Purchasing

I.   Policy

Recognizing our impact as a major purchaser of goods and services and in keeping with Executive Order 82, the University of Mary Washington will encourage utilization of commodities and services that will: (i) reduce or eliminate the health and environmental risks from the use or release of toxic substances; (ii) minimize risks of the discharge of pollutants into the environment; (iii) minimize the volume and toxicity of packaging; (iv) maximize the use of recycled content and materials composed of sustainably managed renewable resources; (v) maximize the use of equipment that is durable, and therefore, can be used for a long time without having to be replaced; and (vi) maximize the use of remanufactured components. Defining purchasing policies aimed at encouraging the procurement of recycled products, UMW shall continue to improve its efforts toward recycling and waste reduction goals.

For purposes of setting goals and evaluating the performance of the University’s green purchasing program, vendors may be requested to report the environmental attributes of their products. Procure goods and services that are environmentally friendly without compromising cost or quality. All purchasing activity shall comply with all local, state, and federal laws that govern our procurement activity.

In addition Executive Order 82 requires:

  1. No agency or individual shall procure water in individual serving-sized containers made of plastic except for use in emergencies or for safety and health reasons. The restriction on bottled water requires that bottled water should not be purchased using the Small Purchase Credit Card and no reimbursements will be issued for the purchase of bottled water unless that water was purchased to address a matter of safety and health. Each department should analyze the situation at hand and determine if a valid safety and health concern exists to support the need for bottled water prior to making such a purchase. That determination should be noted on the SPCC Log Sheet or Reimbursement Request Form. Individuals may be asked to provide additional information regarding the circumstances for which the water was necessary.
  2. Agencies and institutions shall purchase or lease Energy Star-rated appliances for all classifications for which an Energy Star designation is available.
  3. All new copiers, faxes, printers, and other such office equipment purchased or leased by agencies and institutions that use paper shall be recycled paper-compatible.
  4. Agencies and institutions shall purchase only recycled paper except where equipment limitations or the nature of the document preclude the use of recycled paper.
  5. Agencies and institutions other than public safety agencies shall procure only diesel fuel containing, at a minimum, two percent, by volume, biodiesel fuel or green diesel fuel, as defined in §45.1-394 of the Code of Virginia. This requirement shall only apply to procurements of diesel fuel for use in on-road internal combustion engines and #2 fuel burned in a boiler, furnace, or stove for heating, and shall not apply if the cost of such procurement exceeds the cost of unblended diesel fuel by 5 percent or more.
  6. In selecting sites for conferences and other meetings that are to be held at places other than state facilities, agencies and institutions shall, after complying with procurement statutes and regulations, observe the following guidelines. For meetings attended by fewer than 50 people, agencies and institutions shall strive to use “Virginia Green” certified facilities. For meetings attended by 50 or more people, only “Virginia Green” certified facilities shall be used unless permission to select a different site has been granted by the Governor’s Chief of Staff.  http://www.deq.state.va.us/p2/virginiagreen/

 

II. Methods to Achieve Efficiency through Purchasing

  1. Departments are encouraged to choose products based on efficient use of energy, natural resources, and potential for safe, non-hazardous disposal. The EPA has a database of Environmentally Preferable Purchasing (http://www.epa.gov/opptintr/epp) to help purchasers make informed decisions for greener buildings, carpets, cleaners, conferences, copiers, electronics and food service-ware.
  2. Purchase re-manufactured products such as laser toner cartridges, tires, furniture, equipment and automotive parts whenever practicable, but without reducing safety, quality or effectiveness.
  3. Consider short-term and long-term costs in comparing product alternatives. Include evaluation of total costs expected during the time a product is owned, including, but not limited to, acquisition, extended warranties, operation, supplies, maintenance, disposal costs and expected lifetime compared to other alternatives.
  4. Purchase products that are durable, long lasting, reusable or refillable.
  5. Request that vendors eliminate packaging or use the minimum amount necessary for product protection to the greatest extent practicable.
  6. Request packaging that is reusable, recyclable or compostable when suitable uses and programs exist.
  7. Reuse pallets and packaging materials.
  8. Require that all equipment bought after the adoption of this Policy, when practicable, be compatible with products and services that provide source reduction benefits.
  9. Procure products with the lowest amount of volatile organic compounds (VOCs), highest recycled content, and low or no formaldehyde in materials such as paint, carpeting, adhesives, furniture and casework.