SUSTAINABLE PURCHASING VENDOR RESOURCE GUIDE

Transcription

1 SUSTAINABLE PURCHASING VENDOR RESOURCE GUIDE The City f Tacma seeks t d business with vendrs wh value ur cmmunities cmmitment t sustainability. This dcument is meant t assist vendrs by sharing the knwledge and resurces that guide the City s purchasing decisins. The purpse f this guide is t prvide ur vendrs with infrmatin and resurces abut the City s cntracting practices. It is ur hpe that vendrs we d business with will see this as an pprtunity t becme innvatrs and leaders in the cmmunity thrugh integrating sustainable practices int their daily peratins. The Sustainable Purchasing Plicy is nt intended t punish businesses that have nt implemented sustainability practices, but serves as a framewrk t help them identify ways they can becme cmmunity and envirnmental stewards. POLICY OVERVIEW The City f Tacma recgnizes its respnsibility t minimize negative impacts n human health and the envirnment while supprting a diverse, equitable, vibrant ecnmy and cmmunity. The City acknwledges that the types f prducts and services the City purchases have inherent scial, human health, envirnmental and ecnmic impacts. City emplyees will endeavr t, when feasible and practicable, prcure prducts r services in a manner that integrates fiscal respnsibility, scial equity, and cmmunity and envirnmental stewardship. City s Sustainable Prcurement Plicy establishes criteria under which the City may prcure supplies and services in a manner that embdies the City s dedicatin t envirnmental stewardship and the quality f life f its citizens. It is nt the intent f this Plicy t require a department, buyer, r cntractr t take any actin that cnflict with lcal, state, r federal requirements, r t prcure prducts that d nt perfrm t department specificatins, exclude cmpetitin, r are nt available at a reasnable price r lead-time. Perfrmance is the ability f the prduct r service t accmplish r cntribute t accmplishment f a jb r task.

2 The Sustainable Prcurement Plicy is intended t: Encurage the purchase and use f prducts and services that best align with the City s fiscal, envirnmental, scial, cmmunity and perfrmance gals; Identify thse sustainability factrs fr cnsideratin in prcurement decisins; Prvide implementatin guidance; Empwer emplyees t be innvative and demnstrate leadership in prcurement decisins; Seek pprtunities fr sustainable prcurement; Cmmunicate the City s cmmitment t sustainable prcurement; Reduce the purchasing f prducts withut reducing safety r wrkplace quality, and; Empwer vendrs t cnduct their business n a day-t-day basis in a sustainable manner. Hw is the Sustainable Purchasing plicy applied? Sustainability cnsideratins shuld be integrated int all purchases f supplies and services, where feasible. Bids and Qutes: Fr purchases that d nt include an evaluatin cmpnent (Request fr Bids, three written qutes), sustainability attributes and cnsideratins are integrated, where feasible, int the specificatins. Prpsals: Fr purchases that have an evaluatin cmpnent (Requets fr Prpsals, Requests fr Qualificatins), City staff are encuraged t allcate 10 percent f the ttal evaluatin pints t sustainability. What d City buyers cnsider when planning a purchase? There are tw key cnsideratins the City has incrprated int its Sustainable Purchasing Guide fr emplyees: 1. Hw des the vendr incrprate sustainability int everyday business practices? 2. Hw des the vendr address sustainability in fulfilling yur need fr supplies r services?

