Product-neutral tendering for multifunctional devices

Product-neutral tendering for multifunctional devices Guidelines for public IT procurement

With product specifications for environmental protection, energy

efficiency, accessibility and IT security

Version: April 2018

Product-neutral tendering for multifunctional devices 2

Published by:

Bitkom

Federal Association for Information Technology,

Telecommunications and New Media e. V.

Albrechtstraße 10

D-10117 Berlin

Tel.: 030 27576-0

[email protected]

www.bitkom.org

Contact:

Antonia Schmidt

Tel.: (+49) 30 27576-526

[email protected]

Responsible Bitkom Committee:

EC Product-neutral invitations to tender

Project management:

Felicia Muffler, Thomas Kriesel, Bitkom

Copyright: Bitkom 2018

Cover image: © vladacanon | istockphoto.com

This publication constitutes general, non-binding information. The content reflects the view of Bitkom at the

time of publication. Although the information contained herein has been compiled with the utmost care, no

liability is assumed with respect to its accuracy, completeness or topicality. In particular, this publication cannot

take into account the particularities of individual cases. The reader is therefore personally responsible for its

use. Any liability shall be excluded. All rights, including the duplication of any part, are reserved by Bitkom.

http://www.bitkom.org/


Contents Page

Acknowledgements ..................................................................................................... 5

1 Introduction .............................................................................................................. 6

1.1 Application of these guidelines ................................................................................................. 6

1.2 Product neutrality as a legal requirement ........................................................................... 7

2 Multifunctional devices as the subject-matter of procurement ...................... 7

2.1 Trends in the procurement of multifunctional devices ................................................. 7

2.2 Further solutions for individual applications ...................................................................... 8

2.3 The competition between laser and inkjet .......................................................................... 9

2.4 Commercial procurement models............................................................................................ 9

3 Performance classes as models for usage scenarios ....................................... 11

4 Criteria and requirements for all performance classes ................................... 11

4.1 Printing and copying ................................................................................................................... 12

4.2 Scanning ............................................................................................................................................ 13

4.3 Media for printing and scanning ........................................................................................... 14

4.4 Interfaces ........................................................................................................................................... 15

4.5 Display ................................................................................................................................................ 15

4.6 Accessibility ...................................................................................................................................... 16

4.7 Document finishing ...................................................................................................................... 17

4.8 Fax functionality ............................................................................................................................. 18

5 Specific criteria and requirements for workstation devices ........................... 18


5.2 Print speed for DIN A4 devices .............................................................................................. 19


6 Specific criteria and requirements for workgroup devices ............................ 20


6.2 Scanning ............................................................................................................................................ 20



7 Specific criteria and requirements for division-level devices ........................ 21


7.2 Scanning ............................................................................................................................................ 22



8 Environmental and health protection ................................................................ 23

8.1 General legal requirements ...................................................................................................... 23

8.2 Energy efficiency in public procurement law .................................................................. 24

8.3 Environmental requirements in public procurement law .......................................... 25


8.3.1 Noise emissions .......................................................................................................................... 26

8.3.2 Substance emissions ................................................................................................................ 27

8.3.3 Protection of resources and recycling-compatible design ................................... 29

8.3.4 Material characteristics and substance-related requirements ............................. 29

8.3.5 Systems for the return of devices and consumables .............................................. 30

8.4 Certifications and awards for verification .......................................................................... 30

8.5 Comparability of ecolabels ....................................................................................................... 31

9 IT security ................................................................................................................ 34

10 Award criteria ....................................................................................................... 37

10.1 Service-life energy consumption costs ............................................................................ 38

10.2 Per-page price calculation ...................................................................................................... 41

11 Contractual provisions ........................................................................................ 43

11.1 Supplementary contract conditions for procurement of IT services (EVB-IT)43

11.2 Social sustainability .................................................................................................................... 43

12. Practical tips for the procurement procedure ............................................... 43

12.1 Market survey ............................................................................................................................... 43

12.2 Testing .............................................................................................................................................. 44

13. Annexes ................................................................................................................ 44

13.1 Needs assessment and checklist ......................................................................................... 44

13.2 Glossary ........................................................................................................................................... 47

13.3 Legal provisions ........................................................................................................................... 49

14 List of tables ......................................................................................................... 51


Acknowledgements

These guidelines are the result of intense cooperation between public policy experts and representatives of

Bitkom member companies. Particular thanks must be given to the following individuals for the high quality

of their contributions:

Marko Brinkmann, Brother International GmbH

Felix Elschner, Epson Deutschland GmbH

Matthias Enkelmann, Lexmark Deutschland GmbH

Bernhard Fiebig, TA Triumph-Adler Deutschland GmbH

Andreas Geh, Epson Deutschland GmbH

Kai Kallweit, Bitkom e. V.

Robin Kammel, Procurement Office of the Federal Ministry of the Interior

Jens Polster, Konica Minolta Business Solutions Deutschland GmbH

Marko Rost, HP Deutschland GmbH

Kerstin Thies, Ricoh Deutschland GmbH

Daniel Schiwek, HP Deutschland GmbH

David Schulz, HP Deutschland GmbH

Christian Heinlein, Bechtle Systemhaus Holding AG

Bernhard Wolz, Federal Employment Agency

Thomas Zapala, Federal Office of Bundeswehr Equipment, Information Technology and In-Service Support

(Bundesamt für Ausrüstung, Informationstechnik und Nutzung der Bundeswehr, BAAINBw)

Thomas Kriesel, Bitkom e. V.

Felicia Muffler, Bitkom e. V.


1 Introduction

1.1 Application of these guidelines

These guidelines are designed to offer an overview of the basis and criteria for the procurement of print-

capable multifunctional devices (hereinafter referred to as multifunctional devices or MFDs) by the public

administrations. It was created as a result of a working group led by the Procurement Agency of the Federal

Ministry of the Interior and the Bundesverband Informationswirtschaft, Telekommunikation und neue Medien

e.V. (Bitkom). This document aims to provide contracting authorities at the Federal Government, federal state

as well as municipal levels with a reliable and understandable resource, so as to allow them to formulate their

invitations to tender for the procurement of multifunctional devices in a product-neutral manner, i.e. in a way

that avoids the use of protected brand names or reference to a specific manufacturer, while taking into

account current technical standards. While these guidelines primarily focus on multifunctional devices that

combine various features (printing, scanning, copying and faxing), they may also be used for devices that can

perform just one of these functions (e.g. printers).

The core element of these guidelines is a list of technical criteria that can be used to describe and compare

the devices, as well as the requirements for their working environments and other characteristics. In addition

to the technical criteria, compliance with which ensures the functionality of the devices for the procurement

purpose, the guidelines also provide information on environmental protection, energy efficiency, accessibility

and IT security. Although compliance with these issues is only partially subject to legal requirements, they are

becoming increasingly relevant in public administration.

The criteria governing the procurement of MFDs are also set out in an Excel list accompanying these

guidelines. The set of criteria in the Excel list is factually identical to that in these guidelines. The Excel list is

intended as a tool for experienced procurers who no longer need explanations or notes on the individual

criteria and basis of product-neutral invitations to tender. The guidelines, on the other hand, contain such

explanations and advice.

It should be noted, however, that the listed technical criteria and requirements are subject to constant

change and should be evaluated differently depending on where the devices to be purchased are going to

be used. Higher demands on the product will tend to produce a higher offer price and, accordingly, the

range of products on the market will decrease. These guidelines are therefore not to be considered as a

substitute for the procuring body reflecting on and prioritising individual criteria.

Nevertheless, the authors of these guidelines would like to support public administration procurers, in so far

as they draw particular attention to sensitive criteria and requirements that may lead to market restrictions, as

well as cost-related decisions. The following symbols are used for this purpose:


Symbol Meaning

The requirement for criteria with this symbol may result in cost increases

and/or market restrictions.

This symbol indicates the clarification of a common misconception or

highlights critical statements in the text.

This symbol indicates whether certificates can be used to verify specific

criteria.

1.2 Product neutrality as a legal requirement

Under public procurement law, equal treatment of economic operators and products offered is obligatory.

The legal framework lays down that the subject-matter of the procurement is described on the basis of

factual and non-discriminatory criteria, i.e. in a product-neutral manner (cf. Section 97 of the German Act

Against Restraint of Competition (GWB) and Section 31(6) of the Regulation on the Award of Public Contracts

(VgV) for Europe-wide procurement procedures, as well as Section 55(1) of the Federal budgetary regulations

(BHO) and Section 2(2) of the Rules of Procedure for sub-threshold procurement (UVgO) for sub-threshold

procurement). Invitations to tender may only refer to specific product or brand names in duly substantiated

exceptional cases if a sufficiently accurate description using common designations or general criteria is not

possible.

These guidelines address precisely this issue by providing a compact tool to support compliance with legal

requirements and thus ensure fair competition. They identify and explain current technical standards that

enable a description of printers and multifunctional devices following general pertinent characteristics. The

product features and technical requirements are presented in a compact, tabular form. The guidelines will be

reviewed at regular intervals with the aim of keeping them up to date. Any revisions will consider the latest

technical developments and adapt the proposed criteria and requirements to reflect the current state of the

art.

2 Multifunctional devices as the subject-matter of procurement

2.1 Trends in the procurement of multifunctional devices

Multifunctional devices (MFDs) have to date been characterised by their standard functions, namely copying,

printing, scanning (scan to email, scan to PC, scan to USB, scan to FTP and scan to network) and faxing.

Present and future generations of multifunctional devices continue to evolve technologically to support both

paper-based and digital administrative processes, thereby enabling and promoting the processing of

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structured and unstructured data (e.g. form recognition or data pre-sorting) with associated IT procedures

and processes. Device- and server-based solutions make MFDs smarter. As a result, they can make an

increasingly significant contribution to sustainable and environmentally friendly administrative work.

Furthermore, in their role as an interface between digital and printed information, they constitute an essential

IT component in the implementation of eGovernment in public administration.

The following trends characterise the technical development of MFDs:

Replacement of ‘single’-function devices (e.g. separate scanners) with multifunctional devices: Given

the complex and simultaneous demands on the current IT infrastructure in administration, multifunctional

systems tend to supplant single-function devices (separate scanners or printers). Increasing use of colour:

The tendency to use printers with colour capacity is steadily increasing. One reason for this may be that

colour is used in documents to depict the increasing pluralism of information in a way that can aid

understanding.

