Durham County Council Achieving Gold for Sustainable Timber

1. Durham County Council Achieving Gold for Sustainable Timber Jamie Thomas – Sustainable Procurement Officer

2. 1. Making the Pledge

3. Making the pledge • Working with the Government’s Central Point of Expertise on Timber (CPET), Durham County Council adopted a Sustainable Timber Procurement Policy in 2010. • “All timber and wood-derived products are required to be purchased from independently verifiable legal & sustainable sources”

4. Making the pledge • Working with the Government’s Central Point of Expertise on Timber (CPET), Durham County Council adopted a Sustainable Timber Procurement Policy in 2010. • “All timber and wood-derived products are required to be purchased from independently verifiable legal & sustainable sources” • In April 2011 we made a Gold pledge to the WWF. We pledged:

5. Making the pledge • Working with the Government’s Central Point of Expertise on Timber (CPET), Durham County Council adopted a Sustainable Timber Procurement Policy in 2010. • “All timber and wood-derived products are required to be purchased from independently verifiable legal & sustainable sources” • In April 2011 we made a Gold pledge to the WWF. We pledged: We, Durham County Council, will ensure that we only buy recycled, certified or sustainable and legal timber products across all our departments. We, Durham County Council, will set up a recording and monitoring system to ensure forest products procured meet the requirements of our policy.

6. 2. The Starting Point

7. The starting point • After adopting a Sustainable Timber Procurement Policy in 2010, efforts had been made to embed this across the Council as widely as possible.

8. The starting point • After adopting a Sustainable Timber Procurement Policy in 2010, efforts had been made to embed this across the Council as widely as possible. • Durham County Council is a large organisation with procurement only partially centralised within the authority. We had to make sure we reached out to those in procurement roles in other departments.

9. The starting point • After adopting a Sustainable Timber Procurement Policy in 2010, efforts had been made to embed this across the Council as widely as possible. • Durham County Council is a large organisation with procurement only partially centralised within the authority. We had to make sure we reached out to those in procurement roles in other departments. • For any contract involving timber, we had introduced a Pass/Fail Essential Criteria as part of the tender process.

10. The starting point

11. The starting point • After adopting a Sustainable Timber Procurement Policy in 2010, efforts had been made to embed this across the Council as widely as possible. • Durham County Council is a large organisation with procurement only partially centralised within the authority. We had to make sure we reached out to those in procurement roles in other departments. • For any contract involving timber, we had introduced a Pass/Fail Essential Criteria as part of the tender process. • By early 2011, this was in general use.

12. The starting point • After adopting a Sustainable Timber Procurement Policy in 2010, efforts had been made to embed this across the Council as widely as possible. • Durham County Council is a large organisation with procurement only partially centralised within the authority. We had to make sure we reached out to those in procurement roles in other departments. • For any contract involving timber, we had introduced a Pass/Fail Essential Criteria as part of the tender process. • By early 2011, this was in general use. • In addition: • Timber is highlighted as a risk area in the Procurement Risk Assessment for all contracts over £50,000 in value. • The Sustainable Procurement Officer engages with the lead Procurement Officer for any contracts with a medium or high timber impact – to build additional safeguards into the tender process.

13. 3. Ensuring Compliance

14. Ensuring compliance • The first thing to do was ensure we had a mechanism in place to effectively monitor timber-related contracts.

15. Ensuring compliance • The first thing to do was ensure we had a mechanism in place to effectively monitor timber-related contracts. • For new contracts, we already had a system in place to record every contract decision prior to formal award. Adding a “timber?” check to that system was straightforward.

16. Ensuring compliance • The first thing to do was ensure we had a mechanism in place to effectively monitor timber-related contracts. • For new contracts, we already had a system in place to record every contract decision prior to formal award. Adding a “timber?” check to that system was straightforward. • Every new contract with a “timber” flag is recorded on a special area within our Contracts Register.

17. Ensuring compliance • The first thing to do was ensure we had a mechanism in place to effectively monitor timber-related contracts. • For new contracts, we already had a system in place to record every contract decision prior to formal award. Adding a “timber?” check to that system was straightforward. • Every new contract with a “timber” flag is recorded on a special area within our Contracts Register. • The Sustainable Procurement Team check the supplier’s compliance on a regular basis as part of the contract monitoring process.

18. Ensuring compliance • The first thing to do was ensure we had a mechanism in place to effectively monitor timber-related contracts. • For new contracts, we already had a system in place to record every contract decision prior to formal award. Adding a “timber?” check to that system was straightforward. • Every new contract with a “timber” flag is recorded on a special area within our Contracts Register. • The Sustainable Procurement Team check the supplier’s compliance on a regular basis as part of the contract monitoring process. • This includes obtaining evidence from the supplier, checking invoices for chain of custody, and separately checking the supplier’s accreditation with FSC, PEFC, etc.

