Subsistence
Green Procurement Program Plan Document ID: T3-3.02

5. COMMUNICATION

The Subsistence Green Procurement Team is comprised of representatives from the Supplier and
Customer Operations Directorates to discuss Green Procurement Activities within the Subsistence
Supply Chain. Team members are conduits of information to Subsistence Senior Leaders and
staff. This team will communicate with other Business Units, Staff Offices and EMR to optimize
the GPP.

5.1 COMMUNICATION TO SUBSISTENCE SENIOR LEADERS

The Subsistence GPP Team will periodically brief Subsistence Senior Leaders as needed to ensure
leadership has the opportunity to make suggestions and to foster continual improvement of the
Subsistence GPP. DLA leadership is responsible for understanding the goals of the green
procurement process and supporting the Subsistence Green Procurement Team and staff in its

design, implementation, and maintenance. Potential topics to be covered during each briefing:

= Review of GPP status and successes

» Adequacy and allocation of resources (people and funding)
«Progress towards achieving Subsistence GPP goals

= Potential improvements to enhance the GPP

5.2 | COMMUNICATION THROUGH-OUT SUBSISTENCE DIRECTORATE

Subsistence Staff Meetings are used as a means of internal communication of environmentally-

related information among the various levels and organizations within Subsistence.

Other means of communication may include, but are not limited to:

Posters

Intranet communications

Subsistence GPP eWorkplace site

Memorandums

Emails used to update employees/customers regarding the GPP
Periodic Green Tips

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Subsistence
Green Procurement Program Plan Document ID: T3-3.02

following biobased or biodegradable items were identified as potential “green items” that could be
offered:

« Biodegradable garbage bags

= Biobased cutlery

= Biobased combs, toothbrushes and razors (Health and Comfort Pack)

= Biobased compartmental trays (Unitized Group Ration (UGR) modules)
= Biodegradable disposable cups

= Biobased MRE spoon

«  Biobased Arctic Supplement-UGR Styrofoam clamshell

The first “green” items to enter the Subsistence pipeline were recycled plastic, biodegradable
garbage bags in 2006, followed shortly by the biodegradable compartmental tray. Both of these

items are components of the UGR program.

However, the most notable success, over an eight year process (1999-2007) was the introduction
of biobased cutlery. The Subsistence Supply Chain, in partnership with USDA, US Army Natick
and long term contractor/supplier LC Industries, started in 1999 on extensive research,
development and testing for an alternative cutlery product to the petroleum-based plastics items.
Biobased cutlery was successfully introduced into the Subsistence Supply Chain in February 2007.
The biobased cutlery replaced conventional plastic utensils in some UGRs used to feed troops
worldwide. This success took over eight years to achieve and was awarded the 2008 White House
Closing the Circle Environmental Award. This Award is designed to recognize achievement of
federal employees and their facilities for efforts which result in the promotion of environmental

stewardship.

Due to the changing commercial marketplace and advancements in biobased resins and
biodegradables, a rescreening of the marketplace for potential green products was performed again
in 2008 by the Subsistence Technical Branch. Additional green product alternatives were

identified as having the potential for incorporation into the Subsistence Supply Chain and included:

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8. PROGRAM REVIEW

Itis the responsibility of the Subsistence Supply Chain to implement and maintain a GPP to support
the overarching Go Green Program objectives and targets. As a supporting program, the
Subsistence GPP will be eligible for audit during internal and external Go Green Program audits.
The EMR will facilitate resolution to any findings identified during these audits that may apply to
the Subsistence Supply Chain. The Subsistence Supply Chain is responsible for developing and
implementing corrective actions related to findings pertaining to Subsistence and/or the

Subsistence GPP.

13 8-1

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Subsistence Customer Support Division

Subsistence Customer Support Division facilitates better communication between the Customer
and Supplier sides of the Subsistence Supply Chain. Representatives from various offices within
the Customer Operations Directorate will collaborate with the Green Procurement Team to work

toward creating customer awareness and enthusiasm for "Going Green".

