Selecting and Maintaining Vendors
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One of Free Geek's core principles calls for the “disposal of equipment in an ethical and environmentally responsible manner”. We are a reuse and recycling center; a large part of our mission is environmental. We favor reuse whenever possible since recycling and re-manufacturing take a higher environmental toll. Free Geek recycles locally whenever possible to promote a more sustainable local economy and in an effort to conserve fossil fuels and reduce pollution, and prefers vendors that process our residuals within the U.S. because of the environmental standards enforced within the U.S.
FG thoroughly researches the practices of downstream vendors for environmental and social responsibility. Annually we evaluate downstream vendors' capabilities; and Free Geek's internal processing; to maintain the highest and best sorting of materials for recycle capabilities and the best price.
Free Geek follows the standards of ethical and environmental recycling as defined by the Basel Action Network (BAN)and continues to work closely with representatives of BAN. We require of our vendors
- Compliance with all applicable federal, state, and local laws.
- Material is not sent directly to solid waste (non-hazardous waste) landfills or incinerators for disposal or energy recovery.
- That no prison labor will be used in downstream recycling processes
- That hazardous waste is not exported to non-OECD nor non-EU countries,
- Demonstration of a system like EHSMS.
- a signed letter/contract guaranteeing that all information is correct, as well as a confirmation that vendors will inform Free Geek of any changes in processing of material or downstream vendor/End of Life disposal.
The procedure for choosing a new recycling vendor is as follows: A FG representative meets with a representative of our prospective vendor's company. We ask for information regarding their downstream practices, their EHSMS and their environmental stewardship practices by having a representative fill our the Recycling Vendor Questionnaire. FG does initial research on the company through the internet and through industry accountability organisations. We do a background check to find, for example, any EPA violations they may have on record. We do a site visit and inspect their operation in person, if possible.
Documenting and Maintaining Standards with Vendors and Potential Vendors:
All of our vendors are asked to either sign a contractual agreement, or to provide a letter, stating their environmental safety policies, as well as guarantees that their information regarding further downstream processing is correct, and that Free Geek will be informed of any EHS violations as well as any changes in processing of Free Geek material. Free Geek representative will document any contact with vendors regarding these contracts, and note changes for further review. Free Geek is committed to working exclusively with vendors that can comply with the above standards and are prepared to be audited by Free Geek periodically.
contract samples
Draft Certification Contract: Form 1
[Insert name, address, phone number, email, and fax for Vendor]
Certification of proper handling and management of electronics equipment/material received from Free Geek, Inc. on [insert date materials were received by vendor]:
This statement certifies that the electronics equipment sent by your organisation for recovery and recycling has been transported and unloaded at [provide company name and address where materials are sent to be handled]. [Name of vendor] has taken ownership and responsibility for this material. Material will be handled in accordance with all environmental laws. Material will not be shipped to overseas markets for demanufacturing, material must be processed on the North American continent (USA/Canada/Mexico).
This certifies that the following list states the amount and complete list of end-markets for the materials you sent to [Insert name of service provider].
Material: Amount End-Market Name/Location:
- CRTs
- Plastics
- Metals
- Circuit Boards
- Hazardous Materials
- Solid Waste Materials
[Insert Name of Vendor] further certifies that we have audited (at least once a year) or have written documentation on the processes and procedures used by our end-markets and that they comply with applicable laws and requirements, and environmentally sound management practices.
[Insert Name of Vendor] further certifies that we have and can provide evidence, upon request, of an environmental safety policy and that we meet Oregon OSHA requirements.
[Insert Name of Vendor] further certifies that we have general liability insurance and/or pollution liability insurance equal to or greater than $1,000,000/occurrence, $1,000,000 aggregate.
Signature____________________________ Date: _____________________
Name and title: ___________________________________________________
Draft Certification Contract: Form 2
[Insert name, address, phone number, email, and fax for Vendor]
Certification of proper handling and management of electronics equipment received from Free Geek, Inc. from [insert start date and end date of contrat period]:
This statement certifies that the electronics equipment sent to (Vendor name) for recovery and recycling will be transported and unloaded at one or more of the following companies:[provide company name and address where materials are sent to be handled]. Material will be handled and processed in accordance with all environmental laws. Material will not be shipped to overseas markets for demanufacturing, material must be processed on the North American continent (USA/Canada) until it reaches commodity status.
This certifies that the following list states the complete list of material(s) type(s) and complete list of end-markets for the materials you sent to [Insert name of service provider].
Material: End-Market Name/Location:
- CRTs
- Plastics
- Metals
- Circuit Boards
- Hazardous Materials
- Solid Waste Materials
[Insert Name of Vendor] further certifies that we have audited (at least once a year) or have written documentation on the processes and procedures used by our end-markets and that they comply with applicable laws and requirements, and environmentally sound management practices.
[Insert Name of Vendor] further certifies that we have and can provide evidence, upon request, of an environmental safety policy and that we meet Oregon OSHA requirements.
[Insert Name of Vendor] further certifies that we have general liability insurance and/or pollution liability insurance equal to or greater than $1,000,000/occurrence, $1,000,000 aggregate.
Signature____________________________ Date: _____________________
Name and title: ___________________________________________________