Australian Government

ICT Sustainability Plan 20102015
Mandatory Environmental
StandardsEnvironmental Standard 6 (ES6)

ICT Suppliers and Environmental Management
PART 1: GUIDELINES............................................................................2
THE STANDARD................................................................................2
SUPPLIER OPTIONS – ALIGNMENT OR CERTIFICATION.....................................................2
PURPOSE OF THIS STANDARD...........................................................3
WHEN DOES THIS STANDARD APPLY..................................................3
ISO 14001:2004 AND ENVIRONMENTAL MANAGEMENT SYSTEMS................................3
SCOPE OF ES6 IN ICT PROCUREMENT......................................................................3
ISO 14001 EMS CERTIFICATION............................................................................4
APPLYING THE STANDARD IN ICT PROCUREMENT................................4
TENDER PHASE.................................................................................................... 4
TENDER EVALUATION PHASE................................................................................... 4
COORDINATED PROCUREMENT..........................................................6
RECOMMENDED READING AND RESOURCES.......................................7
PART 2: ISO 14001 CHECKLIST FOR AGENCIES.......................................9
PURPOSE OF THE EMS CHECKLIST.....................................................9
USING THE EMS CHECKLIST..............................................................9
GLOSSARY OF KEY EMS TERMS.............................................................................10
ISO 14001 EMS CHECKLIST.............................................................11

ICT Sustainability Plan – ES6 Guidelines, Part 1



Supplier options – alignment or certification Agencies are required to ensure that ICT suppliers meet one of the following options at An EMS is certified to ISO 14001 the completion of contract  Note: this requirement does not require certification to the ISO 14001 standard.html ICT Sustainability Plan – ES6 Guidelines. agrees to align business processes to the ISO 14001 standard within six An EMS is aligned to ISO months of contract signing if they do not have an aligned/certified EMS and14001 when the elements of the are successful in securing a which establishes the Government’s expectation for all departments and agencies when performing duties in relation to procurement. Box 1: ICT Sustainability Plan – ES6 Extract Adoption by suppliers of an environmental management system (EMS) aligned to the ISO 14001 standard. Part 1 2 6/2011 .PART 1: GUIDELINES Introduction The Australian Government ICT Sustainability Plan 2010-2015 (ICT Sustainability Plan) introduces a number of strategies and actions aimed at assisting agencies to better manage the environmental performance and impacts of the information and communications technology (ICT) they procure and use. It introduces six mandatory environmental standards into ICT procurement processes to establish minimum levels of environmental performance for relevant ICT acquisitions. The supplier: when the system has been formally audited and verified by an This is also supported by the Department of Finance and Deregulation’s guidance on the principles and practices of incorporating sustainability when purchasing for the Australian Government.2 It also governs how agencies procure property or services and reinforces the fundamental procurement principle of value for money. to understand and apply Environmental Standard 6 .html 2Procurement Policy Framework www. has an EMS certified to ISO 14001. standard have been implemented and duration the Suppliers must maintain EMS certification or alignment toand ISOdocumented 14001 for the of organisation self-declares that the the contract.1 The sustainability guidance is under the Procurement Policy c. or independent third-party The standard The following guidelines have been developed to help agencies. 1Incorporating Sustainability www. and suppliers. system meets the requirements of the standard. These standards also signal to suppliers and manufacturers the Australian Government’s intentions for improved ICT sustainability has an EMS aligned to ISO 14001. or certification body. Section 2 of the ICT Sustainability Plan focuses on improving sustainable ICT procurement within Australian Government agencies.ES6 (Box 1) within the context of ICT procurement in Australian Government operations. given the government is a major consumer of ICT products and services.

In some cases smaller suppliers have implemented ISO 14001 EMS at the request of larger companies so as to remain in the supply chain. The International Organization for Standards (ISO) is an international non-governmental organisation composed of a network of national standards bodies from 160 processes and systems are safe. Responsible suppliers are already addressing environmental management issues through an the Australian Government is introducing this mandatory environmental standard into ICT procurement processes. control and monitor the environmental aspects of an organisation. technologies. SourceIT and Government Information Technology and Communications (GITC4) model contracts including4: 3ISO 14001:2004 Environmental Management Systems .Requirement with Guidance for Use sets out a framework for environmental management systems to assist organisations to better manage the impact if their activities on the environment.html . reliable and perform in a consistent ISO members agree on content and approve international standards before they are published. Part 2 also includes a glossary of key EMS terms.Purpose of this standard The purpose of ES6 is to ensure that suppliers of ICT products and services to Australian Government agencies are committed to addressing the possible environmental impacts of their operations. including Australia.3 The framework is based on a ‘Plan-Do-Check-Act’ cycle and specifies the most important requirements to identify. To support these efforts. Part 2 of these Guidelines includes a checklist of the key elements of an environmental management system (EMS) for the purpose of complying with ES6.Requirement with Guidance for Use www. to further encourage industry adoption of EMS and to minimise and/or mitigate the impact of ICT on the environment. As such. An ‘environmental management system’ or EMS is the part of an organisation’s management system used to develop and implement its environmental policy and manage its environmental aspects (ISO 14001. an EMS is focused on identifying and continuously improving an organisation’s environmental position and performance. Definitions and interpreting this standard ISO 14001:2004 and Environmental Management Systems The standard ISO 14001:2004 Environmental Management Systems . Part 1 3 6/2011 . 4ICT Procurement www.iso. services. The EMS Checklist will assist agencies to assess whether the EMS of prospective suppliers is aligned to ISO 14001. ICT Sustainability Plan – ES6 Guidelines. 3. ISO 14001 is the first in the ISO 14000 family of environmental management standards. When does this standard apply Agencies are to apply this environmental standard in procurement processes and documentation from July 2010. ISO standards are published documents that set out specifications and procedures to ensure products.htm?csnumber=31807 .org/iso/iso_catalogue/catalogue_ics/catalogue_detail_ics. Scope of ES6 in ICT procurement ES6 is relevant to ICT procurements covered by current Australian Government Information Management Office (AGIMO) arrangements such as the Australian Government Telecommunications Arrangements (AGTA).8).

The way in which the requirements are included will depend on the type and method of ICT procurement being undertaken. As indicated earlier. ISO 14001 EMS certification Many organisations choose to proceed beyond alignment with the ISO 14001 standard to achieve certification of their EMS. are advised to research the process carefully in order to make an informed business decision about the benefits and costs of EMS certification. The agency must provide relevant information about its EMS to contractors.europa. Tender evaluation phase Agencies must ensure that evaluation criteria in the tender evaluation plan consider the following scenarios: Scenario 1 a) Prospective ICT suppliers that indicate they have current certification under ISO 14001:2004. Applying the standard in ICT procurement Agencies are required to incorporate ES6 into their ICT procurement processes when they approach the market for ICT products or services. These contractors and consultants are subject to requirements of an agency’s EMS. Part 1 4 6/2011 . The following provides further information on the aspects to be considered during the various phases of the ICT procurement process. will automatically comply with this ES6:  Eco-Management and Auditing Scheme (EMAS)5 5EU Eco-Management and Auditing Scheme (EMAS) http://ec. This standard does not apply to ICT contractors engaged through a recruitment firm or on short term consultancies. Consequently.htm ICT Sustainability Plan – ES6 Guidelines. ISO 14001 certification of an organisation’s EMS is not a mandatory requirement for ICT suppliers under the Australian Government ICT Sustainability Plan 2010-2015.  draft contract. Agencies can advise prospective ICT suppliers of the ES6 requirements through information included in tender request documents such as:  conditions for The options outlined above must be considered during the different phases of the procurement process when engaging an ICT supplier. Organisations. A gap analysis followed by an independent (third party) certification audit is required to obtain certification.   Hardware Acquisition and Support License and Support of Commercial off-the-shelf Software. and License of Commercial off-the-shelf Software (without support). particularly small and medium enterprises.  a draft supplier declaration – in which the supplier agrees to align business processes to ISO 14001 within six months of contract signing. an agency’s EMS must include all types of contractors in its scope and a requirement for contractors to comply with the agency’s EMS should be incorporated into engagement documentation. or one of the following alternative schemes. Tender phase Agencies must incorporate ES6 into tender request documentation.  statement of requirements/works.

If a recent gap analysis has been conducted it may provide assistance to both the prospective supplier and agency as part of their ICT Sustainability Plan – ES6 Guidelines. Scenario 3 a) Prospective ICT suppliers that indicate they do not have an EMS aligned to ISO 14001 will need to agree to align their business processes to the standard within six months of contract signing if they are successful in their bid. develop and implement an EMS aligned or certified to ISO 14001 within six months of contract signing ii. b) The “ISO 14001 EMS Checklist” that forms part of these Guidelines (see Part 2 below) will assist agencies with their assessment. Part 1 5 6/2011 . The EMS Checklist is set out as a series of questions for the agency to consider against information/documentation provided by the prospective ICT suppliers. Contract phase – negotiation. The contract must indicate that if the supplier is not EMS certified or aligned to ISO 14001 the supplier must: i. c) In some cases a prospective supplier may have had an EMS gap analysis by an external consultant against the ISO 14001 standard and choose not to proceed with a certification audit. implementation and review The contract must indicate that where the supplier is certified or aligned to ISO 14001. b) Agencies will need to make an initial evaluation as to whether the prospective supplier has the commitment and capability to meet this requirement within the six months. c) The agency may consider requiring the ICT supplier to sign a declaration indicating commitment to align business processes to ISO 14001 within six months. Agencies include a clause in contracts requiring the supplier to advise the agency if a change in the supplier’s EMS status is going to occur or occurs during the contract period. Scenario 2 a) Prospective ICT suppliers that indicate they are aligned to ISO 14001 must demonstrate this and the agency will need to assess them for compliance. The checklist can also act as guidance to ICT suppliers as to the operational requirements necessary to align to the ISO 14001 standard and comply with Environmental Standard 6. provide evidence of EMS development progress and implementation during agency/supplier contract meetings. maintain alignment/certification over the contract period. Enviro-MarkNZ (Diamond status)6 b) The supplier must provide current evidence of 6Enviro-Mark NZ www. the EMS alignment or certification must be maintained to the ISO 14001 standard over the full contract period. and iii. d) Agencies may need to seek clarification from suppliers through follow-up questions where the evidence provided is insufficient. Checklist for evaluating EMS procurement requirement An EMS Checklist is provided in Part 2 below to assist agencies to assess whether a prospective ICT supplier’s EMS incorporates the key elements required to be aligned to the ISO 14001 standard for the purpose of meeting Environmental Standard 6.enviro-mark. Failure to continue to have business systems aligned to ISO 14001 be included in the contract as a reason for termination.

Enquiries to sosimplementation@finance. Arrangements and Initiatives section of the Department of Finance and Deregulation website (www. Thin Clients.  Telecommunications Commodities. ICT Sustainability Plan – ES6 Guidelines. management and disposal can also be procured through the panel. Carriage and Associated Services Panel The Telecommunications printers category 2 . Optional associated service to support the The arrangement covers Desktop PCs. The arrangements cover three categories of ICT equipment and support including maintenance and consumables (excluding paper): Category 1 . Workstation. and the Australian Government's central procurement information system. the Government agreed to establish a whole-of-government coordinated procurement arrangement for Stationery and Office Supplies for FMA Act agencies.multi-function Devices. purchased from telecommunications carriers and suppliers including:  mobile voice and data services including SIM cards (Carriage)  mobile or (02) 6215 2816. hardware implementation.  Stationery and Office Supplies On 29 November 2010. Smartphone handsets and mobile broadband modems (Devices) and Use of the panel is mandatory for FMA Act agencies. Carriage and Associated Services Panel was established In January 2011. Enquiries to ictprocurement@finance. The arrangement covers those wireless products and services. and  services associated with the above (Associated Services). Enquiries to momcontract@finance. Notebooks/ Agencies should regularly refer to the Whole-of-Government Procurement Contracts. Enquiries to ictprocurement@finance. These arrangements are established by the Department of Finance and Deregulation and FMA agencies are required to make purchases through these arrangements. Part 1 6 6/2011 .au or (02) 6215 and Category 3 .au  Major Office Machines Panels The Major Office Machines Whole of Government Equipment and Support Panel was established on 19 April 2011.html) to review all current coordinated procurement arrangements relevant to ICT. Agencies should be aware of the following coordinated procurement arrangements:  Desktop Hardware Panel The Desktop Hardware and Associated Services Panel was established in October Procurement Coordinated procurement contracting is a government initiative to establish whole-ofgovernment arrangements for goods and services in common use to maximise market benefits and deliver efficiencies and savings. The approach to the market will be advertised on AusTender. Use of the panel is mandatory for FMA Act agencies. Use of the panel is mandatory for FMA Act agencies.

