Attachment 11 - HJB Form 225_Instructions.pdf

DPW ED 9/21/15

INSTRUCTIONS FOR COMPLETING HJB FORM 225

(SUSTAINABLE ACQUISITON EXCEPTION)

Blocks 1 through 6: Contact Information. For the main point of contact attached to the exception determination, enter name, title/position, telephone number, organization name, email, and fax number (if applicable).

Blocks 7 through 13: Contract Information. As the name suggests, this block is only applicable to products/services supplied as part of a contract action. Contract actions will include the name of the project Contracting Officer or COR and their contact information. Also include the project number (e.g., contract and task order identifiers) and name.

Blocks 14 and 15: Exception Information. Check the box(es) for the requirement being excepted as well as the reason for the exception.

Block 16: Research Information. List or describe the type of product being procured and enter all sources consulted to determine the feasibility of compliant options.

Sources may include vendors/suppliers, manufacturers, websites, or a combination thereof. If an applicable program website includes a listing of compliant models (e.g., BioPreferred, Energy Star, EPEAT, or WaterSense), it must be consulted. Mandatory sources of supply, such as Office Product BPA/FSSI vendors, must be consulted but need not be utilized if they cannot supply compliant items in contrast to other vendors.

Blocks 17 and 18: Product Information. Include the name and identifying information of the excepted non-compliant product to be procured. Identifying information can include national stock number, product code, physical description, etc. Include the vendor/supplier name and their location as well as product cost and unit of measure.

Block 19: Justification. Include specific justification.

If claiming a price exception, state the difference in cost between the non-compliant product/service to be procured and the cheapest feasible compliant option. If excepting energy-consuming or water-emitting products or services, cost differential must be based on life cycle cost as determined by 10 CFR 436 Subpart A. For such items/services, submit life cycle cost analysis with the form.

If claiming an availability exception, list the timeframe within which the product is needed and the reason why it cannot be extended.

If claiming a performance exception, either (1) state a performance standard and describe how you determined that no compliant options can meet it; or (2) describe previous in-house testing that has proven compliant options unfeasible

DPW ED 9/21/15

due to poor performance. For in-house testing, list products tested, dates of testing, and performance shortfalls. Also verify and state that manufacturers of these products were consulted and that no reformulations/improvements have been made since the time of the previous testing. Moreover, describe the nature of the testing (processes used, performance criteria, etc).

Organizational Approval. This block is present for use by organizations seeking to exercise more centralized control over their exception process. Signed organizational approval is not currently required at the installation level, although any exception must meet the legal criteria within the applicable law(s).

Submittal Instructions:

For contract actions, the form will be submitted to the project manager or COR for review. The COR will forward a copy to the Sustainable Acquisition Program at usarmy.jblm.imcom.list.dpw-green-procurement@mail.mil.

Obtaining a current version of the form: The most current version of the form will be available at http://www.lewis-mcchord.army.mil/designstandards/pdf/HJB%20225.pdf.

For general information regarding sustainable acquisition:

http://www.sftool.gov/greenprocurement https://www.whitehouse.gov/omb/procurement_index_green/