36C24124Q0100_1.docx

SUBJECT*

36C24124Q0100 LOTO System Evaluation BPA

GENERAL INFORMATION

VA Connecticut

950 Campbell Avenue West Haven CT 06516

POINT OF CONTACT*

Contract Specialist Kenya Mitchell Kenya.Mitchell1@va.gov

PLACE OF PERFORMANCE

Statement for Places of Performance

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

DESCRIPTION

Page 1 of

Amendment to a Previous Combined Solicitation

Combined Synopsis Solicitation – LOTO System Evaluation BPA | VISN 1

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

(ii) The solicitation number is 36C24124Q0100 and the solicitation is issued as a request for quotation (RFQ).

(iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-04.

(iv) This requirement is being issued as an open market, small business set-aside. The associated NAICS code is 541330 – Engineering Services and small business size standard is $25.5 million.

(v) The Government intends to award a Blanket Purchase Agreement (BPA) for Lockout Tagout (LOTO) System Evaluation at the NCO1’s VAMC. Please see Appendix 1 for complete list of Performance Locations. Please complete the Price Schedule below and submit with the quote submission.

(vi) The Contractor shall provide all resources necessary to provide periodic LOTO system evaluations to each VISN 1 medical center (see Appendix 1) biennially (or annually if needed) IAW the attached Performance Work Statement. Please see the attached PWS for full requirement details.

(vii) The Place of Performance is as described per the PWS.

(viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda’s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 52.217-5 Evaluation of Options (JUL 1990); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

(ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement.

Submission of Quotes:

Evaluation Process:

Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process.

Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15.

The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

1. Price (Follow these instructions):

0. Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line-item prices inserted in appropriate spaces.

1. Past Performance:

1. Offeror shall utilize Attachment 2 – Past Performance Worksheet to provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the PWS. References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources.

1. Technical: The offeror’s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the in a timely efficient manner.

2. Contractor shall have the required certifications as stated in the PWS.

SAM: Interested parties shall be registered in System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM in sufficient time to meet the VA’s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer.

VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time.

(x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy.

(xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items (OCT 2018), applies to this acquisition in addition to the following addenda’s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018) Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments.

(xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232-33, 52.222-41, 52.222-43

(xiii) All contract requirement(s) and/or terms and conditions are stated above.

(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement.

(xv) RFQ responses are due 04 January 2024 by 5:00 PM EST. RFQ responses must be submitted via email to kenya.mitchell1@va.gov and david.valenzuela2@va.gov Hand deliveries shall not be accepted.

(xvi) The POC of this solicitation is Kenya Mitchell at kenya.mitchell1@va.gov.

ATTACHMENT 1

PRICE SCHEDULE

Brockton Campus

See PWS.

Site Total

Site Total

Site Total

Site Total

Site Total

Site Total

Site Total

Site Total

Site Total

Site Total

Site Total

Grand Total

ATTACHMENT 2

PAST PERFORMANCE WORKSHEET

1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization:

2. Contracting Activity Address:

10. Place of Performance:

11. Description of Work (Use a continuation sheet if necessary):

12. List any commendations or awards received:

13. List of Major Subcontractors:

ATTACHMENT 3

DEPARTMENT OF VETERANS AFFAIRS

PERFORMANCE WORK STATEMENT

VISN 1 Lockout-Tagout (LOTO) System Support Blanket Purchase Agreement (BPA)

Section I. General Information A. Summary of Tasks: The firm shall provide all tools, supplies, materials, labor, supervision, transportation, and project management to perform:

A. Periodic LOTO system evaluations to each VISN 1 medical center (see attachment 1) biennially (or annually if needed) and will consist of 5 parts:

1. a review of the medical center policy (MCP) and standard operating procedures (SOP),

1. a review of the inventory of written LOTO procedures,

1. an evaluation of a sampling of the facility’s LOTO system,

1. an assessment of the authorized employees’ LOTO system knowledge, skills, and abilities (KSA).

1. an audit LOTO system training program.

