AMEND 0001 ATTACHMENT 2 PWS Roof Inspection and Cleaning 06022022 Rev 1 REDLINED.pdf

PERFORMANCE WORK STATEMENT (PWS)

James A. Haley VA Healthcare System Flat Roof Survey, Inspection, Cleaning

06/02/2022, REV 1

TABLE OF CONTENTS

I. INTRODUCTION

II. DEFINITIONS/ACRONYMS/ABBREVIATIONS:

III. REFERENCES:

IV. SCOPE

A. CONTRACT AWARD MEETING

B. PERIOD OF PERFORMANCE

C. CHANGES TO THE PERFORMANCE OF WORK (PWS)

D. PERFORMANCE REQUIREMENTS:

E. DELIVERABLES

H. PERFORMANCE MEASURES

I. PERFORMANCE HOURS

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

SECURITY INCIDENT INVESTIGATION:

LIQUIDATED DAMAGES FOR DATA BREACH:

SECURITY CONTROLS COMPLIANCE TESTING:

TRAINING:

ATTACHMENT 1 – LIST OF BUILDINGS

ATTACHMENT 2 – SOP - ROOF ACCESS, INSPECTION, and MAINTENANCE of LOCAL

EXHAUST SYSTEMS

ATTACHMENT 3 – SOP – FALL PROTECTION

I. INTRODUCTION

The James A Haley Veterans Hospital (JAHVH) has a requirement to ensure all existing roof tops (i.e., Protected Membrane Roofing - Cold Applied Membrane Waterproofing Systems/asphalt shingle) are operational and are maintained on a routine basis to ensure safe sterile environment for veterans and staff. The Contractor shall furnish all labor, materials, travel, and equipment to provide Roof Survey, Inspection/Certification, and Cleaning for all identified locations in this Performance of Work Statement. (PWS)

All services shall be performed at James A Haley Veterans Hospital (JAHVH) 13000 Bruce B Downs, Tampa, FL 33612 and at the Brooksville VA Clinic, 14540 Cortez Blvd. Brooksville, FL 34613. See the PWS ATTACHMENT 1, List of Buildings for the Square Feet, Linear Feet, Penetrations, Roof Type, and Address.

The Department of Veterans Affairs (VA), Network Contracting Office 8 (NCO 8), is seeking sources to provide “ Roof Survey, Inspection/Certification, and Cleaning” Service. The Contractor shall perform to the standards in accordance with the Performance Work Statement (PWS), dated 06/02/2022. This PWS requires the work to be performed by qualified Contract Professionals, and they will hereafter be referred to as “Contractors.” The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved service personnel performing roof inspection services at the James A Haley Veterans Hospital to the Contracting Officer and/or the COR within 10 days after contract award. Contractor shall make revisions to this documentation whenever service personnel are assigned or re-assigned to the James A Haley Veterans Hospital. The Contracting Officer and COR reserves the right to request authentication of certificates or credentials from the Contractor at any time for any personnel who are providing services at the James A Haley Veterans Hospital. The contractor will not require access to VA sensitive information, therefore the “Certification and Accreditation” (C&A) requirement in accordance with (IAW) VA Handbook 6500.6 Contract Security does not apply. All roof measurements/numbers are approximate and will be verified during the walk through by the contractor.

II. Definitions/Acronyms/Abbreviations:

a) CFR – Code of Federal Regulation

b) Contracting Officer (CO) – VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

c) Contracting Officer's Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract. All administrative functions remain with the Contracting Officer.

d) Contractor –refers to both the prime Contractor and his/her employees, and any sub-contractor and their employees.

e) E.O. – Executive Order

f) FSE – Field service engineer

g) Fixed-price contract- is a type of contract that provides for a price that is not subject to any adjustment on the basis of the contractor's cost experience in performing the contract.

h) FAR, Federal Acquisition Regulation

i) NICET – National Institute for Certification in Engineering Technology

j) National Fire Protection Association (NFPA) - is a United States trade association, albeit https://en.wikipedia.org/wiki/United_States with some international members, that creates and maintains private, copyrighted standards and codes for usage and adoption by local governments.

k) Out-Patient Clinic (OPC) - the part of our VA hospital system designed for the treatment of veteran’s outpatients with health problems who visit the VA for diagnosis or treatment out in their local community.

l) Preventative Maintenance (PM)

m) Performance of Work Statement (PWS) - is a performance of work for performance-based acquisitions that describes the required results in clear, specific and objective terms with measurable outcomes

n) Quality Assurance Surveillance Plan (QASP) – an organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractors continuous performance.

o) Quality Control and Quality Control Plan (QCP) – Those actions taken by the Contractor to control the production of goods or services, so they will meet the requirements of the contract.

