Attachment - SOW Revised 10-26-23 - Small Roof Repairs.pdf

26 Oct 2023

CONTRACTOR SCOPE OF WORK

VA Medical Center Providence, RI

Small Roof Repairs

PROJECT 650-23-001

1. GENERAL:

Provide construction services to include all labor, transportation, materials, apparatus, tools, equipment and permits necessary to roof-over the existing PVC roof on Building 1 C-Wing and localized repair on Building 1 B-Wing as listed in the scope of work below and shown on the attached plan and photo.

VA Project Manager: Robert Palmer Telephone # 401-459-4760 x 13206

2. PROJECT SCOPE OF WORK:

After award, but prior to the start of any field work, the contractor shall contact the VA Project Manager to review proposed methods and plans for completion of work and to review infection control procedures, interim life safety procedures, hot work permits and the contractor’s site-specific safety plan. Field work shall not commence until these plans have been submitted, accepted and/or approved as detailed below.

2.1 Building 28 – Auto Transfer Station

Remove and replace the existing roof system of the Fire Pump House. Total area of roofing to be removed is approximately 500sf. The existing roof system consists of 6” rigid insulation, 4 ply black EDPM, and 1-2” stone laid on top. The location of this roof can be found attached to this document as Attachment I with the original plans and details attached to this document as Attachment J. This section of roof can be found down the ED entrance between the C-Wing and B-Wing.

Work on existing roof shall consist of the following:

• Remove existing roofing materials down to the concrete deck.

• Prepare concrete deck to accept new roofing system.

• Provide complete fully adhered energy efficient white 60 mil PVC roofing system, to include primers, sealants, tapered insulation, blocking, protection boards, walk pads and roofing as required for a complete system.

• Provide shop drawings, specifications, and manufacturer’s data of the roofing system recommended by the Contractor.

• Provide flashing for the length of the masonry high wall (C-Wing) and all roof penetrations.

• Provide new metal edge flashing at the top of all perimeter walls.

• Provide a full minimum 20-year performance warranty for the roofing system.

Policy Memorandum VAMC-650

• Repair all gutters and drains to ensure proper drainage.

2.2 Emergency Department (ED) Roof Section

Remove and replace the existing roof system of the ED section. Total area of roofing to be removed is approximately 175sf. The existing roof system is a built‐up gravel roof system located at Building 1 on the roof of the ED section located adjacent to the ED entrance. A location of this roof can be found attached to this document as Attachment I. The original plans and details for the roofing system can be found attached to this document as Attachment K.

Work shall consist of the following:

• Produce and submit, to the VA, an asbestos abatement plan.

• Remove and dispose all asbestos containing material in accordance with the asbestos abatement plan and all federal and local requirements.

• Remove existing roofing materials down to the metal deck.

• Prepare metal deck substrate to accept new roofing system.

• Provide complete fully adhered energy efficient white 60 mil PVC roofing system, to include primers, sealants, tapered insulation, blocking, protection boards, walk pads and roofing as required for a complete system.

• Provide shop drawings, specifications, and manufacturer’s data of the roofing system recommended by the Contractor.

• Provide flashings for the length of masonry high wall (loading dock) and all roof penetrations.

• Provide new metal edge flashings at the top of all pump house perimeter walls.

• Provide a full minimum 20‐year performance warranty for the roofing system.

• Repair all gutters and drains to ensure proper drainage.

2.3 Building 32, Snow Guards

Provide snow guard on front of building on pitched roof facing East. Snow guards shall be identical to the ones on the back side of building on pitched roof facing West. Proposed layout and original details for existing system facing West can be found attached to this document as Attachment N.

3. SUBMITTALS:

The Contractor shall submit to the VAMC Providence, RI the following:

• Certification from the Contractor/Installer that the system specified meets all identified code and insurance requirements as required by the Government.

Policy Memorandum VAMC-650

• The Contractor shall plan and schedule the work and shall submit his overall work plan in the form of a written Schedule of Operations as described herein, for the VA’s review and acceptance. The Contractor shall submit the schedule within 15 days after receipt of the Notice to Proceed.

o When preparing the Schedule of Operations, the Contractor shall consider all known constraints and restrictions such as holidays, seasonal, weather, traffic, utility, right-of-way, environmental, permits, or other known or specified limitations to the work.

o At the Pre-Construction Conference the Contractor shall be prepared to discuss his planned or contemplated operations relative to the contract requirements and this special provision.

o Schedule of Operations – The Contractor shall submit to the Engineer three (3) copies of the written Schedule of Operations at least seven (7) calendar days prior to beginning work and not later than fifteen (15) days after receipt of the Notice to Proceed. The Schedule of Operations shall represent the Contractor’s overall work plan to accomplish the entire scope of work in accordance with the requirements of the Contract. The Schedule of Operations shall include all work including, as applicable, the work to be performed by sub-contractors, the Department, or others.

The Schedule of Operations submittal shall consist of a written narrative to describe the Contractor’s proposed general sequence to accomplish the work and indicate the general schedule of work to be completed each month in terms of the major operations, routes, or segments of work as delineated in the contract documents or in the absence of such delineations, as agreed to by the Contractor and the VA.

