Models for Soliciting Bids or Proposals

In a request for services bid you should require your service provider to describe how they would address the following "green" issues and features during planning, implementation, and take-down of a green event/venue. These lists are not complete; you should encourage service providers to suggest additional green efforts and think outside the box. Preference should be given to service providers with the most comprehensive approach to greening events/venues and a history of performing these operations at other events/venues or buildings. 

Use these lists of green elements, as needed, in any request for service bids or proposals. Being specific about your green expectations will help you get the best sustainable benefits from waste haulers, event venues, accommodations, caterers and other providers of event-related services. 

 Communication & Event Materials
 
  • Promote the use of the web, e-mail and mobile app downloads for communications (such as event promotion, electronic registration, etc.,) in order to reduce paper usage

  • Develop an electronic event newsletter

  • Paper used for printing and copying should contain a minimum of 30% post-consumer recycled content

  • Default printers and copiers to double-sided output

  • Create an event website and provide space to communicate what a green event is, the event's green efforts, and/or video streaming of highlights of how a green event takes place

  • Develop a communication link with local mainstream and ethnic media to provide ongoing information and highlights of the green event

  • Develop a communication advisory team, which will include education and outreach, with representatives from local government, Chambers of Commerce, businesses, mainstream and ethnic media, etc

  • Provide web banners for local websites 

  • Provide only ENERGY STAR-rated office equipment 
   
Food Choices and Food Serving Items
 
  • Purchase and serve water, beverages, condiments and other food items in pitchers and in bulk

  • Encourage use of personal reusable mugs or water bottles; make personal reusable mugs or water bottles available

  • Provide vegetarian food options

  • Provide food with low "food miles"

  • Provide food grown in a sustainable manner such as foods that are USDA Certified Organic

  • Use only reusable linens and reusable, recyclable or compostable dishware, glasses, cups, utensils and serving platters

  • Require attendees to "sign-up" for meals as opposed to estimating number of servings to be provided

  • Donate used food to a food rescue program; participate in a food-to-animals program

  • Provide for composting of food scraps and other organic waste
   
Housing   
 
  • Use energy efficiency lighting products and practices (such as high-efficiency fluorescent lighting, motion-controlled lighting, etc.)

  • Use energy efficiency mechanical systems

  • Reduce electricity consumption, eliminate unnecessary demand and emphasize equipment efficiency and energy efficient control strategies; provide "green" power on-site (such as alternative energy from fuel cells and/or alternative fuel generators) or off-site (such as through carbon offsets)

  • Use programmable thermostats 

  • Include features in structural design and floor plan that reduce the total energy demand

  • LEED Certified building, or another certified green building program

  • Conserve water by using toilets that are dual flush or low flow

  • Conserve water using low-flow and automatic turn-off faucets

  • Protect water by incorporating porous materials for parking areas and landscape cover

  • Cleaning products shall meet the Green Seal GS-37 standards or California Code of Regulations maximum allowable VOC levels

  • Disposable janitorial products must meet the minimum requirements of the U.S. EPA's Comprehensive Procurement Guidelines

  • Specify a sheet and towel reuse program

  • Use cold water for laundry
   
 Transportation  
 
  • Provide easily accessible bicycle racks and storage

  • Promote use of bicycle, pedestrian and transit options by providing appropriate information on these transportation methods throughout the area

  • Provide shared bicycles and helmets for event attendees

  • Promote benefits of active transportation-economic, health, and environmental

  • Educate drivers and bicyclists on how to safely drive/ride

  • Provide preferable parking to alternative fuel vehicles and car/vanpools

  • Use on-site transportation vehicles powered by alternative fuels or technologies (such as electric power, bio-diesel, or hybrid technology)

  • Power vehicles used for transporting materials to the site with an alternative fuels or technologies (such as electric power, bio-diesel or hybrid technology) 
   
 Vendors
 
  • Communicate to event/venue users the "green" attributes of the products and services provided

  • Food vendors must also adhere to a "Food Choice and Food Serving Items" list

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