Criteria for the sustainable procurement of Hardware

Transcription

1 Criteria for the sustainable procurement of Hardware Version: 1.6 Date: February 2012

2 This criteria document for the sustainable procurement of Hardware has been drawn up at the instructions of the Dutch Ministry of Infrastructure and the Environment. Criteria for sustainable public procurement of Hardware version 1.6

3 Table of contents 1 Introduction Definition of the product group Sustainability in the procurement process Preparatory stage (points for consideration) Specification stage (criteria) Supplier qualifications Schedule of requirements Award criteria Contract Utilisation stage (points for consideration)

4 1 Introduction The Dutch government would like to take concrete steps towards a sustainable society and wants to set a good example. If the public authorities pursue sustainable procurement, the sustainable products market will receive a substantial boost. The different government authorities have set objectives for themselves with regard to sustainable public procurement. To achieve the objectives, sustainability criteria have been developed for a large range of the Products, Services and Public Works that the authorities procure. These criteria are not regulations but are intended to provide a point of reference to procure sustainably. This document focuses on the criteria for the Hardware product group, the elaboration of the criteria in specification texts and a more detailed assessment of the criteria, as well as a number of points for attention in the pre- and post-procurement stages. Additional background information and considerations regarding the content of the criteria can be found in the criteria document on the PIANOo (Dutch Public Procurement Expertise Centre) website, available in Dutch only. 1.1 Definition of the product group The Hardware product group comprises desktops, laptops and monitors. The product group excludes: software, reproduction equipment, networks and infrastructure, and servers/data centres. Any services in the area of hardware also fall outside the scope. For the benefit of the contracting authority, a number of CPV codes that might be of relevance to this product group have been included in this document. This selection is by no means exhaustive or complete. The contracting authority retains responsibility for compiling the correct set of CPV codes that matches the relevant tender. The following CPV codes apply to this product group: Computer equipment and supplies Data processing machines (hardware) Personal computers Portable computers Tablet PCs Desktop computers Monitors Computer parts, accessories and supplies 2 Sustainability in the procurement process The criteria in this document are divided amongst the various steps in the procurement process. More information about the steps in the public procurement process and the way in which sustainability can be included therein can be found on the PIANOo (Dutch Public Procurement Expertise Centre) website. It is recommended that you refer to this information before you get started with the criteria for this product group. 2.1 Preparatory stage (points for consideration) Every purchase or call for tender starts with drawing up the inventory of the needs of the internal or external customer. Sustainability can be incorporated into this stage by considering 4

5 whether the purchase is truly necessary and whether a more sustainable alternative might be available. Specific points for consideration regarding the procurement of the Hardware product group are: Take into account changes in the organisation: When procuring computers, anticipate trends or the restructuring of the organisation, such as ICT trends, the increase in telecommuting and changes in the office environment, such as the creation of flexible workplaces. Rapid changes within the organisation require flexible workplaces and work systems. Take into account hardware/software expansions: When procuring new computers assess the possibilities of expanding the hardware and/or software in the future. Specific trends or restructuring within the organisation can lead to changing software applications and hardware use. Procure systems with sufficient capacity for expandability or systems that are easy to adapt. Note: it is more difficult to expand laptops or to add additional hardware to laptops. Procurement of laptops or thin clients whenever possible: Procure laptops or thin client systems instead of desktops and monitors when hardware expansion is less essential. The average laptop (notebook) uses 38% less energy than the average desktop. Thin clients use 15% less energy on average than a desktop in these stages. Furthermore, the raw materials used to produce the overall product are less. Small monitors: Do not procure any larger monitors than necessary. The cost of acquiring 15 flat panels is 30% lower than the cost of 17 flat panels. Furthermore, the average energy consumption of 15 monitors is approximately 25%-30% lower than the energy consumed by the average 17 monitor. Functional procurement A trend is visible that ICT is being procured ever more often as a service instead of a product. This phenomenon is referred to as functional procurement and requires a different criterion formulation in relation to sustainability. The sustainability criteria do not necessarily refer to the product itself but more on the service. This means that it is easy to set criteria that refer to the supplier. Additionally, a maximum energy consumption per workplace per employee can, for example, be a criterion in the area of hardware. Such a sustainability criterion formulation demands a standardised calculation methodology that will ensure that different supplies can be compared with each other. Currently, such an international defined methodology that would include the scope and calculation method is not yet available. This is the reason why criteria have not yet been formulated in the area of functional procurement of hardware. If an organisation has the aim to procure hardware (or ICT in a broader sense) as a service, the tendering regulations offer options to explain the sustainability issue. Examples are holding a competition-focused dialogue or organising a market consultation session. 2.2 Specification stage (criteria) During the specification stage, the needs of the internal or external customer are translated into a tender document. This stage entails the formulation of: Criteria for supplier qualification. These could include grounds for exclusion, suitability requirements, i.e. requirements with regard to suppliers, and, in the case of restricted procedures, any selection criteria, i.e. wishes with regard to suppliers. A description of the minimum requirements pertaining to supply, service or task (the Schedule of Requirements). 5

