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Once the key sustainability variables have been identified, it is important to determine how, and when, these will be collected throughout the project.

The procurement authority can prescribe a specific process on the tendering documents, or it can set certain guidelines that will serve as the basis to negotiate the process with the selected supplier. This process will be part of what is known as the “project’s methodology” and, in any case, it should be clearly defined and signed off by both parties.

In this section, we introduce some of the methods that can be used to collect relevant sustainability data during the procurement process.

Request relevant documentation

The first source of data in a procurement process will be the documents which include project specifications regarding resource use. These can normally include detailed information on material use, vehicle and machinery use, and itemized labor units. They are normally used as the basis to determine the cost of the project, and contain most of the project’s relevant data. These documents can be sometimes referred to as Cost Reports, Bills of Quantities (BOQ), or Schedule of Works.

How the data is collected will be determined by whether, before the start of the project, the procurement authority establishes a detailed plan of all the resources that should be used during the project (including quantities, and qualities), or it specifies what targets the project should meet, and requires the bidder to provide specific data on all the resources they will use in order to meet the targets.

Gather evidence during implementation

Once the project specifications are set, there are different ways to collect relevant data in order to monitor implementation. Below are some examples of ways this can be done.

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Questionnaires

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Quality control reports

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Material and waste registries

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Third-party audits

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Task forces

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Civil society engagement

The methods that will be used during the project to collect the data should not only be contractually agreed between the main contractor and the procuring authority, but also between the contractor and its subcontractors and suppliers. All contracts should include a clear description of the data that will be collected, when it will be collected and the methods that will be used. Consequences and responsibilities in case of non-compliance should also be included.

Resources Templates for BOQs and SWMPs:

BOQ Template - European Bank for Reconstruction and Development (EBRD)

The EBRD has developed a BOQ template for “fit-out” project, which is a construction stage where a built space is prepared for occupation. This template can help as guidance to understand what type of data is gathered in BOQs in construction projects.

Site Waste Management Plan Data Form. Netregs.

Case study Copenhagen has established a task force for monitoring compliance with labor clauses of all suppliers in construction projects, and obtaining relevant data. The task force consists of nine people, and is entitled to visit all types of workplaces in Denmark at all times, monitoring pay and working conditions. They combine on-the-spot inspection with investigations into the conditions of specific employees based on documentation of pay, working hours, tax, etc.

Case study

Engaging civil society in monitoring activities:

MONITORES CIUDADANOS DE CONTROL I PERU (ES)

Peru has established a system that allows citizens to visit construction sites at the beginning, during, and/or completion of public works in order to monitor the construction progress.

ELEFANTES BLANCOS APP I COLOMBIA (ES)

Colombia has developed an app in order to promote the citizen control of white elephant projects (neglected, abandoned or over-billed public works projects).