Responsible Procurement Guidance
Purpose
The purpose of this guidance is to integrate responsibility and sustainability into the procurement processes of the University, while supporting the Warwick community to make climate conscious purchasing decisions. This guidance intends to ensure that all purchasing decisions consider the environmental, social, and economic impacts of our activities.
Scope
As per FP15, this guidance applies to all procurement activities, including those funded through research or specific grants, undertaken by the University, including goods, services, software and works.
Principles
The pillars of responsible procurement cover the ways in which a transaction can bring value to the University. The University is committed to:
- Economic Responsibility: Ensuring value for money by evaluating the total cost of ownership, including lifecycle costs and potential savings from sustainable options, product quality and delivery timeframes.
- Environmental Responsibility: Consider the use of products and services that minimise environmental impact, by emphasizing energy efficiency, circular economy principles, use of renewable resources, extended product lifespan, and reduced packaging.
- Ethical and Social Responsibility: Support suppliers who uphold fair labour practices and respect for human rights, foster diversity and inclusion, and contribute positively to their communities.
Implementation
Responsible procurement will be supported through:
- Supplier Engagement: Continue to work with suppliers to understand their sustainability practices and encourage improvements where necessary.
- Category Specific Guidance: Where appropriate, additional guidance will be provided for certain categories of spend to ensure that users are fully aware of their sustainability obligations.
- Monitoring and Reporting: Regularly monitor and report on the sustainability performance of procurement activities, setting targets and measuring progress.
- Training and Awareness: Provide training for staff involved in procurement to ensure they understand and can implement sustainable procurement practices. Look for opportunities to share best practice across the University.
Suggested Good Practice
For all procurements, the University and all staff should consider various environmental and social responsibility considerations and balance this with economical responsibility and legal obligations. Factors that should be considered and need to weigh up against each other may include the following:
Business Need
Does the University really need to purchase the item or service at all?
Is it possible to reuse or borrow items from elsewhere in the University?
Whole Life Costing
Considerations should be given to the entire lifecycle of the project or purchase, not just the initial cost but also factor in the quality and ongoing maintenance of products or services.
Reputational Impact
Are there any concerns about the ethical reputation of any suppliers that we may use?
Do they share the same values as Warwick or could there be an impact on Warwick’s reputation because of an engagement with a particular supplier?
Support Local Economies
Where appropriate, consider local suppliers to support the regional economy and reduce transportation emissions.
Delivery Consolidation
Is it possible to consolidate deliveries from suppliers into fewer trips?
Product rationalisation
Do we need lots of different versions of the same thing?
Using the same product over more parts of the University can save money, offer opportunities to share, lower maintenance effort and other circular economy benefits.
Demand planning
Proper early planning reduces the need for last minute purchases which can be inefficient in multiple ways.
Vendor Engagement
Consider whether it is appropriate to work with suppliers with strong sustainability credentials or with strong codes of conduct.