HomeMy WebLinkAbout12 - Update to Purchasing Procedures - Council Policy F-5CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 12
November 22, 2005
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Administrative Services Department
Dennis C. Danner, Administrative Services Director, (949) 644 -3123
ddanner@city.newport-beach.ca.us
SUBJECT: Proposed Update of City Council Policy F -5,
Update to Purchasing Procedures
RECOMMENDATION:
It is recommended that the City Council approve the proposed addition to Purchasing
Procedures as referenced in Council Policy F -5.
DISCUSSION:
The Recreation & Senior Services Department has applied for a Used Tire Playground
Surface Grant from the California Integrated Waste Management Board. The award of
this grant requires the City to adopt a Recycling Content Purchasing Policy. The City
has routinely purchased materials using recycled content for many years but does not
have a written policy in place. This addition to our existing Purchasing Procedures will
not be a change in direction but will formalize our commitment to choosing recycled
materials when possible.
Alternatives: Modify recommended changes.
Prepared by:
o 0
Lois Thompson, Fiscal Operations
Manager
Submitted by:
Dennis Danner, Director
Attachments: Proposed text for addition to PURCHASING PROCEDURES Policy F -5
Recycled- Content Purchasing Policy
Purpose
The City Council provides that all departments shall, whenever possible, use recycled
products and recycled materials to meet their needs. This policy is enacted to
demonstrate compliance with the Waste Management Reduction Act and foster market
development for recycled products.
General Policies
All City Departments shall use recycled products whenever practicable. Special
emphasis shall be placed on the purchase of products manufactured with post -
consumer recycled materials.
All City Departments may, at their option and with purchasing concurrence, require
procurement of designated recycled products or recycled products above the levels
required by this policy.
• The City shall require its contractors and consultants to use and specify recycled
products in fulfilling contractual obligations whenever practicable.
• The City shall promote the use of recycled products publicizing its procurement
policy whenever practicable.
Responsibilities of Purchasing Department
The Senior Buyer and Inventory Analyst shall coordinate the implementation of this
policy. He /she will establish a list of recycled products that shall be purchased by all City
Departments whenever practicable and will develop the mechanism for maintenance,
additions and deletions to the list of recycled products available for procurement.
Maintenance of the list will include addition of new products containing recycled material
as they become available and make available to Departments specifications on the new
products along with a list of suggested uses. The Senior Buyer will also work with all
departments to establish minimum recycled content standards for designated recycled
products to maximize recycled - product availability, recycled content, and competition.
To the extent such information is known; City staff shall identify to the Senior Buyer,
products available with recycled content and vendors from whom such products are
available. The Senior Buyer will also be responsible for information and dissemination of
that information to all Departments and for annual policy review.
Responsibilities of All Other City Departments
• Each department shall purchase recycled products whenever practicable.
• Evaluate recycled products on the established list.