Imaging equipment

The supplier shall have routines for systematic environmental work that include the activities covered by the contract. The routines must be documented and at least comprise the following points:

• Routines for identifying, setting objectives and action plans on important environmental aspects.   
• Routines for running follow-up and improvement of set objectives and action plans, in connection to the important environmental aspects.
• Routines to secure compliance to relevant environment legislation.
• Routines to register/investigate, and manage environment accident and environment deviations.
• Routines for continuous education of employees regarding environmental issues.
• Routines for continuous improvement of the suppliers’ environment performance and updates of concerned action plans.
• Routines for control and management of information about hazardous substances that are present in the products, as well as routines for substitution of chemicals. The routines must at least comprise the Reach Candidate List substances¹, and the restricted substances according to the RoHs Directive².

The supplier must ensure that the manufacturer of the product (trademark owner) has implemented routines, models or assessment systems or similar to substitute substances hazardous to the health or environment . The supplier must also have its own documented procedures for how this should be done vis-à-vis the client.

The procedures etc. shall be documented and put into action throughout the term of the contract. They must at least include the five steps in the European Chemicals Agency's (ECHA's) model for substitution to safer chemicals¹: 

• Identify your substance of concern  

• Scope the issue and identify potential alternatives 

• Assess, compare and select alternatives 

• Test, implement and improve 

• Inform your supply chain 

Within [three weeks/other time determined by the contracting organisation] of receiving a request from the contracting organisation, the supplier shall present its procedures etc. and show how these are implemented with regards to the contracted products. 

For the duration of the contract, the supplier must be able to provide information on substances of very high concern as set out in the Candidate List in Article 59 of Regulation (EC) No 1907/2006 (REACH) at a concentration above 0.1% by weight (1,000 mg/kg) for each substance used in products covered by the contract. 0.1% by weight refers to each individual part of an item. The information must be provided in accordance with Article 33 of Regulation (EC) No 1907/2006 (REACH).
Within 45 days of receiving a request from the contracting organisation, the supplier must present details of the existence of substances of very high concern used in the products.
In its tender, the supplier must provide a short description of how it keeps information available about substances on the Candidate List that are used in the products, as well as its procedures for ensuring that the information is kept up to date.

The supplier shall have a plan to increase the proportion of recycled plastic in the imaging equipment and in consumables. The increase shall be reported to the contracting authority on follow-up meetings that are determined at the start of the contract.
Recycled plastic is here referred to as post-consumer recycled plastics.

1. The supplier's obligation 

Throughout the entire contract period, the supplier shall apply the contract terms under item 1-4. The contract shall be fulfilled in accordance with the following terms regarding workers’ rights:

• The eight core conventions of ILO regarding forced labour, child labour, discrimination, freedom of association, and the right to collective bargaining (no. 29, 87, 98, 100, 105, 111, 138, and 182).

The terms regarding workers’ rights are called “the Terms” hereafter.

In the event of the core conventions of the ILO are in conflict with national law, the supplier shall take reasonable measures to ensure compliancy with the international regulations.

The obligations concerns workers when they perform work within the frame of the contract.

The supplier shall, according to item 2, ensure that the Terms are fulfilled by hired subcontractors that directly contribute to the performance of the contract, regardless of the number of intermediaries. In addition, the supplier shall ensure that these subcontractors participate in the follow-up,
according to item 3.

The obligations concerns work carried out under such conditions where Swedish labour law is not applicable.

2. Policies and routines

To fulfil the obligations under item 1, the supplier shall take measures to prevent and manage any deviations from the Terms according to item 2.1-2.6 below. The measures shall be documented and applied throughout the entire contract period in their own operation and the operation of any subcontractors who directly contribute to the performance of the contract, regardless of the number of intermediaries.

At the start of the contract the supplier shall have:

2.1 adopted a commonly accessible policy, adopted by the highest management including a commitment to respect the Terms,

2.2. adopted routines to convey their commitment to respect the Terms in their own operation and in the supply chain,

2.3 appointed a manager at the highest management level, responsible for compliance with the Terms,

2.4 adopted routines to regularly carry out risk analyses, i.e. to identify and prioritise current and potential risks of deviation from the Terms, as well as mapping the supply chain with special regard to high risk operations,

2.5 adopted routines for regular follow-up of the Terms compliance, and

2.6 adopted routines to immediate action to prevent and limit deviations from the Terms, and to make amendments to identified deviations.

The measures shall be taken in accordance with the UN Guiding Principles on Business and Human Rights, or the equivalent.

3. Follow-up

[The contracting authority] has the right to follow-up that the supplier fulfils its obligations. The follow-up may be carried out in different steps; self-assessment and audit.

