Furniture

The supplier shall, no later than [six (6) months or other period specified by the contracting organisation] after the start of the contract, have introduced the systematic work with universal design in accordance with the standard "Universal design – Accessibility through universal design for products, goods and services" SS-EN 17161:2019 or equivalent standard. 

The systematic work shall include at least the following points:  

• How possible users, including non-users¹ and usage context have been identified. 
• How the needs, characteristics, abilities and preferences of potential users have been analysed, understood and been taken into consideration in the work.
• How equivalent use is made possible by offering a range of solution options. 
• How solutions have been evaluated in relation to the needs, characteristics, abilities and preferences of potential users.

The processes shall be documented, at least cover the area of operations covered by the contract, and applied during the contract period. 

A contact person shall be appointed and tasked to answer questions regarding the systematic work with universal design vis-à-vis the contracting organisation.

The supplier shall be able to provide information on request, demonstrating that the contractual condition is met.

The supplier shall be able to offer several alternative and equivalent solutions in the performance of the contract. The goal is to widen the spectrum of users to achieve as good accessibility for as many people as possible.

Based on the information provided by the contracting organisation regarding the needs, characteristics, abilities and preferences of users and non-users¹, the supplier shall be able to propose appropriate products and solutions in relation to, for example, product design, workplace design, function, materials and colours.

The supplier of the products delivered according to the contract shall have routines for systematic quality work. The routines shall be documented, at least include the activities covered by the contract and shall be applied during the contract period. The systematic quality work shall include at least the following points:

• Routines for the requirements in the contract to be controlled and fulfilled during the contract period.
• Routines for the documentation that verifies fulfilment of the requirements are to be available.
• Routines for reporting and processing of deviations related to the set requirements.
• Routines for reporting, documentation and management of claims and complaints regarding the products
• Routines for traceability upstream in the supplier chain for the products covered by the contract.
• That there is a contact person with respect to the contracting authority.
• Routines for the contact person's annual reporting of the above points to the contracting authority

Upon request, the supplier shall be able to prove that the requirement has been met. If the supplier applies its own documented system, [The contracting organization] may request that the information is verified by an independent third party.

Furniture delivered in accordance with the contract must meet the following requirements regarding the furniture’s durability, dimension requirements, safety and strength:

[The contracting organisation shall list the relevant standards here, see examples in the annex Examples of relevant EN standards].

The supplier shall, upon request, comply with all standards, or equivalent standards, on the basis of test reports from accredited testing institutes/laboratories or licences for labelling with equivalent requirements.

The supplier shall, at no extra cost, provide at least a five (5) year warranty to ensure that the products continue to comply with the specifications of the contract. The warranty shall be valid from the date on which the product is delivered to the contracting organisation. 

The warranty shall primarily cover repair. Where this is not possible, the warranty shall cover replacement and include a service agreement with the possibility of on-site collection and return. 

The warranty shall be valid provided that the product in question is used for the intended purpose under normal wear and tear conditions. 

The supplier shall, on request, and within [ten (10) working days or other time determined by the contracting organisation] provide a warranty as described above.  

Contact information to be used to order service covered by the warranty shall be provided to the contracting organisation no later than the start of the contract. Any changes to the contact information shall be communicated without delay to the contracting organisation.

The furniture should be repairable to maintain function, for example through the replacement of components. 

The supplier shall be able to provide instructions on request showing which parts of the furniture can be replaced and the necessary tools that are needed to carry out the repair work. The information can be provided electronically, for example via the supplier's website, or in paper form. 

All timber used in the furniture delivered in accordance with the contract must have been legally harvested in accordance with Regulation (EU) 995/2010 laying down the obligations for operators releasing timber and timber products on the market (the Timber Regulation).

Timber or timber products not covered by the Timber Regulation shall be subject to one of the following options:

• FLEGT licenses, 
• relevant CITES permits and certificates,
• or a due diligence system introduced by the supplier which provides information on the country of felling, tree species, quantity, supplier and compliance with relevant national legislation. If a risk of illegally harvested timber is identified in the supply chain, the system of due diligence shall specify procedures on how to reduce this risk.

