HomeMy WebLinkAbout2008-10-28 - AGENDA REPORTS - SCSC PHASE IV CONTR (2)CONSENT CALENDAR
DATE:
SUBJECT:
DEPARTMENT
Agenda Item: 6
CITY OF SANTA CLARITA
AGENDA REPORT
City Manager Approval
Item to be presented by:
October 28, 2008
Curtis Nay
SANTA CLARITA SPORTS COMPLEX PHASE IV
GYMNASIUM, PROJECT P3011 - AWARD DESIGN SERVICES
AND LEED COMMISSIONING CONTRACTS
Public Works
RECOMMENDED ACTION
1. City Council award the Green Building/LEED commissioning contract to TRC for the Santa
Clarita Sports Complex Phase IV Gymnasium, Project P3011, in the amount of $36,000.
2. Increase the architectural design services contract with Meyer and Associates in the amount
of $270,000 to include expanded design services and LEED design.
Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
The City of Santa Clarita owns approximately 60 acres of a partially developed park site; the
Santa Clarita Sports Complex. The property is located in the central section of the City within the
Centre Pointe Industrial Park. This phase of the project is modifying portions of the existing
developed park site and creating a new park expansion of approximately 14 acres. Currently, this
phase is in the grading/drainage stage of construction and the skate park and site improvements
are underway.
On April 24, 2007, Council awarded an architectural design services contract to Meyer and
Associates for a state-of-the-art gymnasium that will be connected to the existing gymnasium.
The contract increase expands the scope of design services to include remodeling the existing
gymnasium to accommodate the new addition. The remodel requires reworking the configuration
of existing features and rerouting the utilities point -of -connection. Upon completion, the
remodeled area will provide an opening into the new addition and include a children's play area.
Per the attached City of Santa Clarita Resolution No. 05-103, Section 3.6.3 Green Building -
Construction and Renovations, "All newly constructed City of Santa Clarita sponsored buildings
shall incorporate sufficient green building methods and techniques to qualify for the equivalent
of a LEED Rating System Silver certification." Additionally, an increase to Meyer and
Associates' architectural design services contract is requested to provide for Green
Building/LEED design services. Funding for the additional design work was anticipated in the
original budget, but not awarded at the time of the original contract award as the amount was not
known.
In order to achieve this rating, a third -party commissioning agent is recommended by the United
States Green Building Council. Staff prepared a request for proposal (RFP) for Green
Building/LEED commissioning services and,sent to qualified and accredited LEED firms. The
two firms who submitted proposals were TRC of Irvine and Enovity, Inc., of Irvine. Based on
qualifications and understanding of the project, TRC is the preferred firm.
ALTERNATIVE ACTIONS
Other action as determined by the City Council.
FISCAL IMPACT
Funds to cover the design costs of the Santa Clarita Sports Complex Phase IV Gymnasium have
been appropriated to Expenditure Account, P3011305-5161.001. These appropriated funds will
adequately provide for the expanded design services and Green Building/LEED commissioning
costs.
ATTACHMENTS
Exhibit "A" - Resolution No. 05-103
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RESOLUTION NO. 05-103
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF SANTA CLARITA, CALIFORNIA,
FOR THE ADOPTION OF A PROGRAM REGARDING
ENVIRONMENTALLY PREFERABLE PURCHASING
WHEREAS, it is the policy of the City of Santa Clanta to use products and
services that have reduced impacts on human health and the environment; and
WHEREAS, the Environmentally Preferable Purchasing program will have a
beneficial affect on the citizens of the City; and
WHEREAS, the combined governments of the United States spending exceeds
more than a trillion dollars worth of goods and services each year; and
WHEREAS, the City's leadership role in helping protect the environment with a
EPP program will serve as a model for local businesses and private industry; and
WHEREAS, the Environmentally Preferable Purchasing program will build onto
the previously approved recycled product procurement resolution(93-09) to enhance
working to conserve the nature resources entering the waste stream.
