Criteria for sustainable public procurement of Printed Matter

Transcription

1 Criteria for sustainable public procurement of Printed Matter Version: 2.0 Date: July 2013

2 Colophon This draft criteria document sustainable public procurement of Printed Matter has been drawn up on the instructions of the Dutch Ministry of Infrastructure and the Environment.

3 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 public procurement, the sustainable products market will receive a substantial boost. The different government authorities have set objectives mselves with regard to sustainable public procurement. To achieve the objectives, sustainability criteria have been developed for most of the products, services and public works procured by the authorities. These criteria are not regulations but serve as a point of reference for sustainable public procurement. This document presents the criteria Printed Matter product group, as well as points for consideration to focus on stages prior to and following procurement, background information, considerations criteria, an elaboration of the criteria in specifications and an elaboration of the criteria evaluation. 1.1 Definition of the product group The printed matter product group includes the procurement of all printed matter that is printed on paper, cardboard or other paper materials and is specifically produced contracting authority. This includes: Standard printing 1, such as: stationary, continuation paper, postcards, envelopes, cards, A5 cards, continuous listing papers, forms, business cards, note paper, etc. Additional printing 2, such as: books, magazines, newspapers, flyers, brochures, folders, leaflets, reports, guides, calendars, etc. For the printed matter within this product group, the offset printing process 3 and the professional digital printing process 4 is used by printers the most, by far. That is why the decision was made to only set criteria offset printing process and the professional digital printing process. This document focuses on the environmental aspects concerning printed matter. The can apply the environmental criteria to each call for tender for printed matter, without having to familiarise himself with the various printing processes and techniques. The environmental criteria explicitly state that they only relate to the offset printing process and the professional digital printing process. If the printed matter requested is printed using a different printing process, then these environmental criteria do not apply to the tenderer when it comes to this printed matter. All paper-related environmental aspects and criteria are dealt with in the criteria document of the paper product group. 1 Also referred to as "commercial printing" or "facility printing". 2 Also referred to as "promotional printing" or "communications printing". 3 Printing process in which the ink is transferred indirectly, through plates, to the object to be printed. See paragraph Printing process in which the ink is printed on the object to be printed, without the use of plates. See paragraph

4 3 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. 3.1 Preparatory stage (points for consideration) Each purchase or call for tender starts with an assessment of the needs of the internal or external client. Sustainability can be factored into this stage by assessing whether procurement is necessary and whether a more sustainable way to meet the procurement need is available. The following points for consideration have been formulated procurement of the Printed Matter product group: Clearly state the need for sustainability in the contract description. If a contracting authority wants to include sustainability criteria in the tendering document, the need for sustainability must be clearly stated in the contract description. This will clarify that the sustainability of the produced printed matter is of the essence to the contracting authority. This makes sustainability form part of the object of the call for tender. Is the printed matter necessary? Not printing printed matter continues to be the least harmful to the environment. That is why this question should be asked for each intention to have printed matter produced. Consciously consider printed matter or electronic communication. Especially with regard to electronic communication, there are currently not enough data available in order to make an objectively and transparently sound comparison, on the basis of a life cycle analysis, between the environmental burden of printed matter and electronic communication. In considering printed matter or electronic communication, the purpose of the communication will eventually determine the actual environmental burden. An environmental benefit of electronic communication is that it generates less transport than printed matter. Moreover, electronic communication does not require a printing process that is harmful to the environment. Electronic communication does generate an environmental burden during the production, logistics and at the end-of-life stage of the electronic communications equipment itself, as well as the pertaining infrastructure such as networks, data centres, transmitter masts, etc. Moreover, electronic communication - when used - always generates a demand for energy that is harmful to the environment, both when the electronic communication is sent, received and read, and on a continuous basis when the electronic communication is stored on hard disks of servers. Moreover, if individual readers print the electronic communication, this may largely undo the environmental benefits. That is why, based on the environmental burden, it is not yet possible to make a well-considered choice between printed matter and electronic communication as long as insufficient data are available in order to make an objective and transparent life-cycle analysis of electronic communication. Ask the designer and printer for digital proofs. Before the actual printed matter is produced, a proof is made first to check colour accuracy, page order, etc. Not all proofs need to be printed. A PDF file will also suffice in a number of cases. This 4

