Integrating Green Purchasing Into Your
Environmental Management System (EMS)
April 2005
EPA742-R-05-001
Pollution Prevention Division
Office of Pollution Prevention and Toxics
U.S. Environmental Protection Agency
(7409)
1200 Pennsylvania Avenue, N.W.
Washington DC, 20460
-------
ORGANIZATION OF GREEN PURCHASING MODULE
Section Page
1. Introduction 1
2. Integrating Green Purchasing into your Environmental Management System (EMS)
Environmental Policy 3, 9
Environmental Aspects 3,11
Legal and Other Requirements 4,12
Objectives and Targets 4, 14
Environmental Management Programs 5, 18
Structure and Responsibility 5, 21
Training, Awareness and Competence 5, 22
Communication 6,24
Document Control 6, 25
Operational Control 6, 26
Emergency Preparedness and Response 6, 30
Monitoring and Measurement 7, 30
Nonconformance and Corrective and Preventive Action 7, 33
Records 8,34
EMS Audits 8, 34
Management Review 8, 35
3. Background Information
Genesis of this Report 36
Definitions and Acronyms 36
What is Green Purchasing? 38
Federal Green Purchasing Preference Program Requirements 38
Green Purchasing Training Resources 40
Green Purchasing Resources 41
4. Conclusion 43
Acknowledgments 44
Disclaimer 47
5. Appendices
Appendix A
Products and Services Purchased at ESC 49
Appendix B: Examples of Agency Procedures
Operational Controls: EPA, Region 1 52
Objectives and Targets: EPA Region 5 55
Environmental Management Program: ESC 57
Objectives and Targets for Electronics, EPA Region 10 67
Some of the links in this document are to information external to the EPA.gov domain. Please
review EPA's External Link Disclaimer page for more information from EPA about external links.
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
INTRODUCTION
The Federal government is one of the largest
The goal of this report is to help Federal
facilities integrate green purchasing into
their EMS. The intended audience
includes those tasked with implementing
an EMS, reducing environmental
impacts, meeting green purchasing
requirements and/or buying products and
services in a Federal facility.
purchasers in the world. In fiscal year 2002, Federal
agencies spent more than $250 billion for goods and
services to support the activities of approximately 1.7
million employees in 60 agencies. In addition,
Federal agencies spent another $15 billion on small
purchases via purchase cards. * Purchasing decisions
can significantly influence the environmental
performance of Federal facilities. By including environmental considerations in Federal
purchasing decisions, government procurement and contracting processes can be used to
purchase products and services that reduce an organization's environmental impacts.
Since 1976, requirements for green purchasing have been incorporated into Federal regulations
and Executive Order requirements,2 with a goal of integrating environmental considerations into
all stages of the Federal purchasing process. However, based on reporting by Federal agencies
on their green purchasing activities, it is evident that Federal agencies are encountering
challenges in fully implementing these requirements. Potential environmental costs and benefits
associated with choosing one product or service over another may not be routinely factored into
purchasing decisions. Different organizations within a facility may have differing perceptions of
who is responsible for ensuring that the facility is buying green products and services.3
Environmental staff may be familiar with green purchasing requirements and benefits, but they
may find it difficult to initiate facility or agency-wide purchase of green products without the
cooperation and support of upper management and those responsible for the purchase and use of
these products. Procurement personnel may be familiar with green purchasing requirements but
hampered by a lack of requests for green products and services from the user community.
Procurement personnel and product users also may not know how to locate green products and
services to evaluate their performance and compare their environmental attributes. The EMS
process creates an opportunity for environmental and procurement personnel to work together
with product users to determine the most effective mechanisms to ensure that staff understands
the economic and environmental benefits of green purchasing.
To reduce the Federal government's environmental footprint and improve the implementation of
green purchasing and other greening the government initiatives, the President mandated that all
appropriate Federal facilities implement Environmental Management Systems (EMS) by
December, 2005.4 As a result, Federal facilities across the country now are endeavoring to
1 Federal Procurement Data System, 2002 Report, < http://www.fpdc.gov/fpdc/fpr2002.htm >
2 Green purchasing requirements include the Federal Acquisition Regulation (FAR) Parts 7, 11,23; RCRA Section
6002; Section 9002 of the 2002 Farm Bill, Section 303 of the Energy Policy Act of 1992; Section 613 of the
Clean Air Act, EO 13101,andEO 13123. See the Federal Green Purchasing Preference Program
Requirements section of this module.
1
;tion401 (b) of Executive Order (EO) 13148, Gra
Management. Text of EO 13148 is available at < http://ceq.eh.doe.gov/nepa/regs/eos/eol3148.html >
4 Section 401 (b) of Executive Order (EO) 13148, Greening the Government Through Leadership in Environmental
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
develop and implement EMS to improve their environmental performance. The goal of this
report is to help Federal facilities integrate green purchasing into their EMS.5 The intended
audiences include Federal facility staff tasked with implementing an EMS, reducing
environmental impacts of facility activities, meeting green purchasing requirements and/or
buying products and services in a Federal facility.
Federal organizations can take advantage of the increased emphasis on environmental
performance and enhanced internal communication associated with an EMS to expand and
encourage green purchasing. Procurement and contracting personnel can play an important role
on EMS implementation teams. By using EMS procedures to establish green purchasing
objectives and targets and develop operational controls to ensure that the environmental impacts
of products and services are included in the criteria for procurement and contracting decisions,
agencies can encourage implementation of an effective green purchasing program, reduce their
organization's environmental footprint and encourage progress toward sustainable operations.
This report is organized around the 17 elements of an EMS that conforms to the International
Organization for Standardization (ISO) 14001 (1996) Standard,6 because Federal agencies
interviewed for this report indicated that they were either using the elements of ISO 14001 as
the structure for their EMS or were familiar with these elements. As a result, ISO requirements
are mentioned throughout. While ISO requirements are not mandatory for all EMS developers to
follow, those who have chosen to use the ISO framework, as the majority of the 2500 Federal
facilities creating EMSs have elected to do, will want to be aware of these requirements. To
make the module easy to use, it is provided as an electronic document with both internal and
external links.
Section 2, Integrating Green Purchasing into Your EMS is the core of the report and provides:
• Key information about the requirements associated with each element of ISO 14001;
• Practical guidance and potential language for integrating green purchasing into
procedures for each ISO 14001 element; and
* Links to Federal facility examples for each element.
Section 3 provides links to additional information on the genesis of this report, EMS, Federal
green purchasing program requirements, green product resources, and green purchasing training
resources. Contact information for Federal facility staff who participated in the development of
this report is available in the Acknowledgments. This document can be found on the web at
Federal agencies are encouraged to contact U.S. standards
development organizations in order to alert them to the need for standards to meet green
purchasing and EMS goals. A partial list of US organizations can be found at www.ansi.org.
Consistent with OMB Circular A-l 19, agencies are further encouraged to participate in the
development of voluntary standards through such organizations.
5 Information on how to develop an EMS is available from: EPA , the Office of the
Federal Environmental Executive (OFEE) , and the Joint Service P2 Technical
Library
6 < http://www.iso.org >
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
2. INTEGRATING GREEN PURCHASING INTO YOUR EMS
By targeting enhanced green purchasing within the EMS, a facility or installation can comply
with Federal green purchasing legal and other requirements, raise awareness of procurement as a
pollution prevention tool, and facilitate continual improvement in environmental performance
through proactive green purchasing and contracting activities. The table below addresses the
elements of ISO 14001 in the context of green purchasing and provides links to examples and
success stories from Federal government organizations that support recommendations for
integrating green purchasing into your EMS.
* Click on the name of the element to link to further information on the ISO 14001 (1996)
requirements.
* Click on the name of a Federal agency or facility to link to examples of how this element
has been successfully integrated into the organization's EMS.
* Click here for a list of acronyms used in this module.
EMS Element (ISO 14001)
Green Purchasing Component
Federal Facility Examples
4.2 Environmental Policy
A conforming Federal Facility Environmental
Policy Statement can include green purchasing,
by reference, in the commitments to compliance
with legal and other requirements and
prevention of pollution. An organization also may
include a more direct green purchasing
commitment, such as:
[Facility] will consider environmental factors in
all purchasing decisions and will give preference
to those products and services designated by or
recommended in Federal green purchasing
preference programs, as well as those products
and services 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.
US Department of Agriculture
(USDA), Agricultural Research
Service (ARS), Beltsville Area
Department of the Interior (DOI),
National Park Service (NPS)
DOI, NPS, Intermountain Region
DOI, NPS Concession
Environmental Management
Program (CoEMP)
EPA Environmental Science
Center (ESC) at Fort Meade, MD
EPA Region 3 ( Mid-Atlantic
Region)
National Aeronautics and Space
Administration (NASA)
Pentagon
4.3.1 Environmental
Aspects
The procedure to identify environmental aspects
and significant impacts must be applied to
procurement (purchasing) and contracting as
activities you control or influence. Other
activities also may have procurement-related
aspects, such as the purchase of products or
services that consume resources and/or
generate wastes.
Include procurement and contracting personnel
and key purchasers on the EMS Cross
Functional Team identifying and ranking aspects
and impacts.
DOI, NPS, Grand Canyon
National Park
DOI, NPS, Grand Canyon
National Park, Xanterra Parks
and Resorts
DOI, NPS, CoEMP
EPA Region 9
USDA, ARS, Beltsville Area
Environmental Agency of Great
Britain
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
EMS Element (ISO 14001)
Green Purchasing Component
Federal Facility Examples
Consider Including compliance with
procurement-related legal and other
requirements among the criteria for determining
significance.
4.3.2 Legal and Other
Requirements
A conforming legal and other requirements
procedure should identify all procurement-related
laws, regulations, and Executive Orders. Any
agency-specific procurement requirements,
including your agency's Affirmative Procurement
Plan and Green Purchasing Strategic Plan7 are
considered "other requirements" and should be
incorporated into any list or register of legal and
other requirements for the EMS.
DOD, U.S. Army, Ft. Lewis WA
NASA
USDA, ARS, Beltsville Area
EPA, ESC, Fort Meade, MD
DOI, NPS, CoEMP
4.3.3 Objectives and
Targets
Determine realistic green purchasing objectives
for each appropriate significant aspect, based on
the commitment to pollution prevention, legal
and other requirements, significant aspects, and
mission requirements. Consider targeting all
purchases over a threshold amount, based on
environmental impact and the amount of
influence your facility has over the product or
service provider(s) (See Environment Agency of
Great Britain).
Establish measurable green purchasing targets
that can be accomplished within a reasonable
timeframe.
For example:
Objective: Improve green purchasing practices.
Targets:
• Provide green purchasing training to
procurement staff.
. Identify opportunities to purchase green
products and services.
. Consider requiring the use of FAR clause
52.223-10 in all relevant service contracts.
. Create Green Purchasing SOPs for Buildings,
Power, Electronics, Vehicle Fleets, Office
DOI
DOI, NPS, Cape Cod National
Seashore (CACO)
DOD, U.S. Army, Fort Lewis WA
DOI, Fish and Wildlife Service,
Bosque de Apache National
Wildlife Refuge, NM
DOI, NPS, CoEMP
EPA
EPA Region 1
EPA Region 10
California EPA
The Environment Agency of
Great Britain
Section 6002 of the Resource Conservation and Recovery Act requires agencies to establish affirmative
procurement programs to implement the buy recycled requirements of that section. EO 13101 repeats this
requirement in section 402. Section 9002 of the Farm Security and Rural Investment Act requires agencies to
establish affirmative procurement programs to implement the bio-based requirements of that section. The White
House's Office of the Federal Environmental Executive strongly recommends that all Federal agencies create green
purchasing plans which cover all their green purchasing activities,
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
EMS Element (ISO 14001)
Green Purchasing Component
Federal Facility Examples
Supplies, Copy Paper, Cleaning Products,
Meetings, and Landscaping and provide
management emphasis to these initiatives.
. Conduct employee awareness training on the
purchase and use of green products and
services and participation in recycling
programs.
Remember, objectives and targets are
documented and reviewed and updated on an
established schedule.
4.3.4 Environmental
Management Programs
Establish programs to pursue green purchasing
objectives and targets and define a timeframe
within which each should be achieved. Identify
both human and financial resources to ensure
that green purchasing programs are effective, as
well as metrics to determine progress.
Establish a procedure to review new and
modified contracts and contract renewals to
ensure the contract language includes
requirements for green purchasing.8
U.S. Postal Service
EPA Region 1
EPA Region 5
EPA Region 9, APP
EPA Region 9, EMP
4.4.4 Structure and
Responsibility
Include procurement and contracting personnel
on the EMS Implementation Team. Designate
staff responsible for green purchasing program
management and establish reporting
relationships within the program, with the EMS
Manager and with top management.
Assign staff to identify the products and services
currently purchased to support your activities,
who purchases them and how they are
purchased. See the EPA ESC procurement
summary in Appendix A.
Assign responsibility and resources for
Environmental Management Programs to
achieve green purchasing objectives and
targets.
EPA, Region 1
EPA, Region 9
USDA, ARS, Beltsville Area
DOD, U.S. Army, Ft. Lewis, WA
DOI, NPS, CoEMP
4.4.2 Training, Awareness
and Competence
Identify procurement training needs based on
significant aspects and legal and other
requirements for Federal green purchasing
preference programs. Train procurement and
contracting staff and product users on green
purchasing and encourage them to request
goods and services that reduce environmental
impacts and meet performance standards.
Consider requiring that key procurement and
contracting personnel take the Office of
NASA
USDA, ARS, Beltsville Area
EPA Headquarters
EPA Region 9
EPA, ESC. Fort Meade MD
DOD, U.S. Army, Fort Lewis WA
DOI, NPS, CoEMP
' To access green purchasing contract language and specifications used by Federal agencies visit
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
EMS Element (ISO 14001)
Green Purchasing Component
Federal Facility Examples
Personnel Management's "What is Green
Purchasing, Anyway?" training course available
at the Gov Online Learning Center web site:
9 The DOD Green
Procurement Strategy10 offers a list of green
purchasing training resources.
4.4.3 Communication
The Communication Procedure should include
guidance on who is responsible for internal
communication on significant aspects, including
those related to green purchasing, as well as
how, how often and to whom information will be
disseminated.
EPA Region 9
DOI, Intermountain Region
DOI, NPS, Grand Canyon
National Park
DOI, NPS, CoEMP
USDA, ARS, Beltsville Area
4.4.5 Document Control
Document control procedures will apply to all
green purchasing documentation, including
Affirmative Procurement and EPP plans,
specifications, purchase orders and contracts
and lists of green products approved for
purchase.
Procedures and responsibilities for creation and
modification of purchasing documents may be
applicable.
