HomeMy WebLinkAboutRFP - 7239 GREEN PURCHASING REVIEWCity of
F6rt Collins
Purchasing
REQUEST FOR PROPOSAL
7239 Green Purchasing Review
Financial Services
Purchasing Division
215 N. Mason St. 2"" Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
Icgov.com/purchasing
The City of Fort Collins is requesting proposals from qualified firms to review the state of
Green Purchasing in the City, to make comparisons to recognized green purchasing
leaders and to make recommendations to strengthen the program.
Electronic responses are encouraged and can be sent to purchasing@fcgov.com. If not
submitted by email, five (5) copies of your written proposal must be submitted to the
City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins,
Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), June 9,
2011. and identified as Proposal No. 7239 Green Purchasing Review. If delivered,
they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524.
If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580.
Questions regarding scope of the project and bid submittal or process should be
directed to James B. O'Neill, II, CPPO, FNIGP at ioneill(a)fcgov.com (970)221-6779.
A copy of the Proposal may be obtained as follows:
1. Download the Proposal/Bid from the BuySpeed Webpage,
www.fcqov.com/eprocurement
2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and
request a copy of the Bid.
The City of Fort Collins is subject to public information laws, which permit access to
most records and documents. Proprietary information in your response must be clearly
identified and will be protected to the extent legally permissible. Proposals may not be
marked `Proprietary' in their entirety. Information considered proprietary is limited to
material treated as confidential in the normal conduct of business, trade secrets,
discount information, and individual product or service pricing. Summary price
information may not be designated as proprietary as such information may be carried
forward into other public documents. All provisions of any contract resulting from this
request for proposal will be public information.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council,
shall have a financial interest in the sale to the City of any real or personal property,
equipment, material, supplies or services where such officer or employee exercises
directly or indirectly any decision -making authority concerning such sale or any
supervisory authority over the services to be rendered. This rule also applies to
subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment,
RFP 7239 Green Purchasing Study Page 1 of 26
and/or services being purchased. These individuals are able to provide input on the
most current alternatives from first hand knowledge, professional organizations and
trade publications. When unable to find information on alternatives, consult with a
purchasing designated, cross -functional team with applicable expertise including
pollution prevention.
n. Share information on substitutions and alternatives that have been investigated
previously, for future use by other purchasers.
o. Whenever practicable, ask contractors and consultants to include environmental
considerations and specify products and practices that minimize environmental
impacts when fulfilling contractual obligations.
p. Contracts should include language to ensure:
1. Environmental regulations are not violated
2. Contractors purchase only the required amount of products necessary to
complete the terms of the contract.
3. Left over the extra products remaining at the end of a job are removed by the
contractor unless otherwise specified.
r. Proposal evaluations may include criteria for environmental considerations.
3.4 Resource Conservation Measures
A. Waste Reduction
Employees are urged to apply recycling and waste reduction strategies in their
daily workplaces in a variety of ways, including but not limited to:
• Having print jobs done using duplex copying whenever possible.
Furthermore, as old office machines are retired, departments and divisions should
replace them with duplex -capable copiers and computer printers.
City vendors should be encouraged to adopt similar policies.
Finding uses for once -used (clean scrap) paper for internal use.
• Including salvage and recycling requirements in contracts with demolition or
removal firms.
• Using electronic communication (e-mail, telephone, etc.) instead of paper
whenever appropriate.
• Providing electronic forms and other applications to citizens whenever possible
for services such as permits, registering for programs or classes, surveying, etc.
• Employing and, when possible, increasing composting efforts for City generated
or City -collected plant debris.
B. Saving Energy
The City urges employees to personally take an active role in saving energy through
practices such as:
RFP 7239 Green Purchasing Study Page 10 of 26
• Turning off equipment, or using power -saving modes, when not in use.
• Replacing old motors with high efficiency new ones.
• Turning off vehicles instead of idling for long periods (more than three minutes, as
a general rule). An exception is when a vehicle is used for traffic control or for the
purpose of running accessory equipment.
• Purchasing "Energy Star" rated equipment.
• Keeping office temperatures at the recommended range of 70 — 74 degrees.
• Turning off lights when a room is not in use.
C. Building Design and Construction
City buildings should exemplify the use of environmental design and construction in
a variety of ways, including but not limited to:
• Incorporating adequate space for recycling facilities into the construction or
remodeling of City facilities.
• Applying "green building" measures whenever possible in construction or
remodeling of City buildings.
