IT / Electronics

Contracting Initiative

E-Procurement Systems

Cut-and-Paste Acquisition Language for E-Procurement Systems

(Service Solicitation)

The proposed system must include features that support [your organization’s] sustainable purchasing goals. System configurations that result in more requests and purchases of green products, identification of green suppliers, and reports on sustainable purchasing are encouraged.

The Vendor shall supply systems that are about to:

  • Import and maintain third-party product data that will assist users in identifying sustainable products. This could include but is not limited to:
    • Product identifying codes (i.e NAICS codes, manufacturer numbers)
    • Custom green label (i.e. green leaf, light/dark green label)
    • Third-party certifications (i.e. ENERGY STAR, EPEAT)
    • Energy consumption metrics (i.e. kwh/yr)

[For e-catalogs]

  • Display sustainable product attributes in the e-catalog interface. This could include but is not limited to:
    • Custom green label (i.e. green leaf, light/dark green label)
    • Third-party certifications (i.e. ENERGY STAR, EPEAT)
    • Energy consumption metrics (i.e. kwh/yr)
  • Filter e-catalog products by sustainable product attributes
  • Sort and/or prioritize viewing e-catalog products with sustainable attributes

[For punch-out catalogs]

  • Tagging the sustainable product attribute data from punch-out catalogs to items placed in the shopping cart

[For contract management systems]

  • Prompt users to add sustainable purchasing clauses/requirements to relevant solicitations
  • Require submission of a justification for purchase requests of non-sustainable products

[For supplier database]

  • Utilize sustainable purchasing questions in the entry questionnaire to identify sustainable or “green” suppliers in the supplier database

[For reporting]

  • Provide sustainable procurement reports on:
    • Total green spend [organization determines how this defined as]
    • Amount of sustainable products purchased in a product category
    • Greenhouse gas emissions savings from sustainable purchasing

The Vendor shall demonstrate how the proposed system can be configured to support sustainable purchasing [see attached script questions].

Past Performance
The Vendor shall supply evidence of the Vendor’s past performance in providing a system that supports organizations’ sustainable purchasing operations for contracts of similar size, scope, and complexity. Evidence will be evaluated based on the relevance of the submitted information, the level of detail, and verification from the Vendor’s references.

The Vendor shall be evaluated based on their demonstration of how their system can be configured to support [your organization’s] sustainable purchasing goals.

[Optional] Weight shall be awarded accordingly to the Vendor for demonstration of each feature that supports sustainable purchasing.

Past Performance
The Vendor shall be awarded points based on evidence supplied of the Vendor’s past performance in providing a system that supports organizations’ sustainable purchasing operations for contracts of similar size, scope, and complexity. Evidence will be evaluated based on the relevance of the submitted information, the level of detail, and verification from the Vendor’s references.

IT Maintenance

Cut-and-Paste Acquisition Language for IT Maintenance

(Service Solicitation)

The Contractor shall provide and maintain IT equipment in such a way as to ensure that energy savings are maximized. Any replacements required in the operation and maintenance of the equipment shall meet EPEAT [specify tier] rating or ENERGY STAR® certification guidelines.

The following is a list of IT & Electronics product categories for which EPEAT-registered products are available. The most current list is available at epeat.net:

  • Computers and displays
  • Televisions
  • Servers
  • Mobile Phones
  • Imaging equipment including copiers, printers, scanners, digital duplicators, and multifunction devices

The following is a list of IT & Electronics products for which ENERGY STAR® certified products are available. It is not all-inclusive and is evolving; the most current list is available at energystar.gov/products.

  • Audio/video equipment
  • Set-top boxes
  • Slates and Tablets
  • Televisions
  • Computers/monitors
  • Data center storage and enterprise servers
  • Large and small network equipment
  • Telephones
  • Uninterruptible power supplies
  • Small/large network equipment

The Contractor shall supply products that are EPEAT [specify tier] rated or ENERGY STAR® certified for all covered products purchased under this contract (see Statement of Work for a list of covered products).