DOD, U.S. Army, Ft. Lewis WA
DOI, NPS, Grand Canyon
National Park
DOI, NPS, CoEMP
4.4.6 Operational Control
Ensure that all significant aspects related to
green procurement are addressed by
operational controls. Develop and implement
control procedures to ensure that product users,
specification writers and the procurement and
contracting personnel include an evaluation of
environmental considerations, along with price,
performance and availability, in the criteria for
purchasing decisions. Green contract language
for more than 600 products and services is
available at
Operational control procedures should ensure
that purchases of designated and mission-
appropriate green products and services support
the environmental policy, legal and other
requirements and green purchasing objectives
and targets.
Communicate green purchasing procedures and
requirements to suppliers and contractors,
EPA Region 1
EPA ESC Ft. Meade MD
USDA, ARS, Beltsville Area
DOI, NPS, CoEMP
To register for the Green Purchasing course, log on with your email and password . Click on the Full Catalog button on the top
navigation bar, then click on the Free Catalog category and select the Legislatively Mandated and Agency Required Topics
category. Choose "What is Green Purchasing, Anyway?" (Course ID OPM008), by clicking on its title.
The Department of Defense Green Procurement Strategy can be accessed at
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
EMS Element (ISO 14001)
4.4.7 Emergency Response
4.5.1 Monitoring and
Measurement
4.5.2 Corrective and
Green Purchasing Component
especially those that provide goods and services
for activities that have significant environmental
aspects.
Emphasize the purchase of environmentally
preferable products to reduce the potential for
incidents requiring emergency response.
Consider including green spill response material
specifications in the Emergency Response
Procedure.
A conforming procedure will document what
green purchasing data to collect and how to
collect and manage the data related to
significant environmental aspects and
requirements for reporting on green purchasing.
Per Federal green purchasing program
requirements, monitor purchases of recycled
content products, bio-based products, alternative
fueled vehicles, alternative fuels, and non-ozone
depleting products. Your organization may also
want to monitor purchases of any other product
or service that has a reduced impact on the
environment when compared with competing
products that serve the same purpose.
When possible, measurements should quantify
positive environmental impacts as well as
progress toward meeting established green
purchasing objectives and targets. For example,
measure reductions in solid waste associated
with purchases of environmentally preferable
products, reductions in hazardous waste
disposal associated with substitution of less toxic
products, as well as reductions in energy and
water use associated with products to increase
efficiency.
Designate responsibility for investigating and
Federal Facility Examples
» USDA, ARS, Beltsville Area
» NASA
» DOD, U.S. Army, Ft. Lewis WA
» EPA, ESC, Ft. Meade MD
» EPA Region 9
» USPS
» DOI, NPS, CoEMP
» OTHER RESOURCES
The paper calculator at
allows the user to
compare the environmental impacts of
papers made with different levels of
postconsumer recycled content,
ranging from 0% (i.e., virgin paper) to
100%.
Greenhouse gas measurement tools
are available at
The DOD Green Procurement
Strategy includes a description of
DOD Green Procurement Metrics
http://www.ofee.qov/qp/qppstrat.pdf
The ENERGYSTAR® Program offers a
calculator to demonstrate how much
new energy efficiency equipment you
can purchase with anticipated energy
savings at www.enerqystar.qov
» EPA, ESC, Ft. Meade MD
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
EMS Element (ISO 14001)
Green Purchasing Component
Federal Facility Examples
Preventive Action
correcting findings of non conformance with the
green purchasing EMS requirements, in
accordance with facility corrective action
procedures.
DOD, U.S. Army, Ft. Lewis WA
4.5.3 Records
Identify green purchasing records, such as
training, purchases of specific products, reports
to management and government agencies and
audits. Maintain these environmental records in
accordance with facility EMS procedures.
EPA ESC Ft. Meade MD
4.5.4 EMS Audit
Ensure that green purchasing EMS elements are
included in the activities to be considered in
either internal or external audits of the EMS.
EPA ESC Ft. Meade MD
4.6 Management Review
Ensure that progress toward achieving green
purchasing objectives and targets and any green
purchasing operational controls are discussed
as part of the EMS Management Review.
Ensure that the management review considers
recommendations to improve facility green
purchasing efforts.
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
ENVIRONMENTAL POLICY
ISO 14001 Element
Section 4.2 of the ISO 14001 Standard requires that Top Management define the organization's
environmental policy and ensure that it:
1. Is appropriate to the nature, scale and environmental impacts of the organization's
activities, products or services.
2. Includes a commitment to continual improvement and prevention of pollution.
3. Includes a commitment to comply with relevant environmental legislation and
regulations, and with other requirements to which the organization subscribes.
4. Provides a framework for setting and reviewing environmental objectives and targets.
5. Is documented, implemented, maintained, and communicated to all employees.
6. Is available to the public.
Annex A.2 of 14001 notes that "top management" may consist of an individual or a group of
individuals with executive responsibility for the organization.
Federal Facility Examples
Federal Agency/Facility
Environmental Policy
US Department of Agriculture
(USDA), Agricultural
Research Service (ARS),
Beltsville Area
USDA's ARS Beltsville Area operation already has implemented a
separate EPP Policy in support of its EMS. BA Policy #03-04,
Environmentally Preferable Products and Affirmative Procurement
Policy, dated February 6, 2003 states: "It is the responsibility of all
employees of the Beltsville Area to ensure that environmentally
preferable products and services are actively pursued when
purchasing. Green purchasing/affirmative procurement includes, but
is not limited to, recycled-content products, biobased products, and
energy-efficient products. This applies to all purchases including
micro-purchases (less then $2,500)."
Department of the Interior
(DOI), National Park Service
(NPS)
The National Park Service expects each park-level organization to
adopt and implement an EMS according to guidance provided in The
National Park Service Park-level Model Environmental Management
System. This guidance document states that each facility shall
develop and document a commitment statement affirming the
facility's intent to strive for exemplary environmental management.
The statement must include a commitment to environmental
leadership by "incorporating pollution prevention, waste reduction,
best management practices, and environmentally preferable
purchasing in all park management activities."
http://www.doi.gov/greening/NPS/The Park Level Model EMS new
.pdf
DOI, NPS, Intermountain
Region
As part of their model EMS, each national park in the Region must
develop a "green purchasing" park policy that expresses the
Superintendent's commitment to establishing criteria for "green"
products and a directive to avoid hazardous products altogether.
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Federal Agency/Facility
Environmental Policy
Department of the Interior
(DOI), National Park Service
(NFS), Concession
Environmental Management
Program (CoEMP)
Concession contracts issued by the NPS to businesses
(concessioners) to provide visitor services, such as retail, food and
lodging services, in the national parks, include a requirement to
develop and implement an EMS. While NPS concessioners are not
subject to EO and FAR requirements, the EMS policy requires that
each concessioner provide a clear statement of the commitment to
Best Management Practices in its operation, construction,
maintenance, acquisition, provision of visitor services and other
activities. The BMPs may include environmentally preferable
purchasing and reduction in the purchase and use of hazardous
substances.
Environmental Protection
Agency (EPA), Environmental
Science Center (ESC) at Fort
Meade, MD
The EPA Environmental Science Center (ESC) at Fort Meade, MD
issued an Environmental Policy statement that includes a
commitment to consider environmental factors when making
planning, purchasing, and operating decisions. 11 This commitment
is supported by the statement: "We will adopt cost-effective practices
that eliminate, minimize or mitigate environmental impacts and we
will use environmentally preferred materials if those materials meet
technical specifications."
Environmental Protection
Agency (EPA), Region 3 (Mid-
Atlantic Region)
EPA Region 3 (Mid-Atlantic Region) issued an Environmental Policy
on September 16, 2003. This policy includes a commitment to
"Consider environmental impacts when making planning, purchasing
and operating decisions."
National Aeronautics and
Space Administration (NASA)
The NASA Environmental Management Policy (NPD 8800.16, April
6, 2000), Section 1 c, includes language directing consideration of
environmental factors in selection of materials and processes. NASA
Centers and other organizations are required to consider
environmental factors throughout the life cycle of a program,
including planning, development, execution, and disposition
activities. Examples of environmental factors include the proposed
use of hazardous materials, the potential for waste generation, and
the overall environmental preferability of selected materials and
processes.12
Department of Defense (DOD)
The Pentagon's Affirmative Procurement Plan includes the following:
"The Engineering & Technical Services Division (ETSD) and the
Defense Facilities Contracting Office (DFCO) are committed to the
implementation of a procurement program that ensures compliance
with all applicable laws, executive orders, instructions and
regulations for the acquisition of Environmentally Preferable and
Energy-Efficient Products and Service (EPP). The intent of the
program is to meet the Department of Defense policy on
procurement of EPA-designated items. That policy states that 100%
of such purchases will meet or exceed the guideline standards
unless written justification is made part of the procurement file . . ."
ESC Environmental Policy Statement is included as Appendix 1 to the ESC Environmental Management
System Manual
12 < http://nodis3.gsfc.nasa.gov/main lib.html >
10
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
ENVIRONMENTAL ASPECTS
ISO 14001 Element
Environmental Aspects are the components of a Federal facility's activities, products, or services
that can have an impact, beneficial or adverse, on the environment. Environmental impacts are
the changes that take place in the environment as a result of the aspect. For example, stormwater
runoff is an aspect; the resulting environmental impacts may include erosion and degradation of
surface waters. Solid waste generation or disposal is an aspect with impacts including
degradation of the land and air quality.
Section 4.3.1 of ISO 14001 requires that an organization establish and maintain procedures to
identify the environmental aspects of its activities, products or services that it can control and
over which it can be expected to have an influence. Aspects are identified to determine those
that have or can have significant impacts on the environment. The Standard further requires that
the organization ensure that the aspects determined to be significant are considered in setting
environmental objectives.
Federal Facility Examples
Federal facilities have determined that procurement and contracting activities can have an impact
on the environment. Many Federal facilities have defined all procurement activities as an
environmental aspect or have defined procurement of specific products or services as aspects. In
addition, compliance with procurement-related legal and other requirements and identification of
the potential to reduce or eliminate environmental impacts through product substitution, new
equipment or changes to contractual requirements may be included in the criteria used to
determine the significance of environmental impacts. Examples of these approaches are
included in the chart, below:
Federal Agency/Facility
DOI, NFS, Grand Canyon
National Park
DOI, NFS, Grand Canyon
National Park, Xanterra
Parks and Resorts
DOI, NPS, CoEMP
EPA Region 9
Environmental Aspects
Dr. Mary Ann McCloskey, Environmental Protection Specialist at the
Grand Canyon noted that procurement was identified as a significant
aspect during the EMS Team's first aspect/impacts analysis. One of the
team's main concerns was the reduction of hazardous waste and the
use and storage of hazardous materials. Dr. McCloskey noted, "The
team felt that we needed to go to the source — procurement and
reducing materials stored in the warehouse."13
Xanterra Parks and Resorts, the concessioner providing some visitor
services for the South Rim of Grand Canyon National Park, identified
Recycled and Reused Materials Use as a significant environmental
aspect for their EMS.
Environmental aspects of concessioners providing visitor services, such
as retail, food and lodging, at National Parks include generation of solid
waste, generation of hazardous waste, and purchasing activities.
Heather White of EPA Region 914 noted that in determining the
significance of their environmental aspects, Region 9 considered the life
; Personal communication, Mary Ann McCloskey, February 4, 2004.
' Personal communication, Heather White, November 6, 2003
11
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Federal Agency/Facility
USDA, ARS, Beltsville Area
Environmental Aspects
cycle of activities and services and their potential impact on the
biosphere. Because Region 9 plans to use its EMS to move toward
sustainability, they evaluated significance based on four system
conditions derived from The Natural Step15, three of which address
material use: SC#1 Material Use: Materials that originate from the
Earth's crust (i.e. metals, petroleum products); SC#2 Material Use:
Materials of a synthetic origin (i.e. manmade chemicals, plastics, and
other synthetic products); SC#3 Material Use: Materials that originate
from the biosphere (i.e. paper); and SC#4 Community/Employee
Concerns: Issues of concern for the well-being of community
stakeholders and/or our employees.
David Prevar from USDA, ARS, Beltsville Area states that green
purchasing was among the criteria used to evaluate the significance of
their environmental aspects. The aspects and impacts analysis allowed
them to identify opportunities to create an alliance between their
ongoing agricultural research and the use of biobased products in their
day-to-day operations.
LEGAL AND OTHER REQUIREMENTS
ISO 14001 Element
Section 4.3.2 of ISO 14001 requires that an organization establish and maintain a procedure to
identify and have access to legal and other requirements to which the organization subscribes
that are applicable to the environmental aspects of its activities, products, or services.
The procedure for review of legal and other requirements should effectively identify all of the
Federal green purchasing preference program legal and other requirements listed in the chart,
below. In addition, local environmental requirements, such as recycling programs, are
considered other requirements and should be included in the list or register of legal and other
requirements for the EMS.
FEDERAL GREEN PURCHASING LEGAL AND OTHER REQUIREMENTS
Product Category
Recycled Content
Environmentally Preferable
Legal and Other Requirements
Section 6002 of the Resource Conservation and
Recovery Act(RCRA); EO 13101, Greening the
Government through Waste Prevention,
Recycling and Federal Acquisition; Federal
Acquisition Regulation (FAR), Parts 7, 11, 23.
EO 1 31 01 , Greening the Government through
Waste Prevention, Recycling and Federal
Acquisition; FAR, Parts 7,11, 23.
'
12
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
FEDERAL GREEN PURCHASING LEGAL AND OTHER REQUIREMENTS
Product Category
Energy efficient
Biobased
Alternative fuels
Fuel efficiency
Non-ozone depleting substances
Legal and Other Requirements
EO 13123, Greening the Government through
Efficient Energy Management; Federal
Acquisition; Federal Acquisition Regulations
(FAR), Part 23; EO 13221 , Energy Efficient
Standby Power Devices
Section 9002 of the 2002 Farm Security and
Rural Investment Act; EO 13101, Greening the
Government through Waste Prevention,
Recycling and Federal Acquisition
Section 303 of The Energy Policy Act of 1992
(EPAct); Executive Order 13149, Greening the
Government through Federal Fleet and
Transportation Efficiency
Section 613 of the Clean Air Act
Federal Facility Examples
Federal Agency/Facility
Legal and Other Requirements
DOD, U.S. Army, Ft. Lewis
WA
The Fort Lewis WA Legal and Other Requirements Procedure requires
Program Managers to "Maintain a list of the legal and other
requirements that are applicable to your program(s); communicate this
list to the EMS Management Representative. Monitor legal and other
requirements applicable to your program(s) for new requirements and
actual or proposed changes. Use pertinent information sources as
needed." The list of legal and other requirements includes Executive
Orders that address green procurement requirements.
NASA
NASA includes its list of applicable legal requirements as an Appendix
to its EMS Policy documentation. The list includes all relevant laws,
regulations, and Executive Orders as well as NASA requirements
including NPG 8830.1, Affirmative Procurement Plan for
1 fi
Environmentally Preferable Products.