• Using the latest available proven technology to provide energy -efficient and cost-
effective heating, cooling, lighting, and water heating services in the design,
construction, and renovation of all City facilities.
3.5 Water Conservation
Water is a limited and vital resource that must be used efficiently and wisely. The City is
committed to projecting a water conservation ethic to the community, as a model for
wise water use.
A. Repairs
Employees should report leaking faucets, running toilets, broken sprinklers or other
water problems to facility managers. Repairs should be made promptly.
B. Landscaping
Landscaping for City buildings being constructed or remodeled should place a high
priority on water conservation by grouping plants with similar water needs, limiting
turf areas and emphasizing the use of drought tolerant plantings.
C. Irrigation
Facility and irrigation managers should strive to operate and maintain sprinkler
systems at City facilities for water efficiency. The following guidelines should be
followed:
• Design and install sprinklers to water the landscape, but not sidewalks and
parking lots. Existing sprinkler heads should be correctly adjusted to prevent
unnecessary runoff.
RFP 7239 Green Purchasing Study Page 11 of 26
• Monitor sprinkler systems for broken or misaligned heads. Repair them quickly
when found.
• Install a rain shutoff device on each controller, when there is a suitable site for
one.
• Consider the use of raw water for irrigation whenever possible.
3.6 Air Quality
A. Vehicle Purchase
When selecting a vehicle for purchase, departments are strongly urged to consider
buying models of trucks and cars rated for low emissions and high gas mileage. The
City will take initiative in buying vehicles that use alternative fuels, including electric,
compressed natural gas (when feasible), and propane cars. With the introduction of
commercially -available models of Ultra -low Emitting or Low Emitting Vehicles, the
City will look for opportunities to include these vehicles in its fleet.
3.7 Reduced Automobile Travel
The City is committed to reducing automobile travel in its own operations for the
purposes of reducing traffic congestion and air pollution. This includes travel by
employees and by City customers such as those who participate in City programs or
who need to conduct business with City government. City department heads should
review the travel requirements imposed on their employees and customers and
eliminate the need for automobile travel as much as possible. A number of initial
suggestions are listed below to help reduce vehicle miles traveled (VMT.)
A. Employee Travel Reduction
To reduce employee travel, the City should:
• Choose locations for City facilities that minimize the need for automobile travel.
• Encourage City employees to carpool, walk, bike, or use transit instead of
driving alone.
• Bring into consideration the availability and proximity of childcare services when
site decisions are made by the City for new construction or for relocating offices.
• Substitute mail, e-mail, telephone, internet, or other electronic means of
communication instead of driving, for instance:
• Teleconference instead of driving long distances to non -local meetings.
• Don't require employees to travel, e.g., to sign time sheets, if there is an
alternative such as interoffice mail.
• Encourage tele-working for the purpose of eliminating vehicle trips.
B. Customer Travel Reduction
To reduce customers' VMT, the City should:
• Choose locations for City events that minimize the need for driving, or provide
buses or carpool opportunities.
RFP 7239 Green Purchasing Study Page 12 of 26
• Encourage customers to use telephone, Internet, etc., to register for City
offerings, purchase tickets, etc.
• Organize recreation programs with a neighborhood focus, so participants don't
have far to go.
Available Reference Materials: Existing City GHG Data
The City of Fort Collins GHG-related reporting includes the following:
• Sustainability Website
http://www.fcqov.com/green
• Community -Scorecard
http://www.fcgov.com/communications/pdf/09 community scorecard.pdf?04302010
• Annual Community -wide emissions and reductions
http://www.fcgov.com/ai rguality/pdf/2009-calostatusreport-final. pdf
httl)://www.fcclov.com/aircluality/pdf/2009communityghgmethodology.l)df
• Annual Climate Wise Program partners' GHG reductions
http://www.fcgov.com/climatewise/pdf/climate wise annual report 2009.pdf
• Municipal emission and reductions
http://www.fcqov.com/sustainability/pdf/NR-Sustainability-Report-2009.pdf
• Electricity emissions (ownership allocation and operations boundary) and Energy
policy program reductions
httl)://www.fcqov.com/electric/pdf/energypolicy2009-07.pdf?l 282075614
• Fort Collins Utilities GRI Reporting
htti)://www.fcqov.com/utilities/pdf/2008-gri-report.pdf?l 270055518
RFP 7239 Green Purchasing Study Page 13 of 26
REVIEW AND ASSESSMENT
Professional firms will be evaluated on the following criteria. These criteria will be the
basis for review of the written proposals and interview session.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average
rating, and 5 being an outstanding rating.
