Archive for the ‘Accommodation’ Category

Accommodation Standard

Friday, August 7th, 2009

  Designation: X XXXX-XX

Work Item Number: WK22056

Date: August 1, 2009

 

Standard Specification for the Evaluation and Selection of Accommodations for Meetings, Events, Trade Shows and Conferences

1.  Scope

1.1 This standard practice delineates procedural requirements for evaluating and selecting accommodations for use in meetings, events, trade shows, and conferences.  This standard coordinates with a task that planners execute to bring meetings to fruition.  

1.1.1   This standard identifies sustainability criteria to be included in the selection of accommodations by planners or destination management companies.

1.2 This standard does not purport to address all of the safety concerns, is any, associated with its use. It is the responsibility of the user of this standard to establish appropriate safety and health practices and determine the applicability of regulatory limitations prior to use.

 

2.  Terminology

Post-consumer: When referring to waste, post-consumer waste is produced by the end-user of a product. It is different from pre-consumer waste, which is the re-introduction of manufacturing scrap into the production process.

Recycled: A new product that has been made from re-processed materials. Recycled products can be made from post-consumer or pre-consumer waste.

Recyclable: A product that can be re-processed where facilities exist.

 

 

2.1  Definitions: 

2.1.1 Compostable materials, n—Organic substances are broken down by the enzymes produced by living organisms within a tested time frame. Implies certification by the Biodegradable Products institute and US Composting Council.

2.1.2 Planner, n—Person whose job it is to oversee and arrange every aspect of an event. Person can be an employee or hired ad hoc by large companies, professional associations, or trade associations to plan, organize, implement, and control meetings, conventions, and other events.

2.1.3 Supplier, n—Purveyor, provider, vendor, contractor offering products and/or services (i.e., hotel, conference center, convention and visitors’ bureau).

2.1.4 Sustainable, adj – Activities that meet the needs of the present without compromising the ability of future generations to meet their own needs (World Commission on Environment and Development). This infers attention to balancing economic, environmental and social goals.

2.1.5  

 

3.  Significance and use

3.1 Lacking standards around venues, meeting planners and suppliers (e.g., hotels, Convention and Visitors Bureaus, conference centers, convention centers, other venues, and destination marketing organizations) are challenged to design and implement more sustainable meetings. This standard represents the interests of all parties to create more sustainable meetings.

3.2 This ASTM practice offers a comprehensive view of accommodations and their  performance and differs from short checklists.  A planner may have to look across the standard to determine which portions of the standard are the most appropriate for use.  For example, a meeting planner who is holding an exhibition at a large venue will need to use the following standards:  destination, meeting venues, exhibits, food and beverage, AV, on-site office, marketing and communication.  The planner may also need to use transportation if he/she is responsible for that aspect of the exhibition. 

 

4. Procedures

4.1 Develop environmental policy and goals for evaluating and selecting accommodations for meetings, events, trade shows and conferences. 

4.2 Assess sustainability attributes of destinations during site visits or through Requests for Proposals (RFPs).  Planners shall incorporate sustainability into their overall decisions about venues.  Suppliers shall incorporate sustainability into their overall operations.  At  a minimum the criteria for sustainable destinations includes the following characteristics:

1.0   Staff management/ Policy

2.0   Communication/  Policy

3.0   Air Quality

4.0   Energy

5.0   Waste

6.0   Water

7.0   Procurement

8.0   Community Partners

5. Keywords

5.1 Meetings, accommodations, green meetings, sustainable

Accommodation 1.0 – Staff Management/Policy

Friday, August 7th, 2009

ANNEX A1

1.0 Staff Management/Policy

 

Objective:

o  To promote the documentation of formal, written policies that support sustainability principles.

 

 

Planner Specifications:

1.1.   Planners shall select one or more staff members to be accountable for the successful carrying out of environmental efforts included in the facility, and where appropriate, apply staff incentives to encourage effective work.

o  Yes (1.0)

o  No (0)

 

Supplier Specifications:

Prerequisites:  The following specifications shall be satisfactorily completed before certification in the staff management/policy can be obtained. 

1.2  Suppliers shall have in place an environmental management policy with senior management buy-in and written endorsement.

o  Yes (1.0)

o  No (0)

If YES, indicate when last reviewed, revised:

o  3 months __

o  3-6 months __

o  6-9 months __

o  9-12 months __

 

1.3  Suppliers shall establish and maintain a ‘Green Team’.

o  Yes (1.0)

o  No (0)

1.4  Suppliers shall establish and maintain a ‘Green Team’ with all departments shall be represented.

o  Yes (1.0)

o  No (0)

 

 

Staff Training

1.5  Suppliers shall assign staff responsibility for implementing the Environmental management System (EMS).

o  Yes (1.0)

o  No (0)

1.6  Suppliers shall train departments in environmental efforts.

o  Yes (1.0)

o  No (0)

 

 

Incentives     

1.7  Suppliers shall offer incentives for environmental efforts to staff.

o  Yes (1.0)

o  No (0)

1.8  Suppliers shall offer incentives for environmental efforts to vendors.

o  Yes (1.0)

o  No (0)

           

Participation/Awards           

1.9  Suppliers shall participate in associations, networks or other affiliates that provide information regarding environmental practices.

o  Yes (1.0)

o  No (0)

1.10          Suppliers shall be recognized or receive awards for environmental initiatives.

o  Yes (1.0)

o  No (0)

1.11          Suppliers shall sponsor, participate or recognize environmental events (i.e. Earth Day, America Recycles Day, etc.).

o  Yes (1.0)

o  No (0)

 

Green Policy

1.12          Suppliers shall have a ‘green meeting policy’, with senior management buy-in and written endorsement.

o  Yes (1.0)

o  No (0)

If YES, indicate when last reviewed, revised:

o  3 months __

o  3-6 months __

o  6-9 months __

o  9-12 months __

1.13          Suppliers shall communicate your policy to your members/attendees.

o  Yes (1.0)

o  No (0)

                       

 

 

Potential Strategies:

None.

Calculations:

All calculations are contained in Annex A1

Exemplary Performance:

The score for baseline performance in this category is 3.0 out of 13.0 points.  Adjunct  XXX specifies additional performance levels.

 

Submittal documentation:

None required.

Resources:

None.

Accommodation 2.0 – Communication/Policy

Friday, August 7th, 2009

2.0 Communication/Policy

 

Objective:

o  Increase associate knowledge and training

 

Planner Specifications:

2.1 Planners shall keep records of all environmental efforts achieved in accommodations and make available those records for future planners.    

o  Yes (1.0)

o  No (0)

2.2  Planners shall track measurable results of their environmental efforts  and resource use (e.g., weight and type of both disposed and recycled materials; etc.) for accommodations and where appropriate, those of the supplier, and make information available for use in future planning.                    

o  Yes (1.0)

o  No (0)

2.3  Planners shall ensure all appropriate employees involved in accommodations are made aware of, and can communicate effectively, the environmental policy of the planner.

o  Yes (1.0)

o  No (0)

2.4  Planners shall include with accurate representation the appropriate environmental efforts from accommodations in external communications to key stakeholders and attendees.

o  Yes (1.0)

o  No (0)

2.5  Planners shall include in external communication materials ways that key stakeholders and attendees can support or add to the environmental efforts of the facility.              

o  Yes (1.0)

o  No (0)

2.6  Planners shall Consider whether the planned accommodations meet the sustainable qualifications as documented by a written policy that includes a definition of expectations, requirements and goals

o  Yes (1.0)

o  No (0)

 

Supplier Specifications:

2.7  Suppliers’ staff at every level shall be trained during the first 90 days in the fundamentals of the environmental policy, its purpose, value and benefits, as well as the expectations of their roles in the policy?  Review of policy is conducted annually.

o  Yes (1.0)

o  No (0)

2.8  After one year of employment, advanced training shall be provided to Suppliers’ employees with designated responsibility such as members of a Green Team and/or purchasing manager, and/or person with purchasing responsibility. 

o  Yes (1.0)

o  No (0)

2.9  Suppliers’ employees shall be made aware that their input and suggestions for sustainable improvement is regularly solicited and welcome.  All ideas shall be evaluated and no idea shall be dismissed without consideration.

o  Yes (1.0)

o  No (0)

2.10                      Suppliers’ employees shall always receive feedback on the reasons for acceptance or rejection of ideas. 

o  Yes (1.0)

o  No (0)

2.11                      Suppliers’ employees shall be recognized and rewarded for ideas which have been accepted for integration into the sustainability effort. 

o  Yes (1.0)

o  No (0)

2.12                      Suppliers’ employees shall be made to understand what it means to be compliant with the purchasing policy regarding the practice of buying and using re-usable items and eliminating the use of disposable items? 

o  Yes (1.0)

o  No (0)

 

Strategies:

The facility shall have an environmental management policy, expressly endorsed by management, prominently displayed, and periodically reviewed and revised.  Facilities shall also establish a “Green Team” with all departments within the facility represented thereon, meeting regularly to discuss issues and compliance under the policy. 

Potential Strategies:

None.

Calculations:

All calculations are contained in Annex A1

Exemplary Performance:

The score for baseline performance in this category is 6.0 out of 12.0 points.  Adjunct  XXX specifies additional performance levels.

Submittal documentation:

None required.

Resources:

None.

Accommodation 3.0 – Waste

Friday, August 7th, 2009

 

3.0 Waste

 

Objectives

o  To eliminate waste by reducing materials use.

o  To reduce waste by diverting material from landfills through reuse or recycling initiatives.

o  To reduce energy use and the production of greenhouse gasses through waste handling.

 

The accommodations standard advocates a materials management hierarchy for waste, organizing management options in order of preference: 1) eliminate waste by reducing materials use; 2) minimize waste by reusing, recycling and composting initiatives; and 3) land filling and combustion (incineration) for remaining waste.  Managing materials in an environmentally sustainable way conserves virgin resources (e.g., trees, minerals) that would otherwise serve as the raw material for new products.  This in turn saves water and energy associated with processing and transport, reduces pollution, and protects habitats.