USDA, ARS, Beltsville Area
The Agricultural Research Service's Beltsville Area specifically calls out
its Drivers for Affirmative Procurement stating, "Laws, regulations, and
Executive Orders combine to provide the authority and requirements for
Federal AP programs."17 The drivers cited include: the Resource
Conservation and Recovery Act, Executive Order 13101,
Comprehensive Procurement Guidelines, 40 CFR, Part 247, the Federal
Acquisition Regulation, and Public Law 107-171 and OFPP Policy Letter
92-4.
http ://nodis3. gsfc .nasa. gov/main lib .html
USDA Beltsville Area, Agricultural Research Service. A Guide to Green Purchasing. (2003) pp. 2-6.
13
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Federal Agency/Facility
Legal and Other Requirements
EPA, ESC, Fort Meade MD
ESC progress in meeting Executive Orders applicable to environmental
management at Federal facilities included environmentally-preferable
paper and recycling goals listed in E.O. 13101, "Greening the
Government through Waste Prevention, Recycling, and Federal
Acquisition," and E.O. 13148, "Greening the Government through
Leadership in Environmental Management," as well as other applicable
EPA directives.18
DOI, NPS, CoEMP
Concession contracts issued by the NPS for visitor services such as
retail, food and lodging, include a requirement to develop and implement
an EMS. Each concessioner must describe how its staff will maintain
knowledge of applicable laws and Best Management Practices (BMPs).
Both NPS contracts and BMPs may include requirements for
environmentally preferable purchasing and reduction in the purchase
and use of hazardous substances.
OBJECTIVES AND TARGETS
ISO 14001 Element
Section 4.3.3 of ISO 14001 requires that an organization shall establish and maintain
documented environmental objectives and targets at each relevant function and level within the
organization. It further requires that when establishing these objectives, legal and other
requirements, the significant environmental aspects, technological options and the financial and
operational requirements of the business shall be considered. Further, the standard states that the
views of interested parties shall be considered in the selection process. The objectives and
targets shall be consistent with the organization's environmental policy and must include the
commitment to pollution prevention.
Federal Facility Examples
These agencies have included a commitment to green purchasing in their Environmental Policy,
identified procurement as a significant aspect and established formal, green purchasing
objectives and targets.
Federal Agency/Facility
Objectives and Targets
DOI
DOI has included green purchasing goals in EMS implementation and
environmental auditing at a variety of field sites. In the Strategic Plan for
Greening the Department of the Interior through Waste Prevention,
Recycling and Federal Acquisition™ and in the Department's Annual
Performance Plan, the focus is on increasing purchases of nine targeted
products, which are viewed both as high priorities for wide-spread use as
well as indicators of broader compliance with green purchase program
objectives. The nine targeted products include: Re-refined engine
lubricating oil, Reclaimed engine coolant, Retread tires, Copy paper
ESC. The EPA Environmental Science Center Environmental Management System Results Summary From FY 03,
First Year After Registration, p. 4.
'
14
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Federal Agency/Facility
Objectives and Targets
(recycled content and made without chlorine bleaching), Bathroom tissue
(recycled content and made without chlorine bleaching), Paper towels
(recycled content and made without chlorine bleaching), Plastic trash
bags (recycled content), Carpeting (recycled content or refurbishable, and
Biobased, biodegradable lubricating and hydraulic oils20
DOI, NFS, Cape Cod
National Seashore (CACO)
Cape Cod National Seashore (CACO) included the following Procurement
and Purchasing Goal in their EMS Environmental Goals and Action Plan
for FY 04:
Goal I: Reduce wastes generated through improved procurement
practices. A goal champion is assigned to oversee the following targets:
» Develop Authorized Use List of products approved for purchase and
use by park staff;
» Conduct employee awareness training on green products; and
» Create a Green Procurement SOP and provide management
emphasis to this initiative.
21
DOD, U.S. Army, Fort
Lewis WA
The Fort Lewis EMS is part of a larger Installation Sustainability Program.
Current Fort Lewis EMS Objectives and Targets support Green
Purchasing.
Objective: Cycle all material use to achieve zero net waste by 2025.
» Target: Change procurement practices to introduce only cyclable22
materials to Fort Lewis.
» Target: Achieve 100% cradle-to-cradle hazardous material
management.
» Target: Achieve 40% reduction in waste stream leaving Fort Lewis by
the end of calendar year 2005
Objective: Reduce installation traffic congestion and traffic air emissions
by 85% by 2025.
» Target: Purchase 25 Neighborhood Electric Vehicles (NEV) for on
post use by 2007.
» Target: 50% of the GSA fleet will be alternate fuel vehicles (CNG,
Bio-Diesel, E-85) by 2007
Objective: Sustain all activities on post using renewable energy sources
and generate all electricity on post by 2025.
» Target: Encourage innovative use of energy systems by developers.
» Target: Encourage acceptance and use of innovative energy systems
» Target: Generate 20% energy on post by 2008
» Target: 25% of electricity from renewable sources by 2008
DOI, Fish and Wildlife
Service, Bosque de
Apache National Wildlife
Refuge, NM
The Fish and Wildlife Service's Bosque de Apache National Wildlife
Refuge in New Mexico established the following EMS green procurement
goals:
» Use reduced mercury (e.g., "Green Tip" Phillips Alto brand)
fluorescent lamps as new lamps are installed or replaced.
Personal communication, Heather Davies, DOI, November 3, 2003.
Cape Cod National Seashore, EMS Environmental Goals and Action Plan, July, 2003.
! At Fort Lewis, the term cyclable refers to items that are reused, made of recovered/recyclable material, made of
renewable resources, or can be diverted into another beneficial use after its original intended use has been
exhausted. To be classified as cyclable, the entire life cycle of product has to be considered from
acquisition of raw materials, through manufacture, distribution, use and disposal.
15
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Federal Agency/Facility
Objectives and Targets
Conduct pilot study to evaluate use of bio-diesel fuel in vehicles and
equipment at Refuge.
Conduct pilot study to evaluate use of biobased lubricants and
hydraulic fluid for vehicles and equipment.
Conduct pilot study to evaluate use of "green" parts cleaning solvent
at Mechanics Shop.
Emphasize the use of "recycled and other "green" materials in all
remodeling and new construction (e.g. Fire House office expansion,
proposed new visitors center).
Continue to work with the Friends of the Bosque to identify and sell
environmentally preferable bookstore products such as organic
cotton clothing and other materials. Work with the Friends of the
Bosque to provide interpretive signage for products being sold.
Review and revise if opportunities exist, current purchasing
procedures to enhance centralized purchasing and/or approval
process in order to reduce purchase of duplicate materials, minimize
hazardous material stock, maintain hazardous materials inventories
and MSDSs, and encourage environmentally preferable materials.
23
DOI, NFS, CoEMP
Concession contracts issued by NPS for visitor services, including retail,
food, and lodging, include a requirement to develop and implement an
EMS. Each concessioner is required to identify environmental goals
consistent with legal and other requirements and Best Management
Practices. Each concessioner also must identify specific targets to
achieve these goals, incorporating measurable results and schedules.
Targets include environmentally preferable purchasing including organic
and locally grown foods, green cleaners, energy- and water- efficient
appliances, recycled content products, and reduced purchase and use of
hazardous substances.
EPA
To reduce EPA's environmental footprint by increasing and promoting
recycling, reducing materials entering EPA's waste stream, promoting and
achieving increased and preferential use of materials with recycled
content and emphasizing and increasing the purchase and use of
environmentally preferable products. Specific goals in the following
categories: green buildings, green janitorial/maintenance services, green
copy paper/publications, green meetings, green office supplies, green
electronics, green fleets, green landscaping, green power, and waste
prevention can be reviewed at
EPA, Region 1, New
England
EPA Region 1's Green Team has established a goal of purchasing green
substitutes for three high impact janitorial products.
EPA, Region 5
EPA Region 5 will reduce life-cycle environmental impacts associated with
purchased office furnishings and equipment with a target of incorporating
"green" specifications into market surveys and bid requirements for
electronic equipment purchased post FY 2004. Text of the procedure,
Appendix B.
EPA Region 10
EPA Region 10 has established objectives for energy use and hazardous
waste reduction. Targets provide for staff to include Energy Star
Personal communication, Heather Davies, DOI, November 3, 2003.
16
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Federal Agency/Facility
Objectives and Targets
requirements in the special terms and conditions in 30% of all grants and
contracts and use environmental factors, including Energy Star
compliance, in determining which electronic equipment to purchase.
California EPA
(State Example)
In support of their EMS Environmental Policy, Cal EPA has established
the following green purchasing goals, endorsed by top management of the
Boards, Departments, and Offices of Cal/EPA:
» Achieve gold or higher certification for headquarters building from
United States Green Building Council (USGBC) Leadership in
Energy and Environmental Design (LEED) Existing Building program
by end of 2003.
» Procure 100% postconsumer content and process chlorine free
printer/copier paper by early 2004.
» Formally adopt EPP, Energy, and Transportation policies supporting
EMS Environmental Policy by early 2004.
» Fully comply with SABRC reporting requirements (California Statute)
in paper categories by FY 2003/2004 and provide written
explanations for noncompliance in other categories
» Adopt initial agency-wide electronic equipment procurement, use,
and end-of-life management standards by 2004.
» Reduce greenhouse gas emissions by 20% by 2010 in partnership
with the Sustainable Silicon Valley Initiative and continue
participation in California Climate Action Registry.
» Divert 75% of our headquarters waste stream by 2010 with a future
goal of zero waste.
24
Environment Agency of Great Britain
The Environment Agency of Great Britain has implemented an EMS and, since the Agency
spends more than half of its budget on supplies and services, identified procurement as a
significant aspect. Their Agency Environmental Procurement Strategy includes the following
objectives and targets:
* Conduct Environmental Risk Assessments on all Contracts over £15K (approximately
$38K);
* Green all purchases that have large environmental and social impacts over which the
Environment Agency has leverage;
* Conduct detailed environmental audits for the top 25 suppliers; and
* Conduct environmental telephone interviews of the top 500 suppliers.
The Agency conducted an Agency Environmental Risk Assessment which identified the
following key procurement targets:
Personal communication, P.K. Wohl, CIWMB, November 13, 2003.
17
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Strategic Security
Chemicals
Hardwood Groynes
Monitoring Instruments
Lab Consumables
Tactical Acquisition
1 00% PCW Paper
Furniture
Eco Stationery
LPG Fuel for Hybrids
£125K
£500K
£870K
£980K
£320K
£900K
£990K
£800K
Strategic Critical
Construction
Energy
Vehicles/Plant
IT Hardware
Tactical Profit
Consultancy
Cartography
Software
FSC Softwood
£120M
£3.5M
£18M
£15M
£70M
£1M
£12M
£1M
Key suppliers must respond to the following questions:
* Does your organization have an environmental policy?
* Does your organization have anyone responsible for its environmental performance and
management?
* Has your organization undertaken any assessment of the environmental impacts of
operations?
* Has your organization set any targets for reducing environmental impacts?
* Does your organization produce any publicly available information on environmental
performance?
* Does your organization have a system in place for managing environmental
performance?
ENVIRONMENTAL MANAGEMENT PROGRAM
ISO 14001 Element
Section 4.3.4 of ISO 14001 requires that the organization establish and maintain programs for
achieving its objectives and targets. These plans include the designation of responsibility for
achieving the objective and meeting the target at each relevant function and level of the
organization. The standard further requires that the plans define the means and time frame by
which this is to be achieved. The standard also states that if a project relates to new development
and new or modified activities, products, or services, programs shall be amended where relevant
to ensure that environmental management applies to such projects.
Federal Facility Examples
Federal Agency/Facility
U
.S. Postal Service (USPS)
Environmental Management Programs
Chapters of the US Postal Service Handbook AS-552, Pollution
Prevention Guide (August 1996) discusses the link between pollution
prevention and purchasing, and provides guidance on participating in
USPS's affirmative procurement program. It explains the concept of
affirmative procurement and provides information sources for
18
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Federal Agency/Facility
Environmental Management Programs
identifying products with recycled materials. The AS-552 Guide
highlights DSPS policy and "addresses goals and objectives that
should go into facility plans and procedures. Official adoption of these
at the facility level, either by reference to AS-552 or by restating them
in a plan or SOP, is what becomes part of the EMS for the facility.
,,25
EPA, Region 1
The EPA Region 1 Green Team focuses on the objectives and targets
established by the Agency's EMS. The Regional Administrator has
allocated 0.05 FTE to each Green Team Member, thus Green Team
participation is included in each member's performance review. The
Green Team is tasked with the following activities:
» Continue to coordinate with the development of the EMS
» Launch a Green Cleaning Pilot Project
» Establish an Affirmative Purchasing Policy
» Take advantage of the BPA for an E-catalog and ordering
system for Office Supplies
» Report on procurement of recycled content products
» Assist the purchasing department in addressing environmental
issues.26
EPA, Region 5
Region 5 has established an Environmental Management Program to
achieve documented objectives and targets for the purchase of
electronic equipment. Elements of the EMP:
Green specifications in requests for bids from vendors include
-Reduction in toxins (lead, mercury, cadmium, chromium),
-Postconsumer recycled content.
-Large plastic components are labeled and not painted or varnished.
-No mechanical tools are required to remove batteries.
-The use of non-separable connections is minimized.
-IT representatives trained in green electronics
-Identify products that have received certification by third party eco-
label organizations, received a manufacturer's internal self-
certification, or have an eco-declaration.
-Total cost of ownership will be used in the procurement decision.
See Appendix B.
EPA, Region 9
To meet their green purchasing objectives and targets, Region 9 has
established a cross-functional Affirmative Procurement team including
two Affirmative Procurement Coordinators, one from the Facilities
Program Office and one from the Contracts Office, as well as staff
from P2, Solid Waste and the EMS Team. The Team reviews current
procurements and develops lists of products currently purchased,
their environmental attributes (recycled content levels, energy and
water efficiency, low VOC, etc.), and approximate annual purchases
using budget and purchasing records. The Team meets to determine
research needs and priorities. The Team will conduct research and
25 Personal communication, Ron Robbins, USPS, March, 2004.
26 Personal communication, Rob Guillemin, Region 1, November, 2003.
19
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
Federal
Agency/Facility
Environmental Management Programs
develop
services
vendor lists and specifications on priority products
27
and
Environmental Management Program (DRAFTMay 27th)28
EPA Region 9 also developed the following Environmental Management Program to designate
responsibility and time frames for achieving its Environmentally Preferable Purchasing (EPP)
objectives and targets. For additional information, visit their website:
Waste - Environmental Preferable Purchasing (EPP)
EMP 5B-03
Dept: R9 EMS Team Responsible Person: Heather White
Implementation Start Date: March 15, 2003
Objectives:
Study EPP priorities for FY04
Study best approach for inclusion of green meeting clause in all R9 contracts
Target:
Complete studies and plans by December 31, 2003
Strategy
Develop partnership with WasteWise (WW); study best areas / products to focus on; determine
baseline; identify best approach for inclusion of green meeting clause in all contracts; work with
PMD on green meeting language / policy; work with PMD to educate bank card holders on EPP.
