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Home My WebLink AboutPolicy UpdateDate: To: From: Re: September 13, 2010 Board of County Commissioners Erik Kropp, Deputy County Administrator ( 4 Proposed Update to Vendor Policy and New Proposed Sustainability Purchasing Policy Staff will bring forward two policies for your consideration at the September 20, 2010 work session. The first is a draft update to the vendor solicitation policy. The current "Vendors and Salespersons on County Property" policy was adopted on January 22, 1986 (copy attached). Staff is proposing that is policy be updated with General Administration Policy Number GA -20 (attached). GA -20 updates the policy format and also allows a department head to ban salespersons from the department for security reasons or if the department head deems the sales activity as disruptive. The second policy is a new proposed policy on sustainable purchasing (attached). The intent of this policy is to promote sustainability and environmental stewardship through fiscally responsible and prudent purchasing. DESCHUTES COUNTY GENERAL POLICY NO.: P-1986-016 Adopted Date: January 22, 1986 (Old Policy No. 86-01-08) SUBJECT: VENDORS AND SALESPERSONS ON COUNTY PROPERTY POLICY: Vendors and salespersons are not to conduct business with County employees at employee workstations or on employee work time. Vendors and salespersons are expressly forbidden from conducting business at any public counter, lobby, waiting area, or workstation. Vendors or salespersons who wish to conduct business with a County employee on an appointment basis may do so in a location such as a coffee room, break room, lunch room or in a location not county -owned. Any County employee who wishes to transact any non -county sales related business must do so on their own time and in a location such as a coffee room, break room, lunch room or in a non -county area. The above conditions apply to all employees and salespersons, including but not limited to: make-up sales, insurance sales, meat product sales, frozen food sales, candy sales, soap sales, jewelry sales, cookie sales, run - raising pledges, drug deals, etc. DATED this 22nd day of January, 1986. Page 1 — DESCHUTES COUNTY GENERAL POLICY NO. P-1986-016 -(ES 14, a/,, , { Deschutes County Administrative Policy No. GA -20 �.f Effective Date: DRAFT VENDORS AND SALESPERSONS ON COUNTY PROPERTY Vendors and salespersons are not to conduct business with County employees at employee workstations or on employee work time. Vendors and salespersons are expressly forbidden from conducting business at any public counter, lobby, waiting area, or workstation. Vendors or salespersons who wish to conduct business with a County employee on an appointment basis may do so in a location such as a coffee room, break room, lunch room or in a location not county -owned. Many County locations are not accessible for security reasons. A County employee who wishes to make a non -business related purchase must do so on their own time and in a location such as a coffee room, break room, lunch room or in a non -county area. A department head, at his/her sole discretion, may ban salespersons from the department for security reasons or if the department head deems the activity disruptive. The above conditions apply to all types of sales, including but not limited to, make-up, insurance, meat products, frozen foods, candy, soap, jewelry, cookies, fund-raising pledges, and other similar activities. This policy does not apply to County sanctioned activities such as meetings with Deschutes County deferred compensation program representatives, blood drives, etc. Approved by the Deschutes County Board of Commissioners Dave Kanner County Administrator Policy #GA -20 Vendors and Salespersons on County property (ES w 0 Deschutes County Administrative Policy XXXXXX Effective Date: DRAFT SUSTAINABILITY PURCHASING POLICY STATEMENT OF POLICY It is the policy of Deschutes County to promote sustainability and environmental stewardship through fiscally responsible and prudent purchasing. APPLICABILITY This policy applies to all Deschutes County departments. POLICY AND PROCEDURES Nothing in this policy shall or is intended to contravene the Deschutes County Public Contracting Code (DCC 2.27) and Oregon state law regarding purchasing. County staff shall, whenever practical, use the following sustainable purchasing products, techniques, and methods. General Purchasing 1. Price preference for goods and services promoting sustainability — County staff may assign a 5% price preference for goods and services that promote sustainability when the total cost of a purchase is less than $5,000. 