p) Solar Reflectance Index (SRI) -- The measure of constructed surface's ability to reflect solar heat, as shown by a small temperature rise

q) VAAR, Veteran Affairs Acquisition Regulation

r) Weekends, Holidays, Evenings and Nights Hours – WHEN

III. REFERENCES:

a) E.O., 12902, 13514, 13693, 13834, 13990

b) FAR 23 & 36, Sustainable Acquisitions

c) FAR 52.211-6, Brand Name or Equal

d) VAAR 823, Sustainable Acquisition Policy

e) NFPA 10, Portable Fire Extinguisher

f) NFPA 30, Flammable Combustible liquids

g) NFPA 70E, Standard for Electrical Safety in the Workplace

h) NFPA 99, Health Care Facilities Code, Latest Edition

i) NFPA 101, Life Safety Code, Latest Edition

j) NFPA 203, Guide on Roof Coverings and Roof Deck Constructions

k) VA Architectural Design Manual, Chapter 1.6 Sustainable Design

l) Design ASHRE, American Society of Heating, Refrigerating and Air-Conditioning Engineers

Manual

m) ICC, International Building Code, Latest Edition

n) The Joint Commission Accreditation Manual for Hospitals, Latest Edition.

o) OSHA Standard 29 CFR Part 1910, Subparts: D, H, I, J, K, L, P & Z.

p) OSHA - Safety and Health Regulations for Construction Part 1926 Subpart E

q) International Electrical Testing Association (NETA) – Maintenance & Testing

Specifications

IV. SCOPE

Due to COVID -19 all contractors will be required to be pre-screened at the VA and wear arm bands and mask given during screening prior to entry of the James A. Haley Veterans Hospital (JAHVH) facilities. This PPE is always required to be properly worn while inside the JAHVH facilities, no exceptions.

The contractor shall provide all supervision, labor, material, and equipment necessary to perform the specified work requirements. This service will include annual survey/inspection of all roof decks, to include drone infrared roof inspections, annual deck/drain cleaning, semi-annual housekeeping/debris removal from all roof decks, roof scuppers, and roof drains.

Upon completion of each building the service designee/Field Service Engineer (FSE) attesting that to an acceptable level of performance shall sign this report. The contractor shall sign out at the designated location before leaving. NOTE: Failure to furnish a service report or obtain a signed copy of the service report could result in delay of payment or non-payment.

A. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this PWS until the CO has conducted a Kickoff meeting or advised the contractor that a kickoff meeting is waived.

B. PERIOD OF PERFORMANCE

This shall be a firm-fixed price contract. Period of performance will be from the date of award through twelve (12) months plus four (4) Option Years.

C. CHANGES TO THE PERFORMANCE OF WORK (PWS)

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a service folder with all other products of the services.

Costs incurred by the contractor through the actions of parties other than CO shall be borne by the contractor.

D. PERFORMANCE REQUIREMENTS:

1. Contractor shall provide the necessary personnel and equipment to meet or exceed required service.

Contractor shall have the following responsibilities:

a. Contractor shall have technical training and evident track records of working experience in Inspection, Maintenance, and Testing of Roofing and related components in healthcare, industrial, educational, or commercial facilities for a minimum of three (3) years.

b. Contractor shall survey/inspect each building’s roofing system and provide a list of deficiencies.

All deficiencies (e.g., deck, seams, vents, parapet, drain, flashing, walkways) will be listed by building, location and with pictures (alpha/numerically). A copy will be provided to the COR;

one (1) electronic copy and one (1) hard copy. Hard copy information shall be provided in a 3-ring binder format with tabs to the above format specification.

c. Contractor shall clean each roofing system (annually) with a non-abrasive ecofriendly cleaning solution with rotating water jet systems to remove mold, and mildew. This eliminates the negative effects of high-pressure cleaning which can damage existing roofing systems.

d. Contractor shall perform semi-annual housekeeping/debris removal on all roofing systems to include debris removal from all roof decks, roof scuppers and roof drains.

e. Contractor shall determine/Provide Federal/State/EPA requirements for cleaning processes and secure all required permits to complete all requirements described in this PWS. Permits shall be the sole responsibility of the Contractor and copies will be maintained on site.

f. Contractor shall provide all necessary equipment/labor to properly hoist roof cleaning systems and equipment. Examples: Forklifts, cranes, All-terrain Boom Lift. The contractor will ensure PPE equipment is also provided and warn as required by all employees.

g. Contractor shall be responsible for delivery, off-loading and uncrating of all materials. All recyclable materials and debris shall be disposed of off-site. The contractor shall be responsible for inspecting shipments and replacing any damaged items during shipping. The COR shall also be made aware of issues and document discrepancies. If onsite recycling bins are available any materials will be coordinated with the COR prior to adding to any recycling bins or dumpsters.

