Purchases from University Approved Suppliers using Framework Agreements
The University is working with its Approved Suppliers that have Framework Agreements to establish whether the Approved Suppliers have disposal schemes and how they will present the costs associated with disposal. Further details will be provided and published as soon as they are available but in the interim you should proceed on the basis that the Approved Suppliers do not have disposal schemes and therefore the University will be responsible for disposal.
Please note therefore that there will be a cost to be borne by the School/Department when disposing of the EEE at the end of its useful life and that such disposal will need to be undertaken using University Approved Suppliers. Work is already in progress to put in place agreements with suitable suppliers (such as SecureIT) that are able to dispose of WEEE in accordance with the Regulations.
Purchases from Other Suppliers
Electrical and Electronic Equipment is clearly purchased from a broad range of suppliers that do not have Framework Agreements with the University. Where the value of the purchase exceeds £25k or the purchase is otherwise processed in partnership with the Procurement Division, the Procurement Team members are aware of the need to ensure that the provisions related to the disposal of the EEE are captured in the Contract. Colleagues will be advised of the content of the Contract and of any action that needs to be taken.
For purchases of EEE below £25k, and where colleagues are involved in sourcing activities for purchases of EEE in excess of £25k, it is important to endeavour to establish whether the supplier has a disposal scheme and where the costs of disposal are captured.
You should therefore ask/seek information as to whether:
- the supplier has a WEEE Regulations compliant disposal scheme for WEEE
- the amount that is included in the price to cover the cost of disposal of the EEE that you wish to purchase in compliance with the Regulations under the scheme; or
- the amount that will be shown separately for disposal of the EEE that you wish to purchase in compliance with the Regulations under the scheme.
If the supplier advises that there is no additional charge/amount included or that applies (that is compliant disposal is included in the price) then providing that the price is competitive (and being compared on an equitable basis with other suppliers) then the purchase can proceed.
The ideal option is to identify the WEEE compliant disposal price/charge as a separate line item wherever possible.
If a decision is made to proceed with the supplier’s scheme then the details mentioned previously (the date of purchase, the serial number and description of the equipment purchased (including any model numbers) and the name and contact details of the supplier) must be recorded.
It is possible to “opt out” of the disposal scheme offered/provided by the supplier – in these circumstances the School/Department will be responsible for compliant disposal through the University’s own compliant scheme (a compliant scheme can only be operated at University level – it is not permitted for schemes to be set up by Schools or Departments) and the School/Department will be responsible for meeting the cost of disposal. The only University compliant scheme available to you is the SecureIT scheme referred to previously in this document.
The Stone Group scheme complies with all relevant duty of care liabilities and due diligence responsibilities of the University and the Budget Centre/Department in regard to disposing of the WEEE, including Data Protection compliance, Hazardous Waste Regulations, Public Liability Insurances and environmental legislation and policies, etc. In addition Stone Group will not only dispose of IT equipment – they can deal with all kinds of WEEE in a compliant manner.
Schools/Departments must budget for the cost of disposing of EEE when it becomes WEEE unless a supplier’s compliant scheme is used and payment is made at the time of purchasing the EEE.
You should consider when making your purchasing decision whether the supplier that you have selected will be in a position to dispose of the EEE at the end of its useful life (when it becomes WEEE). If a supplier goes into liquidation or is affected by bankruptcy, the supplier will not be available to dispose of the WEEE and in these circumstances the additional costs of compliant disposal will have to be met by the School/Department using the University’s compliant scheme.
Procurement of EEE as part of a Construction Project/Contract
Where EEE is to be procured from/supplied by a Contractor/Principal Contractor as part of a construction project/contract the University must determine at the outset whether it wishes to dispose of the EEE procured for the project when it becomes WEEE by means of its own compliant scheme or by means of using a compliant scheme operated by the Contractor’s/Principal Contractor’s sub-contractor.
If the option to dispose of the EEE when it becomes WEEE by means of the Principal Contractor’s sub-contractor’s scheme is selected or the University is obliged to accept disposal by this means, it is essential that an obligation is included in the contract with the Contractor/Principal Contractor to the effect that the Contractor/Principal Contractors must provide and procure (by means of the inclusion of obligations in its sub-contracts) that its sub-contractors will provide the information referred to under the “Purchases from Other Suppliers” heading above.