Reuse Assistance Grant Progress Report

San Mateo County's Reuse Assistance Grant Project (Part 1: June 1, 2005 to November 30, 2005)

Project Description

The County and Goodwill Industries E REUSE is establishing permanent collection and distribution system for reusing and recycling electronic equipment. E REUSE venture is partnering with the County's Vocational Rehabilitation Services to implement a workforce training program to provide developmentally disabled individuals transitional employment opportunities to collect, separate, test, and store reusable computer equipment that will be made available at low or no cost to nonprofits and community agencies, schools, and needy individuals and families.

Executive Summary

ReCompute, Goodwill Industries of San Francisco, San Mateo and Marin Counties' Computer Reuse and Recycling Programs, are robust and have surpassed expected first quarter benchmarks. As measured against the triple bottom line, they are on track to meet their goals for environmental sustainability, value recovery, and community development.

Their effort to foster sustainable development through reuse and environmental stewardship is on track. Efforts to address digital divide issues are just ramping up. Operational readiness tests around computer system design and distribution have been conducted successfully. Training programs appear to achieve better than expected results. They have developed reuse channels for systems, components and material recovery through responsible recycling

They are proving significant benefit to the environment by diverting Ewaste from landfills. Through the first quarter they have achieved 40 percent of their annual diversion goal. Value recovery is at or ahead of plan; the revenue generated through their retail Computer Store is accelerating their progress toward achieving and maintaining sustainability. Program awareness is high with news media and paid advertisements generating millions of media impressions.

Progress to Plan

As indicated on their Work Plan, there are a total of twenty seven main tasks, and related sub-tasks, to complete this project. The progress of each of these tasks is described in detail below.)

The steps required to accomplish their project are as follows:

Task1: Acquire Operating Space Including Utilities, Security and Building Repair and Maintenance. (Match)
Acquired and developed warehouse space into a Computer refurbishing operation.
They are currently operating out of 4,100 square feet, located at the VRS work center, at 550 Quarry Road, San Carlos, California. Fifteen-hundred square feet is dedicated to reuse activities. This task is 58 percent complete with $18,473.00 spent against a $31,325.00 match.

Tasks 2: Coordinate Logistics for Electronics Reuse Activities with Agency's Overall Logistics Planning. (Funded 139 hours)
Designed reuse program to comply with Goodwill's triple bottom line philosophy. Success is measured in Community Development, Environmental Stewardship and Value Recovery.

Increased donation infrastructure to create capacity to handle the volume of materials generated by this program.

Acquired and developed new donation sites to absorb volume and increase customer convenience.

Increased production infrastructure to support this program.

Designed, resourced and installed equipment and systems to support a computer refurbishing operation.

System testing and diagnostics
System demanufacturing
Hardware installation
Loading of software and drivers
Department of Defense compliant Data destruction
Material Handling
Safety
Regulatory

Developed and executed a media plan with a goal of generating ten million media impressions by the end of year two.

Paid Advertising promoting the benefits associated with donating your computer to Goodwill.

Computer reuse
Community development
Environmentally responsible recycling
Department of Defense compliant data destruction
Free to recycle

Earned media generated through media coverage of their program.

Launch events
Special collection events
Public Service Announcements
Chamber of Commerce Newsletters
Ongoing coverage and follow up stories continue to provide media impressions

This task is 100 percent complete.

Task 3: Manage all Operations Related to Reuse and Supervise Reuse Staff. (Funded 693 hours)
ReCompute manager is responsible for the day-to-day operations of the reuse program. This position supervises nine direct reports dedicated to reuse activities:

One Refurbisher
One Driver
One Material Handler
One Tester
Five Processors

The ReCompute manager's daily responsibilities include but are not limited to:

• Regular review of truck routes and schedules to efficiently transport electronic equipment donations.
• The implementation of contingencies plans designed to provide the capacity required to adjust to variations in volume and minimize the impact of computer donations at individual donation sites or stores.
• Monitor product flow to inform supply chain management and minimize unnecessary operating costs.
• Ensure procedural compliance for the collection and transportation of electronic equipment.
• Loading and securing donations.
• Material Handling.
• Safety.
• CIWMB, OSHA, EPA and DOT compliance.
• Provide supervision for the tasks associated with computer refurbishing.