Successful properties (hotels, resorts, inns, etc.) shall demonstrate a commitment to these first two principals through the following: 1) development of a materials management plan that establishes a baseline and sets priorities; 2) appropriate education, training and monitoring; 3) implementation of best practices; and 4) ongoing measurement and evaluation of the nature and volume of waste and enhancement of operational practices.

Planner Specifications:

3.1 Planners shall eliminate bags or promoting “bring your bag”

o  Yes (1.0)

o  No (0)

3.2Planners shall eliminate lanyards or promoting “bring your own lanyard”

o  Yes (1.0)

o  No (0)

3.3 Planners shall instruct presenters and others not to distribute handouts

o  Yes (1.0)

o  No (0)

3.4  Planners shall instruct exhibitors and others to not distribute giveaways or ensure they are eco-friendly

o  Yes (1.0)

o  No (0)

3.5 Planners shall print any necessary hardcopy materials using xx% post-consumer paper

o  Yes (1.0)

o  No (0)

3.6  Planners shall eliminate plastic covers or other non-recyclable products

o  Yes (1.0)

o  No (0)

3.7 Planners shall reuse at least 25% of materials (banners, signage, name badges, lanyards, etc.) collected from previous events and/or conserving for future use  

o  Yes (1.0)

o  No (0)

3.8 Planners shall use LED displays, Web pages, hotel TV monitors and other means to get information out to participants

o  Yes (1.0)

o  No (0)

3.9 Planners shall ship show materials (computers, supplies, registration materials, etc.) in reusable crates.  Points are assigned based on percentage of reusable crates as follows:

o  < 10%  (0)

o  10 – 25%  (0.25)

o  26 – 50% (0.50)

o  51 – 75% (0.75)

o  76 – 100%  (1.0)

3.10  Planners shall include a clause in the RFP that considers accommodations that have recycling available for the following (list of standard items and scoring):

o  Yes (1.0)

o  No (0)

3.11  In arranging hotel blocks for sleeping rooms, Planners shall select hotels that have recycling programs available.  Points are assigned based on percentage of hotel blocks as follows:

o  < 10%  (0)

o  10 – 25%  (0.25)

o  26 – 50% (0.50)

o  51 – 75% (0.75)

o  76 – 100%  (1.0)

 

Supplier Specifications:

Prerequisites:  The following specifications shall be satisfactorily completed before certification in the waste objective can be obtained. 

3.12           Suppliers shall establish a 12 month waste diversion baseline (or all months of operation for suppliers less than 12 month old).

o  Yes (2.0)

o  No (0)

3.13           Suppliers shall ensure that the facility’s diversion rate from non-food materials shall be at least 50%.

o  Yes (2.0)

o  No (0)

3.14           Suppliers shall conduct a waste assessment to determine the nature and quantity of waste generated.

o  Yes (2.0)

o  No (0)

3.15           Suppliers shall maintain records of the type and quantity of materials recycled and their destination after leaving the property.

o  Yes (1.0)

o  No (0)

3.16           Suppliers shall have a written plan in place identifying short and long term goals for managing waste.   If such a written plan is in place, it shall include provisions which perform the following:

o  Designating an employee or team to coordinate waste reduction, pollution prevention and recycling efforts.  

o  Including results of the audit to serve as a quantitative baseline for measuring future performance.

o  Containing the signatures of the property’s management to show buy-in.

o  Proposing a budget for equipment, signage, personnel, etc.

o  Identifying the types of personnel and associated training needs relative to waste management.

o  Presenting operating procedures and/or best practices.  

o  Yes (1.0)

o  No (0)

 

 

 

Additional Specifications

Eliminate waste by reducing materials use 

Preventing waste from being created in the first place involves changing what a property purchases and how it uses waste and pollution-generating products and materials.  Waste prevention is one of a category of environmental management practices called pollution prevention, which seeks to reduce not only the volume of product or material, but its toxicity.

Waste Diversion

3.17           Suppliers shall establish a 10% increase in overall waste diversion from the established 12 month baseline, OR a 65% overall waste diversion rate.

o  Yes (10.0)

o  No (0)

3.18           Suppliers shall establish a 20% increase in overall waste diversion from the established 12 month baseline, OR a 70% overall waste diversion rate.

o  Yes (12.0)

o  No (0)

3.19           Suppliers shall establish a ten 30% increase in overall waste diversion from the established 12 month baseline, OR a 75% overall waste diversion rate.

o  Yes (14.0)

o  No (0)

3.20           Suppliers shall establish a ten 40% increase in overall waste diversion from the established 12 month baseline, OR an 80% overall waste diversion rate.

o  Yes (16.0)

o  No (0)

3.21           Suppliers shall establish a 50% increase in overall waste diversion from the established 12 month baseline, OR an 85% overall waste diversion rate.

o  Yes (18.0)

o  No (0)

3.22           Suppliers shall establish a 60% increase in overall waste diversion from the established 12 month baseline, OR a 90% overall waste diversion rate.

o  Yes (20.0)

o  No (0)

3.23           Suppliers shall establish a 70% increase in overall waste diversion from the established 12 month baseline, OR a 95% overall waste diversion rate.

o  Yes (22.0)

o  No (0)

3.24Suppliers shall establish an 80% increase in overall waste diversion from the established 12 month baseline, OR a 100% overall waste diversion rate.

o  Yes (24.0)

o  No (0)

 

Guest rooms, front of house, back of house

3.25           In offices and business centers, computer equipment shall be set to default to duplex (2-sided) printing. 

o  Yes (1.0)

o  No (0)

3.26           Suppliers’ general office functions such as staff training, timekeeping, personnel, registration, inventory, etc. shall be computerized. 

o  Yes (1.0)

o  No (0)

3.27           Suppliers shall provide guests with a clearly communicated option to forgo daily bed linen exchange for a second night or more.

o  Yes (1.0)

o  No (0)

Set as default (guests must request to have linens changed)

o  Yes (1.0)

o  No (0)

3.28           Suppliers shall offer guests the option of keeping their bath towels a second or more days.

o  Yes (1.0)

o  No (0)

The towel reuse option shall be the default option (guests must request or indicate desire for new towels).

o  Yes (1.0)

o  No (0)

3.29           contracts between suppliers and planners shall include language specifying that towels and bed linens will not be changed unless requested by the guests.

o  Yes (1.0)

o  No (0)

3.30           Suppliers’ housekeeping staff shall be fully trained to follow hotel linen reuse policies.

o  Yes (1.0)

o  No (0)

3.31           Suppliers shall have in place a process to routinely audit housekeeping’s adherence to linen reuse policies.

o  Yes (1.0)

o  No (0)

 

3.32           Suppliers’ Guest bathrooms shall have bulk dispensers for soaps, shampoos and lotions.

o   < 10%  (0)

o  10 – 25%  (0.25)

o  26 – 50% (0.50)

o  51 – 75% (0.75)

o  76 – 100%  (1.0)

3.33           Where guest bathrooms do NOT have bulk dispensers per 3.22 above, suppliers shall donate unused portions of individual bottles to a local shelter or charity or otherwise reused them.

o  Yes (1.0)

o  No (0)

3.34           Suppliers’ Guestroom service ware (cups, mugs, coffee stirs) shall be reusable.

o  Yes (1.0)

o  No (0)

3.35           Suppliers shall deliver newspapers only to those guest rooms where delivery was requested.

o  Yes (1.0)

o  No (0)

o  Not applicable

3.36           If newspapers are delivered, suppliers shall modify the daily newspaper order to accommodate the anticipated number of guests wanting newspapers.

o  Yes (1.0)

o  No (0)

o  Not applicable

3.37           If newspapers are delivered, suppliers shall be delivered without plastic or other wrapping.

o  Yes (1.0)

o  No (0)

o  Not applicable

3.38           Suppliers shall clean laundry via an ozone process to reduce the use of chemicals.

o  Yes (3.0)

o  No (0)

3.39           If laundry cleaned via an ozone process, suppliers’ washing machines shall use highly concentrated cleaning products dispensed through portion control equipment.

o  Yes (2.0)

o  No (0)

3.40           If laundry cleaned via an ozone process, suppliers’ laundry products (listed below) shall be certified by one or more of the following labels: GreenSeal, Eco-Logo, Design for the Environment, or comparable: 

Percentage of detergents certified:

o  < 10%  (0)

o  10 – 25%  (0.25)

o  26 – 50% (0.50)

o  51 – 75% (0.75)

o  76 – 100%  (1.0)

Percentage of spot cleaners certified:

o  < 10%  (0)

o  10 – 25%  (0.25)

o  26 – 50% (0.50)

o  51 – 75% (0.75)

o  76 – 100%  (1.0)

Percentage of Fabric softeners certified:

o  < 10%  (0)

o  10 – 25%  (0.25)

o  26 – 50% (0.50)

o  51 – 75% (0.75)

o  76 – 100%  (1.0)

Percentage of Static removers certified:

o  < 10%  (0)

o  10 – 25%  (0.25)

o  26 – 50% (0.50)

o  51 – 75% (0.75)

o  76 – 100%  (1.0)

3.41           Suppliers shall purchase laundry, cleaning, pesticides and other chemicals in bulk packaging so as to minimize the amount of packaging needing disposal.  Percent of these items purchased in bulk:

o  < 10%  (0)

o  10 – 25%  (0.25)

o  26 – 50% (0.50)

o  51 – 75% (0.75)

o  76 – 100%  (1.0)

3.42           Suppliers shall use reusable cloth towels, mops, gloves, etc. for cleaning and maintenance instead of paper products.  Percent of these products reused:

o  < 10%  (0)

o  10 – 25%  (0.25)

o  26 – 50% (0.50)

o  51 – 75% (0.75)

o  76 – 100%  (1.0)

3.43           Suppliers shall adopt a system to strategically reduce the volume and toxicity of chemicals used at the facility.

o  Yes (1.0)

o  No (0)

3.44           Suppliers shall track their cleaning product consumption and hazardous materials consumption, and measure annual reductions in each from a baseline using an established calculator such as EPA’s Green cleaning Pollution Prevention Calculator [http://www.ofee.gov/janitor/buildinginfo.asp]:

o  Yes (1.0)

o  No (0)

