Loading...
04 Procurement and Sustainable Practices Policy I I I TOWN OF TRUCKEE California RESOLUTION NO. 2009-04 A RESOLUTION OF THE TRUCKEE TOWN COUNCIL ADOPTING THE GREEN PROCUREMENT AND SUSTAINABLE PRACTICES POLICY WHEREAS, it is the policy of the Town of Truckee to conserve and protect natural resources for current and future citizens; and WHEREAS, the California Integrated Waste Management Act of 1989 (AS 939) mandates that cities and counties reduce the amount of waste being disposed by 50 percent, and that they participate in and promote waste reduction, reuse and recycling programs; and WHEREAS, the Town of Truckee's participation in and promotion of recycling programs can significantly reduce the volume of materials entering the waste stream, thereby conserving natural resources; and WHEREAS, in order for recycling programs to be effective, markets for recycled post-consumer materials must be developed; and WHEREAS, implementation of this policy is intended to broaden the use of recycled content products currently purchased and increase the recycled content products purchased and used by the Town, its contractors, grantees, and customers; and WHEREAS, the Town of Truckee's commitment to the purchase of recycled materials will foster market development for recycled products; and WHEREAS, the Town of Truckee through the implementation of this policy will serve as a model for private industry and businesses; and WHEREAS, this policy will further contribute to the Town's compliance with State requirements that cities undertake and support market development activities; NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF TRUCKEE as follows: the Town Council adopts the attached Green Procurement and Sustainable Practices Policy to purchase recycled content products and engage in sustainable practices. .*.... The foregoing Resolution was introduced at a Regular Meeting of the Truckee Town Council, held on the 15th day of January, 2009 by Council Member Green who moved its adoption, which motion being duly seconded by Vice Mayor Dee was upon roll call carried and the Resolution 2009-04 adopted by the following vote: Ayes: Council Members; Anderson, Green, deRyk-Jones, Vice Mayor Dee, and Mayor Brown. Noes: None. Abstain: None. 4JJilc Dr. Mark Brown, Mayor ATTEST: - C, Town Clerk I I I Town of Truckee Green Procurement and Sustainable Practices Policy Implementation Schedule This document provides talking points for management’s discussion on the potential adoption and implementation of the Green Procurement and Sustainable Practices Policy (GPSPP). The following sections are included: ? Basic Components of the Policy ? Staff Responsibilities for the Implementation of the Policy ? Current Accomplishments of Implementing Measures Consistent with this Policy ? Potential Goals for Implementing the Policy Basic Components of the Policy 1. Require waste prevention, recycling, market development and use of recycled/recyclable materials through lease agreements, contractual relationships and purchasing practices with vendors, contractors, businesses, and other public and governmental agencies. 2. Generate less waste material by reviewing how supplies, materials, and equipment are manufactured, purchased, packaged, delivered, used, and disposed. 3. Serve as a model for the region to influence waste prevention, recycling, and procurement efforts. Staff Responsibilities for the Implementation of the Policy The goal of this policy is not to increase cost but to encourage efficient and sustainable operating procedures. It is difficult to estimate the amount of staff time needed to implement the policy. The following section provides a general outline of staff task to implement the policy. RECYCLING COORDINATOR RESPONSIBILITIES: ? The Recycling Coordinator will work with Bradbury’s and Office Max to develop a list of recycled content products (RCPs) for distribution amongst Town Purchasers. The Recycling Coordinator will work with Bradbury’s and Office Max to track RCPs vs. non- recycled content products. ? The Recycling Coordinator will work with Town Purchasers to ensure they are knowledgeable of the policy and are familiar with identifying RCPs. The Recycling Keep Truckee Green a consolidated program of the Town of Truckee 10183 Truckee Airport Road -Truckee, CA 96161 www.townoftruckee.com Phone: 530.582-7700 Fax 530.582.7710 Recycling Hotline: 530.582.2928; Report Water Pollution Problems: 530.582.7794 Printed on Recycled Content Paper Page 1 of 5 Coordinator will also work with Town Purchasers to evaluate the environmentally preferable product categories as listed under Best Practices of this policy and produce a list of such products that meet the criteria. ? The Recycling Coordinator will provide information to Town Staff on the standards of this policy. Staff will be required to select RCPs, reduce consumption and recycle as much as possible. Information concerning this policy will be added to the new employee orientation process. In addition the Recycling Coordinator will provide staff standard language to be included in all procurement documents requiring all vendors and grantees to utilize RCPs and comply with the standards of this policy. Sample language may include: PROPOSAL SUBMITTAL REQUIREMENTS The proposal should be prepared on standard 8 ½” x 11” letter size, recycled paper, printed double-sided and bound on the long side. It is the policy of the City to encourage the use of reusable, recycled, recyclable, and