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°s GA�ps COUNCIL AGENDA REPORT
DATE: NOVEMBER 15, 2012
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
MEETING DATE: 12/03/12
ITEM NO: oZ
SUBJECT: UPDATE TO THE TOWN'S PURCHASING MANUAL TO INCLUDE
POLICIES AND GUIDELINES FOR THE PURCHASE OF
ENVIRONMENTALLY PREFERRED PRODUCTS AND SERVICES
RECOMMENDATION:
Update to the Town's Purchasing Manual to include policies and guidelines for the purchase of
environmentally preferred products and services.
BACKGROUND:
Current Town policies for the purchase and use of recycled or other environmentally sustainable
products are set forth in the Town's Administrative Manual (Guidelines for Recycled Product
Procurement, adopted in 1991) and the Town's Purchasing Manual (Green Procurement,
Section 5c) (Attachment 1). In order for the Town to retain its Santa Clara County Green
Business Certification, the Town is required to adopt an Environmentally Preferred Procurement
(EPP) policy, which includes banning the purchase and use of Expanded Polystyrene (EPS)
products (commercially known as Styrofoam) by the Town, as well as at any Town sponsored or
co- sponsored events.
In addition to meeting the requirements for Green Business Certification, adoption of the EPP
(with the EPS ban) will help meet the requirements of the Town's Short Term Trash Load
Reduction Plan, which is a component of the California Regional Water Quality Control Board's
Municipal Regional Permit.
Adoption of this policy is also consistent with the Town's recently approved Sustainability Plan.
PREPARED BY: TODD CAPURSO
Director or Parks and Public Works
Reviewed by: Assistant Town Manager Town Attorney Finance
N:\PPW\MANAGEMENT \COUNCIL \COUNCIL REPORTS\2012 Reports \120312 \120312 Environmentally Preferred Products and Seivices.doc
PAGE 2
NOVEMBER 15, 2012
MAYOR AND TOWN COUNCIL
SUBJECT: UPDATE TO THE TOWN'S PURCHASING MANUAL TO INCLUDE POLICIES
AND GUIDELINES FOR THE PURCHASE OF ENVIRONMENTALLY PREFERRED
PRODUCTS AND SERVICES
DISCUSSION:
This EPP policy is intended to be recognized by all Town departments, boards and commissions,
and pertains to any business conducted by employees on behalf of the Town, and any sponsored
or co- sponsored event on Town property. In conjunction with this policy, the Town will be
developing guidelines to assist coordinators of meetings and events sponsored or co- sponsored
by the Town to operate as zero - waste, defined as at least an 85% solid waste diversion rate at
each meeting and event. These guidelines and goals will be specifically addressed in a separate
document. As the Town moves to incorporate more environmentally preferred methods of
purchasing into its routine operations, it will make a concerted effort to positively impact human
health and the environment, in addition to reducing costs.
At this time, staff recommends the Town's Purchasing Manual be amended to include the
following guidelines and requirements:
• Consider "Life -cycle costing" of products and services purchased.
• Consider the proximity of a service or vendor.
• Request submission of sustainability practices as a component of any Town issued RFQ
or RFP.
• Purchase products that meet minimum requirements of post- consumer recycled content.
• Encourage the purchase and use of low toxic cleaning products.
• Prohibit the purchase and use of food and beverage products containing Expanded
Polystyrene (EPS) also known as Styrofoam.
• Prohibit the purchase of individual water bottles for use at Town meetings or events,
unless otherwise dictated by County health regulations, such as at a large Town
sponsored community event.
As this policy update is implemented, it will require all Town departments to review their
existing product and service specifications, and make adjustments as appropriate to regularly
purchase items and services that fit within the guidelines provided in the policy. A guide will be
provided to each department that gives specific suggestions of products regularly purchased by
all Town departments in an effort to facilitate purchasing environmentally preferred products. In
addition, purchasers will have the liberty to choose other items not on the suggestion guide,
given that the items adhere to the guidelines set forth by the general Town Purchasing Policy and
Procedure Manual, including those guidelines outlined in section 5 (c) regarding environmentally
preferred procurement. Ongoing review will be necessary to ensure that the purchasing practices
remain cost effective and environmentally sustainable.
