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Steps for EPP Purchases

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Title: Steps for EPP Purchases


1
Steps for EPP Purchases
  • Do research on the product identify benefits and
    price
  • Run through chain of commandbring to supervisor
  • Who interacts with or uses the product or
    productscould develop advisory council. Include
    council/committee/school board members who can
    also serve as advocates
  • Could bring to workshop (informal, non-voting)
    meeting of governing body/school board identify
    options and benefits
  • Could follow up with development of a formal
    policy.

2
Market Research
  • Explore databases to become familiar with the
    environmental or health issues raised for various
    productssee handout
  • Explore GSA Environmental Products and Services
    Guide, at http//www.gsa.gov/gsa/cm_attachments/GS
    A_DOCUMENT/2003_4_epsg_optB(final20web20version2
    )_R2OP1-z_0Z5RDZ-i34K-pR.pdf for an overview of
    products
  • Dont have timecontact your local state higher
    education institution to hire an intern to do
    research and facilitate coordination with vendors
  • Determine how the environmental aspects of
    products can relate to the needs of the
    contracting unite.g. for longevity, reduced
    waste costs, health and safety of employees and
    others served
  • Sign up for EPPNet through Northeast Recycling
    Council http//www.nerc.org/eppnet.html use an
    inquiry to the distribution list to get
    information on product attributes and experience
    of others with the products

3
Market Research (continued)
  • Utilize Request for Information (RFI) to find out
    about product attributes
  • Include questions about environmental aspects of
    the product or serviceuse info from databases or
    specifications
  • Ask suppliers what they can do, look at trends in
    products
  • Can always use the state contractsobviates
    bidding requirement. Recycled and EPP products
    guide to NJ contracts www.state.nj.us/treasury/pur
    chase/recyclecontent.shtml
  • Determine the availability of EPP
    productsobviates need for making EPP product
    compete against non-EPP
  • Ask supplier where they are getting the product
    from, examine their dealings with the factory
    (helps determine whether product will remain
    available)
  • Consider used or refurbished itemsagain,
    consider availability

4
Market Research (continued)
  • Do analysis of life of product
  • If a product can be expected to operate over a
    long life, buying a unit based only on its
    initial cost is uneconomical and foolishneed to
    incorporate the costs to operate and maintain the
    product
  • Likewise, buying a product only on its initial
    price can be uneconomical, if a higher priced
    product exists which will last substantially
    longer and/or reduce maintenance and operation
    costs
  • For exampledesire for benches which would last
    longer, and require less maintenance led to
    plastic lumber
  • Same with railroad tieselevated tracks made
    replacement hard needed very long-lasting
    tiesplastic lumber
  • SWPG creating database of real-life users

5
Basic Environmental Criteria for overall quality
of product or service
  • Less hazardous to human health or in terms of
    lower toxic content, e.g. mercury
  • Low Volatile Organic Compounds (VOCs) (see
    glossary)
  • Conserves resources, including energy, water,
    paper, other resources
  • Recycled content
  • Durability/easier or cheaper to maintain
  • End of Life Management/Less Waste
  • Environmental Consequences reduced air
    pollution or climate change impacts

6
Creating SpecificationsProduct-Specific Clauses
  • Two sources
  • Objective, non-proprietary standardse.g. third
    party certifications/industry performance
    standards (ASTM, IST, etc.)
  • Written specifications designed to ensure quality
    comparable to virgin productse.g. paper
  • EPA specifications and contract language found at
    http//yosemite1.epa.gov/oppt/eppstand2.nsf/Pages/
    Contracts.html?Open
  • Other standards and specifications listed in
    resource guide
  • Eliminate any exclusion of recovered materials
    and any requirement that items be manufactured
    from virgin materialsallows reused items or
    recycled items

7
Using SpecificationsAsking for More
  • Specify refillable, returnable or recyclable
    packaging, or no packaging
  • Require vendors to report your environmental
    purchases on a quarterly or annual basisto
    assist in your own tracking
  • Include requirement that successful vendor
    provide certain quantity of samples for, e.g.
    garbage bags also certain quantity of samples to
    be retained as control sample contract
    invalidated if performance is not adequate

8
Plan for Contract Administration (Use standard
contract wisdom)
  • As with any purchase, the contract does not end
    with the awardespecially with an ongoing
    contract, must build in monitoring
  • Requirement for notification if any deviation
    from original products suppliedhow does the
    change still meet the original specifications
  • Watch for changes in invoicing, unit of
    measurement, packaging, etc. Could be
    substitution of products.
  • Periodic testing (especially with chemicals)

9
Summary of Approach
  • Combine the use of objective standards or
    benchmarks from model specifications with normal
    contract management wisdom/practices

10
Cooperative Purchasing
  • A Cooperative Pricing System involves two or more
    participating contracting units that have agreed
    to join together for provision and performance of
    goods and services, including the purchase of
    energy
  • A Regional Cooperative Pricing is composed of 2
    or more cooperative pricing systems
  • Allows greater purchasing power and potentially
    reduced prices for EPP products
  • Cooperative pricing system and joint purchase
    agreements are required to be registered with the
    Division of Local Government Services, DCA

11
Legal Requirements for New Jersey State and Local
Contracting Units
  • Fed. Exec. Order 13101 if you receive moneymay
    be only to extent of use of that money (discussed
    below)
  • State Executive Order 91
  • State Recycling Law

12
Executive Order 13101
  • Under Section 6002 of the Resource Conservation
    and Recovery Act (RCRA) and Presidential
    Executive Order 13101, any state or local agency
    meeting all of the following three criteria is
    subject to federal guidelines which require the
    agency to buy certain products with recycled
    content
  • The product being purchased has been designated
    by the Environmental Protection Agency (EPA) as a
    product that must contain recycled content and
  • More than 10,000 is spent in the preceding year
    on the designated product and
  • At least part of the monies spent on that product
    are appropriated with federal funds.
  • From the Solid Waste Management Coordinating
    Board, which serves six counties in Minnesota
    www.swmcb.org/EPPG/App_A.asp

13
Executive Order 91
  • Applies to state agencies and instrumentalities
    probably not directly applicable to local
    governments and school districts
  • Deals with purchase of products with percentage
    of recycled content
  • Requires program coordinator
  • Requires contracts which support use of specified
    recycled materials
  • Not well enforced
  • Draft new order would bring into line with
    Executive Order 13101 and require EPP
    considerations as well as recycled content.
  • Requires purchase of following where
    competitively priced, i.e. usually within 10 of
    virgin counterpart
  • Recycled paper products of comparable quality,
    when purchase is competitive
  • Compost, mulch, other soil amendments from
    recycled sources
  • Re-refined motor oil
  • Retreaded, remolded or remanufactured tires
  • Other assorted recycled building/construction
    materials

14
New Jersey Recycling Act
  • Enables the Department of Treasury to review and
    modify bid specifications to encourage maximum
    purchase of recycled paper/non-paper recycled
    products. NJSA 131E-99.24
  • Directs the Department of Treasury to make
    contracts available to state agencies, counties,
    municipalities, or school districts for
    competitively priced recycled paper
    products/other recycled products. NJSA
    131E-99.25 NJSA 131E-99.27a.
  • Directs the Division of Local Government Services
    in DCA to permit cooperative purchase of recycled
    paper products and cooperative marketing of
    recyclable materials by school districts or
    counties, municipalities or authorities. NJSA
    131E-99.26. Cf. NJSA 40A11-5(1)(aa).
  • Sets numerical goals for purchase of recycled
    paper products by the State. NJSA 131E-99.27.
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