Contractor Safety Process

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Xerox Contractor Safety Process
How to get onto the approved contractor list
Ive been awarded a JobNow what?
Who Do I Call?
Contractor Safety
Contract Management
Global Purchasing
EXIT
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Xerox Asset Protection Process
Back to Main Slide
Contractor Approval
Instructions
Exit
Is there a need?
No
Terminate Application
Yes
Submit Financial Documents
Submit Safety Documents
Acceptable
Acceptable
No
No
No
Terminate Application
Yes
Yes
Sign Confidential Disclosure
Send Acceptance Letter
Place Contractor on Approved List
Annual Performance Review
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Contractor Selection
Xerox Asset Protection Process
Back to Main Slide
Instructions
Exit
Submit Project Safety Plan
Documents Acceptable
No
Yes
Contractor Safety Orientation
Worksite Inspections
303 Evaluation
Final Acceptance
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Xerox CorporationAsset Protection Process
The following is an interactive presentation
about the Contractor Safety portion of the Xerox
Asset Protection Process. Assets are people,
buildings, equipment, and raw materials. Our
goal is to minimize the risk to losses of these
assets by implementing a global process for
proper planning and maintenance. Follow the
flow chart to walk through each process step.
Simply click on the box in the flow chart for
more information. Then click on the slide to
bring you back to where you started. There are
also some slides with highlighted text. This
text will provide you with further information on
the highlighted subject.
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Project SafetyContractor Selection
The project manager for Xerox is responsible for
the selection of contractors to perform the
work. This is typically accomplished by
bidding. Any contractor awarded a contract to
perform work at Xerox must be on the approved
contractor list.
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Project SafetySubmit Project Safety Plan
Prior to the start of work, all contractors must
submit a site specific project safety plan.
This plan should identify all potential hazards
of the specific work to be performed, and
provide a detailed description of the work
activities focusing particular attention on
safety measures to be employed on the job. An
example of a project safety plan is located on
the contractor safety website at
www.xids.com/xrxcontr/
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Project SafetyDocuments Acceptable
The project safety plan(s) must be reviewed and
accepted by the Xerox contractor safety
representative prior to the start of work. No
work will be allowed to begin without such
acceptance.
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Project SafetyContractor Safety Orientation
Every employee of an approved contractor must
attend a Xerox Contractor Safety Orientation
prior to beginning work at Xerox and every two
years thereafter. This orientation is designed
to give the contractor employees a General
overview of the safety expectations while working
on Xerox property
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Project SafetyWorksite Inspections
Xerox contractor safety and local safety
personnel perform worksite inspections to verify
that the contractor is working in accordance with
Xerox and OSHA safety requirements. A
defect may be recorded for every deviance from
OSHA or Xerox requirements, or from the
contractors safety plan. This defect, if
identified, may be mailed to the contractors
home office. When it is received, the home office
must submit a response indicating how the defect
was corrected and the actions for preventing any
recurrance.
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Project SafetyFinal Acceptance Evaluation
When the facility or equipment is ready to be
turned over to Operations, a final review and
acceptance evaluation is required. This final
acceptance is commonly referred to as the 303
process. The process requires safety and
operational controls to be in place and tested
prior to receiving final acceptance. The 303
process is described in further detail in the
Xerox Corporate standards.
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Project SafetyFinal Acceptance
When all of the action items from the final
acceptance evaluation have been completed, the
project is ready to receive final acceptance and
be turned over to operations. A record of final
acceptance should be maintained by the project
team, safety representative and operations. The
facility/ equipment is now considered to be an
existing asset and is subject to that portion of
the asset protection process.
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Contractor Safety
PSSCO Workplace Safety Construction Safety
Support 800 Phillips Road Building
205-99F Webster, NY 14580 Tel (585) 231-
8482 Fax [phone]
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Xerox Contract Management
Marisol Huertas 800 Phillips Road Building
304 Webster, NY 14580 Tel 422 -
1826 Marisol.Huertas_at_xerox.com
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Global Purchasing
David Allen, P.E. 800 Phillips
Road Building 205-99B Webster, NY
14580 Tel [phone] David.Allen_at_xerox.co
m
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Contractor Approval
The contractor approval process assures that
Xerox hires reputable contractors with good
safety records. Contractor safety is a
significant part of the Asset Protection
process. Construction, renovation, and
maintenance activities have a high potential for
causing injury or asset loss. Xerox takes a
proactive approach in evaluating contractor
performance. The contractor approval process is
the coordinated effort of the Contractor safety,
Global Purchasing, and Contract Management groups.
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Contractor ApprovalIs There a Need?
The first thing that must be determined is
whether or not there is a need for an additional
contractor. The approved contractor list is
grouped into categories of contract services.
There should be a three contractors per
category. In certain instances, there may
be more or less than three. Global Purchasing
and Contract Management are responsible for
determining a need. If there is no need to add
a contractor, then the request is denied and the
application terminated.
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Contractor ApprovalSubmit Financial Documents
The contractor must submit the following
financial information to Global
Purchasing Company History Financial
Status List of Past Projects Company Structure
Including Manpower and Equipment Resources
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Contractor ApprovalSubmit Safety Documents

• The following information must be submitted to
  Contractor Safety
• A copy of the Companys Safety Program
• Insurance Certificates
• OSHA Frequency Rates
• Worker Compensation Insurance Experience
  Modification Rates
• Training Records

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Contractor ApprovalAcceptable
The contractor safety group evaluates the
safety documents and determines whether or not
they are acceptable. If they are not, a letter
will be sent to the contractor stating the
deficiencies. The contractor is then required to
correct the deficiencies and resubmit the
documents. If the contractor cannot meet the
requirements, the application is terminated. A
note is sent to Global Purchasing and the
contractor is not placed on the approved
contractor list.
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Contractor ApprovalAcceptable
Global Purchasing reviews the financial
documents and determines whether or not they are
acceptable. If they are not, a letter will be
sent to the contractor stating the deficiencies.
The contractor is then required to correct the
deficiencies and resubmit the documents. A Dunn
Bradstreet financial review is conducted by
Global Purchasing. If the contractor cannot meet
the requirements, the application is terminated.
A note is sent to the Contractor Safety Group
and the contractor is not placed on the approved
contractor list.
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Contractor ApprovalSign Confidential Disclosure
Global Purchasing, upon acceptance of the
financial documents, forwards a confidential
disclosure agreement to the contractor. The
contractor must read, sign, and return this form
to Global Purchasing.
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Contractor ApprovalSend Acceptance Letter
When the safety documents are considered
acceptable, the Contractor Safety Group will
send a letter to the contractor indicating
acceptance.
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Contractor ApprovalPlace Contractor on Approved
List
When the approval process is complete, the
contractor is placed on the approved contractor
list. This list is used by Xerox to assure that
only approved contractors are allowed to bid on
Xerox projects.
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Contractor ApprovalAnnual Performance Review
Global Purchasing and Contractor Safety
reviews the contractor performance annually.
Each contractor is given a status as
follows Acceptable Contractor remains on
the approved list Probation The contractor
has shown poor performance and is
given one year to improve. Unacceptable
The contractor is removed from the approved list