The United Nations University

Initial Draft / 16 April 2001
First Revision / 30 May 2001
Second Revision
Third Revision
Fourth Revision

For internal circulation only

Prepared by

Y. Oshige, Sr. Procurement Assistant, UNU/HQ

N. Kawade, Administrative Assistant, UNU/IAS

The United Nations University

53-70 Jingumae 5-chome

Shibuya-ku, Tokyo 150-8925

Japan

Tel: (03) 3499-2811, Fax: (03) 3499-2828

Internet:

Please email your comments to the ISO14001 Steering Group

(Brendan Barrett - or Makiko Yashiro – yashiro@hq,unu.edu)

Background

What is UNU?

The UNU is an international academic organization, which plays a unique role in world affairs and in promoting the aims of peace and progress. It provides and manages a framework for bringing together the world’s leading scholars to tackle the pressing problems of today, and helps alleviate the isolation of researchers in developing countries.

The UNU is an autonomous body of the UN with academic freedom guaranteed by its Charter. It works closely with the UN Secretariat, UNESCO and other UN organizations, acting as the link with the world’s academic community. Its work is carried out through a network of research and training centres and programmes (RTC/Ps), in both developing and developed countries.

In addition, the UNU works existing academic institutions in deferent parts of the world. The subject of the UNU’s work range from development economics research to the application of science and technology in developing countries.

The UNU’s research and training centres and programmes (RTC/Ps) conduct in-house research and training, and coordinate research and training involving institutions in many countries.

Development of ISO14001 at the UNU

On 13 February 2001 the UNU Centre, UNU Institute of Advanced Studies and the Global Environment Information Centre, all in Tokyo, have been officially certified by the Japan Standards Association to meet the ISO14001 standard.

During the course of application process, the UNU developed its Environmental Management System (EMS) together with its environmental policy entitled “Going for Green”.

In implementing this policy, the UNU seeks to contribute to the global and local community and to “green” both work practices and the work place. Some positive impacts that the UNU have had through implementation of the ISO14001 are reductions in resource consumption as well as a general increase in the environmental awareness of all personnel.

In order to create more involvement of the UNU personnel, however, the substantial measures that can be easily followed and practiced by all personnel are essential. The establishment of such measures could further increase local public understanding of its policies and objectives related to ISO14001.

Role of Procurement

As articulated in the Procurement Guidelines of the “Going for Green“ policy, procurement plays an important role in the implementation the ISO14001. Since all personnel are involved, both directly and indirectly, in the procurement process during their daily activity, developing a clear and affirmative procurement guideline is needed to ensure effective contribution to the attainment of the UNU’s targets and objectives.

Understanding Environmental Problems

Many environmental problems do not stem from specific direct causes; but rather the effects of economic activity and our daily mass production, mass consumption and mass waste disposal have gradually accumulated and imposed a heavy environmental impact that has led to the current dire situation.

To solve contemporary environmental problems and preserve valuable natural resources for future generations, every member of our society must take action, reconsider our economic system and lifestyles, and create a society that pursues sustainable development with reduced environmental impact; in other words, an environmentally sound society.

In response to this situation, we have to consider the impacts of our procurement activities and how the selection of products can take environmental considerations into account.

What is Green Procurement?

“Green Procurement” is the concept that guides every sector of the public including local/national governments, private companies, schools, and consumers, when seeking to purchase products that are more environmentally friendly.

In May 2000, “The Law for Promoting Environment-friendly Goods by Government and others” was established in Japan. This law is also referred to as the “Green Procurement Law” and was established in order to promote the recycling and reuse of limited resources, to minimize negative impact to the environment, and to build up the sustainable recycled society, through green purchasing.

The “Green Procurement Law” also provides guidelines to governmental organizations, private companies and consumers how to contribute to Green Procurement.

In line with the “Green Procurement Law”, the Green Purchasing Network (GPN), which consists of big businesses, small-and-medium-sized enterprises, the Ministry of the Environment - Japan, local government bodies, consumer organizations, and environmental NGOs, introduced the Purchasing Guidelines. The Purchasing Guidelines, which list items that should be taken into consideration when making purchases, and encourage buyers to select products with less environmental impact, include 11 guidelines for the respective categories of products; coping/printing paper, copier/printer, personal computers, refrigerators, sanitary paper, stationery and office supplies, washing machines, lights bulbs and devices, motor cars, air-conditioners, and office furniture.

UNU Green Procurement Objectives

The goal of UNU is to achieve 50% Green Procurement by the end of 2002.

The Green Procurement items include:

-Type I Eco-label certified products

(An eco-label is a label or logo on a product that gives consumers information about the environmental, agricultural, or social impacts of what they buy, which in turn can help people make better informed choices in the marketplace; i.e. “Eco Mark” in Japan, “EU Eco-label” in the EU countries, “Green Seal” in the US, etc.)

