Slides from Anastasia O'Rourke, Special Consultant, Industrial Economics, Inc., Stacey Foreman, Manager Sustainable Procurement Program, City of Portland & Holly Elwood, Senior Advisor, US EPA presented at the Sustainable Purchasing Leadership Council's 2018 Summit in Minneapolis, MN.
SPLC 2018 Summit: Strategies for specifying sustainable products services
1. Strategies for Specifying Sustainable
Products & Services
2018 SPLC Summit
May 15, 2018
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Stacey Foreman, City of Portland
Holly Elwood, US EPA
Dr. Anastasia O’Rourke, Industrial Economics, Inc.
4. WHAT
Application: Products and services
What: A meaningful requirement, evaluation criteria
or supplier attribute
Outcome: Better product or service
Aligns with agency sustainability values
Meaningful environmental, human health, or social
impact improvement over the status quo: reduced
greenhouse gases, reduced exposure to toxins,
sweatshop-free, support living wages, supplier
diversity, etc.
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6. WHERE
Solicitation Documents – Low-Bid or Proposal/Qualification-Based
Product/service specifications
Conformance based specifications, technical requirements
Performance based specifications
Scope of work, deliverables (including compliance reporting)
Future considerations
Evaluation criteria
Supplier attributes
Certifications, corporate reporting, subcontracting requirements, etc.
Contract Documents
Reflect solicitation requirements plus any negotiated outcomes or
updates
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7. Product/Service
Specifications
Product Specification Example
Cut Sheet Paper, City of Portland,Oregon
Description Min. PCW Bleaching Process
20# white bond, 92
bright, 8.5”x11”
30% PCF
20# white bond, 92
bright, 8.5”x11”
100% PCF
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8. Product/Service
Specifications
Product Specification Example
Office Furniture, City of Portland, Oregon
All furniture under this Contract shall be third-party certified as
to meeting the California Department of Public Health (CDPH)
Standard Method v1.2.-2017 (or most current), for the testing
and evaluation ofVOC emissions from indoor sources using the
office environment exposure scenario (Emission testing
method California Specification 01350). Compliance with the
CDPH standard shall be tested in accordance with ANSI/BIFMA
Standard Method M7.1-2011. Product certification must be
valid at the time a product is added to the City Standard
Furniture Catalog and be kept valid as long as the product is
provided through this Contract. Valid certification must meet
the certification requirements below and demonstrate that the
product has been tested within the past five years. The
manufacturer shall have a policy and internal protocols in place
for retesting products when major changes occur to the product
(e.g. material changes, supplier changes).
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9. Product/Service
Specifications
Scope ofWork/Deliverable Specification Example
Design-Build Services, City of Portland,OR
The selected Design-BuildContractor will be required to
develop and implement a GHG Reduction Plan for the project.
The Plan shall at minimum address: 1) Requesting product-
specific concrete Environmental Product Declaration (EPD)
forms and utilizing the concrete mix with the lowest global
warming potential (GWP) that meets performance
requirements; 2) utilizing recycled/reclaimed content warm-mix
or cold-mix asphalt in lieu of hot-mix asphalt to the extent
possible; and 3) energy efficiency and alternative fuel/energy
best practices.
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10. Product/Service
Specifications
Scope ofWork/Deliverable Specification Example
First Source Blanket Purchase Agreement, Department of
Homeland Security
The Contractor shall provide the EPEAT report on a quarterly
basis. Each quarterly report shall quantify the number of EPEAT
registered and non-EPEAT registered products purchased or
leased under this contract for the specified quarter. Not all items
must be reported. Items that must be reported include Desktop
Computers, Monitors, LaptopComputers,Televisions,
Multifunction Devices, and Printers.The information must be
reported in the template form provided at Chapter D,
Attachment 2, and submitted to the IDIQ COR and the IDIQ CO
and cc to the DHS Environmental Program Manager at ocao-
sustainabilityreports.hq.dhs.gov, no later than the 15th of the
month following the quarter being reported on. If non-EPEAT
registered products are sold and reported, a brief explanation of
procurement background or justification shall be included in the
report. An EPEAT report is not necessary if there were no
purchases for that quarter.
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11. Product/Service
Specifications
Scope ofWork Specification Example
GSA ElectronicsTake Back Guidance
The Contractor shall assess the remaining value of purchased equipment
at the end of its useful life based on its current value.The Government
may return the equipment to the Contractor and use the assessed value
to offset the purchase price of a new device.
As part of the proposal, the Contractor shall clearly identify its approach
to device end-of-life management. Unless approved by the Government
as a management option, electronic assets shall not be disposed of in a
landfill or by incineration.
