The organization shall establish the relevance of each of the objectives, targets and plan(s) to individual suppliers, and shall include sufficient and relevant information in tender or other documentation to enable its suppliers to demonstrate their capability to support the objectives.

When requesting tenders or equivalent documents, an organization shall make assessments based on the supplier’s ability to meet or contribute towards objectives, targets, cost-effectiveness and quality.

If organizations do not go through a tender process, they shall justify their process and show how they consider sustainable development issues when choosing suppliers.

REQUIREMENTS:

It is a requirement of the standard that the sustainability intent of the organization and requirements is included in tender or other documentation. It is also required that suppliers are informed of how they will be assessed with regards to sustainability requirements.

This clause requires that the sustainability objectives, targets and plans of the organization and requirements on supply chain are included in tender or other documentation. It is also required that suppliers are informed of how they will be assessed with regards to sustainability requirements.

Those that source products and services on behalf of the organization must justify their sourcing choices based considering the sustainability requirements in place by the organization.

EDUCATION:

Those individuals or organizations involved in the production of the event, such as sub-contractors, suppliers, stallholders, exhibitors, talent should have involvement, compliance and performance expectations included in their contracts. Penalties or incentives can be included.

Ensure the event tender documentation clearly outlines the organization’s commitment to sustainability and requests all respondents to outline their policies. Include these guidelines in tender documentation or additional information documentation.

RELEVANT SEMS QUESTION:

COMMUNICATIONS/Supply Chain: There is a process in place which ensures sourcing refers to the importance of sustainability in tenders and contract documentation and that guidance is provided on the organization’s desired sustainability outcomes and performance expectations required of suppliers.

PROCUREMENT: POLICY, SUPPLIERS, REPORTING/The organization has a procurement policy that supports the achievement of event sustainability targets.

SEMS SAMPLE DOCUMENT: 

• Supply Chain Management Process

EXAMPLE OF EVIDENCE TEXT:

Purchase decisions are made every day in the pre-production phase of planning XYZ Organisation's events, and the right choices need to be made to reduce the impacts of procurement and consequentially of our events.

We encourage all those sourcing for XYZ Organisation/event to undertake due diligence to ensure our purchasing is not from companies where there may be worker mistreatment, ecological degradation, societal or environmental disruption from the production or supply chain of the products in question.

Included in sourcing of products and services are sustainability requirements, and sustainability is included in the final assessment, along with budget, efficiency, suitability for purpose and artistic requirements.

Departments, staff, crew or contractors that source products, materials and services on behalf of the organisation are required to consider the following aspects when sourcing and assessing procurement options.

• Do we really need to buy it in the first place?
• Can existing products or equipment be used instead of buying new goods?
• Can we hire or share instead of purchasing?
• Can we conserve resources through purchasing only what we need in quantities needed.
• Can we store and reuse rather than purchase and discard after a single use.
• Can we choose products that can be recycled, composted or repurposed at their end of use.

XYZ Organisation strives to continually improve the sustainability credentials of our sourcing choices. The following goals are in place to guide this:

1. Products with sustainability credentials (materials and manufacturing) are chosen by preference.
2. To increase proportion of [Australian] manufactured products procured.
3. To phase out any products without traceable chain of custody of responsible production, manufacturing and labour practices.
4. We purchase reusable alternatives rather than disposable supplies.
5. We purchase products which can be recycled at their end-of-life.
6. We challenge suppliers and wholesalers to present source new sustainable options.
7. Materials and equipment are stored and re-used at each event and in consecutive years.

Additionally these are the aspect which guide sourcing decisions:

Buying Sustainably Produced Products

• Choose products which have independent eco-label certification.
• Choose products with ethical production and fair labour policies and practices.
• Purchasing locally to support the local economy and reduce transport impacts.
• If not local then to buy [Australian] manufactured products made from [Australian] materials as a first preference.
• Use organic, seasonal or local produce.
• Choose products made from sustainably harvested, grown or mined raw materials.
• Choose products made with sustainable manufacturing processes.
• Choose products made from recycled materials.
• Choose products which are non-toxic and chemical-free.
• Choose products with low manufacturing carbon and water footprints.
• Choose service providers who have sustainability policies to ensure sustainable operations and their own sustainable sourcing.
• Add to the demand for sustainable products by purchasing them preferably.

Suppliers are given information about XYZ Organisation's preference and for those existing trusted suppliers who do not conform, support and guidance is given to assist them to meet our requirements. Suppliers are informed on how the final sourcing decision will be made, regarding sustainability credentials.

Where a sourcing decision is made which conflicts with this guidance, the person responsible for the decision must justify their choice in their sustainability performance report, at the Greening Committee meetings, in the event debrief or management review.

Read the Supply Chain Management Process document.

AUDITOR INSTRUCTIONS:

Look for:

• Description of their sourcing process
• Sustainable Sourcing Policy
• Sustainable Sourcing Process document
• Communication with supply chain around sustainability requirements is in place. This include materials and supplies, infrastructure and equipment hire, along with service providers.
  (eg catering, waste, energy)
• Justification for sourcing which conflicts with principles

AUDIT OUTCOMES:

• The organization's supply chain communication includes the importance of sustainability outcomes and offers guidance in achieving goals.
• There is a Sustainable Sourcing process document; or
• A Sustainable Procurement Policy.
• Any sourcing which conflicts with stated SD principles or sustainability plans and objectives is justified.
• Suppliers are informed of the sustainability aspects that will be included in the final sourcing decision.