IT equipment (all product types)

At the latest at the start of the contract, the supplier must have procedures for quality assurance/quality control that ensure the minimum quality of the remanufactured/refurbished equipment delivered within the framework of the contract or framework agreement.

Quality assurance and quality control procedures shall cover at least the following steps: 

• Inspecting the condition of the equipment 

• Reprocessing (for example, repairs, replacement or upgrades) as needed 

• Cleaning 

• Testing 

• Storage 

• Packaging and transportation 

The supplier shall, upon request, demonstrate that the special contract term has been fulfilled.  

The supplier must provide a guarantee of at least one (1) year which begins to apply upon product delivery. The warranty covers defects in the product which are due to defects in design, materials, manufacturing or which consist in the product otherwise not meeting the agreed characteristics. The warranty must cover repair or replacement and include a service agreement with the possibility of free pick-up and return or on-site repair. Even defective¹ batteries must be covered by the warranty.

The supplier must provide a guarantee of at least three (3) year which begins to apply upon product delivery. The warranty covers defects in the product which are due to defects in design, materials, manufacturing or which consist in the product otherwise not meeting the agreed characteristics. The warranty must cover repair or replacement and include a service agreement with the possibility of free pick-up and return or on-site repair. Even defective¹ batteries must be covered by the warranty.

The supplier shall ensure that critical components* can be repaired or replaced, and that these are made available as spare parts for at least three (3) years after the product has been delivered.  

Instructions for how critical components can be replaced shall be available in a service/repair manual or similar. The manual shall detail steps to take for safe repair, contain an illustration of the item showing what parts can be accessed and replaced (which may also be in the form of an instructional video), and specify which tools are needed for the task. The service/repair manual shall be made available digitally without cost. 

*The following parts are critical components:   

• Laptop computers: battery, display panel/unit, memory (SSD, HDD, RAM), external/internal power supply, keyboard, system board/motherboard 

• Desktop computers: central processing unit, graphics processing unit (PCIe), external/internal power supply, memory (SSD, HDD, ODD, RAM), system board/motherboard 

• All-in-one computers: central processing unit, external/internal power supply, memory (SSD, HDD, ODD, RAM), system board/motherboard 

• Tablet computers: battery, display panel/display unit, external/internal power supply 

• Smartphones: battery, display panel/display unit, charger 

Exceptions: Processors that are soldered to the motherboard are exempted from this list of critical components.  

The equipment shall be tested and pass tests according to MIL-STD-810H, IEC 60068-2 or an equivalent testing procedure using a modified storage/operating temperature range, durability, and drop height as shown below.  

The equipment shall be dropped from a height of at least 45 centimetres (modified drop test height) onto a solid surface. At least one field test shall be carried out for each edge of the underside and each corner of the underside. 

The equipment shall undergo test cycles exposing it to the following storage temperatures for at least 48 hours: 

• High storage temperature ≥60°C. 

• Low storage temperature ≤−30°C. 

The equipment shall undergo test cycles exposing it to the following temperatures for at least four hours whilst under operation: 

• Operating temperature ≥40°C. 

• Operating temperature ≤−20°C. 

A feature for secure data deletion shall be available for deleting user data in all data storage units present in the product¹ (see explanatory note below). Instructions for using this feature and information about the standard(s) used for secure data deletion shall be provided in the user manual or similar and/or via a link to the manufacturer's website.  

The tested state of health¹ of a battery shall be ≥80% after 300 charge cycles. Tests shall be performed in accordance with IEC EN 61960-3:2017 or an equivalent standard.  

The tested state of health¹ of a battery shall be ≥90% after 300 charge cycles. Tests shall be performed in accordance with IEC EN 61960-3:2017 or an equivalent standard. 

The supplier shall provide the equipment with pre-installed software for determining and monitoring the status of the battery/accumulator. The software shall make it possible to see the battery's or accumulator's state of health¹ and state of charge². It shall also display the number of complete charge cycles³ that the battery/accumulator has been through. All information shall be shown to the user. 

The software shall also give suggestions to the user regarding how to maximise the service life of the battery. 

The supplier shall provide the equipment with pre-installed software that allows a maximum battery charge limit (such as ≤80% state of charge) to be set when the equipment runs regularly on the mains. 

The supplier shall provide mobile phones with screen protectors and cases that give them protection from scratches and impacts. Alternatively, protective cases and screen protectors shall be supplied together with the mobile phones. 

The equipment shall be equipped with at least one fixed, standardised USB Type-C™ connector (port) for data transfer that is backwards compatible with USB 2.0 in accordance with IEC 62680-1-3:2018 or an equivalent standard.  

The equipment supplied in fulfilment of the contract shall be equipped with a fixed, standardised USB Type-C™ power-supply connector (port) in accordance with EN/IEC 63002:2017 or an equivalent standard. 

Exception: This does not apply to equipment that has Qi (wireless) charging. 

Monitors shall achieve at least energy efficiency class D for displays, in accordance with Regulation (EU) 2019/2013 supplementing Regulation 2017/1369 with regard to energy labelling of electronic displays. 

Upon the start of the agreement, the supplier must declare presence of the substances included on the current REACH Candidate List, (article 59 of Regulation (EG) no. 1907/2006 concerning the Registration, Evaluation, Authorisation and Restriction of Chemicals), in concentrations exceeding 0.1 percent by weight, (1.000mg/kg), per substance in the offered products. 0.1 percent by weight concerns every individual part of a product.

If new substances are added to the list during the [framework agreement period/contract period] and these substances appear in procured products above the specified limit value, the supplier is responsible for notifying the customer in writing of the change. The supplier must also, on request, be able to present an action plan for how the substance can be phased out.

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. 

The supplier must, no later than x (to be filled in by the procuring organization) months after the start of the contract, be able to report third-party controlled information about the delivered equipment's climate impact from a life cycle perspective. This can be done with, for example, the following:

• Certified environmental or climate declaration according to ISO 14025 or an equivalent standard.
• Other third-party verified declaration that reports the product's climate impact from a life cycle perspective, based on ISO 14067, PAS 2050 or other equivalent standards.