• The Contractor shall transmit to the COR all submittals sufficiently in advance of the time necessary for fabrication and installation to allow for review by the VA and return to the Contractor, including any time needed for correction and resubmission by the Contractor.

The expected time required by the VA for review of initial submission is 14 calendar days.

No extension of the Contract Time will be granted for the Contractor's failure to allow sufficient time for review and processing, including resubmission of items that were initially rejected due to improper submission or non-compliance with the Contract Documents.

Construction may be initiated on only those specific work items that have had all relevant submittals reviewed and approved by the VA.

• Samples of each primary component to be used in the roof system and the manufacturer’s current literature and specifications for each component.

• Sample copy of the manufacturer’s warranty.

• Sample copy of the Contractor’s/Installer’s warranty.

• Dimensioned shop drawings which shall include:

o Outline of roof with roof dimensions and elevation shown.

o Technical acceptance from the roofing material manufacturer.

• Certifications by manufacturers of roofing materials that all materials supplied comply with all requirements of the identified ASTM and other industry standards or practices.

• Certification from the Contractor/Installer that the system being provided meets all identified code, insurance requirements as required by the Government, and roofing manufacturers requirements.

• Material Safety Data Sheets (MSDS) for each item to be brought on to the site.

Policy Memorandum VAMC-650

• Operation and Maintenance Manuals for the roofing materials.

• As-built drawings showing locations of patches and full depth repairs.

4. CODE REQUIREMENTS:

The Contractor/Installer shall submit evidence that the proposed roof system meets the requirements of the local building code and has been tested and approved or listed by the following organizations. These requirements are minimum standards and no roofing work shall commence without written documentation of the system’s compliance, as required under the “Submittals” section in this Scope of Work.

4.1 Factory Mutual Research Corporation (FM)

Class 1-90 (for high wind exposure)

4.2 Underwriters Laboratories, Inc. (UL)

Class A Assembly

5. BIDDING REQUIREMENTS:

A pre-bid meeting shall be held with the Government’s Representative and involved trades to discuss all aspects of the project. The Contractor/Installer’s field representative or roofing foreman for the work shall be in attendance. Procedures to avoid rooftop damage by other trades shall be determined.

Bidders shall visit the site and carefully examine the areas in question regarding conditions that may affect proper execution of the work. The Contractor shall field verify all dimensions. The Contractor shall be responsible for confirming all existing conditions for this project. No claims for extra costs will be allowed because of lack of full knowledge of the existing conditions unless agreed to in advance with the Government or Government’s Representative.

6. WARRANTIES:

Manufacturer’s 20 Year Full System Warranty, 60 mph wind speed minimum.

Contractor/Installer Warranty: The Contractor/Installer shall supply the Government with a separate workmanship warranty. In the event any work related to roofing, flashing, or metal is found to be within the Contractor/Installer warranty term, defective or otherwise not in accordance with the Contract Documents, the Contractor/Installer shall repair that defect at no cost to the government. The Contractor’s/Installer’s warranty obligation shall run directly to the Government, and a copy shall be sent to the manufacturer.

The Government shall notify the manufacturer and the Contractor/Installer of any leaks as they

Policy Memorandum VAMC-650 occur during the time period when both warranties are in effect.

7. PROPOSED SCHEDULE:

Work hours for this project are:

7:00 AM to 4:30 PM Monday through Friday

Work shall commence upon receipt of a Notice to Proceed from the government and shall be completed within 300 calendar days after receipt of Notice to Proceed. The Contractor shall submit a schedule for the project indicating roof installation milestones and long lead items. The schedule will be in sufficient detail to accurately estimate the proper installation duration.

• The above includes submittals which shall be approved prior to the start of the work at the site.

8. WORK LOCATION AND RESTRICTIONS:

The work site location is at the Providence VA Medical Center in Providence, RI. The contract work is intended to be done at Building 1 C-Wing. All work shall be done between the hours of 7:00am and 4:30pm Monday through Friday, holidays excepted, unless other times are arranged in advance and approved in writing by the COR. When the contractor’s work interferes with hospital functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor shall schedule said work at other than normal hours and as directed by the COR.

9. PARKING:

Parking is rigidly controlled throughout the Medical Center. Contractor parking is only allowed in parking the lower lot at the Valley Street entrance and at the Davis Park location off Chalkstone Avenue. Parking in designated patient parking areas is strictly prohibited. Parking on grass is also prohibited. Parking for equipment necessary to perform the work will be authorized in advance of starting the project. Parking passes will be issued by the VA Police.

10. STORAGE OF EQUIPMENT & MATERIALS:

The contractor shall arrange with the COR for allocation of required workspace and for the storage of equipment and material to be used for this project. Storage space is very limited.

There are no exclusive areas within the campus that can be given to the contractor for their

Policy Memorandum VAMC-650 storage needs. Additionally, no space will be made available for the placement of a contractor trailer for this project. The Contractor should schedule delivery of materials to limit the amount of storage space and time.

The contractor shall be permitted a dumpster location at a remote spot on campus, if necessary.

If available, the Contractor may be permitted a temporary parking area for construction equipment; however, approval of the COR is required.

11. DEBRIS REMOVAL

The Contractor shall be required to remove waste materials and debris daily from the campus.

All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable State and Federal regulations.

