Loading...
HomeMy WebLinkAboutReso 2021-3208RESOLUTION NO.20.21 - 3 24 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, ADOPTING THE "CITY OF SUNNY ISLES BEACH SUSTAINABLE PROCUREMENT POLICY"; AUTHORIZING THE CITY MANAGER TO DO ALL THINGS NECESSARY TO EFFECTUATE THIS RESOLUTION; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Sunny Isles Beach ("City") recognizes its responsibility to protect health and the environment while supporting a diverse, equitable and vibrant community and economy; and WHEREAS, the City recognizes that the products and services the City purchases create social, human health, environmental, and economic impacts, and that procurement decisions should reflect the City's ongoing commitment to sustainability; and WHEREAS, City staff has developed the "City of Sunny Isles Beach Sustainable Procurement Policy" ("Policy"), the purpose of which is to incorporate criteria into the City's procurement process that promote the protection of the environment, economic development, and social equity; and WHEREAS, pursuant to the Policy, the City's Purchasing Administrator will provide City departments, and contractors and/or suppliers with clear and consistent instructions on how to consider and make purchases of supplies, services, and capital projects which comply with the Policy, when feasible, and then prior to purchase order approval and/or contract execution, the Purchasing Administrator will ensure that departments have used due diligence in applying the Policy; and WHEREAS, the Policy does not replace the City's Purchasing Code, but instead, it supplements the Purchasing Code with environmental, economic development, and social considerations applicable to purchases and contracts, when feasible; and WHEREAS, implementation of this Policy will play a critical role in the City's furtherance of its ECOMMITTED campaign, wherein the City committed to promoting and fostering eco- friendly and eco-driven adjustments that everyone can make in their daily lives to help protect the environment; and WHEREAS, the City Commission of the City of Sunny Isles Beach wishes to adopt the "City of Sunny Isles Beach Sustainable Procurement Policy", attached hereto Exhibit "A" and incorporated herein by reference, and authorizes the City Manager to do all things necessary to effectuate this resolution. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS: Section 1. Incorporation of Recitals. The foregoing recital paragraphs are hereby ratified and confirmed as being true and the same are hereby made part of this Resolution. @BCL@500F53B6.docx Page 1 of 2 Section 2. Approval of the City of Sunny Isles Beach Sustainable Procurement Polio The City Commission hereby adopts and approves the City of Sunny Isles Beach Sustainable Procurement Policy attached hereto Exhibit "A". Section 3. Authorization of City Manager. The City Manager is hereby authorized to do all things necessary to effectuate the terms of this Resolution. Section 4. Effective Date. This Resolution shall become effective upon adoption. i ATTTS11: PASSED AND ADOPTED this 17`h day f une 2021. CMC, City Clerk George H. Scholl, Mayor APPROVED AS TO FORM AND RMAL SUFFICIENCY: A. Dion, City Attorney Moved by: (OMwW04(LGM104J Seconded by:y (C 5 6'� &Zw1rj Vote: Mayor Scholl Vice Mayor Svechin Commissioner Goldman Commissioner Lama Commissioner Viscarra (Yes) (No) (Yes) (No) T (Yes) (No) (Yes) (No) (Yes) (No) @BCL@500F53B6.docx Page 2 of 2 �C F60\. �,�p` Tx av sW'+ �' City of Sunny Isles Beach 18070 Collins Avenue Sunny Isles Beach, Florida 33160 (305) 947-0606 City Hall (305) 949-3113 Fax MEMORANDUM TO: Honorable Mayor and City Commissioners FROM: Dana Goldman, Commissioner DATE: June 17, 2021 RE: Adoption of a Sustainable Procurement Policy RECOMMENDATION: Staff recommends approval of this Resolution. REASONS: The City recognizes that the products and services the City purchases create social, health, environmental, and economic impacts, and that procurement decisions should reflect the City's ongoing commitment to sustainability. Therefore, City staff has developed the "City of Sunny Isles Beach Sustainable Procurement Policy" ("Policy"), the purpose of which is to incorporate criteria intc the City's procurement process that promote the protection of the environment, economic development, and social equity. In addition to its incorporation into the City's procurement decisions, the Policy outlines a phased implementation which includes department training and a sustainability challenge. The implementation of this Policy will play a critical role in the City's furtherance of its ECOMMITTE campaign, wherein the City committed to promoting and fostering eco-friendly and eco-driven adjustments that everyone can make in their daily lives to help protect the environment. ADDITIONAL INFORMATION: Sustainability initiatives pursuant to this Policy are contingent on feasibility and funding. FUNDING SOURCE: Funding for initiatives implemented pursuant to this Policy will come from the operating funds of respective departments. Any additional funding for initiatives approved pursuant to this Policy will follow the approved budgeting and procurement procedure. Item Number: 10.1 ATTACHMENTS: Resolution Sustainable Procurement Policy Item Number: 10.1 R q fj [, V,-, H �X 11 - �v Prepared by the City Manager's Office a The City of Sunny Isles Beach Sustainable Procurement Policy Effective Date: Prepared By, Title: Evelyn Rodriguez-Plesa, Assistant to the City Manager Approved By, Title: Christopher J. Russo, City Manager Applicable Ordinances and Resolutions: Article III — Prohibition on Distribution and Sale of Plastic Beverage Straws; Ordinance No. 2021-564 Polystyrene Products; Resolution 2021-3175 Support for HB6027 and SB594 Repealing the Preemption of Local Laws Regulating the Use or Sale of Auxiliary Containers, Wrappings and Disposable Plastic Bags, as well as, Polystyrene Products; Resolution 2019-3032 Support for SB182 Repealing the Preemption of Local Laws Regarding the Use or Sale of Polystyrene Products; Ordinance No. 2017-505 Chapter 161— Flood Damage Prevention. I. Purpose The purpose of this policy is to incorporate criteria into the City's procurement process that promote the protection of the environment, economic development, and social equity. Supporting the vision outlined in the City's adopted Comprehensive Plan (see V. Appendix (b)), the Sustainable Procurement Policy is intended to minimize the negative effect of production and consumption on the environment, enhance economic development, and account for societal considerations by adopting practices, implementing programs, and following procurement processes that demonstrate the City's commitment to sustainability and resilience. The Sustainable Procurement Policy does not replace the City's Purchasing Code; instead, it supplements the Purchasing Code with environmental, economic development, and social considerations applicable to purchases and contracts, when feasible. II. Scope This policy applies to all departments of the City of Sunny Isles Beach. III. Policy Chapter 62 — Purchasing, Section 62-1— Purpose of the City's Purchasing Procedures states the following: "The purpose of the purchasing procedures of the City of Sunny Isles Beach is to provide for the fair and equitable treatment of all persons involved in purchasing by the City, to maximize the purchasing value of public funds in procurement, and to provide safeguards for maintaining a procurement system of quality and integrity." The Sustainable Procurement Policy is supplemental to the Purchasing Code and provides the following: "The Sustainability Procurement Policy complements the City's purchasing code to ensure that the City maximizes purchasing value while prioritizing environmental considerations and advancing economic development and social equity when feasible. The criteria are subject to change in response to environmental, economic, and social concerns of the community and the region. This policy shall not be construed as requiring a City department, contractor/supplier to procure products or services, or to take any action that conflicts with the City code, or state or federal regulations. The Purchasing Administrator will provide City departments, and contractors and/or suppliers with clear and consistent instructions on how to consider and make purchases of supplies, services, and capital projects which comply with the Sustainable Procurement Policy, when feasible. Prior to purchase order approval and/or contract execution, the Purchasing Administrator will ensure that departments have used due diligence in applying the Sustainable Procurement Policy." IV. Sustainability in the City of Sunny Isles Beach a. Current Sustainability Initiatives i. Ina campaign called, "ECOMMITTED", the City is promoting and fostering more eco-friendly and eco-driven adjustments that everyone can make in their daily lives to help protect the environment. The image below outlines the various ways that the City is ECOMMITTED and demonstrates the facets of sustainability addressed (Image 1). Image 1. City of Sunny Isles Beach ECOMMITTED Campaign • Skip the Straw • Polystyrene Ban on City Property outreach, • Flood adaptation assessment • Stormwater retention study • Sea turtle safety�� • Ecommitted education/reusable supplies for employees • Arbor Day event • Multi -Agency Collection Day - electronics recycling • Beach cleanups • Fill a Bag stations ` • Automatic shut-off valves at public shower stations • Solar panels on lifeguard stations - • Solar power benches to charge devices • Recycling bins J On the Streets/Parking Lots • Tree canopy (181 trees) •EVcharging stations a•!