2nd Webinar for Recyclers of Waste Electronic

1
2nd Webinar for Recyclers of Waste Electronic
Electrical Equipment

• October 20, 2008

2
Welcome

• All webinar audience
• Expand view to full screen
• 2 arrows to open close webinar control panel
• Audience lines muted until Question Answer
  (QA)
• Use control panel for questions
• send confidential questions directly to OES (do
  not use webinar QA feature
• Slides to be sent to participants

3
Agenda

• Program overview update
• Review registration application process
• end of life (EOL) primary recyclers
• Review primary downstream recycler audit
  process
• Overview of process of allocating WEEE to
  approved processors
• Next steps

4
Program Update

• OES not-for-profit Industry Funding Organization
  (IFO) for Waste Electrical Electronic Equipment
  (WEEE)
• Plan for Phase 1 WEEE approved by Waste Diversion
  Ontario (WDO)
• submitted to Minister March 31, 2008
• Approved July 10, 2008

5
Program Update

• Program commences April 1, 2009
• Phase 2 WEEE plan development begun
• Phase 2 plan due July 10, 2009
• CSR
• contracted by OES as program manager
• SGS Systems Services Certification
• auditing body under contract with OES to provide
  processor audit services

6
2 Phases of Obligated Products

• Phase 1 designated WEEE
• televisions
• computer monitors
• desktop, laptop notebook computers including
  CPUs
• computer printers fax machines
• computer peripherals such as keyboards, mice etc.

7
Phase 2 WEEE

• Phase 2 designated WEEE
• photocopiers
• PDA, handheld computers
• telephones, cell phones, modems
• audio playback recording systems
• tape, disk digital
• video playback recording systems
• tape, disk digital
• cameras
• tape, disk digital

8
Processor Qualification Selection Process
9
Recycler Registration Application Process
Demonstration

• Paul Flegg

10
Recycler Registration Process

• Online process for completing registration
  application
• Prospective primary recyclers must register
  complete application requirements
• Applications forwarded to SGS for audit
• only when complete verified by OES Staff
• all required documentation uploaded to OES

11
Registration Requirements

• Registration URL serves as single access to OES
  system
• https//mtsreg.oesdatasystem.ca/login.aspx
• Online registration is required for
• primary EOL WEEE recyclers
• reuse/refurbishers under the program
• transportation consolidation operators
• collection site operators sites
• stewards of WEEE

12
Application Sections

• Basic registration includes
• declaration of services applicant provides (or
  will provide)
• primary billing contact details
• facility location(s) details
• Recycler application
• every site has unique set of questions based on
  type (downstream, primary, collection, etc.)
• answers are required

13
Helpful Hints (1)

• Use save button frequently
• Dont use forward/back buttons on browser
• use navigation buttons at bottom
• Upload documents where asked (upload button next
  to question)
• Once registered, applicants can save
  information return to complete application at
  their convenience

14
Helpful Hints (2)

• Applicants required to upload copies of
  pertinent documents
• Only fully completed applications forwarded to
  SGS for next steps
• After registering/receiving applicant login,
  enter contact information company information
• Add sites owned used as primary recycling
  facility for WEEE

15
Primary Service Provider Site(s)
16
Downstream Sites
17
Material Flow for each Primary Site
18
Access Secondary Provider Site Screen
19
Recycling Standards Screen
20
Recycling Standards Screen (Primary)
21
Recycling Standards Screen (Downstream)
22
Completed Applications

• To complete application, go to submission button
  on navigation tool bar
• Read Terms Conditions
• Check that you agree to terms
• Click submit button
• OES will review application contact applicant
  re questions or missing information

23
WEEE Processor Audit Process Requirements
24
Evaluation Stages for Processors (1)
Refers to steps shown on slide 8
25
Evaluation Stages for Processors (2)
26
Role of SGS

• SGS Systems Services Certification
• auditing body under contract with OES to provide
  processor audit services
• conduct document on-site audits of primary
  downstream processors as required
• report to OES Board
• Provide same services to WEEE programs in SK, BC
  NS
• maximizes consistency lessons learned

27
Recycling Vendor Qualification Program

• Recycling Vendor Qualification Program (RVQP)
  developed by electronics industry through
  Electronics Product Stewardship Canada (EPSC)
• prevent illegal export unnecessary landfilling
  of WEEE
• Program consists of 3 distinct components
• Electronics Recycling Standard (ERS)
• Guidance Document
• audit process

