EMS Program Environmentally Preferable Purchasing Welcome to Environmentally

EMS Program Environmentally Preferable Purchasing Welcome to Environmentally Preferable Purchasing (EPP) Briefing, where GREEN is good! 10/2008

EMS Program #4: Environmentally Preferable Purchasing Briefing Overview n Introduction n EPP Program Essentials for EMS Integration n Training Approach for How To Be Green at DOE-LM n Our Three Steps for How To Be Green n Communication Tips To Share n Implementation Challenges for Discussion 2

EMS Program #4: Environmentally Preferable Purchasing The EMS Wheel Summarizes Our Nine Programs Energy Efficiency and Greenhouse Gases (EMS Program Y 1) Land Stewardship Renewable Energy (EMS Program Y 9) (EMS Program Y 2) Electronic Stewardship (EMS Program Y 8) Environmentally Preferable Purchasing (EMS Program Y 4) Water Conservation (EMS Program Y 3) Waste Minimization and Pollution Prevention (EMS Program Y 5) Vehicle and Fuel Use (EMS Program Y 7) Sustainable Buildings (EMS Program Y 6) 3

EMS Program #4: Environmentally Preferable Purchasing Training Approach for How To Be Green at DOE-LM 1. Present EPP Coding System and the EMS wheel—that integrates all EMS Programs—to EMS Core Team then to DOE-LM Management. 2. Develop the EPP training module emphasizing its relationship to the other EMS Programs 3. Design workflow of EPP Coding System to integrate with existing processes using familiar tools already in place. 4. Work closely with all functional area experts to ensure new EPP Coding System does not impede project or program success. 5. Evaluate procurement types and test the system for completeness before implementation. 6. Conduct training for entire LMS workforce. 7. Provide real-time feedback to workforce implementation questions. 4

EMS Program #4: Environmentally Preferable Purchasing How To Be Green at DOE-LM Step 1 Three Guiding Principles Toward EPP Consideration in all Procurement/Credit Card Actions Step 2 EPP Coding System Step 3 Reporting and Employee Feedback 5

EMS Program #4: Environmentally Preferable Purchasing How To Be Green: Step 1: Know the Three Guiding Principles Toward EPP Consideration in All Procurement/Credit Card Actions Principle 1: Reduce purchases. Principle 2: Reuse products. Principle 3: Use life-cycle analyses to select products and services. 6

EMS Program #4: Environmentally Preferable Purchasing EPP Consideration Ties to Three EMS Guiding Principles Principle 1: Reduce purchases Before purchasing an item, consider the following: • Is the product really needed? • Can the original product be repaired rather than replaced? • Is there an alternative to purchasing this product? Principle 2: Reuse products • Have you checked throughout LM sites to reassign an extra product that may be in storage? • Is the product available for free through material exchange (DOE complex-wide or state material exchange program)? • Is the product to be purchased reusable or repairable? Principle 3: Use life-cycle analyses to select a product or service Consider the entire life-cycle of the product—from production to transportation to disposal—when considering the purchase. YES EPP consideration occurs when we apply each of the three guiding principles to every purchase request. “No” is not acceptable 7 7

EMS Program #4: Environmentally Preferable Purchasing How To Be Green: Step 2: EPP Coding System Remember the “wheel slide” earlier in this presentation that illustrates the nine EMS programs? Did you recall that EPP is at the center of the wheel? Can you visualize how EPP links other programs? The EPP Program is designed as a national approach to implement Executive Order 13423 Section 2(d) throughout the DOE-LM sites by tracking acquisition of goods and services by use of “sustainable environmental practices. . . ” 8

EMS Program #4: Environmentally Preferable Purchasing Let’s Examine Each Program and Review Specific Examples… Program Mission Energy Efficiency and Greenhouse Gases Y 1 Renewable Energy Y 2 Water Conservation Y 3 Green Products and Services Advocates maximizing energy efficiency and decreasing generation of greenhouse gases. Low-energy lighting such as fluorescent, LED, or natural-motion-actuated lighting; HVAC systems; set-back thermostats; off-peak energy purchase; use of building insulation, roofing materials, and weather sealant; Energy Star products such as windows and doors; and energy audits. Advocates maximizing the amount of renewable energy in the total energy consumed. Renewable energy systems such as solar; wind; biomass; landfill gas; ocean (including tidal, wave, current, and thermal); hydrokinetic; geothermal; municipal solid waste; new hydroelectric; associated equipment; and renewable energy purchases from a utility company. Advocates the managed use, loss, waste, and reuse of potable and nonpotable water at DOE-LM sites. Low-flush toilets, water-efficient faucets, low-volume drip irrigation systems, and Water. Sense products. 9