27 Region 9, Affirmative Procurement Plan, p. 6.
28 Personal Communication, Heather White, EPA Region 9, November, 2003.
20
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Actions to Achieve Objective and Target:
1) Create Waste Team
2) Meet with WasteWise and Affirmative Procurement to discuss
common goals
3) Identify study plan and measurement methods
4) Confirm approach with EMS Team & Advisory Committee
5) Meet with WasteWise and Affirmative Procurement to gather
information on background
6) Document EPP purchases to establish a baseline
7) Study which products will be priorities in FY04
8) Study best way to incorporate green meeting language in all
contracts
9) Work with PMD and HQ to write green meeting language/policy
forR9
1 0) Work with PMD to research best way to educate bank card
holders
11) Present EPP information/requirements at AO meeting
12) Present EPP information/requirements at bank card training
13) Prepare study
14) Review EMP and revise as needed
Target Date:
1) March 15th
2) March 20th
3) May 5th
4) May 29th
5) May 15th
6) June 2nd -Sept. 19th
7) May 7th -Sept. 1st
8) Aug. 20th
9) Sept. 1st
10) July 15th
11) Aug. 29th
12) Sept. 1st
13) Sept. 1st
14) Sept 15th
Completion
1) March 1st
2) March 11th
3) May 22nd
4) May 29th
5) April 23rd
6) Ongoing
7) Nov. 19th
8) May 1st -ongoing
9) May 1st -ongoing
10) July 17th (mtg.
with B. Bycsek)
11) Sept. 10th
12) On going-
A O\
13)
A A \
14)
STRUCTURE AND RESPONSIBILITY
ISO 14001 Element
Section 4.4.1 of ISO 14001 requires that roles, responsibilities and authorities shall be defined,
documented, and communicated to facilitate effective environmental management systems.
Management must provide resources essential to implementation and control of the EMS. The
organization's top management must appoint a specific management representative who shall
have the defined role, responsibility and authority to ensure that the EMS requirements are
established, implemented and maintained in accordance with the standard and must report on the
performance of the EMS to top management.
Federal Facility Examples
Government agencies wisely have included procurement and contracting personnel on their EMS
Team. This allows the personnel with purchasing responsibilities for the organization to become
aware of the potential for green purchasing solutions to pollution prevention challenges. It also
is important to designate responsibility for pursuing and achieving each green purchasing
objective and target.
21
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Federal Agency/Facility
Structure and Responsibility
EPA Region 9
Region 9 has an Affirmative Procurement/EMS Team consisting of
Affirmative Procurement Leads from Purchasing and Contracts as well as
representatives from the Office of Pollution Prevention and Solid Waste
and the EMS staff person responsible for EPP. Management has
provided documented support for EPP, even if the costs are higher, and
offers awards and recognition for EPP leadership.
EPA Region 1
Rob Guillemin of EPA Region 1 notes that "more communication needs to
take place between the Green Team/EMS efforts and the purchasing
department." Originally, the head of the purchasing department was on
the EPP subgroup but she was unable to attend meetings due to her
hectic schedule. Consequently, full buy-in and coordination has yet to
occur with the purchasing office. This is a major issue. Ideally, I would
like to see a regular meeting schedule between members of the Green
Team's EPP group and the purchasing office to identify areas of concern
and identify areas where the EPP group could bring their time and
expertise.29
USDA, ARS, Beltsville Area
David Prevar notes, "The EMS at BA brings together all components of
the research center into an alliance aimed at environmental protection.
All employees and programs are directed to comply with affirmative
procurement requirements, under a policy promulgated by the Area
Director. The Biobased Products Program is integral with the
Environmentally Preferable Products and Affirmative Procurement
Program. In essence, all elements of the EMS involve green purchasing.
DOD, U.S. Army, Ft. Lewis
WA
Ft. Lewis found that staff lacked understanding of the Affirmative
Procurement Program and how to effectively integrate it into the EMS.
They also found that organizations and activities outside the
environmental program were not taking responsibility for green
procurement.30 To address this concern, an individual is appointed as
the Program Management Team Lead for each objective.
DOI, NPS, CoEMP
The NPS Concession Environmental Management Program has
emphasized that individuals responsible for purchasing should participate
in the EMS. Concessioners have following through by appointing central
purchasing representatives to EMS teams.
TRAINING, AWARENESS AND COMPETENCE
ISO 14001 Element
Section 4.4.2 of the ISO 14001 standard requires that the organization must identify training
needs. It further requires that all personnel whose work may create a significant impact upon the
environment receive the appropriate training. The organization shall further establish and
maintain procedures to make its employees at each relevant function and level aware of: the
importance of conformance with the environmental policy and procedures and with the
requirements of the EMS; the significant environmental impacts, actual or potential, of their
Personal communication, R. Guillemin, EPA Regionl, November, 2003.
Personal communication, H. Fleming, Ft. Lewis, November, 2003.
22
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
work activities and the environmental benefit of improved personal performance; their particular
roles and responsibilities in achieving conformance including emergency response; and the
potential consequences of departure from specified operating procedures. The standard further
states that personnel performing the tasks that can cause significant environmental impact shall
be competent on the basis of appropriate education, training, and experience.
Federal Facility Examples
Federal agencies traditionally have identified and implemented training to meet regulatory
responsibilities. The EMS encourages evaluation of training responsibilities based on employee
awareness of the environmental impacts of job performance, as well as knowledge of the
organization's significant impacts and objectives and targets.
Federal Agency/Facility
NASA
USDA, ARS, Beltsville Area
EPA Headquarters
EPA, Region 9
EPA, ESC, Fort Meade, MD
Training
Christel Van Arsdale, EMS Manager for NASA's Ames Research
Center says, "We are doing training across the Center to achieve our
objectives of improved CPG compliance and promotion of the 100%
recycled paper product." Training is conducted for targeted groups as
well as one-on-one with bank card holders.31
To enforce the Beltsville Agricultural Research Center's Affirmative
Procurement Program, staff developed an online training program.
This APP training assures that all BA government purchase card users
are aware of and participate in the Program. Names of employees
completing the training are monitored by the Safety, Occupational
Health and Environmental staff to assure that everyone is "on board."
A manual detailing the program to serve as a reference for decision
makers, such as procurement and contracting officials, has been
developed and distributed.32
To meet the stated goal of buying all office supplies through EPA's
tailored green online ordering system by 2005, EPA Headquarters has
provided electronic and face-to-face training on how to use the online
ordering system for all EPA credit card holders and office supply
33
purchasers.
The Region 9 Affirmative Procurement Plan states, "The Solid Waste
Program will provide training to PMD on environmentally preferable
purchasing resources and guides to enable PMD to share research
responsibilities beyond the first year of the program. In addition, both
PMD Affirmative Procurement Coordinators and Solid Waste Program
Staff will attend at least one outside training program on
environmentally preferable purchasing annually to learn about new
products and procurement practices. The Team will provide training to
other procurement staff, purchase card holders, and program staff."34
The Environmental Science Center's Procedure for EPP includes in its
scope a statement that "The ESC will train its staff to purchase goods
Personal communication, Christel Van Arsdale, Ames Research Center, November, 2003.
Personal communication, David Prevar, December, 2003.
Personal communication, Holly Elwood, OPPT/EPP, July, 2004.
EPA Region 9, Affirmative Procurement Plan. p. 6.
23
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Federal Agency/Facility
DOD, U.S. Army, Fort Lewis,
WA
DOI, NPS, CoEMP
Training
and services that reduce impacts associated with ESC's identified
significant environmental aspects. The ESC will communicate specific
procedures and requirements to those suppliers and contractors that
provide goods and services associated with significant environmental
aspects." The Procedure also includes the following training
commitment: "Members of the EMS Team will train all ESC staff who
make purchases (all types of purchases, including contracts) on this
procedure, EPA's EPP Goals, the resources covered in this procedure,
and reporting of environmentally-preferable purchases to the EMS
Team."35
The Fort Lewis Director of Contracting conducts a training course for all
individuals designated as purchase card holders. The class includes a
section on Affirmative Procurement requirements.36
NPS concession contracts for visitor services, including retail, food and
lodging, include a requirement for EMS training. Each concessioner
must describe the training program, including staff to be trained,
training subjects, including environmentally preferable purchasing,
frequency of training and how training will be documented.
COMMUNICATION
ISO 14001 Element
Section 4.4.3 of the ISO 14001 standard requires that: with regard to its environmental aspects
and its EMS, the organization shall establish and maintain procedures for internal
communication among the various levels and functions of the organization; receiving,
documenting, and responding to relevant communication from external interested parties; and
that it shall consider processes for external communication of its significant environmental
aspects and record its decision.
Federal Facility Examples
Federal Agency/Facility
Communication
EPA Region 9
The Region 9 Affirmative Procurement Plan states:" The Affirmative
Procurement Program will be publicized by the Affirmative Procurement
Team through EMS, WasteWise, and Pollution Prevention speakers on
environmentally preferable purchasing, and through affirmative
procurement training for credit card holders and contracting officers. An
electronic Affirmative Procurement Annual Report will be provided to the
Region, and significant purchases will be publicized in electronic
WasteWise Bulletins. Information on environmentally preferable
purchasing practices or products tested will be shared by the Affirmative
Procurement Team, as appropriate, with EPA headquarters, other EPA
regions, and Region 9 stakeholders."
EPA ESC Draft Procedure ESC-EP08 September 9, 2003. p. 6.
Personal communication, Harry Fleming, December, 2003.
EPA Region 9, Affirmative Procurement Plan, Section III (C), p. 6-7.
24
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Federal Agency/Facility
Communication
DOI, NPS
Intermountain Region
The National Park Service Intermountain Region developed a Green
Purchasing Program (GPP) based on quantifiable criteria for what a
product must be to be "green." Staff is trained in the use of an internet-
based program that lists products that have been screened and
organized by category for easy access. Special emphasis is given to
GSA, JWOD, and DLA-listed products. The program also provides
features for a user to screen new products.
38
DOI, NPS
Grand Canyon
At the Grand Canyon, green purchasing was the first initiative selected for
implementation by the EMS Team. The Team is developing a pamphlet
for park-wide distribution to visitors, staff, employees and concessionaires
with information on recycled content products and how they can be
purchased.
39
DOI, NPS, CoEMP
NPS concession contracts for visitor services including retail, food and
lodging, include a requirement that each concessioner describe how the
environmental policy, goals, targets, responsibilities and procedures will
be communicated throughout the concessioner's organization. Each
concessioner also must describe and implement a system for reporting
environmental information to the Director.
USDA, ARS, Beltsville
Area
The Beltsville Guide to Affirmative Procurement describes the promotion
program for location employees and potential contractors or vendors:
Familiarize all purchasers with APP requirements; Conduct workshops or
training sessions to educate employees about their responsibilities under
the APP; Distribute APP policies to all organizations along with APP
training resources; Publish a list of local vendors of recycled content and
biobased products that meet EPA's CPG requirements or comply with
USDA's biobased product guidance; Publish articles in organizational
newsletters; Update local operating instructions to include APP
requirements; Seek volunteer organizations for limited trials of new
products, get feedback on the cost and performance of the products, and
publicize the results location wide; Consider using a facility construction
or renovation project as a showcase for recycled-content and biobased
building materials; Provide periodic updates through the e-mail system;
Recognize outstanding efforts of personnel toward AP.
40
DOCUMENT CONTROL
ISO 14001 Element
Section 4.4.5 of the ISO 14001 standard requires that procedures must be established and
maintained for controlling documents required by the standard to ensure that: the documents can
be located; the documents are periodically reviewed, revised as necessary, and approved for
adequacy by the authorized personnel; the current versions of relevant documents are available at
all locations where operations essential to the effective functioning of the system are performed;
obsolete documents are promptly removed from all points of issue and use, or otherwise assured
' Personal communication, J.Craig Erickson, November, 2003.
' Dr. Mary Ann McCloskey, Personal Communication, November, 2003.
1 DOI, ARS, Beltsville Area Guide to Affirmative Procurement. (January, 2003) Section 2.2.1.2, p. 12.
25
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
against unintended use; and any obsolete documents retained for legal and/or knowledge
preservation purposes are properly identified.
Federal Facility Examples
This element ensures that documentation, including, for example, product specifications,
purchase and contract documents, justification for the purchase of green products and/or lists of
green products approved for purchase is readily available to product users and procurement and
contracting personnel.
Federal Agency/Facility
Document Control
DOD, U.S. Army, Fort
Lewis WA
At Fort Lewis, the EMS Implementation Team placed all EMS
documentation, such as plans, manuals, procedures, and forms, onto the
Public Works Intranet. No paper copies are maintained, and all changes
are updated and communicated automatically. The Document Manager
estimates that hundreds of labor hours and reams of paper have been
saved through avoidance of annual document updates and changes.
This approach has been so successful that other, non-environmental
programs have adopted the EMS document control model within their
programs.
DOI, NPS, Grand Canyon
Xanterra Parks and Resorts maintains the official copy of its EMS on the
Company intranet site. Any paper copies printed from this site are
designated unofficial copies.
DOI, NPS, CoEMP
Concession contracts issued by NPS for visitor services include a
requirement for an EMS that includes a Document Control and
Information Management System. Each concessioner should identify
how it will manage environmental information including plans, permits,
certifications, reports and correspondence. NPS recommends that
concessioners maintain specifications for all products purchased,
especially those that are environmentally preferable, and make these
specifications readily available to employees responsible for purchasing.
OPERATIONAL CONTROL
ISO 14001 Element
Section 4.4.6 of the ISO 14001 Standard requires that operations and activities associated with
the identified significant environmental aspects must be identified in line with policy, objectives,
and targets. These operations and activities, including maintenance, must be planned in order to
ensure that they are carried out under specified conditions by: establishing and maintaining
documented procedures to cover situations where their absence could lead to deviations from the
environmental policy and the objectives and targets, stipulating operating criteria in the
procedures and establishing and maintaining procedures related to the identifiable significant
environmental aspects of goods and services used by the organization, and communicating
relevant procedures and requirements to suppliers and contractors.
26
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Federal Facility Examples
Many organizations have established Operational Controls for green purchasing and contracting
activities. These procedures include boilerplate contract language and product specifications to
ensure that green purchasing activities are implemented.
