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- Technical Specification (Requirement Specifications)
To ensure that only furniture designed for a long lifespan is tendered, the supplier should be able to offer a relatively long warranty period. Experience indicates that there is a correlation between warranty period and the actual lifespan of products.
All products that are tendered shall have a minimum five-year warranty in respect of material and manufacturing defects from the time of delivery. The warranty shall be included in the product price.
Documentation of the Requirement Specification:
The tenderer shall confirm that the requirement has been met.
Information about the Requirement Specification:
In connection with any furniture procurement, requirements should always be imposed which align the procurement according to a life-cycle cost perspective1. Efforts should be made to purchase furniture which is designed for a long lifespan, provided that this does not result in the use of harmful chemicals and the unsustainable use of materials. A dialogue with the market is important in order to acquire such information about what constitutes the most sustainable solution.
The requirement regarding the warranty period for office furniture shall be a minimum of five years, to ensure that the supplier tenders durable furniture which is designed for a long lifespan. In the case of some office furniture such as office chairs and desks, it may be appropriate to stipulate that the warranty period must be ten years. The same applies to electric motors for raising/lowering tables. If you wish to stipulate a longer warranty period (e.g. ten years), this must be combined with maintenance procedures and an overview of purchase dates to ensure that the increased investment cost pays off.
A warranty period indicates the minimum number of years that the product is intended to last. The contracting authority does not need to prove that a product is actually affected by material or manufacturing defects. Where a product proves to be defective or does not work during normal use, the contracting authority shall submit a claim within a reasonable period of time. Without a reasonable period of time, the supplier shall repair or replace parts/materials which are missing or defective, or alternatively provide a replacement product within the repair period. It may be appropriate to specify how warranty repairs are to be carried out and, if appropriate, whether replacement furniture is necessary. This should be considered based on how cost-driving the requirement would be, depending on the geographical location and your particular procurement.
In addition, you can also insert and adapt this specification; remember to specify the number of days: [Warranty repairs shall be carried out through collection and return, except in the case of minor defects which can be remedied on site. The manufacturer shall be obliged to remedy defects, offer replacement furniture and repair or replace parts/materials within a reasonable period of time. The process shall be commenced during normal working hours no later than [X] days after a defect has been reported in writing.]
In order for a long warranty period to contribute to the desired benefit, it is essential that the contracting authority has maintenance systems in place, as well as an overview of purchase dates and other information of relevance to enable claims to be made. Here, the contracting authority should consider its own starting point when determining the level of warranty period to be stipulated in the agreement.
Warranties from suppliers assume careful, normal use of the furniture. Where furniture is subjected to particularly intensive use (e.g. furniture for use by pupils/students/institutions), it will be more appropriate to ensure a long lifespan by stipulating strict requirements regarding robustness, simple repair, availability of spare parts and if appropriate repair services. In such cases, it may therefore be appropriate to reduce the product warranty to 2-3 years.
For contracting authorities which have experience of the heavy duty use of furniture and damage leading to the extensive use of spare parts and repair services (e.g. in the education sector), this should be taken into account in the price evaluation. In cases where the organisation has its own employees to carry out repairs, it will be appropriate to focus on the availability and price of spare parts, as well as available information about repairs.