Sustainability Reports

DEPARTMENT OF ADMINISTRATIVE SERVICES
Sustainability Updates

January 2004
Sustainability Plan 2004 - Introduction and 2004-2005 New Actions

Submitted by Gary Weeks, Director State Government Operations
January 16, 2004

Introduction
The purpose of this plan is to describe actions that will be taken, by the Department of Administrative Services (DAS) during the next eighteen months in support of the Sustainability Act. Also included is background information including sustainability-related actions taken, to date. For complete information on the Sustainability Act, please visit the Oregon Sustainability Act pages.

The Department is committed to taking a lead role in advancing sustainability in Oregon. Over the next 18 months, we will focus on harvesting low hanging fruit and scoring high visibility wins. Over the longer term, the Department will focus on bringing about systemic improvements that will ensure that sustainability becomes part of the way Oregon state government does business. This means identifying ways to reconcile the often competing values of cost-effectiveness, environmental sensitivity, supporting local communities and supporting special segments of the population. Over the longer term, the Department will also develop a system for aggregating the sustainability benefits across all state agencies.

New Actions for 2004-2005
In the next 18 months, the Department will:

Action 1: Ensure that all state building construction and remodeling meet the equivalent of the U.S. Green Building Council's Leadership in Energy and Environmental Design (LEED) SILVER rating.

Action 2: Reduce engine emissions by providing new procurement specifications for portable gas powered engine purchases by state agencies.

Action 3: Eliminate Micro Fiche and paper use by electronically distributing payroll and financial reports (This is a joint effort between the State Controller's Division and the Secretary of State Archives Division.)

Action 4: Provide online notice of statewide procurement opportunities to suppliers and sustainable industry trade publications registered with the state procurement office.

Action 5: Develop a training component for all state management and interested agency personnel on sustainability.

Action 6: Change the state's property coverage provision from actual cash value to replacement cost for alternative fuel passenger vehicles that are damaged beyond repair in an accident.

Action 7: Revise statewide purchasing policies and rules to address total cost of ownership, life cycle costing methodologies and other relevant issues that impact long term costs and benefits in the purchase of goods and equipment by state agencies.

Action 8: Include in the state's budget instructions for the 2005-07 biennium guidance to agencies regarding how to incorporate sustainability-related goals and performance measures into the state's existing performance management framework.

Action 9: Modify the Oregon Accounting Manual to incorporate sustainability plan criteria into the standards used for internal agency audits, where appropriate.

Action 10: Require sustainability-related performance measures in the new agency director performance expectations that are being developed.

Download the complete plan (144kb pdf)

July 2003
Sustainability Report 2000-2002

Download the Sustainability Report (59kb pdf)

2001
Address of Executive Report 00-07

State government has basic services functions that support many of the routine operational components of all departments, divisions, and locations. The Department of Administrative Services (DAS) is the primary provider of these functions, which include:

• state agency budget development;
• state employees' insurance benefit development;
• public building design, construction, operations & maintenance, leasing, and parking;
• state employees' compensation and classification system;
• state information and technology management;
• state employee's risk management and safety programs; and,
• public purchasing, contracting, printing, mailing, and motor fleet management.

DAS was named in the Governor's Executive Order 00-07 as a major contributor of policy and accountability for Oregon's move to sustainability. Our divisions have taken this effort seriously and are working hard to encourage sustainable practices.

All DAS divisions have reduced the use of paper by sending memos, reports, and policies electronically. For example, both the Human Resources Services Division and the Public Employees Benefit Board have moved many other forms to an online, digital format. The State Controller's Division has replaced paper-based mainframe accounting reports with their Data Mart database, a database that can tailor accounting reports to an individual agency's needs.

DAS has also promoted the importance of sustainability across state government. For instance, the recovery rate of recyclable materials such as paper, plastic, and metal in state office buildings is 85 percent. DAS has also worked to curb energy use in daily operations, and has increased employee awareness of the importance of conservation and environmental responsibility.

DAS has the opportunity to influence statewide operations through policy and program development. The following is a list of additional steps DAS is taking to encourage sustainable practices across state government.

Alternative Fuels

The Fleet Administration and Motor Pool has worked to increase both alternative fuel sources and alternative fuel vehicles available to state agencies. Currently, the Motor Pool has two compressed natural gas stations-one in Portland and one in Salem. They are looking at installing a compressed natural gas station in Eugene. They also increased the number of vehicles in their fleet that use alternative fuel vehicles from 12 cars in 1991 to over 40 vehicles today, which include 13 vans that use compressed natural gas and five hybrid cars (cars that use both gas and electricity). A Risk Management Division task advisory group is working with Fleet Management to ensure the safety of state employees in these vehicles.

Expansion of Multi-Jurisdictional Consolidated Purchasing Programs

This is a regional cooperative consisting of state and local governments. As part of its work, this Program will include an emphasis on purchasing sustainable products and materials for state government. One success story so far was the procurement of environmentally-safe de-icing fluid for roadways.

Green Power

The Facilities Division has entered into an agreement with Portland General Electric to obtain green power for one percent of its power needs. This Division also worked with Office of Energy to establish the State Energy Coalition, comprised of other major state agency energy users. The function of the Coalition is to work together in acquiring the best rate for electricity after deregulation in October 2001, and to emphasize green power in its purchasing decisions.

Motor Pool Certification Efforts

The DAS Motor Pool is seeking to have its sites in Portland, Salem, and Eugene certified through the Department of Environmental Quality's "Ecological Business Program."

Sustainable State Facilities Standards & Guidelines

As directed in the Sustainability Executive Order: "the Department of Administrative Services shall adopt sustainable facilities standards and guidelines. These shall guide the siting, design, construction, deconstruction, operation and maintenance of state buildings and landscapes, and the selection, terms and conditions for state leaseholds."

Complete information on these new guidelines exists on the Department of Administrative Service's website: http://egov.oregon.gov/DAS/SSD/SPO/guiding-principle.shtml

Sustainable Supplier Council & Purchasing Program

As directed in the Sustainability Executive Order, the Department of Administrative Services appointed a Sustainable Supplier Council. In consultation with the council, the department developed sustainability purchasing policies, targets and benchmarks for each of the following areas: paper products; building construction; cleaning products and coatings; general purpose motor vehicles and office furniture.

Complete information has been posted on the Department of Administrative Service's website to explain the methodology and outcomes of this project: http://egov.oregon.gov/DAS/SSD/SPO/sustain-menu.shtml

Voice Services Unit

The Information Resources Management Division worked with Verizon technicians and agency personnel to salvage and reuse more than $40,000 worth of telephone equipment that may have otherwise been thrown away. This division is also working to identify "stashes" of unused telephone equipment throughout state government to see if this equipment is still valuable.

State's Publishing & Distribution Dept. Implements EMS

The Department of Administrative Service's Publishing & Distribution department developed and implemented an Environmental Management System (EMS) to provide optimum protection to the environment and manage solutions to promote sustainability in state government. P & D employees demonstrate their awareness as global citizens by taking active steps to use resources efficiently and prevent pollution.

Visit this web site often to learn more about the process and achievements of their EMS: http://pub.das.state.or.us/publish/ems/index.htm

Visit the Oregon Department of Administrative Services online at http://egov.oregon.gov/DAS/