chlorine-free printed materials in the submittal of all bids, proposals, reports, and other documents prepared in connection with this solicitation. The use of expensive papers and bindings is discouraged. ? The Recycling Coordinator shall prepare and deliver to the Town Council, as part of the Keep Truckee Green Annual Report, a status report on the implementation of this policy. The report shall include documentation of the types, quantities, and dollar amounts of recycled products purchased in the previous year by the Town. The report shall also identify and discuss the following: 1. Instances where this policy is waived or its requirement found impracticable; and 2. Barriers to the procurement of products meeting the Town’s requirements. ENERGY CONSERVATION COMMITTEE RESPONSIBILITIES ? The Energy Conservation Committee shall develop and implement an ongoing promotional program to educate and inspire Town of Truckee staff to implement this policy. ? The Energy Conservation Committee shall review specifications used in public bidding to eliminate barriers to recycled-content products such as outdated or overly stringent product specifications and specifications not related to product performance. All requests for proposals shall require vendors to use recycled products whenever possible. ? The Energy Conservation Committee shall investigate where Town of Truckee policies and practices could be modified to encourage or require waste reduction, recycling, and environmental preferable purchasing. Keep Truckee Green a consolidated program of the Town of Truckee 10183 Truckee Airport Road -Truckee, CA 96161 www.townoftruckee.com Phone: 530.582-7700 Fax 530.582.7710 Recycling Hotline: 530.582.2928; Report Water Pollution Problems: 530.582.7794 Printed on Recycled Content Paper Page 2 of 5 ? The Energy Conservation Committee shall pursue the development of a Green and Sustainable Building Policy for use in all new construction, remodeling, and repair projects. ? The Energy Conservation Committee shall investigate the feasibility of modifying the Building Code to require new construction projects to accommodate recycling activities in the building design. ADMINISTRATIVE SERVICES RESPONSIBILITIES ? Administrative Services shall include this policy in the standard purchasing guidelines which are slated to be re-written in the early part of 2009. ? Work with IT to have all computers set to print double sided. Incorporate this task with existing computer updates. ALL STAFF RESPONSIBILITIES ? Staff will be required to select RCPs, reduce consumption and recycle as much as possible. Staff shall include standard language in all procurement documents requiring all vendors and grantees to utilize RCPs and comply with the standards of this policy. ? All Town Departments and Divisions shall use recycled products for their business cards, letterhead stationery, envelopes, business forms, and pertinent documents. All said documents shall be printed with the standard phrase, “Printed on Recycled/Recyclable Paper,” thereby promoting the use of post-consumer content. If sufficient documentation and certification is available, reasonable efforts shall be undertaken to specifically indicate the percentage of recycled post-consumer content. In addition, the Town publications or mailings will be printed using non-toxic inks. ? All Town photocopying of requested documents produced by grantees and contractors shall be produced on post-consumer recycled paper. All contractors and grantees will submit all requested documents to the Town on recycled paper. This shall include, but is not limited to, drafts, reports, training manuals, bids, responses to inquiries, and permit applications. The Town will also engage in the practice of two-sided copies for all Town memos and mailings. Current Accomplishments of Implementing Measures Consistent with this Policy ? Reduced trash service at Town Hall and added free cardboard recycling. This alone is saving the Town $4,200 annually in reduced disposal fees. ? Added additional recycling bins to the Corp yard to ensure all non-paper items are recycled. Added a cardboard only recycling dumpster, at the Corp yard to be utilized by Town Staff as well as the Humane Society. Keep Truckee Green a consolidated program of the Town of Truckee 10183 Truckee Airport Road -Truckee, CA 96161 www.townoftruckee.com Phone: 530.582-7700 Fax 530.582.7710 Recycling Hotline: 530.582.2928; Report Water Pollution Problems: 530.582.7794 Printed on Recycled Content Paper Page 3 of 5 ? Provided a blue recycling bin for the collection of waste paper at all Town workstations. ? Provided all Town staff with a reusable water bottle to reduce the consumption of disposable bottles. Encourage staff to bring their own plates and bowls for use in the office and during work functions. ? Added “Printed on Recycled Paper” to all Town letterhead. ? Switched to 30% post consumer recycled content paper for all copy machines, printers and fax machines within Town Hall. ? In 2008 to date, Town Staff has purchased 26.9% ($4,003.64 of $14,858.47) recycled content general supply products from Office Max. ? The Town purchases recycled content, non-bleached bathroom products as well as less toxic cleaners for use in Town facilities. ? The Town has procured green building products such as paint, carpet, concrete, etc. ? The Town currently sweeps and utilizes reclaimed sand on road surfaces. ? Besides the standard recyclables, such as paper, bottles