Fresh Fruit and Vegetable Registered Produce Warehouse (RPW) Program Manual of Procedures

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Table of Contents

September 2012
Agrifood Division

1. Introduction

1.1 History

Around 1930, compulsory inspection for interprovincial shipments was initiated, the intent of which was to protect and secure markets in neighbouring provinces.

In 1935, the Division implemented a program known as The Registered Potato Warehouse Program. This enabled quality packers of potatoes situated in a province with compulsory potato inspection to ship inter-provincially without any inspection.

In 1965, the Fresh Fruit and Vegetable Regulations were introduced under the Canada Agricultural Products Standards Act which was promulgated in 1955. These Regulations had two parts regarding interprovincial movement. The first part stipulated the fruits or vegetables that were to be inspected in each province before shipping. The second part introduced Registered Establishments. The new Registered Establishment Program, commonly referred to as the Registered Produce Warehouse (RPW) Program, was the same program as the Registered Potato Warehouse Program, however, the range of products eligible for exemption was broadened.

A Frequency of Inspection Level (F.O.I.L.) program was instituted in 1982 in order that RPW's could be monitored on an ongoing basis. Under this program, produce packed within a RPW is inspected routinely and the frequency of inspection is varied according to the establishment's ability to pack to quality standards.

Today, the regulatory basis for Registered Establishments is contained in Part X of the Fresh Fruit and Vegetable Regulations (FFVR) made pursuant to the Canada Agricultural Products Act (CAPA).This section stands alone and establishments which prepare commodities for which the FFVR establish grades may become Registered Establishments. However, the most common commodities will be apples and potatoes, for which the FFVR exempt RPW's from the mandatory shipping point inspections.

1.2 Inspection Philosophy of the Registered Produce Warehouse Program

With this program, the packers are responsible for the quality of their production. The inspector's role is to evaluate the consistency of a RPW to pack a quality product and to assist packers to interpret the regulatory grade standards.

The success of this program relies on the diligence of the inspector to apply the Fresh Fruit and Vegetable Regulations and procedures properly.

2. Registration and Renewal

2.1 Application for Registration

According to Section 56 of the Fresh Fruit and Vegetable Regulations, should an establishment wish to become registered, the first step is for the owner to submit a completed copy of the following two forms (see Appendix I):

  • Application for Registration of an Establishment (CFIA/ACIA 3043), and
  • Application for Registration of an Establishment for Fresh Fruit and Vegetables (CFIA/ACIA 2645).

These application forms (CFIA/ACIA 3043 and CFIA/ACIA 2645) are available from District Offices, Regional Offices or through the Forms Catalogue on the Canadian Food Inspection Agency (CFIA) website.

The applicant must complete the forms properly and legibly and submit them to their local CFIA office. An application will be returned to the applicant when some information is missing or when the prescribed registration fee is not paid at the time of the application.

Upon receipt of the application, the local CFIA office will arrange for inspection of the establishment to confirm whether or not the warehouse meets the requirements of Part I.1, subsection 41(1)and sections 59 and 60 of the FFVR. For national consistency purposes, inspectors must use the Registered Produce Warehouse (RPW) Inspection Report (see Appendix II) when evaluating the establishment. At this time, if the applicant has not already provided a copy of their water analysis, they must be informed that satisfactory microbiological analysis results, as well as satisfactory chemical analysis results, of the water used within the establishment, must be provided to CFIA prior to establishment registration. Section 2.2 of this manual sets out the requirements for water analysis.

At the time of the inspector's visit, the applicant should be given a copy of the Fresh Fruit and Vegetable Regulations or provided with a link to the Acts and Regulations page on the CFIA website. The applicant will be clearly informed as to his or her responsibility under this program. Every effort will be expended to make the applicant knowledgeable of the FFVR, including grade standards. A copy of the completed Inspection Report should be provided to the applicant.

If it is found that the warehouse is deficient in some way, the applicant should be immediately advised and non-compliances should be identified to the applicant by providing a copy of the Inspection Report with correction dates established. The application cannot be recommended until corrections are made. If the applicant has not made the correction(s) after a designated period of time, the application and the registration fee will be returned with a covering letter clearly stating the reason for rejection.

When the application is in order, and the premises are found to meet regulatory requirements, the CFIA will issue a Certificate of Registration with an assigned number which will remain in force for a year or until suspended, cancelled or surrendered. An application is considered to be in order when it is properly completed and accompanied by a completed Inspection Report and a copy of the water analysis.