WEIGHTING
FACTOR
QUALIFICATION
STANDARD
Does the proposal show an understanding of
2.0
Scope of Proposal
the project objective, methodology to be used
and results that are desired from the project?
Do the persons who will be working on the
2.0
Assigned Personnel
project have the necessary skills? Are
sufficient people of the requisite skills assigned
to the project?
Can the work be completed in the necessary
time? Can the target start and completion
dates be met? Are other qualified personnel
1.0
Availability
available to assist in meeting the project
schedule if required? Is the project team
available to attend meetings as required by the
Scope of Work?
1.0
Motivation
Is the firm interested and are they capable of
doing the work in the required time frame?
Do the proposed cost and work hours compare
Cost and
favorably with the project Manager's estimate?
2.0
Are the work hours presented reasonable for
Work Hours
the effort required in each project task or
phase?
Does the firm have the support capabilities the
2.0
Firm Capability
assigned personnel require? Has the firm
done previous projects of this type and scope?
RFP 7239.Green Purchasing Study Page 14 of 26
REFERENCE EVALUATION (TOP RANKED FIRM)
The project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did they show the
skills required by this project?
Timetable
Was the original Scope of Work completed within the
specified time? Were interim deadlines met in a timely
manner?
Was the Professional responsive to client needs; did the
Completeness
Professional anticipate problems? Were problems solved
quickly and effectively?
Budget
Was the original Scope of Work completed within the project
budget?
a) If a study, did it meet the Scope of Work?
b) If Professional administered a construction contract, was
Job Knowledge
the project functional upon completion and did it operate
properly? Were problems corrected quickly and
effectively?
RFP 7239 Green Purchasing Study Page 15 of 26
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below, by
and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation,
hereinafter referred to as the "City" and
W ITNESSETH:
hereinafter referred to as "Professional".
In consideration of the mutual covenants and obligations herein expressed, it is
agreed by and between the parties hereto as follows:
1. Scope of Services. The Professional agrees to provide services in
accordance with the scope of services attached hereto as Exhibit "A", consisting of
( ) pages, and incorporated herein by this reference.
2. The Work Schedule. The services to be performed pursuant to this
Agreement shall be performed in accordance with the Work Schedule attached hereto
as Exhibit "B", consisting of ( ) page(s), and incorporated herein by this
reference.
3. Contract Period. This Agreement shall commence , 20 , and
shall continue in full force and effect until , 20 , unless sooner terminated as
herein provided. In addition, at the option of the City, the Agreement may be extended
for additional one year periods not to exceed ( ) additional one year
periods. Renewals and pricing changes shall be negotiated by and agreed to by both
parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning
and Budget Office will be used as a guide. Written notice of renewal shall be provided
to the Professional and mailed no later than ninety (90) days prior to contract end.
RFP 7239 Green Purchasing Study Page 16 of 26
4. Early Termination by City. Notwithstanding the time periods contained
herein, the City may terminate this Agreement at any time without cause by providing
written notice of termination to the Professional. Such notice shall be delivered at least
fifteen (15) days prior to the termination date contained in said notice unless otherwise
agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage
prepaid and sent to the following addresses:
Professional:
City:
With Copy to:
City of Fort Collins
City of Fort Collins,
Attn:
Purchasing
PO Box 580
PO Box 580
Fort Collins, CO 80522
Fort Collins, CO 80522
In the event of any such early termination by the City, the Professional shall be paid for
services rendered prior to the date of termination, subject only to the satisfactory
performance of the Professional's obligations under this Agreement. Such payment
shall be the Professional's sole right and remedy for such termination.
5. Design, Project Indemnity and Insurance Responsibility. The Professional
shall be responsible for the professional quality, technical accuracy, timely completion
and the coordination of all services rendered by the Professional, including but not
limited to designs, plans, reports, specifications, and drawings and shall, without
additional compensation, promptly remedy and correct any errors, omissions, or other
deficiencies. The Professional shall indemnify, save and hold harmless the City, its
officers and employees in accordance with Colorado law, from all damages whatsoever
claimed by third parties against the City; and for the City's costs and reasonable
attorneys fees, arising directly or indirectly out of the Professional's negligent
RFP 7239 Green Purchasing Study Page 17 of 26
performance of any of the services furnished under this Agreement. The Professional
shall maintain commercial general liability insurance in the amount of $500,000
combined single limits and errors and omissions insurance in the amount of $
Optional: according to the Insurance Requirements attached hereto as Exhibit
consisting of one (1) page.
