Purchasing Procedures
CITY OF FORTUNA
ENVIRONMENTALLY PREFERABLE PROCUREMENT POLICY
Policy Number:
Authority:
Effective:
Revised:
Reviewed:
Initiating Dept:
1. PURPOSE
In a statewide effort to reduce emissions of short-lived climate pollutants, Senate Bill 1383, Short-lived Climate Pollutants (SLCP): Organic Waste Reductions, was signed into law in 2016 and went into effect on January 1, 2022. Senate Bill 1383 Regulatory Text, as contained in 14 CCR Division 7, Chapter 12, Article 12, requires the City of Fortuna (City) to purchase recycled-content paper products; and procure recovered organic waste products to support organic waste disposal reduction targets and increase markets for products made from recycled and recovered organic waste materials. AB 661 (2022) expanded the products in Section 12209 of the Public Contract Code to include recycled content minimums for janitorial paper products.
Therefore, it is the goal of the City to utilize its purchasing power to offer goods and services with better environmental performance, and to procure products and services from manufacturers and suppliers that demonstrate a high level of environmental responsibility.
By incorporating environmental considerations into public purchasing, the City intends to reduce impacts to human health and the environment, reduce its carbon footprint, remove unnecessary hazards from its operations, reduce costs and liabilities, and improve the environmental quality of the region.
This Policy will guide the City’s efforts to procure environmentally sustainable products and services. While not all of these guidelines will be feasible in every procurement of goods and services, the City will make a good faith effort to incorporate these guidelines to the maximum extent possible in its procurement decisions.
This Policy could be considered for purchasing and contracting in support of the operation and management of all City-owned buildings and facilities as well as their components, systems, operations and materials; and for all City programs, events, contractors, and grantees.
2. GENERAL POLICY
It is the policy of the City to reduce the environmental impact of its purchases by addressing:
a. Product content: all paper products including but not limited to the following, must consist of the specified minimum post-consumer recycled content, by weight, as defined in Section 12209 of the Public Contract Code.
Product Category Product Type Minimum Postconsumer
Recycled Content
Office Supplies File folders, envelopes,
index cards, cartons,
wrapping, packaging,
corrugated boxes
30%
Writing and printing papers Copy, xerographic,
watermark, cotton fiber,
offset, note pads, printer,
Purchasing Procedures
CITY OF FORTUNA
ENVIRONMENTALLY PREFERABLE PROCUREMENT POLICY
Policy Number:
Authority:
Effective:
Revised:
Reviewed:
Initiating Dept:
other uncoated writing
papers
Printed materials Calendars, brochures,
reports, magazines,
publications, posters,
newsprint, book paper,
forms
Janitorial supplies Toilet paper 45%
Paper towels, general
purpose paper wipers
40%
Toilet seat covers, facial
tissue
30%
Foodservice ware Napkins, plates, bowls, food
trays, takeout boxes,
placemats
40%
Other All other paper products 30%
b. Ensure that specifications and performance standards for goods and services do not require the use of products made from virgin materials nor specifically exclude the use of environmentally preferable products.
c. Replace disposables with re-usable, recyclable, or compostable goods. d. Avoid hazardous materials that have the potential to be persistent, bioaccumulative and/or toxic (PBT). Consider impacts and threats of harm to human health and/or the environment. e. Require manufacturers and their suppliers to disclose to the City the material content of their products.
3. EXTENDED PRODUCER RESPONSIBILITY
a. Include product specifications that address:
i. Durability and minimization of waste in the product design, materials content, manufacturing processes, packaging, distribution, and end-of-life management. Formerly referred to as the proposed Climate Action Plan Areas of consideration include the use of Purchasing Procedures
CITY OF FORTUNA
ENVIRONMENTALLY PREFERABLE PROCUREMENT POLICY
Policy Number:
Authority:
Effective:
Revised:
Reviewed:
Initiating Dept:
virgin material, water, energy, hazardous substances, product longevity, recycled content, recyclability, and product takeback.
ii. Free or low-cost product takeback services (e.g.; collection, recycling, remanufacturing, and proper disposal of their products).
iii. Documentation that products previously purchased or leased are in fact reused, recycled, or otherwise safely managed at the end of their useful lives. b. Purchase products that minimize greenhouse gas emissions over the entire product lifecycle. c. Participate in industry-financed recycling programs.
4. ENVIRONMENTAL PRODUCT STANDARDS
Procure environmentally preferable goods and services that meet environmental product standards established by governmental or other widely recognized authorities, including Short-lived Climate Pollutants (SLCP):
Organic Waste Reduction Regulations. Examples include the Green Seal 37 standard for janitorial products, EPEAT for IT equipment, GreenGuard for furniture, and SLCP Regulation-eligible compost and mulch. The standards should be:
a. Developed and awarded by an impartial third-party;
b. Developed in a public, transparent, and broad stakeholder process; and c. Represent specific and meaningful criteria for that product or service category.
