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  Procurement Policy and Guidelines

INTRODUCTION

To emphasize and reinforce the social, economic and environmental importance of recycling and source reduction, the County of Passaic has instituted an official policy which favors the purchase of recycled products and the environment for prudent product use.

By setting standards for these procedures and practices in high profile areas such as County government, it is our determination to advance an efficient solid waste management program. The result of these endeavors will "close the loop" of the recycling chain to reduce, reuse and recycled.

GENERAL PROCUREMENT POLICY

1. The County of Passaic resolves to consider for purchase and use of products which contain a maximum amount of post consumer recycled material while retaining product integrety wherever possible.

2. Purchasers must refrain from specifying primary or virgin products as opposed to recycled products wherever possible.

3. All vendors will be required to advise, and offer as an alternative, of any product available which contains post consumer recycled material when the performance specification equals the primary product.

4. The County government will work with other government bodies and agencies to effect the availability or recycled products through economy of scale purchases.

5. The County will consider the purchase of remanufactured equipment and vehicles when properly warranted and economically advantageous rather than new purchases wherever possible.

6. Life cycle costing will be considered for all direct purchases.

a) Potential vendors will be required to include in bid replies or sales presentations, documentation on the life cycle cost and depreciation rates of durable equipment or appliances and fixtures.

b) A data file will be maintained on this information.

7. All public grounds projects must require the use of recycled products when such products are available.

8. The County resolves to upgrade all copiers to assure double-sided copying capabilities.

9. The County resolves to discontinue the use of excessive amounts of colored paper stock, including yellow legal pads.

10. The County shall on a timely basis give public notice of its policy and invite producers of recycled products to present their catalogue or sales material to the Director of Purchasing, Passaic County.

DIRECT PURCHASING

1. Passaic County resolves to give preference to post consumer recycled material content paper and packaging materials wherever possible.

2. Copier, high grade and computer paper will specify a recycling content and be suitable for two-side printing where applicable.

3. All landscaping supplies and materials will be of recycled material wherever appropriate.

4. Purchase of equipment and machinery must have the ability to utilize recycled products and be a low waste generator, as in double sided copiers and laser printers.

5. Printed papers including official stationary will utilize recycled paper and non-metallic inks where appropriate.

6. In the following categories, the County will purchase recycled content products which in turn are recyclable:

  • Paper (all types - high grade, computer, corrugated, etc.)
  • Paper products (unbleached tissues and hand towels)
  • Aluminum Products
  • Glass Products
  • Scrap Metal Products
  • Plastics (trash bags included)
  • Organic Materials
  • Tires (vehicle retreads for rear axle usage)
  • Oils (lubrication included)
  • Antifreeze
  • Pastes and Glues
  • Batteries
  • Components of Construction and Demolition Materials
  • Road Base Materials
  • Lasar Printer Cartridges
  • Roofing Materials

Note: This listing will be expanded as alternative products are found.

7. The County will make every effort to choose products found to be less hazardous and polluting such as:

  • Non-oil Base Paints and Stains
  • Non-metallic Inks
  • CFC-free Sprays

PROGRAM EXPANSION

It will be an ongoing objective of Passaic County to continue research and development in the area of recycled product purchases so as to remain current with new technology, products and techniques.

1. A supply pool of disused or seldom used equipment and supplies will be stored in order to reuse and recycle such items within the County, avoiding premature disposal.

2. A solid waste reduction survey as part of a waste audit will be conducted in each County facility and such products which prove to be high waste generated or low market value resale price (such as the use of yellow legal pads, unnecessary use of colored paper stock, supplies that are over-packaged or of unrecyclable material, supplies which are single use/disposable and practices such as multiple memos rather the use of routing slips will be removed from common use or practice.

3. Every effort will be made to recycle non-mandated as well as mandated recyclable materials, reporting all such activities to the appropriate Municipal Recycling Coordinator.

INTERNAL AUDITING

It will be an ongoing concern of Passaic County to evaluate purchasing practices and waste reduction guideline on a continuing basis to remain current with new technology, products and techniques.

This section deals with the continuing processes and is designed to aid in extending the policy to full potential through:

1. Establishing monitoring and procedures to advance the percentage of purchases involving recycled content materials.

2. Reporting on the progress of eliminating "disposable" materials in order to reduce solid waste.

3. Determining the financial impact of the program.

4. Periodically reporting to the governing body on the overall program.

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