A. LOTO system training for VA medical centers on an as-needed basis.

A. Develop written LOTO procedures as needed for designated equipment at each medical center.

A. Additionally, the firm is requested to identify and report effective techniques and procedures which are not standardized in the SOP or Policy and identify and report non-compliant patterns which are not specifically covered by this BPA.

B. Background: In FY21 and FY22, VISN 1 executed a contract to inventory equipment requiring Lockout or Tagout, write LOTO procedures for approximately 3500 pieces of equipment, provided training, and supply all necessary LOTO devices. In FY23, VISN 1 wrote a LOTO Policy and produced a Network SOP. The VISN Policy, SOP, and written procedures defined a LOTO system with which each medical center will comply.

C. Objectives: this BPA provides for periodic evaluations of each facility’s LOTO system based on the VISN LOTO SOP and Policy, and applicable sections of 29 CFR 1910 and 1926; compliant LOTO training to each medical center listed in attachment 1; and LOTO procedures writing services.

D. Definitions:

D. The firm: refers to the company which performs the tasks within this BPA.

D. Technical coordinator: a VA employee designated by the medical center to order and coordinate the services as listed in this BPA.

SECTION II. LOTO System Evaluation Tasks A. Medical Center LOTO Policy (MCP) and SOP Review:

1. Examine the most current MCP and SOP and make note of:

(a) deficiencies from or omissions of regulatory and standards requirements.

(b) recently published changes to regulations or standards which have not been incorporated.

B. LOTO Written Procedures and Inventory Management:

1. Review the LOTO procedures inventory spreadsheet and the network folder which contains all the LOTO procedure documents. Identify and not deviations from the following:

(a) There should be only one protected and current master LOTO procedure for each piece of equipment.

(b) Superseded (expired) written procedure files should be deleted or overwritten with updated procedures.

(c) Written LOTO procedure files should be linked to the digital inventory spreadsheet.

Note: In order to accomplish this task, the firm’s employee(s) must use a VA employee as a proxy to access the LOTO files located in the VA network. The firm’s employees shall never have direct, unsupervised access to any information in the VA’s network.

2. Throughout the evaluation, identify any unauthorized or superseded copies of the LOTO procedures.

Note: Copies will exist but those must be copies of the protected and current master LOTO procedure.

C. Procedures Evaluation:

1. Determine if written procedures meet the minimum requirements by evaluating a sampling of the written procedures. Request assistance from applicable Shop Supervisors to assign authorized employees for the following tasks.

(a) Select the following written Lockout/Tagout procedures:

(1) All high-pressure boilers as defined by VHA DIRECTIVE 1810.

(2) Two (2) different types of steam powered devices (heater) or steam control devices (PRV, isolation valves, steam traps).

(3) Two (2) different types of equipment using 480 VAC or more.

(4) One (1) piece of equipment using 50 VDC or more.

(5) Two (2) different types of air handlers.

(6) Two (2) heavy equipment vehicles which use hydraulics.

(7) One (1) overhead power rolling vehicle bay door.

(8) One (1) vehicle lift (motor pool).

(9) Two biomedical engineering Lockout procedures.

(10) All Tagout procedures.

(11) Any equipment which has had a near miss over the past 12-months.

(12) Two (2) random Lockout procedures from each of the following shops: electrical, HVAC, plumbing, carpentry, masons, and the motor pool.

Note: If a shop has no procedures assigned to them, simply skip those shops.

Note: if the facility does not service, maintain, or repair any items in (a) to (k) above then skip those items, e.g. if all vehicle lifts are serviced by a contractor then skip those procedures.

(b) For each of the selected Lockout/Tagout procedures, perform the following:

(1) Verify that it substantially meets the VISN format.

(2) Verify that the procedure contains all required information per regulations, standards, and policies.

(3) Validate information about each of the energy sources to include:

· stored energy,

· energy magnitudes,

· lockout/isolation points,

· required lockout devices for each,

· methods to verify it is completely deenergized.

(c) Determine if the facility conducts periodic inspections of the procedures:

(d) If the procedure requires Tagout, then determine the modifications needed to allow Lockout, e.g. equipment replacement, a manufacturer’s retrofit device, an approved aftermarket retrofit device, a new and/or different lockout device.

