Sustainable Procurement Policy
Introduction
At the Howard de Walden Estate (HdWE), our mission is simple. We strive to enhance Marylebone’s community through responsible stewardship, we aim to offer excellent service to our customers, whilst ensuring the Estate remains a coveted place for generations to come. As long-term stewards of one of London’s most desirable neighbourhoods, sustainability sits at the very core of this mission.
In 2023, we launched our Sustainability Strategy, deCarbon, outlining the objectives and priorities we believe are essential for addressing climate change and safeguarding our long-term interests. deCarbon focuses primarily on our commitment to reduce carbon emissions but we also have a duty to act responsibly across a broader range of themes and sustainability-related issues. They all impact our purchasing decisions and the activity within our wider value chain, which this Policy aims to communicate by setting out our mandatory and preferred procurement requirements.
We believe that close alignment on these issues with our suppliers will help to strengthen our relationships and improve our overall success outcomes. Partnerships built on a shared sense of endeavour are essential to address the sustainability challenges within the built environment; and we believe this is good for business in the long term This is why we are prioritising partnerships with suppliers who take steps to align with our vision and can evidence their contribution to sustainable practices through the goods, works and services they provide
“Two thirds of our carbon emissions are generated from the goods, works and services we procure”
Policy overview
We consider our suppliers are an extension of our business and core to our own performance and reputation. The purpose of this Sustainable Procurement Policy is to outline the requirements we expect from the goods, works and/or services provided (directly or indirectly) by all suppliers to the HdWE
HdWE defines sustainable procurement as: Meeting our customers' needs by sourcing products and services that offer the best quality and value, and by considering the environmental, social, and ethical impacts throughout the entire product or service lifecycle. All suppliers should read this policy in conjunction with both the Supplier Code of Conduct and our Standard Terms & Conditions. Please note that suppliers appointed under Construction Contracts (typically those concerned with Section 3 of this Policy) are exempted from our Standard Terms & Conditions, as these contracts are subject to other terms.
The themes addressed within this policy include carbon reduction, resource efficiency and waste, responsible sourcing and materials, environmental protection, climate resilience, biodiversity, and social value These themes feature across all five Sections of this policy, structured as follows:
• Section 1: Universal requirements
• Section 2: Managing our buildings
• Section 3: Delivering refurbishments and redevelopments
• Section 4: Marketing, communications and events
• Section 5: Head office (23 Queen Anne St)
The policy clarifies the relevance of each section at the outset and provides a general overview of the types of suppliers it may relate to, which is not exhaustive. However, suppliers are encouraged to review the full context and content of this policy as the applicability of individual requirements can vary depending on the type of work being procured
We have highlighted our mandatory requirements in red at the beginning of each section, which must be met when they relate to the goods, works and/or services being procured, or when requested through contracts, agreements and other engagements Preferential requirements are not highlighted in red, and whilst not
mandatory, are considered best practice and we encourage suppliers to adopt these requirements where possible, either now or at some point in the future
Responsibilities and evidence
This policy applies to both internal HdWE colleagues responsible for purchasing or specifying goods, works and/or services as well as existing and future suppliers working directly or indirectly on behalf of HdWE. In this policy, the term "supplier" refers to any provider of materials, products, works, or other services, including professional service providers When stipulated, our requirements extend to the supply chain of any supplier working on their/our behalf.
Our colleagues are expected to consider sustainability in every purchasing decision and actively manage compliance with this policy throughout the contracting and delivery stages. Evidence should be provided when requested to help demonstrate the level of compliance required. This should be relevant and proportionate to the goods, works and/or services being provided.
There are a small number of situations where suppliers may be exempted from this policy and our onboarding requirements. Such scenarios may include instances where HdWE has no choice in relation to how our affairs are conducted (e.g. central and local government, other national or local authorities, court and tribunal appointed entities, etc).
Commitment to our suppliers
Howard de Walden is committed to:
• Helping suppliers continually improve through a culture of transparency and collaboration
• Working with suppliers to help them reduce carbon emissions within their own operations
• Prioritising suppliers and prospective suppliers who can demonstrate they have embedded, or are working towards embedding, the requirements of this policy
• Maintaining our standard payment terms of 30 days
• Working with suppliers that uphold our corporate values and can support the delivery of our sustainability objectives
• Seeking feedback from suppliers to help improve our performance
• Measuring, reducing, and disclosing our own carbon emissions on an annual basis
“Our supply chain partners will demonstrate their commitment to sustainability”
Section 1: Universal requirements
This section outlines the requirements that are applicable to all suppliers used by HdWE, which we refer to as our universal requirements. These requirements expect all our suppliers to comply with local and national environmental laws and addresses the priorities we feel are most pertinent in achieving the sustainability objectives at HdWE. Evidence of each requirement may be requested and checked as part of the onboarding process, or any future contracts, agreements or other engagements
1.1 Regulation
1.1.1
All suppliers must comply with all applicable local and national laws and regulations.