6. Compensation.
[Use this paragraph or Option 1 below.]
In
consideration of the services
to be performed pursuant to
this Agreement, the
City
agrees to pay Professional
a fixed fee in the amount
of ($ )
plus
reimbursable direct costs. All such fees and costs shall not exceed ($ )
Monthly partial payments based upon the Professional's billings and itemized
statements are permissible. The amounts of all such partial payments shall be based
upon the Professional's City -verified progress in completing the services to be
performed pursuant hereto and upon the City's approval of the Professional's actual
reimbursable expenses. [Optional] Insert Subcontractor Clause Final payment shall be
made following acceptance of the work by the City. Upon final payment, all designs,
plans, reports, specifications, drawings, and other services rendered by the Professional
shall become the sole property of the City.
6. Compensation. [Option 1] In consideration of the services to be
performed pursuant to this Agreement, the City agrees to pay Professional on a time
and reimbursable direct cost basis according to the following schedule:
Hourly billing rates:
Reimbursable direct costs:
RFP 7239 Green Purchasing Study Page 18 of 26
with maximum compensation (for both Professional's time and reimbursable direct
costs) not to exceed ($ ). Monthly partial payments based upon the
Professional's billings and itemized statements of reimbursable direct costs are
permissible. The amounts of all such partial payments shall be based upon the
Professional's City -verified progress in completing the services to be performed
pursuant hereto and upon the City's approval of the Professional's reimbursable direct
costs. Final payment shall be made following acceptance of the work by the City. Upon
final payment, all designs, plans, reports, specifications, drawings and other services
rendered by the Professional shall become the sole property of the City.
7. City Representative. The City will designate, prior to commencement of
work, its project representative who shall make, within the scope of his or her authority,
all necessary and proper decisions with reference to the project. All requests for
contract interpretations, change orders, and other clarification or instruction shall be
directed to the City Representative.
8. Project Drawings. [Optional] Upon conclusion of the project and before
final payment, the Professional shall provide the City with reproducible drawings of the
project containing accurate information on the project as constructed. Drawings shall
be of archival, prepared on stable Mylar base material using a non -fading process to
provide for long storage and high quality reproduction. "CD" disc of the. as -built
drawings shall also be submitted to the City in an AutoCAD version no older then the
established city standard.
9; Monthly Report. Commencing thirty (30) days after the date of execution
of this Agreement and every thirty (30) days thereafter, Professional is required to
RFP 7239 Green Purchasing Study Page 19 of 26
kickback or any items of monetary value from any person who has or is seeking to do
business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal
will be rejected and reported to authorities as such. Your authorized signature of this
proposal assures that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive
any irregularities or informalities.
Sincerely,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
RFP 7239 Green Purchasing Study
Ve
Page 2 of 26
provide the City Representative with a written report of the status of the work with
respect to the Scope of Services, Work Schedule, and other material information.
Failure to provide any required monthly report may, at the option of the City, suspend
the processing of any partial payment request.
10. Independent Contractor. The services to be performed by Professional
are those of an independent contractor and not of an employee of the City of Fort
Collins. The City shall not be responsible for withholding any portion of Professional's
compensation hereunder for the payment of FICA, Workers' Compensation, other taxes
or benefits or for any other purpose.
11. Personal Services. It is understood that the City enters into this
Agreement based on the special abilities of the Professional and that this Agreement
shall be considered as an agreement for personal services. Accordingly, the
Professional shall neither assign any responsibilities nor delegate any duties arising
under this Agreement without the prior written consent of the City.
12. Acceptance Not Waiver. The City's approval of drawings, designs, plans,
specifications, reports, and incidental work or materials furnished hereunder shall not in
any way relieve the Professional of responsibility for the quality or technical accuracy of
the work. The City's approval or acceptance of, or payment for, any of the services
shall not be construed to operate as a waiver of any rights or benefits provided to the
City under this Agreement.
13. Default. Each and every term and condition hereof shall be deemed to be
a material element of this Agreement. In the event either party should fail or refuse to
perform according to the terms of this agreement, such party may be declared in
RFP 7239 Green Purchasing Study Page 20 of 26
default.
