Final Report Fort Collins Purchasing Program, Policy, and Product Evaluation

Transcription

1 Final Report Fort Collins Purchasing Program, Policy, and Product Evaluation Green Purchasing Institute Alicia Culver, Ellen Love, Susan Kinsella and Kelly Panciera April 29, Martin Luther King Jr. Way Oakland, CA Tel: Fax:

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3 Table of Contents Executive Summary Program Evaluation and Benchmarking Policy Evaluation and Benchmarking Evaluation and Benchmarking of Current Purchases Program: Assessment and Benchmarking of the City of Fort Collins Green Purchasing Program Overview Program Evaluation Methods Strengths of the City of Fort Collins Green Purchasing Program Program: Best Practices #1: Dedicate Sufficient Staff Time and Resources #2: Periodic Planning and Prioritization #3: Adopt Standards and Procedures for Policy Implementation #4: Develop and Deploy Green Purchasing Outreach Program #5: Track and Report Green Purchasing Activities and Impacts #6: Participate in External Green Purchasing Activities Policy: Assessment and Benchmarking of the City of Fort Collins Green Purchasing Policy Background Methods Strengths of Fort Collins Green Purchasing Policy Opportunities for Policy Improvement Policy: Best Practices #1: Address 3 Pillars of Sustainability #2: Delineate Roles and Responsibilities #3: Direct Development of Specific Tools #4: Make Sustainable Procurement the Default #5: Establish and Update Sustainable Procurement Goals #6: Require Annual Reports #7: Periodically Review and Update the Policy Appendix A: Top Sustainable Purchasing Categories Prepared for the City of Fort Collins Fort Collins Green Purchasing Final Report (April 2012) i

4 Appendix B: Fort Collins Green Purchasing Evaluation: Products Introduction Background Methods Highlights of the Fort Collins Green Purchasing Program Green Purchasing Recommendations Summary Office Equipment, Services and Supplies Copy Paper Toner Cartridges Batteries Computer Hardware and Recycling Imaging Equipment Servers Building Construction, Renovation, Operation and Maintenance Lighting Equipment Carpeting, Flooring and Adhesives Plumbing Equipment and Accessories Energy- efficient Building Equipment Roofing Renewable Energy (including On- SIte Solar Systems) Paints and Finishes Custodial Services Cleaning Products Hand Soaps Janitorial Papers and Hand Dryers Other Custodial Products and Equipment Fleets Vehicles and Fuels Fleet Maintenance Services and Supplies Infrastructure and Exterior Spaces Traffic Signals and Pedestrian Signals Street Lights, Parking Lot Lights, and Other Exterior Lights Snow Removal Services and Road De- Icing Products Paving Materials Pesticides and Herbicides Food and Food Services Food Food Service Supplies and Food Scrap Composting Dry Cleaning and Laundry Services Fort Collins Green Purchasing Report ii

5 Executive Summary The Green Purchasing Institute interviewed 27 staff from nine City Departments about their purchasing policy, program, practices and standards and reviewed current contracts, building design standards, purchasing data, and other documents to assess the City of Fort Collins' green purchasing policy, program and practices. Program Evaluation and Benchmarking There is widespread awareness among Fort Collins City employees about the benefits of increasing the environmental sustainability of the City s operations. During GPI s initial set of meetings with City staff, it identified many environmental purchasing initiatives within several City departments particularly Operation Services, which is responsible for building maintenance, energy management, construction and renovation projects, and the purchase and maintenance of the City s fleet. While the sustainability ethic is well established in the culture of the City government and many green purchasing activities have taken place over the past two decades, the City does not have a formal green purchasing program in place at this time. Implementation of the City s Environmental Stewardship Administrative Guidelines (which include green purchasing provisions) has been largely decentralized. While all City employees are responsible for carrying out the City s sustainability and green purchasing goals, no clearly defined program infrastructure and very few tools have been developed to ensure that it happens in an efficient and effective manner. The City of Fort Collins green purchasing program could be strengthened by: Dedicating sufficient staff time and other resources to develop and improve it; Undertaking planning and prioritization activities on an on- going basis to identify upcoming green purchasing opportunities; Establishing clear and effective green procurement procedures and standards to ensure that the policy is fully and consistently followed; Designing and deploying a more coordinated outreach program (including the development of additional web- based tools) to inform City employees and vendors about Fort Collins green purchasing policies and procedures; Tracking and reporting the program s activities and impacts, including cost savings and environmental benefits; and Participating in external green purchasing activities, including cooperative purchasing, in order to Lead by Example and avoid recreating the wheel. Tracking and reporting is a particularly important function because it helps the municipality: communicate to the public and policy- makers the good work it is doing in this area; identify opportunities for further improvement; document compliance with its citywide sustainability goals; and secure green building credits related to the operation and maintenance of its facilities. Fort Collins Green Purchasing Final Report (April 2012) 1

6 A detailed analysis of the City s green purchasing program, including a benchmarking comparison with other municipal leaders in the field and more detailed recommendations, is provided in the body of the report below. Policy Evaluation and Benchmarking The City of Fort Collins has an environmental purchasing policy Section 3.3: Products and Services Purchasing Guidelines of the City s Administrative Policies on Environmental Stewardship. This policy consists largely of a set of guidelines for City employees about how they should reduce the environmental impacts of the City s operations. Some of these guidelines are very specific such as those encouraging the purchase of paper with at least 30% post- consumer recycled content and office electronics that are ENERGY STAR- rated. One of the strengths of the City s policy is that it directs City employees toward products that are certified by organizations such as Green Seal in order to prevent greenwashing. Under this policy, City employees are encouraged but not required to purchase environmentally preferable products and use life- cycle cost analysis to procure products that represent the best value to the City due to energy savings and/or other benefits even when the initial price of the product is relatively high. Nevertheless, Fort Collins green purchasing policy does not represent a state- of- the- art sustainable procurement policy and could be strengthened by: addressing all three pillars of sustainability (environmental stewardship, social responsibility, and economic equity); clearly delineating the roles and responsibilities of the City s Purchasing Department and other City agencies in carrying out the goals and requirements of the policy; directing the City to establish and periodically update sustainable procurement standards, specifications and best practices for the employees and vendors to follow; requiring City staff to make sustainable purchasing the default for all major purchasing decisions; setting sustainable procurement goals; including an annual reporting requirement; and committing to periodically reviewing and updating the policy as needed. A detailed analysis of the City s green purchasing policy, including a benchmarking comparison with other municipal leaders in the field and more detailed recommendations, is provided in the body of the report below. Evaluation and Benchmarking of Current Purchases The City of Fort Collins has incorporated environmental criteria into purchasing a wide range of product and service categories, and is doing very well compared to other cities of its size in several areas of green purchasing. Nonetheless, there are some touchstone areas of green purchasing where the City could easily improve its performance. Fort Collins Green Purchasing Report 2

7 Examples of Areas Where Fort Collins Current Purchases Meet the Leading-Edge Criteria for Environmental Responsibility New Construction Services: The City s Resolution , which requires all new construction projects of 5,000 square feet or greater to meet the LEED Gold standard, has been a strong driver of the procurement of green construction services. In addition, the City s Building Design Standards for all construction and remodel projects promote compliance with its energy efficiency, pollution prevention, and waste reduction goals. Green Cleaning Services: The City s major cleaning services contract specifies exactly which products contractors may use, and the specified products mostly meet strong standards such as Green Seal- or EcoLogo- certification, which protect both workers and the environment from toxic chemicals commonly found in cleaning products. Computer purchases: The laptops the City purchased in meet the Electronic Products Environmental Assessment Tool (EPEAT) Gold standard for electronics, which is the top environmental standard in the industry. It is important to note, however, that while the City has made a concerted effort to buy energy- efficient computer equipment, meeting this broader multi- attribute standard is not articulated in a City or Departmental policy. Consequently, the City s success with this product category may vary from year to year. Several municipalities, states and federal agencies have committed to purchasing all or nearly all of their desktop computers, laptops and monitors from the growing list of EPEAT- qualified equipment. In addition to the categories above, the City has undertaken significant initiatives in the last 3-5 years to green the procurement of road construction and maintenance materials and services (such as use of recycled aggregate), traffic signal lighting products, demolition services, vehicles, and others. Examples of Opportunities for Bold Green Purchasing Initiatives Sustainability is not a static end goal; it is a spectrum. As markets change and cities develop innovative ways to reduce the burden their operations place on the planet, new best practices emerge. What was on the cutting- edge of green procurement 10 or even five years may no longer be considered the sustainable procurement strategy today. While the City of Fort Collins has made progress improving the environmental sustainability of its operations, it lags behind several other municipalities that are considered leaders in the field. Moreover, there are some product and service categories for which the City has made little or no progress at all. Below are a few bold green purchasing initiatives Fort Collins could undertake in the future to establish itself as a green purchasing leader. Fort Collins Green Purchasing Final Report (April 2012) 3

8 Consider becoming an LED City, collaborate with other jurisdictions in the region to help negotiate bulk discounts for LED lighting products, and install them whenever practical Update the City s Building Design Standards to meet or exceed the most recent US Green Building Council s LEED standards, including those for the operation and maintenance of existing buildings Reduce the environmental impacts and costs of office printing and copying by: o Adopting a PaperCuts Program that continues to significantly reduce paper consumption, ensuring all printers duplex print as the default setting; o Committing to using high recycled- content/fsc- certified copying and printing papers and blocking virgin paper from City contracts; and o Significantly increasing the use of remanufactured and high- yield toner cartridges and rechargeables (with pilot testing, if necessary) Commit to purchasing the most energy- efficient products in each category, including products on the ENERGY STAR Most Efficient List Take the lead on developing cooperative contracts for renewable energy systems as well as other high- impact environmentally preferable products and services Adopt and implement a Sustainable Food Procurement Policy to increase the purchases of local and sustainable food products and establish sustainability criteria for the City s concessions/events (re: food, service ware & composting) Adopt and implement a Green Roofing Policy (promoting both green and cool roofing technologies) Develop and implement a Toxics Reduction Strategy to minimize the City s use of hazardous dry cleaning solvents, pesticides, paints and other toxic chemicals Develop and implement green purchasing plans to guide the City in meeting its various sustainability goals and policies related to water conservation, reduction of vehicle miles traveled, and waste reduction and recycling (with an emphasis on producer responsibility) A detailed analysis of the City s green purchasing practices, including a benchmarking comparison with other municipal leaders in the field and more detailed recommendations, is provided in the Appendix of the report below. Fort Collins Green Purchasing Report 4

9 Program Assessment and Benchmarking of the City of Fort Collins Green Purchasing Program Overview The City of Fort Collins has implemented a wide range of noteworthy municipal sustainability initiatives, and nearly all of those initiatives include green purchasing components. In particular, the City s measurable greenhouse gas, energy and waste reduction goals and sustainability action plans have been strong drivers for many City departments to purchase environmentally preferable products, equipment, and services. Consequently, many of the most significant green purchasing initiatives that Fort Collins has undertaken have been aimed at improving the energy- efficiency of the City s operations (e.g., purchasing alternative fuel vehicles and energy- efficient lighting equipment) and implementing green building products (largely in conformance with the City s Building Design Standards). Other initiatives involve the procurement of products with reduced toxic chemical exposures (such as green certified cleaning products) or that contain recycled content. If Fort Collins wants to establish itself as a leader in the sustainable purchasing arena, it will need to undertake a more systematic approach to its program, with sufficient resources, and an updated policy that clearly delineates the roles and responsibilities of the Purchasing Department, the Sustainability Program and other City departments. It will also need to undertake an action planning and prioritization process, adopt up- to- date green purchasing standards and procedures, improve its outreach strategies and educational tools (including a more detailed website), and put in place more extensive tracking and reporting systems. Program Evaluation Methods The Green Purchasing Institute (GPI) conducted in- person and phone interviews with City of Fort Collins staff in several departments including, but not limited to, Engineering, Operation Services, Purchasing, Utilities, Streets and Transportation about their green purchasing activities and procedures. Some of the topics GPI discussed with City staff included their: Green purchasing program activities, roles and responsibilities; Planning and prioritization processes; Development of tools to facilitate green purchasing activities among City employees; Educational and outreach procedures; and Tracking and reporting protocols. Fort Collins Green Purchasing Final Report (April 2012) 5

10 To supplement this evaluation, the following documents were also reviewed: The City s Environmentally Preferable Purchasing 1 and Sustainability webpages (including all of the documents that are linked to these pages); Reports and other documents published by the City including, but not limited to, the City s Local Action Plan to Reduce Greenhouse Gas Emissions (September 1999) 2, its Action Plan for Sustainability (2004) 3 and its and Municipal Operations Sustainability Annual Reports. GPI also reviewed several dozen procurement documents, including bid specifications and other solicitation documents as well as final contracts to assess the processes the City uses to make procurement decisions. Drawing from the information sources listed above, as well as other documents provided by the City s procurement department, GPI identified the green purchasing program elements that have been implemented by the City of Fort Collins, which are highlighted below. Next, GPI reviewed publicly available information describing the green (or sustainable) purchasing programs of several other municipalities that are considered leaders in this field including, but not limited to: Portland, OR; King County and Seattle, WA; and San Francisco, Alameda County, and Santa Monica, CA, which is of a similar size to Fort Collins. We also supplemented this literature review by conducting interviews with the green purchasing staff of these municipalities to secure additional details and clarification about how their program operates. 1 City of Fort Collins Environmentally Preferable Purchasing webpage, accessed on October 21, 2011; 2 City of Fort Collins, Local Action Plan to Reduce Greenhouse Gas Emissions, September 1999; 3 City of Fort Collins, Action Plan for Sustainability, 2004; 4 City of Fort Collins, 2009 Municipal Operations Sustainability Annual Report, 5 City of Fort Collins, 2010 Municipal Operations Sustainability Annual Report, Fort Collins Green Purchasing Report 6

11 In this section of the report, GPI identified six Green Purchasing Program Best Practices based on its benchmarking assessment, in addition to maintaining an up- to- date green purchasing (or broader sustainable procurement) policy, which is discussed in detail in the previous section of this report. Six important elements (Best Practices) of an effective sustainable purchasing program include the following: Dedicating sufficient staff and other resources to develop and continuously improve the green purchasing program; Undertaking planning and prioritization activities on an on- going basis to identify upcoming green purchasing opportunities; Establishing clear and effective green procurement procedures and standards to ensure that the policy is fully and consistently followed; Designing and deploying a coordinated outreach program (including the development of web- based tools) to inform the jurisdiction s employees and vendors about its green purchasing policies and procedures; Tracking and reporting the program s activities and impacts (including cost savings and environmental benefits); and Participating in external green purchasing activities (including cooperative purchasing) in order to Lead by Example and avoid recreating the wheel. Fort Collins green purchasing program design and activities are highlighted and benchmarked against the Best Practices of other municipalities, whose program elements are also described in detail. Finally, GPI made recommendations for improving Fort Collins green purchasing program. Strengths of the City of Fort Collins Green Purchasing Program The City of Fort Collins has undertaken a wide variety of green purchasing initiatives over the past several years. Interviews across departments and a review of the City s sustainability plans and progress reports as well as bid solicitations and contracts provide ample evidence that City staff, including buyers in the City s purchasing office, have been involved in numerous green purchasing initiatives and are interested in continuing to procure environmentally preferable goods and services in the future. Moreover, the City has implemented a few of the necessary building blocks for an effective green purchasing program, including: Adoption of a green purchasing policy, which, according to the Purchasing Department, was last updated in 2008 (more detailed comments on this policy can be found in the policy assessment section of this report); Establishment of some product- related environmental standards, which were included in the City s Environmental Stewardship Administrative Guidelines (which constitutes the City s Green Purchasing Policy) as well as some additional standards that have been Fort Collins Green Purchasing Final Report (April 2012) 7

12 incorporated into the City s Building Design Standards for new construction and renovation projects (which may also be used to make product procurement decisions); Setting of goals for reducing the consumption of electricity, fuel and water as well as the generation of greenhouse gas emissions and solid waste by Fort Collins municipal operations, which have been published in publicly available documents such as the City s 2004 Action Plan for Sustainability and subsequent municipal operations sustainability progress reports; Creation of an Environmentally Preferable Purchasing website: Tracking and reporting of some of the City s green purchasing activities, which have been included in the City s annual Municipal Operations Sustainability Progress Reports and other documents. The City is collecting green spend data from at least two major City vendors (Office Depot and Grainger), which has been incorporated into its annual and quarterly municipal operations sustainability progress reports. Fort Collins Green Purchasing Report 8

13 Program Best Practices Best Practice #1: Jurisdiction dedicates sufficient staff time and other resources to develop, implement and continuously improve its green or sustainable purchasing program. A common element of many successful municipal green procurement programs is dedicated staff resources needed to develop, implement and continually advance the jurisdiction s sustainable procurement program. It is critically important for there to be a central point- of- contact for the program (usually in the Purchasing or Environmental Department) and for other staff particularly purchasing agents and departmental managers to understand their roles and responsibilities in carrying out the jurisdiction's green purchasing policy. In order for the municipality s program to be effectively and efficiently implemented, the jurisdiction should clearly delineate staff roles to carry out all of the major functions of the program, which are described below. Additional technical assistance may be needed, especially while the program is first getting off the ground. Fort Collins There s no doubt that the sustainability ethic is well integrated into the City government s culture as many green purchasing activities have taken place over the past two decades. Nevertheless, the City of Fort Collins does not have a coordinated green purchasing program, per se. Implementation of the City s Green Purchasing policy has been largely decentralized with no clearly defined program infrastructure in place. Most of the City s green purchasing activities have been undertaken independently, by various departments, including purchasing, operation services, engineering, streets, and utilities, rather than under a coordinated green purchasing program within the City s Purchasing Department or Sustainability Program. City employees have worked within their departments in a fairly ad hoc way to support Fort Collins many municipal sustainability goals. This decentralized approach to green purchasing is consistent with the City s Environmental Stewardship Administrative Policies, which state: The City of Fort Collins is committed to conducting its operations in a manner that is environmentally responsible and reflective of the community s strong commitment to the environment. The City will provide community leadership by reducing its environmental impact while benefiting citizens, the economy and society. In order to meet or exceed these objectives, these City of Fort Collins will: Fort Collins Green Purchasing Final Report (April 2012) 9

14 Recognize that every manager, supervisor and employee is responsible for implementing this policy; and management support is essential to empowering each employee to proactively perform work in an environmentally responsible manner. 6 In Fort Collins, all City employees are responsible for implementing the City s green purchasing policy but no one is ultimately accountable for its success. The failure to assign roles and responsibility to purchasing agents or departmental heads or to designate a specific City staff person (as part or all of their job) to be ultimately responsible for coordinating the City s green purchasing activities, has resulted in the policy not being fully implemented. By putting the onus on all City employees to decide, individually and with little guidance or support, when and how to incorporate environmental standards and other sustainability criteria into their purchasing decisions, significant opportunities to green the City s purchases have been missed. Section 3.3 of Fort Collins' Administrative Guidelines, which details its Products and Services Purchasing Guidelines, encourages information sharing among City staff, including the creation of a purchasing designated, cross- functional team to help promote the transfer of information on most current alternatives. These guidelines state: In the course of evaluating a product or service s life cycle costs, managers, purchasers and departments are encouraged to continue using and incorporating the following guidelines into their decisions: Seek references on product, service or technology alternatives from City employees directly associated, or who have previous experience, with products and/or services being purchased. These individuals are able to provide input on the most current alternatives from first hand knowledge, professional organizations and trade publications. When unable to find information on alternatives, consult with a purchasing designated, cross- functional team with applicable expertise including pollution prevention. Share information on substitutions and alternatives that have been investigated previously, for future use by other purchasers. Although the City works together to report on individual green purchasing activities in its annual municipal operations sustainability progress reports, no interdepartmental green purchasing activities designed to share information about green purchasing best practices or collaborate in the establishment of environmental standards and specifications were reported in staff interviews or City documents. Consequently, it is likely that there is a significant duplication of effort and re- creation of the green purchasing wheel taking place among City staff, along with, again, missed opportunities to share experiences and aggregate demand for green products and services. 6 City of Fort Collins Administrative Policies; Section 3 Environmental Stewardship; 3.1 Environmental Commitment; undated policy; Fort Collins Green Purchasing Report 10

15 Other Jurisdictions Many green purchasing municipal leaders, including Portland, OR; King County and Seattle, WA; and San Francisco and Santa Monica, CA, have created Environmental or Sustainable Purchasing Programs that include dedicated staffing as well as clearly defined roles of other City employees. These jurisdictions have established and maintained coordinated systems that are designed to ensure continuous improvement in the implementation of their green purchasing programs. City of Portland, OR Several recently adopted Sustainable Procurement Policies describe the responsibilities of various municipal employees in carrying out the jurisdiction s green purchasing program functions such as standard development, outreach, and reporting. For example: The City of Portland s 2010 Sustainable Procurement Policy commits to providing the appropriate dedicated staff levels and related funding to support the implementation and coordination of this policy. This includes activities such as, but not limited to, employee training and resources, professional services, product/service pilot tests, and educational materials. In addition, this policy has a detailed section on implementation, which spells out the responsibilities of the City s Chief Procurement Officer and City Bureau Directors to: a) establish product and service standards; b) ensure that contracting manuals and specifications reference sustainable procurement standards and best practices; c) build awareness of the City s policy and sustainable procurement standards among City staff; and d) gather information needed to track, report and evaluate the City s sustainable procurement activities. 7 An important element of the City s Sustainable Procurement Program is a central point of contact within Procurement Services whose title is the Sustainable Procurement Coordinator. The Coordinator is responsible for setting sustainable procurement plans, providing guidance on new energy efficiency and other sustainable procurement standards, and conducting a sustainable procurement training workshop for City employees at least once a year. In conducting research for this project, GPI determined that the most effective green purchasing programs are placed in the jurisdiction s purchasing department and coordinate with environmental staff, who have technical expertise in various environmental and energy- related issues. GPI recommends that Fort Collins establish a Green Purchasing Program with dedicated staff resources and clearly defined roles and responsibilities of other City employees, including the Purchasing Department, the City s Sustainability Program, and departmental managers. 7 City of Portland Sustainable Procurement Policy, Exhibit A, September 2010 Update, Fort Collins Green Purchasing Final Report (April 2012) 11

16 Best Practice #2: Jurisdiction undertakes periodic (e.g., annual) planning and prioritization activities to identify upcoming green purchasing opportunities in order to advance its Sustainable Purchasing Program. Successful sustainable procurement programs typically include a periodic action planning process to identify and prioritize upcoming green purchasing opportunities. The sustainable procurement prioritization assessment can take into consideration potential environmental and other sustainability impacts, cost saving opportunities, contract rebidding schedules, staff capacity and other factors when determining where to focus the program's upcoming activities. It can also help the jurisdiction focus on sustainable procurement initiatives that can: Help it come into compliance with environmental laws and/or meet its community- wide sustainability goals (particularly where it may be lagging); Save the jurisdiction money; Serve as a proving ground for new technologies; and Have a transformational effect on the marketplace. Planning and prioritization activities are a critically important aspect of a successful green purchasing program because they facilitate continuous improvement. Fort Collins In its 2004 Action Plan for Sustainability, the City of Fort Collins became one of the first US municipalities to establish sustainability goals for the city as a whole as well as for its municipal buildings and fleet operations. The sustainability goals the City developed for its municipal operations have been primarily aimed at reducing its greenhouse gas (GHG) emissions as well as its electricity, petroleum and water consumption and its generation and disposal of solid waste. The City s Sustainability Goals are summarized in the following table, below, which can be accessed online at Fort Collins Green Purchasing Report 12

17 The sustainability goals that apply to the City s operations are being met with a combination of procurement activities (such as purchasing alternative fuel vehicles and high- efficiency lighting equipment) as well as changes in procedures and practices (such as improved recycling and implementation of systems for electronic submission of bids and other City documents.) Below is a table summarizing the City s Sustainability Goals (listed in its 2004 Sustainability Action Plan and subsequent annual reports) as well as examples of green purchasing activities the City has undertaken to help it meet those goals. Key Sustainability Plan Goals that Drive Green Purchasing Examples of Green Purchases by City of Fort Collins Goal #1 - GHG Totals: Reduce greenhouse gas (GHG) emissions (carbon dioxide and methane) from municipal operations at least 2% per year. Hybrid, electric, and other alternative fuel vehicles Plug- in hybrid conversion kits Photovoltaic system for the Aztlan Community Recreation Center Photovoltaic system for the Museum & Discovery Science Center Goal #2 - Electricity and Natural Gas: Reduce City energy consumption 20% of the 2005 More energy- efficient lighting equipment baseline by 2020, and reduce demand peak use 15% by High efficiency boilers Service contracts that shift away from peak hours LED lighting for Civic Center Parking Garage Goal #3 Fuel: Reduce traditional fuel use by the City s vehicle fleet 20% by 2020 and reach 1.5 average vehicle ridership (AVR) by 2020 Goal #4 - Solid Waste Reduction: Reduce solid waste generated 50% by 2012 and 80% by Hybrid, electric, alternative fuel, and higher mpg vehicles E- 85 (Ethanol fuel) Biodiesel fuel Alternative fueling station construction contracts Recycling contracts, including waste stream management, electronics, scrap metal Earth Vessel cones for food waste composting Despite anecdotal evidence of green purchasing activities taking place in various City departments, no specific green purchasing goals have been established in its sustainability action plans or progress reports, including those focused on the City s municipal operations. For example, according to Fort Collins 2010 Municipal Operations Sustainability Progress Report, No numerical goal has been set for Sustainability Goal #9, Green Purchasing, unlike the other sustainability indicators identified in the City s Sustainability Plan and Report. Fort Collins Green Purchasing Final Report (April 2012) 13

18 The City s Sustainability Goals webpage describes its General Purchasing Goal in relatively vague terms: Implement environmentally preferable purchasing practices throughout the City organization; and Establish means to verify departments' compliance with purchasing policy. 8 This website provides some Sustainable Purchasing Tips, most of which seem geared to the general public, focusing largely on avoiding the use of Styrofoam and buying locally grown food from the farmer s market. 9 The process of establishing green purchasing goals and priorities is not clearly articulated in the City s green purchasing policy, action plans or other documents. Section 3.1 of the City of Fort Collins Administrative Policies on Environmental Commitment vaguely states that the City will: Establish measurable environmental objectives and targets and update as necessary to reflect the changing needs, missions, and goals of city operations; and Commit to continual improvement of environmental management through self- assessments, corrective actions, and innovation; and make environmental management an integral part of our standard business practices. Over two decades ago, in 1990, the City adopted an Affirmative Procurement Plan, which was primarily designed to facilitate the procurement of products made with recycled content. The Plan established a specific requirement for the City to conduct and report on at least one pilot program involving the purchase of environmentally preferable products each year. While the City has successfully pilot tested and purchased several types of green products such as hybrid vehicles, green cleaners, solar trash compactors, and on- site food waste composting systems, it is not clear whether it has pilot tested at least one new green product each year. Moreover, the City does not appear to have systematically reviewed its contracts to identify new opportunities to increase or improve its procurement of environmentally preferable goods and services in the coming years. Other Jurisdictions Many municipal leaders in sustainable procurement set goals and prioritize their green purchasing activities and impacts on an ongoing basis. Some municipalities, like Fort Collins, set goals for reducing the consumption of energy, water and emissions of greenhouse gases and/or other pollutants by their municipal operations. 8 City of Fort Collins Sustainability Goal #9: General Purchasing; undated website accessed on October 21, 2011; 9 City of Fort Collins, Sustainability Goal #9: General Purchasing Tips; undated website accessed on October 21, 2011; Fort Collins Green Purchasing Report 14

19 City of Portland, OR For example, the City of Portland, Oregon has adopted several Citywide Sustainability Goals for its operations. One of its Citywide Environmental Sustainability Goals is to reduce greenhouse gas emissions from City government operations to 10% below 1990 levels by Portland has also adopted the following environmental sustainability goal to improve water efficiency in its facilities: Incorporate best management practices and proven water saving technologies to increase water efficiency in City facilities and operations, resulting in the consumption of no more water in 2015 than was used in Other local governments set more specific goals to guide the activities of their green purchasing program. For example: Santa Clara County, CA In 2009, Santa Clara County, CA (which surrounds San Jose) conducted a facilitated environmentally preferable purchasing (EPP) prioritization process to decide on its priorities for the coming two years. Priorities were chosen based on potential environmental benefits that aligned with their climate action plan goals and other countywide environmental policies, opportunities for change based on the schedule for contract re- bids, likelihood that the procurement change would save the County money (or at least be cost neutral), and ease of implementation due to the availability of existing green standards and certifications as well as cooperative purchasing opportunities. Among the County s chosen priorities included: In Year 1, Santa Clara County s priorities included: o Green cleaners and other environmentally preferable janitorial supplies, o Re- refined motor oil, o Rechargeable batteries, and o Environmentally preferable landscaping services and products In Year 2, Santa Clara County s priorities included: o Environmentally Preferable Office supplies o Recycled- content Printing & Writing Paper o High- Efficiency, Low- Mercury Lamps & Ballasts o Low- VOC and Recycled Paint o ENERGY STAR- rated Appliances and Other Energy- Consuming Building Equipment 10 City of Portland Bureau of Planning and Sustainability, Citywide Sustainability Goals, website accessed on December 28, 2011; 11 City of Portland Bureau of Planning and Sustainability, Citywide Sustainability Goals: Environmental Sustainability Goals, undated website accessed on December 15, 2011; Fort Collins Green Purchasing Final Report (April 2012) 15

20 In addition, during , the County took advantage of several green purchasing opportunities that arose by adding environmental specifications to its bid solicitations for: o Electronics Recycling Services (giving preference to an e- Stewards- certified recycler) o Produce (gave preference to vendor offering local fruit and vegetables) o Kitchen grease recycling (found supplier that offered to pay the County to accept its kitchen grease for free and recycled it into biodiesel) o Compostable food service ware City of Portland, OR and Multnomah County, OR In 2002, the Portland City Council, in conjunction with neighboring Multnomah County, approved a resolution to develop a Sustainable Procurement Strategy: A Joint City of Portland and Multnomah County Effort. It was established to speed up the implementation of environmental sustainability actions in the two municipalities by promoting three major goals: o Complete a review and procurement policy update of at least 3 to 5 major commodity areas annually for the next five years resulting in improvements in 15 to 25 major commodity areas. Each review and update should result in commodity or contract specific guidelines and/or specification, policy, rule and/or code changes. o Monitor sustainable product availability within select commodity areas and rigorously address possible opportunities for use by the City of Portland and Multnomah County. o Design and implement an employee education program in conjunction with the City of Portland Office of Sustainable Development and Multnomah County Department of Business and Community Services. 12 City of San Francisco, CA Since 2005, the City of San Francisco has utilized a similar green purchasing prioritization process, although it also encourages community members to comment on its proposed priorities during its transparent public participation process. Under its Precautionary Purchasing Ordinance, the City set its green purchasing priorities based on an assessment of its inventory of hazardous chemical products used by its municipal operations; it then established green purchasing standards designed to reduce environmental and health impacts, and field tested products to ensure that they perform well. 12 City of Portland Bureau of Planning and Sustainability, Sustainable Procurement Strategy, Fort Collins Green Purchasing Report 16

21 Several jurisdictions have established green purchasing goals relating to specific product categories. See examples below. City of Austin, TX Austin, Texas set a goal of having 100% of its City s operations power generated by renewable sources, which is being met by procuring several on- site wind and solar systems as well as electricity certified as generated with renewable energy. City of Seattle, WA In 2005, Seattle, Washington adopted Paper Waste Prevention Goals (via Mayoral Executive Order 13 ) that set a target of reducing the City s paper usage 15% by the end of 2005 compared to 2004 levels. The EO also ordered City departments to take steps to use all reasonable means to reduce paper waste and improve recycling rates, including the purchase of 100% recycled paper as the City standard or printing and copying, and making duplex (two- sided) printing and copying the default machine setting and standard procedure for all jobs. The City later raised its paper reduction goal to 30% and recently reported nearly meeting that goal, achieving a 28% reduction in paper consumption. Best Practice #3: Jurisdiction adopts standards and procedures to help City employees implement its green (or sustainable) purchasing policy. Successful sustainable procurement programs typically establish clear and comprehensive procedures for City employees and vendors to follow to ensure consistent implementation of the jurisdiction's green purchasing policy or policies. This often includes the publishing of up- to- date sustainable procurement standards, specifications and processes (such as life- cycle costing procedures) for employees and contractors to follow. These rules of the road contribute to efficient implementation of the program because they prevent the need for each staff person to interpret the jurisdiction s policy on their own. Other procedures that are commonly utilized by municipal sustainable procurement leaders include: development of a menu of boilerplate language development of green core (or market basket) lists that employees can insert into their bid solicitation documents; publishing of a Sustainable Procurement Best Practices Manual, which highlights eco- labels and other environmental standards the jurisdiction will accept; and 13 City of Seattle, Executive Order 01-05: Paper Waste Prevention; February 16, 2005; Fort Collins Green Purchasing Final Report (April 2012) 17