5. OTHER ENVIRONMENTAL FACTORS
Integrate environmental factors into the City’s purchasing decisions if external authorities have not established standards. Examples include, but are not limited to:
a. Purchase fleet vehicles that provide the best available fuel efficiency and net reduction in vehicle fleet emissions;
b. Evaluate, as appropriate, the environmental performance of vendors in providing products and services;
6. IMPLEMENTATION GUIDELINES
The City Manager shall ensure the development and maintenance of implementation guidelines that provide sufficient direction and clarity to Departments in order for Departments to carry out this Policy in an efficient and accountable manner. Specifically, the Departments shall:
a. The Finance Department will provide a list of the most commonly purchased products and nonprofessional services.
Purchasing Procedures
CITY OF FORTUNA
ENVIRONMENTALLY PREFERABLE PROCUREMENT POLICY
Policy Number:
Authority:
Effective:
Revised:
Reviewed:
Initiating Dept:
b. Prior to preparing specifications for any product or non-professional service, conduct an evaluation based on the twelve Environmentally Preferred characteristics listed in Exhibit 2. c. Transmit evaluation results to the Finance Department along with specifications. If an Environmentally Preferred product and/or service is or is not selected for use, the form in Exhibit 1 needs to be provided. d. The Finance Department will compile data on the purchase of products and non-professional services that meet the Environmentally Preferred Purchasing Criteria. e. This data will be included in an annual report to the City Council as evidence of implementation of this policy, and will include quantities, costs, and types of recycled and other Environmentally Preferable products and non-professional services purchased, and a summary of any savings achieved through the purchase of recycled and other Environmentally Preferable products and non-professional services.
7. DEFINITIONS
The following terms shall have the assigned definitions for all purposes under this Policy:
Environmentally Sustainable Products and Services means products and services that comply with SLCP Regulations or those which have a lesser or reduced negative effect on human health and the environment when compared with competing products that serve the same purpose. In comparing products and services, the City should consider raw materials acquisition, production, manufacturing, packaging, distribution, operation, maintenance, reuse, disposal of products, end of life management, or service delivery. Specifically, factors that should be considered when determining that a product or service has environmentally preferable attributes include, but are not limited to:
• Minimization of virgin material used in product or service life cycle; • Maximization of recycled materials used in product or service life cycle; • Life cycle analysis of products and services;
• Reuse of existing products or materials in product or service life cycle; • Recyclability, biodegradability, and compostability of product; • Minimization of packaging;
• Minimization of greenhouse gas emissions;
• Water, energy, and fuel efficiency;
• Toxicity reduction or elimination;
• Durability and maintenance requirements; and
• Ultimate disposal of the product.
Persistent, bioaccumulative, or toxic (PBT) means chemicals that are toxic, persist in the environment, bioaccumulate in food chains, and pose risks to human health and ecosystems. PBTs transfer easily between air, water, and land, remain in the environment for long periods of time, are not readily destroyed, and build up or accumulate in body tissue.
Purchasing Procedures
CITY OF FORTUNA
ENVIRONMENTALLY PREFERABLE PROCUREMENT POLICY
Policy Number:
Authority:
Effective:
Revised:
Reviewed:
Initiating Dept:
EXHIBIT 1
Environmentally Preferable Purchasing Procurement Justification Form Product/Service: __________________________________________________ Please check all that apply:
I have considered the Environmentally Preferable Purchasing guidelines and procedures as outlined in the Environmentally Preferable Procurement Policy (EPPP) and have searched for product or service options that meet them.
Compliance with the EPPP was not attainable for this purchase because:
Product or service is not available within a reasonable period of time. (Date needed: _____ Date available: ____ )
Product or service fails to meet a performance standard in the specifications.
Specifically: _____________________________________________________ ________________________________________________________________ ________________________________________________________________ Product or service is not available, or is not available from two or more sources. Product or service was only available at an unreasonable price.
Price of EPP product or service: ___________________________________ Price of non-compliant product or service: ___________________________ Compliance would conflict with state or federal law requiring that: ______________ Signature of Purchaser Printed Name of Purchaser
Date
Purchasing Procedures
CITY OF FORTUNA
ENVIRONMENTALLY PREFERABLE PROCUREMENT POLICY
Policy Number:
Authority:
Effective:
Revised:
Reviewed:
Initiating Dept:
EXHIBIT 2
Evaluation Checklist
Purchasing Procedures
CITY OF FORTUNA
ENVIRONMENTALLY PREFERABLE PROCUREMENT POLICY
Policy Number:
Authority:
Effective:
Revised:
Reviewed:
Initiating Dept: