STATEMENT OF WORK r1.pdf

STATEMENT OF WORK

For Professional Services

Lockout/Tagout (LOTO) Program

1. REQUIREMENT

This requirement is for a one-time professional service for the development of equipment-specific Lockout/Tagout (LOTO) procedures and delivery of LOTO training on behalf of the VA Atlanta Healthcare System.

2. BACKGROUND

Lockout/Tagout (LOTO) procedures are required for the control of hazardous energy sources associated with mechanical, electrical, and compressed gas systems. Procedures must be developed for equipment within the Atlanta VA Healthcare System in accordance with the VA written Compliance Program for LOTO.

3. PERIOD OF PERFORMANCE

The period of performance shall commence upon contract award and shall not exceed one (1) year to complete all requirements identified in this Statement of Work.

4. PLACE OF PERFORMANCE

Atlanta VA Medical Center 1670 Clairmont Road Decatur, GA 30033

Fort McPherson VA Clinic 1701 Hardee Avenue SW Atlanta, GA 30310

Trinka Davis Veterans Village 180 Martin Drive Carrollton, GA 30117

5. SCOPE OF WORK

The Contractor shall furnish all labor, supervision, tools, materials, and equipment necessary to perform the services described herein.

5.1 Equipment Survey and LOTO Procedures

5.1.1 Equipment Survey and Inventory Validation

The Contractor shall perform a comprehensive field survey of all Atlanta VA Health Care System locations identified in this SOW to identify equipment requiring Lockout/Tagout (LOTO) procedures.

Existing equipment lists or inventories may be provided as Government-Furnished Information (GFI) for reference only; accuracy is not guaranteed. The field-validated survey shall serve as the authoritative equipment inventory for LOTO procedure development.

Based on current facility records and prior inventories, the Contractor should anticipate development of LOTO procedures for no more than five hundred (500) pieces of equipment. If validated quantities materially exceed this estimate, scope adjustments shall be addressed through contract modification.

5.1.2 LOTO Procedure Development

The Contractor shall develop written, equipment-based LOTO procedures for each identified piece of equipment, including unique procedures and shared/common procedures where appropriate.

Procedures shall comply with OSHA 29 CFR 1910.147 and be developed consistent with ANSI/ASSE Z244.1 and NFPA 70E (current edition) and the VA written Compliance Program, See Attached, (138-9-2024 Lock-Out Tag-Out Policy).

Each procedure shall identify all associated energy sources and define task-specific energy control requirements indicating which energy sources must be isolated for specific maintenance or servicing activities and which may remain energized when they do not pose a hazard. Blanket isolation of all energy sources shall not be required unless all such sources present a hazard.

Task-specific isolation requirements shall be presented in standardized tables, matrices, or equivalent formats within each procedure.

Procedures shall address control of all stored, residual, kinetic, or gravitational energy hazards, including physical blocking, pinning, chocking, securing of rotating components, or other mechanical restraint methods as applicable. Where such controls are required, procedures shall include clear instructions and labeled color photographs demonstrating proper placement and use of isolation devices and restraint methods.

Each procedure shall include labeled color photographs clearly identifying all energy isolation points and depicting device location and orientation.

5.1.3 Final Deliverables and Format Requirements

The Contractor shall provide the following deliverables upon completion and Government acceptance of Phase II submissions:

5.1.3.1 Equipment Placards

• One laminated LOTO placard (minimum 5-mil thickness) for each approved piece of equipment

• Placards shall include the complete approved procedure, task-specific isolation table, and labeled color photographs of all energy isolation and restraint points

• Placards shall be affixed at the point of use using non-destructive, removable but durable mechanical attachment methods unless otherwise directed by the COR

• Drilling, welding, adhesives, or permanent fasteners are prohibited unless expressly authorized in writing by the COR

Installation shall occur only after Government acceptance in accordance with Section 5.3.

5.1.3.2 Electronic Deliverables

• One complete electronic set of all approved LOTO procedures and placards in searchable PDF format

• Files organized by campus, building/location, equipment type, and equipment identifier

• High-resolution embedded photographs for all isolation and restraint points

Electronic deliverables shall be transferred via a secure contractor-hosted SharePoint site or equivalent secure file-sharing platform approved by the COR due to file size and cybersecurity restrictions.

5.1.3.3 Hardcopy Reference Set

• One complete hardcopy set of procedures in binders, separated by campus and organized by location and equipment type

5.1.3.4 Energy Source Identification Labels

The Contractor shall provide and affix durable, clearly legible energy source identification labels at each energy isolation point where missing. Labels shall be fabricated from aluminum, stainless steel, or equivalent corrosion-resistant material suitable for the installation environment, including exposure to moisture, temperature extremes, and cleaning agents as applicable. Labels shall be installed using non-permanent, non-destructive attachment methods unless otherwise directed by the COR.

5.1.3.5 Lockout and Energy Control Hardware Assessment

The Contractor shall provide a consolidated inventory identifying any specialized lockout devices, blocking equipment, restraint hardware, or energy isolation accessories required to safely implement the developed LOTO procedures that are not commonly available in standard maintenance inventories.

The inventory shall include:

• description of device or hardware

• associated equipment or hazard controlled

• estimated quantities

• recommended specifications

• budgetary cost estimates

This deliverable is for planning and budgeting purposes only and does not require procurement or installation under this contract.

5.2 Contractor Quality Control (QC) Program

The Contractor shall establish and maintain a documented Quality Control (QC) Program governing development of all LOTO procedures.

At a minimum, the QC Program shall include:

• A written QC Plan describing internal review processes and acceptance criteria

• Identification of a qualified QC Manager independent of procedure authors

• A standardized QC checklist mapped to OSHA 29 CFR 1910.147, ANSI/ASSE Z244.1, and

NFPA 70E.

• Internal certification of each procedure prior to submission

• Corrective action procedures

Procedures submitted without documented QC certification may be rejected without technical review.

5.3 Phased Submittal and Review Process

5.3.1 Phase 1 – Validation Phase

Phase I shall consist of Government review and approval of representative LOTO placard designs by equipment type prior to equipment-specific placard production and installation.

The Contractor shall submit electronic copies of representative placards for a cross-section of equipment types, including complex equipment involving multiple task-based isolation steps, not to exceed five (5) equipment types per week unless otherwise approved by the COR.

Submittals shall include complete placard layouts incorporating written procedures, labeled photographs of isolation points, and energy control tables.

In addition, the Contractor shall submit a minimum of two (2) physical laminated placard samples and proposed attachment methods for Government review to verify durability, legibility, and layout clarity.

Phase I approval authorizes the Contractor to proceed with development of equipment-specific placards using the approved format. Phase I approval does not authorize installation.

5.3.2 Phase 2 – Production Phase

Following Government acceptance of representative placards under Phase I, the Contractor shall submit equipment-specific placards for Phase II in accordance with the approved formats and procedures.

The Government will conduct sampling-based review of approximately five to ten percent (5–10%) of each Phase II submission to verify compliance with approved designs and SOW requirements.

Placards may be installed only after Government acceptance of Phase II submissions, either through direct review or through successful completion of sampling review without rejection.

Placards not individually reviewed as part of sampling shall be deemed accepted upon successful completion of the Government’s sampling review of the same submission.

If sampling identifies systemic deficiencies indicating failure of the Contractor’s Quality Control Program or noncompliance with SOW requirements, the Government may reject affected submissions in whole or in part, require corrective action, suspend further installations, and require the Contractor to return to Phase I validation for affected equipment types prior to resuming production, at no additional cost to the Government.

5.4 Government Review and Acceptance

Government review, comment, or acceptance of procedures does not relieve the Contractor of responsibility for the accuracy, completeness, or regulatory compliance of the procedures. The Contractor remains solely responsible for compliance with all applicable OSHA and safety requirements.

Designated Government technical personnel will review submitted procedures and the Contracting Officer's Representative (COR) will communicate written acceptance or rejection to the Contractor within fifteen (15) business days of receipt.

5.5 Equipment and Materials Identification

The Contractor shall identify all LOTO equipment and consumable materials required to support implementation.

Deliverables include:

• List of equipment to be installed

• List of consumable materials (locks, tags)

• Informational quote for identified equipment and installation costs

NOTE: Equipment procurement and installation are not included in the base services scope. If required, they will be addressed under separate contract action or modification.

5.6 Training Development and Delivery to VA Personnel

The Contractor shall develop and deliver LOTO training and train-the-trainer materials for VA Maintenance and Operations staff. These materials will be comprehensive and will be used by VA personnel to conduct periodic in-house training after the initial training is provided by the Contractor.

Training materials shall comply with Atlanta VAMC Engineering Service Policy 138-9-2024 (Hazardous Energy Control Program), OSHA 29 CFR 1910.147, ANSI/ASSP Z244.1 guidance, and NFPA 70E (current edition).

Deliverables include:

• Comprehensive training materials suitable for train-the-trainer use

• Two (2) training sessions, three (3) contact hours per session, six (6) total contact hours, conducted at the Atlanta VA Medical Center for facilities management personnel.

In lieu of one (1) of the required live training sessions, the Contractor may provide a professionally recorded training session as part of the train-the-trainer package, subject to COR approval. If this option is exercised, at least one (1) live, in-person training session shall still be conducted subject to the rules above. The recorded session shall be of sufficient quality for internal training use and shall cover substantially the same material as the live session.

• Training materials must enable VA trainers to deliver consistent training to facilities management personnel across all facilities.

5.7 Schedule and Progress Reporting

The Contractor shall submit a detailed schedule covering all performance requirements within ten

(10) calendar days of contract award.

The Contractor shall provide monthly written progress reports summarizing:

• Procedures completed and submitted

• Government rejections and corrective actions taken

• Upcoming placard submissions and review milestones

• Schedule status and identified risks

5.8 Government-Furnished Information (GFI)

The Government will provide Atlanta VAMC Engineering Service Policy 138-9-2024 (Hazardous Energy Control Program) as Government-Furnished Information. The Government may also provide available equipment inventories, drawings, O&M manuals, or other prior documentation.

Completeness and accuracy of optional GFI are not guaranteed. Provision of GFI does not relieve the Contractor of responsibility to conduct a comprehensive equipment survey or develop compliant procedures.

5.9 Key Personnel

Key personnel identified by the Contractor (including Project Manager and QC Manager) shall not be substituted without prior notification to the COR and approval by the Contracting Officer.

6. CONTRACTOR PERSONNEL QUALIFICATIONS

6.1 General Requirement

All Contractor personnel performing work under this contract shall possess and maintain appropriate safety training and qualifications commensurate with the hazardous energy control activities being performed.

6.2 Project Manager Qualifications

The Contractor's designated Project Manager shall possess a current 30-Hour OSHA Construction Safety Training certification or equivalent OSHA-recognized training.

6.3 Technical Staff Qualifications

All Contractor personnel performing work under this contract, including but not limited to equipment surveys, development of Lockout/Tagout procedures, labeling activities, or onsite coordination, shall possess a current 10-Hour OSHA Safety Training certification applicable to construction, industrial, or general industry safety, as appropriate.

Contractor personnel will be working independently in proximity to hazardous energy sources;

therefore, possession of these certifications is a material requirement of contract performance.

6.4 Documentation

The Contractor shall provide documentation of required training and certifications to the Government upon request and prior to commencement of onsite work.

7. FACILITY ACCESS, SECURITY, PRIVACY, AND SAFETY

7.1 FACILITY ACCESS AND BADGING REQUIREMENTS

All contractor personnel working unescorted on VA property shall display a valid Personal Identity Verification (PIV) credential from any federal agency. Personnel without existing PIV credentials must obtain VA-issued credentials, which require successful completion of background investigation, prior to unescorted facility access.

Contractor personnel requiring VA-issued credentials should initiate the badging process immediately upon award to avoid performance delays.

7.2 HOURS OF OPERATION

Normal working hours for this contract shall be between 0600 and 1530, Monday through Friday, excluding Federal holidays, at all locations (AVAHCS main campus, Trinka Davis Veterans Village (TDVV), and Fort McPherson (FTM)).

Work is expected to be performed primarily during these hours unless otherwise approved in advance by the Contracting Officer’s Representative (COR).

At the AVAHCS main campus, facility and utility plant staff are present 24 hours per day; however, contractor work outside normal working hours shall require prior coordination and written approval by the COR.

At TDVV and FTM, facility staffing is limited to normal business hours. Work at these locations outside of 0600–1530 shall require advance coordination and may be restricted based on staff availability.

Approval of work outside normal hours is solely for access and scheduling purposes and does not authorize changes to contract scope, price, or staffing levels. The contractor shall not independently adjust daily work hours without COR approval.

7.3 CHECK-IN REQUIREMENTS

Contractor and all Contractor's Service Personnel shall check in and out with Engineering prior to performing and upon completion of all required service. This information is required to contact personnel in case of an emergency during regular hours.

