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Integrating Green Purchasing Into Your Environmental Management System (EMS) - Appendix B: Examples of Agency Procedures

As published by the EPA in April 2005.

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Green Purchasing Operational Controls, EPA Region 1, New England

EPA-NE BOSTON OFFICE ENVIRONMENTAL OPERATING CONTROL

TITLE: Environmentally Preferable Procurement

Document No: OC-2004-04

Prepared By:

Jean Holbrook

Date: 9/15/04

Approved By:

James Owens, Director OARM

Date:

PURPOSE

The purpose of this operational control is to include environmental considerations in procurement decisions at the EPA-NE Boston Office.

POLICY COMMITMENT

ACTIVITIES COVERED

General Office Work: Use of: Computers, Printers, faxes and copiers, Office supplies such as cartridges, clips, staplers, etc, Use of Paper; Report Generation; Record and File Storage

OPERATIONAL CONTROLS

1. Paper Procurement

  1. 100% recycled content paper for printers and copiers (exceeds Federal requirements)
  2. Recycled paper for business card and name tags (Procured by Purchase card holders)
  3. Recycled content plaques and awards ((Procured by Purchase card holders)

2. Procurement Practices

  1. Recycled content for external printing exceeds requirements (procured by Facilities through GPO)
  2. GSA Advantage Purchasing (assists in identifying EPP products)
  3. Desktop/Office Supply purchasing consolidated under Facilities for better control and reduced waste
  4. Utilize FedBizOpps for electronic posting of Requirements and Synopsis (>$100,000)
  5. Grant terms and conditions include recycled content and EPP conditions (40 CFR part 30 and 31)

3. Electronics Procurement

  1. a. Procurement of Electronic Equipment is described under the Operational Control Environmentally Preferable Electronics

RESPONSIBILITIES:

Contracts and Procurement

Manager:

  • Acting as approval official, and overseeing contracting staff assures Purchase Requisitions conform to regulations and Regional policies
  • Assures Use of credit cards by Purchase Card holders conforms to regulations and Regional policies
  • Uses environmental considerations as basis for award as appropriate
  • Provides training and assistance to purchase card holders, which includes Green Purchasing
  • Encourages use of GSA Advantage paperless/paper minimizing purchasing
  • Maintains awareness of National and Regional requirements as well as opportunities to exceed requirements through OARM/MCP website, communication with Green Team, and other sources.
  • Communicates requirements and opportunities to staff.

Staff:

  • Assures Purchase Requisitions conform to regulations and regional policies
  • Uses environmental considerations as basis for award as appropriate

Facilities

Manager: Incorporates national and Regional environmental policies in procurement decisions and oversees and directs staff in activities as follows:

Customer Service purchasing specialist:

  • Uses GSA Advantage
  • Initiates Purchase Requisitions for all office supplies (including 100% recycled content paper), incorporating national and Regional environmental policies (including EO 13101)
  • Communicates with Green Team leaders regarding national and Regional requirements as well as opportunities to exceed requirements

Regional Printing Officer:

  • Contracts high volume copying externally through GPO. Reviews requests and classifies as routine copying or specialized. Routine work routed through GPO contract using recycled content paper (currently 80%)
  • For specialized print requests, jointly with Information Systems Desktop Publishing Team advises requestors regarding product design to optimize product for environmentally preferable production
  • Initiates Request for Quotation for Specialized print jobs through GPO incorporating environmental considerations
  • Coordinates with Communication Workgroup as appropriate

Information Services Group

Managers of Computing Technology and Information Resources: jointly oversee and direct staff in activities as follows:

  • Technical support to equipment incorporating specialized considerations for use of recycled paper
  • Desktop Publishing Team assists requestors of specialized print products in product design and advises regarding product design to optimize product for environmentally preferable production; coordinates with Customer Service staff regarding contract requirements for external printing
  • Support to GSA Advantage paperless/paper-minimizing purchasing as required
  • IS Staff: Execute assigned job responsibilities consistent with these procedures

Grants Management Office

Manager: Oversees staff in processing grants

Staff: Includes Recycling and EPP terms and conditions

Office of Regional Administrator

Deputy Regional Administrator: Supports programs Region wide

Director of Public Affairs: Directs staff in procurement of recycled content awards and plaques

Staff: Procures recycled content awards and plaques

Other EPA-NE Offices

Office Directors: Support programs, ensure employee awareness and use.