The supplier shall be able to provide information proving, on request, that the requirement is being met, in accordance with the Timber Regulation. [The contracting organisation] may request that the data be verified by an independent third party.

Furniture delivered in accordance with the contract shall be marked with information about:

• production time (at least the year the furniture was manufactured) 
• model 
• manufacturer and/or the company that sold the furniture on the market. 

For example, the labelling may consist of a QR code, serial number, batch number or similar and shall ensure that the information can be derived from the furniture in question.

The supplier shall provide use and care instructions with information on how the furniture shall be used, cleaned and maintained to keep the furniture in good condition throughout its service life. 

Plastic parts with a weight greater than 100 g shall be marked in accordance with the standards “Generic identification and labelling of plastic products” (SS-EN ISO 11469:2016) and “Plastics – symbols and abbreviations” SS-EN-ISO 1043:2011 /Amd 1:2016 (parts 1-4) or equivalent standards. 

Where fillers, flame retardants or plasticisers have been intentionally mixed into the plastic in proportions greater than 1 % by weight, the presence of these substances shall also be indicated on the labelling, in accordance with:
SS-EN-ISO 1043:2011 /Amd 1:2016, part 2-4 or equivalent standard.

The labelling of the plastic parts shall be clearly visible when visually examining the parts. However, the labelling does not need to be clearly visible when the furniture is fully assembled.

In exceptional cases, plastic parts of more than 100 g are exempt from labelling. This applies in the following cases:

• Labelling would adversely affect the performance or functionality of the plastic part.
• It is not technically possible to label the part
• The part cannot be labelled because there is no suitable surface large enough for the label to be legible and identifiable by a recycling company.

In the above cases, where parts do not need to be labelled, details of the polymer type and any additives, in accordance with the requirements of SS-EN-ISO 11469:201g and SS-EN-ISO 1043:2011 /Amd 1:2016 (Part 1-4) or equivalent standard, shall be made available on request and in written form.

The supplier shall, on request, be able to prove that the requirement has been fulfilled and shall indicate whether and why the exemption from labelling has been applied. [The contracting organisation] may request that the data be verified by an independent third party.

The furniture delivered in accordance with the contract shall not contain substances listed on the candidate list in force (Article 59 of Regulation (EC) 1907/2006 on the registration, evaluation, authorisation and restriction of chemicals (REACH)) at levels above 0.1 % by weight (1000 mg/kg) per substance. 0.1 % by weight relates to each individual part of a product¹.

If new substances are added to the list during the contract period, the supplier shall, no later than six [6] months after the publication of a revised list of candidates by the European Chemicals Agency (ECHA), present an action plan for how the substance can be phased out.

The materials that make up the products, such as textiles, upholstery materials and plastics, shall not contain the following flame retardants, i.e. they shall not be actively added or exceed 0.1 % by weight measured value:

Exemptions: 

• Small plastic parts <100 g, are not subject to the requirement
• The requirement does not apply to electronic parts, such as motors in height-adjustable tables and beds²

The supplier shall be able to prove, on request, that the requirement has been fulfilled. [The contracting organisation] may request that the data be verified by an independent third party.

The content of volatile organic compounds (VOCs)¹ in the glues used in the furniture shall not exceed 10% by weight. 

The content of formaldehyde in the glues used in the furniture shall not exceed 0.2% by weight. The requirement applies to glue without added hardener. 

The supplier shall be able to prove, on request, that the requirement has been fulfilled. [The contracting organisation] may request that the data be verified by an independent third party. 

Plastics, including woven plastics/synthetic leather, shall not have active additives or contain the following substances: 

Lead (maximum content 0.01 % by weight measured value/detail) 

Cadmium (maximum content 0.01 % by weight measured value/detail) 

Plastic parts (>100 g), including woven plastic/synthetic leather should not contain chlorinated plastics. This does not apply to electrical components (e.g. electrical cables), hospital-grade waterproof PUL fabric, urine-resistant fabrics and woven plastic/synthetic leather on furniture intended for a care environment where the regular use of isopropyl alcohol for cleaning purposes is required. 