22 creation of environmental specifications as well as bid evaluation criteria to follow when assessing the sustainability attributes of vendors and the products they are offering in response to the jurisdiction s solicitations. Some jurisdictions, such as the City of Portland and Multnomah County, OR, have begun making sustainable procurement the easier, default activity, allowing non- sustainable purchases to be made only when they can be justified by a life- cycle cost or performance evaluation with approval of a high- level procurement department manager. These procedures commonly include a periodic review and, as needed, updating of the jurisdiction's sustainable procurement policies. Fort Collins While many of the City s initiatives include environmentally preferable purchases, the City does not have a systematic process for providing green purchasing guidance to its employees and contractors. Its green purchasing policy contains some guidance on the standards the City s employees should follow when making green purchasing decisions, although that document has not been updated since Some of the specific guidance found in the City s green purchasing policy includes the following: Look for product certification from credible organizations such as Green Seal, Energy Star and Environmental Choice. "Purchase paper with at least 30% recycled content, whenever practicable. "Employees are urged to apply recycling and waste reduction strategies in their daily workplaces in a variety of ways, including but not limited to Having print jobs done using duplex copying whenever possible. Use vegetable- based inks in printing, whenever practicable. The City urges employees to personally take an active role in saving energy through practices such as purchasing Energy Star rated equipment. The City will take initiative in buying vehicles that use alternative fuels, including electric, compressed natural gas (when feasible), and propane cars. While the inclusion of these specific green purchasing standards in the City s Administrative Guidelines is very helpful, many are not current (and, therefore, do not represent best practice"). The reference to Environmental Choice, for instance, is outdated; that certification is now called EcoLogo. The recommendation that paper contain 30% recycled content is not considered best practice, since it should encourage the purchase of paper that contains post- consumer recycled content as well as virgin fiber that is certified as sustainably harvested by an independent third- party organization such as the Forest Stewardship Council (FSC). Fort Collins Green Purchasing Report 18

23 The City s Administrative Guidelines fail to mention many of the green purchasing standards and certifications that are commonly accepted today such as: EPEAT: The Electronic Products Environmental Assessment Tool, which rates green computer equipment (e.g., laptops, desk top CPUs and monitors) based on a wide range of criteria including energy efficiency, absence of toxic flame retardant chemicals, presence of recycled content, etc. Forest Stewardship Council (FSC), which certifies wood and paper products that are derived from sustainably managed forests; Green- e, which certifies products and electricity made with 100% renewable energy; WaterSense, a program run by the US Environmental Protection Agency that certifies water- efficient plumbing fixtures. BPI: Biodegradable Products Institute, certifies products that are compostable in a commercial composting facility; and USDA Biobased, which certifies products such as printing inks, lubricants, food service ware and other products made with a minimum percentage of plant- based material (that typically replaces petroleum feedstocks). Moreover, several of the other provisions in the City s Environmental Stewardship Administrative Guidelines are too vague to be useful to City employees and vendors and are likely to result in inconsistent interpretations of the policy. Below are some examples: Request and examine credible information on the environmental impacts throughout a product s or service s life cycle: manufacture, transportation, use and disposal. (This is generally not practical; it is preferable to specify products that have credible certifications by an independent third- party organization.) Request products and packaging designed to minimize waste and toxic byproducts in their manufacture, recycling and disposal. (It would be more effective to reference specific types of toxic chemicals to avoid such as carcinogens.) Consider products with all, or a percentage of, recycled materials. (It would be more useful to say that products must meet at least the US EPA s minimum recycled- content guidelines.) Proposal evaluations may include criteria for environmental considerations. When selecting a vehicle for purchase, departments are strongly urged to consider buying models of trucks and cars rated for low emissions and high gas mileage. (These criteria should be defined.) Fort Collins Green Purchasing Final Report (April 2012) 19

24 Other Jurisdictions Municipalities that are leaders in Sustainable Purchasing, including the City of Portland and Multnomah County, Oregon; San Francisco, CA, Washington, DC and New York City, have developed clear guidance for their municipal employees and vendors to utilize when making their purchasing decisions. (The authors recognize that these cities and counties are much larger than Fort Collins and, therefore, have access to additional resources to develop guidance documents. Nevertheless, Fort Collins may be able to follow these leaders or work collaboratively with other jurisdictions in the State to develop green purchasing standards and specifications.) Several examples of the guidance that has been developed by other jurisdictions are presented below. City of New York, NY In 2007, the New York City Mayor s Office of Contracts developed and published Environmentally Preferable Purchasing (EPP) Minimum Standards for Goods 14 to help City employees comply with its EPP laws. This document details standards City employees are required to follow when procuring appliances, electronics, HVAC and lighting equipment, plumbing fixtures, paper and several other categories of products. This guidance manual is in the process of being updated, according to NYC procurement staff. City of Vancouver, BC In April 2011, Metro Vancouver, a regional governmental entity in Canada that represents the City of Vancouver and several surrounding jurisdictions, published a set of Sustainable Procurement and Green Procurement Procedures 15, to help promote consistency in this area. City of Portland, OR The City of Portland, Oregon s Sustainable Procurement Policy encourages City employees to use independent, third- party social and/or environmental (eco) product or service label standards when writing specifications for, or procuring, materials, products, or services so long as such labels: Were developed and awarded by an impartial third- party; Were developed in a public, transparent, and broad stakeholder process; and Represent specific and meaningful leadership criteria for that product or service category. 14 City of New York, Mayor s Office of Contracts, City of New York Environmentally Preferable Purchasing Minimum Standards for Goods, July 2007; 15 Metro Vancouver, Sustainable Procurement and Green Procurement Procedures, April 2011; npackage.pdf. Fort Collins Green Purchasing Report 20

25 Portland also provides detailed instructions about how and when to purchase energy- efficient products. Its policy states: Invest in all energy- efficiency measures with paybacks of 10 years or less; and When available, procure products that meet or exceed Energy Star criteria for energy efficiency. Multnomah County, OR Multnomah County, Oregon recently pioneered a new strategy for green purchasing that has proven extremely effective the development and use of a Checklist for Sustainable Purchasing, 16 which County employees must use when making large purchases (over $5,000). Purchasers are required to complete the checklist and describe any environmental specifications they used to purchase the product. If the buyer opts for a conventional product or service when a greener alternative was available, the buyer must explain why they chose not to purchase the environmentally preferable option. City of San Francisco, CA The City of San Francisco requires City and County employees to use an SF Approved List to procure certain categories of products and services for which environmentally preferable alternatives are readily available at a reasonable price and meet the City s performance specifications. For more information about the SF Approved List, which is San Francisco s own directory of green products and specifications that is used by City departments, businesses in the region, and other jurisdictions around the country, go to sfapproved.org. Best Practice #4: Jurisdiction develops and deploys and effective Green Purchasing outreach program including the creation and dissemination of educational tools Successful sustainable procurement programs typically include a coordinated and on- going staff and vendor education and outreach initiative, with mandatory training for purchasing officials handling contracts over a certain threshold. Municipalities that are considered leaders in sustainable procurement also develop and maintain an up- to- date sustainable procurement website for employees to use as a reference when making purchasing decisions and for vendors to use when responding to bid solicitations. The website provides easy access to the jurisdiction s sustainable procurement policy (and related policies), standards, model specifications and other bid solicitation documents, case studies, current sustainable procurement action plan, progress reports, environmental and cost calculators, educational presentations (PowerPoint slides and/or videos), lists of approved vendors and products, and other implementation tools. Some jurisdictions require staff to participate in sustainable procurement education events, while others offer incentives for staff to do so. 16 Multnomah County Sustainable Purchasing; see link for Sustainable Purchasing Check List; Fort Collins Green Purchasing Final Report (April 2012) 21

26 Some jurisdictions conduct outreach to vendors while others allow or even require vendors to educate staff about the sustainable products and services they offer either during the bidding process or contract period. It is important to note that some jurisdictions have come to realize that educating staff to increase participation in a largely voluntary sustainable procurement program can be highly resource- intensive and costly, and have, instead, begun imposing some mandatory green purchasing requirements, which all departments must follow, particularly when purchasing recycled- content and energy- efficient products, They have found that by offering on their contracts only green products that have been determined to meet performance standards and be cost- effective (such as recycled- content paper and EPEAT qualified computer equipment), their need to continually encourage end- users to choose among sustainable and non- sustainable options on their contracts is substantially reduced and the effectiveness of their program is improved. A sustainable procurement website is a critically important tool because it serves as an easily accessible vehicle for educating City employees, contractors and other vendors about the City s sustainable procurement policies, procedures and standards. It can also provide tools to help promote compliance with the City s policies, including product- related standards, sustainable procurement checklists, model specifications, boilerplate contract language, and vendor questionnaires. It can also be used as a vehicle for publicizing the City s sustainable procurement plans, progress reports, and success stories. Some jurisdictions even use their sustainable procurement website to help businesses in the community learn how to practice sustainable procurement and identify acceptable standards as well as environmentally and socially responsible products available from local vendors. Fort Collins The City s Environmental Stewardship Administrative Guidelines state that the City will Educate and train city employees to increase awareness of environmental requirements and improve environmental performance. Its 1990 Affirmative Procurement Plan for recycled products similarly calls for an education and outreach program and a promotional program as two of its seven components. The City of Fort Collins has an Environmentally Preferable Purchasing (EPP) webpage, which provides a very limited and general EPP overview. It answers several basic questions about EPP and how to do it with very short answers that may not be very helpful to City employees who lack background on this topic. For example, it recommends that purchasers include environmental considerations as part of the normal purchasing process. But it does not explain which environmental considerations should be included or how they should be factored in with price and performance. Similarly, it suggests that purchasers emphasize pollution prevention as part of the purchasing process. It would be more helpful if the website explained what pollution prevention is and gave examples of how it can be promoted through the purchasing process. Fort Collins Green Purchasing Report 22

27 The City s EPP website also encourages buyers to, Examine multiple environmental attributes throughout the product and service's life cycle. It is typically not practical for municipalities to be able to conduct life- cycle environmental impact assessments, which are complex reviews of the environmental impacts of various products within a category. It is more feasible for buyers to conduct a Life- cycle Cost Assessment, which takes into consideration initial cost as well as energy, maintenance and disposal costs in order to determine products and services that offer the best value. Perhaps, the biggest omission of the City s EPP website is that it does not provide a link to the City s green purchasing policy (Section 3.3 of the City s Administrative Guideline) or even mention that the City has an EPP policy. This is counter to the language in the City s Environmental Stewardship administrative policy, which states: This environmental policy will be communicated to employees and contractors and will be available to the public via the City s website. The City s EPP webpage attempts to provide additional information and guidance on EPP topics; unfortunately, nearly all of the links are broken. The City also has a Sustainability website, which focuses on the activities taking place in response to the City s Action Plan for Sustainability, which addresses sustainability of the community as a whole. The City s Sustainability website has a link to the City s environmental policy; however, that policy document only includes Section 3.1 of the City s Administrative Guidelines, which describes the City s general environmental policy. It does not link to Section 3.3, which details the City s green purchasing guidelines. The City s Sustainability website has a section that briefly describes the City s efforts to be green and links to the City s 2010 Municipal Operations Sustainability Annual Report. The City s Sustainability website also prominently highlights the City's Action Plan for Sustainability, which addresses seven specific areas of City operations to further advance the idea of sustainability within the City organization. The City s EPP webpage does not link to its Sustainability webpage or vice versa. Consequently, people who are reviewing information about Fort Collins overall sustainability cannot click a link there to learn more about the City s green purchasing activities and achievements. Conversely, City employees and others that are reading the City s EPP webpage cannot directly link to information about the City s overall sustainability policies, programs, plans, or accomplishments. A more integrated website would help readers connect the dots between the City s sustainability and green purchasing initiatives. Neither the Sustainability nor the EPP webpage link to the County s Green Building Policy, which requires new building construction and renovation projects, as well as the procurement of building operations and maintenance products to meet the US Green Building Council s LEED standards. Fort Collins Green Purchasing Final Report (April 2012) 23

28 The City also has an internal green events The Green It, Mean It website, which provides additional resources to help City employees incorporate environmental practices into their daily operations. For example, it lists certifications and other eco- logos for a wide variety of product categories. It also offers a checklist on how to host a green event by utilizing reusable dishes and silverware maintained by the City, choosing local vendors that use less packaging and fewer disposable items, and sending City- operated composting and recycling stations for public events. It also offers City tools for making green purchasing decisions based on a triple bottom line (TBL) analysis that takes into consideration environmental, social and economic factors. Other Jurisdictions Several municipalities that are leaders in the green purchasing arena have developed and maintain comprehensive and effective sustainable procurement websites. These websites do a much better job at clarifying the municipality s policies, procedures and successes than the Fort Collins EPP website. Below are some examples of model environmental/sustainable purchasing websites developed by other US municipalities: King County, WA King County, WA s Environmental Purchasing website, accessible at is arguably the most extensive municipal EPP website in the nation. It features: Policies: It describes and links to the County s Environmental Purchasing Policy 17 and other relevant policies that impact environmental purchasing by the County such as several executive orders, including one that directs King County agencies to develop new contract and procedures that include a comprehensive guideline for all existing computers, laptop computers and monitors as they reach end- of- life; contract language and guidelines that encourage county agencies to purchase new electronic products that meet or exceed the requirements established under the EPEAT program. 18 o It also links to its Green Building Policy, which directs its green building team to develop a set of both mandatory and recommended green building operational guidelines for facilities to incorporate into their facility operations procedures. The guidelines shall provide direction on the use of green purchasing practices in minor remodels and renovations, water and energy conservation, waste reduction and recycling expectations, green cleaning standards, and retrocommissioning to improve a facility s operating performance King County Executive Order INF 8-9 (AEO), Empowering Development and Implementation of Strategies for E- Waste Reduction, June 11, 2007; 19 King County Green Building Ordinance #16147, June 24, 2008; Fort Collins Green Purchasing Report 24

29 o Other Executive Orders that King County s website links to include one that requires that at least 50% of King County's total non- transit energy use come from renewable energy sources by the year 2012, that at least 35% of transit energy use come from efficiencies and renewable energy sources by the year 2015, that at least 50% of transit energy use come from efficiencies and renewable energy sources by the year and another that requires all diesel- powered vehicles in the County s fleet to use at least 20% biodiesel. 21 o The website also links to all of the other sustainability plans that County employees and vendors need to follow when making purchasing decisions or supplying goods and services to the County. This includes the County s 2007 Climate Plan and its updated 2010 Energy Plan. Products: The King County Environmental Purchasing website features fact sheets on over 20 types of environmentally preferable products that the County currently has on contract such as recycled paper, antifreeze, paint, carpet and plastic lumber; remanufactured toner cartridges; re- refined motor oil; bio- based lubricants; certified green cleaners; hybrid cars and trucks; porous concrete; lead- free wheel weights; natural vegetative management (using goats); integrated pest management (IPM) services; and fluorescent lamps and electronic recycling services. Each fact sheet describes the specifications used to procure each product and the benefits each green product provides (sometimes with links to environmental and economic benefits calculators}. The fact sheets help demonstrate the County s environmental purchasing activities and serve as a resource to businesses and other jurisdictions in the region by sharing lists of approved vendors and describing their experiences with each product or service category. For a list of King County- approved products, go to ucts.aspx. Annual Reports: The King County Environmental Purchasing website links to the County s annual sustainability report, which has a section dedicated to environmental purchasing, and to a supplemental report published by the County s Environmental Purchasing Program, which provides more detailed information about the accomplishments and impacts of its green purchasing activities during the prior year. To view this section of their website, go to g/annual_reports.aspx. 20 King County Executive Order on Renewable Energy and Related Economic Development, PUT 706 (AEO), April 1, 2006, 21 King County Executive Order on Global Warming Preparedness, PUT 7-5 (AEO), March 27, 2006; Fort Collins Green Purchasing Final Report (April 2012) 25

30 Green Purchasing Institute Resources: King County s Environmental Purchasing website links to a broad range of resources that were chosen because they can help County employees, other public agencies and businesses in the region to more easily identify products and services that are beneficial to human health and the environment. The website divides these resources into categories, including Guidance Documents, Government Programs, Organizations, Standards and Third Party Certifiers, and Environmental Benefit Calculators.22 City of Portland, OR Portland, OR has developed a multi- layered website: Buying Green: Sustainable Procurement at the City of Portland, which provides easy access to a wide array of resources that can help City employees and contractors learn about the City s sustainable procurement policies, program and achievements. This website features: Policies including, notably, the City s Sustainable Procurement Policy and the City Code that details its Environmentally Preferable Purchasing policies and procedures; it also provides links to related policy documents such as the City s Climate Action Plan, Renewable Fuels Ordinance, Green Building Policy, and Toxics Reduction Strategy. Progress Reports including links to several progress reports such as those relating to implementation of the City s Sustainable Procurement Strategy, which is a five- year ( ) action plan to incorporate sustainability principles into public procurement decisions. (See highlights of the Sustainable Procurement Strategy below in Program Innovations.) Specifications including examples of the City s solicitations that were issued over the past few years for inherently green products and services such as LED traffic signals, ecoroofs, water conservation devices, sustainably- farmed native plants, and integrated pest management services. Also provided are examples of solicitations issued by Portland City bureaus for conventional products to which environmental specifications were added, such as task chairs, energy- efficient electrical supplies, uniform cleaning devoid of perchloroethylene, and elevator modernization services in which energy- efficient lighting and sustainably managed wood paneling products were installed. 22 To view a full list of the Resources listed on the King County website, go to Fort Collins Green Purchasing Report 26

31 Buying Green Case Studies, which currently profile 20 sustainable procurement projects that have been undertaken by various City bureaus. According to the City s website, Each case study discusses the scope of the purchase, benefits, costs, performance, and lessons learned. The case studies are organized by product and service category, including many that are highly energy- efficient (e.g., hybrid step vans, LED street and canopy lighting, and high- efficiency power tools), water- efficient (e.g., waterless urinals), less- toxic than conventional products (e.g., soy- based asphalt release agents, warm- mix asphalt, vegetable- based printing inks, and UV pool filtering systems that reduce the use of chlorine chemicals) or made with recycled content (e.g., crumb rubber sports fields, retreaded tires, re- refined motor oil, and recycled latex paint). Other projects feature renewable energy technologies such as wind and biogas energy generators and solar- powered parking meters. By creating and publicizing these sustainable procurement case studies, Portland is demonstrating to the public their commitment to practice what they preach and helping other public agencies and businesses learn from their successes and mistakes. Best Practice #5: Jurisdiction tracks and reports its green purchasing activities and impacts in order to communicate to the public and policy-makers the good work it is doing in this area, identify opportunities for further improvement, and document activities for compliance with its sustainability goals or to earn green building credits. A growing number of municipalities that have well- developed sustainable procurement programs periodically track and publicly report their activities and impacts. Fort Collins Green Purchasing Final Report (April 2012) 27

32 Fort Collins The City of Fort Collins has limited tracking and reporting of its green purchasing activities and impacts and it lacks a systematic process for monitoring implementation of the City s green purchasing policy. Fort Collins does have a strong greenhouse gas reduction tracking and reporting program, and many new green purchases are captured in that process. However, that process only highlights examples of new green purchases and does not provide an overall picture of the City s purchasing activities and impacts or identify areas for improvement. The City also receives a green spend report from two of its major vendors, Office Depot (for office supplies) and Grainger (for hardware supplies). These provide a useful summary of purchasing activities that helps the City track the effectiveness of its green purchasing efforts relating to these product categories. This information is included in the City s Quarterly Sustainability Reports and used to highlight departments that are doing the best job at purchasing environmentally preferable products. Unfortunately, a significant amount of Fort Collins spending is not similarly tracked particularly purchases that are made off of the City s centralized contracts. Other Jurisdictions Several municipal green purchasing leaders are monitoring the activities of their green purchasing programs, including their environmental and cost impacts. They are typically tracking: The number of contracts to which sustainability criteria were added to the bid solicitation documents and/or used in the bid evaluation process; The dollar amount of the sustainable goods and services purchased (often on an annual basis) as well as the cost impacts compared to conventional products (including those with lower initial costs as well as reduced energy, maintenance, and/ or disposal costs). Some jurisdictions require their vendors to report green spend information as a condition of their contract. The environmental benefits of their sustainable procurement activities such as greenhouse gases and other pollutants avoided; reductions in the consumption of energy, gas, water, trees and other natural resources; and materials diverted from trash incinerators and landfills due to their reusability, durability, recyclability, compostability and/or recycled content. These benefits can sometimes be documented using environmental calculators. Two examples of municipalities that are tracking their green purchasing program activities and impacts are presented below. Fort Collins Green Purchasing Report 28

33 City of San Francisco, CA San Francisco tracks and reports the environmental impacts of its green purchasing activities every year, which is required under its Precautionary Purchasing Ordinance ucts_correct_s.pdf. A unique aspect of San Francisco s program is that it tracks how well City employees have done purchasing SF Approved goods and services. King County, WA King County, Washington also issues an annual green purchasing report. As in Fort Collins, the highlights of its green purchasing activities are included in the County s overall municipal operations sustainability progress report. However, unlike Fort Collins, the King County Environmental Purchasing Program also issues a Supplemental Purchasing Report that provides a detailed breakdown of its green purchasing accomplishments, including cost savings and environmental benefits. Its most recent sustainability report, Towards a Sustainable, Prosperous King County: 2011 Annual Report of King County s Climate Change, Green Building and Environmental Purchasing Programs, along with the detailed supplemental report and prior green purchasing reports, which were not incorporated into the County s municipal operations sustainability progress reports in prior years, are posted on the County s website. 23 Best Practice #6: Jurisdiction participates in external green purchasing activities including making its contracts for environmentally preferable products available for cooperative purchasing initiatives. Successful sustainable procurement programs typically encourage staff to participate in external activities designed to share information with other jurisdictions and/or engage in cooperative purchasing activities (either by requiring vendors to allow for piggybacking off of their contracts for green products and services or offering such contracts to be used by cooperative purchasing organizations such as US Communities). Other common external sustainable procurement activities include networking with and outreach to other jurisdictions and businesses within and outside the community. Fort Collins Fort Collins has engaged in external green purchasing activities to a certain extent. For example, in October 2011 Jim O Neill gave a presentation on the City s environmentally preferable purchasing program at a Business Innovation Fair. This presentation is now posted 23 King County Procurement and Contract Services, Annual Reports, Fort Collins Green Purchasing Final Report (April 2012) 29

34 on YouTube. 24 Recently, Fort Collins has begun participating in a collaborative sustainable purchasing initiative that includes the City of Denver and other jurisdictions in the region. Fort Collins is a member of the Municipal Association of Purchasing Officials (MAPO), a Colorado- based cooperative purchasing organization and participates in bulk ordering. The City has allowed piggybacking of two of its contracts (for road salt and road signs) through MAPO. Neither one of these contracts offers environmentally preferable products, however. Other Jurisdictions City of Portland, OR Portland gives bidders extra points in the bid evaluation process if they allow other jurisdictions to utilize their price agreement with the city. City of San Francisco, CA The City of San Francisco s SF Approved List is used extensively by businesses in the community (including those that are certified by the City s green business program) as well as by jurisdictions nationwide. City of Santa Monica, CA The green purchasing staff people from several jurisdictions have participated in activities to promote stronger standards (e.g., commenting on proposed environmental standards) or to educate other jurisdictions about their successful program or activity by speaking on webinars hosted by the Responsible Purchasing Network, responding to requests on EPPNet (a green purchasing list- serv), etc. The City of Santa Monica, California has created an interactive, user- friendly website that enables the public (as well as City employees) to take a virtual tour of a green workplace. Users of this innovative website can click on graphics of products to learn about the environmental and cost impacts associated with conventional products used in each room (such as the break room, the rest room, or the office) as well as the cost benefits, performance and availability of green alternatives such as remanufactured toner cartridges, recycled paper, and high- efficiency toilets. This resource was developed by the City as a tool for promoting green purchasing by local businesses and the general public. It can be accessed at 24 Jim O Neill Presentation on Environmentally Preferable Purchasing at the Business Innovation Fair; October 13, 2011; Fort Collins Green Purchasing Report 30

35 Policy Assessment and Benchmarking of the City of Fort Collins Green Purchasing Policy Background Green purchasing has been a policy goal in the City of Fort Collins for more than two decades. The Purchasing Division first developed an Affirmative Procurement Plan in 1990, which directed City purchasers to give preference to products with recycled content when those products met performance standards and were reasonably cost- competitive. 25 This Plan not only articulated the City s commitment to buying green products, which consisted almost entirely of products containing recycled content, it also detailed specific actions the City should take to support implementation of this Plan such as a review of City specifications, pilot investigations to test recycled products, specific purchasing policies, educational and promotional programs, and periodic review and monitoring. More than a decade later, the 2004 Action Plan for Sustainability (the Sustainability Plan) identified green purchasing as one of the City s top 10 goals for reducing the environmental impacts of its municipal operations. Within this document, the City s Environmental Leadership Team (ELT) endorsed the following statement: The City of Fort Collins will serve as a community leader in sustainability by conducting daily operations through balanced stewardship of human, financial, and environmental resources for present and future generations. 26 The Action Plan for Sustainability also set a specific target of developing a Sustainable Purchasing Guideline, which was adopted later that year as Section 3.3 of the City s Environmental Stewardship Administrative Policies (the Green Purchasing Policy). This policy consists of a set of guidelines encouraging the purchase of several types of environmentally preferable products as well as a handful of recommended practices that City employees can undertake to reduce the environmental impacts of municipal operations. Some of the policy s guidelines give City staff very specific instructions, for example, to purchase paper with at least 30% recycled content, totally chlorine free and process chlorine free recycled paper, whenever practicable and use vegetable based inks in printing, whenever practicable. Other guidelines are less specific, including one that encourages City staff to consider products with all, or a percentage of, recycled materials. 25 City of Fort Collins, Local Action Plan to Reduce Greenhouse Gas Emissions, November 1999, purchasing.pdf. 26 City of Fort Collins Action Plan for Sustainability: Policy and Recommended Strategies, September 2004, plan.pdf. Fort Collins Green Purchasing Final Report (April 2012) 31

36 One of the strengths of this green purchasing policy is that it is incorporated into the City s Environmental Stewardship Administrative Guidelines and, therefore, is likely to remain in place despite any changes in administration. At the same time, the fact that this policy is not a stand- alone document may make it less likely that City employees are referring to it because they must wade through a long list of environmental guidelines to find the sections that apply to sustainable procurement. Also, it is unclear when the City s environmental purchasing guidelines were adopted, or last revised, because the document lacks a date. In addition to the sustainability goals established in the City s 2004 Action Plan for Sustainability, its 2006 Green Building Resolution ( ) has also spurred City staff to include environmental criteria in many of their procurement decisions related to construction, renovation, lighting, and janitorial services. For example, the City has established a LEED Gold Standard for all new construction projects over 5,000 square feet. This has prompted the City to purchase green products when new buildings are being constructed in order to qualify for various LEED credits such as those offered under the Materials and Resources category. There are, however, still significant opportunities for improvement in these areas (see the section on specific product categories for more information). The City s environmental policy has not been revised since it was adopted several years ago. Moreover, it has not been supplemented with more detailed or updated guidance, other than the City s Building Design Standards, which are primarily used by architects and other contractors to specify products for City- funded construction and renovation projects. Methods The Green Purchasing Institute (GPI) evaluated Fort Collins green purchasing policy, describing its strengths and identifying opportunities for improvement. GPI also compared it to the green purchasing/ sustainable procurement policies of municipalities (i.e., cities and counties) that lead the field. Fort Collins policy was benchmarked against environmental/ sustainable procurement policies adopted by Multnomah County and Portland, OR; Napa County, San Francisco, Santa Clara County, Alameda County, and San Jose, CA; Boulder, CO; New York City; and Seattle, WA. Specifically, GPI examined each policy s language addressing policy scope, establishment of roles and responsibilities, clarity of language relating to standards for procuring specific product categories, and requirements for educating employees, tracking activities and impacts, and maintaining up- to- date policy guidance, standards and specifications. Language used by another jurisdiction that could support a more effective, robust green purchasing program in Fort Collins was highlighted and recommendations for strengthening Fort Collins green purchasing policy were summarized. Fort Collins Green Purchasing Report 32

37 Strengths of Fort Collins Green Purchasing Policy Fort Collins Environmental Stewardship Purchasing Guidelines have several notable strengths, which are highlighted below: 1. The Guidelines are fully integrated into the City s Administrative Policies. This is preferable to an Executive Order because they remain in place despite changes in administration. 2. The Guidelines articulate the City s strong environmental commitment to lead by example. The Guidelines state: The City of Fort Collins is committed to conducting its operations in a manner that is environmentally responsible and reflective of the community s strong commitment to the environment. The City will provide community leadership by reducing its environmental impact while benefitting citizens, the economy and society. 3. The Guidelines direct City employees to use lifecycle cost analysis (LCA) when making purchasing decisions. They specifically state, The City shall consider the total cost of a product or service throughout the lifecycle and the customer s usage requirements. Using LCA, rather than relying only on first cost as the basis for making purchasing decisions, is considered a best practice for procuring products that offer the most economic value over the lifecycle of the product. 4. The Guidelines encourage City employees to use third- party certifications, which can save purchasers time and prevent the procurement of products with unsubstantiated or false claims (i.e., greenwashing"). The policy specifically directs purchasers to look for product certification from credible organizations such as Green Seal, Energy Star and Environmental Choice" (now called EcoLogo). 5. The Guidelines direct City employees to encourage contractors to use environmentally preferable products, services and practices when they are doing business with the City. The policy specifically directs purchaser to whenever practicable, ask contractors to include environmental considerations and specify products and practices that minimize environmental impacts when fulfilling contractual obligations. This is an important piece of the policy, because Fort Collins relies on service contracts for cleaning, painting, other types of building and grounds maintenance, printing, food concessions, and other areas that significantly influence the City s environmental footprint. 6. The Guidelines promote duplex printing of both internal and external print jobs. The policy specifically encourages City employees to apply recycling and waste reduction strategies in their daily workplaces, including having print jobs done using duplex copying whenever possible. It further states, as old office machines are retired, departments and divisions should replace them with duplex- capable copiers and computer printers. Fort Collins Green Purchasing Final Report (April 2012) 33

38 7. The Guidelines provide some specific guidance to City staff about how to personally take an active role in saving energy. City employees are specifically urged to purchase ENERGY STAR rated equipment and replace old motors with high- efficiency new ones. Referencing specific standards helps purchasing agents know how to specify energy- efficient equipment. 8. The Guidelines encourage employees to exemplify the use of environmental design and construction applying green building measures to the construction and remodeling of City facilities, whenever possible, and using the latest available proven technology to provide energy- efficient and cost- effective heating, cooling, lighting and water heating services in the design, construction and renovation of all City facilities. The City s green building program is further supported by the development of Building Design Standards that reference sustainability attributes to some extent. 9. The Guidelines encourage water conservation in City facilities and suggest specific practices for reducing water consumption in the City s buildings and landscaping operations. The Guidelines strongly urge departments to consider the selection of vehicles with low- emissions and high gas mileage and that use alternative fuels. In addition, they articulate the City commitment to reducing automobile travel and give specific recommendations for achieving it, including teleconferencing and use of other types of electronic communications. 10. The Guidelines state that this environmental policy will be communicated to employees and contractors and will be available to the public via the City s website. (Note: GPI could not find a link to this policy on the City s website.) Fort Collins Green Purchasing Report 34

39 Policy Best Practices Fort Collins environmental purchasing policy, which was written at least five years ago, does not represent a state- of- the- art sustainable purchasing policy. GPI benchmarked the City of Fort Collins' policy against those of other municipalities that are leaders in the procurement of sustainable goods and services, and found that it could do more to establish the framework for an effective program. The Green Purchasing Institute identified 7 Best Practices with respect to the language that is included in up- to- date sustainable procurement policies and compared them to Fort Collins policy. At the end of this chapter are recommendations the City can consider to update and strengthen its green purchasing policy. Best Practice #1 Policy addresses the three pillars of sustainability: environmental, social and economic. A growing number of responsible purchasing policies that have been adopted or revised over the past few years have expanded their scope to address social responsibility and economic equity in addition to environmental stewardship. Since Fort Collins was one of the first communities to embrace the concept of sustainability throughout its community, it should consider revising its policy to reflect that commitment. Fort Collins The City s green purchasing policy is embedded in its Environmental Stewardship Administrative Guidelines, which state as their primary policy goal: The City of Fort Collins is committed to conducting its operations in a manner that is environmentally responsible and reflective of the community s strong commitment to the environment. While the Fort Collins policy is narrowly focused on the procurement of environmentally preferable goods and services, other, modern policies address a broader range of sustainability issues largely the triple bottom line of environmental stewardship, social responsibility, and economic fairness. This is consistent with municipal commitments to sustainability overall, including that of Fort Collins, which supports balanced stewardship of human, financial, and environmental resources for present and future generations. The City of Fort Collins defines sustainability as the long- term social, economic and environmental health of a community City of Fort Collins, Frequently Asked Questions About Sustainability, Undated webpage; Fort Collins Green Purchasing Final Report (April 2012) 35