and cans the Town recycles all batteries, CFLs , ballast, left over paints, tires, used motor oil, antifreeze, and hazardous waste. Potential Goals for Implementing the Policy ? Allow the Town to be competitive in securing grant funding from the CA Integrated Waste Management Board (CIWMB): i.e. Tire Recycling Grants, Synthetic Playing Field Grants; Rubberized Asphalt and Sealing Grants; etc. The CIWMB will not accept any grant applications from agencies that have not adopted such a policy. ? Allow the Town to lead by example: Currently the PUD, Glenshire Elementary School and the Tahoe Donner Homeowners Association have been given this policy to consider adopting to govern their internal purchasing. As the Town recommends outside agencies to consider this policy it would be advantageous to have the policy in place as an example. ? Increase the purchase of recycled content general supply products from 29% to 50%. ? Increase staff’s participation in waste reduction and recycling. Some areas for improvement may include saving paper printed on one side for use as scrap paper or draft document paper. ? Review and update specifications used in public bidding to eliminate barriers to recycled- content products such as outdated or overly stringent product specifications and specifications not related to product performance. All requests for proposals shall require vendors to use recycled products whenever possible. Keep Truckee Green a consolidated program of the Town of Truckee 10183 Truckee Airport Road -Truckee, CA 96161 www.townoftruckee.com Phone: 530.582-7700 Fax 530.582.7710 Recycling Hotline: 530.582.2928; Report Water Pollution Problems: 530.582.7794 Printed on Recycled Content Paper Page 4 of 5 ? Review and update Town of Truckee policies and practices to encourage or require waste reduction, recycling, and environmental preferable purchasing. ? Modify the Building Code to require new construction projects to accommodate recycling activities in the building design. This policy is consistent with the General Plan Conservation and Open Space Policy 15.3 to encourage energy conservation, waste reduction and environmental sustainability in all Town activities. This policy is also consistent with the requirements set forth by AB 939 the Integrated Waste Management Act. Keep Truckee Green a consolidated program of the Town of Truckee 10183 Truckee Airport Road -Truckee, CA 96161 www.townoftruckee.com Phone: 530.582-7700 Fax 530.582.7710 Recycling Hotline: 530.582.2928; Report Water Pollution Problems: 530.582.7794 Printed on Recycled Content Paper Page 5 of 5 Town of Truckee Green Procurement and Sustainable Practices Policy I. Purpose The purpose of this policy is to acknowledge that in order to support the recycling ethic and to minimize environmental impacts, the Town of Truckee will purchase recycled content and environmentally preferred products. The Town of Truckee recognizes our employees can make a difference in favor of environmental quality. The Town of Truckee will purchase recycled content and environmentally preferable products unless such products do not perform satisfactorily and/or are unreasonably expensive, and/or conflicts with an existing Town policy. This policy is consistent with the requirements of Assembly Bill 939, the California Integrated Waste Management Act (Act). The Act requires each local jurisdiction to reduce the amount of waste being disposed of in landfills by at least 50 percent by the Year 2000. This policy supports the recycling hierarchy of reduce-reuse-recycle through minimizing the creation of waste, reusing materials, recycling materials that cannot be source-reduced, and purchasing recycled content and environmentally preferred products. The Town of Truckee acknowledges that unless we purchase recycled content products, we are not truly recycling. The basic components of this policy include: 1. Require waste prevention, recycling, market development and use of recycled/recyclable materials through lease agreements, contractual relationships and purchasing practices with vendors, contractors, businesses, and other public and governmental agencies. 2. Generate less waste material by reviewing how supplies, materials, and equipment are manufactured, purchased, packaged, delivered, used, and disposed. 3. Serve as a model for the region to influence waste prevention, recycling, and procurement efforts. II. Definitions "Recycling" means 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 that meet the quality standards necessary to be used in the marketplace. "Waste Prevention" means any action undertaken by an individual or organization to eliminate or reduce the amount or toxicity of materials before they enter the municipal Keep Truckee Green a consolidated program of the Town of Truckee 10183 Truckee Airport Road -Truckee, CA 96161 www.townoftruckee.com Phone: 530.582-7700 Fax 530.582.7710 Recycling Hotline: 530.582.2928; Report Water Pollution Problems: 530.582.7794 Printed on Recycled Content Paper Page 1 of 6 solid waste stream. This action is intended to conserve resources, promote efficiency, and reduce pollution. "Practicable" means sufficient in performance and not unreasonably expensive. "Environmentally Preferable Products" means products that have a lesser impact on human health and the environment when compared with competing products. This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, and/or disposal of the product. “Recycled Products" are products