gov.iso. Department of Finance and Deregulation. Water. www. www. Department of Finance and Deregulation. Population and Communities.environment.html. – includes information on ICT procurement by agencies including the Government Information Technology and Communications contracting framework (GITC4) and SourceIT model International Organization for Standardization (ISO).  ISO 14000 Essentials . Environmental Management Systems Green ICT Procurement Environmental Management Systems A small selection of websites with useful information on the ISO 14001:2004 standard and on implementing/assessing an organisation’s EMS is provided below.iso.htm.html.Further references relating to procurement by agencies can be found below under ‘recommended reading and resources’.au/procurement/ Department of Finance and Deregulation.asn. Environmental Management Systems What is an EMS.html.asn. http://ems.htm. June 2010 includes commentary and advice in relation to the use of the RFT and contractual clauses.Requirement with Guidance for Use. Part 1 7 6/2011 . www. www. “Whole-of-Government Procurement” – includes information on mandatory coordinated procurement arrangements related to ICT and associated www. Enviro-MarkNZ (Diamond status) www.information about the family of environmental management standards to which ISO 14001 belongs. ICT Sustainability Plan – ES6 Guidelines. “ICT Procurement” www. EMS for Office Based .html. Australian Government ICT Sustainability Plan 2010-2015 www. Department of Population and www. 2010. “Procurement Policy and Guidance” – links to key Government procurement Department of Finance and Deregulation. Feb. Recommended reading and resources Sustainable ICT and Procurement Department of Sustainability.enviro-mark.environment.  ISO 14001:2004 Environmental Management Systems .au/about/ems/.eu/environment/emas/ 2009. Terms and Definitions. Department of Finance and Deregulation. www.iso. Selling to the Australian Government: A Guide for Business.htm. Agencies and suppliers may find it helpful to search online for other relevant information. 2010. /  ISO 14001 Environmental Management Systems – An easy-to-use checklist for small business – Are you ready? – a new tool for small and medium enterprises which includes a handbook and CD. Eco-Management and Auditing Scheme (EMAS).finance. www.

GPO Box 787 Canberra ACT 2601 or email public. Environment. Apart from any use as permitted under the Copyright Act Agencies can also access them on the ISAGA GovDex site to request access to GovDex).html.pdf .affairs@environment. Public Affairs. Environment. Population and Communities. Populations and Communities. Checklist for Environmental Policy Conformance to ISO 14001:2004 (2005) and Environmental Management System AS/NZS ISO 14001:2004 Gap Analysis (2009). NCSI. Disclaimer The views and opinions expressed in this publication are those of the authors and do not necessarily reflect those of the Australian Government or the Minister for Sustainability. Part 1 8 6/2011 .au/page. Guidelines Guideline 1 Environmental Standard 1: ICT equipment environmental standards Guideline 2 Environmental Standard 2: ICT equipment and ENERGY STAR® Guideline 3 Environmental Standard 3: Product A Brown and Associates. reuse and resource recovery Guideline 4 Environmental Standard 4: Recycled content office copy paper Guideline 5 Environmental Standard 5: Used packaging requirements Guideline 6 Environmental Standard 6: ICT Suppliers and Environmental Management Fact Sheets Fact Sheet 1 Glossary Fact Sheet 2 Responsible suppliers Fact Sheet 3 Evaluation measures and weightings for procurement Fact Sheet 4 ICT Sustainability Scorecard Fact Sheet 5 Strengthening agency management systems Fact Sheet 6(a) EPEAT Silver or equivalent eco-labels Fact Sheet 6(b) EPEAT Criteria Fact Sheet 7 ICT Sustainability Initiatives Fact Sheet 8 Incorporating sustainability principles and practices into procurement Fact Sheet 9 Agency Actions © Commonwealth of Australia 2011 This work is copyright.asp?pID=65. You may non-commercial use or use within your organisation. 2006. NCSI ISO 14001:2004 Self Assessment They can be found on the Australian Government ICT Sustainability website www. Water. ICT Sustainability Plan – ES6 Guidelines. all other rights are reserved.govdex. Guidance Materials for the ICT Sustainability Plan The following suite of guidance materials has been prepared to assist Australian Government agencies and the ICT industry to understand the requirement of the Australian Government’s ICT Sustainability (email sustainableict@environment. print and reproduce this material in unaltered form only (retaining this notice) for your Requests and enquiries concerning reproduction and rights should be addressed to Department of Sustainability. Water.