40 Other Jurisdictions City of Portland, OR The City of Portland, OR adopted a Sustainable Procurement Policy in September 2010, which includes the following policy statement: "The City of Portland recognizes its responsibility to minimize negative impacts on human health and the environment while supporting a diverse, equitable and vibrant community and economy. The City recognizes that the types of products and services the City buys have inherent social, human health, environmental and economic impacts, and that the City should make procurement decisions that embody the City s commitment to sustainability. 28 Portland is one of dozens of municipalities that have adopted a policy designed to ensure that its purchasing decisions particularly for uniforms and other garments embody the City s ongoing commitment to promote social justice and better working conditions by specifically addressing sweatshop free procurement practices. 29 City of Seattle, WA The City of Seattle, WA, which modified its Sustainable Purchasing Policy in August 2008, includes similar sustainability goals. Its General Policy Statement reflects its commitment to a wide range of sustainability goals, stating, The City shall acquire its goods and services in a manner that integrates fiscal responsibility, social equity, women and minority business opportunity, and environmental stewardship. The City s policy also spells out the Social Equity Factors that its purchasing decisions shall consider, in addition to environmental sustainability. These include: Women and minority business opportunity and participation Fair labor practices, health and retirement benefits, safety, livable wages, and worker rights International Fair Labor code of Conduct, including prohibitions on forced overtime, child labor, health and safety equal to the laws of the country of manufacturer Human health impacts Environmental justice (disproportionate environmental and health impacts on different population groups) City of Portland Sustainable Purchasing Policy, September 2010; 29 City of Portland Sweatshop Free Procurement Policy, 30 City of Seattle Sustainable Purchasing Policy, August 11, 2008; find link at Fort Collins Green Purchasing Report 36

41 Best Practice #2 Policy clearly delineates the roles and responsibilities of the jurisdiction s purchasing department, environmental department/sustainability office, and other departments in carrying out the goals and requirements of the green purchasing policy. Fort Collins The City s green purchasing policy states that all employees are responsible for carrying out its environmental stewardship policy, including its guidelines for products and services. However, the policy lacks guidance on how the various departments should work together to increase the amount of environmentally preferable products and services that are procured by the City or report its green purchasing activities and impacts to policy- makers and the public. The City of Fort Collins policy lacks specificity about who is responsible for implementing the policy and the suggested procedures. Below are some examples of municipalities that have adopted environmental/sustainable purchasing policies that contain stronger policy language relating to the roles and responsibilities of staff in carrying out their policy. Other Jurisdictions The environmental/sustainability policies adopted by several municipal leaders define the roles and responsibilities of the procurement department and other municipal departments in carrying out the requirements in their policy. For example: City of Portland, OR Portland, Oregon s 2010 Sustainable Procurement Policy spells out the responsibilities of the City s Chief Procurement Officer and City Bureau Directors to: a) establish product and service standards; b) ensure that contracting manuals and specifications reference sustainable procurement standards and best practices; c) build awareness of the City s policy and sustainable procurement standards among City staff; and d) gather information needed to track, report and evaluate the City s sustainable procurement activities. 31 City of Seattle, WA Seattle, Washington s 2008 Sustainable Purchasing Policy details the acquisition responsibilities of the City s purchasing agency (Department of Executive Administration), the Office of Sustainability and Environment, Seattle Public Utilities, and other City departments, which are directed to establish a Green Team to advise, strategize and promote environmental purchasing. Some of the responsibilities of the Green Team are to disseminate information to City staff about sustainability standards and environmentally preferable practices and strategies and participate in user groups to test and discuss new products City of Portland Sustainable Procurement Policy, September 2010 Update, 32 City of Seattle Sustainable Purchasing Policy, August 11, 2008; Fort Collins Green Purchasing Final Report (April 2012) 37

42 Napa County, CA Napa County, California, a smaller jurisdiction than the cities listed above, adopted an Environmentally Preferred Purchasing Policy in 2009 that established a Sustainability Council, which includes the County Purchasing Manager and rotating representatives from other departments as they are needed to fulfill the purpose of this Policy. The Sustainability Council is directed to, among other things, set priorities, develop an education and outreach strategy for City employees and vendors, and publish an annual progress report. 33 In assigning responsibility for policy implementation to specific staff or departments, some other municipalities policies include clearer language about how to effectively implement them. While Fort Collins environmental purchasing guidelines list some procedures City staff are encouraged to follow in order to meet or exceed the policy objectives, GPI s policy benchmarking assessment found these recommendations to be relatively vague compared to the language in other municipal policies. Examples include provisions on: a) the use of environmental criteria in the bid selection process; b) prioritizing and planning; c) education and training requirements for City employees; and d) development and maintenance of a green purchasing website. See comparison below. Use of Environmental Criteria in Selection Process Fort Collins: Proposal evaluations may include criteria for environmental considerations. Multnomah County, WA: "If an RFP selection process is used, Departments shall reserve at least 10 percent of the evaluation points for sustainability criteria. Seattle, WA: City Purchasing shall Ensure that evaluation criteria for selecting a product or service incorporates and encourages sustainable factors by providing scored points or incorporates minimum specifications. Ensure that the qualification of a company as a responsible bidder includes criteria for incorporating environmental responsibility. 33 Napa County Environmentally Preferred Purchasing Policy, November 10, 2009, Fort Collins Green Purchasing Report 38

43 Fort Collins: The City of Fort Collins will: Establish measurable environmental objectives and targets and update as necessary to reflect the changing needs, missions, and goals of city operations; and Commit to continual improvement of environmental management through self- assessments, corrective actions and innovation. Fort Collins: In order to meet or exceed these objectives, the City of Fort Collins will Educate and train employees to increase awareness of environmental requirements and improve environmental performance. Prioritization and Planning Napa County, CA: The Sustainability Council shall: Formulate plans to implement this policy; and Consult with the County Executive Officer and other County departments to identify and prioritize opportunities to purchase sustainable products and services, as well as timelines for meeting specific milestones. Education and Training of City Employees Multnomah County, OR: Sustainable Purchasing Representatives from each County Department shall be responsible for promoting and educating County colleagues and customers about this procedure and attending at least one training per year. Napa County, CA: The Sustainability Council shall develop a strategy to educate County employees, vendors and contractors about the policy. Development and Maintenance of Green Purchasing Website Fort Collins: This environmental policy will be communicated to employees and contractors and will be available to the public via the City s website." Multnomah County, OR: The Sustainable Purchasing Coordinator shall be responsible for updating sustainable purchasing web pages so they reference this procedure and incorporate best practices for specifying products and services that meet the intent of this procedure. The website provides additional resources and tools to assist with research. This includes sustainable purchasing list- serves, purchasing guides and attribute calculators. Fort Collins Green Purchasing Final Report (April 2012) 39

44 Best Practice #3 Policy directs the jurisdiction to develop and periodically update a set of specific sustainable procurement tools including standards, model specifications, and best practices for its employees and vendors to follow. Because purchasing agents and other municipal staff often lack expertise in environmental issues, it can be difficult and time- consuming for them to determine when and how to develop environmental specifications to guide their myriad purchasing decisions. Having a handbook listing environmental standards and specifications for designated products is an efficient way for municipalities to increase their purchases of sustainable goods and services because it takes the onus off individual buyers in either the central purchasing office or individual departments to interpret the policy on their own. It also creates institutional memory so that best practices can be continued despite staff turnover. By doing so, the decision- making processes is streamlined and standardized to support the policy. A Sustainable Purchasing Guide, like the City s Building Design Standards for construction and renovation projects, can be used by both City employees and contractors that are providing services to the City. It can also be used by vendors, who may have questions about which certifications and standards the City finds acceptable when they are bidding on contracts for specific product categories. An effective way for a sustainable purchasing guide to be developed is by soliciting recommendations from City departments that are high- volume users of goods and services, to ensure that the environmental standards don t conflict with performance requirements. Fort Collins The City s environmental purchasing guidelines mention a few specific standards and certifications that City employees are encouraged to reference when writing their specifications for goods and services or to otherwise consider when making their purchasing decisions. For example, the Guidelines direct departmental managers, purchasers and other City staff to: Purchase paper with at least 30% recycled content, totally chlorine- free and process chlorine free recycled paper, whenever practicable. Use vegetable based inks in printing, whenever practicable. Look for product certification from credible organizations such as Green Seal, Energy Star and Environmental Choice. (Note: Environmental Choice is now called EcoLogo). As old office machines are retired, replace them with duplex- capable copiers and computer printers. Fort Collins Green Purchasing Report 40

45 Other Jurisdictions Because the list of potentially available environmentally preferable/sustainable goods and services is continuing to evolve and sustainability criteria are becoming increasingly complex focusing on multiple environmental and health attributes (and sometimes social and economic criteria) it is generally not considered practical to list specific environmental standards and certifications in a sustainable purchasing policy, which will require action by a legislative body whenever a standard is added or revised. Instead, municipal leaders in sustainable procurement often describe their processes and procedures in a separate set of Sustainable Purchasing Standards and Best Practices, to which municipal employees and contractors can refer when making their purchasing decisions. Below are some examples of other municipal purchasing policies that call for the creation of Sustainable Purchasing Standards, Specifications and Best Practices. Multnomah County, OR Multnomah County, OR s policy requires its Purchasing and Sustainability staff to prepare and periodically update a Sustainable Purchasing Best Practices Manual and a set of Sustainable Purchasing Checklists, which are used to guide purchasing decisions in accordance with the County s Sustainable Purchasing Policy. City of Portland, OR Portland, OR s Sustainable Procurement Policy (September 2010 Update) calls for the creation of Citywide Sustainable Procurement Standards. The policy specifically states that, The City shall develop Citywide product and service- specific sustainability standards as best practices evolve. These Citywide standards will be developed by Procurement Services in cooperation with stakeholders and approved by the Chief Procurement Officer. Sustainable Procurement standards will incorporate related requirements from City policies, City Code and other City product and service standards. All sustainable procurement standards will be posted on the employee website and incorporated into City procurement processes. Portland s policy further requires employees making City procurement decisions to comply with the sustainable procurement standards approved by the Chief Procurement Officer. Fort Collins Environmental Stewardship Purchasing Guidelines are in some sections too vague to be useful to City employees including purchasing department staff, who may not be familiar with state- of- the- art green specifications for a wide range of product and service categories. In the table below are some examples of the City s guidelines that are relatively vague compared to similar policy language from other municipalities that give clearer guidance about how to identify and purchase environmentally preferable products and services. Fort Collins Green Purchasing Final Report (April 2012) 41

46 Fort Collins: City mangers, purchasers and departments are encouraged to Consider products with all, or a percentage of, recycled materials. Fort Collins: City Buildings should exemplify the use of environmental design and construction in a variety of ways, including, but not limited to Applying green building measures whenever possible in construction or remodeling of City buildings. Use of Products With Recycled Content Boulder, CO: The City Purchasing Office and Environmental Affairs Office shall: Maintain and distribute to City Departments a list of Target Environmental Procurement Products that MUST be purchased as recycled content products and may not be purchased in virgin form and those products that shall be purchased whenever possible and available with recycled content. San Jose, CA: "Purchase products which contain the highest percentage of post- consumer recovered material and the highest percentage of total recovered material available in the market place Alameda County, CA: "County specifications and performance standards for products and services shall not require the use of products made from virgin materials nor specifically exclude the use of environmentally preferable products. 34 Napa County, CA: Ensure that other products which are not specifically identified in this policy meet US EPA Comprehensive Procurement Guideline specifications for recycled content where such guidelines are available. Purchase of Green Building Products San Jose, CA: Procure goods, products and services that support City LEED certification. 34 Alameda County Environmentally Preferable Purchasing Policy, March 7, 2011; Fort Collins Green Purchasing Report 42

47 Fort Collins: When selecting a vehicle to purchase, departments are strongly urged to consider buying models of trucks and cars rated for low emissions and high gas mileage. Fort Collins: The City urges employees to personally take an active role in saving energy through practices such as: Replacing old motors with high efficiency ones. Purchasing Energy Star rated equipment. Fort Collins: The City is committed to projecting a water conservation ethic to the community, as a model for wise water use. Employees should report leaking faucets, running toilets, broken sprinklers or other water problems to facility managers, Repairs should be made promptly. (The policy contains no language relating to the purchase of water- efficient plumbing fixtures. Purchase of Green Fleet Vehicles San Jose, CA: Purchase fleet vehicles that provide the best available fuel efficiency and net reduction in vehicle fleet emissions. Energy Conservation New York City: Any faucet, showerhead, toilet, urinal, fluorescent tube lamp, fluorescent ballast, industrial HID luminaire, downlight luminaire, fluorescent luminaire or compact fluorescent lamp that is purchased or leased by any agency for which the federal energy management program of the United States department of energy has issued product energy efficiency recommendations shall achieve no less energy efficiency or flow rate than the minimum recommended in such recommendations. 35 Water Conservation City of San Francisco, CA: "All City departments listed above shall ensure that all toilets are replaced with toilets that use no more than 1.6 gallons of water per flush. To facilitate the installation of these toilets, the San Francisco Public Utilities Commission shall negotiate and secure within 90 days of the effective date of this chapter, contracts with one or more vendors that all City departments may use for the purchase and installation of 1.6- gallon- per- flush valves and tank toilets. The toilets on this list shall be the only toilets purchased." New York City Local Law 119, In Relation to the Purchase of Energy Efficient Products, December 30, 2005; 36 City and County of San Francisco, Resource Efficiency Requirements and Green Building Standards, Ordinance #88-04, Revised April 26, 2004, Fort Collins Green Purchasing Final Report (April 2012) 43

48 Product Stewardship & Recycling Requirements Fort Collins: Contracts should include language to ensure the extra products remaining at the end of a job are removed by the contractor unless otherwise specified. Napa County, CA: Give preference to companies offering free or low- cost product 'take- back' services for their products to ensure that these items are safely managed at the end of their useful life. An independently- contracted firm collects recyclables from City facilities. San Jose, CA: Incorporate product (including packaging) stewardship measures such as take back and end of life management into contract requirements. Participate in industry- financed recycling programs such as the Rechargeable Battery Recycling Corporation (RBRC) and the Thermostat Recycling Corporation (TRC). Best Practice #4 Policy directs the jurisdiction to make sustainable procurement the default action for all major purchasing decisions and account for cases where an exception is needed. This is considered best practice because it shifts the presumption toward green procurement except when a special circumstance arises and makes it easier to make the sustainable procurement decision than not to. Fort Collins Fort Collins policy encourages City employees to make sustainable procurement decisions, when practicable. This puts the onus on the purchasing agent to determine when it is practicable to do so. Other Jurisdictions City of Portland, OR Portland, Oregon s Sustainable Procurement Policy requires all major procurement decisions to follow standards approved by its Chief Procurement Officer unless an exemption is granted. The policy states, Upon request, exemptions to the sustainable procurement standards may be granted by the Chief Procurement Officer when product or service availability or other reasonable circumstances hinder compliance with the standards. Fort Collins Green Purchasing Report 44

49 Best Practice #5 Policy directs the jurisdiction to establish and update sustainable procurement goals. Setting goals for a sustainable procurement programs focuses implementation efforts and makes reporting on results clearer and easier. Fort Collins The City s environmental purchasing policy lacks goals for minimizing environmental impacts of the City s operations (such as energy, water or paper reduction targets, for example). While there are numerical goals in the City s Sustainability Action Plan, they are not referenced in the City s purchasing policy. Moreover, in the City s Sustainability Action Plan, no goals have been established relating to the purchase of environmentally preferable products, which is an important vehicle for reaching the City s sustainability goals. In the course of this investigation, we learned that the City has conducted a baseline assessment of its green purchasing activities and is in the process of adding a numerical procurement goal to its Sustainability Action Plan. Other Jurisdictions City of Seattle, WA Seattle, Washington has established a goal of 30% paper reduction by using duplex printing, electronic reporting, and other means. On February 16, 2005, the Mayor issued an Executive Order directing City departments to: Reduce paper use by 30% by the end of 2006; Purchase 100% recycled paper as the City standard for printing and copying; Adopt available technology that will create paper efficiencies; Apply these paper waste prevention measures to procurement, consultant contracts, and contracts for printing, copying, and related services from outside vendors; and Include reporting of progress towards the 15% interim paper reduction goal in department accountability contracts. 37 City of San Jose, CA San Jose, California s Environmentally Preferable Purchasing Policy (EP3) set as a goal to ensure that at least 30% of direct purchases of food served in City facilities is locally grown and organic. 37 Executive Order 01-05: Paper Waste Prevention. Office of the Mayor, City of Seattle. Issued February Fort Collins Green Purchasing Final Report (April 2012) 45

50 Best Practice #6 Policy includes an annual reporting requirement. Reporting on an annual basis facilitates accountability to the public, highlights successes, environmental benefits and cost savings, and identifies barriers and further opportunities. Fort Collins The City s policy includes a provision to establish measurable environmental objectives and targets but does not direct City staff to track or report the City s accomplishments against those targets and compile it into a periodic progress report. Other Jurisdictions Many municipal environmental/sustainable purchasing policies include language directing the jurisdiction to report annually (or periodically) on progress implementing its program or achieving its goals. Typically, the policy will require some or all departments to submit information to the Purchasing Department, the Sustainability Department, and/or the Sustainable Procurement Team to be compiled into a stand- alone sustainable procurement report (or into a section of an overall sustainability progress report) for the City Manager, County Executive, or the municipal legislature. Occasionally, the policy will require the annual progress report to be posted on the jurisdiction s website so it can demonstrate how it is effectively leading by example. Below are some examples of municipal green purchasing policies that include an annual reporting requirement. Santa Clara County, CA Santa Clara County, CA adopted an Environmentally Preferable Purchasing Policy in 2009, which directs its EPP Team to prepare and submit to the Board of Supervisors an annual report summarizing the implementation of the policy during the previous year; policy related goals for the following year; and recommended changes, if any, to the policy or its implementation. 38 Multnomah County, OR Multnomah County, OR s Sustainable Purchasing Administrative Procedure states that its purchasing office, Central Procurement and Contract Administration (CPCA) within its Department of County Management, is responsible for coordinating the collection of information for the purposes of tracking, reporting and evaluating the County s sustainable purchasing activities. The County s policy further directs the CPCA Sustainable Purchasing Coordinator to provide project updates through the CPCA annual report. To assist in the collection of data on annual spending on green products, the County s policy states that "bid solicitations may include a requirement for annual vendor reporting of appropriate 38 County of Santa Clara, CA, Environmentally Preferable Purchasing Policy, Adopted September 2009, Fort Collins Green Purchasing Report 46

51 sustainability measures during the contract term to the CPCA Sustainability Coordinator. 39 City of Seattle, WA The City of Seattle s Sustainable Purchasing Policy directs City Purchasing to compile records for producing an annual summary of the City s environmentally responsible/sustainable purchasing actions, and to evaluate the effectiveness in reducing the environmental impacts of City procurement. 40 City of San Jose, CA San Jose s EP3 Policy specifically requires the following types of performance measurements to be made: quantification of the environmental and economic benefits of the procurement of environmental alternatives such as recycled- content paper, biodiesel, and IT equipment by utilizing available product environmental benefits calculators. City of Portland, OR Portland, OR s Sustainable Procurement Policy includes a detailed section on Data Collection and Performance Reporting, which prescribes the roles and responsibilities of various city agencies in carrying out this program function. It specifically states: City Bureau Directors shall be responsible for: Cooperating in gathering information for the purposes of tracking, reporting, and evaluating the City s sustainable procurement activities; and Integrating Bureau- specific sustainable procurement goals into Bureau sustainability plans. The Chief Procurement Officer and Director of the Bureau of Planning and Sustainability shall be responsible for: Collaborating on data collection for the purpose of tracking and reporting on the City s sustainable procurement activities and evaluating the effectiveness of this policy. The Chief Procurement Officer shall be responsible for: Issuing an annual or biennial progress report on sustainable procurement activities and the effectiveness of this policy. This report may be a stand- alone report or integrated into a larger Bureau of Procurement Services report. 39 Multnomah County, Oregon Administrative Procedure, PUR- 8, Sustainable Purchasing, February 26, 2010, 8.pdf. 40 City of Seattle, Sustainable Purchasing Policy, Department of Finance and Administrative Services, City Purchasing, Original publication date 2004; Modified version August 11, 2008; Fort Collins Green Purchasing Final Report (April 2012) 47

52 Best Practice #7 Policy directs the jurisdiction to periodically review and update its green/sustainable purchasing policy. Environmental purchasing policies have changed over time. Early policies in the 1990s (such as Fort Collins Affirmative Procurement Plan) focused largely on encouraging the procurement of recycled- content products as a way to create markets from newly emerging recycling programs. About a decade later, environmental purchasing policies were typically expanded to address a wider variety of environmental attributes. Like Fort Collins policy, they often contained a combination of broad environmentally preferable purchasing (EPP) policy goals, a handful of specific green procurement requirements (most commonly requiring the purchase of copy paper with 30% post- consumer recycled content and electronics that are ENERGY STAR- qualified), and a list of best practices. Over the past decade, some municipal EPP leaders have determined more effective ways to keep their sustainable procurement policies up- to- date. This policy review, which was commissioned by the City s purchasing department, lays the foundation for updating the City s policy so that it can reflect the best practices for sustainable procurement. Fort Collins The City s Environmental Stewardship Guidelines do not specifically call for them to be updated and they have not been revised for several years. Other Jurisdictions Many other policies give more definitive guidance about periodically reviewing and updating their environmental purchasing policy. For example: City of San Jose, CA The City of San Jose s Environmentally Preferable Procurement Policy (EP3) directs the City Manager to: Every five years, or as required, review this policy and recommend changes, if warranted, to Council. 41 City of Portland, OR The City of Portland, OR s Sustainable Procurement Policy directs the Chief Procurement Officer to be responsible for periodically bring together internal stakeholders to review this policy for updates or to otherwise determine whether this policy is in alignment with other City sustainability efforts and policies. 41 City of San Jose, Environmentally Preferable Procurement Policy (EP3), Revised Date, November 17, 2009; Fort Collins Green Purchasing Report 48

53 Appendix A: Top Sustainable Purchasing Categories Prepared for the City of Fort Collins Office Equipment, Services, and Supplies 1. Office Supplies (copy paper, toner/ink cartridges, file folders, envelopes, binders, small electronics) 2. Computer Equipment (desktops, monitors, laptops, servers) 3. Imaging Equipment (printers, copiers, multifunction devices) 4. Servers and Network Equipment 5. Printing & Copying Services (specifications for paper, ink, etc.) Construction Services, Including Construction, Installation, or Replacement of: 6. Lighting Equipment (lamps, ballasts, and fixtures) 7. Flooring and Carpeting (and ancillary supplies such as adhesives) 8. Plumbing Equipment & Plumbing Accessories (water heaters, sinks, toilets, urinals, showers, drinking fountains.) 9. Paints, Finishes and Related Supplies 10. HVAC Equipment (air conditioners, vents, boilers) 11. Roofing Materials 12. On- Site Renewable Energy (photovoltaics, etc.) 13. Other Construction Materials (concrete, wall board, insulation, windows and doors) Maintenance Services 14. Utility Services (electricity, natural gas) 15. Waste Management Services (recycling, composting, hazardous materials, demolition) 16. Janitorial Services and Products (cleaning chemicals, janitorial papers, and equipment) 17. Laundry Services (washing, dry cleaning) Fleets 18. Vehicles & Fuel 19. Fleet Maintenance services and supplies (tires, lubricants, anti- freeze, wheel weights, etc.) Other 20. Traffic Signals & Pedestrian Signals 21. Street Lights 22. Snow Removal and De- Icing (chemicals and vehicles) 23. Food Services (concessions, catering, vending machines, including food and food service ware) 24. Paving Materials (asphalt & concrete, patching, paints) 25. Landscaping Products, Services, and Equipment (pesticides, mulch, compost, IPM services, lawn movers, tree trimmers, irrigation equipment) Fort Collins Green Purchasing Final Report (April 2012) 49

54 Appendix B: Fort Collins Green Purchasing Evaluation: Products Introduction Background Every product and nearly every service Fort Collins purchases has an environmental impact, whether it is a single ream of copy paper or services for a major building project. Reviewing the City s purchases and identifying green purchasing opportunities quickly reveals a complex web of direct and indirect effects on human health and the environment from energy use, greenhouse gas emissions, natural resource utilization, and pollution caused by commonly purchased products and services. Rather than address every item that the City purchases, this evaluation focused on the goods and services for which green alternatives have been successfully procured by other municipalities, many of which are green purchasing leaders. We have collected and reviewed information on Fort Collins policies, standards and practices relating to each product or service, and compared them to the best practices among jurisdictions that are considered leaders in green purchasing (and a few others that have undertaken innovative green purchasing initiatives). The product categories reviewed are: Office Equipment, Services, and Supplies Office Supplies (copy paper, toner cartridges and batteries) Computers Imaging Equipment Servers Building Construction, Maintenance, and Operations: Lighting Equipment Flooring, Carpeting, and Adhesives Plumbing Equipment and Accessories Energy- efficient Building Equipment Renewable Energy Paints and Finishes Custodial Services and Products (cleaning chemicals, hand soaps, janitorial papers and hand dryers, and other custodial products and equipment) Fleets Vehicles and Fuel Fleet Maintenance Services and Supplies Infrastructure and Exterior Spaces Traffic Signals and Pedestrian Signals Street Lights Fort Collins Green Purchasing Report 50

55 Snow Removal and De- Icing Paving Materials Landscaping Services Other Categories Food Services (including Food, Service Ware, and Food Waste Composting) Laundry Services Methods For each of these categories, we took the following steps: A) Conducted a baseline analysis of Fort Collins purchasing policies and practices. Reviewed Fort Collins purchasing policy language relating to the procurement of the product or service. Interviewed key City staff about their purchasing practices. Reviewed the City s bid solicitations and contracts in the product category (available through the public records website at to assess the types of environmental specifications that are being applied. Reviewed relevant City plans, reports, and websites (notably the City s 2009 and 2010 Municipal Operations Sustainability Progress Reports, the 2004 Local Action Plan for Sustainability, the 2008 Climate Action Plan, and the Purchasing Department s Environmentally Preferable Purchasing website). Identified and reviewed product- category specific documents, such as vendor reports on office supply purchases, a study on printing equipment, materials on the City s asphalt and concrete crushing operations, and others. Assessed the City s Building Design Standards, when applicable. Reviewed P- card data for purchasing of this product or service to determine whether purchases off the City s central contracts are a major factor in the product category. B) Benchmarked Fort Collins product- specific purchasing policies and practices against other municipalities that have undertaken leading- edge green purchasing initiatives related to each product or service. Studied other jurisdictions green purchasing policy language, purchasing guidance documents, and green purchasing websites as well as specifications in bid solicitations and contracts for environmentally preferable products and services. Reviewed case studies of green municipal purchasing initiatives for that category, with a focus on top tier green purchasing cities such as Portland, OR; King County, WA; San Francisco, CA and others. Interviewed municipal green purchasing staff, when information was not available in policies, contract documents, websites, or case studies. Reviewed information about environmental standards for each product and service Fort Collins Green Purchasing Final Report (April 2012) 51

56 category, including (1) whether the standard or certification was developed by a third party and (2) whether products meeting the standard are certified against the standard as well as widely available in the national and regional market places. Reviewed and summarized scientific research on the health and environmental impacts of non- sustainable products and services to support need for sustainable purchasing policies and practices, as needed. Reviewed product- related information developed by credible nonprofit organizations such as the Responsible Purchasing Network, Consumer Reports, and others. Reviewed the US Green Building Council s LEED for Existing Buildings: Operations and Maintenance standards to identify environmentally preferable products that are eligible for green building credits. Summarized the most successful green purchasing practices of other jurisdictions. In some cases, we provided examples from other public institutions to highlight particularly interesting initiatives or innovative approaches. Collected information on jurisdictions that have received recognition or awards for particular product categories, such as a Government Green Fleet Award. C) Identified opportunities for Fort Collins to undertake bold green purchasing initiatives. Highlights of the Fort Collins Green Purchasing Program Fort Collins has had green purchasing goals and practices in place since the 1990s and has implemented exemplary environmentally preferable purchasing initiatives for many product and service categories since that time. There are some areas of purchasing where the City of Fort Collins is doing particularly well. These include: Certified Green Cleaning Products Certified Recycled- content Janitorial Paper Products EPEAT- rated Computer Equipment Server virtualization Alternative Fuel Vehicles and Fuel LEED Certification & ENERGY STAR Recognition for City Facilities Antifreeze Recycling Retread Tires Recycled- content Paving Materials Green Purchasing Recommendations Summary Sustainability is not a static end goal; it is a spectrum. As markets change and cities develop innovative ways to reduce the burden their operations place on the planet, new best practices emerge. What was on the cutting edge of green procurement 10 or even five years may no longer be considered the sustainable procurement strategy today. Our review found many areas where the City has made progress improving the environmental sustainability of its operations; however, it lags behind several other municipalities that are considered leaders in the field. Moreover, there are some product and service categories for which the City has made little or no progress at all. Fort Collins Green Purchasing Report 52

57 We recognize that many of the municipalities whose practices we benchmark against are significantly larger than Fort Collins. This is important to keep in mind since, in some cases, the larger scale enables these jurisdictions to implement potentially costly and time consuming activities. We have highlighted ambitious, cutting- edge initiatives, recognizing that not all may be practical for Fort Collins. Below are a few bold green purchasing initiatives we think are feasible for Fort Collins to undertake in the future. Opportunities for Bold Green Purchasing Initiatives Develop a best practices guide with standards, specifications and boilerplate language for priority products and services to help staff efficiently and consistently implement the City s green purchasing policies Consider becoming an LED City and prioritize installation of high- efficiency streetlights, including an evaluation of the latest LED technology in conjunction with other jurisdictions in the region and/ or by joining US Department of Energy s Municipal Street Lighting Consortium Update the City s Building Design Standards to meet or exceed the most recent US Green Building Council s LEED standards; and ensure that sustainability standards are referenced throughout the document for each product category and are reviewed and updated based on changes in green product certifications Reduce the environmental impacts and costs of office printing and copying by: o Adopting a PaperCuts Program that continues to significantly reduce paper consumption, ensuring all printers duplex print as the default setting o Committing to using high recycled- content/fsc- certified copying and printing papers and blocking virgin paper from City contracts; and o Significantly increasing the use of remanufactured and high- yield toner cartridges and rechargeable (with pilot testing, if necessary) Commit to purchasing the most energy- efficient products in each category, including products on the ENERGY STAR Most Efficient List Take the lead on developing cooperative contracts for renewable energy systems as well as other high- profile environmentally preferable products and services Adopt and implement a Sustainable Food Procurement Policy to increase the purchases of local and sustainable food products and establish sustainability criteria for the City s concessions/events (re: food, service ware & composting) Adopt and implement a Green Roofing Policy that would promote the use of light- colored roofs as well as vegetative roofs, when feasible Develop and implement a Toxics Reduction Strategy to minimize the City s use of hazardous dry cleaning solvents, pesticides, paints and other toxic chemicals Develop and implement green purchasing plans to guide the City in meeting its various sustainability policy goals related to water conservation, reduction of vehicle miles traveled, waste reduction and recycling (with an emphasis on producer responsibility) Fort Collins Green Purchasing Final Report (April 2012) 53

58 Office Equipment, Services and Supplies Copy Paper Best Practices Adopt a PaperCuts Program that includes purchasing copy paper with 100% post- consumer recycled content, offsetting the higher cost by setting paper consumption reduction goals (of at least 30%), ensuring that all copiers and printers are set to duplex print as the default, and continuing to implement other paper reduction strategies Block the purchase of virgin copy paper through the municipality s office supply contracts and decentralized purchasing systems; allow the use of copy paper with at least 30% post- consumer recycled (and FSC- certified virgin content) only when 100% recycled- content copy paper is determined to be impractical for specific applications Investigate going out to bid separately for recycled- content copy and printing paper products to secure lower prices Track and report the municipality s paper consumption in its annual municipal operations sustainability reports, including environmental benefits using the Paper Calculator; request green spend data from other vendors that sold paper to City employees using decentralized procurement methods Require all contractors and other vendors providing services to the municipality to submit their paperwork either electronically or double- sided on paper with at least 30% post- consumer recycled content Fort Collins The City s Green Purchasing Policy 42 offers specific direction on only a few product categories, and copy paper is one of them. The policy encourages City employees to purchase paper with at least 30% recycled content, totally chlorine free and process chlorine free recycled paper, 43 whenever practicable. Copy paper is also one of the few product categories for which the City s primary office supplies vendor (Office Depot) provided a green spend report summarizing the City s purchases in Despite the clear policy directive and the fact that 30% post- consumer recycled- content copy paper is widely considered to be readily available at a competitive price with virgin copy paper and practical for almost all normal office uses slightly less than half (49% by dollar value) of the cut (copy) paper ordered through the City s centralized contract with Office Depot in 2010 complied with the City s green purchasing policy, while 42 The City s Green Purchasing Policy refers to Section 3.3: Purchasing Guidelines for Goods and Services of the City s Administrative Guidelines 43 Note: According to Conservatree, totally chlorine-free copy paper is no longer manufactured in the United States and processed chlorine-free copy paper is typically available only for products with 100% recycled content. Fort Collins Green Purchasing Report 54

