Denison University
OP-17: Guidelines for Business Partners

Below are excerpts from our general contract language for all contractors on campus. This is followed by a couple of recent examples of RFP’s Denison Utilized that highlight additional environmental and worker rights aspects relating to how Denison conducts its business with outside vendors/contractors.

It should be noted that Denison is an affiliate of the Fair Labor Association - FLA is a collaborative effort of universities, civil society organizations and socially responsible companies dedicated to protecting workers’ rights around the world.

GENERAL CONTRACT REQUIREMENTS
1.13 SAFETY

A. All Trade Contractors shall meet and comply with all rules established by the Occupational Safety and Health Administration (OSHA) and EPA standards, state and local ordinances, local customs, etc. The intent of these rules and regulations is to have a safe working environment. Contractor will be liable and responsible for any and all violations, fines, and/or penalties, which may occur while doing work on Denison University grounds or for Denison University.
B. The Contractor and all Trade Contractors are responsible for their own safety and coordinating their work with Trades around them in such a manner so as to maintain safe working conditions at all times.
C. Each Trade Contractor and its subcontractors shall provide a copy of Material Safety Data Sheets (MSDS) for all materials or substances brought onto the job site. Copies shall be retained on-site by the Contractor for the duration of the project. Each contractor shall supply, via transmittal, MSDS to the owner’s Project Manager for all work to be done by themselves and their respective subcontractors. The Contractor and/or subcontractor (if applicable) using the material must be indicated on each MSDS. This information shall be supplied prior to or concurrently with, the introduction of hazardous materials to the job site.
This information shall be maintained and readily available in the Project Manager’s Office.
D. In the event of an accident producing harm to persons or property or fatality, it shall be reported immediately to the Owner. All Trade Contractors are required to provide an accident report(s) for any accident occurring on site within the same day to the Owner.

1.16 DENISON UNIVERSITY CONTRACTOR RULES
A. NONDISCRIMINATION POLICY
1. Contractors and their employees shall not engage in discrimination of individuals on the basis of race, color, religion, ethnic or national origin, age, sex, sexual orientation, or veteran status.
2. Discriminatory actions include, but are not limited to the following: cat calling, staring, physical gestures, inappropriate humor, threats, inappropriate conversation, inappropriate clothing, and possession, display, or sharing of inappropriate literature, caricatures, or photographs.
3. In the incidence of a violation of the Owner’s Nondiscrimination Policy, employees of Contractors and subcontractors will be subject to immediate and possibly permanent removal from Owner’s property and other disciplinary procedures for just cause. The Owner’s decision is final.
4. At the request of the Owner, contractors and their employees may be required to pass the Owner’s Sexual Harassment Training Test and provide a copy of their certificate as proof.
B. WORK AREA CLEANLINESS
3. All metal, wood, cardboard and other recyclable materials shall be recycled. Contractor shall provide documentation that materials are recycled or make arrangements to use the University's recovery system. Contractor is responsible for their own waste material removal, including a dumpster if needed, but is required to recover all reusable/recyclable material. Dumpster location will be at a location coordinated with the university
1.24 CLEANING AND RUBBISH REMOVAL
B. All metal, wood, cardboard and other recyclable materials shall be recycled. Contractor shall provide documentation that materials are recycled or make arrangements to use the Universities recovery system. Contractor is responsible for their own waste material removal, including a dumpster if needed, but is required to recover all reusable/recyclable material. Dumpster location will be at the chiller plant or other location coordinated with the university.
1.25 EEO PROGRAM
A. All Trade Contractors shall take affirmative action in affording equal employment to all qualified persons without regard to race, color, religion, sex, age, disability, or national origin. This includes, but it's not limited to hiring, placement, upgrading, transfer, demotion or promotion, Recruitment, advertising or solicitation for employment, Treatment during employment, Rates of pay or other forms of compensation, Selection for training including apprenticeship, Layoff or termination.

Excerpt from Recent Chapel Walk RFP that includes additional requirements not in the standard contract language:

GENERAL REQUIREMENTS

The intent of the project is to conform to LEED construction and/or existing building standards, including but not limited to: construction debris recycling or recovery (contractor will provide documentation of material recovered or sent to land fill); local materials; low VOC and environmentally friendly adhesives, water proofing, glues, etc.; recycled content materials and other general and commissioning LEED requirements. LEED certification is not required and exceptions may be taken but they must be brought to the attention of the university prior to implementation.
PROJECT DESCRIPTION OVERVIEW
The University wishes to improve the aesthetics and pedestrian safety along Chapel Walk from Swasey Chapel to the East Quad. The project includes new concrete side walk, retaining walls, lighting and landscape improvements. The intent is to provide an ADA compliant walk from the Chapel to the upper level of the East Quad and the entrance to Huffman Dinning Hall.

Excerpt from Dining Services Provider RFP that includes additional requirements not in the standard contract language:

6.15 Sustainability
Please submit a proposal to support the University’s commitment to promote sustainability in University dining operations. Please be specific in the actions that will be taken, timelines, and how success will be measured. Specifically, please answer the following in your proposal:
6.15.1 Specifically state how your company addresses sustainability issues in food service for maximum environmental, social, and economic impact.
6.15.2 What is your corporate policy regarding organic and locally sourced foods? Does your company support and procure food products that meet sustainability standards, equivalent to the Food Alliance?
6.15.3 What percentage of your current buying for clients in the local area is from local food sources (local to be defined as products grown and/or processed in Ohio) or no farther than the Midwest (state distance in miles)—what percentage will you establish for this account? Provide detail on agreements in place and ability to meet needed volumes to service this account.
6.15.4 What level (percentage of cost of sales) of fruits, vegetables, meat, fish, poultry,
bread, eggs, diary, and vegetables will you commit to sourcing locally for the University? Describe in detail your process including guidelines (e.g., Marine Stewardship Council, Equal Exchange, etc.) for identifying and developing sources to meet the University’s needs.
6.15.5 Please submit a sample list of spring, summer, fall, and winter seasonal foods that
will incorporate locally sourced foods. If chef developed menu items have not been fully explained/described under any other section, please take the time to fully explain how menu items and recipes are developed using locally sourced ingredients to create the highest quality food that meets the varying tastes of clients.
6.15.6 How will you help the University minimize waste and maximize the diversion of waste?
6.15.7 Please cite specific instances of your experience and any innovative ways you have worked with other higher education clients, including, what resources you are able to bring to campus to develop meaningful partnerships and participate in future campus based education efforts to promote awareness, understanding and commitment as well as support any other initiatives of the Sustainability Committee.

Denison has put into RFPs requirements that certain environmental standards be met. For example we require that LEED Silver or better be the standard for construction projects and with our Dining Services we require local sourcing of food.

With respect to local food purchasing, our requirements have resulted in our dining service provider changing purchasing strategies to enable more locally-sourced options in the dining halls.

Denison sources nearly all office supplies from Office Max/Office Depot. Through this partnership we developed an e-procurement portal where all green certified and environmentally preferable items are prioritized and distinctly labeled. This has led to increases in sustainable purchasing as employees are directed to the greener option first.

Denison maintains an internal password protected website where most of this information resides. Public access web pages have limited information on this topic.