12. SITE UTILITIES:

The Contractor should note this scope of work does not detail all existing structures, utilities, or components that may potentially interfere with the contract work required. The contractor shall note any obstruction, utility, or condition that may hinder or interfere with the execution of this contract and the contractor shall make provisions in their contract price to resolve such interferences and other conditions that may hinder the proper completion of the work. All proposed utility relocations, reallocations, and shutdowns shall be approved by the COR prior to commencing such work. The contractor shall verify all existing utility installations and take appropriate action prior to working around any potential utility installation.

In the event a shutdown, restriction, or interruption of any utility services is required, a written request must be submitted (at least 2 weeks in advance) and approved by the VA COR. All utility shutdowns must be reviewed and approved by the VA.

13. INFECTION CONTROL:

Not Applicable for this contract.

14. PROJECT SAFETY:

Contractor shall comply with the Contractor Safety Manual of the Providence VAMC, dated May 16, 2006 (Attachment A) and the Safety & Health Requirements Manual, USACE EM 385- 1-1, dated 15 Sep 2008.

Policy Memorandum VAMC-650

15. PENETRATIONS OF FIRE AND SMOKE BARRIERS:

Not Applicable for this contract.

16. INTERIM LIFE SAFETY PROTECTION MEASURES:

Contractor shall participate with the VA in the preparation of an interim Fire Protection Plan (Attachment E) that will be implemented during construction of this project. At a minimum, contractor shall comply with the following requirements of an interim fire protection plan:

• Ensure exits provide free and unobstructed egress. Contractor shall maintain escape facilities for construction workers at all times. Means of egress in construction areas will be inspected daily. If required by contractor’s operations, establish and mark alternate means of egress.

• Ensure free and unobstructed access to all areas of the project site for emergency services and for emergency forces.

• Ensure that existing fire alarm, detection, and suppression systems are not impaired by contractor’s operations.

• Provide written procedures and guidelines for construction personnel and post in the immediate areas of construction detailing what to do and who to call in the event of fire or emergency.

• Maintain the construction area to minimize the potential for fire or safety hazards resulting from storage of construction material, construction waste and debris during construction operations.

• All temporary construction shall be built of noncombustible/fire retardant materials and shall be smoke tight.

17. MATERIAL & WORKMANSHIP QUALITY:

All materials and workmanship shall comply with all applicable federal, state and local codes, specifications, and industry standards. Provide inspection to ascertain specified material and workmanship quality is being maintained and for purposes of warranty verification. All work shall be done in a first-class manner according to the best trade practices and to the satisfaction of the COR.

Leak testing shall be completed by the Contractor prior to project completion. Electronic leak detection (ELD) testing will be required as the quality assurance method. Drains must be individually water tested. This building has wall hydrants that require a special key to operate, which VA will provide upon request.

18. SECURITY:

Policy Memorandum VAMC-650

All contractor personnel shall obtain a short-term identification badge issued by the Project Manager. Such badge shall be worn by the individual and prominently displayed at all times while on VA property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the Project Manager a valid (non-expired) photo identification issued by a US federal, state or local government agency.

All contractor personnel are subject to inspection of personal effects when entering or leaving the project site.

19. Attachments:

A - Contractor Safety Manual of the Providence VAMC, dated May 16, 2006.

B – Construction Specifications for Infection Control C – Infection Control Construction Permit D – Fire/Smoke Wall Penetration Permit E – Interim Life Safety Procedures F – Prevention of False Fire alarms G – Registration of Privately Owned Vehicles H – Crane Policy and Permit I – Building 28 and ED Section Locations J – Building 28, Original Plans and Details K – ED Section, Original Plans and Details L - Asbestos Testing M – Providence VA Roof Asbestos Abatement Specification N – Building 32 Snow Guards Layout and Details

Policy Memorandum VAMC-650

ATTACHMENT A

Providence VA Medical Center Construction Safety Manual

INTRODUCTION

1.0 GENERAL INFORMATION

1.1 Standard Safety and Security Rules

1.2 Safety Permits and Procedures

1.3 Housekeeping

1.4 Accident, Incident, Injury, or Illness

2.0 ENVIRONMENTAL ISSUES

2.1 Hazardous Waste Management

2.2 Transport of Hazardous Materials

2.3 Spill Prevention and Control

2.4 Pest Control

2.5 Air Emissions

2.6 Stormwater and Wastewater

2.7 Biological/Chemical/Radioactivity Hazards

2.8 Asbestos Containing Materials

2.9 Lead Paint

3.0 OSHA SAFETY ISSUES

3.1 Hazardous Materials and Hazard Communication

Hazardous Materials

3.2 Confined Space Entry

3.3 Lockout / Tagout

3.4 General Electrical Safety

3.5 Compressed Gas Cylinders

3.6 Powder-Actuated Tools

3.7 Welding, Cutting, and Brazing Hot Work Permit

3.8 Cranes and Rigging

3.9 Miscellaneous Additional Safety Rules for the Protection of PVAMC Patients, Visitors, Employees, Neighbors and Property

Policy Memorandum VAMC-650

INTRODUCTION

All contractors, Project Managers, and employees engaged in construction activities at the PVAMC must be aware of the construction safety requirements outlined in this manual.

The implementation of construction safety programs will minimize the potential for injuries and illnesses to our patients, employees and visitors from unsafe construction activities conducted by contractors and VA employees, including operations and maintenance crews, permanent construction crews and temporary purchase and hire staff.

It is the policy of the VHA to protect patients, staff, visitors and contractors from safety and health hazards associated with construction activity on VA/VHA property and leased property at which VA-funded construction is occurring.

Construction activities are defined as those that include VHA projects performed by employees or contractors and enhanced use lease projects within structures fully managed by VHA or within the purview of VHA authority.

Safety is a philosophy and a practice that identifies and eliminates job site hazards throughout the lifecycle of a project and discourages work practices and equipment that place individuals at risk of injury.

This manual outlines programs and procedures to maintain a healthy environment of care for our patients and a safe and healthy worksite for employees, visitors and contractors during construction activities.

Policy Memorandum VAMC-650

1.0 GENERAL INFORMATION

1.1 Standard Safety and Security Rules

The following are some reasons for which an employee of a contractor may be temporarily or permanently removed from Medical Center premises:

• Possession or use of alcoholic beverages or regulated drugs not prescribed by a physician

• Possession of explosives, firearms, ammunition, and other weapons

• Deliberate violation of safety or security rules

• Illegal dumping, handling, or disposal of hazardous materials

• Destruction or removal, without written permission, of any property belonging to Providence VAMC, the property owner, employee, or other contractors or employees

• Failure to follow the directions or instructions of a VA Police Officer, VA COR or VA Project Manager

• Failure to wear in a visible manner a facility issued identification badge

• Intimidating, threatening, harassing, impeding or interfering with an inspector, security officer, or Providence VAMC employee or designated representative

• Using emergency exits other than for emergencies

• Misuse of fire prevention and protection equipment

• Unauthorized removal or destruction of a safety barricade, handrail, guardrail, warning sign, fall protection, or other warning devices intended to protect PVAMC’s students, faculty, employees, neighbors or property.

For additional information on safety guidelines that are related to security issues, you may refer to the Providence VAMC Police Department

1.2 Safety Permits and Procedures

The following operations may present a hazard to PVAMC employees, visitors, patients, neighbors or property.

Therefore, you must obtain written approval through the Providence VAMC Project Manager before:

• Working on fire protection/detection systems

• Penetrating any smoke/fire barrier wall

• Performing burning, welding, cutting, soldering, or other hot work

• Performing any work above an existing finished ceiling

• Obstructing an exit door or any exit path within any building

• Obstructing access to the hospital by emergency services

• Working on electrical, steam, chilled water systems or other energized systems

• Moving emergency equipment (fire extinguishers, first aid kits, etc.) provided by PVAMC

• Installing a temporary electrical service

• Working with hazardous chemicals (including solvents and paints)

• Generating hazardous wastes (including waste oil)

• Using powder actuated tools

• Using a gas, diesel, or LP (propane) powered engine indoors

• Operating a power vehicle or self-propelled work platform

• Excavation/trenching

• Using radioactive sources or conducting field radiography (x-ray)

• Working with asbestos-containing materials

• Working on security systems

• Working with compressed air/gases

• Using a laser

• Working on a fume or biological hood

• Working on a solvent storage cabinet

• Working on heating, ventilation, or air conditioning equipment

Policy Memorandum VAMC-650

• Working on a roof

• Lifting or hoisting with cranes, derricks, hoists or helicopter

• Performing blasting operations Special Rules for Operations Involving Utilities:

• Only Providence VAMC Facilities Operations may shut down or start up operating utilities.

• You must notify your Project Manager, who will coordinate with Providence VAMC Facilities Operations, in advance of the need for such shutdowns or startups.

Special Rules for Lockout/Tagout of Machinery, Pipes, etc.:

• If you intend to service or maintain machinery that could hurt someone if it were to unexpectedly start up, you must inform the Providence VAMC Project Manager of the Lockout/Tagout procedures you intend to follow.

• See Section 3.3 on Lockout/Tagout generally.

1.3 Housekeeping

You must maintain good housekeeping. You must keep work areas neat, clean, orderly and free of excess trash and debris and never block walkways, stairs, exits, or create a tripping hazard. Cover and/or place guardrails around open holes, trenches, or excavations into which PVAMC’s visitors, patients, or employees may fall. Poor housekeeping at a job site may lead to an increased potential for safety hazards and an increased incidence of accidents and chemical spills.

1.4 Accident, Incident, Injury, or Illness

After notifying the appropriate emergency agency (e.g., 9-1-1), work related accidents, incidents, injuries, and illnesses must be immediately reported to the Providence VAMC Project Manager or representative. The Contractor is responsible for notifying OSHA for any incidents that are reportable to that agency.

2.0 ENVIRONMENTAL ISSUES

2.1 Hazardous Waste Management

Hazardous waste generated by a Contractor as part of its work must be properly identified, stored and disposed of in accordance with all applicable local, state and federal laws. The Contractor must coordinate with its Providence VAMC representative to provide a list of hazardous waste(s) to be generated during the project, and to determine the location(s) available for hazardous waste storage. The Contractor must also ensure, at a minimum, proper labeling, adequate secondary containment, segregation of incompatible materials and routine inspection of storage areas as required by law. In addition, all hazardous waste containers shall be constructed of a material that is compatible with the waste, shall be in sound condition, and shall be kept securely closed at all times in accordance with applicable regulations.

