Experiences from Circular Procurement

Framework Agreement: Furniture Reuse incl. Related Services.

Part A: Purchase/Rent, Nearby Services

With the help of Part A, you can easily acquire reused furniture or purchase related services (see below). The suppliers are represented in all counties.

Part B1: Furniture Renovation

With the help of Part B, you can hire a service for renovating your existing furniture. The suppliers are represented in each county and municipality, which means you can also contribute to local business development.

Part B2: Furniture Upholstery

With the help of Part B2, you can hire a service for reupholstering your existing furniture. The suppliers are represented in each county and municipality, which means you can also contribute to local business development.

Part C: Project Management, Interior Design Services

Through Part C, you can hire professional interior design support to help you optimize your project with a focus on reused furnishings.

Part D: IT Platform

With the help of Part D, you can extend the life of your existing furniture through a cloud-based digital platform. The platform makes it easy to buy/share used furniture internally so that they find new owners. The service includes comprehensive support for getting started with circular furniture management. This part also creates opportunities for employment-promoting measures in your own organizations.

Reusable Cushions

The region intends to sign a framework agreement with a supplier for the purchase and delivery of reusable cushions for healthcare. The cushions are intended for hospital beds.

Barrier protection

The cushion with barrier protection must be CE marked according to the Medical Device Regulation (MDR) Regulation (EU) 2017/745.

Mandatory Requirement

Supplier’s Capacity: Reference Assignment

The supplier must have completed assignments similar to the one now requested in terms of both scope and content. The supplier must provide proof of this by submitting a reference from an ongoing or completed reference assignment in the last two years. The reference will be requested by the region. The region may verify the provided reference assignment and confirm that the assignment meets the specified requirements by contacting the given reference:

• Assignments related to the sale of reusable cushions, deliveries, and service to healthcare or healthcare-related operations.
• Assignments involving the sale of reusable cushions, deliveries, and service to healthcare or healthcare-related operations may also include bedding textiles such as sheets, pillowcases, blankets, etc.

The supplier is responsible for ensuring that the contact people are informed of the conditions for reference checks and that they are prepared to confirm the information provided by the supplier in the bid. The reference should be able to verify the supplier's professional competence and ability. The reference should also be able to certify that the assignment was carried out according to agreed terms and recommend the supplier for future assignments.

Award Criteria

Quality measured by the proportion of recycled material

Samples of the barrier cushion will be evaluated using a model that awards higher quality deductions the more the filling contains recycled polyester in percentage. Quality deduction model:

• recycled material 0% - 30% bid disqualified.
• recycled material 31% - 60% quality deduction 80,000 SEK
• recycled material 61% - 90% quality deduction 130,000 SEK
• recycled material more than 91% - 100% quality deduction 230,000 SEK

Technical Specification

Content of particularly hazardous substances (Candidate List)

Restriction on Biocides (Antimicrobial Function)

Biocide Treatment

The cushions must not be treated with biocides. Definition according to Article 3 of the European Parliament and Council Regulation (EU) No 528/2012 of 22 May 2012 on the making available on the market and use of biocidal products.

Recyclable Packaging and Wrapping Materials

Recyclable Materials

Packaging and wrapping intended for single use must be recyclable. If such packaging and wrapping are made of plastic, it must be made of a single material, be made of polyethylene or polypropylene, and be transparent.

LCA, EPD, Climate Declarations or Similar

Life Cycle Analysis

Upon request, the supplier must provide life cycle analyses (LCA), environmental product declarations (EPD), climate declarations, or other similar documents, which are established or will be developed during the contract period, for the contracted cushions.

Eco-labeling

Eco-label Requirements

The offered cushions must be eco-labeled with Oeko-Tex Standard 100 Class I or II, or another eco-label that the region considers equivalent or better.

Mandatory Requirement

Environmental Management System

The supplier must systematically address environmental issues, such as through an environmental management system. The system must include:

• A responsible person for environmental work in the organization.
• An environmental policy approved by top management.
• Goals and action plans for the most significant environmental aspects in the organization.
• Training of staff in the organization’s environmental work.
• Procedures to ensure suppliers and producers meet the set requirements.
• Procedures for monitoring, reporting, and following up on how environmental goals are met.

Award Criterion

Repair and Mending of Clothing and Shoes – 20%

Recycled Material in Clothing – 10%

The supplier must indicate in column L of the price list whether the product contains recycled material. The assessment will be based on the proportion of product items containing recycled material, excluding product items for work shoes.

Technical Specification

Take-Back of Worn-Out Products

The supplier must be able to take back worn-out workwear for reuse or recycling. Reuse and recycling include, for example, replacing newly manufactured material with the worn-out product, using it for re-design, re-make, or similar. The worn-out product can also be used for research and development to advance technology for increasing fiber reuse or similar to create better and more circular flows in the textile industry.

Limitation of Hazardous Substances

Goods delivered must not contain substances listed in the current candidate list (Article 59 of Regulation (EC) No 1907/2006 on Registration, Evaluation, Authorization, and Restriction of Chemicals (REACH)) in concentrations above 0.1 weight% (1000 mg/kg) per substance. The 0.1 weight% applies to each individual part of a good. The weight percentage refers to each individual part of a composite good, not 0.1% of a composite product, but 0.1% of each component part.

If new substances are added to the list during the contract period, the supplier must provide a plan for phasing out the substance within 6 months of the European Chemicals Agency (ECHA) publishing a revised candidate list. By accepting the requirement, the supplier certifies compliance. The municipality reserves the right to verify compliance during the contract period. The requirement may be met, for example, by the supplier having a valid license from one of the following labels for the delivered products:

• Bra Miljöval Textil Criteria 2012 (fiber and processing category).
• Nordic Swan (Svanen), Textiles, hides/skins and leather, version 4.
• EU Ecolabel for textile products, 2014/350/EU.
• GOTS version 5.0 (2017) or version 6.0 (2020).