Green Team

Team Members:

  • Assist in promoting employee awareness
  • Assist in disseminating Green Purchasing information and opportunities to purchasers, card holders and Contracts and Procurement staff

EPA-NE BEST PRACTICES: Environmentally beneficial practices implemented by individual offices

• Human Resources: Recommends contracted training firms provide any handouts 2-sided

REFERENCE(S): No specific references are defined for this control.

SIGNIFICANT ASPECTS: Use of Resources

MAINTENANCE PLAN(S) FOR THIS OPERATIONAL CONTROL: See Common Requirements for all Operational Controls.

ACTIONS TO BE TAKEN IF CONTROLS FAIL: See Common Requirements for All Operational Controls.

RECORD(S) No specific records are defined for this control.

COMPETENCE OF PERSONNEL RESPONSIBLE TO CARRY OUT THESE PROCEDURES: See Common Requirements for All Operational Controls.

Environmental Management Program, EPA Region 5

Environmental Management Program

A. Significant Environmental Aspect: Consumption of Toxic and Hazardous Chemical

B.Document Control Code:

EMP-77-04-SAE-5A-001

C. Date: 11/21/03

1. Objective (s): Reduce life-cycle environmental impacts associated with purchased office furnishings and equipment.

2. Target(s): Incorporate "green" specifications into market surveys and bid requirements for electronic equipment purchased post FY 2004.

3. Reason for Significance (of aspect):

Electronic equipment contains toxic substances such as lead, mercury, hexavalent chromium, beryllium, and others.

If plastic from electronic equipment is incinerated dioxins can be emitted.

Indoor air quality

Emission of volatile organic compounds

4. Potential Environmental/Organizational Impacts:

5. Legal and Other Requirements (Specify):

Comprehensive Procurement Guidelines

E.O. 13101

6. Performance Indicators (measures of achievement):

Compare pre FY 2004 bid specifications with post FY 2004 bid specifications.

7. Program Description:

"Green" specifications established for procurement requests include:

Reduction in toxins:

  • Lead—purchase FPD versus CRTs
  • mercury
  • cadmium
  • chromium

Postconsumer recycled content.

Large plastic components are labeled.

No mechanical tools are required to remove batteries.

The use of non-separable connections is minimized.

Plastic components are not painted or varnished.

IT representatives (PC Docs) are trained on EPP and availability of "green" characteristics of electronic equipment.

Include in market surveys information that will identify those products that have received certification by third party eco-label organizations, received a manufacturer's internal self-certification, or have an eco-declaration.

Green specifications included in requests for bids from vendors.

Quotes received from manufacturers/vendors include products that meet "green" specifications.

Total cost of ownership will be used in the procurement decision.

The Information Resource Management Steering Committee supports and promotes "green" activities for electronic equipment.

8. Operational Controls:

(see operational controls form, separate page)

9. Budget (resources):

Get information from Information Management Branch.

10. Structure, Authorities, Responsibilities

Tasks

1. "Green" specifications developed.

2. Work w/ electronic equipment manufacturers/vendors to determine availability.

Person Responsible

1. Information Management Branch creates "green" specs with assistance from PC Docs.

2. IMB/IRMSC works with manufacturers/vendors.

11. Records:

Person Responsible and Record Location:

12. Document(s):

Person Responsible and Record Location:

13. Competence of persons responsible on basis of training, education, or experience:

Title

Competence

14. Other Program Elements:

EPA Environmental Science Center, Fort Meade, MD

ESC-EP08.01

Environmental Management System Procedure for:

Environmentally Preferable Purchasing (EPP), Communicating with Suppliers and Contractors

April 10, 2004

Issued by:

_____________________________________________

EMS Coordinator

April 10, 2004

ESC-EP08.01 Table of Contents

1 Purpose .................................................................................................................................3
2 Scope ................................................................................................................................3
3 Definitions ............................................................................................................................3
4 Procedure .............................................................................................................................3
4.1 Specific Procedure - FOCUS ON EPA's EPP GOALS ...........................................3
4.3 Specific Procedure - EMS AWARENESS ..............................................................6
4.4 Specific Procedure - EPP TRAINING .....................................................................6
4.6 Specific Procedure - ANNUAL PROCEDURAL REVIEW ...................................7
4.7 Responsibilities ........................................................................................................7
5 Documentation .....................................................................................................................7
Attachment 1 Boilerplate Language for All ESC Contracts ...............................................8
Attachment 2 Suggested Websites .....................................................................................9

1 Purpose

• To help Environmental Science Center staff (ESC) purchase goods and services that reduce impacts associated with ESC's identified significant environmental aspects.
• To communicate information and/or requirements related to the identifiable significant environmental aspects of goods and services used by the ESC to suppliers and contractors in accordance with the requirements of the ESC Environmental Management System (EMS).