Increased use of A4: The predominant use of the A4 print format (according to a study by Gartner and

IDC, up to 97-98% of all printed information in A4 format) creates an increased demand for MFDs

designed for this format. Accordingly, high-performance MFDs in A4 format meet all current and future

requirements in office environments.

High performance: The rapidly growing volume of data to be processed places high demands on the

productivity and flexibility of MFDs.

Straightforward and intuitive operation: The increasing complexity of MFDs is accompanied by high

demands for intuitive handling of the numerous functions as well as straightforward, self-explanatory

navigation of the MFDs. A symbol- and text-controlled colour touch screen provides for simple navigation

of the respective process.

Greater flexibility: Multifunctional devices feature a high degree of flexibility. Open standards and

integrable connections enable adaptation to user needs.

Environmental standards and sustainability: MFDs increasingly stand out for their high environmental

and sustainability standards.

Accessibility: Today, MFDs offer barrier-free access in many cases. Here, it is essential to enable users with

different abilities and physical capacities to interact easily with customers, colleagues and workflows.

2.2 Further solutions for individual applications

Customisable software solutions for MFDs can be used to tailor administrative processes, applications and

data storage volumes to the needs of users. MFDs currently offer a multitude of additional software solutions

that support and streamline office as well as administrative processes. Their use expands the capabilities of

the devices, saves time and reduces costs. There are two main types of extended application solutions for

MFDs, namely device-based and network-based application solutions.

a) Device-based user solutions:

Device-based user solutions encompass free or fee-based additional functions or solutions that can be

integrated into MFDs in addition to standard functions. These additional functions primarily serve to provide

edited information (files) that can be further processed and used in the user’s broader environment and


alongside their applications. One example is the provision of an additional optical character recognition

(OCR) function, which converts scanned data as raster data into ASCII or Word files, making them available

for further processing in e.g. Office applications. Other device-based solutions serve to assist with the

operation of MFDs, with the forwarding of generated information (e.g. scanned files) to applications or as

additional security features to increase the device security of MFDs.

b) Network-based user solutions

There is a wide choice of implemented extended solutions (apps) that enable information to be exchanged

using software applications and specialist procedures available on the market. Furthermore, deployment

tools/platforms provide a quick and easy means of designing and producing individual tasks or administrative

processes. Such application solutions are not usually integrated into MFDs but have their place in the

customer’s surrounding IT infrastructure, such as on servers or as a client program. These user solutions

primarily support the management (administration) of MFDs within the user’s IT infrastructure, map electronic

procedures for processing transactions or secure the use of MFDs and the information generated through

their use.

Network-based software solutions are available, for example, for the management of:

security settings,

consumables,

users and authentication measures, as well as user-specific print rules,

device utilisation,

device configurations,

firmware updates.

2.3 The competition between laser and inkjet

Printers differ not only in hardware properties but also in the type of colourant they use. Colourants like ink,

toner and gel enjoy the most widespread use. In principle, print quality is not determined by the particular

colourants or printing technologies used. Print-quality requirements need in principle to be considered

independently of the printing technology employed. Irrespective of the colourant used, there are systems

available that can print only in black or in colour. Document-quality printing can be guaranteed regardless of

the printing technology used.

Both printing technologies (laser and inkjet) can provide document-quality printing.

2.4 Commercial procurement models

Procurement can be by means of rental, purchase, leasing, or a combination (e.g. hire of hardware, purchase

of consumables). Which approach the procurer chooses depends not least on whether the budget available is

a lump sum or multi-annual. A decision in favour of one of these models is generally made in the run-up to

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the procurement measure as part of a feasibility study. The total costs for an MFD, including costs for parts

subject to wear and tear and consumables, can also be calculated on the basis of pages printed (cf. the

sample calculation in 10.2).

Of no little consequence in this regard is how the choice of the procurement model affects VAT. Hire is

subject to VAT based on and payable with the respective rental payments. Purchase is subject to full VAT

upon delivery (= transfer of the device to the contracting authority). The whole amount of VAT is also

payable upon delivery of the device if, under the contract, ownership is only to be transferred after payment

of several instalments. If the transfer of ownership under hire-purchase depends on the exercise of a

purchase option, VAT is payable on the total unit price upon exercise of the option as stipulated by the

contract. Where rental payments have already been made before the option is exercised, the VAT paid is to

be reimbursed if the rental payments are counted towards the purchase price. Leasing is subject to VAT at

the time when the leased device is attributable to the contracting authority under the tax legislation.1

Table 1: Commercial procurement models

Commercial models

Purchase Purchase and

consumption (mixed

model)

Financing

(hire / leasing)

Consumption-based billing

Hardware

performance

Purchase Purchase Hire or leasing

Billing per page or cartridge

(‘all-in’)

Consumables and

wear parts

Purchase

Billing per page or

cartridge

Billing per page or

cartridge

Services (e.g.

repair, upkeep

and software

maintenance)

Assignment Includes services Includes services

Ownership of

hardware

Contracting

authority

Contracting authority Contractor Contractor

1 Cf. comments on these VAT-related consequences by the tax administration in Section 3.5(5) and (6) of the VAT

Application Decree (UStAE).


3 Performance classes as models for usage scenarios

The first step of these guidelines recommends defining the need for multifunctional devices based on

different performance classes. The performance classes primarily correspond to the usage scenarios and the

intended use of the devices by the end user. The usage scenarios for contracting authorities do not differ

significantly from those in companies. On that basis there is access to a wide range of devices on the open

market.

Based on the usage scenarios, these guidelines broadly define the following performance classes:

workstation devices, primarily intended for individual office spaces and smaller print volumes,

workgroup devices, primarily intended for groups/departments and medium print volumes,

division-level devices, primarily intended for entire divisions and high print volumes.

In practice, the distinction between individual performance classes is much more fluid. This aspect is taken

into account in the following table, illustrating the most important demarcation criteria for performance

classes, with particular consideration given to overlaps in print volume.

Table 2: Demarcation criteria for performance classes

Workstation

device

Workgroup device Division-level

device

Comments/explanations

Recommended print

and copy volume per

month

500-5,000 pages 2,000-20,000 pages 5,000-50,000 pages

Type Typically desktop

device and A4

Desktop or stand-

alone device

Typically stand-

alone device

Paper supply Min. 250 sheets Min. 1,000 sheets Min. 1,500 sheets

Memory (reference

values)

256 MB 512 MB 1 GB It is not possible to draw any

conclusions about performance

or functionality of the device

based on the available memory

alone.

Output capacity

(reference values)

125 sheets 200 sheets 350 sheets Information based on gram

weights of 80 g/m²

4 Criteria and requirements for all performance classes

The contracting authority should describe the subject of the procurement according to general characteristics

in a way that permits a comparison between subsequent offers. These guidelines lay out various criteria that


constitute suitable parameters for describing the subject of the procurement, presented in a tabular format.

These criteria are assigned technical requirements to make these parameters assessable and comparable. An

additional column indicates whether the requirements are suitable as minimum requirements. The total of all

minimum requirements produces a standard which can be expected for MFDs given the current state of the

art, is met by all recently designed devices currently offered on the market, and is not to be undercut. The

last column (Comments/explanations) provides further information and details of the technical requirements.

In addition to the minimum requirements recommended here, further conditions can be drawn up within the

evaluation criteria.2 Moreover, the contracting authority may define further criteria and requirements in the

tender documents if it applies particular requirements to the subject of the procurement.

The criteria and requirements listed here in Chapter 4 refer to functions and features that apply to all

performance classes.

4.1 Printing and copying

Table 3: Criteria and requirements for printing and copying

No Criterion Requirements Suitable as Comments/explanations

1 First page in DIN A4

format in the output

tray from ready

mode

Max. 15 seconds Minimum requirement Value varies considerably depending on

the printing technology. Values below 10

seconds are also possible.

2 Print resolution Min. 600 x 600 dpi

(actual)

Minimum requirement Optionally, higher resolutions can be

requested.

3 Duplex printing Automatic Minimum requirement

4 Universal feeder Universal feeder is

available

Minimum requirement

5 Document-quality

usage

Suitability for the

production of original

texts, copies and

certified copies of

notarial deeds as well

as other documents

according to Section 29

Minimum requirement Laser and inkjet technologies guarantee

document-quality usage.

Certified by the Foundation for Paper

2 The evaluation criteria described in these guidelines concern those award criteria that fulfil specific functional or

performance requirements. A procuring body may include an evaluation criterion in the tender specifications if the product

in the tender is to render particular services in specific areas, or is intended for particular purposes.

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of the Service

Regulations for Notaries

(DONot) can be

demonstrated

Manufacturing Technologies (PTS), or

equivalent certificate. Testing and

certification encompass the unit

consisting of printer, toner or inkjet

(each black) and paper.

6 Zoom in/out Min. 50–200% in 1%

increments

Minimum requirement

7 Printer command

language

Minimum PCL 5 or

PCL 6 or PostScript-

compatible

Minimum requirement

8 Multiple copies More than 99 copies Evaluation criterion

4.2 Scanning

Table 4: Criteria and requirements for scanning


1 Resolution

monochrome

Min. 600 x 600 dpi (optical

resolution available)


requested.

High resolutions generate exponentially

increasing data amounts during usage. A

configuration of 300 x 300 dpi is

recommended for operation.

2 Resolution

colour

Min. 300 x 300 dpi (optical

resolution available)

24-bit colour depth, 8-bit

grey scale


requested. High resolutions generate

exponentially increasing data amounts

during usage. A configuration of 300 x

300 dpi is recommended for operation.

3 Scan formats Min. PDF, JPG, TIFF Minimum requirement

4 Duplex scanning

using ADF

Automatic Minimum requirement

Two-sided scanning either

in a single step (duplex

scanning) or with reversing

function.

Evaluation criterion There are two ways to implement duplex

scanning technically; either with a

reversing automatic document feeder

(RADF) or a duplexing automatic

document feeder (DADF). DADFs

typically scan faster but can lead to cost

increases and market restrictions.

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5 Scanning

destinations

Scan to PC Minimum requirement

Scan to folder Minimum requirement

Scan to email Minimum requirement

Scan to FTP Evaluation criterion

Scan to USB stick Evaluation criterion

Scan to document/content

management/archive

system

Evaluation criterion See also subparagraph 2.1 ‘Trends in the

procurement of multifunctional devices’

4.3 Media for printing and scanning

Table 5: Criteria and requirements for printing and scanning media


1 Print media Plain paper Minimum requirement According to DIN EN 12281

Recycled paper Minimum requirement According to DIN EN 12281

Transparency film Evaluation criterion Must be suitable for the respective

printing technology.