• Reusable component identification
• System testing and diagnostics
• System demanufacturing
• Hardware installation
• Loading of software and drivers
• Department of Defense compliant data destruction
• System cleaning and quality control

This task is 100 percent complete.

Task 4: Purchase Storage Equipment for Electronics Reuse Materials. (Match $3,660.00)
They have purchased the following material handling supplies to support the storage of computer donations and reusable equipment staged for distribution.

Pallets: $1,100.00
Gaylords: $2,550.00

This task is 100 percent complete.

Task 5: Transportation of All Electronics Reuse Materials. (Match 520 hours)
Goodwill employs one full time driver dedicated to reuse activities. The driver's daily responsibilities include but are not limited to:

• Pick ups of computer donations at residences and businesses.
• Transportation of computer donations from centralized processing facility to the ReCompute lab.
• Transportation of refurbished systems, reusable components and peripherals to centralized distribution center and end users.

This task is 60 percent complete with 312 hours utilized.

Task 6: Test Donated Materials for Reuse Potential. (Funded 693 hours)
All Pentium II and higher computer systems are sent to tester/processors to determine feasibility for reuse. Computers are tested to determine operational specifications. Non-working units are palletized and prepared for shipment to an approved recycler. Working units are stored in preparation of refurbishing. This task is 68 percent complete with 472 hours utilized.

Task 7: Develop and Implement Procedures for RefurbishingElectronics Materials/Systems. (Funded 693 hours)

For Computers:
The unit to be refurbished is first connected, and then turned on to determine initial operating parameters. After inspection, the unit is cleaned internally of any dust which may have accumulated. All hard drives are wiped of data; the process meets Department of Defense criteria for data destruction. The unit is then tested for a minimum of 128 megabytes of memory and at least six gigabytes of hard drive capacity. If the unit does not meet memory or hard drive criteria, more memory is added and an appropriate hard drive is installed.

A modem is then installed if necessary. An operating system, currently Windows 2000, is also installed onto the hard drive. After installation of the operating system, the unit is tested to insure all components are working properly. The video driver is adjusted for at least 256 colors, while the modem is tested to make sure it works within the operating system.

After cleaning the exterior of the unit, it is left on for a minimum ten-minute “burn-in" to insure that all components are functioning properly. All completed units are cleaned and packaged to minimize damage in transit. Units are then palletized and stored for shipment.

For CRTs:
The unit is visually inspected for defects, and then connected to a computer test station and turned on. Color and video resolution is tested at this point. The various video controls, brightness, contrast, etc., are then tested. After the unit has been identified as reusable, it is palletized and stored for shipment.

This task is 93 percent complete with 648 hours utilized.

Task 8: Process Donated Equipment for Parts Recovery and Reuse. (Funded 658 hours)
Previously tested computers that do not meet operational specifications are demanufactured for parts recovery. Hard drives, CD/DVD players/recorders, motherboards, memory, CPUs, and power supplies are separated for reuse or recycling. All plastic and metal chassis are recycled. Reusable monitors are sorted and staged for distribution with refurbished systems. Unusable computer monitors and TVs are sent to recycling facility. Currently there are five employees with significant disabilities performing this job.This task is 82 percent complete with 544 hours utilized.

Task 9: Process Donated Equipment for Parts Recovery and Reuse. (Match 1790 hours)
Previously tested computers that do not meet operational specifications will be demanufactured for parts recovery. Hard drives, CD/DVD players/recorders, motherboards, memory, CPUs, and power supplies are separated for reuse or recycling. All plastic and metal chassis are recycled. Reusable monitors are sorted and staged for distribution with refurbished systems. Unusable computer monitors and TVs are sent to an approved recycling facility. There will be five employees with significant disabilities performing this job.Work on this task is scheduled to begin in February 2006.

