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HomeMy Public PortalAbout7F Reso 11-4728 Recycled Products Procurement PolicyAGENDA ITEM 7.F. MANAGEMENT SERVICES DEPARTMENT MEMORANDUM DATE: March 1, 2011 TO: The Honorable City Council FROM: Jose E. Pulido, City Manager By: Veronica Aguas, Avant -Garde SUBJECT: ADOPTION OF RESOLUTION NO. 11-4728 APPROVING THE RECYCLED PRODUCTS PROCUREMENT POLICY RECOMMENDATION: The City Council is requested to adopt Resolution No. 11-4728 approving the Recycled Products Procurement Policy. BACKGROUND: 1. At the September 17, 2010, City Council Ad Hoc Committee (i.e., Council Members Blum and Yu) Meeting for the Rosemead Blvd. Safety Enhancements and Beautification Project, staff was directed to seek additional funding opportunities to maximize the improvements that could be made possible as part of the project or subsequent improvement phases. 2. On November 5, 2010, Avant -Garde, the City's grant writing consultant provided information regarding the Rubberized Asphalt Concrete (RAC) Grant Program through the Department of Resources Recycling and Recovery (CalRecycle) formerly known as California Integrated Waste Management Board, that provides funding to promote markets for rubberized pavement products derived from recycled California -generated waste tires. 3. On January 11, 2011, CalRecycle announced an open call for projects and released their guidelines via website. 4. On February 1, 2011, the City Council authorized the submission of a grant application to the Department of Resources Recycling and Recovery (CalRecycle). 5. On February 16, 2011, Avant -Garde submitted the application to Department of Resources Recycling and Recovery (CalRecycle) for Rubberized Asphalt Concrete (RAC) for Rosemead Boulevard in the amount of $157,500. This amount was determined by calculating the 10,500 tons of RAC that could be utilized for the project. City Council March 1, 2011 Page 2 ANALYSIS: To complete the grant application, the City must have an approved Recycled Products Procurement Policy. The attached Resolution 114728 ("Attachment A") is intended to supplement the adopted Purchasing Ordinance No. 10-937. In order for the City to be in conformance with the grant requirements it must submit proof that it has adopted a Recycled Products Procurement Policy by March 18, 2011. CalRecycle provides for a Targeted Rubberized Asphalt Concrete incentive grant aimed at first-time or limited users of RAC including local agencies to promote markets for recycled -tire products derived from waste tires generated in California. Additionally, the City must adopt a policy of environmentally preferable purchases and practices that is consistent with the Waste Management Reduction Act and foster market development for recycled products. As such a Recycled Products Policy has been developed. The Recycled Product Procurement Policy provides that all departments shall, whenever possible, use recycled products and recycled materials to meet these needs. This policy is enacted to demonstrate compliance with AB 939 and foster market development for recycling products. The Recycled Product Procurement Policy calls upon each City department to evaluate its opportunities for the use of products manufactured with recycled materials and to revise contracting and procurement procedures and specifications to increase the purchase of recycled products. In the implementation of this policy, each department: • Evaluates recycled products to determine the extent to which they may be used by the department and its contractors; • Purchases recycled products and recyclable products whenever practicable; • Ensures that contracts issued by the department require recycled material content whenever practicable and that contractors provide the type of recycled content and reports of amounts purchased; and • Reports the progress of the policy implementation, including evaluation results and volume purchased by the department and its contractors. To facilitate department implementation of this policy, the Recycled Product Procurement Program is monitored by the Purchasing Officer as established in Ordinance No. 10-937. Attachment B contains the Purchasing Policy. CONCLUSION: The City Council is requested to adopt Resolution No. 11-4728 approving a Recycled Products Procurement Policy, in order for the City to be in conformance with the grant requirements established by Cal Recycle. City Council March 1,2011 Page 3 FISCAL IMPACT There is no fiscal impact at this time. ATTACHMENT(S): A. Authorizing Resolution No. 11-4728 B. Recycled Products Procurement Policy Resolution No. 11-4728 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMPLE CITY APPROVING THE RECYCLED PRODUCTS PROCUREMENT POLICY WHEREAS, it is the policy of the City of Temple City to conserve and protect natural resources for current and future citizens; and WHEREAS, the California Integrated Waste Management Act of 1989 (AB 939) mandates that cities reduce solid waste 25 percent by 1995 and 50 percent by 2000, and that they participate in and promote recycling programs; and WHEREAS, the City's participation in and promotion of recycling programs can significantly reduce the volume of material entering the waste stream, thereby conserving natural resources and extending landfill life expectancy; and WHEREAS, in order for recycling programs to be effective, markets for recycled post -consumer materials must be developed; and WHEREAS, the enactment of a procurement resolution is intended to broaden the use of recycled content products currently purchased and increase the recycled content of products purchased and used by the City; and WHEREAS, the City's commitment to the purchase of recycled materials will ` foster market development for recycled products and serve as a model for private industry and local businesses; and WHEREAS, this policy will further contribute to the City's compliance with state requirement (AB 939) that cities undertake and report market development activities; and WHEREAS, it will put the City on "record" in support of progressive procurement and market development goals; and WHEREAS, State and Federal agencies have implemented procurement guidelines requiring government agencies to buy products made with recycled materials; and WHEREAS, the Local Government Commission has asked every city to establish a government procurement policy to purchase recycled. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Temple City hereby: Section 1. The City Council hereby adopts the Recycled Products Procurement Policy. PASSED, APPROVED AND ADOPTED by the governing body of the City of Temple City on this 1 sL day of March, 2011. Mayor ATTEST: CITY CLERK I hereby certify that the foregoing resolution, Resolution No. 11- , was duly passed, approved and adopted by the City Council of the City of Temple City at a regular meeting held on the 1st day of March, 2011, by the following vote: AYES: Councilmember- NOES: Councilmember- ABSENT: Councilmember- ABSTAIN: Councilmember- CITY CLERK City of Temple City Recycled Products Procurement Policy Purpose The City of Temple City Recycled Product Procurement Policy provides that all departments shall, whenever possible, use recycled products and recycled materials to meet these needs. This policy is enacted to demonstrate compliance with AB 939 and foster market development for recycling products. Overview The Recycled Product Procurement Policy calls upon each City department to evaluate its opportunities for the use of products manufactured with recycled materials and to revise contracting and procurement procedures and specifications to increase the purchase of recycled products. In the implementation of this policy, each department: • • Evaluates recycled products to determine the extent to which they may be used by the department and its contractors; Purchases recycled products and recyclable products whenever practicable; Ensures that contracts issued by the department require recycled material content whenever practicable and that contractors provide the type of recycled content and reports of amounts purchased; and • Reports the progress of the policy implementation, including evaluation results and volume purchased by the department and its contractors. To facilitate department implementation of this policy, the Recycled Product Procurement Program is monitored by the Purchasing Officer as established in ordinance 10-937. In the implementation of this policy, Purchasing will: • • Assemble information about recycled products, vendors, and educational opportunities and communicate it to departments; and Review procurement opportunities and policy requirements with departments and monitor implementation efforts; and Work with each department in establishing purchasing guidelines and requirements of recycled materials and products for City use. I. Definitions of Recycled Content A. Post -consumer recovered materials. A finished material that would normally be disposed of as a solid waste, having completed its life cycle as a consumer item. Examples of post -consumer recovered materials include, but are not limited to; old newspapers, office paper, yard waste, steel, aluminum cans, glass, plastic bottles, oil, asphalt, concrete, and tires. B. Pre -consumer recovered materials. Material or by-products generated after manufacturing of a product is completed, but before the product reaches the end -use consumer. Examples of pre -consumer recovered materials include, but are not limited to; obsolete inventories of finished goods, rejected unused stock and paper wastes generated during printing, cutting and other converting operations. C. Total recovered material. The total pre- and post -consumer recovered material contained in a product. II. Recycled Content Preference It is recommended that the City of Temple City establish a policy, whenever practical and fiscally responsible, to purchase products which contain, in order of preference, the following: 1. The highest percentage of recycled content of post -consumer recovered material, available in the marketplace; and 2. The highest percentage of "pre -consumer recovered material," available in the marketplace. This preference is a long-term goal the City will want to achieve and, therefore, in those instances where it is deemed impractical to procure a recycled -content item. III. Recyclability and Waste Reduction In addition to the recovered material content of a product, important criteria in selecting products shall also be: 1. The ability of a product and its packaging to be reused, reconditioned for use, or recycled through existing recycled collection programs; 2. The volume and toxicity of waste and by-products of a given product, and the packaging generated in their manufacture, use, recycling and disposal. Products and packaging designed to minimize waste and toxic by- products in their manufacture, use, recycling, and disposal shall be preferred. IV. Purchase Requisition, Specification and Bid Solicitation Product specifications and requisition for products shall conform to the following guidelines: 1. Product specifications and requisitions shall not indiscriminately require the use of product made from virgin materials, nor specifically exclude the use of recycled -content products; 2. Performance standards must be reasonable and related to function, and shall not be designed to exclude the purchase of recycled -content products; 3. To the extent such information is known, City staff shall identify to the purchasing officer products available with recycled content and vendors from whom such products are available; 4. Purchasing agents have the authority to specify a minimum "recycled - content" standard in bid solicitation to accomplish the purpose of this policy. V. Contractors and Grantees All City contractors and grantees shall be requested to conform to the minimum recycled -content procurement standards. This request shall be applied to contractors and grantees in procuring materials or products to perform contractual services for the City, to produce or provide a work product in the City or on the City's behalf, or to conduct work funded by a grant from the City. Contractors and grantees shall be further requested to report to the City the types, quantities and total dollar amounts of recycled products which are purchased by the contractor or grantee in connection with City -funded work. The Percentage of post - consumer and total recovered material content of such purchased products shall also be requested to be included in the report. VI. Promotion All City purchased and printed recycled paper products shall be labeled with the standard phrase: "Printed on Recycled Paper." All city departments shall use when practical recycled products for their business cards, letterhead stationery, envelopes, business forms, and pertinent documents. All said documents shall be printed, with the standard phrase: "Printed on Recycled / Recyclable Paper" thereby promoting the use of post -consumer content. City photocopying of requested documents produced by grantees and contractors shall be produced on post -consumer recycled paper when practical. The City will also engage in the practice of two-sided copies for all City memos and mailings. VII. Monitoring The Purchasing Officer will monitor the implementation of this policy and formalize a recycled products list to aid in purchasing and monitoring goals.