Final SOW.docx

NEW YORK HARBOR VA HEALTHCARE SYSTEM | STATEMENT OF WORK

Statement of Work - New York Harbor Healthcare System Lockout Tagout Program

NEW YORK HARBOR HEALTHCARE SYSTEM | STATEMENT OF WORK

A. This firm-fixed-price requirement is for a comprehensive Energy Control Procedure (ECP)/Lockout Tagout (LOTO) program at the New York Harbor Healthcare System facilities in Manhattan, Brooklyn, and St. Albans. The requirement includes development and installation of equipment-specific procedures, program integration in ISIQ, energy-isolation tags, training, annual procedure audits, and ongoing procedure maintenance. The Contractor shall provide all personnel, management, supervision, materials, tools, equipment, labor, and travel necessary to meet or exceed OSHA 29 CFR 1910.147, ANSI/ASSE Z244.1 guidance, and applicable VISN 2 LOTO program requirements.

1. Manhattan VA Medical Center: 423 E 23rd Street, New York, NY 10010.

2. Brooklyn VA Medical Center: 800 Poly Place, Brooklyn, NY 11209.

3. St. Albans VA Medical Center: 179-00 Linden Boulevard, Queens, NY 11424.

B.3.2 General A. Contractor shall identify equipment and energy sources requiring LOTO procedures and shall develop and install up to 1,600 equipment-specific ECPs during the base year, allocated as follows: up to 800 at Manhattan, up to 400 at Brooklyn, and up to 400 at St. Albans. The equipment list will be attached. Covered equipment may have multiple hazardous-energy sources or a disconnect not within the authorized employee’s line of sight.

1. Multi-Energy Source (Electric, Steam, Water, Gas, etc.)

2. Single Energy Source located within employee control and supervision

3. Single Energy source located outside employee control and supervision B. Contractor shall provide access to, develop, and implement all identified ECPs in the ISIQ safety management system.

1. All ECPs shall be entered and configured in ISIQ. The Contractor shall provide access to at least ten (10) VA personnel at each facility, for a minimum of thirty (30) personnel total, and shall obtain engineering leadership/COR approval in ISIQ before printing procedures or installing tags.

2. Contractor shall submit draft lockout procedures digitally for approval before publishing to software or printing.

C. All procedures shall include at minimum:

1. Name of equipment and EE number if applicable.

2. Location of equipment.

3. Primary and secondary types of hazardous energy (electrical, steam, water, thermal, stored pressure, etc.)

4. Magnitude of energy source (volts, psi, etc.)

5. Specific location of each disconnects (north side, front side, etc.)

6. Method of LOTO isolation techniques.

7. Type of LOTO device required (padlock, clamshell, circuit breaker, lockout device, etc.)

8. Verification step to ensure the LOTO was performed correctly.

9. Photos of the isolation points for clear identification.

10. Graphic illustrations of an overhead layout of the equipment, identifying the location of all primary and secondary energy sources.

i. Graphic illustrations shall be printed on an aluminum sign base with a 6-ring binder attached to it housing the procedures. (See section B.3.6 below).

11. Authorized department to perform LOTO procedures.

12. Description of steps to restore equipment to service.

13. The specific department required to be notified before shutdown and startup.

14. Personal Protective Equipment (PPE) to be donned.

15. Hazardous warnings such as confined space areas or ladders.

16. Specific location of each disconnect.

17. ISIQ procedure number or QR code linked to ISIQ for digital procedure retrieval using mobile device.

D. Contractor shall correct/re-perform any discrepancies found or integration errors found by COR before final acceptance of work.

E. Approved LOTO procedures shall be printed in full color and laminated using anti-UV 10 mil lamination.

F. Final procedures shall be installed on or adjacent to the applicable equipment. A master binder containing all LOTO procedures shall also be provided to the facility and organized by location and equipment type.

1. Equipment-specific aluminum energy source identification labels shall be placed that identify the lockout point and contain the following: equipment name, energy type, energy icon, and VA logo. Labels shall be installed using aircraft stainless steel safety wire when attached to pipes and 3M double-sided tape on flat surfaces.

2. See section B.3.9 below for sample.

G. Contractor shall provide initial training on software, program, system, etc., for at least ten (10) VA personnel at each facility, for a minimum of thirty (30) personnel total, delegated by the COR, prior to final acceptance of work.

1. Training shall include ability to create new procedures for future equipment and updating existing procedures due to equipment modifications.

2. Training shall cover identifying energy sources and the data needed to write a lockout procedure.

3. Training shall include instructions on using the software program.

H. Certification and Accreditation requirements do not apply. A security accreditation package is not required.

B.3.3 Period of Performance and Annual Scope A. Base Year: October 31, 2026 through October 30, 2027 B. Option Year 1: October 31, 2027 through October 30, 2028 C. Option Year 2: October 31, 2028 through October 30, 2029 D. Option Year 3: October 31, 2029 through October 30, 2030 E. Option Year 4: October 31, 2030 through October 30, 2031 F. Base Year requirements include creation, approval, printing, mapping, tagging, and installation of up to 1,600 equipment-specific LOTO procedures, consisting of up to 800 at Manhattan, 400 at Brooklyn, and 400 at St. Albans; annual audit of all 1,600 procedures; annual training for up to 200 employees across the three facilities; and training certificates.

G. Option Year 1 requirements include annual audit of 1,600 procedures, annual training and certificates for up to 200 employees across the three facilities, and development of up to 150 additional or revised procedures.

H. Option Year 2 requirements include annual audit of up to 1,750 procedures, annual training and certificates for up to 200 employees across the three facilities, and development of up to 150 additional or revised procedures.

I. Option Year 3 requirements include annual audit of up to 1,900 procedures, annual training and certificates for up to 200 employees across the three facilities, and development of up to 150 additional or revised procedures.

J. Option Year 4 requirements include annual audit of up to 2,050 procedures, annual training and certificates for up to 200 employees across the three facilities, and development of up to 150 additional or revised procedures.

B.3.4 Schedule A. Contractor shall provide a proposed performance schedule/checklist with their quote proposal. The schedule/checklist shall be in the form of a progress chart of suitable scale to indicate the work scheduled for completion by any given date during the work period. The proposed schedule/checklist shall be reviewed by the COR. Any requirements for adjusting the schedule (e.g., to minimize disruption to the VA) shall be incorporated by the Contractor. No work shall be performed without 72 hours’ notice to the COR.

1. The following are Federal Holidays observed by the facility and the Contractor shall not expect access to the VA Facility of VA employees on these dates unless notified otherwise by the COR.

a) https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ B. Contractor shall report to COR (or designee) before and after performance of service and provide debrief of service performed.

C. Each facility provides critical health care services 24 hours a day. Disruptions in operations are not feasible and shall be coordinated closely with the COR and the affected facility. Electrical work requiring shutdown may not be feasible, and work may have to be conducted live when authorized and performed in accordance with applicable safety requirements.

1. If it becomes difficult for the Contractor to complete the required services due to patient care related activities or security issues, the Contractor shall not be obligated to complete the work in the area of concern at the time of their scheduled visit. The Contractor shall be obligated to complete any incomplete portion of their work at the time of the next scheduled visit to the facility. The final authority relative to this decision will be the COR. Unless fully absolved by the VA, the Contractor shall be responsible for completing all work.

D. All electrical work not requiring an electrical shutdown or work outside of normal business hours shall be performed between 8:00 a.m. to 4:30 p.m., Monday through Friday.

E. Tasks requiring utility shutdowns may need to be conducted on weekends and/or outside of normal business hours. Utility shutdowns will be minimized to as short of duration as possible. All shutdown requests will require detailed work plans and scheduling prior to approval. Requests to conduct work on weekends and outside of normal duty hours must be submitted in writing at least fourteen (14) working days in advance of the anticipated work to the COR. If this new schedule is agreed upon, work can begin. The original written request will remain with all test documents along with any written agreements relative to the original requests.

B.3.5 Contractor Qualifications A. All work shall comply with OSHA Control of Hazardous Energy (Lockout/ Tagout) Standard, 29 Code of Federal Regulations (CFR) 1910.147.

B. Contractor employees shall perform work with a VA staff escort, photo ID will be required to sign-in as a visitor and then a temporary contractor badge will be provided.

C. All Contractor employees working on-site shall always wear their issued Contractor badge above the waist while on the VAMC facility.

D. All Contractor employees developing or installing procedures shall have relevant ECP/LOTO experience. The Contractor shall demonstrate a minimum of five (5) years of documented healthcare LOTO experience, including experience with VA LOTO programs. On-site personnel shall have completed an OSHA-approved 10-hour construction safety course; documentation shall be provided upon request by the COR.

E. Contractor shall have a supervisor always working on-site who is trained in NFPA 70E, deemed a “Qualified Person” as per Article 100, documentation requestable by the COR at any time.

B.3.6 Safety A. The COR shall notify the Contractor of any safety issues and corrective actions to be taken.

B. At no time shall the fire alarm, nurse call, or other vital system be out of service. The contractor shall ensure they do not compromise any of these systems or other elements of the life safety system such as removal of a ceiling tile.

C. No tools or equipment shall be left unattended.

D. All work areas must be clean at the close of the day and shall be left in the same condition as before work started.

E. Contractor shall obtain all necessary New York State and Federal licenses and/or permits associated with this procurement. Contractor shall take all precautions necessary to protect persons and property from injury or damage.