2 Scope

The ESC will make available guidance and information on purchasing goods and services that reduce impacts associated with ESC's identified significant environmental aspects. The ESC will communicate specific procedures and requirements to those suppliers and contractors that provide goods and services associated with significant environmental aspects.

3 Definitions

EPP Goals - Environmentally Preferable Purchasing Goals (EPP): Executive Order 13101 mandate to purchase environmentally preferable supplies.

CPG - Comprehensive Procurement Guidelines for buying recycled-content products.

4 Procedure

4.1 Specific Procedure - FOCUS ON EPA's EPP GOALS

The ESC will initially focus on the goods and services targeted through EPA's Environmentally Preferable Purchasing (EPP) Goals, designed to fulfill the Agency's responsibilities under Executive Order (E.O.) 13101, "Greening the Government through Waste Prevention, Recycling, and Federal Acquisition" These goods and services include building materials and design, janitorial and maintenance services, copy paper and publications, meetings, office supplies, electronics, fleets, landscaping, and power. Fleets and power are not addressed in this procedure because these purchases are coordinated by EPA HQ. (See Attachment 2 for suggested websites where more information may be found on all of the EPP Goals listed here.)

Building Materials and Design

The ESC already incorporates many environmentally-preferable building materials and design features, including natural lighting, low-water flush units, variable air volume fume hoods for lab spaces, energy-efficient bulbs, direct digital control of mechanical systems, and recycled-content construction materials.

For all new construction at ESC, during the planning stages, agency representatives should investigate environmentally-preferable building materials and design strategies by gaining a familiarity with the U.S. Green Building Council's Leadership in Energy and Environmental Design (LEED™) Program's Green Building Rating System™ for Existing Building Operations (LEED-EB) (or other applicable LEED standard) and by consulting with the contacts listed for the "Green Buildings" EPA EPP Goals.

Janitorial Services

The ESC currently purchases janitorial and snow removal services through a contract. To address ESC's identified significant environmental aspects, the contract now includes the following:

• a clause requiring the use of and acquisition of environmentally-preferable products and services as required by E.O. 13101 and Title 40 CFR, Part 27.
• a clause calling for the incorporation of integrated pest management (IPM) practices as outlined by the EPA/Army consent decree (December 2000) and associated MOU.
• E.O. 12902 is incorporated into the contract.

In all future contracts for janitorial services, the Facility Manager should incorporate the above clauses, as appropriate. In addition, agency representatives should investigate additional environmentally-preferable janitorial practices and cleaning products to include in the contracts. .

Maintenance Services

Purchases of facility operations and maintenance services for the ESC are made through contracts.

In future contracts, agency representatives should try to identify environmentally-preferable maintenance methods that the ESC could use to help EPA meet its EPP Goals.

Copy Paper and Publications

Facility management staff currently purchase 100-percent postconsumer, processed chlorine-free, recycled-content copy paper for the ESC.

When purchasing printing paper, letterhead, envelopes, color paper, and similar paper products, ESC bank card holders should obtain products that are as close to 100-percent recycled, 50-percent postconsumer content as possible. (See the Office Supplies section of this document.)

Meetings

When planning any type of meeting at the ESC, staff should consult EPA's Green Meetings website (see Attachment 2) for ideas and information on conducting an environmentally-preferable meeting.

Office Supplies

ESC bank card purchases of office supplies are to be made using EPA's agency-wide Blanket Purchase Agreement (BPA) green online ordering system, which should be ready in 2004. (See Attachment 2 for the user friendly e-catalog website.) This site makes available most, "green" office supplies, with a special emphasis on products that fulfill both the Comprehensive Procurement Guidelines (CPG) for buying recycled-content products and the Executive Order 13101 mandate to purchase environmentally-preferable supplies.

If office supplies are not available thru the BPA e-catalog, then alternate sources such as the GSA catalog ("green" supplies, preferably) or commercial vendors may be used.