For any equipment removed by the Contractor and scheduled to be
refurbished or recycled, the Contractor is required to demonstrate as part
of its management plan that those actions will be handled by a
refurbisher or recycler that is third-party certified to one of the known
electronics recycling certification programs that is used in the United
States, the Responsible Recycling Standard (R2) or the E-Stewards
Standard.
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12. Product/Service
Specifications
Future Considerations Example
EPATraining on FederalSustainable Electronics Procurement
As part of our organization’s commitment to procure, use, and
dispose of electronics sustainably, (Buyer) would like to procure
EPEAT registered servers via this contract once they become
available. The EPEAT Product Registry for EPEAT registered
servers is expected to be available to the public in June 0f 2018.
After June of 2018, the vendor shall provide EPEAT registered
servers via this contract.
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13. Product/Service
Specifications
Evaluation Criteria Example
Design Services, City of Portland,Oregon
Describe the on-going training (continuing education or
experience) key team members have received, specifically
as it relates to energy efficiency, green
building/infrastructure design and methods, material
optimization, or identifying and utilizing least-toxic and
low-carbon products and materials.
Electronics, EPA
Level of registration of product offerings that would be
provided via the contract and number of EPEAT registered
product offerings that would be available via this contract.
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15. Specification
Development
Tips
Align with agency sustainability goals, values, priorities
Seize win-win opportunities
Align with existing best practices
Third-party eco-label or social-label criteria or related
standards
SPLC guidance, case studies
Other agencies
Sector-specific networks/resources, etc.
Research availability and cost/benefit
Could conduct formal Request for Information
Consider compliance/verification mechanism
Engage stakeholders
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19. INDUSTRIAL ECONOMICS, INCORPORATED
What are ecolabels?
• Visual communication tools indicating that a product, service
or organization is environmentally preferable compared to an
equivalent
• Usually based on a set of criteria (a standard) and is verified
• Intended for consumers and purchasers to make informed
choices that encourage better environmental / sustainability
performance
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25. INDUSTRIAL ECONOMICS, INCORPORATED
Elements of an ecolabel
Logo
Main Types:
• Threshold – e.g. Tick – meets all the criteria
• Tiered – e.g. Gold, Silver, Bronze
• Rating – e.g. Scale of 1-100%
• “Nutrition” label– e.g. facts about this product
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26. INDUSTRIAL ECONOMICS, INCORPORATED
Elements of an ecolabel
Standard
• What “entity” is covered?
• Product
• Service
• Company
• Which attributes and life cycle phase?
• Single attribute, e.g. Energy efficiency
• Multi-attributes, e.g. Water, energy, and waste
• Single life cycle phase of the product, e.g. use phase
• Multiple or full life cycle phases of the product, e.g.
production, use, and end of life.
• Who created the standard and how?
• Standard Development Organization (SDO)
• Ecolabel Program
• Industry Association
• Company (in-house criteria)
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27. INDUSTRIAL ECONOMICS, INCORPORATED
Who is involved?
Certification
• Who verifies or checks that the entity
meets the standard?
• Accredited certifier (3rd party)
• Ecolabel as certifier (3rd party)
• Association (2nd party)
• Self-certified (1st party)
• What methods do they use to ensure
compliance?
• Audits
• Lab tests
• Document reviews
• Site visits
• Who accredits these certifiers?
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28. INDUSTRIAL ECONOMICS, INCORPORATED
Who is involved?
Program & Registry
Who runs the ecolabel program,
ensuring its integrity ?
• Ecolabel Program & Administrator
• Company (in house)
• No program
What type of organization are they?
• Non-profit
• For-profit
• Membership Organization / Association
• Governmental body
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29. INDUSTRIAL ECONOMICS, INCORPORATED
Reminder: Ecolabels are one tool vendors use to communicate on the
sustainability attributes of products, services and their own operations.
Yes/No or
Tiered
LCAs & EPDs
Detailed data-sheets on
life cycle performance of
product
Claims &
Marketing
Wide variety - fake
labels, marketing,
implied claims -
generally not
substantiated
Databases/
Mobile Apps
Customized information
enabled by IT solutions
Eco-Labels &
Standards
Eco-friendly!