The supplier shall be able to prove, on request, that the requirement has been fulfilled.  

The furniture shall not have an active addition of phthalates classified as toxic to reproduction, with hazard class H360 under the CLP Regulation.1 The measured value per detail shall not exceed 0.1 % by weight. 

The supplier shall be able to prove, on request, that the requirement has been fulfilled. [The contracting organisation] may request that the data be verified by an independent third party. 

Small plastic parts (<100 g), are not subject to the requirement.  

Plastics and upholstery materials in furniture shall not have any of the following added¹:

1. halogenated organic compounds 
2. chlorinated polymers
3. bisphenol A
4. alkylphenols and alkylphenoltoxylates or other alkylphenol derivatives²
5. pigments and additives based on lead, tin, cadmium, chromium VI and mercury and their compounds
6. substances classified with the following hazard statements in accordance with Regulation (EC) No 1272/2008 (CLP Regulation), neither in the EU harmonised classification (Annex VI CLP Regulation) nor in the case of self-classification:

Dyes in the furniture’s upholstery materials should only be used: 

• to distinguish between different grades (e.g. hard and soft foam) within the same type of upholstery material 
• if the upholstery material is visible and is used without anything over the upholstery material.

Colours consisting of metal complexes and colours classified with the below risk phrases and hazard statements as per the CLP Regulation shall not be included³ in offered products:

Small plastic parts (<100 g), are not subject to the above requirement.

Furniture should not have active addition of the following phthalates. Measured value per detail shall not exceed 0.1 % by weight.

The supplier shall be able to prove, on request, that the requirement has been fulfilled. [The contracting organisation] may request that the data be verified by an independent third party.

Small plastic parts (<100 g), are not subject to the requirement.

The dyes and pigments listed in the table below shall not be present in the tendered products in levels higher than 50 mg/kg textile for each individual substance.

Furniture, with wood-based boards containing formaldehyde-based additives, shall meet the emission requirement to be classified as E1 according to the standard "Wood-based panels for use in construction – Characteristics, conformity evaluation and labelling" SS-EN 13986:2004+A1:2015 or equivalent standard.

The supplier shall be able to prove, on request, that the requirement has been fulfilled. [The contracting organisation] may request that the data be verified by an independent third party.

Offered furniture, with wood-based panels containing formaldehyde-based additives, shall have measured emissions of formaldehyde not exceeding 65% of E1 according to the standard “Wood-based panels for use in construction – Properties, conformity evaluation and labelling” SS-EN 13986:2004+A1:2015 or equivalent standard.

The content of emitted formaldehyde (CAS No 50-00-0) shall not exceed 75 ppm (75 mg/kg) in the constituent textiles, hides or leather in the products supplied in accordance with the contract. For products specially designed for infants and children under 3 years of age, the content shall not exceed 20 ppm (mg/kg).

Upholstery materials shall meet the emission requirements as per the following table. 

Sampling shall be carried out in accordance with SS-EN 16516:2017/A1:2020 "Construction products – Assessment of the release of hazardous substances – Determination of ammonia emissions in indoor air" or equivalent standard.

Furniture delivered in accordance with the contract shall not have textiles that are treated with biocides¹, ².

Products shall comply with the following requirements for residues of the following metals.

Random sampling of technical documentation showing that heavy metals listed in the requirement are not exceeded may be requested upon conclusion of contracts and during the contract period.

In order to obtain [points or a price reduction] during the evaluation of tenders, the supplier shall provide a report on the offered products’ [here the contracting organisation may choose to indicate a share] climate impact from a life cycle perspective. The calculations regarding climate impact shall be based on life cycle analyses in accordance with ISO 14040-44, and be reported according to the standard for type III declarations ISO 14025, climate declaration according to ISO 14067 or equivalent standards. 

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 andmanage 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.