Federal Agencies in the
Western United States

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Greening Federal Copier Paper

Frequently Asked Questions References

Federal Acquisition Regulation for copier paper
48 CFR 11.303

11.303 Special requirements for printing and writing paper.

1. Section 505 of Executive Order 13101, Greening the Government through Waste Prevention, Recycling, and Federal Acquisition, establishes minimum recovered material content standards for agency purchases of printing and writing paper. Section 505 requires that 100 percent of an agency's purchases of printing and writing paper must meet or exceed one of the minimum content standards specified in paragraph (b) of this section.
2. For high-speed copier paper, offset paper, forms bond, computer printout paper, carbonless paper, file folders, white wove envelopes, writing and office paper, book paper, cotton fiber paper, and cover stock, the minimum content standard must be no less than 30 percent postconsumer materials. If paper containing 30 percent postconsumer material is not reasonably available, does not meet reasonable performance requirements, or is only available at an unreasonable price, then the agency must purchase paper containing no less than 20 percent postconsumer material.

The complete text is available at EPA Environmentally Preferable Purchasing.

The complete Federal Acquisition Regulation is available at Federal Acquisition Regulation.

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Federal Acquisition Regulation (48 CFR Chapter 11)

4.302 Policy.

When electronic commerce methods (see 4.502) are not being used, a contractor should submit paper documents to the Government relating to an acquisition printed or copied double-sided on recycled paper whenever practicable. If the contractor cannot print or copy double-sided, it should print or copy single-sided on recycled paper.

4.303 Contract clause.

Insert the clause at 52.204-4, Printed or Copied Double-Sided on Recycled Paper, in solicitations and contracts that exceed the simplified acquisition threshold.

The text is also available at the Acquisition Reform Network.

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Portion of Text from an Executive Order by the Governor of Vermont

1. Development of a Materials Management Plan, in collaboration with the State's Purchasing Advisory Council, to enhance continued wise purchase, use and reuse of as many products as possible, whenever feasible, that promote resource conservation and pollution prevention. This plan shall be prepared and disseminated throughout state government by July 1, 1995 and shall include the following:
   1. Practices and procedures to reduce the use of office paper
   2. Practices and procedures to maximize the use of chlorine-free recycled paper with the highest post-consumer content feasible.
   3. Institution of a program to segregate waste papers generated within all state-owned and leased facilities. Waste papers shall include at a minimum white paper, non-white recyclable paper, and corrugated cardboard.
   4. Creation of a source separation program through education and installation of necessary equipment. No later than July 1, 1994, each department shall have assigned a recycling coordinator who will work with the Department of Environmental Conservation to maximize participation in the source separation programs. By February 15 of each year, the Department of Environmental Conservation shall report to the Governor on the progress of the State Recycling Program.
   5. Procurement of products and supplies that are source reduced, or reusable, or have the highest recycled material content feasible, including metal products, such as sign posts; plastic products, such as traffic cones and office supplier; re-refined motor oils; and retread tires.
   6. Procurement of non-toxic or less toxic cleaning and maintenance supplies, including paints and pesticides.
   7. Procurement of goods and services through contracts that maximize pollution prevention, resource conservation and toxics use reduction and energy conservation.
   8. Procurement of products using reduced packaging materials or recycled materials.

The full text of this Executive Order is available at the Clean State Council of Vermont

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Regulation Requiring Duplex Copying for Contractors

From Federal Acquisition Regulations 52.204.4

Subpart 4.3 - Paper Documents

4.300 Scope of subpart.

This subpart provides policies and procedures on contractor-submitted paper documents.

4.301 Definition.

"Printed or copied double-sided," as used in this subpart, means printing or reproducing a document so that information is on both sides of a sheet of paper.

4.302 Policy.

When electronic commerce methods (see 4.502) are not being used, a contractor should submit paper documents to the Government relating to an acquisition printed or copied double-sided on recycled paper whenever practicable. If the contractor cannot print or copy double-sided, it should print or copy single-sided on recycled paper.

4.303 Contract clause.

Insert the clause at 52.204-4, Printed or Copied Double-Sided on Recycled Paper, in solicitations and contracts that exceed the simplified acquisition threshold.

52.204-4 Printed or Copied Double-Sided on Recycled Paper

As prescribed in 4.303, insert the following clause:

Printed or Copied Double-Sided on Recycled Paper (Aug 2000)

(a) Definitions. As used in this clause-

"Postconsumer material" means a material or finished product that has served its intended use and has been discarded for disposal or recovery, having completed its life as a consumer item. Postconsumer material is a part of the broader category of "recovered material." For paper and paper products, postconsumer material means "postconsumer fiber" defined by the U.S. Environmental Protection Agency (EPA) as-

(1) Paper, paperboard, and fibrous materials from retail stores, office buildings, homes, and so forth, after they have passed through their end-usage as a consumer item, including: used corrugated boxes; old newspapers; old magazines; mixed waste paper; tabulating cards; and used cordage; or (2) All paper, paperboard, and fibrous materials that enter and are collected from municipal solid waste; but not (3) Fiber derived from printers' over-runs, converters' scrap, and over-issue publications.

"Printed or copied double-sided" means printing or reproducing a document so that information is on both sides of a sheet of paper.

