United States
Pollution Prevention
and Toxics
EPA742-R-98-002
August 1998
Environmentally Preferable Purchasing Program
A Case Study of
Massachusetts' Enviro
Purchasing Program
-Tinted on paper that contains at least;
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Environmentally Preferable
Purchasing Program
Environmentally preferable purchasing ensures that
environmental considerations are included in purchasing
decisions, along with traditional factors such as product
price and performance. The EPP program provides guid-
ance for federal agencies to facilitate purchases of
goods and services that pose fewer burdens on the
environment.
For more information contact:
Pollution Prevention Information Clearinghouse (PPIC)
Phone: 202 260-1023
E-mail: ppic@epa.gov
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Foreword
The U.S. Environmental Protection Agency (EPA) recognizes that environ-
mentally preferable purchasing is a dynamic concept that, depending on the
product category, will not necessarily be implemented in the same manner
from agency to agency or even within a specific agency. In order to demonstrate
some of the ways environmentally preferable purchasing principles are currently
being applied, EPA is documenting examples of environmental purchasing efforts
undertaken by Executive agencies, state and local governments, and the private sec-
tor.
The Commonwealth of Massachusetts' environmental purchasing program is
one of these efforts. This case study describes how Massachusetts incorporated
environmental attributes into its purchasing process and how it spread the word to
Commonwealth purchasers about the importance of buying environmental prod-
ucts. This case study illustrates how collaborating with other agencies and
emphasizing education and outreach can result in a successful environmental pur-
chasing program. We hope the lessons and insights documented in this case study
will help you and your organization as you begin incorporating environmental
preferability into your purchasing decisions.
Purchasing in Perspective
The federal government purchases more than $200 billion worth of goods
and services each year.
State and local governments combined purchase more than $1 trillion
worth of goods and services per year, according to Governing magazine's
Sourcebook 1997.
The Commonwealth of Massachusetts purchases more than $300 million
worth of commodities each year.
Foreword
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EPA's Environmentally Preferable Guidance
EPA identified seven guiding principles to help federal agencies incorporate
environmental preferability into their procurement practices. The following princi-
ples were proposed in the Federal Register (FR) in EPA's "Guidance on Acquisition
of Environmentally Preferable Products and Services" (60 FR 50722):
1. Consideration of environmental preferability should begin early in the acquisi-
tion process and be rooted in the ethic of pollution prevention, which strives to
eliminate or reduce, up front, potential risks to human health and the environ-
ment.
2. A product or service's environmental preferability is a function of multiple
attributes.
3. Environmental preferability should reflect the lifecycle considerations of prod-
ucts and services to the extent feasible.
4. Environmental preferability should consider the scale (e.g., global versus local)
and temporal reversibility aspects of a product or service's impact.
5. Environmental preferability should be tailored to local conditions where
appropriate.
6. The environmental objectives of products or services should be a factor or sub-
factor in competition among vendors, when appropriate.
7. Agencies need to examine product attribute claims carefully.
ii + Foreword
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Contents
Foreword i
Introduction 1
Putting Environmental Purchasing Into Action 3
Procurement Reform and Its Impact on Environmental Purchasing 10
Measuring Success 11
Questions for the Future 12
Helpful Tips From Massachusetts' Experience 14
Opportunities for Growth 15
For More Information . .16
Contents + iii
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Introduction
A state government can significantly affect the kinds of products and services
diat are supplied through its large, influential purchasing power. The
Commonwealth of Massachusetts, which purchases more than $300 million
in commodities each year, opted to help the environment through its purchasing
practices. Rather than simply awarding contracts to the lowest bidders,
Massachusetts has taken a proactive stance toward purchasing and now incorporates
environmental considerations into its purchasing decisions.
