1. Purpose

The University of Chittagong’s Sustainable Procurement Policy outlines the principles and framework for sustainable procurement practices at the University. The policy guides all procurement activities in supporting and promoting environmental, social, and economic sustainability in compliance with the applicable acts and rules of the Government of Bangladesh and the donor agencies (when appropriate) to minimize the adverse regulatory, financial, environmental, ethical or societal impacts associated with the University’s purchasing decisions. This policy aims to encourage the adoption of sustainable products, services, and works across all departments and facilities, aligning with the University’s broader commitment to sustainability and contributing positively to society and the environment.

1. Scope

This policy covers all procurement activities conducted by or on behalf of the University of Chittagong. This includes but is not limited to, purchases made for administrative, academic, research, construction, operational needs, and asset or waste disposal. It covers all University employees, students, operators, contractors, tenants, and any individuals or entities involved in the procurement process.

III. Principles

The University is committed to the following principles in its procurement activities:

• Environmental Sustainability: Prioritizing goods, services, and works that minimize negative environmental impact throughout their lifecycle, including production, use, and disposal. This includes considering factors such as energy and water efficiency, reduced greenhouse gas emissions, waste reduction, responsible use of natural resources, recycled and renewable content, recyclability, durability, low toxicity, and minimal packaging. The University will strive to support the development of the circular economy by avoiding single-use items and plastic items going to waste flow very quickly, minimizing packaging, and encouraging reuse and high-quality recycling.
• Social Sustainability: Emphasizing ethical and responsible sourcing practices, including fair labor conditions, promoting diversity and inclusion, supporting local communities, and safeguarding human rights and worker safety within the supply chain. The University will work towards ensuring that its procurement activities do not knowingly deal with companies whose practices pose a risk of serious harm to individuals, groups, or the environment or whose activities are inconsistent with the values of the University.
• Economic Sustainability: Creating long-term, economically viable procurement practices that consider cost-effectiveness, resource efficiency, whole-life costs, and impacts and support sustainable economic development. Procurement decisions aim to achieve value for money on a life-long basis, generating benefits not only for the university but also for society and the economy.
• Compliance with Laws and Regulations: Adhering to all relevant national procurement laws, environmental regulations, social standards, and ethical guidelines of Bangladesh, including the Public Procurement Act, 2006, and the Public Procurement Rules, 2008, and all subsequent amendments thereof. Furthermore, the University will comply with the specific procurement and sustainability requirements of any donors or development partners funding university projects or initiatives.
• Transparency and Accountability: Ensuring openness and accountability in procurement processes and decisions, making relevant information accessible to stakeholders.
• Stakeholder Engagement: Engaging with students, faculty, staff, suppliers, and the wider community to foster collaboration and incorporate diverse perspectives into sustainable procurement initiatives. The University will arrange awareness building activities for related stakeholders to ensure they have up-to-date information to ensure sustainable and ethical procurement.
• Continuous Improvement: Regularly reviewing and refining procurement practices to enhance sustainability performance and adapt to evolving best practices and technologies.

1. Responsibilities

• All University Staff and Faculty Are responsible for considering the principles of this policy in all procurement activities. They are expected to prioritize sustainable options, reduce consumption, and participate in relevant training and awareness programs.
• The Procurement Cell and Procurement Committees from all University Offices are responsible for promoting the purchase of environmentally, socially, and economically sustainable products and services. They work in accordance with this policy and relevant procedures and guidelines. This includes integrating sustainability criteria into procurement documents, engaging with suppliers on sustainability issues, and tracking and reporting on sustainable procurement activities. The Procuring entities will also ensure compliance with national procurement laws and donor requirements.
• The Sustainability Office (proposed) will guide the Procurement Department and all other departments regarding sustainable products, services, and emerging technologies. They will also be responsible for reviewing and updating sustainability guidelines and supporting the implementation of this policy across the University.
• Heads of Offices, Faculties, Departments, Institutes, Cells, Centers, and other procuring entities are responsible for ensuring that their staff know and comply with this policy and promoting sustainable procurement practices within their respective areas.
• The Comptroller of Accounts (CA) office, Internal Audit, Finance Committee, and other top-level entities (Syndicate, Senate, and Academic Council) will ensure compliance with this policy and relevant regulations, potentially incorporating sustainability considerations into audit processes.

