Model Wording for Tender Documentation ICT Services PRE-QUALIFICATION QUESTIONS As part of our commitment to reducing environmental impacts, we require that all of our buildings and staff use ICT equipment as efficiently as possible. We are committed to minimising both energy and resource use and associated carbon emissions. Further detail is provided in the ICT Services Brief. 1. Detail your understanding, experience and achievements in cost- effectively providing ICT services which minimise the use of energy and resources and reduce the whole life costs of ICT delivery; 2. Detail your understanding, experience and achievements in communicating the importance of energy efficiency to ICT users and catalysing changes in behaviour; 3. Detail your understanding and experience in providing key ICT energy performance data to clients, providing analysis and advice for improvements to ICT infrastructure; 4. Detail your understanding and experience in maximising ICT equipment useful life span and providing solutions to clients for disposal of ICT equipment at end of life; 5. Detail your understanding and experience in helping clients to reduce consumption of peripheral ICT consumables such as office paper, toners and inks, and reducing waste materials associate with the use of ICT equipment including waste packaging; and 6. Detail your understanding and experience in managing complete ICT services. An ideal PPQ response would provide the following details: evidence of having achieved reduced ICT energy consumption for client buildings using effective equipment specification, procurement and management, behavioural change and appropriate replacement of systems and infrastructure; evidence of providing methods of awareness raising amongst ICT users either through training programmes or provision of key user guidance with particular focus on efficient energy use; evidence of providing clients with key ICT use and energy consumption data with analysis and recommendations for changes/ adaptations to ICT provision/ infrastructure to improve energy efficiency in a cost effective way or to extend equipment life span. For example may include a managed service programme or ‘Cloud’ computing service; evidence of understanding the key management requirements of waste electrical and electronic equipment and experience of providing client solutions to WEEE management. For example this may include provision of a collection and disposal service; and evidence of understanding the key management requirements of reducing waste ICT peripherals including solution for reducing packaging waste associated with equipment delivery and reductions in peripheral waste materials. INVITATION TO TENDER As part of our commitment to reducing environmental impacts, we require that ICT is used as efficiently as possible to minimise its whole life energy, carbon and waste impacts, and to minimise business costs. Our sustainability targets include a commitment to reduce whole life costs of the ICT service [by x%] over the lifetime of the ICT contract, while delivering effective capability. Whole life costs are to include equipment, associated consumables, servicing and maintenance, upgrading, licensing and energy, carbon, WEEE and other waste costs and all other relevant costs during the lifetime of the contract. Please describe your approach to: 1. developing a Resource Management Plan (or equivalent) in line with the requirements set out in the Service Brief; 2. helping us achieve our target for improving life cycle cost and carbon impacts of building fabric and systems through alternative operation or maintenance models. Our targets for waste are to achieve reduction in both ICT Waste and ICT peripherals to achieve an average annual waste quantity of [X kg per m2/person/yr over a rolling 5 year period], a reduction in packaging waste disposed of per kg of equipment to [X kg/unit/year by 20xx], and a WEEE waste to reduction of [X% relative to 20xx]. Please describe your approach to: 1. helping us achieve our target for reductions in ICT waste equipment 2. achieving reductions in packaging waste generated upon delivery of each ICT unit 3. achieving reductions in ICT service waste peripherals such as office paper, inks, toners, cleansing fluids etc Our targets for energy consumption associated with ICT are to achieve average annual use of [insert relevant targets from Resource Management Plan e.g. KWh/m2/yr], and a continual reduction programme of [X%/m2/yr]. Further detail is provided in the ICT service Brief. Please describe your approach to: 1. helping us achieve our target for ICT operational energy use; and 2. engaging with end users to improve energy efficiency through behaviour change. Please identify any factors that you believe to be significant to the cost-effective achievement of the efficiency targets set for a Complete ICT service. An ideal ITT response would provide the following details: a commitment to developing and implementing an ICT Energy and Carbon Efficiency Programme that achieves the client’s corporate targets; details on delivery of ICT service with quantifiable energy and carbon savings through: o equipment efficiency ratings (e.g. use of Government Buying Standards or Energy Star ratings); o use of PC power control software; o efficient maintenance programmes; o Cloud computing with proven efficiency ratings at remote server site, in comparison to client site operation; o end user training programmes and energy reduction campaigns; o extended equipment use to reduce embodied whole life carbon emissions agreed targets. a commentary on the key issues to be addressed in relation to the provision of energy and carbon efficient ICT services, which might include identifying the major sources of energy use and suggesting measures by which energy and carbon could be saved; details on how waste from ICT service provision will be minimised, successful responses may include (but may not be exclusive to) the following services/ programmes: o ICT equipment leased asset contract removing end of life waste equipment disposal from client’s responsibility; o full ICT managed service including end of life collection and disposal; o extended equipment life programme with focus on maintaining equipment for at least its manufacturer rated life span (Note: Where ICT equipment end of life managed service is provided Service provider must demonstrate the WEEE is being handled and reprocessed in accordance with all relevant UK legislation including the WEEE Regulations 2007 and the Waste Regulations 2011.) details on how ICT energy, carbon, and waste efficiency performance will be measured and monitored in order to demonstrate achievement of KPIs. If the service provider considers other or additional KPIs to be of relevance and better equipped to assess performance they should provide structured argument for their use.