Non-Allowable Dyes and Pigments in Textiles

Dyes and pigments listed in the table (insert table with relevant substances here) must not be present in textiles delivered under the contract in concentrations exceeding 50 mg/kg textile for each individual substance.

Water-Repellent or Waterproof Function Where Required

Textiles with water-repellent or waterproof function delivered under the contract must not contain perfluorinated compounds or cyclic siloxanes listed in the current candidate list (Article 59 of Regulation (EC) No 1907/2006 on Registration, Evaluation, Authorization, and Restriction of Chemicals (REACH)) in concentrations exceeding 100 mg/kg textile.

Flame Retardants in Textiles Where Flame Retardant Function is Required

Textiles with flame retardant function delivered under the contract must not contain substances listed in the table (insert table with relevant substances here) in concentrations exceeding 5 mg/kg textile.

Dirt and Oil Repellent Function in Textiles Where Required

Textiles with dirt and oil repellent function delivered under the contract must not contain substances listed in the table (insert table with relevant substances here) in concentrations exceeding those specified in the table.

Plasticizers in Coatings, Finishes, and Prints

For textiles delivered under the contract with coatings/finishes and/or prints, the sum of the substances listed in the table (insert table with relevant substances here) must not exceed 0.1 weight percent (1000 mg/kg textile).

Limitation of Biocides

Formaldehydes

Technical Specification

Black tablet box fruit

Packaging must be FSC-certified or similar.

Monochrome mechanical pencil with clip

Mechanical pencil made largely (at least about 60%) from recycled or biodegradable materials.

Monochrome/two-tone ballpoint pen in plant fiber with clip

Pen must be made from biodegradable material (except for the refill and clip).

Reflective band, so-called Slap wrap

CE marked and approved according to EN-13356 standard.

Functional t-shirt for men and women

Multi-scarf "buff"

T-shirt for men, women, and children

Short-sleeved t-shirt made of 100% organic and ethically produced cotton, approx. 160 g/m2, round neck.

Certification of ethical production, e.g., Fairtrade or equivalent. Certification of ecological production, e.g., Swan, EU Flower, or equivalent.

Bag "tote bag"

PP non-woven and recyclable as plastic.

Paper cup with lid as an addition

Paper cups 100% biodegradable.

Ice scraper (not parking disc)

Environmentally friendly version made from at least 50% recycled plastic.

Water bottle with lid

Sports bottle made from bioplastic from sugarcane, CO2-negative. Food-grade and BPA-free.

Hoodie and polo shirt for men, women, and children

Hoodie made of at least 80% organic and ethically produced cotton, with a detachable front zipper, hood, and pockets.

Dark chocolate piece with packaging in three colors (green, turquoise, pink)

Black tablet box salmiak

Packaging must be FSC-certified or similar. Vegan option.

Award Criteria

Evaluation of Bids

The assignment is procured at a fixed price per ton of gypsum waste including transport at SEK 900.00 excluding VAT. Evaluation of quality:

• Recycling process description.
• Reference assignments.

ÖGRAB evaluates submitted descriptions as follows:

• Good level = 10 points.
• Acceptable level = 5 points.
• Unacceptable level = 0 points.

The reference group will justify the evaluation based on the evaluation criteria.

Reference group = users of the product/service, experts in the field. The bid with the highest total points in relation to the evaluated criteria, which is considered the most economically advantageous, will be accepted. If multiple bids receive the same evaluation, a closed price negotiation will take place.

Technical Specification

Quality, Service, Environment,Occupational Health and Safety

Environmental impact in the assignment is an important part. The client and the contractor should jointly strive to reduce environmental impact. The transport must be continuously monitored and measured.

The contractor must document the environmental impact of the transports, and the report must show the kilometers driven, energy consumption, and fossil carbon dioxide emissions. Reporting must be done annually and submitted to the client every February of the following year.

The client and contractor should cooperate to improve the quality and service of the collection work, registrations, and reporting, as well as the working environment and traffic safety for the personnel.

Environmental Classification and Fuel

Heavy vehicles used in the assignment must at least meet the Euro V standards. When acquiring new vehicles for the transport assignment, these vehicles must at least meet the Euro VI standards. The fuels used within the framework of the assignment must meet the following environmental class or equivalent:

• Petrol Environmental Class 1: SS 15 54 22.
• Diesel Environmental Class 1: SS 15 34 35.
• Vehicle Gas: SS 15 54 38 (biogas part), DIN 51624 (natural gas part).
• Ethanol E85/E75: SS 15 54 80.
• ED95 SS 15 54 37.
• Biodiesel/RME/FAME: SS EN 14214.
• HVO Diesel: SS­EN 15940.
• DME: CAS nr. 115­10­6.

Fossil-free electricity is also accepted as an alternative to liquid and gaseous fuels. The contractor must, upon request from the client, provide documentation showing which fuels are used in the assignment. The fuels used within the assignment must physically contain a maximum of 10% fossil carbon, calculated as a percentage by weight of all carbon in the fuel. The proportion of fossil carbon is primarily determined by the specification from the fuel supplier and, in case of doubt, by the C14 method, e.g., ASTM D6866.

Eco-driving

Mandatory Requirement (Supplier)

Sign Repair as a Service

In the service order, a certain number of hours of repair are included.

Environmental Management System

The bidder must conduct systematic environmental work in its operations.