28
Electronics Recycling Standard (1)

• Establishes basic criteria electronics processors
  must meet
• Incorporates suggestions from electronics
  manufacturers, environmental groups electronics
  recyclers
• Goes beyond provisions of ISO 14001 addresses
  specific issues resulting from recycling
  electronics
• enhanced requirements for environment, health
  safety
• prohibits use of prison labour
• restricts against shipping material to countries
  that cannot meet Ontario EHS standards
• reinforces downstream accountability of waste

29
Electronics Recycling Standard (2)

• ERS currently used in BC, SK, NS now part of
  approved OES program
• see Appendix 9a 9b of approved Program Plan
• please note slight revisions in Standard compared
  with other provincial programs

30
Guidance Document (1)

• Educational document on key environmental, legal,
  health safety hazards associated with WEEE
• Intent is to provide guidance for
• recyclers looking to develop environmentally-
  sound recycling processes
• environmental auditors with knowledge-base for
  conducting assessments of electronics recyclers

31
Guidance Document (2)

• Document provides
• Material Separation Information
• Substances of Concern
• Health Safety Occupational Hygiene
• Transportation Export
• Smelting, Energy Recovery Disposal
• Environmental Management System
• Material Processing End Use Acceptability Table

32
WEEE Processor Evaluation Audit

• Evaluation process for OES approved processors
  consists of
• WEEE Processor Registration Application process
  
• Document Audit for Primary Downstream
  Processors
• Primary Processor On-Site Audit
• Downstream Processor Document Audits
• Deficiency Closures
• Reporting to OES
• Recognition as OES Approved Processor

33
Processor/Vendor Mapping
34
Document Audit of Processors

• Conducted against requirements of ERS
  information provided to by Primary Processor
• objective evidence is necessary
• ¾ day
• Audit checklist key tool
• Onsite audit required for Assessment Factor of 15
  or more OR score of 5 for factors 6 or 7
• as per audit assessment process
• OES has final say if on-site audit required

35
Processor Evaluation
36
Onsite Assessment of Processors

• Conducted against requirements of ERS
• Dates arranged through Technical Project
  Coordinator or Account Coordinator
• Checklist Audit Plan sent in advance
• Audit Report issued within 3 days
• Goal for follow-up response time 3 days
• Records (to downstream processor OES)
• onsite Audit Report
• follow-up Audit Report
• Closure of issues usually do not require
  additional site visit

37
Major Deficiency (1)

• Where nonconformity likely to result in immediate
  hazard to environment or immediate risk with
  regard to human life, e.g.
• organization fails to demonstrate that it
  evaluated legal regulatory compliance that
  action has been taken in cases of non-compliance
  with relevant legislation regulations
• failure to report legal non-compliance to
  enforcement authority(ies) where required
• absence of or total breakdown of procedure(s)
  required as part of management system

38
Major Deficiency (2)

• examples contd
• significant number of occurrences of minor
  non-conformities against a particular element of
  management system or within single department or
  activity
• inability to demonstrate regulatory compliance
• lack of evidence of emergency response
• lack of evidence of occupational health program
• lack of environmental worker safety measures
  for mechanical processing
• failure to demonstrate commitment of not sending
  to non-OECD non-EU countries unless it meets
  equivalent Ontario standard
• failure to implement air emissions systems for
  monitoring (e.g. if using heat treatment)

39
Minor Deficiency

• Single observed lapse identified with respect to
  process or procedure required as part of client's
  management system, or
• In judgment of auditor, deficiency does not
  represent an immediate hazard to environment,
  employees or organizations ability to meet
  intent of OESs Recycling Standard
• For documentation review
• lack of documentation of fire drills
• lack of documentation of daily checks on fork
  lift trucks
• eye wash stations not inspected
• first aid kits not inspected
• preventative maintenance on equipment overdue

40
Conditional Approval

• Conditional approval may be granted by OES to
  facility
• lasts for 90 days
• Designed for processors with limited number of
  very minor issues so material not held up

41
Final Assessment Report

• Report includes
• mapping of downstream flow of materials
• includes mass balance of materials
• results of document audits
• includes any identified deficiencies actions
  taken
• results of onsite audits
• includes any identified deficiencies the
  actions taken
• confirmation of compliance status of primary
  recycler sub-processors measured against ERS at
  time of assessment
• audit reports included as appendices