3 Prir t making a purchase, City buyers cnsider the fllwing: Are there impacts in the prductin f the prduct? Are there impacts frm using the prduct? Are there impacts frm the dispsal f the prduct? Are there impacts frm the delivery f the service? Are there impacts frm the materials and supplies being used t prvide the service? Sustainability factrs taken int cnsideratin City emplyees cnsider the fllwing envirnmental, scial equity, and fiscal factrs when writing specificatins fr prcuring prducts r services. These factrs may include the life cycle impacts f the purchased items. Envirnmental factrs t be cnsidered include but are nt limited t: Pllutant releases, especially persistent biaccumulative txins (PBTs); Txicity f prducts used; Waste generatin; Greenhuse gas emissins, including transprtatin f prducts and services; Recycled cntent; Energy cnsumptin; Depletin f natural resurces; and Ptential impact n human health and the envirnment. Scial equity factrs t be cnsidered include but are nt limited t: Use f City f Tacma certified histrically underutilized businesses (HUB); and Ergnmic and human health impacts. Fiscal factrs t be cnsidered include but are nt limited t: Lwest ttal life cycle cst; The ability t leverage ur buying pwer, including use f existing cntracts; and Impact n staff time and labr. SUSTAINABLE VENDOR BUSINESS PRACTICES Sustainable business practices are practices that are envirnmentally friendly, scially equitable, and ecnmically feasible. The City f Tacma seeks t d business with vendrs

4 that share the City s values f cmmunity and envirnmental stewardship. Depending n the industry r line f business, there are certain practices that can reduce negative impacts assciated with the way a vendr perates. Cnsider the key envirnmental impacts that are specific t yur industry r perating yur line f business. What sustainability related best practices and measures can yu implement t reduce thse impacts? The fllwing are examples f hw the City may request sustainability infrmatin frm yu: Energy cnservatin measures The City may ask yu t describe yur firm s energy plans, r ask fr practices that are specific t yur industry. Fr example, des the vendr bill electrnically, have a recycling plicy, have an energy cnservatin plan, educate emplyees n energy cnservatin and /r use f recgnized certificatin standards, track and cite perfrmance results? Other examples culd include LED r energy efficient lighting, pwer management settings n cmputers, Energy Star electrnics, mtin sensr lighting, appliances, light fixtures, heating, ventilatin, and air cnditining (HVAC) and general building peratins. Renewable energy use Yu may be asked t prvide details f any renewable energy yu use, r ffset prgrams yu are invlved in. Renewable energy may include slar, wind, gethermal, bimass, hydrelectric and /r ther types. Fr example, purchasing renewable energy, installing slar panels r wind turbines. Water cnservatin measures Water cnservatin practices can be brad r very specific depending n the industry. Think abut yur business and where there may be negative impacts as well as cnservatin pprtunities. City specificatins may ask yu t describe yur attempts t decrease thse impacts r cnserve water and reduce csts. Develpment f a water cnservatin management plan and gals can prvide a framewrk. Utilizing checklists and tracking prcedures will help yu evaluate yur prgress and savings. Examples f water cnservatin measures include lw flw tilets, faucet aeratrs, rainwater cllectin, prcess efficiencies, and lw water landscaping plans. Waste management and waste reductin The City is interested in hw yur firm reduces waste in its peratins and what yur waste management plans lk like. Yu may be asked t prvide a cpy f yur waste management and recycling plans including gals, baseline measures and tracking mechanisms. Yu may be

5 asked hw yur cmpany is educating emplyees abut waste reductin plans and recycling methds. Examples include recycling plans, cmpsting, reuse prgrams, e-waste recycling, packaging and paper reductin, mixed recyclables( metal, paper, and plastic),buying in bulk, as well as emplyee training plans in these areas. Alternative fuels and transprtatin. Sustainable transprtatin plans have financial and envirnmental benefits fr yu as ur vendr and fr the cmmunity in general. Yu may be asked what yur firm des, r plans t d, in terms f yur transprtatin plans. This may include flexible cmmuting ptins and incentives fr yur emplyees, as well as green travel and parking ptins. Examples include bidiesel and hybrid electric vehicles, bicycles, rail, bus pass prgram, and carpling prgrams. Sustainable purchasing Just as the City is cncerned with the things it purchases and wh it purchases them frm, the City wants its vendrs t be just as mindful. Yu may be asked if yur firm has any sustainable purchasing strategies and t prvide a cpy f the plicy. Evaluatin criteria may include whether the vendr buy supplies with recycled cntent, utilizes green cleaning prducts, and avids txic chemicals? SUSTAINABILITY IN THE SERVICES BEING PROVIDED Our City seeks t ensure that the services being prvided t its citizens d nt negatively impact human health r envirnmental quality. As City persnnel develp the scpe f wrk, they will be thinking abut the materials, supplies, and prcesses invlved in the prvisin f the service and impacts that culd be addressed. Evaluatin criteria may include hw well the vendr prvides details f practices and prcesses t deliver services in a sustainable manner. This culd include cnsidering the facilities that are used fr cmmunity services, the waste management plan fr events r cmmunity facilities, the types f vehicles being used t deliver cmmunity services, r the type f materials used t present trainings. Cnsideratins yu may incrprate in assessing the level f sustainability f yur services include: Hw will yu incrprate sustainable practices int the services yu are prviding?