To find ENERGY STAR® certified IT & Electronics equipment, visit: https://www.energystar.gov/productfinder/

To find EPEAT [specify tier] rated IT & Electronics equipment, visit: https://epeat.net/

The Contractor shall operate and maintain the IT equipment provided with the power-saving features enabled for the duration of the contract.

The Contractor shall verify that all covered products (see Statement of Work for a list of covered products) supplied under this contract are EPEAT [specify tier] rated or ENERGY STAR® certified. The Contractor shall submit manufacturer cut sheets that confirm the products comply with efficiency requirements for each model of the covered product supplied.

Past Performance
The Contractor shall provide documents showing prior experience in specifying, purchasing, and using EPEAT [specify tier] rated or ENERGY STAR® certified products. The Contractor shall provide a list of all relevant contracts over the past two years involving the specification, purchase, and use of EPEAT [specify tier] rated or ENERGY STAR® certified products.

If the Contractor intends to subcontract any work involving purchasing products, the Contractor shall provide documents showing the subcontractor’s prior experience with purchasing and using EPEAT [specify tier] rated or ENERGY STAR® certified products.

[Option 1] Technical Approach
The Contractor will be evaluated on their ability to verify that all covered products they supply under this contract are EPEAT [specify tier] rated or ENERGY STAR® certified.

[Option 2] Price
The Contractor will be evaluated based on Best Value, including considerations for products purchased under this contract, as assessed through life cycle cost analysis. Contractors are required to provide the cost for each product using the life cycle cost formula below:

LCC = I + Repl − Res + E + W + OMR + X
where:

LCC = Total LCC in present-value dollars of a given alternative
I = Present-value investment costs
Repl = Present-value capital replacement costs
Res = Present-value residual value (resale value, scrap value, salvage value) less disposal costs
E = Present-value energy costs
W = Present-value water costs
OMR = Present-value non-fuel operating, maintenance, and repair costs
X = Present-value other costs (benefits treated as negative costs)

For more information on how to calculate life cycle cost, refer to https://nvlpubs.nist.gov/nistpubs/hb/2020/NIST.HB.135-2020.pdf

Past Performance
The Contractor will be awarded points based on evidence supplied of the Contractor’s past performance in providing energy-efficient products with contracts of similar size, scope, and complexity. Evidence will be evaluated based on the relevance of the submitted information, the level of detail, and verification from the Contractor’s references.

[Insert in Document Requirements section] The Contractor shall submit a sample Green Products Report. This report will serve as an example of the regular Green Products Report expected during the duration of the contract and should include the type of product supplied, quantity, dollar value, and type of green certification the product qualifies for, for all covered products supplied.

[Insert in Evaluation Criteria section] Additional points shall be awarded to the Contractor able to provide a quarterly Green Products Report to [your organization] within 30 days of the end of every quarter the contract is valid for. The Green Products report must include all of the information specified in the Document Requirements section for all covered products supplied.

[*Include in contract language] The Contractor shall provide a quarterly Green Products Report to [your organization] within 30 days of the end of every quarter the contract is valid for. This report should include the type of product supplied, quantity, dollar value, and type of green certification the product qualifies for, for all covered products supplied.

Computers/Laptops/Displays

Cut-and-Paste Acquisition Language for Computers/Laptops/Displays

(Product Solicitation)

According to [your organization’s] goals to optimize energy performance at [your site], the Vendor shall ensure that all computers/laptops/displays supplied are ENERGY STAR® certified products and/or are rated as EPEAT [specify tier].

The vendor shall supply computers/laptops/displays that are ENERGY STAR® certified and/or rated as EPEAT [specify tier]. Find products that meet the certification requirements using the links in the table below:

Computers/laptops/displays that are not ENERGY STAR® certified and/or rated as EPEAT [specify tier] will not be considered for the bid.

The Vendor shall submit manufacturer cut sheets for each model of computer/laptop/monitor supplied indicating ENERGY STAR® certification and/or EPEAT [specify tier] rating.

[Option 1] The Vendor will be evaluated based on the Vendor’s ability to verify that all computers/laptops/displays supplied are ENERGY STAR® certified and/or EPEAT [specify tier] rated.