2.2 Establishment Requirements for Registration

Subsection 41(1) and sections 59 and 60 of the Fresh Fruit and Vegetable Regulations establish minimum requirements which an establishment must meet before being considered for registration. The state or condition of a warehouse has a direct bearing on the quality of product coming out of that warehouse.

The establishment shall be situated on land that provides or permits good drainage. This means that the warehouse's function or activity is not impeded or hampered by water and that water inside and outside the warehouse is not left to stagnate (paragraph 59(a)).

The establishment must not be in proximity to any source of pollution or any place that harbours insects, birds, rodents or other vermin that is likely to contaminate produce in the establishment. Should an inspector find evidence of contamination, they should contact their supervisor for further instructions (paragraph 59(b)). Provincial health requirements and requirements for sanitary disposal of cull product should be observed.

The establishment which is a building shall be of sound construction, in good repair and be constructed of materials that are durable and free of any noxious constituent. It shall be separate from and have no direct access to areas in which are carried out operations that are incompatible with the handling of produce. The building shall be protected against the entry of insects, birds, rodents and other vermin or anything that is likely to contaminate produce (paragraphs 60(1)(a) through (d)).

The building shall have no room in the establishment open onto premises used for the manufacture, or storage of anything that is likely to emit an odour that could affect the flavour of or potentially contaminate the produce. This means that chemicals, pesticides, paint or other such materials should be located away from the produce, packing lines, storage rooms, etc. as such materials could cause contamination of the product due to their proximity (paragraph 60(1)(e)).

The establishment must be clean and have adequate means of drainage, waste removal and waste disposal (paragraph 60(1)(n)). The warehouse's function or activity must not be hampered by foreign material and waste must be removed on a regular basis.

The establishment must have suitable facilities and equipment for the grading and handling of the produce (paragraph 60(1)(f)). It is not possible to define this for every situation but good judgement must be exercised. Commonly, one would expect to find equipment used for cleaning the produce such as brushes or washers, sizing equipment, grading belt, packaging equipment and scales. In addition, the establishment must also have adequate facilities and means for the cleaning and sanitizing of equipment (paragraph 60(1)(m)).

The establishment must have areas with temperature, light and ventilation that are suitable for the preservation of produce (paragraph 60(1)(g)). This does not necessarily mean an elaborate controlled atmosphere system, but it does mean a system which protects the product from the elements (i.e., heat and frost).

The lighting over the grading table must be adequate to permit the proper grading of the produce. A minimum of 550 lx measured at the surface level of the grading table will be considered to be sufficient. In order to evaluate this minimum requirement, a light meter is needed (paragraph 60(1)(h)).

In those areas where produce or packaging materials are exposed, establishments must ensure that the light bulbs and fixtures are of a type that will not cause contamination of produce in the event of breakage. Lights may either be of a kind that are shatter proof or be encased in a protective covering (paragraph 60(1)(i)).

Establishments shall have available to their employees, lavatories that are clean and sanitary. They should be adequate in size, equipped for the number of people using them, well lit and ventilated, and separate from and not leading directly into any room used for handling produce. Establishments shall provide suitable hand washing facilities, which include soap, hot water and disposable paper towels (paragraph 60(1)(k)).

The establishment must be supplied with potable hot and cold water used in the final rinsing of the produce before packing. The water must be protected against contamination and be adequate in quantity and pressure to serve the water needs of the establishment (paragraph 60(1)(l)). Potable water means that the water must be safe for drinking. In order to evaluate this requirement, a Certificate of Water Analysis from the Provincial or Municipal Health Department, or from a private laboratory accredited by the Standards Council of Canada (SCC) or the Canadian Association for Laboratory Accreditation (CALA), is required at least once a year as proof that potable water is available. 

The water used within the establishment must meet Health Canada's Guidelines for Canadian Drinking Water Quality and any applicable provincial, municipal, and territorial water requirements.

Regardless of whether the source of water is a private well or is municipal, the establishment must make arrangements for microbiological analysis of the water used within the establishment, to be conducted at least once per year, not more than six months prior to the date of application for registration (initial registration and registration renewal).

The analysis must include testing for total coliform bacteria and Escherichia coli. Additional testing may be required if there are changes to the source of the water, the piping systems, or if there are suspected contamination issues.

Satisfactory chemical analysis results of water used within the establishment are required prior to establishment registration. The analysis must include testing for antimony, arsenic, cadmium, chromium, and lead. Upon registration renewal, if an establishment can provide a record of satisfactory chemical analysis results obtained previously, they are not required to re-test.

