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British Columbia Lottery Corporation

Procurement Program Refresh 

BCLC identified a need to re-examine their sustainable procurement program, which had not been reaching its full potential.  To better align their procurement practices with their newly adopted Social Purpose and corporate sustainability goals, BCLC was looking for a roadmap to refresh their program and ensure its longevity.

Working with a core team of representatives from both the Supply Management and Social Purpose & Sustainability teams, Reeve set-out on a 2-phased approach.

 

The first phase focused on looking at industry best practices and benchmarking BCLC’s current sustainable procurement program to identify strengths, gaps, and recent success stories. From here, Reeve engaged with internal stakeholders to formulate a Sustainable Procurement Implementation Strategy that would provide a roadmap for program development over the next three years.

 

In Phase 2, the team delved into the development of a few key program elements, as outlined in the Implementation Strategy. These included:

  1. A Sustainable Procurement Policy ready to enter the approvals process;
  2. A set of Tools to support procurement staff and Client Departments with incorporating sustainability throughout the procurement process;
  3. A High Impact Procurement Opportunities (HIPO) List of upcoming procurements and piloting of the new sustainable procurement Tools in a select number of procurements;
  4. A Communications & Training Plan to help guide the dissemination of information and identify key audiences to train; and
  5. Updated processes to collect and measure sustainable procurement KPI’s.

BCLC staff and senior leadership now have a deeper understanding of a high-performing sustainable procurement program, along with their own Strategy to guide the building out of such a program that will align with their Social Purpose and sustainability values.

After a year of working with Reeve, BCLC also got a kick-start on several key foundational elements of their program – giving them the tools and knowledge to become self-sufficient and evolve their practices over time.

Feed BC

FeedBC in Public-Sector Institutes

Photo by University of the Fraser Valley.

Feed BC in British Columbia’s (B.C.) public post-secondary sector is a partnership initiative led by the Ministry of Agriculture and Food partnered with the Ministry of Post Secondary Education and Future Skills, and 20 public post-secondary institutions (PSIs). The Feed BC PSI Partner Program aims to encourage, inspire, and support a shift to more local food in PSI campuses and beyond. Through partnering with Feed BC, PSIs showcase their commitment to sustainability goals and contribute to the economic development of local B.C. communities.

Feed BC was looking for support in planning, developing and managing the network of public sector institutions on an ongoing basis.

Reeve, in partnership with Greenchain Consulting, had previously managed an Advisory Group for Feed BC and had consulted on a Feed BC Value Chain Advisory Group Project. This experience, combined with Reeve’s network of public-sector institutions through Canadian Collaboration for Sustainable Procurement and Greenchain Consulting’s vast knowledge on sustainable food chain practices, meant they were well positioned to help Feed BC achieve success through the PSI Partner Program.

Reeve developed an initial two-year Action Plan for 2021/22 – 2022/23 which set out a vision of a Program that encourages, inspires, and supports a shift to more B.C. foods across its post-secondary Partners. The Action Plan set out four Program objectives to support this vision:

  • Develop tools and resources for the partners,
  • Facilitate collaboration and networking,
  • Build individual capacity, and
  • Deliver measurable impacts.

The Program officially launched in February 2021. Since then, Reeve has continued to support Feed BC in the ongoing management of the Program. Reeve has provided numerous deliverables, in line with the Program Action Plan, including:

  • Network Management Support
  • Tools and Resources including an Indigenous Food Processors and Supplies List and a procurement bidding resource to build local food language into food services procurement
  • 4 partner webinars on tracking expenditures, Indigenous Recipes and Traditional Foods
  • Working Group Facilitation
  • Program Evaluation, including a Progress Report
  • Facilitation support for an in-person Partner Network Summit in June 2022
  • 1:1 support for PSIs looking to track their local food expenditures
  • PSI recruitment and onboarding support
  • A 2023/24 – 2024/25 Program Action Plan

Since launching in 2021, 20 of the 25 B.C. PSIs have committed to being Feed BC partners, the majority of which are now meeting and exceeding a 30% local food target set out by the ministry. The Feed BC Network has also received positive feedback annual review meetings, from webinars and working sessions. Reeve has developed a 2023/24 – 2024/25 Program Action Plan, which sets a roadmap for the Program’s progress to continue.

BC Ferries

Sustainable Procurement Benchmarking & Action Planning

BC Ferries is continuing their sustainable leadership Journey in the marine transportation industry, as evidenced by their commitments to the Provincial Government’s GHG emissions reduction targets.

To support this effort, BC Ferries needed to take their sustainable procurement practice to the next level of impact. First, they needed to know where they were starting from, identify program gaps, and set out priority action areas informed from best practices.

