For Purchasers

The materials below are designed to make it easy to specify EPEAT as a purchasing requirement and earn recognition for your organization.

  • The Responsible Purchasing Network has developed a Green Purchasing Best Practices Guide for Imaging Equipment, which offers a selection of practices for developing, implementing, and monitoring a successful responsible imaging equipment purchasing program. These practices can also be applied to PC/Display and Television purchasing policies.

Additional resources are available exclusively to EPEAT Purchasers-organizations that have made a formal commitment to purchase EPEAT-registered products. If you would like to sign up as an EPEAT purchaser, please contact Andrea Desimone – it’s simple, quick and helps you qualify for awards.

Model Policy Language

Model Policy Language – Short – Computers/Displays

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:

1. 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 EPEAT Bronze rating level, with a preference for Silver or Gold rating.

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.

Model Policy Language – Detailed – Computers/Displays

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 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. Purchasers are encouraged to make EPEAT Silver registration the required standard for IT hardware in specific purchase contracts, where sufficient products are available from multiple suppliers, 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.

Contract Language

See "Green Purchasing Best Practices: Imaging Equipment" (prerecorded webinar)

NOTE TO PURCHASERS: Setting Specifications: Because EPEAT’s leadership requirements are challenging to meet and are regularly updated, the meaning of the Bronze, Silver and Gold ratings changes during the lifecycle of a given standard.

When a new standard is published, few if any products will receive a Silver or Gold rating. Later, when many OEMs have completed design and engineering work to meet the new criteria, many products may be registered at higher tiers. However, when the standard is updated, the registry may once again contain no Silver or Gold products for a time.

For this reason, it is important that purchasers not be too restrictive in setting multi-year contract specifications, in order to receive bid responses from multiple suppliers and to ensure availability of product throughout the contract term.

We counsel against specifications which disallow Bronze, or restrict products to Gold only. Instead we encourage purchasers (per the model language below) to require EPEAT registration, and then to offer preference for products that meet higher ratings, if desired.

US Federal Purchasers needing model contract language should look for RFP language provided on the EPA's EPEAT purchasing page at www.epa.gov/epeat.

Model Language

Model Contract Language – PCs/Displays

Cut and paste to develop RFP or contract language that suits your needs. U.S. Federal purchasers should use the model Federal contract language in preference to this language (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/COUNTRIES]. 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 desktop 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.

Model Contract Language – Imaging Equipment

Product Requirements: Purchasers are encouraged to use the following minimum contract language to ensure the Imaging Equipment products they buy or lease meet the EPEAT Imaging Equipment standard. Please read the “Setting Specifications” note above for guidance on use of EPEAT ratings in procurement.

All imaging equipment products provided under this contract, including copiers, digital duplicators, facsimile machines, multifunction devices, printers, mailing machines and scanners (as defined by the U.S. ENERGY STAR® Imaging Equipment Specification) are required to have achieved Bronze registration or higher in the EPEAT system in [COUNTRY/COUNTRIES]. [Purchaser] will prefer products that have achieved EPEAT Silver or EPEAT Gold registration.

EPEAT is a procurement system designed to help large volume purchasers evaluate, compare, and select electronic products based upon their environmental attributes as specified in consensus-based IEEE 1680 Standards for the Environmental Assessment of Electronic Products. EPEAT for Imaging Equipment is based on the IEEE 1680.2 Standard for Environmental Assessment of Imaging Equipment. The EPEAT registration criteria and a database of all registered products are provided at http://www.epeat.net.

Recommended additional language:
Suppliers are required to block non-EPEAT registered products on electronic catalogs or web portals they host that customers may buy or lease from through this contract.

Reporting Requirements:
Purchase or lease information may be used to calculate the environmental benefits of EPEAT purchasing/leasing 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 or leased under this contract. For each piece of equipment sold/leased, 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
Copier
Digital Duplicator
Facsimile Machine
Multi-Function Device
Printer
Mailing Machine
Scanner
TOTAL

Model Contract Language - Televisions

Product Requirements: Purchasers are encouraged to use the following minimum contract language to ensure the Television products they buy or lease meet the EPEAT Television standard. Please read the “Setting Specifications” note above for guidance on use of EPEAT ratings in procurement.

