Buying Green website copy by Responsible Purchasing Network, 03/07/12 DRAFT

INK AND TONER CARTRIDGES

The California Department of General Services (DGS) has negotiated two mandatory statewide contracts that offer environmentally preferable ink and toner cartridges as well as free recycling services for empty cartridges. State employees, local governments and other public agencies in California can use these contracts to purchaseremanufactured, high-yield, and recycled-content toner and ink cartridges at discounted prices. Doing so protects the environment and saves contract users money. For more information about the benefits of environmentally preferable toner and ink cartridges, see the Buying Tips section of this webpage.

CONTRACTS

The California Department of General Services offers environmentally preferable products on two mandatory statewide contracts for new and remanufactured ink and toner cartridges. These contracts also offer take-back programs that ordering agencies can use to ship empty cartridges to remanufacturing or recycling facilities free of charge. Below is an overview of the environmentally preferable products offered on each contract, vendor contact information, warranties, and ordering as well as recycling instructions.

State of California Contract Administrator
CarolLoscutoff, California Department of General Services
Phone: (916) 375-4540

Email:

Contract users should contact the contract administrator only if they are unable to resolve their issue with the State-approved vendors.

Warranties

Any toner or ink cartridge found to be defective will be replaced free-of-charge regardless of the amount of toner or ink remaining in the cartridge. The State reserves the right to cancel the contract if the toner/ink cartridge defect rate exceeds three percent (3%) of all cartridges utilized within any six (6)-month period. This applies to both OEM and remanufactured toner and ink cartridges.

New (OEM) Toner/Ink Cartridges
Contract Name: New Toner/Ink Cartridges, Mandatory

Contract number: 1-10-75-60A

Expiration Date: July 6, 2012

Vendor: Technology Integration Group (TIG)

OEM Contract Contact

Name: Carlos Velazquez, Technology Integration Group

Telephone: (916) 449-3902

Email:

Address: 770 L Street, Suite 950, Sacramento, CA 95814

The New Toner/Ink Cartridges StatewideContractofferstwo types of environmentally preferable products:high-yield cartridges and those with post-consumer recycled content.

  • High-yield toner and ink cartridges offered on this contractare often easily identifiable on the Contract Pricing Spreadsheet (link).For example, Hewlett Packard(HP)-brand high-yield toner cartridgeshave an “X” after the product number (e.g., HP 11X) and “High Yield” in the item description. HP-brand high-yield ink cartridges are labeled with “XL” after the product number (e.g., HP 78XL) and “High Yield” in the item description. Otherbrands of high-yield toner and ink cartridges offered on this contractare sometimes listed as “High Yield” or “Extra High Yield”.(Note: there are more high-yield toner and ink cartridges listed in the vendor’s catalog than on the Contract Pricing Spreadsheet.)
  • Manufacturers sometimes list the percentage of recycled content (including post-consumer recycled material) in the product description or on the product packaging).

Ordering Instructions

Technology Integration Group (TIG) has created a hard-copy catalog that lists only the items (OEM toner and ink cartridges) that are offered on the State contract. TIG is required to distribute (at no charge) a hard-copy contract catalog to State employees, local governments and other public agencies in the state that sign up to use this contract. Contract users canalso receive the catalog by email or fax, upon written request to the vendor. They can place orders for new (OEM) toner and ink cartridges (including high-yield and recycled-content products) by mail, fax or email – but not by phone (see table below). There is currently no online ordering system for these products. Procedures for properly filling out purchase orders are described in detail in the Contract User Instructions, which can be accessed here. [ADD LINK]

ORDER PLACEMENT INFORMATION
U.S. Mail / Facsimile / Email
Technology Integration Group
770 L Street, Suite 950
Sacramento, CA 95814 / (916) 449-8276 /

The New Toner/Ink Cartridges Statewide Contract 1-10-75-60A is mandatory for use by all State of California departments except when the “SB/DVBE Off-Ramp” provision is utilized. The “SB/DVBE Off-Ramp” provision allows a State department to, at its option, purchase contract items from a certified Small Business (SB), including “microbusiness” (MB), or a Disabled Veteran Business Enterprise (DVBE) in accordance with the rules outlined within this document.