-Products listed in the Purchasing Guidelines issued by GPN

Product Guidelines

All UNU personnel are requested, up on submission of requests for buying a supply or equipment, to consider the criteria that are provided in the Product Guidelines presented below. The guidelines are for the following eleven (11) categories:

  • Copying and printing paper
  • Copiers, printers, facsimile machines
  • Personal computers
  • Stationery and office supplies

Office furniture

  • Toilet and tissue paper
  • Lighting apparatus and lamps
  • Motorcars
  • Refrigerators
  • Washing machines
  • Air conditioners

/ I. Guidelines for Purchasing Paper for Office machines and Printing Paper
When purchasing paper for office machines (plain paper for copiers, printers, and fax machines) or printing paper, the following guidelines should be considered to reduce its loads on the environment:
Both paper for office machines and printing paper shall
(1) be blended with a maximum of waste paper, and
(2) have low brightness.
Printing paper shall
(3) be less coated on the surface, and
(4) have no plastics coating which prevents easy recycling of the paper.
/ II. Guidelines for Purchasing Copiers, Laser Printers, Laser Faxes, and their Multifunctional Machines
When purchasing a copier (using plain paper), laser printer, laser fax, or their multifunctional device (hereafter called "the machine"), the following guidelines should be considered to reduce their loads on the environment:
(1) The machine shall consume as little power as possible during operation. The copier shall have a low "energy consumption rate" as stipulated in the Law Concerning the Rational Use of Energy.
(2) The machine shall be complete with the function of automatically switching it into low-power or power-off mode a certain time after it has become inactive. (For all machines, the "Energy Star logo" helps indicate the machine has such a function.)
(3) The machine shall have a two-side copying/printing function.
(4) The machine shall emit little ozone during operation.
(5) The machine shall be designed to ensure that, after the end of its life, disassembled and its parts or materials easily recycled.
(6) The machine, after the end of its life, shall be recovered; many of its parts shall be reused for new products; and others shall be recycled as materials.
(7) The machine shall incorporate recycled parts and/or materials.
(8) For the machine using harmful selenium in its photo-sensitive drum, the substance shall be properly recovered and recycled.
(9) The used toner cartridge of the machine shall be properly recovered and recycled.
/ III-A. Guidelines for Purchasing Toilet Paper
When purchasing toilet paper, the articles below shall be considered in purchasing products with as little environmental burden as possible. "Raw material composed of 100% recycled paper" is the most important condition.
Raw materials should be 100% recycled paper.
Whiteness should be of a low level.
Consideration should be given to the following points:
a. Core-less type
b. Single ply
/ III-B. Guidelines for Purchasing Tissue Paper
When purchasing toilet paper, the below issues shall be considered to purchase products with as little environmental burden as possible.
The product shall contain a high content of used paper.
The product shall have a low whiteness level
/ IV. Guidelines for Purchasing Personal Computers
When purchasing personal computers, the below issues shall be considered to purchase products with as little environmental burden as possible.
Low energy consumption during operations. This means the product should have a low "energy consumption rate."
The product shall be equipped with a function which automatically shifts the machine to a low energy mode when unused for a certain period of time, and energy consumption at this level shall be low.
The product shall have the capacity for upgrading and expanding functions in order to make a longer useful life possible.
The product shall be designed to facilitate recycling and re-use of component parts.
The manufacturers shall promote the collection and re-use of their own used products.
Use of recycled plastic
The user manuals included in the product shall be made from recycled paper.
Both desktop (including tower designs) and laptop computers running on versatile operating systems shall be subject to the guidelines.
When monitors, keyboards, modems, CD-ROM's, etc., are sold integrated with the microprocessor (PC body), they shall all be subject to the guidelines.
Products such as individual monitors and keyboards that are sold separately from microprocessors are not subject to these guidelines.
Information Requirements:
Use of brominated flame retardants
Use of PVCs (excludes wiring parts)
/ V. Guidelines for Purchasing Refrigerators
When purchasing refrigerators and freezers, the below issues shall be considered to purchase products with as little environmental burden as possible.
Low energy consumption during operations
The products shall use materials for refrigerants, insulators, and foaming agents that have small effects related to ozone layer destruction and global warming.
The manufacturer shall provide good after-sales service in order to make a longer useful life possible.
The product shall be designed to facilitate recycling of component parts.
Information Requirements
Use of brominated flame retardants
Use of PVCx (excludes wiring parts)
/ VI. Guidelines for Purchasing Stationary and Office Supplies
Important environmental issues that should be considered when purchasing the stationary and office supplies listed below.
Note pads, office paper products(*1), adhesive notes, drawing paper, envelopes, labels (tack seals), files and binders(*2), card cases, desk mats, cutting mats, mouse pads, transparencies, craft tapes, pencils, mechanical pencils, refill lead for mechanical pencils, ball point pens, markers, erasers, and correctional tools.
When purchasing stationary and office supplies, the articles below shall be considered in purchasing products with as little environmental burden as possible.