"Recovered material," for paper and paper products, is defined by EPA in its Comprehensive Procurement Guideline as "recovered fiber" and means the following materials:

(1) Postconsumer fiber; and (2) Manufacturing wastes such as-

(i) Dry paper and paperboard waste generated after completion of the papermaking process (that is, those manufacturing operations up to and including the cutting and trimming of the paper machine reel into smaller rolls or rough sheets) including: envelope cuttings, bindery trimmings, and other paper and paperboard waste resulting from printing, cutting, forming, and other converting operations; bag, box, and carton manufacturing wastes; and butt rolls, mill wrappers, and rejected unused stock; and (ii) Repulped finished paper and paperboard from obsolete inventories of paper and paperboard manufacturers, merchants, wholesalers, dealers, printers, converters, or others.

(b) In accordance with Section 101 of Executive Order 13101 of September 14, 1998, Greening the Government through Waste Prevention, Recycling, and Federal Acquisition, the Contractor is encouraged to submit paper documents, such as offers, letters, or reports, that are printed or copied double-sided on recycled paper that meet minimum content standards specified in Section 505 of Executive Order 13101, when not using electronic commerce methods to submit information or data to the Government. (c) If the Contractor cannot purchase high-speed copier paper, offset paper, forms bond, computer printout paper, carbonless paper, file folders, white wove envelopes, writing and office paper, book paper, cotton fiber paper, and cover stock meeting the 30 percent postconsumer material standard for use in submitting paper documents to the Government, it should use paper containing no less than 20 percent postconsumer material. This lesser standard should be used only when paper meeting the 30 percent postconsumer material standard is not obtainable at a reasonable price or does not meet reasonable performance standards.
(End of clause)

Case Study of Copier Paper Environmental Impact

National Renewable Energy Laboratory (NREL), a Department of Energy Laboratory

In FY 2000, NREL used 10.8 million sheets office paper. The following chart shows the energy use and environmental emissions for their current paper (30% pcw) and other papers with higher recycled content:

pcw = post-consumer weight

You can calculate your own stats by using the paper calculator at the Office of the Federal Environmental Executive

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Finding Greener Copy Paper on the GSA Web Site

If you go to the GSA web site, there is no easy way to search for greener copier papers without also getting lists of all 30% pcw copier papers in the GSA program. This is a very long list, so follow the instructions below to find the greener copier papers.

• Go to the Federal Supply Service Web site.
• Click on the GSA Advantage button.
• In the search feature, type in the brand name of the paper (Envirographic 100, Eureka! 100, or New Life DP 100).
• The program will ask you for your GSA user number and password. If you are not a registered user, you can use your zip code in the appropriate box.
• You will then receive the copier papers available with that brand name. Usually the copier paper is available in 8½"x11", 8½"x11" 3-hole punched, and 8½"x14".
• You will see a price listed. Volume discounts are available, and you should call the paper distributor to receive pricing. A link to the distributor's contact information will be provided.

Note that the price people will see on the web site is the highest price. Lower prices are available depending on quantity ordered.

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Los Angeles Department of Water and Power and the State of Massachusetts

From the LA Department of Water and Power RFP for copier services:

From the Commonwealth of Massachusetts Copier contract:

Another approach is to use a more comprehensive service contract that includes the provision of copiers, recycled content paper, and maintenance services. This avoids finger-pointing at the other party when there is a problem. NASA has such a contract which, with other features, is saving them millions of dollars. See NASA's Environmental Approach to Copiers

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Copy Jams

GSA buys its paper from the same mills that provide paper to all of the leading office supply wholesalers in the US. The specs are the same as those used by the US Government Printing Office. GSA's performance requirements for compliant recycled copier paper are the same as for non-recycled paper: one jam per 5,000 copies.

Where does the perception that recycled content copier paper jam more come from?

A copier can jam for any number of reasons, such as: a bad batch of paper (this happens to non-recycled content paper as well); poor maintenance of copier machine, improper storage of paper (allowing moisture to affect sheets); improper handling of paper (not fanning paper out, not loading paper according to grain, not allowing paper to warm up (or cool down) to match the temperature of the copier room), etc. It has been historically proven that dust in a copier room can be a killer.

If the regularly scheduled maintenance is not done, and if the paper is mistreated in storage or loading, machines will break down and paper jams will increase. To help prevent this:

• Make sure the copier is fully serviced as per the manufacturer's maintenance schedule.
• After long print runs allow the copier to cool off before using again.
• Add new toner when the warning light calls for it.
• Clean accessible areas where possible.
• If a paper jam does occur, and the paper is not readily removable, seek assistance from the designated service personnel.
• When removing paper jams, insure that the entire sheet of paper has been removed. Small pieces of paper remaining in the roller mechanisms can cause further jamming and result in costly service calls.
• Keep the copy room area clean and dust free. Dust is a leading cause of copier jams.
• Make sure the copier paper is stored at normal room temperature, in a dry place, preferably off the floor (especially if the floor is concrete).
• If the paper was stored in an area with a different temperature from that of the copier room, let it sit near the copier for several hours before use. This will acclimatize the paper to the copier room environment.
• Don't take paper from wrapper until ready to use.
• Follow manufacturer's directions, and "fan" paper before use, checking for bent corners and ragged edges.
• Ensure paper is oriented correctly before loading into copier.
• Load paper according to the manufacturer's arrow on the ream label, if one is present.

Special note: Many copiers manufactured today are able to accommodate a variety of paper types and textures. However, the user must be sure to orient the curl of the paper in the correct direction. Should you encounter a jam, a good idea is to reverse the paper direction and attempt again.

The article above was obtained from GSA Marketips, summer 1998 special edition, a GSA Federal Supply Service publication on the latest news and technology on products and services.

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