42
Common Issues/Findings During Audits

• SGS has conducted audits for 3 provincial
  programs found common issues
• identifying complying with all applicable
  environmental OHS legislation
• process for communication, regulatory fines or
  orders
• handling hazardous materials in accordance with
  regulations
• implementing Emergency Response Plans (i.e.
  testing)
• process to complete a documented annual (at
  minimum) Risk Assessment for Worker Exposure to
  Toxic Substances
• inadequate material flows mass balancing
  provided

43
What You Should Expect from OES/SGS

• Confidentiality
• OES program staff, SGS employees subcontractors
  sign confidentiality agreements
• board receives high-level results only
• document or On-Site Audit Reports only provided
  to audited facility OES, NOT primary processor
• unless primary processor requests specific
  downstream processor audit as part of process
  change application
• Reasonable response time to submitted information
• Assistance guidance along the way

44
Overview of WEEE to Allocation Process

• Gordon Day

45
Objectives to Allocation Process

• Contracting will take place in fair
  transparent manner
• Supports diversity of processing capacity
  ensures sufficient overall processing capacity
• on a regional basis
• by materials stream
• Evaluation criteria pre-defined published
• Support overall objectives of program
• weighted to recycling performance

46
Evaluation Criteria

• Evaluation criteria intended to
• provide incentive for processors to maximize
  recycling rate
• ensure adequate (redundant) capacity to guarantee
  continuous flow processing of collected WEEE
  under program
• minimize environmental impacts from transportation

47
Evaluation Scoring Criteria

• Detail provided on page 77 of Program Plan
• RFPs evaluated using following criteria
  weightings

48
Overview of OES WEEE Allocation

• Processors certified from other provinces will be
  added to OES approved list, subject to
• confirmation facilities would meet Ontario
  standards, or
• OES approval on any new Ontario-based facility
• Approved processors can bid separately on
• 1) display devices including computer monitors
  TVs
• 2) computer/peripherals/printers including
  desktop portable computers
• OES considering separate price bid for material
  from OES reuse operations
• WEEE from 4 consolidation regions Central, East,
  West North

49
Projected Tonnes for 1st Bidding Period

• Projected tonnes of Phase 1 WEEE collected in 4
  consolidation regions for 18 month period
• OES will not guarantee quantities of generated
  WEEE

50
WEEE Allocation Process

• Responses evaluated scores ranked from highest
  to lowest for each of 2 streams
• Evaluation made by a sub-committee of OES Board
• comprised of Executive Director, 2 Board
  observers
• WDO monitors evaluation process
• 80 of total score based on numeric evaluation
• 20 on a qualitative evaluation of information
  submitted
• Selection based on highest scores with
  consideration of practical quantity of WEEE
  available to each processor
• OES retains discretion to allocate excess
  quantities to other approved processors for that
  region if
• processor is allocated more volume than capacity
• processors cannot meet requirements of agreement
• OES will post names of companies selected
• Further details and illustrated examples on pages
  74-79 in the OES plan

51
Example of Allocation Percentages

• Table 5.4 illustrates WEEE material allocation to
  selected bidders

See page 78 Final WEEE Program Plan
52
Commitment to Review Allocation Process (1)

• OES will review allocation process after 1st RFP
  bidding process
• Process to include (but not be limited to)
• set minimum score to be selected processor
• set maximum percentage total to be allocated to
  any 1 service provider
• change scoring criteria weightings to create
  incentives for improved environmental performance
• change composition of bid-lots to reflect Phase 2
  materials

53
Commitment to Review Allocation Process (2)

• Process, contd
• change number of regional consolidation areas
• change bid frequency /or contract term
• assess opportunity for transport direct from
  collection to approved processor
• assess vendor of record system
• select processors from list of vendors to provide
  processing services at quoted prices during
  specified time period
• assess opportunities to ship direct to approved
  processors

54
Preliminary Timing Subject to Reality

• Recycler application process is open now
• 22 companies at this time
• need to complete all requirements of the
  application process as quickly as possible
• Audits will begin and audit report delivered to
  OES mid January
• timing of this to be monitored during application
  process
• Approved recyclers will be announced
• RFPs sent to primary processor approved at that
  time
• OES reserves the right to modify this process

55
Next Steps

• Register online and complete application process
  as quickly as possible
• Send questions to OES Customer service
• OES to monitor progress with application and
  audits to determine if preliminary timing remains
  feasible
• completed, in process and what stage
• issues or unexpected delays during the audit
• applicants with major deficiencies
• If issues change, OES will communicate to the
  registered applicants

56
Questions for Today

• Use Question Answer box on screen
• If question is confidential, send
  tocustomerservice_at_ontarioelectronicstewardship.c
  a

57
Thank you!