In description

Circular Approach

The goal of a circular approach is to reuse the signs as much as possible. First, the sign should be reused by the purchaser. Second, the sign should be reused by the supplier, and third, the sign should be handled and recycled in the best way possible. The supplier entering the framework agreement should work with Malmö city to create a structured system for purchasing and managing signs to ensure that:

• The city's signs have a common graphic language and are based on Malmö's graphic profile and guidelines.
• The city's signs have common sizes. The size can vary in proportion to the building but should not deviate from the standard sizes developed during the contract period. This is to facilitate the reuse of signs.
• Signs should be repairable where only damaged components are replaced and not entire signs.
• The city's signs should be constructed in a way that they can be reused on-site by either reapplying foil or replacing the front (modular signs).
• Signs that can no longer be used in one place should circulate and be reused in another location. The sign should be temporarily stored with the supplier.
• Signs that can no longer be used by the city but where the entire or parts of the sign can be reused in the supplier's production should be returned to the supplier.
• When the sign or parts of the sign cannot be reused, the material should be recycled.
• The supplier should have an established process for material recycling and waste management and strive for an optimal material recycling process where the sign's different materials are separated to be recycled individually. To ensure the above needs, close cooperation between the supplier and Malmö city will be required during the contract period.

Signs in a Circular Flow

Signs and their materials should be reused as much as possible to reduce climate impact through closed material loops, slow material flows, and long product life. The signs should first be reused by the purchaser, secondly by the supplier, and thirdly recycled in the best possible way.

Reuse by Purchaser - Sign Storage

• The supplier should temporarily store signs that have previously been ordered and can be reused by the purchaser in another location. The supplier should primarily offer stored signs when the purchaser places an order, provided that the sign's construction and size are compatible with the purpose. It should be seen as a collaboration between the parties with the common goal that signs are reused instead of buying new signs. Follow-up should be conducted every 6months where the parties review the inventory and work to ensure the turnover of the stock. A dialogue should take place between the supplier and Malmö city's communication department regarding the assessment of which signs should be stored and which signs should instead be reused by the supplier or recycled.
• The supplier should store a maximum of 50 signs, and a sign should be stored for a maximum of 12 months unless otherwise agreed between the purchaser and the supplier. Stored signs that are not turned over within 12 months are transferred to the supplier unless the purchaser decides to reclaim the sign. In such cases, the supplier should be compensated for the storage that has taken place.
• The supplier is responsible for any repairs and cleaning of stored signs. Compensation for storage space and maintenance is provided by the supplier charging a price when ordering a stored sign.
• The supplier determines the pricing of stored signs.
• The price level should be reasonable in relation to the cost of storage space, inventory control, and maintenance of the sign. The price should not exceed the contract price for a new product.
• Existing signs in the city should be included in the above storage and reused by the purchaser. However, the condition is that the sign is in approved condition and can be refoiled. A dialogue should take place between the supplier and Malmö city's communication department regarding the assessment of which existing signs should be stored.

Added Value

• A 10% reduction on the evaluation price will be given if the bidder has a stated approach and experience in storing signs for customers, where signs that are no longer used in one area by the customer are temporarily stored by the bidder to later be placed in another area by the customer.
• The bidder should provide a description of how this work is conducted and attach two references from two different customers. The reference assignments should have been carried out within the last three (3) years (calculated from the final bidding day) with an annual contract value of at least 200,000 SEK, where storage of the customer's signs has been part of the assignment. For the reference assignments, the purchaser, the purchaser's contact person with contact details, should be stated. Please ensure that the contact person is available for verification.

Reuse by Supplier - Taking Back Sold Signs

When selling signs, the supplier commits to taking back signs when they can no longer be used by the purchaser, but where the entire or parts of the sign can be reused in the supplier's production. The return of signs should apply even after the expiration of the framework agreement and is part of the purchase condition and should apply for at least 4 years after the expiration of the framework agreement.

Added value

• A 10% reduction on the evaluation price will be given if the bidder has a stated approach and experience in taking back signs from customers after use and reusing the entire or parts of the sign in their production. It should be a systematic approach that gives the bidder an incentive to take back the sign and that the bidder agrees with the customer at the time of procurement.
• The bidder should provide a description of how this work is conducted and attach two references from two different customers with accompanying invoices, offers, or similar documents showing that the bidder committed to taking back the sign after use to reuse the entire or parts of the sign in their production. The reference assignments should have been carried out within the last three (3) years (calculated from the final bidding day). For the reference assignments, the purchaser, the purchaser's contact person with contact details, should be stated. Please ensure that the contact person is available for verification.

Recycling of Signs and Electrical Materials

The bidder must have a well-executed material recycling process and waste management, where reporting to the Swedish Environmental Protection Agency (Naturvårdsverket) is conducted according to producer responsibility for electrical equipment. The bidder must submit a registration certificate and the latest report to the Swedish Environmental Protection Agency.

Added Value

• A 20% reduction on the evaluation price will be given if the bidder has a stated approach and experience in an optimal material recycling process. An optimal material recycling process means that signs such as illuminated signs can be disassembled and that a process occurs where the sign's different materials are separated for the best possible material recycling. It should be possible to separate materials such as aluminum, plastic, glass, and electronics from the signs.
• During the contract period, the supplier and the contracting authority should explore opportunities to further improve the material recycling process.

In the description of the order of signs

The sign must be able to be disassembled for service and repair.

Freestanding Letters, Box Signs

Phthalates

Offered products must be phthalate-free, meaning that each individual substance (no. 1-18) listed below must not exceed 0.1% by weight (1000 mg/kg).