h. Contractor shall determine power requirements for site work, while maintaining power at facilities to support 24/7 operations. Normal electrical power will be provided onsite as will water for cleaning. Any additional electrical loads will require the contractor to secure generators for supporting any excess power usage. This will be coordinated with the COR during the site walk. Any temporary shut-down of equipment will be coordinated with the COR prior to shutting down any systems.

i. Contractor shall provide safety plan for site specific roofing applications, Site Safety Officer, Weekly safety briefings, Ground Safety reviews daily--following OSHA-30 style self-inspections. The contractor shall follow Lock-Out Tag-Out procedures for all utility systems that require temporary shut-off. Site safety plans should be provided to the COR for review prior to Notice to Proceed (NTP). Safety plans should remain on site during all working hours for reference by the COR, site safety and employees.

j. Contractor shall provide as needed for each building specific site layout: temporary fencing, orange cones, safety delineators, tarps to collect debris, Construction Warning Signs, Work Area Keep Out, Flaggers, etc.… The contractor should provide First-Aid kits and eye-wash bottles for employees. If the contractor uses generators or equipment requiring fuel, fire extinguishers will be readily available where the equipment is being utilized. Any forklifts used on site will have a contracted employee spot the movements around the construction site and wear applicable safety vests and provide overwatch for pedestrians and vehicles as the forklift is driven on Federal property.

k. Contractor shall provide, possess, and utilize all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform all work safely, effectively, and timely. Tools, equipment, and PPE shall comply with OSHA Standard 29 CFR 1910 and NFPA 70/70E.

l. Contractor shall be responsible for any injury to their employees as well as for any damages to personnel or Government property that occurs during the performance of this contract that is caused by the Contractor’s fault or negligence.

m. Contractor shall ensure all paint schemes match established James A Haley Veterans Hospital color patterns on the campus (cut sheet). Any building component visible from the ground will match the existing paint scheme on campus.

n. The Contractor Safety Officer and contractor employees shall conduct daily site clean-up and ground safety walks should be conducted by the GC Superintendent on site. The sites have constant vehicle traffic 24-hrs a day. Debris left onsite will pose a safety hazard and shall be addressed immediately to ensure the safety of site personnel. The COR will work with Contractor to ensure safety is paramount.

o. Any materials brought onto Federal property must be approved and have SDS sheets on site for those products. The contractor will always maintain a binder with SDS sheets on site to verify what items are used and for safety reference. All contractor employees should have direct access to the binder to reference safety concerns. This binder is an inspection item if sites are visited by Environmental, OSHA or County inspectors.

p. Contractor shall be allowed to use approved hose bibs/water sources at the JAHVA

q. Contractor shall ensure that during a severe weather threat the contractor secures the work site for any items that have the potential to become flying or fallen debris.

r. Contractor shall ensure that JAHVA Standard of Operating Procedures (SOP) no. 138e-16 Roof

Access, Inspection and Maintenance of Local Exhaust Systems policy is adhered to. (See attachment 138e-16).

s. Contractor shall ensure that JAHVA Standard of Operating Procedures (SOP) no. 138e-13 Fall

Protection policy is adhered to. (See attachment 138e-13)

2. Contractor’s Minimum Requirement

a. The contractor shall provide a dedicated Account Manager to supervise all delivery of services per scope.

b. The contractor shall always be escorted by a VA employee during Maintenance at all facilities.

E. DELIVERABLES

The Contractor shall perform the services necessary to complete the tasks in accordance with the procedures described in a timely and professional manner, consistent with industry standards, at the location, place and time that the VA has set aside, and all in accordance with the PWS.

Contactor shall provide a copy of the inspection document used (field report) on the day of each performed inspection.

1. REPAIR COST BREAKOUT: Along with the required inspection reports, the Contractor shall provide a written detailed cost breakout to repair any deficiencies identified during the inspection and cleaning services to the Contracting Officer Representative (COR) and the Contracting Officer (CO). The cost breakout shall include all labor (category, estimated number of hours, and hourly rate) and itemized material costs. Travel expenses are not authorized. For all emergency repairs, the contractor shall immediately report and provide a cost breakout of deficiencies that are deemed critical or catastrophic to the Contracting Officer Representative (COR) and Contracting Officer. The COR and the Contracting Officer will review all cost breakouts to determine if pricing is fair and reasonable and may authorize the contractor to complete any repairs that are less than $2,500.00 with a credit card purchase order. The Government reserves the right to consolidate multiple repairs less than $2,500.00 and have repairs completed on a separate competitive construction contract. All repairs over $2,500.00 will have to be completed by a separate competitive construction contract through the Tampa Contracting Construction Team.