Water other than potable water may be used for fire protection and auxiliary services, including the washing of soil from raw produce and the fluming of raw produce, provided there is no connection between the system for that water and the system for potable water (subsection 60(2)).

A working area must be made available for the inspector to inspect the produce being packed (paragraph 60(1)(j)). A grading table must be provided as well as enough floor space for the inspector to place his samples nearby and to work around the table without fear of being hit by equipment. An electrical outlet must also be provided for equipment necessary to carry out the inspection, such as an inspector's lap top. There should also be adequate lighting over this area (minimum of 540 lux measured at the surface level of the grading table). In order to be able to adequately evaluate the condition of the produce at time of monitoring, the inspection area must be a suitable environment with adequate temperature and waste disposal. If an inspector is unable to perform an inspection because of poor inspection conditions, the inspector shall postpone the inspection and notify their supervisor.

The operator of the RPW must name a competent individual who will be responsible for the supervision of grading. In smaller facilities, this may be the owner himself. This individual should be knowledgeable of the Fresh Fruit and Vegetable Regulations and grade standards and have the authority to correct errors in grading and preparation of the produce. Every effort should be expended to make this individual as knowledgeable as possible.

2.3 Renewal

Before the expiry date, the owner of the establishment must submit an application along with the prescribed registration fee to their local CFIA office. Failing to comply with this requirement, the establishment will no longer be registered in accordance with the FFVR and must request inspections if they are shipping potatoes, apples or blueberries out of provinces that require interprovincial certification. At least eight (8) weeks before the expiration date, the application for renewal will be sent directly to the operator by the designated operational office.

At each renewal, a full inspection of the establishment should be done and water analysis results should be verified to ensure compliance with Section 2.2. If the RPW is not in operation at the time of renewal, the Inspection Report and a copy of the water analysis may follow, provided that the RPW is aware that their registration is dependent on passing inspection, which includes having acceptable water analysis results.

2.4 Issuance of Registration Certificate

Upon receipt of a completed application, Registered Produce Warehouse Inspection Report and water analysis results, the Regional Director shall issue a certificate of registration. A copy of the certificate is to be sent to the Area Specialist.

The Registered Produce Warehouse (RPW) List shall be updated to reflect the current status of the establishment.

3. Operation and Maintenance of Registered Establishments

After the establishment has been approved for registration, it shall be operated in accordance with Part I.1 and Part X of the FFVR.

Produce shall be packed in a sanitary manner, including the following (Part I.1, subsection 3.1(4)):

  1. no stagnant or polluted water is used in the washing or fluming of the produce;
  2. only potable water is used in the final rinsing of the produce to remove any surface contaminant before packing;
  3. the final rinse water, if reused, is used only in the initial washing or fluming of the produce;
  4. the produce is handled with equipment that is cleaned regularly.

The waste from the handling and grading is removed from the establishment on a regular basis and must be disposed of in such a manner that it does not attract insects, birds or rodents. This means that all waste is removed from the warehouse at least daily and disposed of away from the warehouse in a dump site. It also means the warehouse must observe Provincial Regulations on plant health and human health for sanitary disposal of culled products.

All produce that will be shipped interprovincially from a Registered Produce Warehouse shall be graded and packed on the premises in accordance with the Fresh Fruit and Vegetable Regulations. This means that the produce shall meet the grade declared on the label and that all packaging and labelling must be correct.

In addition, for produce shipped interprovincially, the RPW logo showing the registration number (as shown in Appendix III) shall be displayed on any part of the label of each prepackaged container, of each master container, or of each shipping container, except that part, if any, applied to the bottom. Alternatively it may be displayed on each pallet of produce in a lot (Test Market 2009). Interpretation of this requirement has been that it applies solely to produce that otherwise requires certification, i.e. potatoes, apples, or blueberries. However, if the RPW uses the logo on other produce, for which grade standards are established, that are packaged within the establishment, those products will fall within the parameters of the program. Labelling with the RPW logo is required when the shipment exits the establishment. Labelling of the load cannot occur once the shipment has left the establishment premises.

Note: For suspended RPW's, the packages identified with a RPW number will be allowed to be used by the operator, provided that each interprovincial shipment is accompanied by a certificate. The regional shipping point office will advise the Area Program Specialists in all regions that the RPW registration has been suspended. For cancelled RPW's, the packages identified with a RPW number cannot be used. In order to allow the operator to use his or her stock, he or she must completely remove the RPW number from each package.