NOW, THEREFORE, the City Council of the City of Santa Clarita does hereby
resolve as follows:
SECTION 1. The City Council hereby adopt the following policy:
SUSTAINABLE SANTA CLARITA
ENVIRONMENTALLY PREFERABLE PURCHASING PROGRAM
SECTION• 1.0 - STATEMENT OF POLICY
It is the policy of City of Santa Clarita to:
• purchase products that minimize environmental impacts, toxics, pollution, and
hazards to worker and community safety to the greatest extent practicable,
institute practices that reduce waste and minimize environmental impacts
whenever practicable and cost-effective by increasing product efficiency and
effectiveness, but without reducing safety or workplace quality while promoting
the fair treatment of all races, cultures and incomes with respect to this policy,
purchase products that include recycled content, are durable and long-lasting,
conserve energy and water, use agricultural fibers and residues, reduce
greenhouse gas emissions, use unbleached or chlorine free manufacturing
processes, are lead-free and mercury -free, and use wood from sustainably
harvested forests,
Purchasing Policy June 2004 Change 5
Appendix G Pagel
• adopt Environmentally Preferable Purchasing (EPP) processes in support of the
City's Sustainability Plan, and
• encourage vendors, contractors and grantees to implement this program for all
products and services provided to City of Santa Clarita.
SECTION 2.0 - PURPOSE
This Program is adopted in order to:
• conserve natural resources,
• minimize environmental impacts such as pollution and use of water and energy,
• eliminate or reduce toxics that create hazards to workers and our community,
• support strong recycling markets,
• reduce materials that are landfilled,
• identify environmentally preferable products and distribution systems,
• increase the use and availability of environmentally preferable products that
protect the environment,
• reward manufacturers and vendors that reduce environmental impacts in their
production and distribution systems,
• create a model for successfully purchasing environmentally preferable products
that encourages other purchasers in our community to adopt similar goals.
SECTION 3.0 - SPECIFICATIONS
3.1 Source Reduction
3.1.1 City of Santa Clarita shall institute practices that reduce waste and result in
the purchase of fewer products whenever practicable and cost-effective, but
without reducing safety or workplace quality, including but not limited to:
• electronic communication instead of printed media,
• double -sided photocopying and printing,
• washable and reusable dishes and utensils,
• rechargeable batteries,
• streamlining and computerizing forms,
Purchasing Policy June 2004 Change 5 Appendix G Page 2
• electronic and "online" publishing via CD, Internet and intranet,
• "on -demand" printing of documents and reports as they are needed and
where electronic publishing would be unsatisfactory,
• leasing long -life products when service agreements support maintenance
and repair rather than new purchases, such as carpets,
• sharing equipment and occasional use items such as chippers,
• choosing durable products rather than disposable,
• reducing product weight or thickness when effectiveness is not
jeopardized in products such as, but not limited to, paper and plastic liner
bags,
• buying in bulk, when storage and operations exist to support it and
balanced with the costs of inventory management,
• reusing products such as, but not limited to, file folders, storage boxes,
office supplies, and furnishings.
3.1.2 City of Santa Clarita shall purchase remanufactured products such as laser
toner cartridges, tires, furniture, equipment and automotive parts and fluids
whenever practicable, but without reducing safety, quality or effectiveness.
3.1.3 City of Santa Clarita shall require all equipment bought after the adoption of
this program to be compatible with source reduction goals and practices when
practicable, including but not limited to:
• copiers and printers capable of duplexing,
• battery-operated equipment capable of being recharged or using
rechargeable batteries,
• dishwashing equipment, when washable and reusable dishes and utensils
are practicable,
• bulk storage and operation.
3.1.4 All buyers shall evaluate short-term and long-term costs in comparing
product alternatives, when feasible. This includes consideration of total costs
expected during the time a product is owned, including, but not limited to,
acquisition, extended warranties, operation, supplies, maintenance, disposal costs
and expected lifetime compared to other alternatives. Examples of products for
which such cost comparisons can indicate significant differences between short -
Purchasing Policy June 2004 Change 5 1Appendix G Page 3
and long-term costs include, but are not limited to, janitorial towels and tissues,
parking stops, park benches and tables, office equipment, software and vehicles.
3.1.5 Products that are durable, long lasting, reusable or refillable are preferred
whenever feasible.
3.2 Recycled Content Products
3.2.1 City staff shall strive to incorporate the requirements the U.S. EPA has
established for various materials, such as those for construction, landscaping,
parks and recreation, transportation, vehicles, miscellaneous, and non -paper office
products. The programs are known as the Comprehensive Procurement
Guidelines (CPG) and Recovered Materials Advisory Notice (RMAN). These
programs are updated periodically to identify categories of material for which
there are recycled content alternatives and the recommended recycled contents.
