Introduction
The City of Santa Monica has updated the procurement process for custodial/ maintenance products allowing the City to better evaluate the overall worker health and environmental impacts associated with their use. This program is consistent with and integral to Santa Monica's Sustainable City Program. For each product submitted for consideration, the vendor must complete a Product Reporting Form (see below) with appropriate back-up documentation attached by staple in the upper left corner. Documentation for training can be submitted as a separate attachment. Please find enclosed the following materials:
II. Reporting Form Instructions
A. Pass-Fail Section
B. Relative Ranking Section
III. Reporting Forms
A. Custodial Product Reporting Forms
B. Employee Training Form
C. Other Attributes Form
The City encourages you to participate in this innovative opportunity to help safeguard the health of our employees, the community, and the environment.
An informational bidder’s conference is scheduled to be held on -- at --. All Bidders are strongly urged to attend this meeting.
A) Documentation Guidelines
When submitting documents to the City of Santa Monica, vendors are
required to comply with the following guidelines:
B) Product categories:
The following is a list of product categories the City requires for custodial purposes. Each product submitted must be identified with one of these categories.
All Purpose Cleaner Glass and Window Cleaner
Bathroom Cleaner Deodorizer
Lime and Scale Remover Liquid Hand Soap
Degreaser/Cleaner Carpet Shampoo (rotary brush)
Furniture Polish Chrome Polish/Cleaner
Graffiti Remover Brass Polish/Cleaner
Floor Finish Disinfectant
Floor Stripper Enzymatic Cleaner/Degreaser
Wood Floor wax/cleaner Solvent Spotter/Gum Remover
It is desirable that vendors be able to supply the greatest number of products listed above meeting the health and environmental specifications. Vendors of single products are encouraged to partner with other manufacturers or distributors to maximize the City’s administrative convenience.
C) Product Performance Testing:
After the products in each category have been assigned a point score, the City will determine the number of most favorably scored products to be tested for their performance. The City will request samples from the supplier, from 3 one pint bottles up to 3 one gallon bottles depending on the application. City custodians will test each of the products on the job and will rank each product according to its performance. City staff will use this ranking to make a short list from which to evaluate the cost consideration and administrative convenience of the product or product line. Those products which rate the most favorably will be approved for purchase by all City departments.
D) Product Specification Description:
The City has compiled a set of specifications (see below) that will be used to evaluate the environmental and health impacts of various cleaning products which the City will be considering for purchase. The specifications require the supplier to submit a wide range of specific information regarding such elements as product chemical characteristics, packaging, and training capabilities. The specifications are divided into two groups: 1)mandatory or pass/fail, and 2)relative ranking. It is the responsibility of the bidder to make sure that all the requested information is included in the submitted bid package.
Pass-Fail Section: Products which do not meet the mandatory specifications or for which the appropriate information has not been submitted will be disqualified from further consideration.
Relative ranking specifications: The information submitted by the bidder will be used to assign a point value for each specification for purposes of calculating a cumulative score for each product. The greater the point score the more favorable the product. If any information in the relative ranking section is missing or incomplete the product will be assigned the least favorable score for that specification. For example, if no documentation is submitted on the product's pH, the product will receive 0 points for that specification. Products will be compared within an individual product category (i.e. floor strippers, glass/window cleaners).
Reporting Forms: These forms must be copied by the vendor and submitted for each product under consideration. The Training and Other Attribute forms do not have to be duplicated for each product category, a single copy of each is all that is required from each vendor.
II. Reporting Form Instructions
When one product is intended for use in more than one product category:
If a single product fulfills more than one category (i.e. can serve as a glass cleaner and as an all purpose cleaner for walls etc.) then all appropriate categories should be listed on the top of the Product Reporting Form. One set of Product Reporting Forms and associated back-up documentation should be submitted in the bid package for a product that meets several categories.
Proprietary Information
The City is requesting full disclosure of all contents including both inert and active ingredients in the proposed products. Any and all information submitted to the City for purposes of rating the acceptability of a proposed product shall be treated as proprietary and maintained in the strictest confidence.