Collection and Recycling of Empty Cartridges

Under the State’s contract with Technology Integration Group (TIG), this vendor “offersa take-back system for returning spent toner and ink cartridges at no cost to the State, by means of a collection bin provided to each delivery location.”The contract requires recycling boxes for toner and ink cartridges tobe provided to each agency whenthey place an order. Once the box is full, the ordering agency should seal the box and callKarl Zack at (858) 566-1900 x 4310or email o arrange for pick-up and replacement with an empty recycling box or to obtain a free shipping label that can be affixed to a box of the agency’s choice.

Remanufactured Toner and Ink Cartridges

Contract Name: Remanufactured Toner/Ink Cartridges, Mandatory

Contract Number: 1-11-75-60B

Expiration Date: January 26, 2013

Vendor: Midtown Stationers Office Products

TheRemanufactured Toner/Ink Contract Contactoffers a wide range of remanufactured toner and ink cartridges that can replace both standard- and high-yield cartridges made by original equipment manufacturers (OEMs). The remanufactured toner and ink cartridges offered on this contract are guaranteed to meet OEMperformance criteria. While the vendor offers a standard one-year warranty, Printing Technology, Inc. (PTi), the firm that remanufactures the cartridges offered on this contract, warrants each cartridge to be free of defects for a period of two years after the date of purchase. They will replace any cartridge found to be defective at no charge.

While all of the toner and ink cartridges offered on this contract are remanufactured, some offer additional environmental and cost benefits because they are also “high-yield” products. Although there is no standard method of labeling high-yield toner and ink cartridges, the contract catalog lists high-yield cartridges with the following notations under Machine Compatibility: “High Yield”, “Extra High Yield”, “Extended Yield”, “HY” or “Jumbo”. Some of the toner and ink cartridge item descriptions also indicate the product’s page yield.

Ordering Instructions

California DGS has contracted with Midtown Stationers Office Supplies, a local vendor that offers an extensive line of discounted toner and ink cartridges, which PTi, a California-based company remanufactures in the United States. A copy of Midtown Stationers’ catalog for this State contract, which includes discounted pricing, can be found here.

State agencies and other contract users may place orders for remanufactured toner and ink cartridges (including high-yield products) by contacting Midtown Stationers by mail, fax or email – but not by phone. See contact information below. There is currently no online ordering system for these products. Procedures for properly filling out purchase orders are described in detail in the Contract User Instructions document, which can be accessed here.

ORDER PLACEMENT INFORMATION
U.S. Mail / Facsimile / Email
Midtown Stationers
944 Market Street, Suite 415
San Francisco, CA 94102 / (415) 626-8205 /

Collection and Recycling of Empty Cartridges

Empty toner and cartridges (both OEM and remanufactured) can by shipped directly to the toner cartridge remanufacturing firm, Printing Technology, Inc. (PTi) free-of-charge, where they are remanufactured to extend their usable life or recycled into new products. State contract users can obtain free UPS shipping labels for their empty cartridges by calling ShannanMockler, PTi’sEmpties Collection Program Coordinator at 800-332-7306, ext. 3325 or by emailing or ca-empties@ptiimaging,com. PTi urges contract users to ship multiple empty cartridges simultaneously to reduce transportation costs and environmental impacts. It also emphasizes that its product take-back program helps keep its remanufactured cartridges prices low.
Alternatively, contract users can also receive a shipping container for their spent cartridges by contacting Midtown Stationers by fax or email (see contact information above).

SPECIFICATIONS

All products offered on the State’s contracts for new and remanufactured toner and ink cartridges must meet stringent performance and environmental specificationsincluding, but not limited to the following:

  • This State requires all new as well as remanufactured toner and ink cartridges offered on these twocontracts to “match and inter-member to the intended printing equipment and meet or exceed Original Equipment Manufacturer (OEM) specification requirements for form, fit, function and performance.” A description of the standards that must be met by the contractor is detailed in the State of California Bid Specifications for Toner and Ink Cartridges, DGS 3610-1081 Toner and Ink Cartridges (1/12/10), which can be accessed at
  • Packaging for the toner/ink cartridges mustbe constructed to enableusers to re-package spent toner/ink cartridges for return.Packaging must also comply with the State’s Toxics in Packaging Prevention Act.
  • Products may not contain lead, cadmium,mercury or chromium VI “as constituent parts”. In addition, they may not contain more than 0.01% of the following toxic flame retardants: penta- and octa-brominated diphenyl ether.