Containers and/or tanks used to store hazardous wastes must be managed in accordance with applicable regulations and must be inspected daily.

The Contractor is responsible for completing all disposal documents, which may include, but are not limited to, waste profiles, waste analytical samples and hazardous waste manifests. Providence VAMC shall be designated as the Generator on all documents and shall be provided with copies of all waste analyses, land disposal restriction forms and related documentation. Copies of all disposal documents shall be submitted to the Project Manager for review at least 5 days prior to shipment. The Project Manager or an EH&S representative will sign the manifests as the Generator. At the time of shipment, the Contractor shall provide the bottom three copies of the manifest to the Project Manager or the PVAMC EH&S representative for distribution to the appropriate agencies.

Policy Memorandum VAMC-650

Contractor employees must be appropriately trained in hazardous waste procedures. In the event a Contractor encounters previously unidentified material that is reasonably believed to be radioactive, volatile, corrosive, flammable, explosive, biomedical, infectious, toxic, hazardous, asbestos containing or oil-based, the Contractor shall immediately stop work in the affected area and report the condition to the Project Manager. At no time shall such material be disposed of in chutes, dumpsters, drains, pipes or any other waste container. The Contractor agrees to cooperate with the Project Manager and any consultants engaged by the Project Manager to perform services with respect to the analysis, detection, removal, containment, treatment and disposal of such regulated materials.

2.4 Transport of Hazardous Materials

All transportation of hazardous materials while on Providence VAMC property shall be conducted in accordance with USDOT Hazardous Materials Regulations for proper packaging, marking/labeling, handling, documentation, etc. At no time should hazardous materials be transported via public or private roads at Providence VAMC in a manner that could result in an unsafe condition for personnel or the environment.

2.5 Spill Prevention and Control

Providence VAMC’s Spill Prevention Control and Countermeasures (SPCC) Program establishes Medical Center-wide procedures for the prevention and detection of spills and/or releases of oil or hazardous materials, including the following:

• Based on the inventory of oil and hazardous chemicals that will be brought on-site, the Contractor shall have available equipment (e.g., secondary containment pallets, absorbent pads, absorbent booms, speedi-dry) that is suitable and sufficient to control a potential spill/release.

• The Contractor is responsible for identifying conveyances to the environment (e.g., sumps, storm/floor drains, etc.) and adequately minimizing spill potential to these areas.

• The Contractor is responsible for the proper storage of all flammable and combustible chemicals that are brought and/or stored on site to complete the work of this contract. Such storage may require the use of safety containers, safety cabinets, and/or secondary containment. The Contractor shall also ensure that any incompatible chemicals are safely segregated. The Contractor is responsible for maintaining and securing all chemical containers and all chemical storage areas. This requires selecting locations and methods to minimize exposure to rainfall, surface water, and the ground surface or subsurface. Enclosures, shelters, and secondary containment should be used where appropriate.

• The Contractor must use appropriate protective procedures such as double containment, employee training, overflow protection, and other measures as part of activities involving the use, storage, or handling of petroleum products or hazardous materials on Providence VAMC Property.

• The Contractor must ensure that his/her employees are adequately trained in spill procedures outlined below. The Medical Center’s SPCC Program also establishes reporting requirements in the event of a spill or release of oil or hazardous materials. In the event of a release or spill, the Contractor must follow all of the reporting requirements of the SPCC Program as specified below:

(1) The Contractor shall extinguish all sources of ignition and isolate incompatibles or reactive chemical substances.

(2) The Contractor shall determine if the spill/release is incidental or non-incidental.

(3) For incidental spills/releases:

♦ The Contractor shall attempt to stop or contain the spill/release at the source provided that doing so does not endanger anyone.

♦ The Contractor shall prevent discharge of materials to environmental receptors including drains, sumps, soil, etc.

♦ The Contractor shall immediately notify the Project Manager of all incidental spills/releases.

♦ The Contractor is responsible for the proper collection, storage and disposal of waste materials in compliance with EPA and R.I. DEM regulations and in cooperation with the Project Manager.

(4) For non-incidental spills/release:

Policy Memorandum VAMC-650

♦ The Contractor shall immediately report the spill/release to the Medical Center’s Environmental Health & Safety (EH&S) Department who will advise you on the need for initiating contact with spill response vendors.

♦ The Contractor shall follow the steps for incidental spill/releases identified in item (3) above, provided that it is safe to do so.

♦ PVAMC’s EH&S Department will coordinate ALL reporting to outside agencies and will conduct follow-up written notifications if necessary.

♦ The Contractor will conduct an incident analysis and coordinate with the Project Manager and the PVAMC EH&S Department on any actions that are required to prevent recurrence.

♦ If it is deemed necessary to engage a professional spill cleanup company, the PVAMC EH&S Department will coordinate the cleanup through the Project Manager.

2.6 Pest Control

If a Contractor or his/her employees see evidence of cockroaches, mice, ants or other pests during the course of their work, they must notify the Project Manager immediately. The Contractor shall not use any insecticide products on Medical Center property unless such activities are part of your contracted work and you are specifically trained to do so.