Massachusetts is one of the first states to go beyond a buy-recycled program by
incorporating various other innovative environmental practices into its procure-
ments, such as awarding points to bidders and vendors who meet specific
environmental criteria. Since 1988, when Massachusetts first established its environ-
mental purchasing program, the Commonwealth has devoted more of its resources
each year to the procurement of environmentally preferable goods. In fact, in fiscal
year 1997, the Commonwealth spent $34 million on dozens of products with envi-
ronmental attributes, and in many cases, these products were less expensive than
their conventional counterparts.
Traditionally, environmental purchasing programs are managed by state environ-
mental officials who try to work with procurement departments to ensure that
environmental attributes are incorporated in their specifications. Due to differing
goals and distance between offices, however, this relationship has often been
problematic for some states. Consequently, Massachusetts decided to try a different
approach. Through funding provided by environmental agencies, the Operational
Services Division (OSD), the central purchasing agency for the state, hired two staff
members to work solely on environmental issues. These individuals, who are con-
sidered part of OSD's staff, attend procurement meetings and play a central role in
writing specifications for statewide contracts. This unique approach has enabled the
purchasing office to rely more on its own resources, communicate more effectively
within the office, and produce the resulting environmental success.
Massachusetts' experience with this program provides useful tips for states,
government agencies, and other organizations interested in applying EPA's guiding
principles for environmental purchasing. This case study documents the lessons
learned by Massachusetts about environmental procurement, including the need to
do the following:
• Collaborate with other agencies that can contribute necessary skills and
valuable perspective to the project.
• Interact directly with purchasers and utilize brochures, fact sheets, and
other informational materials.
Introduction
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Educate purchasers and end-users about environmentally preferable prod-
ucts rather than simply requiring them to buy the products.
Make products with environmental attributes more easily accessible to
purchasers.
Be patient and persistent.
This case study provides background information
on the Commonwealth's environmental purchasing
program, an overview of the program and its suc-
cesses, and a discussion of the challenges and
opportunities Massachusetts is likely to encounter
when it expands the program in the future.
Information was obtained by conducting interviews
with several key officials responsible for imple-
menting the Commonwealth's program and by
consulting annual reports and other documents
published by Massachusetts.
Introduction
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Putting Environmental Purchasing Into Action
Setting the Stage
The Commonwealth of Massachusetts' environmental purchasing efforts origi-
nated in its buy-recycled program. Launched in 1988 with a Commonwealth
executive order on recycled products procurement, the buy-recycled program
gained added momentum in 1992 with the publication of the Commonwealth's
Solid Waste Master Plan. That plan established a 46 percent recycling rate goal by
2000 and acknowledged the importance of buy-recycled efforts in meeting that
goal. The Commonwealth reached a milestone in its buy-recycled campaign in July
1994, when it included recycled-content requirements in its contracts for printing
and writing paper.
Based on the success of its buy-recycled program, Massachusetts recognized it
could purchase other products with favorable environmental attributes and began
incorporating additional attributes into the procurement process.
Massachusetts' definition of products with environmental attributes is similar to
the federal government's definition in Executive Order 12873. The Massachusetts
definition reads, "Environmentally preferable products are...commodities or ser-
vices that have a lesser or reduced effect on human health and the environment
when compared with competing products or services that serve the same purpose.
Such products and services may include, but are not limited to, those which mini-
mize waste, utilize recycled materials, conserve energy or water, and/or reduce the
consumption or disposal of toxic materials."
How Environmental Purchasing Works in
Massachusetts
Commonwealth agencies can purchase products in the following three ways:
• Through statewide contracts. These contracts are for high-volume
purchases by multiple agencies on which the Commonwealth spends
more than $50,000 each year. In addition to the approximately 70
Commonwealth agencies, municipalities and authorities (such as schools)
also can buy products through statewide contracts. Massachusetts' central
purchasing agency, OSD, does not track these purchases, however.
• Through independent agency purchases. If an individual agency
identifies the need for a product that is not on a statewide contract, it
can purchase the item through an independent agency purchase.
• Through small purchases. Agencies can purchase products as small
purchases if they are buying less than $1,000 worth of a product, as long
as the product is not on a statewide contract.