D. Assessment of Authorized Employees’ LOTO KSAs: Request assistance from the facility’s technical coordinator to assign an authorized employee from each shop/section for the following tasks.

1. Observe authorized employees perform each of the written procedures on equipment listed in Section II C.

2. The authorized employees may perform an actual shutdown and reenergization of the equipment or simulate it by walking around the equipment, pointing out actual devices, stating the action(s) they would perform.

3. If simulation is chosen, have the authorized person verbalize how they would accomplish a requirement which is not associated with the equipment, e.g. how will they notify affected employees, how to check for procedure expiration, or who to notify if errors in the procedure need to be corrected.

4. Evaluate the abilities of the authorized employees to perform the required tasks to include:

(a) Obtaining a valid and current copy of the written procedure.

(b) Making required notifications using effective communication modes.

(c) Obtaining the correct LOTO devices and locks.

(d) Obtaining the correct PPE and energy verification equipment.

(e) Following the procedural steps to shut down, completely deenergize, lockout the equipment, and properly verify a zero-energy state as written LOTO procedure.

(f) Verbally demonstrating an understanding of maintaining effective and positive control of the padlock keys.

(g) Removing the LOTO devices and reenergizing the equipment.

(h) Making the correct notifications and replacing the LOTO devices to the proper storage area.

(i) Completing required documentation.

(j) Verbally describing how to perform a ganged Lockout.

(k) Verbally describing who is allowed to forcibly remove a Lockout padlock.

(l) Verbally describing how to turn over a locked-out device during a shift change.

(m) Verbally confirming that all authorized employees working on a piece of equipment must all install Lockout devices, padlocks, and ID tags on each Lockout point, including work conducted by VA employees and all contractors’ employees.

5. Document items that the authorized employee performed exceptionally well (best practices), errors made, and deficiencies in the written procedure.

E. LOTO Training Audit:

1. Obtain lists of all authorized employees and affected employees and their LOTO training records.

2. Examine training records along with other LOTO program records to determine compliance with the requirements of 29 CFR 1910.147(e)(7).

F. Written Report:

1. Prepare a written report which:

(a) identifies all deficiencies and gaps along with clarifying information.

(b) describes errors made by employees. For each error listed, state if corrective recommendations were provided and if the error is expected to be made again by any facility employees.

(c) provides recommendations to improve the facility’s LOTO system.

(d) documents techniques the facility performed exceptionally well (best practices).

2. Provide copies of the written report to the facility’s technical representative, and VISN 1 Safety Manager or Capital Assets Manager.

G. Timeline:

1. It is required that the LOTO evaluation:

(a) will begin no more than 30 calendar days from the date the firm was notified of the submission of a task order.

(b) onsite portion will take no more than five business days.

(c) onsite portion will be conducted on consecutive business days.

2. the final evaluation report will be provided to the facility’s technical representative and the VISN 1 Safety Manager or Capital Assets Manager within 14 calendar days of the completion of the on-site portion.

Section III. Training A. The firm will provide LOTO training compliant with OSHA requirements in general and focus on the requirements of the VISN 1 LOTO policy and SOP.

B. Training will be provided for authorized employees (initial and refresher) and affected employees:

1. Initial authorized employee (new or reassigned) training which will consist of a classroom instruction period and a practical, hands-on guided learning period which will require the instructors to be onsite at the designated learning facility.

2. Refresher authorized employee training which will consist of a classroom instruction period and may be provided onsite or via a live and interactive virtual venue such as Teams or Zoom.

3. Initial and refresher affected employee training will consist of a classroom instruction period and may be provided onsite or via a live and interactive virtual venue such as Teams or Zoom.

C. The firm will:

1. develop training objectives and syllabi for the different training courses, ensuring they meet OSHA and VISN 1 SOP requirements.

2. provide a syllabus for each type of training session to the facility’s technical coordinator for review,

3. communicate and coordinate activities, requirements, equipment, and support with the technical coordinator.