All television products provided under this contract (as defined by the U.S. ENERGY STAR® Television Specification) are required to have achieved Bronze registration or higher in the EPEAT system in [COUNTRY/COUNTRIES]. [Purchaser] will prefer products that have achieved EPEAT Silver or EPEAT Gold registration.

EPEAT is a procurement system designed to help large volume purchasers evaluate, compare, and select electronic products based upon their environmental attributes as specified in consensus-based IEEE 1680 Standards for the Environmental Assessment of Electronic Products. EPEAT for Televisions is based on the IEEE 1680.3 Standard for Environmental Assessment of Televisions. The EPEAT registration criteria and a database of all registered products are provided at http://www.epeat.net.

Recommended additional language:
Suppliers are required to block non-EPEAT registered products on electronic catalogs or web portals they host that customers may buy or lease from through this contract.

Reporting Requirements:
Purchase or lease information may be used to calculate the environmental benefits of EPEAT purchasing/leasing 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 or leased under this contract. For each piece of equipment sold/leased, 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
Television
TOTAL

Sample Language

Dozens of governments, enterprises and educational institutions worldwide specify EPEAT as a purchasing requirement or preference for all applicable device categories. A sample of those entities is listed below. Clicking any of these EPEAT Purchasers’ names will show details of their contracting approach.

Federal Resources

The Federal Acquisition Regulation (FAR) requires that all federal agencies acquire electronic products that are energy efficient and are environmentally preferable compared to other products that serve the same purpose. As part of this requirement, the FAR requires that “agencies must ensure that they meet at least 95% 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.” (FAR Part 23.7).

The EPA’s Environmentally Preferable Purchasing Program helps federal purchasers procure environmentally preferable products and services. There are resources, including training slides and contract language located at www.epa.gov/epeat to help Federal purchasers meet that obligation

US Federal Purchasers needing model contract language should look for RFP language provided on the EPA's EPEAT purchasing page at www.epa.gov/epeat.

In addition, the Electronics Environmental Benefits Calculator can help calculate the positive environmental impact of your EPEAT purchasing.

Model Computer/Display Contract Language for U.S. Federal 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 Product 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.

Model Imaging Equipment Contract Language for U.S. Federal 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

Recommended Contract Clauses for Procuring EPEAT Registered Imaging Equipment

IEEE 1680.2 STANDARD FOR THE ENVIRONMENTAL ASSESSMENT OF IMAGING EQUIPMENT (OCTOBER 2012)

Definitions. As used in this clause—

  • Copier—A commercially available imaging product whose sole function is the production of hard copy duplicates from graphic hard copy originals. The unit is capable of being powered from a wall outlet or from a data or network connection. This definition is intended to cover products that are marketed as copiers or upgradeable digital copiers (UDCs).
  • Digital duplicator—A commercially available imaging product that is sold in the market as a fully automated duplicator system through the method of stencil duplicating with digital reproduction functionality. The unit is capable of being powered from a wall outlet or from a data or network connection. This definition is intended to cover products that are marketed as digital duplicators.
  • Facsimile machine (fax machine)—A commercially available imaging product whose primary functions are scanning hard copy originals for electronic transmission to remote units and receiving similar electronic transmissions to produce hard copy output. Electronic transmission is primarily over a public telephone system, but also may be via computer network or the Internet. The product also may be capable of producing hard copy duplicates. The unit is capable of being powered from a wall outlet or from a data or network connection. This definition is intended to cover products that are marketed as fax machines.
  • Mailing machine—A commercially available imaging product that serves to print postage onto mail pieces. The unit is capable of being powered from a wall outlet or from a data or network connection. This definition is intended to cover products that are marketed as mailing machines.
  • Multifunction device (MFD)—A commercially available imaging product, which is a physically integrated device or a combination of functionally integrated components, that performs two or more of the core functions of copying, printing, scanning, or faxing. The copy functionality as addressed in this definition is considered to be distinct from single-sheet convenience copying offered by fax machines. The unit is capable of being powered from a wall outlet or from a data or network connection. This definition is intended to cover products that are marketed as MFDs or multifunction products (MFPs).
  • Printer—A commercially available imaging product that serves as a hard copy output device, and is capable of receiving information from single-user or networked computers, or other input devices (e.g., digital cameras). The unit is capable of being powered from a wall outlet or from a data or network connection. This definition is intended to cover products that are marketed as printers, including printers that can be upgraded into MFDs in the field.
  • Scanner—A commercially available imaging product that functions as an electro-optical device for converting information into electronic images that can be stored, edited, converted, or transmitted, primarily in a personal computing environment. The unit is capable of being powered from a wall outlet or from a data or network connection. This definition is intended to cover products that are marketed as scanners.

