GRASP- Green procurement And Smart city support in the energy sector C3.3: Sharing and Implementing a common procurement model (Consip for Province of Perugia)
3.3 Best Practice: “Consip’s Framework Agreement Desktop Outsourcing 2”
procurers & suppliers participated In 2013 Consip SpA set the terms for a Framework Agreement (FA) on Desktop Outsourcing, that is a public contract for the management of IT platforms, leasing of Hardware (Pc desktop, Pc notebook, printer, multifunction), software licenses and virtualization services. Consip SpA launched the FA on IT services for a total amount of 160.000 workspaces. A Framework Agreement on Desktop Outsourcing is an “incomplete” one, a type of framework agreement with several economic operators where some terms of the contract have to be established in a second stage. Public bodies (PB) using this “incomplete” FA must accept the minimum requirements set by Consip. Moreover, they can set further award criteria as well as other technical specifications so as to specify the level of services they wish to obtain. An incomplete FA is a useful tool since it: - provides PBs with a high level of autonomy and flexibility; - makes several brands available; - is able to meet heterogeneous preferences by providing the PBs with different solutions. Tender processes are managed through an e-platform (set by Consip) enhancing paper dematerialization and process savings. The FA Desktop Outsourcing 2 has passed the first stage but is not yet active, so we do not know today how many PB will benefit from the Framework Agreement in the second stage. Regarding suppliers, more than 5 suppliers have responded to the Framework Agreement.
contracting authority Consip S.p.A. is a public stock company owned by Italy’s Ministry of the Economy and Finance (MEF) that was designated as the supporting agency of the Rationalisation of Public Spending Program. Consip is engaged in the strategic conception and realisation of procurement processes, by searching the market for the best innovative solutions for public administration needs. Consip also works as a Central Purchasing Unit (at national level): it plans, manages and awards tenders on behalf of public administrations.
GRASP- Green procurement And Smart city support in the energy sector C3.3: Sharing and Implementing a common procurement model (Consip for Province of Perugia)
The Program for the Rationalization of P.A. Purchases, initiated in 2000, is based on the use of ICT technology applied to the provisioning processes of public administrations with the aim of: 1. Rationalizing the expenditure in goods and services of public administrations, improving the quality of purchases and reducing unitary costs through an in-depth knowledge of markets and the aggregation of demand; 2. Simplifying and increasing the speed and transparency of public provisioning procedures through the reduction in market access time, with significant economic impact on the costs of the bureaucratic machinery. In a framework contract, the supplier that awarded a Consip tender on an individual product category commits itself to accepting (at the conditions and prices that have been set in the tender and according to the quality standards described in the technical specifications) orders from Public Administrations up to the maximum amount set in the same tender documents. Consip’s framework contracts deal with a standard expenditure on purchases of goods and services that are widely used by all administrations (computers, printers, heating oil, food coupons, mobile and fixed-line telephony, etc…). By purchasing through a Consip framework contract, all administrations avoid the expenditure related to organizing a tender (also for contracts above the community threshold, which is set at 137,000 euros for central administrations and at 211,000 euros for local authorities) and can have great savings on processes and the price of the products they acquire. By aggregating demand, Consip decreases unitary costs (on average by 15-20%), while maintaining a high quality standard in supplies. About half the framework contracts are awarded through electronic tenders on Consip’s platform. In an electronic tender the presentation of documentation and offers takes place on-line, on the Internet, o a single or a succession of rounds. In 2002 Consip became the first central purchasing body to implement an electronic tender for a contract above the European threshold. The on-line platform may also be used directly by the administrations themselves to meet their provisioning requirements, with Consip’s technical and organizational support. The Public Administration Electronic Marketplace (MEPA), is a tool that supports purchases below the community threshold.