Accurate records of produce shipments must be kept by the owner for two (2) years from the date of shipment. These records must be maintained by type and grade of produce and by size of container. Upon request, they must be available to the CFIA (subsection 61(14)).

The operator of a Registered Produce Warehouse may not allow other packers to pack produce in packages containing his registration number, nor may he allow other packers to apply his RPW logo on pallets of produce. The operator of a Registered Produce Warehouse may not use, or have in his possession for use, packaging materials or labels bearing the registration number of another RPW. Likewise, a Certificate of Registration cannot be assigned or transferred to a second establishment (subsections 56(6) and (7)). Should packaging or other such material bearing the RPW number of another establishment be found in a registered establishment, the materials should be placed under detention and options for compliance should be provided to the operator.

All certificates of registration are issued for a period of one year unless they are cancelled, suspended or surrendered (subsection 56(8)). When a certificate of registration is cancelled, it is the inspector's responsibility to have the certificate picked up from the warehouse (section 58.1).

The holder of a registration certificate shall post it in a conspicuous place in the warehouse to which it applies and keep it so posted during the period it is in force (subsection 56(5)).

Should a RPW make someone new responsible for the supervision of grading or make changes in ownership, it is the operator's responsibility to formally advise their local CFIA office of the changes within 30 days, who will then amend the RPW records accordingly (subsection 61(16)).

4. Monitoring of a Registered Produce Warehouse

The monitoring visit includes product inspection, which requires that a minimum amount of produce be examined at the time of a monitoring visit and may include an examination of the establishment in order to see if the operator is meeting the registration and operational requirements.

4.1 Inspection of Establishment and Operations

Inspectors are not required to perform a complete assessment of the operation and maintenance of the establishment during each monitoring visit. Inspectors, however, must not overlook non-compliances with establishment and operational requirements. When such a non-compliance is observed, the inspector must complete the first and last page of the Inspection Report, identify the non-compliance, and include comments and the agreed upon correction date in the Inspector's Comments/Observations section.

It should be noted that all operational and maintenance requirements of a RPW must be assessed on a yearly basis, at a minimum.

4.2 Product Inspection

For the purpose of this section, here are some definitions:

Lot means that quantity of produce, by reason of commodity, variety, grade and/or package which is considered separately from other produce as a subject of an inspection.

Product Inspection means the total of all lots examined in one monitoring inspection or visit.

Infraction means, unless otherwise stated, non-compliance found when an inspected lot or lots fail grade, marking and/or packaging requirements during one product inspection. Therefore, in one product inspection, more than one lot may fail the requirements and only one infraction will be recorded.

During the monitoring visit, any lot of produce bearing a registration number or Canada grade name may be inspected to the requirements of the Canada grade declared, since any lot so marked should meet the grade requirements and could be shipped interprovincially.

The volume of product to be inspected at the time of each monitoring visit to a particular warehouse will be equivalent to half a day's production or whatever is available at the time. If substantially less than half a day's production is inspected, the inspector should return at a later date to ensure that a proper monitoring visit has occurred. The established sampling plan is used as the minimum for each lot inspected.

At the time of the product inspection, the inspector will record all results on a hand written inspection detail sheet or in the Multi Commodity Activities Program (MCAP) under inspection type Shipping Point - RPW Monitoring.

4.2.1 Frequency of Inspection Level (F.O.I.L.)

Product Inspection is based on a statistically valid method of sampling, where samples are chosen at random from a group in which every item is given an equal opportunity of being selected. The results of several such inspections over a period of time will identify whether or not a particular RPW continuously packs its produce according to grade standards.

The F.O.I.L. concept is based on the premise that an establishment's compliance rate reflects its ability to meet regulatory requirements. As such, the frequency of monitoring visits should, consequently, be based on an establishment's compliance rate. If the inspector does not find any non-compliant product over a certain number of visits, the frequency of inspection level can be reduced. Conversely, if the inspector finds one or more lots of produce repeatedly failing the grade, the frequency of inspection level can be increased.

4.2.2 Frequency of Visits

There are three basic frequencies in the F.O.I.L. monitoring scheme.

  1. Reduced
    One (1) visit per four (4) week intervals
  2. Normal
    Two (2) visits per four (4) week intervals
  3. Tightened
    Four (4) visits per four (4) week intervals

The volume of product to be inspected at the time of each visit to a particular RPW will be equivalent to half a day's production or whatever is available at the time. If the establishment runs multiple shifts of operation, these additional shifts should be calculated into the day's production. Every effort should be made to ensure monitoring is representative of all shifts.

