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The growing demand for Environmental Product Declarations from the construction sector has led to a 25% rise in published EPDs over the past year - and this is set to skyrocket as stricter rules take effect.
An EPD has become increasingly essential for accessing tenders and remaining competitive. But finding the right verifier is crucial for ensuring the credibility and compliance of your EPD.
An EPD verifier plays a critical role in the sustainability reporting process by assessing the accuracy and completeness of the environmental data provided.
This includes scrutinising Life Cycle Assessments (LCAs), verifying data sources, and ensuring methodologies align with relevant standards and Product Category Rules (PCRs). The verifier also checks for transparency, making sure any assumptions or exclusions are clearly documented.
By providing an impartial evaluation, they help organisations present credible and standardised environmental information.
However, the process of finding a suitable EPD verifier can be complex and time-consuming.
In this guide, we’ll walk you through the typical steps involved in finding an EPD verifier.
Step 1: Choose a suitable programme operator early
Selecting a programme operator should be one of your first steps before developing your EPD.
This is important because all your documents must comply with both international standards and the specific rules of the programme operator.
Choosing the right programme operator early ensures that your EPD development process aligns from the outset, saving time and resources later.
When selecting a programme operator, consider the following factors:
Industry relevance: Some programme operators specialise in certain industries. Choose one that aligns with your product sector to benefit from their specialised PCRs and expertise.
Geographical scope: Ensure the programme operator is recognised in the regions where your products are sold. This enhances the acceptance and credibility of your EPD in your target markets.
PCR availability: Confirm that the programme operator offers Product Category Rules applicable to your product category. PCRs provide the specific calculation rules and requirements for EPDs in a particular product group.
Language and support: Check if the programme operator provides resources in your preferred language and offers adequate support throughout the EPD development and verification process.
Examples of programme operators:
The International EPD® System
Rakennustieto (RTS) EPD
SmartEPD
EPD Square
EPD Norge
Institut Bauen und Umwelt (IBU) EPD
By choosing your programme operator early, you can align your EPD development process with their specific requirements, avoiding the need to reformat or adjust your EPD later. This proactive approach can prevent delays and additional costs associated with making changes after the fact.
Step 2: Consider budget and scheduling factors
Understanding the costs and timelines associated with your chosen programme operator is essential for effective planning.
Different programme operators have varying fee structures and processing times, which can impact your project’s budget and schedule.
Cost implications: Investigate the total costs involved with the programme operator. Determine whether they charge a one-time publishing fee or annual membership fees. Additionally, if you plan to publish multiple EPDs, check if there are discounted rates or package deals. Publishers may have different fees based on the number of EPDs you publish at once. Understanding these fees upfront helps in budgeting accurately.
Process timelines: Inquire about the typical timelines for getting your EPD published once it’s verified. Some programme operators may have longer processing times than others. Knowing this information helps you plan your project schedule accordingly and ensures that you can meet any internal or external deadlines.
Verifier availability: Check the availability of verifiers associated with the programme operator. Early communication with potential verifiers can help establish a specific timeline and budget. Verifier availability can affect your project’s schedule, so it’s important to factor this into your planning.
By considering these factors early in the process, you can develop a realistic project plan that accounts for all necessary steps, costs, and timelines. This approach helps in avoiding surprises and ensures a smoother path to EPD publication.
Step 3: Access the programme operator’s list of recognised verifiers
Once you’ve selected a programme operator, the typical next step is to visit their official website to find a list of independent verifiers they recognise.
These verifiers have been vetted and approved based on their competence and adherence to verification protocols established by the programme operator. Collaborating with a recognised verifier ensures that your EPD will be accepted by the programme operator without unnecessary delays.
Alternative methods for finding verifiers
Due to the limitations of relying solely on programme operators’ lists, sustainability managers often turn to alternative methods to find EPD verifiers:
Review competitors’ EPDs: Examining EPDs published by your competitors can help identify verifiers experienced in your field. This indicates that they have relevant expertise and understand the specific challenges of verifying EPDs in your industry. Ensure they still hold the title of “independent verifier” to maintain impartiality.
Leverage professional networks: Attending conferences, seminars, and workshops can provide opportunities to network with professionals and learn about reputable verifiers. Speaking with other sustainability managers who have undergone the EPD process can offer insights into their experiences with verifiers. They can provide advice on verifiers they have worked with and share lessons learned.
However, there are challenges when finding verifiers through these methods:
Limited information: Programme operators’ lists may provide minimal information about the verifiers, such as contact details but little about their expertise or availability.
Time-consuming communication: Reaching out to each verifier individually to inquire about their services, fees, and timelines can be time-consuming.
Lack of comparability: It can be difficult to compare verifiers based on the limited information available, making it challenging to select the best fit for your project.
Informal recommendations: Relying on word-of-mouth or informal networks may not provide comprehensive or unbiased information.
Time constraints: Networking and researching can be time-intensive, potentially delaying your project timeline. Your network may not extend to verifiers operating in different regions or specialised industries.