B.3.7 Deliverables A. Once drafted LOTO procedures are approved by the COR, the Contractor shall print them in full color, laminate them using 10 mil lamination material, and mount them to a 6-ring binder flip-chart baseplate. The Contractor shall also provide each facility a separate master binder containing all LOTO procedures for that facility, organized by location and equipment type.

B. Contractor shall provide and install equipment specific energy source identification tags. These tags shall be constructed with 20-gauge aluminum, dimensions of 2 inch by 3.5 inch with ¼ inch radiused corners, including at minimum:

1. Item name

2. Energy type

3. Energy icon

4. VA logo C. Tags shall be installed using aircraft stainless steel safety wire when attached to pipes and 3M double-sided tape on flat surfaces.

D. Contractor shall provide and mount a flip-chart baseplate on all equipment. The baseplate shall be constructed with 26-gauge aluminum, dimensions of 8 inch by 12 inch with ¼ inch radiused corners, including at minimum:

1. Printed information using anti-UV ink.

2. 6-ring binder to house procedures.

3. Overhead graphic representation of equipment layout, identifying the location of all energy sources printed directly to the flip-chart baseplate.

4. Visual reference for lockout point locations.

5. Room layouts for remote LOTO points.

6. Compass icon.

7. Energy icons that match the ISIQ procedures.

E. Contractor shall provide and install tags on all outdoor equipment. Information shall be printed in anti-UV ink. The tags shall be constructed of 26-gauge aluminum, dimensions of 3 inch by 5 inch with ¼ inch radiused corners, including at minimum:

1. Item name

2. QR code linked to the digital ISIQ LOTO procedure

3. VA logo.

F. Contractor shall provide initial training for at least ten (10) VA employees at each facility, for a minimum of thirty (30) employees total, designated by the COR. Training shall include at minimum:

1. ISIQ software and overall LOTO program usage.

2. Creation of new procedures for future equipment.

3. Updates to existing procedures due to modifications.

4. Identification of energy sources and required data for procedure development.

G. Contractor shall provide annual LOTO and ISIQ training for up to two hundred (200) VA employees across Manhattan, Brooklyn, and St. Albans, as designated by the COR.

1. A minimum of two (2) hours of instructor-led classroom instruction with a hands-on application component shall be provided at the facilities and shall cover representative LOTO examples.

2. Training shall be scheduled in a sufficient number of sessions and at locations coordinated with the COR to accommodate up to 200 unique employees across the three facilities while minimizing disruption to patient care and facility operations.

3. Provide certificates to employees showing completion of the annual training requirement and provide a digital copy for facilities records.

H. Contractor shall provide annual competency certification for up to 200 VA employees across the three facilities, as designated by the COR. Competency certification shall include at minimum:

1. A qualified inspector observing authorized employees implementing LOTO on equipment/items to ensure they are competent in all steps.

2. Review each employee’s understanding of their specific responsibilities under the ECP.

3. Corrective actions of any deficiencies found during the observation.

i. Incorrect energy isolation, improper lock application, or other dangerous issues shall be addressed and corrected immediately.

4. Provide documentation showing the employee is fully competent and understands the ECP and is capable of safety implementing LOTO.

I. Contractor shall perform an annual audit of all active LOTO procedures, update the reviewed date in ISIQ, revise and reprint any affected procedures, and provide a comprehensive audit report identifying each item reviewed.

1. Update the reviewed date on all LOTO procedures in ISIQ.

2. Update all procedures that required revision and reprint the procedures.

B.3.8 Reports, Coordination, and Administration A. The Contractor shall coordinate all services with the COR and provide reports of procedures developed or revised, audits completed, and training conducted within 48 hours after completion of the applicable work.

B. The Contractor shall coordinate site access, work sequencing, approvals, training, audits, and deliverables separately with Manhattan, Brooklyn, and St. Albans personnel, as directed by the COR.

C. The Contractor shall protect Government property and repair damage caused by Contractor operations at no additional cost to the Government. Tools and materials shall remain under Contractor control until completion and acceptance.

D. Accidents involving VA property, personnel, patients, or visitors shall be reported immediately to VA Police. A written report shall be provided to the Contracting Officer and COR and shall include the date, time, location, persons involved, narrative of events, and corrective action.

E. Contractor personnel shall present valid photo identification, pass required security screening, sign in, wear issued identification above the waist, and remain escorted by designated VA personnel while in VA office buildings.

F. Certification and Accreditation requirements do not apply and connection to the VA network is not required. Contractor and subcontractor personnel shall complete annual VA Privacy Training for Personnel Without Access to VA Computer Systems or VA Sensitive Information and submit completion certificates to the COR.

G. The Contractor shall comply with applicable Federal records-management requirements, including the Federal Records Act, NARA regulations, FOIA, and the Privacy Act, and shall flow applicable requirements down to subcontractors.

B.3.9 Sample LOTO Procedures and Energy Source Labeling Requirements image3.emf image4.emf image1.emf image2.emf