1. Di(2-ethylhexyl)phthalate (DEHP), CAS No. 117-81-7.
2. Bis(2-methoxyethyl)phthalate; Di(2-methoxyethyl)phthalate (BMEP; DMEP), CAS No. 117-82-8.
3. Dipentyl phthalate (DDP), CAS No. 131-18-0.
4. Diisopentyl phthalate (DIPP), CAS No. 605-50-5.
5. 1,2-benzenedicarboxylic acid di-(C7-11) alkyl esters, branched and linear (BHNUP), CAS No. 68515-42-4.
6. Di (branched (C6-C8)) alkyl phthalates (DIHP), CAS No. 71888-89-6.
7. N-pentylisopentyl phthalate, CAS No. 776297-69-9.
8. Diisobutyl phthalate (DIBP), CAS No. 84-69-5.
9. Dibutyl phthalate (DBP), CAS No. 84-74-2.
10. Dihexyl phthalate (DnHP), CAS No. 84-75-3.
11. 1,2-benzenedicarboxylic acid dipentyl ester, branched and linear, CAS No. 84777-06-0.
12. Benzyl butyl phthalate (BBP), CAS No. 85-68-7.
13. 1,2-benzenedicarboxylic acid dihexyl ester, branched and linear, CAS No. 68515-50-4.
14. 1,2-Benzenedicarboxylic acid, di-C6-10 alkyl esters, CAS No. 68515-51-5.
15. 1,2-Benzenedicarboxylic acid, mixed decyl and hexyl and octyl esters, CAS No. 68648-93-1.
16. Diisononyl phthalate (DIND), CAS No. 28553-12-0 and 68515-48-0.
17. Diisodecyl phthalate (DIDP), CAS No. 26761-40-0 and 68515-49-1.
18. Di-n-octyl phthalate (DNOP), CAS No. 117-84-0.

Plastic Content

Offered products made of or containing parts made of plastic must not contain the following substances in concentrations exceeding 0.1% by weight:

• Lead and its compounds.
• Cadmium and its compounds.
• Mercury and its compounds.
• Hexavalent chromium and its compounds.
• Organotin compounds.
• PAHs (Polycyclic aromatic hydrocarbons).
• Bisphenols (free form not bound in the material).

0.1% by weight refers to each individual part of an item.

Content of Substances of Very High Concern (Candidate List)

Associated Services - Service and Maintenance

Mandatory Requirements

Environmental Management System

Tenderers must conduct systematic environmental work in their operations.

References

Spare Parts

Delivery time for any spare parts for the supplier's sold products, which the purchaser wishes to replace themselves, should be made available to the purchaser within a reasonable time after ordering.

Warranties

The warranty period for furniture and furnishings should be at least one (1) year for electrical components and at least three (3) years for furniture, calculated from the day the product is delivered in full. This does not include visible damage present on products at the time of purchase or damage the purchaser has been informed about. Damage the purchaser has been informed about should be noted on the order confirmation and invoice.

Legal Requirements: CE Marking and Chemical Legislation

Electrically operated products must be CE marked in accordance with the EU Machinery Directive 2006/42/EC or the Low Voltage Directive 2014/35/EU, where such marking is required. Upon request, the supplier must provide a declaration of compliance with the relevant legislation according to the REACH Regulation, RoHS Directive, POPs Regulation, and Biocidal Products Regulation for the offered product.

Content of Chemical Substances: Wood

For goods or parts of goods made of wood, the supplier must always recoat the item if the previous coating is worn off or if uncoated surfaces have otherwise appeared on the item. In this way, older chemicals, such as glue, are encapsulated in the product rather than released into the premises where the item will be used.

Content of Chemical Substances Purchased and Added by the Supplier for Furniture Renovation

For furniture and furnishings to be sold to the City of Malmö, the following requirements apply to materials and chemical products purchased and added by the supplier for furniture renovation. The requirements also apply to materials added by the supplier during coating or other surface treatments. All requirements are listed by the Public Procurement Agency and in the appendix to the Public Procurement Agency’s sustainability criteria.

• Surface Treatment of Wood, Plastic, and/or Metal (Requirement ID: 10028:2) basic.
• Flame Retardants in Textiles, Plastic, and Upholstery Materials (Requirement ID: 10029:3) basic.
• Glue Used in Furniture Manufacturing (Requirement ID: 10030:2) basic.
• Marking of Plastic Parts (Requirement ID: 10032:2) basic.
• Content of Plastics (Requirement ID: 11014:1) basic.
• Upholstery Materials (Requirement ID: 11021:1) basic.
• Environmentally and Health Hazardous Substances in Plastic and Upholstery Materials (Requirement ID: 11480) advanced.
• Plasticizers in Plastics and Upholstery Materials (Requirement ID: 11525) basic.
• Dyes in Furniture Textiles (Requirement ID: 11023:2) basic.
• Formaldehyde in Furniture Textiles, Leather, or Hide (Requirement ID: 11025:1) basic.
• Formaldehyde in Wood-Based Panels (Requirement ID: 11022:1) basic.
• Emissions from Upholstery Materials (Requirement ID: 11526) advanced.
• Restriction of Biocides (Requirement ID: 11029:1) basic.
• Metal Content in Finished Leather and Hide (Requirement ID: 11026:1) basic.
• Restriction of Substances of Very High Concern (Candidate List) (Requirement ID: 11478) basic.
• Purchase of Legally Sourced Timber for Furniture Production (Requirement ID: 11472) basic.

Newly added materials should not contain actively added chromium (neither Hexavalent Chromium (Cr(VI) nor Trivalent Chromium (Cr(III)) or PVC. For cables to electronic products (e.g., height-adjustable tables), PVC is accepted. However, the City of Malmö encourages suppliers to consider alternative sustainable materials during the contract period.

Environmental Impact Measurement

One (1) year after the contract starts, the selected supplier must participate in dialogue with the city regarding the measurement of environmental savings (e.g., CO2 savings) through the call-offs on the contract. A meeting for dialogue will be scheduled at the start of the contract.

EPD

To map a product's environmental performance from a life cycle perspective, various certifications exist, such as the international EPD® system verified according to ISO 14025 and EN 15804 standards.

