Develop a chemical purchasing policy

A facility should design a chemical purchasing policy including requirements on:

• Formulations
• Commodity chemicals
• Solvents

Chemical purchasing policy

A chemical purchasing policy is a set of practices and procedures that should be followed by the supplier when purchasing chemicals. This should include guidelines on purchasing new chemicals. In general, for all chemicals, the policy should set specifications on:

• Compliance and quality norms 
• Chemical-related documentation
• Storage and handling requirements
• Communication channels with chemical vendors

Formulations

The following requirements should be included when purchasing formulations:

1. Continuously improve the number of purchased formulations that meet ZDHC MRSL conformance. 
2. Collect and record chemical-related documentation such as current Safety Data Sheet (SDS), Technical Data Sheet (TDS), Certificate of Analysis (CoA).
3. Collect and record information on batch/lot numbers and expiry dates.Issue purchase orders or contracts to the chemical supplier that contain clear communication about ZDHC MRSL requirements.
4. Generate the ZDHC Performance InCheck Report  to monitor extent of ZDHC MRSL conformance of the chemical inventory and take actions to continuously improve in terms of number of ZDHC MRSL conformant formulations as well as their ZDHC MRSL Conformance Levels.
5. Perform a Verified InCheck Level 1 or Verified InCheck Level 2 once in a calendar year.

Commodity chemicals

Due to the challenges in engaging commodity chemical sellers in ZDHC MRSL conformance, and the fact that ZDHC MRSL risks mainly relate to contaminations in commodity chemicals, the supplier should adopt responsible practices in the procurement of these chemicals to reduce possible ZDHC MRSL risks from these inputs.

The following requirements should be included when purchasing commodity chemicals:

1. Formulate a commodity chemical purchasing policy which includes establishing long term purchasing relationships with CC sellers and purchasing required quantity in bulk from a single lot.
2. Evaluate CC sellers for ZDHC MRSL risks to make a purchasing decision.
3. Collect and record chemical-related documentation such as current Safety Data Sheet (SDS), Technical Data Sheet (TDS).
4. Collect and record information on batch/lot numbers, expiry dates.
5. Issue purchase order or contract to the CC seller that contains clear communication about ZDHC MRSL requirements.

List of commodity chemicals in scope of ZDHC MRSL.

Solvents

The following requirements should be included when purchasing solvents:

1. Purchase safer solvents or implement safer processes.
2. Collect and record chemical-related documentation such as current Safety Data Sheet (SDS), Technical Data Sheet (TDS)