EMS Program #4: Environmentally Preferable Purchasing Program Mission Environmentally Preferable Purchasing Y 4* Exemption Code Advocates the purchase of products and services that are environmentally friendly. However, for some procurements, pursuit of a green alternative is not in the best interest of the contractor or the client. Green Products and Services Y 4 EXCEPTION CODES: Y 4 -1. An emergency situation exists. Y 4 -2. Cost or schedule concerns far exceed the benefit. Y 4 -3. Does not perform as well or is an unproven product for a high risk operation. Y 4 -4. Existing warranty could be impacted. Y 4 -5. No green alternatives available for consideration. Y 4 -6. Other exceptions approved by Environmental Compliance and Task Order Manager. *Use of the Y 4 code may require submission of “Exemption Justification Form for Biobased and Recycled Content Designated Products. ” Waste Management and Pollution Prevention Y 5 Advocates a more sustainable society and implements waste minimization and pollution prevention as a preferred strategy. Recycled "post-consumer or recovered material content" products (e. g. , office supplies, paper, furniture); green chemicals; Green Seal certified cleaning supplies; low- or non-VOC paints; biobased products; sorbants; and environmentally friendly manufacturers and service industries (e. g. , general recycling and green cleaning services). 10

EMS Program #4: Environmentally Preferable Purchasing Sustainable Buildings Y 6 Vehicle and Fuel Use Y 7 Program Mission Green Products and Services Advocates design and renovation of buildings to reduce negative impacts on the environment, reduce energy and water use, and use recycled-content materials. Green building architects, engineers, and construction companies; construction products (e. g. , concrete, asphalt, wall panels, flowable fill, carpets, wood and concrete sealants); and dust suppressants. Advocates conservation of finite natural resources by reducing the use of petroleum fuel, increasing the use of alternative renewable fuel, and using alternative fuel, hybrid vehicles, and motorized equipment when available. Alternative fuels; hybrid and electric vehicles and other motorized equipment; higher-fuel-economy vehicles; miscellaneous car products such as lubricants and greases; and environmentally friendly automobile and motorized-equipment manufacturers, distributors, and dealerships. 11

EMS Program #4: Environmentally Preferable Purchasing Electronic Stewardship Y 8 Land Stewardship Y 9 Program Mission Green Products and Services Advocates favorable environmental qualities during the three life-cycle phases of electronic equipment: acquisition (purchase or lease) of new equipment; useful lifespan of the equipment; and disposal of obsolete equipment. Energy efficient, environmentally friendly electronics including computer systems (desktops, laptops, monitors) with an EPEAT "Silver" or "Gold" rating; electronic imaging equipment (printers, copiers, fax machines, or multifunction office machines) that has the Eco. Logo certification or Energy Star label, and recycling services for obsolete electronic equipment. Advocates improved ecosystem health on DOE-LM properties. Once a site has been selected for ecosystem improvement, a strategy will be developed that may include the use of fertilizers, soil amendments, various equipment, and a watering system. Ecosystem-enhancement products including organic-based fertilizers, compost, and soil amendments that increase water-retaining capacity of the soil; weed-free straw and wattles; locally collected seed; and environmentally friendly product manufacturers. 12

EMS Program #4: Environmentally Preferable Purchasing How To Be Green: Step 3: Reporting and Employee Feedback Reporting: Behind the scenes, your efforts toward EPP coding for each purchase are tracked real-time and reported quarterly. 1. EPP coding on purchase requisitions and credit card orders are gathered at the end of each fiscal quarter. 2. These EPP data (items and their costs) are then grouped into the nine programs and provided to the appropriate EMS Program team. 3. Using the quarterly assurance report to capture success, the team highlights the progress toward green stewardship. Employee Feedback: No interactive program can be strengthened without feedback from its users, so please share your ideas. 1. Your EMS coordinator is looking for your real-time input. 2. And finally, the lessons-learned report can capture your experiences— both positive and negative. 13

EMS Program #4: Environmentally Preferable Purchasing Communication Tips To Share EVERYONE plays a part in purchasing green products and services. Here are the six tips towards GREEN purchasing: 1. Consider EPP in all requests for goods and services for your projects. 2. Communicate with the EMS group whenever possible in EPP considerations. 3. Plan your work with enough lead time for EPP efforts. 4. Provide correct EPP codes and cost elements on credit card logs and requisitions. 5. Do your EPP research and provide your recommendations to Procurement. 6. Integrate EPP into all the work you do. You’re on our front line of success. We’re counting on you. 14

EMS Program #4: Environmentally Preferable Purchasing Implementation Challenges for Discussion A scenario highlights worker interest and involvement while challenging the EMS team during implementation. Scenario: A transducer which supports a solar system at one of our projects required replacement. Today: The transducer itself does not have a green alternative. Therefore the commodity purchase request is coded Y 4. Tomorrow: How can we, or should we, take “green” credit for purchases when the commodity itself isn’t an environmentally friendly alternative but it directly supports a green system (e. g. solar system)? 15