Define criteria for circularity

Once the specifications are clear, the value chain has been made transparent and the procedure has been selected, you can formulate your criteria for circularity. In case there is a selection stage, these criteria are applied at supplier level. For the award stage these criteria are applied at proposal level.

Determine what makes a particular party the best possible supplier for you (in case there is a selection stage) and what would be the best possible proposal for you. Use the outcomes to define your requirements and criteria for the selection stage (if there is one) and the award stage. Try to measure (quantitative) as well as evaluate (qualitative) circularity. There are several methodologies you can use to measure circularity.

Make sure you maintain the right price to quality ratio when you define your criteria. You should aim for a ratio of 10-30% price versus 70-90% quality. This allows market players to distinguish themselves in terms of quality, which includes circular ambitions.

Desirable price to quality ratio. Source: PHI Factory (2017) Preliminary study circular procurement criteria
Desirable price to quality ratio. Source: PHI Factory (2017) Preliminary study circular procurement criteria

Difference between requirements and criteria

A procurement process can include both requirements and criteria. A requirement is a lower threshold that parties have to meet (‘yes’ or ‘no’). A criterion allows parties to distinguish themselves (good-better-best). Determine a clear evaluation methodology (benchmark) for each criterion.

The difference between requirements and criteria: requirements set a minimum level, criteria challenge market players to distinguish themselves by improving on that.
The difference between requirements and criteria: requirements set a minimum level, criteria challenge market players to distinguish themselves by improving on that.

Main concerns when defining requirements and criteria

It is important to define clear requirements and criteria if you want to select the best supplier and the best proposal. You should take into account the following principles:

  • Only set requirements that are indispensable to the performance of the contract and avoid disproportionate requirements that exclude innovative parties. For example, a requirement to include reference cases can be disproportionate if that would exclude new and innovative parties that do not have reference cases yet. So you need to be critical: is it really necessary to ask for reference cases? And if it is, which specific aspects should be addressed in these cases? Limit yourself to these aspects.
  • If you requested to formulate a vision, it should be substantiated with concrete achievements. This approach will reward parties that are more advanced. For example, a vision on circular economy can be substantiated with circular achievements in the supplier's own business operations.
  • Determine the circularity of the proposal in a way that is appropriate for the requested product group. Find out what measuring methods are commonly used within that product group. Consider focussing on a limited number of products in the tender and asking the winning supplier to demonstrate the circularity of the remaining products.
  • Make sure to define clearly targeted criteria (in the selection stage as well as the award stage). This will allow market players to distinguish themselves in areas that are important to your organisation. Also, do not use too many different criteria side by side. This will allow you to evaluate responses more effectively.

The table below gives an overview of the objectives for the selection and award stages and examples of the corresponding requirements and criteria related to circular economy and circularity.

Overview of possible requirements and criteria related to circularity. Source: Copper8 (2018), Circular Procurement Academy
Overview of possible requirements and criteria related to circularity. Source: Copper8 (2018), Circular Procurement Academy

Tools and measuring methods to determine the level of circularity

Er zijn verschillende tools en meetmethodieken die kunnen helpen om de mate van circulariteit te bepalen. De keuze voor een bepaald instrument is afhankelijk van je definitie van circulaire economie, je gestelde ambities en de grootte van de uitvraag. De inspanningen voor het invullen van de informatie moeten immers proportioneel zijn met de vraag die is gesteld. Iedere methodiek heeft zijn eigen focusgebieden, en is daarmee geschikt om verschillende doelen inzichtelijk te maken.

  • EcoChain is an instrument that can be used to determine the environmental impact of a proposal. It does so by carrying out LCA analyses in an automated environment, based on data from suppliers and other value chain partners.
  • CircularIQ is an instrument that can be used to determine the level of circularity of a proposal. It does so by determining to what extent various circular aspects – as indicated by the client – have been included in the proposal.
  • The Rendemint PRP tool is an instrument that can be used to reveal the origin of materials. It does so by offering a framework that allows suppliers to report their material composition and the origin of their materials.

Tips

  • Give sufficient weight to quality in the price to quality ratio.
  • Use criteria relating to circularity in both the selection stage and the award stage.
  • Make sure to define clearly targeted criteria to ensure market players can distinguish themselves.
  • Use a measuring method that has been agreed with market players in that sector. Validate this with a market consultation.

Inspiring examples

Background information

Tool - EcoChain

EcoChain enables you to make transparent the environmental impact of a proposal.

Tool - CircularIQ

CircularIQ helps you to determine the level of circularity of a proposal.

Suggestions and/or additions?