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Xerox Contractor Safety Process How to get on the approved contractor list I’ve been awarded a Job…Now what? Contractor Safety Who Do I Call? Contract.

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Presentation on theme: "Xerox Contractor Safety Process How to get on the approved contractor list I’ve been awarded a Job…Now what? Contractor Safety Who Do I Call? Contract."— Presentation transcript:

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2 Xerox Contractor Safety Process How to get on the approved contractor list I’ve been awarded a Job…Now what? Contractor Safety Who Do I Call? Contract Management Global Purchasing EXIT

3 Contractor Approval Xerox Asset Protection Process Instructions Exit Is there a need? Submit Financial Documents Terminate Application Acceptable Sign Confidential Disclosure Submit Safety Documents Acceptable Send Acceptance Letter Place Contractor on Approved List No Yes Terminate Application Yes No Annual Performance Review Yes Back to Main Slide

4 Contractor Selection Submit Project Safety Plan Documents Acceptable Contractor Safety Orientation Worksite Inspections 303 Evaluation Final Acceptance Yes No Xerox Asset Protection Process Instructions Exit Back to Main Slide

5 The following is an interactive presentation about the Contractor Safety portion of the Xerox Asset Protection Process. Assets are buildings, equipment, raw materials, and people. 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. Xerox Corporation Asset Protection Process

6 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. Project Safety Contractor Selection

7 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 to safety measures employed on the job. An example of a project safety plan is located on the contractor safety website at :www.xids.com/xrxcontr/ Project Safety Submit Project Safety Plan

8 The project safety plans must be accepted by the local Xerox contractor safety group prior to the start of work. No work will be allowed to begin without such acceptance. Once the project safety plans are accepted, the local Xerox contractor safety representative will issue a written letter of acceptance Project Safety Documents Acceptable

9 Every employee of an approved contractor must complete a one hour Contractor Safety Orientation prior to beginning work at Xerox and every two years thereafter. This orientation is designed to give the contractor a general overview of the safety expectations while working on Xerox property Project Safety Contractor Safety Orientation

10 The local contractor safety group performs worksite inspections to verify that the contractor is working in accordance with the Xerox safety requirements. A “defect” is recorded for every deviance from the requirements. This defect is identified and mailed to the contractor’s home office. The home office must submit a response indicating how the defect was corrected and the actions for preventing it from reoccurring. Project Safety Worksite Inspections

11 When the facility or equipment is ready to be turned over to Operations, a final 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 corporate standards. Project Safety Final Acceptance Evaluation

12 When all of the action items from the final acceptance evaluation have been completed the project is ready to receive final acceptance and turnover 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 and existing asset and is subject to that portion of the asset protection process. Project Safety Final Acceptance

13 Corporate Contractor Safety Group Ron Lapointe - Manager Jon Kizzee - Safety Engineer Don Haag - Safety Consultant 800 Salt Road Building 843-16s Webster, NY 14580 Xerox Contractor Safety

14 Corporate Contractor Safety Group Ron Lapointe - Manager Jon Kizzee - Safety Engineer Don Haag - Safety Consultant 800 Salt Road Building 843-16s Webster, NY 14580 Xerox Contractor Safety

15 Jon Kizzee Safety Engineer 800 Salt Road Building 218-08S Webster, NY 14580 Tel: (716) 231- 8481 Fax: (716) 422-6449 Jon.Kizzee@usa.xerox.com Contractor Safety

16 Don Haag Safety Consultant 800 Salt Road Building 218-08S Webster, NY 14580 Tel: (716) 422-4877 Fax: (716) 422- 6449 Don.Haag@usa.xerox.com Contractor Safety

17 Ronald Lapointe 800 Salt Road Building 843-16S Webster, NY 14580 Tel: (716) 422-5647 Fax: (716) 422-6449 Ronald.Lapointe@usa.xerox.com Manager of Construction and Fire Safety

18 John Hughes 800 Phillips Road Building 304 Webster, NY 14580 Tel: 422 - 8536 John.Hughes@usa.xerox.com Xerox Contract Management

19 Marty Maryan 800 Phillip Road Building 205-99B Webster, NY 14580 Tel: 422-4358 Marty.Maryan@usa.xerox.com Global Purchasing

20 The contractor approval process assures that Xerox hires reputable contractors with good safety records. Contractor safety is a significant piece 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. Contractor Approval

21 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 in a given category. 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. Contractor Approval Is There a Need?

22 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 Contractor Approval Submit Financial Documents

23 The following information must be submitted to Contractor Safety: Company Safety Program Insurance Certificates OSHA Frequency Rates Worker Compensation Insurance Experience Modification Rates Training Records Contractor Approval Submit Safety Documents

24 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. Contractor Approval Acceptable

25 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. Contractor Approval Acceptable

26 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. Contractor Approval Sign Confidential Disclosure

27 When the safety documents are considered acceptable, the Contractor Safety Group will send a letter to the contractor indicating acceptance. Contractor Approval Send Acceptance Letter

28 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. Contractor Approval Place Contractor on Approved List

29 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 Contractor Approval Annual Performance Review


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