Federal Agency/Facility
Operational Control
EPA Region 1
EPA Region 1 identified significant aspects including use of resources,
use of energy, and air emissions. For three activities, Fleet Management,
Environmentally Preferable Electronics and Environmentally Preferable
Purchasing, Region 1 has established formal operational controls to
ensure green purchasing. The Operational Control Procedure directs
Managers to use environmental considerations as the basis for award, as
appropriate. Fleet Management staff is directed to "select and procure
fleet vehicles based on fuel efficiency, usage requirements and costs and
national and regional policies." Purchasers of electronic equipment are
directed to purchase only Energy Star compliant computers and to
purchase duplex printers for networks. Paper purchases are limited to
100% recycled content paper for printers and copiers. Recycled paper is
required for business cards and name tags and recycled content for
plaques and awards. These operational controls ensure that EPA New
England's staff has clear direction on how to carry out green purchasing
activities that may control significant aspects and reduce or eliminate
environmental impacts. The complete EPA Region 1 Operational
Controls Procedure is included in Appendix B.
EPA Region 5
Region 5 established the following requirements for procurement of
electronic equipment:
Reduction in toxins: (lead, mercury, cadmium, chromium)
Postconsumer recycled content
Large plastic components are labeled
Plastic components are not painted or varnished
No mechanical tools are required to remove batteries
The use of non-separable connections is minimized
Processor can be upgraded
Memory can be upgraded
Storage devices can be upgraded
Spare parts are available for at least 5 years after the end of production
Total cost of ownership will be used in the procurement decision
EPA, ESC, Ft. Meade, MD
EPA's Environmental Science Center at Fort Meade, MD has developed
an Operational Control Procedure specific to the process of
communicating with suppliers and contractors. The procedure is
designed to help ESC staff purchase goods and services that reduce
impacts associated with identified significant environmental aspects and
to communicate information and/or requirements related to the identifiable
significant environmental aspects of goods and services used by the ESC
to suppliers and contractors in accordance with the requirements of the
ESC Environmental Management System (EMS).41 The procedure
includes green purchasing criteria for specific products and services. For
example, under Janitorial Services, contractors are directed to consult a
Environmental Science Center: ESC-EP08, Environmentally-Preferable Purchases, Communicating with
Suppliers and Contractors, (DRAFT, September, 2003) p. 1.
27
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Federal Agency/Facility
Operational Control
variety of resources, including Green Seal's Choose Green Report,
"General Purpose Cleaners," March 1998, GSA's Environmental Products
and Services Guide: "Cleaning Products" and "Hardware Products:
Miscellaneous" sections (and any other applicable sections). In addition,
the Facility Manager is directed to consult the Pennsylvania Green
Building Operations and Maintenance Manual, "Cleaning Procedures"
section to identify additional environmentally-preferable janitorial practices
to possibly include as clauses in future ESC janitorial services contracts.
This manual incorporates ASTM's Cleaning Stewardship for Community
Buildings Standard.
ESC's procedure also includes the following boiler plate language
required in all ESC contracts: "Each company offering a cost proposal
should provide information on its environmental management system
(EMS) and whether it is an EPA National Environmental Performance
Track42 member to the ESC. The ESC will use this information as part of
its selection criteria."43 The full text of ESC-EP08, Environmentally-
Preferable Purchases, Communicating with Suppliers and Contractors,
(DRAFT, September, 2003) may be found in Appendix B.
USDA, ARS, Beltsville Area
The Beltsville Area's Affirmative Procurement Guide includes the following
specific operational controls for procurement:
» Contracts awarded by executive agencies after September 14, 1998
shall include provisions that obligate the contractor to comply with
EO 13101 within the scope of their operations.
» When USDA completes the biobased product designation, every
designated biobased product that is purchased will automatically
become part of this AP program.
» If a purchaser finds that a biobased product is more preferable due to
environmental attributes, technical performance, or price, it can be
selected in place of a similar recycled-content product.
» Recycled-content products meeting EPA guidelines will always be
purchased unless they are not available competitively within a
reasonable period of time; at reasonable prices; or to meet
reasonable performance standards in the specifications. A written
determination by technical or requirements personnel of the
performance standard's reasonableness must be included with the
justification. The technical and requirements personnel must base
their determination on National Institute of Standards and
Technology (NIST) guidelines, if available. If a product is more
expensive, but has non-financial environmental or operational
benefits, the purchaser is not required to claim the "reasonable price"
exemption.
44
Department of Defense
(DOD)
The has incorporated green purchasing operational controls into contracts
for custodial services and O & M as well as Design-Build Task Orders.
Custodial contracts include requirements for an environmental
stewardship plan, which includes an Affirmative Procurement program for
EPA's Performance Track program information http://www.epa.gov/performancetrack/program/ems.htm
Ibid., Attachment 1.
Beltsville Agricultural Center. Guide to Affirmative Procurement. (January, 2003) Section 2.2.1.2, pp. 6-9.
28
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Federal Agency/Facility
DOI, NPS, CoEMP
Operational Control
EPP, use of products specified in the Comprehensive Procurement
Guidelines (CPG), and a waste minimization and recycling program. The
following specific requirements are included: "For the following product
types, the Contractor shall use only products with the specified material
contents or attributes:
(1) Bathroom tissue -The bathroom tissue shall contain at least 100%
recovered materials and 50% postconsumer content.
(2) Toilet Seat Covers - Toilet seat covers shall contain at least 100%
recovered materials and 50% postconsumer content.
(3) Paper Towels - The paper towels shall contain at least 100%
recovered materials and 40% postconsumer content.
(4) General Purpose Industrial Wipes -The general purpose industrial
wipes shall contain at least 100% recovered materials and 40%
postconsumer content.
(5) Plastic trash bags - Plastic trash bags shall contain at least 25%
postconsumer content.
Waste Collection Carts and Containers. Carts and containers used for
the collection and/or storage of waste material shall be of noncombustible
or flame resistant construction, shall be constructed of environmentally-
preferable materials ....
O & M Contracts include requirements for energy efficiency, conformance
to the APP, and meeting the goals and objectives stated in Executive
Order 13101. Other contracts include the following language:
The Contractor shall integrate the use [of] EPP into the selection process
for all materials used in this contract. EPP are products that reduce effects
on human health and the environment which consider raw material
source, production, manufacturing, packaging, distribution, use of
recovered materials, reuse of product, operation, maintenance, disposal,
and recyclability. These attributes shall also be balanced with overriding
goals of durability, cost effectiveness (based on life cycle cost analysis),
and reliability. The Contractor shall comply with requirements of the
comprehensive procurement guidelines . . .
The NPS Concession Environmental Management Program encourages
concessioners to establish, document and maintain and train employees
on procedures that should be followed regarding environmentally
preferable purchasing.
29
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
EMERGENCY PREPAREDNESS AND RESPONSE
ISO 14001 Element
Section 4.4.7 of ISO 14001 requires that an organization establish and maintain procedures to
identify the potential for accidents and emergency situations, respond to accidents and
emergency situations, and prevent and mitigate any associated environmental impacts. The
procedure should be reviewed and revised if necessary, particularly after an occurrence of an
accident or emergency situation. The procedure must be tested periodically where practical. This
procedure must take into account both normal and abnormal operational conditions.
Federal Facility Examples
Federal Agency/Facility
Emergency Preparedness
USDA ARS Beltsville Area
David Prevar notes that, "On occasion, spills of petroleum products
occur, despite our spill prevention plans. When this happens, spill
kits that are made of environmentally friendly products are used for
cleanup. If a larger spill occurs, environmentally friendly containment
and absorbent materials are used. One of the absorbent products
used is derived from recycled corn cobs. After use on a spill, the
cleanup material, instead of being disposed of as hazardous waste,
is picked up by a recycling plant for use as a higher BTU fuel. This is
a prime example of how products are chosen for life cycle
environmental attributes. Even the Radiation Safety Unit uses a
biobased product, for surface contamination cleanups.
Environmental preferability is part of the culture at BARC.
MONITORING AND MEASUREMENT
ISO 14001 Element
Section 4.5.1 of the ISO 14001 Standard requires that documented procedures be established and
maintained to routinely monitor and measure key characteristics of operations and activities that
can have a significant impact on the environment. Information should be recorded to track
performance, relevant operational controls, and performance with the objectives and targets.
Monitoring equipment must be calibrated, maintained, and records of this process must be
retained. Furthermore, a documented procedure for periodically evaluating compliance with
relevant environmental requirements must be established and maintained.
Federal agencies are required to submit annual reports on their green purchasing activities as
described in the chart, below:
30
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Green Purchasing Reporting Requirements
Legal Requirement
RCRA Section 6002
EO 13101
Energy Policy Act of
1992(EPAct)
Farm Security and
Rural Investment Act
of 2002
EO 13123
Reporting Requirements
Annual report on:
Purchases of EPA-designated recycled content products
Progress in solid waste prevention, composting, and recycling
Progress in purchasing environmentally preferable products
Progress in purchasing biobased products other than fuels
Policy or procedure for implementation of the Affirmative Procurement
Program (APP)
APP Training
APP compliance audits
Agency goals
Annual alternative fuel vehicle (AFV) acquisition report
Requirements for reporting on purchases of designated biobased products to
be determined
Annual implementation plan, energy scorecard, and energy management
data report to the President and Congress
Federal Facility Examples
Federal Agency/Facility
Monitoring and Measurement
NASA
EMS staff at NASA's Ames Research Center tracks the use of 100%
postconsumer, processed chlorine-free paper to measure progress toward
achieving their goal of increasing use of this paper to 10% of total office
paper purchases.
DOD, U.S. Army, Ft.
Lewis WA
At Fort Lewis, when objectives and targets are identified, a set of metrics
is also developed to measure achievement of the objective. The Program
Team Manager for the objective is responsible for providing quarterly
progress reports to the Organizational EMS Representative who then
provides the information to Management.
EPA ESC Fort Meade MD
The ESC included the following measurement requirement in their EPP
Procedure: Reporting/Measurement of ESC Environmentally-Preferable
Purchases - Whenever a purchase of environmentally-preferable goods is
made, the amount purchased (not cost data) should be reported to the
EMS Team for inclusion in a spreadsheet or database that will keep track
of ESC's annual "green" purchases. This information will help EPA
determine its progress in meeting its EPP goals and can also be used in
ESC's Annual Environmental Report.
31
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
EPA Region 9
EPA Region 9's Affirmative Procurement Plan has been incorporated into
their EMS. The APP states that PMD Affirmative Procurement
Coordinators will have primary responsibility for overseeing program
tracking. The Affirmative Procurement Team will be responsible for
compiling and summarizing the information in an electronic Affirmative
Procurement Annual Report which will include information on: Type of
Product, Verified Recycled Content, Other Environmental Attributes, Total
Cost, and any Affirmative Procurement Preference Costs. The Annual
Report will also summarize the total dollar amount spent on Affirmative
Procurement Products and the portion of the Affirmative Procurement
Budget spent. The quantity and environmental characteristics of major
purchases under this Plan will be tracked for annual reporting purposes.
Purchases that go beyond the minimum requirements for environmentally
preferable procurements also will also be tracked.
US PS
The Postal Service Northeast Region receives annual reports on
purchases of retread tires and re-refined lubricating oil from each Vehicle
Maintenance Facility.
DOI, NPS, CoEMP
NPS concession contracts for visitor services such as retail, food and
lodging include a requirement that concessioners monitor and measure
their environmental purchasing performance against established EMS
goals and targets.
32
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
NONCONFORMANCE AND CORRECTIVE AND PREVENTIVE ACTION
ISO 14001 Element
Section 4.5.2 ISO of the ISO 14001 Standard requires that an organization establish and maintain
procedures for defining responsibility and authority for handling and investigating non-
conformances, taking action to mitigate any impact caused and for initiating and completing
corrective and preventive action. Any corrective or preventive action taken to eliminate the
causes of actual and potential nonconformance shall be appropriate to the magnitude of the
problems and commensurate with the environmental impact. The standard further states that the
organization must implement and record any changes in the documented procedures resulting
from corrective or preventive action.
Federal Facility Examples
Federal Agency/Facility
Nonconformance and Corrective Action
EPA ESC Ft. Meade, MD
EPA's Environmental Science Center at Ft. Meade, MD has an
objective and target for Paper Consumption which states that the
ESC will "develop a strategy to reduce paper consumption while
increasing the recycled content and the percentage of paper
recycled." During FY03, all of ESC 's copy paper was changed
from 30% recycled-content to 100% recycled-content, process
chlorine free paper. When the switch was first made, departmental
representatives communicated many complaints that the paper
jammed copiers and printers. In response, staff placed individual
logs next to all the copiers and printers and people were asked to
document when jams occurred. This data was used in conjunction
with a "paper consultant" from Boise Cascade, who was able to
work with the individual machine settings to reduce the number of
jams experienced by ESC staff.
45
DOD, U.S. Army, Ft. Lewis, WA
At Ft. Lewis, during an EMS Internal Audit, document control and
operational procedures are reviewed. If an auditor finds that a
given documented procedure is not being followed, a Preventive
Corrective Action Report (PCAR) is written and the activity not
adhering to the procedure has to conduct an investigation and
recommend a corrective action. Once the root cause of the
problem has been determined and a correction implemented, it is
verified by the EMS Representative and the PCAR is closed out.
46
ESC
H. Fleming, personal communication, November, 2003.
33
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
RECORDS
ISO 14001 Element
Section 4.5.3 of ISO 14001 states that procedures must be established and maintained for the
identification, maintenance, and disposition of environmental records. The records must include
training records, and results of audits and reviews. Records should be legible, identifiable, and
easily traceable and protected against damage and loss. Records must be maintained to
demonstrate compliance with the requirements of the standard and the EMS.
Federal Agency/Facility
Records
EPA ESC Ft. Meade, MD
ESC included requirements for records management in their
Environmentally-Preferable Purchases Procedure. Written
communications with ESC suppliers and contractors will be
retained in the EMS records. When this procedure is reviewed,
records will be maintained on suggested changes, including
procedural changes or tools, and why the changes were or were
not included. Data on ESC environmentally-preferable purchases
also will be retained in the EMS records.47
DOI, NPS, CoEMP
Concession contracts issued by NPS for visitor services, including
retail, food and lodging, include a requirement that, as part of their
EMS, concessioners identify records maintained to comply with
applicable laws and Best Management Practices. These include
training records for environmentally preferable purchasing and
receipts for purchases of environmentally preferable products.
ENVIRONMENTAL MANAGEMENT SYSTEM AUDITS
ISO 14001 Element
Per the requirements of Section 4.5.4 of ISO 14001, an organization shall establish and maintain a
program(s) and procedures for periodic environmental management system audits to be carried out in
order to: determine whether or not the EMS conforms to planned arrangements for environmental
management, including the requirements of the standard and the EMS documentation; and determine
whether the EMS has been properly implemented and maintained and to provide information on audit
results to management.
Federal Agency/Facility
EPA
ESC Ft. Meade, MD
EMS Audits
ESC includes requirements for annual review in its EPP
Procedures. Specifically, the EMS Team will meet to review the
procedure and EPA's EPP Goals. The EMS Team will discuss
the procedure's effectiveness, whether it should be modified, and
whether tools (e.g., web site or forms) should be developed to
facilitate environmentally-preferable purchasing at ESC. To
Environmental Science Center. ESC-EP08, Environmentally-Preferable Purchases, Communicating with
Suppliers and Contractors, (DPvAFT, September, 2003) p. 8.