2. Energy Star is a joint program with the US Department of Energy and Environmental Protection Agency. Energy Star is an international standard for energy efficient consumer products. County staff are encouraged to purchase Energy Star products when they are available. Office Supplies 3. Recycled copy paper - County staff shall purchase copy paper with at a least 30% post consumer recycled content, subject to performance considerations (some recycled paper increases copy machine and printer jams). Permanent records (minutes, ordinances, resolutions, orders, etc.) are exempt from the recycled content requirement. 4. Toner — County staff shall recycle toner and ink jet cartridges (check with supplier for recycling options). Janitorial 5. Use of "green" products - Cleaning supplies purchased in bulk shall be certified as green by a third party organization such as Green Seal, Ecologo, or others. Products shall also be evaluated for performance, price, and safety. 6. Carpet cleaning by extraction - unless business need requires traditional shampooing, carpet cleaning will use the extraction method. Traditional shampooing can create wastewater contaminated with chemicals. Policy # - Sustainability Purchasing Policy Buildings and Building Equipment 7. SEER Ratings — Seasonal Energy Efficiency Ratio (SEER) rates the energy efficiency level of heating and air conditioning equipment. As the County replaces heating and air conditioning equipment, new equipment shall have a minimum SEER rating of 14. 8. LEED Building Standards — new buildings shall be built to certified LEED building standards. The decision to go through the LEED certification process and the LEED level will be made on a case-by- case basis. Evaluation Tools 9. Best value analysis — Suggested considerations for evaluating environmentally friendly products: application (does the product fit your needs?), recycled content (higher post consumer content is preferred), product availability on a timely basis, environmental impact, total cost of ownership, and price. For contracts that are competitive, these elements can be incorporated into the Invitation to Bid or Request for Proposal. 10. Life -cycle cost methodology is the total cost to the County of acquiring, operating, supporting, and (if applicable) disposing of the items being acquired. When using life -cycle cost, the bid documents must outline how life -cycle costs will be considered in making the award and comply with Oregon state law. For more information on using life -cycle cost, please refer to the State Procurement Office's Sustainable Purchasing web -site (attached). Approved by the Deschutes County Board of Commissioners , 2010. Dave Kanner County Administrator Policy # - Sustainability Purchasing Policy Oregon — State Procurement Office http://www.oregon.gov/DAS/SSD/SPO/sourcing-info.shtml#Steps in Life Cycle_Purchase Steps in Life -Cycle Purchase 1. Determine Solicitation Provisions: When life -cycle costs will be considered as a price - related factor or adjustment in offer evaluation, the solicitation must identify life -cycle cost estimate requirements, the information needed to support those estimates, and how those estimates will be considered in making the contract award decision. 2. Determine Offered Price(s): Determine the price(s) for each offer. Also identify and evaluate life -cycle cost estimates required for offer analysis. Ask questions such as the following: Is the estimating methodology reasonable and supported by the information provided? Can the estimating methodology and assumptions made be verified by creditable independent third parts such as energy star, EPA, Department of Energy, etc. Are the costs realistic when compared with other known information, including past cost performance? Is the estimate complete in its consideration of all identified cost elements? 3. Evaluate Possible Award Combinations: Evaluate offers using the specific criteria set forth in the solicitation, including any adjustments for: time value of money; cost uncertainty; or inflation. 4. Make Award Decision: Award to the life -cycle cost bid to the responsible firm whose responsive offer provides the lowest overall cost of ownership (lowest bid) in accordance with the life -cycle cost evaluation factors published in the solicitation. In the case of a life -cycle request for proposal, award to the responsible firm whose responsive offer, after consideration of life -cycle cost factors as a part of price evaluation, and other factors published in the solicitation document is determined to be the most advantageous or best proposal. Policy # - Sustainability Purchasing Policy