Task 10: Provide administrative support. (Match 545 hours)
Accounting and payroll staffs provide administrative support for expense tracking and reporting.
This task is 39 percent complete.

Task 11: Task 11 does not exist on the work plan. This was most likely a formatting error.

Task 12: Add Page to RecycleWorks Web Site. (Match 1 hour)
A major component of RecycleWorks public outreach is the Web site, www.RecycleWorks.org. To raise awareness of the ReCompute program and electronics recycling in San Mateo County, a page was added to the Web site, located at www.recycleworks.org/ewaste. The web site provides residents with background information on electronic waste and informs them of the newly established permanent collection and distribution system in place for San Mateo County residents to recycle or donate for reuse their electronic equipment. This task is 100 percent complete.

Task 13: Writing and Sending out Announcements to Newsletters. (Match 3 hours)
An announcement of the ReCompute program describing the location and details of the new electronics recycling program was sent out to the San Mateo Countywide Recycling Committee (24 people), the RecycleWorks Sustainable Business e-list (67 people), and the San Mateo County Escrap subcommittee (eight people). This task is 100 percent complete.

Task 14: Writing Content and Overseeing Development of Outreach Materials. (Match 12 hours)
RecycleWorks worked in conjunction with VRS and Goodwill Industries of San Francisco, Marin and San Mateo to develop the content of outreach materials to promote responsible electronic waste handling and the ReCompute program. The primary outreach materials developed were postcards for residents encouraging electronics recycling. The postcard included information for residents about where to donate electronics for reuse and where to drop them off for recycling. This task is 100 percent complete.

Task 15: Reserve Newspaper Ad. (Match 2 hours)
Newspaper ads were reserved in two newspapers: The Almanac and San Mateo County Times. This task is 100 percent complete.

Task 16: Writing and Sending out Press Release. (Match 6 hours)
A press release was developed and distributed on June 6, 2005, to announce the launch of the ReCompute program. This task is 100 percent complete.

Task 17: Design of Promotional Materials (Card, Newspaper Ad, Direct Mail Piece). (Match 20 hours)
The promotional materials were designed by a contractor, Gigantic Idea Studio. The card and newspaper ad feature a heavy metal music player standing on a pile of electronic waste with the text: "Heavy metals play forever. Don't dump lead and mercury—recycle your electronics." The back of the card has information about reuse and recycling options for electronics in San Mateo County. This task is 100 percent complete.

Task 18: Printing Costs of Ewaste Card. (Match)
A total of 10,000 ewaste cards were printed for distribution. This task is 100 percent complete.

Task 19: Purchase Newspaper Ad. (Match)
One ad was placed in The Almanac was placed on June 1, 2005. This task is 100 percent complete.

Task 20: Purchase Newspaper Ad. (Match)
Over a one-month period, nine ads were placed in the San Mateo County Times (5/18/05, 5/20/05, 5/21/05, 5/24/05, 5/26/05, 5/28/05, 5/30/05, 6/1/05, and 6/3/05). This task is 100 percent complete.

Task 21: Management of Grant (Progress Report). (Match)
Work on this task is scheduled to begin in February 2006.

Task 22: Design Business Oriented Promotional Materials. (Match)
Work on this task is scheduled to begin in December 2005.

Task 23: Purchase Business Newspaper Ads. (Match)
Work on this task is scheduled to begin in February 2006.

Task 24: Print Business Newspaper Ads. (Match)
Work on this task is scheduled to begin in December 2005.

Task 25: Management of Grant (Progress Report). (Match)
Work on this task is scheduled to begin in May 2006.

Task 26: Management of Grant (Final Report). (Match)
Work on this task is scheduled to begin in March of 2006.

