Pilot Proposal

Respondy offers a focused pilot so a prospective Client can evaluate the process and results before extending coverage more broadly.

The pilot applies Respondy's managed compliance workflow to a real product scope. During the pilot, Respondy works with the Client to collect, review, and organize supplier compliance documentation relating to RoHS and REACH for the selected scope.

This document is intended to describe the pilot structure, expected inputs, timeline, and deliverables. It is not a service agreement and does not authorize work by signature.

Pilot Scope

The pilot is limited to one of the following, as agreed between the Parties:

  • one product
  • one bill of materials
  • one subassembly
  • a limited subset of a bill of materials

The purpose of the pilot is to apply the Respondy process to a practical, defined scope so the Client can assess the workflow, documentation handling, and resulting coverage visibility.

What the Client Provides

To begin the pilot, the Client provides the following:

  • the selected pilot scope
  • the relevant bill of materials or parts list for that scope
  • available supplier contact information for the applicable parts or assemblies
  • any existing compliance documents already on hand that relate to the pilot scope
  • any known customer requirements or internal documentation requirements relevant to the pilot scope

If any of the above is incomplete, Respondy may still proceed based on the information available, but the timeline and outcome may be affected by missing inputs.

Pilot Timeline

The standard pilot turnaround is approximately one to two weeks.

In most cases, the target timeline is 10 business days from the point at which the required starting information has been received and the scope is confirmed.

Actual timing may vary depending on documentation availability, supplier responsiveness, and the completeness of the information provided at the start of the pilot.

What Respondy Does During the Pilot

During the pilot, Respondy will:

  • confirm the pilot scope
  • review the provided bill of materials or applicable parts data
  • contact suppliers as needed to request relevant compliance documentation
  • collect and organize the documentation received
  • review documents for relevance to the pilot scope
  • identify gaps, missing documents, or outdated records
  • prepare the pilot deliverables listed below

Pilot Deliverables

At the conclusion of the pilot, Respondy provides the following for the agreed pilot scope:

  • a Compliance Report for the pilot scope providing the client facing status summary, coverage summary, and gap summary
  • gap details within the Compliance Report identifying missing, incomplete, or outdated documentation
  • creation and organization of Client accessible Technical File records managed by Respondy on the Client's behalf for the collected materials within the agreed pilot scope
  • a draft RoHS Declaration of Conformity for Client review
  • REACH records support for the agreed pilot scope, where applicable

Draft documents are provided for review based on the documentation collected during the pilot. Final responsibility for product claims, approvals, and signed attestations remains with the Client.

Success Criteria

The pilot is intended to demonstrate the Respondy process on a real product scope and allow the Client to assess:

  • how efficiently documentation can be collected and organized
  • the current level of supplier document coverage
  • the visibility of missing or outdated records
  • the usefulness of Respondy managing a Client accessible internal Technical File for the selected scope while providing clear summary visibility through the Compliance Report
  • whether the managed compliance model is a fit for broader ongoing coverage

The pilot is successful if it gives the Client a clear view of the current documentation state for the selected scope and a practical understanding of how Respondy would manage ongoing compliance support.

After the Pilot

After reviewing the pilot results, the Client may choose to extend coverage to additional products, assemblies, or bill of materials scopes.

If the Client decides to move forward, Respondy may propose the next phase of engagement under a separate service agreement or statement of work, as applicable.

Disclaimer

The pilot is limited to the agreed scope only.

Respondy supports document collection, organization, and draft preparation, but the Client remains responsible for final product decisions, final approvals, and any final signed manufacturer or legal attestations.