7.4 SECURITY REQUIREMENTS

Contractor personnel shall comply with all VA physical security and facility access requirements.

Contractor may photograph or video record VA equipment and facilities as necessary to complete the equipment survey and procedure development requirements under Section 5.1. However, contractor shall not photograph, record, or remove any patient health information, patient records, or other sensitive VA documentation unrelated to equipment specifications without prior written authorization from the COR.

All equipment surveys and data collection shall be performed in accordance with VA privacy and security policies.

7.5 PRIVACY AND HIPAA COMPLIANCE

Contractor personnel shall not access, view, photograph, or record any patient health information (PHI) during performance of this contract. All work shall be performed in compliance with HIPAA Privacy and Security Rules. Any inadvertent exposure to PHI must be immediately reported to the

COR.

If contractor personnel encounter equipment in clinical areas containing patient information, they shall immediately notify facility staff and shall not proceed until patient information is secured or removed.

7.6 SAFETY REQUIREMENTS

• Contractor shall ensure all tools and equipment are always secured.

• Tools and equipment must be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each workday.

• All debris must be removed from the facility upon completion of service each day.

• Contractor shall ensure proper signage, barriers, and/or blockage of service area is provided where applicable, especially at hoist way doors and clearly visible to ensure patient/employee safety is adhered to.

• The Atlanta VA Health Care System is a tobacco-free campus. The use of tobacco products, electronic cigarettes, vaping devices, or any smoking-related products is strictly prohibited at all times on VA property, including buildings, grounds, and parking areas.

• Contractor personnel shall comply with all applicable VA patient safety and infection control policies.

7.7 TRAINING REQUIREMENTS FOR CONTRACTOR PERSONNEL

Contractor personnel developing LOTO procedures shall demonstrate competency and training in OSHA 29 CFR 1910.147 (Control of Hazardous Energy - Lockout/Tagout) and NFPA 70E (Electrical Safety in the Workplace), or equivalent training specific to industrial safety and energy control procedures.

Project Manager shall possess documented training and experience in lockout/tagout program development and implementation.

7.8 SITE VISITATION

Given that the facilities are widespread and equipment rooms are spread throughout each campus/facility, a site visit does not meet a practical purpose so no organized site visit is scheduled. Offerors are responsible for assessing the scope of work based on the information provided in the solicitation documents.

The Government may, at its discretion, conduct a site visit after solicitation issuance by amendment if it is determined necessary for proposal preparation. All site visit arrangements, if any, shall be coordinated exclusively through the Contracting Officer.

8. INVOICING

8.1 Payment Eligibility

The Contractor may submit invoices only for deliverables that have received written Government acceptance in accordance with Section 5.3.

Payments shall be made in accordance with the Contract Line-Item Number (CLIN) structure established in the contract schedule.

Interim invoicing is authorized as follows:

• CLIN 0001 – Phase I placard design validation, payable upon Government acceptance

• CLIN 0002 – Phase II placard development and installation, payable monthly for placards accepted and authorized for installation during the invoicing period, in accordance with the contract schedule.

• CLIN 0003 – LOTO training sessions, payable upon Government acceptance

Invoices shall reference the applicable CLIN(s), quantities accepted during the invoicing period, and total amount due. Final payment shall not be made until all deliverables have been accepted.

8.2 Invoice Content Requirements

A properly prepared invoice shall include:

• Invoice number and date

• Contractor’s name and address

• Accurate Purchase Order number

• Description of supplies or services provided

• Period of performance covered by the invoice

• Total amount due

8.3 Invoice Submission Method

Payment will be made upon receipt of a properly prepared invoice submitted electronically through the Tungsten Network (formerly known as OB10):

https://www.tungsten-network.com/ Submission through the Tungsten Network is required for payment processing and is available at no charge to the Contractor.

8.4 Tungsten Network Assistance

If you have questions regarding the e-invoicing program or Tungsten Network:

https://www.tungsten-network.com/

Tungsten e-Invoice Setup: 1-877-489-6135 Email: VA.Registration@Tungsten-Network.com

FSC e-Invoice Support: 1-877-353-9791 Email: vafsccshd@va.gov

Web Address: http://www.fsc.va.gov/einvoice.asp

(End) mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov http://www.fsc.va.gov/einvoice.asp