1.2 Policy
1.2.1 All suppliers must hold an Environmental/Sustainability Policy The policy must outline the environmental/sustainability commitments relevant to their organisation. It must be dated and signed by a Director or a senior manager with the delegated authority
1.2.2 All suppliers must understand and comply with HdWE’s Sustainable Procurement Policy (this document) as it applies to your organisation, and the goods, works and / or services being procured, or when requested through a contract, agreement or other engagement.
1.3 Environmental management
1.3.1 All suppliers must demonstrate effective processes and controls to help maintain compliance with their own Environmental/Sustainability policy, when requested
1.3.2 All suppliers must demonstrate an understanding of the key environmental risks and opportunities relevant to the goods, works and/or services procured.
1.3.3 All suppliers should make their employees working on HdWE contracts aware of our sustainability requirements relevant to the goods, works and/or services being procured, in the form of training where appropriate or any other suitable communication method.
1.3.4 Environmental management systems (EMS) should be aligned to ISO14001:2015, and ideally certified by a UKAS accredited organisation
1.4 Data sharing and collaboration
1.4.1 All suppliers share evidence and provide evidence to a representative of HdWE to demonstrate compliance with HdWE’s Sustainable Procurement Policy (this document) when requested.
1.4.2 All suppliers must provide relevant, accurate and complete sustainability data (e.g. annual company carbon emissions, product information, modelling results) and/or associated records in the formats and frequencies requested This includes any data requests from third parties acting on our behalf.
1.4.3 All suppliers must confirm whether they are actively measuring their carbon emissions (i.e. Scope 1 & 2 emissions) including whether they have set carbon reduction targets or committed to becoming a net zero carbon business.
1.4.4 All suppliers must agree to and be willing to engage with HdWE to continually review and improve the environmental performance of the goods, works and/or services being procured. This includes proposing reasonable alternative options
1.5 Other
1.5.1 All suppliers must hire responsibly and in accordance with HdWE’s modern slavery statement.
1.5.2 All suppliers must ensure all personnel and sub-contractors working on HdWE’s premises are paid, as a minimum, the London Living Wage.
Section 2: Managing our buildings
Our approach to managing our buildings is essential to achieving significant reductions in carbon emissions and enhancing the overall efficiency, and compliance, of our operations The key themes in this section include energy and carbon, resource management, transportation, and biodiversity protection. All of which are crucial elements in ensuring sustainable and resilient buildings that prioritise both environmental stewardship and operational excellence for our customers and wider community.
Who does this apply to?
This section outlines our sustainability requirements for various activities related to the general management and maintenance of our buildings, both internally and externally.
The requirements in this section may apply to a wide range of suppliers, including but not limited to general contractors, handyman services, plumbers, electricians, HVAC technicians, pest control services, landscapers, roofing contractors, cleaning services, window cleaners, waste management and recycling services, security services, and health and safety providers. Suppliers in this category will only be required to deliver the requirements when they explicitly relate to the goods, works and/or services being delivered, or when requested through contracts, agreements or other engagements.
2.1 Energy and carbon
Support our commitment to achieve reductions in carbon emissions within our managed properties by:
Mandatory requirements
2.1.1 Taking reasonable steps to minimise carbon and energy use in your operations, related to the goods, works or services being procured, and providing evidence in formats and frequencies requested.
2.1.2 Taking all reasonable steps to minimise energy use during the servicing and maintenance activity of our buildings. Switch off maintenance and appliance equipment when not in use and using energy efficient tools and equipment
2.1.3 Notifying HdWE of any system energy inefficiencies or faults and recommending solutions and optimisation opportunities.
2.1.4 Ensuring compliance with current F-gas regulations, including bans on certain applications, mandatory leak checks, leakage repairs, and the recovery of used gases. Maintain accurate, compliant records, provided on request to the agreed formats and frequencies, and ensure that all personnel handling F-gases are properly trained and certified in their safe use.
2.1.5 Recording and providing accurate metering data for our buildings when required, in formats and frequencies requested.
2.1.6 Recording and reporting information on our buildings related to energy use, equipment operational times, efficiencies, conditions, and maintenance activities, including performance metrics, when applicable and requested.
2.1.7 Procuring 100% renewable energy from certified and credible schemes (i.e. REGOs and RGGOs)
2.2 Resource management (waste and materials)
Support our intention to achieve zero waste to landfill by:
Mandatory requirements
2.2.1 Maintaining and providing accurate records of all waste generated on site (e.g. quantities and waste descriptions, in accordance with the waste hierarchy) in the formats and frequencies requested.
2.2.2 Accurately completing and retaining Waste Transfer Notes (WTNs) and Environmental Permits in full, ensuring all required information is correctly recorded (including the nature, quantity, and destination of the waste) as required by the Waste (England and Wales) Regulations 2011.