<General Guidelines>
1) Use of large percentages of recycled materials
<Note pads, office paper products, envelopes, and labels>
2) Low levels of whiteness
<Files and binders (those that use binding equipment and labels)>
3) Binding equipment and covers should be separable to reuse, binding equipment reusable, or they should be recycled separately
4) Labels should be replaceable for repeated use
<Ball point pens, markers, and correction tools>
5) Consumable parts should be either replaceable or replenishable
<Cutting mats>
6) Both sides should be usable
<Labels (tack seals)>
7) Products with resin treatment should be avoided so that they can be recycled
<Craft tapes>
8) To facilitate recycling of paper with tape, water-soluble adhesives are recommended and resin lamination should be refrained from.
<Mechanical pencils>
9) Minimal length of remaining lead
Information Requirements
- Use of PVCs in the product and packaging
*1: Report paper, letter stationary, squared manuscript paper, ledger paper, and memo paper
*2: Flat files, pipe style files, folders, holders, boxed files, clip files, MP binders, ring binders and others defined by the "Guide to Files and Binders - Types and Standards Vol. 9" issued by the Japan Files and Binders Association.
/ VII. Guidelines for Purchasing Washing Machines
When purchasing washing machines, including full-automatic and two-tank style products the articles below shall be considered in purchasing products with as little environmental burden as possible.
Minimum water use
Equipped with automatic water supply systems that draw water from used bathtub water
Power consumption during use should be low
Excellent customer service after purchase in order to increase the length of use
Designed for easy dismantling and recycling of parts after discarding
Use of recycled plastic
Operating instructions should describe environmentally friendly practices
Information Requirements
Use of brominated flame retardants.
/ VIII. Guidelines for Purchasing Lighting Equipment
[I] Lamps
When purchasing incandescent light bulbs and florescent lights, the articles below shall be considered in purchasing products with as little environmental burden as possible.
<Applying to both incandescent light bulbs and florescent lights>
1.High lamp efficiency (florescent lamps should be the three band type)
2.Long lasting
<Applying only to florescent lights>
3.Minimum mercury sealed in
4.Tube should be thin and resource-conserving
<Selection of incandescent light bulbs and florescent lamps>
5.When there is no interference with the intended function and if it is compatible with the lighting device, switch incandescent light bulbs to florescent light bulbs to conserve energy
[II] Lighting Fixtures
When purchasing florescent lighting devices for industrial and household use, the articles below shall be considered in purchasing products with as little environmental burden as possible.
Florescent lighting devices should have high energy efficiency (they should use the inverter method, particularly the high frequency inverter method).
They should be designed to facilitate dismantling and recycling after discarding.
[III] Lighting Plans
When drawing up lighting plans for facilities such as residences and offices, the articles below shall be considered in purchasing products with as little environmental burden as possible.
Consider the appropriate brightness
Promote the use of natural lighting
Utilize brightness sensors, human motion sensors, timer functions, and light adjustment functions
Appropriately combine localized and wide area lighting
/ IX. Guidelines for Purchasing Automobiles
The scope of the guidelines includes passenger vehicles and light and mid-sized cargo vehicles that use gasoline or gas oil as fuel.
When purchasing automobiles, the articles below shall be considered in purchasing products with as little environmental burden as possible.
They shall have high fuel efficiency and low carbon dioxide (CO2) emissions.
They shall have low levels of nitrogen oxides (NOx), hydrocarbons (HC), carbon monoxide (CO), and particulate matter (PM) in their emissions.
They shall use coolants for air conditioning that have a little contributory impact on ozone layer depletion and global warming.
They shall use reduced levels of lead.
They shall be designed for ease in disassembly and recycling of their parts when no longer in commission.
They shall use large amounts of recycled parts.
They shall make little external noise.
/ X. Guidelines for Purchasing Air Conditioners
When purchasing air conditioners (thermostat types and installed types), the articles below shall be considered in purchasing products with as little environmental burden as possible.
They shall have low power consumption in order to prevent global warming and to conserve resources.
They shall use coolants that have little contributory effect to ozone layer depletion and global warming.
They shall have excellent customer service in order to make long term use possible.
They shall be designed for ease in disassembly and the recycling of their parts when no longer in commission.
They shall use recycled plastic.
They shall make little noise inside and outside the home while in use.
Information Requirements
- Use of bromine flame retardants (for plastic parts such as container casing around the wiring and covers).
/ XI. Guidelines for Purchasing Office Furniture
When purchasing office furniture such as desks, chairs, filing cabinets, cubicles, and the like, the articles below shall be considered in purchasing products with as little environmental burden as possible.
<General Guidelines>
They shall have excellent customer service in order to make long term use possible.
They shall be designed to make recycling after disassembly easier when no longer in use.
They shall use many recycled materials.
They shall have low emissions of formaldehyde.
<For Chairs>
They shall have parts that every user can replace.
Information Requirements
Use of brominated flame retardants
Use of PVCs (excludes wiring parts

Application to UNU Procurement Procedures