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HomeMy WebLinkAboutItem 4c - ERP Policy 9-19-11 CITY OF OSHKOSH ENVIRONMENTALLY RESPONSIBLE PURCHASING POLICY Prepared by the Oshkosh Purchasing Division September 19, 2011 Purpose By including environmental considerations in our purchasing decisions, along with the traditional concerns of price, performance, and availability, the City of Oshkosh will promote sustainable purchasing practices that improve public health and safety, reduce pollution, and conserve natural resources and energy. Policy The goal of this policy is to ensure that environmentally responsible products receive purchasing consideration when comparable to their standard counterparts in quality and price. The purchase of environmentally responsible products is part of the City of Oshkosh’s long term commitment to the environment. By sending a clear signal to producers and suppliers about this commitment, we hope this will encourage wider adoption and expansion of environmentally responsible products and practices. Where fiscally responsible, City of Oshkosh departments will recommend purchasing decisions that favor: • Products that reduce greenhouse gas emissions and/or are made with renewable energy. • Products that reduce or eliminate the use of chemicals that are hazardous to the environment, employees and public health. • Products that contain the highest possible percentage of postconsumer recycled content. • Products that reduce air and water pollution. • Products that reduce waste. • Suppliers who strive to improve their environmental performance and provide environmentally responsible products, and who can document the supply-chain impacts of their efforts. • Reusable products. • Products that serve several functions (e.g. copier/printers, multipurpose cleaners) and reduce the overall number of products purchased. • Products that are recyclable or compostable. Balancing Environmental Considerations with Performance, Availability and Financial Costs The City of Oshkosh is committed to buying more environmentally responsible products as long as they meet performance needs and are fiscally responsible. Nothing in this policy shall be construed as requiring a purchaser to procure products that do not perform adequately when used as directed, exclude adequate competition, or are not available at a reasonable price or in a reasonable period of time. 2 Definitions Energy Efficiency – The ratio of energy consumed (electricity, natural gas, coal, fuel oil, gasoline) to work output. Environmentally Responsible Products– Products that have a reduced effect or no negative impact (or effect) on human health and the environment when compared with competing products that serves the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance and/or disposal of the product. Fiscally Responsible – The cost factor or purchase price for recycled products, or for more environmentally responsible items, should be consistent with a variance of up to 5% above the acquisition cost for similar or less environmentally responsible items. The City of Oshkosh will consider purchases of environmentally responsible items above the 5% price variance if support documentation shows significant operational savings over time to justify the additional cost (e.g.-life cycle cost analysis of compact fluorescent light bulbs vs. incandescent light bulbs). Greenhouse Gases -Any of the several dozen heat-trapping trace gases in the earth’s atmosphere that absorb infrared radiation. The two major greenhouse gases are water vapor and carbon dioxide; lesser greenhouse gases include methane, ozone and nitrogen oxides. Life Cycle Cost – The total cost of ownership; the total cost of acquiring, operating, maintaining, supporting and (if applicable) disposing of an item. Postconsumer Recycled Content -Material that has served its intended end-use and has been discarded by a final consumer. Practical – Sufficient in performance and reasonably available at a reasonably competitive cost. Recycled Products – Products manufactured with waste material that has been recovered or diverted from the waste stream. Recycled material may be derived from postconsumer waste, industrial scrap, manufacturing waste and/or other waste that otherwise would not have been utilized. Recycling – The process of collecting, sorting, cleansing, treating and reconstituting materials that would otherwise become solid waste, and returning them to the economic mainstream in the form of raw material for new, reused, or reconstituted products which meet the quality standards necessary to be used in the marketplace. Sustainable Purchasing -Purchasing products in a manner that reflects fiscal responsibility, social equity, community and environmental stewardship. 3 Waste Prevention – Any action undertaken by an individual or organization to eliminate or reduce the amount or toxicity of materials before they enter the municipal solid waste stream. This action is intended to conserve resources, promote efficiency, and reduce pollution. Evaluating Environmentally Responsible Products Environmentally responsible products are those that have a reduced effect or no negative impact (or effect) on human health and the environment when compared with competing products that serve the same purpose. Whenever possible, specifications will include the following: • The City of Oshkosh’s goal is to expand the purchase and use of environmentally responsible products. In order to meet this goal we are requesting that, whenever possible, vendors submit environmentally responsible considerations as part of their bid documentation. • City of Oshkosh departments will evaluate, where fiscally responsible, products that maximize environmental responsibility by utilizing the Environmental Protection Agency’s Comprehensive Procurement Guidelines. At this time the City of Oshkosh will evaluate EPA Comprehensive Procurement Guidelines in the following EPA product categories: -Cleaning Products -Electronics -Fleets -Landscaping Products -Miscellaneous Products -Nonpaper Office Products -Paper Products -Park and Recreation Products -Transportation Products -Vehicular Products • The City of Oshkosh will purchase environmentally responsible products as long as they meet performance needs and are fiscally responsible. Responsibilities of Departments City of Oshkosh departments will: • Be responsible for ensuring its employees are aware of the City’s Environmentally Responsible Purchasing Policy. • Practice waste prevention practices and expand on them where practical. • Use recycle programs and expand on them where practical. • Procure recycled products where practical. • Develop, evaluate and maintain information about environmentally responsible products. 4 • Develop specifications used in public bidding aimed at eliminating barriers to environmentally responsible products such as outdated or overly stringent product specifications or specifications not related to product performance. • Encourage life cycle cost analysis whenever single item products or projects exceed $25,000. In some cases bidders may be required to provide energy efficiency data, life cycle cost analysis and/or verify environmental attributes as required in the specifications. • Ensure that procurement documents issued by the departments specify environmentally responsible alternatives whenever practical. • Share equipment and supplies whenever practical and with other departments, agencies and municipalities. • Collect, maintain and report departmental purchases of environmentally responsible and/or recycled-content products with the Purchasing Division. Responsibilities of the Purchasing Division The Purchasing Division will: • Collect and share with City departments information regarding manufacturers, vendor information and other sources for locating/ordering environmentally responsible products. • Assist departments in consulting with Focus on Energy (FOE) representatives to identify and/or facilitate any applicable life cycle cost analysis (LCCA) or data comparisons for single item products or projects whenever they exceed $25,000. • Encourage departments to consult with Focus on Energy to take advantage of any available financial assistance for installing energy efficiency projects. • Inform vendors of our Environmentally Responsible Purchasing Policy and post this policy on the City website. • Ensure that the development of specifications used in public bidding are aimed at eliminating barriers to recycled-content products, such as outdated or overly stringent product specifications and specifications not related to product performance. Structure proposals to encourage vendors to offer environmentally responsible products whenever practical. • Seek opportunities for cooperative purchasing programs with other jurisdictions to enhance markets for environmentally responsible products. • Post information on the availability of surplus furniture, equipment and office supplies for reuse by other City departments. • Coordinate and produce an annual report for the City Manager summarizing procurement data of the Environmentally Responsible Purchasing Policy. This annual report shall include environmentally responsible purchases by departments; assesses policy effectiveness; evaluate policy goals and provide any recommendations for changes to the procurement policy. Program Evaluation The Environmentally Responsible Purchasing Policy annual report will relate progress in meeting the goals and objectives of this policy and note any barriers encountered, recommendations for resolution, and/or description of assistance needed to continuously 5 improve staff’s ability to meet this policy’s objectives for the procurement of environmentally responsible products.