14. Remedies. In the event a party has been declared in default, such
defaulting party shall be allowed a period of ten (10) days within which to cure said
default. In the event the default remains uncorrected, the party declaring default may
elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as
continuing and require specific performance; or (c) avail himself of any other remedy at
law or equity. If the non -defaulting party commences legal or equitable actions against
the defaulting party, the defaulting party shall be liable to the non -defaulting party for the
non -defaulting party's reasonable attorney fees and costs incurred because of the
default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes
the entire agreement between the parties and shall be binding upon said parties, their
officers, employees, agents and assigns and shall inure to the benefit of the respective
survivors, heirs, personal representatives, successors and assigns of said parties.
16. Law/Severability. The laws of the State of Colorado shall govern the
construction, interpretation, execution and enforcement of this Agreement. In the event
any provision of this Agreement shall be held invalid or unenforceable by any court of
competent jurisdiction, such holding shall not invalidate or render unenforceable any
other provision of this Agreement.
17. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-
101, C.R.S., et. seq., Professional represents and agrees that:
a. As of the date of this Agreement:
1. Professional does not knowingly employ or contract with an illegal
alien who will perform work under this Agreement; and
RFP 7239 Green Purchasing Study Page 21 of 26
2. Professional will participate in either the e-Verify program created in
Public Law 208, 104th Congress, as amended, and expanded in Public
Law 156, 108th Congress, as amended, administered by the United
States Department of Homeland Security (the "e-Verify Program") or the
Department Program (the "Department Program"), an employment
verification program established pursuant to Section 8-17.5-102(5)(c)
C.R.S. in order to confirm the employment eligibility of all newly hired
employees to perform work under this Agreement.
b. Professional shall not knowingly employ or contract with an illegal alien to
perform work under this Agreement or knowingly enter into a contract with a
subcontractor that knowingly employs or contracts with an illegal alien to perform
work under this Agreement.
C. Professional is prohibited from using the e-Verify Program or Department
Program procedures to undertake pre -employment screening of job applicants
while this Agreement is being performed.
d. If Professional obtains actual knowledge that a subcontractor performing
work under this Agreement knowingly employs or contracts with an illegal alien,
Professional shall:
1. Notify such subcontractor and the City within three days that
Professional has actual knowledge that the subcontractor is employing or
contracting with an illegal alien; and
2. Terminate the subcontract with the subcontractor if within three
days of receiving the notice required pursuant to this section the
subcontractor does not cease employing or contracting with the illegal
alien; except that Professional shall not terminate the contract with the
subcontractor if during such three days the subcontractor provides
information to establish that the subcontractor has not knowingly
employed or contracted with an illegal alien.
e. Professional shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the "Department') made in the course of
RFP 7239 Green Purchasing Study Page 22 of 26
an investigation that the Department undertakes or is undertaking pursuant to the
authority established in Subsection 8-17.5-102 (5), C.R.S.
f. If Professional violates any provision of this Agreement pertaining to the
duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this
Agreement. If this Agreement is so terminated, Professional shall be liable for
actual and consequential damages to the City arising out of Professional's
violation of Subsection 8-17.5-102, C.R.S.
g. The City will notify the Office of the Secretary of State if Professional
violates this provision of this Agreement and the City terminates the Agreement
for such breach.
18. Special Provisions. [Optional] Special provisions or conditions relating to
the services to be performed pursuant to this Agreement are set forth in Exhibit " 11,
consisting of ( ) pages, attached hereto and incorporated herein by this
reference.
RFP 7239 Green Purchasing Study Page 23 of 26
THE CITY OF FORT COLLINS, COLORADO
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
DATE:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name] or
Doing business as [insert name of business]
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
(Corporate Seal)
Corporate Secretary
RFP 7239 Green Purchasing Study
Page 24 of 26
[Optional]
EXHIBIT " "
CONFIDENTIALITY
IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City")
pursuant to this Agreement (the "Agreement"), the Contractor hereby acknowledges that
it has been informed that the City has established policies and procedures with regard
to the handling of confidential information and other sensitive materials.
In consideration of access to certain information, data and material (hereinafter
individually and collectively, regardless of nature, referred to as "information") that are
the property of and/or relate to the City or its employees, customers or suppliers, which
access is related to the performance of services that the Contractor has agreed to
perform, the Contractor hereby acknowledges and agrees as follows:
That information that has or will come into its possession or knowledge in connection
with the performance of services for the City may be confidential and/or proprietary.