59 51% contained no recycled content at all. The data provided did not show which departments purchased the recycled or virgin paper, but Office Depot may provide a more detailed report upon the City s request. Separately, more than $20,000 in unspecified office supplies were purchased from OfficeMax and Staples by City employees, according to P- card data from January through early August 2011, which was supplied to GPI by the City s Purchasing Department. No green spend data was provided for these purchases. 44 Eliminating virgin copy paper yields significant environmental benefits. A rough estimate using the Environmental Paper Network s Paper Calculator 45 (below) indicates that by switching all $19,000 of virgin paper (approximately 660 cases weighing 32,845 pounds) the City purchased in 2010 to 30% recycled paper, it would have conserved around 18 tons of wood per year and reduced emissions by the equivalent of 6.5 tons of CO2: Moreover, if the City purchased all 100% recycled- content copy paper, it would have conserved approximately 60 tons of wood and avoided 22 tons of CO2 emissions. Copy paper is also a symbolic green purchasing touchstone, and one of the first product categories addressed in the City s Purchasing Guidelines in the 1990s. Finally, LEED for Existing Building Operations & Maintenance (LEED EBOM) offers a point for purchasing copy paper and other Ongoing Consumables that contain recycled content or other environmental attributes In addition, the City s P-card data for the same time period reported over $110,000 paid to Office Depot by City employees; it is unclear whether these decentralized purchases are included in the City s Green Spend Report from this vendor. 45 Environmental Paper Network s Paper Calculator, 46 See US Green Building Council s LEED for Existing Buildings: Operations and Maintenance Rating System, Materials & Resources (MR) Credit 1: Sustainable Purchasing Ongoing Consumables, Updated November 2009; Fort Collins Green Purchasing Final Report (April 2012) 55

60 Other Jurisdictions Seattle, WA: PaperCuts Program While, 30% post- consumer recycled content has been the U.S. EPA s minimum standard for copy paper for many years, several jurisdictions have moved beyond that threshold. Seattle, for example, has led the way towards sustainable, cost- effective paper consumption. In 2005, the City changed its purchasing standards to require staff to use 100% recycled paper. At the same time, to offset the extra cost, it kicked off its PaperCuts Program, which now includes an ambitious effort to reduce paper consumption by 30% from the 2004 baseline. The program has been successful, reaching its targets for paper consumption reduction within a year, and helping the City save money while setting a high bar for sustainability. For example, Seattle reported a 36% reduction in paper consumption for calendar year Portland Paper Policy In 2004, Portland, Oregon adopted the following sustainability goals relating to its paper use: Reduce paper consumption by 15% below FY levels by All paper products purchased by the City meet EPA s minimum recycled- content procurement guidelines, such as 30% post- consumer recycled content for copy paper. 10% of all paper products purchased by the City exceed EPA s minimum recycled- content procurement guidelines, such as 100% post- consumer recycled content. Portland s Environmental Sustainability Goals were recently updated to state, Utilize natural resources in a more sustainable manner by reducing copy/printer paper consumption 5% from 2008, and ensuring all white copy/printer paper used by City bureaus contains 100% post- consumer recycled content, by Over the past decade, Portland has pursued several strategies to achieve its sustainable paper consumption goals. For example, it developed and successfully implemented a plan to use 100% post- consumer recycled content paper for all printed materials (such as brochures, post cards and reports) achieving 99% compliance by It also set recycled- content goals for other commonly used office supplies such as envelops and file folders. 47 City of Seattle. PaperCuts: Conserving Paper in the City of Seattle City of Portland. Bureau of Planning and Sustainability. Citywide Sustainability Goals. Fort Collins Green Purchasing Report 56

61 Alameda County, California: A Contract Without Virgin Paper In 2006, Alameda County (which surrounds Oakland) established a centralized contract for office paper that offers only 30% and 100% post- consumer recycled- content options. All County agencies are required to buy their office paper using this mandatory contract, which helps ensure the County is consistently buying environmentally preferable office paper and makes reporting easier. Under a previous contract, the use of recycled content paper was not mandated, and was slightly higher in cost, so not as many agencies/departments purchased it as expected. To improve its environmental profile, the County took action: In 2006, we followed in the footsteps of the federal government and used the U.S. Environmental Protection Agency's Comprehensive Procurement Guidelines 49 to set minimum recycled content requirements. We now offer agencies a choice of 30% and 100% recycled content papers at very competitive prices A few employees were concerned that recycled paper might not perform as well or might cause problems in our equipment. To date, no equipment issues have been reported, and employees are satisfied with paper quality. 50 King County, WA: Two Decades Relying on Recycled Paper King County, Washington noted in its 2010 sustainability report that it has been the County s policy for 20 years to require all copy paper to have a minimum of 30% post- consumer recycled content. In addition, it reported using recycled paper for a wide array of other municipal applications: Recycled paper was used for all major government functions, including bus schedules, tax statements, court forms, pet license notifications, business cards, and reports. 51 Office Depot Reports Many Municipalities Block Virgin Paper from Contracts Office Depot s online ordering system has tools that can steer users toward green products. These tools can either block or auto- substitute products that are not green (such as 100% virgin copy paper) or suggest alternatives when the end- user tries to purchase non- green products. While the company does not release the names of the agencies and institutions that make use of these tools, Yalmaz Siddiqui, the company s Senior Director for Environmental Strategy, confirmed that many cities, counties and states routinely block the purchase of copy paper that does not contain recycled content and ensure that only compliant recycled- content products show up as options in the Office Depot ordering system. 49 US Environmental Protection Agency, Comprehensive Procurement Guidelines Alameda County Sustainability. Success Stories in Purchasing: Office Paper King County. Toward a Sustainable Prosperous King County: 2010 Annual Report of King County s Climate Change Energy, Green Building and Environmental Purchasing Programs. June Fort Collins Green Purchasing Final Report (April 2012) 57

62 Toner Cartridges Best Practices Purchase remanufactured toner cartridges from vendors that can provide sufficient evidence of their products performance Publicize remanufactured and high- yield toner cartridges available from vendors approved by the municipality Require vendors of toner cartridges to take- back and recycle empties and provide a monetary credit for these items When high- quality remanufactured and high- yield toner cartridges are not available, municipalities should choose toner cartridges made with some post- consumer recycled plastic. Fort Collins While the City s 2010 Purchasing Activities Report indicated that use of remanufactured toner cartridges, where practical is now done as part of our standard operations, GPI s review of the Office Depot green spend report and the City s P- Card data show that only a small percentage of toner purchases was for remanufactured products. Despite the fact that remanufactured toner cartridges are significantly (40-60%) less expensive than virgin non- recycled toner cartridges, only 1.2% of the dollars spent on toner through Office Depot in 2010 was for remanufactured products. Toner Cartridge Expenditures through Fort Collins Office Depot Contract (2010) Sustainability Criteria Value % Virgin Materials $12, % Some Recycled Content $35, % Remanufactured $ % Total $49,066 P- card data from 2011 show that City staff did purchase some additional remanufactured cartridges from other local vendors (Green Cartridge and Cartridge World), but the value of those purchases was only $1,400 for the first six months of If that rate of purchase was comparable in the previous year, we estimate that, in total, approximately 7% of dollars spent on toner cartridge purchases were for remanufactured products. (There is no information on other off- contract purchases made through vendors such as Staples and OfficeMax, however. Consequently, this estimate is based on available information from the City s centralized Office Depot contract only.) Most of the toner cartridges purchased (72.5%, by dollar value from Office Depot) did contain some recycled material, which is preferable to virgin plastic. However, recycling plastic products is significantly less energy- efficient and more resource- intensive than remanufacturing, and the recycled products typically contain only 20% recycled plastic while remanufactured products are usually % recycled. Purchasing toner cartridges from local remanufacturers also supports the local green economy. Fort Collins Green Purchasing Report 58

63 One additional gap in the information is that the report does not show whether the cartridges purchased were high yield, which also have environmental benefits because they generally contain twice as much as toner as regular (standard- yield) cartridges and, therefore, generate less waste and fewer transportation impacts. High- yield cartridges are often a cost- effective way to get environmental benefits without the potential performance risks of remanufactured products because they typically cost less than twice as much as standard- yield toner cartridges and are often made by original equipment manufacturers. (Note: some remanufactured toner (and ink) cartridges are available as high- yield models, offering twice the environmental and cost benefits.) According to City staff, some of its spent toner cartridges are sent back to the original cartridge manufacturers and to the local cartridge remanufacturer (Green Cartridge), although there is no documentation of the extent to which the City is has been returning its toner cartridges to vendors to be recycled and whether it is receiving rebates for these empties. It also appears as if the City is paying its electronics recycling contractor to handle spent toner cartridges as a difficult to recycle item. Other Jurisdictions King County, Washington The clear leader in this green purchasing product category is King County, Washington. Since 1991, the County has purchased a huge portion of its toner and ink cartridges through a centralized contract with a local remanufacturing company, and saved an estimated 60% compared to what the jurisdiction would have spent on the original equipment manufacturers (OEM) non- remanufactured products. For example, in King County s most recent environmental purchasing progress report, it reported: King County has purchased remanufactured toner cartridges for laser printers, fax machines and ink- jets since Cartridges supplied under contract must meet original equipment manufacturers (OEM) standards and provide full performance guarantees. The county s specifications require spent cartridges to be remanufactured and all components to be recycled when their useful life is over, reducing the landfill disposal of hazardous material. In 2010, the county purchased 2,837 cartridges for $167,541. These purchases saved an estimated $223,000. The cost of recycled cartridges varies, but is usually less than half the cost of new cartridges. 52 King County has prevented performance problems by developing strong specifications, which have been widely used by other public agencies and institutions. They address both environmental and performance issues including: ASTM performance testing standards and documentation Service requirements 52 King County Procurement Services Environmental Purchasing Report: Supplemental Purchase Detail. Fort Collins Green Purchasing Final Report (April 2012) 59

64 The cartridge remanufacturing process Packaging standards Used cartridge collection and recycling Waste toner disposal King County s remanufactured toner cartridge specifications and a fact sheet describing their use of these environmentally preferable products are posted on their website. 53 Batteries Best Practices Conduct battery audit to identify opportunities to eliminate battery- operated equipment and switch to rechargeable batteries Set single- use battery reduction goals Require office supply vendors to offer a broad range of rechargeable battery types as well as ENERGY STAR- rated chargers on their contracts; add these products to your core list to encourage high discounts Pilot test rechargeable batteries in flashlights, computer mice and other battery- operated devices to determine which ones work best Develop office protocols to ensure that freshly recharged batteries are always available and that batteries needing recharging are not discarded instead Utilize the Rechargeable Battery Recycling Corporation s industry- financed Call2Recycle Program, which enables public agencies and the public to recycle spent rechargeable batteries and cell phones free of charge. 54 Fort Collins The City s Environmental Stewardship Policy encourages its employees to identify and implement methods to reduce or eliminate the generation of solid and hazardous waste. It also states that employees are urged to apply recycling and waste reduction strategies in their daily workplaces in a variety of ways, although it does not specifically encourage the use of rechargeable batteries. The City does not track its battery use and there is not sufficient information about the City s historical battery purchases to determine the extent to which the City is using single- use or rechargeable batteries. It appears as if batteries are commonly 53King County, Environmentally Preferable Purchasing Program. Remanufactured Toner Cartridges. Revised 1/10/ uments/ep_products_toner.ashx. 54 Rechargeable Battery Recycling Program s Call2Recycle Program, Fort Collins Green Purchasing Report 60

65 purchased using P- Cards since there were notations for several transactions indicating that batteries were purchased from vendors including, but not limited to, Batteries Plus (>$9000), Interstate Battery, Ace Hardware, RadioShack and The Home Depot. According to City Staff, spent batteries are collected and sent for recycling to an approved vendor, although there is no documentation about the extent to which batteries are being recycled by City operations. Other Jurisdictions Portland Water Bureau In its 2008 Sustainability Report, the Portland Water Bureau indicated that it had set a goal of reducing its agency s battery use by 10% in the coming year and 20% within two years. It also reported that had conducted a battery audit and was pilot testing rechargeable batteries in some of its equipment. 55 City and County of San Francisco In 2005, the City and County of San Francisco adopted a battery policy requiring all municipal employees to use rechargeable batteries unless they receive an exemption for a specific application. The policy states, among other things: A City department that purchases or contracts to purchase batteries or products that include or incorporate battery or battery packs, shall purchase and contract to purchase: (a) only the following types of batteries and battery packs which are deemed to be on the Approved Alternatives List for batteries and battery packs (i) Rechargeable alkaline batteries (ii) (iii) Rechargeable nickel metal hydride (NiMH) batteries, or Another rechargeable battery type identified by the Director pursuant to regulations adopted under Section 203(d) of the Environment Code. (b) only from vendors that collect spent batteries and recycle them in accordance with applicable laws. 56 San Francisco s electrical supplies contract requires vendors to offer rechargeable batteries in AA, AAA, C, D and 9- volt models as well as ENERGY STAR- rated chargers. 55 Portland Water Bureau. Portland Water Bureau 2008 Sustainability Report, 56 City and County of San Francisco. San Francisco Department of the Environment Regulation #SFE PPO: Regulation Adopting an Approved Alternatives List for (1) Products Covered In The Federal Comprehensive Procurement Guidelines Other Than Printing And Writing Paper Products; (2) Products Not Listed in the Federal Comprehensive Procurement Guidelines; (3) Batteries; and (4) Vehicle Fuel Precautionary Purchasing Ordinance; Ord. No ). Effective July 18, Section C. Batteries: (Formerly Environment Code 512). Fort Collins Green Purchasing Final Report (April 2012) 61

66 Computer Hardware and Recycling Best Practices Purchase laptops, desktop computers and monitors that meet the EPEAT (Electronic Product Environmental Assessment Tool) Gold standard. Specify that vendors take back and responsibly recycle computers and other electronic equipment. (If a take- back program is not feasible, develop contracts for e- waste recycling that give preference to responsible recyclers that are e- Stewards certified.) EPEAT, like LEED for buildings, rates computer equipment based on a range of environmental criteria and awards compliant products a bronze, silver or gold rating. The EPEAT standards, developed by the Green Electronics Council, require models to be ENERGY STAR- qualified for energy efficiency and to meet several criteria related to reduction of environmentally sensitive materials and material selection, end- of- life management, product longevity/life extension, and packaging in order to earn a bronze rating. Products with additional environmental attributes beyond those that are required can qualify for the silver and gold ratings. 57 The e- Stewards certification program is an independent verification system that is rapidly emerging as the leading global program designed to enable individuals and organizations who dispose of their old electronic equipment to easily identify recyclers that adhere to the highest standard of environmental responsibility and worker protection. 58 Fort Collins Fort Collins computer purchases in 2011 met a high standard for environmental responsibility, but neither the IT Department nor the City have established clear guidelines ensuring that future purchases of laptops, desktop computers, monitors and other computer hardware will be made using specifications that meet a high environmental standard. Fort Collins current standard office laptop (Dell Latitude E6420), standard office desktop (OptiPlex 780 MT), and standard engineering desktop (Dell Precision T3500), are all EPEAT Gold- registered, which is the highest rating available for green computer equipment. 59 This assessment applies to only the few types of computer equipment for which GPI was given model numbers. It is unclear if additional models, notably computer monitors, were purchased in 2011 and whether they are EPEAT- registered as well. 57 For more detailed information about the EPEAT criteria, go to 58 For more information about the estewards electronics recycling certification program, go to 59 To see the ratings for various computer models, go to the EPEAT website at Fort Collins Green Purchasing Report 62

67 The City s IT Department does not have an institutionalized policy of buying computers that meet a particular environmental standard. Having a written policy that is incorporated into citywide procurement standards for all City staff to use as a reference when ordering equipment as well as communicated to potential vendors in all bid solicitations for computer equipment, is important to ensure that the City s future computer equipment purchases will continue meeting the EPEAT Gold standard to the greatest extent practicable. The City has negotiated a separate services agreement for electronics recycling, rather than requiring its computer vendors to practice product stewardship by collecting and recycling the City s used computer equipment. According to the contract, this vendor (Waste- Not Recycling) has been selected for their ability to draw upon a range of skills and capabilities, including recycling technical expertise, and familiarity with industry Best Management Practices. There are very few environmental requirements in this contract, only that the service provider shall comply with all City, State and Federal regulations, and specifically the Colorado Department of Public Health and Environment requirement for operating a recycling facility. While the contract requires the vendor to provide the City s MIS (IT) Department with certificates of recycling, it does not require the vendor to agree not to ship hazardous materials to other less- developed countries or incinerate electronic waste. Waste- Not Recycling is not certified by either the estewards Program or a similar program promoted by US EPA: R2 Solutions. 60 Only one company in Colorado is certified by these programs: Electronic Recyclers International, located in Denver. 61 Other Jurisdictions Many other municipalities have adopted policies or issued bid specifications promoting the purchase of EPEAT- registered computer equipment, including San Francisco, San Jose, Los Angeles County and Culver City, California; Phoenix, Arizona; Vancouver, British Columbia (Canada); Seattle, Washington; Portland, Oregon; Providence, Rhode Island; and Keene, New Hampshire. San Francisco s Committee on Information Technology (COIT), for example, has adopted Approved Environmentally Preferable Purchasing Requirements for Personal Computers and Servers that state, All personal computers, notebook computers and monitors purchased by City Departments shall meet the EPEAT Gold standard. 62 Increasingly, jurisdictions are referencing EPEAT in their contract specifications for computer equipment. The City of San Jose, California, for example, uses the following environmental specification for procuring its desktop computers: 60 For more information about R2 Solutions, go to 61 For more information about Electronic Recyclers International, go to 62 City and County of San Francisco, Committee on Information Technology, COIT/SF Approved Environmentally Preferable Purchasing Requirements for Personal Computers and Servers. Presented at the Regular Meeting of the Committee on Information Technology, February 27, Fort Collins Green Purchasing Final Report (April 2012) 63

68 City of San Jose, California Computer EPEAT Specification In accordance with recent EPA direction towards purchasing products that are registered on the Electronic Product Environmental Assessment Tool (EPEAT) which are available and can be found at the site, the City requires products comply at a rating of EPEAT Gold. Additional model specifications that reference EPEAT are available from the Green Electronics Council at purchase- language. Jurisdictions are also beginning to look for electronics recycling services that have been certified to meet high environmental, health and safety standards. In December 2011, San Jose, which includes language in its Environmentally Preferable Purchasing Program encouraging the use of free or low- cost take- back services became the first city to earn the e- Stewards Enterprise designation for responsible recycling of electronic equipment. This means they will give preference to e- Stewards recyclers in all of their electronics recycling contracts. 63 Other local jurisdictions that have passed policies stating that they will use e- Stewards- certified electronics recyclers include Santa Clara County, California 64 and King County, Washington. 65 Santa Clara County, California in the heart of Silicon Valley adopted an ordinance in June 2011 requiring all vendors that service County- sponsored electronics recycling events to be estewards recyclers. 66 Imaging Equipment Best Practices Specify and procure imaging equipment that is ENERGY STAR- qualified Promote the use of centralized multifunction devices (MFDs) with duplex capability and set the default print settings to duplex Include specifications that minimize hazardous materials (including compliance with the EU s Restrictions on Hazardous Substances (RoHS) Directive) Give additional credit in the bid evaluation process to products that meet the proposed EPEAT criteria for imaging equipment and are among the most efficient in their class 63Basel Action Network. San Jose Becomes First City to Commit to using e-stewards Recyclers for Electronic Waste, Toxic Trade News. Dec 21, Santa Clara County. Board of Supervisors Agenda. June 21, Agenda/2011/June 21, 2011/ /TMPKeyboard pdf 65King County. Ordinance Signature Report. May 9, County of Santa Clara, California Board of Supervisors. Ordinance No : An Ordinance of the Board of Supervisors of Santa Clara County Establishing Minimum Standards for Electronic Device Recycling. June 10, pdf. Fort Collins Green Purchasing Report 64

69 Fort Collins Unlike the computer purchases, the procurement of imaging equipment (printers, copiers, scanners, and multifunction devices) in Fort Collins is decentralized, with each department making decisions about what equipment to use. As a result, many different models are purchased and leased. This may make it difficult for the City to implement new environmental standards for imaging equipment without the establishment of consistent environmental standards for all City departments to follow. Our review of available Fort Collins purchasing data indicate that all of the multifunction devices and copiers purchased or leased in the last year were ENERGY STAR- qualified, which is consistent with the City s green purchasing policy; see table below for details. It is important to note that this standard, which is a common best practice, has become increasingly easy to meet, as 99% of the multifunction devices and 79% of the copiers on the market in 2011 ENERGY STAR- qualified. 67 For more than two years, the Green Electronics Council (GEC) has been facilitating a process of developing a new set of bronze, silver and gold EPEAT standards for imaging equipment. While these standards have not yet been released and, consequently, no imaging equipment has yet been EPEAT- rated the City can review the new proposed standards and select products that can best demonstrate compliance with the proposed EPEAT criteria. The Federal Electronics Challenge has developed language jurisdictions can insert into their contract notifying vendors of their intent to require EPEAT- rated imaging equipment when it is available. Recommended Contract Language [DEPARTMENT/AGENCY] reserves the right to require, via upcoming technology refreshes to this contract, products meeting the upcoming IEEE Standard for the Environmental Assessment of Imaging Equipment once this standard is final and publicly available. The Contractor shall be responsible for ensuring equipment meets the latest EPEAT registration requirements before it is delivered. The registration requirements and a list of all equipment meeting the requirements will be available at: US Environmental Protection Agency, Energy Star. Energy Star Unit Shipment Data and Market Penetration Report: CalendarYear 2010 Summary Federal Electronics Challenge. Guidance for Federal Agencies on Preparing to Buy or Lease EPEAT Registered Imaging Equipment and Televisions. March 3, Fort Collins Green Purchasing Final Report (April 2012) 65

70 Centralized Imaging Equipment Acquisitions From July 2010 to July 2011* DATE INST ENERGY STAR DUPLEX MFD? MODEL TERM ALLED QUALIFIED? CAPABLE? Xerox ColorQube 9201 Leased 7/10 Yes Yes Yes Sharp MX4101N Owned 8/10 Yes Yes Yes Ricoh MPC3000sp Leased 9/10 Yes Yes Yes Xerox Work Center7425P Leased 1/11 Yes Yes Yes Xerox WC7120P Leased 1/11 Yes Yes Yes Xerox WC7120P Leased 1/11 Yes Yes Yes Xerox Work Center7435P Leased 2/11 Yes Yes Yes Xerox Work Center7435P Leased 3/11 Yes Yes Yes Sharp MX4101N Owned 3/11 Yes Yes Yes Xerox WC5735PT Leased 5/11 Yes Yes Yes Ricoh MPC6000sp Leased 5/11 Yes Yes Yes Sharp MX2610N Leased 6/11 Yes Yes Yee Sharp MX2600N Owned 6/11 Yes Yes Yes *These purchases may not include small imaging devices that are not procured through the Purchasing Department such as individual purchase orders. For example, there are several P- card purchases from HP, Dell and Xerox; however, the data do not typically provide detailed information about the products purchased from these vendors. Centralization Centralizing imaging equipment by purchasing multifunction devices (instead of individual printers, copiers, fax machines and scanners) can save energy, paper, and money. A 2005 study conducted by the HP Development Company urged Fort Collins to move toward a mix of centralized and individual multifunction devices in order to cut the energy used for printing and copying by 60%. 69 Since office equipment is typically responsible for approximately 18% of a building s energy use, according to the US Department of Energy, office equipment centralization can significantly reduce electricity consumption and resulting greenhouse gas (GHG) emissions. A review of the imaging equipment purchased by the City shows that it is moving toward centralized printers, even though this initiative has been met with resistance from some City staff. Nonetheless, moving away from individual desktop printers is an important green purchasing best practice that supports its climate protection and other sustainability goals. Fort Collins purchasing data show that recent MFD acquisitions all have duplexing capabilities. Setting the printer defaults to duplex has not been consistently practiced in the City, however. This is inconsistent with Section 3.4 of the City s Environmental Stewardship Administrative Guidelines relating to Waste Reduction, which states, Employees are urged to apply recycling and waste reduction strategies in their daily workplaces in a variety of ways, including but not limited to: Having print jobs done using duplex copying whenever possible." Smith, Trevor and Chris White. Fort Collins Printer Study. HP Development Company, City of Fort Collins, Section 3.4: Waste Reduction of the City s Environmental Stewardship Administrative Guidelines, undated. Fort Collins Green Purchasing Report 66

71 Hazardous Materials The presence of toxic chemicals that are harmful to human health and the environment has been widely documented in electronic equipment by organizations such as the Silicon Valley Toxics Coalition and others. Chemicals of concern typically include lead (mostly used in solder), mercury (mostly found in lighting equipment), brominated flame retardants (mostly added to plastics) and other persistent and bioaccumulative toxins (PBTs). Imaging equipment (and all other electronic equipment) sold in the European Union must be devoid of these PBTs, unless specific exemptions have been granted, under the EU s Restriction of Hazardous Substances (RoHS) Directive. Fort Collins has not looked into this issue, according to the City s IT staff. Other Jurisdictions ENERGY STAR is one of the most widely referenced green purchasing standards, and the procurement of ENERGY STAR- qualified imaging equipment is required in jurisdictions from San Francisco, CA to New York, NY, and many cities and counties in between. New York City s Environmentally Preferable Purchasing Minimum Standards for Goods, issued in July 2007, has clear and consistent requirements for the procurement of ENERGY STAR- rated copiers, printers and MFDs. They state: All energy- using products for which the United States Environmental Protection Agency and the United States Department of Energy have developed energy efficiency standards for compliance with the Energy Star program shall be ENERGY STAR labeled. 71 ENERGY STAR- labeled products are listed on the ENERGY STAR Program s website at Setting duplex (double- sided) printing as a default option is a commonly used best practice because it is a cost- effective and measurable way to shrink a jurisdiction s environmental footprint. It has been an instrumental strategy for reducing paper use in Seattle s successful PaperCuts Program. 72 In addition, the US Department of Energy s Lawrence Berkeley Labs conducted an experiment that demonstrated a significant increase in the amount of double- sided copying that took place at two copiers when the default was set to duplex. 73 Some leading jurisdictions are working to reduce the use of harmful materials and chemicals in printers, copiers and other types of office equipment. New York City is a clear leader in establishing purchasing standards that protect the environmental and employees health from exposure to toxic chemicals. It has adopted strong standards on hazardous materials in the 71 City of New York, Mayor s Office of Contract Services, City of New York Environmentally Preferable Purchasing (EPP) Minimum Standards for Goods, July 2007, 72 City of Seattle. PaperCuts Website US Department of Energy, Lawrence Berkeley Laboratories. How Much Can Default Duplex Save? website; Fort Collins Green Purchasing Final Report (April 2012) 67

72 office equipment it purchases and leases. The City s EPP Minimum Standards for Goods (2007) require imaging equipment to meet the Restriction of the Use of Certain Hazardous Substances (RoHS) standards: RoHS Directive: This product may not contain lead, mercury, cadmium, hexavalent chromium, polybrominated biphenyls or polybrominated diphenyl ethers in any quantity exceeding that permitted under Section of the Rules of the City of New York. Products that are compliant with European Union Directive 2002/95/EC on the Restriction of the use of Certain Hazardous Substances in Electrical and Electronic Equipment (RoHS) are also compliant with Section Similarly, the City of San Francisco s Mayor issued an Executive Directive in February 2008 requiring its central purchasing agency (the Office of Contract Administration), in consultation with the City s Chief Information Officer (CIO) and the Department of the Environment, to propose application of standards to guide environmentally preferable purchasing practices for all information and communications technology not currently covered by EPEAT standards (e.g., computer servers, printers and routers). These standards will seek to minimize levels of toxic components, ensure the highest level of energy efficiency, facilitate end- of- life recycling, and minimize unnecessary packaging. 75 Portland, Oregon issued a bid solicitation in March 2011 for printing services that promotes paper reduction and the use of remanufactured toner cartridges; it is also using its purchasing power to encourage the vendor to recycle at its facility. 76 In addition, Portland issued a model specification for leasing and maintenance of environmentally preferable color printing equipment that includes the following environmental requirements: 1. Equipment must earn the ENERGY STAR label; 2. Bidder must include in its price the collection and recycling of the equipment, toner cartridges and other ancillary supplies, and recycling must take place in the US by a firm that is an e- Stewards recycler or that has signed a Pledge of True Stewardship. 3. Equipment must be capable of effectively handling 100% [post- consumer waste] PCW paper and auto duplexing City of New York, Mayor s Office of Contract Services. City of New York Environmentally Preferable Purchasing (EPP) Minimum Standards for Goods. July City and County of San Francisco, Office of the Mayor. Executive Directive 08-01: Initiatives to Measure and Reduce Environmental Impact of Government Information and Communications Technology; February 21, 2008; communications_tool_22108.pdf. 76 City of Portland, OR, Sustainable Procurement Specifications Excerpt, RFP : Vendor Managed Printer Services, March 31, 2011; 77 City of Portland. Invitation to Bid (ITB) No : Production Color Printing System Plus Maintenance, Sustainable Procurement Specifications Excerpts, March Fort Collins Green Purchasing Report 68

73 Servers Best Practices Replace individual servers with virtual servers to reduce energy consumption and increase efficiency Specify ENERGY STAR- qualified servers, particularly once the revised ENERGY STAR standards for servers are issued (they are expected to be released in June 2012) 78 Give preference to server equipment that is compliant with the European Union s Restriction on Hazardous Substances (RoHS) Directive Fort Collins Fort Collins, like many other environmentally and cost- conscious municipalities, is virtualizing its servers. This process dramatically reduces the number of servers used, decreasing electricity consumption and waste heat. The City s 2010 Municipal Operations Sustainability Annual Report noted that 80 legacy servers have been replaced with high- performing virtual systems, resulting in a 21 metric- ton CO2 equivalent emissions reduction. According to interviews with the City s IT Department staff in September 2011, that number is now approaching 150. We do not have information on what percentage of the total this represents. Other Jurisdictions Virtual servers are becoming the new standard for network technology. While some investment in software and hardware is required, it is usually modest compared to the savings. Because the payback time is fairly short (8-18 months for virtualizing over 20 servers) 79, the shift is occurring rapidly. CDW Government s survey of 300 state and local IT professionals reported, 79 percent of state and local government agencies are implementing server, storage and/or client virtualization, and of these, 89 percent say their deployment is successful or somewhat successful. 80 Other jurisdictions are also improving the energy- efficiency and environmental attributes of the servers they purchase. New York City requires network equipment to meet the EU RoHS standards to ensure they are free of lead solder and other hazardous materials to the greatest extent practicable. 81 Others require servers to meet the ENERGY STAR (Ver.1) standard for servers, 82 which is being revised. 78 US EPA, ENERGY STAR Program. Energy Star Server Specification Timeline. August 19, vers_specification_timeline.pdf?59eb-caa3. 79 Kaneshige, Tom The Tricky Math of Server Virtualization. December 17, CDW-Government. Government Virtualization Report: Agencies Report Reduced Costs, Improved Continuity of Operations and Security Benefits, CDW-G Survey New York City Environmentally Preferable Purchasing Minimum Standards for Goods, July 2007; 82 US Environmental Protection Agency and US Department of Energy, ENERGY STAR Program. Standard Setting Development Process for Computer Servers. Fort Collins Green Purchasing Final Report (April 2012) 69

74 Building Construction, Renovation, Operation and Maintenance In 2006, Fort Collins was among the first local governments in the US to adopt a green building policy for its municipal buildings. This policy requires new construction projects of 5,000 square feet or larger in City- owned facilities to meet the US Green Building Council s Leadership in Energy and Environmental Design (LEED) Gold standard or higher. It also encourages City staff that operate and maintain City buildings to use the LEED standard as a guide. Overall, this policy directs City employees, pending cost considerations, to design, contract, build and operate all existing and future buildings to incorporate as many principles of green building (energy, materials, water site) as feasible to reduce building operating costs and environmental impacts. The resolution specifically requires City staff to implement this policy by: Prior to releasing bid specifications for each new City building, reviewing the current LEED standards and identifying certain standards that must be met in order to ensure the most energy efficient building for that building type; and Implementing an integrated design process for new buildings; and Proactively and consistently encouraging the City design teams to achieve LEED Gold throughout the design and construction process. It also directs the City Manager to include information regarding press in achieving green building principles and specifically regarding LEED certifications for any new and existing buildings as part of reports to be prepared regarding the City of Fort Collins Action Plan for Sustainability. 83 This policy has had a major impact on the City s procurement of goods and services. Most notably, the City has developed a set of Building Design Standards, which reference some of the current LEED credits. In addition, in the past several years, the City has secured LEED certification for five facilities: One certified Platinum (Council Tree Library) Three certified Gold (Fort Collins Policy Services, Northside Aztlan Community Recreation Center, and Poudre Fire Authority Station) One certified Silver (Fort Collins Vehicle Storage Building) The City has registered five more of its facilities toward LEED certification: Four registered for New Construction (Discovery Museum, Fort Collins Museum, 83 City of Fort Collins. Resolution of the Council of the City of Fort Collins Establishing a Leadership in Energy and Environmental Design Green Building Certification Goals for New Municipal Buildings, September 5, This policy is not linked to the City s Green Building, Sustainable Purchasing or Environmentally Preferable Purchasing websites. It is accessible through the US Department of Energy s Database of State Incentives for Renewables & Efficiency, Fort Collins Green Building Requirements for City-Owned Buildings, Fort Collins Green Purchasing Report 70