2. INFRARED DRONE SURVEYS: Contractor shall provide an Infrared Drone Survey.

Contractor can request to utilize a drone to conduct an Infrared Drone Survey in support of the roof inspections and surveys. Request must be submitted in writing to the Contracting Officer and the assigned Contracting Officer’s Representative (COR). Contractor must also provide written proof of qualifications/certification and at least one year’s experience in the operation of a drone. The VA Tampa Police Department must approve all drone requests.

H. PERFORMANCE MEASURES

Contractor shall follow the schedule of specific dates for the inspection and cleaning schedule for all listed buildings and location in the PWS – ATTACHMENT 1. Schedule must be submitted seven (7) calendar days after contract award notification and prior to performing contract work.

Contractor must provide an annual schedule each calendar year and contact the appropriate COR at least fourteen (14) calendar days in advance of performing maintenance.

I. PERFORMANCE HOURS

Normal workdays are Monday through Friday, First Shift: 06:00am to 16:30pm /Second Shift: 13:00pm to 11:30pm NOT to include weekends and Federal Holidays. Contractor shall perform all work during first & second shifts to NOT include weekends when possible but shall perform any work that will affect patient care systems during times that will be the least disruptive (WHEN hours) when required by the COR. Contractor shall remove all parts and debris daily from the JAHVH Campuses work site, and contractor is responsible for a complete daily clean-up and debris removals until inspections are completed. Contractor shall submit a daily report of progress on the service to the COR or authorized personnel.

1. Government normal duty hours are from 0600-1630, Monday through Friday, excluding Federal holidays. There are ELEVEN Federal Holidays as follows:

New Year’s Day January 1 Martin Luther King Day 3rd Monday in January President’s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth June 19th

Independence Day July 4 Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day November 11 Thanksgiving Day Last Thursday in November Christmas Day December 25

2. If a holiday falls on Sunday, the following Monday will be observed as the National Holiday.

When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agencies. Also, included would be any day specifically declared by the President of the United States of America as a National Holiday.

3. All work that is to be completed during Weekends, Holidays, Evenings and Nights Hours

(WHEN) hours will be done at no extra cost to the government.

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With No Sensitive Data but Requires Training

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

SECURITY INCIDENT INVESTIGATION:

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach.

Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority

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add add responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

LIQUIDATED DAMAGES FOR DATA BREACH:

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non- Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

SECURITY CONTROLS COMPLIANCE TESTING:

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

TRAINING:

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

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b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this SOW.

All Contractor, Pharmaceutical Company Representative (PCR), and Healthcare Industry Representatives (HIR) will coordinate with Contracting Officer Representative for instructions so they are in compliance with James A. Haley Veterans’ Hospital policies:

HPM NO. 90-25; JANUARY 2014; HEALTHCARE VENDOR ACCESS AND COMPETENCY

HPM NO. 132-04; DECEMBER 2012; SECURITY MANAGEMENT PROGRAM

HPM NO. 132-05; DECEMBER 2012; HOSPITAL IDENTIFICATION PROGRAM

HPM NO. 11-91; MAY 2013; PHARMACEUTICAL COMPANY REPRESENTATIVES

HIR are required to report to MSDU (Room GC-003), immediately after entering the facility. HIR will be required to sign into the monitoring system and print a badge for proper identification. . The Healthcare Industry Representatives for Nutrition and Food Services, Office of Information and Technology, and Social Work Services are in included in this policy; vendors (HIR) for Pharmacy Services are to follow (HPM 11-91) policy. HIR must be sponsored by a physician, a Service Chief, or their designee, for a specified date and a specified case. HIR are not permitted in patient care areas or clinics unless a prior appointment has been made.

Pharmaceutical Company Representative (PCR) refers to anyone acting on behalf of a pharmaceutical company or its business partners for the purpose of promoting the use of items managed under the VA formulary process. These items primarily include drugs, but to a lesser extent also include any medical supplies, nutritional supplements, and similar commodities managed under the VA formulary process.

a. Sign-In: PCRs may visit VA Medical care facilities no earlier than 8:00 a.m. and stay no later than 3:30 p.m., Monday through Friday, unless they receive prior approval from both the Chief of the Service that they will be visiting and the Chief of Pharmacy. Representatives visiting the JAHVH must sign in at the Pharmacy Administrative Office (Located in Trailer 78) and wear a visitor’s badge as well as their company’s personal name badge while in the hospital.

Vendors: Reference Hospital Memorandum Policy Number 90-25 Healthcare Vendor Access and Competency.

Contractors and/or project managers: Will be issued a PIV/ID badge in accordance with the facility PIV Policy. Contactors will contact their assigned VA Contracting Officer Representative (COR) for coordination.

Contract Personnel/Sub-Contractors: Contractors are responsible for the daily accountability and identification of all personnel assigned to their respective contract including sub-contractors.

Contractors will identify personnel using the following procedures as appropriate.