D. The technical coordinator will ensure the following tasks are accomplished:

1. Organize lists of employees who need LOTO training and specify which training they need (provided by applicable supervisors).

2. Schedule the training sessions which meet the firm’s and employees’ availability (coordinate with supervisors).

3. Review and approve the firm’s training syllabi (refer to the VISN1 LOTO SOP and 1910.147).

4. Coordinate training venues and associated items including classrooms, practical training sites and equipment, and virtual sessions,

5. Provide a list of trainee names and associated jobs/specialties to the firm,

6. Ensure attendance is taken,

7. Provide training completion verification to each trainee’s supervisor, E. Timeline

1. It is required that:

(a) Virtual training will start no more than 30 calendar days after the service order is provided to the firm,

(b) Onsite evaluations will start within 45 days after the service order is provided to the firm,

2. This timeline may be extended if the firm and facility’s technical coordinator mutually agree in writing on an alternative timeline. Changes in timelines will not commit the VA to additional charges for the service.

Section IV. Develop Written LOTO Procedures A. Evaluate equipment for which any medical center within VISN 1 requests newly developed written procedures.

1. Complicated equipment or procedures will require onsite evaluation.

2. The requesting medical center’s technical coordinator and the firm will determine if an onsite evaluation is required.

3. Otherwise, a virtual evaluation may be performed.

B. Ensure the procedures conform to the current VISN 1 LOTO procedures format and comply with the VISN 1 SOP and OSHA requirements.

C. Provide draft written procedures to the medical center’s technical coordinator for verification.

D. Final versions of the written procedures will be provided electronically to the technical coordinator for inclusion into the medical center’s LOTO procedures inventory.

E. Timeline

1. It is required that:

(a) virtual evaluations will start no more than 21 calendar days after the service order is provided to the firm, and onsite evaluations will start within 30 days.

(b) Draft written procedures will be provided to the technical coordinator no more than 14 calendar days after the conclusion of the evaluation.

(c) Final written procedures will be provided to the technical coordinator no more than seven calendar days after the medical center returns the draft copy with comments and corrections.

2. This timeline may be extended if a medical center orders more than 10 new written procedures or if the firm and facility’s technical coordinator mutually agree in writing on an alternative timeline. Changes in timelines will not commit the VA to additional charges for the service.

Section V. General BPA Information A. Regulations and Standards:

1. 29 CFR 1910.147

2. 29 CFR 1910 Subpart I

3. 29 CFR 1910.333

4. 29 CFR 1910.335

5. 29 CFR 1926.417

6. 29 CFR 1926.417

7. 29 CFR 1926.600(a)(3)(i),

8. 29 CFR 1926.702(j), NFPA 70E (most recent edition),

9. VISN 1 Control of Hazardous Energy (LOTO) Policy

10. VISN 1 Control of Hazardous Energy (LOTO) SOP

11. NFPA 70 (most recent edition)

12. NFPA 70E (most recent edition)

13. NFPA 99 (most recent edition)

14. ANSI/ASSE Z244.1

15. ANSI/ASSE Z117.1

16. ANSI A10.44-2006

17. Respective manufacturers’ directions and instructions A. Period of Performance:

1. The BPA will begin after the VA and the firm sign the agreement.

2. This BPA will be in effect for five years B. Hours of Operation.

1. The firm is responsible for conducting business between the hours of 8:00 am and 4:00 pm Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

2. Work required during other than these hours (example: provide training to nightshift workers) may be amended by a documented mutual agreement between the firm and facility’s technical coordinator. Any amendment of this section will not result in additional charges to the VA.

C. Recognized Holidays: The contractor shall not have access to the facility on weekends or the following federal holidays:

Independence Day D. Place of Performance: The work to be performed under this contract shall be in engineering, boiler plant, utility areas, healthcare areas, administrative areas and meeting rooms located at the facilities listed in attachment 1.

E. Security Requirements: The firm’s employees shall report to the Medical Center VA Police Department, provide appropriate identification and documents, and clearly wear the issued badge while on site. An authorized employee shall accompany them while in any VA facility to ensure safety, protection of sensitive data, and provide access into restricted and locked areas. Medical Centers will be responsible for providing the authorized employee with the appropriate access to the facilities and to coordinate the initial arrival of the firm’s employees at the VA Police Department.

F. Physical Security: The firm shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

G. Information Security: At no time will the firm or their employees have access to or connect any devices to the VA information network. Sensitive information shall not be recorded, obtained, or otherwise released by the contracted firm or their employees without express written consent of the Contracting Officer.

H. Data Rights: The Government has unlimited rights to all documents/material produced under this BPA. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership and copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

I. Special Qualifications: The firm shall demonstrate that all lead employees assigned to this project possess expert knowledge of federal regulations, ANSI standards, and NFPA 70E as listed in section L of this document regarding control of hazardous energy, a.k.a. Lockout Tag Out (LOTO).

1. Demonstration of expert knowledge shall contain two or more of the following:

(a) Certified Safety Professional (CSP),

(b) Certified Industrial Hygienist (CIH),

(c) Five or more years of documented experience instructing safety courses based on NFPA 70E and/or LOTO portions of 29 CFR 1910 and 1926 for accredited institutions,

(d) A Master Tradesperson (or equivalent) with experience working in industrial or healthcare facilities and using LOTO procedures.

(e) Five or more years as a Journeyman Tradesperson (or equivalent) working in industrial healthcare facilities and using LOTO procedures.

(f) Documented experience, training, or certifications which demonstrate equivalent levels of knowledge, skills, professionalism, and aptitude.

2. The firm shall ensure all employees possess working knowledge of:

(a) utility systems on large, multi-building campuses, healthcare-related machinery, and equipment that may require LOTO, and

(b) applying OSHA safety regulations in facilities as described.

J. Precautions for hazardous conditions: A VA medical center is a complex and dynamic workplace and hazards may go unrecognized or evolve very quickly. The VA will not knowingly allow any people into hazardous areas without the proper controls in place. The firm will be responsible to ensure that their employees can recognize and subsequently do not expose themselves to known or potentially hazardous conditions without the proper hazard controls in place.

K. Special Precautions for COVID-19: The firm’s employees who perform the on-site evaluations shall be required to meet each facility’s precautionary disease prevention requirements prior to entering. Requirements may include, but are not limited to, COVID testing, quarantine, vaccination, daily screening questionnaires, and wearing of face coverings. Requirements for accessing VA healthcare facilities may change without notification. Therefore, the firm shall contact each facility within 2 days prior to arrival to determine the current Infection Prevention protocols.

L. Quality Control: The firm shall establish a quality control plan specifying standards of performance. The quality control plan shall be provided to the technical representative who will the firm’s performance achieves the standards.

M. Other Costs: None. Prices shall be inclusive of all labor, equipment, supplies, and travel expenses.

N. Network technical contacts:

David Ivezic Network Safety Program Manager VA New England Healthcare System VISN1 Business: 207-522-4495 david.ivezic@va.gov

Cynthia Rosa Network Industrial Hygienist VA New England Healthcare System VISN1 Business: 617-939-7865 cynthia.rosa@va.gov

VISN 1 Medical Center Campuses and Addresses:

VA Boston Healthcare System Brockton Campus 940 Belmont Street Brockton MA 02401

VA Connecticut Healthcare System Newington Campus 555 Willard Ave Newington CT 06111

Jamaica Plain Campus 150 S. Huntington Ave Boston MA 02130

West Roxbury Campus 1400 VFK Parkway West Roxbury MA 02132

Bedford VA Medical Center 200 Springs Road Bedford MA 01730

VA Connecticut Healthcare System West Haven Campus 950 Campbell Ave West Haven CT 06516

Providence VA Medical Center 830 Chalkstone Ave Providence RI 02908

VA Central Western Mass. Medical Center 421 North Main Street Northampton MA 01053

Manchester VA Medical Center 718 Smyth Road Manchester NH 03104

White River Junction VA Medical Center 215 North Main St White River Junction VT 05009

VA Maine Healthcare System 1 VA Center Augusta, ME 04330

1. Please provide the current procedure totals for each location.

Vendor Questions & Answers

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2. Does the VA have a preferred software for LOTOs? MS Excel

3. Does our Quality Control Plan need to be included in our submittal? Yes

4. Please provide a copy of the VISN 1 Control of Hazardous Energy (LOTO) Policy and VISN 1 Control of Hazardous Energy (LOTO) SOP.

