Sustainable Procurement Policy
Introduction
AttheHowarddeWaldenEstate(HdWE),ourmissionissimple.WestrivetoenhanceMarylebone’s communitythroughresponsiblestewardship,offeringuniqueandexcellentservicetoourcustomers,whilst ensuringtheEstateremainsacovetedplaceforgenerationstocome.Aslong-termstewardsofoneof London’smostdesirableneighbourhoods,sustainabilityunderstandablysitsattheverycoreofthismission.
In2023,welaunchedourSustainabilityStrategy,deCarbon,outliningtheobjectivesandprioritieswebelieve areessentialforaddressingclimatechangeandsafeguardingthelong-terminterestsoftheEstate.deCarbon focusesprimarilyonourcommitmenttoreducingcarbonemissionsbutwealsohaveadutytoactresponsibly acrossabroaderrangeofthemesandsustainability-relatedissues.Theyallimpactourpurchasingdecisions andtheactivitywithinourwidervaluechain,whichthisPolicyaimstocommunicatebysettingoutour mandatoryandpreferredprocurementrequirements.
Webelieveclosealignmentontheseissueswithoursupplierswillhelptostrengthenourrelationshipsand improveouroverallsuccessoutcomes.Partnershipsbuiltonasharedsenseofendeavourareessentialto addressingthesustainabilitychallengeswithinthebuiltenvironment;andwebelievethisisgoodforbusiness inthelongterm.Thisiswhyweareprioritisingpartnershipswithsuppliersthataretakingstepstoalignwith ourvisionandcanevidencetheircontributionthroughthegoods,worksandservicestheyprovide.
“Two thirds of our carbon emissions are generated from the goods, works and services we procure”
Policy overview
Weviewoursuppliersasanextensionofourbusinessandcoretoourownperformanceandreputation.The purposeofthisSustainableProcurementPolicyistooutlinetherequirementsweexpectfromthegoods, worksand/orservicesprovided(directlyorindirectly)byallsuppliers(includingsub-suppliers)totheHoward deWaldenEstate.
TheHowarddeWaldenEstatedefinessustainableprocurementas meeting our customers' needs by sourcing products and services that offer the best quality and value, by considering the environmental, social, and ethical impacts throughout the entire product or service lifecycle Allsuppliersshouldreadthispolicyin conjunctionwithboththeSupplierCodeofConductandourStandardTerms&Conditions.Pleasenotethat suppliersappointedunderConstructionContracts(typicallythoseconcernedwithSection3ofthisPolicy)are exemptedfromourStandardTerms&Conditions,asthesearrangementsaresubjecttootherstandardterms.
Thethemesaddressedwithinthispolicyincludecarbonreduction,resourceefficiency,responsiblesourcing, environmentalprotection,climateresilience,andsocialvalue.ThesethemesfeatureacrossallfiveSectionsof thispolicy,structuredasfollows:
Section1:Universalrequirements
Section2: Managingourbuildings
Section3:Deliveringrefurbishmentsandredevelopments
Section4:Marketing,communicationsandevents
Section5: Headoffice(23QueenAnneSt)
Wehaveclarifiedthesignificanceofeachsectionattheoutsetandprovidedageneraloverviewofthetypes ofsuppliersitrelatesto.However,suppliersshouldnotconsiderthisasdefinitiveconfirmationofapplicability. Theyareencouragedtofullyunderstandthecompletecontextandcontentofthispolicy,asitsrelevancemay varydependingonthespecificscopeofworkbeingdelivered.
Wehavehighlightedourmandatoryrequirementsin red atthebeginningofeachsection,whichmustbemet whenapplicabletothegoods,worksand/orservicesbeingprocured,asamatterofcourse.These
requirementsareenforcedthroughoutthispolicy.Preferentialrequirements not highlighted in red, whilstnot mandatory,areconsideredbestpractice.Weencouragesupplierstoadopttheserequirementswhere possibleorwhenstipulatedthroughcontracts,agreementsandotherengagements.
Responsibilities and evidence
ThispolicyappliestobothinternalHdWEcolleaguesresponsibleforpurchasingorspecifyinggoods,works and/orservicesaswellasexistingandfuturesuppliersworkingdirectlyorindirectlyonbehalfofHdWE.Inthis policy,theterm"supplier"referstoanyproviderofmaterials,products,works,orotherservices,including professionalserviceproviders.Whenstipulated,ourrequirementsextendtothesupplychainofanysupplier workingontheir/ourbehalf.
Ourcolleaguesareexpectedtoconsidersustainabilityineverypurchasingdecisionandactivelymanage compliancewiththispolicythroughoutthecontractinganddeliverystages.Evidenceshouldbeprovidedwhen requestedtohelpdemonstratethelevelofcompliancerequired.Thisshouldberelevantandproportionateto thegoods,worksand/orservicesbeingprovided.
Thereareasmallnumberofsituationswheresuppliersmaybeexemptedfromthispolicyandouronboarding requirements.SuchscenariosmayincludeinstanceswhereHdWEhasnochoiceinrelationtohowouraffairs areconducted(e.g.centralandlocalgovernment,othernationalorlocalauthorities,courtandtribunal appointedentities,etc).
