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					CASH FOR CLUNKERS Ultra-Low-Temperature Freezer Rebate Application
Stanford University School of Medicine FY2010 Pilot Program

Eligibility
To be eligible for the ULT Freezer Rebate Program, you must meet the following requirements: 1. The old and the new equipment must be installed in a building served by Stanford Utilities electric power or City of Palo Alto power. Rebates will vary based upon location of the freezer as Stanford Utilities’ rebates can only be applied to freezers in their service area. Please see the following link: http://lbre.stanford.edu/sem/sites/all/lbre-shared/files/docs_public/Utilities_service_map.pdf 2. You must conduct an inventory of samples currently stored in the freezers you wish to remove or replace. 3. New freezers or room temperature storage must be purchased between September 1, 2009 and August 31, 2010. 4. Rebates may only be earned for retiring freezers that are 15 years old (1997 vintage) or older See your Dept. Property Administrator if you’re not sure how old your freezer is.

Terms & Conditions
Rebates are available on a first-come, first-served basis until program funds are exhausted. New freezer(s) must a be Thermo Scientific Forma 8600 Series single door upright model or use no more than 182 kWh of electricity per day. Stanford is counting on the electricity savings from freezer retirement to recover the cost of the rebate over five years. Therefore, if you choose to retire a freezer with no replacement you may not purchase additional ULT freezers for your lab for the next 5 years without refunding a pro-rated amount of the rebate.

Your Contact Information
Name: ________________________________________________________________ Phone Number: _________________________ Mail code: ______________________ Email Address: __________________________________________________________

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Step 1: Take inventory.
An inventory can help you monitor dates and detect loss, as well as allotted space for your research samples. Applicants should establish standard operating procedures for inventory management and provide digital tracking of the freezer’s contents. This can be in an electronic spreadsheet such as Excel or inventory management software.

Step 2: Calculate your estimated rebate. Rebates will range from $2,000 to
$13,400 based upon location of old freezer and availability of funds during FY2010.
For freezers in buildings served by Stanford Utilities electricity (Beckman, Clark, RAF, MSOB, others) Retire a freezer with no replacement Replace an old freezer with a new, energy-efficient freezer Retire a freezer by converting all samples inside to room temperature storage Replace an old freezer with a new energy-efficient freezer and convert one shelf2 of samples to room temperature storage Replace an old freezer with a new energy-efficient freezer and convert two shelves2 of samples to room temperature storage Place a shelf’s-worth2 of new samples directly into room temperature storage Total Rebate Rebate/ unit1 (a) $5,100 $8,800 $11,500 $11,100 No. of Units (b) Estimated Rebate (a) * (b) Final Rebate (for program use only)

$13,400

$2,300

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The rebate is capped at the amount spent for the new equipment. For example, if you are able to buy a replacement freezer for $8,700, your rebate will be only $8,700. 2 The number of samples comprising a “shelf” varies by container type. Please refer to Table 1 below to determine if the samples you intend to convert are sufficient to qualify.

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For freezers in buildings served by CPAU or PG&E electricity (Grant, Alway, Lane, Edwards, others) Retire a freezer with no replacement Replace an old freezer with a new, energy-efficient freezer Retire a freezer by converting all samples inside to room temperature storage Replace an old freezer with a new energy-efficient freezer and convert one shelf2 of samples to room temperature storage Replace an old freezer with a new energy-efficient freezer and convert two shelves2 of samples to room temperature storage Place a shelf’s-worth2 of new samples directly into room temperature storage Total Rebate

Rebate/ unit3 (a) $2,000 $3,700 $5,100 $4,800

No. of Units (b)

Estimated Rebate (a) * (b)

Final Rebate (for program use only)

$5,800

$2,300

Table 1: Number of samples comprising a “shelf” Container Type 4 ml tube 2 ml tube # Samples per Shelf 3,000 4,000

96 well plate 24,000

384 well plate 60,000

Step 2: Order replacement freezer and/or room temperature storage materials (if not replacing old unit, skip directly to Step 3.).
Contact Patricia Moss in Procurement at 723-9000 or pmoss@stanford.edu to determine the best ultralow freezer that will meet your needs. Remember, only Thermo Scientific Forma 8600 Series single door upright freezers qualify for rebates.

Step 3: Move samples to existing freezers (on or off-site), your new freezer, or room temperature storage.

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The rebate is capped at the amount spent for the new equipment. For example, if you are able to buy a replacement freezer for $8,700, your rebate will be only $8,700.

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Step 4: Arrange for proper disposal of old freezer (if applicable).
Freezers must be disposed of properly because they contain freon or other refrigerants that contribute to ozone depletion and global warming if released into the atmosphere. Please follow these steps in order to have your old freezer scrapped. 1) Clean it out: Follow instructions for Research Equipment Disposal and Release to Surplus4 at http://www.stanford.edu/dept/EHS/prod/enviro/waste/frige.html or contact the Department of Environmental Health and Safety at 723-0448 for assistance. 2) Remove it from the Capital Inventory: Contact your Departmental Property Administrator (DPA) for assistance. 3) Have it hauled away: Submit a Customer-Funded Work Request, available at https://famissunet.stanford.edu/ecfss/fweb.home?p_navid=2 PSSI will come directly to your lab to pick up the unit.

Step 5: Submit Application with Proofs of Inventory Management, Purchase, and Disposal
Proof of Inventory Management Provide electronic worksheet of freezer contents or inventory management data. Proof of Purchase: New Freezer(s) (if applicable): Requisition Number ________________________ Installed Location: Building name or number ______________________Room number ________ Room Temperature Storage Materials (if applicable): Requisition Number________________________ Installed Location: Building name or number _____________________Room number ________ Proof of Disposal: Service Request No. SR___________________ Old Freezer(s) Manufacturer/Model #: __________________________________ Size (approx.) ________ft3 Location: Building name or number _________________________Room number ________

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Lab refrigerators and freezers are not accepted by Surplus Sales; all are scrapped with recyclable materials recovered for re-use.

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Step 7: Get money back!
Once we have verified that you meet the eligibility requirements and receive the proofs of disposal, purchase, and inventory management we will provide the appropriate rebate via Journal Transfer to the account specified below. PTA: __________________________________ Approver: _______________________________

Send completed application to ROLDAN PENAGOS at roldanp@stanford.edu or fax to 721-2630
Please refer questions to Ruth Norris, Director of Finance and Administration, at 723-6163 or ruth.norris@stanford.edu

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