Acquisition and Procurement Planning Checklist

PURPOSE

This checklist outlines questions to consider throughout the electronics acquisition and procurement process. This checklist can assist you in planning and purchasing environmentally preferable electronic products and services. Completion of this document is required for all State Electronics Challenge (SEC) award levels.

INSTRUCTIONS

Please respond to at least the questions applicable to the SEC award level that you chose:
Gold Level
Silver Level
Bronze Level
Note: Although the SEC award designations (bronze, silver, and gold) are the same as EPEAT^®-registration categories, the color-coding symbols in this document are independent of EPEAT^® designations.
After considering each action item, check “Yes” or “No” to specify if your organization has decided to implement the action. If you check “Yes,” check the office(s) that is (are) responsible for ensuring implementation of the action.
Click on hyperlinks throughout the checklist for forms, resources, and other useful documents related to completion of these actions

NEEDS ASSESSMENT

Action	Implement action?	Who is responsible for action?
Assess the need to purchase vs. fulfilling the requirement using an alternate method (i.e., internal reuse, leasing, or obtaining excess equipment from another agency).	Yes No	Program Office Contracts Office Other
Assess the possibility of upgrading equipment vs. purchasing of new equipment.	Yes No	Program Office Contracts Office Other
If equipment is leased, assess the possibility of extending current lease vs. purchasing or leasing of new equipment.	Yes No	Program Office Contracts Office Other

INFORMATION GATHERING/MARKET SURVEY

Action	Implement action?	Who is responsible for action?
Discuss with your current equipment vendors the types of environmentally preferable products they offer.	Yes No	Program Office Contracts Office Other
Discuss with your current vendors the environmental attributes of the products you already purchase(d).	Yes No	Program Office Contracts Office Other
Require vendors to complete the FEC Product Information Sheet or provide similar information. Fulfilled by purchasing EPEAT^® products.	Yes No	Program Office Contracts Office Other

OUTREACH TO REQUIREMENT OFFICES

	Action	Implement action?	Who is responsible for action?
	Provide information regarding EPEAT^®and environmental attributes of electronics to Program Offices that specify information technology (IT) requirements.	Yes No	Program Office Contracts Office Other

EVALUATION CRITERIA CONSIDERATIONS

Action	Implement action?	Who is responsible for action?
Include ability of vendors to provide EPEAT^® registered products.	Yes No	Program Office Contracts Office Other
Include ability of vendors to perform End-of-Life (EOL) management services.	Yes No	Program Office Contracts Office Other
Include at least 3 identified environmental attributes in purchasing specifications. Fulfilled by purchasing EPEAT^® products.	Yes No	Program Office Contracts Office Other
Include ability of vendors to provide reduced packaging. EPEAT^® products might fulfill this requirement. Check with vendor or EPEAT^® registry.	Yes No	Program Office Contracts Office Other
Include total cost of ownership	Yes No	Program Office Contracts Office Other
Include ability of vendors to provide training about environmental aspects of their products to users.	Yes No	Program Office Contracts Office Other
Include product's design for recyclability. EPEAT^® products might fulfill this requirement. Check with vendor or EPEAT^® registry.	Yes No	Program Office Contracts Office Other

CONTRACTUAL REQUIREMENTS - SPECIFIC CLAUSES

Action	Implement action?	Who is responsible for action?
Include clause requiring EPEAT^®bronze registered, or higher, products.	Yes No	Program Office Contracts Office Other
Include clause requiring ENERGY STAR^® compliant products. Fulfilled by purchasing EPEAT^® products.	Yes No	Program Office Contracts Office Other
Include clause requiring manuals to be delivered on compact disc (CD) or made available online.	Yes No	Program Office Contracts Office Other
Include clause requiring delivery of products in "multi-packs" (i.e., multiple items in one box).	Yes No	Program Office Contracts Office Other
Include clause requiring vendors to take-back all packaging or choose EPEAT^®registered products that meet optional criteria for packaging take back.	Yes No	Program Office Contracts Office Other
Include clause requiring vendors to take-back products at EOL or utilize vendor's take back service for EPEAT^®registered products.	Yes No	Program Office Contracts Office Other

POST AWARD FOLLOW-UP

Action	Implement action?	Who is responsible for action?
Obtain reporting from vendors on their sales of EPEAT^® registered electronics.	Yes No	Program Office Contracts Office Other
Provide oversight of contract to ensure vendor compliance with environmental clauses.	Yes No	Program Office Contracts Office Other