NOTE—Imaging equipment as defined by the ENERGY STAR Imaging Equipment Specification.

"Under this contract, the Contractor shall deliver, furnish for Government use, or furnish for contractor use at a federally controlled facility, only imaging equipment that at the time of submission of proposals and at the time of award were EPEAT Bronze registered or higher.

For information about EPEAT, see www.epa.gov/epeat."

Recommended Contract Clauses for All EPEAT Registered Product Categories

"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."

Model Television Contract Language for U.S. Federal 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

Recommended Contract Clauses for Procuring EPEAT Registered Televisions

IEEE 1680.2 STANDARD FOR THE ENVIRONMENTAL ASSESSMENT OF TELEVISIONS (OCTOBER 2012)

Definitions. As used in this clause—

  • Television (TV): A commercially available electronic product designed primarily for the reception and display of audiovisual signals received from terrestrial, cable, satellite, Internet Protocol TV (IPTV), or other digital or analog sources. A TV consists of a tuner/receiver and a display encased in a single enclosure. The product usually relies upon a cathode-ray tube (CRT), liquid crystal display (LCD), plasma display, or other display technology. NOTE—Televisions with computer capability (e.g., computer input port) may be covered by this standard as long as they are marketed and sold to consumers primarily as televisions.

"Under this contract, the Contractor shall deliver, furnish for Government use, or furnish for contractor use at a federally controlled facility, only televisions that at the time of submission of proposals and at the time of award were EPEAT Bronze registered or higher.

For information about EPEAT, see www.epa.gov/epeat."

Recommended Contract Clauses for All EPEAT Registered Product Categories

"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."

Earn Recognition

Many recognition and awards programs consider EPEAT as a component of their qualifications. If your organization is involved in or considering any of the programs below, becoming an EPEAT Purchaser may contribute to your program success.

  • LEED – MR Credits 2.1-2.2, possible MR Credit 8
  • State Electronics Challenge – Purchasing Implementation
  • Green Guide for Health Care (2008) Operations Credits: EPP Prerequisite 2, EPP Credit 5
  • U.S. Department of Education Green Ribbon Schools program
  • Consortium on School Networking (CoSN) Green Computing Certificate – Purchasing commitment
  • STARS (Sustainability Assessment, Tracking and Rating System) program of the American Association of Sustainability in Higher Education (AASHE) – OP Credit 10 – Computer Purchasing
  • Green Report Card of the Sustainability Endowments Institute – for US and Canadian Colleges and Universities
VIP Purchasers

We have created a suite of resources available exclusively to EPEAT Purchasers-organizations that have made a formal commitment to purchase EPEAT-registered products. The materials are designed to make it easy to tell the story of your organization’s commitment to buying greener electronics and reducing your environmental impact.

Resources include:

  • Model website language
  • Press release templates
  • Use of the EPEAT logo
  • Computer lab and library signs
  • Application for recognition in the EPEAT Buy Green Challenge

To sign up as an EPEAT Purchaser, please contact Andrea Desimone – it’s simple, quick and helps you qualify for awards.

VIP Purchaser Resources Access