Envelopes Evaluation criterion

Labels Evaluation criterion

2 Formats DIN A4

DIN A5

Minimum requirement

DIN A3 Evaluation criterion

DIN A6

DIN B5

DIN C6

Evaluation criterion

3 Gram weight

for printing

Universal feeder

Minimum 70-160 g/m2

Minimum requirement

Paper feed tray

Minimum 70-90 g/m2

Minimum requirement



4 Gram weight

for scanning

ADF minimum 70-95 g/m2 Minimum requirement

4.4 Interfaces

Table 6: Criteria and requirements for interfaces


1 USB for client Minimum USB 2.0 Minimum

requirement

A USB port with a higher version number in

principle enables higher data transmission

rates. However, this is not a determining factor

for a USB port.

2 USB for sticks Minimum USB 2.0 Minimum

requirement

Feasibility of using different USB sticks

depends on the formatting of the USB stick

3 Network switch

RJ 45 Ethernet 10/100 Minimum

requirement

4 Modem RJ 11 Evaluation

criterion

To be declared as a minimum requirement if

fax functionality is desired

RJ 11 and RJ 45 separated Minimum

requirement

Separate connections increase security

5 Wireless

connections

WLAN infrastructure

(according to IEEE

802.11b/g/n)

Evaluation

criterion

Wi-Fi directly accesses the

MFD (according to IEEE

802.11b/g/n)

Evaluation

criterion

Safety notice: specific internal requirements

might call for disconnection from the network.

Bluetooth Evaluation

criterion

Marketplace restrictions possible

Near Field Communication

NFC

Evaluation

criterion

Marketplace restrictions possible

4.5 Display

The devices recommended in these guidelines must have a display in all performance classes.

Table 7: Criteria and requirements for displays

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1 Display Colour display Minimum

requirement

2 Operation Touch capability Minimum

requirement

3 Language Multilingual (at least DE, EN) Minimum

requirement

4.6 Accessibility

The process of drafting the technical specifications for the procurement of multifunctional devices (MFDs)

must take into account the accessibility criteria for people with disabilities, except for duly substantiated

exceptional cases (Section 121(2), alt. 1 GWB). Particular attention must be paid to ensuring that the

requirements are geared towards user needs while at the same time remaining technology-neutral and open

to innovation. The following example may serve as an illustration:

Consideration is also given to blind employees as users of MFDs. The invitation to tender states that MFDs

should have touchscreen control. Controlling a touch screen presupposes visual perception. However, to meet

the user needs of blind employees, MFD control must also be possible without visual perception. How

control without visual perception is implemented technically should not be specified by the public procurer,

as prescribing the use of one specific technology would exclude other technologies and innovations. Meeting

user needs in the present case might involve the implementation of an audio interface or a touch screen with

haptic controls, for example.

To harmonise the accessibility requirements for publicly procured ICT products and services in Europe, the

European Commission tasked the European standardisation bodies CEN, CENELEC and ETSI with drawing up a

standard (Mandate 376). This resulted in the European standard EN 301 549; version EN 301 549 V1.1.2

(2015-04) is currently in force.

This European Standard was implemented as DIN EN 301549:2015-11 (‘Accessibility requirements for public

procurement of ICT products and services in Europe (recognition of the English version EN 301 549 V1.1.2

(2015-04) as a German standard)’). Pursuant to Section 31(2), subparagraph 1 VgV, this allows the technical

specifications to contain a reference to DIN EN 301549:2015-11, thereby ensuring that the user needs of

persons with disabilities are duly taken into account in the procurement procedure.

The contractor is responsible for furnishing proof by providing a self-declaration. Chapter 4 of Technical

Report CEN/CLC/ETSI/TR 101 552 provides templates for the (self-)declaration of conformity with EN 301 549.

Certificates may not be demanded as means of proof, as there is currently no such certification option in

place.

Table 8: Criterion and requirement for accessibility


Criterion Requirement Suitable as Comments/Eexplanations

Suitability for people with

disabilities

Conformity with DIN EN

301549:2015-11

Minimum requirement

4.7 Document finishing

Multifunctional devices can be equipped with a unit for the subsequent processing of documents. Such units

provide automated functions that eliminate the need for manual post-processing, such as punching, stapling

or folding, which can save considerable additional effort.

The proper training of employees is crucial for the use of these features. Apart from the setting options on

the device itself, particular attention should be paid to the configuration of the printer driver.

A document finishing feature is not a requirement for the procurement of multifunctional devices according

to the standard in these guidelines. It is optional and must be requested separately with the invitation to

tender.

Table 9: Criteria and requirements for document finishing


1 Sorting Determination of the sheet order Evaluation

criterion

No guidance standard. Must be requested

separately.

2 Stapling Evaluation

criterion


separately.

3 Punching e.g. 2-hole or 4-hole Evaluation

criterion


separately.

4 Production of

booklets

Evaluation

criterion


separately.

5 Offsetting Sets of copies are offset from one

another in the output tray

Evaluation

criterion


separately.

6 Grouping Multiple output trays Evaluation

criterion


separately.

7 Folding Internal/external multi-folding

unit, for example

Evaluation

criterion


separately.

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4.8 Fax functionality

Analogue fax machines differ according to their data transmission rate. Workstation, workgroup and division-

level devices have a modem capable of up to 33,600 bps. If the line quality is inferior, the fax machine

automatically selects a lower transmission rate to enable secure transmission.

Table 10: Criteria and requirements for fax functionality


1 Memory Transmit and receive

memory is available

Minimum

requirement

2 PC Fax Fax to PC/network possible Evaluation

criterion

3 Marking/version control Fax receipt stamp Evaluation

criterion

4 Transmission report Transmission report can be

switched on and off

Evaluation

criterion

5 Memory/address book Memory for at least 99

numbers

Evaluation

criterion

6 Forwarding Forwarding to other

numbers possible

Evaluation

criterion

Newer methods, such as LAN Fax via a fax server, require the specific needs of the end user to be

determined instead.

5 Specific criteria and requirements for workstation devices


In addition to the general requirements for printing and copying in all performance classes, the following

applies to workstation devices:

Table 11: Specific criteria and requirements for printing and copying


Paper supply Min. 250 sheets DIN A4 Minimum



requirement

5.2 Print speed for DIN A4 devices

The output speed of multifunctional devices is measured in ipm (images per minute) for both print and scan

functions. To improve comparability, under ISO/IEC 24734 the average print speed is to be determined by

printing a single-sided DIN A4 document in monochrome mode, resulting in an average ESAT value. This also

applies to devices that can process larger document formats, such as DIN A3. Any devices on offer must

meet the stated values. The print speeds specified in these guidelines apply to monochrome (black-and-

white) and colour prints in the same way.

Table 12: Specific criteria and requirements for the print speed of DIN A4 devices


1 Printing Min. 20 ipm for DIN A4 in

accordance with ISO/IEC 24734

Minimum

requirement

Generally also suited as evaluation criterion.

The print speed is measured in ipm (=

images per minute) in accordance with

ISO/IEC 24734.

2 Scanning, one-

sided

Min. 20 ipm from automatic

document feeder (ADF) for DIN

A4 (monochrome)

Minimum

requirement


At present, the ISO/IEC 17991 standard for

measuring scanning speed is not universally

applied by all manufacturers.

3 Scanning, two-

sided

Min. 20 ipm from automatic


A4 (monochrome)

Evaluation

criterion





Where multifunctional devices with DIN A3 format are required or approved, they must fulfil the following

print speed parameters.

Table 13: Specific criteria and requirements for the print speed of DIN A3 devices




standard

Minimum

requirement




ISO/IEC 24734. The print speed of A3

devices according to ISO/IEC 24734 is also

measured based on A4.



2 Scanning Min. 20 ipm from automatic


A4 (monochrome)

Minimum

requirement





6 Specific criteria and requirements for workgroup devices


In addition to the general requirements for printing and copying in all performance classes, the following

applies to workgroup devices:

Table 14: Specific criterion and requirements for workgroup devices: Printing and copying


Paper supply Min. 500 sheets standard

tray

Min. 500 sheets additional

tray

Minimum

requirement

6.2 Scanning

Other than the general requirements for scanning in all performance classes (cf. subparagraph 4.2 above),

there are no special features applicable to workgroup devices.


Table 15: Specific criteria and requirements for workgroup devices: Print speed for DIN A4 devices


1 Printing Min. 24 ipm for DIN A4 according

to ISO/IEC 24734

Minimum

requirement


Requirements apply to monochrome and

colour prints.



ISO/IEC 24734.

2 Scanning, one-

sided

Min. 25 ipm from ADF for DIN A4

(monochrome)

Minimum

requirement







3 Scanning, two-

sided

Min. 25 ipm from ADF for DIN A4

(monochrome)

Minimum

requirement






Where multifunctional devices with DIN A3 format are required or approved, they must fulfil the following

print speed parameters.

Table 16: Specific criteria and requirements for workgroup devices: Print speed for DIN A3 devices


1 Printing Min. 24 ipm for DIN A4

according to ISO/IEC 24734

Minimum

requirement


Requirements apply to monochrome and

colour prints.



ISO/IEC 24734. The print speed of A3

devices according to ISO/IEC 24734 is also

measured based on A4

2 Scanning, one-

sided

Min. 25 ipm from ADF for DIN

A4 (monochrome)

Minimum

requirement



measuring scanning speed is not

universally applied by all manufacturers.

3 Scanning, two-

sided


A4 (monochrome)

Minimum

requirement



measuring scanning speed is not


7 Specific criteria and requirements for division-level devices


In addition to the general requirements for printing and copying in all performance classes (cf. subparagraph

4.1 above), the following applies to workgroup [sic] devices:

Table 17: Specific criterion and requirements for division-level devices: Printing and copying



Paper supply Min. 500 sheets standard

tray

Min. input paper capacity

1,500 sheets

Minimum

requirement

Applies to DIN A4 and DIN A3 devices

7.2 Scanning

Apart from the general requirements for printing and copying in all performance classes (cf. subparagraph 4.1

above), there are no special features applicable to workstation devices.


Table 18: Specific criteria and requirements for division-level devices: Print speed for DIN A4 devices




for all devices

Minimum

requirement

Generally also suited as evaluation

criterion.



ISO/IEC 24734.

2 Scanning,

one-sided


A4 (monochrome)

Minimum

requirement


criterion.

