Contacting Suppliers to demonstrate Environmental Commitment

[LilacAngel]

Hi All,
We're about to undergo assessment to the ISO 14001 standard and surveillance for 9001. I've been advised that we should contact our suppliers to make them aware that we're getting our EMS assessed and that we are making a commitment to minimising our impact on the environment. All good so far (well not so straight forward as our Finance team can't give me a list of suppliers who supply services by team, and our certification has scoped boundaries by team ie. only some teams are being assessed and QMS will be rolled out to other parts of the org as the system is embedded).

Although we have a Finance Unit, we don't have a purchasing unit per se. We are approx. 1000+ employees spread across the UK. Our (Finance) system for selecting suppliers means that local managers select and choose suppliers and our QMS/EMS only regulates learning providers have the relevant requirements we need.
We are a relatively low impact org (service oriented, employ staff that work in offices delivering advice) we don't produce/make anything.
Our head Finance Manager has asked me how an approval system would work given that managers locally select suppliers (in line with our Financial Regs). Approval based on Quality criteria would have to sit locally and I can't see that our Finance teams nor Managers would 'buy' this.
Any advice would be great, especially from anyone who works in an org whose Finance unit doesn't operate as a central purchasing team.
Thanks
Tony

[DrM2u]

I have seen this addressed in what I considered to be a neat and effective way: the notification was added to the format of the purchase orders. This way every supplier who received a purchase order or contract got the notification also. I don't think that you need them to acknowledge that they read and understand your notice. You will however need to make sure that they treat the notice as a part of the purchase/contractual requirements. Just a thought ...

[samsung]

Originally Posted by LilacAngel

I've been advised that we should contact our suppliers to make them aware that we're getting our EMS assessed and that we are making a commitment to minimising our impact on the environment.

It's not only your commitments that you need to communicate but also the applicable procedures and requirements in respect of your significant environmental aspects. In short, communicate them what you expect them to have control on, in order that they can effectively contribute their share in achieving your policy commitment ("minimising the impact on the environment").

4.4.6 Operational Control
c) establishing, implementing and maintaining procedures related to the identified significant environmental aspects of goods and services used by the organization and communicating applicable procedures and requirements to suppliers, including contractors.

[axefeather_2010]

Thats a good thought , to include the clause for ems awareness in purchase orders. This way we can show that the management is committed to provide efficient ways to eliminate environmental risks