The Contractor agrees to treat as confidential (a) all information that is owned by the
City, or that relates to the business of the City , or that is used by the City in carrying on
business, and (b) all information that is proprietary to a third party (including but not
limited to customers and suppliers of the City) . The Contractor shall not disclose any
such information to any person not having a legitimate need -to -know for purposes
authorized by the City. Further, the Contractor shall not use such information to obtain
any economic or other benefit .for itself, or any third party, except as specifically
authorized by the City.
The foregoing to the contrary notwithstanding, the Contractor understands that it shall
have no obligation under this Agreement with respect to information and material that
(a) becomes generally known to the public by publication or some means other than a
breach of duty of this Agreement, or (b) is required by law, regulation or court order to
be disclosed, provided that the request for such disclosure is proper and the disclosure
does not exceed that which is required. In the event of any disclosure under (b) above,
the Contractor shall furnish a copy of this Agreement to anyone to whom it is required to
make such disclosure and shall promptly advise the City in writing of each such
disclosure.
In the event that the Contractor ceases to perform services for the City, or the City so
requests for any reason, the Contractor shall promptly return to the City any and all
information described hereinabove, including all copies, notes and/or summaries
(handwritten or mechanically produced) thereof, in its possession or control or as to
which it otherwise has access.
The Contractor understands and agrees that the City's remedies at law for a breach of
the Contractor's obligations under this Confidentiality Agreement may be inadequate
RFP 7239 Green Purchasing Study Page 25 of 26
and that the City shall, in the event of any such breach, be entitled to seek equitable
relief (including without limitation preliminary and permanent injunctive relief and
specific performance) in addition to all other remedies provided hereunder or available
at law.
RFP 7239 Green Purchasing Study
7239 Green Purchasing Review
Scope of Work
Background
The City of Fort Collins has been recognized as a leader in sustainability and green
house gas reduction efforts. In 1999 Fort Collins City Council adopted community
carbon reduction goals and a Climate Action Plan to aid in progress on meeting the
goals. These goals and plans were updated by City Council in 2008. City Council also
requires the City to annually report progress on the goals by quantifying the greenhouse
gas emissions inventory and reductions. The City also tracks and reports progress on
internal municipal carbon reduction and related goals, and tracks and reports carbon
emissions in several other ways. Part of the City's Sustainability efforts is its
Environmentally Preferable Purchasing Policy (Section 3.3 City's Administrative Policy).
In addition City Sustainability goal number 9. Green Purchasing states: Implement
environmentally preferable purchasing practices throughout the City .organization and
establish means to verify departments' compliance with purchasing policy.
Project Requirements:
• Evaluate the City's Green Purchasing policy, processes and results.
• How does the City Compare the Best Practices in the Green Purchasing arena?
• Recommend process improvements to the City's Green Purchasing efforts.
• Provide list of top twenty-five most common EPP products.
• A draft and final report summarizing all findings and recommendations.
Proposal Submittal Required Information:
• Describe how your approach to completing the project requirements.
• Describe your firm's experience in this type of business, including resume(s) of
key person(s) to be involved with this contract.
• Submit at least three (3) current references who can attest to your success with
this type of project, including address/telephone/e-mail contact information.
• List at least one and up to three (3) similar projects from the past five years,
description, and your assessment of your success with these projects.
Resources Provided by the City of Fort Collins
• Access to staff to discuss needs and current practices.
• Access to reports and information available.
Time Frame
(This timeframe is negotiable prior to contract development.)
Perform study and data gathering July — August 2011
Draft report September 2011
Final report October 2011
RFP 7239 Green Purchasing Study Page 3 of 26
EXHIBIT A
2010 GREEN PURCHASING ACTIVITIES
Waste Stream Management Services: (Consolidated the collection of trash and
recycling services with a single vendor, and required data collection and
reporting aimed at reducing waste and increasing recycling levels.) New contract
will save approximately $35,000.
Scrap Metal Recycling: (City departments recycle and sell scrap metal collected
and/or generated in the course of City operations, to a contracted vendor.)
Poudre School District Teacher's Closet: (The City will frequently donate any surplus
office supplies that cannot be reused within City departments (such as 3-ring
binders from submitted RFP proposals) to the Teacher's Closet; which collects
and redistributes them to Poudre School District teachers for re -use within their
classrooms.)
Sale of Obsolete and Surplus Equipment: (The City utilizes various auction services
to sell City obsolete and surplus equipment; including Centennial Auction,
PublicSurplus.com, and Property Room.com.)