manufactured with waste material that has been recovered or diverted from the waste stream. Recycled material may be derived from post-consumer waste (material that has served its intended end-use and been discarded by a final consumer), industrial scrap, manufacturing waste, and/or other waste that otherwise would not have been utilized. ? "Post-consumer recovered materials.” A finished material that would normally be disposed of as a solid waste, having completed its life cycle as a consumer item. Examples of post-consumer recovered materials include, but are not limited to: old newspapers, office paper, yard waste, steel and/or aluminum cans, glass, plastic bottles, oil, asphalt, concrete, and tires. ? “Pre-consumer recovered materials.” Material or by-products generated after manufacturing of a product is completed, but before the product reaches the end- use consumer. Examples of pre-consumer recovered materials include, but are not limited to: obsolete inventories of finished goods, rejected unused stock and paper wastes generated during printing, cutting and other converting operations. ? “Total recovered material.” The total pre- and post-consumer recovered material contained in a product. III. Policies A. All Town of Truckee personnel will specify recycled content and environmentally preferable products unless such products do not perform satisfactorily and/or are unreasonably expensive and/or conflicts with an existing Town policy. The priority for purchasing recycled content products shall be as follows: 1. The highest percentage of recycled content of post-consumer recovered material, available in the marketplace; and 2. The highest percentage of “pre-consumer recovered material,” available in the market place. B. The Town of Truckee shall solicit the use of recycled content and other environmentally preferred products in its procurement documents. C. All Town of Truckee departments/divisions shall practice waste prevention and recycling. Keep Truckee Green a consolidated program of the Town of Truckee 10183 Truckee Airport Road -Truckee, CA 96161 www.townoftruckee.com Phone: 530.582-7700 Fax 530.582.7710 Recycling Hotline: 530.582.2928; Report Water Pollution Problems: 530.582.7794 Printed on Recycled Content Paper Page 2 of 6 IV. Best Practices A. Procurement Practices The Recycling Coordinator shall work in collaboration with Town of Truckee purchasers and the Energy Conservation Committee to evaluate the following environmentally preferable product categories, at a minimum, and produce a list of such products that meet the criteria. Town of Truckee personnel shall order from the list that meets the criteria unless a performance issue with a specific product arises, the cost of the product is unreasonably expensive or the purchase of the product conflicts with an existing Town policy. 1. Printing and writing papers including all imprinted letterhead paper, envelopes, copy paper, and business cards shall contain a minimum of 30 percent post-consumer recycled content. 2. Paper products including janitorial supplies, shop towels, hand towels, facial tissue, toilet paper, seat covers, corrugated boxes, file boxes, hanging file folders, and other products composed largely of paper. 3. Remanufactured laser printer toner cartridges and remanufactured or refillable inkjet cartridges. 4. Re-refined antifreeze including on-site antifreeze recycling. 5. Re-refined lubricating and hydraulic oils. 6. Recycled plastic outdoor wood substitutes including plastic lumber, benches, fencing, signs, and posts. 7. Recycled content construction, building and maintenance products, including plastic, lumber, carpet, tiles, and insulation. 8. Recrushed cement concrete aggregates and asphalt. 9. Cement and asphalt concrete containing tire rubber, glass cullet, recycled fiber, plastic, fly ash, or other alternative products. 10. Products made from recycled tire rubber including rubberized asphalt, playground surfaces, and fatigue mats. 11. Compost, mulch, and other organics including recycled biosolids products. 12. Remanufactured paint 13. Janitorial cleaning supplies. 14. Other products that may be designated by the Energy Conservation Committee. B. Waste Prevention Practices Town of Truckee staff is required to reduce their consumption of resources by incorporating the following practices into their daily activities. 1. Consider durability and reparability of products prior to purchase. 2. Conduct routine maintenance on products/equipment to increase the useful life. 3. Use duplex features on laser printers and copiers. Specify duplex on all print jobs. Keep Truckee Green a consolidated program of the Town of Truckee 10183 Truckee Airport Road -Truckee, CA 96161 www.townoftruckee.com Phone: 530.582-7700 Fax 530.582.7710 Recycling Hotline: 530.582.2928; Report Water Pollution Problems: 530.582.7794 Printed on Recycled Content Paper Page 3 of 6 4. The Town will also engage in the practice of two-sided copies for all Town memos and mailings. 5. Create electronic letterhead for use by all departments and divisions. 6. Send and store information electronically when possible. This includes e- mail, web site, and electronic fax. 7. Review records retention policies and implement document imaging systems. 