34
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
prepare for the discussion, the EMS Team should survey
purchasers and meeting planners at the ESC to discuss the
effectiveness of the procedure.
MANAGEMENT REVIEW
ISO 14001 Element
Section 4.6 of ISO 14001 requires that top management periodically review the EMS to ensure its
continual suitability, adequacy and effectiveness. The review process must ensure that all necessary
information is collected for the evaluation. The review must be documented. The review will address
possible needs for changes to the policy, objectives, and the EMS with consideration for EMS audit
results, changing circumstances, and the commitment to continual improvement.
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
SECTION 3: BACKGROUND INFORMATION
GENESIS OF THIS REPORT
This report was developed by the EPA's Environmentally Preferable Purchasing Team in
response to requests from, and in partnership with, stakeholders, including EPA's Federal
Facilities Enforcement Office, Office of Policy, Economics and Innovation, Design for the
Environment (DfE) Program, the White House Office of the Federal Environmental Executive,
and several Federal facilities. The report is informed by information from multiple interviews
with representatives of Federal facilities whose staff incorporated green purchasing into the
elements of their EMS. The Acknowledgements page provides a list of those individuals whose
input, knowledge and experience contributed to the value of this report.
DEFINITIONS AND ACRONYMS
Definitions http://ceq.eh.doe.gov/nepa/re2s/eos/eol3148.html
Affirmative Procurement
Biobased product
A program to increase green purchasing activities in Federal agencies.
AP Programs originally focused on the purchase of products
manufactured from recovered/recycled materials; however, AP concepts
have expanded to include other environmental considerations.
A commercial or industrial product (other than food or feed) that uses
biological products or renewable domestic agricultural (plant, animal,
and marine) or forestry materials.
Environmentally Preferable Products or services 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. This comparison may consider raw
materials acquisition, production, manufacturing, packaging, distribution,
reuse, operation, maintenance, or disposal of the product or service.
36
-------
Integrating Green Purchasing into your EMS: Final Draft
Acronyms
AFV Alternate Fuel Vehicle
ARS Agricultural Research Service
CPG Comprehensive Procurement Guidelines
DOD Department of Defense
DOT Department of the Interior
EMS Environmental Management Systems
EO Executive Order
EPA Environmental Protection Agency
ESC Environmental Science Center
EPP Environmentally Preferable Purchasing
FAR Federal Acquisition Regulation
FEMP Federal Energy Management Program
FWS Fish and Wildlife Service
GSA General Services Administration
ISO International Organization for Standardization
JWOD Javits Wagner O'Day Act
OFPP Office of Federal Procurement Policy
OFEE Office of the Federal Environmental Executive
NASA National Aeronautics and Space Administration
NFS National Park Service
RCRA Resource Conservation and Recovery Act
RMAN Recovered Material Advisory Notice
USDA U.S. Department of Agriculture
USPS U.S. Postal Service
October, 2004
37
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
What Is Green Purchasing?
Green Purchasing refers to the practice of preventing waste and pollution by considering
environmental impacts, along with price, performance, and other traditional selection factors,
when making purchasing decisions. Green purchasing often is included within the definition of
pollution prevention, since the selection and use of green products can reduce both the quantity
and toxicity of waste streams. All Federal procurement officials are required by the Federal
Acquisition Regulation (FAR and Executive Order (EO)13101, Greening the Government
through Waste Prevention, Recycling and Federal Acquisition, to assess and give preference to
green products and services. Part 23 of the FAR addresses acquisition policies and procedures
for protecting and improving the environment by controlling pollution, managing energy and
water use in government facilities efficiently, using renewable energy and renewable energy
technologies, and acquiring energy- and water-efficient products and services, environmentally
preferable products, and products that use recovered materials.48
EO 13101 requires agencies to consider the following factors in acquisition planning for all
procurements and in the evaluation and award of contracts: "elimination of virgin material
requirements; use of biobased products; use of recovered materials; reuse of product; life cycle
cost; recyclability; use of environmentally preferable products; waste prevention (including
toxicity reduction or elimination); and ultimate disposal."49
Federal green purchasing preference programs are designed to provide agencies with reliable
product information to support and encourage their efforts to purchase green products and
services. Currently, Federal green purchasing preference programs include:
* Products manufactured from recovered materials (Recycled content products),
* Environmentally preferable products
* Energy efficient products,
* Biobased products,
* Alternative fuels and fuel efficient vehicles,
* Non-ozone depleting substances, and
* Priority chemicals.
Federal Green Purchasing Program Requirements
To provide additional direction for purchasing decisions, EPA has developed guidance for Green
Purchasing.50 Section 503 (c) of EO 13101 directs Executive agencies to "use the principles and
concepts in the EPA Guidance on Acquisition of Environmentally Preferable Products and
Services ... in identifying and purchasing environmentally preferable products and services" and
to "modify their procurement programs as appropriate."51 In addition, Section 23.704 of the FAR
48 Access the full text of the Federal Acquisition Regulation at http ://www. arnet gov/far/
49 EO 13101, Section 401
50 Visit
51 Access the text of Executive Order 13101 and the FAR at
38
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
requires agencies to "affirmatively implement" the objective of "obtaining products and services
considered to be environmentally preferable (based on EPA-issued guidance)." EPA's guiding
principles are:
* Include environmental considerations as part of the normal purchasing process.
* Emphasize pollution prevention as part of the purchasing process.
* Examine multiple environmental attributes throughout the product or service's life cycle.
* Compare environmental impacts when selecting products and services.
* Collect accurate and meaningful information about the environmental performance of
products and services.
FEDERAL GREEN PURCHASING LEGAL AND OTHER REQUIREMENTS
Product Category
Recycled Content
Environmentally Preferable
Energy efficient
Biobased
Alternative fuels
Fuel efficiency
Non-ozone depleting substances
Legal and Other Requirements
Section 6002 of the Resource Conservation and
Recovery /Acf (RCRA); EO 13101, Greening the
Government through Waste Prevention,
Recycling and Federal Acquisition; Federal
Acquisition Regulation (FAR), Parts 7, 11, 23.
EO 1 31 01 , Greening the Government through
Waste Prevention, Recycling and Federal
Acquisition; FAR, Parts 7,11, 23.
EO 13123, Greening the Government through
Efficient Energy Management; Federal
Acquisition; Federal Acquisition Regulations
(FAR), Part 23; EO 13221 , Energy Efficient
Standby Power Devices
Section 9002 of the 2002 Farm Security and
Rural Investment Act; EO 13101, Greening the
Government through Waste Prevention,
Recycling and Federal Acquisition
Section 303 of The Energy Policy Act of 1992
(EPAct); Executive Order 13149, Greening the
Government through Federal Fleet and
Transportation Efficiency
Section 613 of the Clean Air Act
39
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
Green Purchasing Training Resources
OFEE offers green purchasing training to contracting, environmental, and facilities staff. The
training primarily addresses purchasing of recycled content, biobased, and environmentally
preferable products and also touches on purchasing of energy efficient products. It discusses the
legal framework underlying the green purchasing programs, the pertinent Federal Acquisition
Regulation provisions, the common myths about green purchasing, the specifics of the green
purchasing programs, Federal facility green purchasing examples, and product sources, including
mandatory sources.
OFEE and the U.S. Army Center for Health Promotion and Preventive Medicine (USACHPPM)
developed a green purchasing train-the-trainer program, which has been presented to more than
30 Federal agency environmental and procurement staff. The program consists of a PowerPoint
presentation and an accompanying script. In addition to addressing the units discussed in OFEE's
green purchasing training, it discusses the types of training appropriate for different audiences,
compliance, program implementation, and goals and metrics.
The Defense Logistics Agency offers Buying Green: A Multi Functional Approach to Pollution
Prevention. To order the manual or obtain more information on training call (614)692-5969,
1-800-458-7903, or (269) 961-7046 or fax (269) 961-7055.
"What is Green Purchasing, Anywayl" is an online training course providing an introduction to
the Federal green purchasing program for contracting personnel, purchase card holders, facility
and fleet managers. The course is organized into modules and provides examples, resources, and
reference web sites. Course duration ranges from 1 !/2 hours for purchase card holders to
approximately 2 1A hours for contracting officers and contracting officer representatives.
Completion of the course satisfies the Executive Order 13101 requirement that agencies provide
training to contracting and program personnel. It is available on the Office of Personnel
Management's Gov Online Learning Center located at www.golearn.gov.
To register for the Green purchasing course, log on with your email and password. Next, click
on the Full Catalog button on the top navigation bar. Click on the Free Catalog category and
select Legislatively Mandated and Agency Required Topics. Choose " What is Green
Purchasing, AnywayT' (Course ID OPM008) by clicking on its title.
Please contact Dana Arnold at arnold.dana@ofee.gov if you would like to arrange for a green
purchasing or train-the-trainer presentation.
For additional green purchasing training resources visit
40
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
Green Purchasing Resources
. Environmentally Preferable Purchasing (EPP) information from EPA
. EPA's EPP Database - Database of environmental information on products and services
. EPPnet listserv providing subscribers with quick access to information such as: availability of
product specifications, vendors of particular products, pricing information, and strategies to
achieve procurement goals
. Green Purchasing tools and resources from OFEE
. Searchable database of vendors who sell or distribute CPG-designated products with recycled
content.
. Biobased Products Purchasing Program (Proposed 2003)
< http://www.biobased.oce.usda.gov/public/about_us.cfm>
. Energy efficient product information from the Federal Energy Management Program (FEMP)
. Technical assistance from FEMP
. Draft Federal Guide for Green Construction Specs
. EPA's Green Building Site -
. EPA Green Meetings
Ocean Blue Foundation for Green Meetings
<.http://bluegreenmeetings.org>
41
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
• EPA's Green Power Partnership - Provides assistance and recognition to organizations that
demonstrate environmental leadership by choosing green power.
. EPA's Greenscapes - Guidance on environmentally preferable landscaping
. EPA's Smartway Transport Program - challenges companies shipping products and the truck
and rail companies delivering these products, to improve the environmental performance of
their freight operations.
. Federal Electronics Challenge - a voluntary partnership program that encourages Federal
facilities and agencies to purchase greener electronic products, reduce impacts of electronic
products during use, and manage obsolete electronics in an environmentally safe way.
. Significant New Alternative Policy (SNAP) Program
42
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
4. CONCLUSION
The Federal agencies who participated in the development of this report have incorporated green
procurement into their EMS policy and procedures. This is appropriate, since procurement and
contracting activities are responsible for as much as 25%52 of an agency's budget and act as the
gatekeeper for products and services that have the potential to contribute to diverse
environmental impacts. By using EMS procedures to identify procurement as an environmental
aspect and initiate operational controls to address these environmental impacts, agencies can
encourage the use of green products and the implementation of sustainable operations.
Thus, the EMS can increase and focus efforts of product users, and the procurement and
contracting personnel who support them, to seek out green products and processes that can
provide similar or better performance quality than those products or processes currently in use.
For example, buying low emissions vehicles to improve air quality, or choosing renewable
energy sources to reduce CO2 emissions and their contribution to climate change, or specifying
Integrated Pest Management and green landscaping services to reduce the impacts of pesticides
and fertilizers on local rivers lakes and streams all can help to reduce a facility's overall
environmental impacts. Monitoring and measuring the purchase and use of green products
documents progress toward improved environmental performance and facilitates compliance
with reporting requirements. Since purchase agreements are of limited duration, expiring
contracts can drive a system toward continuous improvement by compelling an organization to
consider green purchasing opportunities with each new purchase or contract renewal.53
Patty Wohl of California EPA sums up her agency's experience stating, "During this past year,
we have experienced directly how EMS-based management increases the benefits of a green
purchasing program by improving regulatory compliance and environmental performance;
increasing efficiency; enhancing accountability; reducing costs; and enhancing morale through
aligning actions with good intentions and formal commitments."
52 Federal Procurement Data System, 2002 Report, < http://www.fpdc.gov/fpdc/fpr2002.htm >
53 Personal communication, Rob Guillemin, EPA Region 1, November, 2003.
43
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
ACKNOWLEDGMENTS
Development of this module has been a group effort, from beginning to end. The Environmental
Protection Agency (EPA) would like to thank all of the agencies and individuals who shared
lessons learned during the EMS implementation process, provided examples of successful
incorporation of Green Procurement into their EMS, and/or provided valuable editorial
comments.