3.45           In tracking cleaning product consumption and hazardous materials consumption, suppliers measure annual reductions as a decrease amounting to:

o  < 10%  (0)

o  10 – 25%  (0.25)

o  26 – 50% (0.50)

o  51 – 75% (0.75)

o  76 – 100%  (1.0)

3.46           In tracking cleaning product consumption and hazardous materials consumption, suppliers measure total hazardous materials consumption as  a decrease amounting to:

o  < 10%  (0)

o  10 – 25%  (0.25)

o  26 – 50% (0.50)

o  51 – 75% (0.75)

o  76 – 100%  (1.0)

 

Landscaping, remodeling, construction

3.47           Suppliers shall develop and adopt an Integrated Pest management (IPM) program for the management of insects and other pests. 

o  Yes (1.0)

o  No (0)

3.48           Suppliers shall maintain property consisting of low maintenance or slow growing plants and grasses that produce clippings through mowing or trimming.

o  Yes (1.0)

o  No (0)

3.49           Suppliers shall use compost as a soil amendment to help reduce the need for chemical fertilizers or pesticides. 

o  Yes (1.0)

o  No (0)

3.50           Suppliers shall make use of native plantings which require less fertilizer and pesticides.

£     Yes (1.0)

£     No (0)

3.51           Suppliers shall “Spot treat” affected areas, rather than conduct area-wide extermination, when minimal pest infestations are observed.

o  Yes (1.0)

o  No (0)

3.52           Suppliers shall set mower blades higher to allow vegetation to fight weeds and diseases naturally.

o  Yes (1.0)

o  No (0)

3.53           Suppliers shall exercise “grasscycling” (leaving grass clippings are left in place) when mowing the lawn.

o  Yes (1.0)

o  No (0)

3.54           Suppliers shall apply mulch around all trees and flower beds to prevent weeds.

o  Yes (1.0)

o  No (0)

3.55           Suppliers shall compost organic landscaping waste on site in lieu of burning, burying, or otherwise discarding to the landfill or elsewhere off site.   Percent of organic landscaping waste composted:

o  < 10%  (0)

o  10 – 25%  (0.25)

o  26 – 50% (0.50)

o  51 – 75% (0.75)

o  76 – 100%  (1.0)

3.56           Suppliers shall send to a local composting facility any landscaping waste which cannot be composted on site. 

o  Yes (1.0)

o  No (0)

3.57           Suppliers shall chip into mulch, or other reuse product, woody waste and tree clippings produced by landscaping operations, for use on-site. 

o  Yes (1.0)

o  No (0)

3.58           Suppliers shall institute a take-back program with suppliers and vendors for the return of bedding trays and plant containers.

o  Yes (1.0)

o  No (0)

3.59           Suppliers shall donate leftover healthy plants to a local non-profit organization or other community, charitable or civic group. 

o  Yes (1.0)

o  No (0)

3.60           Where erosion control is needed, suppliers shall use sustainable blankets, berms, and filtersocks made of compost instead of plastic silt fencing.

o  Yes (1.0)

o  No (0)

3.61           Suppliers shall ensure decks, benches or signs are made from plastic lumber or reclaimed material, and not from pressure-treated wood.

o  Yes (1.0)

o  No (0)

3.62           Where shipped materials/supplies are received on wood pallets, wooden pallets and other shipping materials are returned to the supplier or taken apart, the supplier shall reuse the wood (e.g., edging around plant beds, chip it for use on site as mulch). 

o  Yes (1.0)

o  No (0)

3.63           Suppliers shall when rebuilding projects, reuse or increase the use and efficiency of existing sites before cutting into new sites.

o  Yes (1.0)

o  No (0)

3.64           Suppliers shall reuse Soils within the work site as a standard business practice.

o  Yes (1.0)

o  No (0)

 

 

Minimizing waste by reusing, recycling and composting initiatives

The reuse of products and materials – including packaging – to prolong useful life delay final disposal or even the need to recycle, and lessen the need to procure replacements.  The donation of excess products, materials and resources to schools, charities and other worthy community causes is a component of reuse.  By careful evaluation of which products, materials and resources are initially selected and used, a property can develop strategies for optimizing product, material and resource use with benefits not only through reduced waste volume, but in the reduced costs of resupply and disposal.  Reuse includes the repair, refurbishing, washing, or just simple recovery of residual, worn or used products, appliances, furniture, and building materials.

Recycling refers to a series of activities where discarded materials are collected, sorted, processed, converted into raw materials, and used to make new products. If waste cannot be prevented or materials reused, recycling is the next best way to reduce the volume of material that would otherwise need to be disposed. A cousin to recycling, composting is the decomposition of organic materials such as yard trimmings and food scraps by microorganisms.  The resulting material, or “compost”, can be used as a beneficial soil amendment.

Properties successful in meeting this standard will have in place a well-organized system for recycling used products, materials and resources which cannot otherwise be reused, and design this system with the ultimate goal of achieving zero landfill waste.  Recyclable materials under this category include used consumer items discarded by guests in public areas, as well as consumer items and building and business related items discarded by employees in administrative and other “back of house” areas.  In some cases, facilities will add new materials to an existing program, or they will increase program efficiency through employee education.  They will also focus not simply on what materials are being recycled, but where within the facility they are being collected – all in an effort to maximize recycling opportunities for guests and employees.  Visibility, convenient location, communication, materials diversity and area density all work together to accomplish this essential environmental goal.

Waste Minimization

3.65           Suppliers shall implement an on-site recycling program for back of the house, front of the house, guest rooms and outdoor areas.

o  Yes (1.0)

o  No (0)

3.66           When performing on-site recycling, suppliers shall indicate which of the following materials are recycled from these areas:

o  Aluminum (1.0)

o  PET Plastic Bottles  (1.0)

o  HDPE Plastic Bottles (1.0)

o  Newspaper (1.0)

o  Magazines (1.0)

o  Mixed Paper (1.0)

o  Corrugated Cardboard (1.0)

o  Steel Cans (1.0)

o  Aerosol cans (1.0)

o  Glass Containers (1.0)

o  Compact florescent lightbulbs (CFL) (1.0)

o  Other florescent bulbs and tubes (1.0)

o  Electronics (1.0)

o  Toner cartridges (1.0)

  • Amenity bottles if not PET or HDPE (1.0)

o  Packing materials other than cardboard such as Styrofoam peanuts, bubble wrap, shrink wrap, metal banding, etc. (1.0)

o  Batteries (1.0)

  • Computer disks and cds\dvds (1.0)
  • Phone books (1.0)
  • Used reference books, Bibles, etc. (1.0)
  • Other [please specify] ________________________________

3.67           Suppliers shall maintain clearly labeled receptacles for ALL of the materials indicated above (either separate receptacles or combined materials (single stream) receptacles as appropriate).

  • Yes (1.0)
  • No (0)

3.68           Suppliers shall institute a take-back container and packaging program with its vendors and/or suppliers for incoming deliveries. Percentage of containers by volume meeting this specification:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

3.69           Suppliers shall use office paper printed on only one side to make scratch pads or for other use.

  • Yes (1.0)
  • No (0)

3.70           Suppliers shall reuse holiday decorations year after year?

  • Yes (1.0)
  • No (0)

3.71           Suppliers shall maximize reuse (e.g., LED boards, posters with insertable date cards) of promotional displays.

  • Yes (1.0)
  • No (0)

3.72           Suppliers shall include language in contracts with buyers that specify recycling shall take place during their event.

  • Yes (1.0)
  • No (0)

3.73           Suppliers shall have recycling receptacles with containers for garbage. Percentage of recycling bins partnered with garbage bins:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

3.74           If in a “bottle bill” state, suppliers shall provide deposits to guests and housecleaning staff as an incentive to recycle.

  • Yes (1.0)
  • No (0)
  • Not applicable; not in a bottle bill state

3.75           Suppliers shall use a trash compactor and/or bailer.

  • Yes (1.0)
  • No (0)

3.76           For leftover or expired chemicals (cleaning products, pesticides, paints, degreasers, etc.) that cannot be returned to the manufacturer, suppliers shall work with the local solid waste agency and/or state pesticide disposal program for proper collection and recycling/disposal? 

  • Yes (1.0)
  • No (0)

3.77           Suppliers shall recycle, sell or donate for reuse the following materials if any part of the property has been upgraded or renovated in the past three years. [Indicate “N/A” if no such renovation has taken place, or if none of the listed materials were involved].

Carpeting:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)
  • Not applicable
    • Wallboard:
    • < 10%  (0)
    • 10 – 25%  (0.25)
    • 26 – 50% (0.50)
    • 51 – 75% (0.75)
    • 76 – 100%  (1.0)
    • Not applicable
      • Window Glass:
      • < 10%  (0)
      • 10 – 25%  (0.25)
      • 26 – 50% (0.50)
      • 51 – 75% (0.75)
      • 76 – 100%  (1.0)
      • Not applicable
        • Furniture:
        • < 10%  (0)
        • 10 – 25%  (0.25)
        • 26 – 50% (0.50)
        • 51 – 75% (0.75)
        • 76 – 100%  (1.0)
        • Not applicable
          • Mattresses:
          • < 10%  (0)
          • 10 – 25%  (0.25)
          • 26 – 50% (0.50)
          • 51 – 75% (0.75)
          • 76 – 100%  (1.0)
          • Not applicable
            • Linens:
            • < 10%  (0)
            • 10 – 25%  (0.25)
            • 26 – 50% (0.50)
            • 51 – 75% (0.75)
            • 76 – 100%  (1.0)
            • Not applicable
              • Roofing material:
              • < 10%  (0)
              • 10 – 25%  (0.25)
              • 26 – 50% (0.50)
              • 51 – 75% (0.75)
              • 76 – 100%  (1.0)
              • Not applicable
                • Appliances:
                • < 10%  (0)
                • 10 – 25%  (0.25)
                • 26 – 50% (0.50)
                • 51 – 75% (0.75)
                • 76 – 100%  (1.0)
                • Not applicable
                  • Electronics (TVs, radios, computers, printers, photocopiers, phones):
                  • < 10%  (0)
                  • 10 – 25%  (0.25)
                  • 26 – 50% (0.50)
                  • 51 – 75% (0.75)
                  • 76 – 100%  (1.0)
                  • Not applicable
                    • Wood:
                    • < 10%  (0)
                    • 10 – 25%  (0.25)
                    • 26 – 50% (0.50)
                    • 51 – 75% (0.75)
                    • 76 – 100%  (1.0)
                    • Not applicable
                      • Concrete:
                      • < 10%  (0)
                      • 10 – 25%  (0.25)
                      • 26 – 50% (0.50)
                      • 51 – 75% (0.75)
                      • 76 – 100%  (1.0)
                      • Not applicable
                        • Pavement:
                        • < 10%  (0)
                        • 10 – 25%  (0.25)
                        • 26 – 50% (0.50)
                        • 51 – 75% (0.75)
                        • 76 – 100%  (1.0)
                        • Not applicable
                          • Other material ____________:
                          • < 10%  (0)
                          • 10 – 25%  (0.25)
                          • 26 – 50% (0.50)
                          • 51 – 75% (0.75)
                          • 76 – 100%  (1.0)
                          • Not applicable

 

Measuring success

3.78           Suppliers shall be an EPA’s WasteWise partner or partner of a similar and recognized program encouraging waste reduction and recycling through technical support, networking, sample case studies and forms, etc.