Recycled Furniture and Furnishings

For the framework agreement, recycled furniture is defined as used, second-hand, or reused furniture that is not new, i.e., furniture that has been used by at least one other owner/user. Exceptions:

1. Replacement of a tabletop and using a newly produced tabletop if the rest of the table consists of recycled parts.
2. Replacement of fabric and using a newly produced fabric if the rest of the product consists of recycled parts, including padding.
3. Smaller components such as Velcro, zippers, fabric stops, furniture pads, staples, screws, nails, hinges, wheels, gas springs in chairs, and other similar components.
4. Demo/display products that have not had a previous owner/user.
5. Products that have been damaged during transport and returned to the supplier but have not been used by a previous owner/user.

The tenderer must indicate a general discount rate on recycled furniture and furnishings. The discount rate should be calculated based on the published prices on the tenderer’s website (if published prices exist). The discount rate is fixed for the entire contract period and is considered the minimum discount. The supplier may offer a higher discount rate for specific call-offs.

Requirements for Added Materials and Chemical Products in Connection with Renovation

New materials and chemical products (e.g., surface treatment) added by the supplier or subcontractor for renovation purposes on used furniture to be delivered under the framework agreement must at least meet sustainability requirements according to the appendix (insert an appendix with sustainability requirements) if the product is intended for an environment where children regularly reside (e.g., furniture for schools and preschools) and the appendix (insert an appendix with sustainability requirements for products in environments where children reside).

Procuring authorities may require that new materials and chemical products meet requirements according to the entire or parts of the list of requirements according to the appendix (insert an appendix with sustainability requirements). The request for relevant compliance should be stated by the purchaser at the time of call-off, i.e., before the renovation is carried out.

Washing Chemicals for Furniture Cleaning (Textiles and Upholstery)

For furniture cleaning, the requirements in the annex (insert an annex with sustainability requirements) must be met.

Waste and Recycling

The supplier should strive to minimize waste generated. Leftover materials that cannot be used for other purposes must be recycled according to applicable regulations and laws.

Re-design

The supplier should offer re-design of furniture that, for example, is at the end of its life cycle, that the procuring authority no longer needs, or that is deemed not to have sufficient resale value for further distribution/sale. Re-design means that the main components of a piece of furniture are reused to produce a new piece of furniture from the material that is repurposed.

For example, tabletops can be converted into shelves, or larger tables can be made into smaller ones, etc. The definition is: The supplier reuses frames and materials from the buyer's furniture to transform a piece of furniture or interior from one color or function to another according to the buyer's requirements for size, design, and needs. For example, the supplier might manufacture a reception desk, convert a conference table into a coffee table, or create shelves from old desk tops, etc.

Sales and Rental

The supplier should offer the sale and rental of reused furniture. The procuring authority may also have a need to rent furniture for both short and long periods. During the rental period, the supplier owns the product, and after the rental period, the supplier takes back the product. Detailed rental conditions are stated in the contract terms.

Upgrading furniture in connection to selling it

The supplier should be able to perform furniture upgrades on the furniture they sell. Depending on the type of furniture being upgraded, the procuring authority should, as far as possible, specify which measures are to be performed (e.g., repainting metal parts, re-treating wooden surfaces, reupholstering/re-padding, converting desks, etc.). The supplier should, if requested by the procuring authority, provide advice on material choices.

Furniture Upholstery

The supplier should be able to provide reupholstery services for upholstered furniture. This means the supplier should have access to a wide range of textiles/leather and padding materials. The supplier should, if requested by the buyer, assist with advice regarding the choice of fabric and padding.

Inventory

The supplier should offer an inventory of the procuring authority's furniture. The purpose is for the procuring authority to gain an understanding of the furniture inventory within the organization (or within a specific part of the organization) - which furniture exists, in what volumes, etc. The inventoried furniture should be registered by the supplier in, for example, Excel format or entered into an inventory system/cloud-based IT platform referred to by the procuring authority. The inventory should be offered both on-site at the procuring authority and remotely. During remote inventory, the procuring authority may assist with parts requiring physical presence. The inventory should result in a list consisting of at least the following:

• Contact person:
• Department:
• Room number:
• Furniture category:
• Picture(s):
• Description of the furniture: (Dimensions, material, upholstery, color, etc.)
• Description of condition:
• Manufacturer/model:
• Quantity:

Classification of the Procuring Authority's Furniture and Preparation of an Action Plan

The supplier should offer an objective classification/analysis of the buyer's existing furniture/interior and provide a written action plan in consultation with the buyer. The action plan should be usable by the procuring authority for future procurements.

• Furniture that can be retained in its current condition.
• Furniture that, for example, needs reupholstering, new padding, sanding, painting, renovation, component replacement, etc.
• Furniture that needs cleaning.
• Furniture that can be shared internally, resold, or donated.
• Furniture in such poor condition that it needs to be recycled.
• Furniture suitable for re-design.

The classification can take place in both larger and smaller premises. A written action plan with at least the following content should be documented by the supplier:

• Room number (where the furniture is located).
• Furniture category.
• Quantity.
• Manufacturer/model.
• Picture(s).
• Description of the furniture: (Dimensions, material, upholstery, color, etc.).
• Comment/recommendation (can be reused, sold, donated, redesigned, should be recycled).
• Justification for the proposed action.

Disposal of the Procuring Authority's Furniture

The supplier has the opportunity to purchase furniture from the procuring authority through renewed competitive tendering.

The cost of disposal includes all costs associated with removing the furniture from the procuring authority's premises. The bidder undertakes to value all the furniture the procuring authority intends to dispose of and subtract the furniture's value from the cost of disposal.

The bidder is responsible for ensuring that all applicable laws and regulations are met when reintroducing the furniture disposed of via the framework agreement to the market.

Upon disposal, the procuring authority contacts the approved suppliers with product information and pictures of the furniture. The supplier offering the highest price gets to buy the furniture. The procuring authority may, depending on tax liability, inform how VAT should be handled by the supplier in their pricing during the disposal inquiry.

A procuring authority is under no obligation to turn to framework agreement suppliers for disposal; this should only be seen as an option.