At present, the ISO/IEC 17991 standard

for measuring scanning speed is not


3 Scanning,

two-sided


A4 (monochrome)

Minimum

requirement


criterion.

At present, the ISO/IEC 17991 standard

for measuring scanning speed is not



Table 19: Specific criteria and requirements for division-level devices: Print speed for DIN A3 devices


1 Printing Min. 30 ipm for DIN A4

(monochrome) in

accordance with ISO/IEC

24734

Minimum requirement Generally also suited as evaluation

criterion.

The print speed is measured in ipm

(= images per minute) in

accordance with ISO/IEC 24734. The



print speed of A3 devices according

to ISO/IEC 24734 is also measured

based on A4.

2 Scanning,

one-sided

Min. 35 ipm from ADF for

DIN A4 (monochrome)


criterion.

At present, the ISO/IEC 17991

standard for measuring scanning

speed is not universally applied by

all manufacturers.

3 Scanning,

two-sided

Min. 35 ipm from ADF for

DIN A4 (monochrome)


criterion.

At present, the ISO/IEC 17991

standard for measuring scanning

speed is not universally applied by

all manufacturers.

8 Environmental and health protection

8.1 General legal requirements

By law, manufacturers of MFDs must also meet stringent requirements outside of public procurement law.

Mandatory requirements for the environmental sustainability of products (e.g. environmentally sound disposal

of waste equipment or prohibition of certain ingredients for products) arise from the following laws and

regulations, among others:

The WEEE Directive (Directive 2012/19/EU), transposed into German law by the Electrical and Electronic

Equipment Act (ElektroG), which regulates the disposal of waste electrical and electronic equipment.

The ROHS Directive (Directive 2011/65/EU), transposed into German law by the Regulation on Hazardous

Substances in Electrical and Electronic Equipment (ElektroStoffV), which governs the pollutant content of

products.

Directive 2006/66/EC, transposed into German law by the Battery Act (BattG).

The material requirements defined by the REACH regulation for chemicals (Regulation (EC) No 1907/2006)

and the POP Regulation (Regulation (EC) No 850/2004).

If a manufacturer fails to comply with these basic statutory requirements for protecting health and the

environment and with the legal requirements for product safety and electromagnetic compatibility, it may not

bring its products to the EU market. Certification marks such as the CE marking indicate conformity with the

legally binding requirements.


The legal regulations on environmental and health protection apply to all MFDs equally and therefore

need not be included in the technical specifications.

By means of the CE marking, a manufacturer indicates that a given product complies with the

applicable legal requirements set out in the Community harmonisation legislation governing the

application of that marking.

8.2 Energy efficiency in public procurement law

Public procurement law attaches particular importance to energy efficiency in the procurement of technical

equipment (Section 67 VgV). Any MFD energy-efficiency requirements stipulated by the procurer should be

specified in the technical specifications, preferably with reference to the relevant technical standards and

specifications (cf. Section 31(2) VgV).

The question of how evidence of compliance with those requirements ought to be provided requires separate

consideration from the technical specifications and the performance and functional requirements contained

therein (for more details, see subparagraphs 8.4 and 8.5.).

Pursuant to Section 67(2), subparagraph 1 VgV, when procuring MFDs above the threshold in the

technical specifications, the highest level of energy efficiency is required. The requirements of the

applicable ENERGY STAR programme for imaging products as well as, for example, the ‘Blue Angel’

ecolabel requirements for office equipment with print capability (as amended) help to determine the

highest level of energy efficiency.

The ENERGY STAR programme’s measurement method has become the standard for measuring the typical

electricity consumption of a multifunctional device. This determines what is known as the ‘TEC’ value. The

‘TEC’ method (Typical Electricity Consumption) assesses the typical electricity consumption of a device during

standardised operation over a representative period.3 The electricity consumption of MFDs is stated in kWh

per week. The ‘Blue Angel’ ecolabel has fully adopted this measurement method for all printing technologies

and performance classes.

Moreover, the ‘Blue Angel’ ecolabel also considers other parameters:

maximum power consumption in sleep mode expressed in watts,

maximum pre-set times for the devices’ power-saving modes,

maximum recovery times to ready mode from the power-saving modes.

3 The specific requirements for the individual criteria can be found in the award conditions for these quality marks.

!

!

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Furthermore, the ‘Blue Angel’ ecolabel also determines the average power consumption in each operational

mode.

If the average power consumption is to be used for assessing the energy efficiency of devices, the

procurer must specify the measurement method and define the operating modes (see glossary).

Moreover, according to Section 67(2), subparagraph 1 VgV, the technical specifications or another

appropriate section of the tender documents are required to include specific information on energy

consumption. The contracting authority has no margin of discretion in that regard (Bundestag record

No 18/7318, p. 202). The contracting authority must give appropriate consideration to energy costs as an

award criterion in determining the most economically advantageous tender, while having some discretion to

ascertain the appropriateness of that consideration (op. cit.). The ‘energy costs’ award criterion should,

therefore, calculate the entire service-life costs4 of a print system in order to record and evaluate the

anticipated energy costs (for more details, see 10.1 Energy consumption costs during service life).

8.3 Environmental requirements in public procurement law

In addition to energy efficiency, the procuring body may also include other environmental aspects in

technical specifications (Section 31(3), subparagraph 1 VgV or Section 23(2) UVgO). These may also refer to

the process or method of manufacture, the performance of the service, or another stage in the life cycle of

the subject of the procurement, including the production and supply chain. This also applies if such factors

are not material components of the service, in so far as these characteristics relate to the subject of the

contract and are proportionate to its value and the procurement objectives (Section 31(3), subparagraph 3

VgV, Section 23(2) UVgO).

Other environmental aspects for MFDs are requirements that are already being tested for the award of

internationally recognised ecolabels (such as the ‘Blue Angel’ ecolabel under RAL-UZ 205, EU Ecolabel,

ENERGY STAR 2.0, EPEAT IEEE 1680.2-2012). In particular, they include the following environmental criteria,

though not every ecolabel requires them to an equal extent (cf. table in 8.5):

Recycling-compatible design

Return of colour modules and containers for colourants

Declaration of ink and toner cartridge yield

Resource-efficient paper handling

Warranty, repair services, availability of spare parts

4 Use during the planned duration of the contract.

!


Longevity

Packaging (material and labelling)

Restriction of substances found in the materials of housings and housing parts

Substances in the printed-circuit-board substrate

Substances in colourants

Substance emissions

Indication of the post-consumer recycled plastic content

Minimum amount of post-consumer recycled plastic

Noise emissions during printing

Ecological Life Cycle Assessment (LCA)/CO2 footprint

Compliance with fundamental European legislation on substances and materials (RoHS, REACH, EU Battery

Directive)

Environmental management for production and design

Requirements of particular relevance are explained below.

8.3.1 Noise emissions

Different procedures are available for determining an MFD’s noise emissions. The international

standard procedure is based on ISO 7779. The German ‘Blue Angel’ ecolabel is based on this

standard but has introduced changes following the revision RAL-UZ 205 that lead to different

(generally higher) results. Brochures and other information from manufacturers may therefore

contain different information, depending on the measurement method used.

Currently, only the test values from the ecolabels can be used to assess whether an MFD can be classified as

particularly quiet. A device that meets the test values in a verifiable manner is considered a low-noise device.

For this assessment, the comparison of the determined A-weighted guaranteed sound power level (cf.

glossary at the end of Section 8.4). This test value is usually determined based on the print speed of the

device. This means that a slower device must receive a lower test value than a faster one as part of the

ecolabel certification.

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When comparing the noise emissions of several devices, the measurement method used to determine the

values must be specified. Failure to do so results in the risk of comparing the incomparable and, in the worst

case, may lead to the wrong conclusions.

The basis of comparison should always be the guaranteed A-weighted sound power level, expressed either

in bel (B) or decibels (dB) to one decimal place.

Table 20: Criterion and requirement for noise emissions

No Criterion Requirement Suitable as Comments/explanations

Guaranteed A-

weighted sound

power level

according to RAL-

UZ 205

Compliance with the test

value according to Chapter

3.5 of the award criterion

RAL-UZ 205

Minimum

requirement Determination of the reference

value:

LWA, lim= 47 + 15* lg(SM/F+10)dB

SM/F: print speed in monochrome

or colour mode

The ‘Blue Angel’ ecolabel according to RAL-UZ 205 or a manufacturer’s declaration and test report

according to ISO 7779 may be submitted to a body with ISO 17025 accreditation as proof of

compliance with a given noise level, taking into account the requirements of RAL-UZ 205 (‘Blue

Angel’). Alternatively, a document containing the following information may also be submitted:

Name of the testing institute (external or internal accreditation)

Accreditation certificate of the test laboratory according to ISO 17025 for measurements according to ISO

7779

Signature of the authorised lab worker (e.g. lab manager)

Sound power values in decibels (dB).

The test report or document should only be requested before the contract is awarded.

Leaflets and other sources of information frequently also refer to other noise levels. The following glossary

explains these terms.

8.3.2 Substance emissions

Electronic devices emit volatile organic substances into the indoor air. The release (emission) of these

substances is intensified by use-related warming, for example during printing processes. The operation of

printing devices can also generate ozone depending on the technology used. These emissions should be kept

to a minimum to maintain good indoor air quality.

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The emission values of imaging products are determined according to the international ISO standard, ISO/IEC

28360, both in the device’s pre-operating phase and during continuous printing. The determined emission

values always apply to the entire system, including the consumables recommended by the manufacturer

(toner/ink) and the paper used. Compliance with the emission levels determined by the manufacturer can no

longer be guaranteed once toner or ink other than that recommended by the manufacturer is used.

Recommended minimum technical requirements:

Table 21: Requirements for electrophotographic devices

All values in mg/h Monochrome printing Colour printing

Pre-operating phase Total Volatile Organic

Compounds (TVOCs)

1 (desktop devices)

2 (stand-alone devices,

device volume

> 250 l)

1 (desktop devices)


device volume

> 250 l)

Print phase

(sum of pre-operating

and print phase)

Total Volatile Organic

Compounds (TVOCs) 10 18

Benzene < 0.05 < 0.05

Unidentified single

substances VOC 0.9 0.9

Styrene 1.0 1.8

Ozone 1.5 3.0

Dust 4.0 4.0

Table 22: Substance emissions: requirements for inkjet printers

All values in mg/h Monochrome printing Colour printing

Pre-operating phase Total Volatile Organic

Compounds (TVOCs)

1 (desktop devices)


device volume

> 250 l)

1 (desktop devices)


device volume

> 250 l)

Print phase

(accumulated pre-

operating and print

phase)

Total Volatile Organic

Compounds (TVOCs) 10 18

Benzene < 0.05 < 0.05

Styrene 1.0 1.8

Unidentified single

substances VOC 0.9 0.9

Devices awarded the ‘Blue Angel’ quality mark according to RAL-UZ 171 or RAL-UZ 205 fulfil these

requirements. RAL-UZ 205 lays down that the particle emission rate PER10 PW per 10-minute print

time must not exceed 3.5×1011 [particles/10 min].