� I • Solar powered parking meters ° • Online registrations and paperless workflow ti • Motion sensor lighting b. Recommendations The City of Sunny Isles Beach has taken important steps in demonstrating our commitment to sustainability (see Section IV (a) Current Sustainability Initiatives). The next step is for the City to think strategically about sustainability and incorporate sustainability into the procurement process. Because this is a multifaceted approach, it is recommended that it be implemented in phases. Section IV (c) Implementing the Sustainable Procurement Policy outlines the implementation of the phases below. i. Phase I: Policy adoption, department training, and sustainability challenge ii. Phase II: Phased implementation into purchasing c. Implementing the Sustainable Procurement Policy L Phase I Procedures 1. Policy Adoption a. After review by the City Attorney's office, the Sustainable Procurement Policy will be adopted via Resolution. 2. Department Training a. After policy adoption, City departments will be trained on sustainability, and provided guidance on how to incorporate set initiatives and educate their vendors. City departments shall endeavor to procure products, services, capital items, and engage in behaviors which integrates fiscal responsibility, sustainability, and resilience. This includes purchases and behaviors which: • Conserve natural resources. • Are environmentally preferable products. • Are non -ozone depleting substances. • Use low, non -toxic or non -hazardous chemicals. • Are energy, water, and resource efficient. • Utilize renewable energy, renewable materials, or recycled products. • Reduce materials that are placed in landfills. • Utilize products which are rechargeable and reusable. • Reduce greenhouse gas emissions. • Will be resilient to climate change impacts. • Support economic development of the region. 3. Sustainability Challenge a. The City Commission and the Office of the City Manager will challenge departments to develop ideas that promote sustainability and improve the well-being of the environment and the community. The proposed ideas will serve as aspirational goals and will be implemented where feasible. b. Department Heads shall provide their ideas along with their plan for implementation to the City Manager, or designee, for consideration. The City Manager will review and advise of approval to pursue the proposed initiative(s). Examples of such ideas include, but are not limited to: Cultural & Community Services, Media — public outreach/public participation campaign Public Works, Fleet — hybrid/electric non -emergency vehicles Public Works, Facilities — utilize green cleaning products IT — expand solar panel initiatives (refer to the technology challenge) ii. Phase II Procedures 1. Purchasing a. City departments shall review product specifications to ensure that the purchase fulfills the objective of the Sustainable Procurement Policy. For example, City departments may review ecolabels. While there may be others that exist, the below ecolabels meet either the EPA's Guidelines or is recommended for use by another Federal agency (Image 2). Additionally, EnergyStar is a popular label for appliances and electronics. Image 2. Ecolabels floor` 'GlobalR -.. score R S��d id`� (A �Lr • 4EA LIVING AY.` PaooUcr CHALLENGE W� 11MID' SAFER C54UANED'c 4 CHOICE F Declare. CLEAN • 02 f u GECA '� ; Smal t WaY ' amun ` S nsc cwiv>m :Valor c N&� EXZREME REEN zr L�Iil �sMpat �V <d b. City departments shall note the appropriate sustainability goal the purchase is fulfilling or note why following the Sustainable Procurement Policy does not apply or is not feasible for the specific purchase on every requisition. Employees entering requisitions will have the ability to note this under the Tracking ID component of MCSJ. c. Prior to the issuance of a purchase order or contract execution, the Purchasing Administrator shall review the purchase and ensure that it complies with the Sustainable Procurement Policy or if the waiver is justified. d. For goods and services requiring competitive bidding, appropriate sustainability criteria shall be included in bid documents, when feasible. Note: City departments shall expend existing stock of non - sustainable products providing that sustainable alternatives have been identified and are ready for purchase. d. Outcome and Performance Metrics i. Outcome The intended outcome of the Sustainable Procurement Policy is to minimize the negative effect of production and consumption on the environment, enhance economic development, and account for societal considerations by adopting practices, implementing programs, and following procurement processes that demonstrate the City's commitment to sustainability and resilience. ii. Performance Metrics (Examples) 1. Energy savings (FPQ a. Facilities including garages (e.g. efficient lighting, motion sensors, etc.) b. Streets (e.g. efficient streetlighting) 2. Water reduction (North Miami Beach Water Utility) a. Facilities (e.g. low flow faucets, toilets, efficient irrigation systems, etc.) Renewable energy (existing solar panels green power calculation) https://www.epa.gov/greenpower/green-power-eq u ivalencV- calculator-calculations-and-references a. Facilities (e.g. add solar panels to facilities, where appropriate) 4. Fuel usage reduction* (e.g. green fleet conversion, where appropriate) Paper saved per year (electronic workflow and applications)/Recycled products used 6. Greenhouse emission reduction* (requires a greenhouse emission inventory to set baseline) https://www.epa.gov/energy/greenhouse- gases-equivalencies-calculator-calculations-and-references 7. Public Outreach and Education a. Social media posts (e.g. clicks and other engagement metrics) V. Appendix a. Definitions Environmentally preferable products A product that has a lesser or reduced effect on human health and the environment when compared with competing products that serve the same purpose (U.S. General Services Administration, 2021). Renewable materials Natural resources which replenishes to overcome resource depletion caused by consumption. b. Selected Sections from the City of Sunny Isles Beach adopted Comprehensive Plan Pg. 8. Future Land Use Element. Land Use Goal. Provides the best possible distribution of land use and services to meet the physical, social, cultural and economic needs of the present and future populations in a timely and efficient manner that will maintain or improve the quality of the natural and man-made environment and amenities. Pg. 20. Objective 9. Energy efficient and climate change resilient development shall be accomplished through land use patterns, development standards, site planning, landscaping, building design, and multi -modal transportation systems. Pg. 57. Transportation Element. Objective 17 Greenhouse Gas Emissions. Limit greenhouse gas emissions through the implementation of strategies that reduce the number of vehicle miles traveled. These strategies may include but not be limited to the promotion of compact mixed use development that provides for a mixture of residential and nonresidential land uses in a pedestrian friendly environment with multi -modal transportation connectivity to other areas; promoting the use of alternate transportation modes, including mass transit, bicycles, and pedestrianism, and; requiring Transportation Demand Management Programs as a condition for development approvals. Pg. 86. Coastal Management Element. Coastal Management Goal. Provide for the conservation, environmentally sound use, and protection of all natural and historical resources; limit public expenditures in areas subject to destruction by natural disasters; and protect human life and property in the City. Pg. 100. Infrastructure Element. Infrastructure Goal. Provide for potable water, sanitary sewer, solid waste, and drainage facilities that meet the City's needs in a manner that promotes the public health, environmental protection, operational efficiency, and economic opportunity. c. Background — Sustainable Procurement in the United States Local governments spend approximately $1.6 trillion annually (United States Census Bureau, 2017). In general, governments are the largest buyer of goods in the world (World Bank Group, 2016). This purchasing power can be used as a policy tool to achieve specific goals and outcomes that go beyond the purchase of goods and services. Governments at all levels have adopted and implemented sustainable procurement practices to varying extents to address vulnerabilities in their communities. In 2021, the federal government has adopted the following executive orders emphasizing the importance of sustainable procurement. Executive Order 13985 Advancing Racial Equity and Support for Underserved Communities Through the Federal Government, Section 5 Conducting an Equity Assessment in Federal Agencies. This executive order requires all agencies to provide a report reflecting findings on: "Potential barriers that underserved communities and individuals may