6 What are the significant negative envirnmental impacts in yur industry? Hw will yu mitigate these impacts in the delivery f yur service? Are there any negative impacts t the ppulatin(s) yu are serving? Hw will yu mitigate these? What are the negative impacts frm the delivery f service yu are prviding? Hw will yu mitigate these? Transprtatin Fr example, fuel efficient vehicles, rute ptimizatin, idling restrictins, etc. Des yur firm use fuel efficient vehicles (percentage f their fleet, phase-in plan)? Hw des yur firm maintain its fleet (washing, servicing, and replacement, envirnmentally preferred fluids such as il, anti-freeze, etc.)? Hw des yur firm address emissins reductin (lw emissin fuels, diesel engine retrfit devices, EPA standards, idling restrictins, etc.)? These ptins culd include hybrid r alternative fuel vehicles, carpling, rute ptimizatin, vide and telecnferencing, nidling plicies, etc. Perhaps yu have ne hybrid vehicle that culd be used fr all meetings t City facilities. Energy cnservatin Fr example, energy management plans, using energy efficient appliances, purchasing energy efficient materials, etc. When perating facilities, energy efficiency is an easy way t reduce perating csts and use less electricity. This is an easy win win fr yu as the prvider and fr the City. Efficient facilities can have pwer management settings fr appliances and electrnics, ptimized settings fr heating and cling (HVAC), and building management plicies fr lighting. Energy audits can help with develping energy management baselines and benchmarks Water cnservatin

7 Fr example, water cnservatin practices, using water cnserving prducts, landscaping plan, etc. The scpe f City requirements culd include ne r a cmbinatin f restrm water, landscaping water, kitchen water, and appliance use, and mre depending n the nature f the service. Des yur business have laundry r kitchen facilities? If yes, are there lw flw faucets, shwerheads, and tilets? Are the landscapes designed and managed in a sustainable manner? Fr example, are the sprinklers n when it s raining? Waste Management Reductin Fr example, recycling plan, cmpsting prgram, buying in bulk, etc. Managing waste can apply t packaging, meeting supplies, training materials, meals and refreshments, limits n giveaways, etc., and can als include recycling and cmpsting plans t help the City reduce the waste generated frm this prcurement. If there will be significant waste generated, yu may want t cnsider prviding waste management and diversin practices and reprting. This can include: Electrnic prcesses r slutins that minimize the use f paper, fssil fuels, and ther resurces/prducts, , electrnic dcument sharing, electrnic invicing, etc. Reusable tte prgrams, packaging reductin, buying in bulk, dnating excess gds r prducts, etc. Janitrial/Green Cleaning Fr example, green cleaning plan, recycled cntent paper prducts, LEED based cleaning standards, etc. Chemicals in cleaning prducts can trigger asthma, cause skin irritatin, cause respiratry issues and many ther negative health impacts. In additin, many cleaning prducts can pllute waterways. There are many resurces fr green cleaning. The USGBC s LEED High Perfrmance Green Cleaning standard is a gd start. If cleaning is a significant prtin f the cntracted service(s), City departments are asked t cnsider including green cleaning specificatins in the scpe f wrk and using the evaluatin criteria t establish the respndents' experience and prpsed plans fr green cleaning. This culd include prhibiting certain chemicals rather than requiring the use f green cleaning prducts. Indr Air Quality