Agencies must purchase products through a statewide contract, unless the prod-
ucts are unavailable or do not meet the specifications for a particular use. Special
Putting Environmental Purchasing Into Action
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products required for certain types of equipment also are exempt from statewide
contract purchasing.
OSD is responsible for establishing statewide contracts, writing product specifi-
cations, monitoring Commonwealth purchasing, and educating agency purchasers.
OSD also coordinates Massachusetts' environmental purchasing efforts with help
from two other Commonwealth agencies: the Executive Office of Environmental
Affairs (EOEA) and the Department of Environmental Protection (DEP). Money
from DEP's Clean Environment Fund supports two environmental purchasing
positions within OSD: an environmental purchasing coordinator and an environ-
mental purchasing trainer. These individuals attend procurement meetings and play
a central role in writing specifications for statewide contracts, which has enabled
the purchasing office to rely more on its own resources and communicate more
effectively within the office.
In the past, DEP attempted to coordinate the Commonwealth's environmental
purchasing efforts. DEP found, however, that staff members did not have the time
necessary to devote to purchasing in addition to their other duties. Communication
and interaction between DEP and OSD also was difficult because the two agencies
were in separate buildings. The Commonwealth eventually realized that individuals
were needed in the purchasing office to help incorporate environmental attributes
into the procurement process.
An interagency workgroup comprised of representatives from OSD, DEP, and
EOEA meets bimonthly to ensure cooperation among the various players in the
environmental purchasing program and to share information. In addition, the envi-
ronmental purchasing coordinator and trainer meet with OSD procurement staff
on a regular basis. They attend team meetings, for example, with the procurement
staff members responsible for writing specifications for products in a certain cate-
gory. This type of interaction ensures that procurement staff learn more about
environmental issues and environmental experts gain a better understanding of pro-
curement. It also minimizes the difficulties encountered by both procurement and
environmental staff members in communicating with one another and fosters better
relations among the agencies involved.
Key collaborators in Massachusetts' environmental
purchasing program include the following:
• Operational Services Division
• Executive Office of Environmental Affairs
• Department of Environmental Protection
Putting Environmental Purchasing Into Action
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The Main Event: Product Evaluation
Gathering Data
Together, the environmental purchasing coordinator and trainer identify prod-
ucts that appear to be good candidates for incorporation into their environmental
purchasing program. In order to be a good candidate, a product should be available
in the marketplace or information about its environmental attributes should be
available. The coordinator and trainer then talk with other purchasers, determine
whether any specifications or standards currently exist for the product, and analyze
the cost of the product in relation to a competing conventional product that serves
the same purpose. To gather this information, the coordinator and trainer contact
other states and municipalities active in environmental purchasing, conduct search-
es on the Internet, and send out queries through the National Association of State
Purchasing Officials (NASPO), an organization of state government purchasers that
maintains a database of recycled commodities. (See the NASPO Web site at
.)
Verifying Product Information "We don't want to cause people stress. We want to
make products available and encourage people to use
OSD relies, in great part, on information TTr 1,1-
.... , , , them through marketing and education. We believe
provided by vendors when determining a ^ .f force k tQ b cemin d
products environmental attributes Vendors ^ hurt ^ ^ ^ j fun „
certify that the products they supply meet
the specifications of the contract or bid.
OSD depends on the accuracy and truthful-
ness of this information, as it does not
verify the information provided by the ven-
dors. OSD also does not conduct
independent lifecycle assessments of prod-
ucts to determine their complete
environmental impact.
Vendors realize that the Commonwealth can cancel a contract at any time if the
information they provide is inaccurate; thus, they presumably provide honest and
accurate information. The environmental purchasing coordinator and trainer also
occasionally visit manufacturers of some of the environmental products the
Commonwealth purchases to see how the products are made and to ask for letters
certifying the environmental attributes of the particular product. Recently, for
example, the environmental purchasing coordinator and trainer visited a plastic bag
manufacturer to observe how recycled plastic pellets are used to make the bags.
