3-RFP 6247 ATTACHMENT C Recycled Content Paper Policy (SB 1383).pdf
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- Solicitation number
- RFP #6247 PUBLIC LIBRARY PRINT MATERIALS AND RELATED SERVICES
- Issued by
- Ventura County, California
About this file
This file contains a recycled content paper procurement policy and associated documentation for the County of Ventura, California in support of RFP #6247 for public library print materials and related services. The policy establishes mandatory compliance standards for all county departments and special districts purchasing paper products, including printing and writing paper, toilet paper, paper towels, facial tissue, toilet seat covers, general purpose paper wipers, and food service ware. The County requires vendors to provide written certifications under penalty of perjury confirming the postconsumer recycled content percentages of products offered, with minimum requirements ranging from 10 percent for facial tissue to 45 percent for toilet paper and 40 percent for paper towels and general purpose wipers. All paper products must be eligible for unqualified recyclable labeling under 16 CFR Section 260.12. The County's Procurement Services department is responsible for ensuring all procurement contracts include recycled content requirements and maintaining standardized certification forms, while departments must submit supporting documentation for any purchases that do not meet minimum recycled content standards.
The recordkeeping procedure mandates that the County maintain comprehensive implementation records including proof of purchase through invoices and receipts, vendor certifications or alternative verification documentation, and justifications for non-compliant purchases citing cost prohibitivity, unavailability, or fitness and quality concerns. Records may be maintained electronically or in hard copy and must be organized to facilitate audit and regulatory review. The County's Procurement Services may conduct periodic reviews to verify documentation completeness and procurement compliance. Vendors are required to complete the County's certification form identifying their business information, specific products, exact or minimum postconsumer material percentages, and recyclable label eligibility, with authorized representatives executing declarations under penalty of perjury. The County may waive written certification requirements if postconsumer content can be verified through alternative means including product labels, catalogs, invoices, or manufacturer and vendor websites.
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Text version
County of Ventura
Recycled Content Paper Procurement Policy
1. Purpose
The purpose of this policy is to ensure that the County of Ventura procures paper products, including printing and writing paper, in compliance with California recycled content procurement laws and associated recordkeeping requirements. This policy establishes uniform standards for purchasing, vendor certification, and documentation to demonstrate compliance.
2. Scope
This policy applies to:
● All County of Ventura departments, agencies, offices, and special districts under County procurement authority.
● All purchases of paper products and printing and writing paper, regardless of funding source.
3. Policy Requirements
3.1 Compliance with State Recycled Content Requirements
All County of Ventura purchases of paper products and printing and writing paper shall comply with the recycled content procurement requirements set forth in Sections 22150–22154 of the California Public Contract Code.
3.2 Recyclable Label Eligibility
In addition to meeting recycled content requirements, all paper products and printing and writing paper purchased by the County must be eligible to be labeled with an unqualified recyclable label, as defined in 16 Code of Federal Regulations (CFR) Section 260.12, as published January 1, 2013.
3.3 Vendor Certification Requirements
The County of Ventura shall require vendors supplying paper products or printing and writing paper to provide written certification that includes:
1. Postconsumer Material Content o The minimum percentage, or the exact percentage if known, of postconsumer material contained in the paper products offered or sold to the County.
o Certification must be provided in writing and under penalty of perjury, in a form and manner determined by the County.
2. Recyclable Label Eligibility
135230 Text Box
ATTACHMENT C
o Certification that the paper products offered or sold are eligible to be labeled with an unqualified recyclable label under 16 CFR Section 260.12.
3.4 Certification Waiver
The County of Ventura may waive the written certification requirement if the percentage of postconsumer material can be verified through one or more of the following:
● Product labels
● Catalogs
● Invoices
● Manufacturer or vendor Internet websites
4. Responsibilities
● County Procurement Services
○ Ensure procurement contracts and purchasing documents include recycled content and certification requirements.
○ Maintain standardized certification forms and guidance.
● Departments
○ Purchase only compliant paper products.
■ Provide supporting documentation if paper products purchased do not meet the recycled content requirements.
○ Submit required documentation to Procurement Services or other county designee for recordkeeping.