2.2.3 Maximising the use of take-back schemes and collection services for materials and associated packaging to support on-going reuse, recycling, or recovery of unwanted items, where possible.
2.2.4 Complying with HdWE’s material schedule (see Appendix A) to ensure prioritisation of sustainable materials with lower environmental impact.
2.2.5 Minimising waste and material use, giving preference to materials, products and services with the greatest circular-economy benefit
2.2.6 Identifying waste reduction opportunities when agreeing scopes of work or submitting tenders.
2.2.7 Eliminating single-use plastic products and packaging and any non-recyclable items.
2.2.8 Limiting the use of hazardous substances or chemicals, which are often difficult or expensive to dispose or recycle.
2.2.9 Diluting cleaning products on site to promote reuse of product containers (when safe to do so)
2.3 Water
Support our commitment to reduce water consumption within our managed properties by:
Mandatory requirements
2.3.1 Notifying HdWE of any system water inefficiencies, faults, or potential optimisation opportunities.
2.3.2 Taking all reasonable steps to minimise water usage including avoiding water intensive activities and prioritising water efficient equipment.
2.3.3 Identifying water efficiency and improvement measures during maintenance and servicing activities.
2.3.4 Measuring and reporting water consumption and providing data in formats and frequencies requested
2.3.5 Identifying and implementing rainwater harvesting and grey water recycling on site where applicable.
2.4 Transportation, deliveries and air quality
Support our commitment to reduce the impact of transportation and deliveries, and improve air quality by:
Mandatory requirements
2.4.1 Taking all reasonable steps to minimise the use of combustion engine vehicles and instead prioritise low carbon transport (electric and hydrogen vehicles, public transport, pedal bikes etc.) to reduce harmful emissions and contribute to cleaner air quality.
2.4.2 Measuring the miles and/or kilometres travelled to and from our Estate including the mode of transportation used during the delivery/collection of your goods and services when requested Providing data in the formats and frequencies requested.
2.4.3 Identifying and implementing responsible methods to reduce or prevent emissions to air when planning and undertaking works by controlling dust and harmful emissions.
2.4.4 Identifying opportunities to consolidate deliveries and collections from vehicles
2.4.5 Prioritising suppliers that offer fuel-efficient, low/zero-emission, or hybrid modes of transportation.
2.5 Biodiversity
Protect and enhance the biodiversity and ecological connectivity on the Estate by:
Mandatory requirements
2.5.1 Managing the environmental impact of the products and materials used on the Estate, and where possible eliminating chemicals or pesticides that may be hazardous to the environment or the management of natural habitats.
2.5.2 When requested, ensuring alignment with the Wild West End's value matrix and recommended species list when maintaining, selecting and installing outdoor plant species, and if one exists, the agreed biodiversity/ecological strategy for the building or location.
2.5.3 Sourcing trees, plants and other horticultural products that are sown, grown and made in the UK only.
2.5.4 Prioritising installing drought tolerant planting in accordance with the Wild West End's value matrix and recommended species list
2.5.5 Sourcing compost, which is free from peat.
2.6 Social value local procurement and community
Support our aspirations to enhance the local community and deliver social value by:
Mandatory requirements
2.6.1 Providing work experience and/or employment and/or training opportunities (e.g. BTEC, City & Guilds, NVQ, HNC - Level 2, 3, or 4+) to young people ideally in Westminster, or support employment and work experience programmes being delivered by HdWE, when requested.
2.6.2 Supporting relevant volunteering programmes arranged by HdWE through the provision of time, expertise and resources when requested.
2.6.3 Where possible, procuring goods, works, services and any additional labour within Westminster, to contribute to local community employment opportunities and the local economy.
2.6.4 Promoting diversity and equality within your workforce via your own recruitment and retention programmes. Provide employment data on gender balance (permanent staff only) within your organisation in the format and frequencies requested.
2.6.5 Identifying opportunities within the supply chain to help maximise the use of social enterprises, for goods, works and services.
Section 3: Delivering refurbishments and redevelopments
Delivering sustainable refurbishments and redevelopments are central to demonstrating our commitment to net zero carbon and enhanced environmental performance. We aim to ensure our developments deliver broader social value benefits, and enhance the local environment, economy, and community. Our aspiration is to integrate this principle within the development process, which can only be achieved through early engagement, collaboration, and innovation By adhering to these requirements, suppliers can contribute to the creation of high-quality, sustainable spaces for our customers. This section should be read in conjunction with HDWE’s Sustainable Development Framework.
Who does this apply to?
This section outlines our sustainability requirements within the development process, including design and construction. To help identify and understand the relevant requirements, this section is divided into two subsections:
Section 3a Design: applies to suppliers involved in developing designs and specifications for our development projects, such as architects, mechanical and electrical engineers, contractors with design responsibility, and other general design or consultancy services.
Section 3b Construction: applies to suppliers involved in the on-site delivery of development projects, including principal contractors, trade sub-contractors, and any supplier providing on-site construction services
Suppliers in both categories will only be required to deliver the requirements when they explicitly relate to the goods, works and/or services being delivered, or when requested through contracts, agreements or other engagements.
Section 3a: Design
3.1 Collaboration and innovation
Support sustainable development through design and innovation by:
Mandatory requirements
3.1.1 Attending workshops when requested and supporting HdWE with the identification of sustainabilityrelated project targets, metrics and key success outcomes.
3.1.2 Ensuring collaboration with HdWE through sharing best practice, new product information and innovation
3.1.3 Complying with the design-stage processes and specifications outlined in HdWE’s Sustainable Development Framework for Refurbishments and Redevelopments
3.2 Energy and carbon
Support our commitment to achieving significant reductions in carbon emissions generated during our refurbishment and redevelopments by:
Mandatory requirements
3.2.1 Undertaking whole life/up-front embodied carbon assessments in accordance with HdWE’s Scope of Work, which includes the RICS professional statement: Whole Life Carbon Assessment for the Built Environment (2nd Edition) or the Greater London Authority (GLA) methodology
3.2.2 Identifying opportunities to reduce operational and embodied carbon emissions by offering low carbon design alternatives and providing supporting evidence as appropriate or when requested
3.2.3 Prioritising passive design measures to reduce demand for mechanical cooling, heating, ventilation and lighting
3.2.4 Identifying opportunities to incorporate on-site renewable energy technology into relevant schemes
3.3 Material specifications
Support our commitment to the procurement of sustainable materials by ensuring:
Mandatory requirements
3.3.1 All materials and substances used will comply with relevant UK legislation.
3.3.2 Providing technical and transparent evidence to support any performance related product claims when requested.
3.3.3 Providing lifecycle costing information to inform product selection when requested e.g. associated replacement, maintenance, deconstruction costs.
3.3.4 Providing options for low carbon material options and provide embodied carbon content information upon request.
3.3.5 Ensuring all applicable products comply with a recognised scheme for responsible sourcing of materials such as BES 6001 or other sector schemes compliant with BS 8902.
3.3.6 Maintaining a preference for specifying manufacturers who can provide EN 15804 compliant Environmental Product Declarations (EPD) for their products.
3.3.7 Identifying and demonstrating opportunities to reduce reliance on virgin materials. Maintain a preference for specifying products with higher rates of recycled content where possible
3.3.8 Identifying opportunities for waste minimisation through smart design and innovation
3.3.9 Ensuring only low and zero VOC paints, finishes and sealants are specified (e.g. water based instead of solvent-based paint for external walls and fixtures) where practicable.
3.3.10 Ensuring all timber and timber products (including products containing timber) only contain timber sourced from legal, sustainable and certifiable sources and are accompanied by valid chain of custody information. As a minimum timber must be sourced from recognised schemes such as FSC, PEFC, or Grown in Britain.
3.3.11 All suppliers must understand and comply with HdWE’s material schedule (see Appendix A) to ensure prioritisation of sustainable materials with lower environmental impacts.
3.3.12 Giving preference to materials sourced within the UK & Northern Ireland and European Union to minimise risks related to environmental damage, illegal activity, and labour exploitation.
3.4 Resource Management (waste and materials)
Support our intention to promote circular economy principles and achieve zero waste to landfill by:
Mandatory requirements
3.4.1 Exploring waste and material minimisation opportunities as early in the development process as possible and present any recommendations alongside the appropriate design options.
3.4.2 Giving preference to materials, products and services with the greatest circular-economy benefit, including material reuse and minimisation, designing for adaptability and flexibility, disassembly or longevity.
3.4.3 Producing a pre-demolition audit detailing the inventory of materials and predicted waste types from a project and outlining the methods for their management upon demolition or strip-out. The audit should align to the waste hierarchy and include quantities (e.g. m3) of each material or waste type.
3.4.4 Identifying waste reduction opportunities when agreeing scopes of work or submitting tenders.
3.5 Biodiversity
Protect and enhance the biodiversity and ecological connectivity on the Estate by:
Mandatory requirements
3.5.1 Protecting and enhancing the onsite local ecology in accordance with relevant legislation.
3.5.2 When requested, ensuring alignment with the Wild West End's value matrix and recommended species list when maintaining, selecting and installing outdoor plant species, and if one exists, the agreed biodiversity/ecological strategy for the building or location
3.5.3 Where required, integrating biodiversity net gain (BNG) principles into the design process, or when requested through a formal agreement.
3.1.1 Considering the implications of the development on changes to the local natural environment over time, i.e. the space required for maturing trees, the impact of additional lighting and noise.
3.6 Climate resilience
Support the integration of climate resilience and adaptation by:
Mandatory requirements
3.6.1 When requested, proposing measures and improvements to enhance the resilience of our buildings and protect them against the increasing risk of a changing climate. Align the measures and improvements to the recommendations outlined in HdWE’s physical risk and opportunities assessment (i.e. surface water flooding, overheating heating and subsidence).
3.6.2 Identifying opportunities to install rainwater harvesting and grey water recycling at design stage where applicable.
3.6.3 Prioritising installing drought tolerant planting in landscape design in accordance with the Wild West End's value matrix and recommended species list where appropriate
“How we design and redevelop our buildings will be one of the most tangible demonstrations of our commitment to net zero carbon”
Section 3b: Construction
3.7 Energy & Carbon
Support our commitment to achieving significant reductions in carbon emissions generated during our refurbishment and redevelopments by:
Mandatory requirements
3.7.1 Taking all reasonable steps to minimise carbon and energy use within your operations, as related to the goods, works and/or services being procured, and providing evidence in formats and frequencies requested.
3.7.2 Taking all reasonable steps to minimise energy use during the refurbishment or development activity of our buildings. Switch off plant and equipment when not in use and use efficient tools and equipment
3.7.3 Recording and providing accurate energy and carbon data when required, in formats and frequencies requested.
3.7.4 Hydrogenated vegetable oil (HVO) to be used in all on-site generators and non-road mobile machinery as an alternative to conventional diesel. All HVO consumption should be accompanied by a statement of authenticity and biofuel providers should be registered with a recognised assurance scheme such as Zemo Partnership Renewable Fuels Assurance scheme. Biofuels should be produced in line with the Renewable Transport Fuel Obligations (RTFO).
3.7.5 Procuring 100% renewable energy from certified and credible schemes (i.e. REGOs and RGGOs).
3.8 Resource management (waste and materials)
Support our ambition to minimise waste and deliver zero waste to landfill by:
Mandatory requirements
3.8.1 Maintaining and providing accurate records of all waste generated on site (e.g. quantities and waste descriptions, in accordance with the waste hierarchy) in the formats and frequencies requested.
3.8.2 Retaining and providing copies of relevant Waste Transfer Notes (WTNs) and Environmental Permits as required by the Waste (England and Wales) Regulations 2011.
3.8.3 Maximising the use of take-back schemes and collection services for materials and associated packaging to support on-going reuse, recycling, or recovery of unwanted items, where possible.
3.8.4 Diverting at least 90% of non-hazardous construction and demolition waste from landfill.
3.8.5 Maximising the reuse of demolition material on or off site in line with the waste hierarchy
3.8.6 Producing a pre-demolition audit detailing the inventory of materials and predicted waste types from a project and outlining the methods for their management upon demolition or strip-out. The audit should align to the waste hierarchy and include quantities (e.g. m3) of each material or waste type.
6.7 Water
Support our commitment to reduce water consumption during construction phase by:
Mandatory requirements
3.7.6 Notifying HdWE of any system water inefficiencies, faults, or potential optimisation opportunities.
3.7.7 When requested, measuring water consumption and providing consumption data in the format and frequencies requested.
3.7.8 Taking all reasonable steps to minimise water usage onsite including avoiding water intensive activities where possible.
3.7.9 Identifying and implementing rainwater harvesting and grey water recycling on site where applicable.
3.8 Transport, deliveries and air quality
Support our commitment to source locally and reduce the impact of transportation and deliveries, and improve air quality by:
Mandatory requirements
3.8.1 Taking best practicable means to plan and undertake works to reduce or prevent emissions to air. Comply with the Westminster Code of Construction Practice when requested
3.8.2 When requested, registering with the Considerate Constructors Scheme (CCS) and ensure operations are conducted in a safe and considerate manner, with due regard to residents and businesses, passing pedestrians and road users. Supporting HdWE in achieving a minimum score of 37 (stretch target 40).
3.8.3 Where applicable uploading all delivery notes and waste consignment notes to QFlow within 48 hours of receipt. Rectifying any non-compliant delivery notes and waste consignment notes. Providing evidence (e.g. delivery notes or ‘as built’ drawings) to confirm compliance with the specified design
3.8.4 Prioritise local suppliers whenever possible to minimise the environmental impact of transportation.
3.8.5 Incorporate logistics planning for deliveries, utilising Fleet Operator Recognition Scheme (FORS) and Construction Logistics and Community Safety Scheme (CLOCS) accredited delivery suppliers when required.
3.9 Social value and community
Support our aspirations to enhance the local community and deliver social value by:
Mandatory requirements
3.9.1 Be an active member of the Supply Chain Sustainability School and work towards achieving a minimum of a bronze learning level with a preference for silver or gold.
3.9.2 Where possible, provide work experience and/or employment and/or training opportunities (BTEC, City & Guilds, NVQ, HNC - Level 2, 3, or 4+) to young people ideally in Westminster, or support employment and work experience programmes being delivered by HdWE.
3.9.3 Support relevant volunteering programmes arranged by HdWE through the provision of time, expertise and resources when reasonably requested.
3.9.4 Procure goods, works, services and any additional labour locally, to contribute to local community employment opportunities and the local economy.
3.9.5 Promote diversity and equality within your workforce via your own recruitment and retention programmes. We encourage the publication of employment data on gender balance (permanent staff only) within your organisation.
3.9.6 Identify opportunities within the supply chain to help maximise the use of social enterprises, for goods, works and services.
Section 4: Marketing, communications and events
Sustainability is a core pillar of our business strategy, extending beyond the development and management of property and includes our operations, including marketing, communications, and events. Our branding, along with our public and corporate events, plays a crucial role in HDWE’s identity, providing vital platforms for engagement and collaboration with our customers and visitors, while also enriching the local community. We recognise the importance of managing the environmental impact of these activities and are committed to implementing robust environmental protection measures.
Who Does This Apply To?
This section applies to the full range of suppliers, vendors, and venues involved in providing services related to marketing, communications, and events. To help identify and understand the relevant requirements, this section is divided into two subsections:
Section 4a Marketing and Communications: applies to suppliers providing services related to marketing and communications. This includes services associated with the marketing and letting of our property portfolio, as well as those supporting broader brand marketing and communications efforts.
Section 4b Events (external and internal): applies to suppliers involved in our events, including location hire, catering, entertainment, and technical services such as lighting, equipment, and consumables.
Suppliers in both categories will only be required to deliver the requirements when they explicitly relate to the goods, works and/or services being delivered, or when requested through contracts, agreements or other engagements.
Section 4a: Marketing and communications
4.1 Material specifications
When producing marketing and communication materials on behalf of HdWE ensure the following:
4.1.1 Review the necessity of printed marketing materials and only print when essential, making all documents available online or virtually.
4.1.2 Integrate sustainability messaging into marketing communications where possible.
4.1.3 Ensure that for all external publications, paper is uncoated, and ink is sourced from vegetable oil where possible.
4.1.4 All external publications are standard paper sizes, and paper is sourced from certified forest management schemes only (FSC, PEFC, Woodland Trust).
4.1.5 Ensure branding and signage designs consider the use (or absence of) dates, names and other specific information that might limit or facilitate onward use beyond their first application.
Section 4b: Events (external and internal)
4.2 Policy
Support our commitment to host sustainable corporate events by ensuring:
Mandatory requirements
4.2.1 All venues selected to host HdWE events hold an Environmental/Sustainability Policy, which outlines the environmental/sustainability commitments relevant to their organisation. It must be dated and signed by a Director or a senior manager with the delegated authority
4.3 Energy and carbon (temporary power)
Support our commitment to ensure sustainable and efficient energy use during our events by:
Mandatory requirements
4.3.1 Suppliers draw power from existing estate power supplies ensuring 100% renewable energy for street events, using generators only when no alternative is available.
4.3.2 Powering combustion generators used for street events with biofuels produced in line with the Renewable Transport Fuel Obligations (RTFO), with a preference for hydrogenated vegetable oil (HVO) Hydrogenated vegetable oil (HVO) supplies should be accompanied by a statement of authenticity and biofuel providers should be registered with a recognised assurance scheme such as Zemo Partnership Renewable Fuels Assurance scheme.
4.3.3 Venues selected for HdWE corporate events should procure electricity from 100% renewable energy sources.
4.3.4 Venues and suppliers must put measures in place to reduce energy use during HdWE events, including any energy-efficient equipment and solutions that can help lower the energy demand.
4.4 Resource management (waste and materials)
Support our commitment to minimising resource usage and ensuring materials are recycled or reused by:
Mandatory requirements
4.4.1 Ensuring the environment is left as found, with no litter or materials discarded irresponsibly.
4.4.2 Eliminate single-use plastic by procuring products (including packaging) from suppliers that can provide packaging free, low plastic, metal or FSC wooden options as alternative where possible, when hosting or facilitating events on behalf of HdWE.
4.4.3 Being conscious when providing ‘giveaways’ at events to minimise waste, and ensuring they comply with clause 4.4.2 as a preference.
4.4.4 Specifying materials, such as name badges, pens, and signage, which encourage reuse.
4.4.5 Replacing paper invitations and printed leaflets with digital options where possible, such as e-invites or QR codes.
4.4.6 Working with the local community to recycle items no longer of use, or use online platforms such as Event Cycle, eBay, Gumtree, or Pre-loved for repurposing materials.
4.4.7 Using branding and signage without dates when possible, so they can be reused at future events.
4.5 Food and beverage
Reduce the impact of our food and beverage choices by:
Mandatory requirements
4.5.1 Prioritising local sourcing of products and services to minimise environmental impacts and support local businesses, preferably on the Estate, wherever possible
4.5.2 Providing vegetarian and vegan options in all food and beverage purchases.
4.5.3 Demonstrating sustainable practises (including beer and wine) e.g. sourcing locally, seasonal, and organic produce, and selecting produce from certified bodies e.g. Fairtrade, Assured Food Standards, Rainforest Alliance certified etc
4.5.4 Ensuring all fruit, vegetables, salads, cereals meat, poultry and dairy products are Red Tractor Farm Assured.
4.5.5 Requesting all bananas, coffee, tea, chocolate and/or sugar to be Fairtrade Foundation Standard
4.5.6 All eggs are free-range
4.5.7 Procuring all fish (and seafood products where applicable) from Marine Stewardship Council (MSC) approved sources
4.5.8 Requesting, sugar, salt & pepper, sauces are not provided in single sachets.
4.5.9 Ensuring all disposable food utensils (e.g. cutlery, cups, plates, takeaway containers) are 100% compostable.
4.6 Transportation, deliveries and air quality
Support our commitment to reduce the impact of transportation and deliveries, and improve air quality by:
4.6.1 Using suppliers that offer fuel-efficient, low/zero-emission, or hybrid modes of transportation.
4.6.2 Identifying opportunities to consolidate deliveries and collections from vehicles, and source from local suppliers ideally on the Estate.
Section 5: Head office (23 Queen Anne St)
This section outlines the sustainable procurement practices that apply specifically to our head office at 23 Queen Anne St. It outlines the purchasing requirements for our colleagues to ensure our internal operations align with our sustainability commitments. By adhering to these guidelines, we will minimise our environmental impact, support responsible sourcing, and lead by example in our sustainability efforts.
Who Does This Apply To?
This section applies to all HdWE employees involved in procuring goods, works, and/or services for our head office. Key themes include office consumables, IT equipment and electronic goods, as well as food and beverages.
5.1 Energy and carbon
Help deliver on our commitment to achieving significant reductions in carbon emissions generated by:
Mandatory requirements
5.1.2 Procure 100% renewable energy from certified and credible schemes (i.e. REGOs and RGGOs) for all HdWE controlled supplies.
5.1.3 All IT equipment procured, including laptops, printers, and other devices, must meet high energy efficiency ratings, and where applicable be Energy Star, TCO, and EPEAT (Electronic Product Environmental Assessment Tool) certified.
5.1.4 Prioritise procuring white good products and other appliances with a high energy rating, aiming for C minimum.
5.2 Office consumables
Help deliver on our commitment to minimise resource usage and procure responsibly by:
Mandatory requirements
5.2.2 Eliminating single-use plastic by procuring products from suppliers that can provide plastic free packaging, low plastic, metal or FSC wooden options as alternatives.
5.2.3 Only purchasing paper from certified forest management schemes (FSC, PEFC, Woodland Trust).
5.2.4 Only purchasing tissue-based products with 100% recycled content.
5.2.5 All non-industrial commercial cleaning products and supplies must be certified EU Ecolabel, where applicable.
5.3 Food and Beverage
Help deliver on our commitment reduce the impact of our food and beverage choices by:
Mandatory requirements
5.3.2 Prioritising local sourcing of products and services to minimise environmental impacts and support local businesses, preferably on the Estate.
5.3.3 Providing vegetarian and vegan options in all food and beverage purchases
5.3.4 All bananas, coffee, tea, chocolate and/or sugar are Fairtrade Foundation Standard.
5.3.5 All eggs are free-range.
5.3.6 All fruit, vegetables, salads, cereals, meat, poultry and dairy products (excluding cheese) must be Red Tractor Farm Assured.
5.3.7 All fish and shellfish come from Marine Stewardship Council (MSC) approved sources
5.3.8 Preference for organically produced foods and drinks (including beer and wine) and seasonal fruit and vegetables grown in the UK or Europe.
5.3.9 Ensure all disposable food utensils (e.g. cutlery, cups, plates, takeaway containers) are 100% compostable and free from plastic.
Helpful resources
Supply chain sustainability school
The Supply Chain Sustainability School is a collaboration between companies aiming to enhance sustainability practices within their organisations and their supply chains. Organisations can access the school's extensive free guidance, resources, and CPD-accredited training materials. HdWE strongly encourages its supply chain partners to sign up and utilise relevant resources (particularly contractors and sub-contractors working on our refurbishment and redevelopment projects) More information and free resources are available on the Supply Chain Sustainability School's website.
Science Based Target initiative
The Science Based Target initiative (SBTi) helps companies set ambitious climate goals in line with the latest climate science to reduce greenhouse gas emissions and limit global warming to well below 2°C above preindustrial levels. It works by providing a clearly defined pathway for organisations to set science-based emissions reduction targets, which are then independently assessed and validated by the initiative. HdWE has set a Net Zero Commitment of 2040, aligned to the Science Base Target initiative and encourages its supply chain partners to do the same More information is available on the Science Based Target initiative website.
Westminster’s Sustainable City Charter
The purpose of the Sustainable City Charter is to encourage local authorities, businesses, and organisations to work together to make Westminster sustainable. The Charter aims to achieve this by setting out a series of commitments and actions that signatories should take to reduce their environmental impact, promote social equality, and improve economic prosperity. The Charter is seen as a key step in ensuring Westminster becomes net zero by 2040. HdWE became a signatory of the Charter in 2023, and this policy addresses the requirements under the ‘procurement and purchasing’ principle of the framework For more information please visit the following website Sustainable City Charter
Planet Mark
Planet Mark is a certification programme that recognises organisations for their sustainability achievements and continuous improvement in reducing carbon emissions and environmental impacts. It provides a structured approach to measuring and reducing environmental impact, offering support and recognition for efforts in sustainability. By signing up for Planet Mark, companies benefit from enhanced credibility, and a clear framework for ongoing environmental improvement. HdWE has achieved the Planet Mark business certification for 3 years running. More information and resources are available on the Planet Mark website.
Appendix A: HdWE Material Schedule
REQUIRED
Suppliers:
Prefer suppliers who have: ISO 14001:2015 certification
Cradle to Cradle certifications
Take-back schemes for surplus materials or offcuts
Reusable packaging solutions
Responsible Sourcing:
BES 6001 Very Good or Excellent for plasterboard, window glass, aggregates, concrete, cement, asphalt, blockwork and rebar
All materials to be extracted within Europe
Prefer products with verified Environmental Product Declarations/Lifecycle Carbon Assessments
Prefer products that report full chemical inventory of ingredients
Recycled Content:
Prefer materials with recycled content
· 100% of loose aggregate (except where the specification cannot be met from a locally sourced recycled aggregate)
· 80% in blockwork
· 50% in insulation
· 90% in plasterboard
· 50% in carpet tiles
· 50% in concrete paving
· 40% in asphalt roads
Timber:
All timber to be certified as PEFC or FSC, ideally ‘grown in Britain’
Stone:
Natural stone extracted within Europe
Steel:
Procure steel with the following certifications:
Steel: UK CARES SCS or BES 6001
Reinforcement: UK CARES SCS or ECO Reinforcement
Note that if a recycled content above 35% is requested for structural steel sections, the UK steel industry is unable to meet these requirements, so steel for these projects tends to be sourced from the larger European suppliers.
Concrete:
Select concrete with high cement replacement content. CEM II (up to 35% cement replacement) and CEM III (up to 55% cement replacement) should be favoured in all cases over CEM I (0% cement replacement)
Consider carbon negative concrete (https://carbicrete.com)
Aggregates:
Prefer sustainable, recycled, and secondary aggregates
Aluminium:
Prefer a source/supplier that uses less carbon-intensive production methods. Select PPC finish over anodised, for embodied carbon savings and end of life opportunities (anodising changes the chemistry and makes it more expensive and complex to recycle)
All aluminium products should be free of SF6
Screed:
Prefer low carbon alternatives to traditional cement-based screed
https://www.gyvlon.co.uk/en/environmental-impacts https://cemfloor.co.uk/sustainability / http://www.ecoscreed.co.uk/products
Insulation:
Prefer less carbon intensive mineral wool over PIR/PUR
Low/zero formaldehyde binders
Select insulation suppliers who offer take back schemes for offcuts or over-orders
Refrigerant use in HVAC systems:
Reduce the volume of refrigerant used: apply passive design measures and reduce the size of the equipment
All refrigerants should aim to have a global warming potential (GWP) less than 1000
Ensure low leakage. Refrigerant should be 100% recovered at the end of the product life following proper management procedures
Indoor Air Quality:
Paints, coating, adhesives and sealants applied on site with zero Volatile Organic Compounds (VOCs)
Flooring, furniture and insulation (thermal and acoustic) with low or zero VOCs
Ensure wet materials (such as adhesives, wood preservatives and finishes, sealants, glazing compounds, paints and joint fillers) are installed and allowed to fully cure, prior to installation of adsorptive materials
Transport, store and protect absorbent materials, e.g. carpets, upholstery, furnishings, fabric wall coverings, acoustic ceiling panels, in original packaging or sealed polyethylene sheeting until time of installation
Appliances:
All appliances to be A+++ rated or other energy certification top rated appliances (e.g. Energy Star)
T +44 (0)20 7580 3163 enquiries@hdwe.co.uk hdwe.co.uk