Incorporating Products Into Statewide Contracts
Once information about environmental products is collected and analyzed, the
environmental staff brings it to the attention of the procurement team writing the
contract specifications. Often, an existing product specification is brought to the
procurement team to use when writing the state's specification. OSD maintains a
library of existing product specifications, as well as other product information, such
as performance and cost.
Putting Environmental Purchasing Into Action
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The environmental staff works with procurement teams to determine whether
they can change an existing product specification or if a separate specification is
needed. In some cases, OSD establishes dual contracts for items. OSD maintains
one contract for recycled paint, for example, and another for virgin paint. The
environmental staff recommends taking this approach if a product is relatively new
to the marketplace or if its performance is still being evaluated. In addition, OSD
might establish a dual contract for a product if less than three vendors offer the
environmentally preferable product or if the cost of the environmental product is
significantly higher than its conventional counterpart.
Two products for which Massachusetts currently has dual contracts are paint and
motor oil. Massachusetts has found that recycled paint is not available in the vari-
ety of colors and types required by some purchasers. The state, therefore, has a
dual contract for recycled and virgin paint. While motor oil is currently purchased
using a similar dual contract, the state is investigating the use of a single contract
that would specify that all motor oil must contain a minimum of 50 percent re-
refined oil base stock. (Motor oil typically consists of base stock and additives.) For
many purchases, the state already exceeds this 50 percent requirement; it purchases
motor oil containing 75 to 100 percent re-refined oil base stock.
The Challenge of Multiple Environmental Attributes
The Commonwealth finds it challenging to consider multiple attributes on an
individual product basis for several reasons. Among these reasons is a lack of avail-
able information on multiple attributes. Product information tends to focus on
single attributes, and sometimes individual attributes are at odds with one another.
Some paper products, for example, are available either with recycled content or
chlorine-free content, but are not available with both of these environmental
attributes.
Most of Massachusetts' program has focused on considering single attributes of
products, with a few notable exceptions. OSD is currently considering more than
one environmental attribute in two of its paper contracts. Its janitorial paper con-
tract requires that paper be made with recycled content and that it not be bleached
with elemental chlorine. The two-way envelopes Massachusetts buys are made with
recycled content and prevent waste by eliminating the need for return envelopes.
In addition, Massachusetts is in the final stages of development for bid specifica-
tions involving multiple attributes for cleaning products. The specifications will
address attributes such as biodegradability, volatile organic compounds, skin and
eye irritants, carcinogens, and toxic ingredients.
Although OSD has found it more difficult to integrate multiple attributes than
single attributes, it plans to continue to consider more than one environmental
attribute on a product-specific basis as it learns more about other agencies' and
organizations' environmental purchasing successes.
6 + Putting Environmental Purchasing Into Action
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Spreading the Word About Environmental
Purchasing
Rather than issue a mandate, Massachusetts adopted an educational approach for
its environmental procurement program. OSD believes that allowing customers to
make well-informed decisions based on available information is as efficient as, if not
more so, than requiring customers to comply with strict program guidelines. As
OSD has realized, a satisfied customer is the best marketing tool.
Educating Vendors
In addition to indicating its preference for products with environmental attribut-
es through contract and solicitation language, OSD communicates with vendors
through its Internet home page, .
OSD also calls vendors directly to express its interest in environmental products
and to request information about product attributes. Vendors are generally recep-
tive to OSD's request for information and frequently call OSD to promote
particular products.