3.1 Self-assessment
Upon request from [the contracting authority] the supplier shall, [within six (6) weeks/other time period, specified by the contracting authority] from the receipt of the request, report compliance with the Terms in writing. The account can be submitted by form, according to appendix 1: self-assessment questionnaire. The supplier is expected to provide the information requested in the appendix.

3.2 Audit
The supplier shall enable [the contracting authority] to perform audits, on their own or through a representative, with the supplier and/or its subcontractors to ensure that the supplier fulfils the obligations according to item 1 and complies with the Terms. The supplier shall provide the information and documentation necessary in connection with the audit

4. Management of deficiencies

If the supplier does not participate in follow-up or if there are deficiencies in the documentation to be provided under item 3, a correction shall be made within the time determined by [the contracting authority].

In case of deficiencies in compliance to the Terms, the supplier shall amend this according to a schedule and action plan, developed by the supplier, and to be approved by [the contracting authority]. The schedule and action plan are to be developed within the time period decided by [the contracting authority] and must be proportionate to the nature of the deficiencies and clearly describe how these are to be remedied within the established schedule.

[The contracting authority] has the right to terminate the contract with immediate effect if the supplier do not make amendments within the established period or do not remedy deficiencies within the established
schedule.

[The contracting authority] has the right to terminate the contract with immediate effect in the case of severe deviations from the Terms.

1. The supplier’s obligation

Throughout the entire contract period, the supplier shall apply the contract terms under item 1-4. The contract shall be fulfilled in accordance with the following terms regarding human rights, workers’ rights, environmental protection, and anti-corruption (sustainable supply chains):

• the UN Universal Declaration on Human Rights,
• the UN Convention on the Rights of the Child, Article 32,
• the eight core conventions of the ILO regarding forced or compulsory labour, child labour, discrimination, as well as freedom of association and the right to collective bargaining, (no 29, 87, 98, 100, 105, 111, 138, and 182),
• the labour law in force in the country were the work is performed, including regulations for salary, working hours, leisure time, and work environment,
• the environmental law in force in the country were the work is performed, and
• the UN Convention against Corruption.

The terms regarding sustainable supply chains are called “the Terms”  hereafter.

When international regulations prescribe a stronger protection for the individual than the national legislation, the supplier shall take reasonable measures to ensure compliancy with the international regulations.

The obligations concerns all operations connected to the performance of the contract.

The supplier shall, according to item 2, ensure that the Terms are fulfilled by hired subcontractors in all parts of the supply chain. In addition, the supplier shall ensure that these subcontractors participate in the follow-up, according to item 3.

2. Policies and routines

To fulfil the obligations under item 1, the supplier shall take measures to prevent and manage any deviations from the Terms according to item 2.1-2.6 below. The measures shall be documented and applied concurrently throughout the entire contract period in their own operation as well as in the operation of any subcontractors in all parts of the supply chain.

At the start of the contract the supplier shall have:

2.1 adopted a commonly accessible policy, adopted by the highest management including a commitment to respect the Terms,

2.2. adopted routines to convey their commitment to respect the Terms in their own operation and in the supply chain,

2.3 appointed a manager at the highest management level, responsible for compliance with the Terms,

2.4 adopted routines to regularly carry out risk analyses, i.e. to identify and prioritise current and potential risks of deviation from the Terms, as well as mapping the supply chain with special regard to high risk operations,

2.5 adopted routines for regular follow-up of the Terms compliance, and

2.6 adopted routines to immediate action to prevent and limit deviations from the Terms, and to make amendments to identified deviations.

The measures shall be taken in accordance with the UN Guiding Principles on Business and Human Rights, or the equivalent.

3. Follow-up

[The contracting authority] has the right to follow-up that the supplier fulfils its obligations. The follow-up may be carried out in different steps; self-assessment and audit.

3.1 Self-assessment
Upon request from [the contracting authority] the supplier shall, [within six (6) weeks/other time period, specified by the contracting authority] from the receipt of the request, report compliance with the Terms in writing. The account can be submitted by form, according to appendix 1: self-assessment questionnaire. The supplier is expected to provide the information requested in the appendix.

3.2 Audit
The supplier shall enable [the contracting authority] to perform audits, on their own or through a representative, with the supplier and/or its subcontractors to ensure that the supplier fulfils the obligations according to item 1 and complies with the Terms. The supplier shall provide the information and documentation necessary in connection with the audit.

4. Management of deficiencies

If the supplier does not participate in follow-up or if there are deficiencies in the documentation to be provided under item 3, a correction shall be made within the time determined by [the contracting authority].

In case of deficiencies in compliance to the Terms, the supplier shall amend this according to a schedule and action plan, developed by the supplier, and to be approved by [the contracting authority]. The schedule and action plan are to be developed within the time period decided by [the contracting authority] and must be proportionate to the nature of the deficiencies and clearly describe how these are to be remedied within the established schedule.

[The contracting authority] has the right to terminate the contract with immediate effect if the supplier do not make amendments within the established period or do not remedy deficiencies within the established
schedule.

[The contracting authority] has the right to terminate the contract with  immediate effect in the case of severe deviations from the Terms.

The product must meet the requirements on maximum energy consumption per week (TEC-value) according to:

​Energy Star for imaging equipment, version 3, section 3.3.2. The energy consumption must be measured at 230 Volt.

The equipment must have the following functions pre-installed and enabled, with the purpose to reduce the number of printouts.

• Duplex printing or copying
• Printing of several images on the same paper, (N-up printing)
• A function to reduce unnecessary printouts, for example through a personal code or card.

Exemption equipment with an operating speed of ≤19 sheets, (A4 format), per minute Duplex printing is exempted.

Imaging equipment shall not, through its construction, software or other measures prevent the use of remanufactured/ reused toner cartridges.

Remanufactured/reused original toner cartridges (OEM¹) are defined as cleaned, refilled with dry toner and with any damaged or worn out parts replaced.

Points are awarded if the supplier, during the contract period, can offer products or solutions reducing the paper consumption and/or energy consumption in the user phase. The supplier shall describe its offer/offered products or solutions for reducing the paper and/or energy consumption.

The following plasticisers (phthalates) must not be present in more than 0.1% by weight of the cable mantle’s polymer material per phthalate:

The imaging equipment must meet the requirements regarding noise levels in operating mode, described in Blue Angel (the German Ecolabel), Office Equipment with Printing Function DE-UZ 205 (2017) or DE-UZ 219 (2021), section 3.5¹.

The stated A-weighted sound power level, L_WAd, must be tested according to ISO 7779. The sound power level shall not exceed the limit value according to the following formula:

L_WA,lim = 47 + 15 * lg ( S_M/F + 10) dB

S_M = page throughput in monochrome mode
S_F = page throughput in colour mode

The stated A-weighted sound power level, L_WAd, is calculated as follows:
L_WAd =L_WA1 + 3.0 dB

The imaging equipment with original toner cartridge must meet the limit values, stated in the table. The test method described in Blue Angel, (the German Ecolabel), Office Equipment with Printing Function (Printers and Multifunction Devices) DE-UZ 219 (2021), section 3,3, is to be used.

At the time set by the contracting authority, the supplier must provide a refurbishment and recycling service for worn-out imaging equipment. The service must comprise:

• Collecting
• Confidential handling, including de-identification of equipment
• Secure data erasure, (if not performed internally by the contracting authority)
• Functional testing, service, and upgrade
• Secure that the equipment is reused to the maximum possible extent
• Secure the recycling of disposed equipment

The imaging equipment must be constructed in such a manner that disassembling is possible. This entails that:

• Anchorage points are easy to find and reach, and standardised as far as possible.
• Anchorage points are easy to disassemble with common tools.
• Plastic parts over 100g must be manufactured with only one polymer or a compatible mix of polymers.
• Plastic parts over 100g are not to contain moulded or glued metal inserts, provided that this is not evident by the disassembly instructions that these can be removed with common standard tools.

The supplier shall be able to offer (OEM, Original Equipment Manufacturer) remanufactured/reused toner cartridges during the contract period and describe which models they are compatible with.

Remanufactured/reused original toner cartridges are defined as cleaned, refilled with dry toner and with any damaged or worn out parts replaced.

Remanufactured toner cartridges in the contract must meet any of the following standards for printing quality. 

• DIN Technical Report No. 155:2007-09¹
• ASTM F:2036 for monochrome printing²
• DIN 33870-1 for monochrome printing³
• DIN 33870-2 for colour printing⁴

The toner powder must not be classified, either in compulsory EU classification, or through self-classification, with the risk phrases and hazard statements specified in Regulation (EC) No 1272/2008 of the European Parliament on classification, labelling and packaging of substances and mixtures. (The CLP Regulation).

The consumable items offered shall meet the following:

• Ink, toner, and drum shall not contain substances present at the Candidate List, (Article 59 in Regulation (EG) no. 1907/2006), in concentrations exceeding 0.1% by weight.
• Ink and toner shall not contain the following substances¹:

- Mercury
- Cadmium
- Lead
- Nickel
- Chromium VI compounds
- Azo dyes/pigments that can release carcinogenic aromatic amines, listed in Regulation (EU) No. 1907/2006, Annex XVII, Appendix 8.

• The drum shall not contain the following substances¹:

- Selenium
- Lead
- Mercury
- Cadmium

Exemptions: High molecular weight complex nickel compounds used as colourants.