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The following documents are considered as equivalent evidence for this criterion: Manufacturer’s declaration

and test report or documentation containing the following:

Name of the test laboratory (external or internal testing institute)

Evidence of qualification to perform particle emission measurements in accordance with RAL-UZ 205

(qualification of the testing laboratory is provided by the ‘list of certified laboratories for RAL-UZ 171, RAL-

UZ 177 and RAL-UZ 205’)

Signature of the authorised lab worker (e.g. lab manager)

Emission rates (PER) for TVOCs, benzene, styrene and dust.

The test report or document should only be requested before the contract is awarded.

Electrophotographic devices (laser systems) may give rise to fine and ultra-fine particle emissions. These can

also be quantified with the help of ISO international standard ISO/IEC 28360.

Currently, the ‘Blue Angel’ ecolabel is awarded only to devices with a maximum print speed of 40 ipm for

colour and 60 ipm for monochrome devices. As of 1 January 2019, the test value for receiving the ‘Blue

Angel’ ecolabel applies to all devices that fall within its scope.

8.3.3 Protection of resources and recycling-compatible design

Environmentally friendly product design contributes to the longevity of devices as well as their

environmentally sound recycling at the end of their service life. Reuse should therefore always be a priority.

Professional maintenance also has an important influence on the environmental properties of devices. It

should therefore only be performed by trained and qualified persons (e.g. under a service contract).

The ecolabel requirements mentioned below (in Section 8.5) specify demanding requirements for

resource protection and recycling-compatible design.

The specific requirements for the individual criteria can be found in the award criteria for these quality marks.

Devices awarded the quality marks referred to comply with these requirements. A declaration by the

manufacturer should also be accepted as evidence of compliance.

8.3.4 Material characteristics and substance-related requirements

Printers and multifunctional devices are comprised of a multitude of individual components and different

substances. Excluding specific substances reduces the impact on the environment. This ensures a substantial

contribution to the protection of the environment and health.

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https://produktinfo.blauer-engel.de/uploads/raluz_uz/UZ-205-2017-05-17.zip

https://produktinfo.blauer-engel.de/uploads/raluz_uz/UZ-205-2017-05-17.zip


The requirements for the ‘Blue Angel’ ecolabel, RAL-UZ 205, EU Ecolabel, ENERGY STAR 2.0 and

EPEAT IEEE 1680.2-2012 (listed under Section 8.5) contain demanding requirements for material

characteristics and restrictions on specific substances, which go far beyond the statutory

requirements, but can lead to increased tender costs.

The specific requirements for the individual criteria can be found in the award conditions for these quality

marks. Devices that were awarded the quality marks referred to comply with these requirements.

A declaration by the manufacturer should also be accepted as evidence of compliance.

8.3.5 Systems for the return of devices and consumables

Providers of electrical equipment in Germany are subject to the German Electrical and Electronic Equipment

Act (ElektroG) that transposes the EU's WEEE Directive It also regulates the requirements for the return and

disposal of electrical devices.

The provider should also be able to offer a cost-free system for the return of consumables (toner, inks) and

provide information on their reuse or further recycling.

The provider should implement these return systems for devices and consumables with the primary objective

of reuse.

8.4 Certifications and awards for verification

There are numerous voluntary certifications and awards apart from the mandatory CE marking (which

is mistakenly often requested as a certificate/award) that highlight particular product characteristics

or serve as evidence for compliance with specific requirements in certain user environments.

Contracting authorities can demand to see such means of proof to better compare the conformity of

the tender with the characteristics required in the technical specifications.5 A specific quality mark

must be eligible under public procurement law if the procurer demands to see it, i.e. it must comply

with the characteristics required in the technical specifications (Section 34(2) VgV). Furthermore,

alternative quality marks laying down similar requirements must also be accepted.

It is important to differentiate between the certificate as potential proof and the actual requirements for the

subject of the procurement. An invitation to tender must formulate requirements in a binding manner.

Certificates can serve as verification of compliance. Manufacturers’ declarations should be recognised as

proof, in so far as test and inspection reports verify them, for example, or they meet international standards.

The certificates that are relevant to specific requirements, and their area of application for multifunctional

systems, are set out below. The procurer must decide on an individual basis what means of proof is required

for each specific area of application.

5 Cf. Section 34(1) VgV as well as Article 43(1) of Directive 2014/24/EU.

€

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Care must be taken to ensure that all test procedures which lead to the award of a certificate evaluate the

entire system, encompassing the (core) device, but also the consumables recommended or supported by the

manufacturer (toner/ink and paper). The results cannot generally be extrapolated if the device is to be

operated with consumables other than those recommended by the manufacturer.

Table 23: Certifications and awards for verification

Certificate/award Content and area of application Recommended area of

application

Evidence

GS symbol (‘tested

for safety’)

Attestation of conformity concerning

product safety, the Product Safety Act

and applicable ergonomic

requirements

General Certificate from a GS

test centre recognised

by the Central Bodies of

the German Federal

States for Safety (ZLS)

Ecolabel Environmentally relevant properties of

a product (see table 8.5)

General Manufacturer's

declaration (e.g. ‘IT ECO

Declaration’), certificates

(e.g. ‘Blue Angel’),

references to published

databases (e.g. ‘ENERGY

STAR’)

Suitability for the

production of

original texts, copies

and certified copies

of notarial deeds as

well as other

documents

according to

Section 29 DONot

Proof of document-quality usage for

the entire multifunctional device

Creation of certificates,

contracts and similar

documents

Certificate by the

Foundation for Paper

Manufacturing

Technologies (‘PTS test

certificate’)

8.5 Comparability of ecolabels

Nowadays, due regard for environmental considerations is one of the core requirements of all multifunctional

devices. Electronics manufacturers must already meet mandatory legal requirements for environmental

sustainability (e.g. environmentally sound disposal of waste equipment, prohibition of certain ingredients for

products and electromagnetic compatibility). If a manufacturer fails to comply with these basic statutory

environmental requirements, it may not bring its products to the EU market.

The requirements increasingly exceed the statutory minimum standards, particularly with regard to energy

consumption, service life and noise emissions. Some requirements (both mandatory and more extensive) are

assessed and evaluated collectively by ecolabels. Ecolabels in invitations to tender should, however, be used

with caution. The choice of a quality mark may exclude certain devices or providers from tendering and

restrict the market accordingly. Furthermore, not all ecolabels test the same criteria according to the same

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standards. They are therefore difficult to compare. For that reason, these guidelines recommend the clear

definition of criteria and requirements for devices in invitations to tender. Not only ecolabels but also test

protocols should be approved as evidence of compliance with these criteria.

If the procurer demands ecolabels as evidence, specific criteria in accordance with Section 34 VgV must be

met.

Not all ‘quality marks’ meet the statutory requirements. An evaluation according to Section 34 VgV

must be conducted before a specific quality mark can be requested as evidence.

For instance, many private quality marks do not meet the requirements of Section 34(2),

subparagraph 3 VgV: Development within an open and transparent procedure in which all interested

parties can take part.

The following table lists the quality marks that meet the requirements set out in Section 34 VgV.

It is important to note that the use of original toner or ink is a prerequisite for the validity of the ‘Blue

Angel’ ecolabel or similar certificates (e.g. PTS), as the evaluation always encompasses the entire

system, including consumables.

The following table lists those criteria assessed under the ecolabels for MFDs in Europe. Discrepancies in

measurement methods may occur.

The EU Ecolabel is currently based on the requirements and measurement methods of the ‘Blue Angel’

ecolabel under RAL-UZ 171 and is not expected to be further developed for the ‘imaging products’ category.

Table 24: Comparability of ecolabels

Blauer Engel ecolabel

RAL-UZ 205 EU Ecolabel ENERGY STAR 2.0 EPEAT IEEE1680.2 2012

Criterion

Recycling-compatible

design Yes Yes No

Yes (partly mandatory,

partly optional)

!

!

http://www.eu-ecolabel.de/home.html

https://www.google.co.uk/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0ahUKEwjSjM_6qs_VAhWHBsAKHUVqBVUQjRwIBw&url=https://de.wikipedia.org/wiki/Energy_Star&psig=AFQjCNFvUEpt_6__h_KQJ-A8aaQVE5KzsQ&ust=1502546198442900

https://www.google.co.uk/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0ahUKEwjN25eNq8_VAhXKC8AKHYqaCPIQjRwIBw&url=https://www.heise.de/newsticker/meldung/Obama-Regierung-verzichtet-auf-IT-Oekosiegel-EPEAT-2600869.html&psig=AFQjCNFDloz5m5umpoOY3JN137KiHSYrcQ&ust=1502546242931359


Return of colour modules

and containers for

colourants

Yes Yes No Yes

Declaration of ink and

toner cartridge yield Yes No No No

Resource-efficient paper

handling Yes Yes Yes Yes

Warranty, repair services,

availability of spare parts Yes Yes No Yes

Longevity Yes Yes No Yes

Packaging (material and

labelling) Yes Yes No Yes

Restriction of substances

found in materials of

housings and housing

parts

Yes Yes No Yes

Substances in the printed-

circuit-board substrate Yes Yes No Optional

Substances in colourants Yes Yes No Yes

Substance emissions Yes

Yes (except particle

emissions) No

Yes (except particle

emissions)

Indication of the post-

consumer recycled plastic

content

Yes No No Yes

Minimum amount of post-

consumer recycled plastic No No No Optional

Energy consumption Yes Yes Yes Yes

Noise emissions during

printing Yes Yes No No


Product documentation

and user information Yes Yes Yes Yes

Compliance with

fundamental European

legislation on substances

and materials (RoHS,

REACH, EU Battery

Directive)

Yes Yes No Yes

Ecological Life Cycle

Assessment (LCA)/CO2

footprint

No No No Yes

Environmental

management for

production and design

No No No

Self-declaration: Yes

Certification: optional

EPEAT characteristics: While other ecolabels work on the ‘all-or-nothing’ principle, whereby all criteria must

be met in order to use the mark, EPEAT has several grades, namely bronze, silver and gold. Certain criteria

must be met to receive Bronze status. Silver status is awarded if at least 50% of the optional criteria are met;

Gold status is granted if more than 75% of the optional criteria are fulfilled. The manufacturer decides which

optional criteria are to be met.

Other European ecolabels (‘Nordic Swan’ and ‘Austrian Ecolabel’) are either not awarded in Germany or do

not cover the same criteria as their German counterparts.

9 IT security

Not only computers and servers but also printers and multifunctional devices can be the target of cyber-

attacks, data theft and data misuse. Such attacks jeopardise the confidentiality of data processed by the

MFDs and also the functioning of the devices themselves. Appropriate targeted measures can increase

network, device and data security. Modern printers and MFDs can be equipped with integrated factory-

installed security functions. The market offers a wide range of security functions. It is recommended that

these are activated and used, particularly if personal data are being processed (cf. Articles 25 and 32 of the

General Data Protection Regulation). Data protection and data security for MFDs can be achieved only

through a combination of organisational measures, due diligence on the part of the user and the device’s

internal security functions.

http://eur-lex.europa.eu/legal-content/DE/TXT/PDF/?uri=OJ:L:2016:119:FULL&from=DE


A minimum IT security standard for scanning, printing or multifunctional systems does not yet exist. However,

there are minimum standards for communication via mobile devices and the Internet, and also appropriate

ways of monitoring interfaces.

Since features enabling IT security to be increased are not a standard requirement for all MFDs,

manufacturers provide them only upon special request from the procurer. Fitting a device with such features

comes at a cost, hence procurers should consider their requirements in this area very carefully, based on an

extensive analysis of the data to be processed and the corresponding need for protection.

Table 25: IT security criteria and requirements


1 Local user

authentication

The device must include the

technical requirements for

authentication

Minimum

requirement

Authentication directly on the device, e.g.

via PIN, smart card, key combination, etc.

Ability to set up time-outs

(automatic logoff)

Minimum

requirement

Ability to configure time-outs

(when, how long)

Evaluation

criterion

Compulsory change of

factory-set standard

passwords

Evaluation

criterion

Password guidelines apply to password

changes, in so far as these policies are

implemented in the device.

2 Network

authentication of

users

Must be possible to restrict

network access to MFDs

Minimum

requirement

Network functions depend on

authentication for network login, e.g. via

password, active directory integration or

PIN

3 Confidential

printing

Print only in the presence of

the user

Minimum

requirement

Via PIN code allocation to print jobs or to

users, for example

4 Receipt of

confidential faxes

Fax output not at any time or

immediately

Evaluation

criterion

When pull printing, time-controlled fax

output or forwarding via email, for

example

5 Audio-visual cues Audible notification of failed

authentication attempts on

printer system

Evaluation

criterion

Serves to warn those in the vicinity of

abusive authentication attempts

6 Logging of jobs Restricted access to loggings

of jobs

Minimum

requirement

The user must provide authentication to

review the job log

7 Protection of

interfaces

Ability to deactivate individual

connections/access

Minimum

requirement



8 Ability to

deactivate network

protocols

Ability to deactivate all

unused network protocols

individually

Minimum

requirement

Deactivation of the HTTP/HTTPS protocol

is equivalent to deactivating the built-in

web server. Configurations must then be

possible on the device itself or via a

different network protocol.

9 Password

protection

Support for password

guidelines

Evaluation

criterion

Ability to determine specific security

requirements for password creation

10 Automatic delete

function

After the print job is

completed, print and other

data must be automatically

deleted in a secure (and non-

recoverable) manner

Minimum

requirement

11 Data storage

encryption

Standard 256-bit data storage

encryption

Minimum

requirement

Recommendation according to AES 256 or

BSI TR-02102-1

12 Print job storage

time

Time-controlled deletion of

print jobs

Evaluation

criterion

Generally relevant to workgroup and

division-level devices

13 Removability of

mass storage

Mass storage must be

removable

Minimum

requirement

14 Ability to apply

security updates

The printer must provide the

option to update the firmware

Rejection of unsigned updates

Minimum

requirement

15 Provision of

security updates

Rapid provision of firmware

updates once security

vulnerabilities are disclosed

Manufacturer signing of

updates

Minimum

requirement

The period during which security updates

are provided should be contractually

agreed.

16 Authentication of

authorised users

Restriction of failed login

attempts

Minimum

requirement

Restrictions should apply to all network

protocols (‘login paths’).

Distinction between user

rights in administrator and

user roles

Minimum

requirement

may also be more subtle

16 Transport

encryption

Transport encryption of print

data

Transport encryption of

configuration access (e.g. web

server)

Minimum

requirement

https://www.bsi.bund.de/SharedDocs/Downloads/DE/BSI/Publikationen/TechnischeRichtlinien/TR02102/BSI-TR-02102.pdf;jsessionid=273D6BE53B41D13C4DAFB079395832C0.1_cid369?__blob=publicationFile&v=4


To date, proof of IT security requirements for MFDs by means of certificates is not commonplace.

There are also currently no multi-provider certification options on the market that cover the specific

public administration IT security requirements for MFDs.

Due to the high and increasingly important IT security requirements of MFDs, but also because of the

technical complexity of the measures required, Bitkom's Printing Solution Services working group has

developed its own guidelines for the security of print systems. These guidelines describe in technical detail

specific IT security threat scenarios for multifunctional devices, the resulting requirements and potential

protective measures. These guidelines will be published on our website at https://www.itk-beschaffung.de/

once completed.

10 Award criteria

The award must be granted to the most economically advantageous tender in accordance with Section 127

GWB. This is determined on the basis of the best price-quality ratio. Apart from price or costs, qualitative,

environmental or social award criteria may also be taken into consideration. In the case of energy-related

supplies, appropriate consideration should also be given to energy efficiency as an award criterion, in

accordance with Section 67(5) VgV.

The performance requirements may be expressed under award criteria with minimum technical requirements

or under evaluation criteria. It is at the discretion of the procurer which category individual performance

features are assigned to. Criteria generally present minimum requirements that are essential for the intended

use of a device. Where these guidelines recommend minimum requirements for the devices, this is labelled in

the criteria tables as ‘minimum requirement’. If the criteria/requirements are labelled ‘evaluation criterion’, the

guidelines recommend using these requirements only within the framework of the evaluation criteria.

Drawing up the performance requirements with the help of the evaluation criteria can provide competitors

with particular leeway, enabling a differentiated consideration of the services offered in the evaluation. The

individual forms of competitors’ services can thus be taken into account, which helps to promote broader

competition. In drawing up the performance requirements, care should be taken to present a detailed,

comprehensible and objectively assessable expectation or assessment horizon.

The increased or exclusive use of minimum technical requirements in the technical specifications can result in

an unwanted restriction of competition.

The guidelines recommend the use of evaluation criteria to promote the broadest possible competition.

Z

https://www.bitkom.org/Bitkom/Organisation/Gremien/Printing-Solution-Services.html

https://www.itk-beschaffung.de/


10.1 Service-life energy consumption costs

The expected energy costs must also be recorded and evaluated to determine the costs of a print system

over its entire service life.6 For this, two options are available:

1. determination based on the TEC value according to the ‘ENERGY STAR’/‘Blue Angel’ ecolabel,

2. calculation based on power consumption in various operational modes.

Option 1: Calculation based on the TEC value

The TEC value,7 which is also the basis for the ‘Blue Angel’ ecolabel, refers to electricity consumption per

week, assuming comparable usage scenarios. The calculation of energy costs over the entire service life is

based on the following formula:

Electricity costs per kWh [EUR/kWh]×TEC [kWh/week]×planned period of use [weeks] = energy costs over an

entire service life.

Energy efficiency based on a TEC value should only be compared if multifunctional devices with the

same print speed are compared. The background to this is that determination of a TEC value is

based on a daily print volume, which is dependent on print speed.

Table 26: Sample calculation 1: Service-life energy consumption costs

Example:

MFD print speed Based on printed

pages per day

according to ENERGY

STAR/‘Blue Angel’

ecolabel

Based on number of print

jobs per day according to

ENERGY STAR/‘Blue Angel’

ecolabel

Resulting printing time per day (=

dwell time in print mode)

20 pages/minute 200 pages 20 10 minutes

30 pages/minute 450 pages 30 15 minutes

45 pages/minute 992 pages 32 22.04 minutes


6 Use during the planned duration of the contract.

7 Corresponds to the Typical Energy Consumption (TEC) value in Germany.

!



Option 2: Calculation based on power consumption in various operational modes

An alternative procedure can be used if the planned print volume deviates significantly from the TEC value

(cf. table above), and if devices with different print speeds are compared with one another. This is based on

the power measurement in various operational modes combined with the corresponding dwell times. The

procurer must specify different parameters for the calculation to ensure comparability of devices from

different providers. The following parameters should be present:

Power consumption in watts in the various operating states

Dwell time in the various operational modes (in accordance with definitions in the ENERGY STAR

programme) in minutes, according to the provider’s setting (factory setting)8

Print volumes in pages per month (provided by the procurer)

Print speed according to DIN ISO 24734

Extent and amount of print jobs per day (provided by the procurer)

Indication of switch-off times (mains switch) per week.

The following example illustrates data collection and calculation when the actual usage scenario deviates

substantially from the assumed usage scenario in the TEC procedure. The colours have the following

meaning:

orange fields represent information that must be provided or specified by the procurer;

white fields relate to technical characteristics of the device that must be indicated by the provider;

blue fields represent the sum of information provided by the procurer and provider.

Table 27: Sample calculation 2: Data collection and calculation in the event of substantial deviation of the

actual usage scenario

8 The usage scenarios are described in the ENERGY STAR test method: ENERGY STAR Program Requirements for Imaging

Equipment – Test Method for Determining Imaging Equipment Energy Use, Table 11.


Parameter Where does this value come from?