Educating Customers (End- Users)
OSD has worked to broaden its definition of "customer" in order to spread the
word about environmental purchasing to entities other than Commonwealth agen-
cies. Its customer base now includes all executive agencies; authorities such as the
Massachusetts Port Authority; universities; municipalities, including local schools;
and purchasing cooperatives on both the municipal and county levels. OSD edu-
cates its customers about environmental purchasing in the following ways:
• Commonwealth vendors' fairs. OSD considers vendors' fairs one of the
most successful ways to spread the word about its environmental purchasing
efforts. OSD held three fairs in the past 3 years. At the fairs,
Commonwealth purchasers can speak directly with vendors. OSD also
offers training seminars on purchasing products in different categories as
well as on writing product specifications. OSD has no direct measure of the
impact of the fairs on purchasers; the fairs are popular, however, drawing
increasingly large numbers of attendees. Participation has grown from 40
vendors and 140 purchasers at the first fair to 85 vendors and 400 pur-
chasers at the most recent fair.
• Workshops. OSD holds periodic workshops that address general environ-
mental purchasing issues. In fiscal year 1995, OSD held 11 such workshops,
but attendance was low and the workshops required a tremendous amount
of time to organize. As a result, OSD decided to contact other organiza-
tions holding workshops or conferences in Massachusetts to incorporate
sessions on environmental purchasing into their events, thus saving valuable
time and effort. In addition, if an agency or municipality in the
Commonwealth approaches OSD and requests a workshop on a specific
topic, OSD will organize the event. This process allows OSD to focus its
efforts on educating a targeted audience without going to the trouble of
sending out invitations, finding a workshop site, and coordinating other
meeting logistics.
Putting Environmental Purchasing Into Action
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Awards program. To provide an incentive to Commonwealth agencies to
purchase environmentally preferable products, OSD created an awards pro-
gram to acknowledge agencies and municipalities that have been
particularly active in environmental purchasing. Awards are presented in
each of the following seven categories: 1) best overall agency program, 2)
best overall municipal program, 3) most innovative program, 4) best target-
ed program, 5) best facility program, 6) best university program, 7) best
written policy, and 8) best environmentally preferable purchasing program.
In November 1997, OSD presented awards to six agencies and two munici-
palities in the Commonwealth.
Web site. OSD dedicated a page on its Web site to environmental pro-
curement. The site contains various procurement annual reports and
publications (that can be downloaded), includes updates on the
Commonwealth's environmental purchasing efforts, and promotes upcom-
ing events.
Fact sheets. OSD produced six fact sheets on buying re-refined oil, recy-
cled paint, remanufactured toner cartridges, recycled paper, recycled
envelopes, and recycled office supplies. Designed to educate Massachusetts
purchasers, these fact sheets include information on cost comparisons
between environmental products and their conventional counterparts, case
studies of Commonwealth entities currently using the environmental prod-
ucts, and facts about the products' performance and standards. OSD
distributes the fact sheets to agencies, municipalities, and authorities and
makes them available on its Web site. OSD plans to develop additional fact
sheets over the next several months.
Guidebook. OSD developed a 24-page Recycled Products Guide, which lists
all the statewide contracts that offer environmental products. The guide
also includes tips for writing product specifications, instructions on how to
use state contracts, and steps to follow in order to start a buy-recycled pro-
gram for municipalities. Although the primary audience for the guide is
agencies and municipalities, any Commonwealth purchaser can request a
copy.
Informational mailings. Periodically, OSD sends information to
Commonwealth purchasers about specific products or contracts. OSD uses
mailing lists developed by other agencies or departments in Massachusetts
as well as a list of purchasers who attended the most recent vendor fair.
The address for OSD's Environmental Procurements
Web site is:
www.magnet.state.ma.us/osd/enviro/enviro.htm
+ Putting Environmental Purchasing Into Action
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Massachusetts customers who have
purchased products based on their
F . .. -11- The Commonwealth is dedicated to getting the word
environmental attributes—including
. ij- 11 out on environmentally preferable products and
cleaners, recycled paint, recycled-content ^,OT->
, . , , j } r making them available on statewide contracts. OSD
plastic lumber products, remanulactured
F .. F ' . i- i • has made it easier to purchase these products, and
. 1 . ' i 1-11 OSD staff members are accessible to communities
and retread tires—are pleased with the „
„ 11,1- 1 rr that nave questions about purchasing the products.
