EO 13101 Quarterly Teleconference
"Planning Sessions for the DOE P2 Conference in June 2001 and the 18 Newly Designated Products"
Teleconference Workshop on Greening the Government through Waste Prevention, Recycling, and Federal Acquisition
August 17, 2000 11 a.m.- 12:30 p.m. Eastern Standard Time
PARTICIPANTS:
AL OPERATIONS OFFICE: Charlie Henn, JoAnn Wright
LANL: Eleanor Chapman
Sandia/CA: Sally Raubfogel
WIPP: Cindy Woodin, Kent Hunter, Mark
CHICAGO OPERATIONS OFFICE: Tony Bindokas, Susan Borthwick, Fred Sienko
PPPL: Tom McGeachen
FOSSIL ENERGY:
NETL: Debbie Boggs, Erica>
NETL-Pittsburgh: Bruce Webster
Strategic Petroleum Reserves: Katherine Batiste, David Bowles (Dyne-McDermott), Kathy Dunbar
(Dyne-McDermott)
GOLDEN FIELD OFFICE: Jim McDermott
NREL: Don Carlile
HQ: Susan Weber, Richard Langston, Mark Huffman (SAIC), Carol Laumeier (SAIC), Connie Haga (SAIC)
IDAHO NATIONAL ENGINEERING & ENVIRONMENTAL LAB : David Janke
NAVAL REACTOR SITES:
Pittsburgh: Greg Sawl
NEVADA OPERATIONS OFFICE: Carol Shelton
OAKLAND OPERATIONS OFFICE:
LBNL: Shelley Worsham, John Speros
LLNL: Kent Wilson, Julie Jenkins
OAK RIDGE OPERATIONS OFFICE: Ana Gonzales, Richard Glen
ORAU: Erskine Gray
Paducah: Brian Bowers
TJNAF: Linda Evan, Danny Lloyd
OHIO OPERATIONS OFFICE: Kimberly Tate
RICHLAND OPERATIONS OFFICE: Anna Beard
PNNL: Sandra Cannon (EO 13101 Coordinator),Chris Armstrong
Hanford Site: Doug Duvon, Bob Moore, Davis Nichols, Pete Segall
HEHF: Lori Beeler
ROCKY FLATS: Doug Schlagel
SAVANNAH RIVER SITE: Penelope Fulghum, Monica
POWER ADMINISTRATIONS:
Western Area: Gene Iley, Ken Mathias
OFEE/EPA: Dana Arnold
Minutes
11:10 Greeting and introductions - Susan Weber, DOE-HQ EO 13101 Manager
Susan Weber coordinates DOE-HQ Resource Conservation and Recovery Act (RCRA) Section 6002 and Executive Order (EO) 13101 efforts for DOE. Susan stated that today's teleconference will focus on the status of the draft Strategic Plan for implementing EO 13101, the 18 new items designated by EPA for affirmative procurement, and the status of planning for the June 2001 Pollution Prevention conference.
11:20 Update on the status of the DOE Strategic Plan to Implement EO 13101
The draft Strategic Plan has been reviewed by the Field Management Council. Comments have been collected and forwarded to Susan Weber through the Program Secretarial Offices (PSOs). The Plan contains high-level policy, but also has a checklist that sites can use to implement EO 13101. After the Plan is finalized, it will be distributed to everyone. The Strategic Plan includes Affirmative Procurement Program (APP) performance at the site level.
Question: Will the document be finished in time for discussion at the September 12, 2000 National Recycling Coalition Conference?
Susan Weber: It is possible that document will be finished by September 12. Although the agenda for the conference has been finalized, a side meeting could possibly be set up at the conference to discuss the final Plan.
Susan will send out copies when the Strategic Plan is final, along with the Office of the Federal Environmental Executive's (OFEE's) Implementation Guide, and DOE APP guidance. In the meantime, DOE is gearing up for Fiscal Year 2000 EO 13101 reporting. SAIC (Mark Huffman, Connie Haga, Carol Laumeier) is supporting the reporting effort. The EO 13101 Web site opens for reporting on October 1, 2000, and will close in mid-December. A Users Manual for reporting will be available on the Web site. The manual includes instructions for reporting (such as the user must select the "submit" button to send their data).
Questions/Discussion:
Erskine Gray (ORAU) asked if the 18 new items need to be included in FY 2000 reporting. Sites are not required to report on the additional items until FY 2001. Sites can choose to report on the items, but will not get credit toward the affirmative procurement percentage.
Tom McGeachen (PPPL) asked if Web site could be modified to include reporting the new items in the FY2000 report. Mark Huffman said that he could make the modifications.
Jim McDermott (Golden Field Office) asked how reporting is done. Susan Weber explained that Dan Reicher signs and sends a memo to field offices and sites to initiate reporting. DOE-HQ provides further details on reporting via E-mail to the Recycling Coordinators (RCs) and Green Acquisition Advocates (GAAs), including the address of the reporting sites and information about passwords. New passwords for this reporting period will be assigned by Mark Huffman the first time the user accesses the Web site. Mark clarified that the passwords will be different (and easier) than last year.
Sandra Cannon (PNNL) described a data entry problem she encountered last year. Sandra had to back out of the Web site before data entry was complete, but before she could re-enter the Web site, she had to obtain a new password in order to start over again. Mark Huffman said that this problem will be corrected for Fiscal Year 2000 reporting, as he is reworking the data entry procedures.
Richard Glen (Oak Ridge, Bechtel Jacobs) asked whether there was a flow down of affirmative procurement requirements to subcontractors. There was a lot of concern and discussion on this issue. Richard Langston (DOE-HQ Procurement) said that there are currently no specific flow down requirements that apply to subcontractors. Prime contractors must comply, but not necessarily subcontractors, unless there is a requirement in the current contract between the prime and the subcontractor. Richard Langston said that prime contractors are encouraged to include affirmative procurement language in their subcontracts, but are not required to do so. Richard Glen responded that for a large site with many subcontractors, it could be costly to compile affirmative procurement data. Richard Langston suggested that for a large subcontractor (i.e., one contractor for all supply items), the prime contractor should work to include flow down in contract language.
Tom McGeachen (PPPL) has one subcontractor and works with the subcontractor at the outset of a project to ensure that the subcontractor meets affirmative procurement requirements. For example, his subcontractor recently purchased recycled carpet squares for a renovation project.
Susan Weber reiterated that it is important to work with the subcontractors to incorporate affirmative procurement requirements at the outset of a project.
Dana Arnold (OFEE/EPA) had a different viewpoint than Richard Langston. Dana agreed that there isn't a flow down requirement under EO 13101. However, under RCRA, prime contractors that obtain products through subcontractors should require affirmative procurement from these subcontractors, based on her interpretation of RCRA's Section 6002 Appendix, and the definition of "procuring agency." Dana stated that this issue is unclear, and EPA's General Counsel does not agree with her interpretation. The General Accounting Office (GAO) is currently auditing and may recommend an amendment to the RCRA Section 6002 language.
Tony Bindokas (Chicago Operations Office) suggested tabling the issue, but to include it in the APP Guidance that will be sent out soon; Susan Weber agreed.
11:40 Results of the planning meeting for the DOE Pollution Prevention Conference in FY 2001. 1) What topics do we want the EO 13101 sessions to cover, and 2) what form we would like the sessions to take (roundtable discussions and workshops as in FY 1999, formal presentations, or?)
Sandra Cannon (PNNL) led the discussion on this topic. The Conference is scheduled for June 18-22, 2001, in Albuquerque, NM. Funding for travel may be a problem, but there will be a session on compliance and a training session, and these sessions may make it easier for sites to obtain funding. All Recycling Coordinators (RCs) and procurement staff are encouraged to attend, in addition to facilities and operations staff who deal with construction and demolition. The sessions will include information on designated items, bio-based items, energy and water efficiency, and green power procurement.
An executive committee at Los Alamos National Laboratory is planning the Conference. The four Greening the Government Executive Orders are the focus of the Conference. EO 13101 ideas were requested from the field and taken to the planning meeting. For technical sessions, outside presenters (experts outside DOE) would be invited. DOE's pollution prevention success stories would be presented at poster sessions.
Fifteen ideas were presented and voted on. These ideas were narrowed down to the following:
How to survive a RCRA Section 6002 compliance inspection (from program set up to passing inspection). Centralized and decentralized purchasing would be discussed, in addition to how to conduct a dry run for the inspection.
Deconstruction and remodeling using sustainable design, and Green Building standards, etc. Tools such as BEES software (Building for Environmental and Economic Sustainability) would be discussed, in addition to putting language into contracts. There would be a reconstruction tour.
What, where, and how of Environmentally Preferable Products (EPP). This would be a training session detailing the products that should be purchased and Internet tools.
Life-Cycle Analysis Session to assist in environmentally preferable purchasing decision-making.
Comments:
Eleanor Chapman (LANL) liked the workshop idea, and said that while it is OK to hear from experts outside DOE, there should be time for DOE discussion/brainstorming on the topics. Tom McGeachen (PPPL) said that the question and answer time at end of presentations could be used for DOE discussion/brainstorming.
Suggestions for expert presenters were discussed.
Facility Experts: Pentagon Green Building expert, Bob Cox; Green Building Council Members (Tom McGeachen has list and will fax it to Sandra; the Green Building Council Web site address has been added to the "Sources of Information" Section at the end of these minutes); Timonie Hood of EPA (she used to be with the Navy); Bucky Green of EPA.
Procurement Experts: Evey from Pentagon; Jim Weiner from DOI (janitorial services contracts solicitor).
Ideas for other conference topics were discussed. Kent Wilson (LLNL) suggested discussing the use of the credit card system and associated software for AP tracking, and how to make sure that consideration is being given to affirmative procurement products when using the system. There was general agreement on this topic by teleconference attendees.
Gibson Asuquo (Denver Regional Office, 303-275-4808) maintains a green purchasing database and software with reporting capabilities. Susan Weber suggested that the software could be demonstrated at the conference's Internet café.
Shelley Worsham (LBNL) requested that examples of actual applications be included as a topic.
12:10 Capability of collecting separate statistics for copy paper. How much extra work would it be for you to change your data gathering system so you could collect the statistics for copy paper (high speed copiers, ink jet printers, laser printers, and offset presses) separately from the other items that fall in the category of "uncoated printing paper" (Post-it notes, notepads, engineering pads, day timer refills, etc.)?
Susan Weber led the discussion on this topic. Tom McGeachen (PPPL), John Speros (LBNL), Eleanor Chapman (LLNL), Anna Beard (RL), Jim McDermott (Golden), Dave Janke (INEEL), Linda Even (TJNAF), Carol Shelton (NV), Monica (SRS), and Kathy Batiste (SPRO) all said that they could provide separate copier paper statistics without a lot of extra work.
Sally Raubfogel (Sandia/CA) said she could probably provide the data for copier paper.
Don Carlile (NREL) said that he doesn't collect the copier paper statistics separately.
Reporting on copier paper as a separate item will be a reporting option for the Fiscal Year 2001 reports.
12:15 Discussion and questions concerning the eighteen newly designated recycled products, the PNNL experience to date, and discussion on successes and problems.
Sandra Cannon (PNNL) led the discussion on this topic, as Terry Grist (EPA) couldn't participate in this conference call. Sandra briefly described the 18 new items that must be purchased beginning in January 2001:
Awards and plaques - includes plastic/wood composite, glass, and paper certificates; does not include frames.
Office products (i.e., solid plastic products) - Sandra commented that she prefers not to purchase these products because they are made from oil-based, nonrenewable resources.
Floor mats - PNNL is currently purchasing this item.
Flowable fill - used for construction projects.
Carpet padding
Railroad crossing surfaces - No one is currently purchasing this item.
Landscaping products such as plastic timbers and posts - PNNL has success stories. Shelley Worsham (LBNL) has purchased plastic lumber, but there is an electrostatic shock factor/static problem. The site needed to ground the plastic lumber to address this problem. It was reiterated that this product is only for landscaping applications, not for structural applications. Kent Wilson (LLNL) cautioned that there may be a slipping hazard depending on the product used (for decking, TREX, a composite material, is recommended; Web site address: http://www.trex.com.
Park & recreation products - picnic tables, playground equipment.
Miscellaneous products - signs, sorbents, manual grade strapping, drums, sign posts.
Sandra said to determine what your site is currently purchasing and which products are readily available, and to check the AP Web site for specific details on items and their applications. Mark Huffman will set up an area on the AP Web site to report purchases of the new items, and/or specification requirements, suppliers, etc. Note that reporting on these 18 new items is not required until Fiscal Year 2001.
12:28 Decide on date (Nov 30?) and topic for next teleconference.
The next teleconference will be held on Thursday, November 30, 2000, from 11 a.m. to 12:30 p.m. EST. Discussion topics include the DOE P2 Conference (participants should review the P2 Conference Web site prior to this teleconference), and the EO 13101 reporting process (troubleshooting, questions, issues).
12:30 Adjourn.
Sources of Information (Bold indicates sources particularly pertinent to this teleconference)
U.S. Department of Energy's EO 13101 home page
DOE EO 13101 Implementation Plan, reporting site, annual report, teleconference agenda and minutes, and source of helpful information. For instance, to quickly find the EPA specifications and guidance for the designated products, look at the EO 13101 home page under Affirmative Procurement Program Guidance.
U.S. Environmental Protection Agency >
http://www.epa.gov/fedrgstr/EPA-WASTE/2000/January/Day-19/f1066.htm
Eighteen newly designated products (EPA 40 CFR Part 247, Advisory Notice III; Final Rule; Federal Register, Comprehensive Guideline for Procurement of Products Containing Recovered Materials - January 19, 2000)
U.S. Environmental Protection Agency
http://www.epa.gov/cpg/products.htm
List of designated products pertaining to EO13101. Under each product is a list of manufacturers and suppliers for that product .
Green Building Council Web site
http://www.usgbc.org
Office of the Federal Environmental Executive
http://ofee.gov/
Government Wide Strategic Plan for Implementing EO 13101
U.S. Department of Energy/Richland Operations Office
http://www.hanford.gov/?page=141&parent=133
DOE-Richland's Affirmative Procurement Strategy for Implementing EO13101
Executive Order 13101 (Replaces EO 12873) - Greening the Government through Waste Prevention, Recycling, and Federal Acquisition
http://www.ofee.gov/eo13101/13101.htm
Executive Order 13123 - Energy Efficiency
http://www.eren.doe.gov/femp/aboutfemp/exec13123.html
Executive Order 13134 - Developing and Promoting Biobased Products and Bioenergy http://ceq.hss.doe.gov/nepa/regs/eos/eo13134.html
Executive Order 13148 - Greening the Government through Leadership in Environmental Management
http://ceq.hss.doe.gov/nepa/regs/eos/eo13148.html
U.S. Environmental Protection Agency
http://www.epa.gov/opptintr/epp/
Database of product information and newsletter, EPP Update
U.S. Environmental Protection Agency
http://www.epa.gov/epp/pubs/greenguides.htm
Guidance on Government Purchasing of Green Products
DOE Complex Wide Materials Exchange
http://wastenot.er.doe.gov/
Post available and search for wanted materials (especially chemicals, equipment, and hazardous materials) at other DOE facilities. Log on with user name (erhquser) and password (erhqdoe).
U.S. Environmental Protection Agency
http://ofee.gov/html/rcra2.htm
Guidance on Conducting Inspections of Federal Facilities for Compliance with Section 6002 of the Resource Conservation and Recovery Act , May 12, 1999
"The requirements of RCRA section 6002 apply to such procuring agencies only when procuring designated items where the price of the item exceeds $10,000 or the quantity of the item purchased in the previous year exceeded $10,000. The $10,000 threshold applies to all purchases made by an entire agency rather than regional or local offices (e.g., Department of the Interior, Department of Defense, etc). Most Federal agencies exceed the $10,000 threshold for EPA designated items."
Lawrence Berkeley National Laboratory Construction Guidelines
Incorporation of principles of EO13101 into the Laboratory's construction guidelines for staff and sub-contractors. Contact Shelley Worsham, (510) 486-6126, saworsham@lbl.gov
"Painting the Town Green - Aberdeen Proving Ground Paint Pilot Project"
http://www.epa.gov/epp/pubs/case/paint.pdf
Results of paint pilot project at Aberdeen Proving Ground