PAGE 3
NOVEMBER 15, 2012
MAYOR AND TOWN COUNCIL
SUBJECT: UPDATE TO THE TOWN'S PURCHASING MANUAL TO INCLUDE POLICIES
AND GUIDELINES FOR THE PURCHASE OF ENVIRONMENTALLY PREFERRED
PRODUCTS AND SERVICES
CONCLUSION:
Staff recommends that the current Town of Los Gatos Purchasing Manual be updated to include
policies and guidelines for purchasing environmentally preferred products and services.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
It is anticipated that some minor reduction in costs should be achieved through the
implementation of this policy by reducing non - recyclable purchases (such as single purpose
water bottles.) This will be reflected in each departments' operating budget.
Attachments:
1. Town's Purchasing Manual (Section 5c)
THIS PAGE
INTENTIONALLY
LEFT BLANK
Town of Los Gatos
Purchasing Manual
Section 5 (c)
c) Green DroG rmen Environmentally Preferred Procurement
Whenever possible, goods and services that are proven to be ecologically sound,
healthy, energy resource- efficient, renewable, reusable, highly durable, and /or
have recycled content should be considered for purchase to support
enviFGnmentally friendly 9F "green" initiatives the Town's current sustainability
�+ TGVTf— IT'TfCTC1 RY
goals and initiatives. €samples 9f inh nr d Gt6m i ir�odude but are rE)t limi�� tea
te� alternative fuel veh Gies, FeGyGlable, and/Gr biodegradable may '
predUGtS made eut of reGyGled materials, and low emission paints, and native
The Town shall identify and purchase the most
environmentally responsible products and services that are available for the
intended purpose and that meet performance and budget requirements. Factors
that should be considered when determining the environmentally preferable good
or service include, but are not limited to:
1) "Life cycle costing," which takes into account long -term cost savings from
resource efficient products.
2) Percentage of post - consumer recovered material available in the product
or service life cycle.
3) Environmental cost of entire product or service life cycle.
4) Reuse of existing products or materials in product or service life cycle.
5) Recyclability of product.
6) Minimization of packaging.
7) Reduction of energy /water consumption.
8) Toxicity reduction or elimination.
9) Elimination of uncertified hardwoods in product or service life cycle.
10) Durability and maintenance requirements.
11) Ultimate disposal of the product.
12) Proximity of service or product vendor /manufacturer.
13) Product standards established by governmental or other widely
recognized authorities. Examples include ENERGY STAR, Green Seal 37
standard for janitorial products, EPEAT for lT equipment, and GreenGuard
for furniture.
Page 1 of 2
Attachment 1
Town of Los Gatos
Purchasing. Manual
Section.5 (c)
Below are a combination of specific guidelines for making purchases on behalf of the
Town as required by local agencies and certifications such as the Bay Area Green
Business Certification Program, the Town Operations Measures of the Los Gatos
Sustainability Plan, and the storm water trash load reduction plan:
1) A minimum 30% postconsumer recycled content for copier paper is
required.
2) A minimum of 35% postconsumer recycled content for paper towels is
required.
3) Bathroom tissue and toilet seat covers must contain postconsumer
recycled content.
4) Plastic garbage bags must contain a minimum of 10% postconsumer
recycled content by weight, or at least 30% of the weight of material used
by the manufacturer in all plastic products must be postconsumer recycled
plastic.
5) All cleaning products must be "green" according the standards set forth by
Green Seal, an independent non - profit providing science- based,
transparent certification standards recognized by the US Federal
Government, and other Government agencies. Standards and a list of
approved products may be obtained at: www.,qreenseal.com.