5. Will site drawings be provided for each location? No. The facility will provide a guide.

6. What is the number of equipment for each site? See #1 above.

7. Once an issue has been identified, who is responsible to correct the deficiencies? The facility.

8. In Attachment 3, Section II, C.1.d, how much effort should be estimated?

Not sure what this question is asking for. I assume they are asking about the detail needed when suggesting equipment modifications. Based on this assumption – the contractor should identify the energy isolation points and determine one or more reasonable method(s) to allow for Lockout devices and a padlock. Examples:

· equipment modification and provide a reasonable description of the mod such as a picture, drawing, written explanation or suggest the manufacturer’s service technician.

· replace the isolation point with an updated part and provide enough info so the VA representative can obtain the part such as nomenclature, a part number and manufacturer, a vendor, a detailed description, or other information.

· install an engineered device to the existing isolation point and provide enough info so the VA representative can obtain the part such as nomenclature, a part number and manufacturer, a vendor, a detailed description, or other information.

· inform them of the proper Lockout device they don’t know about.

· Equipment replacement is the only identified viable option.

In any event, this requirement is not to be a comprehensive engineering search. The goals are to 1) gain the benefit of of a third party’s expertise/experience/knowledge and 2) break down old assumptions: ...because that’s the way we’ve always done it.

9. In terms of the schedule, are all sites to be completed in the first year? Has a schedule of which sites should be reviewed in certain years to start out been created? No schedule. Facilities will submit task orders as needed. See the following table for estimated frequencies.

per Facility

10. Is there an estimated number of new pieces of equipment per year, per site? No, but we estimate that this option won’t be used very often. When used, there will probably be no more than 20 procedures to write.

11. On Attachment 1, in the unit column, there is a unit 'JB'. What does this stand for? To the VA Contracting Specialist: I don’t recall using JB as a unit in any of the documents. Which document is Attachment 1?

12. Should travel costs and per diem costs go in each line item, where needed? We are looking for a fixed price for each of the tasks.

13. The pricing schedule has two line items for virtual LOTO training and two line items for LOTO onsite training. How many sessions, with a maximum of 25 students each, should be estimated per line item?

· One of the line items says "LOTO Training - onsite -> Authorize employees - new and reassigned. 25 students max, 1 day, 2 sessions. So is that 1 day of training in total? Yes. We anticipate 1 day of training per task order.

· The other line is described as "LOTO Training - onsite -> Affected employees - all. 25 students max per class. A max of three classes per day. How many days of classes per site are needed? We anticipate 1 day of training per task order.

· Number of Virtual training needs for either line not defined beyond '25 students'. Is that 25 students per session or total? If it's per session, how many sessions should be estimated per site? 25 per session. Assumption – virtual classes each cost the same with reasonable limitations (not on weekends, holidays or after normal work hours, etc.). With that assumption, our intention is to provide the facility with flexibility. For example, a facility can submit a task order for three sessions in one day or one session per day for three days.

14. Assessment of Authorized Employees' LOTO KSAs - How many authorized employees are there per site? It completely depends on the size and infrastructure of each of the 11 facilities. For our purposes, use the numbers listed in the table above.