A) Pass Fail Section:
Please note that failure to meet the standards of any of the pass-fail criteria listed below will lead to the automatic rejection of that product. In addition, failure to submit responses to any pass-fail criteria will render your bid for that product as "unresponsive" and lead to the rejection of that product.
Acceptable response - If all ingredients over trace amounts are not listed on the msds than a certification from the product manufacturer will be required
Acceptable response - if all ingredients over trace amounts are not listed on the msds then a certification from the product manufacturer will be required
3. Aerosol cans
No products shall be delivered in aerosol cans. The City believes that no aerosol container can be considered truly empty of product and propellant. Recycling such partially filled aerosol cans is extremely expensive and requires specially handling by hazardous waste technicians. All product categories must be available in a non-aerosol formulation such as ready-to-use pump action sprays, air-charged refillable containers, or concentrates that can be dispensed into spray bottles for use.
Acceptable response - description of delivery system
While ingredients listed in the above documents are rare in today’s cleaning product formulations, the City wishes to eliminate them entirely from the products which are purchased for use in City operations. Such chronic toxins are no longer necessary for the efficacy of current cleaning technologies.
Acceptable response - reference on msds or certification by product manufacturer. (Note all the above lists must be addressed in your response)
Acceptable response - if all ingredients over trace amounts are not listed on the msds then a certification from the product manufacturer will be required.
Acceptable response - if all ingredients over trace amounts are not listed on the msds than a certification from the product manufacturer will be required
Acceptable response - VOC levels must be stated as a percent of VOC by weight at the minimum recommended dilution and at the concentrate level. The dilution at which the %VOC content was calculated must be submitted (i.e. at 50% dilution, %VOC was 5%, at concentrate, %VOC was 8%). Note: For the bid to be accepted, VOC levels must be reported in units of %, not in grams per liter.
Appropriate test methods and legal limits can be found in the California Code of Regulations, Title 17. Contact the State of California’s Air Resources Board for further clarification if needed (916) 327-1503.
Acceptable response - independent lab results achieving the following
parameters on one of the following tests:
DOC Die-Away Test 60% Theoretical CO2 Evolution
MITI I Test 60% Theoretical Oxygen Demand
Closed Bottle Test 60% Theoretical Oxygen Demand
CO2 Evolution Test 60% Theoretical CO2 Evolution
Modified OECD Screening Test 70% Dissolved Organic Carbon
Manimetric Respirometry Test 60% Theoretical Oxygen Demand
Requirements for simulation tests as substitutes for the above tests are available from the OECD or the EPA. The acceptability of these other tests will be decided on a case-by-case basis.
NOTE: For disinfectants, the biocide ingredient is exempt from this criteria.
Because a single set of criteria can not be developed for all product categories the following characteristics will be judged on a relative ranking basis. Point scores will be assigned to each criteria that are reflective of the City’s priorities concerning protection of human health and that of the environment. The higher the score the more favorable the evaluation. If no documentation is included in the bid packet to address a criteria, the product will be automatically awarded the lowest or least favorable score for that criteria.
Again, the criteria relate to either whole product or each individual ingredient present in greater than trace amounts in the concentrate formulation (formulation as delivered to the City).
9. Lethal Doses
As defined by the California Code of Regulations, Chapter 11, Article 3, Section 66261.24:
Acceptable response - reference on msds or certification by product manufacturer or independent lab.
Acceptable response - msds or certification from manufacturer
Acceptable responses:
A. Animal Testing
1). US Department of Transportation, 49CFR173.240
2). US EPA Acute Toxicity Testing Criteria for New Chemical Substances,
Office of Toxic Substances
EPA Document 560/13-79-009
3). US CPSC, Federal Hazardous Substance Act Regulations, 16CFR1500.41
4). OECD Guidelines for Testing Chemicals, Section 404, "Acute dermal irritation/corrosion.
"Organisation for Economic Cooperation and Development, 1981.
Human tests for skin irritation using the same index as is routine for
animal tests (primary dermal irritation
index) are generally acceptable. If these tests were performed for the
manufacturer or by any entity
connected with the manufacturer a copy of the original written Assurance
that all testing was conducted
in compliance with the regulations set forth in 45CFR46 regarding consent
of human subjects must be
provided.