GRASP- Green procurement And Smart city support in the energy sector C3.3: Sharing and Implementing a common procurement model (Consip for Province of Perugia)
It's a selective electronic marketplace in which authorized suppliers offer their goods and services directly on-line. Registered buyers (Public Administrations) consult its catalogues and can make either a direct purchase order or request for offer. Green purchases, or Green Public Procurement (GPP), is a main focus of the Program for the Rationalization of Purchases. Starting with April 2008 –with the launch of the GPP National Action Plan – a greater focus has been put into sustainable purchases. The National Action Plan sets the strategy for the dissemination of GPP, the product categories, the environmental goals to be achieved and the general methodology to be used. Later regulations have introduced the minimal environmental criteria that must be followed in purchasing procedures. Within the scope of the Program for the Rationalization of Purchases, these criteria have been adopted into the tenders for the supply of goods and services.
green requirements & quality standards requested The main feature of this FA is the focus on energy efficiency and rationalization of IT infrastructure, reduction of staffing costs and routine maintenance (upgrades and repairs of PC systems and servers). These requirements are met by buying an integrated service that assures an economic and ecological goal, rather than by buying a product. Green criteria were included in the contract as technical specifications and award criteria. Technical specifications: • Compliance with the minimum environmental criteria set by the Italian Ministry of Environment Ministerial Dec. 22 Feb. 2011 (Official gazette n.64 - 19 March 2011), following the Italian National Action Plan on Green Public Procurement (GPP). Examples: • Compliance with Energy Star for computers and displays version 5.0, and Energy Star for printers version 1.1; • Maximum limit of noise emissions for computers (=<40 dB(A) in idle mode and =<45 dB(A) in active mode), laptops (=<35 dB(A) in idle mode and =<40 dB(A) in active mode) and printers (Lwad =< 75 dB (A) in active mode); • Maximum limit of weight for laptops and tablet-notebook; • Use of 100% recycled paper for printers and multifunctional devices; • Double-side printing set by default.
GRASP- Green procurement And Smart city support in the energy sector C3.3: Sharing and Implementing a common procurement model (Consip for Province of Perugia)
Award criteria •Reduction of energy consumption below the Typical Energy Consumption (TEC) set by Energy Star for computers version 5.0. Points are awarded according to the reduction of energy consumption achieved by the products that will be leased (TEC value): - 0,2 point awarded (90% >= TEC value > 80% of the TEC requirement) - 0,6 point awarded (80% >= TEC value > 75% of the TEC requirement) - 1 point awarded (TEC value <= 75% of the TEC requirement); • Products must be designed for disassembly and plastic parts heavier than 25 gr. must be marked; • Reduction of substances emissions (TVOC, ozone, dust) for printers and multifunctional devices; • Reduction of noise emissions for printers beyond the limits set in the technical specifications; • 90% (weight) of case parts (both plastic and metal parts) must be separable and ready for recycling; • Other environmental criteria related to weight, battery efficiency of laptops can be awarded by the procurement body during the specific procurement procedure. The standard ISO 9001 is required for suppliers.
procedure followed In the last few years, with the aim of reducing the environmental impact of the goods and services used by public authorities, the number of green initiatives launched by Consip has markedly increased. The main environmental goals that have been set involve the following sectors:
Energy: Helping to create energy savings, promote the use of renewable sources and green fuel. Goods and Services: Abiding by standards set in the use of materials harmful to public health and the environment
Recycling: Promoting the separation of waste through the purchase of recycled products and materials
Waste: Promoting among Public Authorities the separation and collection of recyclable waste.
The steps of a greening procedure are: -
study of regulations;
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adoption of minimum environmental criteria when issued by the Ministry of the Environment;
GRASP- Green procurement And Smart city support in the energy sector C3.3: Sharing and Implementing a common procurement model (Consip for Province of Perugia)
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search and identification of additional award criteria using Type 1 ecolabels and life cycle assessment methodology;
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a consolidated market analysis. It is important to constantly consolidate results and involve all stakeholders in terms of objectives and achievements;
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a correct evaluating process that consist on checking that the product awarded has all the characteristics for hum the supplier gained extra points proven by: o
A test report from a recognised body (e.g. body accredited to issue test reports according to standard ISO 17025 and accredited to required test) demonstrating that the criteria are met;
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A correct application of the principle of equivalence with reversal of proof borne by the supplier that asks for an equivalent means of proof; or
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A relevant Type 1 ecolabel fulfilling the criteria required as presumption of conformity.
