# Presentation: 005454

## Securing Environmental Outcomes

- Adding Environmental Performance
- to Performance-Based Service Contracts

- Heather Davies
- Office of Environmental Policy and Compliance
- U.S. Department of the Interior
- (202) 208-7884   heather_davies@ios.doi.gov

## Presentation Overview

- Why include environmental performance outcomes in your contract
- Legal mandates
- Case Study:  DOI Custodial Cleaning Contract
- Resources to help you secure environmental outcomes through your service contracts

## Greening the Department of the Interior Vision Statement

- The Department will be an **innovative leader** in “greening” the Federal government by actively and systematically protecting the natural processes that sustain life on earth.
- To fulfill this vision, *Interior will, in its own operations*, minimize solid waste, prevent pollution, save energy and other resources, reduce greenhouse gas emissions, and encourage public support and participation.

## I like to mention what I call the “virdian verge.”  “Virdian” for green and “verge” to emphasize a “coming together.”  We are increasingly seeing a coming together of environmental and economic goals.”

- I **like to mention what I call the “virdian verge.”  “Virdian” for green and “verge” to emphasize a “coming together.”  We are increasingly seeing a coming together of environmental and economic goals.”**

**P. Lynn Scarlett, Ast. Sec. - Policy Management and Budget**

## Why changes your contact to secure environmental outcomes?

- Worker health concerns
- Costs of worker injuries
- Environmental liabilities
- Improved Indoor Air Quality

- Leadership opportunity
- Federal mandates
- Because *there are* safer, cost-effective alternatives

## Greening Statutes and Executive Orders

- EO 12843
- Ozone
- Depleting
- Substances

- EO 13148 –
- Environmental Leadership

- EO 12902
- Energy Efficiency
-  and
- Water Conservation

- EO 12856
- Pollution Prevention

- EO 12669
- Community
- Right-to-Know

- EO 13101
- Waste Prevention,
- Recycling
- Federal Acquisition

- EO 12845
- Energy Efficient
- Computers

- Resource Conservation and Recovery Act (RCRA) Sec. 6002

- 2002 Farm Bill
- Sec. 9002

- Comprehensive Procurement Guideline (40 CFR 270)

## Federal Acquisition Regulations

- Green Procurement Revisions Published June 6, 2000
- Ongoing revisions to accommodate new Greening the Government EOs.
- Part 7 - Acquisition Planning
- Part 11 - Defining Agency Needs
- Part 13 - Simplified Acquisition                                        Procedures
- Part 23 - Environment,                                                    Conservation ...
- Part 52 - Solicitation Provisions                                                    and Clauses

## FAR Subpart 23.703 -

*Contracting for Environmentally Preferable and Energy-efficient Products and Services*
- “Agencies must:
- (a) Implement cost-effective contracting preference programs favoring the acquisition of environmentally preferable and energy efficient products and services; and
- (b) Employ acquisition strategies that affirmatively implement the following environmental objectives:
-                   ------->

## FAR 23.703Environmental Considerations

- Maximize the use of environmentally  preferable products and services;
- Maximize the use of energy-efficient products;
- Eliminate or reduce the generation of hazardous waste...;
- Promote the use of non-hazardous and recovered materials;
- Realize life-cycle cost savings;
- Promote cost effective waste reduction...;
- Consider use of biobased products.

## Environmentally Preferable Services?

- Services that use environmentally preferable products and/or practices
- Custodial Services
- Operation and Maintenance
- Landscaping and Land Management
- Concessioner Operations
- Waste Removal
- Construction and Demolition/Remodeling

## Ways to Secure Outcomes

- Environmental performance requirements in SOW
- Environmental submittals in response to solicitation
- Source selection factors include environmental performance criteria
- Incentives to provide green products/services (award fee)

## Scoping the Desired Environmental Outcomes

- What products and waste generating activities are associated with this service?
- Do third-party environmental standards exist for these products or activities?
- Which federal mandates are relevant?
- How does my facility’s Environmental Management System relate to this service contract?

## Main Interior Building

## Scope of Custodial Services

- 1 year contract, 4 1-year options
-  Gross area: 1,423,745 s.f.
-  Occupant population: 2,936
-  Products:
-  Chemical cleaners, cleaning equipment, bathroom products
-  Services:
- daily cleaning, floors maintenance, trash removal and recycling, exterior windows (annually), venetian blinds (annually), elevator services, snow removal

## Process Followed

- Initial Request:                                 11/98
- Team Formed/Objectives Defined:    11/98
-  Research                                          12/98
-  Selection of Attributes:                      1/99
- Solicitation Issued:                              2/99
-  Proposals Received:                           4/99
-  Award:                                              7/99

## Who Was Involved?

- Contract Team Consisted of:
- Facilities Management
- Solicitor’s Office
- Procurement Policy Office
- Environmental Policy Office
- NPS Environmental Management
- U.S. EPA Exposure Assessment Branch

## Worker Health Concerns

- An average of *58.2 lbs*. of chemical cleaning products are used *per janitor* per year
- 6% of cleaners should be avoided because of serious health/environmental threats and 35% of cleaners require *extreme care*

## Worker Injuries

- Acute:
- Blindness
- Skin damage
- Lung damage
- Longer term:
- Damage to fetus
- Hormone modification
- Cancer
- Organ damage