75 Lincoln Center, and South Transit Center) One registered for LEED EBOM (Fort Collins Office Building) Despite adoption of a green building policy, Fort Collins Building Design Standards, which guide procurement of the City s construction and renovation contracts (and some of its commodity purchases) do not fully reflect commonly used, state- of- the- art environmental purchasing guidelines or meet all of the current LEED standards perhaps because the City s standards were last updated (apparently) in While there is a strongly worded sustainability section at the end of the Building Design Standards, the specifications for several product categories, (e.g., carpeting and adhesives) are much weaker than the LEED standards. The City s Building Design Standards also lack guidelines altogether for some products which, again, make them inconsistent with current LEED standards (See tables below). The line between green purchasing and green building is thin and blurry. Technically, all major architectural design, construction and renovation services related to City- owned buildings are City purchases, and can be categorized as green or not, depending on the specifications contained in the bid solicitation documents and ultimately the products used by the contractors performing those services. As the field of green purchasing has developed over the years, it has tended to focus more on renovation and maintenance than on new construction, and we have followed that convention here, knowing that City staff have reported extensively on the environmental attributes of new construction projects elsewhere. Fort Collins Building Design Standards LEED Existing Buildings O&M Standards Carpet tile is to be recyclable. Carpet must display the Carpet and Rug Institutes (CRI) Indoor Air Quality Testing label showing that the carpet has been tested and meets the criteria for low emissions. No sustainability requirements for carpet cushion. Carpet Adhesives must show that it met CRI Indoor Air Quality Adhesive test (industry standard) Fluorescent lamp standards do not encourage the purchase of low- mercury products or set mercury limits. Carpeting, Carpet Cushion, and Carpet Adhesive Lighting Equipment Carpet must meet the requirements of the CRI Green Label Plus Carpet Testing Program OR Carpet must contain at least 10% post- consumer recycled content and/or 20% post- industrial material. Carpet cushion must meet the requirements of the CRI Green Label Carpet Testing Program. Adhesives and sealants have a VOC content less than the current VOC content limits of South Coast Air Quality Management District (SCAQMD) Rule #1168, or sealants used as fillers meet or exceed the requirements of the Bay Area Air Quality Management District Regulation 8, Rule 51. Facilities receive a point if all fluorescent lamps combined have an average mercury content that does not exceed 90 picograms per lumen hour; and another point if they do not exceed (on average) 70 picograms per lumen hour. Fort Collins Green Purchasing Final Report (April 2012) 71

76 Lighting Equipment Best Practices Require four- foot T8 fluorescent lamps and compatible electronic ballasts to be NEMA Premium (High Efficiency) Rated. Require all fluorescent ballasts to be electronic and prohibit all magnetic ballasts, for linear, u- bent, circular and compact fluorescent lamps (such as 2- pin CFLs). Specify energy- efficient, fluorescent lamps with a CRI of 80 or higher. Specify lamps with a high- rated life (e.g., fluorescents designated as XL, SXL, PLUS, LL, XLL, XP or XPS) or establish minimum rated life requirements by lamp category (e.g., 4- foot fluorescent T8 lamps should have a minimum rated life of 30,000 hours, tested on instant start ballasts with 3- hour starts). Require all CFLs and LEDs to be ENERGY STAR- qualified. Specify and procure LED luminaires, unless they are demonstrated to be not technologically or economically feasible (based on a life- cycle cost assessment). Prohibit the purchase of standard incandescent lighting; replace incandescent exit signs with LED exit signs or LED replacement lamps. Require all lighting equipment to meet the latest EU Restriction of Hazardous Substances (RoHS) Directive standards for lead and mercury. Require contractors that install and provide replacement lamps to recycle used lamps at the end of their useful life. Fort Collins The City s Building Design Standards include specifications for lighting equipment that address energy efficiency, rated life, and light quality. In some cases, the standards dictate the types of lamps and ballasts that shall be used in specific applications. The lighting specifications are found in two different sections of the Building Design Standards, which could result in confusion. Section III: Building Development states: o Building lighting shall be designed in accordance with LEED requirements. o Lamps used for interior use should have at least a color rendering index equal to 80 or greater and a minimum average lamp efficacy of 80 lumens per watts. o Use the highest efficiency lighting sources available considering color rendition and cost. Sources shall be energy efficient fluorescent (with few if any, 2 feet, 3 feet, or U- bent lamps), 4 ft. T5 or T8 rapid start lamps where possible, metal halide (MH), or high pressure sodium (HPS o Twin tube and double twin tube high intensity fluorescent compact lamps with high power factor ballasts, and double ended metal halide lamps should be used in Fort Collins Green Purchasing Report 72

77 lieu of incandescent located in down lights and wall sconces. o Use 18,000 to 20,000 hour life lamps wherever possible for lower maintenance costs. o Avoid incandescent luminaires due to their low efficiency, very short life and high power and heating content. o Ballasts shall be electronic unless otherwise approved by the City. o Luminaires shall be chosen for high efficiency consistent with good lighting quality i.e., low brightness and low glare rating. o Good quality lighting should produce the required illumination with an overall maximum connected load of 1.75 watts/square foot. Ballasts The Electrical section of the Building Design Standards, which indicates that it was updated in August 2008, also contains some environmental and technical specifications for lighting equipment. For example, it directs contractors to order the following types of ballasts: Motorola or Advance Mark VII for electronic ballasts Advance Mark III or GE optimizer for energy efficient magnetic ballasts No PCB units permitted The City s Building Design Standards, have internally inconsistent information about the energy- efficiency requirements of ballasts that can be used in municipal new construction and renovation projects. For example, Section III: Building Development, which has a subsection on the Lighting System states: Ballasts shall be electronic unless otherwise approved by the City. 84 But in a different section it allows for the use of Mark III ballasts, which are magnetic fluorescent ballasts, which are much less efficient than electronic fluorescent ballasts and are designed to be paired with outdated, inefficient T12 fluorescent lamps. The standards also call for the use of Advance Mark VII electronic ballasts, which are dimming ballasts. While these are appropriate for some uses such as conference rooms, they are not recommended for all applications because they use more energy than high- efficiency non- dimming ballasts (except when the lights are dimmed), and are much more expensive than non- dimming electronic instant start and program start ballasts. Recent purchases: The ballasts specified in the City s 2009 RFP for the Lighting Retrofit of the Main Library are consistent with the best practices in the field. They are non- dimming electronic fluorescent ballasts that have been identified as High Efficiency by the Consortium for Energy Efficiency, which means they are NEMA Premium Efficiency Rated. Ironically, these ballasts are not listed in the City s Building Design Standards. 84 City of Fort Collins, Facility Services Building Design Standards, Section III. Building Development, Revised November 2011; Fort Collins Green Purchasing Final Report (April 2012) 73

78 Lamps The City s Building Design Standards include environmental specifications for lamps that address energy efficiency, rated life and performance. For example, they specify a minimum average lamp efficacy of 80 lumens per watt for all lamps used to light interior spaces. Establishing minimum efficacy levels, measured as lumens per watt (LPW), is a commonly used practice for differentiating high- efficiency lamps. However, since the efficacy of different types of lamps even within the fluorescent category vary widely, it is important to establish minimum efficacy levels for each type of fluorescent lamp. For example, nearly all 4- foot fluorescent T8 lamps on the market can meet the 80 LPW minimum, which eliminates the opportunity to distinguish between less- efficient and more efficient- lamps in that category. Conversely, none of the compact fluorescent lamps offered by major manufacturers can meet an 80 LPW efficacy level, even the most efficient in their class. The City s Standards promote energy- efficient lighting two additional ways. First, they specify a minimum color rendering index of 80, which is not only a direct indicator of light quality, it is also an indirect indicator of efficiency: fluorescent lamps with a CRI of 80 or more, are among the most efficient models in their class. Second, they state that incandescent luminaires should be avoided due to their low efficiency, very short life and high power and heating content. However, they recommend compact fluorescent lamps (CFLs) as the alternative to incandescent lamps and do not recommend LED lighting equipment even though it has an equivalent efficacy to CFLs, and the lamps typically last two to three times longer than CFLs and are mercury- free. Moreover, there is no mention of requiring LED and compact fluorescent luminaires and lamps to be ENERGY STAR- rated, despite the City s green purchasing policy directive encouraging City staff to purchase ENERGY STAR- rated products. Similarly, the Standards specify high- pressure sodium (HPS) lamps for exterior lighting, even though LED and induction lamps are much more energy efficient and long lasting. Updating Fort Collins Building Design Standards to specify or at least encourage City contractors to consider LEDs would be consistent with several provisions of its environmental stewardship policy. The City s Building Design Standards for lighting equipment appear in need of updating since they specify T8 lamps that run on rapid start ballasts, which are an outdated technology that is rarely used any more; instant start ballasts for T8s now dominate the market because they are more energy efficient than rapid start ballasts. Similarly, the Building Design Standards recommend using lamps with a rated life of 18,000-20,000 hours, wherever possible, in order to lower maintenance costs. While fluorescent lamps with a rated life in that range were considered long- life models several years ago; today, most long- life fluorescent lamps (T8s and T5s) have a rated life ranging from 24,000-50,000 hours. The City s Building Design Standards do little to address toxic chemicals notably mercury and lead that are commonly found in lamps. (It does state that ballasts should not contain PCBs, but PCBs have been banned in ballasts since the 1970s.) To be consistent with the Standards guidance about avoiding hazardous substances (in the sustainability section), the lighting specifications should include requirements that City contractors install lamps that are low- Fort Collins Green Purchasing Report 74

79 mercury and lead- free to the greatest extent practicable. Lamps should meet current mercury limits and lead restrictions established in the European Union s Restriction of Hazardous Substances (RoHS) Directive, which went into effect on January 1, Specifying low- mercury lighting equipment is consistent with LEED EBOM, which offers facilities a point if all fluorescent lamps, combined, have an average mercury content that does not exceed 90 picograms per lumen hour; and another point if they do not exceed (on average) 70 picograms per lumen hour. Recent Purchases: The City s lighting services contracts seem consistent with the City s Building Design Standards. For example, an RFP for Lighting Retrofit Services for the Main Library (issued in 2009) includes specifications for fluorescent lamps with a minimum CRI of 80. There are no specifications included in the RFP for mercury content or rated life, however, which is inconsistent with current best practice. A spend report of purchases from Grainger in 2010 shows most of the lamps met the Standards minimum CRI and efficacy requirements. While these are not high- volume purchases, they are important indicators of how the City s policies are being implemented. At the same time, some of the lamps are incandescent models that could be replaced with more efficient, longer lasting lighting technologies; others are standard grade (not high efficiency) fluorescent lamps that could be replaced by higher efficiency, long- life models of a similar size (see table below). Grainger Material Code Quantity Notes 30- watt 4- ft T8 Fluorescent Lamp F32T8/XL/SP41/IS/WM/ECO 288 Meets Design Standards spec for efficiency; low- wattage, long- life (XL), 54- watt T5 Fluorescent Lamp, F54w/T5/841/Eco/HO 120 Meets Building Design Standards for Efficiency 32- watt 4- foot T8 Fluorescent Lamp, F32T8/XL/SPX41/ECO pin CFL, 18W, Double Biax, G24D watt Rough Service Incandescent Lamp, 150A21/RS foot T8 Fluorescent Lamp, F17t8/Sp41/Eco foot T8 Fluorescent Lamp, F32t8/Sp41/Eco 72 Meets Building Design Standards for Efficiency; NEMA Premium Efficiency; long- life XL) Does not meet Building Design Standards; less efficient lamps that use older magnetic ballasts Incandescent inefficient and outdated technology that could be replaced by a more efficient fluorescent, HID or LED lamp. Does not meet Building Design Standards; CRI <80 (not highest efficiency); not long- life (XL) model Does not meet Building Design Standards; CRI <80 (not highest efficiency); also not long- life (XL) models 85 Directive 2002/95/EC of the European Parliament and the Council of 27 January 2003 on the Restriction of the Use of Certain Hazardous Substances in Electrical and Electronic Equipment. Amended on September 25, Fort Collins Green Purchasing Final Report (April 2012) 75

80 Parking Lot/Exterior/ Other Facility Lighting Purchasing Standards: The City s Building Design Standards call for the use of high- pressure sodium (HPS) lamps, which are more efficient than mercury vapor lamps but much less efficient than induction or LED lighting, for parking lots and other exterior lighting applications. Note: It is interesting that the City is requiring its HPS lamps to be high- CRI models. These emit light that is white rather than the yellow light that is emitted from conventional HPS lamps. While this improves visibility, the downside is that high- CRI HPS lamps are less efficient and more expensive, and have a much shorter rated life and higher mercury content than conventional HPS lamps (i.e., they are not available as eco models). If the City were to specify LED lighting for exterior applications, it would get white light lamps that have a higher efficiency and a longer life, and are completely devoid of mercury. The City s Building Design Standards do not allow for the installation of LED lamps for exterior lighting, however. Recent Purchases: While the City s exterior lighting standards do not specify LED lighting equipment, recent projects have installed it. For example, the City Hall exterior lighting equipment was upgraded in 2010 to LED lights, and the City s water treatment plant installed LED lighting in 2010, which combined with HVAC upgrades and LED lighting replacement is yielding an impressive 24,900 kwh in annual energy savings, according to the City s 2010 Municipal Operations Sustainability Report. Another technology that the City has been evaluating through demonstration projects is induction lighting, which is relatively energy efficient, has a long rated life (approximately 60,000 hours of usable light) and relatively low mercury content per lumen hour. For example, the parking garage lights at City Center were replaced with modern induction lighting. Again, the City s Building Design Standards do not include induction lighting on its list of allowable exterior lighting options. Lamp Recycling The City s Building Design Standards do not make it clear that all lamps and ballasts removed during construction, renovation, repair and lighting retrofit projects must be recycled by the vendor. In practice, Operations Services stated that the City does recycle old lamps, and the recent lighting retrofit contract GPI reviewed does specify, Old lamps and PCB ballasts must be recycled responsibly through a certified environmental recycling facility. Our review did not find similar language in the bid solicitation for the deconstruction of the Poudre Valley Creamery in 2011, however. Other Jurisdictions Several cities and states have established comprehensive environmental and performance specifications for their lighting equipment, which entails setting standards for efficiency (by referencing ENERGY STAR or setting a high CRI, which is an indirect indicator of efficiency, or a minimum efficacy level), rated life/warranty and toxicity (e.g., mercury and lead content). One green purchasing leader in this product category is the City and County of San Francisco, CA. San Francisco applied environmental and performance specifications to all of the lamps Fort Collins Green Purchasing Report 76

81 and ballasts offered on its lighting contract including fluorescent, HID, and LED lamps and ballasts. San Francisco has also prohibited its vendors from offering City departments standard incandescent lamps as well as several types of inefficient ballasts (e.g., all magnetic ballasts for fluorescent lamps and ballasts for mercury vapor lamps). San Francisco also requires vendors to disclose in quarterly reports key product attributes including the amount of mercury in milligrams of all lamps offered on their contract; in addition all vendors must offer recycling services in their bid and provide data to the City about the types and quantities of lamps they sold to each department on a quarterly basis. San Francisco maintains a list of lighting equipment that meets their environmental specifications in its online SF Approved List, which can be found at Lighting. The US Department of Energy is in the process of prohibiting the sale of most models of magnetic fluorescent ballasts and San Francisco s specification does not allow for magnetic ballasts on its contracts. These ballasts should not be an option for new construction or retrofits. Similarly, the City of Santa Monica negotiated a contract for "green" fluorescent lighting equipment in 2010 that set energy efficiency standards, minimum rated life requirements, and mercury limits for each category of fluorescent lamps offered on the contract. Vendors were also required to give price quotes for lamp and ballast recycling services. The City of Portland, OR s Bureau of Water adopted a goal of replacing all of its incandescent light bulbs with compact fluorescent lamps or other higher efficiency lamps and reported 50% compliance in its 2008 Sustainability Progress Report 86. There are many examples of municipalities that are specifying LED luminaires for new construction and renovation projects. For example, Portland, OR included the following language in an RFP for elevator modernization in 2010: All lighting products installed by the Contractor shall utilize lighting with high lumens per watt performance while meeting lighting level requirements. Whenever applicable, T5 linear fluorescents, CFLs, LEDs, or cold- cathode CFLs shall be used in place of standard incandescent or halogen lamps/fixtures. 87 Vendors were evaluated based on the efficacy of the lighting offered in their bid, among other things. 86 City of Portland Bureau of Water, 2008 Sustainability Progress Report, 87 City of Portland RFP Elevator Modernization Sustainable Procurement Specifications Excerpt June 24, 2010; Fort Collins Green Purchasing Final Report (April 2012) 77

82 Carpeting, Flooring, and Adhesives Best Practices Specify carpeting that meets the NSF/ANSI 140 Platinum Level carpet standard, which is a multi- attribute certification for environmentally preferable carpet. Specify flooring that meets the FloorScore indoor air quality standard, is not sourced from endangered forests, and is, preferably, certified as sustainably managed by the Forest Stewardship Council Avoid flooring made with vinyl (polyvinyl chloride, PVC) Specify water- based adhesives, especially those that have been certified by Green Seal, EcoLogo or GREENGUARD Require vendors to recycle carpeting removed during installation of new carpeting Fort Collins The City s Building Design Standards state: Carpet must display the Carpet and Rug Institutes (CRI) Indoor Air Quality Testing label showing that the carpet has been tested and meets the criteria for low emissions. The CRI s current label (Green Label Plus) is not considered the best green purchasing specification for carpets because it is a single- attribute green standard, meaning it focuses on only one environmental attribute (indoor air quality). The recommended standard, 2007 NSF/ANSI 140 is a multi- attribute standard that requires carpeting products to meet the Green Label Plus standard as well as criteria relating to end- of- life management, recycled content, and energy used in manufacturing. Moreover, a carpeting product can become NSF/ANSI 140- certified, which ensures that an independent body verified that it meets all of the criteria in the standard. NSF- ANSI 140- certified carpeting qualifies for LEED green building credits. Carpet Standards Comparison Table Criteria the Standard Addresses Green Label Plus NSF/ANSI 140 "Chemicals of Concern" X X VOCs X X Energy use and energy efficiency Bio- based and Recycled- Content Materials Reclamation and End- of- Life Management X X X Although the carpeting specifications in the City s Building Design Standards are not consistent with the strongest available environmental standards, the products that are currently being installed by the City s primary carpet installer meet a high environmental standard: they are certified to meet the NSF/ANSI 140 standard s highest level, Platinum. Operations Services Fort Collins Green Purchasing Report 78

83 stated that the City s vendor installs Milliken Commercial carpet. This was confirmed by recent purchase orders, including one for the 2011 Carpet Replacement at City Hall. Milliken s entire Commercial carpet line is certified by Scientific Certification Systems (SCS) and NSF International as NSF 140 Platinum. Flooring The City s Building Design Standards (Furnishing Section) specify vinyl flooring, stating: Use of "solid" vinyl tile over VCT should be considered in a life cycle cost analysis. All white or all black vinyl composition tile should be avoided. Medium- tone colors are preferred. Vinyl is the worst plastic from an environmental health perspective, posing major hazards in its manufacture, product life and disposal, according to the Healthy Building Network. A fact sheet on HBN s website summarizes the health and environment risks posed by PVC: Toxic Manufacturing Byproducts: Dioxin (the most potent carcinogen known), ethylene dichloride and vinyl chloride are unavoidably created in production of PVC and can cause severe health problems, including: Cancer Endocrine disruption Endometriosis Neurological damage Birth defects & impaired child development Reproductive and immune system damage In the US, PVC is manufactured predominantly near low- income communities in Texas and Louisiana. The toxic impact of pollution from these factories on these communities has made them a focus in the environmental justice movement. Adhesives The Building Design Standards (Finishes Section) state: Adhesive to be water- based and Adhesive must show that it met CRI Indoor Air Quality Adhesive test. While meeting the Carpet and Rug Institute s IAQ adhesive test will earn LEED credits, the City would be adopting a more protective standard if it required adhesives to be certified by Green Seal or EcoLogo, which have issued multi- attribute standards for carpet and flooring adhesives or GREENGUARD, which certifies products against single- attribute standard. These programs all verify environmental attributes of the products and confirm that companies are not making false claims about their green products. Fort Collins Green Purchasing Final Report (April 2012) 79

84 Other Jurisdictions Several municipalities have adopted multi- attribute environmental standards for carpeting and flooring. For example: Seattle, Washington recently issued a contract for environmentally preferable flooring products, accessories, installation and related services. It requires all carpet to be certified to the NSF/ANSI e Standard at the Gold or Platinum achievement level. In addition to this strong certification, it requires the City s carpet vendors to: o Provide carpets that have a minimum of 10% recycled content; and o Disclose information about flame retardant and stain/water repellent chemicals applied to the product, as well as information about PVC and other potentially harmful chemicals. 88 Portland, Oregon issued bid solicitation for elevator modernization services that included the following language related to carpet and flooring installed for the project: Any installed carpet shall be certified to meet the NSF/ANSI e standard at its platinum level. It also required all hard- surface flooring to be certified by the FloorScore program 89, which tests and certifies hard surface flooring and flooring adhesive products for compliance with rigorous indoor air quality emissions requirements. It further stipulates: Any wood paneling or flooring shall not be sourced from endangered forests as listed in Exhibit E: Guidelines for Avoiding Wood from Endangered Forests, unless they are from second- growth forests that carry independent certification by an organization accredited by the Forest Stewardship Council ( 90 New York City issued specifications for flooring made of non- vinyl linoleum that meets the following Environmentally- Preferable Product Criteria : Material Components: Linoleum tile or sheet flooring shall consist primarily of renewable materials including linseed oil, cork flour, wood flour, pine rosin, and jute. Additional components may include inert fillers, pigments, or other secondary materials; however, the products shall not contain synthetic latex, vinyl, or other thermoplastics or thermosetting plastics as backings or pre- finished coatings. Emissions Testing: To the extent feasible, linoleum products shall comply with the Hard Surface Flooring emission criteria defined in the GREENGUARD directory of low emitting interior products and building materials City of Seattle Contract #2865 December 1, 2011: Flooring Products and Accessories, Installation and Related Services Scientific Certification Systems, FloorScore Indoor Air Quality Program, 90 City of Portland RFP Elevator Modernization Sustainable Procurement Specifications Excerpt June 24, 2010; 91 New York City Department of Design and Construction, Low Toxicity Material Specifications: Linoleum Floor Coverings,( ). February 12, Fort Collins Green Purchasing Report 80

85 Adhesives The New York City Department of Design and Construction s Low Toxicity Materials Specifications for Linoleum Floor Coverings, issued in February 2009, addressed adhesives with the following language: Adhesives (VOC content and prohibited compounds): Adhesives for linoleum tile or sheet products shall comply with VOC content and prohibited compound requirements as stated in the Environmentally- Preferable Product Specifications, Section (Volatile Organic Compound (VOC) Limits For Adhesives), of the New York City Department of Design and Construction Design Guide for Consultants. The design guide referenced in this specification, which was published in 2003, limits VOCs and references the Green Seal standard, stating: To the extent feasible, adhesives shall comply with the prohibited compound requirements of the Green Seal Environmental Standard for Certification of Commercial Adhesives (GS- 36), Green Seal, Washington, DC. Prohibited compounds, as defined in the Green Seal standard, shall include: Carcinogens; Reproductive Toxins; Persistent, Bioaccumulative and Toxic Compounds (PBTs); and Ozone- depleting Substances (ODSs). Since that guide was published, new standards for low- toxicity flooring adhesives have been issued by third- party organizations such as EcoLogo and GREENGUARD. Both of these organizations certify that the adhesives meet the criteria in the standard. Like Fort Collins, Seattle requires adhesives to have Current CRI Green Label Plus Certification. The City of Santa Clarita, California, follows a more stringent standard: one that was developed for use in Southern California. Santa Clarita s environmentally preferable purchasing policy states: "All adhesives shall meet South Coast Air Quality Management District Rule This is consistent with LEED EBOM, which gives credit for adhesives (and sealants) that have a VOC content less than the current VOC content limits of South Coast Air Quality Management District (SCAQMD) Rule #1168, or sealants used as fillers meet or exceed the requirements of the Bay Area Air Quality Management District Regulation 8, Rule City of Santa Clarita. Resolution No : A Resolution of the City Council of the City of Santa Clarita, CA, for the Adoption of a Program Regarding Environmentally Preferable Purchasing US Green Building Council. LEED 2009 For Existing Buildings Operations and Maintenance. Fort Collins Green Purchasing Final Report (April 2012) 81

86 Plumbing Equipment and Accessories Best Practices Specify water- efficient technology such as dual- flush or high- efficiency toilets, aerators, and irrigation controls to reduce the potable water used by City facilities. Specify low- flow metering sinks that shut off automatically. Look for toilets that meet the federal MaP (maximum performance) and flow rate designation for high- efficiency toilets (HETs). Use water- efficiency measures to obtain LEED EBOM credits. Follow suggestions from the LEED EBOM manual, including: o Install a building- level water meter to measure and track total potable water consumption. Install subsystem- level water metering to measure and track potable water consumption by specific building systems; prioritize metering for those systems that use the most potable water. o Reduce indoor plumbing fixture and fitting water usage through automatic controls and other actions. Specify water- conserving indoor plumbing fixtures and fittings that exceed the Uniform Plumbing Codes 2006 or International Plumbing Codes 2006 fixture and fitting requirements, in combination with ultrahigh- efficiency or dry fixture and fitting and control technologies. 94 Fort Collins The City s green purchasing policy encourages City employees to practice water conservation. Section 3.5: Water Conservation states: Water is a limited and vital resource that must be used efficiently and wisely. The City is committed to projecting a water conservation ethic to the community, as a model for wise water use. The City also has set clear water use reduction targets for its operations that have been delineated in its 2004 Sustainability Action Plan and subsequent progress reports. For example, the City s website states that it has a goal of reducing water usage in municipal operations (and citywide) 20% by Its 2010 Municipal Operations Sustainability Annual Report states that Drip irrigation is being installed on all new medians and Ten water audits were conducted at City parks ; nevertheless, the City did not met its interim goal of 10% reduction of water consumption in its operations by To some extent, the City s standards and recent purchases reflect its water conservation goal. Its Building Design Standards state: Toilets are to be water conserving or low- consumption (1.6 gallons/flush) types. Install automatic flush valves on all water closets, urinals and sinks. Use of waterless urinals should be considered. 95 (Note: this definition of low- consumption is higher than other municipal green purchasing leaders such as Portland, OR and Raleigh, NC (see information below). 94 US Green Building Council. LEED 2009 For Existing Buildings Operations and Maintenance City of Fort Collins. Facilities Services Building Design Standards. Section III: Building Development, Subjection M: Plumbing. November Fort Collins Green Purchasing Report 82

87 An assessment of recent purchases suggests that Fort Collins is incorporating water efficiency into renovation projects to some extent. For example, a purchase order for a recent upgrade of plumbing equipment at the City for the Mulberry Pool requested waterless urinals. Toilets, sinks, and showers were also replaced at the same time, but the purchase order document does not indicate whether any of that equipment met strong standards for water efficiency beyond what is required by City code. In its Q Sustainability Progress Report, the City reported it installed low- flow faucet aerators at one of its facilities, 700 Wood St. but noted that further research is needed on indoor water use and setting a numerical goal for City- owned and leased property. 96 Ambitious citywide Green Code Amendments that went into effect on January 1, 2012 require all plumbing fixtures to meet the U.S. EPA s WaterSense criteria or equivalent, which is a strong water- efficiency standard. This Code will institutionalize the City s purchasing of water- efficient products and set a high bar for the community as a whole. The new citywide water- efficiency standards are: MAXIMUM FIXTURE AND FITTING FLOW RATES FOR REDUCED WATER TYPE OF PLUMBING FIXTURE CONSUMPTION OF PLUMBING FIXTURE OR OR FIXTURE FITTING FIXTURE FITTING Lavatory, private 1.5 gpm Lavatory, public (metering) Lavatory, public (other than metering) Shower head Sink faucet Urinal 0.25 gallon per metering cycle 0.5 gpm 2.0 gpm 1.8 gpm 0.5 gallons per flush Water closet 1.28 gallons per flushing cycle, with minimum MaP threshold of 350 grams Source: Fort Collins Amendments to the 2009 International Plumbing Code 97 The City s Building Design Standards need to be updated to meet these new City Code water- efficiency requirements. For example, as noted above, while the City s new code calls for toilets to use no more than 1.28 gallons per flush (gpf), the Standards state that toilets must use no more than 1.6 gpf. Other Jurisdictions Like Fort Collins, municipal leaders in green building and environmentally preferable purchasing commonly rely on the US EPA s WaterSense criteria (e.g., maximum flow rates for toilets and sinks) in setting their standards and developing specifications for water- using products. However, because the 96 City of Fort Collins. Q Sustainability Progress. Q2.pdf. 97 City of Fort Collins Department of Planning, Development and Transportation Services. Fort Collins Amendments to the 2009 International Plumbing Code. Fort Collins Green Purchasing Final Report (April 2012) 83

88 WaterSense Program does not yet certify commercial products, many jurisdictions require plumbing fixtures to be equivalent, to the maximum flow rate that WaterSense requires. City of San Francisco, CA The City of San Francisco recently issued a bid solicitation for high- efficiency toilets that contains the following language: Local Regulations and Code Requirements 1. For compliance with Chapter 4 of the San Francisco Plumbing Code, as of July 1, 2011, all water closets (flush meter tank, flushometer valve or flush tank) sold or installed shall have an effective flush volume of 1.28 gallons per flush (gpf) or less. Additionally, all urinals and associated flushometer valves sold or installed shall have an effective flush volume of 0.5 gpf or less. 2. By January 1, 2017, all City- owned municipal facilities shall comply with, the City s ordinance, on green building requirements for construction, design and operation through Chapter 7 of the Environment Code as it may be amended. 3. City leaseholds and all other commercial properties shall meet the requirements of the Commercial Water Conservation Ordinance of Chapter 13A of the San Francisco Building Code, including provisions requiring the replacement of non- compliant water closets and urinals on or before January 1, Tank- style water closets covered under this contract shall meet or exceed the minimum performance criteria developed for certification of high- efficiency toilets under the WaterSense program sponsored by the U.S. Environmental Protection Agency (EPA). 5. Flushometer valve and bowl combination water closets covered under this contract shall be listed on the Veritec Consulting Inc. and Koeller and Company Maximum Performance Testing (MaP) Reports for Commercial Flushometers or until minimum performance criteria has been developed and adopted for high- efficiency flushometer toilets under the WaterSense program sponsored by the U.S. EPA. 6. Urinal flushometer valves and bowls covered under this contract shall meet or exceed the minimum performance criteria developed for certification of high- efficiency urinals under the WaterSense program sponsored by the U.S. EPA. 7. No exceptions will be allowed to be made to the products and model numbers listed in Appendices 1 through City and County of San Francisco Office of Contract Administration. Contract Proposal 76200: High Efficiency Toilets and Urinals. Fort Collins Green Purchasing Report 84

89 City of Portland, OR The City of Portland, Oregon has adopted the following environmental sustainability goal to promote water efficiency in its facilities: Incorporate best management practices and proven water saving technologies to increase water efficiency in City facilities and operations, resulting in the consumption of no more water in 2015 than was used in Portland has also retrofitted a majority of the decorative fountains in the city so they re- circulate the water, saving millions of gallons of water every year. 99 Portland recently issued an RFQ for vendors that offer water conservation devices, which the Portland Water Bureau (PWB) distributes to the community. All vendors must submit samples and documentation demonstrating that the products they offer meet high bar efficiency specifications. 0.5 GPM Faucet Aerator 1.0 GPM Faucet Bubble Spray Aerator 1.5 GPM Dual Setting Faucet Aerator 1.5 GPM Showerhead 1.5 GPM Hand- held Showerhead Toilet Dye Tablets or Strips 4- Port Toilet Fill Cycle Diverter Toilet Tank Displacement Bank Drip Gauge Flow Meter Bag Multi- Position Garden Hose Nozzle Watering/Rain Gauge 5- minute shower timer This solicitation also gives points in the bid evaluation process to vendors that demonstrate their company has adopted environmental innovations and participated in US EPA s WaterSense Program. It states: ENVIRONMENTAL INNOVATION: The PWB is interested in those firms that work to reduce the impact of their products on the environment. Please describe the firm s efforts to reduce the impact of the shipping and packaging process, raw material selection process, and waste reduction efforts. WATERSENSE PARTICIPATION: Describe your company s participation with the WaterSense program. Describe which of your products have been tested and certified by WaterSense (not just the products listed above) Portland Bureau of Planning and Sustainability. Citywide Sustainability Goals: Environmental Sustainability Goals City of Portland RFQ Water Conservation Devices Sustainable Procurement Specifications Excerpt. October 27, Fort Collins Green Purchasing Final Report (April 2012) 85