2. Part 2 9 6/2011 . The checklist is set out as a series of questions focused on the key elements of an EMS. Recommended preparation for agencies  Purchase and read the ISO 14001 standard. Many agencies now have staff responsible for environmental management within their own agency and these officers may be a helpful resource in relation to understanding environmental management systems and the ISO 14001 standards. including Annex A  Check out websites about EMS implementation  Be familiar with the key elements of an EMS That is.  Agency disclaimer It is important that agencies ensure that prospective ICT suppliers understand that in undertaking this assessment the agency is in no way endorsing. The final row of the checklist provides a space for a final “assessment outcome” to be recorded along with any general assessment comments. In making an assessment agencies should carefully consider not only whether the organisation has a documented environmental management policy.ES6 Guidelines. Assist agencies during the tender evaluating process to determine whether a supplier. there should be evidence that the organisation’s EMS is built around a Plan-Do-Check-Act cycle that facilitates continuous improvement (see Figure 1 below).Australian Government ICT Sustainability Plan 2010-2015 Mandatory Environmental Standards . Using the EMS Checklist The EMS Checklist incorporates key elements of the ISO 14001 standard to provide agencies with a framework for assessing the EMS of prospective ICT suppliers. procedures and processes but also if there is evidence that its EMS has been put into action and is regularly reviewed and improved.GUIDELINES Environmental Standard 6 (ES6): ICT Suppliers and Environmental Management PART 2: ISO 14001 CHECKLIST FOR AGENCIES Purpose of the EMS Checklist The EMS Checklist has been developed to: 1. Agencies can consider information/evidence provided by prospective ICT suppliers against each of these questions. ICT Sustainability Plan . auditing or certifying a supplier’s EMS. has a system which is at least aligned to ISO 14001 for the purpose of complying with Environmental Standard 6 (ES6). Provide guidance to ICT suppliers as to the operational requirements and key elements necessary to align an EMS to the ISO 14001 standard and comply with ES6. without a certified EMS.

Water. 3. flora. A. Population and Communities to assist agencies to determine supplier compliance to Environmental Standard 6 of the Australian Government ICT Sustainability Plan 2010-2015.5)  ‘Environmental aspect’ . It draws on the International Organization for Standardization (ISO) environmental standard: ISO 14001:2004 Environmental Management Systems . and also the elements of the ISO 14001 standard.ES6 Guidelines.enviromanager.1) Acknowledgement This guideline has been developed by the Department of element of an organisations activities.Requirement with Guidance for Use. that an organisation sets itself to achieve (ISO 14001. land.any change in the environment.Requirement with Guidance for Use and on other information available on the ISO website (www. Glossary of key EMS terms Agencies should become familiar with key environmental management systems terms. wholly or partially resulting from an organisation’s environmental aspects (ISO 14001. whether adverse or beneficial. products or services that interacts with the environment (ISO 14001. and their interrelation (ISO 14001. The boundaries may be the whole organization or specific operating units or locations. Environment. 3. humans.Continuou s improvem Figure 1: The PDCA cycle of an EMS Source: www. (Appendix A. applicable to the organisation. 3.  ‘EMS scope’ – the boundaries of an organization to which its environmental management system applies.iso.8)  ‘Environmental objective’ – overall environmental goal. ICT Sustainability Plan . Part 2 10 6/2011 .12). natural resources. 3.6)  ‘Environmental impact’ . fauna. consistent with the environmental policy.9)  ‘Environmental targets’ – detailed performance requirements. Other definitions and information can be found in the text of the standard ISO 14001:2004 Environmental Management Systems . water.7)  ‘Environmental management system’ or EMS .the part of an organisation’s management system used to develop and implement its environmental policy and manage its environmental aspects (ISO 14001. such as those listed below. including air. that arises from the objectives and that needs to be set and met in order to achieve those objectives (ISO 14001.  ‘Environment’ – the surrounding in which an organisation operates.