[Option 2] The Vendor will be evaluated based on Best Value as assessed through life cycle cost analysis. Vendors are required to provide the cost for each computer/laptop/display using the life cycle cost formula below:

LCC = I + Repl − Res + E + W + OMR + X
where:

LCC = Total LCC in present-value dollars of a given alternative
I = Present-value investment costs
Repl = Present-value capital replacement costs
Res = Present-value residual value (resale value, scrap value, salvage value) less disposal costs
E = Present-value energy costs
W = Present-value water costs
OMR = Present-value non-fuel operating, maintenance, and repair costs
X = Present-value other costs (benefits treated as negative costs)

For more information on how to calculate life cycle cost, refer to https://nvlpubs.nist.gov/nistpubs/hb/2020/NIST.HB.135-2020.pdf

[Insert in Document Requirements section] The Vendor shall submit a sample Green Products Report. This report will serve as an example of the regular Green Products Report expected during the duration of the contract and should include the type of product supplied, quantity, dollar value, and type of green certification the product qualifies for, for all computers/laptops/monitors supplied.

[Insert in Evaluation Criteria section] Additional points shall be awarded to the Vendor able to provide a Green Products Report with every invoice for the duration of the contract. The Green Products report must include all of the information specified in the Document Requirements section for all computers/laptops/monitors supplied.

[Insert in Document Requirements section *Include in contract language] The Vendor shall provide a Green Products Report to [your organization] with every invoice. This report should include the type of product supplied, quantity, dollar value, and type of green certification the product qualifies for, for all computers/laptops/monitors supplied.

DVD/Blu-Ray Disc Players

Cut-and-Paste Acquisition Language for DVD/Blu-Ray Disc Players

(Product Solicitation)

According to [your organization’s] goals to optimize energy performance at [your site], the Vendor shall ensure that all DVD/Blu-Ray disc players supplied are ENERGY STAR® certified products.

The Vendor shall submit manufacturer cut sheets for each model of DVD/Blu-Ray disc player supplied indicating ENERGY STAR® certification.

[Option 1] The Vendor will be evaluated based on the Vendor’s ability to verify that all DVD/Blu-Ray disc players supplied are ENERGY STAR® certified products.

[Option 2] The Vendor will be evaluated based on Best Value as assessed through life cycle cost analysis. Vendors are required to provide the cost for each DVD/Blu-Ray disc player using the life cycle cost formula below:

LCC = I + Repl − Res + E + W + OMR + X
where:

LCC = Total LCC in present-value dollars of a given alternative
I = Present-value investment costs
Repl = Present-value capital replacement costs
Res = Present-value residual value (resale value, scrap value, salvage value) less disposal costs
E = Present-value energy costs
W = Present-value water costs
OMR = Present-value non-fuel operating, maintenance, and repair costs
X = Present-value other costs (benefits treated as negative costs)

For more information on how to calculate life cycle cost, refer to https://nvlpubs.nist.gov/nistpubs/hb/2020/NIST.HB.135-2020.pdf

Enterprise (Computer) Servers

Cut-and-Paste Acquisition Language for Enterprise (Computer) Servers

(Product Solicitation)

According to [your organization’s] goals to optimize energy performance at [your site], the Vendor shall ensure that all enterprise servers supplied are ENERGY STAR® certified products and/or are rated as EPEAT [specify tier].

The vendor shall supply enterprise servers that are ENERGY STAR® certified and/or rated as EPEAT [specify tier].

Find ENERGY STAR® certified enterprise servers at: https://www.energystar.gov/productfinder/product/certified-enterprise-servers/results

Find EPEAT-rated enterprise servers at: https://epeat.net/search-servers

Products that do not meet either ENERGY STAR® and/or EPEAT [specify tier] standards will not be considered for the bid.

The Vendor shall submit manufacturer cut sheets for each model of enterprise server supplied indicating ENERGY STAR® certification and/or EPEAT [specify tier] rating.

[Option 1] The Vendor will be evaluated based on the Vendor’s ability to verify that all enterprise servers supplied are ENERGY STAR® certified and/or EPEAT [specify tier] rated.

