1_Inspection_Contract_SOW_2021.pdf

Indian Affairs Western Regional Occupational Health and Safety Management Office

Statement of Work BIA and OJS Annual Workplace Inspection Services

A. General:

1. Introduction: Indian Affairs (IA), Western Regional Safety Management Office is responsible for enforcement of IA adopted safety and health codes, policy, and mandated standards. The Safety and Health Inspection Program will apply to the operation of all Bureau programs, federally owned workplaces and to all workplaces which are operated under contract for IA activities. Any space which is assigned by the General Services Administration shall comply with this part before acceptance and occupancy by IA. The Safety and Health Inspection Program shall apply to the planning, programmatic, design, construction, alteration, repair, equipment, use and occupancy, location, maintenance, removal and demolition, of every building, site, utility, or structure or any appurtenances connected or attached to such buildings or structures. Other facilities operated under the contract provisions of Public Law 93-638 and 100-297 are specifically included in this program.

2. Background: IA is involved in the operation construction, major repair and alteration, rehabilitation and remodeling of buildings, plants and facilities. Most states and local governments have adopted safety and health codes which provide minimum standards to safeguard life or limb, health, property and public welfare by regulating and controlling the design, construction, quality of materials, use, occupancy, location and operation and maintenance of all buildings, plant and facilities within their jurisdiction. Many units of local government provide authority to a central jurisdiction (state or county) for the enforcement of these adopted codes. 25 IAM and BIA Safety and Field Health Handbook, Topic 26, Safety and Health Inspection Program, establishes a central jurisdiction for the adoption, interpretation, administration and enforcement of bureau wide safety and health codes and standards.

3. Authority: Authority for the Safety and Health Inspection Program is: (1) 5 U.S.C. 7902(d) (P.L. 89-

554); (2) Sections 6 and 19 of the Occupational Safety and Health Act of 1970, as amended, (P.L. 91- 596); (3) the Snyder Act of 25 USC 13; (4) the Indian Self-Determination and Education Assistance Act, (P.L. 93-638); (5) the Clean Air Act, (P.L. 92-157); (6) the Energy Policy and Conservation Act, (P.L. 94-163); (7) the Safety Drinking Water Act, (P.L. 95-190); (8) the Noise Control Act of 1972, (P.L.

92-574); (9) the Federal Insecticide, Fungicide and Rodenticide Act, (P.L. 92-516); (10) the Federal Food, Drug and Cosmetics Act, 21 USC 301 et. al; (11) the Resource Conservation and Recovery Act of 1976, (P.L. 94-580); (12) the Toxic Substances Control Act, (P.L. 94-469); (13) the Clean Water Act of 1977, (P.L. 95-217); (14) the Highway Safety Act of 1966, as amended, (P.L. 89-564); (15) 23 USC 208, as amended, (P.L. 85-767); (16) Solid Waste Disposal Act, as amended, (P.L. 94-580); (17) Dam Safety and Inspection Programs, 33 USC 467 et. al., (P.L. 92-367); (18) Secretarial Order 3408; (19) The National Historic Preservation Act of 1966, (P.L. 89-665); (20) Executive Order 12114; (21) Executive Order 12196; (22) Part 485 of the Departmental Manual; and (23) 29 CFR, 1960. To include all federal, state and local occupational health and safety standards, but not limited by the above. See Appendix B for further information.

4. Policy: IA policy is to assure that all operations, new construction, major alterations and improvements, minor remodeling, maintenance and program operations comply with applicable Federal regulations and guidelines and national codes and standards adopted by IA which address safety and health issues.

5. Program Administration: The Regional Safety Manager is delegated the jurisdictional authority for:

interpreting; and implementing and enforcing the IA’s Safety and Health Inspection Program. The position is the "Authority Having Jurisdiction" for the purpose of administering codes, standards, regulations, guidelines and Bureau policies.

6. Location: The work will be administered for the Department of the Interior, Indian Affairs, Western

Regional Safety Management Office, 2600 North Central Avenue, Phoenix, Arizona 85004. Physical work will require visits to selected structures maintained and/or operated by the Bureau or under contract or grant with the Bureau throughout the states of Arizona, Utah and Nevada.

B. Scope of Work:

The contractor shall provide the services to conduct an annual Occupational Health and Safety workplace inspection in accordance with IA’s Safety, Health and Accessibility Inspection Guidelines (Appendix C); IA’s Fire Systems Inspection Testing and Maintenance Guidelines (Appendix D); and Department Manual (DM) 485, Chapter 6 (Appendix E) at each location listed in the Workplace Inspection Summary (Appendix A).

The contractor shall:

1) Provide an introductory phone conference prior to inspections and final out-briefing phone conference with Regional Safety Manager after completion of all site inspections.