Commonwealths educational efforts.
According to many customers, vendor —Sharon Byrne Kishida, Regional Recycling
fairs and The Recycled Products Guide are Coordinator, Essex County
particularly helpful in raising awareness
about these products. Many customers
also state that the Commonwealth's list of
environmental products saves them time and resources they would have spent
identifying products. Some customers recommend, however, that Massachusetts
more clearly communicate the cost-effectiveness of buying certain environmental
products.
Putting Environmental Purchasing Into Action
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Procurement Reform and Its Impact on
Environmental Purchasing
Massachusetts recently conducted an evaluation of purchasing process costs and the
performance of products purchased under statewide contracts. The
Commonwealth performed the evaluation because the procurement staff
were spending 80 percent of their time processing only 20 percent of Massachusetts'
purchases. The state was also concerned that, by awarding contracts only to the lowest bid-
ders, it was sacrificing product quality and durability and, therefore, not meeting agency
needs. As a result, Massachusetts changed several aspects of its procurement process.
Instead of always awarding a contract to the lowest bidder, OSD now tries to include
value and environmental considerations in its award criteria. Massachusetts focuses on envi-
ronmental criteria when appropriate and makes every attempt to incorporate a purchasing
preference for products with environmental attributes. OSD considers a procurement to
represent the best value when it performs well, provides the best quality and economic
value, encourages competition among vendors, and ensures the continuing participation of
quality vendors. In addition to considering the best value and assuring that procurements
meet contract specifications, OSD awards points to bidders who meet various environ-
mental criteria including recycled content, energy or water conservation, and toxic or
other waste reduction. OSD is beginning to award contracts more frequently to vendors
who meet environmental criteria and has established a goal to make this a standard practice.
Massachusetts also is beginning to award points to vendors that use products and services
with environmental attributes in conducting their business. For its grocer contract, for
example, Massachusetts offered additional points to vendors who submitted an environmen-
tal plan in which they agreed to initiate source reduction of primary and secondary
packaging, recycle packaging materials, examine the cost of adding a line of cleaners and
disinfectants with environmental attributes, provide automatic dispensing systems to mini-
mize excess spillage and use of cleaners, and investigate the use of alternative fuel vehicles
for the grocer fleet. Massachusetts is currently reviewing the effectiveness of its new points
system.
OSD finds that the cost-competitiveness of environmental products differs according to
the product category. Recycled-content paper products, for example, are often priced com-
petitively to virgin products. Some products with environmentally preferable attributes,
such as remanufactured toner cartridges, are cheaper than their counterparts. In some cases,
where vendors submitted bids for environmental products that were not priced competitive-
ly, OSD successfully renegotiated with the vendor for a lower price.
In one instance, after an award was made to a recycled paint vendor, OSD discovered
that end-users were not purchasing the recycled paint because it was approximately 10 per-
cent more expensive than virgin paint. OSD approached the vendor, explained why
end-users were not buying the recycled paint, and asked whether the vendor could lower its
prices. In order to keep the Commonwealth's business, the vendor reduced its price to with-
in a few cents of the price for virgin paint.
Due to these and other changes brought about by procurement reform, OSD revised its
Procurement Policies and Procedures Handbook to include a section on environmental purchas-
ing. The new section describes procuring departments' responsibilities regarding
environmental purchasing, lists the environmental products available on statewide contracts,
and recommends methods for promoting the use of products and services with environmen-
tal attributes.
10 + Procurement Reform and Its Impact on Environmental Purchasing
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Measuring Success
One important measure OSD uses to gauge the success of its program is the
amount of money it spends on environmental products. Massachusetts
increased its spending on products with environmental attributes from
approximately $2 million in 1992 to approximately $34 million in 1997.