Electronics

Currently, ESC ensures that its purchases of copiers, printers, and personal computers have the Energy Star rating or energy savings sleep mode built in.

ESC will continue to purchase Copiers, printers, and personal computers with the Energy Star rating or energy savings sleep mode built in and will also use these criteria when purchasing televisions and monitors, computer peripherals, audio equipment, VCRs, DVD players, cellular phones, wireless devices, and other types of electronic equipment.

In addition, an MOA between the ESC and the Computer Support Services group has been signed that ensures that all printers purchased for the ESC are to be capable of duplexing, if at all possible. (See Attachment 2 for the ESC EMS website where a copy of the MOA can be found.)

Landscaping

ESC purchases landscaping services through a contract. To address ESC's identified significant environmental aspects, the contract includes the following:

ESC's grounds already include natural landscaping (expanded beyond the original master plan), bayscaping in the remaining area with native plants, sediment control ponds, and afforestation areas maintained per MDE requirements for 3 years after initial disturbance.

For future landscaping contracts, agency representatives should investigate additional environmentally-preferable landscaping methods that ESC could use to help EPA meet its EPP Goals.

4.2 Specific Procedure - BOILERPLATE LANGUAGE IN CONTRACTS

Where appropriate, the ESC will include boilerplate language in all of its contracts for goods and services. The boilerplate language will request information on a supplier's EMS and will note that this information will be used as part of the criteria for ESC's selection of a supplier (see Attachment 1).

4.3 Specific Procedure - EMS AWARENESS

Before onsite contractors, without fixed contracts, are allowed in the building, Facility Management will check to see if their work will be associated with any of the ESC's significant environmental aspects. Once onsite, the contractor is asked to read a fact sheet on the ESC's EMS policies (see attachment 3).

For vendors who supply products where the ESC has no control over their EMS operations, staff is encouraged to choose vendors and suppliers which will help the EPA meet its EPP Goals. One example is the use of the EPA's agency-wide Blanket Purchase Agreement (BPA) green online ordering system

4.4 Specific Procedure - EPP TRAINING

The ESC will make available guidance and information on purchasing goods and services that reduce impacts associated with ESC's identified significant environmental aspects.

4.5 Specific Procedure - REPORTING/MEASUREMENT OF ESC ENVIRONMENTALLY PREFERABLE PURCHASES

The ESC will follow the agency's requirements for reporting EPP purchases.

4.6 Specific Procedure - ANNUAL PROCEDURAL REVIEW

Annually, the EMS Team will meet to review this procedure and EPA's EPP Goals. Specifically, the EMS Team will discuss the procedure's effectiveness, whether it should be modified, and whether tools (e.g., web site or forms) should be developed to facilitate environmentally-preferable purchasing at ESC. To prepare for the discussion, the EMS Team should survey purchasers and meeting planners at the ESC to discuss the effectiveness of the procedure.

Examples of procedural modifications: a) expand the procedure to include additional products and services purchased at ESC (e.g., products associated with chemicals in ESC's TRI report); b) add language that specifies ESC staff are allowed to pay extra for environmentally-preferable products.

Examples of a tools: a) modify the ESC EMS web site to include environmental criteria that ESC staff could consult before making purchases or developing contracts.

4.7 Responsibilities

Individuals responsible for procurement of goods and services within the categories noted above and individuals planning meetings are responsible for ensuring their purchases reduce impacts associated with ESC's identified significant environmental aspects. Individuals identified by EPA as bank card holders will be responsible for reporting their environmentally-preferable purchases to the agency. Before onsite contractors, without fixed contracts, are allowed in the building, Facility Management will check to see if their work will be associated with any of the ESC's significant environmental aspects.

5 Documentation

When this procedure is reviewed, records will be maintained on suggested changes, including procedural changes or tools, and why the changes were or were not included.

Attachment 1 Boilerplate Language for All ESC Contracts

For all contracts, ESC purchasers should include the following boilerplate language:

• Each company offering a cost proposal should provide information on its environmental management system (EMS) (and whether it is an EPA National Environmental Performance Track member) to the ESC. The ESC will use this information as part of its selection criteria.
• ESC expects the contractor to understand and comply with ESC's EMS.

For an example, ESC purchasers are encouraged to review ESC's contract for hazardous waste disposal.