Example device with four

operational modes

(printing operation, ready mode,

sleep mode and off mode)

Usage

scenario

Print volume per week per device Must be determined and specified by

procurer 500

Print speed in ipm according to

ISO/IEC 24734

According to the manufacturer's

specifications 40

Average number of pages per print

job [images per job]

Must be determined and specified by

procurer 5

Number of print jobs per week Calculated as follows: [print

volume/week]/[images per job] 100

Pre-set time for entering sleep mode

after printing [in minutes] = dwell

time in ready mode after printing

Specification provided by the manufacturer

(pre-set time or default delay time to sleep) 1

Off (hours/week)

Provided by the procurer: how many hours

per week is the device usually switched off

entirely (e.g. at weekends)

48.00

Dwell time for

each

operational

mode, arising

from

information in

the usage

scenario

Dwell time during operation

[hours/week]

Calculated as [print volume]/[images per

job]/60 0.21

Dwell time in ready mode

[hours/week]

Calculated as [pre-set time for entering sleep

mode]×[print jobs per week]/60 1.67

Dwell time in sleep mode

[hours/week]

Calculated based on a 168-hour week: [off

hours]-[pre-operating hours]-[operating

hours]

118.13

Average

power

consumption

of the device

in accordance

with

ENERGY STAR

2.0 or RAL-UZ

205

Operation [W] definition in

accordance with ENERGY STAR 2.0 or

RAL-UZ 205


specifications 348

Ready mode [W] definition in


RAL-UZ 205


specifications 59

Sleep mode [W] definition in


RAL-UZ 205


specifications 1.2

Off (hardware) [W] definition in

accordance with ENERGY STAR 2.0 (=

‘standby’) or RAL-UZ 205


specifications 0.1


Some devices switch to other operational modes after printing before they enter sleep mode. The

average power consumption in these operational modes ranges between the values for ready mode

and sleep mode. Longer actual dwell times in these modes have a more significant influence on the

overall electricity consumption of the device. The power consumption, as well as the respective dwell

times, must be established if these operational modes are to be included in the calculation

presented here. The dwell time can also be set in the individual operational modes, e.g. standby

after 5, 30, 45 or 60 minutes based on the needs of the user.

Table 28: Electricity consumption in different operational modes and cost calculation

Anticipated

electricity

consumption

for the above

scenario

In operation [kWh/week] Calculated as [power consumption

operation]/1,000×[dwell time operation] 0.073

Ready mode [kWh/week] Calculated as [power consumption

readiness]/1,000×[dwell time readiness] 0.098

Sleep mode [kWh/week] Calculated as [power consumption sleep

mode]/1,000×[dwell time sleep mode] 0.142

Off [kWh/week] Calculated as [power consumption

off]/1,000×[dwell time off] 0.005

Overall electricity consumption per

week [kWh/week]

Calculation based on total electricity

consumption in operating modes 0.317

Cost

calculation

Assumed electricity price [EUR] Must be provided by the procurer €0.20

Duration [years] Must be provided by the procurer 4.000

Electricity costs per device over the

contract duration [EUR]

Calculated as [electricity

consumption/week]×52×[contract

duration]×[electricity price]

€13.20

Number of identical devices with the

same usage scenario

Must be determined and specified by

procurer 500

Cost for all identical devices with the

same usage scenario over the

contract duration

Calculated as [electricity costs per device

over the contract duration]×[number of

devices]

€6,601.57

Increased expenses and market restrictions must be expected if measurement methods are implemented that

are not standardised by ENERGY STAR.

10.2 Per-page price calculation

Copying and printing costs incurred during the planned period of use can be calculated using a per-page

price calculation if the multifunctional device is procured through purchase. A cost calculation per page is

only possible, however, if hardware and consumables are tendered for together. This is the only way to

ensure comparability of the offers. The bid price for the award is thus based on the unit price, consumables

!


for e.g. four years and energy costs over four years. Service costs should also be considered. It is therefore

essential to analyse the anticipated print and copy volume in advance and specify the planned period of use

as accurately as possible.

The basis for this calculation is the information concerning performance and the price per unit.

The guideline for calculating the yield of consumables is ISO/IEC 19752 for laser printers, ISO/IEC 19798 for

colour laser printers and ISO/IEC 24711 for inkjet printers. Monochrome printers rely on the test template

under ISO/IEC 19752, and colour laser printers and inkjet printers refer to the standard test document under

ISO/IEC 24712.

Table 29: Sample per-page price calculation

Article Yield Unit Price Factor Price per page

Toner black 10,000 Page 50.00 1 0.005

Drum 20,000 Page 120.00 1 0.006

Residual colourant

container

20,000 Page 20.00 1 0.001

Total costs per page in EUR: 0.012

Other costs:

e.g. maintenance kits

The cost basis is estimated as a print volume of 750 A4 pages per month over four years.

Cost calculation for four years: Print performance to be considered (36,000

pages minus initial stocking, e.g. toner for

10,000 pages)

Service life: 48 months

Price per page, toner 0.005

26,000 130.00

Price per page, drum 0.006 16,000 96.00

Residual colourant

container

0.001 16,000 16.00

Total costs for 48 months in EUR: 242.00


11 Contractual provisions

11.1 Supplementary contract conditions for procurement of IT services (EVB-IT)

Suitable contracts govern the provision/delivery of the services/products procured once the procurement

procedure has been successfully completed. The Federal Ministry of the Interior and Bitkom have drawn up a

number of agreements that can be used to support the contracting authorities. The agreements can be

found on the website of the Federal Commissioner for Information Technology

(https://www.cio.bund.de/Web/DE/IT-Beschaffung/EVB-IT-und-BVB/Aktuelle_EVB-IT).

11.2 Social sustainability

The procurement procedure must consider social aspects as well as economic and ecological criteria

(Section 97(3) GWB, Section 31(3) VgV on procurement above the threshold and Sections 2(3) and 22(2)

UVgO on procurement below the threshold). Such social aspects include, in particular, employees’ rights, a

ban on child labour and discrimination against employees, and the observance of standard working hours by

the tenderer and its suppliers. The contracting authority can ask each bidder to provide a statement

concerning social sustainability for IT in order to ensure that this aspect is taken into account in the

procurement procedures for IT products and services. The declaration, a basic sample contract and comments

on the scope of application can be found on the website of the Federal Ministry of the Interior’s Procurement

Agency.

12. Practical tips for the procurement procedure

12.1 Market survey

A market survey is a valuable tool in preparing a procurement procedure. If carried out properly, the results

can significantly aid the needs assessment and the drawing up of the requirements or technical specifications

in accordance with public procurement law. Furthermore, a high level of current knowledge on the part of

the contracting authority concerning commercially available products and relevant conditions may make the

procurement process more effective, in line with public procurement law.

Market surveys are expressly permitted by law:

‘Before launching a procurement procedure, contracting authorities may conduct market surveys exclusively

with a view to preparing the procurement and informing economic operators of their procurement plans and

requirements.’ (Section 28(1) VgV)

Section 28 VgV itself contains no provisions concerning the type of market survey. The general principles

concerning procurement law, equal treatment and transparency apply. These guidelines offer an entry into

market surveys in the MFD sector.

http://www.cio.bund.de/Web/DE/IT-Beschaffung/EVB-IT-und-BVB/Aktuelle_EVB-IT/aktuelle_evb_it_node.html

https://www.cio.bund.de/Web/DE/IT-Beschaffung/EVB-IT-und-BVB/Aktuelle_EVB-IT/aktuelle_evb_it_node.html;jsessionid=83C53DCE2B12269E52BB64EFC254E644.1_cid322

http://www.nachhaltige-beschaffung.info/SharedDocs/DokumenteNB/141118_Erklärung_soziale_Nachhaltigkeit_IT.html?nn=3631298

http://www.nachhaltige-beschaffung.info/SharedDocs/DokumenteNB/141118_Erklärung_soziale_Nachhaltigkeit_IT.html?nn=3631298


12.2 Testing

Testing is useful and advisable for the verification and validation of parameters specified by the providers.

The test scenario should reflect the prospective usage scenario.

13. Annexes

13.1 Needs assessment and checklist

Every procurement procedure starts with a thorough evaluation of procurement requirements, i.e. the needs-

based configuration of the end user. For this, in reviewing the present situation both current and prospective

requirements should be identified and taken into account. The first step generally analyses the current state

of the print-output infrastructure, including with regard to the number and type of document-based input

and output systems in use (multifunctional devices, printers, faxes and scanners) and volumes. The situation

analysis should include, in addition to the MFDs (hardware) required, the inventory system, the related

consumables, software and services, as well as indirect costs (e.g. energy costs, administration costs or costs

for the floor space required). The following table is intended to support the inventory and needs assessment

and does not claim to be exhaustive. It compares the existing situation with the current and expected future

MFD requirements. The principles regarding the avoidance of conflicts of interest must be observed when

hiring an external company for the analysis (Section 6 VgV).

Table 30: Needs assessments and checklists


9 Inventory data refers to device data.

Analysis of current situation Available information

source

Typical user situation Future possibilities and

recommendations

What type of device is available

and with which functions

(printing, copying, scanning,

faxing, workflow management)?

Inventory data9 on the

installed devices (source

inventory database), as

well as any existing

procurement contracts

Priority usage of basic

functions (printing, copying

and scanning) up to now

No extended use of

advanced features of

current MFDs

More extensive use of MFD

scanning functions as well as basic

functions, and advanced

functionalities supporting

electronic process handling

Which software applications and

software-based administrative

applications have which

requirements for controlling the

MFD for input/output and

process support for transaction

processing?

Currently used software

applications and

software-based

administrative

applications, internal IT

strategy guidelines

(ECM, eGovernment, use

of electronic files, for

example)

Different software

applications and

administrative applications

Increased use of MFDs with

multifunctional solutions for their

increased use/integration into

electronic administrative processes,

(e.g. electronic files, electronic

collection of paper-based

information by scanning, under e.g.

TRRESISCAN)

What type of print media

(according to print format, gram

weight, media type and structure)

is required, and how high is the

respective proportion compared

to the overall print volume?

Procurement of print

media (paper, etc.) up to

now, breakdown of the

respective proportion of

print media according to

three essential criteria.

The predominant use of

recycling/regular paper

with a gram weight of

approximately 75–90 g/m²,

with the majority (90%)

printed/copied in A4

format

Needs-based selection of the

respective device categories based

on a workflow analysis of the

individual department/unit


In the best-case scenario, the inventory and the determination of future requirements can help to determine

the selection and functionality of the devices to be purchased. In any case, this creates the foundation for

targeted research of the market and the solutions currently offered on the market. The inventory and needs

assessment can also serve as a basis to plan installation and usage, as well as helping to create usage

guidelines for new devices.

What print, copy or scan volume

was generated with the devices

installed to date?

