Waste Wise Purchasing Policy

Victoria, Canada

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Type: [Sample] Purchasing Policy

Source File: http://www.p2pays.org/ref/22/21332.pdf

Sample Text:

1. Purpose
The purpose of this policy is to provide a purchasing framework that will advance the sustainable use of resources. [Council] will demonstrate to the community that the purchasing decisions of our employees can improve markets for recycled products, enhance environmental quality and be resource responsible. We prefer the purchase of local recycled and environmentally preferable products whenever they perform satisfactorily and are available at a reasonable price.

2. Definitions
Environmentally preferable products are products that don’t have a negative impact on human health and the environment when compared with competing products. This comparison may consider the source of raw materials, production, manufacturing, packaging, distribution, potential for reuse and recycling, operation, maintenance, or disposal of the product.

Post-consumer is material generated by households or by commercial, industrial and institutional facilities in their role as end users of the product, which can no longer be used for its intended purpose. This includes returns of material from the distribution chain.

Pre-consumer is material diverted from the waste stream during the manufacturing process. Excluded is re-utilisation of materials such as rework, regrind or scrap generated in a process and capable of being reclaimed within the same process that generated it.

Practicable means satisfactory in performance and available at a reasonable cost. Recycled materials are materials that have been reprocessed from recovered material by means of a manufacturing process and made into a final product or into a component for incorporation into a product.

Recycled products are materials that have been recovered, processed and used as a raw material for the manufacture of a useful new product through a commercial process. These products will contain a specified percentage of material that would otherwise have been disposed of as wastes.

Re-manufactured means to renew or restore a used product into its original form or into a useful new product through a commercial process. Sustainable use of resources is a use that meets the present needs of the purchaser while also taking into account external and future costs, including costs to the environment and depletion of resources.

Value for money is the identification and inclusion of all direct and indirect costs associated with a particular product or material. This includes the initial cost of purchase, length of warranty, product efficiency, anticipated maintenance and repair, and the direct and indirect costs associated with disposal or removal of the product at the end of its useful life.

3. Purchasing Goals
Wherever possible, [Council] employees and contractors will pursue the following goals and adhere to the specified principles when purchasing products, materials and services.

A. Zero Waste
• Purchases shall be only made once it has been determined that the product or service is necessary.

• Purchasing decisions shall be made in the context of the waste hierarchy to reduce, reuse and recycle.

• REDUCE – Using less in the first place and avoiding waste. Examples of this include purchasing in bulk to reduce packaging and the purchase of printing equipment that prints double sided.

• REUSE - Using the same item more than once, and extending the useful life of products and equipment before replacing an item. Aim to re-use or repair an existing product. Ensure that new purchases are durable, have a long service life and are easy to maintain and upgrade.

• RECYCLE - Purchase products that contain recycled materials or those that have or can be re-manufactured.

B. Zero Climate Damage
• Purchase energy efficient products and materials by checking that the energy rating and efficiency features are the best available for the price.

• Purchase materials and products that are free of toxic or polluting materials.

• Purchase renewable energy and reduce the purchase of fossil fuels.

• Purchase goods that have not been transported long distances.

C. Zero Habitat Destruction
• Purchase paper and wood products obtained from recycled, plantation, salvaged or renewable sources.

D. Zero Pollution
• Purchase products and materials that will not release toxic substances that can pollute water, land or air at any stage of their life cycle.

E. Zero Soil Degradation
• Purchase products, materials and services that will not degrade or pollute the soil, or result in erosion through their use.

4. Value for money
Purchasing decisions will be made on the basis of value for money, rather than just the cheapest up-front purchase price. Where choices are made on the basis of cost, the employee must detail the reasons for not purchasing recycled or environmentally preferable products.

It is recognised that in some cases the selection of environmentally preferable products and materials may be less competitive. [Council] departments shall implement a price preference of 10% to encourage the purchase of recycled and environmentally preferable products.

5. Objectives
[Council] shall:
A. review quality, environment and purchasing criteria and develop integrated checklists to support the application of this policy within [number] years;

B. review purchasing specifications, tender documentation, consultants briefs and contracts for compliance with this policy within [number] years;

C. require its contractors and consultants to comply with this policy;

D. establish a staff education program for the implementation of this policy;

E. ensure that staff have access to recycled product information;

F. establish a system to monitor and report on the outcomes of this policy; and

G. actively promote waste wise purchasing to the community and local waste producers.

6. Responsibility of Lead Agent
The [Council] department shall be responsible for coordinating and supporting implementation of this policy. The [department name] department shall:

A. establish and coordinate a Waste Wise Purchasing Team with inter-departmental representation and suppliers to develop systems and training that support the effective implementation of this policy;

B. prepare a timetable for the development and implementation of the Waste Wise Purchasing Programs outlined in section 7;

C. develop and maintain information about recycled and environmentally preferable products within one year;

D. develop minimum recycled content standards for waste wise purchasing programs within six months;

E. inform departments of their responsibilities under this policy and provide departments with information about recycled and environmentally preferable products and specifications; and

F. develop in consultation with the Waste Wise Purchasing Team, monitoring and reporting procedures that measure the level of compliance with this policy and investment in recycled and environmentally preferable products within [number] years.

7. Buy Recycled Purchasing Programs
[Council] shall establish specific programs for:

A. the purchase of recycled and re-manufactured office products;

B. reducing packaging in Council purchases;

C. the purchase of recycled concrete and asphalt in road construction where practicable;

D. the purchase of renewable energy and reducing the reliance on fossil fuels;

E. office refurbishment and civic developments; and

F. the purchase of properly treated recycled garden organics such as mulch and compost where practicable.

8. Good Corporate Citizenship
Products, services and materials should be preferentially sourced from organisations or individuals that demonstrate commitment to sustainability and quality. For example, preference will be given to a supplier who:

A. has an accredited environment management system;

B. has a documented waste reduction strategy;

C. meets the relevant quality standards for a particular product or service;

D. is listed in the EcoRecycle Victoria publication “Products made from Recycled Materials”;

E. has a good track record for quality and environmental performance; and/or

F. is licensed under an independent eco-labelling system.

9. Acknowledgments

This policy has been adapted from a number of existing policies and documents. Thanks and recognition is given to:

Auckland Regional Council, New Zealand;

Commonwealth of Massachusetts, USA;

Department of Environment, Transport and Regions, UK;

King County, USA;

Manningham City Council, Victoria;

NSW Waste Boards, NSW; and

Victorian Government Purchasing Board, Victoria.