Construction Project contract personnel will report to the contractor for issuance of a temporary self-adhesive identification badge. This badge will be issued on a daily basis and must include the following information: Company name, project number, date and name of individual. Contractor will maintain a daily log of all personnel.

Contract personnel not involved in an actual construction project will report to police dispatch for issuance of a numbered badge. A driver’s license or photo ID will be required each day upon entering the facility, in exchange for the badge, and will be given back once the badge is returned to police dispatch. The contractor will provide Police Service with a list of names for all sub-contract personnel requiring access to the facility. It is the responsibility of the contractor to update the list as necessary.

NPR OPC; CBOCs and Off-site Lease facilities with VA Police staffing: As above with check-in with VA Police.

Off-site Lease facilities w/o VA Police staffing: Coordinate with COR, Administrative Officer, or Service Point of Contact.

PWS - ATTACHMENT 1, BUILDING LIST

AS OF:

09/01/22

36 38 38 38 38 38 5

NO. BLDG

NO. SQ FT LINEAR

FT PENETRATIONS TYPE ROOF ADDRESS /

COMMENTS

1 1 157500 5000 5000 TPO/Modified Bit/Gravel Build-up

2 2 16200 500 50 TPO

4 21 225 25 5 TPO

5 24 2700 300 12 METAL

6 30 36000 1800 100 TPO/Modified Bit

7 32 31500 1700 120 TPO

8 33 1800 200 2 Modified Bit

9 36 6750 500 10 TPO

10 38 189000 6000 500 TPO

11 39 28800 1700 100 TPO

12 41 15300 600 40 TPO

13 42 13500 600 12 TPO

14 52 10000 400 10 Terra Cotta Fisher House 2 15 53 13000 500 10 Terra Cotta Fisher House 1

16 54 22500 1000 50 TPO

17 56 2250 250 20 EPDM

18 63 2700 300 20 TPO

19 64 2475 275 30 Modified Bit

20 68 22500 700 20 EPDM

21 100 52000 2500 400 TPO

23 T33 2250 200 10 TPO

24 T49 1350 150 10 EPDM

25 T61 1350 150 10 TPO

26 T62 5400 300 10 EPDM

27 T73 1350 150 10 EPDM

28 T74 1350 150 10 EPDM

29 T75 1350 150 10 EPDM

30 T76 1350 150 10 EPDM

31 T77 1350 150 10 TPO

32 T78 1350 150 10 TPO

33 T80 5400 300 10 TPO

34 T81 5400 300 10 TPO

35 T82 1800 200 10 EPDM

36 T83 7650 350 10 TPO

37 T99 1350 150 10 TPO

38 BRKV 42300 3000 100 Modified Bit Brooksville VA Clinic, 14540 Cortez Blvd.

Brooksville, FL 34613

PWS - ATTACHMENT 2

DATED 09/01/22

FACILITIES MANAGEMENT & ENGINEER SERVICE STANDARD OF OPERATING

SAFETY OFFICE PROCEDURES NO. 138e-16

TAMPA, FLORIDA 33612 JULY 2016

ROOF ACCESS, INSPECTION AND MAINTENANCE

OF LOCAL EXHAUST SYSTEMS

1. PURPOSE: To establish a policy and procedures to prevent exposure to hazardous materials from local exhaust ventilation systems (Fume Hoods, Treatment Rooms, and Biological Safety Cabinets).

2. POLICY: No work shall be performed on the 3rd floor Roof of Building (1), Penthouse and the or Addition Roofs (Main Hospital), including the Ethlene Oxide (ETO) exhaust area; Building 56 Roof (P.E.T. Center), and Building 32 (Radiation Therapy Unit) - Penthouse and Roof, without prior training and/or ensuring that the local ventilation exhaust systems (hoods) have been cleared as required.

3. DELEGATON OF AUTHORITY AND RESPONSIBILITY:

a. The Facilities Management Service Supervisors and Contracting Official Representatives (COR) are responsible for ensuring that contents of this policy are communicated to those employees and private contractors who perform work on the affected roofs. Employees will receive training annually.

b. All Employees who perform work on the affected roofs must comply with this policy in its entirety.

c. Nuclear Medicine Service and Pathology & Laboratory Medicine Service are responsible for placing signage directly on hoods in their area. Service personnel are responsible for capping, and/or removing chemicals and for containing volatile radioactive materials contained in affected hoods, when notified of work to be completed on affected hood systems.

4. PROCEDURES:

a. Roof access clearance/awareness training is required for anyone who will physically be on the 3rd Floor Roof of Building (1), (South Roof Area adjacent Nuclear Medicine), the Penthouse Roof of Building (1) the OR Addition of Building (1) including the ETO exhaust area, the roof of Building 56, and the Roof/Penthouse of Building 32. This would include any employee or outside Contractor who would perform inspections or any kind of maintenance activity on the roof. At NO time, shall anyone proceed to the hood fan area on the roof without the confirmed clearances. If clearances cannot be obtained, the activity shall be rescheduled.

b. Procedures for Building (1):

(1) ETO Exhaust area on the Roof of the OR addition: Initial clearance for entry onto the roof shall be obtained by contacting the Supervisory Medical Supply Technician (SPS) (extension 7198) to verify that the ETO sterilizers are not discharging.