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VISN 1 STANDARD OPERATING PROCEDURES

CONTROL OF HAZARDOUS ENERGY – LOCKOUT/TAGOUT (LOTO) SYSTEM

CONTENTS

CONTROL OF HAZARDOUS ENERGY – LOCKOUT/TAGOUT (LOTO) SYSTEM

1. POLICY

2. RESPONSIBILITIES

3. PRE-CONSTRUCTION RISK ASSESSMENTS

4. TRAINING

5. RECORDS MANAGEMENT

6. BACKGROUND

7. DEFINITIONS

8. REFERENCES ............................................................................................................... 1Last

a. Medical Center LOTO SOP

b. General

c. Medical Center LOTO System Lead.

d. Equipment Acquisition Planning

e. Written LOTO Procedures

f. Periodic Procedure Inspections

g. Periodic LOTO System Evaluation

h. LOTO Gear

i. Training

j. Contractors and Other 3rd Party Coordination

k. LOTO Risk Assessment & Permit

l. Lockout Activities Coordinator

m. LOTO Log

5. Section II. LOTO Operations................................................................... page 11

a. General Lockout Workflow

b. Lockout/Tagout Interruption (Testing or Repositioning Equipment)

c. LOTO Procedure Involving More Than One Person

d. LOTO Turnover Coordination

e. Incomplete LOTO Work Stop or Pause

f. Release from Lockout/Tagout

g. Forcible Padlock Removal Attachments:

A. Medical Center SOP B. Example of Written Procedures Format C. Periodic Inspection of Energy Control Procedures D. Periodic Review of Energy Control Procedures for Authorized Employees E. Lockout Tagout System Evaluation F. Lockout/Tagout Training Certification G. Contractor Acknowledgement of VA LOTO Policy and Practice H. Lockout/Tagout Permit and Risk Assessment I. LOTO Log J. Forcible Lockout Lock/Tag Removal K. Notification of Lock/Tag Removal L. References

1. PURPOSE

a. This SOP:

(1) applies to job tasks which can expose employees to unexpected energization or release of stored energy from equipment during testing, maintenance or repair resulting in death or injury. A few examples of this energy include electrical, mechanical, pneumatic, hydraulic, chemical, heat, and gravity.

(2) is a tool for frontline staff and supervisors which provides procedures and guidelines to remove power, block mechanical components from moving, and dissipate internal energy to remove the threat of employee exposure to hazardous energy.

(3) standardizes procedures and processes mandated for all Medical Centers by authoritative regulations, directives, and standards which provide Medical Centers a substantial framework for compliant practices.

(4) addresses frequently overlooked or misunderstood elements in previous MCMs.

(5) clarifies vague portions of those authoritative documents.

(6) does not define processes and procedures which are unique to each facility.

2. SCOPE

a. This SOP applies to all service lines throughout each Medical Center in VISN 1.

3. DEFINITIONS

a. Affected Services: Any activity which will be affected by a Lockout or Tagout.

b. Authorized Employee: An employee who is qualified and authorized by the Medical Center to perform Lockout and Tagout procedures.

c. Certified vs. qualified:

(1) A certified person attended training and received a certificate from a nationally recognized certification organization.

(2) A qualified person is designated by the Medical Center and possesses the training, skill, and proficiency to perform the specified task.

d. Controlled Procedure: The official version of a LOTO procedure which is stored electronically in a limited-access folder. Only designated LOTO Administrators may make changes to, print, add, or delete a controlled procedure. This is instituted for version control.

e. Energy Source: Any electrical, mechanical, hydraulic, pneumatic, chemical, thermal, or other energy source that could cause injury to personnel.

f. Energized: A condition in which equipment is connected to an unblocked energy source or contains residual or stored energy.

g. Equipment: A general term for this SOP, referring to equipment, machines, devices, and any other items which applies to this SOP.

h. ID Card: the tag attached to a Lockout padlock on which the authorized person writes their name. This is NOT to be confused with a Tagout tag.

i. Lockout: The placement of a lockout device, padlock, and ID card on an energy isolating device.

j. Lockout Device: A device that utilizes a lock and key to hold an energy isolating device in the safe position and prevents a machine or equipment from being energized.

k. Lockout Gear: A term which includes Lockout padlocks, devices, and ID cards.

l. Lockout Tagout or LOTO: Another term for the Control of Hazardous Energy system.

m. LOTO assigned positions:

(1) Lockout Primary: The authorized employee who maintains the key for the primary Lockout padlock during…