6) Beverage and food service items in break areas, at meetings, and other
internal or town sponsored events shall be reusable, recyclable, or
compostable products.
7) Purchasing beverage and food service products made with expanded
polystyrene (EPS), known as StyrofoamTM, is prohibited.
8) Purchasing individual water bottles for employees or guests is not
permitted unless otherwise dictated by County Health permit standards for
Town sponsored community events.
9) When requesting proposals or applications for contract, professional
service agreements, or grants, request information about the sustainability
practices of the organization, and use such information as a partial basis
for proposal evaluations.
Page 2 of 2
Town of Los Gatos
Purchasing Manual
Section 5 (c)
c) Green, °NoGufenwM Environmentally Preferred Procurement
Whenever possible, goods and services that are proven to be ecologically sound,
healthy, energy resource- efficient, renewable, reusable, highly durable, and /or
have recycled content should be considered for purchase to support
nnvirnnmo itally friendly or "green" initiatives. the Town's current sustainability
goals and initiatives. Examples Of SUGh prodUGtS mayin^lude but are not limi +or!
to: alternative fuel veh , dUGtS, or
purposes, pFedur.ts made out of reGyGled materials, and low emission paints, and native
plants for landSGaping The Town shall identify and purchase the most
environmentally responsible products and services that are available for the
intended purpose and that meet performance and budget requirements. Factors
that should be considered when determining the environmentally preferable good
or service include, but are not limited to:
1) "Life cycle costing," which takes into account long -term cost savings from
resource efficient products.
2) Percentage of post - consumer recovered material available in the product
or service life cycle.
3) Environmental cost of entire product or service life cycle.
4) Reuse of existing products or materials in product or service life cycle.
5) Recyclability of product.
6) Minimization of packaging.
7) Reduction of energy /water consumption.
8) Toxicity reduction or elimination.
9) Elimination of uncertified hardwoods in product or service life cycle.
10) Durability and maintenance requirements.
11) Ultimate disposal of the product.
12)Proximity of service or product vendor /manufacturer.
13) Product standards established by governmental or other widely
recognized authorities. Examples include ENERGY STAR, Green Seal 37
standard for janitorial products, EPEAT for IT equipment, and Green Guard
for furniture.
Page 1 of 2
Attachment 1
Town of Los Gatos
Purchasing Manual
Section 5 (c)
Below are a combination of specific guidelines for making purchases on behalf of the
Town as required by local agencies and certifications such as the Bay Area Green
Business Certification Program, the Town Operations Measures of the Los Gatos
Sustainability Plan, and the storm water trash load reduction plan:
1) A minimum 30% postconsumer recycled content for copier paper is
required.
2) A minimum of 35% postconsumer recycled content for paper towels is
required.
3) Bathroom tissue and toilet seat covers must contain postconsumer
recycled content.
4) Plastic garbage bags must contain a minimum of 10% postconsumer
recycled content by weight, or at least 30% of the weight of material used
by the manufacturer in all plastic products must be postconsumer recycled
plastic.
5) All cleaning products must be "green" according the standards set forth by
Green Seal, an independent non - profit providing science - based,
transparent certification standards recognized by the US Federal
Government, and other Government agencies. Standards and a list of
approved products may be obtained at: www.greenseal.com.
6) Beverage and food service items in break areas, at meetings, and other
internal or town sponsored events shall be reusable, recyclable, or
compostable products.
7) Purchasing beverage and food service products made with expanded
polystyrene (FPS), known as StyrofoamTM, is prohibited.
8) Purchasing individual water bottles for employees or guests is not
permitted unless otherwise dictated by County Health permit standards for
Town sponsored community events.
9) When requesting proposals or applications for contract, professional
service agreements, or grants, request information about the sustainability
practices of the organization, and use such information as a partial basis
for proposal evaluations.
Page 2 of 2