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Sustainable Food Procurement Initative - Defra introduces fair trade tea and coffee

Case Study: Defra introduces fair trade tea and coffee

Organisation: Government Department

Description:

Defra has introduced some fair trade food and drink products into nine of its eleven staff restaurants, including Defra's HQ and a number of regional offices in Guildford, Reading, York and Crewe. At each of these sites the teas and coffees served as official hospitality are fair trade products. This is a voluntary partnership between Defra and its catering contractors. It was arranged at no extra cost to the Department or its staff. The catering contractors absorbed any additional costs. This initiative demonstrates how public sector authorities can help build sustainable economies for marginalised and disadvantaged producers in the developing world.

Benefits

  • Switching to fair trade produce enhances an organisation's corporate and social responsibility track record.
  • It shows that the organisation is putting into practice within its own operations one of the core principles of sustainable development to which it is irrevocably committed; that is, to find lasting solutions to the world's social and environmental problems.
  • A successful partnership developed through this initiative will help organisations work with their catering contractors to pursue other initiatives concerned with the Government's Public Sector Food Procurement Initiative.1
  • Raised staff awareness to the plight of millions of families in developing countries who don't receive a fair share of the wealth created by their skill and hard work, due in part to richer countries controlling international trade.
  • Increased staff morale. Exercising a choice for fair trade produce helps staff feel good about their contribution and their sense of belonging to an ethical organisation that practices what it preaches.

Lessons learned during implementation

  • Top-level commitment makes all the difference. Support from Margaret Beckett, Defra's Secretary of State, her Ministers and senior officials resulted in everyone fully co-operating.
  • Ensure those taking forward the project have the necessary authority and support. Clear responsibility was given to managers Kevin Bates (Procurement and Contracts Division) and Minas Jacob (Corporate Services Division) whose drive and ability to gain the goodwill of the contractors saw the project to a successful conclusion.
  • Develop an inclusive partnership approach. A common understanding and shared commitment between the organisation and its catering contractors is essential. Defra's Procurement and Contracts Division prepared an action sheet for integrating sustainable development considerations into catering operations. They then discussed this with the catering contractors and then both parties met with officials from Defra's Corporate Services Division and divisions responsible for sustainable food development.
  • Observe UK policy and EC framework for public procurement. Defra was able to work with its existing contractors to provide fair trade tea and coffee for its hospitality services at no extra cost - so satisfying value for money requirements. There are several factors that need to be taken into account when tendering for new contracts.2
  • Where a catering provider is selling fair trade products direct to staff then the public procurement regulations do not apply to what they choose to stock and it is permitted for contracting authorities to negotiate on a voluntary basis for the inclusion of fair trade products as options to be sold to staff. The views of staff as potential customers would be an important factor, as would the willingness of the caterer to take the added risk.
  • Maximise publicity. An article about the initiative was published in Defra's in-house magazine using information provided by the Fairtrade Foundation. It also contained quotations from Ministers and officials and acknowledged the part played by the catering contractors - all intended to sell the initiative and raise awareness. Readers were also asked whether Defra's catering contractors should stock other fair trade products, even if this involved a small price premium. The following example illustrates the positive nature of responses received:

    "The amount of catering and lunches we chomp our way through would certainly increase the turnover in fair trade produce - I dread to think how much chocolate we get through in Bristol!"

Future developments

  • Defra is seeking to identify potential for serving more fair trade food products and to extend coverage to other buildings on its estate.

Further information

1 The Government's Public Sector Food Procurement Initiative is designed to encourage public sector bodies to purchase food and manage their catering contracts in a manner that promotes sustainable development and opens up opportunities for local and UK suppliers.

2 The legal and policy framework governing public procurement does not permit contracting authorities to specify fair trade products including those denoted by schemes such as FairTrade. It is not permissible to specify ethical and social criteria in contract documents where such criteria are not directly relevant i.e. the production and process methods do not influence the performance or quality of the product being purchased. Authorities can make it clear, in non-discriminatory advertisements, that the inclusion of fair trade options in tenders is welcomed but will not influence the evaluation and contract award process. Where a caterer, who acts as a service provider of direct sales to staff, can provide fair trade options at no additional cost to the authority then these fair trade products should be the automatic choice for purchase for official functions and hospitality.

FairTrade is a registered trademark of one fair trade scheme. There are other fair trade schemes in operation of which the Rainforest Alliance scheme is but one example.

Page last modified: 23 September 2005
Page published: 19 December 2003

Department for Environment, Food and Rural Affairs