8 Fr example, green cleaning prducts; prhibiting asthma triggering chemicals; using lw VOC paints and slvents, etc. The City wuld like t ensure that ppulatins receiving City services are nt adversely affected by indr air quality issues resulting frm the prvisin f services. Asthma and ther respiratry issues can be aggravated by many chemicals. The City may prhibit knwn asthma triggering chemicals r request less txic alternatives. Cnsider hw yu can ffer prducts and practices culd be less harmful. Recycled Cntent Fr example, purchasing prducts with pst-cnsumer recycled cntent including paper and plastic prducts etc. Buying prducts made frm recycled cntent helps reduce natural resurce extractin and supprts recycling industries ensuring that there are jbs and recycling services available t ur cmmunity. Des yur firm cnsider sustainability when buying the materials and supplies needed t prvide services? Are there items that might have a negative impact n the clients r cmmunity? Des yur firm buy recycled cntent paper and ther prducts? PRODUCT SPECIFICATIONS FOR SUPPLIES The City wants t purchase supplies and services that will reduce the impacts n human health and the envirnment acrss the entire supply chain, such as resurce extractin, prductin, manufacturing, labr practices, transprtatin, strage, handling, packaging, redistributin, and end f life (dispsal). The City is interested in the way that a prduct culd be imprved, use less energy, be reusable instead f a dispsable, r be made with less txic materials. City buyers will integrate sustainability int the prduct specificatins where feasible. Prduct Durability and Reusability Reusable cmpnents r features (e.g., rechargeable batteries) in place f dispsable (single use) items. Cnsider the life f the prduct. Des yur firm have a mre durable item that may cst mre upfrnt, but yu will save the City mney by nt replacing it as ften? Resurce Efficiency and Cnservatin Energy efficient ptins, e.g., Energy Star mdels, pwer saving mdels, etc. LED lighting.

9 Water efficient ptins, e.g., lw flw tilets, faucet aeratrs, aut sensrs, etc. Prducts made frm recycled materials, e.g., recycled plastics, paper and metals, etc. Waste Preventin and Reductin Prducts that d nt require hazardus dispsal. Items that are recyclable in lcal facilities and/r can be remanufactured. Sustainable packaging ptins, e.g., supplier take back, reduced packaging, and recyclable packaging. Txics Reductin Lw emissin prducts and less txic alternatives. Cnsider the impacts the gds will have n human and envirnmental health. Wh will be using the prducts? D the cmpnents emit chemicals (ff gassing)? Cnsider Indr air quality standards such as Greenguard. Des yur firm use r prvide lw emissin prducts and less txic alternatives? Alternatives t certain ingredients such as BPA (in plastics), chlrine bleach (use hydrgen perxide instead), and PVC (there are many alternatives). Envirnmental Standards Are there third party envirnmental r scial certificatins (e.g., Green Seal, EPEAT, Energy Star, Water Wise) relevant t the items? If yes, it is preferred that the prducts being purchased meet r exceed thse specificatins. Be advised, the City will require demnstrable prf such as certificatin r valid testing results. Best Value