2.7 Air Emissions

Combustion Units [Combustion units include, but are not limited to, boilers, heaters, emergency generators and kilns.] 1 “Incidental” spills meet ALL of the following criteria: 1) personnel are familiar with the hazards associated with the spilled material; 2) containment/response does not pose potential health and safety hazards (e.g. fire, explosion or chemical exposure); 3) a small quantity (less than 10 gallons) of material is spilled/release which DOES NOT reach the environment or pose potential health and hazardous; and 4) spilled/release material can be readily absorbed, neutralized, or otherwise controlled at the time of release by employees in the immediate area or by maintenance personnel.

“Non-incidental” spills include 1) major spills/release (e.g. greater than 10 gallons) that do not reach the environment or 2) any amount of spilled material that escapes to the environment (including drains, sumps, soil, etc.).

All Contractors must immediately report the following to the Project Manager:

• Any maintenance or repairs to a combustion unit that could result in a change in maximum heat input value or overall emissions (e.g. burner replacement or fuel conversions)

• Any conditions discovered which could have resulted in an increase on air pollutant emissions.

CFC Containing Units [CFC containing units include those containing any ozone depleting refrigerants including, but not limited to, Chlorofluorocarbons (CFC) and Hydrochlorofluorocarbons (HCFC).] Contractors shall immediately notify the Project Manager whenever they become aware of any unintentional or intentional release of CFCs above de-minimis levels as established by EPA regulators.

Contractors shall provide the following documentation to the Project Manager:

• EPA certifications for any reclaimers to which CFC products evacuated from Providence VAMC systems are to be sent.

• Certifications for any CFC recycle/recovery equipment to be used at PVAMC

• Technician Certifications

• Service records for all units containing greater that 50 pounds of refrigerant. Records must include the date and type of service and the type and quantity of refrigerant added.

Contractors shall immediately notify and provide documentation to the Project Manager whenever:

• A leak rate equals or exceeds 35% per year for commercial/industrial processes

• A leak rate equals or exceeds 15% per year for comfort cooling processes

• A release occurs of >100 pounds in a 24 hour period for CFC-12, CFC-113 ad R-500. Halon Service providers shall immediately notify the Project Manager whenever it becomes aware of any unintentional or intentional release of halon.

Policy Memorandum VAMC-650

2.8 Stormwater and Wastewater

Stormwater Projects that disrupt over one (1) acre of land must adhere to the EPA’s Phase II stormwater requirements.

These projects are required to obtain a NPDES permit and implement best management practices. The Contractor is responsible for obtaining such permits before the start of work.

Wastewater Providence VAMC’s wastewater discharge is regulated by Narragansett Bay Commission (NBC). The discharge of any wastewater must adhere to these permit requirements. These include but are not limited to:

• No discharge of mercury, silver or other metal-bearing wastewater

• No discharge of highly corrosive substances (5 < pH > 10.5)

• No discharge of flammable materials that could create a hazard for Providence VAMC personnel these are the only references that will be noted in the policy. or NBC treatment works personnel.

1.0 The Contractor must identify all wastewater streams for the Project Manager and obtain approval for drain discharge.

2.9 Biological/Chemical/Radioactivity Hazards

Some Providence VAMC operations involve the use of biological, chemical, or radioactive material that can be hazardous to PVAMC’s visitors, patients, or employees if not handled safely. Areas where work with biological, chemical, or radioactive materials is being performed will be marked with appropriate signs.

Do not enter these areas and do not handle hazardous biological, chemical, or radioactive material unless it is part of your contracted work and you are specifically trained to do so.

2.10 Asbestos Containing Materials

Providence VAMC will have determined, before work is begun, the presence, location, and quantity of asbestos-containing or potentially asbestos-containing materials that would be specifically impacted by the work of your contract. The Providence VAMC Project Manager will provide a specific asbestos audit report for those work areas in question. The contractor shall not disturb asbestos-containing materials unless such activities are part of your contracted work and you are specifically trained to do so. Asbestos abatement contractors should coordinate with the Project Manager and the Medical Center’s EH&S Department for specific requirements for asbestos abatement work.

The Contractor shall not disturb, damage or otherwise handle any suspect asbestos containing material. It is recommended that the following suspect materials be assumed to contain asbestos:

Cement Pipes, High Temperature Gaskets, Electrical Wiring Insulation Cement Wallboard, Lab Hoods/Benches/Gloves, Chalkboards Cement Wallboard, Fire Blankets/Curtains/Doors, Roofing Shingles and Felt Flooring, Backing, Elevator Equipment Panels, Base Flashing Construction Mastics, Elevator Brake Shoes, Thermal Paper Products Acoustical Plaster, HVAC Duct Insulation, Caulking/Putties Decorative Plaster, Boiler Insulation Adhesives Textured Paints/Coatings, Breeching, Insulation, Wallboard Ceiling Tiles and Lay-in Panels, Pipe Insulation, Joint Compound Spray-applied Insulation, Cooling Towers, Vinyl Wall Coverings Blown-in Insulation, Electrical Cloth, Asphalt Floor Tile Fireproofing Materials, Heating and Electrical Ducts, Vinyl Sheet Flooring Taping Compounds, Electrical Panel Partitions, Vinyl Floor Tile Packing Materials (wall/floor penetrations), Ductwork, Flexible Fabric, Connectors, Spackling Compounds The Contractor shall not sweep, dust, vacuum or mop dust or debris that is the product of a suspect asbestos containing material. The Contractor shall also not pick up or throw away any suspect asbestos-containing waste or trash. If it material that is suspected to be asbestos-containing is disturbed and becomes airborne, the Contractor shall immediately notify the Project Manager.