(2) The 3rd Floor Roof (South Roof Area Adjacent Nuclear Medicine): Initial clearance for entry onto the roof shall be obtained by contacting Nuclear Medicine Service, (extension 6673) to verify that no patient procedures involving Xenon 133 (Xe 133) are scheduled in Rooms 3B-308 or 3B-312. If (Xe 133) is in use in either room, entry onto the 3rd floor roof shall be post-poned until the patient procedures are complete, and (Xe 133) is no longer in use in either room.

(3) Penthouse Roof of Building (1): Initial clearance shall be obtained by contacting Nuclear Medicine Service (extension 6673) to verify that Iodine (I 131) is not in use in the hood in Room 3B-314. If (I 131) is in use in the hood, entry onto the Penthouse Roof shall be postponed until (I 131) is no longer in use in the hood.

(4) If Hood Shutdown Is Required: At least two (2) days in advance of the work, the Nuclear Medicine Service Office will contact the Nuclear Medicine Staff of the affected Laboratories to coordinate shut down of hood(s), and ensure the affected Nuclear Medicine Staff has been informed to remove or cap all toxic chemicals, strong fume-producing chemicals and hazardous agents and that radioactive agents must be removed or shielded while maintenance work is being completed.

c. The day the work is to be performed:

(a) The person performing the work shall sign in at the Nuclear Medicine Service Office, (Building 1, Room 3B-306), and confirm hood users have been contacted and signage has been posted.

(b) Nuclear Medicine Service, will place highly visible signs on all hoods, warning of hood status.

(c) Nuclear Medicine Service personnel will remove or cap all toxic chemicals, strong fume-producing chemicals and hazardous agents and will contain all volatile radioactive materials under hood.

d. Inspection and Maintenance of Fan Motors:

(1) A minimum of two (2) employees shall be assigned to this detail.

(2) Air purifying respirators with appropriate filter cartridges and disposable nitrile gloves shall be worn at all times. Tyvek disposable suits with hoods and foot covers shall be worn when contact with interior duct surfaces is expected. Nomex and Tyvex suites shall not be worn together. Selection of Personal Protective Equipment (PPE) will be based on the type of contaminant.

(3) After the work is completed, disposable protective clothing shall be placed in red plastic bags (for waste segregation only) for disposal. Respirator assemblies shall be thoroughly cleaned and dried in accordance with the manufacturer’s instructions and placed back in the plastic storage bag. Personal hygiene and hand washing shall be accomplished as soon as work is completed.

(4) There shall be no consumption of food, drink, and/or tobacco products during the work assignment or until personal hygiene have been completed.

(5) Rooftop activities not directly involved with the exhaust system fans shall require consultation with the Safety Office as to the need for respiratory protection, and other personal protective equipment.

e. Procedures for or Addition Roof:

(1) Roof or Addition:

(a) Initial clearance for work on the hood exhausts shall be obtained by contacting the Supervisory Medical Technician (extension 7866), at least two working days in advance of work, to determine the need to shut down hood exhaust systems.

(b) If hood shutdown is required: At least two (2) days in advance of the work, the Pathology and Laboratory Medicine Service Office will contact the staff of the affected laboratories to coordinate shut down of hood(s) and ensure the affected lab staff has been informed to remove or cap all toxic chemicals, strong fume-producing chemicals and hazardous agents and that radioactive agents must be removed or shielded while maintenance work is being completed.

(2) The day the work is to be performed:

(a) The person performing the work shall sign in at the Pathology and Laboratory Medicine Service Laboratory, (1D-196), and confirm hood users have been contacted and signage has been posted.

(b) Pathology and Laboratory Medicine Service Laboratory personnel will place highly visible signs on all hoods, warning of hood status.

(c) Pathology and Laboratory Medicine Service Laboratory personnel will remove or cap all toxic chemicals, strong fume-producing chemicals and hazardous agents and will contain all volatile radioactive materials under hood.

(3) Inspection and Maintenance of Fan Motors:

(a) A minimum of two (2) employees shall be assigned to this detail.

(b) Air purifying respirators with appropriate filter cartridges and disposable nitrile gloves shall be worn at all times. Tyvek disposable suits with hoods and foot covers shall be worn when contact with interior duct surfaces is expected. Nomex and Tyvex suites shall not be worn together. Selection of PPE will be based on the type of contaminant.

(c) After the work is completed, disposable protective clothing shall be placed in red plastic bags (for waste segregation only) for disposal. Respirator assemblies shall be thoroughly cleaned and dried in accordance with the manufacturer’s instructions and placed back in the plastic storage bag. Personal hygiene and hand washing shall be accomplished as soon as work is completed.

(d) There shall be no consumption of food, drink, and/or tobacco products during the work assignment or until personal hygiene have been completed.

(e) Rooftop activities not directly involved with the exhaust system fans shall require consultation with the Safety Office as to the need for respiratory protection and other personal protective equipment.

f. Procedures for Building 32 Penthouse/Roof: Entry to the penthouse or roof area shall limited to trained personnel. If the penthouse alarm activates, personnel must calmly leave the work area. Personnel shall contact the Radiation Protection Officer (extension 6686, cell phone 813-892-2814) prior to entry on the fenced area of the roof.

g. Procedures for Building 56 (P.E.T. Center) Roof: Entry to area shall limited to trained personnel. Prior to accessing the roof, personnel must contact the Radiation Protection Officer (extension 6686, cell phone 813- 892-2814).

h. Rooftop Exhaust Labeling Requirement: All hood exhausts on the Rooftop must be properly and clearly labeled as to chemical, Biological or radiological hazards involved.

i. Employees will receiving training annually.

5. REFERENCES: 29 CFR 1910

6. FOLLOW-UP RSPONSIBILITY: Supervisory Safety Engineer, under Facilities Management Service

(138) is responsible for updating this SOP.

7. RESCISSION: Destroyed when obsolete, rescinded, or superseded unless needed longer for reference purposes in accordance with RSC 10-1 item No. 16 (current edition).

PWS - ATTACHMENT 3

DATED 09/01/22

JAMES A. HALEY VETERANS’ HOSPITAL STANDARD OPERATING

TAMPA, FLORIDA 33612 PROCEDURES NO. 138e-13

JULY 2018

FALL PROTECTION

1. PURPOSE: This procedure establishes the process for identifying, prescribing and maintaining fall protection for Facility Management Service and Environmental Management Service (Groundkeepers) employees. Fall from heights result in severe losses. It is imperative that every employee follow safe fall protection practices.

2. POLICY: Fall hazards will be eliminated or minimalized by exceeding the Occupational Safety and Health Administration (OSHA) requirements. All fall protection equipment and materials must meet the requirements of ANSI Z359.1 and applicable ASTM standards.

3. DELEGATION OF AUTHORITY AND RESPONSIBILITY:

a. Service Chiefs are responsible for employees working on roofs, suspended platforms, on or near a walking or working surface, (horizontal and vertical) with an unprotected side or edge, that is four feet or more above a lower level, shall be protected from falling by using fall protection as described in this policy.

b. The Safety Office is responsible for the annual written assessment of the Fall Protection Program.

c. Supervisors are responsible for:

(1) Ensuring periodic surveillance shall be performed during the erection, use, and dismantling of fall protection systems for operations and maintenance work activities.

(2) Ensuring work area’s walking/working surfaces shall be determined by a qualified person.

(3) Ensure other walking/working surfaces in the work area are in accordance with 29 CFR 1926, Subpart M, 29 CFR 1910.28 and 1910.29.

(4) Ensure elevated work requiring the use of fall protection is stopped whenever inclement weather conditions are present (such as thunderstorms and high winds).

(5) Providing fall protection equipment to affected employees.

(6) Ensuring their employees receive the required training outlined in this policy.

(7) Serving in the capacity of a competent trained person after been trained.

d. Employees will be responsible for:

(1) Following all procedures established in this policy.

(2) Using conventional fall protection systems (guardrail systems, personal fall arrest systems) as directed.

(3) Properly using, storing and maintaining their fall protection equipment.

4. PROCEDURES:

a. GENERAL REQUIREMENTS: This procedure is required to identify the fall hazards and the controls used to minimize the risk of injury from those hazards. This procedure shall be used for employees using Personal Fall Arrest Systems while working on walking/working surfaces from heights four feet or more above a lower surface where guardrail systems do not exist.

(1) All employees are not only expected to, but are morally obligated, to protect themselves and their co-workers from fall hazards.

(2) Recognizing hazards and correcting existing hazards prevent fall accidents. Preventive measures include proper access, guarding, housekeeping, and special procedures. Fall protection follows recognition that a hazardous condition cannot be fully or adequately eliminated, and therefore fall arrest equipment and procedures are needed to minimize the detrimental effects of a fall once it has occurred. Fall arrest equipment consists of full-body harnesses, suspension trauma safety straps, lanyards, shock absorbers, lifelines; rope grabs, and associated hardware. Various components connected together make up a fall arrest system.

(3) A hazard analysis will be conducted on each new job, and will include all potential fall hazards and fall protection required to conduct the job safely. All hazard analysis will be updated as jobs progress and completed by the competent trained person. (See attachment A).