document them and keep this information up to date? ii. IMPACTS and LEGAL OBLIGATIONS i.ES6 Guidelines. OBJECTIVES. resources. Part 2 11 6/2011 . document them and keep them current?  communicate these to relevant employees? iii. ENVIRONMENTAL POLICY i. Does the organisation have procedures:  to identify potential emergency situations and accidents that can have environment impacts?  that cover emergency preparedness and response to these situations/accidents? D. maintenance manuals) for ICT Sustainability Plan . Does the organisation have procedures to identify the significant environmental aspects of its operations. including designating responsibilities. EMS SCOPE i. iii. Has the organisation established and implemented program(s). EVIRONMENTAL ASPECTS. A DOCUMENTED SYSTEM i. Has the organisation established environmental objectives and targets and documented them? ii. Is the scope of the organisation’s EMS clearly defined and documented. Has the organisation established procedures to:  identify laws. regulations and other requirements relating to the organisation’s environmental aspects? C. work instructions. including environmental aspects and any exclusions? B. objectives. and a description of the scope of the EMS?  a description of the main elements of the EMS and their interaction. Does the policy include a commitment to:  continual improvement?  prevention of pollution?  compliance with relevant laws. iv. Does the organisation have an Environmental Policy? Has the policy been endorsed by top management? Is the policy publicly available? Is the environmental policy:  relevant to the scope of the EMS?  appropriate to the nature and scale of the organisation? v. time-frames and the means (eg. Has the organisation taken into account the significant environmental aspects as well as legal and other requirements when setting the objectives and targets? iii. to achieve its objectives and targets? E. TARGETS and PROGRAMS i.ISO 14001 EMS Checklist KEY ELEMENTS OF ISO 14001 Comment /  A. Does the organisation’s EMS documentation include:  the environmental policy. ii. targets. regulations and other requirements relevant to the organisation’s environmental aspects. work instructions). and reference to related documents and records?  documents and records (eg. procedures.

documented and communicated roles. maintain and improve the EMS?  defined. including version control and maintenance of superseded and external documents? F. TRAINING and COMMUNICATION i. MEASUREMENT and REPORTING i. MANAGEMENT REVIEW i.ES6 Guidelines. implement. Part 2 12 6/2011 . ACCOUNTABILITY and REPONSIBILITY i. operational controls and performance toward objectives & targets?  EMS non-conformances and corrective and preventative actions?  the planning and undertaking of internal audits. and ensure that employees involved in work that contributes to significant environmental aspects are trained?  communicate relevant requirements to suppliers. responsibilities and authorities in relation to environmental management?  identified a management representative to report the EMS function and performance to top management? G. performance and effectiveness of the EMS at regular intervals? ii. ASSESSMENT OUTCOME ICT Sustainability Plan . Do the management reviews:  identify and document opportunities for improvements and changes to the EMS?  consider the effectiveness of actions and recommendations resulting from prior management reviews? J. Has the organisation:  allocated resources to establish. Has the organisation established and implemented procedures to review compliance with legal and other requirements? ii. Has the organisation developed and implemented procedures and processes to:  communicate the environment policy to all employees?  inform all employees and contractors of the EMS and their role/contribution to the EMS?  identify general EMS awareness/training needs for all employees and managers. Does the organisation have procedures/ processes that monitor. Has the organisation documented and implemented procedures for controlling EMS documents/records to ensure that they are current. contractors and other external stakeholders regarding significant environmental aspects? H.KEY ELEMENTS OF ISO 14001 Comment /  effective planning. as well as selection of auditors and training? I. measure & report:  significant environmental aspects and impacts. Does the organisation’s top management review the structure. reviews or inspections. accurate and easily accessible. ROLES. assessments. operation and control of activities associated with its significant environmental aspects? ii. AWARENESS. MONITORING.

ES6 Guidelines. Part 2 13 Comment /  6/2011 .KEY ELEMENTS OF ISO 14001 ICT Sustainability Plan .