Subsistence Customer Support Division corresponds directly with customers and has the
opportunity to field requests for green products and coordinate customer outreach related to Green
Procurement. The Division will communicate with customers in order to learn of any

requirements, interests, or opportunities related to Green Procurement.
Contracting Officials

Contracting Officers (KOs), Contract Specialists (Buyers), Food Technologists and Product
Specialists within the Subsistence Supply Chain will be expected to incorporate green procurement
specifications, clauses, regulations, and provisions into the solicitations and contracts, wherever

possible.
Subsistence Personnel

Subsistence personnel are responsible for understanding the basic concepts of the DLA
Environmental Policy Statement, completing the Go Green Program General Awareness Training,
and following the guidelines and requirements of the DLA Go Green Program and the Subsistence
GPP. All employees are encouraged to provide input for continual improvement of the Go Green
Program and GPP. Employees are also expected to follow all GPP-related operational controls

associated with their work activities.

3.3. SUPPORT ORGANIZATIONS

In order to be successful, Subsistence may require coordination with and input from outside
organizations, such as the Procurement Process Support, Business Process Support, and DLA
Customer Operations Directorates. The Subsistence Green Procurement Team will continue to
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Green Procurement Program Plan Document ID: T3-3.02

2. INTEGRATING GREEN PROCUREMENT INTO THE GO GREEN
PROGRAM

The Go Green Program is the management framework designed by DLA to conform to the
International Organization of Standardization’s ISO 14001 Standard. The framework can be used.
to help manage programs designed to help DLA achieve its environmental goals. The primary
focus of the Go Green Program is green procurement and sustainability and currently, DLA is
positioned to use the Go Green Program process to optimize the GPP. The Go Green Program
framework will be applied during the design and implementation of Subsistence’s GPP to ensure
that the program has defined goals, a means to achieve those goals, controls to ensure green
procurement considerations are incorporated into existing processes, and a method to measure the

progress and success of the program.
Some of the benefits of using the Go Green Program to implement Subsistence’s GPP include:

"The basic Go Green Program framework is already in place but is easily customized for
Subsistence’s use.

= The Go Green Program is designed to foster an integrated process to promote teamwork
within, and collaboration among, Business Units and Staff Offices.

« The Go Green Program provides a method to monitor and measure progress towards
achieving overarching DLA environmental objectives as well as Subsistence-specific
green procurement goals.

« Using the Go Green Program framework will enable Subsistence to document existing
practices and successes, and to improve upon them in the area of green procurement.

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Subsistence
Green Procurement Program Plan Document ID: T3-3.02

= UGR Heater tray

= UGER serving utensils

= Disposable Gloves in UGR-Express
«  Biobased water bottles

= Biobased hair and beard nets

In addition to the biobased initiatives, the Subsistence Supply Chain also procures qualified Energy
Star equipment through the Food Service Equipment (FSE) group. Most of FSE manufacturers
that supply Subsistence customers are members of the Consortium for Energy Efficiency (CEE).
CEE is a nonprofit corporation that is developing strategies for a market transformation that will
include structural and behavioral changes in the marketplace through an increased use of energy-

efficient technologies.

Although FSE currently procures Energy Star-rated equipment, many of the products are not
specifically identified as energy efficient options. Examples of energy efficient products procured
by FSE include commercial refrigerators and ice machines. Commercial refrigerators that have
earned the Energy Star rating are, on average, 25% more energy efficient and 25% more water
efficient than standard models. Commercial ice machines that have earned the Energy Star rating

are, on average, up to 15% more energy and water efficient than standard models.

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Subsistence GPP Team

The Biobased Cutlery Team has been in operation for over 10 years. After a briefing of Subsistence
Senior Leadership in June 2009, the Cutlery Team’s scope was expanded to become the
Subsistence Green Procurement Team. The team was created to document existing green
procurement efforts, design a GPP plan, identify additional “green” product opportunities, and to
identify outside input required to ensure successful integration of “green” considerations into
existing business processes. The team is comprised of representatives from both the supplier

(Subsistence-FT) and customer Subsistence-QT) sides of the supply chain.

Members of the Subsistence Go Green Team are responsible for working with the EMR to ensure
that all documentation and records related to the Subsistence GPP initiatives are kept in accordance

with requirements set forth in the Go Green Program.
Subsistence Supplier Support Division

Subsistence Supplier Support Division is divided into three Branches: Standardization and
Cataloging Branch, the Quality Audit and Food Defense Branch, and the Rations and Equipment
Technical Branch. Representatives from each of the branches will eventually be asked to

collaborate with the Green Procurement Team.