6 Award criteria, i.e. wishes regarding Supplies, Services and Public works. These are only applicable when the tendering process is based on the principle of the Most Economically Advantageous Offer ( Economisch Meest Voordelige Inschrijving or EMVI). The contract stipulating the contract provisions. The criteria in this document are drawn up to provide support to the buyer in sustainable procurement for Hardware. The criteria have been subjected to legal review. However, every procurement and tender process is unique. For that reason, the drafting of a tender document remains the responsibility of the Supplier qualifications No criteria have been formulated for this specific product group with regard to supplier qualification Schedule of requirements Minimum requirements Computers and/or monitors "Energy Star" requirements for computers and/or monitors Minimum Requirement no. 1 The desktops and/or monitors to be supplied must meet the Energy Star criteria ( version <insert last version*>, dated <insert last date*> as contained in Appendix <X> with this tender. * The must insert the reference to the most recent version and the date thereof. At the time of the publication of this criteria document version 5.0 applied to desktops (date of coming into force 1 July 2009). At the time of the publication of this criteria document version 5.0 applied to monitors (date of coming into force 30 January 2010). Verification: Equipment with an Energy Star label is included in the Energy Star database ( This database can be used to verify that the equipment has an Energy Star label and that it therefore meets the specified criteria. Monitor and/or laptops Maximum quantity of mercury Minimum Requirement no. 2 The background lighting of individual monitors and/or laptops contains no more than 3.5 mg of mercury per light on average. The chemical symbol for mercury is Hg. 6

7 2.2.3 Award criteria Monitor and/or laptops Maximum quantity of mercury Award criterion no. 1 If the background lighting of individual monitors and/or laptops does not contain mercury, this section of the tender will be assessed more highly. Monitors and/or laptops with LED lighting are, in any case, deemed to be compliant. The chemical symbol for mercury is Hg. This criterion will be deemed to have been met when the mercury level amounts to no more than 0.1 mg per light during any practical test because trace amounts may be present. Computers and/or monitors No flame-retardant substances or preparations Award criterion no. 2 This section of the tender will be assessed more highly if plastic components heavier than 25 g do not contain any flame-retardant substances or preparations to which one of the following risk phrases has been allocated as determined in Directive 67/548/EEC: R45 (may cause cancer) R46 (may cause heritable genetic damage) R60 (may impair fertility) R61 (may cause harm to the unborn child) If a EU-Eco-Label (dated 11 April 2005) has been allocated to the products to be supplied, this criterion will, in any case, be deemed to have been met. Other documents that prove that this criterion is met can also be accepted. This criterion will have been met when no more than 0.1% (by weight) of the relevant substances is present because trace amounts may be present in relation to any practical test. Laptops/desktops Computer energy consumption Award criterion no. 3 As the energy consumption of the supplied equipment is lower, this section of the tender will receive a higher score. Option 1 Calculation of total energy consumption calculation method as described in Energy Star ( The TEC (Typical Electricity Consumption) value from Energy Star is used to calculate energy consumption. 7

8 For desktops and laptops: Number of type 1 devices times the TEC value type 1 + Number of type 2 devices times the TEC value type 2 + Number of type 3 devices times the TEC value type Etc. =Total energy consumption of all equipment The TEC values are calculated in accordance with the Energy Star Test procedure (see Annex 3 of the Dutch language document). OR (see notes for *): Option 2 Calculation of total energy consumption calculation method based on the organisation's own use pattern The formula below is used for the calculation of energy consumption: Number of type 1 devices x ((used power when idle x 8.5 hours) + (used power in standby mode x 1 hour) + (used power when switched off x 14.5 hours)) + Number of type 2 devices x ((used power when idle x 8.5 hours) + (used power in standby mode x 1 hour) + (used power when switched off x 14.5 hours)) + Number of type 3 devices x ((used power when idle x 8.5 hours) + (used power in standby mode x 1 hour) + (used power when switched off x 14.5 hours)) +..Etc. =Total energy consumption of all equipment The used power (in watts) in the idle, switched-off and standby modes is measured in accordance with the Energy Star test procedure (see and Annex 3 of the Dutch language document). * Two options have been elaborated to calculate energy consumption. The can make a choice himself or herself and include this option in the text of the criterion (this would mean that the other option would no longer apply). TEC** (Typical Energy Consumption) is a test procedure for measuring energy consumption: a method for testing and comparing the energy performance of computers that focuses on the energy consumption of a product during normal operation during a representative period of time. The most important TEC test procedure criterion is a value for the annual energy consumption for desktops and notebooks measured in kilowatt hours (kwh) where use is made of measurements of the average used power for the operational modes set off against an assumed use mode (operational cycle). Requirements are based on a TEC value that is calculated based on the used power of the operational modes, the maximum power and an assumed operational cycle for workstations. ** It should be noted that the TEC value of a computer only shows the average annual energy consumption. An appropriate comparison based 8

9 on TEC values can only be made between devices with the same specifications because the TEC value is related to the specifications of the machines. In other words: the must take into account that the offered equipment falls within the correct TEC category in accordance with the specifications of the. Energy Star use pattern (option 1) The TEC value is calculated based on the use pattern as described in the Energy Star calculation method (see Determining the organisation's own use pattern (option 2): The distribution of the number of hours in the formula is based on a working day of 9.5 hours of which the device is in the standby mode for 1 hour. The device will be switched off during the remaining 14.5 hours. The distribution of the number of hours in the formula (operational cycle) can be adjusted by the based on expected use. This will ensure that a contracting authority can compare the energy consumption of the offered device based on the weekly use pattern. Verification (Option 1): the tenderer can be asked to submit a printout from the Energy Star database that shows the TEC value or a declaration from the tenderer's organisation that shows the TEC value as tested by Energy Star (when the TEC value has not yet been entered in the database). Verification (Option 2): the tenderer can be asked to submit a printout from the Energy Star database or a printout of the Standard ECMA 370 declaration for the values of the used power in the idle, standby and switched-off modes or a declaration from the tenderer's own organisation that shows the used power in the operational modes as tested by Energy Star (when the TEC value has not yet been entered in the database). Monitors Monitor energy efficiency Award criterion no. 4 If the monitor Energy Efficiency Index (EEI) is smaller than or equal to 0.7, this section of the tender will be assessed more highly. The EEI is defined as the ratio of monitor energy consumption in the "ON" position (P on ) in watts and the maximum energy consumption in the "ON" position (P max ) in watts as calculated in accordance with Energy Star, version 5.0 (date of coming into force 30 January 2010) EEI = (P on ) / (P max ) 0.7 For the calculation of the energy consumption in the "ON" position in accordance with Energy Star see table 1 in Appendix 4 of the Dutch language document. This table specifies that there are three categories for monitors. Please note that a larger monitor from a higher category can have a lower EEI but may have a higher energy consumption in absolute terms. 9

10 This argues for the case of demanding a maximum monitor size. Verification: Equipment with an Energy Star label is included in the Energy Star database ( This database can be used to verify the energy consumption of the offered equipment and whether, therefore, the equipment meets the specified criteria Contract Contract provision Social aspects Contract provision no. 1 Notes for Social conditions have been drawn up to promote international working standards and human rights in the international production supply chain with the intention of applying them to tenders in addition to the European threshold values. See the PIANOo website about social conditions. Points of reference have been drawn up for the promotion of labour force participation for those people who do not have ready access to the labour market (Social Return). See the PIANOo website about Social Return. Sustainability also has a social perspective in addition to the environmental one. The social aspect has been elaborated in a few generic instruments for sustainable public procurement and, therefore, it has not been included in this product group-specific document. The agreements about applying these instruments differ per government sector. 2.3 Utilisation stage (points for consideration) Once the procurement stage has been concluded and a product or service has been purchased, there are opportunities for using the product in a sustainable manner. Specific points for consideration for this product group are: Energy efficient use Encourage employees to make energy efficient use of their computers by limiting the standby time of their computers when they are not in use. Regularly turning off computers, for example, during lunch, meetings and after working hours, saves energy. Communicate this to users. Encourage reuse Encourage reuse throughout the entire organisation when computers are discarded or when there is a surplus of computers in a certain department. In case of reorganisations and staff changes a surplus of computers may arise in certain departments. Encourage employees/team leaders to identify such surpluses as soon as possible so that others can make use of these computers. Encourage the to contact the supplier/producer so that information can be provided about return programmes when discarding hardware. Energy management By setting the proper energy management options, the energy saving potential of the purchased products is used. The EU Energy Star website also contains tips for managing the 10

11 energy consumption of computers and monitors ( A practical recommendation is to connect the power supply of the monitor to the PC. No screen savers Screen savers were originally designed to prevent the burn-in of monitors. However, with present-day monitors the chances of this are nil. The moving images of a screen saver, particularly 3D animations, consume a lot of energy, more than, for example, a word processor. Therefore: do not use screen savers. A method to safeguard these points for consideration within the organisation is to include them in the organisation policy combined with setting up an annual sustainability check. 11