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Sustainable procurement of mobile
phone service contract
Summary
WRAP delivered a programme of providing technical procurement
support to public sector organisations on behalf of Defra during
2014/15. The programme was designed to assist public sector
organisations realise cost savings as well as environmental benefits
through procuring products and services in a more resource efficient
or sustainable way.
This case study highlights information developed in collaboration
with Steve Wallace of Wallace Environmental for use within service
contracts for mobile phones and focuses on incorporating resource
efficiency (RE) and circular economy (CE) considerations. Although
the information was developed for a specific procurement, the
procurement did not go ahead as planned for unconnected reasons
and therefore the benefits of this approach can not be quantified.
The information provided is for use by government departments as
well as the wider public sector as part of the procurement of a
mobile phone service contract.
Key Facts
Early market analysis
identified handset Eco-
rating.
Eco-rating scheme enables
environmental performance
of handsets to be compared.
Aims and objectives
WRAP provided support to develop
content to ensure that a service contract
for mobile phones included best practice
RE and CE considerations. This would
ensure that Government would lead by
example achieving both cost savings and
environmental benefits.
The WRAP support involved development
of appropriate environmental criteria and
questions for inclusion within tender
documentation, relating to:
the environmental policies of the
manufacturers; and
data to be reported on handset
sustainability/RE (e.g. material use,
components, End of Life
management, take-back, reuse
etc.).
The criteria and questions were based on
an initial review of environmental data
reported by mobile phone service
providers based on an understanding of
what the market is able to offer in terms of
product / service sustainability.
The support also identified that it would be
feasible for the procuring authority to work
in collaboration with the appointed
contractor. Together they can develop
guidance on potential ways to support and
restrict call off arrangements to
environmentally preferred handsets. It
also proposed a metric for individual
public sector departments to aid selection
and procurement.
Results
Eco-Rating 2.0
The WRAP support identified that some
service providers have a form of eco-rating
for mobile phones. Eco-Rating 2.01 was
developed by Forum for the Future,
1 http://news.o2.co.uk/2014/10/02/eco-rating-2-0-
has-arrived/
Vodafone and O2 to help customers
compare mobile devices based on their
environmental credentials. The scheme
will be adopted by other network
operators around the globe so the
networks can share a common eco rating
across all of the devices on offer.
The Eco-Rating 2.0 is based on a number of
key principles:
Accuracy
Simplicity
Completeness
Transparency
Comparability
Equitability
Relevance.
It was proposed that potential tenderers
would be asked to include details within
their bid on the use of Eco-Rating 2.0, or
equivalent, which rated devices based on
the above key principles. WRAP proposed
that once the contract had been awarded,
the service provider would support each
procuring department to identify the most
suitable, yet sustainable device for their
needs.
This approach would allow the procuring
department to either provide:
information to individual users so
that they could make their own
informed choices, or
departmental buyers could choice
restrict for their department if they
felt that it was appropriate.
End of Life Management
The review also identified that most
manufacturers only complied with the
WEEE Directive in terms of the legal
requirement for recycling devices via the
producer compliance schemes and that
whilst only a handful offered direct take
back of devices, all UK service providers
offered a take back scheme via a third
party recycler / reseller. Most
manufacturers offered a repair service.
Sustainability criteria and questions
WRAP recommended a series of questions
for inclusion within the tender
documentation based on:
Use of Eco-Rating 2.0 or equivalent
Sustainable materials
Durability and life extension
Functionality
End of life management.
Outcome
The guidance documents developed by
WRAP are aimed to assist and inform
procuring authorities approach to
including environmental criteria and
performance within the service contract.
Impacts
To estimate the impacts the inclusion of
environmental criteria could deliver
through the service contract, it would be
necessary for either the procuring
authority or the appointed service provider
to compare the devices they would have
purchased, versus the devices they were
opting to purchase. Information such as
the environmental impacts and lifetime of
the devices can then be analysed using the
Eco-Rating 2.0 scheme to estimate the
benefits.
This could be used as a typical example
and extrapolated by the anticipated
number of devices procured annually
through the service contract across the
procuring authority.
Supporting information
The proposed questions are provided in
Appendix 1. However, the wording is
provided for guidance only and legal
advice should be taken before proceeding
with specific actions.
It is also recognised that procuring
authorities will already have existing
environmental based questions for
inclusion within Invitation to Tenders. The
contents of Appendix 1 are therefore
provided to be additional questions and
should be reviewed to ensure they are
relevant and proportionate to the
procurement before being included.
Appendix 1 – sample
procurement wording
The information and sample procurement
wording are provided in good faith and we
believe at the time of issue to be legally
and commercially accurate. However, the
wording is provided for guidance only and
legal advice should be taken before
proceeding with specific actions.