BC Ferries turned to Reeve Consulting to help them better understand their current state, learn sustainable procurement best practices, and benchmark themselves against peer organizations. A key benefit of carrying out this project was improved engagement among the procurement team, environmental group, and client departments.

As part of better communications, BC Ferries also sought to tell their story in a simple and compelling way. In response, Reeve developed an infographic to showcase BC Ferries’ sustainable procurement journey to internal stakeholders.

With the help of Reeve, BC Ferries gained an understanding of what was needed to implement a high-performing sustainable procurement program, and worked with internal champions to create an action plan that could guide their efforts.

Thompson Rivers University

Sustainable Purchasing Guide, High Impact Procurement Opportunities List, Sustainability Factsheets, and Training Sessions

Over the years 2019 – 2021, Reeve Consulting worked with Thompson River University (TRU) on several occasions to help them take initial steps in integrating their sustainability values into procurement practices and establishing a sustainable procurement program.

Reeve worked closely with both the Sustainability and Procurement teams to develop a Sustainable Purchasing Guide, a High Impact Procurement Opportunities (HIPO) List, a series of product sustainability factsheets, and deliver training to key stakeholders.

The Sustainable Procurement Guide directly supports TRU’s Campus Strategic Sustainability Plan by providing staff with guidance on how to include sustainability within standard procurement processes. The Guide is organized by procurement type, providing a simple set of steps for each, from p-card purchases to requests for proposals (RFPs). It also contains the following mini tools:

  • Risk and Opportunity Assessment Checklist
  • Supplier Leadership Questionnaire
  • Life Cycle Analysis Assessment Checklist
  • Total Cost of Ownership Worksheet

Reeve also brought together stakeholders from multiple departments, via interviews and a workshop, to identify where sustainable procurement could be best applied and have the highest impact on TRU’s supply chain. The resulting High Impact Procurement Opportunities (HIPO) List identified:

  • Categories with high spend and/or high potential for environmental and social impact
  • Categories in which contracts are up for tendering, renewal, or renegotiation in the near term
  • Categories where there is market readiness to provide more sustainable alternatives

Later, Reeve delivered Training Sessions for representatives from various internal client departments. The training sessions helped staff better understand TRU’s current sustainable procurement practices and available resources, shared previous examples and success stories, and provided tips on how to implement sustainability for various types of purchases.

Finally, Reeve developed 10 Sustainability Factsheets to help staff clearly and quickly identify issues, criteria, and recommendations for purchasing specific product categories – like professional services, office supplies, catering, and more. These Factsheets were distributed to the Environmental Sustainability Advisory Committee and staff across the university to support more sustainable decentralized purchasing.

“This project has generated more focus and momentum for the next level of sustainable procurement across all departments of TRU. This was a very significant opportunity to come together to learn what each other has done and what they aspire to implement next. We came out of the project with clear successes to share and tools to engage the campus to take action in key categories.” – Jim Gudjonson, Director of the Office of Environment and Sustainability

City of Mississauga

Sustainable Procurement Policy, Action Plan, and Training Materials

Mississauga - Sustainable Procurement

Reeve worked with the City of Mississauga to approve a sustainable procurement policy, three-year action plan, and an accompanying set of training materials. The policy takes an inclusive approach to a range of key environmental, social, and ethical objectives. The policy and the implementation plan help ensure that City staff consider sustainability in the procurement process and capitalize on opportunities to have positive impact. We helped Mississauga embed sustainability in their procurement modernization process and apply it as part of the roll-out of their new online Enterprise Procurement Centre.

 

At the conclusion of the phase one, Mississauga City Council approved the policy and three-year Sustainable Procurement Action Plan. This also inspired the city to put resources towards hiring a Program Coordinator to continue the Sustainable Procurement movement. The Program Coordinator later worked with Reeve to develop and implement a comprehensive training program for buyers, contract managers and client department teams. A special feature of the training materials developed was a 2-minute explainer video, viewed countless times thereafter, to bring widespread awareness about sustainable procurement to internal and external stakeholders.

 

 

Sustainable Procurement Explainer Video

 

 

“The breadth of experience and public-sector connections that Tim and the Reeve team have brought to the City’s Sustainable Procurement Initiative (SPI) has been invaluable. Their practical and proven approach gave our staff confidence that social and environmental procurement was attainable and aligned with our existing core priorities. The insights they facilitate through the CCSP Social Procurement Working Group has already allowed Mississauga to advance more effectively.” – Natalie Adams, Sustainable Purchasing Coordinator, City of Mississauga