Procurement hassle: Verifiers can not be used repeatedly so the process of searching and hiring must be repeated.
Step 4: Assess verifier qualifications and expertise
Selecting the right verifier involves evaluating their qualifications and suitability for your specific needs.
Consider the following aspects:
Accreditations and recognitions: Make sure that they are officially recognised by the programme operator you’ve chosen. This is crucial for the acceptance of your EPD.
Industry expertise: Look for verifiers with experience in your specific industry or product category. Their familiarity with industry-specific standards and challenges can facilitate a smoother verification process.
Reputation and references: Seek testimonials or case studies from previous clients to gauge their reliability and quality of work. A verifier with a strong track record is more likely to provide a thorough and efficient service.
The challenges:
Limited transparency: It may be difficult to obtain detailed information about a verifier’s past projects or client feedback.
Comparability issues: Without standardised profiles or criteria, comparing verifiers can be challenging.
Language barriers: EPDs are essential for exporters, particularly across the European market, and so your ideal verifier might not share your first language.
Step 5: Contact potential verifiers
Reach out to the shortlisted verifiers to gather more information and assess their suitability:
Process and timeline: Ask them to outline their verification process and provide estimated timelines. Understanding their workflow helps you align their services with your project schedule. Clarify how many verification rounds they typically require and how they handle revisions.
Costs and fees: Request a detailed breakdown of their fee structure, including any additional expenses. Transparency in costs allows for accurate budgeting. Inquire about any charges for extra verification rounds or unexpected delays.
Communication and support: Discuss how they manage communication during the verification process. Ensure that they are responsive and open to collaboration. A verifier who communicates effectively can greatly enhance the efficiency of the process.
The challenges:
Delayed responses: Verifiers may have limited availability, leading to slow communication.
Inconsistent information: Without standardised queries, the information received from different verifiers may be inconsistent, making comparisons difficult.
Negotiation difficulties: Language barriers or differing business practices can complicate negotiations, especially with international verifiers.
Step 6: Finalise agreements and submit documents
Once you’ve selected a verifier and agreed upon terms and conditions:
Finalise contracts: Complete any necessary contractual agreements, ensuring that all terms are clearly defined, including timelines, fees, and confidentiality provisions. Having a clear contract helps prevent misunderstandings later on.
Submit required documents: Send the verifier your EPD and the underlying background report. Ensure that both documents have been developed in line with the programme operator’s rules and are ready for verification. Providing complete and accurate documentation facilitates a smoother verification process.
Emphasise timeline adherence: Make sure the verifier commits to the agreed timeline, especially if you have critical deadlines for EPD publication. Clarify any penalties or contingencies in case of delays.
Step 7: Engage actively in the verification process
Active engagement during the verification process is key to a successful outcome:
Responsiveness: Promptly address any issues or gaps identified by the verifier. Timely responses help keep the process moving and prevent delays. Delays on your end can cause the verifier to shift focus to other projects, potentially slowing down your verification.
Understand verification rounds: Verifiers often work in “rounds,” where each submission counts as a round of verification. Aim to minimise the number of rounds by providing thorough and accurate information from the start. High-quality EPDs typically require only 2-3 verification rounds.
Maintain momentum: Avoid long delays between rounds. Extended gaps can slow down the process, as verifiers may need additional time to reacquaint themselves with your EPD, leading to increased costs and time. Continuous engagement helps maintain the verifier’s focus on your project.
The challenges:
Process inefficiencies: Without a streamlined process, managing feedback and revisions can become cumbersome.
Step 8: Obtain verification reports
After the successful completion of the verification process:
Communication log: The verifier will provide a log detailing all comments made and your responses. This document serves as a record of the verification process and demonstrates due diligence. It can be valuable for internal reviews and future EPD projects.
Verification report: You’ll receive a signed verification report confirming that your EPD has been verified according to the required standards. This report is essential for the final submission to the programme operator and for maintaining transparency in your sustainability reporting.
Step 9: Submit to the EPD publisher
With verification complete, you can proceed to submit your EPD for publication:
Compile submission materials: Prepare all necessary documents, including the verified EPD, verification report, and communication log. Ensure that all files meet the programme operator’s formatting and submission requirements.
Follow publisher guidelines: Submit your materials according to the programme operator’s publication guidelines. Pay attention to any specific instructions regarding file formats, naming conventions, or additional information required.
Monitor publication process: Stay in contact with the programme operator to track the progress of your EPD publication. Be prepared to address any final queries or provide additional information promptly. This proactive approach can help expedite the publication process.
Early planning, choosing the right partners, and maintaining clear communication are key to a smooth EPD verification and publication process.
Introducing EPD Verifier: The most effective way to work with top EPD verifiers
The traditional methods of finding and collaborating with EPD verifiers are often fragmented, time-consuming, and fraught with challenges.
Recognising the need for a more efficient approach, EPD Verifier has been developed to streamline the entire process. We empower EPD verifiers with tools to work more efficiently and we connect them with companies seeking EPD verifications.
Learn more and stay updated by registering your interest at EPDVerifier.com.