3.2.2 Janitorial paper products shall contain the highest postconsumer content
practicable, but no less than the minimum recycled content standards established
by the U.S. EPA Guidelines.
3.2.3 Printing paper, office paper, and paper products shall contain the highest
postconsumer content practicable, but no less than the minimum recycled content
standards established by the United States Environmental Protection Agency
(U.S. EPA) Guidelines (see Definitions).
3.2.4 Copiers and printers bought shall be compatible with the use of recycled
content products. When necessary, suppliers shall train equipment maintenance
personnel in the appropriate use of recycled products with their equipment.
3.2.5 In accordance with California Public Contract Code, Sec. 10409, City of
Santa Clarita shall purchase recycled lubricating and industrial oil for use in its
vehicles and other equipment, as long as it is certified by the American Petroleum
Institute (API) as appropriate for use in such equipment (see http://api-
ep.api.org/quality/index.cfm for information about API's Engine Oil Licensing
and Certification System).
3.2.6 When specifying asphalt concrete, aggregate base or portland cement
concrete for road construction projects, City of Santa Clarita shall use recycled,
reusable or reground materials when practicable, including, but not limited to, in-
place recycling of asphalt concrete, aggregate base and portland cement concrete;
rubberized asphalt concrete; recycled aggregate base; recycled fly ash content
concrete or recycled asphalt concrete.
3.2.7 City of Santa Clarita shall specify and purchase recycled -content
transportation products, including signs, cones, parking stops, delineators, and
barricades, including recycled products approved by the California Department of
Transportation (Caltrans).
3.2.8 City of Santa Clarita shall specify and purchase carpet with 100% total
recycled PVC backing, solution dyed nylon face fiber and permanent or durable
anti -microbial treatment. In addition, the City should aim for producer
responsibility for accepting old carpet for recycling to ensure future needs for
carpet replacement will include the recycling of old carpet.
Purchasing Policy June 2004 Change 5 Appendix G Page 4
3.3 Forest Conservation
3.3.1 To the greatest extent practicable, City of Santa Clarita shall not procure
wood products such as lumber and paper that originate from forests harvested in
an environmentally unsustainable manner. When possible, City of Santa Clarita
shall give preference to wood products that are certified to be sustainably
harvested by a comprehensive, performance-based certification system, such as
the Forest Stewardship Council. Further guidance may be found in the City of
Santa Clarita's Hardwood resolution.
3.4 Toxics and Pollution
3.4.1 When replacing vehicles, regular diesel shall be phased out and replaced
with less polluting alternatives such as low sulfur or bio -diesel, gasoline,
compressed natural gas, biobased fuels, hybrids, hydrogen fuel cells and electric
batteries.
3.4.2. To the extent practicable, no cleaning or disinfecting products (i.e. for
janitorial or automotive use) shall contain ingredients that are eye or skin irritants,
neurotoxins, carcinogens, mutagens, or teratogens. These include chemicals listed
by the U.S. EPA or the National Institute for Occupational Safety and Health on
the Toxics Release Inventory and those listed under Proposition 65 by the
California Office of Environmental Health Hazard Assessment. If products must
be used that contain these toxic materials, ensure that only the minimum amounts
are used and the product is disposed of properly (see Definitions). To the extent
practicable, cleaning or disinfecting products should include biodegradability, be
in concentrated form, be non -aerosol and have a recyclable container made of
plastic numbers 1 or 2.
3.4.3 The use of chlorofluorocarbon -containing refrigerants, solvents and other
products shall be phased out and new purchases shall not contain them.
3.4.4 All surfactants and detergents shall be readily biodegradable and, where
practicable, shall not contain phosphates.
3.4.5 All interior paint shall contain the lowest concentrations practicable of
volatile organic compounds (VOCs), but as a minimum shall not exceed 50 grams
VOC per liter (50g/1) for flat paint and 150 grams per liter (150g/1) for non -flat
paints, as determined in accordance'with U.S. EPA Test Method 24, CFR Title
40, Part 60, Appendix A. For exterior paints, preference shall be given to paints
containing at least 50 percent recycled content (post-industrial and postconsumer)
and/or VOC concentrations less than 150g/1 (U.S. EPA Test Method 24). All,
adhesives shall meet South Coast Air Quality Management District Rule 1168.
3.4.6 City of Santa Clarita shall reduce or eliminate its use of products that
contribute to the formation of dioxins and furans. This includes, but is not limited
to:
Purchasing paper, paper products, and janitorial paper products that are
unbleached or that are processed without chlorine or chlorine derivatives,
whenever possible. Processed chlorine free (PCF) paper is preferred.
Elemental chlorine free (ECF) processes should include enhanced
Purchasing Policy June 2004 Change 5 Appendix G Page 5
processes such as extended and oxygen delignification whenever possible.
Vendors and successful bidders shall supply certification of the paper's
chlorine free processing status from either a recognized certifying
organization or the pulp and paper manufacturer.
Prohibiting purchase of products that use polyvinyl chloride (PVC) such
as, but not limited to, binders, flooring, and medical supplies whenever
practicable.
3.4.7 City of Santa Clarita shall purchase products and equipment with no lead or
mercury whenever possible, including automotive vehicles, equipment and
lighting. For products that contain lead or mercury, City of Santa Clarita shall
give preference to those products with lower quantities of these metals and to
vendors with established lead and mercury recovery programs.
3.4.8 To facilitate the reprocessing of paper waste the City shall call for the use
of soy/vegetable based inks for all printing. Graphics will continually monitor
industry trends towards more environmentally friendly inks.
3.5 Energy and Water Savings
3.5.1 Where applicable, energy-efficient equipment shall be purchased with the
most up-to-date energy efficiency functions. When necessary, suppliers or
manufacturers shall train equipment operators and maintenance personnel in the
proper enabling and use of energy efficient and sleep mode functions on their
equipment. New and replacement equipment/fixtures will incorporate the
requirements of this section.
3.5.2 When practicable, City of Santa Clarita shall replace inefficient lighting
with energy efficient equipment. Incandescent, mercury vapor and T12
fluorescent lamps should be replaced with compact fluorescent lamps, high-
intensity discharge (HID) fixtures and low -mercury T8 or T5 fluorescent lamps.
The magnetic ballasts used in older fluorescent lighting should be replaced with
electronic ballasts. New lighting should be designed to use no more than 85% of
the power allowed by Title 24 Energy Code. Purchasers shall require vendors to
recycle discarded lighting fixtures and lamps appropriately, with an emphasis on
lowering mercury levels in energy efficient lighting. Staff will continue to
investigate technologies that reduce the energy requirements of existing lighting
such as sensors, timers and frequency regulators.
3.5.3 All appliances purchased by City of Santa Clarita and for which the U. S.
EPA Energy Star certification is available shall meet Energy Star certification.
Typically, this would include motors/pumps, exhaust fans, water heaters,
computers, exit signs, water coolers and appliances such as refrigerators,
dishwashers and microwave ovens.
3.5.4 When Energy Star labels are not available, choose energy efficient products
that are in the upper 25% of energy efficiency as designated by the Federal
Energy Management Program.
Purchasing Policy June 2004 Change 5 Appendix G Page 6
3.5.5 Wherever City of Santa Clarita replaces roofs, Energy Star -qualifying roof
materials shall be used.
3.5.6 City of Santa Clanta shall purchase high efficiency space heating systems
that use natural gas rather than electricity, and have an annual fuel utilization
efficiency (AFUE) of 0.86 or greater, whenever practicable
3.5.7 City of Santa Clanta shall purchase high efficiency space cooling equipment
with an energy efficiency rating (EER) of 11.5 or greater, whenever practicable.
3.5.8 City of Santa Clanta shall purchase water -saving products whenever
practicable.
3.6 Green Building - Construction and Renovations
3.6.1 Proposals for project design will include fundamental building systems
commissioning services (preferably independent of the design team) for
independent review of plans and designs, participation in design charettes, to
ensure building systems function as designed, to review outstanding
commissioning issues within one year of project completion, and provide building
operations/maintenance staff training and a building systems manual.