10 The City is interested in the ttal cst f wnership r life cycle csting analysis fr the purchase f supplies. Smetimes a prduct is mre expensive up frnt but ver time will save mney in perating and maintenance csts. Fr example, an energy efficient refrigeratr may cst mre, but it will reduce perating csts, saving the City mney lng term. GREEN BUSINESS RESOURCES The fllwing resurces prvide assistance t businesses wanting t incrprate sustainability int their peratins. Many f the tls and services are free f charge. The Envirnmental Business Alliance (EB Alliance) The Envirnmental Business Alliance (EB Alliance) is a partnership between the Tacma- Pierce Cunty Chamber, Citizens fr a Healthy Bay, G Lcal, and the City f Tacma that helps Pierce Cunty businesses imprve their envirnmental perfrmance and increase their prfitability. The Alliance prvides businesses with access t resurces and infrmatin abut envirnmentally sustainable practices. The EnvirStars Prgram The missin f EnvirStars is t prvide assistance and recgnitin fr smaller businesses t reduce hazardus materials and waste thrugh a rating system. They are a cnsrtium f gvernment agencies and partnership rganizatins which have been licensed t prvide EnvirStars certificatin, a significant acclade fr small businesses seeking recgnitin fr their sustainability achievements Sustainable Energy Handbk fr Business The Sustainable Energy Handbk fr Business prvides essential tls fr energy reductin, including nn-traditinal ideas fr energy savings. Yu have t establish a Sustainable Industries accunt t access this dcument, but it is free and gives yu access t many great resurces. Evergreen Fleets f Puget Sund Evergreen Fleets assists rganizatins bth big and small in realizing lwer fleet csts, reducing emissins, imprving perating efficiency, and vluntary green certificatin fr nrad vehicles. Public and private rganizatins and vehicle fleets in the Puget Sund Area are invited t jin. EDF + Business Fleet Vehicles The EDF + Business guide presents a prven framewrk fr greening yur fleet. The Envirnmental Defense Fund is striving t imprve efficiency and cut pllutin in vehicle fleets by wrking with crprate fleets t measure and reduce greenhuse gas emissins.the strategies presented here were created by a partnership between the Envirnmental Defense Fund, a leading natinal nnprfit rganizatin, and PHH Arval, ne f the wrld s largest fleet management services prviders. Checklist fr Greening Yur Business Created by the Minnesta Pllutin Cntrl Agency, yu can use this checklist t identify which practices are best fr yur business, and strive fr as many as pssible. Yu will cnserve water and energy, and reduce yur waste streams and carbn emissins. The

11 result can be substantial cst savings, and yur custmers will be happy t hear f yur envirnmental cmmitments. Green Business Guide This guide is created by the U.S. Small Business Administratin t encurage green business practices. These days, there s a new fcus n envirnmental respnsibility, and as a small business wner, yu can make a difference t. As a green business, yu ll nt nly help prtect ur ecsystem, but yur sales culd benefit amng cnsumers wh value yur envirnmental effrts. Smart Steps t Sustainability: A Guide t Greening Yur Small Business Prduced by The Envirnmental Prtectin Agency (EPA), Smart Steps t Sustainability prvides small business wners and managers with practical advice and tls t implement sustainable and envirnmentally-preferable business practices that g beynd cmpliance. The guide ffers a framewrk t strategically green yur business and presents realistic pprtunities t imprve envirnmental perfrmance. RESPONSIBLE PURCHASING RESOURCES Respnsible Purchasing Netwrk (RPN) is an internatinal netwrk f buyers dedicated t scially respnsible and envirnmentally sustainable purchasing. Belw is a list f ec-label resurces prvided by RPN t institutinal purchasers wh are interested in cutting edge prcurement tls and resurces designed t save mney, cnserve resurces, reduce waste, and imprve efficiency. RPN is a prgram that is advised by a vluntary cmmittee f prcurement stakehlders frm gvernment, industry, educatinal institutins, standards setting rganizatins, and related rganizatins. Bidegradable Prducts Institute is an rganizatin that certifies that plastic prducts with bidegradable claims will safely break dwn in a typical cmmercial cmpsting facility. Chlrine-free Prducts Assciatin is a nnprfit rganizatin that certifies chlrine-free prducts such as cpy paper, envelpes and tissue prducts. Green Seal is a nnprfit rganizatin that sets standards fr prducts (such as janitrial cleaners, flr strippers, and paints) and certifies prducts that meet thse standards.

12 US Department f Agriculture allws use f its rganic label fr prducts meeting federal standards that address pesticide and fertilizer use and ther apprved methds used t grw, harvest and prcess fd and ther agricultural prducts. Electrnic Prducts Envirnmental Assessment Tl (EPEAT) is an independent prgram that certifies green electrnic equipment such as cmputers, mnitrs and laptps. Fair Trade USA is a label issued t cmpanies that imprt prducts such as cffee, tea, chclate, and rice, which have been manufactured and sld under fair and safe wrking cnditins. Fr a list f certified prducts: FOR ASSISTANCE AND INFORMATION Purchasing: City f Tacma: