Subject

(name of jurisdiction) Environmentally Preferable PurchasingThe act and the function of responsibility for the acquisition of equipment, materials, supplies, and services. In a narrow sense, the term describes the process of buying. In a broader sense, the term describes determining the need, selecting the supplier, arriving at a fair and reasonable price and terms, preparing the contract or purchase order, and following up to ensure timely delivery. Resolution

EFFECTIVE DATE: ____________

TABLE OF CONTENTS:

Subject	Section 1.0	Page 1
Purpose	Section 2.0	Page 1
Definitions	Section 3.0	Page 1
Background	Section 4.0	Page 2
General Policies	Section 5.0	Page 2
Research, Planning, and Education	Section 6.0	Page 3
Sample Specifications	Section 7.0	Page 3
Performance and Availability	Section 8.0	Page 4

Purpose

The goal of this policy is to encourage and increase the use of environmentally preferable products and services in (jurisdiction). By including environmental considerations in purchasing decisions, (jurisdiction) can promote practices that improve public and worker health, conserve natural resources, and reward environmentally conscious manufacturers, while remaining fiscally responsible.

Definitions

For the purpose of this resolution, the following definitions shall apply:

• "Available locally" means that one or more businesses within the county/city or immediate surrounding areas are able to provide goods and services in a timely manner, and in sufficient quantity and quality to meet a specific department/agency need.
• "Biodegradable" means the ability of a substance, material, or product ingredient to readily decompose by the action of microbes.
• "Chlorofluorocarbon, (CFC)" refers to the family of compounds of chlorine, fluorine, and carbon. CFC's contribute to the depletion of the stratospheric ozone layer, and have been used as an ingredient for refrigerants, solvents, and for blowing plastic-foam insulation and packaging. The Montreal Protocol on Substances that Deplete the Ozone Layer calls for complete elimination of CFC production.
• "Environmentally preferable products and services" as defined by Presidential Executive Order 13101, means products and services that have a lesser or reduced effect on human health and the environment when compared to competing products and services that serve the same purpose. This applies to raw material acquisition, as well as product manufacturing, distribution, use, maintenance, and disposal.
• "Green building practices" means the incorporation of environmental, health, and waste preventionAn activity that prevents waste at its source, which includes reducing the amount of material used and/or the toxicity of the material used to accomplish any task; reuse of a product in its original form; and use of repairable, refillable, or durable products that result in a longer useful life. criteria in building design, site-planning and preparation, materials acquisition, construction or remodeling, deconstruction, and waste disposalThe act of getting rid of unwanted items and material having no value in excess of their basic material content. Mixed municipal solid waste (MSW) is typically disposed of at landfills, mixed-waste composting facilities, or energy recovery facilities..
• "Integrated pest management" means the use of a combination of pest control methods including improved sanitation, mechanical, physical, biological, or chemical means.
• "Post-consumer recycled material" refers to material that has served its intended use and has been discarded for disposal or recovery, having completed its life as a consumer item, and is used as a raw material for new products.
• "Practicable" means satisfactory and within reason when considering price, performance, availability, compatibility with specified operation, and public safety.
• "Price-preference" means a percentage of increase in price that (jurisdiction) will pay to obtain a designated product or service.
• "Processed-chlorine free paper" refers to paper that is manufactured using a percentage of post-consumer recycled paper fiber (that may contain residues of chlorine) and is whitened without adding chlorine or chlorine derivatives.
• "Rainforest hardwood/tropical wood" means wood that originates from trees grown in a rainforest.
• "Recyclable" refers to a material or product that can be reprocessed, remanufactured, or reused.

Background

Local and state government, combined, purchase more than $1 trillion of goods and services each year. Many of these products contribute to problems in the overall environment, including contamination of the air and water, and depletion of environmental resources. In some instances, products require special waste disposal and reporting procedures which can be cumbersome and expensive. Furthermore, local government employees using these products may be exposed to compounds that are potentially harmful to their health.

(Jurisdiction) has an opportunity to serve as a community model for environmental leadership by incorporating a plan of action that will conserve precious resources such as water, raw materials, and energy, reduce the use of hazardous substances, and potentially improve the environmental quality of the region. By incorporating environmental considerations in public purchasing, (jurisdiction) can reduce its burden on the local and global environment, remove unnecessary hazards from its operations, protect public health, reduce costs and liabilities, and help develop markets for environmentally responsible products.

General Policies

The Office of (ProcurementThe combined functions of purchasing, inventory control, traffic and transportation, receiving, receiving inspection, storekeeping, and salvage and disposal operations., County/City Manager, and/or Environment, etc.) shall coordinate the establishment of a special interdepartmental Environmental Purchasing Task Force (hereinafter "the Task Force") including one representative from public administration (County/City Manager, Commissioner, Freeholder, City Council member, etc.), representatives from purchasing, parks and recreation, environmental services, construction/property management, vehicle/equipment maintenance, and other relevant departments/operations to (1) identify opportunities for environmental purchasing initiatives, (2) provide a forum for open discussion by affected personnel, and (3) educate and inform staff about the environmental purchasing program. The Task Force shall meet quarterly following the adoption of this policy.

The Task Force shall designate an Environmental Purchasing Coordinator(s) (hereinafter "the Coordinator") to provide oversight to the Task Force, discuss with individual departments opportunities to increase environmental purchasing where relevant, coordinate outreach/training for staff, report to jurisdiction leadership, and provide general support to maintain the environmental purchasing program.

By (date), the Task Force shall encourage a minimum of one department to perform a pilot or demonstration study of environmentally preferable purchasing. The following departments and operations are potential sites for environmental purchasing demonstrations: vehicle/equipment maintenance, construction/property management, parks and recreation, janitorial services, public works, pest control, or administration. The Coordinator(s) shall provide technical/logistical assistance to help said departments incorporate environmentally preferable products into their operations. Results of initial pilot studies shall be evaluated and reported to (jurisdiction governing body). As feasible, all departments are encouraged to advance environmental purchasing for their specific operations by initiating pilot studies.

Based on the results of the pilot studies, all departments, offices, and agencies shall use, and require their contractors and consultants to use, environmentally preferable products where practicable no later than (date).

Research, Planning and Education

The Environmental Purchasing Task Force shall research opportunities to (a) expand the purchase of environmentally preferable productsGoods and services that have a lesser or reduced effect on human health and the environment when compared with other goods and services that serve the same purpose.; (b) identify environmentally preferable alternatives; (c) recommend goals, where practicable, to practice alternative processes within (jurisdiction) operations that will reduce the use/disposal of hazardous substances and will promote resource conservation; and (d) collect and maintain up-to-date information regarding manufacturers, vendors, and other sources for locating/ordering environmentally preferable products. The Task Force and/or Coordinator(s) shall provide applicable information to departments.

The Coordinator(s) shall submit annual reports to the (governing entity) by (date) regarding the status of this policy's implementation. This report shall include total purchases of environmentally preferable products by each department, results of designated product evaluations, and the financial status for implementation of this policy including indirect and direct costs/savings.

Relevant departments, offices, and agencies shall assign staff to:

• ensure that contracting procedures do not discriminate against reusable, recycled, or environmentally preferable products without justification;
• evaluate environmentally preferable products to determine the extent to which they may be used by the agency and its contractors;
• review and revise contracting procedures to maximize the specification of designated environmentally preferable products where practicable;
• facilitate data collection on purchases of designated environmentally preferable products by the agency and its contractors and report the data to the Environmentally Preferable Purchasing Coordinator(s) by (date) each year for inclusion in the annual report to the (jurisdiction governing entity).

Performance, Price and Availability

Nothing contained in this policy shall be construed as requiring a department or contractor to procure products that do not perform adequately for their intended use, exclude adequate competition, or are not available at a reasonable price in a reasonable period of time.

Note

This resolution should be tailored to suit the individual needs and circumstances of your community.