Policy Memorandum VAMC-650

If it is part of the Contractor’s work, stripping of floor finishes shall be done using low abrasion pads at speeds lower than 300 rpm and wet methods shall be used. The Contractor shall take care not to overstrip floors and shall stop stripping immediately upon removal of the old surface coat. Sanding of flooring material is strictly prohibited unless it is part of your contracted work and you are specifically trained to do so.

Any suspect asbestos containing material that is observed by the Contractor to be crushed, ripped, broken or in any way damaged should be reported to the Project Manager immediately.

Contractors must, within 24 hours, convey to the Providence VAMC Project Manager any information they newly discover concerning the presence, location and quantity of asbestos-containing or potentially asbestos-containing materials.

2.11 Lead Paint

Unless the Providence VAMC Project Manager provides a specific lead-paint inspection, Contractor’s should assume that any painted surface they come in contact with is coated with lead-based paint.

Therefore, Contractor’s should not perform any intrusive, dust-generating work on painted surfaces (e.g.

drilling, cutting, brazing, scraping, demolition), unless the surface has confirmed to be non-lead or unless such work is part of your contracted work and you are specifically trained to do so.

Any painted surfaces that have loose, flaking, and chipping or otherwise non-intact paint should not be impacted by the Contractor and should be reported to the Project Manager immediately.

Lead paint abatement contractors should coordinate with the Project Manager and the Medical Center’s EH&S Department for specific requirements for lead abatement work. Refer to the section of this manual on Hazardous Waste for guidelines on the proper disposal of lead containing paint.

3.0 OSHA SAFETY ISSUES

3.1 Hazardous Materials and Hazard Communication

Hazardous Materials

• Do not handle or use hazardous materials without training by your company’s representative.

• No solvents, paints, or similar flammable, toxic, or irritating materials may be used in areas occupied by Providence VAMC employees, visitors, or patients unless specifically approved in writing by the Providence VAMC Project Manager.

• Maintain adequate ventilation when paints or solvents are used.

• Use flammable solvents and materials with extreme caution.

• Store flammable paints and solvents in approved flammable liquid storage cabinets if inside buildings.

Hazard Communication The Contractor shall submit an inventory of all hazardous chemicals that are brought on-site with accompanying Material Safety Data Sheets to the Project Manager. The Contractor shall also ensure that all containers that are brought on site for the storage of hazardous chemicals (e.g., gas, paint, etc.) are labeled and inspected in accordance with all applicable regulations. The Contractor shall remove all hazardous chemicals that it brings on-site when work involving a specific hazardous chemical is complete.

The Contractor may request and review Material Safety Data Sheets for any chemicals that are encountered on Medical Center property during the performance of its work.

3.2 Confined Space Entry

Background Providence VAMC has developed and implemented a Confined Space Entry Program to protect all Medical Center employees who are required to enter confined spaces. PVAMC’s complete written program is available for review upon request to the Project Manager.

This Medical Center-wide program defines a “Confined Space” and an “Enclosed Space” in accordance with 29CFR §§ 1910.146 and 1910.269, respectively. Entrance into any of these spaces by a Contractor requires adherence with all applicable regulations as well as with certain Medical Center protocols as defined further below.

Policy Memorandum VAMC-650

As part of the Confined Space Entry Program, the Medical Center performed hazard assessments, developed inventories and posted all confined and enclosed spaces at the point of entry. These postings include information on the classification of the space (e.g., “Permit Required”, “Non-permit Required”), the confined space ID number, the location, the known hazards, and the minimum personal protective equipment needed for entry. Where available the Medical Center’s experience with the confined space is also included on the signage. The Medical Center Confined Space Inventory and hazard assessment forms are available for review.

Requirements

• The Contractor is responsible for developing, implementing and maintaining his/her own Confined Space Entry Program, including provisions for emergency rescue in accordance with OSHA regulations as it applies to the work of this contract.

• If during the course of its work, the Contractor encounters a confined space that has not been previously identified by the Medical Center, it must immediately bring the space to the attention of the Project Manager and delay entry until Providence VAMC has examined the space.

• When both Medical Center personnel and Contractor personnel are working in or near confined spaces, the Contractor shall coordinate all operation with the affected Medical Center personnel before entry.

• Advance notification is always required. Whether you enter a confined space with a PVAMC employee or not, the Contractor’s entry attendant must always first inform the Providence VAMC Project Coordinator before you enter a confined space.

The Contractor shall provide the Project Coordinator with:

• The exact location of the confined space and confined space ID number;

• The time of entry and approximate entry duration; and

• The names of authorized attendants and entrants.

• After the entry: If you have entered a “permit-required” confined space, you must, after the entry is concluded, notify Providence VAMC Project Coordinator of (1) the permit space program you followed and (2) any hazards you confronted or created in the space.

