Resources - Procurement

The resources below are provided to assist Partners in “greening” their procurement process and purchases of information technology (IT) equipment.  Additional resources will be added to this section as they are developed or identified. Partners should also check to see if they are eligible or required to purchase off of state contracts offering environmentally preferable computer products. [Go to State Links.]

• Planning Tools
• Product Environmental Performance Standards
• Total Cost of Ownership

Planning Tools

• Acquisition and Procurement Planning Checklist
  This checklist outlines questions to consider throughout the electronics acquisition and procurement process, and can assist you in planning and purchasing environmentally preferable electronic products and services. Completion of this checklist is required to fulfill the SEC Program Requirements for procurement. 
  
  
• NEW! EPA Region 8 Standard Operating Procedure (SOP) For IT Asset Management (Word) (PDF)

  This document provides a detail map of the process by which information technology (IT) assets are managed throughout their life cycle from purchase to final disposition. This guidance can help to reduce lifecycle costs of electronic equipment, streamline, and improve existing asset management practices.    

Product Environmental Performance Standards

• EPEAT^® Standard for Desktops, Laptops, and Monitors
  Computer products with EPEAT designations meet high standards for environmental performance.  Purchasing EPEAT-designated computer products is required to fulfill the SEC Program Requirements for procurement. The following resources provide information on EPEAT and how to identify and specify EPEAT-registered products.

  EPEAT Product Registry
  On the home page of the EPEAT website is a free, searchable database that allows purchasers to identify computer products that meet the EPEAT standard. 

  EPEAT: A New Tool to Purchase Green Electronics
  This fact sheet, developed by the Northeast Recycling Council, Inc., provides a concise overview of EPEAT.

  Sample Contract Language
  The EPEAT website provides sample language for purchasers to “drop in” to or modify for use in their purchasing contracts. The purchasing specification recommends vendor reporting to help track EPEAT product purchases.  

  New: EPA Region 8 Standard Operating Procedure (SOP) For Purchasing EPEAT & Environmentally Preferable IT Products (Word) (PDF)

  This document provides a detailed model for implementing a procurement program for EPEAT registered products, as well as electronics beyond computers, monitors, and laptops.  It also includes other office equipment such as printers, copiers, fax machines, and televisions and small electronics.

  EPEAT Presentation
  This PowerPoint Presentation from the SEC Partner Teleconference provides an excellent overview of EPEAT.

• EPEAT Standards for Televisions and Imaging Devices – Coming Soon

New EPEAT standards are under development for televisions and imaging equipment, including copiers, printers, fax machines, and multi-function devices.  The new standards should be available in early 2011.

New EPEAT Standards Development
The new EPEAT standards for televisions and imaging devices are being developed through the Institute for Electrical and Electronic Engineers (IEEE).

Sample Contract Language
If your organization plans to issue an RFP for televisions or imaging equipment before the standards are available, you might want to consider including a placeholder for EPEAT-registered equipment.  This guidance is provided by the Federal Electronics Challenge to its Partners.

• NEW! Quick Guide to Environmental Labels for Computer Equipment - Desktops, Notebooks, and Displays
  This Quick Guide, written by TCO Development, provides a summary comparison tool between the major eco-labels for personal computers. Its intended use is to briefly highlight the major features of each label. It is not intended to serve as a detailed explanation of each label, its certification system, or criteria sets.


• Greening Your Purchase of Copiers
  The U.S. Environmental Protection Agency (EPA) developed this online guide to greening the purchase of copiers for federal agencies.  This resource provides guidance on characteristics of a “green” copier, and how to improve the life cycle environmental stewardship of copying.  Options for providing the service of copying without direct product purchase are also outlined for consideration.

• Integrating Environmental Attributes into Leasing
  This document explains the different types of leasing arrangements and how they may help your agency procure "greener" electronic equipment, extend the product life cycle, and ensure proper management of equipment at the end of life.
  

Total Cost of Ownership

Total Cost of Ownership, or TCO, modeling is a tool for systematic consideration of all costs related to an information technology (IT) management decision. TCO includes all costs, direct and indirect, incurred throughout the life cycle of an asset, including acquisition and procurement, operation and maintenance and end-of-life management. The U.S. EPA developed the following resources for Partners in the Federal Electronics Challenge that may be useful for SEC Partners. 

• Total Cost of Ownership Guidance
  This document provides an overview of TCO modeling and guidance on how to utilize TCO to make purchasing decisions for information technology products.


• Total Cost of Ownership Calculator Tool
  The TCO Calculator Tool allows users to compare the costs of different options for the life cycle management of IT equipment with an emphasis on decisions that may have an environmental impact. The TCO Calculator uses a Microsoft Excel Spreadsheet format.


• Summing Up the Total Cost of Ownership
  This PowerPoint presentation developed for the Federal Electronics Challenge provides an overview of TCO modeling and instructions on using the TCO Calculator Tool.