19. Ensuring compliance • For existing contracts the task was slightly different.

20. Ensuring compliance • For existing contracts the task was slightly different. • A review of our contracts in mid 2011 showed that we had contracts in place with 15 suppliers which had been let prior to the introduction and embedding of our Sustainable Timber Procurement Policy. Some of these were not due to expire until 2014.

21. Ensuring compliance • For existing contracts the task was slightly different. • A review of our contracts in mid 2011 showed that we had contracts in place with 15 suppliers which had been let prior to the introduction and embedding of our Sustainable Timber Procurement Policy. Some of these were not due to expire until 2014. • These contracts generally contained no contractual requirement covering the sustainable sourcing of timber.

22. Ensuring compliance • For existing contracts the task was slightly different. • A review of our contracts in mid 2011 showed that we had contracts in place with 15 suppliers which had been let prior to the introduction and embedding of our Sustainable Timber Procurement Policy. Some of these were not due to expire until 2014. • These contracts generally contained no contractual requirement covering the sustainable sourcing of timber. • We engaged with the suppliers – through the nominated contract manager where possible – to find out how compliant they were.

23. Ensuring compliance • For existing contracts the task was slightly different. • A review of our contracts in mid 2011 showed that we had contracts in place with 15 suppliers which had been let prior to the introduction and embedding of our Sustainable Timber Procurement Policy. Some of these were not due to expire until 2014. • These contracts generally contained no contractual requirement covering the sustainable sourcing of timber. • We engaged with the suppliers – through the nominated contract manager where possible – to find out how compliant they were: • 11 of the 15 suppliers were able to evidence either PEFC or FSC certification. • Of the remaining four suppliers, one subsequently obtained FSC certification for their product range. Two of the contracts have expired, and the other will shortly do so.

24. Ensuring compliance • We also make use of a number of collaborative contracts, let by regional or national bodies such as Government Procurement (formerly Buying Solutions) or the Pro5 Purchasing Organisations.

25. Ensuring compliance • We also make use of a number of collaborative contracts, let by regional or national bodies such as Government Procurement (formerly Buying Solutions) or the Pro5 Purchasing Organisations. • Our experience shows that these need to be checked carefully to ensure they are as compliant as they may seem.

26. Ensuring compliance • We also make use of a number of collaborative contracts, let by regional or national bodies such as Government Procurement (formerly Buying Solutions) or the Pro5 Purchasing Organisations. • Our experience shows that these need to be checked carefully to ensure they are as compliant as they may seem. • For example, we source our office paper via the North East Purchasing Organisation (NEPO)’s contract.

27. Ensuring compliance • We also make use of a number of collaborative contracts, let by regional or national bodies such as Government Procurement (formerly Buying Solutions) or the Pro5 Purchasing Organisations. • Our experience shows that these need to be checked carefully to ensure they are as compliant as they may seem. • For example, we source our office paper via the North East Purchasing Organisation (NEPO)’s contract. • When we committed to use the contract, NEPO assured us that the supplier was fully FSC certified.

28. Ensuring compliance • We also make use of a number of collaborative contracts, let by regional or national bodies such as Government Procurement (formerly Buying Solutions) or the Pro5 Purchasing Organisations. • Our experience shows that these need to be checked carefully to ensure they are as compliant as they may seem. • For example, we source our office paper via the North East Purchasing Organisation (NEPO)’s contract. • When we committed to use the contract, NEPO assured us that the supplier was fully FSC certified. • In practice it turned out that while the supplier had FSC certification for their organisation, not all of their paper products are compliant!

29. Ensuring compliance • We also make use of a number of collaborative contracts, let by regional or national bodies such as Government Procurement (formerly Buying Solutions) or the Pro5 Purchasing Organisations. • Our experience shows that these need to be checked carefully to ensure they are as compliant as they may seem. • For example, we source our office paper via the North East Purchasing Organisation (NEPO)’s contract. • When we committed to use the contract, NEPO assured us that the supplier was fully FSC certified. • In practice it turned out that while the supplier had FSC certification for their organisation, not all of their paper products are compliant! • We responded by instructing the supplier to block non-compliant products, so that Durham buyers could not place orders for them.

30. 4. Success!

31. Success • In February this year following an audit visit by the WWF we were delighted to become the first Council to achieve the Gold Pledge.

32. Success • In February this year following an audit visit by the WWF we were delighted to become the first Council to achieve the Gold Pledge. • But this isn’t a “task and finish” project.

33. Success • In February this year following an audit visit by the WWF we were delighted to become the first Council to achieve the Gold Pledge. • But this isn’t a “task and finish” project. • We need to continue to actively monitor suppliers for compliance on an ongoing basis.

34. Success • In February this year following an audit visit by WWF we were delighted to become the first Council to achieve the Gold Pledge. • But this isn’t a “task and finish” project. • We need to continue to actively monitor suppliers for compliance on an ongoing basis. • And we are committed to continuing to work with WWF on sustainable timber, and to offer our support to other Councils striving to meet their pledge.

35. Contact me Thank You Contact details: Jamie Thomas – Sustainable Procurement Officer 03000 265 428 jamie.thomas@durham.gov.uk