More detailed environmental requirements for products on this contract can be found on the State of California Environmental Bid Specification for New and Remanufactured Ink and Toner Cartridges (DGS 1-10-75A New and Remanufactured Ink and Toner Cartridges), 6/1/10, which can be accessed at

LAWS, REGULATIONS, AND POLICIES

There are several laws and regulations that direct State employees to purchase recycled-content and other environmentally preferable goods and services, including remanufactured and recycled-content toner and ink cartridges. In addition, several policies influence the types of products and packaging that can be offered for sale to State agencies. See details below.

  • Public Contract Code (PCC) §12400—Environmentally Preferable Purchasing established byAB 498 (Chan, Chapter575, Statutes of2002), requires “the procurement or acquisition of goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods and services that serve the same purpose. This comparisonshall consider, to the extent feasible, the product’s associated impacts from the product’s raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, disposal, energy efficiency, product performance, durability, and safety as well as the needs of the purchaser, and cost.”
  • PCC §12200-12217establishes State Agency Buy Recycled Campaign (SABRC) to carry out the State’s intent to “pursue all feasible measures to improve markets for recycled products.” The further requires: “If fitness and quality are equal, each state agency shall purchase recycled products instead of nonrecycledproducts wheneverrecycled products are available at the same or a lesser total cost than nonrecycled products.” It also directs each state agency to ensure that at least half of its “reportable” products are recycled.
  • PCC §12156 prohibits the State’s contractors from offering toner and ink cartridges that have restrictions on their ability to be remanufactured or recycled.
  • PCC §12404 requires all vendors that contract with the CA Department of General Services to certify in writing that the environmental claims they make about their products and services comply with the Federal Trade Commission's Guidelines for the Use of Environmental Marketing Terms.
  • The Toxics in Packaging Prevention Act (Health and Safety Code (HSC) §25214.11-25214.26)requires all packaging on products sold in the state to be devoid of lead, cadmium and other metals of concern. The contractor’s Certificate of Compliance must be provided upon request to the State contract administrator. For more information, go to
  • HSC§108922prohibits the sale of products that containmore than 0.01% of certain highly toxic and persistent flame retardants (penta- and octa-brominated diphenyl ether).
  • CA Code of Regulations, Title 8, §5194 requires all vendors of products that contain hazardous substances to provide a Materials Safety Data Sheet (MSDS) to customers. Accordingly, CA DGSContractors must senda MSDS for ink and toner cartridges by email or facsimile a (MSDS) to any ordering agency (upon written request) for any product that contains hazardous materials as defined by California State regulations.

CERTIFICATIONS

I-ITC Standardized Test Materials Committee (STMC) Certifications

Printing Technologies, Inc., the company that supplies remanufactured ink and toner cartridges on theCalifornia State contract (1-10-75-60B), is certified by the International Imaging Technologies Council (I-ITC) Standardized Test Materials Committee (STMC), which ensures that it follows the proper procedures – including the use of standardized test methods – when it manufactures its toner cartridges. For more information, please visit

The International Imaging Technologies Council (I-ITC) is a nonprofit imaging supply industry trade association that has created an international standard for testing print quality, cost-per-page yield and packaging integrity of OEM and remanufactured toner cartridges. The STMC standard requires a series of standardized tests including ASTM 1856 and F 2036, ANSI IT2.17, and ISTA 1A.