Task 27: County Overhead – Match Five Percent of Total Grant

Project Results to Date

Community Development
Their effort to support community development is on track. They have conducted operational readiness tests that include designing and distributing both classroom and faculty computer systems for a local school, developing and producing introductory, mid-range and premium systems for individuals without access to technology and a project with the San Francisco mayor's office to refurbish equipment donated by San Francisco County and reallocate working systems to community based organizations. They have developed reuse channels for systems, components and material recovery through responsible recycling.

• Refurbished systems and harvested components are available through their retail channel.
• efurbished systems distributed to individuals are funded and distributed through community partners and funding organizations.

Their current inventory of reusable systems stands at:

• 327 Pi: Children's systems, no internet, capable of running educational software.
• 323 Pii: Base and mid Level, Internet capable
• 144 Piii: High and Mid Level, Internet and most software applications
• 34 Celeron: High and Mid Level, Internet and most software applications
• 15 Piv: Premium, Internet and advanced software applications

To date 16.5 percent of the donation stream, or just under 200,000 pounds has been reusable.
Further reuse is generated through material recovery and recycling. Material recovery produces components in bulk quantities. These are sold to asset recovery partners and they have experimented with online sales through their own e-store. Recycling produces the last channel for this equipment. All material generated through their processes is recycled through a network of local and regional vendors. They recycle everything from metal to circuit boards to chips to whole systems and CRTs all the way down to the aluminum heat shield that is separated from processors.

Training programs appear to achieve better than expected results at the end of the first cycle. Eight transitional employees participated in the vocational training. The desired outcome was to teach people with significant disabilities to perform the repetitive tasks associated with disassembling a computer. At the end of the 12 week program, all eight participants could not only demanufacture a computer, they had learned how to test and assess a computers capability, identify and install compatible hardware and memory upgrades, and load software. All eight built a computer from scratch for their final exam and once their computer powered up, it became theirs to own and take home.

Environmental Stewardship
Total diversion through November 30, 2005 is 1,200,000 pounds, well beyond their target goal of 830,000 pounds.

CRTs: 684,000 pounds
CPUs: 156,000 pounds
Printers: 192,000 pounds
Peripherals: 120,000 pounds
Components: 48,000 pounds

Key Findings

• Capacity
They have surpassed expected progress to goal through Q1 for all benchmarks.

• More diversion than expected, 148 percent of plan.
• Higher value recovery through recycling than forecasted.
• Donation stream is yielding 16.5 percent reusable equipment.
• More refurbishable systems to date than expected, 620 percent of target.
• More jobs created, 200 percent of target.

• Sustainability

• Revenue streams are growing, bolstered by retail computer sales and SB20 collector's fees.
• They are closer to breaking even than they expected to be at this time, suggesting that this program may achieve sustainability sooner than projected.
• Changes in commodity markets and variations in number and quality of donations continue to be risks.

• Education and Awareness

• Media
  1. Two million media impressions to date
     • Earned media such as news stories and interviews have provided as many impressions as paid advertisements.
  2. Corporate donations promotions have been effective.
     • Maintaining a steady flow from businesses requires more frequent promotions than does residential.
• New ventures and partnerships
  1. Partnerships forged from this project continue to produce opportunities to diversify and expand their Environmental Businesses.

Anticipated Accomplishments for Upcoming Reporting Period and Next Steps

The following tasks remain to be completed within the next reporting period, December 1, 2005 through June 1, 2006.

It is anticipated that all of the remaining tasks or portions of tasks will be completed within the next reporting period.

Additionally, Goodwill has identified the following next steps for continuing to expand its electronics reuse and recycling program:

• Maintain a steady flow of reusable equipment, while volume and quality varied unpredictably.

• Work to develop a matrix to assist with the evaluation of new partner and expansion opportunities.

• Initiate a project plan to create community technology centers and develop training programs that support Goodwill's workforce development goals.

*Permission was obtained from grant recipient to publish project profile.

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Last updated: July 11, 2008