economy).

Sustainable ecological integrity recognizes that human impact, both negative and positive, echoes through space and time. It requires that humanity live within the carrying capacity of ecosystems, as do other species.

Sustainable social equity is characterized by a just distribution of wealth that meets basic human needs. It promotes meaningful participation of individuals in decision-making to nurture community vitality and self-determination.

IITS as a department recognizes that all its members (both administrators and staff) share in this responsibility to further campus sustainability. To this end, the department will endeavour to purchase environmentally and socially sustainable products whenever they perform satisfactorily and are available at a reasonably competitive price.

The purchasing policy applies to products and services obtained through lease agreements, contractual relationships and purchasing practices with vendors, contractors, businesses and government agencies.

Policy

In accord with article 7 of the university’s environmental policy, the department shall purchase goods that are ecologically benign wherever feasible in terms of financing, sourcing and availability should these goods meet or exceed the requirements as specified by the departmental end users. This includes goods that are:

1. energy efficient;
2. locally produced;
3. made from post-consumer recycled and/or renewable materials;
4. recyclable;
5. reusable;
6. non-toxic;
7. organic.

When assessing products and equipment for procurement, the department shall consider:

1. life cycle costs and impacts;
2. Waste prevention and waste reduction.

When possible, the department will tender to suppliers that are:

1. local;
2. committed to environmental sustainability;
3. abiding by fair labour practices as established by the International Labour Organization, the Universal Declaration of Human Rights, and the Convention of the Rights of the Child.

The department shall reduce its purchasing by adopting resource conservation and waste prevention practices. These practices include:

1. considering durability and reparability of products prior to purchase;
2. conducting routine maintenance on products/equipment to increase the useful life;
3. using duplex features on laser printers and copiers and specifying duplex on print jobs;
4. sending and storing information electronically when possible. This includes e-mail, website and electronic fax;
5. reviewing record retention policies and implementing document imaging systems.

Roles and responsibilities

Department Manager

The department manager shall ensure the implementation of this policy and the adherence to its specifications by all members, divisions, and committees within the department. The manager shall explain and promote this policy through appropriate internal and external resources. The manager further informs vendors of the environmental purchasing policy.

Sustainability committee

The IITS Sustainability Committee provides guidance and support for adherence to the policy. This includes:

1. obtaining, evaluating and maintaining information about environmentally and socially sustainable products and services;
2. developing specifications for environmentally and socially sustainable purchasing;
3. sharing information with other departments and units within the university.

Exemption

The department shall purchase environmentally and socially sustainable products unless such products do not perform satisfactorily and/or are unreasonably expensive.

When an environmentally and socially sustainable product is not available, first consideration shall be given to finding a comparably sustainable alternative to the purchase. If this is not possible, the vendor shall be informed that an exemption to the environmentally and socially sustainable purchasing policy has been granted.

Approval of this policy

Approval of this environmentally and socially sustainable purchasing policy is recommended by the IITS Sustainability Committee:

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