The contractor shall issue, on a monthly
basis the current device catalogue. Our
preferred measure of sustainability for
handsets is the Eco-Rating 2.0 scheme
(administered by Vodafone/Telefonica but
accessible on a free licence basis for all
service providers). The contractor will
provide a rating for each of the mobile
devices that they supply in accordance
with this scheme or some equivalent
scheme which provides an aggregate score
across the following main topic areas:
Overall corporate sustainability
commitment of the handset
manufacturer
Product durability and life
extension
Energy use and global warming
impact
Raw material depletion/sustainable
materials (e.g. recycled content)
Restriction of hazardous
substances (beyond compliance
with RoHS and REACH)
Water depletion (embodied water)
Packaging and logistics efficiency
End of life impacts (reuse, recycling
etc.)
Functionality (e.g. where displacing
another device such as a camera or
sat nav)
Note: where data is not available from
a handset manufacturer, a zero score
should be applied.
Response (state “Compliant” OR “Not
Compliant”):
The contractor will take steps to review the
Eco-Rating 2.0 (or equivalent) score as
provided by the manufacturer to check its
validity where possible and provide
evidence of the process.
Response (state “Compliant” OR “Not
Compliant”):
The contractor will require the
manufacturer to take reasonable steps (for
example using the EICC conflict minerals
reporting template2 (CMRT) and related
procedures) to ensure that its supply chain
only uses tin, tungsten, gold and tantalum
from compliant smelters and refiners
authorised by the GeSI/EICC Conflict-Free
Smelter Program and within the valid
period for that smelter/refiner. Evidence of
the process used is required.
Response (state “Compliant” OR “Not
Compliant”):
The contractor shall offer a repair service
for the handset, both within warranty and
beyond the warranty period for at least 4
years after the handset model has ceased
being supplied under this contract. The
price for such a service must be specified
separately within the tender document.
Response (state Compliant OR “Not
Compliant”):
The contractor will support the Customers
in the disposal and recycling of devices;
including security aspects regarding
deletion of data contained on devices prior
to collection or as a part of the disposal
service.
Response (state “Compliant” OR “Not
Compliant”):
2 http://www.conflictfreesourcing.org/conflict-
minerals-reporting-template/
Sustainable procurement of mobile phone service contract 5
While we have tried to make sure this case study is accurate, we cannot accept responsibility or be held legally responsible for any loss or damage arising out of or in connection with this information being inaccurate, incomplete or misleading. This material is copyrighted. You can copy it free of charge as long as the material is accurate and not used in a misleading context. You must identify the source of the material and acknowledge our copyright. You must not use material to endorse or suggest we have endorsed a commercial product or service. For more details please see our terms and conditions on our website at www.wrap.org.uk
www.wrap.org.uk/sustainableprocurement
The Contractor will offer Customers a
financial or other suitable incentive to
encourage the return of used handsets.
This will be facilitated by a free-post return
envelope or on site collection service.
Response (state “Compliant” OR “Not
Compliant”):
The Contractor will provide a facility for
Customers to dispose of their old working
devices in a way that the device can be
wiped clean of all data so that it can be
fully reused as a working mobile phone in
its existing or refurbished state. The
Contractor shall include an option for such
devices to be used for charitable purposes
as well as for commercial resale.
Response (state “Compliant” OR “Not
Compliant”):
The Contractor will provide information, at
a minimum of every 6 months, on handset
recycling, including but not necessarily
limited to:
An overview of the recycling/material
reprocessing of devices that are
returned by customers, including;
o % of handsets reused whole for
their original;
o Number of and type of each key
component recovered (e.g. PCBs,
chips, screen) for reuse as a % of
handsets [or some other
measurement to allow
benchmarking];
o % of main materials recovered by
reprocessing (plastic, steel,
aluminium)
o % of precious metals recovered by
reprocessing (e.g. from PCBs and
chips)
o % of other rare minerals recovered
through reprocessing (e.g. from
PCBs and chips)
Strategy implemented to maximise
recovery of materials, including rare
and precious minerals.
Response (state “Compliant” OR “Not
Compliant”):
The Contractor will maintain and provide
to customers upon request and at a
minimum every 6 months, up-to-date
environmental and sustainability
information (openly available from the
manufacturer) on all devices available.
Response (state “Compliant” OR “Not
Compliant”):
The Contractor will provide support to
Customers to assist the Customer and
users make more sustainable /
environmental choices with regards to
their mobile service. This will include as a
minimum a standing Sustainability /
Environmental Agenda item for the regular
Service Review Meeting to review the
performance of the eco-rating, device
disposal and recycling requirements.
Response (state “Compliant” OR “Not
Compliant”):
The Contractor will provide a service which
will allow Customers to have their devices
repaired outside the manufacturer’s
warranty period.
The price for such a service must be
specified separately within the tender
document.
Response (state “Compliant” OR “Not
Compliant”):