The Technical Branch communicates with Services, other Federal customers and industry to find
new products and new processes. The Technical Branch screened and evaluated the
technical/quality portion of green product offerings with input from US Army Natick, Joint
Culinary Center for Excellence (JCCOE) and USDA. However, in the future, it will be important
for representatives in each Branch to contribute to the GPP and to be on the look-out for Green

Procurement opportunities.

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DLA TROOP SUPPORT
SUBSISTENCE SUPPLY CHAIN
GREEN PROCUREMENT PROGRAM
OVERVIEW AND STRATEGY

DLA TROOP SUPPORT
PHILADELPHIA, PA

September 2017

Prepared by:

DLA Subsistence Green Procurement Team
Philadelphia, Pennsylvania

and

Weston Solutions, Inc.
West Chester, Pennsylvania

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Subsistence
Green Procurement Program Plan Document ID: T3-3.02

4. COMPETENCY TRAINING

4.1 COMPETENCY TRAINING

Competency training for Subsistence staff involved in the procurement process will be managed
within the supply chain. Training for those staff members involved in the green procurement
process may be included on the Individual Development Plans (IDPs) to help employees identify
and develop training. The criteria for identifying whether or not green procurement related training
is required for an individual may be identified by the Subsistence Green Procurement Team
through established program goals and/or an employee’s immediate supervisor. To manage
personnel training requirements, the Learning Management System (LMS) is used to help
employees track and identify training courses that are needed as related to their job function. LMS
is found on eWorkplace. Also, employees have access to the DLA Training Center (DTC), which

is the DLA Workforce Development organization.

4.2. EDUCATIONAL DEVELOPMENT AND DELIVERY SERVICES

DTC has many courses in a variety of formats from which to choose to obtain technical,
professional, and managerial training. In addition to educational development and delivery
services, DTC provides a full range of multimedia products and services to meet employee training
needs. Training resources regarding green procurement are available and include, but are not

limited to:

= Online Green Training: The DLA Management System offers environmental courses,
including the Environmental Management System (EMS) course. This course focuses
on business planning sustainable strategies. Another opportunity would be the Green
Business: Planning Sustainable Strategies course. This course outlines a method for
assessing how much your organization promotes environmental sustainability in its
current practices, showing how to identify strengths, weaknesses and risks in
relationship to adopting green business sustainability practices.

= Additional guidance for purchasing biobased products can be obtained through the
USDAwebpage:
https://www. biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml
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Green Procurement Program Plan Document ID: T3-3.02

investigate opportunities or needs associated with designing, implementing, and maintaining a
GPP.

Procurement Process Support Directorate

The Procurement Process Support Division has five sub-divisions that support DLA’s Supply
Chains: Pricing and Strategy, Contract Administration and Compliance, Programs, Contract

Review, and Systems and Procedures.

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3. PROGRAM ROLES AND RESPONSIBILITIES

‘This section defines the resources, roles, responsibilities, and authority that are necessary to ensure
the successful development and implementation of the GPP. The following sections describe what
roles and responsibilities are required for successful design, implementation and maintenance of

Subsistence’s GPP.

3.1. GO GREEN PROGRAM RESOURCES

Two resources are available for use in integrating the GPP into the Go Green Program: the
Environmental Management Representative (EMR) and the Go Green Program Cross Functional
Team (CFT).

The EMR is responsible for ensuring that the Go Green Program meets the requirements of
applicable standards and facilitates CFT meetings. The EMR can provide guidance to the Supply
Chain on the development of a GPP.

The CFT consists of a cross-section of personnel across DLA. Its members meet several times per
year to discuss environmental and sustainability activities within DLA, as well as within their
respective Supply Chains or Staff Offices. CFT members act as conduits of information about the

Go Green Program throughout the organization.

3.2 SUBSISTENCE RESOURCES

Subsistence Supply Chain Leadership

Subsistence Senior Leaders understand the importance of implementing a GPP and are committed
to dedicating adequate resources for the development, implementation, and improvement of a GPP
using the Go Green Program framework. Senior Leaders approve and periodically reviews the

GPP approach to ensure that the GPP is in-line with the DLA Mission and Strategic Plan.