Reading the device

memory for previously

printed/copied pages

Print/copy volume

depending on business and

administrative applications

More needs-based selection of

device classes/categories or

substitution of printed/copied

pages through electronic

workflows

What is the proportion of colour

to black and white printing?

Inventory data in

inventory database,

existing procurement

contracts for

consumables (inkjet and

toner cartridges, paper

types, etc.)

Very high margin of black

and white printing, colour

printing often less than

10% of the overall print

volume.

Needs-based selection of the

respective device categories based

on a workflow analysis of the

individual department/unit

What IT security requirements

must be observed?

Internal specifications,

General Data Protection

Regulation (GDPR),

Federal Office for

Information Security

(BSI) recommendations,

Common Criteria

IT and data security

requirements are

significantly increased

High IT security for the public

administration as a strategic goal;

GDPR takes effect as of May 2018

Needs-based number of installed

MFDs, their operational

performance/capability,

configuration and number in

proportion to potential users?

Needs-based evaluation

with regard to the

number, configuration

and

performance/capability

of future MFDs

A wide variety of

situations on-site

Determining the ratio between

devices and users should be

needs-based and relates closely

to the overall concept

Are there any specific

requirements concerning

accessibility?

Needs-based evaluation A wide variety of situations

on-site

Alignment with the provisions of

European standard EN 301 549


The needs assessment might also reveal at the end that procuring managed print services is preferable to

operating hardware in-house.

13.2 Glossary

a) Glossary of general terms

Table 31: Glossary

No. Term Explanation

1 ADF Automatic Document Feeder

ECM Enterprise Content Management

Recommended print

volume

The recommended print volume serves as a needs-based classification of performance

classes and always refers to DIN A4 pages per month.

2 Stapling Mechanical connection of printed pages using staples

ipm Images per minute. Unlike ppm (pages per minute), the ipm specification determines a

specific document resolution.

3 Physical print resolution The decisive factor is the physical resolution of the printer used (also referred to as

native resolution). Often, the print resolution specifications (e.g. enhanced, bicubic,

nearest neighbour, etc.) are what are known as interpolated resolutions, which are

computer-calculated values. They tend to be unsuitable for objective comparisons.

Pull printing capability Allows users to pick up print jobs on any compatible device. For this, a job is generally

saved to the server or client until the user has identified him/herself on the output

device. The output device can then ‘pull’ the job from the server or client. Pull printing

increases security for confidential printing and eliminates unclaimed documents.

4 Universal feeder An integrated manual feeder which allows the feeding of individual or multiple pages

and media. Universal feeders allow the use of different media formats, especially non-

DIN-compatible formats such as postcards, index cards, envelopes, etc. Furthermore,

they allow feeding of media that is unsuitable for standard trays because of their gram

weight (measured in g/m²), such as card-based media or other special media such as

film. Other equivalent designations from manufacturers:

• Stacked sheet feeder

• Bypass

• Multi-tray

5 Materials subject to wear

and tear

Device components subject to particular operational stress which can be replaced (e.g.

fixation unit or track rollers)

b) Glossary of energy consumption


No ENERGY STAR labelling ENERGY STAR definition

Power consumption The amount of electrical energy that the electrical equipment requires to be operated

for a specific amount of time

TEC values ‘Typical energy consumption’, expressed in kWh per week.

1 Standby The lowest power consumption state which cannot be switched off (influenced) by the

user and that may persist for an indefinite time when the product is connected to the

main electricity supply and used in accordance with the manufacturer’s instructions.

Standby is the product’s minimum power state. For Imaging Equipment products

addressed by this specification, the ‘Standby’ Mode usually corresponds to Off Mode,

but may correspond to Ready State or Sleep Mode. A product cannot exit Standby and

reach a lower power state unless it is physically disconnected from the main electricity

supply as a result of manual manipulation.

2 Off mode The power state that the product enters when it has been manually or automatically

switched off but is still plugged in and connected to the mains. This mode is exited

when stimulated by an input, such as a manual power switch or clock timer to bring the

unit into Ready State. When this state is resultant from a manual intervention by a user,

it is often referred to as Manual Off, and when it is resultant from an automatic or

predetermined stimuli (e.g., a delay time or clock), it is often referred to as Auto-off.

3 Sleep mode A reduced power state that a product enters either automatically after a period of

inactivity (i.e., Default Delay Time), in response to user manual action (e.g., at a user-set

time of day, in response to a user activation of a physical switch or button), or in

response to external electrical stimulus (e.g., network stimulus, fax call, remote control).

For products evaluated under the TEC test method, Sleep Mode permits operation of all

product features (including maintenance of network connectivity), albeit with a possible

delay to transition into Active State. For products evaluated under the OM test method,

Sleep Mode permits operation of a single active network interface, as well as a fax

connection if applicable, albeit with a possible delay to transition into Active State.

4 Ready mode The power state in which a product is not producing output, has reached operating

conditions, has not yet entered into any lower-power modes and can enter Active State

with minimal delay. All product features can be enabled in this state, and the product is

able to return to Active State by responding to any potential inputs, including external

electrical stimulus (e.g. network stimulus, fax call, or remote control) and direct physical

intervention (e.g. activating a physical switch or button).

5 On mode (operational) The power state in which a product is connected to a power source and is actively

producing output, as well as performing any of its other primary functions.

c) Glossary of noise emissions

ISO description Unit Description


ISO description Unit Description

A-weighted sound power

level

LWA in dB(A) Sound power: Describes the source strength of a

noise producer. The sound power level can be used

to determine the sound energy of a noise source.

The sound power level is the corresponding

logarithmic size.

Guaranteed A-weighted

sound power level

LWAd in B(A) or

dB(A)

The A-weighted guaranteed sound power level is

determined according to ISO 9296 and specified in

either bel or decibel, where 1 B = 10 dB. The value

describes the average of measurements on at least

three devices or, alternatively, the value in

accordance with the following formula: LWad=

LWA1+3.0 dB (LWA1= A-weighted sound power level of

an individual device in dB to one decimal place)

In the area of office and information technology

devices, specifications are generally calculated based

on the above formula.

A-weighted sound pressure

level (operator location,

bystander location)

LpA in dB(A) Sound pressure p: Alternating pressure caused by

sound, which is superimposed on the static air

pressure. The eardrum transforms these pressure

fluctuations into movement, which in turn causes an

auditory sensation.

In other words, sound pressure describes the sound

energy at a specific location (e.g. on the eardrum of

the operator or at a workplace near the device).

13.3 Legal provisions

Both providers and procuring bodies must observe public procurement law and other legal provisions. The

following overview (which is not exhaustive) covers some of the most important of these legal provisions

concerning MFDs. The list also serves to identify the legal abbreviations in the guidelines.

BattG Act Governing the Sale, Return and Environmentally Sound Disposal of Batteries and

Accumulators (national implementation of Directive 2006/66/EC of the European Parliament


and of the Council of 6 September 2006 on batteries and accumulators and waste batteries

and accumulators)

BHO Federal budgetary regulations

ElektroG Act Governing the Sale, Return and Environmentally Sound Disposal of Electrical and

Electronic Equipment (national implementation of Directive 2012/19/EU of the European

Parliament and of the Council of 4 July 2012 on waste electrical and electronic equipment –

WEEE Directive)

ElektroStoffV Regulation concerning the restriction of the use of certain hazardous substances in electrical

and electronic equipment (national implementation of Directive 2011/65/EU of the European

Parliament and of the Council of 8 June 2011 on the restriction of the use of certain

hazardous substances in electrical and electronic equipment – RoHS Directive)

EMVG Act concerning the electromagnetic compatibility of equipment (national implementation of

Directive 2014/30/EU of the European Parliament and of the Council of 26 February 2014 on

the harmonisation of the laws of the Member States relating to electromagnetic

compatibility)

GDPR Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016

on the protection of natural persons with regard to the processing of personal data and on

the free movement of such data, and repealing Directive 95/46/EC (General Data Protection

Regulation)

GWB German Act Against Restraint of Competition

POP Regulation Regulation (EC) No 850/2004 of the European Parliament and of the Council of 29 April

2004 on persistent organic pollutants

ProdSG Product Safety Act, which ensures fundamental health and safety requirements

REACH Regulation Regulation (EC) No 1907/2006 of the European Parliament and of the Council of

18 December 2006 concerning the Registration, Evaluation, Authorisation and Restriction of

Chemicals)

UVgO Rules of Procedure for sub-threshold procurement: rules of procedure for the award of

public supply and service contracts below EU thresholds

They must be enforced through Federal Government and State legislation for the respective

territory. Many federal states restrict their application or recommend the use of the UVgO

only for their regional authorities, state corporations and federal state authorities.

VgV Regulation on the Award of Public Contracts: rules of procedure for the award of EU-wide

public supply and service contracts


14 List of tables

Table 1 Commercial procurement models

Table 2 Demarcation criteria for performance classes

Table 3 Criteria and requirements for printing and copying

Table 4 Criteria and requirements for scanning

Table 5 Criteria and requirements for printing and scanning

Table 6 Criteria and requirements for interfaces

Table 7 Criteria and requirements for displays

Table 8 Criterion and requirement for accessibility

Table 9 Criteria and requirements for document finishing

Table 10 Criteria and requirements for fax functionality

Table 11 Specific criteria and requirements for printing and

copying

Table 12 Specific criteria and requirements for the print speed

of DIN A4 devices

Table 13 Specific criteria and requirements for the print speed

of DIN A3 devices

Table 14 Specific criterion and requirements for workgroup

devices: Printing and copying

Table 15 Specific criteria and requirements for workgroup

devices: Print speed for DIN A4 devices

Table 16 Specific criteria and requirements for workgroup



Table 17 Specific criterion and requirements for division-level

devices: Printing and copying

Table 18 Specific criteria and requirements for division-level


Table 19 Specific criteria and requirements for division-level


Table 20 Criterion and requirement for noise emissions

Table 21 Requirements for electrophotographic devices

Table 22 Substance emissions: requirements for inkjet printers

Table 23 Certifications and awards for verification

Table 24 Comparability of ecolabels

Table 25 IT security criteria and requirements

Table 26 Sample calculation 1: Service-life energy

consumption costs

Table 27 Sample calculation 2: Data collection and calculation

in the event of substantial deviation of the actual

usage scenario

Table 28 Electricity consumption in different operational

modes and cost calculation

Table 29 Sample per-page price calculation

Table 30 Needs assessments and checklists

Table 31 Glossary

Documents

Product-neutral tendering for multifunctional devices