Green House Gas (GHG) Technical Assistance and Repository Database (Review
and validation of various data sources for GHG reporting.)
Rivendell Recycling Center Operations (Hauling contract for Rivendell Recycling
Center.)
Recycling Outreach Program (contract to provide Recycling education for Climate
Wise partner businesses.)
Household Hazardous Waste Disposal Event Contract.
Electronics Recycling Contract (Miscellaneous Contract with Waste -Not Recycling for
Electronics Recycling for City facilities.)
PFA & City Board up Services Contract (Secure property and prevent additional
pollution after fires and other property damage situations.)
Bicycle Cooperative Contract (Miscellaneous Contract for Found and Abandoned
Bike Process. This allows for bikes to be recycled and/or repurposed within the
community.)
Grazing Lease Meadow Springs Ranch (Environmentally conscious grazing to
preserve and enhance the property.)
RFP 7239 Green Purchasing Study Page 4 of 26
Technical Assistance and Program Management for Smart Grid (Consulting
services to help with the acquisition and deployment of the Smart Grid project.)
Grease Trap Inspections (Contract to ensure grease traps are properly maintained
and don't lead to inadvertent release in the storm drainage or sanitary sewer
system.)
Chemical Spill Clean up (Contractor to respond and remove hazardous material from
City property and streets.)
Vehicles:
• Purchased conversion kits for retrofitting three existing hybrids to plug-in hybrids.
• Purchased four CNG buses which will be delivered this year. (Six CNG buses
which were ordered in 2009 were delivered in 2010.)
• Leased 76 electric golf carts for South Ridge Golf Course.
• Purchased one E-85 vehicle.
Fuel:
E-85: 61,373 gallons
Bio Diesel: 302,932 gallons
Building Related:
• Converted Civic Center Parking garage to LED lighting.
• The City Hall generator project was completed, allowing us to reduce
our electricity usage during peak demand times.
• E-85 Fueling station at Police Administration Building in process.
• Addition to CNG fueling capacity at Transfort.
• 52 kw photovoltaic system for the Aztlan Community Recreation Center.
• New high efficiency boilers for the Museum and Operations Services buildings.
• LEED gold goals at Lincoln Center remodel and Museum Discovery Center
Exhibit Fabrication.
• Solar thermal system installed at EPIC recreation center.
• Purchased Earth Vessel to compost food and yard waste.
• Purchased four Solar Belly compactor trash bins for use at Oak Street Plaza and
Rolland Moore Park.
RFP 7239 Green Purchasing Study Page 5 of 26
Utility Related:
• Energy efficiency programs, local contracts for services:
o Home energy audits
o Energy efficiency contractor training
• Refrigerator and freezer recycling
• Energy efficiency technical assistance
• Local retail energy efficiency product rebates
• Local retail compact fluorescent light bulb recycling
• Green Building program development, local contracts for services
• Benefit cost technical assistance
• Facilitation services
• High Pressure Sodium (HPS) lamps for streetlights are under a specification that
requires them to be TCLP compliant, which reduces the mercury levels used in
the manufacture of the lamps.
• Specification for photocontrols was changed to improve failure rates. In the
process of updating the specification, we addressed some particular
environmental issues in the fabrication of the photocontrols. The covers for the
photocontrols are now black instead of blue. According to the manufacturer,
DTL, the blue covers that were formerly specified under common industry
practices require dies that have more negative environmental impact than the
methods used to create the black covers. We also paid attention to the daytime
electric consumption of the photocontrols when selecting approved
manufacturers this time, making sure that we reduce electric consumption over
the life of the photocontrols.
Administrative Items:
Most of these items are now routinely done as part of our standard operations.
Office Supply Purchases:
• 30% PCW Copier Paper
• Total green spend for 2010 was 43.9% ($79,043 out of $179,953 total
spend).
• Use of Remanufactured toner cartridges where practical.
• Recycling of used toner cartridges.
• Purchase of color cube copier for Human Resources. There are currently
3 of these copiers in use by the City.
RFP 7239 Green Purchasing Study Page 6 af.26
Electronic Documents:
• All Purchasing files are scanned.
• Electronic distribution of vendor notices for bid opportunities.
• Receipt of many proposals electronically.
We can't receive all our proposals electronically, but here is a recent example:
Constituent Relationship Management System RFP 7137
• 9 firms responded.
• All responses were submitted electronically.