All warehouses will be placed in the normal frequency of inspection on initial registration. The frequency with which the warehouse is being inspected at the end of the packing season will be carried over to the beginning of the next packing season. Example, if a warehouse is on tightened frequency at the end of the packing season, it will remain on a tightened frequency for the beginning of the next packing season.

4.2.3 Rules for Switching Frequencies

Note: Infraction, unless otherwise stated, is defined as any non-compliance found in an inspected lot or lots; failure to meet grade, marking and/or packaging requirements during one product inspection. Example, if, out of three (3) lots inspected during one inspection, one (1) fails, there is an infraction within that inspection.

  • a. Reduced to Normal Frequency

When reduced frequency is in effect, normal frequency shall be instituted as soon as an infraction occurs.

  • b. Normal to Tightened Frequency

When normal frequency is in effect, tightened frequency shall be instituted when two (2) infractions occur in two (2) consecutive product inspections, or two (2) infractions occur within five (5) product inspections.

  • c. Tightened Frequency to Suspension

When tightened frequency is in effect, suspension shall be instituted when infractions occur in two (2) or more lots in one product inspection.

Note: During tightened frequency, within one product inspection, each non-compliant lot will be considered as a separate infraction.

While on suspension, the operator shall obtain an inspection for each shipment of produce to be sent or conveyed to another province.

  • d. Suspension to Tightened Frequency

When on suspension, tightened frequency shall be initiated when at least 225,000 kg (495,000 lb) of produce have been consecutively inspected without incurring one infraction. This is approximately 10 loads at 45,000 lb each.

  • e. Tightened to Normal Frequency

When tightened frequency is in effect, normal frequency shall be instituted when five (5) consecutive visits do not show any infractions.

  • f. Normal to Reduced Frequency

When normal frequency is in effect, reduced frequency shall be instituted when five (5) consecutive visits do not show any infractions.

4.2.4 Infractions in Relation to the Product

An infraction can result when any single tolerance or the overall general tolerance for the grade of the produce being inspected (monitored) is exceeded in one or more lots at shipping or at destination, resulting in the lots under inspection failing grade. The lots bearing the registration number or a Canada grade name will be considered for inspection.

In the case of Registered Produce Warehouses that are shipping more than one commodity for which certification would otherwise be required, infraction records will be carried from one commodity to another. Infraction rates are a measure of the warehouse's ability to consistently pack product while meeting requirements, regardless of the commodity. As an example, one potato infraction in a warehouse shipping potatoes and apples will affect the frequency of monitoring at the establishment for both commodities.

Infractions can also result when produce is found, at destination, to fail regulatory requirements. Only lots that fail for permanent defects, packaging or marking requirements at destination will be taken into consideration. In such cases, the destination inspection office will advise the shipping point region, which will have the infraction entered into the Registered Produce Warehouse's file. The destination office will also forward a copy of the destination certificate or the monitoring report to the shipping point region as soon as possible. If it is possible to positively link a failing lot at destination to one that was found to have failed at shipping point, for example, by lot number or Positive Lot Identification, the responsible establishment will incur only one infraction.

Product found to be out of grade or improperly marked or packed, either at shipping point or at destination, must be detained. It is the responsibility of the packer or the dealer to correct the infraction. Such detained lots will be held until re-inspected and released from detention by a CFIA inspector.

4.2.5 Summary of Monitoring Visits

At the completion of the monitoring visit, the inspector is required to review the findings of the monitoring inspection with the plant management. This will include the product inspection results and may include non-compliances in regard to the establishment and operation/maintenance of the establishment. The first and last page of the Inspection Report must be completed. The last page must include any non-compliances identified and the agreed upon dates by which corrective actions must be implemented. The last page of the Inspection Report must also include information on product monitoring and indicate whether product met or failed to meet the grade requirements in accordance with the FFVR. Under Remarks, the inspector must record the particulars of the lot(s) monitored. The inspector must also note any change to the F.O.I.L. under Inspector's Comments/Observations. This will serve to inform the plant management of how well the warehouse is operating. This is particularly important when suspension or cancellation action may be required and this possibility should be clearly indicated. A copy of the report (first and last page) must be provided to the establishment's designated supervisor and the inspector and the establishment's designated supervisor must sign the last page. A copy of either a hand written or MCAP detail sheet may accompany the Inspection Report, and if included, must be signed by the inspector and the establishment's designated supervisor.