-  Chronic :
-    -  Chemical dermatitis
-    -  Chemical-induced 	asthma
-    -  Chemical sensitivities

## Cost of Worker Injuries

- 6 of 100 employees have loss time
- Average cost of $725 per claim
- From analysis of worker comp claims in Washington State
- Tom Barron

## Environmental Threats

- Aquatic toxicity
- Persistent, Bioaccumulative and Toxic Compounds
- Eutrophication
- Disruption to POTW

- Endocrine Disruption
- Smog precursors
- Ozone depleters
- Non-renewable resources

## Indoor Air QUALITY	

- Reduced complaints
- Lower health concerns
- Improved employee productivity

## Leadership Opportunity

- Get Certified by the
-         U.S. Green Building Council
- Leadership in Energy and Environmental Design for Existing Buildings (LEED EB)
- Green housekeeping credits

## Cleaning Contract Goals

- Use the least aggressive, safest product that is effective for the cleaning task
- Use products with biobased content when possible
- Maximize use of recycled content products
- Maximize occupant recycling and building diversion rates
- Support Green Building Certification

## What had been done before?What did we want to do?

- Research into Available Standards:
- City of Santa Monica, Yellowstone NP
-  EPA/GSA Custodial Pilot
- Green Seal Paper and Household Cleaner Standards
-  Decisions Regarding Scope of Environmental Requirements, Attribute Selection -  Three parts:
- Chemical cleaning products,
- Recycled content products
- Recycling enhancement strategies

## Green Seal Standard Criteria

- Overall toxicity
- Carcinogenic/ reproductive toxicity
- Skin/eye irritant
- Sensitization
- Combustaibility
- Photochemical smog/ozone/IAQ
- Aquatic toxicity

- Aquatic biodegradability
- Eutrophication
- Packaging
- Concentrates
- Fragrances
- Prohibited Ingredients
- Training
- Animal testing

## PAPER and Non-Chemical Products

- Bathroom tissue*
- 20-60% PCW
- Paper towels*
- 40-60% PCW
- Facial tissue
- 10-15% PCW
- Industrial wipers*
- 40% PCW
- Toilet seat covers

- Plastic trash bags*
- 10 – 100%
- Recycling containers*
- 20- 100% PCW, plastic
- Janitorial carts
- Plastic mop buckets
- *  Comprehensive Procurement Guideline item

## Enhanced Recycling Strategies

- Procedures for monitoring waste/recycling volume
- Procedures for monitoring rates of participation in recycling program
- Procedures for promoting building occupant participation/avoid contamination
- Measures to ensure contractor observance of program

## How Contract Was Modified

- Incorporation into Solicitation and Specifications
- Section C - Scope of Service
- Section L - Instructions to Offerors
- Section M - Evaluation Factors for Award
- Attachments
- Evaluation Plan:   Environmental Preferability Given 1/3 of Total Rating
- Two Panels:   Technical Evaluation Panel and Environmental

## Cleaning Chemical Characteristics

## Recycled Content Products

## Section M - Source Selection 

- 30% Environmental
- “  Completeness and thoroughness of submittal addressing environmental preferability/recycled content products and strategies for execution of a successful waste reduction/recycling program”
- Experience - 15%
-    (partially assigned to environmental)

## How Well Did It Work?

- A Lot of Questions at PreBid
- 19 Offers (Roughly Half Understood Environmental Submittal)
- Competitive Range: A Handful of Really Good Submitals
-  Best Value Selected: Best Environmental,  Best Technical,  Lowest Price of Competitive Range

## Update:  Summer 2003

- Chimes, a NISH affiliated work center, working since starting 9/01
- Chimes has now converted almost all of their sites in the DC Metro Area
- Over 20 million s.f. of federal office space cleaned with certified cleaners
- Improving indoor air quality for 90,000 federal office workers and workplace safety for 1,400 disabled workers!!!!

## Chemical Portioner

**Chemical Portioner**

## Environmentally preferable tissue

##    RTU Solution Bottles

-    RTU Solution Bottles

## Our “Fish-Friendly Floors”

## Cleaning Contract Resources

- DOI/NISH Guidance
- http://greeninginterior.doi.gov/sustain/clean.html
- Check list for Assessing Baseline Conditions
- Transition Planning Suggestions
- ASTM Standard E 1971 – Stewardship for the Cleaning of Commercial and Institutional Buildings
- Green Seal Standards
- DOI Custodial Contract Language

## JWOD Certified Green Cleaners

-    St. Louis Lighthouse for the Blind
-  	-  Rochester Midland
- _[http://www.lhbindustries.com/](http://www.lhbindustries.com/)_  click on enviro cleaners
-   Blind Industries and Services of Maryland
- 	– Envirox and 3M Twist & Fill

## Other Resources to Get Started

**  **_**[EPA's Comprehensive Procurement Guidelines ](http://www.epa.gov/cpg)**_
- _[for Federal Agency Purchase of Recycled Content Products](http://www.epa.gov/cpg)_ www.epa.gov/cpg
-   _[EPA's Environmentally Preferable Purchasing Program](http://www.epa.gov/opptintr/epp)_
-     _[www.epa.gov/oppt/epp](http://www.epa.gov/oppt/epp)_
-  USDA Biobased Products
-      http://www.usda-biobasedproducts.net/
-   Office of the Federal Environmental Executive (OFEE)
- _[www.ofee.gov](http://www.ofee.gov/)_