Other indicators of success include the variety of products purchased (at least
45 types) and the number of environmental product contracts. Aside from recycled-
content products, OSD finds it rather difficult to track the use of products with other
environmental attributes. OSD can track the number of Energy Star computers pur-
chased in a year, for example, and estimate the associated energy savings. This
estimated figure, however, might not be representative of actual savings since OSD
has no way of determining whether the energy saving feature on the computers is
actually being used. This uncertainty derives from accounts of computer support staff
members disabling the energy saving feature when the computer is set up and then
forgetting to reactivate it. OSD is hoping to rectify this problem by considering ways
to educate computer support staff members about the importance of using the energy
saving feature.
OSD also measures success in more qualitative ways, namely by attempting to
gauge the level of support for the program within the Commonwealth and the extent
to which awareness about products' environmental attributes has been raised. In order
to conduct these evaluations, OSD solicits regular feedback from end-users about
product performance and addresses their responses accordingly. If responses are nega-
tive, the environmental purchasing coordinator and trainer attempt to determine the
source of the customers' dissatisfaction. An attempt also is made to ascertain whether
the dissatisfaction is based on the product itself or on how the product is being used.
If an end-user expresses dissatisfaction with a remanufactured toner cartridge, for
example, OSD tries to determine if the problem is the actual toner cartridge, the way
the cartridge is used, or the maintenance of the laser printer.
Measuring Success + 11
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for the Future
OSD is currently considering a number of key questions to help shape the
future of its environmental purchasing program. These questions include
how to consider multiple attributes, how to address issues inherent to pro-
curement reform, and how to maintain program interest and momentum.
Massachusetts hopes to find answers to these questions by looking at other local,
state, and federal government efforts as well as companies' experiences of purchas-
ing environmental products.
How Can Multiple Attributes Best Be
Incorporated?
Massachusetts is committed to expanding its environmental purchasing activities
beyond single-attribute products such as recycled-content plastic lumber. As previ-
ously described, the Commonwealth is currently purchasing recycled-content,
chlorine-free paper products, and recycled-content two-way envelopes that prevent
waste by eliminating the need for return envelopes. The state also is finalizing bid
specifications for cleaning products that will consider multiple attributes including
biodegradability, volatile organic compounds, skin and eye irritants, carcinogens,
and toxic ingredients. OSD continues to research ways to incorporate multiple
attributes into purchasing decisions on a case-by-case basis. OSD understands that,
when multiple attributes are involved, it needs to determine which of them to con-
sider and when, as well as how to prioritize them.
How Will Procurement Reform Affect
Environmental Purchasing?
Recent changes in Massachusetts' procurement process are affecting the
Commonwealth's environmental purchasing efforts in two ways:
• Statewide contracts are being consolidated into "mega" contracts, which
include broad specifications for thousands of items. The number of prod-
ucts covered under one contract will make it more difficult to ensure that
environmental criteria are specified for individual products.
• Purchasing authority is being granted to more Commonwealth agencies
who are then able to solicit items through their own bids. Ensuring that all
buyers include environmental criteria in their purchasing decisions will be
more difficult because of the number of individuals involved.
As these changes take effect, OSD will need to increase its efforts to educate
purchasers, even though these efforts can be resource-intensive. OSD realizes that
challenges posed by future changes in procurement processes will need to be
addressed as well. OSD believes that education and outreach will continue to be an
important component of its environmental purchasing program.
12 + Questions for the Future
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How Will OSD Maintain Program Interest and
Momentum?
Officials involved in the Massachusetts purchasing program acknowledge that
these programs typically require an investment of resources to sustain interest and
to inform and train purchasing staff. Although DEP has no plans to stop funding
the two environmental purchasing positions within OSD, the department originally
intended to become less involved over time, assuming that environmental expertise
would become institutionalized within the purchasing division. Some DEP officials,
however, are concerned about the program's continued viability without long-term
DEP involvement, given the promotional and training needs inherent in such vol-
untary programs.
