INTRODUCTION

Procurement is defined as the process of acquisition of products or services. When we refer to the procurement in the context of the environment, there are several factors to consider: nature of material (e.g. Is it recyclable? Is it made from recycled products?), quantity, need, longevity of use, and full-cost analysis.

There are a number of areas in which Bates purchasers excel with regard to the environment. Dining Services has been a leader in environmental purchasing and many other areas continue to keep environmental issues at the forefront when making purchasing decisions. Overall however, Bates has some distance to travel in becoming a more thoughtful and effective environmental purchaser. 

Although we already employ many "green" purchasing strategies, the College does not have procedures, written or otherwise understood, about purchasing recycled items that the College intends to use itself.  Due to the College's disparate purchasing areas, it has been difficult to establish common purchasing language. As noted in the 2000 GAP report, some proven components of successful purchasing strategies may include: a committee, a person responsible for implementation, testifiers, an intent statement, meetings with vendors and solicitation of sample products, and choosing vendors where possible and appropriate who endorse the recycled market.

Current Status and Recent Accomplishments

Many college purchasers consider environmental concerns when making purchasing decisions. A few have incorporated this language into their current policies.   Almost everyone continues to purchase in bulk when possible, thus reducing packaging and energy costs.

As in our past report, the Library, science departments and athletic departments do not specifically take the environment into consideration when making purchases. Nonetheless, some of the purchasing decisions in these departments happen to be environmentally sound.  The athletic department continues to pass old equipment on to other organizations. They transform towels into rags once they are too worn for use as towels. They use detergents for laundering uniforms that contain no phosphates, and the detergent containers are reused.

The College Store, College Relations, Information Services, Dining Services, Office Services and Physical Plant are departments that consider environmental criteria when making purchasing decisions. The College Store and Dining Services include explicit environmental criteria in their bid process.

The College Store is a campus leader in general environmental sensitivity. Many practices they employ clearly demonstrate this commitment to the environment. They order products made from recycled materials when available and cost effective (i.e. spiral notebooks, paper, folders, three-ring binders, green computer disks, etc.). They try to combine shipments from vendors and order bulk product to save packaging. The College Store flyer, an annual production mailed to 15,000 alumni and parents is printed on recycled paper using soy-based inks and has been since its creation in 1989. Orders are shipped in re-used containers. All salvaged packaging such as styrofoam, paper, and bubble wrap is reused in shipping. Hundreds of cartons of textbooks are returned each year in reused cardboard boxes. The used text book business has increased significantly. During the first semester, over 60% of all books were purchased used-recycled as it were.  The College Store offers prepaid mailers for the recycling of printer cartridges.

Bates Dining Service is among the most environmentally sensitive departments on campus. Significant green initiatives are in place in many of areas.

Most recently, they have joined the Green Restaurant Association, a group that provides specifications for green purchasing. They buy what they can from Farm Fresh Initiative. They consistently encourage their prime vendor, NorthCenter to carry items they wouldn't normally carry (bulk packaged items such as cereals, for instance.) Chemicals and soaps are purchased from Eco Lab-chemicals that are less toxic, etc.

In the interests of the environment, they will consider buying product outside their established primary vendor arrangement. For instance, they buy Oakhurst milk-locally produced, with no artificial growth hormones.  Fresh meat /fresh produce are purchased locally when they can to accommodate shorter shipping distances and lower fuel usage.

Paper goods purchased from Perkins (an environmentally-aware company) include recycled goods such as brown rolls and paper napkins and cups, etc.

Those who purchase in Dining make daily decisions about packaging and will choose to purchase in quantities that use the least packaging.  Smaller box of raviolis, for instance, are packaged more efficiently because large boxes use too many smaller trays to keep product whole. Avoid over-packaging wherever possible. It is safe to write that environmental considerations are an integral part of the overall Dining Services operation.

Office Services has made significant environmental strides since the last report. They continue to use recycled paper in their high-volume copying center. They also continue to offer a Tyvek recycling program. In the fall of 2002, they coordinated an effort to switch from Neenah Classic Crest to Neenah Environment paper for the College wordmark paper.  This paper is 100% recycled with 30% post-consumer fiber and is projected to save the College 15% in cost annually.   Additionally, they encourage the use of recycled colored papers on printing jobs.

They produce note pads with all paper product waste. They encourage and support duplex printing and copying in their production processes.  They have incorporated environmental concerns into their purchasing language and in their first official bid for a copier lease this past year, they specifically requested information regarding their vendors' commitment to the environment.

The Office of College Relations generally specifies recycled paper in its print projects. They keep abreast of current trends in the paper market and supported the College's move to 100% recycled Neenah Environment paper.  They use soy-based inks for cleaner recycling. They recycle paper samples to area grade schools for craft projects and they reuse packaging materials and envelopes whenever feasible. They have transferred from paper to electronic notification when possible and will soon be creating an on-line job order process. OCR is always keeping an eye open for crossover jobs between departments, ones that can be combined, reducing costly printings. They are responsible about suggesting print reductions to avoid waste. While much of their environmental effort falls under the category of reducing solid waste, it also reduces their overall procurement.

Information and Library Services (ILS) purchases all computer hardware, software and supplies for the College.  In making purchasing decisions and recommendations, ILS takes energy usage into account as well as compatibility with the other equipment on campus and the total cost of ownership of the item over its projected life. Students and employees may purchase computers on-line directly with the manufacturers.

In September of 2002, they changed the ILS standard monitor from a CRT type display to a flat panel display. These displays use less power and last longer than the CRT type. Also, the flat panel display contains fewer environmentally harmful components than the CRT type does. They recommend the purchase of recyclable toner cartridges through our contractual office products supplier.

They have consolidated purchases with primarily one vendor and they try to place fewer, larger orders rather than many small orders. As a result, they have fewer deliveries and the amount of packing materials for the items that they order has decreased.  Order are placed electronically whenever possible.

The Contract Office oversees all purchasing not easily housed elsewhere. Campus-wide contracts are negotiated for copy paper (still 60% recycled, 30 % post-consumer waste), Energy Star compliant copiers, office furniture, etc. In the spring of 2003, the Contract Office expects to begin implementation of a laundry conversion in which all of the vended machines on campus will be converted from top-loading to front-loading machines.  The Contract Office is also reviewing campus-wide purchasing language that will incorporate environmental concerns.

Physical Plant purchases a multitude of goods from oil and light bulbs to heavy machinery. There are a number of issues that dictate purchasing decisions at Physical Plant. They include access, US manufacture, cost and quality. The department tries to balance these variables in its approach to purchasing. Efforts are made to purchase non-toxic paints and cleaning supplies.  Shower cleaner no longer contains phosphic acid; floor stripper is no longer petroleum-based; and they have moved to "neutral" floor cleansers. They are choosing environmentally friendly cleaning supplies when possible.
They are experimenting with new Sylvania light bulbs that will have 10,000-hour life as opposed to the current 2300 hour bulbs. Trash bags are made from recycled plastic.   Many products are purchased in bulk to save packaging.  The college architect and the director of physical plant were instrumental in developing bid language that included  language of sustainability in the most recent new construction bid package.  A new paper towel dispenser is being tested that will use significantly less paper.
There has been a concerted effort to focus on energy usage in Physical Plant. Although the LED emergency light program is done as funding allows, other steps are being taken.

Magnetic light ballasts are being replaced by electronic ones. Jell rather than acid batteries are being used as emergency batteries. Lower wattage bulbs are considered when replacement is required.

With regard to the procurement of dorm furniture, Physical Plant  buys a brand that is manufactured using water-based finishes. This has greatly reduced the amount of (V.O.C.s)  volatile organic compounds dumped in our atmosphere. They use local hardwoods (beech and ash), a renewable resource.
The dorm furniture buyer has found, as he considers alternatives that most manufactures are promoting their environmental attributes in their sales literature. Some of the manufacturers are promoting that their hardwoods come from sustainable yield forests. 

Physical Plant also considers refinish and repair of old furniture when possible. They reuse casework boards and locks and have used some certified woods. The carpentry supervisor notes that local lumber companies advertise certified wood but then, often cannot supply adequate quantities to complete projects.

Dining Services has improved its procurement practices as follows:

• Pursues bulk purchasing opportunities, favors environmentally sensitive companies and presents bulk foods to diners whenever possible


• Has had an informal co-op of local farmers supplying a portion of its needs for some time now. In 2001 we initiated the establishment of a formal local Maine buyers' group, now known as the Farm Fresh Initiative. This movement will provide the resources to support local farmers and increase the fresh local food we offer to our patrons. The project will also further reduce packaging and fossil fuels used in transportation of goods and will hopefully expand to include some student internship positions.


• Rents cleaning cloths, aprons and uniforms through a company which deals with garment manufacturers with fair employment practices

Future Procurement Related Goals for Dining Services:

• Develop common purchasing practices with in Bates to decrease supplicate deliveries thus saving on fossil fuel consumption