[Option 2] The Vendor will be evaluated based on Best Value as assessed through life cycle cost analysis. Vendors are required to provide the cost for each enterprise server supplied using the life cycle cost formula below:

LCC = I + Repl − Res + E + W + OMR + X
where:

LCC = Total LCC in present-value dollars of a given alternative
I = Present-value investment costs
Repl = Present-value capital replacement costs
Res = Present-value residual value (resale value, scrap value, salvage value) less disposal costs
E = Present-value energy costs
W = Present-value water costs
OMR = Present-value non-fuel operating, maintenance, and repair costs
X = Present-value other costs (benefits treated as negative costs)

For more information on how to calculate life cycle cost, refer to https://nvlpubs.nist.gov/nistpubs/hb/2020/NIST.HB.135-2020.pdf

Multifunction Devices (Imaging Equipment)

Cut-and-Paste Acquisition Language for Multifunction Devices (Imaging Equipment)

(Product Solicitation)

According to [your organization’s] goals to optimize energy performance at [your site], the Vendor shall ensure that all multifunction devices supplied are ENERGY STAR® certified products and/or are rated as EPEAT [specify tier].

The vendor shall supply a multifunction device that is ENERGY STAR® certified and/or rated as EPEAT [specify tier].

Find an ENERGY STAR® certified multifunction device (imaging equipment) at: https://www.energystar.gov/productfinder/product/certified-imaging-equipment/results?formId=b2a2a21a-f7da-4191-b2ea-06c25d403902&scrollTo=5&search_text=&product_type_filter=Multifunction+Devices+%28MFD%29&brand_name_isopen=0&marking_technology_isopen=0&markets_filter=United+States&zip_code_filter=&product_types=Select+a+Product+Category&sort_by=brand_name&sort_direction=asc&currentZipCode=12203&page_number=0&lastpage=0

Find an EPEAT [specify tier] rated multifunction device at: https://epeat.net/imaging-equipment-search-result/page-1/size-25?productTypeId=185450

Multifunction devices that are not ENERGY STAR® certified and/or rated as EPEAT [specify tier] will not be considered for the bid.

The Vendor shall submit manufacturer cut sheets for each multifunction device indicating ENERGY STAR® certification and/or EPEAT [specify tier] rating.

[Option 1] The Vendor will be evaluated based on the Vendor’s ability to verify that all multifunction devices supplied are ENERGY STAR® certified and/or EPEAT [specify tier] rated.

[Option 2] The Vendor will be evaluated based on Best Value as assessed through life cycle cost analysis. Vendors are required to provide the cost for each product using the life cycle cost formula below:

LCC = I + Repl − Res + E + W + OMR + X
where:

LCC = Total LCC in present-value dollars of a given alternative
I = Present-value investment costs
Repl = Present-value capital replacement costs
Res = Present-value residual value (resale value, scrap value, salvage value) less disposal costs
E = Present-value energy costs
W = Present-value water costs
OMR = Present-value non-fuel operating, maintenance, and repair costs
X = Present-value other costs (benefits treated as negative costs)

For more information on how to calculate life cycle cost, refer to https://nvlpubs.nist.gov/nistpubs/hb/2020/NIST.HB.135-2020.pdf

Printers/Copiers/Scanners/Multifunction Devices

Cut-and-Paste Acquisition Language for Printers/Copiers/Scanners/Multifunction Devices

(Product Solicitation)

According to [your organization’s] goals to optimize energy performance at [your site], the Vendor shall ensure that all printers/copiers/scanners/multifunction devices supplied are ENERGY STAR® certified products and/or are rated as EPEAT [specify tier].

The vendor shall supply printers/copiers/scanners/multifunction devices that are ENERGY STAR® certified and/or rated as EPEAT [specify tier]. Find printers/copiers/scanners/multifunction devices that are ENERGY STAR® certified at: https://www.energystar.gov/productfinder/product/certified-imaging-equipment/results and/or are EPEAT registered at: https://epeat.net/search-imaging-equipment.

Products that are not ENERGY STAR® certified and/or rated as EPEAT [specify tier] will not be considered for the bid.

