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3/16/2010 9:37:41 AM
Contract Language
Model Contract Language - Non US Government Purchasers
Model Contract Language - US Federal Government Purchasers
Model Policy Language - Short Version
Model Policy Language - Detailed Version
Actual Contract Language

Model Contract Language (Non US Government Purchasers)

U.S. Federal Agency purchasers are encouraged to use the contract language developed by the U.S. Federal Electronics Challenge network (see below) when referencing EPEAT.

Product Requirements Purchasers are encouraged to use the following minimum contract language to ensure the products they buy meet the EPEAT standard:

All desktops, laptops, and computer monitors provided under this contract are required to have achieved Bronze registration or higher in the EPEAT system in [COUNTRY/COIUNTRIES]. EPEAT is a procurement tool designed to help large volume purchasers evaluate, compare, and select electronic products based upon their environmental attributes as specified in the consensus-based IEEE Standard for the Environmental Assessment of Personal Computer Products (IEEE 1680.1).

[Purchaser] will prefer products that have achieved EPEAT Silver or EPEAT Gold registration. The EPEAT registration criteria and a database of all registered products are provided at http://www.epeat.net.

NOTE: For increased environmental benefit, purchasers may require EPEAT Silver or EPEAT Gold as the baseline specification for all products provided under the contract.

Recommended additional language:

Suppliers are required to block non-EPEAT registered products on their electronic catalogs or web portals that customers may buy from through this contract.

Reporting Requirements Purchase information may be used to calculate the environmental benefits of EPEAT purchasing and to provide required data for a variety of recognition programs. Requiring suppliers to provide regular EPEAT reporting – using language below - will simplify this task.

Suppliers are required to provide [quarterly/semiannual/annual] reporting on the number of EPEAT registered products purchased under this contract. For each piece of equipment sold, EPEAT Registration Status (i.e. Bronze, Silver, Gold or Unregistered) must be provided. The information must be reported in aggregate in a matrix providing the following data:

Product Type

EPEAT Gold 

EPEAT Silver

EPEAT Bronze 

Unregistered

Desktop(CPU)*

 

 

 

 

Notebook **

 

 

 

 

Integrated system ***

 

 

 

 

Display unit
Thin Client device
TOTAL

*Desktop/CPU category includes integrated systems and desktop workstations
** Notebook category includes notebook workstations
***Integrated system is a monitor and CPU in a single unit

NOTE: For CPU + Monitor bundles, monitor model number must be provided in a separate column, and EPEAT Registration Status must be provided separately for the CPU and the monitor.

 

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Model Contract Language- U.S. Federal Government Purchasers

All Federal purchasers are encouraged to use the contract language below, developed by the U.S. Federal Electronics Challenge network,  when referencing EPEAT.

MODEL CONTRACT LANGUAGE

  Required Contract Language (Federal Acquisition Regulation)

  IEEE 1680 STANDARD FOR THE ENVIRONMENTAL ASSESSMENT OF PERSONAL COMPUTER PRODUCTS (DEC 2007)

  (a) Definitions. As used in this clause—

“Computer monitor” means a video display unit used with a computer.

“Desktop computer” means a computer designed for use on a desk or table.

“Notebook computer” means a portable-style or laptop-style computer system.

“Personal computer product” means a notebook computer, a desktop computer, or a computer monitor, and any peripheral equipment that is integral to the operation of such items. For example, the desktop computer together with the keyboard, the mouse, and the power cord would be a personal computer product. Printers, copiers, and fax machines are not included in peripheral equipment, as used in this definition.

  (b) Under this contract, the Contractor shall deliver, furnish for Government use, or furnish for contractor use at a Government-owned facility, only personal computer products that at the time of submission of proposals were EPEAT Bronze registered or higher. Bronze is the first level discussed in clause 1.4 of the IEEE 1680 Standard for the Environmental Assessment of Personal Computer Products.

  (c) For information about the standard, see www.epeat.net.

  (End of clause)

 

Alternate I (Dec 2007). As prescribed in 23.706(b)(2), substitute the following paragraph (b) for paragraph (b) of the basic clause:

  (b) Under this contract, the Contractor shall deliver, furnish for Government use, or furnish for contractor use at a Government-owned facility, only personal computer products that at the time of submission of proposals were EPEAT Silver registered or higher. Silver is the second level discussed in clause 1.4 of the IEEE 1680 Standard for the Environmental Assessment of Personal Computer Products.