B. Non-Animal Testing
Because there is no standard in vitro test for skin irritation which has
proven to predict irritation for all
substances, in vitro tests predicting skin irritation will be reviewed
on a case-by-case basis. For these tests
to be accepted they must be referenced in peer-reviewed literature and
the exact laboratory procedure, if it
differs from the published procedure, must be described. Documentation
supporting the choice of the
particular test and why it is the best one to use for this particular product
or ingredient must be included or
referenced.
Single ingredient testing is acceptable as long as it is submitted for
ALL ingredients. If one ingredient is an
irritant when tested singly but does not act as one in the product, a skin
irritation test confirming this or a
substantiated technical explanation showing the mechanism of action and
reason for assumption of
non-irritancy is required for points to be earned.
12. Eye Irritation:
Irritation scores should be for whole product when possible, and in the
concentrate form. The City is
concerned over the exposure of City Staff to potentially irritating chemicals
and wishes to reduce exposure.
Acceptable responses - Numerical scores or descriptive classification scale
(described in the NAS publication
"Principles and procedures for evaluating the toxicity of household substances")
for severity of ocular lesions in the
cornea, iris, and conjunctivae for this product or for each ingredient
using one of the following test methods:
1). J.H. Draize, G. Woodard and H.O. Calvery, `Method for the study
of irritation and toxicity of substances applied topically to the skin
and mucous membranes.' J. Pharmacol.Exp.Ther., 1944, v. 82, pp. 337-390.
2). US EPA Acute Toxicity Testing Criteria for New Chemical Substances,
Office of Toxic Substances EPA Document 560/13-79-009
3). US CPSC, Federal Hazardous Substance Act Regulations, 16CFR1500.42
4). OECD Guidelines for Testing Chemicals, Section 404, "Acute dermal
irritation/corrosion." Organisation for Economic Cooperation and Development,
1981.
5). US Intra-agency Regulatory Liaison Group, `Testing Standards and
Guidelines Working Group, Recommended Guidelines,' 1981.
6). National Research Council (US) Committee on Toxicology, `Principles
and procedures for evaluating the toxicity of household substances,' (#1138)
Washington, DC, 1964.
B) Non Animal Testing: see for dermal irritation.
Single ingredient testing: see dermal irritation.
Acceptable Response: msds or certification from independent lab. The answer of "none" is not acceptable.
14. Dyes
Identify all added dyes and state whether or note they are considered food-grade. The City considers the addition of dye and fragrances superfluous to product performance and recognizes the potential hazard associated with some of these additives. The City prefers that product identification for users be through a clear labeling system rather than by chemical additives.
Acceptable response - msds or certification from manufacturer
15. Added Fragrances
Identify any added fragrances and state whether or note they are considered food-grade. (Note: does not include the natural fragrance that may result from active ingredients). See Dyes criteria for justification.
Acceptable response - msds or certification from manufacturer
17. Dilution range
List the range of relevant dilutions for this product from heavy duty cleaning to daily use. (i.e. heavy duty cleaning use full strength, daily use dilute 1 part product to 5 parts water). To reduce the amount of packaging consumed by City Operations, the City wishes to purchase the most concentrated formulations available for each product category.
Acceptable measures include EC50: Daphnia, fish, or algae. Include certification letter from independent lab listing values and test used.
20. Employee Training
The City believes that an effective training program is central to the success of using environmentally preferable products. The City will look for vendors who can supply a quality training effort and be accessible to trouble shoot problem applications.
Describe the level of employee training available to City and contract staff regarding the use of your products. Complete section entitled "Employee Training" once. A separate form is not required for each product submitted for consideration.
In order to receive points for this criterion, bidders must complete the questions listed on the Training Information Form. If this form is not included or is left blank, a score of 0 points for this criterion will be awarded to each product submitted for consideration. Only a single copy of this information is necessary, attach additional sheets if needed.
21. Other Attributes
The City recognizes that there may be attributes of the product that will help to assess environmental preferability other than the ones listed in these specifications. For example, equipment or a specific tool may be available from your company that improves the efficacy of the product and so helps to replace the need for aggressive chemicals. Another example might be an effective labeling program for refillable squirt bottles that will help the user to identify the product on a shelf and so make the use of dyes or other additives unnecessary. In addition, your company may be participating in noteworthy community additives around habitat preservation or environmental justice. Or perhaps your manufacturing facility has an exemplary energy/water efficiency design or a waste reduction program.