2) Prepare and submit a “Notice of Unsafe or Unhealthful Working Conditions” (Inspection Report) and transmittal memorandum via email to the Regional Safety Manager. The inspection report shall fully identify the existence of, or potential for unsafe or unhealthful conditions, safety, health and accessibility violations or deficiencies which do not comply with IA adopted safety and health codes, policy, and mandated standards listed in appendices B, C, D and E.

a. Submission of final reports are due to the Regional Safety Manager within 25 days from the date of physical inspection.

b. Deficiencies will be identified per each structure. Should multiple deficiencies exist in a single structure each separate location shall be identified by room number or common name.

c. At the minimum deficiencies identified will include:

i. Brief Location of Deficiency;

ii. Short Deficiency Title;

iii. Applicable Code/ Standard;

iv. Brief Recommended Correction Description;

v. Recommended Abatement Period;

vi. Recommended Risk Assessment Code (RAC) as outlined by Departmental Manual

(DM) 485, Chapter 6, listed in Appendix E.

d. Uncommon deficiencies and/or deficiencies identified as RAC 1 or RAC 2 will require photo(s) and be labeled with a description of its location(s).

i. All deficiencies identified as a RAC-1 (Critical) or RAC-2 (Serious) will require a

Notice of Hazard Form to be issued to the responsible Official-In-Charge (OIC) of the location where the deficiency exists. Issuance of Notice of Hazard Forms will follow Department Manual (DM) 485 Chapter 6; and Division of Safety and Risk Management (DSRM) Notice of Hazard Form Memorandum dated January 29, 2016 (Appendix H). A copy of all Notice of Hazard Forms will be emailed to Vanessa K. Duncan, Regional Safety Manager no later than the next business day after issuance.

3) The Regional Safety Manager will monitor inspection reporting and certification dates utilizing the attached Inspector’s Certification Form (Appendix F). To be submitted by the contract inspector via email within 5 calendar days from the date of inspection to the Regional Safety Manager.

4) Indian Affairs Safety, Health and Accessibility Inspection/Evaluation Guidelines Control Sheet (Appendix G) shall be completed for each annual workplace inspection conducted in accordance with the Indian Affairs Safety, Health and Accessibility Inspection/Evaluation Guidelines and shall be included as part of the location inspection file.

5) Complete all applicable pages and appendices within the Indian Affairs Safety, Health and Accessibility Inspection/Evaluation Guidelines (Appendix C) as part of the location inspection file.

6) Coordinate with the Western Regional Safety Manager to create an agreed upon work schedule and travel plan for all locations. Each inspector will provide notification to each location’s Official-in-Charge (OIC) and copy the Regional Safety Manager via email prior to each upcoming inspection.

7) The Western Regional Safety Manager shall input all completed “Notice of Unsafe or Unhealthful Working Conditions” (Inspection Reports), provided by the contract inspector within 25 days from the date of physical inspection, into the Indian Affairs – Facilities Management System (IA-FMS), Safety and Condition Assessment Portal (S&CAP).

C. Inspection Services:

The Contractor shall perform required workplace inspections and evaluations with expert knowledge and professional experience in safety engineering and design; construction design; environmental health; the American National Standard Institute (ANSI); the American Society of Mechanical Engineers (ASME); the American Society of Civil Engineers (ASCE); the Occupational Safety and Health Administration (OSHA) Standards; 25 IAM, Safety Management; 485 DM, Department of the Interior, Safety and Occupational Health Program; the Uniform Mechanical Code; the Uniform Plumbing Code; the National Fire Codes; the Americans with Disabilities Act and Architectural Barriers Act Accessibility Guidelines (ADAABAAG), and Section 504 of the Rehabilitation Act of 1973, as amended in 1978 and other national consensus standards.

The contractor should have knowledge of detention facilities in Indian country operated by tribes and the Bureau of Indian Affairs.

D. Contract Cost and Performance Time:

The contractor shall consult immediately with the Contracting Officer concerning any changes in the negotiated cost or performance time of the contract.

E. Performance and Delivery Dates:

The workplace inspections shall be completed beginning ten days after notice to proceed.

G. Consultation:

The primary contact for consultation for the duration of the project will be Vanessa K. Duncan, Western Regional Safety Manager for questions and discussion of technical matters.

U. S. Department of the Interior Bureau of Indian Affairs – Western Region Occupational Health and Safety Management Office Vanessa K. Duncan, Western Regional Safety Manager 2600 North Central Avenue Phoenix, Arizona 85004 Telephone: (602) 550-2973 Email: vanessa.duncan@bia.gov mailto:vanessa.duncan@bia.gov

H. Government Furnished Materials:

The IA, Western Regional OH&S Management Office shall furnish the contractor the following information:

1. Workplace Inspection Summary (Appendix A)

2. Safety and Health Inspection Program Major Elements (Appendix B)

3. Previous year Safety and Health Inspection Report (If Available)

4. Inventory Building Summary (If Available)

5. Facility Deferred Maintenance Backlog Report (If Available)

6. The Regional Safety Manager will identify the OIC and Facility Manager at each inspection location to assist with location scheduling; and to designate an individual to accompany and allow entry to all listed structures.

The Contractor shall take the initiative to contact the Western Regional Safety Manager to determine the nature of information available and to secure additional information.

I. Travel Authorization:

All travel and transportation arrangements will be made by the contractor to each location. Some remote locations may require 4x4 capabilities. Coordination prior to travel will be required. The contractor shall be allowed a single trip to selected agency locations to perform the inspections. If the contractor determines additional trips are necessary to complete his work, the contractor must request the trips through the Contracting Officer and provide appropriate justification and cost proposal for this request.

Additional trips may be authorized by modifications to the Task Order.

J. Payments:

Payment shall be made upon completion of the services called for and upon submittal of a properly certified invoice to the Contracting Officer.

1. Per Diem: Allowable per Federal Travel Regulations.

2. Transportation Expenses:

a. Common Carrier: Cost is authorized for travel by common carrier at coach fare rates.

b. Rental or Leased Vehicle: Cost is authorized for travel required in performance of contract duties to and from place of temporary residence and the job site, and to and from temporary duty station and permanent duty station at the beginning and end of the contract.

End of Statement of Work