  Recommended Additional Contract Language

  SECTION [X], SPECIAL CONTRACT REQUIREMENTS [or another appropriate section]

  Per contract clause IEEE 1680 STANDARD FOR THE ENVIRONMENTAL ASSESSMENT OF PERSONAL COMPUTER PRODUCTS, all computer desktops, laptops, and monitors provided under this contract are required to be registered under the Electronic Products Environmental Assessment Tool (EPEAT) at the time of bid submission.

 Suppliers are required to block non-EPEAT registered products on their electronic catalogs that customers may buy from through this contract. 

  Suppliers are required to provide quarterly reports quantifying the number of EPEAT registered products purchased under this contract. The information must be reported in a matrix providing the following data for the current quarter, the fiscal year, and the duration of the contract.                    

Unregistered

Bronze

Silver

Gold

Total

Desktops

 

 

 

 

Laptops

 

 

 

 

Monitors

 

 

 

 

REFERENCES

The Federal Acquisition Regulations are available online from the Office of Federal Procurement Policy, at: http://www.acqnet.gov/far/.

 

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 Model Policy Language – Short Version

The policy language below is excerpted from actual organizational policies– it provides a useful model that can be  customized to suit the particular needs and contracting approaches of your organization:

Short Version1. Beginning DATE, consistent with the environmentally preferable purchasing policy adopted by CITY/STATE/ORG NAME, departments shall only purchase personal computers, notebook computers and monitors that meet at least the Electronic Product Environmental Assessment Tool (EPEAT) [Bronze/Silver] standard, with a preference for the [Silver or Gold/Gold] standard.

2. For all ICT equipment not currently rated according to EPEAT standards, such as computer servers, printers, routers, CITY/STATE/ORG NAME’s Office of Contract Administration will propose application of criteria to guide environmentally preferable purchasing practices in consultation with the Chief Information Officer (CIO).  These guidelines will seek to minimize levels of toxic components, ensure the highest level of energy efficiency, incorporate recycled content, facilitate end-of-life recycling, and minimize unnecessary packaging.

3. For product categories where an EPEAT standard is in development, now or in future, once a product standard and registration process is in force, all products shall meet the minimum relevant EPEAT standard. Further consideration may be given to those products that meet higher levels of qualification under the product registration system.

4. CITY/STATE/ORG NAME will develop a procedure to develop necessary exemptions to this policy, with the goal of allowing no more than 5% of purchase dollars in the product area(s) covered by the EPEAT rating system to be spent on non-EPEAT-registered products. Such exemptions may be allowed, for example, if no registered products meet the specific performance needs of a purchaser, or if the EPEAT registered product will not be cost-effective over the life of the product.

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Model Policy Language – Detailed Version

The policy language below is excerpted from actual organizational policies– it provides a useful model that can be  customized to suit the particular needs and contracting approaches of your organization:

(a) General. PURCHASERS must ensure that they meet at least 95 percent of their annual acquisition requirement for electronic products with Electronic Product Environmental Assessment Tool (EPEAT)-registered electronic products, unless there is no EPEAT standard for such products.

(b) Personal computer products.

Personal computer products is a category of EPEAT-registered electronic products.

(1) The IEEE 1680 standard for personal computer products—

(i) Was issued by the Institute of Electrical and Electronics Engineers on April 28, 2006;

(ii) Is a voluntary consensus standard;

(iii) Meets US EPA guidance on environmentally preferable products and services; and

(iv) Is described in more detail at http://www.epeat.net.

(2) A list of EPEAT-registered products that meet the IEEE 1680 standard can be found at http://www.epeat.net.

(3) The IEEE 1680 standard sets forth required and optional criteria. EPEAT ‘‘Bronze’’ registered products must meet all required criteria. EPEAT ‘‘Silver’’ registered products meet all required criteria and 50 percent of the optional criteria. EPEAT ‘‘Gold’’ registered products meet all required criteria and 75 percent of the optional criteria. These levels are discussed at www.epeat.net.

 

(c) This policy makes EPEAT Bronze registration the minimum standard that all IT hardware purchased by ORGANIZATION must meet. All purchasers are encouraged to make EPEAT Silver registration the required standard for IT hardware in specific purchase contracts, with Gold registered products preferred.

(d) PURCHASERS/DEPARTMENTS  shall establish procedures for granting any necessary exceptions to the requirement in paragraph (a) of this section, with the goal that the dollar value of exceptions granted will not exceed 5 percent of the total dollar value of electronic products acquired by the Agency/Department, for which EPEAT-registered products are available. For example, agencies may grant an exception if the agency determines that no EPEAT registered product meets agency requirements, or that the EPEAT registered product will not be cost effective over the life of the product.

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