8. Other waste prevention practices that further the goals of this policy. V. Responsibilities of Recycling Coordinator The Recycling Coordinator shall coordinate the implementation of this policy. This includes the following: A. Develop and maintain information about environmentally preferable products and recycled content products containing the maximum practicable amount of recycled materials to be purchased by departments and divisions. Initially, these shall include the products designated in Section IV A of this policy. B. Develop a monitoring and tracking system as a tool to confirm compliance with this policy. C. Inform other departments and divisions of their responsibilities under this policy and provide departments and divisions with information about recycled products and environmental procurement opportunities. D. Develop and implement an ongoing promotional program to educate and inspire Town of Truckee staff to implement this policy. Information concerning this policy will be added to the new employee orientation process. E. Inform vendors of our Green Procurement and Sustainable Practices Policy. F. Restrict contracts to only recycled-content products whenever possible (e.g., office supplies, lubricating oils, and janitorial supplies). G. Review specifications used in public bidding to eliminate barriers to recycled- content products such as outdated or overly stringent product specifications and specifications not related to product performance. All requests for proposals shall require vendors to use recycled products whenever possible. VI. Responsibilities of Information Technology Division A. Develop and conduct training practices that reduce waste generation. B. Set up all computers and printers to promote this policy including the removal of banner pages and setting the default to two-sided copying. Keep Truckee Green a consolidated program of the Town of Truckee 10183 Truckee Airport Road -Truckee, CA 96161 www.townoftruckee.com Phone: 530.582-7700 Fax 530.582.7710 Recycling Hotline: 530.582.2928; Report Water Pollution Problems: 530.582.7794 Printed on Recycled Content Paper Page 4 of 6 VII. Responsibilities of All Town of Truckee Departments and Divisions Each department and division shall: A. Practice waste prevention. B. Continue to utilize recycling programs and expand where possible. C. Procure products in compliance with the Green Procurement and Sustainable Practices Policy. D. Evaluate each designated product to determine the extent to which departments and divisions may practicably use it. E. Ensure that procurement documents issued by the department or division require environmental preferred purchasing. F. Investigate where Town of Truckee policies and practices could be modified to encourage or require waste reduction, recycling, and environmental preferable purchasing. G. All Town Departments and Divisions shall use recycled products for their business cards, letterhead stationery, envelopes, business forms, and pertinent documents. All said documents shall be printed with the standard phrase, “Printed on Recycled Paper,” thereby promoting the use of post-consumer content. If sufficient documentation and certification is available, reasonable efforts shall be undertaken to specifically indicate the percentage of recycled post-consumer content. H. All Town photocopying of requested documents produced by grantees and contractors should be produced on post-consumer recycled paper. All contractors and grantees should submit all requested documents to the Town on recycled paper. This shall include, but is not limited to, drafts, reports, training manuals, bids, and responses to inquiries. The Town will also engage in the practice of two-sided copies for all Town memos and mailings. VIII. Exemption Nothing in this policy shall be construed as requiring the purchase of products that do not perform adequately, are not available at a reasonable price or conflict with an existing Town policy. In those instances where it is deemed impractical to procure a recycled-content item, a specific explanation for the finding must be included in the purchasing record. IX. Monitoring/Reporting A. The Recycling Coordinator shall prepare and deliver to the Town Council, as part of the Keep Truckee Green Annual Report, a status report on the implementation Keep Truckee Green a consolidated program of the Town of Truckee 10183 Truckee Airport Road -Truckee, CA 96161 www.townoftruckee.com Phone: 530.582-7700 Fax 530.582.7710 Recycling Hotline: 530.582.2928; Report Water Pollution Problems: 530.582.7794 Printed on Recycled Content Paper Page 5 of 6 of this policy. The report shall include documentation of the types, quantities, and dollar amounts of recycled products purchased in the previous year by the Town. The report shall also identify and discuss the following: 1. Instances where this policy is waived or its requirement found impracticable; and 2. Barriers to the procurement of products meeting the Town’s requirements. X. Other Areas: A. In order to facilitate recycling into new construction projects, the Town will investigate the feasibility of modifying the Building Code to require new construction projects to provide adequate space to accommodate recycling containers and/or recycling collection locations in the building design. B. The Town will consider other products and practices that conserve energy, water, and other resources. Keep Truckee Green a consolidated program of the Town of Truckee 10183 Truckee Airport Road -Truckee, CA 96161 www.townoftruckee.com Phone: 530.582-7700 Fax 530.582.7710 Recycling Hotline: 530.582.2928; Report Water Pollution Problems: 530.582.7794 Printed on Recycled Content Paper Page 6 of 6