Information on End-of-Life Textiles

A more circular handling of textiles also means that end-of-life textiles are managed in the best possible way. The supplier must be able to account for what happens to end-of-life textiles/discarded textiles (e.g., reuse, recycling, incineration, dyeing, waste, etc.). The supplier must be able to show that this condition is met by describing how the textiles are discarded (e.g., for reuse, recycling, incineration, dyeing, waste, etc.) and who receives them.

Action Plan

The supplier should specify an action plan for existing furniture for each of the following three areas:

1. Circular development.
2. Incentives for using the services.
3. Cooperation.

Waste and Recycling

The bidder should strive to minimize waste generated during furniture renovation. Leftover materials that cannot be used for other purposes must be recycled according to applicable regulations and laws.

Technical Specification for Reused Furniture and Related Services (A)

Mandatory Services

The following services are linked to hourly rates/ceiling prices, according to the bid, which can only be undershot during quotation:

• Refurbishment.
• Upholstery.
• Carpentry and painting.
• Re-design.
• Rental*.
• Repurchase*.

Delivery and installation of furniture and interior are mandatory and are linked to an hourly rate/ceiling price, according to the bid, which can only be undershot during quotation. In addition to the cost of the above services, the following should be included at no extra cost:

1. Basic interior design advice and quotation.
2. The services are quoted separately (not hourly).
3. It is possible for the supplier to expand the service portfolio during the contract period if they lack a related service at the time of the bid.
4. If disposal becomes relevant during the contract period, a dialogue will be conducted between the buyer and supplier regarding the price structure for the execution.

Desirable Services

• Inventory of existing furniture*
• Storage*
• Disposal***

Delivery and installation of furniture and interior are mandatory and are linked to an hourly rate/ceiling price, according to the bid, which can only be undershot during quotation. In addition to the cost of the above services, the following should be included at no extra cost:

• Basic interior design advice and quotation.
• The services are quoted separately (not hourly).
• It is possible for the supplier to expand the service portfolio during the contract period if they lack a mentioned related service at the time of the bid.
• If disposal becomes relevant during the contract period, a dialogue will be conducted between the buyer and supplier regarding the price structure for the execution.

PVC

Furniture offered should not contain PVC, with the exception of electrical cables.

Chrome, Nickel, Zinc

Furniture offered should not contain components intended for regular contact with skin (e.g., armrests) that are surface-treated with chrome, nickel, or zinc.

Furniture offered should not contain components that are surface-treated with products containing hexavalent chromium (Cr(VI)). Surface treatment with trivalent chromium (Cr(III)) in combination with nickel and/or zinc is accepted for components on stackable furniture, foldable furniture, or furniture that may be subjected to heavy wear (e.g., bases, legs).

Plasticizers, Flame Retardants, Heavy Metals

There is a risk that older padding/filling materials made of foam plastic/foam rubber contain unacceptable levels of harmful plasticizers, flame retardants, and heavy metals. Therefore, padding/filling of foam plastic in furniture older than 2015 should be replaced in all products delivered under the framework agreement.

New padding/filling must meet the requirements according to the Swedish National Agency for Public Procurement Authorities annexes for sustainability criteria level basic and advanced.

Technical Specification for Reused School Furniture (B)

Desirable Services

• Refurbishment
• Upholstery
• Carpentry and painting
• Re:design
• Rental*
• Repurchase*
• Inventory of existing furniture*
• Storage*
• Disposal***

Delivery and installation of furniture and interior are mandatory and are linked to an hourly rate/ceiling price, according to the bid, which can only be undershot during quotation. In addition to the cost of the above services, the following should be included at no extra cost:

• Basic interior design advice and quotation.
• The services are quoted separately.
• It is possible for the supplier to expand the service portfolio during the contract period if they lack a mentioned related service at the time of the bid.
• If disposal becomes relevant during the contract period, a dialogue will be conducted between the buyer and supplier.

PVC

Furniture offered should not contain PVC, with the exception of electrical cables.

Chrome, Nickel, Zinc

Furniture offered should not contain components intended for regular contact with skin (e.g., armrests) that are surface-treated with chrome, nickel, or zinc.

Furniture offered should not contain components that are surface-treated with products containing hexavalent chromium (Cr(VI)). Surface treatment with trivalent chromium (Cr(III)) in combination with nickel and/or zinc is accepted for components on stackable furniture, foldable furniture, or furniture that may be subjected to heavy wear (e.g., bases, legs).

Supplier's Knowledge Regarding Materials

If the supplier does not have knowledge of the chemical content and cannot guarantee current legal compliance, textile parts, foam rubber, and plastic materials should be replaced with new materials that meet the requirements according to the Swedish National Agency for Public Procurement Authorities annexes with sustainability criteria.

Möbelfakta

It is desirable that the furniture offered is certified with Möbelfakta for sustainability. In cases where environmental certification is available, a valid license should be able to be shown upon request.

Award Criteria

Energy Consumption

The TEC value, or Typical Electricity Consumption, refers to a product's energy consumption during normal usage. Primarily developed to rank products for the ENERGY STAR energy efficiency standard. For example, in the printer category, the TEC value refers to the number of kWh/week during typical usage. The TEC value should be based on ENERGY STAR 3.0. It gives 0 to 5 points per category based on the interval that the typical configuration meets.

Technical Specification

Special Environmental Requirements: Recycled Plastic

The supplier must have a plan to increase the proportion of recycled plastic in document management products and consumables. Recycled plastic refers to plastic recycled after the consumer stage (post-consumer recycled plastics).