Attachment 2 Suggested Websites

EPP Goals

http://www.epa.gov/greeningepa/

EPA's Green Meetings

http://www.epa.gov/oppt/greenmeetings/

Oceans Blue Foundation for Green Meetings

www.bluegreenmeetings.org Exit Disclaimer

EPA's agency-wide Blanket Purchase Agreement (BPA) green online ordering system http://www.epasupplies.com/ Exit Disclaimer

ESC EMS website (includes MOA)

http://www.epa.gov/region03/esc/ems/index.htm

Green Seal's Choose Green Report, "General Purpose Cleaners," March 1998

http://www.doi.gov/

GSA's Environmental Products and Services Guide: (CPG Compliant and Other Recycled Content Products)

http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8207&channelPage=/ep/channel/gsaOverview.jsp&channelId=-12972

EPA's CPG Supplier Database

http://cpg.epa.tms.icfi.com/user/cpg_search.cfm Exit Disclaimer

Database of Environmental Information for Products and Services

http://yosemite.epa.gov/oppt/eppstand2.nsf/

Energy Star web site

www.energystar.gov

Federal Electronics Challenge and Purchasing Guidelines

www.Federalelectronicschallenge.net Exit Disclaimer

US Army Corps of Engineers: EPP Resources Link

http://www.cecer.army.mil/sustdesign/EPPCleanProd.cfm

Attachment 3 Fact Sheet for Onsite Contractors (without fixed contracts)

The ESC's Environmental Policy

It is the Environmental Science Center's (ESC) policy to integrate environmental stewardship into all our operations. We manage our organizations and our programs in a manner that protects the environment, the safety of our employees, and public health through our environmental management system (EMS). The EMS is designed to manage the environmental impacts that result from the operations at the facility. All of the operations conducted at this facility are considered within the scope of the EMS. The activities of all of the occupants of the facility are subject to the policies and procedures conform to the international standard ISO 14001 (1996), Environmental Management Systems - Specification With Guidance For Use.

The ESC attempts to prevent pollution before it is produced, reduce the amount of waste at our facility, re-use and recycle whenever possible, and support pollution prevention by our customers and suppliers. Please consider this policy as you perform your tasks or operations in this facility and help us support our environmental goals. Thank you!

Objectives and Targets for Electronics, EPA Region 10

Region 10 – Electronics Objectives

Targets

Date

Metric

Resources currently available for target

Regional commitment to reduce electricity use by electronic devices and computers

Policy: Set policy to include energy efficiency as a factor in equipment purchases

Sept 04

policy written & approved

TBD

Reduce by 25% Electricity Used by Electronic Devices and Computers

Energy Star Equipment

Ensure at least 50% of all electrical equipment purchased is Energy Star efficient.

Include Energy Star requirements in the special terms and conditions in 30% of all grants and contracts.

Make sure the Energy Star Stand-By Power function is enabled in 50% of eligible equipment

July 04

Aug 04

July 04

Energy Star certification per item

Grant policy updated

Software function enabled or not

TBD

Reduce generation of hazardous waste from batteries in electronic devices

Battery Management: Switch to rechargeable batteries. Monitor recharger(s) and batteries. Properly dispose of batteries via contract with disposal facility.

April 04

Number of batteries used. Records of batteries properly disposed of.

ongoing

Reduce generation of solid waste by 50% from electronic devices and computer

Toner Cartridges: Recycle 100% toner cartridges via contract with recycling company

Dec 03

Number of cartridges recycled

ongoing

End-of-Life Management - Maintain management program to send end-or-life equipment to proper organizations, and when necessary to an approved recycler, demanufacturing or disposal facility.

Jan 04

Records of equipment surplused or sent for recycling/disposal

Purchasing: Include environmental factors in determining which electronic equipment to purchase. Purchase eco-labled products whenever possible

Aug 04

Policy written and approved. Numbers of ecolabeled equipment purchased.

Reduce generation of hazardous waste from electronic equipment

LCD Replacement: Replace CRTS with LCDs (Liquid Crystal Displays).

Determine/make projections on amount of CRTS that can be replaced annually

April 04

Number of CRTs replaced

IRU

Use a recycling contractor that does not send un-processed, non-reuseable, non-repairable equipment overseas

Jan 04

Contract

Conduct annual physical on-site audits of all equipment processing and recycling facilties used

Sept 04

Audit records

Additional resource requirements estimated for this task

Data collection

NOTE that this plan can only be implemented contingent on funding

April 10, 2003 Mike Fagan (Initial)

Revised:

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