Ratings and
Reports
Enterprise-level reporting
and/or rating tools
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34. EPA’s Recommendations of Specifications,
Standards, and Ecolabels
EPP Recommendations of
Standards & Ecolabels
Global Marketplace
400+
Public Comment and Multi-
Stakeholder Participation
1) Based on review and use by
another federal agency
(currently DOE or GSA PBS)
OR
2) Pilot assessment per multi-
stakeholder developed
EPP GUIDELINES
Leveling the Playing Field & Bringing Clarity to the Marketplace
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35. Guidelines for Assessing Environmental
Performance Standards and Ecolabels
Standards development processSection I
Effectiveness in addressing human and environmental healthSection II
Conformity assessment proceduresSection III
Ecolabel program managementSection IV
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36. 2016 Pilot in Flooring, Furniture, and
Paints/Coatings
• Approximately 20 organizations submitted ~50 standards/ecolabels for
assessment
• Standards and ecolabels assessed varied greatly by:
- Scope:
1. Component (textiles)
2. Finished product (NSF 140-Carpet)
3. Multiple product types (Cradle to Cradle)
4. Multi-impact/lifecycle stage and single-impact/lifecycle stage
- Conformity assessment approach:
1. Single required conformity assessment body (GreenSeal)
2. Cadre of Accredited or Approved Conformity Assessment Bodies (BIFMA)
3. Any conformity assessment body, or self certification
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38. Product Categories in EPA Recommendations
Cafeteria
• Take-out Service: Containers, Cutlery, Dishware
• Commercial Dishwasher Detergent
Construction
• Adhesives
• Carpet
• Ceiling Tiles-Acoustical
• Fiberboard, Gypsum Panels, and Wallboard
• Flooring
• Insulation
• Interior Latex Paint
Office/Furniture
• Copy Paper
• Furniture
Custodial
• Cleaners: Carpet, Glass, Multipurpose
• Floor Care
• Hand Soap
• Toilet Tissue
• Towels – paper
• Wastebasket Liners (24” x 33” or smaller)
Electronics
• Computers
• Imaging Equipment
• Mobile Phones
• TVs
Grounds/Landscaping
• Deicer 38
39. Screenshot of EPA’s Recommendations
• Cleaners…
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CLEANERS: Carpet, Glass and Multipurpose
Products shall meet: Recommended Standard or Ecolabel Notes
The applicable statutory
requirement:
BioPreferred®
For specific requirements, go to GSA’s
Green Procurement Compilation.
AND either the applicable EPA
program OR one of the private
sector standards/ ecolabels:
Applicable EPA Program: Safer Choice
Private Sector Standards and Ecolabels:
• Green SealTM
37 Standard for Cleaning Products
for Industrial and Institutional Use3
• Ecologo/UL 2759 Standard for Hard Surface
Cleaners3
40. Current Focus for EPA Recommendations
• Getting the Word Out – encouraging and facilitating use of
the Recommendations by federal procurement officials
• Documenting Use – By whom? For which Procurements?
• Sharing Assessment Tools - making EPA’s Guidelines and
methodology available for others to use in developing and
assessing environmentally sustainable standards and
ecolabels.
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41. Additional
Resources:
• EPA’s Recommendations of
Specifications, Standards, and
Ecolabels for Federal Purchasing
• EPA’s “Sustainable Marketplace:
Greener Products & Services”:
http://www.epa.gov/greenerproducts
• GSA’s Green Procurement Compilation:
https://sftool.gov/greenprocurement
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42. 42
A transparent, fair, and independent service which assesses and publicly
recommends credible sustainability standards, certifications, and labels using a
rigorous methodology developed through nearly 10 years of multi-stakeholder
input, including EPA Guidance.
43. SUSTAIN: Components
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1) Evaluation of sustainability standards, certifications, and labels.
2) Publication of sustainability standards, certifications, and label recommendations.
3) Provision of recommendation data for integration into ERPs, catalogs, etc.
4) Education about how to use the recommendations in ways that prioritize impact.
Recommendations will tie-into SPLC’s other programs, such as Guidance, BENCHMARK, etc.
5) Intelligence on the use of sustainability standards, certifications, and labels.
2) Publication of sustainability standards, certifications, and label recommendations.
45. EXERCISE AND WORKSHEET
City of LaLaLand
- Scenario: Buy {CATEGORY – STACEY TO DECIDE} within 2 months, new Sust’y initiative in their City, you have time to
have something to put together; contract will be in place for a number of years.
- Task to ultimately draft specifications
- Handout – 2 Page SPLC Guidance: FOR THAT CATEGORY
- Action Items & Steps in Worksheets, Boxes {STACEY TO FILL OUT}
- Who are you buying this for and what are their needs?
- Stakeholder – who do you need to work with
- Which ecolabels and why
- Other non-ecolabel requirements
- Keep door open for innovation, options.
- Know your contract refresh/renewal cycle
- Questions:
- What could you do to make this compressed? If pressed for time, what are the key steps.
- Circle or star next to the steps you could take if you didn’t have time. e.g. half a day.
- “Who you gonna call”?
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