Commitment to our suppliers
TheHowarddeWaldenEstateiscommittedto:
Helpingsupplierscontinuallyimprovethroughacultureoftransparencyandcollaboration
Workingwithsupplierstohelpthemreducecarbonemissionswithintheirownoperations
Prioritisingsuppliersandprospectivesupplierswhocandemonstratetheyhaveembedded,orare workingtowardsembedding,therequirementsofthispolicy
Maintainingourstandardpaymenttermsof30days
Workingwithsuppliersthatupholdourcorporatevaluesandcansupportthedeliveryofour sustainabilityobjectives
Seekingfeedbackfromsupplierstohelpimproveourperformance
Measuring,reducing,anddisclosingourowncarbonemissionsonanannualbasis
“Our supply chain partners will demonstrate their commitment to sustainability”
Section 1: Universal requirements
Thissectionoutlinestherequirementsthatareapplicableto allsuppliers usedbyHdWE,whichwereferto asouruniversalrequirements.Theserequirementsexpectalloursupplierstocomplywithlocalandnational environmentallawsandaddressestheprioritieswefeelaremostpertinenttodrivingthesustainabilityagenda forwardatHdWE.Evidenceofeachrequirementmayberequestedandcheckedaspartoftheonboarding process,oranyfuturecontracts,agreementsorotherengagements.
1.1Regulation
1.1.1 Allsuppliersmustcomplywithallapplicablelocalandnationallawsandregulations.
1.2Policy
1.2.1 AllsuppliersmustholdanEnvironmental/SustainabilityPolicy.Thepolicymustoutlinethe environmental/sustainabilitycommitmentsrelevanttotheirorganisation.Itmustbedatedandsigned byseniormanagement.
1.2.2 AllsuppliersmustunderstandandcomplywithHdWE’sSustainableProcurementPolicy(this document)asitappliestoyourorganisation,andthegoods,worksand/orservicesbeing procured,orwhenrequestedthroughacontract,agreementorotherengagement.
1.3Environmentalmanagement
1.3.1 Allsuppliersmustdemonstrateeffectiveprocessesandcontrolstohelpmaintaincompliancewith theirownEnvironmental/Sustainabilitypolicy,whenrequested.
1.3.2 Allsuppliersmustdemonstrateanunderstandingofthekeyenvironmentalrisksandopportunities relevanttothegoods,worksand/orservicesprocured.
1.3.3
AllsuppliersmustmaketheiremployeesworkingonHdWEcontracts,awareofoursustainability requirementsrelevanttothegoods,worksand/orservicesbeingprocured,intheformoftrainingor anyothersuitablecommunicationmethod.
1.3.4 Environmentalmanagementsystems(EMS)shouldbealignedtoISO14001:2015,andideally certifiedbyaUKASaccreditedorganisation.
1.4Datasharingandcollaboration
1.4.1 AllsuppliersagreetoshareevidenceandbeauditedbyarepresentativeofHdWEtodemonstrate compliancewithHdWE’sSustainableProcurementPolicy(thisdocument)whenrequested.
1.4.2 Allsuppliersmustproviderelevant,accurateandcompletesustainabilitydata(e.g.annualcompany carbonemissions,productinformation,modellingresults)and/orassociatedrecordsintheformats andfrequenciesrequested.Thisincludesanydatarequestsfromthirdpartiesactingonourbehalf.
1.4.3 Allsuppliersmustconfirmwhethertheyareactivelymeasuringtheircarbonemissions(i.e.Scope1& 2emissions)includingwhethertheyhavesetcarbonreductiontargetsorcommittedtobecominga netzerocarbonbusiness.
1.4.4 AllsuppliersmustagreetoandbewillingtoengagewithHdWEtocontinuallyreviewandimprovethe environmentalperformanceofthegoods,worksand/orservicesbeingprocured.Thisincludes proposingreasonablealternativeoptions.
1.5Other
1.5.1 AllsuppliersmusthireresponsiblyandinaccordancewithHdWE’smodernslaverystatement.
1.5.2 Allsuppliersmustensureallpersonnelandsub-contractorsworkingonHdWE’spremisesarepaid,as aminimum,theLondonLivingWage.
Section 2: Managing our buildings
Ourapproachtomanagingourbuildingsisessentialtoachievingsignificantreductionsincarbonemissions andenhancingtheoverallefficiency,andcompliance,ofouroperations.Thekeythemesinthissection includeenergyandcarbon,resourcemanagement,transportation,andbiodiversityprotection.Allofwhichare crucialelementsinensuringsustainableandresilientbuildingsthatprioritisebothenvironmentalstewardship andoperationalexcellenceforourcustomersandwidercommunity.
Whodoesthisapplyto?
Thissectionoutlinesoursustainabilityrequirementsforvariousactivitiesrelatedtothegeneralmanagement andmaintenanceofourbuildings,bothinternallyandexternally.
The requirements in this section apply to a wide range of suppliers, including but not limited to general contractors,handymanservices,plumbers,electricians,HVACtechnicians,pestcontrolservices,landscapers, roofingcontractors,cleaningservices,windowcleaners,wastemanagementandrecyclingservices,security services,andhealthandsafetyproviders.
2.1Energyandcarbon
Support our commitment to achieving significant reductions in carbon emissions by:
Mandatoryrequirements
2.1.1 Takingstepstominimisecarbonandenergyusewithinyouroperations,asrelatedtothegoods, worksand/orservicesbeingprocured,andprovidingevidenceinformatsandfrequenciesrequested.
2.1.2 Takingallreasonablestepstominimiseenergyuseduringtheservicingandmaintenanceactivityof ourbuildings.Switchoffmaintenanceandapplianceequipmentwhennotinuseandusingenergy efficienttoolsandequipment.
2.1.3 NotifyingHdWEofanysystemenergyinefficiencies,faults,andrecommendingsolutionsand optimisationopportunities.
2.1.4 EnsuringcompliancewithcurrentF-gasregulations,includingbansoncertainapplications, mandatoryleakchecks,leakagerepairs,andtherecoveryofusedgases.Maintainaccurate, compliantrecords,providedonrequesttotheagreedformatsandfrequencies,andensurethatall personnelhandlingF-gasesareproperlytrainedandcertifiedintheirsafeuse.
2.1.5 Recordingandprovidingaccuratemeteringdataforourbuildingswhenrequired,informatsand frequenciesrequested.
2.1.6 Recordingandreportinginformationonourbuildingsrelatedtoenergyuse,equipmentoperational times,efficiencies,conditions,andmaintenanceactivities,includingperformancemetrics,when applicableandrequested.
