Standards › Standard 2C › Policies
Policy · PRC-POL-001 · Version 1.1 · Approved by the ASF Expert Committee
Supports: 2C.4
At a glance
- Consider supplier environmental and social practice in every purchase above the set value (EC).
- Reduce wasteful use: packaging, single-use items and over-ordering.
- Any move away from reusable items is reviewed against infection control and manufacturer guidance.
- Review the main suppliers each year.
- Stop and get help straight away if: a single-use item is removed without infection control and manufacturer review.
1. Purpose
To make sure purchasing decisions consider environmental and social responsibility, and that no change to reduce waste compromises patient or staff safety [E-006, EC].
2. Scope
| Applies to | Procurement, all budget holders, infection prevention lead |
| Locations | All purchasing at the facility |
| When | Every purchase; review of criteria yearly |
| Does not apply to | Clinical product selection for safety, which follows clinical and infection control approval |
3. Definitions
| Term | Meaning |
|---|---|
| Single-use item | A product designed for one use and then discarded |
| Stewardship | Using resources carefully, avoiding waste, and choosing suppliers that act responsibly |
4. Background
Purchases carry environmental and social costs. Criterion 2C.4 asks procurement to consider them, while protecting safety. Lowest price alone does not meet this criterion.
5. Responsibilities
| Role | Responsibility | Competence |
|---|---|---|
| Procurement lead | Owns the criteria and the supplier review | Procurement |
| Budget holders | Order only what is needed; flag waste | Induction |
| Infection prevention lead | Approves any change to single-use items | Infection prevention |
6. Materials and equipment
| Item | Requirement | Condition |
|---|---|---|
| Procurement criteria (SOP-109, adapted) | Current | Available to buyers |
| Supplier review record (PRC-FRM-001) | Current | Main suppliers listed |
| Supplier declaration (FRM-N09) | Signed | On file |
7. Safety
- No reduction of single-use items where infection control or the manufacturer requires them.
- Reusable items must be reprocessed to the required standard, with the cost of that counted.
8. Before you start
- Check the criteria for the category of purchase.
9. Procedure
Step 1. Apply the criteria.
- For each purchase above the set value, record how the environmental and social criteria were considered.
- Use the supplier declaration (FRM-N09) for new suppliers.
Key point: The reason recorded is what shows the criteria were used.
Step 2. Reduce waste.
- Review over-ordering, packaging and single-use items each quarter.
- Agree reductions where safe, and record them.
Key point: Waste reduction starts with ordering less, not only with recycling.
Step 3. Review single-use changes.
- Any proposal to change to a reusable item, or to remove a single-use item, goes to the infection prevention lead.
- Check the manufacturer instructions and the reprocessing cost.
Key point: Safety review comes before the saving.
Step 4. Review suppliers yearly.
- Review the main suppliers each year on PRC-FRM-001: environmental practice, labour practice, waste and packaging.
- Record the result and any action.
Key point: A review each year is what keeps the check meaningful.
10. Decision points
- If a main supplier fails the review, the procurement lead agrees an improvement plan or a change of supplier.
11. Special situations
| Situation | Action |
|---|---|
| Emergency purchase | Follow the emergency purchasing rules first. Record the criteria considered afterwards. |
12. Escalation
- Safety concerns about a proposed change are referred to the infection prevention lead the same day.
13. Monitoring
| Measure | Target | Frequency | Owner | If not met |
|---|---|---|---|---|
| Purchases above set value with criteria recorded | 100% | Quarterly sample | Procurement lead | Retrain buyers |
| Main suppliers reviewed in last 12 months | 100% | Yearly | Procurement lead | Escalate to chief executive |
| Single-use changes approved by infection prevention | 100% | Each event | Infection prevention lead | Review |
14. Records
| Record | Kept in | Retention |
|---|---|---|
| PRC-FRM-001 Supplier Review Record | Procurement file | the period set by the facility’s records policy years |
| FRM-N06 Procurement Comparison and Award Record | Procurement file | the period set by the facility’s records policy years |
15. Training
- Buyers are briefed on the criteria at induction and yearly (EC).
16. Related documents
| ID | Title | Use |
|---|---|---|
| PRC-SOP-001 | Procurement Stewardship Review | Used in steps 1 to 4 |
| PRC-FRM-001 | Supplier Review Record | Supplier review |
| SOP-109 | Procurement Criteria (generic) | Basis |
| SOP-116 | Supplier and Product Selection Criteria (generic) | Basis |
17. Evidence
| Reference | Note |
|---|---|
| E-006 | ASF Policy Framework v1.2. Adapted. |
| E-009 | ASF Expert Committee consensus. Criteria weights and the value threshold to be set. |
18. Change history
| Version | Date | What changed | Approval |
|---|---|---|---|
| 1.0 | the date of approval | First version | Approved by the ASF Expert Committee |
| 1.1 | the date of approval | Internal quality review: corrected cross-references, status wording and document control | Approved by the ASF Expert Committee |
E-learning for this document
- Environmental Sustainability Standards for ASF Accreditation (ENV-001)
- Supplier Evaluation and Purchasing (T-13)
References
- Accréditation Sans Frontières (2026). ASF Policy Framework v1.2. (E-006)
- Accréditation Sans Frontières (2026). ASF Expert Committee consensus on Standard 1. (E-009)