face in taking advantage of agency procurement and contracting opportunities." Executive Order 14005 Ensuring the Future is Made in All of America by All of America's Workers. This executive order requires agencies to: "...maximize the use of goods, products, and materials produced in, and services offered in, the United States. The United States Government should, whenever possible, procure goods, products, materials, and services from sources that will help American businesses compete in strategic industries and help America's workers thrive." This includes a process for identifying "American companies, including small -and medium-sized companies, that are able to produce goods, products, and materials in the United States that meet Federal procurement needs." Executive Order 14008 Tackling the Climate Crisis at Home and Abroad. This executive order marks the United States rejoining the Paris Climate Agreement pledging to reduce the United States' emissions and prioritize climate policies. Further, Executive Order 14008, Sec. 211, states that: "[Climate] actions plans should, among other things, describe the agency's climate vulnerabilities and describe the agency's plan to use the power of procurement to increase the energy and water efficiency of the United States Government installations, buildings, and facilities and ensure they are climate - ready." Executive Order 14017 America's Supply Chains. This executive order emphasizes the strengthening of America's supply chains to: "revitalize and rebuild domestic manufacturing capacity, maintain America's competitive edge in research and development, and create well -paying jobs. They will also support small businesses, promote prosperity, advance the fight against climate change, and encourage economic growth in communities of color and economically distressed areas." d. Local Government Sustainable Procurement Initiatives At the local level, governments have adopted and implemented sustainable procurement policies to varying extents. This approach makes it challenging to provide a systematic analysis for sustainable procurement policies, but national surveys and case studies provide details on sustainable procurement initiatives throughout the United States. A 2017 national survey of 609 U.S. cities with a population greater than or equal to 25,000 demonstrates that 28% have a sustainable procurement policy; 60% do not have a sustainable procurement policy; 12% do not know if they have a sustainable procurement policy (Image 3) (Arizona State University Center for Organization Research and Design, Sustainable Purchasing Research Initiative, 2017). Image 3. Prevalence of Sustainable Procurement Policies in the U.S. 60% (n=366 28% (n=170) 12% (n=73) No SPP Don't SPP Know There is a difference between policy adoption and implementation. Of those that have a sustainable procurement policy, 58% note that it is successful; 42% note that they are neutral or unsuccessful (Image 4) (Arizona State University Center for Organization Research and Design, Sustainable Purchasing Research Initiative, 2017). Image 4. Sustainable Procurement Policy Implementation in the U.S. 60% (n=366 ice,`, No SPP F] Don't SPP Know 58% Successful (n=90) 42% Neutral/Unsuccessful (n=65) (n=73) Successful 0 Neutral/ Unsuccessful Factors that have facilitated sustainable procurement policies for local governments include: • Citywide complementary policies and practices • Information access/training • Leadership • Innovation culture • Vendor collaboration Source: Arizona State University Center for Organization Research and Design, Sustainable Purchasing Research Initiative, 2017 Common focus of sustainable procurement policies of local governments in the United States include: ➢ Energy Conservation ➢ Vendor's working condition ➢ Recyclability of workers ➢ Water pollution ➢ Ethically sourced items ➢ Air quality ➢ Living wage requirements ➢ Greenhouse emissions ➢ Local preference ➢ Reduced packaging ➢ Use of women -owned ➢ Volatile organic compounds businesses ➢ Biodiversity ➢ Use of minority -owned ➢ Vendor's worker health businesses insurance coverage ➢ Use of veteran -owned businesses Source: Alkadry et al, 2019 e. Additional Guidance on Sustainable Procurement i. Environmental Protection Agency 1. Non -ozone depleting substances www.epa.gov/ozone/snap 2. Environmentally Preference Purchasing Program https://www.epa.gov/greenerproducts/recommendations- specifications-standards-and-ecolabels-federal-purchasing ii. General Services Administration 1. Green Products Sustainable Facilities Tool https://sftool.gov/ iii. United States Department of Agriculture 1. BioPreferred Program www.biopreferred.gov