Note: At no time should a certificate be issued for the product that has been inspected as part of the F.O.I.L. monitoring. The purpose of the monitoring program is to evaluate the grading and packing abilities of the warehouse and not to issue certification that the lot fails or passes. If the operator of the warehouse wants to have an inspection, they can request it by completing and submitting an application for inspection.

5. Suspension and Cancellation

5.1 Suspension

The registration of a Registered Produce Warehouse may be suspended if the establishment or operator does not meet or comply with the provisions of the CAPA or FFVR or if the operator has failed or is unable to take immediate corrective measures for compliance with the establishment requirements of registration (section 2.2 of this manual) or operation (section 3 of this manual). In these cases, the suspension will remain in effect for up to 30 days or until the deficiencies have been corrected and these corrections have been verified by a CFIA inspector. For an extension to the 30-day period, the operator must request permission from the Regional Director.

However, in the case of product inspections or non-compliance with any provisions in respect of grading, the Registered Produce Warehouse may be suspended only when infractions occur in two (2) or more lots in one product inspection while on a tightened frequency (subsection 57(1.1)). The suspension will remain in effect until the RPW has consecutively packed 225,000 kg (495,000 lb) of produce without incurring one infraction.

In all cases, if it is reasonable to believe that public health will be endangered if the establishment is allowed to continue operating, this is grounds for immediate suspension.

5.2 Cancellation

The registration of a Registered Produce Warehouse may be cancelled, where:

  1. the operator has failed to correct deficiencies in the operation of the establishment within 30 days of receiving a suspension, or any longer period of time allowed;
  2. there has been a change in ownership, which involves a change in management of the establishment;
  3. the application for registration contains false or misleading information.

In the case of suspension or cancellation, the Registered Produce Warehouse (RPW) List shall be updated immediately and a notification of the change in status of the establishment shall be sent to Headquarters.

6. Communication Plan

At the completion of a monitoring visit, the inspector is required to review the findings with the plant management and leave a copy of the Inspection Report, in accordance with the procedures outlined in Section 4.2.5 of this manual. It is important to note that any situation that could be grounds for suspension should be clearly indicated on the Inspection Report and should form part of the review of the findings. In particular, the inspector must confirm the F.O.I.L. with the establishment and record any change to the F.O.I.L. on the Inspection Report.

In addition to the above, when the frequency changes from normal to tightened, a letter (see Appendix IV), signed by the inspector, will be delivered to the establishment, notifying them of the change in frequency level. Copies should be provided to the Inspection Manager, the Regional Program Officer and/or the Area Program Specialist, and to the Regional Director.

If infractions occur in two (2) or more lots during a product inspection while the establishment is on tightened frequency, a letter (see Appendix V) will be delivered to the RPW. This letter should be signed by the Regional Program Officer or Area Program Specialist with copies provided to the Inspector, the Inspection Manager and to the Regional Director. This letter should state that these infractions may result in suspension. The RPW management may be provided with an opportunity to meet with CFIA management in order to review the monitoring reports and the infractions noted. A full inspection should take place shortly after the monitoring visit in order that a final recommendation can be made to the Regional Director for suspension action. If there are grounds for suspension, the Area Program Specialist should provide this recommendation.

Notice of suspension of registration must be delivered to the operator.

If there are grounds for cancellation of registration, the Area Program Specialist should provide the recommendation to cancel to the Regional Director. The establishment will be notified of these grounds in writing. A registration cannot be cancelled prior to the operator being advised of an opportunity to be heard in respect of cancellation, being given that opportunity, and a notice of cancellation being delivered to the operator.

An e-mail will be sent to every Regional Office and to Headquarters in order to inform all Areas that the registration of this particular warehouse has been suspended for a said period of time or has been cancelled. This alert system could also be used to alert other offices of possible problems, e.g., shipments without inspection, unregistered produce warehouses.

7. Maintaining Monitoring and Inspection Records

Local CFIA area offices must keep a complete record of all monitoring visits (Inspection Report and product detail sheets) for each registered establishment, by completing a RPW Monitoring and Inspection Log of all visits to the establishment (see Appendix VI). This will allow the supervisor to determine inspection frequencies with ease and determine when the next visit is to be. A copy of the application form shall also be kept in this file.

8. Annual Report

At the end of each year, each Area will complete a report which will summarize the activities which took place that year and submit a copy of this report to HQ.

Each report should show the following information:

  • the percentage of RPW's operating at each frequency level at the end of the year;
  • the percentage of RPW's with outstanding corrective actions;
  • number of monitoring visits performed versus number of visits planned.