90 Energy-Efficient Building Equipment Best Practices Specify and purchase ENERGY STAR- qualified or FEMP- designated heating, ventilation and air conditioning (HVAC) equipment (including boilers, furnaces, air conditioners, water heaters, and heat pumps) as well as appliances and other energy- using products; strive to purchase ENERGY STAR Most Efficient Products Install solar water heaters, except when determined to be impractical Develop service and maintenance contracts that monitor and optimize the performance of mechanical equipment Specify energy- efficient roofing materials (e.g., cool and vegetative roofs) Set annual purchasing goals to help municipality meet/exceed energy and GHG reduction targets for its buildings Fort Collins The City has adopted policies calling for the specification and procurement of energy- efficient building equipment in its facilities. According to Fort Collins Environmental Stewardship Administrative Guidelines: The City urges employees to personally take an active role in saving energy through practices such as purchasing Energy Star rated equipment. Section 3.3 further states: City buildings should exemplify the use of environmental design and construction a variety of ways, including but not limited to using the latest available proven technology to provide energy- efficient and cost- effective heating, cooling, lighting, and water heating services in the design, construction, and renovation of all City facilities. Fort Collins has taken steps to implement these policies by establishing green building standards that address energy efficiency and by purchasing energy- efficient building equipment. A few building efficiency improvements are highlighted in the City s Municipal Operations Sustainability Annual Report each year. For example, the 2010 report noted that new energy- efficient boilers purchased for the Museum and Operations Services will reduce carbon emissions by 204 CO2e metric tons per year. In addition, HVAC upgrades and installation of LED lights at the City s water treatment plant will reduce emissions by 255 metric tons of CO2e per year. Note: for several commercial energy- using product categories, ENERGY STAR standards apply only to residential, not commercial, products. The more applicable standard is often the US Department of Energy s Federal Energy Management Program (FEMP) energy- efficiency standards, which federal agencies are required to follow. FEMP- designated products are among the highest 25 percent of equivalent products for energy efficiency. Fort Collins Green Purchasing Report 86

91 See box below listing ENERGY STAR and FEMP standards for various types of energy- using equipment. 101 Purchasing documents available on the City s website do not indicate which models of boilers or other HVAC equipment were purchased for the building retrofits. Therefore, it is not possible to determine whether they are ENERGY STAR- rated or meet the FEMP guidelines. Increasing transparency about the equipment that was specified or installed under contract would help City s demonstrate that its policy was followed. The Heating and Air Conditioning Equipment subsection of the Mechanical Equipment section of the City s Building Design Standards includes environmental criteria for some items, but not for others. Specifying ENERGY STAR- qualified or FEMP- designated products is not explicitly required or even recommended. Instead, the guidance is often relatively vague. For example, the General section of the standards state: Energy efficiency related to site, architecture, electrical and mechanical systems shall be considered during programming and conceptual design for the project. Use the latest available, proven technologies to provide energy efficient and cost effective heating, cooling, lighting, and hot water Select systems based on consideration for maintenance, operation and availability of spare parts. The City s Building Design Standards call for gas heating high- efficient boilers, but do not specify a minimum efficiency level or reference the FEMP requirement that commercial gas hot water boilers have a thermal efficiency rating of at least 84% (for non- condensing models) or 101 US Department of Energy, Federal Energy Management Program website, Fort Collins Green Purchasing Final Report (April 2012) 87

92 94% (for condensing models). 102 (The Mechanical section of the City s Building Design Standards do specify Water Heating Boilers High- efficiency, condensing type.) The FEMP website provides this additional guidance about specifying energy- efficient commercial boilers: Due to their high efficiencies, condensing boilers should be purchased whenever appropriate for the application. Non- condensing boilers are inherently less efficient than condensing models and should only be used in applications where condensing boilers will not work properly. 103 The Standards also specify gas water heaters with 90% efficiency, which is better than average conventional water heaters but lower than the FEMP energy- efficiency requirements of 94% or greater for commercial gas water heaters. Residential water heaters, which may be used in residential facilities such as affordable housing units, are covered under the ENERGY STAR Program. See table below summarizing FEMP s efficiency requirements for commercial water heaters. 104 The City s Building Design Standards provide some specific guidance on the use of energy- efficient motors, although it varies in different sections of the standards. The General section states: Use premium efficiency motors, whenever possible. The Standards would be more useful it is stated that the motors should be NEMA Premium Efficiency- rated and provide a link to more information about the motors that have this efficiency rating. 105 Moreover, in the Electrical section of the standards, the guidance is more vague, stating: Motor units must meet current high- efficiency standards. 102 US Department of Energy, Federal Energy Management Program (FEMP). Covered Product Category Commercial Boiler US Department of Energy, Federal Energy Management Program. FEMP-Designated Product: Commercial Gas Water Heaters US Department of Energy Efficiency. Energy Efficiency & Renewable Energy. Federal Energy Management Program. Commercial Gas Water Heaters. September National Electrical Manufacturers Association, NEMA Premium Efficiency Motors, go to Fort Collins Green Purchasing Report 88

93 The Standards do not recommend a minimum energy- efficiency rating for other types of equipment installed during building construction, renovation, or replacement projects such as appliances, fans, doors and windows, which can contribute significantly to a building s energy demand. Despite the availability of ENERGY STAR- rated equipment in these categories and the City s Green Purchasing Policy, there is not clear guidance in the City s Building Design Standards encouraging its contractors to specify and purchase energy- using products with the ENERGY STAR label. Note: The ENERGY STAR Program has a new ENERGY STAR Most Efficient label, which recognizes the most efficient products among those that qualify for the ENERGY STAR. These exceptional products represent the leading edge in energy efficient products this year. 106 The City does not mention this label in its green purchasing policy or Building Design Guidelines. See information below. Other Jurisdictions Many jurisdictions across the country have adopted policies, developed standards, and issued bid specifications that require the purchase of building equipment and appliances that are ENERGY STAR- qualified, FEMP- designated or in compliance with their own energy- efficiency or green building standards. Below are a few examples of best municipal procurement practices for energy- efficient building equipment and appliances. City of Portland, OR Portland, OR s Environmentally Preferable Procurement Ordinance provides explicit instructions about how to purchase energy- efficient products, including methods for vendors to demonstrate compliance with this requirement. It states: 1. As available, the City shall procure products that meet or exceed Energy Star criteria for energy efficiency. This applies to: a. any equipment that uses electricity, natural gas, or fuel oil; and b. products that indirectly impact energy use, such as, but not limited to, windows, doors and skylights. 106 US Department of Energy and US Environmental Protection Agency. ENERGY STAR Program. ENERGY STAR Most Efficient Fort Collins Green Purchasing Final Report (April 2012) 89

94 2. City procurement language for such products described in G.1 shall request from vendors: a. Evidence that the equipment meets or exceeds the Energy Star criteria for energy efficiency; and b. Savings analyses including: energy (kwh/yr, therms/yr, gallons of gasoline/yr, etc.), operating costs ($/yr), and the price premium payback (years). 107 Portland s EPP policy also provides useful guidance about when City employees should adhere to the requirement to purchase energy- efficient products in cases where the up- front cost of the product is higher than non- efficient products. It states: While many Energy Star compliant products are currently available for no price premium, should a price differential exist, the City will apply a simple life cycle cost analysis. Purchases where the price premium payback period is within five years or less shall be encouraged. Where the price premium payback period is longer than five years, Energy Star compliant products may still be used; however, the City shall not be obligated to purchase and use Energy Star compliant products in those circumstances. 108 City of Dover, DE The City of Dover, DE adopted a Green Procurement Policy in 2008 that has a detailed section on Energy Efficient Products, which establishes the following procedures to facilitate the procurement of ENERGY STAR- rated products by City employees: (a) The City shall purchase Energy Star products, as designated by the federal Environmental Protection Agency, when such products are available. The department may include non- Energy Star rated equipment as an alternate in the bid documents to enable lifecycle costing analysis to be performed as part of the analysis of responsive bids. The department shall be required to award a contract that includes the procurement of Energy Star rated equipment unless they can demonstrate, in writing, to the satisfaction of the City Manager, that the interests of the city would be better served by procuring non- Energy Star rated equipment. (b) Prior to initiating a request for procurement of any product, the department shall review the specifications for such product to determine whether an Energy Star product is available. If an Energy Star product is available, the department is required to include in its bid specifications the requirement that the product be an Energy Star product unless it can be demonstrated, in writing, to the satisfaction of the department head, that a product with an Energy Star rating meets at least 1 of the following criteria: 107 City of Portland, Office of the City Auditor. City Code; Title 5: Revenue and Finance; Chapter 5.33: Goods and Services; : Environmentally Preferable Procurement. Effective January 6, Ibid. Fort Collins Green Purchasing Report 90

95 (1) The product is not available competitively, (2) The product is not available within a reasonable time frame, or (3) The product does not meet appropriate performance standards 109. The District of Columbia The District of Columbia s City Council enacted an Energy Star Efficiency Amendment Act in December 2004, which requires government officials to procure ENERGY STAR- qualified products. Under this law, all agencies under the mayor's office must purchase ENERGY STAR products when at least three manufacturers make the product, and at least three vendors sell the product. The legislation also requires agencies to use life- cycle cost analysis while examining bids for the acquisition of all motor fleet and mobile equipment. 110 City of Vancouver, British Columbia Also in 20034, Vancouver, British Columbia in Canada, which has won numerous Green City awards, adopted a relatively simple Energy Efficiency Purchasing Policy that outlines the standards City departments are to use when developing specifications (ENERGY STAR and Canadian national energy- efficiency standards) for appliances, HVAC equipment, motors, lighting and other building and office equipment City of Dover. Purchasing Policy Section 10: Green Purchasing. Revised June LF&A Green Procurement.pdf 110 US Department of Energy. Database of State Incentives for Renewables and Efficiency. District of Columbia: Energy Star Procurement Requirement for Agencies. December 29, City of Vancouver, BC Canada. Energy Efficiency Purchasing Policy. November 2, 2004, Fort Collins Green Purchasing Final Report (April 2012) 91

96 City of New York, NY In 2005, New York City enacted Local Law 119, which directs City departments to purchase energy- efficient building products, appliances, and lighting equipment as well as other energy- and water- efficient building equipment. The law states: a. Any energy- using product purchased or leased by any agency for which the United States environmental protection agency and the United States department of energy have developed energy efficiency standards for compliance with the Energy Star program shall be ENERGY STAR labeled. b. Any faucet, showerhead, toilet, urinal, fluorescent tube lamp, fluorescent ballast, industrial HID luminaire, downlight luminaire, fluorescent luminaire or compact fluorescent lamp that is purchased or leased by any agency for which the federal energy management program of the United States department of energy has issued product energy efficiency recommendations shall achieve no less energy efficiency or flow rate than the minimum recommended in such recommendations. c. Unless the director [of environmental purchasing] makes a determination otherwise for any particular contract, any air- cooled chiller or water- cooled chiller that is purchased or leased by any agency for which the federal energy management program of the United States department of energy has issued product energy efficiency recommendations shall achieve no less energy efficiency or flow rate than the minimum recommended in such recommendations. 112 To facilitate implementation of this law, the New York City Mayor s Office of Contracts developed a set of energy- efficiency standards for energy- using goods. The City of New York Environmentally Preferable Purchasing (EPP) Minimum Standard for Goods, published in 2007, for example, uses the following language in its purchasing guidelines for air conditioners, appliances, heat pumps, boilers/boiler hot water heaters, ceiling fans, and ground source heat pumps, lighting equipment, roofing materials, and miscellaneous construction products: Energy Star: All energy- using products for which the United States Environmental Protection Agency and the United States Department of Energy have developed energy efficiency standards for compliance with the Energy Star program shall be ENERGY STAR labeled Local Laws for the City of New York for the Year 2005, Local Law No. 119 to Amend the Administrative Code of the City of New York, in relation to the purchase of energy efficient products, December 21, 2005; New York City, Mayor s Office of Contract Services, City of New York Environmentally Preferable Purchasing (EPP) Minimum Standards for Goods, July 2007, Fort Collins Green Purchasing Report 92

97 Simultaneously, New York City issued a companion guide, the City of New York Environmentally Preferable Purchasing (EPP) Minimum Standards for Construction Products, which set energy- efficiency and other environmental standards for appliances, HVAC equipment, lighting products, plumbing fixtures, and miscellaneous construction products purchased for City operations. 114 New York City tracks some of its green purchasing activities, including the total value of contracts for commodities as well as construction and renovation services under which energy- efficient and other environmentally preferable purchasing took place. For example, the City reported that it purchased over $16.8 million worth of environmentally preferable products in Fiscal Year In addition, City agencies awarded construction contracts valued at more than $357 million that included at least one of 14 EPP specifications. This includes more than $106 million in contracts with specifications for Energy Star products, nearly $91 million in contracts with specifications for EPP lighting. 115 City of Fort Lauderdale, Florida The City of Fort Lauderdale, Florida recently issued a bid solicitation for renovation and re- roofing of a square foot Social Center building, which includes the following requirement: Provide new Energy Star appliances for the kitchen. 116 City of Eugene, OR The City of Eugene, OR issued an RFP for its Affordable Housing Energy Efficiency Program, which offers funding for community affordable housing renovation projects that install ENERGY STAR- qualified products as well as renewable energy and alternative fuel technologies. It states: Potential uses of funds include, but are not limited to insulation, Energy Star replacement windows, HVAC, solar hot water heaters, photovoltaic panels, energy efficient lighting, and other improvements that measurably reduce energy usage and greenhouse gas emissions. Systems that have greater energy efficiency and solar, hydro, wind, biomass, bio- fuel, geothermal and other renewable energy powered systems will be considered. Weatherization funds cannot be used for hydro, wind, biomass, bio- fuel or geothermal Ibid. 115 New York City, Procurement. Procurement Indicators City of Fort Lauderdale, FL. Public Works Department. Bid Solicitation for Project 11633, 2012, City of Oregon, OR. Planning Development, Community Development. Affordable Housing Energy Improvements Request for Proposals. January vements%20rfp.pdf. Fort Collins Green Purchasing Final Report (April 2012) 93

98 City of Topeka, KS The ENERGY STAR Program has published a case study of the City of Topeka, Kansas exemplary effort to build and renovate affordable housing units within its jurisdiction to meet ENERGY STAR building standards. This initiative was ramped up after the City conducted an assessment that found the Energy Star housing units achieved a 57 percent reduction in power consumption compared to the non- Energy Star units. To encourage non- profits in the community to build affordable housing units that meet ENERGY STAR standards, the City of Topeka agreed to give an additional point in the scoring process if the project included Energy Star certification. 118 Roofing Best Practices Adopt a Green Roofing Policy that encourages the use of ENERGY STAR- qualified Cool Roof coatings and materials as well as vegetative Ecoroof systems Adopt standards, specifications and protocols to facilitate the installation of Cool Roofs and Ecoroof technologies on municipal facilities Identify opportunities where it is technologically and economically feasible to install environmentally preferable roofing materials and systems on municipal facilities Fort Collins The City s Building Design Standards for Roofs (Section 3J) do not reference the use of ENERGY STAR roofing coatings or materials, which is inconsistent with its environmental stewardship and green purchasing policies. According to the ENERGY STAR Program: ENERGY STAR qualified roof products reflect more of the sun's rays. This can lower roof surface temperature by up to 100F, decreasing the amount of heat transferred into a building. ENERGY STAR qualified roof products can help reduce the amount of air conditioning needed in buildings, and can reduce peak cooling demand by percent. 118 US Department of Energy and US Environmental Protection Agency. ENERGY STAR Program. City of Topeka Energy Star Case Study. Undated. Fort Collins Green Purchasing Report 94

99 The Standards, similarly, do not encourage the installation of ecoroofs, which are partially or fully covered over with vegetation. Instead, they primarily reference an industry publication that is largely focused on strategies for effective waterproofing. There are no references to the City using ENERGY STAR- qualified roof coatings or materials, other Cool Roof materials, or ecoroofs in any of the City s municipal sustainability reports or in the recent bid solicitations for building renovations that we reviewed. Other Jurisdictions City of Portland, OR s Ecoroof Program Portland, Oregon has a well- developed program to encourage the installation of environmentally preferable roofing technologies, particularly on municipal buildings. Its Green Building Policy, which was updated in 2005, explicitly states: All roof replacement projects on City- owned facilities shall install an ecoroof AND high reflectance, Energy Star- rated roof on any remaining non- ecoroof roof surface area; OR, when an integrated ecoroof/energy Star- rated roof is impractical, install an Energy Star- rated roof. 119 Since Portland s policy was adopted through 2009, 13 ecoroofs were installed on City facilities, totaling 27,315 square feet; six more ecoroofs for City structures, including one for City Hall, are being designed that would double that square footage. To ensure that the City is taking advantage of future ecoroofing opportunities, the City s Bureau of Planning and Sustainability (BPS) submitted a letter to the purchasing department in 2008 highlighting the ecoroof provisions of the City s Green Building Policy and resources available to City staff to help implement the City s Ecoroof Program. It stated, Barriers to further adoption include the need for more education about the benefits of ecoroofs, resolving structural and historic compatibility issues and the availability of additional funding for incremental costs associated with installation. The City s Sustainability Program has pledged to provide additional training and technical assistance to City departments considering ecoroof installations. 120 According to the City of Portland website, ecoroofs yield many environmental benefits: o Ecoroofs replace conventional roofing with a living, breathing vegetated roof system. An ecoroof consists of a layer of vegetation over a growing medium on top of a synthetic waterproof membrane. 119 City of Portland. Resolution Implementing a Comprehensive Update to the City of Portland s Green Building Policy to Reflect Advances in Green Building Knowledge and Practices, April 27, 2005l City of Portland, Bureau of Planning and Sustainability. Green Building Policy Status Report ; Fort Collins Green Purchasing Final Report (April 2012) 95

100 o An ecoroof significantly decreases stormwater runoff, saves energy, reduces pollution and erosion, and helps preserve fish habitat. o Ecoroofs also absorb carbon dioxide, cool urban heat islands, and filter air pollutants. Ecoroofs increase habitat for birds and insects and provide much needed greenspace for urban dwellers. US Environmental Protection Agency s Region 8 Headquarters Closer to Fort Collins, the US Environmental Protection Agency s Region 8 Headquarters Building in Denver has constructed a green roof and is using it to conduct research on the benefits of vegetative roofing systems. The primary objective of EPA's green roof is to absorb the precipitation which contacts the roof surfaces and release it at a reduced and measured pace. The green roof is expected to reduce peak flow and runoff volumes from rain and snowmelt events to mimic a more natural landscape. Reducing the peak flow will minimize deleterious impacts to the South Platte River from concentrated stormwater runoff, In addition to recording stormwater management efficacy, the group is examining plant species, irrigation regimes, and soil media compositions in an effort to optimize performance for the Front Range climate zone. 121 New York City Department of Design and Construction The New York City Department of Design and Construction published a Cool & Green Roofing Manual 122 in 2007, which is described below. 121 US EPA Region 8 HQ, Denver Office, Green Roofs, New York City Department of Design and Construction. Cool & Green Roofing Manual Fort Collins Green Purchasing Report 96

101 Renewable Energy (Including On-Site Solar Systems) Best Practices Adopt a renewable energy goal and plan for municipal operations Work collaboratively with other jurisdictions in the region or state to cooperatively procure renewable energy systems, installation services and hardware Develop procedures for evaluating the suitability of on- site renewable energy systems for municipal facilities Identify opportunities for installation of onsite renewable energy systems Fort Collins The City s Environmental Stewardship and Green Purchasing Administrative Guidelines promote City departments using the latest available proven technology to provide energy- efficient and cost- effective heating, cooling, lighting and water heating services in the design, construction, and renovation of all City facilities. At the same time, they do not specifically encourage the use of solar or other renewable energy technologies. The City s 2004 Action Plan for Sustainability discusses Sustainable Energy but does not list boosting usage of renewable energy as one of its primary sustainability strategies to pursue. The City s Capital Improvement Plan Fort Collins does not include any renewable energy projects and the City s Green Building Policy does not specifically encourage the use of renewable energy. While Fort Collins has a goal of reducing energy consumption by 20% of the 2005 baseline by 2020, it lacks a numerical goal for increasing the use of renewable energy to power its operations. Plan Fort Collins acknowledges, however, that renewable energy installations are among the types of projects that typically have the highest return on investment. Despite the absence of policies specifically promoting increased use of renewable energy, the City has installed several solar power systems on its municipal facilities. For example: In its 2007 Green Building Roadmap, the City reported that it finished its third affordable housing solar- powered HUD building; 123 In its 2009 Municipal Operations Sustainability Report, the City highlighted that it installed a 5 kwh photovoltaic system at 215 North Mason; 124 and The City s 2010 Municipal Operations Sustainability Report described additional solar systems recently installed by the City, including a solar thermal system at EPIC and solar water pumps at the Soapstone Prairie National Area. It also mentioned some smaller solar applications including the conversion of an on- site electric vehicle to solar 123 City of Fort Collins Roadmap for Coordinated and Enhanced Green Building Services, August 28, 2007; City of Fort Collins, 2009 Municipal Operations Sustainability Report, Sustainability-Report-2009.pdf. Fort Collins Green Purchasing Final Report (April 2012) 97

102 and the use of PV- powered trash compactors. 125 (Note: This report also noted that the Sustainability Indicator relating to the percentage of renewable energy purchased by the City for its operations has been declining. It is unclear how much of this is related to the overall percentage of renewable energy that is offered by its municipal utility, which is currently about 6.5%.) Going forward, the City s Building Design Standards encourage (but do not require) the installation of renewable energy systems in new construction and renovation projects. The section on Mechanical Equipment states: Use the most current solar heating technologies for hot water heating that are suitable for the facility. For each new project, consider renewable energy sources for heating, cooling and domestic hot water heating. If cost effective, use renewable sources (solar energy, wind, water.) (Note: this guidance is vague and does not direct contractors to include renewable energy systems in their construction and renovation projects, just to consider them. More specific guidance is needed to guide decision- making about when renewable energy projects are practical.) Other Jurisdictions Several municipalities have implemented exemplary policies and practices related to the procurement of on- site renewable energy systems and electricity derived from renewable sources. Below is a summary of those policies and practices. The City of Santa Monica purchases 100% of the power used by its municipal operations from renewable sources. 126 The US Environmental Protection Agency s Green Power Partnership Program gave a community leadership award to Portland, Oregon in 2011 for leading by example in its use of renewable energy to power its municipal operations. The city has set an aggressive target of using 100 percent renewable energy for its municipal operations in the near future. Portland currently produces 16 million kilowatt- hours of electricity use from on- site renewable resources, including a 1.7 megawatt biogas plant, a demonstration wind turbine, a biogas fuel cell, hydro generation, solar parking meters, solar pool and water heating, and solar electric installations totaling more than 400 kilowatts City of Fort Collins, 2010 Municipal Operations Sustainability Progress Report, City of Santa Monica Office of Sustainability and the Environment, Resource Conservation Goals, US Environmental Protection Agency. Green Power Leadership Awards: Green Power Community of the Year: Portland, Oregon Community Fort Collins Green Purchasing Report 98

103 In 2006, the City of Ann Arbor, Michigan set a goal of having 20% of the energy used to power its municipal operations generated from renewable sources such as wind and solar. Then, after meeting this goal, last Earth Day, the City increased this goal to 30% by San Francisco, CA received the US EPA s 2011 Green Power Leadership Award for its exemplary initiatives installing on- site green power generation, including numerous municipal solar installations such as arrays on its convention center, a water pollution control plant, a public health center, a recycling center, a public library, a MUNI transportation agency building, and the San Francisco International Airport as well as over 30 million kilowatt- hours of electricity generated annually from its biogas facilities. According to EPA: Last year, the City installed two new municipal solar arrays, adding 135 kilowatts to the City's existing 7.2 megawatt (MW) solar portfolio. In 2010, San Francisco added a new milestone to its renewable energy goals: California's largest urban, municipal solar project. The City installed 24,000 solar panels over an area the size of 12 football fields, tripling its municipal solar generating capacity from 2.2 MW to more than 7 MW. The City also operates more than 3 MW of biogas generation facilities. San Francisco has also adopted a goal of obtaining all of its City- used electricity from pollution- free sources, while creating jobs in the region. To help meet this goal, it will continue issuing solicitations for new solar installations in It is also considering adding new hydroelectric, urban wind and ocean power projects to its portfolio. San Francisco also strongly encourages its businesses and residents to support clean power. In 2011, the City made $3.8 million available to San Franciscans for solar rebates through its GoSolarSF Program. 129 Santa Clara County, CA worked with several other municipalities in the San Jose region just south of San Francisco to create the Silicon Valley Collaborative Renewable Energy Procurement (SV- REP) Project, which cooperatively purchased renewable energy systems, installation services and financing. This initiative, which involved nine public agencies, was initiated as a strategy to overcome the high upfront costs of these products and services. The SV- REP Project negotiated several bundles of contracts for 70 rooftop-, ground-, and carport- mounted photovoltaic systems that are being installed on city halls, community and senior centers, police and fire stations, bus depots, libraries, recycling centers and other publicly owned facilities. Combined, these systems can generate up to 15 megawatts 128 Ann Arbor Officials Will Consider Wind Options to Meet City s New Renewable Energy Goals, Ann Arbor.com, April 22, 2011; US Environmental Protection Agency, 2011 Green Power Leadership Award Winners: City of San Francisco, CA; Fort Collins Green Purchasing Final Report (April 2012) 99

104 (MW) of power at peak capacity. A case study on the project developed by the World Resources Institute noted: In total, these sites will more than double the entire solar- installed capacity for nonresidential systems across the County and create more than 300 jobs. It added: This project serves as an example of how collaboration can significantly reduce costs associated with the procurement of solar power by public agencies. 130 The following environmental and economic benefits are projected from this aggregated procurement initiative: Paints and Finishes Best Practices Require painters and other contractors to use paints and coatings that are certified as environmentally preferable (low toxicity) by Green Seal or EcoLogo. If Green Seal or EcoLogo certified paints are unavailable, give preference to low- VOC paints and finishes certified by GREENGUARD or Scientific Certifications Systems Indoor Advantage Gold Program. Avoid oil- based paints, which contain harmful solvents. Avoid paints or other coatings that contain chemicals listed under California s Proposition 65, which requires labeling of products that contain chemicals known to the State of California to cause cancer, birth defects or other reproductive harm. 131 Specify or give preference to and utilize Green Seal- or EcoLogo- certified recycled- content latex paint, when those products are available in your region. Require vendors to recycle leftover latex paint (and manage other paints and coatings) except for products that the jurisdiction requires the vendor to leave for touch- up 130 World Resources Institute, Public-Sector Case Study: Silicon Valley Collaborative Renewable Energy Procurement Project, April 2011; Look for the Proposition 65 on the product s MSDS sheet or product label, or see the list of Prop 65 chemicals here: Fort Collins Green Purchasing Report 100

105 Green Seal- and EcoLogo- certified products are the best environmental choice because these programs limit the content of VOC (volatile organic compounds) as well as heavy metals, endocrine disruptors, aromatic compounds, and other chemicals often found in paints and other coatings. Paints that meet these certifications have also passed strong performance standards based on ASTM and Master Painter Institute (MPI) testing. GREENGUARD (including its more stringent standard for Children and Schools) and the Indoor Advantage Gold certifications are secondary options because they primarily address VOC content and emissions, and do not include standards for heavy metals, endocrine disruptors, or for performance, but they are much preferable to conventional paints with higher VOC levels. Fort Collins Fort Collins guidance on paint products is not as strong as those of other municipal leaders in the field. First, the City has not tested or specified recycled content latex paint, which can be a cost- effective environmentally preferable product. In addition, the City s Building Design Standards contain seemingly contradictory guidance on what paints should be used. The overall guidance on paint states: All paint products to be high quality and have low VOCs. VOC emissions from paints and coatings must not exceed the VOC and chemical component limits of Green Seal s standard GS- 11 requirements. (GS- 11 is Green Seal s environmental standard for Paints and Coatings). This language conflicts with the Paint Schedule that follows, which calls for the use of alkyd (i.e., solvent- based) paint for most applications, including the following: Area Walls/ceilings/woodwork- kitchen, washrooms Walls/ceilings/Walls/ceilings/woodwork- Service type rooms Doors/woodworkDoors/woodwork Walls/woodwork; corridors and stairwells Material Alkyd gloss enamel Alkyd glass enamel Alkyd low- lustre Semi- gloss, sheen Alkyd semi- gloss Oil- based alkyd- based paints will not meet the Green Seal GS- 11 VOC limits and many of the other chemical restrictions referenced earlier in the City s standards. Alkyd paints are typically flammable, contain toxic materials, and are difficult to recycle. According to the American Coatings Association, Air- drying of liquid alkyd or oil based paint is not considered safe, and, Solvent- based or alkyd paints require special disposal practices. Solvent- based paints are ignitable and present particular hazards. These products should not be emptied into storm sewers, household drains (especially if you have a septic tank) or on the ground. 132 In the 132 American Coatings Association. Post-Consumer Paint Management Fort Collins Green Purchasing Final Report (April 2012) 101

106 past, alkyd paints were considered much more durable than latex paints, but the performance of latex paints has improved dramatically in the last decade. Consequently, alkyd paints are now being phased out for many applications. They are often still considered appropriate for use on wood substrates; however, even for those applications, they can be effectively replaced with environmentally preferable water based paints and primers. The City s standards also do not state that products be certified by Green Seal, just that it should meet Green Seal s VOC content limits and other chemical restrictions for that product. While the City s standards mirror the language in the LEED for Existing Buildings Operations and Maintenance 2009 guidelines, this approach puts the onus on purchasing staff or end- users to verify the VOC content and evaluate the other chemical ingredients of the paints and coatings used by City employees and contractors to determine whether the Green Seal standards are, indeed being met. This is a burden for purchasers, and it would be simpler and more effective for the City to require paints to actually be certified by Green Seal or EcoLogo (another organization that has established standards for low- toxicity and recycled- content paints and certifies products that meet its standards). Another weakness of the City s Building Design Standards is that they don t reference any of the EcoLogo standards for paints and related products. Finally, the City s Building Design Standards do not address environmentally preferable stains or finishes. They only reference GS- 11, which covers paints and coatings (wall, anti- corrosive, and reflective coatings, floor paints and primers and undercoats). There is no reference to GS- 47, the more recently adopted Green Seal standard for stains and finishes (including products generally applied to metal and wood. GS- 47 is covers a range of environmental criteria, including VOC limits, for products that are typically applied to wood and metal. The VOC limits are as follows: Similarly, the City s Building Design Standards do not reference the EcoLogo standards for stains and varnishes. issue/post-consumer-paint-management.html Fort Collins Green Purchasing Report 102

107 Other Jurisdictions Several leaders in green purchasing have limited the VOC content of their latex paints and required that paints and coatings to be certified by Green Seal, EcoLogo, or another third- party certification body. Multnomah County requires Green Seal certified products: in 2003, their facilities managers helped develop a Paint Policy which set the standard for purchase of using Green Seal certified latex paints wherever latex paints are used. 133 Portland, Oregon also references Green Seal, and also allows for products that meet another standard for paint products, the South Coast Air Quality Management District s rules. All paint must be low- VOC by complying with the current standards set forth by the California South Coast Air Quality Management District Rule 1113 for Architectural Coatings or the VOC and chemical component limits of Green Seal's Standard GS- 11, section 4.1. Several jurisdictions have also begun developing policies and purchasing specifications that give preference to recycled latex paint, particularly for exterior applications. Santa Clarita, California s policy states: For exterior paints, preference shall be given to paints containing at least 50 percent recycled content (post- industrial and postconsumer) and/or VOC concentrations less than 150g/l (U.S. EPA Test Method 24). 134 In addition, Multnomah County passed a resolution on recycled paper and paint, which states that the County resolves To require the use of reblended latex paints when latex paint is specified and appropriate for the application. The City of Portland, Oregon uses locally produced, 100% post- consumer recycled- content latex paint made from used paint collected through household hazardous waste programs; this product is primarily used on its outdoor, concrete water tanks. According to the Portland Water Bureau Painting extends the life of the tanks by reducing the amount of salts that are able to permeate the concrete and slowing the corrosion of the steel- reinforcing rods. In an effort to minimize waste, the Portland Water Bureau uses one standardized color, dark green. 135 Custodial Services: Cleaning Products Best Practices Require vendors to use only Green Seal- or EcoLogo- certified cleaning products (such as general/multi- purpose, restroom/toilet, tub and tile, neutral/floor, glass, and carpet cleaners and degreasers), as well as floor care products (such as polish and strippers). Require vendors to use dispensers that automatically dilute concentrated cleaning products, which is cost- effective and minimizes employee exposure. 133 Multnomah County. Sustainable Purchasing Website: Accomplishments City of Santa Clarita. Resolution No , City of Portland, Procurement Services. Green Purchasing Case Studies: Water Tank Gets a Green Makeover. June Fort Collins Green Purchasing Final Report (April 2012) 103

