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Breakout Session # 507 Karen M. Lee, Program Analyst U.S. Environmental Protection Agency

Going Green On-Line Government E-Procurement of Office Supplies. Breakout Session # 507 Karen M. Lee, Program Analyst U.S. Environmental Protection Agency Tuesday, April 27, 2004 2:45 – 3:45 p.m. Goal for this Presentation. Share Lessons Learned

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Breakout Session # 507 Karen M. Lee, Program Analyst U.S. Environmental Protection Agency

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  1. NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  2. Going Green On-LineGovernment E-Procurement of Office Supplies Breakout Session # 507 Karen M. Lee, Program Analyst U.S. Environmental Protection Agency Tuesday, April 27, 2004 2:45 – 3:45 p.m. NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  3. Goal for this Presentation • Share Lessons Learned • Help Government Agencies Green Office Supply Purchases via Current or Future Online Systems NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  4. EPA’s BPA for Office Supplies - What is it? • Buying access to commercially owned, agency specific e-catalog (online ordering system) • Allows purchase of desktop, non-electronic office supplies • Nationwide • Mandatory • Next day delivery for most buys NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  5. Drivers for Creating BPAs for Office Supplies • Access to greater bulk discounts • Better tracking of what bought (level 3 data) • Better control over what bought (green/small business/JWOD) • Better overall management of P-Card program and office supply purchases NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  6. Drivers for EPP Team Involvement in BPA Development • Requested to assist EPA Office of Acquisition Management in greening EPA’s office supply purchases • Comparatively easy way to green numerous purchases at one time • Every federal agency buys office supplies • Office supply e-purchases represent wave of the federal procurement future NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  7. Development of Requirement - Reasons for Emphasis on Green and JWOD • Help meet our EPP Goals per EO13101 • Help increase our CPG purchases per RCRA • Prepare for FY2004 CPG purchases report • Help increase our JWOD purchases • Save money • Practice what we preach! • Conducted market research,established list of office supplies/products with EPP criteria • Created requirement for tailored Internet based ordering system NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  8. Goals for Developing a Green BPA for EPA • Help to meet our Agency’s EPP Goals • Walk our Walk and Talk our Talk • Make buying green easier for our purchasers • Prepare us for FY2004 reporting requirements • Create a model for all federal agencies NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  9. Which Agencies Have E-Catalogs in Place?Why recreate the wheel? • Comptroller of the Currency • Department of Health and Human Services • Document Automation Production Service • Department of the Army • Department of the Air Force • Department of Energy: Idaho National Engineering and Environmental Laboratory • Department of Energy: Sandia National Laboratory • Department of Energy: Pacific Northwest National Lab • Department of Health and Human Services • Federal Deposit Insurance Corporation • Federal Reserve • Internal Revenue Service NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  10. Which Agencies Have E-Catalogs in Place? Cont. • National Aeronautics and Space Administration: Langley Research Center • National Institutes of Health • Naval Surface Warfare Center • Naval Undersea Warfare Center • Nuclear Regulatory Commission • Postal Service • Smithsonian Institution • Transportation Security Administration • Department of Agriculture • Veterans Administration NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  11. Which Agencies Have Greened Their E-Catalogs? • DOE - Sandia Labs • DOD - Naval Underseas Warfare Center • NASA - Langley Research Center • NASA - Kennedy Space Center • EPA - Nationwide NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  12. Real Results from Greening BPAs • NASA’s Kennedy Space Center increased CPG purchases by 20% as % of total purchases between FY 01 and FY 02. • DOE’s Sandia Labs increased CPG purchases from less than 50% to over 80% in FY02 NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  13. How Did EPA Do It? • Established BPA Team - contracts, purchase card, and green purchasing/environmental reps. • Drafted EPP Criteria which all products must meet to be available for purchase on our system • Drafted Green Evaluation Criteria • Created incentives for adding new green products onto system • Designated green purchasing contact for life of this BPA NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  14. Where did We get our EPP Criteria? NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  15. EPA’s EPP Criteria for Office Supplies • All products must meet or exceed EPA’s CPG guidelines • Other products must meet Greenseal’s or other guidelines, including low toxicity (markers), returnable (toner cartridges, batteries), rechargeable (batteries), 50% post consumer, process chlorine free (copy paper) items, no ozone depleting substances (correction fluid) • Copies available NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  16. Suggestions for Evaluation Criteria • # of products meeting EPP Crit. (template) • Customize system (no viewable restricted items) • Identify/Promote EPP products (add prod. Frequently) • Recycle Toner Cartridges/Batteries • Green Delivery/Fleet Acq/Maintenance • Environmental Management System • Level 3 reporting (CPG/EPP reports) NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  17. Establishment of Contract Incentives • Annual Period of Performance extension incentives (3 months) if vendor: • adds 100 new products meeting EPA’s EPP criteria to system annually • ensures % of $ are going to small businesses annually through the BPA • Could do another - if vendor meets a green fleet goal NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  18. Status of System Development • Held oral presentation meetings with bidders in January • Did sources sought notice and interviewed small business vendors in May • Awarded October 24th 2003 • Plan to Launch HQ Pilot Winter 2004 • 6 - 12 month pilot at HQ, then rollout to all EPA - becomes mandatory source - by end of FY2004. NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  19. Encouraging Federal Green E-Procurement • EPP Team identified/interviewed federal facilities with BPAs for office supplies • Preparing Buying Green Online: Greening Government E-Procurement of Office Supplies report • Final draft to EOIAG by December 2003 • Conducting national teleconference with Federal Agency Credit Card Program Managers • Have shared initial findings with GSA FSS NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  20. Lessons Learned Relationships are everything - procurement/purchase card/OSDBU/enviro staff need to be involved in acquisition planning team • Know your Agency’s EPP, CPG, SB, and JWOD goals, and how they relate to your BPA • Think big - you can shrink goal later if necessary • Think continuous improvement NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  21. Lessons LearnedCont. Be as clear as possible on what you need from vendor to grade them on your green evaluation criteria • Borrow language from other federal BPAs • Ask who in vendor organization will be responsible for seeking out new green products • Don’t have to market greenness of products to your purchasers • Determine current battery/toner cartridge recycling NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

  22. For More Information • Holly Elwood, EPA’s Environmentally Preferable Purchasing Program, 202-564-8854 • Karen Lee,EPA Office of Acquisition Management 202-56-4378 • URL for EPA’s Statement of Work and EPP Criteria: http://www.epa.gov/oamhpod1/admin_placement/0300233/index.htm • Greenseal Choose Green Report: http://www.greenseal.org/cgrs/OfficeSupplies_finalCE.pdf NCMA World Congress 2004 “Maximizing Value to Stakeholders…Contract Management in the Business World”

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