Mandatory Requirement

Environmental and Quality Assurance

If the bidder is not certified according to ISO or equivalent, the bidder must at the latest by the contract start meet the requirements below. The bidder must have a documented and applied quality assurance system that at least includes:

• A quality policy that describes the bidder's intentions, implementation, and follow-up in the quality area.
• A description of the business processes, including routines for preventive measures and routines for converting customer requirements into requirements for services/processes and service.
• A management system to reduce the environmental impact of the assignment. The system must cover the operations performing the transport services, including subcontractors, and must at least include the following elements: an established environmental policy; routines ensuring compliance with laws and regulations relevant to the business; and routines and methods for reporting and accounting to the procuring authority.

Technical Specification

Availability, Repairs, Drop-off and Pickup, etc

The purchasers need advice, mobile phone repairs, and accessory pick-up. Service, drop-off, and pick-up of mobile phones and accessories must be available during business hours on weekdays within Ronneby town. Repairs of cracked screens must be possible on-site and completed within 4 hours.

Repairs and Service

The supplier must handle warranty service and repairs of sold products. The supplier covers the shipping cost to the supplier’s service partner for both warranty service and repairs based on a cost estimate. For repairs outside the warranty, if requested by the purchaser, a cost estimate must be sent and accepted by the purchaser before repair is carried out. Otherwise, the requirements under section 4 Criteria for Extended Lifespan apply.

Reuse, Environmental Requirements

The procuring authorities set requirements for environmental and climate impact. The effect is increased circularity by requiring, among other things, incentives for increased lifespan/usage time of machines and better recycling or reuse management. It is important to protect biodiversity and work to stop climate change, acidification, eutrophication, the spread of harmful chemicals, and much more.

The overall environmental impact must decrease. Companies that adapt their production and products to the environment are very important in this work. The goal is to reduce environmental impact through increased energy efficiency, extend usage time, and promote reuse and environmentally sound recycling by:

• Reducing the impact of machines on the environment, nature, and health.
• Making it easy for the purchaser to make a sustainable choice.
• Encouraging companies to develop more sustainable business models that promote reuse, better and more efficient products, and give the purchaser greater opportunities to use the machines in a more environmentally sound way.

Functional Requirements

• Delivered phones must be intended for the Swedish market.
• The supplier must have its own Apple DEP ID to manage Apple DEP independently. The Apple DEP ID must be provided upon submission. When ordering a mobile phone, it must be registered with DEP.
• The supplier must offer Samsung Knox independently. The Samsung Knox ID must be provided upon submission. When ordering a mobile phone, it must be registered with Samsung Knox.
• The supplier must be able to deliver simple and advanced models throughout the contract period, including option years.
• Offered mobile phones must not be locked to a specific operator.
• All models must be compatible with the 4G network.
• All models, except for the simple model, must be equipped with NFC.
• For all models equipped with NFC, the supplier's offering must include at least one cover that does not hinder NFC reading.
• For each mobile phone delivery, clear documentation in Swedish must be included, explaining how to maintain the phone to meet hygiene requirements, for example in care operations.

Range of Mobile Phones

• Mobile phone, non-smartphone.
• Smartphone Standard: Type: Simple smartphone iOS and Android in a lower price range, but not the latest models.
• Smartphone Advanced: Type: Advanced smartphone iOS and Android, i.e., newer models in a higher price range.
• Smartphone Robust: Type: Smartphone iOS and Android, i.e., a more durable model.
• The supplier must be able to offer phone models that support dual-SIM.
• In addition to the standard range of mobile phones, the purchaser must have access to the supplier’s entire assortment for purchasing individual phones with specific functional requirements that are uniquely specified on each occasion.

Loan Phone

If the damage cannot be repaired within eight working hours, the supplier must provide an acceptable loan phone to the purchaser at no extra cost.

Repair or Trade-in

The supplier must have a systematic solution for repairs or trade-in of damaged mobile phones. The solution offered may be in the form of insurance that applies throughout the contract period or in the form of a discount that can be used to cover the cost of repair or trade-in for a used or refurbished unit. It should, if possible, allow the phone to be used for at least 4 years.

The solution must enable the purchaser to repair damage at no or low cost or trade in the damaged mobile phone for at least an equivalent one throughout the phone's expected lifespan. An acceptable lifespan should be at least 4 years.

Longer Lifespan for Mobile Phones

Protective cases must be included with the order of a mobile phone and must not be made of PVC. Upon request by the purchaser, the supplier must provide a content declaration.

System for Reuse of Functional Mobile Phones

The supplier must have a system for handling functional mobile phones that the purchaser wishes to dispose of.

Offering Reused Mobile Phones

The supplier must be able to offer reused mobile phones for purchase under this contract. If this is not possible due to a lack of models or other circumstances, exceptions can be made.

Recycling

The supplier must have a system for recycling non-functional mobile phones. This is to handle mobile phones that neither work nor can be repaired at a reasonable cost.

Incentives for Return, Reuse, and Recycling

A discount/premium must be offered to the purchaser if the mobile phone is returned to the supplier or to a company contracted by the supplier that offers the service of taking back the mobile phone for reuse. Returned mobile phones must be reused in countries with responsible reuse/recycling systems.

Systems and Controls to Ensure Integrity during Reuse

The supplier must have a system that guarantees that all data is erased from mobile phones that are reused. The supplier may use third-party services for this purpose but is responsible for integrity regardless of the service as long as the purchaser follows the instructions and routines that apply to this. The system and the cost for this must be included in the agreed prices.

Mandatory Requirement

Environmental and Quality Assurance

The supplier must have an environmental management system in place at the start of the contract that can be used to reduce the environmental impact of the assignment. The system must include:

• An established environmental policy.
• Procedures ensuring compliance with relevant laws and regulations.
• Procedures and methods for reporting to the contracting authority.

Technical Specification

Mandatory Criteria

These criteria must be met. Read more on the Swedish National Agency for Public Procurement’s website External link, opens in new window.. All of the following requirements are mandatory even if the agency has classified some requirements as advanced.

General Criteria:

• Procedures for substitution of hazardous substances in the equipment (Requirement ID 11328).
• Content of particularly hazardous substances (Requirement ID 11329:1).
• Recycled plastic in the equipment (Requirement ID 11330).