The Vendor shall submit manufacturer cut sheets for each model of printer/copier/scanner/multifunction device supplied indicating ENERGY STAR® certification and/or EPEAT [specify tier] rating.

[Option 1] The Vendor will be evaluated based on the Vendor’s ability to verify that all printers/copiers/scanners/multifunction devices supplied are ENERGY STAR® certified and/or EPEAT [specify tier] rated.

[Option 2] The Vendor will be evaluated based on Best Value as assessed through life cycle cost analysis. Vendors are required to provide the cost for each printer/copier/scanner/multifunction device using the life cycle cost formula below:

LCC = I + Repl − Res + E + W + OMR + X
where:

LCC = Total LCC in present-value dollars of a given alternative
I = Present-value investment costs
Repl = Present-value capital replacement costs
Res = Present-value residual value (resale value, scrap value, salvage value) less disposal costs
E = Present-value energy costs
W = Present-value water costs
OMR = Present-value non-fuel operating, maintenance, and repair costs
X = Present-value other costs (benefits treated as negative costs)

For more information on how to calculate life cycle cost, refer to https://nvlpubs.nist.gov/nistpubs/hb/2020/NIST.HB.135-2020.pdf

Set-Top Boxes

Cut-and-Paste Acquisition Language for Set-Top Boxes

(Product Solicitation)

According to [your organization’s] goals to optimize energy performance at [your site], the Vendor shall ensure that all set-top boxes supplied are ENERGY STAR® certified products.

Vendors shall supply ENERGY STAR® certified set-top boxes. Find an ENERGY STAR® certified set-top box at the link below: 
https://www.energystar.gov/productfinder/product/certified-set-top-boxes/results

Set-top boxes that are not ENERGY STAR® certified will not be considered for the bid.

The Vendor shall submit manufacturer cut sheets for each model of set-top box supplied indicating ENERGY STAR® certification.

[Option 1] The Vendor will be evaluated based on the Vendor’s ability to verify that all set-top boxes supplied are ENERGY STAR® certified products.

[Option 2] The Vendor will be evaluated based on Best Value as assessed through life cycle cost analysis. Vendors are required to provide the cost for each set-top box using the life cycle cost formula below:

LCC = I + Repl − Res + E + W + OMR + X
where:

LCC = Total LCC in present-value dollars of a given alternative
I = Present-value investment costs
Repl = Present-value capital replacement costs
Res = Present-value residual value (resale value, scrap value, salvage value) less disposal costs
E = Present-value energy costs
W = Present-value water costs
OMR = Present-value non-fuel operating, maintenance, and repair costs
X = Present-value other costs (benefits treated as negative costs)

For more information on how to calculate life cycle cost, refer to https://nvlpubs.nist.gov/nistpubs/hb/2020/NIST.HB.135-2020.pdf

Telephones/Mobile Phones

Cut-and-Paste Acquisition Language for Telephones/Mobile Phones

(Product Solicitation)

According to [your organization’s] goals to optimize energy performance at [your site], the Vendor shall ensure that all telephones/mobile phones supplied are ENERGY STAR® certified products and/or are rated as EPEAT [specify tier].

The Vendor shall supply telephones/mobile phones that are ENERGY STAR® certified and/or rated as EPEAT [specify tier].

Find a list of ENERGY STAR® telephones here: https://www.energystar.gov/productfinder/product/certified-telephones/results

Find a list of EPEAT rated mobile phones here: https://epeat.net/search-mobile-phones

Products that are not ENERGY STAR® certified and/or EPEAT [specify tier] registered will not be considered for the bid.

The Vendor shall submit manufacturer cut sheets for each model of telephone/mobile phone supplied indicating ENERGY STAR® certification and/or EPEAT [specify tier] rating.

[Option 1] The Vendor will be evaluated based on the Vendor’s ability to verify that all telephones/mobile phones supplied are ENERGY STAR® certified and/or EPEAT [specify tier] rated.

