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Auckland Regional Council logoPhotocopiers - Auckland Regional Council

Summary

In inviting expressions of interest for the supply and maintenance of photocopiers Auckland Regional Council developed a set of sustainability criteria. Suppliers were requested to indicate compliance with existing environmental standards, such as Energy Star and ISO 14001, as well as provide further relevant environmental information to demonstrate the corporate sustainability commitments of their organisation and their products and services.

Key drivers

The supply and maintenance of self-user photocopiers is the first contract put out for tender since the implementation of the Walk the Talk strategy. It has provided council with an ideal opportunity to run a pilot project using the strategy prior to a review of the draft procurement strategy due to commence in July 2004.

The purchase will be a part of the rationalisation of office equipment, to improve energy efficiency and resource use as a part of the Walk the Talk Strategy.

Project detail

An initial expression of interest was issued to shortlist preferred suppliers. Evaluation was based on the following criteria:

  • receipt of all information required,
  • ability to deliver the scope of services,
  • financial capability to perform the contract,
  • demonstrated environmental and OHS commitment and performance.

The sustainability criteria that suppliers were asked to address as part of the expression of interest phase were:

  • Is your company certified to ISO14001 standard or equivalent?
  • Does your company comply with the draft ECNZ eco-label for copying machines, printers, faxes and multi-functional devices (EC - 24 - 04)?
  • All copiers should comply with the Energy Star® standard for energy-efficient products.
  • Must have an energy saver mode.
  • Must have low power consumption.
  • All floor copiers must be set automatically to double-sided printing to ensure reduced paper consumption (but be able to be manually set to single sided as and when required).
  • Must be able to use 100% recycled paper.
  • Copiers' bodies and internal parts should be recyclable.
  • Free of charge collection and recycling of copiers and parts.
  • Toner bottles must be recyclable.
  • Provide your company's full New Zealand and global environmental Policy.
  • All installed copier readings to be carried out electronically.

Following this process, suppliers were then asked to complete a fuller list of tender evaluation criteria. Evaluation was based on the criteria used in the initial short listing process.

Key challenges

One of the key challenges identified by council is the development of a tool to evaluate the environmental, economic, social and cultural considerations. Tenderers were highly supportive and cooperative during the project, however, the data sets submitted by suppliers have been inconsistent, which has made 'like for like' comparison difficult.

Outcomes of project

The contract is currently out to tender and the outcomes of the project are unable to be assessed at this stage.

Tender evaluation criteria for the purchase of photocopiers

Model

  1. Will the photocopier be set for duplexing as standard?
  2. Compatible with 100% recycled paper, including 100% pre-consumer & 100% post-consumer paper content)
  3. Doe this product comply with RAL-UZ 62?
  4. Does this product comply with Draft NZELT EC - 24 - 04
  5. What is the average number of callouts for (maintenance/fixing) per photocopier per annum?
  6. What is the predicted lifespan of the machine?
  7. What is the average number of copies made per maintenance call?
  8. What cleaning products/chemicals (and in what qualities) are used by service people?

Acoustical noise (operator position, distance 0.25m)

  1. Sound pressure level - Operational Mode
  2. Sound pressure level - Idle mode

Emissions

  1. Please quantify heat emissions from this photocopier (standby mode)
  2. Please quantify all discharges to air from this photocopier whilst in use or in standby:
  • Ozone (mg/m3)
  • Dust(mg/m3)
  • Styrene (mg/m3)
  • Please state any other emissions

Energy consumption

  1. Energy - Maximum (kW)
  2. Energy use - energy saver mode (W)
  3. Standby mode (W)
  4. What is the average annual energy consumption of the photocopier (kWh) - [Assumptions: All energy savings modes are enabled to minimise energy consumption, and the machine is operational for 60 minutes per 8hr working day, 200 working days per year.]
  5. All copiers must meet Energy Star® power consumption guidelines and be installed with the Energy Star® functions enabled.
  6. What is the average annual fossil fuel consumption of the photocopier (eg oil). [Assumptions: All energy savings modes are enabled to minimise energy consumption, and the machine is operational for 60 minutes per 8hr working day, 200 working days per year]
  7. Does the photocopier use a polymerised toner?

Chemical Substances

  1. What is the average annual chemical consumption of the photocopier? [Assumptions: All energy savings modes are enabled to minimise energy consumption, and the machine is operational for 60 minutes per 8hr working day, 200 working days per year.]
  2. Please state the average number of copies made per litre of toner used. [Assumption: Paper used is Xerox 100% 80g/m2 recycled paper.]
  3. Does the machine use any ozone depleting substances?
  4. If yes, what type are they and what is the average annual consumption?
  5. Are there any alternatives to the use of these substances?

Recycling

  1. What is the minimum recycled content of toner containers by weight?
  2. Do you have a free collection and recycling services for all products and consumables for this photocopier?
  3. What is material composition (and associated weight) of the packaging used during the delivery of the unit.
  4. Where and how are the various packaging materials recycled or disposed?
  5. What recycled materials are used in the manufacture of this photocopier?
  6. What proportion (%) of the machine and its components is made up of recycled materials?
  7. Please state which components can be recycled? What is proportion (%) of components that can be recycled?
  8. Please state which components cannot be recycled? What is proportion (%) of components that cannot be recycled?
  9. How are these components disposed?