Appendix I - Application for Registration Forms

Application for Registration of an Establishment (CFIA/ACIA 3043)

Application for Registration of an Establishment for Fresh Fruit and Vegetables (CFIA/ACIA 2645)

Appendix II - Registered Produce Warehouse (RPW) Inspection Report

Establishment Name:

Address:

Establishment Number:

Date:

Date of Previous Visit:

Inspector:

Frequency Level (Reduced, Normal or Tightened): 

Type of Inspection (Monitoring, Renewal or New Applicant):
S – Satisfactory
U – Unsatisfactory
N/A – Not Applicable
Table Description

This table charts the inspection report completed by the inspector when evaluating the establishment at time of registration (new and renewal) and monitoring visits.

Application S U N/A Comments/ Corrective Action Correction Date & Initials Verification Date & Initials
Has application been completed satisfactorily?            
Has applicant identified competent, responsible supervisor?            
Name of supervisor designated by applicant.            
RPW Identification S U N/A Comments / Corrective Action Correction Date & Initials Verification Date & Initials
Is certificate posted?            
Is proper Registered Establishment logo on packaging, master or shipping container, or pallet?            
Has there been any change in operations or personnel that might affect the registration of the establishment?            
Surroundings S U N/A Comments/ Corrective Action Correction Date & Initials Verification Date & Initials
Land free of debris and refuse.            
Land permits good drainage.            
Not close to any source of pollution.            
Establishment S U N/A Comments/ Corrective Action Correction Date & Initials Verification Date & Initials
Separate from and no direct access to areas where operations are carried out which are incompatible with the handling of produce.            
Protected against entrance of insects, birds, rodents etc.            
No room in the establishment used for storage or manufacture of anything that is likely to emit an odour that could affect flavour of the produce.            
Of sound construction, in good repair.            
Constructed of materials that are durable and free of noxious constituents.            
Areas with temperature, light and ventilation that are suitable for the preservation of produce.            
Adequate means of drainage, waste removal and waste disposal.            
Physical facilities are maintained in a sanitary manner.            
Shatter proof light bulbs and fixtures where produce or packaging materials are exposed.            
Adequate supply of potable hot and cold water to serve the water needs of the establishment.            
No connection between the non potable and potable water systems.            
Chemical Storage S U N/A Comments/ Corrective Action Correction Date & Initials Verification Date & Initials
Detergents, sanitizers, or other chemical agents are properly labelled and stored and used in a manner that prevents contamination of produce or a surface with which produce comes into contact.            
Lavatories S U N/A Comments/ Corrective Action Correction Date & Initials Verification Date & Initials
Able to be kept clean and sanitary.            
Adequate in size and equipment for the number of people.            
Well lighted and ventilated.            
Not leading immediately into any room used to handle produce.            
Wash hands sign is clearly posted.            
Product Handling S U N/A Comments/ Corrective Action Correction Date & Initials Verification Date & Initials
Lighting over the grading equipment provides minimum 550 lux.            
No stagnant or polluted water used in the washing or fluming of the product.            
Final rinse water is potable.            
If final rinse water is reused, it is only used for initial washing or fluming of the produce.            
Produce is handled with equipment that is cleaned regularly and maintained in a sanitary condition.            
Adequate facilities and means for cleaning of equipment.            
Operations in relation to the preparation of produce are carried out in a sanitary manner.            
Inspection Facilities S U N/A Comments/ Corrective Action Correction Date & Initials Verification Date & Initials
There is at least 540 lux of light at inspector's point of produce inspection.            
The location is free from vehicular traffic or other hazards.            
There is a suitable grading table.            
An electrical outlet is available to facilitate the use of electronic equipment necessary to carry out a full inspection.            
The inspection room or area is a suitable environment with adequate temperature to allow the inspector to determine the condition of produce.            
Establishment is willing to provide assistance as required to obtain samples and open and close containers and provide other assistance as the inspector requires.            
Waste disposal is provided for the inspector.            
Records S U N/A Comments/ Corrective Action Correction Date & Initials Verification Date & Initials
Accurate records are maintained of produce shipments from the establishment by kind and grade of produce, size of container, date of shipment and number of containers shipped.            
Records are retained for two years.            
A file of all establishment labels is available for inspection.            
Annual water test records are maintained and available.            