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Green Procurement Program Plan Document ID: T3-3.02

1. GREEN PROCUREMENT PROGRAM PURPOSE AND SCOPE

1.1. PURPOSE AND SCOPE

The Subsistence Green Procurement Program (GPP) plan seeks to incorporate green
procurement concepts and evaluations into the existing acquisition process including
Acquisition Planning, Evaluation and Award, and Post Award. Once implemented, this
program will ensure that “green products” are considered throughout applicable Subsistence

procurement processes.

In an effort to comply with Executive Order 13693, Planning for Federal Sustainability in the Next
Decade, and Defense Logistics Agency Troop Support’s (DLA) Environmental Management
System (EMS) objectives, the DLA Subsistence Supply Chain has developed a plan for a GPP.
The GPP will support the EMS objective of increasing green procurement at DLA and will assist
in meeting the DLA Strategic Plan goals. The EMS is now known as the Go Green Program (GGP).

For the purposes of this plan, the term “green products” refer to designated items in the following

categories for which Federal procurement preferences have been mandated:

= Recovered or recycled content —(https://www.epa.gov/smm/comprehensive-

procurement-guideline-cpg-program)

= Environmentally preferable safer choice chemicals (www.epa.gov/saferchoice

= Energy efficient (www.energystar.gov)

= Biobased (https://www.biopreferred.gov/BioPreferred/faces/catalog/Catalog.xhtml)

The scope of this plan includes only those acquisition activities related to green procurement

performed and managed by the Subsistence Supply Chain.
1.2 HISTORY OF GREEN PROCUREMENT INITIATIVES WITHIN SUBSISTENCE

Subsistence completed its first screening for possible “green items” in 1999. Despite the challenge

posed by the supply chain’s product offerings (98% of the items of supply are food items), the

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5.3 COMMUNICATION TO CUSTOMERS/SUPPLIERS

Subsistence’s Customer Operations Directorate communicates with customers and suppliers via
phone, email, and Conference/Expo participation. The following may apply to communicating

green procurement information to Subsistence’s customers and vendors:

» For New & Existing Customers — A customer out-reach approach is currently in place
using Customer Relationship Management (CRM) as a means to track and analyze the
successfulness and awareness of the GPP efforts.

= Customer Accounts Specialist (CAS) & Tailored Vendor Logistics Specialist (TVLS)
Personnel — Personnel, while visiting current and new customers, will have the
opportunity to educate these customers on the GPP.

* For Suppliers — Subsistence has been and will continue to inform suppliers of
governmental changes in regulations through Suppliers Conferences and electronic
media.

The Subsistence Green Procurement Team will work with Subsistence’s customer outreach

personnel to ensure environmentally friendly items managed by Subsistence are advertised to its

customers.

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Green Procurement Program Plan Document ID: T3-3.02

7. TRACKING GREEN PROCUREMENT

Tracking green procurement efforts is important to proactively assess the effectiveness of
Subsistence’s GPP. As part of the Go Green Program, a baseline was established that identified
the number of environmentally preferable products (those identified by an ENAC) managed by
Defense Logistics Information Service (DLIS) in the Federal Logistics Information System (FLIS)
database and/or by DLA in the EBS database.

Subsistence already regularly tracks the number of green products managed within the supply
chain and ensures items are assigned an ENAC designation in the appropriate databases. This
information is regularly updated and posted to the external Subsistence Web page. Subsistence
also maintains a database of green procurement data (for example, sales volume), for NSNs used.

within Subsistence and managed within the DLA EBS.
Potential metrics to be considered by the Subsistence Green Procurement team may include:

«Number of green products available from the Subsistence Supply Chain
= Sales Volume of green product offerings
= Identification of items that have been replaced by ENAC coded items

= Incorporation of green product offerings and supply processes (i.e., packaging,
manufacturing, transportation) into Prime Vendor Contracts

«Interactive Customer Evaluations (ICE) could be customized to evaluate green product
satisfaction

= Percentage of employees trained in green procurement concepts.