108 Require vendors to use only specialty cleaning products (such as metal polishes, graffiti removers, etc.) that are either certified by Green Seal or EcoLogo or approved by the U.S. EPA s Design for the Environment Program with proof of audit to ensure that all green claims are verified. Require vendors to use only peroxide- based disinfectants and sanitizers, which are safer than conventional disinfecting and sanitizing products, unless they receive written permission for specific applications. Restrict vendors from using aerosols or other ready- to- use cleaning products. Fort Collins The City s Operations Services Department has an impressive green cleaning program that is on par with leaders in the fields of pollution prevention and green purchasing, and that can earn the City LEED for Existing Buildings Operations & Maintenance green building credits. According to interviews, LEED- accredited professionals manage both of the City s major janitorial supplies vendors. The City s janitorial services contracts specify that contractors must use products that are certified as environmentally preferable by Green Seal, a highly respected third- party body referenced in the City s green purchasing policy. Interviews with Operations Services and a visit to a janitorial closet confirmed that the primary product in use by the City is a Green Seal- certified versatile, multipurpose peroxide- based cleaner (Alpha HP) that is used on a wide range of surfaces; the second most commonly used product is a Green Seal- certified non- ammoniated glass cleaner (Glance NA). According to our interview with Operations Services, even the floor care products (such as polishes and strippers) are Green Seal- certified, which is impressive because finding environmentally preferable floor care products that meet performance requirements can be challenging. While the City s vendors use Green Seal- certified cleaning products, it is not clear whether decentralized purchases of janitorial supplies meet the high standards used in the primary custodial services contracts. Our review of the City s P- card data showed purchases from janitorial product suppliers such as Zep; but no detailed information about those individual expenditures is available. Other Jurisdictions Alameda County, CA Alameda County, California established a contract for environmentally preferable janitorial cleaning chemicals for use in County facilities in March Like other jurisdictions with strong green purchasing programs, it primarily specified products certified by an independent third party. The County specified that its general purpose, restroom, glass and heavy duty cleaners must be certified under the Green Seal GS- 37 or EcoLogo CCD- 146 standards or be approved by the Design for the Environment Program (DfE SSCP10) with proof of audit, to ensure that green claims have been verified Alameda County General Services Agency. Janitorial Cleaning Products Bid Excerpt Fort Collins Green Purchasing Report 104

109 Alameda County also developed its own detailed specifications for specialty cleaning products, including furniture polish, abrasive cleaner, enzymatic cleaners, disinfectants, metal polish, and carpet care products. 137 These specifications restrict the use of carcinogens, reproductive toxins, and other harmful chemicals. The City and County of San Francisco, CA The City and County of San Francisco also has a very well- developed green cleaning program, and maintains a list of approved cleaning products that meet the City s strict environmental specifications and that have been used by City staff. 138 In 2009, the San Francisco Department of the Environment compared the cost of green cleaners with conventional cleaners and found: The prices of green products were not significantly different from those of equivalent conventional products, with the exception of floor strippers, where conventional products were more expensive. In general, green products averaged somewhat cheaper than conventional, with the exception of glass cleaners. As expected, products sold as aerosols or as ready- to- use (RTU) products were significantly more expensive than the equivalent concentrates; RTU products averaged 15 times more expensive and aerosols averaged 27 times more expensive. 139 Multnomah County, OR Like Fort Collins, Multnomah County, Oregon also requested that their janitorial service providers use Green Seal- certified cleaning products. 140 Custodial Services: Hand Soaps Best Practices Specify and procure hand soaps that are certified as environmentally preferable by Green Seal (GS- 41) or EcoLogo (CCD- 104). Avoid anti- bacterial hand soaps except for use in medical facilities. Specify foaming hand soaps because they use less soap and water per hand wash. Avoid hand soaps that are in bulk dispensers because they may foster bacterial growth if not cleaned regularly. Dispensers should not be battery- operated; dispensers should either be push- operated or, if automatic, wired into the electrical system Ibid. 138 City and County of San Francisco, Department of the Environment. SF Approved List: Cleaning Chemicals Tyler Espinosa, Chris Geiger, and Iryna Everson, The Real Costs of Institutional Green Cleaning, 2009, City of Portland Oregon, Bureau of Planning and Sustainability, Sustainable Procurement Strategy Highlights, Fort Collins Green Purchasing Final Report (April 2012) 105

110 Fort Collins The City s primary custodial service vendors are currently providing facilities with Green Seal- certified, foaming hand soaps, which are considered the most environmental preferable option. This is consistent with Section 3.3 of the City s Products and Services Purchasing Guidelines, which encourages City staff to Look for products certification from credible organizations such as Green Seal and Environmental Choice. (Note: Environmental Choice is now called EcoLogo.) Other Jurisdictions Alameda County, CA Alameda County, California s Janitorial Cleaning Products Bid Solicitation specified liquid and foam hand soap (not antibacterial) that are certified by Green Seal (under GS- 41) or EcoLogo (under CCD- 104). 141 Similarly, San Francisco s SF Approved List includes hand soap products that are certified by either Green Seal or EcoLogo. 142 City and County of Denver, CO The City and County of Denver issued a "Master Purchase Order on October 1, 2009 for Janitorial, Custodial and Sanitary Supplies, which was available as a cooperative purchasing agreement through MAPO until September 30, It listed several brands of hand soap products that are certified by Green Seal and/or EcoLogo. 143 Custodial Services: Janitorial Papers and Hand Dryers Best Practices Specify and procure janitorial paper products that are certified as environmentally preferable by EcoLogo or Green Seal. Avoid paper janitorial paper products that contain 100% virgin fiber, even if it is labeled rapidly renewable or sustainably harvested. Specify and procure unbleached paper towels, whenever practicable. Consider replacing paper towels with high- efficiency hand driers. Specify paper towel rolls instead of folded paper towels. 141 Alameda County General Services Agency, Environmental Specification Bid Excerpt: Janitorial Cleaning Products Bid, September 12, 2011; San Francisco Department of the Environment, SF Approved List (search for hand soaps), City and County of Denver. Master Purchaser Order for Janitorial, Custodial and Sanitary Supplies. October 2, Fort Collins Green Purchasing Report 106

111 Fort Collins Interviews and a walk- through assessment of a few City restrooms confirm that the current custodial service providers, which provide the paper for most City facilities, are using Cascades North River recycled- content bathroom tissue and paper towels. These products are certified by both EcoLogo and Green Seal and meet the U.S. Environmental Protection Agency s recommendations for recycled content. According to the manufacturer: All North River products are 100% recycled with % post- consumer content. This helps Cascades preserve more than 32 million trees annually and contributes to the 2.2 million short tons of recycled fiber that Cascades processes each year. 144 These products also help the City credits toward green building certification because they meet the LEED EBOM standard. It is important to note, however, that while Fort Collins is definitely following the best practices with respect to its use of environmentally preferable janitorial paper products at this point, these high standards have not been institutionalized in its purchasing guidelines or contract specifications and, therefore could change if the City s vendors change. The City has also installed hand dryers that are wired into the building s electrical system rather than using wasteful and labor- intensive single- use batteries. Other Jurisdictions Santa Clara County, CA Santa Clara County, California issued a bid solicitation for janitorial products, which included paper towels, toilet paper and other janitorial paper products in April The County specified that all products must be Green Seal or EcoLogo- certified. The County also encouraged the use of unbleached paper towels and required vendors to install new roll paper towel dispensers after learning that roll towels are significantly more resource- efficient than folded paper towels. Prior to developing its specifications, the County pilot tested several janitorial paper products, including paper towels, toilet paper, and toilet seat covers. According to a final report on the project: All the options had 100% recycled content with 40-82% postconsumer fiber, either unbleached or non- chlorine bleached processing, and green certification by either Green Seal or EcoLogo. In addition, some options offered reduced waste in both the actual product and its packaging. 145 Other jurisdictions have also set minimum recycled- content standards for the bathroom tissue and paper towels they purchase for use in their facilities: 144 Cascades Green by Nature Website: North River Products Green Purchasing Institute. Environmentally Preferable Janitorial Products in Santa Clara County, pdf. Fort Collins Green Purchasing Final Report (April 2012) 107

112 Percent Postconsumer Recycled Content Fiber Item City of Seattle, WA New York City, NY City and County of San Francisco, CA How the standard is institutionalized Bathroom Tissue standard City contract specifications March 2010 EPP Minimum Standards for Goods 2007 Precautionary Purchasing Ordinance Standards 70% 20%- 60% 20%; Roll cores must contain 100% Paper Towels 70% 40%- 60% 40%; 100% for roll towels In addition to the standards for post-consumer recycled content, San Francisco requires its janitorial paper products to either be Green Seal-certified or meet specifications for chlorine-free bleaching. The City and County of Denver, CO The City and County of Denver issued a Master Purchase Order on October 1, 2009 for Janitorial, Custodial and Sanitary Supplies, which was available as a cooperative purchasing agreement until September 30, It offered several brands of environmentally preferable janitorial paper products including paper towels and toilet paper products that are certified by Green Seal and/or EcoLogo and contain recycled content (40-80% post-consumer waste (PCW) in the paper towels and 20-60% in the toilet paper). 146 Custodial Services: Other Custodial Products and Equipment Best Practices Specify recycled- content plastic trash bags. Use microfiber mops, which reduce water use and chemical use, and reduce back injuries among custodial staff because they are lighter (particularly when wet) and more ergonomically designed. Fort Collins In other product categories associated with custodial services, Fort Collins contractors also seem to comply with the best practices in the field. The custodial services contractors use microfiber mops. No information was provided on what kinds of plastic trash bags are in use, so the recycled content of those products could not be verified. Nor did we find information on the energy efficiency of carpet cleaning or floor care machines. Other Jurisdictions Jurisdictions from Seattle to New York specify that plastic trash bags should meet the U.S. EPA s Comprehensive Procurement Guidelines of having 10% - 60% recycled content. All trash bags sold in California are also required to meet that standard. 146 City and County of Denver. Master Purchaser Order for Janitorial, Custodial and Sanitary Supplies. October 2, 2009; Fort Collins Green Purchasing Report 108

113 The City and County of Denver issued a Master Purchase Order on October 1, 2009 for Janitorial, Custodial and Sanitary Supplies, which was available as a cooperative purchasing agreement until September 30, It offered several brands of environmentally preferable janitorial paper products including paper towels and toilet paper products that are certified by Green Seal and/or EcoLogo and contain recycled content (40-80% post- consumer waste (PCW) in the paper towels and 20-60% in the toilet paper). 147 Fleets Vehicles and Fuel Best Practices Purchase vehicles that provide the best available net reduction in vehicle fleet emissions, including, but not limited to, the purchase of alternative fueled and hybrid vehicles. Purchase alternative fuels for existing vehicles (such as biodiesel) Investigate manufacturing biodiesel from used vegetable oil from restaurants Institute incentives to encourage use of green vehicles in the fleet Fort Collins Fort Collins has prioritized the purchase of alternatively fueled vehicles and alternative fuels since its adoption of its Sustainability Action Plan in The City has far surpassed its original targets for the reduction of traditional fuel use through the purchase of biodiesel and alternative fuel vehicles. Much of that progress has been made through the purchase of biodiesel. The City s 2009 Municipal Operations Sustainability Progress Report states: The City has surpassed its alternative fuel use goal of reducing traditional fuel use by the City s fleet by 20% by 2020 mainly due to the conversion of buses to compressed natural gas, which is a less carbon intensive fuel type. In 2005, the City used 79% regular diesel. Today approximately 97% is biodiesel. 148 In addition, the recent purchase of CNG buses, electric golf carts, and retrofit kits for hybrid plug- ins have helped put Fort Collins fleet among the top municipal green fleets. According to the City s 2010 Municipal Operations Sustainability Annual Report, the City fleet contains 555 alternative fuel vehicles: 379 biodiesel, 96 E- 85, and 32 propane; the remainder are electric and CNG vehicles. According to the same report, the traditional fuel use has decreased from 683,000 gallons in 2005 to 321,000 in Today, approximately 54% [of the City s fuel use is alternative fuel (i.e., biodiesel, CNG, propane and E City and County of Denver. Master Purchaser Order for Janitorial, Custodial and Sanitary Supplies, October 2, City of Fort Collins, 2010 Municipal Operations Sustainability Progress Report, Ibid. Fort Collins Green Purchasing Final Report (April 2012) 109

114 The City summarized is overall progress in this product category in a news release in September 2011, stating: Alternative vehicles account for approximately 17% of the City s fleet. Alternative fuels account for over 40% of total fuel consumption including 11% compressed natural gas or CNG; 34% biodiesel (i.e., recycled vegetable oils), and 10% ethanol (locally sourced, reducing overall environmental impacts). 150 According to City staff, in 2011, a vehicle miles traveled (VMT) study was conducted and three Employee Challenges launched to address VMT reductions. Flex schedules were developed by Natural Areas for crew work to reduce VMT, while bicycles, trailer gear and bike repair kits were provided to several departments to reduce use of trucks as well as cars for interdepartmental travel. The City also includes considerations of fuel usage when purchasing new vehicles for its operations. Other Jurisdictions City of Seattle, WA The current leader in municipal green fleets is Seattle, Washington. The Seattle Finance and Administrative Services created a webpage highlighting the award the City received in 2010 for its superior effort to green the fleet from top to bottom, including the hiring of a Green Fleet Coordinator. Below is a summary of the actions Seattle took to win this highly competitive award: The City's Green Fleet program was recognized for its excellent integration of alternative fuels into existing operations and comprehensive examination of where and how petroleum reduction policies and procedures could impact the fleet. In 2008, Seattle made a commitment to hire a Green Fleet Coordinator to focus on these issues on a daily basis. With the help of this position, Seattle has: Implemented a vegetable oil biodiesel pilot program that included vehicle testing and fuel procurement; Procured a large number of advanced technology vehicles, and become a launch market for the new generation electric vehicles, starting with the Nissan Leaf; Reduced petroleum usage by more than 100,000 gallons in the last two years; and Developed a robust education and outreach program that has helped City departments deliver services more efficiently City of Fort Collins Press Release, Municipal Operations at City of Fort Collins Make Steady Progress I Sustainability, September 30, 2011, 151Seattle, Fleet Services. City of Seattle Earns Distinction as #1 Government Green Fleet in North America. Fort Collins Green Purchasing Report 110

115 Below is more detailed information about Seattle s award- winning green fleet program activities, excerpted from its Green Fleets webpage. Alternative Fuels the City was an early adopter of biodiesel and compressed natural gas and is currently negotiating a long- term contract for more than 1 million gallons annually of B20 biodiesel derived from waste vegetable oil. The City is also investing in electricity as a transportation fuel. Because Seattle s publicly owned utility, Seattle City Light, predominantly derives its power from hydroelectric sources, electricity is a viable, low carbon fuel for fleet operators. Advanced Technology Vehicles the City has 569 gas/electric hybrid vehicles and 12 diesel/electric medium- duty work trucks and is installing a charging infrastructure to support the largest municipal all- electric motor pool fleet, which will consist of 26 Nissan Leafs. Electric drive trains are also used in material handling, campus maintenance, and utility meter reading equipment, as well as in parking enforcement vehicles. Fuel Reduction Policies the City has a Green Fleet Action Plan that has guided fleet decisions since The City also has operational policies idling, down- sizing, right- sizing, weight limitations that set standards for fleet size and operator expectations. These policies and plans have resulted in the reduction of more than 100,000 gallons of fuel in four of the City s largest departments since Operational Efficiencies One of the unique features of the City s Green Fleet program is that the Green Fleet Coordinator helps City departments evaluate how to deliver services more efficient. This is an unusual role for a fleet services provider but provides great opportunities to identify ways to reduce fuel consumption, downsize and right size the fleet. Education and Outreach Information exchange is the hallmark of any successful program and to ensure employees remain informed, the City publishes a semi- annual Green Fleet newsletter and holds bimonthly green fleet coordinator meetings. Green Fleet coordinators represent six of the City s largest departments and are tasked with keeping staff knowledgeable about Green Fleet efforts. 152 City of Austin, TX Austin, Texas also has a model green fleets program, and the City received a Green Fleet award in The City s total fleet is about 7,500 vehicles, and two- thirds of those are alternative fuel vehicles. Some recent highlights of Austin s vehicles and transportation program include: Working with electric company to install car- recharging stations for electric vehicles. Designing trash collection and recycling routes around fuel stations, using CNG trucks. Completing a 1.5- year pilot with car2go (car sharing service) to encourage employees to carpool, take public transport, bike, or walk to work and use car2go for in- town errands/meetings Ibid Best Green Fleets. Government Green Fleet Award Winners Phone Interview with Aiden Cohen, Sustainability Senior Buyer, City of Austin. Dec Fort Collins Green Purchasing Final Report (April 2012) 111

116 City of Sacramento, CA The composition of Fort Collins fleet appears to be comparable to other similarly sized jurisdictions that are considered leaders in the procurement of green fleet vehicles. For example, Sacramento, California (which ranked 12 th in the Government Green Fleet Awards), had the following fleet composition: Total number of all vehicles: 2,059 Number of alternative fuel vehicles (AFV): 338 Percentage of fleet that is AFV: 16.4% Flex Fuel (E85, ethanol): 155 Liquefied Natural Gas (LNG): 93 (heavy duty) Hybrid: 40 (light duty) Propane: 32 (heavy duty) Electric: 18 (scooters) Sacramento s Green Fleet Demonstration Program is also planning to provide funding to lower vehicle rental costs as an incentive to increase the use of electric and plug- in hybrid vehicles by City employees. 155 City of Portland, OR Several municipalities are also utilizing locally sourced biodiesel. The City of Portland, Oregon s Water Bureau operates the largest fleet of vehicles that run on B99 (99.9% biodiesel, which has contributed to a reduction in the bureau's total carbon emissions. According to the Water Bureau s website: Since August 2006, the Portland Water Bureau has fueled its in- town diesel fleet with locally grown and processed 99.9% biodiesel fuel (B99). Fleet managers tracked biodiesel consumption at over 87,000 gallons during calendar year "We're doing our part to increase demand for biodiesel which will help to spur the development of Oregon- based production facilities, reduce greenhouse gas emissions, and reduce our reliance on foreign oil. The Portland Water Bureau vehicles that run on biodiesel are the workhorses of municipal public works: backhoes, dump trucks, graders, excavators, water service trucks, welding and crane trucks, pick up trucks, compressors, forklifts, tractors, mowers, generators, work vans, and some passenger vehicles. 156 City of San Francisco, CA San Francisco adopted a B20 mandate for its fleet in According to Biodiesel Magazine, the city launched a successful waste collection system and there s talk of a production facility coming into town spearheaded by waste grease behemoth Darling International. Today, the city s Biodiesel Access Task Force is proposing a citywide B5 mandate City of Sacramento. Department of General Services; Fleet Management Division 2011 Business Plan City of Portland, Water Bureau. B99 Fleet Main Page, Making a Push: How a B5 Mandate is Gaining Traction in the Golden Gate City, Biodiesel Magazine. May 2011, p Fort Collins Green Purchasing Report 112

117 City of Smyrna, GA Smyrna, GA recently started collecting used vegetable oil to manufacture biodiesel for its City operations, including use in its fleets and diesel generators. It expects to save about $25,000 annually by doing so. The Biodiesel Program has three integrated goals, to 1) Reduce the City s consumption of fossil fuel (diesel); 2) Reduce the City s fuel costs; and 3) Reduce green house fossil fuel emissions from the City s service fleet. An objective of the Biodiesel Program is to reduce fossil fuel (diesel) consumption of service vehicles by 25% by 2020, fossil fuel (diesel) emissions by 25% by 2025 and save approximately $25,000 per year (savings must be adjusted with emerging conditions). 158 Smyrna s biodiesel collection and production project is modeled after a similar program in Hoover, Alabama. A profile on Hoover s innovative project describes the significant progress the City to utilize biodiesel fuels in their fleet vehicles over the past six years. Since 2005, Hoover has purchased commercially produced B- 20 biodiesel, and four years ago, began making their own B- 100 biodiesel from used vegetable oil donated by local restaurants and citizens. 159 Hoover, which also manufacturers ethanol from locally sourced wood waste, reported in 2009 that 88% of the fuel used by the City of Hoover is made from alternative fuel sources making our fleet one of the largest alternative fuel fleets in the United States. 160 Fleet Maintenance Services and Supplies Best Practices Use products that contain recycled content (re- refined motor oil, recycled antifreeze, and retread tires). Minimize hazardous chemicals in all products (through the purchase and use of water- based vehicle parts washers and lead- free wheel weights). Consider replacing petroleum- based products with bio- based ones. Specify the use of lead- free wheel weights in City vehicles. Fort Collins According to Operations Services, Fort Collins procures retread tires and recycled antifreeze, but does not purchase re- refined (recycled) motor oil. Harold s Tire Service is the City s primary vendors for tire re- treading services. The City s long- term investment in the cost- effective management of tires is a significant contributor to the local green economy. According to Jim Hume, the City s Senior Buyer for Motor Vehicles and Related Items, the City purchases recycled antifreeze from Clear Choice. Purchase order records show regular purchases of the product from 2002 to Cooking Oil, Anyone? Smyrna Vinings.com, December 12, 2011; this project was also profiled on CNN; see Applied Solutions: Integration, Collaboration and Resources for Local Government, Project Profile: Biodiesel in Hoover, Alabama, undated website, City of Hoover, Alabama s Alternative Fuels webpage at Fort Collins Green Purchasing Final Report (April 2012) 113

118 Nearly 20 years ago, in 1993, the City pledged to support President Clinton s Executive Order on Recycling by purchasing the recycled items listed in the order, including re- refined oil and retread tires. Yet the City s 2010 bid for oil change services did not include any environmental specifications such as requirements that the vendor use re- refined lubricants or recycle used oil removed from City vehicles. According to our interview with Operations Services, re- refined motor oil was more expensive when the City considered making the switch, and suggested that there may be no local vendors of re- refined lubricants. Although there may have been a supply shortage of re- refined motor oil in Colorado in the past, availability of this environmentally preferable product grown over the past several years. Mergers Alliance, an organization that tracks corporate finance activities, reported in 2011 that, trends of efficiency and sustainability combined with the awareness of pollution and greenhouse gas emissions have created a long- term and high- growth industry in waste oil re- refining. This is evidenced by the fact that re- refining capacity in the US has increased 30% in the last two years alone. Furthermore, since 2008, the number of re- refining plants in the US has increased 50%, from six to nine, with two more proposed plants expected to come online within the next 18 months. Restrictions on the use of waste oil for heating in some regions of the country (due to concerns about air quality), has also resulted in more feedstock for re- refined products being available. 161 There is evidence of availability of re- refined motor oil in the region. The Green Garage in Boulder, Colorado, for example, (see ad below) utilizes re- refined and bio- based motor oil products for its oil changes. It boasts that these products are API- approved and last up to 24,000 miles when paired with their dual- stage oil filter Mergers Alliance. The Burgeoning Waste Oil Re-refining Industry. February Green Garage, Boulder, Colorado. Green Products webpage. Fort Collins Green Purchasing Report 114

119 Moreover, there is a supplier of re- refined motor oil located in Denver, according to a press release issued by this company in March 2011: Utilizing a tightly controlled closed- loop process, Universal Lubricants collects used motor oil from across the country, processes it through the company's technologically advanced refinery, and then blends the re- refined oil into high quality American Petroleum Institute (API) certified motor oils and lubricants that meet SAE requirements and current vehicle manufacturers' specifications. To ensure performance and reliability, the company's ECO ULTRA products go through rigorous lab testing and are real world proven for the most demanding driving environments. Universal Lubricants is proud to be a supplier of environmentally- friendly motor oil and lubricants to drivers nationwide, and deliver an American solution for our energy and environmental challenges," added Wesley. Universal Lubricants operates 28 facilities in 14 states, including a branch in Denver, Colorado. For more information, visit In our review of City documents and purchasing data, we did not find information about pollution prevention in vehicle maintenance. More information would help us benchmark the City of Fort Collins practices for parts washers, wheel weights, and other potentially harmful products used in vehicle maintenance. Other Jurisdictions 164 Re- refined motor oil, retread tires, and recycled antifreeze were all touchstone products in early green purchasing programs and are widely referenced in EPP policies, specifications, and guidelines. Re- refined motor oil has been widely used for two decades. Numerous studies have shown that re- refined oil can meet the same American Petroleum Institute (API) standards as virgin products, and that re- refined API- certified products perform just as well as conventional products. Many jurisdictions across the country use the US Environmental Protection Agency s Comprehensive Procurement Guideline for motor oil, which states that 25% of the base stock should be recycled material. The State of California has an even higher minimum recycled- content standard for motor oil of 70% base stock. City of New York, NY Several jurisdictions have adopted policies requiring their fleets to use re- refined motor oil whenever it is available at a competitive price (some include a slight price preference). For example, New York City issued an executive order in 2003 that states: 3. When the price of re- refined motor oil exceeds the price of other categories of motor oil, but not by more than three percent, City agencies shall purchase and use re- refined motor oil. 4. When entering into contracts for vehicle maintenance requiring the use of motor oil, City 163 Universal Lubricants. News Release: Universal Lubricants Adds Colorado Dealership to Growing List of ECO ULTRA Green Motor Oil Users: Colorado Drivers Can Now Help Protect the Environment by Using ECO ULTRA Motor Oil, March 14, 2011; Note: This section provides benchmarking research on re-refined motor oil and less toxic wheel weights. It does not provide information on retread tires and recycled antifreeze, because the City is doing well in those arenas. Fort Collins Green Purchasing Final Report (April 2012) 115

120 agencies shall, to the extent practicable, ensure that contractors use re- refined or synthetic motor oil, provided that this section shall not be construed to impede any agency's ability to obtain the highest quality service at the lowest possible price through a competitive procurement. 165 City of Portland, OR Portland s Environmentally Preferable Procurement Policy also requires the use of re- refined lubricants, when practical. It states: Purchasing Recycled Oils. 1. Preference for Oil Products with Greater Recycled Content: The City shall require that purchases of lubricating oil and industrial oil be made from the vendor whose oil product contains the greater percentage of recycled oil, unless a specific oil product containing recycled oil is: a. Not available within a reasonable period of time or in quantities necessary to meet the City s needs; b. Not able to meet the performance requirements or standard recommended by the equipment or vehicle manufacturer, including any warranty requirements; or c. Available only at a cost that exceeds the price preference established in PCC Section C. 166 King County, WA King County, Washington reported in 2009 that it is proud to have purchased re- refined motor oil since This helps the environment by reducing the impacts of refining and also conserves a non- renewable resource. 167 In 2000, the County s Metro Transit Fleet, which includes over 1,200 diesel buses and vans, became the first major municipal bus fleet to exclusively use re- refined motor oil pilot tests demonstrated that is has superior performance to virgin motor oil. 168 County operations managers initially expressed skepticism that re- refined oil would be as effective as virgin oil in mitigating engine wear and tear. But a five- month test using 5,000 gallons of re- refined oil on 200 buses changed their minds. [The vendor] ran detailed analyses comparing used virgin oil to used re- refined oil taken from similar vehicles. In each case, the reconstituted lubricants contained fewer particles of worn metals from engine parts. The findings were very, very impressive. We were able to show there was an improvement in wear and tear on the engines City of New York. Executive Order #33: Purchase and Use of Motor Oil. April 29, City of Portland. City Code & Charter Environmentally Preferable Procurement King County Department of Executive Services, Environmental Purchasing Program. Lubricants Fact Sheet. April 17, 2009; King County Executive, King County Metro Transit Switches to Re-refined Motor Oil, News Release, February 14, 2000; Seattle Bus System Launches Recycled Oil Program, Waste and Recycling News, March 27, 2000, Fort Collins Green Purchasing Report 116

121 In its 2010 environmental purchasing annual report, the County, which purchased 102,329 gallons of primarily 15w40 and 10w30 in bulk and drums, reported substantial cost savings through the use of re- refined motor oil and by recycling its used motor oil: For the second year in a row, purchasing re- refined oil saved the county approximately $.20 a gallon. For years it was at a premium, but now it is less expensive due to the rising cost of petroleum products. In addition to purchasing re- refined motor oil, the county recycles most of its used motor oil. Metro Transit alone recycled 81,851 gallons of used motor oil and received $40,000 in revenue. 170 City of Santa Monica, CA Santa Monica s Public Works Maintenance Management Department reports: All fleet vehicles use re- refined motor oil, which costs up to 25% less than virgin motor oil. 171 It added: There is no real price difference between re- refined and newly drilled oil. In fact, re- refined oil may sometimes be a few cents cheaper, especially now when oil prices per barrel are at an all time high. The final cost is dependent on factors such as blend, quantity and supplier. 172 Hennepin County, MN Many jurisdictions have implemented pollution prevention programs to reduce toxic materials in their vehicle maintenance products. Several have replaced lead- containing wheel weights on their fleet vehicle tires with lead- free weights as a way to protect local water supplies and the environment in general from lead pollution. Hennepin County, Minnesota, for example, has installed lead- free wheel weights on its fleet vehicles since The County s low- toxicity wheel weights are made of steel, plastic, zinc and/or other materials. 173 According to Hennepin County Environmental Services, Studies have shown that lead deposition from lead wheel weights is a significant source of lead being released into the environment. The majority of wheel weights currently in use are clip- on types that are attached at the edge of a wheel's rim. These weights can fall off the wheel and pollute the environment. Lead in the environment may contaminate surface, groundwater and drinking water supplies. 174 King County, WA took a leadership role on this issue in 2005 (the same year that the European Union completely banned the use of lead- containing wheel weights) when its Department of Transportation started testing a safer alternative made of steel- filled plastic cartridges in its passenger cars and light- duty trucks King County. Toward a Sustainable, Prosperous King County: 2010 Annual Report on Climate Change, Energy, Green Building and Environmental Purchasing Programs. June nt/documents/ep_annual_report_2010.ashx 171 Santa Monica Public Works Maintenance Management. Fleet Management Santa Monica Office of Sustainability and the Environment. Green Office Buying Guide: Re-refined Motor Oil Hennepin County Environmental Services, Lead-free Wheel Weights, 210VgnVCM RCRD King County Department of Executive Services, Lead-Free Wheel Weights Fact Sheet, April 17, 2009; Fort Collins Green Purchasing Final Report (April 2012) 117

122 Infrastructure and Exterior Spaces Traffic Signals and Pedestrian Signals Best Practices Retrofit traffic signals with long- lasting, energy- efficient LED lights Retrofit pedestrian walk signals with long- lasting, energy- efficient LED lights Fort Collins The City undertook a retrofit of the red and green portions of old traffic signals with energy- efficient light- emitting diodes (LEDs) in 2005 and According to our interview with City staff, the return on investment (ROI) analysis at the time found that replacing yellow lights with LEDs would not cost- effective because yellow lights are on for much less time each day than red and green lights. As a result, those lights were not replaced. In its Q Sustainability Progress report, the City reported: All [red and green] traffic lights have been replaced with LED lights. 176 City staff also noted during interviews that the majority of the pedestrian walk signals have been converted to LEDs. Staff report that school zones and pedestrian walk signals are the bulk of what remains to be converted, and the City is in the process of replacing those signals over time. Like many other jurisdictions, Fort Collins experienced some performance issues with the first generation of LEDs installed, but staff report that the ones currently in use are reliable and effective. One interesting unintended consequence of LED traffic signal lights is that they do not give off much radiant waste heat as incandescent traffic signal lights and, therefore, do not effectively melt snow. In rare storm conditions, snow will stick to the face of the lights, but this is only an issue in very particular, extreme weather conditions. On the other hand LED traffic signals have several inherent safety features compared to conventional traffic signals including longer life, which results in fewer outages; improved visibility; and the ability to monitor and control them remotely to improve traffic flow, particularly when needed for ambulances or police emergencies. Other Jurisdictions Because of federal energy- efficiency standards for traffic signals passed in 2005, essentially all traffic signals on the market since 2006 use LED technology. All jurisdictions are therefore using LED signals to replace broken units. In addition to replacing signals on an as- needed basis, cities across the country have more proactively retrofitted or replaced their signals on a large scale. In 2006, a survey found that 59% of public agencies had already replaced 50% or 176 City of Fort Collins 2011 Q1 Sustainability Progress Report. April 13, Fort Collins Green Purchasing Report 118