BUYING TIPS

  • When comparing the environmental and cost benefits of toner and ink cartridges, buyers should look for high-yield remanufactured cartridges. If none are available, standard-yield remanufactured cartridges are the next best, followed by high-yield OEM cartridges. If none of these options are available, look for OEM toner cartridges that contain post-consumer recycled material.
  • Environmentally preferable ink and toner cartridges can save users money. A review of the products offered on the State’s contract by the Responsible Purchasing Networkrevealed that high-yield ink and toner typically save 20-30%, remanufactured ink and toner cartridges typically save 40-60%, and high-yield remanufactured cartridges typically save about 75% on a cost-per-page basis compared to equivalent, standard-yield OEM cartridges. To see RPN’s breakdown of cost savings that can be achieved by purchasing environmentally preferable toner cartridges, please click here.
  • Remanufactured toner and ink cartridges reuse existing cartridges that have gone through a careful remanufacturing process before filling them with new toner or ink. Purchasing remanufactured cartridges:
  • Conserves natural resources because it avoids the use of virgin plastic, metal and rubber needed to manufacture a new toner cartridge.
  • Saves energybecause the process of manufacturing a new toner cartridge is highly energy-intensive, consuming approximately three quarts of petroleum per cartridge. Less energy is needed to produce remanufactured cartridges than to make new ones from “virgin” materials.[1]
  • Cuts the amount of plastic waste going to landfills. According to Recharger Magazine, over 300 million plastic toner and ink cartridges are sent to landfills every year.)[2]
  • Strengthens markets for empty cartridges that have been collected in commercial and residential recycling programs.
  • Helps State employees meet their State Agency Buy Recycled Campaign (SABRC) compliance requirements. State law requires State agencies and entities (such as State universities) to purchase at least a certain amount of products containing recycled content. For example, it requires at least 50% of the plastic products (including toner and ink cartridges) procured by State entities to contain at least 10% post-consumer recycled content.
  • Helps all contract users earn “green” building credits under the US Green Building Council’s LEED standard for existing buildings.
  • Saves users money: 40-60% on a cost-per-page basis compared to “virgin” cartridges made by original equipment manufacturers (OEMs).
  • Creates jobs for remanufacturing firms that are located in California, which contributes to the state’s tax base.
  • “High-yield” ink and toner cartridgesusually contain about twice as much ink and toner as an equivalent standard-yield cartridge, which translates into more printed pages per cartridge.Choosingthese longer-lasting products:
  • reduces the environmental impacts associated with the manufacture and shipping of multiple replacement cartridges; and
  • typically saves users 20-30% on a cost-per-page basis compared to equivalent standard-yield cartridges and reduces shipping costs as well.
  • The most environmentally preferable and cost-effective choice, when available, is high-yield ink and toner cartridges that are also remanufactured. High-yield remanufactured cartridges typically save about 75% over their OEM (virgin), standard-yield equivalents on a cost-per-page basis, according to an assessment of toner cartridges offered on these two California State contracts that was conducted by the Responsible Purchasing Network.
    Recycled-content ink and toner cartridges made with at least 10% post-consumer material – typically recycled plastic – qualify for “green” building credits” and are SABRC-compliant.
  • If your department/agency has a high demand for ink and toner, take advantage of bulk shipping options, such as dual packs, if available. Buying in bulk saves money and reduces pollution associated with transportation.
  • Order your toner cartridges in advance to avoid the need to have them shipped by overnight air delivery, which releases more pollution than ground transportation.
  • Toner and ink recycling services offered on these two State contractsmake it easy for employees in State agencies and other public agencies to return empties to remanufacturing and recycling companies free of charge.
  • Use the take-back programs detailed in the “contracts” section to reduce waste by ensuring that empty cartridges are returned so they can be remanufactured into new cartridges or recycled into other products. Both of the State contracts – for new and remanufactured ink and toner cartridges – offer free “take-back” programs for empty cartridges. By utilizing these recycling services, State employees, local governments, and other contract users can prevent empty cartridges from being landfilled and, thereby lower their disposal costs. Cartridges can be often be remanufactured several times by replacing worn components. When they are no longer usable, remanufacturers typically disassemble the cartridges and recycle over 95% of the components by weight. Returning spent cartridges to remanufacturers enables components to be reused, which, in turn, helps the vendor keep the cost of remanufactured toner cartridges on this contractrelatively low.
  • Using“draft” settings to produce readable non-final printoutscan minimize toner use. Standard printing/copying settings can be used for final printouts.
  • Using relatively thin and small fonts can reduce toner and ink use.
  • Only print documents when necessary to reduce ink, toner and paper costs. (See information on CA State contracts for multi-functional devices that can scan and email documents on the DGS Buying Green website at

REFERENCES AND RESOURCES