Agencies and individuals whose expertise informed the contents of this report include:
Agency
Defense Logistics Agency
(DLA)
Defense Logistics Agency
(DLA)
Department of Agriculture
(USDA)
Department of Commerce
(DOC)
Department of Defense
(DOD)
Department of Defense
(DOD)
Department of Defense
(DOD)
Department of Defense
(DOD)
Department of Defense
(DOD)
Department of Defense
(DOD)
Department of Defense
(DOD)
Department of Energy (DOE)
Department of Energy (DOE)
Department of Energy (DOE)
Facility
Headquarters
Defense Reutilization and
Marketing Service (DRMS)
Beltsville Area,
Agricultural Research Service
Headquarters
Office of the Secretary of Defense
(Installations and Environment)
Pentagon
Engineering & Technical Service
Division
U.S. Air Force
Eglin AFB, FL
Air Force Center for
Environmental Excellence
(AFCEE)
U.S. Army
Fort Lewis, WA
U.S. Army
Fort Eustis, VA
U.S. Army
Tobyhanna Army Depot, PA
Alternate Fueled Vehicle Program
Federal Energy Management
Program (FEMP)
Pacific Northwest National
Laboratories (PNNL)
Contact
Patti Wilson
Randy Smith
Randolph J.Smith@dla. mil
David Prevar
prevard@ba.ars.usda.qov
Pete Wixted
PWixted@doc.qov
John Coho
iohn.coho@osd.mil
Alan Smith
AlanSmith@ref.whs.mil
Karen Winnie
karen.winnie@eqlin.af.mil
Karen Kivela
Karen.Kivela@brooks.af.mil
Harry Fleming
harry.s.fleminq@us.armv.mil
Shonia Holloway
shonia.hollowav@us.army.mil
Craig Coffman
craiq.coffman@us.army.mil
Shab Fardanesh
Shabnam.Fardanesh@ee.doe.qov
Alison Thomas
alison.thomas@ee.doe.qov
Sandra Cannon
sd cannon@pnl.qov
44
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Department of Homeland
Security (DHS)
Department of the Interior
(DOI)
Department of the Interior
(DOI)
Department of the Interior
(DOI)
Department of the Interior
(DOI)
Department of the Interior
(DOI)
Department of Transportation
Department of Veterans
Affairs
Executive Office of the
President
Environmental Protection
Agency (EPA)
Environmental Protection
Agency (EPA)
Environmental Protection
Agency (EPA)
Environmental Protection
Agency (EPA)
Environmental Protection
Agency (EPA)
Environmental Protection
Agency (EPA)
Environmental Protection
Agency (EPA)
Environmental Protection
Agency (EPA)
U.S. Coast Guard
Office of Environmental Policy and
Compliance
National Park Service
Grand Canyon National Park
National Park Service
Intermountain Region
National Park Service
Grand Canyon National Park
Xanterra Resorts
National Park Service
Concession Environmental
Management Program
Office of the Secretary of
Transportation
Office of the Deputy Under
Secretary for Health for
Operations and Management
Office of the Federal
Environmental Executive (OFEE)
Office of Policy, Economics, and
Innovation (OPEI)
Office of the Federal
Environmental Executive (OFEE)
Office of Pollution Prevention &
Toxics: Design for the
Environment
Office of Pollution Prevention &
Toxics: EPP-Federal Electronics
Challenge
Environmental Science Center,
Fort Meade, MD
Region 1
Region 5
Region 9
Ken Malmberg
KMalmberq(S>,comdt. uscq.mil
Heather Davies
heather davies(S)Jos.doi.qov
Dr. Mary Ann McCloskey
marv ann mccloskev(S>,nps.qov
J. Craig Erickson (consultant)
craiq(S)mesllc.net
Lisa McNeilly
lmcneillv(S>,xanterra.com
Christine Chui
Christine chui(S>,contractor.nps.qov
Catherine Johnson
Catherine.Johnson(S>,ost.dot.qov
Jack Staudt
iack.staudt(S)hq.med.va.qov
Ed Pinero
pinero.ed(S)ofee.qov
Tim Stuart (retired)
Dana Arnold
arnold.dana(S>,ofee.qov
Karen Chu
chu.karen(S)epa.qov
Christopher Kent
kent.christopher(S>,epa.qov
Greg Allen
alien. qreq(S)epa.qov
Lynda Podhorniak
podhorniak.lvnda(S>,epa.qov
Robert Guillemin
quillemin.robert(S>,epa.qov
Jean Holbrook
holbrook.iean© epa.qov
Christopher M. Newman
newman.christopherm(S>,epa.qov
Lucy Stanfield
stanfield.lucv(S>,epa.qov
Heather White
white. heather(S)epa.qov
45
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Environmental Protection
Agency (EPA)
National Aeronautics and
Space Administration (NASA)
State of California
U.S. Postal Service (USPS)
Region 10
Ames Research Center
California Integrated Waste
Management Board (CIWMB)
Northeast Region
Viccy Salazar
Salazar.viccv(S)epa.qov
Bruce Stapleton
stapleton.bruce(S>,epa.qov
Jonell Allamano
Allamano.ionell(S>,epa.qov
Christel VanArsdale
christel.i.vanarsdale(S>,nasa.qov
Patty Wohl
pwohl(S>,ciwmb.ca.qov
Ron Robbins
ronald.f.robbins(S>,email.usps.qov
46
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
DISCLAIMER
This report provides an overview of recent Federal government initiatives that incorporate green
procurement into an Environmental Management System (EMS). References to specific
products and technologies do not constitute endorsement of or recommendation for use of these
products by the U.S. Environmental Protection Agency (EPA). This report features
representative Federal government activities in green procurement and EMS. It does not
represent the efforts of every Federal government agency initiating an EMS and it does not
describe every activity initiated by the agencies highlighted.
47
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
This page intentionally left blank
48
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Appendix A
Products and Services Purchased at ESC: Implementing Environmentally-Preferable Purchasing (EPP) Draft: 8/26/2003
Type of Purchase
Products and Services Purchased,
Value of Products and Services
Current ESC Operational
Controls for EPP and
Communicating with
Contractors and Suppliers
Barriers to EPP and
Communicating with
Contractors and Suppliers
Bank card purchase (small
purchase)
Consumable Lab Supplies (standards,
reagents, disposable glassware and
plasticware, compressed gases), Lab
Systems (equipment calibration
services, NIST references, laboratory
equipment), Training (health services
training), Analytical Services, Office
Services (photocopying, labels and
tags), Office Supplies (posters,
stationery), Boat Supplies, Facility
Supplies (hardware, recycling bins),
Computer Supplies & Services
(software, printers and printer supplies,
computer hardware), Information
Products (NTIS products), Barcoding
Supplies, Travel/Meetings, Safety
Supplies
Environmental attributes generally
considered on an ad hoc basis.
EMS target included strategy for
addressing impacts related to
paper consumption, which led ESC
to purchase 100% recycled-
content paper.
Requirement to purchase from a
variety of vendors
Purchase requisitions (PR)
OPP: maintenance agreement,
equipment, supplies
Region III: capital equipment, onsite
contractors, library records management,
CIS support, COOP contractors
Overall Facility: contract based services
(performance-based contracts) include
ESAT contract, capital equipment,
records management, computer support,
LAN support, hazardous waste
management (EMSI), landscaping/lawn
In its contracts, ESC uses a lot of
standard clauses provided by EPA
headquarters that covers
implementation of the "seegreening
Executive Orders -
http://www.fedcenter.gov/programs
I
Contractor orientation to EMS for
contractors working at ESC long-
term.
Contract for hazardous waste
EMS/#regs
49
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Type of Purchase
Products and Services Purchased,
Value of Products and Services
Current ESC Operational
Controls for EPP and
Communicating with
Contractors and Suppliers
Barriers to EPP and
Communicating with
Contractors and Suppliers
maintenance, security system, operation
& maintenance, janitorial/snow removal,
mail, boats, telephone, library services;
subcontracts include water conditioning,
emergency generator, building
automation system, fire sprinkler, fire
pumps, BSC system, uninterruptible
power supply (UPS), and fume hood
certification.
disposal includes EPP language.
Next contract for copiers will
consider paper reduction benefits
of digital copiers.
Blanket Purchase
Agreement (BPA)
Note: BPAs are being used
less often.
OPP: BPA with Fisher for glassware and
gloves, lab consumables (they receive a
discount when using the BPA)
ASQAB: BPA with Roberts Oxygen for
gases and with Sigma-Aldrich (formerly
Supelco) for chemical standards, internal
standards, surrogate compounds, vials,
syringes, etc.
Overall Facility: maintenance
agreements under BPAs, including those
for copiers, fax machines, security
systems, and fire systems.
Miscellaneous Obligation
Documents (MODs)
Overall Facility: utility purchases,
FedEx, bank card authorizations.
Reimbursable Work
Agreements (RWAs)
Overall Facility: vehicle renting (and
associated maintenance) from GSA,
providing security services (guards).
Outside Contracts (B&F,
SHEM)
Overall Facility: telecommunications
support, voicemail system, Pbranch
Xchange, medical monitoring (through an
interagency agreement - IAG)
50
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
APPENDIX B : Examples of Agency Procedures
51
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
Green Purchasing Operational Controls, EPA Region 1, New England
EPA-NE BOSTON OFFICE ENVIRONMENTAL OPERATING CONTROL
TITLE: Environmentally Preferable Procurement
Document No: OC-2004-04
Prepared By:
Jean Holbrook
Date: 9/15/04
Approved By:
James Owens, Director OARM
Date:
PURPOSE
The purpose of this operational control is to include environmental considerations in procurement
decisions at the EPA-NE Boston Office.
POLICY COMMITMENT
• Meet or go beyond compliance with all applicable Federal, State, and local environmental laws and
regulations.
. Prevent pollution before it is produced, reduce the amount of waste at our office, re-use and recycle
whenever possible, and support pollution prevention by our customers and suppliers.
ACTIVITIES COVERED
General Office Work: Use of: Computers, Printers, faxes and copiers, Office supplies such as cartridges,
clips, staplers, etc, Use of Paper; Report Generation; Record and File Storage
OPERATIONAL CONTROLS
1. Paper Procurement
a. 100% recycled content paper for printers and copiers (exceeds Federal requirements)
b. Recycled paper for business card and name tags (Procured by Purchase card holders)
c. Recycled content plaques and awards ((Procured by Purchase card holders)
2. Procurement Practices
a. Recycled content for external printing exceeds requirements (procured by Facilities
through GPO)
b. GSA Advantage Purchasing (assists in identifying EPP products)
c. Desktop/Office Supply purchasing consolidated under Facilities for better control and
reduced waste
d. Utilize FedBizOpps for electronic posting of Requirements and Synopsis (>$ 100,000)
e. Grant terms and conditions include recycled content and EPP conditions (40 CFR part 30
and 31)
3. Electronics Procurement
a. Procurement of Electronic Equipment is described under the Operational Control
Environmentally Preferable Electronics
52
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
RESPONSIBILITIES:
Contracts and
Procurement
Manager:
. Acting as approval official, and overseeing contracting staff assures Purchase
Requisitions conform to regulations and Regional policies
• Assures Use of credit cards by Purchase Card holders conforms to regulations and
Regional policies
• Uses environmental considerations as basis for award as appropriate
. Provides training and assistance to purchase card holders, which includes Green
Purchasing
• Encourages use of GSA Advantage paperless/paper minimizing purchasing
. Maintains awareness of National and Regional requirements as well as
opportunities to exceed requirements through OARM/MCP website,
communication with Green Team, and other sources.
. Communicates requirements and opportunities to staff.
Staff:
• Assures Purchase Requisitions conform to regulations and regional policies
» Uses environmental considerations as basis for award as appropriate
Facilities
Manager: Incorporates national and Regional environmental policies in procurement
decisions and oversees and directs staff in activities as follows:
Customer Service purchasing specialist:
• Uses GSA Advantage
• Initiates Purchase Requisitions for all office supplies (including 100% recycled
content paper), incorporating national and Regional environmental policies
(including EO 13101)
. Communicates with Green Team leaders regarding national and Regional
requirements as well as opportunities to exceed requirements
Regional Printing Officer:
• Contracts high volume copying externally through GPO. Reviews requests and
classifies as routine copying or specialized. Routine work routed through GPO
contract using recycled content paper (currently 80%)
• For specialized print requests, jointly with Information Systems Desktop
Publishing Team advises requestors regarding product design to optimize product
for environmentally preferable production
• Initiates Request for Quotation for Specialized print jobs through GPO
incorporating environmental considerations
» Coordinates with Communication Workgroup as appropriate
Information
Services Group
Managers of Computing Technology and Information Resources: jointly oversee and
direct staff in activities as follows:
. Technical support to equipment incorporating specialized considerations for use
of recycled paper
• Desktop Publishing Team assists requestors of specialized print products in
product design and advises regarding product design to optimize product for
environmentally preferable production; coordinates with Customer Service staff
regarding contract requirements for external printing
• Support to GSA Advantage paperless/paper-minimizing purchasing as required
• IS Staff: Execute assigned job responsibilities consistent with these procedures
Grants
Management
Manager: Oversees staff in processing grants
Staff: Includes Recycling and EPP terms and conditions
53
-------
Integrating Green Purchasing into your EMS: Final Draft
October, 2004
Office
Office of Regional
Administrator
Other EPA-NE
Offices
Green Team
Deputy Regional Administrator: Supports programs Region wide
Director of Public Affairs: Directs staff in procurement of recycled content awards
and plaques
Staff: Procures recycled content awards and plaques
Office Directors: Support programs, ensure employee awareness and use.
Team Members:
• Assist in promoting employee awareness
• Assist in disseminating Green Purchasing information and opportunities to
purchasers, card holders and Contracts and Procurement staff
EPA-NE BEST PRACTICES: Environmentally beneficial practices implemented by individual offices
• Human Resources: Recommends contracted training firms provide any handouts 2-sided
REFERENCE(S): No specific references are defined for this control.
SIGNIFICANT ASPECTS: Use of Resources
MAINTENANCE PLAN(S) FOR THIS OPERATIONAL CONTROL: See Common Requirements for
all Operational Controls.
ACTIONS TO BE TAKEN IF CONTROLS FAIL: See Common Requirements for All Operational
Controls.
RECORD(S) No specific records are defined for this control.
COMPETENCE OF PERSONNEL RESPONSIBLE TO CARRY OUT THESE PROCEDURES: See
Common Requirements for All Operational Controls.
54
-------
Integrating Green Purchasing into your EMS: Final Draft
Environmental Management Program, EPA Region 5
October, 2004
Environmental Management Program
A. Significant Environmental
Aspect: Consumption of Toxic
and Hazardous Chemical
B.Document Control Code:
EMP-77-04-SAE-5A-001
C. Date: 11/21/03
1. Objective (s): Reduce life-cycle environmental impacts associated with purchased office furnishings
and equipment.
2. Target(s): Incorporate "green" specifications into market surveys and bid requirements for electronic
equipment purchased post FY2004.
3. Reason for Significance (of aspect):
Electronic equipment contains toxic substances such as lead, mercury, hexavalent chromium, beryllium,
and others.
If plastic from electronic equipment is incinerated dioxins can be emitted.
Indoor air quality
Emission of volatile organic compounds
5. Legal and Other Requirements (Specify):
Comprehensive Procurement Guidelines
E.O. 13101
6. Performance Indicators (measures of achievement):
Compare pre FY 2004 bid specifications with post FY 2004 bid specifications.
7. Program Description:
"Green" specifications established for procurement requests include:
Reduction in toxins:
» Lead—purchase FPD versus CRTs
» mercury
» cadmium
» chromium
Postconsumer recycled content.
Large plastic components are labeled.
No mechanical tools are required to remove batteries.
The use of non-separable connections is minimized.
Plastic components are not painted or varnished.
IT representatives (PC Docs) are trained on EPP and availability of "green" characteristics of electronic
equipment.
55
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
Include in market surveys information that will identify those products that have received certification by
third party eco-label organizations, received a manufacturer's internal self-certification, or have an eco-
declaration.
Green specifications included in requests for bids from vendors.
Quotes received from manufacturers/vendors include products that meet "green" specifications.
Total cost of ownership will be used in the procurement decision.
The Information Resource Management Steering Committee supports and promotes "green" activities for
electronic equipment.
8. Operational Controls:
(see operational controls form, separate page)
9. Budget (resources):
Get information from Information Management Branch.
10. Structure, Authorities, Responsibilities
Tasks
1 . "Green" specifications developed.
2. Work w/ electronic equipment
manufacturers/vendors to determine availability.
1 1 . Records:
12. Document(s):
Person Responsible
1. Information Management Branch creates "green"
specs with assistance from PC Docs.