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LIST OF ACRONYMS

ACES
CAS
crr
CRM
DLA
DLIS
Dss
DTC
EBS
EMR
EMS
ENAC
FAC
FLIS
GPP
GPR
ICE

IDP

KO

LMS
LSN
MRE
NSN
QAR
SOP
TVLS
UGR
USAPHC
USA NATICK
USDA

T3-3.02_GPP.Subsistence_Septt7.docx

U.S. Army, Center for Excellence -Subsistence
Customer Accounts Specialist

Cross Functional Team

Customer Relationship Management
Defense Logistics Agency

Defense Logistics Information Service
Distribution Standard System

DLA Training Center

Enterprise Business Support/System
Environmental Management Representative
Environmental Management System
Environmental Attribute Code

Federal Acquisition Circular

Federal Logistics Information System
Green Procurement Program.

Green Procurement Reporting
Interactive Customer Evaluation
Individual Development Plan
Contracting Officer

Learning Management System

Local Stock Number

Meal, Ready-to-Eat

National Stock Number

Quality Assurance Representative
Standard Operating Procedure
Tailored Vendor Logistics Specialist
Unitized Group Ration

U.S, Army Public Health Command.

U.S. Army Natick Research, Development and Engineering Center

USS. Departinent of Agriculture

ii

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TABLE OF CONTENTS

Section Page
GREEN PROCUREMENT PROGRAM PURPOSE AND SCOPE. .w.scssssssssssseseeee 1-1
1.1 PURPOSE AND SCOPE. ..cscsssssssesssssessseesseesssecssseessssecssnssssavecsensesseresensenseeenarense 1-1
1.2. HISTORY OF GREEN PROCUREMENT INITIATIVES WITHIN
SUBSISTENCE

INTEGRATING GREEN PROCUREMENT INTO THE GO GREEN
PROGRAM
PROGRAM ROLES AND RESPONSIBILITIES.
3.1 | GO GREEN PROGRAM RESOURCES...
3.2 SUBSISTENCE RESOURCES
3.3. SUPPORT ORGANIZATIONS
COMPETENCY TRAINING
4.1 © COMPETENCY TRAINING

4.2. EDUCATIONAL DEVELOPMENT AND DELIVERY SERVICE:
COMMUNICATION.
5.1. COMMUNICATION TO SUBSISTENCE SENIOR LEADERS ......cessssessees

5.2. COMMUNICATION THROUGH-OUT SUBSISTENCE
DIRECTORATE

5.3. COMMUNICATION TO CUSTOMERS/SUPPLIER:
STANDARD OPERATING PROCEDURES & BEST PRACTICE
TRACKING GREEN PROCUREMENT ......ccccsssssssessesssscesenesnssssssensensenensensessessessees

PROGRAM REVIEW....ccsssssssscsssssnccssecsesssscnssssseesscnscsscsnscsssccaneesseceseeaneesscesecsereencesesenses 8-1

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Subsistence
Green Procurement Program Plan Document ID: T3-3.02

= For guidance on purchasing safer chemical products used in cleaning and other uses,
visit http://www.epa.gov/saferchoice. A product search can be found at
http://www.epa.gov/saferchoice/products .

«Green Procurement Seminar: The U.S. Army Public Health Command offers onsite
Green Procurement training to credit card buyers, procurement request originators, and
contracting personnel. Visit website: http://phc.amedd.army.mil.

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6. STANDARD OPERATING PROCEDURES & BEST PRACTICES

Documented standard operating procedures (SOPs).are necessary to ensure business activities are
conducted in a way to minimize environmental impacts. SOPs and best practices are meant to
standardize various processes so that employees, both new and experienced, understand the correct
protocol for accomplishing a specific task. Effective day-to-day SOPs will help optimize the GPP
by providing standard methods for integrating environmental considerations into the procurement

process.

Subsistence must evaluate the various steps of the procurement process and develop appropriate
SOPs that ensure environmental considerations are addressed appropriately within the process. For
example, a SOP has been developed for ensuring national stock numbers (NSNs) and/or local stock
numbers (LSNs) are appropriately coded with Environmental Attribute Codes (ENACs). Another
example is a SOP could include Subsistence’s process for regularly screening the marketplace for

new “green” items.

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