• 30 pages average length of proposal.
• If they had responded with hard copies, each of the nine vendors would
have been required to ship us seven copies.
• Additional costs avoided:
• Cost of binders they would have put the proposal in.
• Packaging for the shipment.
• Transportation of the proposals.
Purchasing Cards:
Use of purchasing cards to streamline small dollar purchases. Reduces amount
of invoices received.
RFP 7239 Green Purchasing Study Page 7 of 26
EXHIBIT B
CITY OF FORT COLLINS ADMINISTRATIVE POLICIES
Section 3 - Environmental Stewardship
3.1 Environmental Commitment
The City of Fort Collins is committed to conducting its operations in a manner that is
environmentally responsible and reflective of the community's strong commitment to the
environment. The City will provide community leadership by reducing its environmental
impact while benefiting citizens, the economy, and society. In order to meet or exceed
these objectives, the City of Fort Collins will:
1. Comply with all applicable environmental laws, regulations, and other requirements,
and implement cost-effective programs and procedures to assure compliance;
2. Educate and train city employees to increase awareness of environmental
requirements and improve environmental performance;
3. Identify and implement methods to reduce or eliminate the generation of solid and
hazardous waste;
4. Actively identify and implement effective ways to prevent pollution and conserve
natural resources and energy;
5. Establish measurable environmental objectives and targets and update as necessary
to reflect the changing needs, missions, and goals of city operations;
6. Commit to continual improvement of environmental management through self -
assessments, corrective actions, and innovation; and make environmental management
an integral part of our standard business practices; and
7. Recognize that every manager, supervisor and employee is responsible for
implementing this policy; and management support is essential to empowering each
employee to proactively perform work in an environmentally responsible manner.
This environmental policy will be communicated to employees and contractors and will
be available to the public via the City's website.
3.2 Recycling Collection
The City of Fort Collins is committed to implementing an effective internal office
recycling program to reduce solid waste, conserve energy and natural resources, and
protect environmental quality. Employees are strongly encouraged to participate in the
recycling program and assistance in these efforts can be obtained from the Natural
Resources Department. An independently -contracted firm collects recyclables from City
facilities.
Independently, many City departments take the initiative to find ways to recycle other
waste materials that are generated, including tires, engine oils, signage, scrap metals,
backfill, and paving. These efforts are encouraged as a creative, operations -specific
approach to waste diversion that will reduce the amount of waste generated through the
RFP 7239 Green Purchasing Study Page 8 of 26
City's operations, and which the City should continue to model for the rest of the
community.
An internal website is available to review the current types of recyclables that are
collected and guidelines for preparation. As it becomes feasible, the City's internal
recycling collection program expands to include new materials.
3.3 Products and Services Purchasing Guidelines
In keeping with the goals of the purchasing department, the City shall consider the total
cost of a product or service throughout the life cycle and the customer's usage
requirements. Additionally, in keeping with the City's responsibility as a leader and the
community's concern for the environment and sustainability, purchasing decisions shall
evaluate products and services that have a reduced impact on human health and the
environment where practicable, while maintaining fiscal responsibility.
1. In the course of evaluating a product or service's life cycle costs, managers,
purchasers and departments are encouraged to continue using and incorporating the
following guidelines into their decisions:
a. Consider environmental regulatory requirements, environmental impacts and
pollution prevention early in the purchasing process.
b. Request and examine credible information on the environmental impacts
throughout a product's or service's life cycle: manufacture, transportation, use and
disposal.
c. Request products and packaging designed to minimize waste and toxic
byproducts in their manufacture, recycling and disposal.
d. Look for product certification from credible organizations such as Green Seal,
Energy Star and Environmental Choice.
e. Maximize the useful life of products by delaying purchases until necessary.
f. Purchase in efficient quantities, only the amount needed to complete a job.
g. When considering supply needs for longer periods of time, buy in bulk when you
can reduce packaging, shipping impacts, the product has a long shelf life and can be
safely stored.
h. Consider products with all, or a percentage of, recycled materials.
i. Request products and packaging that can be returned, reused or reconditioned for
use.
j. Ask about alternative products that do not contain chlorinated solvents.
k. Purchase paper with at least 30% recycled content, totally chlorine free and
process chlorine free recycled paper, whenever practicable.
I. Use vegetable based inks in printing, whenever practicable.
m. Seek references on product, service or technology alternatives from City
employees directly associated, or who have previous experience, with the products
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