[Option 2] The Vendor will be evaluated based on Best Value as assessed through life cycle cost analysis. Vendors are required to provide the cost for each telephone/mobile phone supplied using the life cycle cost formula below:

LCC = I + Repl − Res + E + W + OMR + X
where:

LCC = Total LCC in present-value dollars of a given alternative
I = Present-value investment costs
Repl = Present-value capital replacement costs
Res = Present-value residual value (resale value, scrap value, salvage value) less disposal costs
E = Present-value energy costs
W = Present-value water costs
OMR = Present-value non-fuel operating, maintenance, and repair costs
X = Present-value other costs (benefits treated as negative costs)

For more information on how to calculate life cycle cost, refer to https://nvlpubs.nist.gov/nistpubs/hb/2020/NIST.HB.135-2020.pdf

Televisions

Cut-and-Paste Acquisition Language for Televisions

(Product Solicitation)

According to [your organization’s] goals to optimize energy performance at [your site], the Vendor shall ensure that all televisions supplied are ENERGY STAR® certified products and/or are rated as EPEAT Bronze.

The Vendor shall supply televisions that are ENERGY STAR® certified and/or rated as EPEAT Bronze tier. 

ENERGY STAR® televisions: https://www.energystar.gov/productfinder/product/certified-televisions/results

EPEAT Bronze televisions: https://epeat.net/search-tvs

Products that are not ENERGY STAR® certified or EPEAT Bronze registered will not be considered for the bid.

The Vendor shall submit manufacturer cut sheets for each model of television supplied indicating an ENERGY STAR® certification and/or EPEAT Bronze rating.

[Option 1] The Vendor will be evaluated based on the Vendor’s ability to verify that all televisions supplied are ENERGY STAR® certified and/or EPEAT Bronze registered.

[Option 2] The Vendor will be evaluated based on Best Value as assessed through life cycle cost analysis. Vendors are required to provide the cost for each television supplied using the life cycle cost formula below:

LCC = I + Repl − Res + E + W + OMR + X
where:

LCC = Total LCC in present-value dollars of a given alternative
I = Present-value investment costs
Repl = Present-value capital replacement costs
Res = Present-value residual value (resale value, scrap value, salvage value) less disposal costs
E = Present-value energy costs
W = Present-value water costs
OMR = Present-value non-fuel operating, maintenance, and repair costs
X = Present-value other costs (benefits treated as negative costs)

For more information on how to calculate life cycle cost, refer to https://nvlpubs.nist.gov/nistpubs/hb/2020/NIST.HB.135-2020.pdf

Uninterruptible Power Supplies

Cut-and-Paste Acquisition Language for Uninterruptible Power Supplies

(Product Solicitation)

According to [your organization’s] goals to optimize energy performance at [your site], the Vendor shall ensure that all uninterruptible power supplies supplied are ENERGY STAR® certified products.

Vendors shall supply ENERGY STAR® certified uninterruptible power supplies. Find a list of current ENERGY STAR® certified uninterruptible power supplies at the link below: 
https://www.energystar.gov/productfinder/product/certified-uninterruptible-power-supplies/results

Uninterruptible power supplies that are not ENERGY STAR® certified will not be considered for the bid.

The Vendor shall submit manufacturer cut sheets for each model of uninterruptible power supply supplied indicating ENERGY STAR® certification.

[Option 1] The Vendor will be evaluated based on the Vendor’s ability to verify that all uninterruptible power supplies supplied are ENERGY STAR® certified products.

[Option 2] The Vendor will be evaluated based on Best Value as assessed through life cycle cost analysis. Vendors are required to provide the cost for each uninterruptible power supply using the life cycle cost formula below:

LCC = I + Repl − Res + E + W + OMR + X
where:

LCC = Total LCC in present-value dollars of a given alternative
I = Present-value investment costs
Repl = Present-value capital replacement costs
Res = Present-value residual value (resale value, scrap value, salvage value) less disposal costs
E = Present-value energy costs
W = Present-value water costs
OMR = Present-value non-fuel operating, maintenance, and repair costs
X = Present-value other costs (benefits treated as negative costs)

For more information on how to calculate life cycle cost, refer to https://nvlpubs.nist.gov/nistpubs/hb/2020/NIST.HB.135-2020.pdf

Reference: SF Tool Green Procurement Compilation (https://sftool.gov/greenprocurement)