3.3 Lockout / Tagout

Providence VAMC protects its patients, visitors, employees, neighbors and property in part by complying with 29 CFR 1910.147 – Control of Hazardous Energy Sources (Lockout/Tagout). As part of PVAMC’s Lockout/Tagout Program, standard locks and tags are used to control the start-up of equipment that is being serviced or maintained by its employees. At no time shall the Contractor or its employees override any locks or tags that they encounter during the performance of its work.

The Contractor is responsible for developing; implementing and maintaining his/her own Lockout/Tagout Program in accordance with OSHA regulations as it applies to the work of this contract. The Contractor shall submit a copy of its Lockout/Tagout Program to the Project Manager or Property Manager before the start of any work where 29 CFR 1910.147 is applicable. The only purpose of this submission is to ensure that, for the safety of PVAMC’s students, faculty, employees, neighbors or property, the Contractor’s Lockout/Tagout procedures are consistent with restrictions and prohibitions of PVAMC’s Lockout/Tagout program.

• Providence VAMC Engineering and Utilities will shut down and start up utility systems.

• The Contractor will maintain a log of all machines and equipment that are locked out and/or tagged out during the performance of the work of this contract. This log shall identify the equipment that was worked on, the date that work was performed, and the name of the individual performing the work.

The Contractor will submit this log to the Project Manager on a monthly basis when Lockout/Tagout work is being performed.

3.4 General Electrical Safety

• Only qualified electricians are permitted to work on electrical systems and equipment that uses or controls electrical power.

• Do not operate electrical tools or equipment in wet areas or areas where potentially flammable dusts, Policy Memorandum VAMC-650 vapors, or liquids are present, unless specifically approved for the location.

• Should a circuit breaker or other protective device "trip," ensure that a qualified electrician checks the circuit and equipment and corrects problems before resetting the breaker.

• Erect barriers and post warning signs to ensure non-authorized personnel stay clear of the work area.

• Report hazards (lack of protective guards or covers, damaged equipment, etc.) to the PVAMC Medical Center Project Manager immediately.

• Do not leave electrical boxes, switch gear, cabinets, or electrical rooms open when not directly attended. Insulate energized parts when covers have been removed or doors are ajar. Use of cardboard, plywood, or other flammable materials to cover energized circuits is prohibited.

3.5 Compressed Gas Cylinders

Compressed gases can pose a severe hazard to PVAMC’s patients, visitors, employees, neighbors and property. Therefore, the following measures must be taken for their protection:

• Valve protection caps must be in place when compressed gas cylinders are transported, moved, or stored.

• Close cylinder valves and replace valve covers when work is complete and when cylinders are empty or moved.

• Secure compressed gas cylinders in an upright position in a welding cart or to a solid object (using chains, straps, or a rigid retaining bar). Secure compressed gas cylinders on an approved carrier while being transported.

• Keep cylinders at a safe distance or shielded from welding or cutting operations. Do not place cylinders where they can contact an electrical circuit.

• Keep oxygen and flammable gas regulators in proper working order and a wrench in position on the acetylene valve when in use. If not manifolded together, separate oxygen and flammable gas cylinders by 20 feet or a 5 foot high fireproof barrier.

• If a leak develops in a cylinder and it cannot be immediately corrected, move the cylinder to a safe location outside the building.

• Use only approved spark igniters to light torches.

• Cylinders must not be taken into or stored in confined spaces, including gang boxes and office/storage trailers.

• Do not store hoses and regulators in unventilated or closed containers or areas.

• Do not leave behind partially filled or empty cylinders. Always remove them from the site.

3.6 Powder-Actuated Tools

Powder-actuated tools can pose hazards to PVAMC’s patients, visitors, employees, neighbors and property.

Such tools are, therefore, not permitted in occupied Providence VAMC buildings without the approval of the PVAMC Medical Center Project Manager. In addition:

• Contractor’s who operate powder-actuated tools must be properly trained in their use and carry a valid operator's card provided by the equipment manufacturer.

• Each powder-actuated tool must be stored in its own locked container when not being used.

• A sign at least 7 inches by 10 inches with bold face type reading "POWDER-ACTUATED TOOL IN USE" must be conspicuously posted when the tool is being used.

• Powder-actuated tools must be left unloaded until they are actually ready to be used.

• Powder-actuated tools must be inspected for obstructions or defects each day before use.

• All Powder-actuated tool operators must have and use appropriate personal protective equipment such as hard hats, safety goggles, safety shoes and ear protectors.

3.7 Welding, Cutting, and Brazing Hot Work Permit

• Obtain a permit from the Project Manager for each separate work activity and ensure that all conditions of the permit are met at all times. The permit must be obtained from the Contract Coordinator prior to the start of any

Policy Memorandum VAMC-650 welding/cutting/brazing work. In addition, the Contractor must also maintain its own hot work permit system in accordance with OSHA regulations.

• Remove combustible materials from the area before beginning work.

• Elevate oxygen/acetylene hoses seven feet above the work area or otherwise protect them from damage.

• Install anti-flash back (safety/check) valves in both the oxygen/acetylene hoses at the regulator.

• Shield adjacent areas with welding partitions.

• Have a second person stand by with an approved fire…