● Vendors
○ Provide required certifications or verification documentation as a condition of sale.
Recycled Content Paper Procurement Recordkeeping Procedure
1. Purpose
This procedure establishes documentation and record retention requirements to demonstrate the County of Ventura’s compliance with recycled content paper procurement laws.
2. Implementation Record
The County shall maintain all supporting documentation as part of the implementation record required by applicable regulations. Records shall be retained in accordance with County records retention schedules.
3. Required Documentation
The implementation record shall include, at a minimum:
3.1 Proof of Purchase
Copies of invoices, receipts, or other documentation that:
● Describe the procurement of paper products including documentation supporting reasons(s) for procuring products that do not meet the minimum recycled content.
● Identify the volume and type of paper purchased
● Cover all paper purchases made by the County
3.2 Certifications and Verifications
Copies of:
● Vendor certifications required under the procurement policy, or
● Alternative verification documentation used in lieu of certification, as allowed.
4. Record Maintenance
● Records may be maintained electronically or in hard copy.
● Documentation shall be organized to allow verification of compliance during audits, inspections, or regulatory reviews.
● Departments shall provide records to Procurement Services or designated County staff upon request.
5. Compliance Monitoring
Procurement Services may periodically review implementation records to ensure:
● Required documentation is complete
● Procurements meet recycled content and recyclable labeling requirements
Recycled Content Paper Procurement
Vendor Certification Form
1. Vendor Information
Vendor Legal Name DBA (if applicable):
Business Address Phone Number:
Email Address:
2.Product Information This certification applies to the following paper products offered or sold to the County of Ventura:
Product Name(s) / Description(s):
Manufacturer (if different from vendor):
3. Certification of Postconsumer Material Content Pursuant to applicable California law, the undersigned certifies that the paper products identified above contain the following percentage of postconsumer material.
(Check one and complete as applicable) ☐ Exact percentage of postconsumer material: ________ %
☐ Minimum percentage of postconsumer material: ________ %
This certification is provided in writing as required by the County of Ventura
4. Certification of Recyclable Label Eligibility The undersigned further certifies that the paper products identified above are eligible to be labeled with an unqualified recyclable label, as defined in 16 Code of Federal Regulations (CFR) Section 260.12, as published January 1, 2013.
☐ Yes, the products meet this requirement
5. Acknowledgment of Verification Alternative The vendor acknowledges that the County of Ventura may verify postconsumer material content through product labels, catalogs, invoices, or manufacturer or vendor Internet websites in lieu of this certification, at the County’s discretion.
6. Declaration Under Penalty of Perjury I declare under penalty of perjury under the laws of the State of California that the information provided in this certification is true and correct, and that I am authorized to make this certification on behalf of the vendor named above.
Authorized Representative Name (Print):
Title:
Signature:
Date:
City and State of Execution:
County Use Only (Optional)
☐ Certification accepted
☐ Certification waived – verified by alternative documentation
Reviewed by:
Date:
County Of Ventura
Paper Purchases Recordkeeping Document
Paper Products
● Printing and writing paper consisting of at least 30 percent postconsumer recycled content
● Toilet paper consisting of at least 45 percent postconsumer recycled content
● Paper towels consisting of at least 40 percent postconsumer recycled content
● Facial tissue consisting of at least 10 percent postconsumer recycled content
● Toilet seat covers consisting of at least 20 percent postconsumer recycled content
● General purpose paper wipers consisting of at least 40 percent postconsumer recycled content
● Food service ware, including, but not limited to, napkins, plates, bowls, food trays, takeout boxes, placemats, etc. consisting of at least 40 percent postconsumer recycled content
Proof of Purchase (put invoice number here)
Type of Paper Purchase
(put product description here)
SB 1383 Recycled Content Purchased
Exact percentage of postconsumer material: _____% Minimum percentage of postconsumer material: _____%
SB 1383 Non-Recycled Content Paper Justification
Cost Prohibitive Recycled Content Not Available Fitness and Quality
Quantity/Measure
Reams Units Cases Other
Vendor Certification or Verification
(put verification link or vendor certification form here)
Procurements meet recycled content and recyclable labeling requirements
Yes No
Date
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