Document Management Products:

• Energy usage of the equipment (Requirement ID 10130:2).
• Improved energy performance (Requirement ID 11333).
• Ability to use refurbished toner cartridges (Requirement ID 11331).
• Plasticizers in external power cables (Requirement ID 11337).
• Noise level (Requirement ID 11339).
• Limitation of indoor emissions (Requirement ID 11338:2).
• System for reusing equipment (Requirement ID 11340).
• Design for disassembly (Requirement ID 11341).
• Use of refurbished toner cartridges (Requirement ID 11342).
• Print quality for refurbished toner cartridges (Requirement ID 11343).
• Toner powder environmental and health hazards (Requirement ID 10129:1).
• Content of environmental and health hazardous substances in consumables (Requirement ID 11344).

1. Experience and Competence.
2. Personal Qualities - Reference Assignments.
3. Personal Qualities - Interview.
4. Price - Hourly Rate Indicating the Number of Hours for the Entire Assignment.

Points 1-3, experience/competence and qualities are weighted at 70% - an evaluation template is attached. Point 4, price, is weighted at 30%. The purchaser will highly value factors such as competence and qualities, as these factors are crucial for the district house with cultural spaces to be designed in line with the vision and the collaborative spirit that has permeated the entire project, from the initial idea sketch through the feasibility study and construction project. If the suppliers are judged to be equal in terms of competence and qualities, the price will determine who is awarded the contract.

1. Experience and Competence – Description of the Company and How Resources Can Be Planned and Allocated for the Assignment.
2. Personal Qualities - Documentation from Previous Assignments and References.
3. Price - Hourly Rate Indicating the Number of Hours for the Entire Assignment.

The bidder must have the capacity to carry out the assignment and its various parts according to the requirements set out in the request for proposal.

• The bidder must be a furniture carpenter and have a carpentry workshop.
• The bidder must have completed previous projects containing services similar to those described in this request for proposal.
• It is considered an added value if the bidder has experience working for the public sector.

Since the assignment requires a broad range of skills, services, and resources, the bidder may use subcontractors. This must be indicated in the bid, and the subcontractors must be listed and described.

Mandatory Requirements

Experience and Reference Projects

The municipality values close collaboration with the contractor and prefers their involvement in the entire process, including new constructions and projects. To utilize the contractor’s full expertise, it is essential that the bidder actively participates, provides advice, and collaborates with the municipality on future projects and renovations. Bidders must provide one (1) reference for similar commitments completed in the last three (3) years with satisfactory results. Similar commitments mean that the bidder has previously worked closely with the client/customer, actively participated, and worked together to achieve the best possible outcome while utilizing expertise. The contracting authority reserves the right to decide whether a reference will be checked.

Circularity and Sustainability/Environment

The client aims to procure products with as much reused and/or recycled material as possible to reduce material and energy consumption in production and the use of finite resources. During production, the use of virgin material and energy consumption should be minimized. The bidder must, upon request, verify that plastic is recycled. The environmental criteria are based on three aspects: sustainability, reuse, and energy consumption. Sustainability and reuse refer to environmental impact during manufacturing and after the product is used. Energy consumption refers to the amount of energy required by the product during use.

Reuse: Reuse refers to the process of using the product or parts of the product again in its existing or nearly existing condition without altering the material through processes such as melting, crushing, or similar actions in the manufacturing process.

Recycling: Recycling refers to material recycling, which means replacing virgin (newly produced) material with collected previously used material.

Legal Requirements: Used materials and components must be recycled in accordance with Swedish and international legislation.

Environment

The supplier must contribute to sustainable development by considering environmental impacts and conserving natural resources in all activities. The operations must comply with applicable environmental laws and regulations.

Reuse/Recycled Material/Components in Light Sources

The products (complete fixtures with light source and components) offered should consist of as much reused and/or recycled material as possible.

Describe the percentage of the product made from reused materials/components. If possible, specify the country of origin of the material.

0-100%. Each percentage point is worth 2000 SEK.

Describe the percentage of the product made from recycled materials/components. If possible, specify the country of origin of the material.

0-100%. Each percentage point is worth 1000 SEK.

If the total percentage exceeds 100%, the added value deduction will only apply to the portion of the product made from recycled material/components.

The supplier must be able to prove the proportion of materials/components that can be reused/recycled upon request. If the supplier cannot provide this proof, no added value deduction will be granted for this part. If the information on percentages is missing from the bid, no added value will be given.

Reuse/Recycling of End-of-Life Products

Describe the percentage of the product that can be reused.

0-100% (specified as % per kilogram)

Each percentage point is worth 2000 SEK.

Describe the percentage of the product that can be recycled.

0-100% (specified as % per kilogram)

Each percentage point is worth 1000 SEK.

If the total percentage exceeds 100%, the added value deduction will only apply to the part of the material that can be recycled.

The supplier must be able to prove the proportion of materials/components that can be reused/recycled upon request. If the supplier cannot provide this proof, no added value deduction will be granted for this part. If the information on percentages is missing from the bid, no added value will be given.

Packaging Recycling (upon delivery of goods)

The supplier's range should include a broad selection of products. Given that the products are offered on short notice and have a short shelf life, no specific assortment can be stipulated in the procurement. However, to make the service attractive to buyers, the range of products should be wide and varied.

The buyer is responsible for ensuring that the ordered product meets the requirements for a comparable product under the Food Wholesaler agreement. See Appendix 2 Checklist for Ordering. Organic production, MSC certification, palm oil-free products, Bisphenol A-free packaging, and animal welfare requirements corresponding to Swedish legislation are requirements that the buyer must adhere to.

The products offered should be of the type with a Best Before date. Products with a Use By date should not be offered due to the risks associated with food hygiene for such products.