(4) All employees shall use personal fall arrest systems to prevent them from coming into contact with any lower level or being involved in a free fall situation greater than six feet (Maximum deceleration distance of 3.5 ft.).

(5) Competent fall protection trained personnel will determine which system (personal fall arrest system, safety nets, or guardrails) will be used by evaluating each job.

(6) The Competent trained person shall always evaluate all fall situations and develop a plan which meets the requirements of the Fall Protection Standard 29 CFR Parts 1910 Subpart D and/or 1926 Subpart M.

(7) Competent person will determine which fall protection system is most effective in each job situation and shall rely on guardrail systems and/or personal fall arrest systems to protect employees from fall hazards.

(8) All safety fall protection plans must be in place, inspected and evaluated by a competent trained person prior to work beginning.

(9) Employees, except for those installing fall protection devices, are not permitted to begin work until all systems are in place. Fall protection equipment must be installed at the earliest time possible.

Employees shall be immediately informed of any changes to the fall protection plan.

(10) Accident investigations shall be conducted according to the HPM 138-26, immediately in any situation where an employee is injured during an accidental fall. The fall protection plan for that job site shall be reevaluated at that point.

(11) All equipment must be removed from service if it is damaged, shows excessive wear, or has been involved in a fall. It is the responsibility of each employee to inspect his/her fall protection equipment before each use. It must be inspected for damage or excessive wear. (See Attachment B).

The Supervisor should keep the inspection checklist in a folder in their office. The documentation should be kept for 3 years.

(12) Always pre-plan anchorage points into the job.

b. FALL PROTECTION EQUIPMENT:

(1) All employees are required to have Suspension Trauma Safety Straps attached to their body harnesses.

(2) Employees are required to use fall protection equipment (Guardrails, PFAS, etc.) when working at any open sided platform of 4 feet in height or greater.

(3) All surfaces shall be inspected by a qualified person prior to any work beginning to ensure that it is structurally sound.

(4) Employees shall not work near unprotected sites or openings without fall protection equipment in place.

(5) Body belts shall not be permitted as personal fall protection equipment.

(6) All employees are required to inspect all hardware prior to use of Personal Fall Arrest System (PFAS). All hardware must be corrosion-resistant with smooth edges and surfaces, and have at least a minimum breaking strength of 5,000 pounds.

(7) Employees shall use double locking type snap hooks which are sized appropriately to the members which they are to be connected.

(8) All horizontal portable/temporary lifelines used shall be strictly monitored by a competent trained person. Any permanent life lines shall be installed by a qualified person. The competent trained person shall ensure that the installation and use of every lifeline maintains a safety factor of at least two.

Lifelines shall be protected from sharp edges which could cause abrasions or cuts.

(9) Only approved temporary or permanent engineered lifeline systems shall be used at this facility.

(10) Employees must only secure, Personal Fall protection equipment to a stationary object which can sustain Minimum breaking strength of 5,000 lbs. Self-retracting lifelines and lanyards that automatically limit free fall distance to 2 feet or less must have components capable of sustaining a minimum tensile load of 3,000 lbs. applied to the device with the lifeline or lanyard in the fully extended position.

(11) Fall protection equipment shall be required if permanent ladders are not in compliance with 29 CFR 1910 standards or ANSI. Note: new equipment for climbing ladders requires attachment in front.

c. GUARDRAIL SYSTEMS:

(1) All guardrail systems must be capable of withstanding an applied force of at least 200 pounds and be constructed with a smooth surface to avoid injury by tripping or lacerations.

(2) All openings in permanent guardrail systems must contain a cable or chain over the entrance to a ladder opening, or fall protection equipment must be worn.

(3) When conducting work in excavations 4 feet or greater in depth, walkways with complete guardrails must be provided over them if employees are required to cross over the excavation.

d. RESCUE PLAN:

(1) Advance Planning: Prior to any work requiring a fall-protection system, a complete and comprehensive Fall Hazard Assessment will be completed. (See attachment A).

Included in the Fall Hazard Assessment will be a section covering communications at the work site.

Employees will have some type of communication device (radio) at all times while at the work site. No work shall be conducted if not accompanied by a competent trained person (buddy team). Anytime our VA employees do elevated work that requires Personal Fall Arrest System, they will need to have the Boom Lift staged within the vicinity of work being performed to conduct rescue function until the Fire Department arrives.

(2) Communications: Whenever a personal fall arrest system is going to be used, an effective rescue plan must be in place that will ensure the prompt rescue of the worker in the event of a fall. The plan must be available at the work site before work where there is a potential for a fall. (See attachment A).

The fallen worker must be rescued safely and promptly. The word “prompt” requires that rescue be performed quickly—in time to prevent injury to the worker.