Xerox NEW Contractor Approval Process

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

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

3. 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 Project Evaluation Final Acceptance

4. 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 project 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 CorporationAsset Protection Process

5. The Xerox Project Manager is responsible for the selection of • contractors to perform the project or work. This is typically • accomplished by a bid process. Any contractor awarded a contract • to perform work at Xerox must be on the approved contractor list • or approved by Global Purchasing by arrangement. Project SafetyNew Contractor Selection

6. 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 based on • the contractor’s walk-through review of the work area and project • details, and provide a detailed description of the work activities • focusing 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/ Project SafetySubmit a Project Safety Plan

7. 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. Project SafetyDocuments Found Acceptable

8. All contractor employees 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 Xerox’ safety expectations while working • on Xerox property. Project SafetyContractor Safety Orientation

9. Xerox Contractor Safety and building safety personnel perform • site 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 contractor’s safety plan. This defect, • if identified, may require immediate resolution, and may be • brought to the attention of the contractor’s 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 recurrence. Project SafetyWorksite Inspections

10. When the new facility or equipment is ready to be turned over • to Xerox Operations, a final review and acceptance evaluation is • required. This final acceptance is commonly referred to as • the 303 process. • This process requires all required safety and operational controls • to be in place, tested, and verified by the customer prior to • receiving final acceptance. The 303 process is described in • further detail in the Xerox Corporate Safety & Health Standards. Project SafetyFinal Review and Acceptance Evaluation

11. When all of the action items from the review and 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. Project SafetyFinal Acceptance and Turnover

12. S&FS Safety Contractor Safety Support 800 Phillips Road Building 304 (Mail Code 0304-13s) Webster, NY 14580 Tel: (585) 231- 8482 Fax: (585) 422-3688 Contractor Safety

13. Marisol Huertas 800 Phillips Road Building 304 Webster, NY 14580 Tel: 422 - 1826 Marisol.Huertas@xerox.com Xerox Contract Management

14. Rick Coryea 800 Phillips Road Building 111 Webster, NY 14580 Tel: (585) 422-3374 Richard.Coryea@xerox.com Global Purchasing

15. Xerox takes a proactive approach in evaluating contractor • performance. The contractor approval process is a coordinated • effort between the Contractor Safety, Global Purchasing, and • Contract Management groups, and 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. Contractor Approval

16. The first fact that must be determined is whether or not there is • a need for another contractor. The approved contractor list • is grouped into categories of contract services. There should be a • Minimum of three contractors per category. In certain instances, • there may be more or less. • Global Purchasing and Contract Management are responsible for • determining the need. • If there is no need to add a contractor, then the request is denied • and the application terminated. Contractor ApprovalIs There a Need?

17. 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 • References if Requested Contractor ApprovalSubmit Financial Documents

18. The following information must be submitted to Contractor Safety: • A copy of the Company’s Safety Program Document • Insurance Certificates • OSHA Frequency Rates • Worker Compensation Insurance Experience Modification Rates • Training Records if requested Contractor ApprovalSubmit Safety Documents

19. The contractor safety representative evaluates the safety • documentation and determines whether or not they are acceptable. • If they are not, a notice will be sent to the contractor stating the • Deficiencies in their program. • 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 ApprovalAcceptable

20. Global Purchasing reviews the financial documentsand • determines whether or not they meet Xerox requirements. If they • do 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 minimum rating 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 ApprovalAcceptable

21. Global Purchasing, upon acceptance of the financial documents, • forwards a confidential disclosure agreement and required • contract documentation to the contractor. • The contractor must read, sign, and return this form to Global • Purchasing. Contractor ApprovalSign Confidential Disclosure

22. When the safety documents are considered acceptable, the • Contractor Safety Group will send a letter to the contractor • indicating acceptance. Contractor ApprovalSend Acceptance Letter

23. 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 ApprovalPlace Contractor on Approved List

24. Global Purchasing and Contractor Safety reviews 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 ApprovalAnnual Performance Review