3.6.2 All building and renovations undertaken by City of Santa Clarita shall
follow Green Building practices for design, construction, and operation, as
specified in the appropriate US Green Building Council Leadership in Energy and
Environmental Designa (LEED) criteria.
3.6.3 All newly constructed City of Santa Clarita-sponsored buildings shall
incorporate sufficient green building methods and techniques to qualify for the
equivalent of a LEEDa Rating System Silver certification (see Definitions).
3.6.4 Renovation of City of Santa Clarita-sponsored buildings shall achieve as
many pre -requisites and credits as feasible as described in the LEEDa Rating
System for Existing Buildings Pilot Phase and any subsequent version adopted
(see Definitions).
3.6.5 City of Santa Clarita shall work with residents, businesses, and other
members of the community, including architects, builders and contractors, to
encourage private development within the City to use green building methods and
practices and to achieve standards set by LEEDa for commercial buildings and the
in consultation with appropriate City departments.
3.7 Waste Minimization
3.7.1 City of Santa Clarita requires vendors to eliminate,packaging or use the
minimum amount necessary for product protection, to the greatest extent
practicable.
3.7.2 Packaging that is reusable, recyclable or compostable is preferred, when
suitable uses and programs exist.
3.7.3 Vendors shall be encouraged to take back and reuse pallets and packaging
materials.
Purchasing Policy June 2004 Change 5 Appendix G Page 7
3.7.4 Suppliers of electronic equipment, including but not limited to computers,
monitors, printers, and copiers, shall be required to take back equipment for reuse
or environmentally safe recycling when City of Santa Clarita discards or replaces
such equipment, whenever possible.
3.8 Landscaping
3.8.1 Workers and contractors providing landscaping services for City of Santa
Clarita shall employ sustainable landscape management practices whenever
possible, including:
• The use of Integrated Pest Management (IPM), including minimal
pesticide use is encouraged.
• Grasscycling (leaving the clippings on the lawn) or mulching mowers is
required for at least 50% of all mowings.
• Pruning shall be done on an as needed basis. Thinning is the preferred
method of pruning. Minimal heading or shearing is encouraged.
w • Fertilizing should be done on an as needed basis, as indicated by a soil
analysis. Slow release and/or organic fertilizers are preferred.
• Irrigation scheduling based on weather (evapo-transpiration rates) is
required whenever possible. Drip irrigation is preferred whenever
practical.
• Turf areas where drip irrigation is not appropriate should be limited to
walking and play surfaces. All other landscaping (such as for views)
should be accomplished with low-water plantings.
• Recycling of plant debris by composting and/or maintaining a minimum 2 -
inch layer of mulch under all trees, shrubs and groundcovers and a
minimum 3 -inch layer in all open areas is strongly encouraged. Allowing
leaf drop to become part of the mulch layer in tree, shrub and groundcover
areas is preferred.
3.8.2 Plants should be selected to minimize waste by choosing species that are
appropriate to the microclimate, species that can grow to their natural size in the
space allotted them and perennials rather than annuals for color. Native and
drought -tolerant plants that require no or minimal watering once established are
preferred.
3.8.3 To the greatest extent practicable, City of Santa Clarita shall not procure
mulch products that originate from forest products. When possible, City of Santa
Clarita shall give preference to mulch products that are produced on-site or from
regionally generated plant debris.
3.8.4 To the greatest extent practicable, City of Santa Clarita shall procure
compost that is produced from feedstock that includes at least 50%, by volume,
Purchasing Policy June 2004 Change 5 Appendix 0 Page 8
regionally generated plant debris and/or food waste and less than 0.5% by
volume, physical contaminants. The compost shall be processed in accordance
with California Code of Regulations, Title 14, Chapter 3, Article 7, Sections
17868.2-3 to promote pathogen reduction and weed seed kill and minimize heavy
metal concentrations.
3.8.5 Hardscapes and landscape structures constructed of recycled content
materials are encouraged. Concrete substitutes are encouraged for walkways, such
as rosin emulsion paving.
3.9 Agricultural Bio -Based Products
3.9.1 Vehicle fuels made from non -wood, plant -based contents such as vegetable
oils are encouraged whenever practicable.
3.9.2 Paper, paper products and construction products made from non -wood,
plant -based contents such as agricultural crops and residues are encouraged
whenever practicable.
3.9 Electronics
3.9.1 As technology advances have brought about an exponential increase in the
manufacture of electronic items, the impact of obsolescence caused waste has
been significant. Changing technology has brought the life expectancy of some
items down to as little as two years. Additionally, current electronics manufacture
is resource intensive and involves some toxic materials such as heavy metals. A
maximum preference of 5% of price or 5% of the total points possible may be
awarded for vendor products meeting any of the criteria specified in 3.9.2 through
3.9.4.
3.9.2 Electronic equipment procurement policies shall seek to preserve resources
by reducing the purchase frequency and pursuing upgrade opportunities to the
extent feasible. Items containing more than 20% recycled material by content
may qualify for a preference.
3.9.3 Acquisitions for electronic equipment should include "take back"
provisions. Vendors shall be required to accept replaced equipment for recycling
and proper disposal. Where possible, acquisitions shall require vendor to accept
equipment back for recycling and proper disposal when it has reached the end of
its useful life or is no longer working.
3.9.4 Specifications for electronic equipment shall give preference to equipment
manufactured with less toxic components or processes.
3.9.5 Upon installation, electronic equipment will have all energy management
features activated as the default setting.
SECTION 4.0 - DEFINITIONS
4.1 "Agricultural Bio -Based Products" means commercial or industrial products
(other than food or feed) that utilize agncultural crops or residues but does not
include products made from forestry materials.
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4.2 "Buyer" means anyone authorized to purchase on behalf of this jurisdiction or
its subdivisions.
4.3 "Chlorine free" means products processed without chlorine or chlorine
derivatives.
4.4 "Contractor" means any person, group of persons, business, consultant,
designing architect, association, partnership, corporation, supplier, vendor or
other entity that has a contract with City of Santa Clarita or serves in a
subcontracting capacity with an entity having a contract with City of Santa Clarita
for the provision of goods or services.
4.5 "Dioxins and furans" are a group of chemical compounds that are classified as
persistent, bioaccumulative, and toxic by the Environmental Protection Agency.
4.6 "Elemental Chlorine Free" (ECF) bleaching processes replace elemental
chlorine gas with a chlorine derivative as the bleaching agent. There is a wide
range of different bleaching sequences covered under this term. While all ECF
processes, significantly reduce the amount of dioxins created in the bleaching
process, those that include enhanced processes such as extended and oxygen
delignification achieve the greatest reduction.
4.7 "Energy Star" means the U.S. EPA's energy efficiency product labeling
program described at http://www.energ sy tar.gov.
4.8 "Energy Efficient Product" means a product that is in the upper 25% of energy
efficiency for all similar products, or that is at least 10% more efficient than the
minimum level that meets Federal standards.
4.9 The "Forest Stewardship Council" is a global organization that certifies
responsible, on -the -ground forest management according to rigorous standards
developed by a broad variety of stakeholder groups (htti)://fseus.org/html/).
4.10 "LEEDa Rating System" means the self -assessing system, Leadership in
Energy and Environmental Design, developed by the U.S. Green Building
Council designed for rating new and existing commercial, institutional, and high-
rise residential buildings. Credits are earned for satisfying defined criteria and
standards. Different levels of green building certification are awarded based on
the total credits earned. The LEEDa Green Building Rating System is described at
http://www.us bg corg.
4.11 "Postconsumer Material" means a finished material which would normally
be disposed of as a solid waste, having reached its intended end-use and
completed its life cycle as a consumer item, and does not include manufacturing
or converting wastes.
4.12 "Practical" and "Practicable" mean whenever possible and compatible with
state and federal law, without reducing safety, quality, or effectiveness.
4.13 "Preconsumer Material" means material or by-products generated after
manufacture of a product is completed but before the product reaches the end-use
consumer. Preconsumer material does not include mill and manufacturing trim,
Purchasing Policy June 2004 Change 5 Appendix G Page 10
scrap, or broke which is generated at a manufacturing site and commonly reused
on-site in the same or another manufacturing process.
4.14 "Processed Chlorine Free (PCF)" refers to a recycled product in which the
recycled content is produced using no chlorine or chlorine derivatives. Any virgin
content in the product must also be produced in a chlorine free system.
4.15 "Proposition 65" means a list of chemicals that are known to the State of
California to cause cancer, birth defects or other reproductive harm. The list is
maintained by the California Office of Environmental Health Hazard Assessment
(http://www.oehha.ca.gov/prop65.html).
4.16 "Recovered Material" means fragments of products or finished products of a
manufacturing process, which has converted a resource into a commodity of real
economic value, and includes preconsumer and postconsumer material but does
not include excess resources of the manufacturing process.
4.17 "Recycled Content" means the percentage of recovered material, including
preconsumer and postconsumer materials, in a product.
4.18 "Recycled Content Standard" means the minimum level of recovered
material and/or postconsumer material necessary for products to qualify as
"recycled products."
4.19 "Recycled Product" means a product that meets City of Santa Clarita's
recycled content policy objectives for postconsumer and recovered material.
4.20 "Remanufactured Product" means any product diverted from the supply of
discarded materials by refurbishing and marketing said product without
substantial change to its original form.
4.21 "Reused Product" means any product designed to be used many times for the
same or other purposes without additional processing except for specific
requirements such as cleaning, painting or minor repairs.
4.22 "Source Reduction" refers to products that result in a net reduction in the
generation of waste compared to their previous or alternate version and includes
durable, reusable and remanufactured products; products with no, or reduced,
toxic constituents; and products marketed with no, or reduced, packaging.
4.23 "Title 24" means the State of California's energy efficiency standards for
residential and nonresidential buildings (Title 24, Part 6) maintained by the
California Energy Commission and described at http://www.energy.ca.,gov/title24.
4.24 The "Toxics Release Inventory" (TRI) is a publicly available U. S. EPA
database that contains information on toxic chemical releases and other waste
management activities reported annually by certain covered industry groups as
well as federal facilities. It includes chemicals that are classified as carcinogens
under the requirements of the Occupation Safety and Health Administration
(OSHA) Lists can be obtained from http://www.epa.gov/tri/chemical/index.htm.
4.25 "U.S. EPA Guidelines" means the Comprehensive Procurement Guidelines
established by the U.S. Environmental Protection Agency for federal agency
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purchases as of May 2002 and described at http://www.epa.gov/epaoswer/non-
hw/procure/products.htm, or as updated.
4.26 "Water -Saving Products" are those that are in the upper 25% of water
conservation for all similar products, or at least 10% more water -conserving than
the minimum level that meets the Federal standards.
SECTION 5.0 - PRIORITIES
5.1 The health and safety of workers and citizens is of utmost importance and
takes precedence over all other policies.
5.2 The City of Santa Clarita considers sustainability to be the foundation of
lasting quality of life improvement programs. Environmentally Preferred
Purchasing is a key step in leading the business community and residents towards
that goal.
5.2 City of Santa Clarita has made significant investments in developing a
successful recycling system and recognizes that recycled content products are
essential to the continuing viability of that recycling system and for the
foundation of an environmentally sound production system. Therefore, to the
greatest extent practicable, recycled content shall be included in products that also
meet other specifications, such as chlorine free orbio-based.
5.3 Nothing contained in this program shall be construed as requiring a
department or contractor to procure products that do not perform adequately for
their intended use, exclude adequate competition, or are not available at a
reasonable price in a reasonable period of time.
5.4 Nothing contained in this program shall be construed as requiring the City of
Santa Clarita, department or contractor to take any action that conflicts with state
or federal requirements.
SECTION 6.0 - IMPLEMENTATION
6.1 Environmental Services shall help departments implement this program
through development of an advisory committee consisting of members
representing Environmental Services, Purchasing, Information Technology, and
each department. The team's responsibilities shall include, but are not limited to:
• evaluating opportunities for substituting environmentally preferable
products,
• designing and implementing programs and processes for increasing the
purchase of environmentally preferable products,
• educating managers and staff about City of Santa Clarita's
Environmentally Preferable Purchasing Program,
• ensuring that purchasing documents, specifications, and contracting
procedures do not contradict each other and do not deter or inhibit the
Purchasing Policy June 2004 Change 5 Appendix G Page 12
purchase of environmentally preferable products,
providing information to facilitate the evaluation and purchase of
environmentally preferable products, including identifying appropriate
products and sources and providing technical assistance,
evaluating obstacles to purchasing such products in order to create
solutions, and.
• tracking and recording progress in achieving successful results.
6.2 In compliance with State law, vendors shall be required to specify the
minimum or actual percentage of recovered and postconsumer material in their
products, even when such percentages are zero.
6.3 Vendors and successful bidders shall verify and report any environmentally
preferable purchasing attributes in writing. This requirement for certification
applies to products for which the vendor or successful bidder claims such
attributes as apply to the product, including, but not limited to, recycled content,
chlorine free, non-toxic, reduced toxicity, sustainable forestry, and energy-saving
features.
6.4 Buyers making the selection shall provide a written explanation for not
selecting product choices that meet the environmentally preferable purchasing
criteria in this policy. Such written explanations shall be filed with the Purchasing
Agent within 15 days of making the product choice (see Attachment for sample
procurement determination form).
6.5 All contracts and grants providing services or products to the City of Santa
Clarita shall adhere to the guidelines stated in this program to the extent possible.
SECTION 7.0 - PROGRAM EVALUATION AND MEASUREMENT
7.1 Environmental Services shall institute a system for tracking the purchases of
environmentally preferable products. Whenever practicable, vendors will be
required to provide reports on their sales of environmentally preferable products
to assist City of Santa Clarita in this tracking.
7.2 Each Department will report EPP procurements to the Environmental Services
Manager each quarter. The reports will identify the type of commodity
purchased, the dollar value and the qualifying attributes of the commodity.
7.3 The Environmental. Services Manager shall provide a narrative report annually
to the City Council on the success of this policy's implementation. To the extent
practicable, such report shall include information on the annual volume and dollar
amount of environmentally preferable products purchased compared to the total
amount of products purchased, within general product categories. When possible,
reports shall include a narrative evaluation of the performance, safety, and
environmental benefits achieved through use of the environmentally preferable
Purchasing Policy June 2004 Change 5 Appendix G Page 13
preferable products purchased compared to the total amount of products purchased, within
general product categories. When possible, reports shall include a narrative evaluation of the
performance, safety, and environmental benefits achieved through use of the environmentally
preferable products purchased. Reports should relate progress in meeting the objectives of
this Policy as stated in Sections 1.0 and 2.0 and in accordance to the Specifications categories
used in this Policy. This report will become one element of the City's Sustainability Program
to be shared with the community. The report will also be included in quality of life
evaluations.
7.4 Reports shall include notation of any barriers encountered in procurement of
environmentally preferable products, recommendations for resolution, and/or description of
assistance needed for overcoming the obstacles.
SECTION 8.0 - EFFECTIVE DATES
8.1 This policy shall take effect on August 23, 2005.
8.2 The first annual report shall be issued within one year following the effective date of this
policy.
SECTION 2. The City Clerk shall certify to the adoption of this Resolution.
PASSED, APPROVED AND ADOPTED this 23rd day of August, 2005.
ATTEST:
CITY CLERK
14
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.
CITY OF SANTA CLARITA )
I, Sharon L. Dawson, CMC, City Clerk of the City of Santa Clarita, do hereby certify that
the foregoing Resolution was duly adopted by the City Council of the City of Santa Clarita at a
regular meeting thereof, held on `the 23rd day of August, 2005, by the following vote:
AYES: COUNCILMEMBERS: Ferry, McLean, Weste, Kellar, Smyth
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
0
15
CITY CLERK
ATTACHMENT
Sample Procurement Determination Form
Item:
This item is required to meet Environmentally Preferable Purchasing guidelines as
described in Resolution XX -XX.
I have considered the Environmentally Preferable Purchasing guidelines and
searched for product or service options that meet them.
Compliance with Resolution XX -XX was not attainable for this purchase because:
Item is not available within a reasonable period of time.
(Need date: Date available: )
Item fails to meet a performance standard in the specifications.
Specifically,
Item is not available, or is not available from 2 or more sources.
Market research was performed by calling (insert number) vendors,
but only (enter name) was able to
supply the item.
Item -was only available at an unreasonable price (i.e., EPP item cost more
than non-compliant item).
Price of EPP item:
Price of non-compliant item:
Compliance would conflict with state or federal law requiring that:
Signature of Purchaser
Printed Name of Purchaser
Date
Purchasing Policy June 2004 Change 5 Appendix G Page 17