Low Carbon Procurement virtual event summary blog

Driving Sustainability through Responsible Procurement: Insights from the RCCF Projec

The escalating need for sustainable practices in procurement is at the forefront of the RCCF (Regional Climate Change Forum) project in the East of England. As part of the initiative, the sustainable development and joint procurement subgroup is playing a crucial role in helping district councils reduce their scope three emissions. Within the eastern region, the RCCF has prioritised sustainable and joint procurement, providing both funding for program management capacity to support the subgroup and a framework for collaboration. With this support the subgroup is currently chaired by Katrina Browning.

One of the key tools the councils are using is the Responsible Procurement Diagnostic, which was developed by SPS for EELGA and was launched in 2022. The RCCF invited councils to participate in a joint project to complete the diagnostic. This tool has proven to be invaluable, not only helping councils to identify and benchmark their current procurement practices but also fostering collaboration across the region. While individual councils could have purchased this tool, with competing priorities as Councils face other pressures such as budget pressures and preparing for the new procurement regulation, it’s easy for scope three actions to be delayed. Completing the diagnostic as a group has ensured that the participating councils completed the diagnostic tool within the project deadlines, have established a baseline to work from and it has helped to establish the subgroup as the councils are benefiting from shared learning and peer support.

The diagnostic is designed to guide councils in organising, prioritising, and realising their sustainability commitments. Completing the diagnostic raises awareness and challenges current practise, so who is invited to participate is key. In practice, using the Responsible Procurement diagnostic has helped councils reflect on their priorities and identify gaps in their sustainability efforts. For example, at Babergh and Mid Suffolk District Councils, they have used it to identify the next steps after the procurement team have established the basics, the diagnostic can be used to raise awareness of the standards we can aspire to and to encourage engagement and understanding regarding the benefits of work with supply chains. This is crucial, as the work of procurement teams need to align with the council's carbon reduction plans and overall sustainability goals for the broader strategy to be effective and have an impact on Scope 3 emissions.

Engaging the right stakeholders in these conversations is often a challenge. In the eastern region project, 13 councils participated, and 248 individuals were invited to contribute their insights. Although it can be difficult to secure participation, clear communication about the expectations and process resulted in an impressive 61 per cent response rate.

Looking ahead, BMSDC are working on practical measures to embed sustainability in procurement processes. This includes adding sustainability principles to standing orders, considering the environmental impacts as a check within the tools that document the procurement process, within terms and conditions requiring contractors to measure and report emissions and strengthening their contract management practices. They are developing a checklist for carbon reduction policies and are looking at how they can strengthen the commissioning decisions regarding contracts, working currently on developing and environmental impact check to be used in a tool alongside checks for key risks within contracts such as Modern Slavery

The e-procurement system, Suffolk Sourcing (Intend), now asks suppliers about their carbon reduction plans and emissions, setting clear expectations from the outset. Additionally, the councils have reviewed the website of their top 100 suppliers by spend to better understand their sustainability journey and are now working on an online survey to go out to those key strategic suppliers.

The RCCF project continues to drive meaningful change in how councils approach procurement, fostering collaboration, shared learning and accountability working towards sustainability goals.

Low Carbon Procurement Toolkit: West London Alliance’s Collaborative Approach

The West London Alliance (WLA), a collaboration of seven boroughs, has taken significant strides towards fostering sustainability through its new Low Carbon Procurement Toolkit. This initiative reflects the evolving priorities of the WLA as it navigates various regional challenges, such as economic growth, waste planning, and climate action. The boroughs involved may vary depending on the work at hand, showcasing the flexibility and cooperative spirit of the Alliance.

Amid growing conversations around circular and green economies and the race to net-zero emissions, WLA leaders saw an opportunity to integrate sustainable practices into procurement. The result was the development of a Low Carbon Procurement Toolkit and a complementary charter. These resources help bring together climate action policies from each borough and provide a structured approach to incorporating sustainability into procurement practices.

The Toolkit, which includes both practical guidance and training for council officers, helps budget holders, contract managers, and heads of departments understand the importance of sustainability in procurement. By offering a detailed walkthrough of what to consider during procurement—such as manufacturing processes, packaging, delivery, and product lifecycle—the Toolkit aids in identifying ways to reduce carbon emissions at each stage of a product or service's journey.

At the heart of this initiative is the Low Carbon Procurement Charter. This document serves as a mutual commitment between local authorities and suppliers to pursue low-carbon goals, emphasising transparency, ethical practices, and continuous improvement. It aligns procurement processes with broader climate action plans and environmental policies, helping to standardise sustainable practices across the board.

However, the challenge lies in ensuring that these new policies and tools are adopted and maintained throughout the long cycles of public contracts, some of which can run for seven years or more. The WLA continues to push for the inclusion of new low-carbon requirements, such as emissions monitoring, in contracts. The importance of monitoring and measuring progress is central to ensuring that procurement policies continue to evolve in line with sustainability targets.

Ultimately, the WLA’s Low Carbon Procurement Toolkit is a forward-thinking approach to embedding sustainability in public procurement. It highlights the importance of collaboration, innovation, and stakeholder communication in achieving long-term environmental goals. While there are challenges in implementation, the WLA’s initiative serves as a model for other regions looking to adopt low-carbon procurement practices.

Construction Procurement a lever for whole system transformative change

SCAPE emphasises the critical role that construction procurement plays in addressing the global climate crisis. SCAPE, a public sector-owned framework provider, handles £3 billion worth of built environment contracts annually for local government, returning any surplus back to SCAPE’s six local authority shareholders. Chris highlighted the urgency of tackling climate change, particularly within the construction sector, which contributes 40 per cent of global greenhouse gas emissions.

The construction sector’s heavy reliance on materials like steel and concrete, both of which require significant energy and direct use of fossil fuels for production, means the industry plays a major role in carbon emissions. SCAPE is working to change this by pushing for sustainable construction practices through public sector procurement. SCAPE notes that many local authorities are not yet addressing their scope 3 emissions, with the procurement of works (in roads and buildings) often making up 40 per cent of a Council’s carbon footprint. SCAPE closely tracks the specification and standards being applied in frameworks procurement with only 3 per cent of projects procured well aligned with science-based climate targets, there is significant room for improvement.

SCAPE advocates for a shift in procurement strategies that consider lifecycle emissions—both embodied carbon (emissions generated during material production and on site works) and operational carbon (emissions from using roads and buildings). Chris underscores that focusing solely on operational carbon, such as energy efficiency and renewable energy, is insufficient. More needs to be done to address embodied carbon by selecting materials and construction methods with lower carbon footprints.

Procurement plays a pivotal role in this transformation. Public sector organisations control a large portion of UK construction spend and can leverage this power to influence the industry. Two procurement approaches are suggested: input specifications, which focus on prescribing specific materials like low-carbon cement, and outcome specifications, which prioritise performance-based results such as reduced carbon emissions over the lifecycle of a project. Successful examples like the Circular Twin project, which achieved a two-thirds reduction in whole life carbon emissions by specifying outcomes aligned with carbon reduction targets.

SCAPE encourages public sector buyers to adopt these methods to drive change at the project level. By requiring contractors and suppliers to account for emissions and meet carbon reduction goals, procurement teams can help accelerate the decarbonisation of the construction industry. While this requires expertise and effort, it is a crucial step towards achieving meaningful progress in reducing Scope 3 emissions for public sector Organisations.