Renewal / Registration

Approved

checkbox  

Approved Pending Action Plan

checkbox  

Denied

checkbox  

Monitoring

Satisfactory

checkbox  

Unsatisfactory

checkbox  

Product Inspection

checkbox Meets

checkbox Fails (See Remarks)

Remarks:

space
space
space
space

Inspector's Comments / Observations:

space
space
space
space
space
space

Inspector Signature: space

Date: space

RPW Representative Signature:space

Date :space

Appendix III - Registration Number

The registration number of the registered establishment shall be shown within the outline of a maple leaf in the same proportions as illustrated in the following design as can be found in the Fresh Fruit and Vegetable Regulations, Schedule IV:

Image depicting the establishment registration number within the outline of a maple leaf.

Note: The registration number of the registered establishment shall be substituted for the figures 00.

Logos containing Agriculture Canada or Agriculture and Agri-Food Canada are prohibited.

Logos containing Canadian Food Inspection Agency, while acceptable, are outdated and inspector should request a commitment from the establishment to make required changes to labelling at next printing.

Appendix IV - Letter re: Frequency Change - Normal to Tightened

Canadian Food Inspection Agency
123 Anywhere Street
Somewhere, Province
Postal Code
Date

Registered Produce Warehouse
123 Anywhere Street
Somewhere, Province
Postal Code

Dear (Operator's name):

As a registered establishment under Part X of the Fresh Fruit and Vegetable Regulations, your facility was subject to a regularly scheduled monitoring visit on (insert date), at which time you were provided with the monitoring inspection report. At the time of the visit, your establishment was on a normal frequency of inspection level. This letter is to confirm that as a result of the following non-compliances, your establishment has now been placed on a tightened frequency of inspection level.

On (date), (quantity) of (produce) failed (grade declared) due to: (list of the defects):

  1.  
  2.  
  3.  

A tightened frequency of inspection level requires that your establishment now be monitored at a rate of four (4) visits per four (4) week interval. Should any infractions be found during the tightened frequency of inspection level, this may result in suspension action.

You should be aware that during suspension, you will be obliged to have inspected every load shipped from your warehouse, as per Section 29(2) of the Fresh Fruit and Vegetable Regulations. The set inspection fees will be charged.

As a registered establishment, you are required to meet the provisions of the Canada Agricultural Products Act and the Fresh Fruit and Vegetable Regulations. If you have any questions in regard to this letter, please do not hesitate to contact this office.

Yours sincerely,

Name
Inspector

c.c.
Inspection Manager
Area Program Specialist and/or Regional Program Officer
Regional Director

Appendix V - Letter re: Frequency Change - Tightened to Suspension

Canadian Food Inspection Agency
123 Anywhere Street
Somewhere, Province
Postal Code
Date

Registered Produce Warehouse
123 Anywhere Street
Somewhere, Province
Postal Code

Dear (Operator's name):

As a registered establishment under Part X of the Fresh Fruit and Vegetable Regulations, your facility was subject to a regularly scheduled monitoring visit on (insert date), at which time you were provided with the monitoring inspection report. At the time of the visit, your establishment was on a tightened frequency of inspection level. This letter is to confirm that as a result of the following non-conformities, your establishment is subject to suspension.

On (date), (quantity) of (produce) failed (grade declared) due to: (list of the defects):

  1.  
  2.  
  3.  

When on a tightened frequency of inspection level, when infractions are found in two (2) lots within the same week, suspension action may be initiated. I would be available to meet with you should you wish to discuss the particulars of your non-conformities.

You should be aware that during suspension, you will be obliged to have inspected every load shipped from your warehouse, as per Section 29(2) of the Fresh Fruit and Vegetable Regulations. The set inspection fees will be charged. Any lots of produce shipped from your warehouse without requesting and obtaining an inspection from the CFIA will constitute a violation of that section. Compulsory inspections will be required until at least 225,000 kg (495,000 lb) of produce has been shipped without incurring more than one infraction.

As a registered establishment, you are required to meet the provisions of the Canada Agricultural Products Act and the Fresh Fruit and Vegetable Regulations. If you have any questions in regard to this letter, please do not hesitate to contact this office.

Yours sincerely,

Name
Regional Program Officer or Area Program Specialist

c.c.
Inspector
Inspection Manager
Regional Director

Appendix VI - RPW Monitoring and Inspection Log

RPW Name / No.
Table description

This table is used by the inspector to document all monitoring visits and inspections for each Registered Produce Warehouse.

Monitoring Date Frequency Comments Next Monitoring
Date
       
       
       
       
       
       
       
       
       
       
       
       
Date modified: