2016-29555 Reso RESOLUTION NO. 2016-29555
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
SUSTAINABILITY AND RESILIENCY COMMITTEE TO ADOPT THE
SUSTAINABLE AND RESILIENT PROCUREMENT POLICY ATTACHED
HERETO AS EXHIBIT A; AND, DIRECTING THE CITY MANAGER TO
ESTABLISH ADMINISTRATIVE PROCEDURES THAT REQUIRE EACH CITY
DEPARTMENT TO CONSIDER SUSTAINABILITY AND RESILIENCY IN
PROCUREMENT DECISIONS.
WHEREAS, the City of Miami Beach recognizes its responsibility to minimize the
negative impacts of its purchases on human health and the environment while supporting a
diverse, equitable, and vibrant community and economy; and
WHEREAS, the City recognizes the vast variety of products and services it procures
have inherent social, human, health, environmental, and economic impacts; and
WHEREAS, the City recognizes the importance of integrating resiliency factors into the
procurement process to reduce vulnerabilities and to minimize risk; thus, strengthening our
ability to bounce back from shocks, such as hurricanes, and stressors, such as sea level rise;
and
WHEREAS, the City recognizes it should make procurement decisions that embody,
promote, and encourage the City's commitment to sustainability and environmental stewardship;
and
WHEREAS, the City recognizes its significant purchasing power and its ability to
increase sustainability and resiliency through its procurement practices; and
WHEREAS, on May 11, 2016, via agenda item C4J, the City Commission approved a
referral to the Sustainability and Resiliency Committee regarding the establishment of a City-
wide sustainable procurement policy; and
WHEREAS, on June 7, 2016, the Sustainability and Resiliency Committee unanimously
approved a recommendation to the Mayor and City Commission that the Sustainable and
Resilient Procurement Policy, attached hereto as Exhibit A, be adopted.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the Sustainability and Resiliency Committee
and adopt the Sustainable and Resilient Procurement Policy, attached hereto as Exhibit A; and,
direct the City Manager to establish administrative procedures that require each City department
to consider sustainability and resiliency in procurement decisions.
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Exhibit A
"City of Miami Beach Sustainable and Resilient
Procurement Policy"
MIAMI BEACH
RISING City of Miami Beach
ABOVE Sustainable and Resilient
Procurement Policy
1. Purpose
The City of Miami Beach recognizes its responsibility to minimize negative impacts of
its purchases on human health and the environment while supporting a diverse,
equitable, and vibrant community and economy. The City recognizes that the
products and services the City buys have inherent social, human, health,
environmental and economic impacts and that the City should make procurement
decisions that embody, promote, and encourage the City's commitment to
sustainability. The City recognizes its significant purchasing power and its ability
increase resiliency through this Policy and practices. This Policy aims to
institutionalize sustainable and resilient procurement practices into the Miami Beach
Procurement Program.
This Sustainable and Resilient Procurement Policy is intended to:
• Result in the purchase and use of materials, products and services that best align
with the City's fiscal, environmental, social, community, and performance goals;
• Reduce the environmental impacts from City use of products, including the
reduction of greenhouse gas emissions, climate change effects, landfill waste, health
and safety risks, and resource consumption;
• Incorporate sustainability standards into procurement decisions;
• Empower Department and City Procurement staff to be innovative and demonstrate
leadership by incorporating progressive and best-practice sustainability
specifications, strategies, and practices in procurement decisions;
• Ensure vendors provide products and services that are most suited to the City
sustainability program;
• Encourage and promote both local and national companies to bring forward
emerging and progressive sustainable products and services, by being a consumer
of such products and companies; and
• Communicate the City's commitment to sustainable procurement, by modeling the
best product and services choices to citizens, other public agencies and private
companies.
• Facilitate our emergency preparedness and the ability to quickly bounce back from
shocks, such as hurricanes, and stressors, such as sea level rise.
MIAMI BEACH
RISING City of Miami Beach
ABOVE Sustainable and Resilient
Procurement Policy
2. Departments Affected
All City departments that make purchases of goods, services, design and construction,
or that contract with others to make purchases.
3. City Commission Policy
a. General Policy Statement
The City shall acquire its goods and services in these sustainable ways through
fiscal responsibility, social equity, and community and environmental
stewardship. Additionally, this Policy will provide for procurement that promotes
resiliency to prepare for and respond to our shocks and stressors. Each City
department shall comply with this Policy and actively encourage procurement
decisions that reflect the Policy objectives. The Procurement Department shall
actively lead these efforts, and promote compliance.
b. Sustainability Factors
Factors to consider:
• Pollutant releases and toxins, especially persistent bioaccumulative toxins
(PBTs), air emissions, and water pollution;
• Waste generation and waste minimization;
• Energy consumption;
• Greenhouse gas emissions;
• Recyclability and recycled content;
• Depletion or enhancement of natural resources;
• Potential impact on human health and the environment;
• Impacts on biodiversity; and
• Environmental practices that vendors and manufacturers have
incorporated into their office and production process.
Social equity factors to be considered include, but are not limited to:
• Human health impacts; and
• Use of local businesses.
MIAMIBEACH
RISING City of Miami Beach
ABOVE Sustainable and Resilient
Air Procurement Policy
c. Resiliency factors
Factors to consider:
• Reflective individuals and institutions use past experience to inform
future decisions, and will modify standards and behaviors accordingly.
• Resourceful people and institutions are able to recognize alternative ways
to use resources at times of crisis in order to meet their needs or achieve
their goals.
• Robust design is well-conceived, constructed, and managed and includes
making provision to ensure failure is predictable, safe, and not
disproportionate to the cause. For example, protective infrastructure that
is robust will not fail catastrophically when design thresholds are
exceeded.
• Redundancy: refers to spare capacity purposively created to
accommodate disruption due to extreme pressures, surges in demand, or
an external event. It includes diversity where there are multiple ways to
achieve a given need.
• Flexibility: refers to the willingness and ability to adopt alternative
strategies in response to changing circumstances or sudden crises.
Systems can be made more flexible through introducing new technologies
or knowledge, including recognizing traditional practices.
• Inclusive: processes emphasize the need for broad consultation and
'many seats at the table' to create a sense of shared ownership or a joint
vision to build City resilience.
• Integrated: processes bring together systems and institutions and can also
catalyze additional benefits as resources are shared and actors are
enabled to work together to achieve greater ends.
'."AV BEACH
RISING City of Miami Beach
ABOVE Sustainable and Resilient
it/ Procurement Policy
d. Preferences
The Procurement Department does not calculate a direct price preference for
sustainable products in the selection of contractors because the City prefers to
directly implement product decisions that are most environmentally
preferable.
The City instead establishes a minimum specification with the most
environmentally preferable solutions for particular products, and may also
utilize a scored evaluation criteria allowing additional consideration for positive
environmental product options, corporate practices, and other environmental
solutions proposed by the vendors.
5. Use of Best Practices
The Procurement Department and City employees will utilize best practices in
sustainable procurement as they evolve. As it applies to this policy, best practices in
sustainable and resilient procurement are those that utilize leading edge sustainability
factors, standards, and policies.
6. Reduce Consumption, Source Reduction, and Reuse
To increase efficiencies and address societal and community costs, such as landfill
waste handling, toxin exposures, resource depletion, and greenhouse gas emissions,
City departments will work to reduce consumption through means including, but not
limited to:
• Elimination of unnecessary purchases;
• Minimization of redundant purchases;
• Preference for purchase of:
o remanufactured, recycled, or reusable products;
o products with minimized packaging;
o products without toxic chemicals;
o products that are durable, long lasting, reusable, recyclable, or otherwise create
less waste; and
o products with manufacturer or vendor take-back programs.
MIAMI BEACH
RISING City of Miami Beach
ABOVE Sustainable and Resilient
Procurement Policy
7. Environmental Standards and Product Certifications
Standards: The City of Miami Beach will comply with all applicable local, state and
federal regulations including the U.S. Environmental Protection Agency (USEPA)
standards whenever published for a product or services.
Third-Party Certifications: City Departments and the Procurement Department may
apply the most stringent third-party label standard available for a product or service
being acquired. The City may use independent, third-party environmental product or
service label certifications when writing specifications for, or procuring materials,
products, or services, whenever a responsible label standard is applicable and
available. Qualifying labels shall be:
• Developed and awarded by an impartial third-party;
• Developed in a public, transparent, and broad stakeholder process; and
• Represent specific and meaningful leadership criteria for that product or service
category.
In addition, whenever possible, label standards used in product or service
specifications should represent standards that take into account multiple attributes
and life-cycle considerations,with claims verified by an independent third party.
8. This policy authorizes the City Manager, through the Procurement Director, to develop
Sustainable and Resilient Procurement Procedures, to train staff, and to periodically
update with best practices.
Resolutions -C7 AF
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: September 14, 2016
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
SUSTAINABILITY AND RESILIENCY COMMITTEE TO ADOPT THE
SUSTAINABLE AND RESILIENT PROCUREMENT POLICY ATTACHED HERETO
AS EXHIBIT A; AND, DIRECTING THE CITY MANAGER TO ESTABLISH
ADMINISTRATIVE PROCEDURES THAT REQUIRE EACH CITY DEPARTMENT
TO CONSIDER SUSTAINABILITY AND RESILIENCY IN PROCUREMENT
DECISIONS.
RECOMMENDATION
Approve the Resolution accepting the recommendation of the Sustainability and Resiliency
Committee to adopt the Sustainable and Resilient Procurement Policy and directing the City Manager
to establish administrative procedures that require each city department to consider sustainability
and resiliency in procurement decisions.
ANALYSIS
At the City Commission meeting on May 11, 2016, the Mayor and City Commission referred a
discussion to the Sustainability and Resiliency Committee regarding the establishment of a
sustainable procurement policy. This item was sponsored by Commissioner Aleman.
Green procurement is one of the ten priority program areas within the City of Miami Beach
Sustainability Plan. The goal of this program area is to increase the use of non-hazardous and
environmentally friendly products in government maintenance, operations, permitted
concessionaires/vendors and special events, as well as promote the decreased use of
hazardous, toxic, and/or nonrecyclable goods community-wide.
Within its green procurement initiatives, the City has a Janitorial Program that requires all
cleaning services to be conducted in strict accordance with the Green Seal Standard for
Commercial and Institutional Cleaning Services (GS-42). This standard establishes
environmental requirements for cleaning service providers of commercial, public, and
institutional buildings. Under the Janitorial Program, products and services contracted within the
City should be evaluated in part based on their environmental attributes to reduce risks to health,
safety, and the environment. Contractors are required to submit a list of the products they intend
to use prior to commencement of work and they are responsible for providing invoices of
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specific products confirming compliance.
As part of the City of Miami Beach Rising Above Resiliency Strategy, this memorandum
introduces a more complete and robust Sustainable and Resilient Procurement Policy
(attachment A) to further institutionalize procurement approaches in a balanced sustainable
manner and will assist the City in bouncing back from shocks and stressors in the face of
climate change. By establishing this Policy, the City will be able to reduce greenhouse gas
(GHG) emissions to combat climate change; decrease the use of hazardous materials to
improve community and environmental health; and decrease waste and inefficiencies in
electricity, fuel, paper, water and other consumption to relieve pressure on natural resources.
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida, approve the Resolution accepting the recommendation of the Sustainability and
Resiliency Committee to adopt the Sustainable and Resilient Procurement Policy and directing
the City Manager to establish administrative procedures that require each city department to
consider sustainability and resiliency in procurement decisions.
KEY INTENDED OUTCOMES SUPPORTED
Ensure Expenditure Trends Are Sustainable Over The Long Term
FINANCIAL INFORMATION
The Sustainable Procurement Policy does not mandate a specific product or source of supply
over another; but, rather, facilitates the consideration of sustainability and resiliency factors in
procurement decisions. The Administration must still conduct its due diligence and cost benefit
analysis prior to any specific procurement decision.As such, discussions on any possible fiscal
impact must be deferred until such time as specific procurement decisions, and their budgetary
impacts, are being considered.
Total NA
Legislative Tracking
Environmental and Sustainability/Procurement
Sponsor
Commissioner John Elizabeth Aleman
ATTACHMENTS:
Description
o Resolution and Exhibit A
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