Xerox Refrigerant Management Plan

Contractor Requirements

Objective

To define requirements for managing refrigerant service contractors and contractors installing new equipment. The Refrigerant Manager, engineering and purchasing departments shall work as a team to modify construction/renovation contracts and service contracts to meet the requirements of this chapter.

Contract Amendments

Use the following text to develop a contract amendment for all refrigerant service contractors or provide a copy of this text and implement the requirements.

Contractor shall be responsible and accountable for compliance with the EPA Clean Air Act (CAA) Section 608 and 609 40 CFR Part 82 and any state and local codes for all refrigerant-related work. Contractor shall ensure that all contractor employees are made aware of the content of these practices prior to beginning work on refrigerant containing equipment.

Contractor shall provide only proper level EPA certified technicians using EPA certified and registered recovery/recycle units to perform work on Xerox refrigerant equipment.

Contractor shall submit, to the Xerox Representative requesting work the following information prior to starting any work:

• A list of all service technicians names with EPA certification numbers and level of certification (copies of EPA Certification cards are acceptable).
• A list of all recovery/recycling units to be used and a signed statement that an EPA Recovery Unit Acquisition Certification form has been sent to the EPA (a copy of the form is acceptable).
• A signed letter/memo addressed to the contractor's employees that notifies contractor's technicians to provide the specified refrigerant related information to the Xerox Refrigerant Manager.

Documentation and Record-Keeping

Contractor shall provide documentation with all required information to the Refrigerant Manager.

• Equipment ID tag number
• Manufacturer and Model number
• Serial number
• Location of equipment
• Refrigerant type
• Date of service
• Service, repair or disposal description
• Quantity of refrigerant added, removed, recovered, recycled, reclaimed or disposed of
• Quantity of lubricant disposed of, and method of disposal
• Detailed information on any leaks discovered and repair activity
• Name(s) of EPA certified service technicians who performed work
• EPA Certified and registered recovery/recycling units used on equipment

Consequences for Non-Compliance

Xerox shall have the right to stop work under any contract at any time if the work fails to meet the EPA regulations.

Xerox shall have the right to withhold payment for services if the proper documentation of refrigerant work or related work is not completed.