2.1.7 Procuring100%naturalrenewableenergyfromcertifiedandcredibleschemes(i.e.REGOsand RGGOs).
2.2Resourcemanagement(wasteandmaterials)
Support our intention to achieve zero waste to landfill by:
Mandatoryrequirements
2.2.1 Maintainingandprovidingaccuraterecordsofallwastegeneratedonsite(e.g.quantitiesandwaste descriptions,inaccordancewiththewastehierarchy)intheformatsandfrequenciesrequested.
2.2.2 AccuratelycompletingandretainingWasteTransferNotes(WTNs)andEnvironmentalPermitsinfull, ensuringallrequiredinformationiscorrectlyrecorded(includingthenature,quantity,anddestination ofthewaste)asrequiredbytheWaste(EnglandandWales)Regulations2011.
2.2.3 Maximisingtheuseoftake-backschemesandcollectionservicesformaterialsandassociated packagingtosupporton-goingreuse,recycling,orrecoveryofunwanteditems,wherepossible.
2.2.4 AllsuppliersmustunderstandandcomplywithHdWE’smaterialschedule(seeAppendixA)toensure prioritisationofsustainablematerials.
2.2.5 Minimisingwasteandmaterialuse,givingpreferencetomaterials,productsandserviceswiththe greatestcircular-economybenefit.
2.2.6 Identifyingwastereductionopportunitieswhenagreeingscopesofworkorsubmittingtenders.
2.2.7 Eliminatingsingle-useplasticproductsandpackagingandanynon-recyclableitems.
2.2.8 Limitingtheuseofhazardoussubstancesorchemicals,whichareoftendifficultormoreexpensiveto disposeoforrecycle.
2.2.9 Dilutingcleaningproductsonsitetopromotereuseofproductcontainers(whensafetodoso).
2.3Water
Support our commitment to reduce water consumption within our buildings by:
Mandatoryrequirements
2.3.1 NotifyingHdWEofanysystemwaterinefficiencies,faults,orpotentialoptimisationopportunities
2.3.2 Identifyingwaterefficiencyandimprovementmeasuresduringmaintenanceandservicingactivities.
2.3.3 Takingallreasonablestepstominimisewaterusageincludingavoidingwaterintensiveactivitiesand prioritisingwaterefficientequipment.
2.3.4 Measuringandreportingwaterconsumptionandprovidingdatainformatsandfrequenciesrequested.
2.3.5 Identifyingandimplementingrainwaterharvestingandgreywaterrecyclingonsitewhereapplicable.
2.3.6 PrioritiesinstallingdroughttolerantplantinginlandscapedesigninaccordancewiththeWildWest End'svaluematrixandrecommendedspecieslist.
2.4Transportation,deliveriesandairquality
Support our commitment to reduce the impact of transportation and deliveries, and improve air quality by:
Mandatoryrequirements
2.4.1 Minimisingtheuseofcombustionenginevehiclesandinsteadprioritisinglowcarbontransport (electricandhydrogenvehicles,publictransport,pedalbikesetc.)toreduceharmfulemissionsand contributetocleanerairquality.
2.4.2 Measuringthemilesand/orkilometrestravelledtoandfromourEstateincludingthemodeof transportationusedduringthedelivery/collectionofyourgoodsandservices.Whenrequested, providingdataintheformatsandfrequenciesrequested.
2.4.3 Identifyingandimplementingmethodstoreduceorpreventemissionstoairwhenplanningand undertakingworksbycontrollingdustandharmfulemissions.
2.4.4 Identifyingopportunitiestoconsolidatedeliveriesandcollectionsfromvehicles.
2.4.5 Prioritisingsuppliersthatofferfuel-efficient,low/zero-emission,orhybridmodesoftransportation.
2.5Biodiversity
ProtectandenhancethebiodiversityandecologicalconnectivityontheEstateby:
Mandatoryrequirements
2.5.1 ManagingtheenvironmentalimpactoftheproductsandmaterialsusedontheEstate,andwhere possibleeliminatingchemicalsorpesticidesthatmaybehazardoustotheenvironmentorthe managementofnaturalhabitats.
2.5.2 EnsuringalignmentwiththeWildWestEnd'svaluematrixandrecommendedspecieslistwhen maintaining,selectingandinstallingplantspecies,andifoneexists,theagreedbiodiversity/ecological strategyforthebuildingorlocation.
2.5.3 Sourcingtrees,plantsandotherhorticulturalproductsthataresown,grownandmadeintheUKonly.
2.5.4 Sourcingcompost,whichisfreefrompeat.
2.6Socialvaluelocalprocurementandcommunity
Support our aspirations to enhance the local community and deliver social value by:
Mandatoryrequirements
2.6.1 Providingworkexperienceand/oremploymentand/ortrainingopportunities(e.g.BTEC,City&Guilds, NVQ,HNC-Level2,3,or4+)toyoungpeopleideallyinWestminster,orsupportemploymentand workexperienceprogrammesbeingdeliveredbyHdWE,whenrequested.
2.6.2 SupportingrelevantvolunteeringprogrammesarrangedbyHdWEthroughtheprovisionoftime, expertiseandresourceswhenrequested.
2.6.3 Procuringgoods,works,servicesandanyadditionallabourwithinWestminster,tocontributetolocal communityemploymentopportunitiesandthelocaleconomy.
2.6.4 Promotingdiversityandequalitywithinyourworkforceviayourownrecruitmentandretention programmes.Provideemploymentdataongenderbalance(permanentstaffonly)withinyour organisationintheformatandfrequenciesrequested.
2.6.5 Identifyingopportunitieswithinthesupplychaintohelpmaximisetheuseofsocialenterprises,for goods,worksandservices.
Section 3: Delivering refurbishmentsand redevelopments
Deliveringsustainablerefurbishmentsandredevelopmentsiscentraltodemonstratingourcommitmenttonet zerocarbonandenhancedenvironmentalperformance.Aslong-termstewardsofMarylebone,wealsoaimto ensureourdevelopmentsdeliverbroadersocialvaluebenefits,andenhancethelocalenvironment,economy, andcommunityateveryopportunity.Thisprinciplemustbeintegratedatallstagesofthedevelopment processandcanonlybeachievedthroughearlyengagement,collaboration,andinnovation.Byadheringto theserequirements,supplierscancontributetothecreationofhigh-quality,sustainablespacesforour customers.ThissectionshouldbereadinconjunctionwithHDWE’sSustainableDevelopmentFramework.
Whodoesthisapplyto?
Thissectionoutlinesoursustainabilityrequirementsacrossvariousstagesofthedevelopmentprocess, includingdesign,construction,andpracticalcompletion.Tohelpidentifyandunderstandtherelevant requirements,thissectionisdividedintotwosubsections:
Section3a:Designappliestosuppliersinvolvedindevelopingdesignspecificationsforourrefurbishment projects,suchasarchitects,mechanicalandelectricalengineers,contractorswithdesignresponsibility,and othergeneraldesignconsultancyservices.
Section3b:Constructionappliestosuppliersinvolvedintheon-sitedeliveryofrefurbishmentprogrammes, includingprincipalcontractors,tradesub-contractors,andanysupplierprovidingon-siteconstructionservices.
Section 3a: Design
3.1Collaborationandinnovation
Support sustainable development through design and innovation by: Mandatoryrequirements
3.1.1 AttendingworkshopswhenrequestedandsupportingHdWEwiththeidentificationofsustainabilityrelatedprojecttargets,metricsandkeysuccessoutcomes.
3.1.2 EnsuringcollaborationwithHdWEthroughsharingbestpractice,newproductinformationand innovation.
3.1.3 Complyingwiththedesign-stageprocessesandspecificationsoutlinedinHdWE’sSustainable DevelopmentFrameworkforRefurbishmentsandRedevelopments.
3.2Energyandcarbon
Support our commitment to achieving significant reductions in carbon emissions generated during our refurbishment and redevelopments by:
Mandatoryrequirements
3.2.1 Undertakingwholelife/up-frontembodiedcarbonassessmentsinaccordancewithHdWE’sScopeof Work,whichincludestheRICSprofessionalstatement:WholeLifeCarbonAssessmentfortheBuilt Environment(2nd Edition)ortheGreaterLondonAuthority(GLA)methodology.
3.2.2 Identifyingopportunitiestoreduceoperationalandembodiedcarbonemissionsbyofferinglowcarbon designalternativesandprovidingsupportingevidenceasappropriate.
3.2.3 Prioritisingpassivedesignmeasurestoreducedemandformechanicalcooling,heating,ventilation andlighting.
3.2.4 Identifyingopportunitiestoincorporateon-siterenewableenergytechnologyintorelevantschemes.
3.3Materialspecifications
Support our commitment to the procurement of sustainable materials by ensuring:
Mandatoryrequirements
3.3.1 AllmaterialsandsubstancesusedwillcomplywithrelevantUKlegislation.
3.3.2 Providingtechnicalandtransparentevidencetosupportanyperformancerelatedproductclaims whenrequested.
3.3.3 Providinglifecyclecostinginformationtoinformproductselectionwhenrequestede.g.associated replacement,maintenance,deconstructioncosts.
3.3.4 Providingoptionsforlowcarbonmaterialoptionsandprovideembodiedcarboncontentinformation uponrequest.
3.3.5 Ensuringallapplicableproductscomplywitharecognisedschemeforresponsiblesourcingof materialssuchasBES6001orothersectorschemescompliantwithBS8902.
3.3.6 MaintainingapreferenceforspecifyingmanufacturerswhocanprovideEN15804compliant EnvironmentalProductDeclarations(EPD)fortheirproducts.
3.3.7 Identifyinganddemonstratingopportunitiestoreducerelianceonvirginmaterials.Maintaina preferenceforspecifyingproductswithhigherratesofrecycledcontent.
3.3.8 Identifyingopportunitiesforwasteminimisationthroughsmartdesignandinnovation.
3.3.9 EnsuringonlylowandzeroVOCpaints,finishesandsealantsarespecified(e.g.waterbasedinstead ofsolventbasedpaintforexternalwallsandfixtures)wherepracticable.
3.3.10 Ensuringalltimberandtimberproducts(includingproductscontainingtimber)onlycontaintimber sourcedfromlegal,sustainableandcertifiablesourcesandareaccompaniedbyvalidchainof custodyinformation.AsaminimumtimbermustbesourcedfromrecognisedschemessuchasFSC, PEFC,orGrowninBritain.
3.3.11 AllsuppliersmustunderstandandcomplywithHdWE’smaterialschedule(seeAppendixA)toensure prioritisationofsustainablematerials.
3.3.12 MaterialsaresourcedwithintheUK&NorthernIrelandandEuropeanUniontominimiserisksrelated toenvironmentaldamage,illegalactivity,andlabourexploitation.
3.4ResourceManagement(wasteandmaterials)
Support our intention to promote circular economy principles and achieve zero waste to landfill by:
Mandatoryrequirements
3.4.1 Exploringwasteandmaterialminimisationopportunitiesasearlyinthedevelopmentprocessas possibleandpresentanyrecommendationsalongsidetheappropriatedesignoptions.
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 Producingapre-demolitionauditdetailingtheinventoryofmaterialsandpredictedwastetypesfroma projectandoutliningthemethodsfortheirmanagementupondemolitionorstrip-out.Theauditshould aligntothewastehierarchyandincludequantities(e.g.m3)ofeachmaterialorwastetype.
3.4.4 Identifyingwastereductionopportunitieswhenagreeingscopesofworkorsubmittingtenders.
3.5Biodiversity
Protect and enhance the biodiversity and ecological connectivity on the Estate by:
Mandatoryrequirements
3.5.1 Protectingandenhancingtheonsitelocalecologyinaccordancewithrelevantlegislation
3.5.2 Integrating biodiversity net gain (BNG) principles into the design process where possible, or when requestedthroughaformalagreement.
3.1.1 ConsideringtherequirementsofkeyplantoranimalspecieswithintheWildWestEnd'svaluematrix andrecommendedspecieslist.
3.1.2 Consideringtheimplicationsofthedevelopmentonchangestothelocalnaturalenvironmentovertime, i.e.thespacerequiredformaturingtrees,theimpactofadditionallightingandnoise.
3.6Climateresilience
Support the integration of climate resilience and adaptation by:
Mandatoryrequirements
3.6.1 Proposing measures andimprovements to enhance theresilienceof our buildings and protectthem against the increasing risk of a changing climate. Align the measures and improvements to the recommendationsoutlinedinHdWE’sphysicalriskandopportunities assessment(i.e.surfacewater flooding,overheatingheatingandsubsidence).
3.6.2 Identifyingopportunitiestoinstallrainwaterharvestingandgreywaterrecyclingatdesignstagewhere applicable.
3.6.3 Prioritisinginstallingdroughttolerant plantinginlandscapedesigninaccordancewiththeWildWest End'svaluematrixandrecommendedspecieslist.
“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
3.7Energy&Carbon
Support our commitment to achieving significant reductions in carbon emissions generated during our refurbishment and redevelopments by:
Mandatoryrequirements
3.7.1 Takingstepstominimisecarbonandenergyusewithinyouroperations,asrelatedtothegoods, worksand/orservicesbeingprocured,andprovidingevidenceinformatsandfrequenciesrequested.
3.7.2 Takingallreasonablestepstominimiseenergyuseduringtherefurbishmentordevelopmentactivity ofourbuildings.Switchoffplantandequipmentwhennotinuseandusefficienttoolsandequipment.
3.7.3 Recordingandprovidingaccurateenergyandcarbondatawhenrequired,informatsandfrequencies requested.
3.7.4 Hydrogenatedvegetableoil(HVO)tobeusedinallon-sitegeneratorsandnon-roadmobile machineryasanalternativetoconventionaldiesel.AllHVOconsumptionshouldbeaccompaniedby astatementofauthenticityandbiofuelprovidersshouldberegisteredwitharecognisedassurance schemesuchasZemoPartnershipRenewableFuelsAssurancescheme.Biofuelsshouldbe producedinlinewiththeRenewableTransportFuelObligations(RTFO).
3.7.5 Procuring100%renewableenergyfromcertifiedandcredibleschemes(i.e.REGOsandRGGOs).
3.8Resourcemanagement(wasteandmaterials)
Support our ambition to minimise waste and deliver zero waste to landfill by:
Mandatoryrequirements
3.8.1 Maintainingandprovidingaccuraterecordsofallwastegeneratedonsite(e.g.quantitiesandwaste descriptions,inaccordancewiththewastehierarchy)intheformatsandfrequenciesrequested.
3.8.2 RetainingandprovidingcopiesofrelevantWasteTransferNotes(WTNs)andEnvironmentalPermits asrequiredbytheWaste(EnglandandWales)Regulations2011.
3.8.3 Maximising the use of take-back schemes and collection services for materials and associated packagingtosupporton-goingreuse,recycling,orrecoveryofunwanteditems,wherepossible.
3.8.4 Divertingatleast90%ofnon-hazardousconstructionanddemolitionwastefromlandfill.
3.8.5 Maximisingthereuseofdemolitionmaterialonoroffsiteinlinewiththewastehierarchy.
3.8.6 Producingapre-demolitionauditdetailingtheinventoryofmaterialsandpredictedwastetypesfroma projectandoutliningthemethodsfortheirmanagementupondemolitionorstrip-out.Theauditshould aligntothewastehierarchyandincludequantities(e.g.m3)ofeachmaterialorwastetype.
6.7Water
Support our commitment to reduce water consumption during construction phase by:
Mandatoryrequirements
3.7.6 NotifyingHdWEofanysystemwaterinefficiencies,faults,orpotentialoptimisationopportunities.
3.7.7 Measuringwaterconsumptionandprovidingconsumptiondataintheformatandfrequencies requested.
3.7.8 Takingallreasonablestepstominimisewaterusageonsiteincludingavoidingwaterintensive activitieswherepossible.
3.7.9 Identifyingandimplementingrainwaterharvestingandgreywaterrecyclingonsitewhereapplicable.
3.8 Transport,deliveriesandairquality
Support our commitment to source locally and reduce the impact of transportation and deliveries, and improve air quality by:
Mandatoryrequirements
3.8.1 Bestpracticablemeansmustbeusedwhenplanningandundertakingworkstoreduceorprevent emissionstoair.ComplywiththeWestminsterCodeofConstructionPracticewhenrequested
3.8.2 RegisteringwiththeConsiderateConstructorsScheme(CCS)andensureoperationsareconducted inasafeandconsideratemanner,withdueregardtoresidentsandbusinesses,passingpedestrians androadusers.SupportingHdWEinachievingaminimumscoreof37(stretchtarget40).
3.8.3 WhereapplicableuploadingalldeliverynotesandwasteconsignmentnotestoQFlowwithin48hours ofreceipt.Rectifyinganynon-compliantdeliverynotesandwasteconsignmentnotes.Providing evidence(e.g.deliverynotesor‘asbuilt’drawings)toconfirmcompliancewiththespecifieddesign.
3.8.4 Prioritiselocalsupplierswheneverpossibletominimisetheenvironmentalimpactoftransportation.
3.8.5 Incorporatelogisticsplanningfordeliveries,utilisingFleetOperatorRecognitionScheme(FORS)and Construction Logistics and Community Safety Scheme (CLOCS) accredited delivery suppliers when required.
3.9 Socialvalueandcommunity
Support our aspirations to enhance the local community and deliver social value by:
Mandatoryrequirements
3.9.1 BeinganactivememberoftheSupplyChainSustainabilitySchoolandachievingaminimumofabronze learninglevelwithapreferenceforsilverorgold.
3.9.2 Providingworkexperienceand/oremploymentand/ortrainingopportunities(BTEC,City&Guilds,NVQ, HNC - Level 2, 3, or 4+) to young people ideally in Westminster, or support employment and work experienceprogrammesbeingdeliveredbyHdWE,whenrequested.
3.9.3 Supporting relevant volunteering programmes arrange by HdWE through the provision of time, expertiseandresourceswhenrequested.
3.9.4 Procuring goods, works, services and any additional labour locally, to contribute to local community employmentopportunitiesandthelocaleconomy.
3.9.5 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 organisationintheformatandfrequenciesrequested.
3.9.6 Identifyingopportunitieswithinthesupplychaintohelpmaximisetheuseofsocialenterprises,forgoods, worksandservices.
Section 4: Marketing, communications and events
Sustainabilityisacorepillarofourbusinessstrategy,extendingbeyondourpropertyportfoliotoincludeall aspectsofouroperations,includingmarketing,communications,andevents.Ourbranding,alongwithour publicandcorporateevents,playsacrucialroleinHDWE’sidentity,providingvitalplatformsforengagement andcollaborationwithourcustomersandvisitors,whilealsoenrichingthelocalcommunity.Werecognisethe importanceofmanagingtheenvironmentalimpactoftheseactivitiesandarecommittedtoimplementing robustenvironmentalprotectionmeasures.
WhoDoesThisApplyTo?
Thissectionappliestothefullrangeofsuppliers,vendors,andvenuesinvolvedinprovidingservicesrelated tomarketing,communications,andevents.Tohelpidentifyandunderstandtherelevantrequirements,this sectionisdividedintotwosubsections:
Section4a:MarketingandCommunicationsappliestosuppliersprovidingservicesrelatedtomarketingand communications.Thisincludesservicesassociatedwiththemarketingandlettingofourpropertyportfolio,as wellasthosesupportingbroaderbrandmarketingandcommunicationsefforts.
Section4b:Events(externalandinternal)appliestosuppliersinvolvedinourevents,includinglocationhire, catering,entertainment,andtechnicalservicessuchaslighting,equipment,andconsumables.
Section 4a: Marketing and communications
4.1Materialspecifications When producing marketing and communication materials on behalf of HdWE ensure the following:
4.1.1 Reviewthenecessityofprintedmarketingmaterialsandonlyprintwhenessential,makingall documentsavailableonlineorvirtually.
4.1.2 Integratesustainabilitymessagingintomarketingcommunicationswherepossible.
4.1.3 Ensurethatforallexternalpublications,paperisuncoated,andinkissourcedfromvegetableoil wherepossible.
4.1.4 Allexternalpublicationsarestandardpapersizes,andpaperissourcedfromcertifiedforest managementschemesonly(FSC,PEFC,WoodlandTrust).
4.1.5 Ensurebrandingandsignagedesignsconsidertheuse(orabsenceof)dates,namesandother specificinformationthatmightlimitorfacilitateonwardusebeyondtheirfirstapplication.
Section 4b: Events (external and internal)
4.2Policy
Support our commitment to host sustainable corporate events by ensuring that:
Mandatoryrequirements
4.2.1 All venues selected to host HdWE events must hold an Environmental/Sustainability Policy, which outlinestheenvironmental/sustainabilitycommitmentsrelevanttotheirorganisation.Itmustbedated andsignedbyseniormanagement.
4.3Energyandcarbon(temporarypower)
Support our commitment to ensure sustainable and efficient energy use during our events by:
Mandatoryrequirements
4.3.1 Suppliersmustdrawpowerfromexistingestatepowersuppliesensuring100%renewableenergyfor streetevents,usinggeneratorsonlywhennoalternativeisavailable.
4.3.2 Powering combustion generators used for street events with biofuels produced in line with the RenewableTransportFuelObligations(RTFO),withapreferenceforhydrogenatedvegetableoil(HVO). Hydrogenatedvegetableoil(HVO)suppliesshouldbeaccompaniedbyastatementofauthenticityand biofuelprovidersshouldberegisteredwitharecognisedassuranceschemesuchasZemoPartnership RenewableFuelsAssurancescheme.
4.3.3 VenuesselectedforHdWEcorporateeventsshouldprocureelectricityfrom100%renewableenergy sources.
4.3.4 VenuesandsuppliersmustputmeasuresinplacetoreduceenergyuseduringHdWEevents,including anyenergy-efficientequipmentandsolutionsthatcanhelplowertheenergydemand.
4.4Resourcemanagement(wasteandmaterials)
Support our commitment to minimising resource usage and ensuring materials are recycled or reused by:
Mandatoryrequirements
4.4.1 Ensuringtheenvironmentisleftasfound,withnolitterormaterialsdiscardedirresponsibly.
4.4.2 Eliminatesingle-useplasticbyprocuringproducts(includingpackaging)fromsuppliersthatcan providepackagingfree,lowplastic,metalorFSCwoodenoptionsasalternativewherepossible,when hostingorfacilitatingeventsonbehalfofHdWE.
4.4.3 Beingconsciouswhenproviding‘giveaways’ateventstominimisewaste,andensuringtheycomply withclause4.4.2asapreference.
4.4.4 Specifyingcollateralmaterials,suchasnamebadges,pens,andsignage,toencouragereuse.
4.4.5 Replacingpaperinvitationsandprintedleafletswithdigitaloptionswherepossible,suchase-invites orQRcodes.
4.4.6 Workingwiththelocalcommunitytorecycleitemsnolongerofuse,oruseonlineplatformssuchas EventCycle,eBay,Gumtree,orPre-lovedforrepurposingmaterials.
4.4.7 Usingbrandingandsignagewithoutdateswhenpossible,sotheycanbereusedatfutureevents.
4.5Foodandbeverage
Reduce the impact of our food and beverage choices by:
Mandatoryrequirements
4.5.1 Prioritisinglocalsourcingofproductsandservicestominimiseenvironmentalimpactsandsupportlocal businesses,preferablyontheEstate.
4.5.2 Providingvegetarianandveganoptionsinallfoodandbeveragepurchases.
4.5.3 Demonstrating sustainable practises (including beer and wine) e.g. sourcing locally, seasonal, and organicproduce,andselectingproducefromcertifiedbodiese.g.Fairtrade,AssuredFoodStandards, RainforestAlliancecertifiedetc.
4.5.4 Ensuringallfruit,vegetables,salads,cerealsmeat,poultryanddairyproductsareRedTractorFarm Assured.
4.5.5 Requestingallbananas,coffee,tea,chocolateand/orsugartomustbeFairtradeFoundationStandard.
4.5.6 Ensuringalleggsmustbefree-range.
4.5.7 Procuring all fish (and seafood products where applicable) from Marine Stewardship Council (MSC) approvedsources.
4.5.8 Requesting,sugar,salt&pepper,saucesarenotprovidedinsinglesachets.
4.5.9 Ensuring all disposable food utensils (e.g. cutlery, cups, plates, takeaway containers) are 100% compostable.
4.6Transportation,deliveriesandairquality
Support our commitment to reduce the impact of transportation and deliveries, and improve air quality by:
4.6.1 Usingsuppliersthatofferfuel-efficient,low/zero-emission,orhybridmodesoftransportation.
4.6.2 Identifyingopportunitiestoconsolidatedeliveriesandcollectionsfromvehicles,andsourcefromlocal suppliersideallyontheEstate.
Section 5: Head office (23 Queen Anne St)
Thissectionoutlinesthesustainableprocurementpracticesthatapplyspecificallytoourheadofficeat23 QueenAnneSt.Itoutlinesthepurchasingrequirementsforourcolleaguestoensureourinternaloperations alignwithoursustainabilitycommitments.Byadheringtotheseguidelines,wewillminimiseourenvironmental impact,supportresponsiblesourcing,andleadbyexampleinoursustainabilityefforts.
WhoDoesThisApplyTo?
ThissectionappliestoallHdWEemployeesinvolvedinprocuringgoods,works,and/orservicesforourhead office. Key themes include office consumables, IT equipment and electronic goods, as well as food and beverages.
5.1Energyandcarbon
Help deliver on our commitment to achieving significant reductions in carbon emissions generated by:
Mandatoryrequirements
5.1.2 Procure100%naturalrenewableenergyfromcertifiedandcredibleschemes(i.e.REGOsand RGGOs)
5.1.3 AllITequipmentprocured,includinglaptops,printers,andotherdevices,mustmeethighenergy efficiencyratings,andwhereapplicablebeEnergyStar,TCO,andEPEAT(ElectronicProduct EnvironmentalAssessmentTool)certified.
5.1.4 Prioritiseprocuringwhitegoodproductsandotherapplianceswithahighenergyrating,aimingforC minimum.
5.2 Officeconsumables
Help deliver on our commitment to minimise resource usage and procure responsibly by:
Mandatoryrequirements
5.2.2 Eliminating single-use plastic by procuring products from suppliers that can provide plastic free packaging,lowplastic,metalorFSCwoodenoptionsasalternatives.
5.2.3 Onlypurchasingpaperfromcertifiedforestmanagementschemes(FSC,PEFC,WoodlandTrust).
5.2.4 Onlypurchasingtissue-basedproductswith100%recycledcontent.
5.2.5 Allnon-industrialcleaningproductsandsuppliesmustbecertifiedEUEcolabel.
5.3 FoodandBeverage
Help deliver on our commitment reduce the impact of our food and beverage choices by:
Mandatoryrequirements
5.3.2 Prioritisinglocalsourcingofproductsandservicestominimiseenvironmentalimpactsandsupportlocal businesses,preferablyontheEstate.
5.3.3 Providingvegetarianandveganoptionsinallfoodandbeveragepurchases.
5.3.4 Allbananas,coffee,tea,chocolateand/orsugarmustbeFairtradeFoundationStandard.
5.3.5 Alleggsmustbefree-range.
5.3.6 Allfruit,vegetables,salads,cereals,meat,poultryanddairyproducts(excludingcheese)mustbeRed TractorFarmAssured.
5.3.7 AllfishmustcomefromMarineStewardshipCouncil(MSC)approvedsources.
5.3.8 Preferencefororganicallyproducedfoodsanddrinks(includingbeerandwine)andseasonalfruitand vegetablesgrownintheUKorEurope.
5.3.9 Ensure all disposable food utensils (e.g. cutlery, cups, plates, takeaway containers) are 100% compostableandfreefromplastic.
Helpful resources
Supplychainsustainabilityschool
TheSupplyChainSustainabilitySchoolisacollaborationbetweencompaniesaimingtoenhancesustainability practiceswithintheirorganisationsandtheirsupplychains. Organisationscanaccesstheschool'sextensive freeguidance,resources,andCPD-accreditedtrainingmaterials.HdWEstronglyencouragesitssupplychain partnerstosignupandutiliserelevantresources(particularlycontractorsandsub-contractorsworkingonour refurbishmentandredevelopmentprojects). MoreinformationandfreeresourcesareavailableontheSupply ChainSustainabilitySchool'swebsite.
ScienceBasedTargetinitiative
TheScienceBasedTargetinitiative(SBTi)helpscompaniessetambitiousclimategoalsinlinewiththelatest climatesciencetoreducegreenhousegasemissions andlimitglobalwarmingtowellbelow2°Cabovepreindustrial levels. It works by providing a clearly defined pathway for organisations to set science-based emissionsreductiontargets,whicharethenindependentlyassessedandvalidatedbytheinitiative.HdWEhas setaNetZeroCommitmentof2040,alignedtotheScienceBaseTargetinitiativeandencouragesitssupply chainpartnerstodothesame.MoreinformationisavailableontheScienceBasedTargetinitiativewebsite.
Westminster’sSustainableCityCharter
ThepurposeoftheSustainableCityCharteristoencouragelocalauthorities,businesses,andorganisationsto work togethertomake Westminstersustainable. The Charteraims toachievethis by setting out aseries of commitments and actions that signatories should take to reduce their environmental impact, promote social equality,andimproveeconomicprosperity.TheCharterisseenasakeystepinensuringWestminsterbecomes netzeroby2040.HdWEbecameasignatoryoftheCharterin2023,andthispolicyaddressestherequirements under the ‘procurement and purchasing’ principle of the framework. For more information please visit the followingwebsiteSustainableCityCharter
PlanetMark
PlanetMarkisacertificationprogrammethatrecognisesorganisationsfortheirsustainabilityachievementsand 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 frameworkforongoingenvironmentalimprovement.HdWEhasachievedthePlanetMarkbusinesscertification for3yearsrunning.MoreinformationandresourcesareavailableonthePlanetMarkwebsite.
AppendixA:HdWEMaterialSchedule
REQUIRED
Suppliers:
Prefersupplierswhohave:
ISO14001:2015certification
CradletoCradlecertifications
Take-backschemesforsurplusmaterialsoroffcuts
Reusablepackagingsolutions
ResponsibleSourcing:
BES6001VeryGoodorExcellentforplasterboard,windowglass,aggregates,concrete,cement,asphalt, blockworkandrebar
AllmaterialstobeextractedwithinEurope
PreferproductswithverifiedEnvironmentalProductDeclarations/LifecycleCarbonAssessments
Preferproductsthatreportfullchemicalinventoryofingredients
RecycledContent:
Prefermaterialswithrecycledcontent
· 100%oflooseaggregate(exceptwherethespecificationcannotbemetfromalocallysourced recycledaggregate)
· 80%inblockwork
· 50%ininsulation
· 90%inplasterboard
· 50%incarpettiles
· 50%inconcretepaving
· 40%inasphaltroads
Timber:
AlltimbertobecertifiedasPEFCorFSC,ideally‘growninBritain’
Stone:
NaturalstoneextractedwithinEurope
Steel:
Procuresteelwiththefollowingcertifications:
Steel:UKCARESSCSorBES6001
Reinforcement:UKCARESSCSorECOReinforcement
Notethatifarecycledcontentabove35%isrequestedforstructuralsteelsections,theUKsteelindustryis unabletomeettheserequirements,sosteelfortheseprojectstendstobesourcedfromthelarger Europeansuppliers.
Concrete:
Selectconcretewithhighcementreplacementcontent.CEMII(upto35%cementreplacement)andCEM III(upto55%cementreplacement)shouldbefavouredinallcasesoverCEMI(0%cementreplacement) Considercarbonnegativeconcrete(https://carbicrete.com)
Aggregates:
Prefersustainable,recycled,andsecondaryaggregates
Aluminium:
Preferasource/supplierthatuseslesscarbon-intensiveproductionmethods. SelectPPCfinishoveranodised,forembodiedcarbonsavingsandendoflifeopportunities(anodising changesthechemistryandmakesitmoreexpensiveandcomplextorecycle)
AllaluminiumproductsshouldbefreeofSF6
Screed:
Preferlowcarbonalternativestotraditionalcement-basedscreed https://www.gyvlon.co.uk/en/environmental-impacts https://cemfloor.co.uk/sustainability/ http://www.ecoscreed.co.uk/products
Insulation:
PreferlesscarbonintensivemineralwooloverPIR/PUR
Low/zeroformaldehydebinders
Selectinsulationsupplierswhooffertakebackschemesforoffcutsorover-orders
RefrigerantuseinHVACsystems:
Reducethevolumeofrefrigerantused:applypassivedesignmeasuresandreducethesizeofthe equipment
Allrefrigerantsshouldhaveaglobalwarmingpotential(GWP)lessthan150 Ensurelowleakage.Refrigerantshouldbe100%recoveredattheendoftheproductlifefollowingproper managementprocedures
IndoorAirQuality:
Paints,coating,adhesivesandsealantsappliedonsitewithzeroVolatileOrganicCompounds(VOCs)
Flooring,furnitureandinsulation(thermalandacoustic)withloworzeroVOCs
Ensurewetmaterials(suchasadhesives,woodpreservativesandfinishes,sealants,glazingcompounds, paintsandjointfillers)areinstalledandallowedtofullycure,priortoinstallationofadsorptivematerials
Transport,storeandprotectabsorbentmaterials,e.g.carpets,upholstery,furnishings,fabricwallcoverings, acousticceilingpanels,inoriginalpackagingorsealedpolyethylenesheetinguntiltimeofinstallation
Appliances:
AllappliancestobeA+++ratedorotherenergycertificationtopratedappliances(e.g.EnergyStar)
T+44(0)2075803163 enquiries@hdwe.co.uk hdwe.co.uk