results Thanks to purchasing of energy efficient PC Desktop, Notebooks and Printers more efficient than Energy Star minimum requirements, this FA can generate savings for €4 Mln for year, corresponding to 11,000 Tons of CO2 emissions avoided for year. Thanks to processes dematerialization every order performed above EU threshold. through Consip’s purchasing instrument allowed for unitary savings of €42,000. Thanks to introducing double sided printing, the FA can generate savings of 15-30% of the total costs thanks to the reduction of paper costs. Supplier is more willing to offer durable products so as to minimize assistance and maintenance costs (included in the FA); for this reason PB are equipped with high quality products.
pros and cons/scope for improvements One of the most important and complicated issue for a correct and successful procedure of implementation of green criteria in a tender is the technical verification process. It’s crucial verifying that the product awarded is compliant with technical requirements set out in the tender documentation and offered by the supplier. Another crucial issue is a consolidated supply analysis. Including green criteria means that the market meets P.A. innovation needs and is ready to follow and anticipate them. The risk management becomes crucial. Too innovative green criteria can increase the risk of a “desert” tender. Less innovative green criteria can generate a less competitive and stationary market, leading to a standardization of environmental quality of the products offered. It is important to constantly consolidate results and involve all stakeholders in terms of objectives and achievements to assure the good quality of supplies and to collect data as the basis for next
GRASP- Green procurement And Smart city support in the energy sector C3.3: Sharing and Implementing a common procurement model (Consip for Province of Perugia)
supply analysis, also to avoid a false application of the most advantageous tender in terms of technical points not selective of the real best offer.
GRASP- Green procurement And Smart city support in the energy sector C3.3: Sharing and Implementing a common procurement model (Consip for Province of Perugia)
NAME OF THE BEST PRACTICE “Consip’s Framework Agreement Desktop Outsourcing 2”
COUNTRY ITALY
PROCURERS AND SUPPLIERS Italian Public bodies and more than 5 suppliers (Italian companies) in the scope of the Framework Agreement to provide services about Desktop outsourcing
CONTRACTING AUTHORITY Consip S.p.A owned by Italy’s Ministry of the Economy and Finance (MEF)
CONTEXT The Program for the Rationalization of P.A. Purchases, initiated in 2000, is based on the use of ICT technology applied to the provisioning processes of public administrations with the aim of rationalizing the expenditure in goods and services of public administrations as well as simplifying and increasing the speed and transparency of public provisioning procedures.
GREEN REQUIREMENTS & QUALITY STANDARDS REQUESTED Compliance with the minimum environmental criteria set by the Italian Ministry of Environment Ministerial Dec. 22 Feb. 2011 (Official gazette n.64 - 19 March 2011), following the Italian National Action Plan on Green Public Procurement (GPP). The standard ISO 9001 is required for suppliers.
PROCEDURE FOLLOWED
study of regulations;
adoption of minimum environmental criteria when issued by the Ministry of the Environment;
search and identification of additional award criteria using Type 1 ecolabels and life cycle assessment methodology;
a consolidated market analysis. It is important to constantly consolidate results and involve all stakeholders in terms of objectives and achievements; 1
a correct evaluating process that consist on checking that the product awarded has all the characteristics for hum the supplier gained extra points.
RESULTS Thanks to purchasing of energy efficient PC Desktop, Notebooks and Printers the first result is done by savings for €4 Mln for year, corresponding to 11,000 Tons of CO2 emissions avoided for year; The processes of dematerialization for every order performed allowed for unitary savings of €42,000. the reduction of paper costs for a savings of 15-30% of the total costs thanks Supplier is more willing to offer durable products so as to minimize assistance and maintenance costs and for this reason Public Bodies are equipped with high quality products.
PROS AND CONS/ SCOPE FOR IMPROVEMENTS Too innovative green criteria can increase the risk of a “desert” tender. Less innovative green criteria can generate a less competitive and stationary market, leading to a standardization of environmental quality of the products offered.
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