Questions for the Future + 13
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Helpful Tips From Massachusetts' Experience
Although the Massachusetts program is still in its developmental stage, the insight
gained thus far by program managers can help other states, agencies, and businesses
seeking to incorporate environmental criteria into their purchasing process. Here
are some tips:
• Seek support and involvement from other agencies. One of the keys to the suc-
cess of the Massachusetts program is the cooperative arrangement among its
environmental division, purchasing division, and executive environmental office.
When representatives from the three agencies meet to keep one another informed
of their efforts, both progress and objectives remain clear. Working together, and
with senior management support, these government agencies have been able to
ensure that environmental criteria are effectively incorporated into the purchasing
process.
• Look for opportunities for face-to-face interaction with purchasers. OSD
learned that fact sheets, guidebooks, and informational mailings, although useful,
are usually not as effective as a face-to-face conversation with a purchaser. OSD
staff members, for example, met on several occasions with Massachusetts Highway
Department personnel. That effort resulted in the Highway Department's decision
to buy recycled-content plastic lumber products and re-refined oil.
• Use vendors' fairs to help spread the word about environmental purchasing.
OSD realized that its annual vendors' fair is an important element in
Massachusetts' environmentally preferable purchasing program. Vendors' fairs pro-
vide an opportunity for purchasers to talk directly to vendors about their
environmental products. The fairs also increase the credibility of the products by
demonstrating that a broad range of items are readily available from numerous
sources. Vendors' fairs create greater visibility and interest in the entire program.
• Focus on education rather than requiring purchasers to buy certain products.
Massachusetts focused on making products with environmental attributes available
and encouraged people to use them through marketing and education. OSD found
that a satisfied customer is the best marketing tool. The Massachusetts Highway
Department, for example, is currently promoting environmental products to other
agencies because it is so pleased with the environmental products it purchased
through the Commonwealth's contracts. OSD relies on these kinds of success sto-
ries, as well as user testimonials and pilot tests, to show that the products perform
well.
• Acknowledge mistakes and take steps to remedy them. OSD acknowledges
that it is breaking new ground by trying to incorporate environmental criteria into
purchasing. When products do not perform up to par, OSD tries to remedy the sit-
uation by investigating the cause of the product dissatisfaction and brokering a
relationship between the product vendor and the user to correct the problem.
• Do not expect change overnight. Overcoming purchaser resistance takes time
and energy, but can be accomplished with persistent education, outreach, and the
willingness to be flexible.
14 + Helpful Tips From Massachusetts' Experience
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Opportunities for Growth
OSD currently plans to add other products and product attributes to its envi-
ronmental purchasing program. OSD is considering the purchase of Energy
Star fax machines and copiers, in addition to computers and printers, and is
in the process of writing specifications for cleaning products with environmental
attributes. In addition, OSD hopes to expand its program to include products pur-
chased indirectly through service contracts, which involves a far greater number of
products than those purchased directly. Examples of indirect service providers include
companies that offer cleaning or construction services.
As these efforts indicate, OSD and its cooperating agencies are committed to
expanding the environmental purchasing program and look forward to future success-
es in environmental procurement.
Opportunities for Growth + 15
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For More Information
For more information about Massachusetts' environmentally preferable
purchasing program, visit the Commonwealth's home page on environmental
purchasing at . You also can
contact:
Eric Friedman
Environmental Purchasing Coordinator
Operational Services Division
One Ashburton Place, 10th Floor
Boston, MA 02108-1552
Phone: 617 727-7500, Ext. 351
Fax: 617 727-4527
E-mail: efriedman@state.ma.us
16 + For More Information
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We want to hear from you! Please tell us about your environmentally
preferable purchasing activities and efforts. We are collecting and shar-
ing information, tools, and hints about what works and what doesn't, as
environmentally preferable purchasing evolves and expands. Please con-
tact the EPP program by e-mail, regular mail, or fax:
Eun-Sook Goidel
Environmentally Preferable Purchasing Program
U.S. Environmental Protection Agency
401 M Street, SW (7409)
Washington, DC 20460
E-mail: goidel.eunsook@epa.gov
Fax: 202 260-0178
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