1. Implementation

The University will implement this policy through the following strategies:

• Integrating Sustainability Criteria into Procurement Processes: Sustainability considerations, encompassing environmental, social, and economic factors, will be embedded into all stages of the procurement process. This includes needs assessment, specification development, supplier selection, contract negotiation, and performance evaluation.
  • Tender Documents: Requests for Proposals (RFPs), Invitations to bids, and quotations will include clear sustainability criteria, such as environmental certifications, social responsibility standards, lifecycle costs, and circular economy considerations. The university shall update such documents from time to time to ensure good state-of-the-art practices in this regard.
  • Evaluation Criteria: Sustainability criteria will be assigned a minimum percentage weighting in tender evaluations, ensuring that these factors are significant in contract award decisions.
  • Lifecycle Costing: The total cost of ownership, including acquisition, operation, maintenance, and disposal, will be considered in procurement decisions to promote the selection of more durable and resource-efficient options.
• Supplier Engagement and Management: The University will actively engage with suppliers to promote sustainability throughout the supply chain.
  • Supplier Code of Conduct: A mandatory Supplier Code of Conduct outlining the University’s expectations regarding environmental, social, ethical, and economic performance will be developed and incorporated into tender documents and contracts. Suppliers will be expected to acknowledge and adhere to this code.
  • Supplier Evaluation: Potential and existing suppliers’ environmental, social, and economic performance will be evaluated, and preference may be given to those demonstrating strong sustainability practices.
  • Collaboration with Suppliers: The University will collaborate with suppliers to encourage continuous improvement in their sustainability performance and identify opportunities for more sustainable products and services.
• Promoting Circular Procurement: The University will actively promote circular economy principles in its procurement practices.
  • Prioritizing Reusable, Refillable, and Repairable Products: Preference will be given to products designed for reuse, refilling, repair, and remanufacturing to extend their lifespan and reduce waste.
  • Minimizing Waste and Packaging: Procurement practices will aim to reduce waste through bulk purchasing, minimized and recyclable packaging, and exploring take-back schemes with suppliers.
• Sustainable Product and Service Selection: The University will prioritize purchasing products and services with recognized sustainability attributes.
  • Environmentally Preferable Purchasing: Giving preference to energy-efficient products (e.g., ENERGY STAR certified), water-efficient, made from recycled or renewable materials (e.g., FSC certified wood), reduced toxicity, and lower environmental footprints.
  • Lists of banned or regulated products and suppliers: The University shall keep track of prohibited/regulated products and suppliers from relevant government entities, such as the Bangladesh Standard Testing Institute (BSTI), Bangladesh Public Procurement Authority (BPPA), etc.
• Training and Awareness: The University will provide regular training and awareness programs for procurement staff and the broader university community on sustainable procurement principles, practices, and the requirements of this policy.
• Collaboration and Partnerships: The University will seek opportunities for collaborative purchasing with other institutions to leverage collective buying power for sustainable goods and services. Partnerships with local organizations and businesses to support campus sustainability will also be explored.

1. Compliance and Enforcement

All University departments and individuals involved in procurement must comply with this policy. Non-compliance will be addressed through appropriate corrective actions, which may include additional training, revisions to procurement processes, or other measures as deemed necessary by the University administration.

VII. Monitoring and Reporting

The University will establish mechanisms for tracking and reporting on the implementation and effectiveness of this Sustainable Procurement Policy. This will include:

• Developing and utilizing specific performance metrics to assess the environmental, social, and economic impacts of procurement activities.
• Setting annual targets for improvement based on these metrics.
• Regularly reviewing and reporting on sustainable procurement practices and progress towards targets to the University’s administration and relevant stakeholders, potentially through an annual sustainability report.
• Conducting periodic audits to assess compliance with this policy and identify areas for improvement.

VIII. Review and Amendment

This policy will be reviewed every two years or as necessary to ensure its continued effectiveness and relevance. The review process will consider:

• Changes in national and international environmental, social, and economic standards and regulations.
• The availability and performance of sustainable products, services, and works in the market.
• Feedback from University stakeholders, including students, faculty, staff, and suppliers.
• The University’s evolving sustainability goals and priorities.

Amendments to this policy will be subject to the approval of the appropriate University authority.

1. Related Policies and Procedures

This policy should be read in conjunction with other relevant university policies and procedures. It acknowledges and supports the Public Procurement Act of 2006 and the Public Procurement Rules of 2008 of Bangladesh. The university is committed to fulfilling its obligations under these regulations while striving to achieve higher standards of sustainability in its procurement practices. Additionally, the university will adhere to the requirements of any donor or development partner agreements related to procurement.