2. IMB/IRMSC works with manufacturers/vendors.
Person Responsible and Record Location:
Person Responsible and Record Location:
13. Competence of persons responsible on basis of training, education, or experience:
Title
Competence
14. Other Program Elements:
56
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
EPA Environmental Science Center, Fort Meade, MD
ESC-EP08.01
Environmental Management System Procedure for:
Environmentally Preferable Purchasing (EPP), Communicating with Suppliers and Contractors
April 10, 2004
Issued by:
EMS Coordinator
57
-------
Integrating Green Purchasing into your EMS: Final Draft October, 2004
April 10, 2004
ESC-EP08.01 Table of Contents
1 Purpose 3
2 Scope 3
3 Definitions 3
4 Procedure 3
4.1 Specific Procedure-FOCUS ON EPA'sEPP GOALS 3
4.2 Specific Procedure - BOILERPLATE LANGUAGE IN CONTRACTS 6
4.3 Specific Procedure - EMS AWARENESS 6
4.4 Specific Procedure - EPP TRAINING 6
4.5 Specific Procedure - REPORTING/MEASUREMENT OF ESC
ENVIRONMENTALLY PREFERABLE PURCHASES 6
4.6 Specific Procedure - ANNUAL PROCEDURAL REVIEW 7
4.7 Responsibilities 7
5 Documentation 7
Attachment 1
Boilerplate Language for All ESC Contracts 8
Attachment 2
Suggested Websites 9
Attachment 3
Fact Sheet for Onsite Contractors (without fixed contracts) 10
58
-------
ESC-EP08.01 April 10, 2004 Page 59 of
71
1 Purpose
• To help Environmental Science Center staff (ESC) purchase goods and services that
reduce impacts associated with ESC's identified significant environmental aspects.
To communicate information and/or requirements related to the identifiable significant
environmental aspects of goods and services used by the ESC to suppliers and contractors
in accordance with the requirements of the ESC Environmental Management System
(EMS).
2 Scope
The ESC will make available guidance and information on purchasing goods and services that
reduce impacts associated with ESC's identified significant environmental aspects. The ESC will
communicate specific procedures and requirements to those suppliers and contractors that
provide goods and services associated with significant environmental aspects.
3 Definitions
EPP Goals - Environmentally Preferable Purchasing Goals (EPP): Executive Order 13101
mandate to purchase environmentally preferable supplies.
CPG - Comprehensive Procurement Guidelines for buying recycled-content products.
4 Procedure
4.1 Specific Procedure - FOCUS ON EPA's EPP GOALS
The ESC will initially focus on the goods and services targeted through EPA's
Environmentally Preferable Purchasing (EPP) Goals, designed to fulfill the Agency's
responsibilities under Executive Order (E.O.) 13101, "Greening the Government through
Waste Prevention, Recycling, and Federal Acquisition" These goods and services
include building materials and design, janitorial and maintenance services, copy paper
and publications, meetings, office supplies, electronics, fleets, landscaping, and power.
Fleets and power are not addressed in this procedure because these purchases are
coordinated by EPA HQ. (See Attachment 2 for suggested websites where more
information may be found on all of the EPP Goals listed here.)
Building Materials and Design
The ESC already incorporates many environmentally-preferable building
materials and design features, including natural lighting, low-water flush units,
variable air volume fume hoods for lab spaces, energy-efficient bulbs, direct
59
-------
ESC-EP08.01 April 10, 2004
Page 60 of 71
digital control of mechanical systems, and recycled-content construction
materials.
For all new construction at ESC, during the planning stages, agency
representatives should investigate environmentally-preferable building materials
and design strategies by gaining a familiarity with the U.S. Green Building
Council's Leadership in Energy and Environmental Design (LEED™) Program's
Green Building Rating System™ for Existing Building Operations (LEED-EB)
(or other applicable LEED standard) and by consulting with the contacts listed for
the "Green Buildings" EPA EPP Goals.
Janitorial Services
The ESC currently purchases janitorial and snow removal services through a
contract. To address ESC's identified significant environmental aspects, the
contract now includes the following:
a clause requiring the use of and acquisition of environmentally-preferable
products and services as required by E.O. 13101 and Title 40 CFR, Part
27.
a clause calling for the incorporation of integrated pest management (IPM)
practices as outlined by the EPA/Army consent decree (December 2000)
and associated MOU.
E.O. 12902 is incorporated into the contract.
In all future contracts for janitorial services, the Facility Manager should
incorporate the above clauses, as appropriate. In addition, agency representatives
should investigate additional environmentally-preferable janitorial practices and
cleaning products to include in the contracts. .
Maintenance Services
Purchases of facility operations and maintenance services for the ESC are made
through contracts.
In future contracts, agency representatives should try to identify environmentally-
preferable maintenance methods that the ESC could use to help EPA meet its EPP
Goals.
Copy Paper and Publications
Facility management staff currently purchase 100-percent postconsumer,
processed chlorine-free, recycled-content copy paper for the ESC.
60
-------
ESC-EP08.01 April 10, 2004
Page 61 of 71
When purchasing printing paper, letterhead, envelopes, color paper, and similar
paper products, ESC bank card holders should obtain products that are as close to
100-percent recycled, 50-percent postconsumer content as possible. (See the
Office Supplies section of this document.)
Meetings
When planning any type of meeting at the ESC, staff should consult EPA's Green
Meetings website (see Attachment 2) for ideas and information on conducting an
environmentally-preferable meeting.
Office Supplies
ESC bank card purchases of office supplies are to be made using EPA's agency-
wide Blanket Purchase Agreement (BPA) green online ordering system, which
should be ready in 2004. (See Attachment 2 for the user friendly e-catalog
website.) This site makes available most, "green" office supplies, with a special
emphasis on products that fulfill both the Comprehensive Procurement Guidelines
(CPG) for buying recycled-content products and the Executive Order 13101
mandate to purchase environmentally-preferable supplies.
If office supplies are not available thru the BPA e-catalog, then alternate sources
such as the GSA catalog ("green" supplies, preferably) or commercial vendors
may be used.
Electronics
Currently, ESC ensures that its purchases of copiers, printers, and personal
computers have the Energy Star rating or energy savings sleep mode built in.
ESC will continue to purchase Copiers, printers, and personal computers with the
Energy Star rating or energy savings sleep mode built in and will also use these
criteria when purchasing televisions and monitors, computer peripherals, audio
equipment, VCRs, DVD players, cellular phones, wireless devices, and other
types of electronic equipment.
In addition, an MOA between the ESC and the Computer Support Services group
has been signed that ensures that all printers purchased for the ESC are to be
capable of duplexing, if at all possible. (See Attachment 2 for the ESC EMS
website where a copy of the MOA can be found.)
Landscaping
ESC purchases landscaping services through a contract. To address ESC's
identified significant environmental aspects, the contract includes the following:
61
-------
ESC-EP08.01 April 10, 2004
Page 62 of 71
• requirement for IPM.
• requirement for compliance with EC 12856 (1993) Emergency and
Community Right-to-Know Act of 1986 and the Pollution Prevention Act
of 1990 (42 U.S.C. 13101-13109).
incorporates the ESC Spill Prevention Plan, ESC Beneficial Landscaping
Plan (Master Landscaping Plan), and the Fort Meade Landscaping Design
Guidelines (June 1995).
ESC's grounds already include natural landscaping (expanded beyond the original
master plan), bayscaping in the remaining area with native plants, sediment
control ponds, and afforestation areas maintained per MDE requirements for 3
years after initial disturbance.
For future landscaping contracts, agency representatives should investigate
additional environmentally-preferable landscaping methods that ESC could use to
help EPA meet its EPP Goals.
4.2 Specific Procedure - BOILERPLATE LANGUAGE IN CONTRACTS
Where appropriate, the ESC will include boilerplate language in all of its contracts for
goods and services. The boilerplate language will request information on a supplier's
EMS and will note that this information will be used as part of the criteria for ESC's
selection of a supplier (see Attachment 1).
4.3 Specific Procedure - EMS AWARENESS
Before onsite contractors, without fixed contracts, are allowed in the building, Facility
Management will check to see if their work will be associated with any of the ESC's
significant environmental aspects. Once onsite, the contractor is asked to read a fact
sheet on the ESC's EMS policies (see attachment 3).
For vendors who supply products where the ESC has no control over their EMS
operations, staff is encouraged to choose vendors and suppliers which will help the EPA
meet its EPP Goals. One example is the use of the EPA's agency-wide Blanket Purchase
Agreement (BPA) green online ordering system
4.4 Specific Procedure - EPP TRAINING
The ESC will make available guidance and information on purchasing goods and services
that reduce impacts associated with ESC's identified significant environmental aspects.
62
-------
ESC-EP08.01 April 10, 2004 Page 63 of
71
4.5 Specific Procedure - REPORTING/MEASUREMENT OF ESC
ENVIRONMENTALLY PREFERABLE PURCHASES
The ESC will follow the agency's requirements for reporting EPP purchases.
4.6 Specific Procedure - ANNUAL PROCEDURAL REVIEW
Annually, the EMS Team will meet to review this procedure and EPA's EPP Goals.
Specifically, the EMS Team will discuss the procedure's effectiveness, whether it should
be modified, and whether tools (e.g., web site or forms) should be developed to facilitate
environmentally-preferable purchasing at ESC. To prepare for the discussion, the EMS
Team should survey purchasers and meeting planners at the ESC to discuss the
effectiveness of the procedure.
Examples of procedural modifications: a) expand the procedure to include additional
products and services purchased at ESC (e.g., products associated with chemicals in
ESC's TRI report); b) add language that specifies ESC staff are allowed to pay extra for
environmentally-preferable products.
Examples of a tools: a) modify the ESC EMS web site to include environmental criteria
that ESC staff could consult before making purchases or developing contracts.
4.7 Responsibilities
Individuals responsible for procurement of goods and services within the categories noted
above and individuals planning meetings are responsible for ensuring their purchases
reduce impacts associated with ESC's identified significant environmental aspects.
Individuals identified by EPA as bank card holders will be responsible for reporting their
environmentally-preferable purchases to the agency. Before onsite contractors, without
fixed contracts, are allowed in the building, Facility Management will check to see if
their work will be associated with any of the ESC's significant environmental aspects.
63
-------
5 Documentation
When this procedure is reviewed, records will be maintained on suggested changes, including
procedural changes or tools, and why the changes were or were not included.
Attachment 1
Boilerplate Language for All ESC Contracts
For all contracts, ESC purchasers should include the following boilerplate language:
• Each company offering a cost proposal should provide information on its environmental
management system (EMS) (and whether it is an EPA National Environmental
Performance Track member) to the ESC. The ESC will use this information as part of its
selection criteria.
ESC expects the contractor to understand and comply with ESC's EMS.
For an example, ESC purchasers are encouraged to review ESC's contract for hazardous waste
disposal.
64
-------
Attachment 2
Suggested Websites
EPP Goals
http://www.epa.gov/greeningepa/p2/eppgoals.httn
EPA's Green Meetings
http://www.epa.gov/oppt/greenmeetings/
Oceans Blue Foundation for Green Meetings
www.bluegreenmeetings. org
EPA's agency-wide Blanket Purchase Agreement (BPA) green online ordering system
http://www.epasupplies.com/
ESC EMS website (includes MO A)
http://www.epa.gov/region03/esc/ems/index.htm
Green Seal's Choose Green Report, "General Purpose Cleaners," March 1998
http://www.doi.gov/oepc/reports/cgr clean.pdf
GSA's Environmental Products and Services Guide: (CPG Compliant and Other Recycled
Content Products)
http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8207&channelPage=/ep/channel
/gsaOverview.jsp&channelId=-12972
EPA's CPG Supplier Database
http://www.ergweb2.com/cpg/user/cpg search.cfm
Database of Environmental Information for Products and Services
http://yosemite.epa.gov/oppt/eppstand2.nsf/
Energy Star web site
www. energy star, gov
Federal Electronics Challenge and Purchasing Guidelines
www.Federalelectronicschallenge.net
US Army Corps of Engineers: EPP Resources Link
http ://www. cecer. army.mil/sustdesign/EPPCleanProd. cfm
65
-------
Attachment 3
Fact Sheet for Onsite Contractors (without fixed contracts)
The ESC's Environmental Policy
It is the Environmental Science Center's (ESC) policy to integrate environmental stewardship
into all our operations. We manage our organizations and our programs in a manner that protects
the environment, the safety of our employees, and public health through our environmental
management system (EMS). The EMS is designed to manage the environmental impacts that
result from the operations at the facility. All of the operations conducted at this facility are
considered within the scope of the EMS. The activities of all of the occupants of the facility are
subject to the policies and procedures conform to the international standard ISO 14001 (1996),
Environmental Management Systems - Specification With Guidance For Use.
The ESC attempts to prevent pollution before it is produced, reduce the amount of waste at our
facility, re-use and recycle whenever possible, and support pollution prevention by our customers
and suppliers Please consider this policy as you perform your tasks or operations in this
facility and help us support our environmental goals. Thank you!
66
-------
Objectives and Targets for Elect
Region 10 - Electronics Objectives
Regional commitment to reduce
electricity use by electronic devices
and computers
Reduce by 25% Electricity Used by
Electronic Devices and Computers
Reduce generation of hazardous
waste from batteries in electronic
devices
Reduce generation of solid waste by
50% from electronic devices and
computer
ronics, EPA Region 10
Targets
Policy: Set policy to include energy efficiency as a factor in equipment purchases
Energy Star Equipment
Ensure at least 50% of all electrical equipment purchased is Energy Star efficient.
Include Energy Star requirements in the special terms and conditions in 30% of all
grants and contracts.
Make sure the Energy Star Stand-By Power function is enabled in 50% of eligible
equipment
Battery Management: Switch to rechargeable batteries. Monitor recharger(s) and
batteries. Properly dispose of batteries via contract with disposal facility.
Toner Cartridges: Recycle 100% toner cartridges via contract with recycling
company
End-of-Life Management - Maintain management program to send end-or-life
equipment to proper organizations, and when necessary to an approved recycler,
demanufacturing or disposal facility.
Purchasing: Include environmental factors in determining which electronic
equipment to purchase. Purchase eco-labled products whenever possible
Date
Sept 04
July 04
Aug04
July 04
April 04
Dec 03
Jan 04
Aug04
Metric
policy written &
approved
Energy Star
certification per item
Grant policy updated
Software function
enabled or not
Number of batteries
used. Records of
batteries properly
disposed of.
Number of cartridges
recycled
Records of equipment
surplused or sent for
recycling/disposal
Policy written and
approved. Numbers of
ecolabeled equipment
purchased.
Resources
currently
available for
target
TBD
TBD
ongoing
ongoing
Additional
resource
requirements
estimated for this
task
Data collection
67
-------
Reduce generation of hazardous
waste from electronic equipment
LCD Replacement: Replace CRTS with LCDs (Liquid Crystal Displays).
Determine/make projections on amount of CRTS that can be replaced annually
Use a recycling contractor that does not send un-processed, non-reuseable, non-
repairable equipment overseas
Conduct annual physical on-site audits of all equipment processing and recycling
facilties used
April 04
Jan 04
Sept 04
Number of CRTs
replaced
Contract
Audit records
IRU
NOTE that this
plan can only be
implemented
contingent on
funding
April 10, 2003 Mike Pagan (Initial)
Revised:
68
------- |