  • Yes (1.0)
  • No (0)

3.79           Suppliers shall audit/track all post-consumer non-food waste by maintaining records on amount (pounds/cubic yards) and type (composted, recyclable, landfill) with the expectation of reducing volume.

  • Yes (1.0)
  • No (0)

3.89     Suppliers shall operate an inventory management system in which all of the following are done:

A)  Where first-in, first-out procedures and vendor monitoring are practiced;

B)  That includes a storage system that categorizes and labels goods properly to ensure timely production and zero spillage and waste;

C)  Employees are trained upon hiring and every six months in proper waste management, including food storage, portion control, food preparation, and trimming practices; and

D)  With designated staff who are responsible for the duties of the system

  • Yes (1.0)
  • No (0)
    • Yes (1.0)
    • No (0)

3.90     Suppliers shall use a tracking program (such as EPA’s WasteWise program) to track diversion rates.

 

Potential Strategies:

None.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 8.0 out of 253.0 points.  Adjunct  XXX specifies additional performance levels.

Submittal documentation:

None required.

Resources:

None.

Accommodation 4.0 – Energy

Friday, August 7th, 2009

 

4.0 Energy

 

Objective:

  • To reduce use of energy in the operation of the service provider’s business, and thereby minimize the production of carbon dioxide as a greenhouse gas.

 

Planner Specifications:

4.1 Planners shall include a clause in the RFP that considers accommodations that have energy efficient practices in place (e.g. lighting and HVAC practices, etc.)

  • Yes (1.0)
  • No (0)

4.2 Planners shall select hotels that have energy efficient practices (at least x number of practices above) in place:                           

  • Yes (1.0)
  • No (0)

 

 

Supplier Specifications:

Prereqisites:  The following prerequisite specifications shall be satisfactorily completed before certification in the Energy category can be obtained.

4.3 Suppliers shall establish of a twelve month energy performance baseline within the Energy Star Portfolio manager – or similar – energy use intensity tool (or all months of operation for properties less than one year).

  • Yes (2.0)
  • No (0)

4.4 Suppliers shall prepare a base-year inventory of total Scope 1 and Scope 2 greenhouse gas emissions, to be calculated from all of the following:

a)                  Total fuel used in furnaces, boilers, water heaters, ovens, stoves, and on-site generators;

b)                  Total fuel used in mobile fleet or passenger vehicles, maintenance and delivery vehicles, recreational vehicles, solid waste transport vehicles and landscaping vehicles; and

c)                  Total electricity purchased from the grid.

  • Yes (2.0)
  • No (0)

 

Additional Specifications:

4.5 Suppliers shall establish a ten percent (10%) reduction in weather-normalized source energy use intensity over established baseline, OR a 65 Energy Star rating.

  • Yes (3.0)
  • No (0)

4.6 Suppliers shall establish a twenty percent (20%) reduction in weather-normalized source energy use intensity over established baseline, OR a 70 Energy Star rating.

  • Yes (4.0)
  • No (0)

4.7 Suppliers shall establish a thirty percent (30%) reduction in weather-normalized source energy use intensity over baseline, OR a 75 Energy Star rating (eligible for the Energy Star: indication that the property is in the top 25% of energy performers nationwide).

  • Yes (6.0)
  • No (0)

4.8 Suppliers shall ensure that combined Scope 1 and Scope 2 greenhouse gas emissions for the most recent reporting period is less than 59 kg of CO2e per room-night.

  • Yes (4.0)
  • No (0)

4.9 If combined Scope 1 and Scope 2 greenhouse gas emissions for the most recent reporting period is less than 59 kg of CO2e per room-night, suppliers shall ensure that combined Scope 1 and Scope 2 greenhouse gas emissions per room-night have decreased compared to the same reporting period last year.  Indicate percent of decrease from baseline:

  • <10%  (0.5)
  • 10 – 25%   (1.0)
  • 26 – 50%   (1.5)
  • 51 – 75%   (2.0)
  • 76 – 100%  (2.5)

 

 

Potential Strategies:

None.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 4.0 out of 24.5 points.  Adjunct XXX specifies additional performance levels.

Submittal documentation:

None required.

Resources:

None.

Accommodations 5.0 – Air Quality

Friday, August 7th, 2009

Accomodations 6.0 – Water

Friday, August 7th, 2009

6.0 Water

 

Objective

  • To optimize the efficient use of water and energy associated with water use .
  • To reduce or eliminate chemicals added to water supplies
  • To capture rainwater and grey water for additional uses and to re-use water wherever possible
  • To reduce the energy necessary in purifying, pumping and treating water used by the facility, and thereby reduce the production of carbon dioxide as a greenhouse gas.
  • To promote the conservation of a valuable natural resource.

 

 

Successful facilities (hotels, resorts, inns, etc.) will demonstrated a commitment through the following: 1) development of a water efficiency management plan that establishes a baseline and sets priorities; 2) appropriate education, training and monitoring; 3) implementation of best practices; and 4) ongoing measurement and evaluation of the water use, water quality and associated energy use and enhancement of operational practices.

Planner Specifications:

6.1 Planners shall include a clause in the RFP that requires accommodations to have water conservation practices in place (e.g. low-flow showerheads, linen reuse programs, etc.)

  • Yes (1.0)
  • No (0)

6.2 If arranging hotel blocks for sleeping rooms, the Planner selects x% of hotels that have water conservation practices in place:

  • 10-25% (0.25)
  • 26-50% (0.5)
  • 51-75% (0.75)
  • 76-100% (1.0)

 

 

Supplier Specifications:

Prerequisites:  The following specifications must be satisfactorily completed before certification in the water objective can be obtained. 

6.3 Suppliers shall conduct a water use assessment to determine the nature and quantity of water used.

  • Yes (2.0)
  • No (0)

6.4 Suppliers shall put in place a written plan identifying short and long term goals for managing water, water quality and related energy use.  The plan shall:

  • Designate an employee or team to coordinate water efficiency efforts.
  • Include results of the audit to serve as a quantitative baseline for measuring future performance.
  • Contain the signatures of the property’s management to show buy-in.
  • Propose a budget for equipment, signage, personnel, etc.
  • Identify the types of personnel and associated training needs relative to water efficiency.
  • Present operating procedures and/or best practices.  
  • Yes (2.0)
  • No (0)

6.6 Suppliers shall establish a water performance baseline for the property, based on the past 1-3 years.     

  • Yes (3.0)
  • No (0)                   

 

ADDITIONAL SPECIFICATIONS:

6.7 Suppliers shall track the percent of change in water usage from a previous 12 month baseline (measurement based on number of gallons used per guests/employee per ft2 per month).  Percentage decrease from previous 12 month baseline is:

  • < 10%  (0)
  • 10 – 25%  (2.0)
  • 26 – 50% (3.0)
  • 51 – 75% (4.0)
  • 76 – 100%  (5.0)

6.8 Suppliers shall Benchmark water use (compare to like type of facility)

  • Yes (1.0)
  • No (0)

6.9 Participate in a recognized local, state, tribal, federal or other water conservation program.

  • Yes (1.0)
  • No (0)

6.10           Suppliers shall read water meters monthly and record data to compare the results with previous years’ usage in order to identify leaks and monitor conservation efforts

  • Yes (1.0)
  • No (0)

6.11           Suppliers shall meter water use for irrigation, cooling towers and get sewer abatement credit from the local water company for water not sent to the sewer if available.

  • Yes (1.0)
  • No (0)

 

Water use in Guest Rooms & Common Areas     

6.12           Suppliers shall make use of manual controls for low flow water devices as follows:

Faucets (percent of total fixtures)

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

Toilets (percent of total fixtures)

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

Urinals (percent of total fixtures)

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

Showerheads (percent of total fixtures)

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.13           Suppliers shall make use of electric eye devices on faucets percent of total fixtures:

Faucets (percent of total fixtures)

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

Toilets (percent of total fixtures; may waste water unnecessarily.

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

Urinals (percent of total fixtures; may waste water unnecessarily).

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

 

Install Low Flow Fixtures

6.14           Suppliers shall install low flow faucets ½ gallon per minute to reduce water and energy use (percent of total fixtures):

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.15           Suppliers shall install low flow showerheads 1 – 1.5 gallons per minute to reduce water and energy use (percent of total fixtures):

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.16           Suppliers shall install low flow toilets 1.28 gallons per flush to reduce water use (percent of total fixtures):

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.17           Suppliers shall install dual flush toilets 1.28 gallons and .75 GPF per flush to reduce water use (percent of total fixtures):

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.18           Suppliers shall install zero-flush urinals – 0 gallons per flush to reduce water use (percent of total fixtures):

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.19           If the facility has flush urinals, suppliers shall use those which are ½ gallon per flush. (Percent of total fixtures; less than ½ gallon per flush can cause uric salt build-up in piping)

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.20           Suppliers shall use bacteria cubes to control uric salt built-up in waste pipings (percent of total fixtures):

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

 

Leak Detection

6.21           Suppliers shall conduct daily room by room faucet leak detection and maintain reporting programs with documentation to save energy and water.

  • Yes (2.0)
  • No (0)

6.22           Suppliers shall conduct daily room by room toilet leak detection and maintain reporting programs with documentation to save energy and water.

  • Yes (2.0)
  • No (0)

 

HVAC System Improvements

6.23           If the facility has either cooling tower(s) or evaporative condenser (s), Suppliers shall maintain a water treatment system which is chemical-free.

  • Yes (1.0)
  • No (0)

6.24           Suppliers shall re-use blow-down water from Cooling Tower or Evaporative Condenser for secondary uses (e.g., irrigation, fountains, toilets/urinals, recharging groundwater, green roofs).

  • < 10%  (0)
  • 10 – 25%  (1.0)
  • 26 – 50% (1.0)
  • 51 – 75% (3.0)
  • 76 – 100%  (4.0)

6.25‘Suppliers shall use “free cooling” methods during cooler days and in early spring and late fall.

  • Yes (1.0)
  • No (0)

6.26Suppliers shall remove air from chilled water system to increase better heat transfer and save energy.

  • Yes (1.0)
  • No (0)

6.27           Suppliers shall remove air from the hot water system to increase better heat transfer and save energy.

  • Yes (1.0)
  • No (0)

6.28           Suppliers shall use variable speed drives on all pumps to pump water.  Percent of drives which are variable speed:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.29           Suppliers shall use refrigeration which is air cooled vs. water cooled.  Percent of total refrigeration which is air cooled:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.30          For steam HVAC systems, suppliers shall check and repair all steam traps annually.

  • Yes (1.0)
  • No (0)
  • Not applicable; don’t have steam HVAC system

6.31           Suppliers shall check & repair control valves annually.

  • Yes (1.0)
  • No (0)

6.32           Suppliers shall insulate hot water heating pipes.  Percent of heating pipes insulated:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.33           Suppliers shall insulate domestic hot water pipes. Percent of domestic hot water pipes insulated:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.34           Suppliers shall insulate the chilled water pipes. Percent of chilled water pipes insulated:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.35    Suppliers shall preheat domestic hot water with a heat recovery system from the heating/cooling systems.  Percent of domestic hot water pre-heated:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.36     Suppliers shall use a solar water heating system.  Percentage of water heated:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.37           Suppliers shall use a co-generation system with pool and domestic hot water systems as a heat sink.  Percentage of water heated:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.38           Suppliers shall sub meter water use on large water using equipment such as cooling towers, washing machines, pools, domestic hot water.

  • Yes (1.0)
  • No (0)

6.39           Suppliers shall have their staff read water meters monthly and record data to compare the results with previous years’ usage in order to identify leaks and monitor conservation efforts.

  • Yes (1.0)
  • No (0)

6.40           Suppliers shall meter water use for irrigation and cooling towers.

  • Yes (1.0)
  • No (0)

6.41    Suppliers shall obtain sewer abatement credit from the local water company for water not sent to the sewer.

  • Yes (1.0)
  • No (0)
  • Not applicable; local water company doesn’t award sewer abatement credits

6.42    For facilities which have water-cooled air conditioning, suppliers shall regularly shut off units when not needed.  Percent of time units not needed are shut off:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.43     Suppliers shall shut off water supply to equipment and areas that are unused.

Percent of time water is shut off to unused equipment:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.44           Suppliers shall discontinue water circulation pumping in areas not in use.  Percent of time water circulation is discontinued:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.45           Suppliers shall make use of pressure-reducing valves where system pressure is higher than 60 psi.   Percent of such valves which are pressure-reducing:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.46           Suppliers shall make use of water-efficient ice makers in guest common areas.  Percent of icemakers in these areas which are water-efficient:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

 

Maintenance/HVAC

6.47           Suppliers shall reduce excessive blowdown by adjusting boiler and cooling tower blowdown rate to maintain total dissolved solids (TDS) at levels recommended by manufacturers’ specifications.

  • Yes (1.0)
  • No (0)

6.48           Suppliers shall use pulse power chemical-free water treatment cooling tower condenser water treatment to reduce water use.

  • Yes (1.0)
  • No (0)

6.49           Suppliers shall switch conditioning from [air cooled systems to water cooled] systems.

  • Yes (1.0)
  • No (0)

           

Housekeeping

6.50           Suppliers shall institute a green cleaning program, written and signed by facility management.

  • Yes (1.0)
  • No (0)

6.51           Suppliers shall have training standards in place for the green cleaning program.

  • Yes (1.0)
  • No (0)

6.52           Suppliers shall evaluate the green cleaning program for staff compliance and successful implementation.

  • Never  (0)
  • Annually  (0.25)
  • Semi-annually (0.50)
  • Quarterly (0.75)
  • Monthly (1.0)
  • Weekly (1.5)

6.53           Suppliers shall instruct cleaning crews to use water efficiently for mopping.

  • Yes (1.0)
  • No (0)

6.54           Suppliers shall use “dry” powder carpet cleaning methods rather than “wet” methods. Percent of carpet cleaned with “dry” methods:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.55           Suppliers shall use “as required” window cleaning schedule rather than “periodic.” 

  • Yes (1.0)
  • No (0)

6.56           Suppliers shall use microfiber mops for mopping.

  • Yes (1.0)
  • No (0)

 

Landscaping [apply standards  if facility has landscaping]

6.57           Suppliers shall apply appropriate climate factors in landscaping (e.g., xeriscape, use of native plants).

  • Yes (1.0)
  • No (0)

6.58           Suppliers shall conserve water through xeriscaping.

  • Yes (1.0)
  • No (0)

6.59           Suppliers shall purchase and incorporate plants that require minimal or no supplemental watering.

  • Yes (1.0)
  • No (0)

6.60           Suppliers shall install drip irrigation systems. 

  • Yes (1.0)
  • No (0)

6.61           Suppliers shall regularly check for and repair all leaks in irrigation system.

  • Yes (1.0)
  • No (0)

6.62           Suppliers shall adjust the irrigation schedule for seasonal changes.  Sprinklers generally do not have to be run as often in cooler weather, or during the rainy season.

  • Yes (1.0)
  • No (0)

6.63           Suppliers shall use soaker hoses or trickle irrigation systems for trees and shrubs.

  • Yes (1.0)
  • No (0)

6.64           Suppliers shall install moisture sensors on sprinkler systems.

  • Yes (1.0)
  • No (0)

6.65           Suppliers shall install shut-off nozzles on all hoses.

  • Yes (1.0)
  • No (0)

6.66           Suppliers shall water trees and shrubs, which have deep root systems, longer and less frequently than shallow-rooted plants that require smaller amounts of water more often.

  • Yes (1.0)
  • No (0)

6.67           Suppliers shall have irrigation systems have controls in place that exceed a simple timer system (e.g., monitor evapotranspiration rates to turn on and off in response to local weather)

  • Yes (1.0)
  • No (0)

6.68           Suppliers shall remove thatch and aerate turf to encourage the movement of water to the root zone.

  • Yes (1.0)
  • No (0)

6.69           Suppliers shall use a broom, rather than a hose, to clear sidewalks, driveways, loading docks and parking lots.

  • Yes (1.0)
  • No (0)

6.70           Suppliers shall buy hoses, tubing, and trickle irrigation systems made from recovered plastic and old tires.

  • Yes (1.0)
  • No (0)

6.71           Suppliers shall wash vehicles only when needed.

  • Yes (1.0)
  • No (0)

6.72           Suppliers shall avoid runoff by making sure sprinklers are directing water to landscape areas, and not to parking lots, sidewalks, gutters or other paved areas.

  • Yes (1.0)
  • No (0)

6.73           Suppliers shall water the lawn or garden during the coolest part of the day (early morning is best), and do not water on windy days to minimize evaporation.

  • Yes (1.0)
  • No (0)

6.74           Suppliers shall manage irrigation systems to minimize watering of impervious surfaces.

  • Yes (1.0)
  • No (0)

6.75           Suppliers shall reduce impervious surface coverage at the facility site so as to improve groundwater recharge. 

  • Yes (1.0)
  • No (0)

6.76           Suppliers shall employ use of permeable pavement or other features that can be documented to increase permeability.

  • Yes (1.0)
  • No (0)

6.77           Suppliers shall reduce non-permeable hardscape whenever possible.

  • Yes (1.0)
  • No (0)

6.78           Suppliers shall use LID or other design tools employed during site design to maximize permeable surfaces.

  • Yes (1.0)
  • No (0)

6.79           Suppliers shall have a written policy on chemical usage in landscaping considerations on fertilizers, pesticides, herbicides.

  • Yes (1.0)
  • No (0)

6.80           Suppliers shall incorporate compost into the soil to help improve water absorption and retention.

  • Yes (1.0)
  • No (0)

6.81           Suppliers shall avoid plant fertilizing and pruning that would stimulate excessive growth.

  • Yes (1.0)
  • No (0)

6.82           Suppliers shall raise lawn mower cutting height to produce longer grass blades, providing shade and a reduction in evaporation, and inhibit weed growth.

  • Yes (1.0)
  • No (0)

6.83           Suppliers shall remove weeds and unhealthy plants so as to benefit remaining plants from the water saved.

  • Yes (1.0)
  • No (0)

6.84           Suppliers shall top-dress the turf with compost. 

  • Yes (1.0)
  • No (0)

6.85           Suppliers shall place mulch over plants’ root zones to reduce moisture evaporation and conserve water.

  • Yes (1.0)
  • No (0)

6.86           Suppliers shall collect and compost grass clippings and other organic debris. 

  • Yes (1.0)
  • No (0)

6.87           Suppliers shall clean equipment with compressed air rather than using water. 

  • Yes (1.0)
  • No (0)

6.88           Suppliers shall use gray water or reclaimed water (from non-chemical cooling tower blow-down, air conditioning condenser water, dehumidifier, bath, or sink) for irrigation and equipment wash downs.  Percent of water used for these purposes which is grey water:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.89    Suppliers shall collect and use rainwater for irrigation, equipment wash downs, and other purposes.   percent of overall rainwater runoff from facility collected annually:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.90    Suppliers shall install a green vegetated roof to reduce or eliminate storm water and “heat island” effect.