Identify any other attributes of the product or manufacturer that may assist in the evaluation of the environmental preferability of your bid. No specific point value will be awarded to this information. The use of this information will be at the discretion of the evaluation committee acting on behalf of the City of Santa Monica. Complete section entitled "Other Environmental Attributes" only once, a separate form is not required for each product submitted for consideration. Relevant attachments may be stapled to this form.
Custodial Product Reporting Form
(Make copies of this form for each product, attach back-up documentation by staple in upper left corner.)
Product Name ___________ Product Category _____________
|
PASS/FAIL SECTION |
||
|
CRITERIA |
RESPONSE |
BACK-UP DOCUMENTATION |
|
1. SARA Title III, Sect. 313 |
o no ingredient requires reporting |
o msds o other_______________ |
|
2. Disinfectants in cleaners |
o does not contain |
o msds o other_______________ |
|
3. Aerosol Cans |
o product not delivered in aerosol can |
o msds o other_______________ |
|
4. Carcinogens, Mutagens, Teratogens |
no ingredient is present in greater than trace amounts under: Prop. 65 ____ NTP____ IARC ____ OSHA____ |
o msds o other_______________ |
|
5. APEO’s |
o does not contain |
o msds o other_______________ |
|
6. Ozone Depleting Compounds |
o does not contain |
o msds o other_______________ |
|
7. VOC’s |
%VOC ______ @ minimum dilution of : 1 or o concentrate note: if product is ever used full strength, must use VOC value for the concentrate |
o msds o other_______________ |
|
8. Biodegradability |
o meets OECD definition of Ready Ultimate Biodegradability |
o msds o other_______________ |
Custodial Product Reporting Form
(Make copies of this form for each product, attach back-up documentation by staple in upper left corner.)
Product Name ___________ Product Category _____________
|
RELATIVE RANKING SECTION |
||
|
CRITERIA |
RESPONSE |
BACK-UP DOCUMENTATION |
|
9. Lethal Doses (10 pts) |
LD50 oral = _____ and/or LD50 dermal =_____and/or LC50 inhalation =_____ |
o msds o other_______________ |
|
10. Product pH (10 pts) |
____ = pH of concentrate |
o msds o other_______________ |
|
11. Skin Irritation Index (5 pts)
(For non-animal testing see specifications section) |
value =_______ o whole product o single ingredient(s) (please list as attachment) |
o msds o other_______________ |
|
12. Eye Irritation (5 pts)
(For non-animal testing see specifications section) |
value =_______ o whole product o single ingredient(s) (please list as attachment) |
o msds o other_______________ |
|
13. Flash Point (5 pts) |
____°F |
o msds o other_______________ |
|
14. Dyes (5 pts) |
o none o food grade |
o msds o other_______________ |
|
15. Added Fragrances (5 pts) |
o none o food grade |
o msds o other_______________ |
|
16. % VOC’s (10 pts) |
___% @ concentrate ___% @ min. dilution
|
o msds o other_______________ |
|
17. Dilution range (10 pts) |
heavy duty __:__ daily use __:__ |
o msds o other_______________ |
|
18. Product Container - material (5 pts) |
plastic # _____ other _______________ |
o msds o other_______________ |
|
19. Aquatic Toxicity (10 pts) |
o whole product o single ingredient(s) (please list as attachment) EC50 _____ Type of Organism_______ |
o msds o other_______________ |
|
CRITERIA |
RESPONSE |
BACK-UP DOCUMENTATION |
|
20. Training (15 pts) |
o materials attached |
written description only one copy per bid is required |
|
21. Other Attributes (point value for discretionary use) |
o materials attached |
written description only one copy per bid is required |
Employee Training Form
A. Vendor Name
C. Describe costs associated with different types of training,
if any.
D. List personnel who would be available to conduct on site training and their experience in the company.
Other Attributes Form:
Complete as described above. Please limit written description to this page. Attachments may be stapled to the form.