5 will save the costs of the proof and the use of raw and auxiliary materials during the production of a colour proof (often a high-resolution colour plot). It also reduces the costs. Nowadays this is already used in most cases. A disadvantage is that it is difficult to assess the accuracy of colours if no colour-calibrated monitors are used. Use standard sizes (A3, A4, A5, etc.). Non-standard sizes require additional steps, which often create additional waste, for example, excess paper cut away. Consciously consider digital printing or offset printing. If, for practical reasons, a choice must be made between digital printing or offset printing, make a conscious choice by also including the then applicable developments in the sustainability themes. The innovative tendency, which is fed by economic developments and increasingly efficient machines, is that the digital printing process will consume less and less energy. As soon as the digital printing process can handle a broad range of paper formats in the same print run as with the offset printing process, the digital printing process will be an interesting process to reduce the environmental influence of graphic arts companies. Keep a sustainable style in mind when preparing the printed matter. Select a layout, font size and font which ensure that more text can fit in one page. A cleverly chosen font could ensure considerable ink savings 5. Also ensure that the sustainable style is promoted (for example by stating logos of quality marks if the printed matter has this). This way, the printed matter that is produced in a socially responsible and sustainable manner becomes visible to end users. Use a minimum number of colour prints and full-surface prints. Carefully consider the choice between black-and-white and colour printing. Remember that a fullsurface print 6 requires an additional printing cycle. By not using colour printing or solid printing when not required, you can prevent the use of large amounts of or too much ink. Choose the lightest possible paper. This saves raw materials and offers an advantage during transport (i.e. less weight means less fuel consumption). More details can be found in the criteria document of the paper product group. Choose printed matter without a finish. Finishing is applying a protective layer to printed matter, for example, laminating or plasticising. One disadvantage of a finish is that substances are used that are hazardous to the environment. Finished products also cause problems during recycling. For this reason, this option should in any event not be used for printed matter to be used once or only briefly. Finishing may be suitable for book or catalogue covers or printed matter that is used a lot or has a long life span. Avoid delivery of small volumes of printed matter over large distances each time. Minimising transport offers both financial and environmental benefits. Find the optimum balance between delivery (not too little) and stock (not too much). Where possible, use a request-based system for printed matter such as brochures or free magazines. It serves no purpose if brochures end up as waste paper. Establishing a request-based system and (digitally) notifying the target group of the printed matter in question can save a lot of paper and avoid a surplus of printed matter. 5 For more information: 6 A full-surface print is a surface in the print that consists of a full, continuous layer of ink. A full surface therefore has no grid points and has an equal layer thickness throughout the print. 5

6 3.2 Specification stage (criteria) During the specification stage, the needs of the (internal) client serve as a basis for a tendering document. This stage entails the formulation of: Criteria for qualifications of suppliers. These can be grounds for exclusion and suitability requirements or requirements supplier and, in a restricted call for tender, possibly also selection criteria or preferences with regard to the supplier. A description of the minimum requirements set with regard to supplies, services or public works the Schedule of Requirements. Award criteria, or preferences for supplies, services or public works. These criteria are only applicable if the choice is made to award the contract based on the Most Economically Advantageous Tender (MEAT). The contract, including contract stipulations. The criteria in this document are drawn up to support the in the sustainable public procurement of Printed Matter. The criteria have been legally verified. However, each purchase and call for tender is an individualised process. The preparation of a tendering document, therefore, remains the responsibility of the Qualifications of suppliers Suitability requirements Environmental management system Suitability requirement no. 1 In case of a framework contract and multi-year contract for offset printing and/or digital printing. For its organisation, at least part(s) of the organisation involved in the performance of the contract, the tenderer has a management system in which at least the following matters have been arranged: the basic principles of the organisation s environmental policy; the actual measures that are taken in order to control or reduce the environmental burden of the business processes related to the performance of the contract, in any case energy consumption, VOC emissions, use of the raw materials of paper and ink, limitation of injection losses and bad copies, waste production, waste separation, contract-related transport and packaging material and, if the digital printing process is used, ozone and particulates emission; how the organisation's environmental measures are monitored and reevaluated as a basis for continuous improvement, with specific attention to the environmental aspects included in these criteria; how staff members and suppliers are made aware and their competence addressed with regard to dealing with the environmental aspects relevant to this contract. The tenderer, in any case, meets the suitability requirement if the tenderer has an ISO or an EMAS 8 certificate that represents the subjects stated in the above requirement. 7 International Organization for Standardization 6

7 The above points describe the essential characteristics of an environmental management system in accordance with ISO or EMAS. They also offer every room for an equivalent (environmental) management system which includes these points. The idea is that a company or organisation uses a systematic environmental management system for addressing relevant environmental issues in their daily operations. By using an internal environmental management system, a company shows that environmental care is a structural part of daily operations. With an ISO or EMAS certificate or a declaration from an independent auditor, accountant or (accredited) certification institution with demonstrable know-how, the tenderer can demonstrate that environmental care is a structural part of daily operations. The Stichting Certificatie GrafiMediabranche (SCGM) is an accepted certification institution in the graphical media sector. The certification system they use has been directly derived from the ISO standard. It has been established that the topics discussed in this suitability requirement are proportional to the contract for offset printing and digital printing Schedule of requirements Minimum requirements Paper Minimum requirement no. 1 See notes for the In case of offset printing and/or digital printing. Paper used printed matter must meet the minimum requirements of the paper product group. By at least including the minimum requirements of the Paper product group in the call for tender for printed matter, the contracting authority ensures that the paper used for offset printing and digital printing also meets the relevant sustainability criteria. Only the minimum requirements of the paper product group apply to offset printing and digital printing. The award criteria of the paper product group do not apply because it is a relatively large administrative burden for suppliers of printed matter to translate the award criteria to their suppliers and to verify them. The criteria of the Paper product group can be found on the PIANOo website: 8 Eco Management and Audit Scheme 7

8 Ink, dyes, varnishes, additives, cleaning agents and solvents Minimum requirement no. 2 In case of offset printing and/or digital printing. When manufacturing the printed matter to be supplied within the context of this call for tender, no inks, dyes, varnishes, additives, cleaning agents or solvents may be used that are classified with one or more of the following H- phrases: H300 H301 H304 H310 H311 H330 H331 H340 H341 H350 H350i H351 H360F H360FD H360Fd H360Df H361f H361d H361fd H362 H370 H371 H372 H373 H400 H410 H411 H412 H413 EUH059 EUH029 EUH031 EUH032 EUH070. An exception to this requirement is that UV inks and UV varnishes may be classified with H412. During the transitional period as referred to in Article 2 of European Regulation (EC) No. 286/2011 2e_ATP, this minimum requirement also applies to the R-phrases corresponding with the above H-phrases, included in the conversion table in Annex VII to European Regulation (EC) No. 1272/2008. In any case, offset printing and digital printing with the EU ecolabel or Nordic Swan quality mark comply with these requirements. For your information, Annex 3 contains a summary of said conversion table. APEOs, halogens and phthalates Minimum requirement no. 3 In case of offset printing and/or digital printing. In producing the printed matter to be supplied within the context of this call for tender, the applied ink, toners, glue, cleaning agents or other chemicals may not contain: alkylphenol ethoxylates (APEOs); halogens having one or more of the following H-phrases: H300 H301 H304 H310 H311 H330 H331 H340 H341 H350 H350i H351 H360F H360FD H360Fd H360Df H361f H361d H361fd H362 H370 H371 H372 H373 H400 H410 H411 H412 H413 EUH059 EUH029 EUH031 EUH032 EUH070; phthalates containing the following H-phrases: H360F, H360D, H361f. During the transitional period as referred to in Article 2 of European 8

9 Regulation (EC) No. 286/2011 2e_ATP, this minimum requirement also applies to the R-phrases corresponding with the above H-phrases, included in the conversion table in Annex VII to European Regulation (EC) No. 1272/2008. In any case, offset printing and digital printing with the EU ecolabel or Nordic Swan quality mark comply with these requirements. For your information, Annex 3 contains a summary of said conversion table. Isopropyl alcohol Minimum requirement no. 4 In case of offset printing without UV inks by means of sheet-fed offset printing, narrow-web printing or web printing. The fountain solution used production of the printed matter to be supplied within the context of this call for tender has a maximum isopropyl alcohol content (IPA content) of: if the sheet-fed offset printing process is used: 5 vol.%. if the web offset printing process is used: 3 vol.%. if the narrow-web offset printing process is used: 5 vol.%. In case of offset printing with UV inks by means of narrow-web. The fountain solution used production of the printed matter to be supplied within the context of this call for tender has a maximum isopropyl alcohol content (IPA content) of 7 vol.% In order to overcome any differences in interpretation between businesses and enforcement authorities, the fountain solution is measured, based on the explanatory notes to the Working Conditions Regulations, Article 4.32b(2), without a correction for temperature or otherwise. The IPA is measured in volume percentages measured with an areometer. See also the Arbocatalogus Grafimedia, themanummer 6 Oplosmiddelenreductie in de Offset [occupational health and safety catalogue graphic arts industry, special issue 6 - Solvent reduction in the offset] 9. Under the Working Conditions Regulations, as further detailed in the occupational health and safety catalogue graphic arts industry, graphic arts companies must, per press and at least per quarter, record the IPA consumption in a solvent management plan. Here, the IPA consumption can be registered per contract. A copy of this plan may serve as proof IPA percentage used in the printed matter to be supplied

10 Cleaning agents Minimum requirement no. 5 In case of offset printing and/or digital printing. For the daily cleaning of the inking and printing blanket (not being repair or technical maintenance activities) of the press printing the printed matter to be supplied within the context of this call for tender, a cleaning agent must be used with a minimum flash point of 55 C. In any case, class-k3 cleaning agents (this includes cleaning agents with a flash point of C) meet this requirement. A graphic arts company is obliged to record the annual consumption of the cleaning agents used in a consumption registration Award criteria Award criteria Isopropyl alcohol Award criterion no. 1 In case of offset printing without UV inks by means of sheet-fed offset printing, narrow-web printing or web printing. As the fountain solution used production of the printed matter to be supplied within the context of this call for tender has an isopropyl alcohol content (IPA content) of less than 5 vol.%, the tender will receive a higher score. If the printed matter to be supplied is produced fully IPA-free, the tender will receive an additional score. In case of offset printing with UV inks by means of narrow-web. As the fountain solution used production of the printed matter to be supplied within the context of this call for tender has an isopropyl alcohol content (IPA content) of less than 7 vol.%, the tender will receive a higher score. If the printed matter to be supplied is produced fully IPA-free, the tender will receive an additional score. In case of digital printing. If digital printed matter is supplied within the context of this call for tender, the tender will receive an additional score. IPA-free printing is the least harmful to the environment. This often requires additional efforts from the printer. If a tenderer is able to produce the printed matter to be supplied within the context of this call for tender fully IPA-free, these efforts will be rewarded with an additional score by means of this criterion, on top of the score lowest IPA consumption. 10

11 The digital printing process does not use any IPA. That is why, if the tenderer can choose between producing the printed matter by means of the offset printing process or the digital printing process, the tender with the digital printed matter will also receive an additional score. In order to overcome any differences in interpretation between businesses and enforcement authorities, the fountain solution is measured, based on the explanatory notes to the Working Conditions Regulations, Article 4.32b(2), without a correction for temperature or otherwise. The IPA content is measured in volume percentages measured with an areometer. See also the Arbocatalogus Grafimedia, themanummer 6 Oplosmiddelenreductie in de Offset [occupational health and safety catalogue graphic arts industry, special issue 6 - Solvent reduction in the offset] 10. Under the Working Conditions Regulations, as further detailed in the occupational health and safety catalogue graphic arts industry, graphic arts companies must, per press and at least per quarter, record the IPA consumption in a solvent management plan. Here, the IPA consumption can be registered per contract. A copy of this plan may serve as proof IPA percentage used in the printed matter to be supplied. Cleaning agents Award criterion no. 2 In case of offset printing and/or digital printing. If, daily cleaning of the inking and printing blanket (not being repair or technical maintenance activities) of the press printing the printed matter to be supplied within the context of this call for tender, a cleaning agent is used with a flash point of 100 C or higher, the tender will receive an additional score. If a plant-based cleaning agent (VCA) is used, the tender will receive an additional score. A graphic arts company is obliged to record the annual consumption of the cleaning agents used in a consumption registration. Printing plates Award criterion no. 3 In case of offset printing. If, printing plates printed matter to be supplied within the context of this call for tender: 1. a technology is used manufacturing of the printing plates in which no film is used, the tender will receive an additional score;

12 2. a technology is used manufacturing in which no film and no chemicals are used, the tender will again receive an additional score. In case of digital printing. If digital printing is supplied within the context of this call for tender, the tender will receive a score that is as high as when it concerns offset printing in which neither film, nor chemicals are used. No film and few or no chemicals are used Computer to Plate (CTP) technology anymore. Based on a process description of the technology used by the tenderer, or by means of a self-declaration, the tenderer can demonstrate whether he uses a CTP chemical-free or CTP low-chemical technology. The digital printing process does not use any printing plates. That is why, if the tenderer can choose between producing the printed matter by means of the offset printing process or the digital printing process, the tender will receive a score that is as high as when it concerns offset printing in which neither film, nor chemicals are used. CO 2 footprint of printing order Award criterion no. 4 In case of offset printing and/or digital printing. As the CO 2 footprint of the printed matter to be supplied within the context of this call for tender is lower than the highest CO 2 footprint of the tenders, this will receive an additional score. The footprint must be calculated according to the method of the international standard the Greenhouse Gas Protocol (as described in The GHG Protocol Product Life Cycle Accounting and Reporting Standard 11 ), If ClimateCalc is used calculation of the CO 2 footprint, then the CO 2 footprint has been calculated in accordance with the international standard of the Greenhouse Gas Protocol. The calculation method described in The GHG Protocol Product Life Cycle Accounting and Reporting Standard makes it possible to calculate the total CO 2 footprint of the specific printing order. In ClimateCalc ( this method is used for calculating the CO 2 footprint of an individual printing order. If the CO 2 footprint of the order is calculated using ClimateCalc, this order can be given the ClimateCalc quality mark. CO 2 reduction becomes an increasingly important topic in the graphical media sector. The same applies to having a CO 2 footprint calculation done. As long as this calculation is not yet common knowledge in this sector, it will be wise to take this into account in determining the weight in the assessment scale

13 Recyclability Award criterion no. 5 In case of offset printing and/or digital printing. If the printed matter to be supplied is recyclable, the tender will receive an additional score. The printed matter to be supplied is recyclable if: coating varnishes (dispersion, varnish and UV) and lamination (including polyethene and/or polyethene/polypropylene) are used only for covers of books, magazines, pads, exercise books and catalogues, and; there is an exhaustive list of all materials used in the printed matter to be supplied, and; the materials used can be recycled at the end of the service life of the printed matter to be supplied, without losing their original quality, and; the printed paper is de-inkable. "Original quality" means that, after the service life of the printed matter to be supplied, the material can be used same purposes as before it was processed in the printed matter. "De-inkable printed paper" is understood to be printed matter that, after recycling, consists of almost fully clear, inkless, untinted, clean, spotless and darkening filtrate-free material. De-inkability is assumed in any case if: a) the ink producer has demonstrated that the ink is de-inkable according to the de-inking scorecard 12 or equivalent test methods. When none of the parameters from the de-inking scorecard has a score below zero, the printed paper will be de-inkable. The test method INGEDE-method 11 is used de-inking scorecard. Equivalent test methods independently demonstrating that the ink is de-inkable may also be used, or; b) mineral oils are used basis of offset inks, or; c) the printed matter has the EU ecolabel or Nordic Swan quality mark. If desired, the contracting authority can ask the tenderer for a short description demonstrating how the printed matter to be supplied can be recycled at the end of the service life without loss of the original quality Contract Report on environmental management system Contract provision no. 1 In case of a framework contract and multi-year contract for offset printing and/or digital printing. With regard to the current contract, the contractor will provide a new annual report to the client on the content of its environmental management system and the pertaining action plan with points for improvement. This at least 12 From the European Recovered Paper Council, see also: Assessment of Print Product Recyclability -Deinkability Score- User s Manual, 'Publications'. 13

14 deals with controlling or reducing the environmental burden of the business processes related to the performance of the contract, in any case energy consumption, VOC emissions, use of the raw materials of paper and ink, limitation of injection losses and bad copies, waste production, waste separation, contract-related transport and packaging material and, if the digital printing process is used, ozone and particulates emission. Complying with the suitability requirement only demonstrates that the tenderer meets the suitability requirement at the time of submitting the tender. The client can use this contract provision to ensure that the contractor continues to apply the measures it has taken in order to control and reduce the environmental burden of the business processes related to the performance of the contract. Additional contract provisions can include the following, insofar as relevant: regular consultations between the contractor and the client on achieving the objectives from the action plan; regular consultations between the contractor and the client on possible improvements; during the course of the contract period, the action plan is tightened during the regular consultations. Improved environmental performance Contract provision no. 2 In case of a framework contract and multi-year contract for offset printing and/or digital printing. The contractor will inform the client (every year) of its product and process innovations improving the environmental performance that affects the performance of the contract. The contractor will agree with the client as to whether they can be applied in the current contract. This contract provision has been included in order best possible environmental performance of the graphic arts companies to be used within the context of the contract. With this contract provision, the client can benefit from the environment-based innovations of the contractor. Social aspects Contract provision no. 3 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 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. 14

15 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. 3.3 Utilisation stage (points for consideration) After the procurement process is completed and a product or service is procured, the product can be used in a sustainable manner. Specific points for consideration for this product group are: Avoid unnecessary distribution of reports and thick brochures. Ask a minimum price for this type of printed matter or provide it on request in order to prevent distributing unwanted printed matter. 15