  • Yes (1.0)
  • No (0)

6.91    Suppliers shall have procurement practices in place for hiring landscaping vendors that describe policies on use of fertilizers, herbicides and pesticides.

  • Yes (1.0)
  • No (0)

6.92    Suppliers shall have procurement practices in place for hiring landscaping contractors which address water conservation measures identified.

  • Yes (1.0)
  • No (0)

6.93    Suppliers shall assess effectiveness of training through evaluation of landscape contractor.

  • Yes (1.0)
  • No (0)

6.94    Suppliers shall evaluate landscaping contractor periodically for adherence to procurement specifications.

  • Yes (1.0)
  • No (0)

 

Fountains [apply specifications if the facility has fountains and ornamental water fixtures]

6.95    Suppliers shall obtain fountain water from a recycled source (e.g., gray water, storm water catchment, chemical-free cooling tower blow-down water, etc.) and NOT from a well, fluvial source or municipal supply.  Proportion  from recycled source(s):

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.96    Suppliers shall use a chemical-free water treatment for the fountain.

  • Yes (1.0)
  • No (0)

 

Pools & Spas [apply specifications if the facility operates a swimming pool on site]

6.97    Suppliers shall use a pool cover to reduce evaporation and heat loss when the pool is not being used.

  • Yes (1.0)
  • No (0)

6.98    Suppliers shall cover the pool every night when not in use.

  • Yes (1.0)
  • No (0)

6.99    Suppliers shall cover the pool during the day when it is not in use.

  • Yes (1.0)
  • No (0)

6.100                        Suppliers shall implement a heat recovery system to pre-heat pool water.

  • Yes (1.0)
  • No (0)

6.101                        Suppliers shall channel splashed-out pool water onto landscaping or back into the pool.

  • Yes (1.0)
  • No (0)

6.102                        Suppliers shall lower pool water level to reduce amount of water splashed out.

  • Yes (1.0)
  • No (0)

6.103                        Suppliers shall reduce the amount of water used to clean pool filters.

  • Yes (1.0)
  • No (0)

6.104                        Suppliers shall document swimming pool maintenance.

  • Yes (1.0)
  • No (0)

6.105                        Suppliers shall employ an alternative to chlorine (e.g., ionization, ozone, salt system).

  • Yes (1.0)
  • No (0)

6.106                        Suppliers shall implement a heat recovery system to pre-heat pool and spa water.

  • Yes (1.0)
  • No (0)

6.107                        Suppliers shall use a pool cover on the hot tub/whirlpool/Jacuzzi when not in use (at night and during the day).

  • Yes (1.0)
  • No (0)
  • Not applicable; facility does not have a hot tub/whirlpool/Jacuzzi

6.108                        Suppliers shall ensure hot tub/whirlpool/jacuzzi has a push button timer (manual push button which switches sauna on for a set period of time, with an automatic off).

  • Yes (1.0)
  • No (0)
  • Not applicable; facility does not have a hot tub/whirlpool/Jacuzzi

6.109                        Suppliers shall have a sauna which is properly sized for optimal efficiency.

  • Yes (1.0)
  • No (0)
  • Not applicable; facility does not have a hot tub/whirlpool/Jacuzzi

6.110                        Suppliers shall have a Far Infra -Red sauna push button timer (manual push button which switches sauna on for a set period of time, with an automatic off).

  • Yes (1.0)
  • No (0)
  • Not applicable; facility does not have a hot tub/whirlpool/Jacuzzi

6.111                        Suppliers shall have the sauna automatically turned on and off according to a preset schedule as part of a computer driven building management system.

  • Yes (1.0)
  • No (0)
  • Not applicable; facility does not have a hot tub/whirlpool/Jacuzzi

6.112                        Suppliers shall have a stand-by function (sauna goes onto stand-by mode when not in use).

  • Yes (1.0)
  • No (0)
  • Not applicable; facility does not have a hot tub/whirlpool/Jacuzzi

 

Laundry

For outsourced laundry, answer 6.113 to 6.115.

6.113                        Suppliers shall contract with laundering operations that are in compliance with the performance principles highlighted under WaterSense, EnergyStar or other identified low-energy, water efficient laundry technology identification programs (including use of energy and water efficient machines).

  • Yes (1.0)
  • No (0)

6.114                        Suppliers shall specify in procurement standards the use of heat recovery equipment for commercial laundry.

  • Yes (1.0)
  • No (0)

6.115                        Suppliers shall specify in procurement standards the use of the final rinse water for the 1st rinse cycle.

  • Yes (1.0)
  • No (0)

 

For on-site laundry facilities, answer 6.116 to 6.131

6.116                        Suppliers shall have in place training standards that train staff in how to appropriately use machines to not waste water or energy (e.g. Cold water washes and running full loads).

  • Yes (1.0)
  • No (0)

6.117                        Suppliers shall have in place procurement language in laundering contract that specifies types of laundry detergents and softeners that can or cannot be used, including all of the following:

  • Vendors must use phosphate free detergents.
  • Vendors must use chlorine bleach alternatives.
  • Vendors must use Biodegradable labeled cleaners.
  • Vendors must use detergents that are free of petroleum based products.
  • Vendors are required to do cold water washes.
  • Yes (1.0)
  • No (0)

6.118                        Suppliers shall use a heat pump cloths drier.  EPA and DOE endorsed.

  • Yes (1.0)
  • No (0)

6.119                        Suppliers shall use only use  high water efficiency washing machines in facility laundering.

  • Yes (1.0)
  • No (0)

6.120                        Suppliers shall wash laundry in cold water to increase energy savings.  Percent of relevant time practice is performed:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.121                        Suppliers shall use the final rinse in the washing machine in the first rinse cycle of the washing machine.  Percent of relevant time practice is performed:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.122                        Suppliers shall use the rinse water from the washing machine as grey water.  Percent of relevant time practice is performed:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.123                        Suppliers shall install an Ozone System in the facility laundry to reduce energy use by 90% and water use by 15% – 25% and reduce drying time by 5 – 10 minutes.

  • Yes (1.0)
  • No (0)

6.124                        Suppliers shall assess training through employee evaluation.

  • Never  (0)
  • One (0.25)
  • Two (0.50)
  • Three (0.75)
  • Four  (1.0)

6.125                        Suppliers shall wash laundry with only full loads. Percent of relevant time practice is performed:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

6.126                        Suppliers shall include procurement language in laundering contracts that specify training procedures appropriate to the vendor’s specifications.

  • Yes (1.0)
  • No (0)

6.127                        Suppliers shall indicate below the water efficiency features/measures regularly used in all the machines used in your facility laundering: 

Reprogrammed to eliminate a cycle:

  • Yes (1.0)
  • No (0)

Reprogrammed to eliminate a rinse or suds cycle:

  • Yes (1.0)
  • No (0)

Horizontal-axis drum:

  • Yes (1.0)
  • No (0)

Reduced water levels to minimum needed:

  • Yes (1.0)
  • No (0)

6.128                        Suppliers shall indicate below the kinds of detergents and softeners which are used by your facility:

Phosphate free:

  • Yes (1.0)
  • No (0)

Chlorine bleach alternatives:

  • Yes (1.0)
  • No (0)

Biodegradable labeled cleaners:

  • Yes (1.0)
  • No (0)

Free of petroleum based products:

  • Yes (1.0)
  • No (0)

6.129                        Suppliers shall institute a linen education program to encourage guests to reuse linens and towels.

  • Yes (1.0)
  • No (0)

6.130                        Suppliers shall ensure the default is not replacing linens and towels (i.e., housekeepers will automatically not replace linens and towels unless the guest expressly asks that they be replaced).

  • Yes (1.0)
  • No (0)

6.131                        Suppliers shall ensure there is a sign in every room asking guests to reuse towels and sheets.

  • Yes (1.0)
  • No (0)

 

Staff Involvement in Water Efficiency      

6.132                        Suppliers shall graph and share water use data to show staff performance on efficiency measures.

  • Yes (0.25)
  • No (0)

6.133                        Suppliers shall have visible signs or placards informing facility staff and visitors of practices in place to reduce water consumption.

  • Yes (0.25)
  • No (0)

6.134                        Suppliers shall survey facility staff on environmental practices. 

  • Yes (0.25)
  • No (0)

6.135                        Suppliers shall survey facility visitors/clients on their knowledge of environmental practices at the facility.

  • Yes (0.25)
  • No (0)

6.136                        Suppliers shall institute on-going programs to increase employee awareness of water conservation.

  • Yes (0.25)
  • No (0)

6.137                        Suppliers shall seek employee suggestions on water conservation; locate suggestion boxes in prominent areas.

  • Yes (0.25)
  • No (0)

6.138                        Suppliers shall conduct contests for employees (e.g., posters, slogans, or conservation ideas)?

  • Yes (0.25)
  • No (0)

6.139                        Suppliers shall install signs encouraging water conservation in employee and customer restrooms.

  • Yes (0.25)
  • No (0)

6.140                        When cleaning with water is necessary, suppliers shall use budgeted amounts.

  • Yes (0.25)
  • No (0)

6.141                        Suppliers shall read water meter weekly and graph and compare results to monitor success of water conservation efforts.

  • Yes (0.25)
  • No (0)

6.142                        Suppliers shall assign an employee to monitor water use and waste.

  • Yes (0.25)
  • No (0)

6.143                        Suppliers’ staff shall determine the quantity and purpose of water being used?

  • Yes (0.25)
  • No (0)

6.144                        Suppliers’ staff shall determine other methods of water conservation.

  • Yes (0.25)
  • No (0)

6.145                        Suppliers shall install composting toilets in remote locations to reduce water and servicing requirements.

  • Yes (0.25)
  • No (0)

6.146                        Suppliers shall monitor municipal or private source water usage on a regular basis.

  • Yes (0.25)
  • No (0)

 

Potential Strategies:

None.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 7.0 out of 157.25 points.  Adjunct XXX specifies additional performance levels.

Submittal documentation:

None required.

Resources:

None.

Accommodations 7.0 – Procurement

Friday, August 7th, 2009

 

7.0              Procurement

 

Objective:

  • To promote environmental protection through strategic purchasing of sustainable goods and services.

 

Planner Specifications:

7.1  Planners shall include a clause in the RFP that considers accommodations that purchase environmentally preferable products (e.g. recycled or recyclable, etc.)

  • Yes (1.0)
  • No (0)

7.2 If arranging hotel blocks for sleeping rooms, the Planner selects x% of hotels that purchase environmentally preferable products (at least x number of products/types):

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

 

Supplier Specifications:

Prereqisites:  The following prerequisite specifications shall be satisfactorily completed before certification in the Procurement category can be obtained.

7.3              Suppliers shall have in place a documented environmental management policy, signed by an executive, which includes statements about environmentally preferable purchasing that meet the criteria of the definition that accompanies this standard. (See the Definitions)

  • Yes (1.0)
  • No (0)

7.4              Suppliers shall supplement the environmental management policy by an implementation plan, signed by an executive, with specific goals and targets based on the SMART principles, or similar such principles. (See the Definitions)

  • Yes (1.0)
  • No (0)

 

Human Resource Specifications:

7.5              Suppliers shall assign a point person to manage the execution of the implementation plan (e.g., a General manager, Environmental Assurance manager, Chief Engineer).

  • Yes (1.0)
  • No (0)

7.6              Suppliers shall review and adjust the policy and plan as needed no less than every 12 months by the hotel’s management/executive committee (all department heads)

  • Yes (1.0)
  • No (0)

7.7              Suppliers shall ensure that management encourages all employees to become involved in sustainable practices and to contribute ideas on new methods or improvements to the environmental sustainability of the lodging property, including the development and implementation of the plan.

  • Yes (1.0)
  • No (0)

7.8              Suppliers shall ensure that employees’ ideas and suggestions relating to sustainable practices are considered, reviewed and implemented where possible or, if not feasible, all valid reasons are communicated to the employee.

  • Yes (1.0)
  • No (0)

7.9              Suppliers shall ensure that all employees who influence buying decisions and use of the products and services are held accountable in their job descriptions and regular performance evaluations to maintain the plan’s targeted percentage of sustainable purchases and vendor choices. They are rewarded for “exceeding” expectations in these areas (part of their performance evaluations).

  • Yes (1.0)
  • No (0)

7.10          Suppliers shall provide that the Executive Committee provides a detailed annual report to its employees on metrics achieved for sustainability programs as well as a month-by-month posting of progress in back of house (a sustainability dashboard).

  • Yes (1.0)
  • No (0)
  • Not applicable; facility does not have an Executive Committee

7.11          Suppliers shall provide that the Executive leadership awards great ideas relating to sustainable practices that save on resources, time, labor and promotes sustainable purchasing practices and continually seek to find innovative ways to reduce the business impact.

  • Yes (1.0)
  • No (0)

7.12          Suppliers shall conduct new hire training on sustainability for each job description and in each department, as well as annual refresher training for all employees to emphasize the value sustainability holds at the facility, in the department and in the role the employee is responsible to perform.

  • Yes (1.0)
  • No (0)

7.13          Suppliers shall evaluate managers on their responsibility for supporting employees in establishing and maintaining environmental policies and practices as part of their performance appraisals.

  • Yes (1.0)
  • No (0)

 

Commitment to assessment and purchase of products/services that are environmentally sustainable

7.14          Suppliers shall establish criteria to ensure the purchase of the most environmentally preferable products and services available (including the use of third party verification sources).

  • Yes (1.0)
  • No (0)

7.15          Suppliers shall create a database of the metrics specified in the implementation plan and populate it on a monthly basis (for example, value and weight of organic products purchased).

  • Yes (1.0)
  • No (0)

7.16          Suppliers shall collect and evaluate metrics specified in the implementation plan on a monthly basis against targets and improvements in order to reach the plan’s stated goals and targets.

  • Yes (1.0)
  • No (0)

7.17          Suppliers shall have a plan in place to reduce packaging of all purchases to a minimum and ensure this plan is being implemented (for example, purchase of bulk amenity dispensers and purchase of amenities in bulk; elimination of plastic water bottles;).

  • Yes (1.0)
  • No (0)

7.18          Suppliers shall provide that environmentally sustainable purchasing criteria have been communicated to and discussed with current suppliers who have been encouraged to adapt to meet the facility’s environmental purchasing criteria.

  • Yes (1.0)
  • No (0)

7.19          Suppliers shall ensure that these criteria are regularly (no less than semi-annually) monitored for gaps/weaknesses and new possibilities and the practices are monitored, measured and adjustments/improvements made.

  • Yes (1.0)
  • No (0)

7.20          Over the past 12 months, suppliers shall have bought more in bulk.  Percent by which item has changed practice in last 12 months:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

7.21          Over the past 12 months suppliers shall have reduced packaging.  Percent by which item has changed practice in last 12 months:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

7.22          Over the past 12 months suppliers shall have bought more green cleaning products.  Percent by which item has changed practice in last 12 months:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

7.23          Over the past 12 months suppliers shall have reduced total number of different chemical and cleaning products. Percent by which item has changed practice in last 12 months:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

7.24          Over the past 12 months suppliers shall have bought more local food.  Percent by which item has changed practice in last 12 months:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

7.25          Over the past 12 months suppliers shall consolidate all purchasing through one designated person or department. Percent by which item has changed practice in last 12 months:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

7.26          Over the past 12 months suppliers shall have bought more products and services from locally owned and managed businesses (specifically locally operated stores/warehouses; manufacturers and service providers owned by out-of-state organizations do not qualify as providers for purposes of this question).  Percent by which item has changed practice in last 12 months:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

7.27          Suppliers shall metrics related to this section are reported monthly by a Green Team and/or the management team as well as evaluated for ongoing improvement on a semi-annual basis and posted for all associates.

  • Yes (1.0)
  • No (0)

7.28          Suppliers shall ensure that the number of disposable items (such as paper or plastic cups, dinnerware and individually packaged food items such as jellies and creamers) have been minimized and reusable items such as ceramic cups and ramekins have been purchased to replace them. Bulk product is purchased for refills (e.g., sugar, condiments. etc.). Percent of relevant time practice is performed:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

 

Transparency as it relates to a facility’s environmental sustainability

7.29          Suppliers shall have visible signs, placards, TVs or other means of informing staff and guests of practices in place to improve the environmental impact of the facility’s operations.

  • Yes (1.0)
  • No (0)

7.30          Suppliers shall ensure visible communications cover energy reduction.

  • Yes (1.0)
  • No (0)

7.31          Suppliers shall ensure visible communications cover water reduction.

  • Yes (1.0)
  • No (0)

7.32          Suppliers shall ensure visible communications cover waste reduction and recycling.

  • Yes (1.0)
  • No (0)

7.33          Suppliers shall ensure visible communications explain what purchasing decisions the property has made in order to achieve its environmental goals.

  • Yes (1.0)
  • No (0)

7.34          Suppliers shall ensure all facility’s employees’ job descriptions (including executives, managers, supervisors and line employees) include responsibilities specific to their jobs that are a part of the lodging’s environmental policy and implementation plan.

  • Yes (1.0)
  • No (0)

7.35          Suppliers shall ensure that environment-related behaviors are a part of the facility’s performance management system (job performance evaluations).

  • Yes (1.0)
  • No (0)

7.36          Suppliers shall ensure meeting planners and other clients are provided with a document detailing the facility’s environmental policy & practices.

  • Yes (1.0)
  • No (0)

7.37          Suppliers shall ensure that on a monthly basis metrics are reported on environmental targets and current status by a Green Team and/or the management team and posted for all employees to see.

  • Yes (1.0)
  • No (0)

7.38          Suppliers shall ensure that metrics and verifiable claims are provided to meeting planners and other clients in a format that shows status and progress but not confidential information. For example, a percentage change may be substituted for a change in dollar amount or specific weight.

  • Yes (1.0)
  • No (0)

 

Increase the purchase of locally produced products and services to increase freshness and environmental improvement in facility’s community

7.39          Suppliers shall ensure that the facility’s management is free to make purchasing decisions outside of corporate supply contracts (if applicable).

  • Yes (1.0)
  • No (0)

7.40          Suppliers shall maintain an in-house laundry which uses green laundry products, minimizes the use of water, detergents, and electricity, and has equipment that allows for washing in cold water.

  • Yes (1.0)
  • No (0)
  • Not applicable; facility does not have in-house laundry  

7.41          Suppliers shall use an outside laundry service with clauses in the contract committing such laundry to use green laundry products, minimizing the use of water, detergents, and electricity, including washing in cold water.

  • Yes (1.0)
  • No (0)
  • Not applicable; facility does not outsource laundry  

7.42          Suppliers shall purchase locally produced chemicals and cleaning supplies if available.

  • Yes (1.0)
  • No (0)

 

To ensure the property’s off-site recommendations to guests provide maximum options and support for local vendors

7.43          Suppliers shall properly train the Front Desk and Concierge employees regarding local business offerings, with a particular focus on environmentally friendly vendors.

  • Yes (1.0)
  • No (0)

7.44          Suppliers shall provide that management encourages the concierge to create partnerships with local vendors with a preference for green operators.

  • Yes (1.0)
  • No (0)

7.45          Suppliers shall recommend to guests locally owned stores, restaurants, tour operators, and others before chain operations.

  • Yes (1.0)
  • No (0)

 

Increase property’s involvement with the community

7.46          Suppliers shall ensure that management/owners have approved of and support employees volunteering on company time in pre-approved community projects.

  • Yes (1.0)
  • No (0)

7.47          Suppliers shall establish criteria for the kinds of community involvement the property will support (environmental, social, medical, food kitchens, etc), and communicate them to all employees and managers/executives.

  • Yes (1.0)
  • No (0)

7.48          Suppliers shall enable employees, both line and management, to volunteer to serve on a CSR committee to recommend community projects to support each year. All associates have a vote in determining the final selections.

  • Yes (1.0)
  • No (0)

7.49          Suppliers shall provide that metrics be established annually by the CSR committee to include number of hours dedicated to community service for individual employees and cumulatively for the facility.

  • Yes (1.0)
  • No (0)

7.50          Suppliers shall foster participation between management and line employees in pre-approved volunteer/involvement activities in the community.

  • Yes (1.0)
  • No (0)

 

Transparency as it relates to a property’s purchasing policy and practices

7.51          Suppliers shall maintain a clear communication strategy that explains the reasons for its local sourcing policy, its sustainable purchasing activities and success metrics to guests, employees and the local community.

  • Yes (1.0)
  • No (0)

7.52          Suppliers shall provide meeting planners and other clients with a document or a resource detailing the facility’s local purchasing commitments and practices, its positive impact on the local economy, and associated metrics.

  • Yes (1.0)
  • No (0)

7.53          Suppliers shall ensure employees are informed about why the facility has a purchasing policy of supporting locally owned businesses, with an emphasis on those deemed to be green.  And encourage employees to patronize locally owned businesses. 

  • Yes (1.0)
  • No (0)

 

Potential Strategies:

None.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 2.0 out of 54.0 points.  Adjunct XXX specifies additional performance levels.

Submittal documentation:

None required.

Resources:

None.

Accommodations 8.0 – Community Partners

Friday, August 7th, 2009

 

8.0 Community Partners

Objective

  • Commitment to volunteering and giving back to the local community

 

Planner Specifications:

8.1 Planners shall enable donation of leftover conference materials and supplies to local community or non-profit organizations.

  • Yes (1.0)
  • No (0)

8.2  Planners shall include a clause in the [request for proposal; contract; agreement; etc.] that requests if community partnerships or giving policies exist to enable donation of [leftover conference materials and supplies; food; etc.] 

  • Yes (1.0)
  • No (0)

8.3  The planner shall include a clause in the RFP that considers accommodations that actively partner with local and non-profit organizations (e.g. donation programs for unused materials, volunteer projects, etc.)                                                                      

  • Yes (1.0)
  • No (0)

8.4  If arranging hotel blocks for sleeping rooms, the planner selects x% of hotels that have partnerships with local and non-profit organizations:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

 

Supplier Specifications:

8.5  Suppliers shall encourage volunteerism and giving back to the local community.

  • Yes (1.0)
  • No (0)

8.6  Suppliers shall work with various non-profits and charities in the local community.

  • Yes (1.0)
  • No (0)

8.7  Suppliers shall increase community involvement. Percentage increase involvement over last two years:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

8.8  Suppliers shall work with non-profits which are national organizations.

  • Yes (1.0)
  • No (0)

8.9  Suppliers shall encourage line – employees to volunteer at least 2-4 times per year for community programs. Percent of employees volunteering 2-4 times per year:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)                                                                      

8.10    Suppliers shall encourage managers and executives to volunteer at least 2-4 times a year for community programs.  Percent of managers and executives volunteering 2-4 times per year:

  • < 10%  (0)
  • 10 – 25%  (0.25)
  • 26 – 50% (0.50)
  • 51 – 75% (0.75)
  • 76 – 100%  (1.0)

8.11    Suppliers shall foster community involvement through direction from the facility’s home/corporate office.

  • Yes (1.0)
  • No (0)

8.12    Suppliers shall ensure its corporate office has national community partnerships.

  • Yes (1.0)
  • No (0)

8.13    Suppliers shall contribute to events each year.

  • Yes (1.0)
  • No (0)

8.14    Suppliers shall encourage employees to volunteer in continuing projects each year.

  • Yes (1.0)
  • No (0)

8.15    Suppliers shall collaborate with other companies that share similar CSR philosophies.

  • Yes (1.0)
  • No (0)

8.16    Suppliers shall provide incentives to hotel staff to become fully engaged in CSR activities.

  • Yes (1.0)
  • No (0)

8.17    Suppliers shall become recognized for activities in the local community such as working with community organizations, government or non-profit organizations.

  • Yes (1.0)
  • No (0)

8.18    Suppliers shall assign responsibility to a member of the facility’s CSR committee to ensure that local and appropriate hospitality media are engaged in facility’s efforts with articles or broadcasts about the CSR projects. (e.g., discussion of the projects, its benefits, visibility in the hotel and the community, recognition by community groups or officials, progress achieved (using metrics established in 2.3.5, etc.).

  • Yes (1.0)
  • No (0)

8.19    Suppliers shall provide training to all staff to explain the meaning of CSR and all of its elements related to the facility.

  • Yes (1.0)
  • No (0)

8.20    Suppliers shall offer all conference organizers a community based project to be included as a conference activity.

  • Yes (1.0)
  • No (0)

8.21    Suppliers shall donate soap, shampoo bottles to local charities or shelters for use.

  • Yes (1.0)
  • No (0)

8.22    Suppliers shall donate all towels, bed linens and soft good items to local non-profit organizations during renovations or if item does not meet the property standard.

  • Yes (1.0)
  • No (0)

8.23    Suppliers shall employ rehabilitated members of the community.

  • Yes (1.0)
  • No (0)

8.24    Suppliers shall Partner with local community or non-profit organizations to donate applicable materials and supplies.

  • Yes (1.0)
  • No (0)

8.25    Suppliers shall provide information about local community or non-profit organizations to Planners; Exhibitors; etc. to enable onsite donations.

  • Yes (1.0)
  • No (0)

8.26    Suppliers shall have a documented CSR program or policy for its own operations.

  • Yes (1.0)
  • No (0)

 

Potential Strategies:

None.

Calculations:

All calculations are contained in Annex A1.

Exemplary Performance:

The score for baseline performance in this category is 7.0 out of 157.25 points.  Adjunct XXX specifies additional performance levels.

Submittal documentation:

Planner documentation:

  • Clause specifying materials management requirements for accommodations and event

 

Supplier documentation:

  • Recycling hauling report
  • List and specifications of post-consumer recycled content in all printed publications
  • Link to online collateral material, including e-proposal mechanism
  • List and specifications of promotional giveaways, including sustainability specifications
  • Proof of local food donation program

 

Resources:

None.


 

 

Appendix A2

Basic Facility Tracking Data Tool

6.5

 

6.6

 

6.7

 

6.8

 

6.9

 

6.10

 

 

 

6.11

 

 

 

6.12

 

 

 

6.13

 

 

 

6.14

 

6.15

 

6.16

 

6.17

 

6.18

 

6.19

 

6.20

 

 

 

 

6.21

Number of Toilets ____________  Gallons per Flush ____________

 

Number of faucets ____________ Gallons per Minute __________

 

Number of Urinals ____________ Gallons per Flush ____________

 

Number of Showers ____________ Gallons per Minute __________

 

Number of Days Facility is open per year ____________

 

Number of employees Full Time _____________

Male ____________

Female ____________

 

Number of employees Part Time _____________

Male ____________

Female ____________

 

Number of Guests:

Male ____________

Female ____________

 

Number of Visitors

Male ____________

Female ____________

 

Number of Gallons per day per guest =

 

How does the facility normalize water use data?

 

Gallons of water used per ft 2?

 

Gallons of water used per guest per ft 2?

 

Gallons of water used per employee/guest per ft 2?

 

 Gallons of water per_______________ ?

 

Is the facility analyzing water bills to determine why changes have occurred in water use from month to month?

Yes

No

 

Benchmark water use (compare to other Hotels)

Rationale for Accommodation

Friday, August 7th, 2009

Rationale for Standard Practice for the Evaluation and Selection of Accommodations for Meetings, Events, Trade Show and Conferences
Work Item Number: WK22056

 

 

There is tremendous interest in green meetings, however, without standards meeting planners and suppliers (hotels, A/V companies, catering companies, transportation companies) are challenged to design and implement more sustainable meetings.  In the marketplace, there are a range of approaches or attempts to codify what constitutes a green meeting. 

 

This Standard is designed to offer a way to address environmental sustainability in the meeting and event industry.  It is a tool not only for the owners and managers of the facilities where meetings and events are held, but for the providers of services within those facilities, the providers of outside services related to or supporting the events within those facilities, the planners who specify the attributes of the services supporting the events, and – finally – the buyers of meeting and event services.  This standard defines environmental performance specifications which should be considered by each of these entities, makes judgments relating to acceptable levels of performance within those specifications, identifies pathways by which service providers can improve performance, and provides a coherent system of scoring that performance.  The goals in establishing this standard are 1) to articulate common benchmarks for environmental performance in meetings and events and in the industry sectors which support them, 2) provide a basis to reward success through strategic consumer decision making, and 3) encourage improvement in environmental performance by demonstrating the economic incentive for sustainability.

 

In its specifications, this Standard contemplates several different areas of environmental performance, and targets certain meeting and event related facilities in which that performance can take place.  In addition, the Standard addresses attributes of environmental performance by certain entities within sectors which serve and support meetings and events such as ground transportation companies, food and beverage services, convention industry bureaus, audio/visual production providers, providers of services for exhibitions, and others.

 

Though all areas of performance articulated under this standard may not be relevant for each meeting/event, or for each facility or provider of meeting/event services, the scoring scheme has been designed to help the ultimate buyer, or the meeting planner, by providing a basis for making purchasing decisions.  In some cases, scoring in the different areas of the Standard may be used individually; in others they may be aggregated to form a single rating for an event.  In other words, component performance factors may be separated out and considered solely, or added together and considered as a unit.  [e.g., transportation, accommodations and meetings versus only exhibitions performance] Ultimately, the Standard is one which is concrete enough to provide a coherent baseline for measuring environmental performance, while being flexible enough to adapt to the greater or lesser needs of buyers and planners.