123 more of their units with LED technology. 177 Portland was one city that did so in the early 2000s after the prices had begun to come down. In 1995, when the City of Portland first looked at the LED option, green LEDs were not available and red LEDs were quite expensive. In 2001, they found that prices had dropped dramatically. 178 In the last few years, replacing yellow signals has become increasingly cost- effective. Like Fort Collins, Portland and many other cities installed only red and green LED signals during retrofits in the 1990s and early 2000s. According to an Institute of Transportation Engineers study, however, as technology has improved and costs have come down and practical considerations of having to maintain two different types of technology have come into play, LEDs are now typically used for all colors. 179 Philadelphia, for example, originally replaced only red signals in the 1990s, but replaced yellow and green signals in , and New York City is also in the process of installing LED amber lights. 181 Street Lights, Parking Lot Lights, and Other Exterior Lights Best Practices Parking Lot Lights and Other Exterior Lights Purchase and install high- performance, environmentally preferable parking lot lights. Parking lot lights that use light- emitting diodes (LEDs) or induction fluorescent lamps are considered the most environmentally preferable because they are highly energy efficient, and have a high rated life and low toxicity (e.g. low- mercury, lead- free) Ensure that street lights specifications call for fully shielded optics to prevent light pollution (e.g., International Dark Sky Association (IDA)- approved) Participate in regional and/or national municipal street lighting collaborations Specify lighting equipment that complies with the European Union s Restriction of Hazardous Substances (RoHS) Directive limits on mercury and lead content Street Lights Purchase and install high- performance, environmentally preferable street lights. Where mounting heights allow for sufficient lighting efficacy, street lights that use light- emitting diodes (LEDs) or induction fluorescent lamps are considered the most environmentally preferable because they are highly energy efficient, and have a high rated life and low toxicity (e.g. low- mercury, lead- free) 177 LED Traffic Signal Monitoring Maintenance, and Replacement Issues. National Highway Research Program. Synthesis Northwest Energy Efficiency Alliance. LED Traffic Signals = Energy Savings for the City of Portland. Energy Efficiency Success Stories LED Traffic Signal Monitoring Maintenance, and Replacement Issues. National Highway Research Program. Synthesis All of Philadelphia s Traffic Signals Turn Green City of Philadelphia website. July 13, , New York City and the New York Department of Transportation, Green Light: Sustainable Street Lighting for NYC, 2009; Fort Collins Green Purchasing Final Report (April 2012) 119

124 Ensure that street lights specifications call for full cutoff optics to prevent light pollution (e.g., International Dark Sky Association (IDA)- approved) Participate in regional and/or national municipal street lighting collaborations Specify lighting equipment that complies with the European Union s Restriction of Hazardous Substances (RoHS) Directive limits on mercury and lead content Fort Collins Fort Collins divides responsibility for the different lighting systems. The Utility takes responsibility for street lighting, and the City s Facilities Management department takes responsibility for exterior area and parking lot lights. Fort Collins currently specifies and purchases high- pressure sodium (HPS) street and parking lot lights, which are more energy- efficient than mercury vapor lamps, but significantly less energy- efficient than other types of available street lighting technologies such as LEDs and induction lamps that many jurisdictions have installed in the last few years. Consequently, the City s street and parking lot lights are not the most energy- efficient available. Parking Lot Lights and Other Exterior Lights The City s Building Design Standards require HPS lamps to be used in parking lots and do not mention LEDs or induction lamps. Moreover, the Standards specify High- CRI for HPS lamps GE White Lucolox even though high- CRI HPS lamps are not only less efficient than LEDs and induction lamps, they are less efficient than standard low- CRI HPS lamps. (High- CRI HPS lamps also have a relatively short rated life and are not typically available as low- mercury (i.e., TCLP- compliant, ECO) models. For example, GE s high- CRI HPS Lucolux lamps have a rated life of 10,000 to 15,000 rated hours, while a low- CRI non- cycling HPS lamp has a rated life of approximately 30,000 hours.) In contrast, LED and induction parking lot and street lighting fixtures have a rated life of approximately 35,000 to 60,000 hours of usable rated life. While the Building Design Standards stipulate that the City s parking lot lighting will have cut- off light distribution, which is important to reduce light pollution, they do not specifically call for them to be fully shielded or IDA- compliant. Consequently, lighting installers may specify products that do not do the best job at protecting the night sky from light pollution. Traffic Signals and Street Lights Approximately 85% of the traffic signals in Fort Collins are lit using LEDs and has determined that the remainder are not economically cost competitive. Fort Collins Utility currently specifies HPS streetlight luminaires with full cutoff optics that are compliant with the International Dark- Sky Association (IDA) guidelines. The lamps purchased by the Utility are TCLP- compliant and have been since The photo- controls purchased by the Utility for use in street lighting are compliant with the European Union s Restriction of Hazardous Substances (RoHS) Directive. Fort Collins Green Purchasing Report 120

125 Fort Collins Utility has conducted application and design testing as well as Return on Investment (ROI) analyses for both LED and induction street lighting technologies that takes into account the Utility s avoided cost of purchased power as well as luminaire life- cycle costs. The utility included the ROI as part of a triple bottom line analysis on street- lighting technologies, which takes into account economic, environmental and social impacts of streetlight selection. Triple bottom line analysis methods strive to support processes that allow the organization to provide services for citizens today in such a way that they do dot compromise the ability for future generations to meet their needs as well. According to our interviews, the staff at the Light and Power Utility believe that LED lights are a very good technology for streetlights with luminaire mounting heights between 20 and 45 feet. They believe that induction lighting could be a viable technology for residential street- lighting where luminaire mounting heights are below 20 feet. The Utility s staff has also seen evidence that LED technology may not provide adequate and uniform lighting levels at mounting heights above 45 feet and is investigating possible alternative technologies to HPS and Metal Halide. As a result of their triple bottom line analysis, the Utility has not yet adopted material specifications for the new, more energy- efficient street lights under the expectation that the market prices will approach a level where adoption would be appropriate with respect to the results of the triple bottom line analysis. Other Jurisdictions High- performance, energy- efficient street lights, parking lot lights and other exterior lights are being installed at a rapid rate around the country. Both induction and LED options are currently popular, and there are heated debates in the industry about which technology to use. LEDs offer substantial environmental and performance benefits compared to induction street lamps such as superior light quality (visibility and penetration), increased ability to apply centralized power management (particularly through the ability to have bi- level lighting), and lower end- of- life costs due to the absence of mercury. Although the upfront cost of LED street lights has been a barrier to their widespread use, LED fixture costs have been declining sharply, while efficacies have been improving. A study conducted in Oakland, California, for example, documented a 36 percent decrease in LED fixture cost in less than a year. While prices will likely not fall at an equivalently steep rate in years to come, the decline will indeed continue, perhaps on the order of 5-15 percent per year. LED chip innovation and increased fixture manufacturing volume are the two most significant drivers of this cost decline. Volume purchasing is another driver for retrofit projects. 182 The US Department of ENERGY (DOE) estimates that the cost of LED lamps will drop by a factor of ten over the next decade. 183 LED lighting equipment manufacturers similarly project prices falling by as much as 50% in the next five years as manufacturing volumes ramp up and the technology improvise Clinton Climate Initiative. Street Lighting Retrofit Projects: Improving Performance While Reducing Costs and Greenhouse Gas Emissions. June US Department of Energy, Lighting Facts Program. Product Snapshot: LED Replacement Lamps. May Philips Lighting CEO: LED Prices to Drop in Half, CNET News. May 17, Fort Collins Green Purchasing Final Report (April 2012) 121

126 It is becoming increasing likely that LED lighting will become the environmental standard for exterior lighting among green purchasing municipal leaders within the next few years. Due to the relatively high upfront cost of LED technology, many jurisdictions initially used federal stimulus funding to help with their transitions toward LEDs; however, more recently, jurisdictions have begun moving toward that technology without outside investment. An example is provided below. City of Henderson, NV In June 2010, Henderson, Nevada announced that it will retrofit 26,000 street lights with energy- efficient induction luminaires, which use percent less energy than the high- pressure sodium (HPS) luminaires they are replacing and last up to four times longer. This initiative is projected to save Henderson more than $800,000 annually in energy costs and deliver better quality light to enhance the safety of neighborhoods. 185 City of Asheville, NC In 2010, the City Council of Asheville, North Carolina increased its five- year greenhouse gas (GHG) reduction goal from10 to 20 percent, with interim goals of four percent annually. One of the most substantial strategies it is implementing, which is projected to achieve a third of its GHG reductions, is an initiative to replace all 9,000 of the City s street lights with energy- efficient LED fixtures. A September 2011 case study of this LED street lighting retrofit project highlights the innovative financing mechanism Asheville is using to fund this and many of its other Climate Action Plan projects: a Green Capital Improvement Plan (Green CIP), which essentially serves as a revolving loan fund. The savings from each project are deposited in a capital improvements account whose funds can roll from one year to the next, these savings finance future initiatives. The LED streetlight cost savings are managed like an internal Energy Performance Contract (EPC) relationship, similar to what is done by ESCOs, except in this case managed directly by the City. Over 10 years, the LED savings are expected to generate $3.3 million above and beyond what is required to retire the [$3.6 million] installation debt. The table below (excerpted from the City s case study) summarizes key performance outcomes of this LED street lighting retrofit project, including annual energy and cost savings, climate benefits, return on investment, and project payback time City of Henderson, Department of Public Works. Energy-efficient Streetlight Project. June 7, 2010, Cleveland, John. LED Street Light Energy Efficiency Case Study: Asheville, NC. Prepared for the USDN Innovation Working Group, September 3, Fort Collins Green Purchasing Report 122

127 Asheville, North Carolina LED Streetlight Analysis Snow Removal Services and Road De-Icing Products Best Practices Purchase road de- icing products that are on the Pacific Northwest Snowfighters Qualified Products List and cause the least adverse environmental impacts while performing effectively in local weather conditions. Evaluate innovative, environmentally preferable de- icing technologies (such as beet juice with brine) and specify, whenever practicable. Give preference to vendors that offer best stormwater management and pollution prevention techniques, and utilize alternative fuel or fuel- efficient vehicles while providing municipal snow and ice removal services. Fort Collins The City has spearheaded innovative pilot tests of environmentally preferable road de- icing solutions, and there may be more opportunities to integrate these pilots into citywide snow removal and de- icing program integrates environmental purchasing into all of its operations. The Streets Department purchased equipment to mix and test mixtures of beet juice and brine, which is proving to be a cost- effective strategy for preventing salination or other pollution of waterways caused by conventional de- icing products such as rock salt (sodium chloride). Based on current purchasing records, however, it is unclear how much of Fort Collins purchasing has shifted toward this new de- icing method. Fort Collins Green Purchasing Final Report (April 2012) 123

128 While the City may be moving toward using beet juice as a roadway coating that makes snow removal easier, according to the Streets Department, the City still relies primarily on two products to control ice: (1) Meltdown Apex and (2) Ice Buster. Meltdown Apex is a magnesium chloride solution, and this type of mix is usually considered less harmful to water quality than conventional road salt. 187 Meltdown Apex also appears on the Pacific Northwest Snowfighters (PNS) Qualified Products List, which includes products that meet specifications for de- icing product that balance performance, travel safety, and environmental concerns. 188 The PNS specifications include limitations on heavy metals, toxicity to aquatic life, and a number of other environmental criteria. 189 The other product that the City uses in large quantities, Ice Buster, is not on the PNS Qualified Products List, however. Fort Collins is also lead municipality for the rock salt contract that is offered to other jurisdictions to utilize through MAPO. Conventional rock salt can be used in environmentally preferable ways, but used on its alone, it is not considered environmentally preferable option. 190 Available City records do not clearly show whether pollution prevention practices have been integrated into the City s snow removal contracts. The City contracts with several companies for snow plowing and removal services, but pollution prevention requirements are not included in these contracts or the original bid solicitation documents, and it is unclear how the City communicates its pollution prevention priorities to these contractors. The City s snow removal bid solicitation documents do not include any evaluation criteria related to the company s use of alternatively fueled vehicles. Other Jurisdictions Several city and state agencies have begun testing and using beet juice and brine mixes for road de- icing in the last few years. A few examples are: Cincinnati, Ohio; 191 New Haven, Connecticut; Fort Wayne, Indianapolis; 192 and Syracuse, New York UK Environment Agency. Pollution Prevention Technical Information Note - Environment, Pacific Northwest Snowfighters Qualified Product List, October Pacific Northwest Snowfighters Snow and Ice Control Chemical Products Specifications and Test Protocols UK Environment Agency. Pollution Prevention Technical Information Note - Environment, Cities, States Testing Beet Juice Mixture on Roadways. USA Today, Feb. 21, New Haven Tries to Beet Icy Roads. Journal Gazette. Fort Wayne, IN. Feb. 14, New York State Thruway Authority. Winter Driving is No Accident. November 22, Fort Collins Green Purchasing Report 124

129 Apart from these pilot tests, leading jurisdictions also incorporate environmental considerations into their purchases for de- icing city or county- wide. King County, Washington also provides guidance for purchasing de- icers. The County has published a Stormwater Pollution Prevention Manual that provides minimum and additional guidelines for contractors to following when performing snow removal and de- icing activities for the County (see excerpt below). 194 Like Fort Collins, the leaders in the field rely on PNS- qualified magnesium chloride solutions for roadway de- icing. The Commonwealth of Massachusetts, for example, negotiated two contracts for Alternative Snow and Ice Products, both of which offer Corrosion Inhibited Liquid Magnesium Chloride products that meet the PNS standards. 195 These products are called for in the Recycled and Environmentally Preferable Guides Guide to Massachusetts Statewide Contracts. In addition, the States of Colorado, Washington, Montana, Oregon, and Idaho all specify that products must be on the current PNS Qualified Products List (QPL). 196 In addition to using innovative, environmentally preferable de- icing products, some cities integrating pollution prevention into the snow removal and de- icing contracts. Boulder, Colorado, for example, has effectively institutionalized its stormwater pollution prevention 194 King County Pollution Prevention Manual, Activity Sheet A-40: Street Deicing Operations, January 2009; Recycled and Environmentally Preferable Products Guide to Massachusetts Statewide Contracts. Massachusetts EPP Program. February See state contracts available on the PNS Resources page: Fort Collins Green Purchasing Final Report (April 2012) 125

130 policies into the contracting process. Boulder s Standard Operating Procedures for Snow Plowing, Snow Storage and De- Icer Application state that contracts for snow removal should include stormwater pollution prevention language. The City also provides contractors with its Best Management Practices (BMPs) documents with guidance how to store and dump snow, manage spills, and other key practices to ensure that contractors prevent stormwater pollution. 197 Formally integrating these guidelines into the procurement process is an important step towards preventing pollution in municipal operations. Paving Materials Best Practices Specify the use of recycled materials in road construction projects, including recycled asphalt, crushed concrete and post- consumer glass beads. Specify best management practices for stormwater management, including using permeable paving materials, where appropriate. Reduce the energy consumed in road construction and paving by purchasing alternative fuel vehicles and solar power equipment, and by specifying that contractors abide by an anti- idling policy. Develop specifications that limit harmful materials in traffic paint, such as volatile organic compounds (VOCs, lead, chromium). Give preference to the use of water- based paint over solvent- based alkyd paints, when possible. Fort Collins Fort Collins has a strong environmentally preferable purchasing program for road construction and repair. The Street Department s crushing operations has created a closed- loop recycling system for asphalt and concrete, making it easy for the City to specify that road construction projects use recycled material. According to a press release issued by the City about its progress in implementing various sustainability measures in 2010, Asphalt, concrete, and recycling activities at the Hoffman Mill Road facility yielded $266,356 financial savings, prevented over 100,000 tons of materials from being disposed of at the landfill, and avoided over 4,000 metric tons of greenhouse gases. 198 The use of recycled materials is also specified in City contracts. According to the available purchasing public records, the City has purchased hot- in- place recycling services since The City has also pilot tested both warm mix asphalt (WMA), which is much less energy intensive than traditional hot mix asphalt, and permeable interlocking concrete pavers, which can improve stormwater management and reduce the City s carbon footprint. According to our interviews, the City also uses at biofuel vehicles for its road servicing work, and has purchased solar- powered road signs. 197 City of Boulder. Standard Operating Procedures for Snow Plowing, Snow Storage and De-Icer Application. Sept. 1, City of Fort Collins, Press Release: Municipal Operations at City of Fort Collins Makes Steady Progress in Sustainability, September 30, 2011, Fort Collins Green Purchasing Report 126

131 Other Jurisdictions Several jurisdictions have incorporated specifications for environmentally preferable road construction materials into their centralized purchasing guidelines so that these standards are considered for all construction contracts. New York City s Street Design Manual identifies sustainability opportunities for purchasing all kinds of street design materials such asphalt that is porous or that contains high recycled asphalt pavement (RAP) content. While its specifications are not binding, they offer guidance for City staff designing bid solicitations for street construction and maintenance projects. 199 According to Public Works Magazine, several municipalities in California have successfully tested a road repair process called cold in- place recycling, which uses asphalt recovered on- site and used tires, and has been found to be at least 20% less expensive than conventional paving processes. 200 The King County, Washington Roads Maintenance Section has purchased a low- VOC asphalt cold patch since This product is a dry, odorless, ready- to- use asphalt- based compound used to repair potholes, cracks, and other defects in paved surfaces. It contains 75% post- consumer asphalt and hardens by compaction. Traditional cold patch hardens through a combination of compaction and evaporation of a petroleum- based carrier, such as kerosene. This evaporation releases large amounts of VOCs, which are not present in this product. 201 Permeable Paving Other jurisdictions are also expanding the use of permeable paving, to improve stormwater management and to reduce their carbon footprints. Cities including Berkeley, California, Portland Oregon, and Chicago, Illinois have all made significant purchases of interlocking green concrete paving material. 202 King County, Washington, Seattle, Washington and Portland, Oregon also use other types of pervious pavement, and King County offers detailed specifications on its Environmental Purchasing website. Chicago also has a model Sustainable Streets Program (supported by the U.S. EPA), which looks at a wide range of factors in the design and construction of streets and has developed innovative paving materials to meet their sustainability goals. The City s Sustainable Streets Program Director described spoke about their process in a presentation for the U.S. EPA: 199 New York City Department of Transportation, Street Design Manual, July 9, 2010; (See Chapter 3: Materials) for information on environmentally preferable street paving materials. 200 New Paving Approach Saves Cities Money and is Environmentally Friendly, Public Works Magazine, October 28, King County, Procurement Department. Environmental Purchasing 2008Annual Report. nt/documents/ep_annualreport_2008.ashx 202 City of Berkeley. Update of Permeable Paver Trial Project. Berkeley City Council Report. December _Item_34_Update_of_the_Street_Repair_Policy_and_a_Permeable_Paver_Trial_Project.pdf City of Chicago. Chicago Sustainable Streets Pilot Project: Cool and Sustainable Pavements January 28, Fort Collins Green Purchasing Final Report (April 2012) 127

132 We developed permeable asphalt, and a permeable concrete mixed design.we conducted our own lab testing, sort of worked with local materials. We did some innovative things like adding ground tire rubber to our asphalt, which was permeable asphalt, which is the first time that had been done. But we also created what we call our high albedo traditional concrete mix by adding slag and lighter aggregates to the mix. 203 Green Construction Policy for Road Construction In 2011, Los Angeles County s Metropolitan Transportation Authority adopted a Green Construction Policy for road construction, which focuses on improving air quality and reducing energy use by construction vehicles. The policy requires all vehicles to follow anti- idling standards beginning in 2011 and to meet engine efficiency and emissions control standards that increase between 2011 and For the full policy, see: Pesticides and Herbicides Best Practices Specify integrated pest management (IPM) services that significantly reduce use of harmful pesticide products; give preference to contractors that are IPM- certified professionals or have LEED- accredited professionals assigned to your project. Use service contract specifications developed by leaders in the field of IPM, including the Bay- Friendly Landscaping Maintenance Specifications. 204 When insecticides or herbicides are deemed necessary, use products that are rated as Tier 3: Low Hazard by the San Francisco Department of Environment and avoid high hazard products. Track pesticide use and set goals for reducing high- hazard products. Look for opportunities to utilize non- chemical means to control weeds and other pests such as goats for weed control and beneficial insects instead of insecticides. Appoint an IPM Coordinator. Develop, adopt and implement a pest management policy, and plan for the jurisdiction. Fort Collins The City has moved towards purchasing environmentally preferable landscaping products and services, but there are still areas for improvement compared to top tier green cities. Its Environmental Stewardship policy provides a framework for using pollution prevention strategies to address weeds, insects and other pests. It states: 203 Chicago Sustainable Streets Pilot Project Presentation Transcript from January 28, Model Bay-Friendly Landscape Maintenance Specifications. Alameda County Waste Management Authority & Alameda County Source Reduction and Recycling Board and Fort Collins Green Purchasing Report 128

133 The City of Fort Collins is committed to conducting its operations in a manner that is environmentally responsible and reflective of the community s strong commitment to the environment. The City will provide community leadership by reducing its environmental impact while benefiting citizens, the economy, and society. In order to meet or exceed these objectives, the City of Fort Collins will: o Actively identify and implement effective ways to prevent pollution and conserve natural resources In addition, the City s green purchasing guidelines state: In the course of evaluating a product or service s life cycle costs, managers, purchasers and departments are encouraged to continue using and incorporating the following guidelines into their decisions: a. Consider environmental regulatory requirements, environmental impacts and pollution prevention early in the purchasing process. b. Request and examine credible information on the environmental impacts throughout a product s or service s life cycle: manufacture, transportation, use and disposal. c. Request products and packaging designed to minimize waste and toxic byproducts in their manufacture, recycling and disposal. The Parks Department has adopted a typical IPM strategy, described on its website: Thresholds for action: The level of infestation and the type of weed determines the response. A mild problem with a nuisance weed requires one approach where a severe infestation of a noxious weed requires a more serious response. ID and monitor pests: We train our employees to recognize noxious and nuisance weeds and if warranted we will map new infestations for tracking purposes. Prevention: This is our main emphasis in the IPM program. Our goal is to out compete the weeds utilizing good agronomic practices. Soil amendments, aeration, top dressing, fertilization and over seeding are all techniques we apply on a yearly basis to assure a good stand of turf. Control: This is our last resort in our efforts to control the pests in our system. We evaluate the area and choose the least harmful yet effective product to control the pests. Products we have used range from insecticidal soaps to 2-4D and Round Up. We use only general use pesticides readily available to the general public. All of our applicators are licensed with the State of Colorado City of Fort Collins, Integrated Pest Management webpage, Fort Collins Green Purchasing Final Report (April 2012) 129

134 The City s IPM Program was referenced in the specifications section of a 2007 bid solicitation for Integrated Pest Management Services to control mosquito populations, which focused on monitoring and testing the mosquito populations rather than widespread use of pesticides to minimize the likelihood of West Nile Virus. In addition, pesticide use is limited and closely monitored, and the public is notified through the City s Natural Resources website of when harmful products will be applied in public spaces. The City has also looked for alternative ways to control weeds and manage open spaces. Purchasing records show that the City experimented with purchasing the services of a flock of sheep for weed control in the mid- 2000s, and developed a contract for environmentally sensitive grazing of Meadow Springs Ranch at the beginning of 2011, which is designed to protect sensitive species. The City s IPM Program is not as ambitious as those of some leading municipalities, however. For example, although the Parks Department states that control of pests through the application of pesticides only after monitoring the level of infestation it maintains contracts for streetscape maintenance that calls for the use of selective pesticides applied weekly during the growing season, including products such as Roundup and 2,4- D. Roundup is considered a Tier II Pesticide: Moderate Hazard, herbicide by the US Green Building Council, based on a pesticide hazard ranking system that was developed by the San Francisco Department of the Environment. 2,4- D, which is a chlorinated organic pesticide that is repeatedly applied near playgrounds, swimming pools and tennis courts, where children are likely to play. 206 According to a report by the US Forest Service that evaluated the risks of using 2,4- D for weed control: For 2,4- D, substantial concern is evident for workers, members of the general public, as well as several groups of organisms covered in the ecological risk assessment. For many pesticides, including 2,4- D, accidental exposure scenarios, some of which are extremely conservative and perhaps implausible, lead to risk quotients that exceed the level of concern. 2,4- D is, however, somewhat atypical because many non- accidental exposure scenarios i.e., exposures that are plausible under normal conditions of use also exceed the level of concern and often by a very substantial margin. Unless steps are taken to mitigate risks, workers involved in the application of 2,4- D and members of the general pubic who consume vegetation contaminated with 2,4- D could be exposed to 2,4- D levels greater than those which are generally regarded as acceptable. In some cases, the exceedances are substantial. Similarly, adverse effects in the normal use of 2,4- D salts or esters could occur in groups of nontarget organisms including terrestrial and aquatic plants, mammals, and possibly birds. The results of this risk assessment suggest that consideration should be given to alternate herbicides and that the use of 2,4- D should be limited to situations where other herbicides are ineffective or to situations in which the risks posed by 2,4- D can be mitigated City of Fort Collins. Pesticide Application Schedule 2011; US Department of Agriculture. Forest Service, Forest health Protection, 2,4-D Human Health and Ecological Risk Assessment Final Report, September 30, 2006; Fort Collins Green Purchasing Report 130

135 While the Fort Collins Parks Department has looked into less- harmful alternatives in the past, the City should consider continuing to test alternative weed control strategies, including the use of goats as well as pesticide products that are designated as low hazard by San Francisco s IPM Program. Other Jurisdictions City and County of San Francisco, CA The City and County of San Francisco, which developed a comprehensive system for rating the hazard level of pesticide products, is recognized as a leader in the field. Its hazard ranking system has been adopted by the US Green Building Council for awarding LEED for Existing Buildings: Operations and Maintenance (EBOM) points. San Francisco adopted an Integrated Pest Management Ordinance in 1996 under which staff, contractors, and leasees of City property must: Use pesticides as a last resort and only use pesticides on the current SF Reduced Risk Pesticide List. Post notifications of all pesticide applications three days before treatment, and leave these postings for at least four days after treatment. Report all pesticides used by staff or contractors to the City s IPM Coordinator. King County, WA King County, Washington adopted an executive order in 1999 that states: All King County Agencies that conduct pest and vegetation management activities in the course of their assigned duties shall develop Agency- specific IPM programs and conduct other related activities in accordance with the Tri- County IPM Model Policy and supporting Guidelines 208 In the two years immediately afterwards, the County implemented new IPM practices that significantly reduced its use of pesticides on the public lands it manages. King County reported that it decreased its total use of pesticides 50 percent in the first year (2000), and achieved an additional thirty percent reduction in Over the past few years, King County Metro Transit has reduced its use of herbicides at its park and ride lots by using goats to manage vegetation King County Administrative Policies and Procedures. An Executive Order Requiring Certain King County Departments, Offices, and Agencies to Conduct Pest and Vegetation Management Activities in Accordance with the Tri- County IPM Model Policy and Supporting Guidelines King County Environmental Purchasing Program. Integrated Pest Management, June 29, King County Procurement and Contract Services, Natural Vegetative Management, Fort Collins Green Purchasing Final Report (April 2012) 131

136 King County s IPM service agreements specifically prevent the use of products containing 2,4- D. It states: No Tier 1 Pesticide products as defined by King County Executive Order may be used. Contractor shall submit all product labels for all herbicides, and insecticides proposed for use in advance to the scheduled application(s). The Building Services Supervisor will review the labels and work with the Contractor to select substitute non- Tier 1 Pesticides where possible. No lawn fertilizers containing 2, 4- D or related phenoxy herbicide weed control additives shall be used. No shrub bed pre- emergents containing dichlobenil (Casaron, etc.) may be used. No fungicides shall be used. No Dursban shall be used. [Emphasis added.] 211 (Note: King County does allow for the use of Roundup.) Palo Alto, CA Palo Alto, California is a city about half the size of Fort Collins that has an award- winning IPM program. It started in 2001 with the adoption of an IPM policy, along with the implementation of a tiered system for analyzing the City s pesticide use. In the same year, the City began aggressively mulching as an alternative to using glyphosphate (e.g., Roundup) to control weeds; this practice has largely been credited with significantly reducing herbicide use by the City. In its 2008 IPM Program Report, the City of Palo Alto, which tracks all of the pesticides used by City staff and contractors, noted: The use of Roundup herbicide has decreased about 75% from the peak level of 2003 due to heavy mulching and mechanical weed removal. 212 City of Portland, OR Similarly, Portland, Oregon applies IPM principles to the City s various pest management applications. For example, it strongly encourages the use of mechanical controls prior to application of herbicides for weed control in public parks. According to the Portland Parks and Recreation Department, Before applications of broadleaf herbicides take place at a general park or athletic field turf site, a Turf Broadleaf Herbicide Application Approval Request form must be submitted by the requestor to the appropriate manager or supervisor listed in the procedures section of this policy. The supervisor will then consult with the IPM coordinator to assess the proposed application for program compliance. All related turf maintenance issues must be considered by the supervisor and coordinator during this approval process. The management effort must consider and employ all applicable cultural and mechanical methods as components of a plan to return the turf to an acceptable level of quality. 213 Portland notifies potential contractors in its bid solicitations for pest control services of its strong commitment to using least- toxic methods that adhere to IPM principles: In 2006 the City passed the Toxic Reduction Strategy, which sets forth practices and guidelines to reduce 211 King County Environmental Purchasing Program. Integrated Pest Management, June 29, City of Palo Alto IPM Program Report, February 2, Portland Parks and Recreation. Healthy Parks, Healthy Portland: Integrated Pest Management Program. Updated July 1, Fort Collins Green Purchasing Report 132

137 and replace materials or products of concern with viable least- toxic alternatives by Included in these guidelines is the use of effective and progressive IPM strategies to minimize reliance on pesticides of concern and to ensure careful screening and application of products to minimize adverse impacts. 214 Santa Clara County, CA Santa Clara County, California has also moved the field forward by requesting landscaping maintenance services that meet specific, high standards for integrated pest management, water conservation, and soil development. The County issued a request for proposals (RFP) in 2011, which turned a checklist developed by the Bay Friendly Landscaping Program into a point system that was used in the bid evaluation process. The County also developed additional specifications for compost and mulch that are designed to maximize the use of recycled materials, minimize chemicals of concern, and protect local ecosystems. Food and Food Services: Food Best Practices Require City employees and concessionaires to serve local, organic or otherwise sustainably certified foods at events and facilities when practical. Create a target for the percent of locally produce served at City events or concessions, create a definition for local, and encourage vendors to develop systems for tracking locally grown foods. Fort Collins The City of Fort Collins does not operate major food service sites, but it does supports food gardens and a demonstration kitchen at the Gardens on Spring Creek. The City also leases concessions at EPIC and the City Park Pool, the Lincoln Center, the baseball field at Roland Moore Park, and municipal golf courses. In addition, Open Book records show the purchases of food and related supplies totaled more than $230,000 in 2010, and P- card data from 2011 show that City staff regularly by small amounts of food from grocery stores as well The City s major contribution to fresh, local, sustainable food is through the Gardens on Spring Creek. The City supports demonstrations of gardening techniques, a demonstration kitchen, and educational programs. A September 2011 press release noted that the City had donated 5,000 pounds of fresh produce grown at the Gardens on Spring Creek to the Larimer Food Bank in 2010 and 2,500 so far this year City of Portland. RFP : Indoor/Outdoor Integrated Pest Management (IPM) Services, Sustainable Procurement Specifications Excerpt. November 24, City of Fort Collins. Open Book. Food and Related Items, Food and Related Items, Programs, Jan to Dec City of Fort Collins. Municipal Operations at City of Fort Collins Makes Steady Progress in Sustainability. September Fort Collins Green Purchasing Final Report (April 2012) 133

138 Despite this visible program, the City s green purchasing policy and its contracts with concessionaires do not include guidance on purchasing locally sourced or sustainably produced food products. The RFP for EPIC and the City Park Pool concessions does encourage the vendor to offer healthier food in addition to the traditional snack bar fare, but the document does not encourage serving local or sustainable food. Nor is there any indication in the public records we reviewed that the City has adopted any policies, guidance, or practices for purchasing sustainable food for City events or meetings. Other Jurisdictions and Institutions While specifying and procuring sustainable or local food for government operations can be complex and is sometimes costly, several jurisdictions are showing that careful planning can make local, sustainable food sourcing successful. A few examples are presented below. City of San Francisco, CA In 2009, the Mayor of San Francisco issued an Executive Directive on Healthy and Sustainable Food for San Francisco, which is intended to promote the availability and consumption of healthy local food throughout the community, and includes the following provisions focused on municipal procurement and concessions: The Department of the Environment will draft a local and sustainable food procurement ordinance aimed at City government food purchases and prepare recommendations within 60 days of the signing of this Directive. Beginning immediately, all city departments and agencies purchasing food for events or meetings using city funds will utilize guidelines for healthy meetings and purchase healthy, locally produced and/or sustainably certified foods to the maximum extent possible. City departments entering into lease agreements or permitting mobile food vendors shall either issue requirements for the sale of healthy and sustainably produced foods or give preferences to businesses who sell such food. 217 Three years earlier (in 2006), the City s Department of Public Health adopted a food policy for its operations that addresses both health and sustainability. The policy states: DPH events, programs, institutions and services that provide refreshments will provide at least one nutritious and fresh food option including fruit and/or vegetables, and water and/or 100% fruit or vegetable juice at least 90% of events th, Office of the Mayor, San Francisco. Executive Directive 09-03: Healthy and Sustainable Food for San Francisco. July 9, San Francisco Department of Public Health. Healthy and Sustainable Food Policy for Food Served at SFDPH Fort Collins Green Purchasing Report 134