36C25024Q0527.docx

SUBJECT*

Lockout Tagout Labeling Dayton VA Medical Center

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219

POINT OF CONTACT*

Contract Specialist Michael Riordan michael.riordan@va.gov

PLACE OF PERFORMANCE

Dayton VA Medical Center

4100 W. Third Street

Dayton OH

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

NAICS Code:

Wage Determination:

Revision Number:

Date of Revision:

238210 2015-4731 12/26/2023

Contracting Office Address Department of Veterans Affairs Network Contracting Office 10 Cincinnati VA Medical Center 3200 Vine Street Cincinnati, OH 45220 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as a request for quotations. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-04.

The associated North American Industrial Classification System (NAICS) code for this procurement is 238210, with a small business size standard of $19 million. The FSC/PSC is J042.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice The Dayton VA Medical Center requires a one-time lockout/tagout procedure and energy tag development service.

Combined Synopsis/Solicitation Notice

***STATEMENT OF WORK***

A. GENERAL

A.1 BACKGROUND:

Dayton VAMC (DVAMC) Engineering Service is seeking contractor services to maintain compliance with VHA and OSHA regulations regarding lock-out tag-out, confined spaces, and low voltage labeling.

A.2 SCOPE OF WORK

Contractor will develop facility-wide Lockout/Tagout and Confined Space Entry procedures on behalf of the DVAMC, in compliance with OSHA and prevailing Veteran’s Administration requirements. In addition, scope will include developing and installing low voltage labels on disconnects and panels throughout the complex per the requirements of VHA Directive 1028.

A summary of the scope of work and approach for this effort is as follows:

Initial Lockout/Tagout Site Visit(s) – Inspect written lockout procedures per OSHA/VA requirements and gather data necessary to create required machine- specific energy control procedures and energy identification tags.

Lockout/Tagout Procedure/Tag Development – Develop all procedures/tags required, certifying the written procedure inspection, printing/laminating and developing training materials.

Lockout/Tagout Follow-up Site Visit(s) – Install all procedures/tags, perform OSHA/VA-Required annual inspection of Authorized Employees and provide OSHA/VA-Required Lockout/Tagout Training to the Authorized Level and Lockout/Tagout database handoff.

Lockout/Tagout Training –Provide Lockout/Tagout training to the Authorized Employee level for select VA Dayton Personnel.

VA/OSHA Required Annual Inspection of Authorized Employees and Written Procedures – Be onsite to perform and certify lockout/tagout inspections in accordance with OSHA 1910.147 and VA requirements and provide a Lockout Summary Findings Report to the DVAMC that cites findings. This report will serve as certification of DVAMC’s Annual Inspection Written Procedures.

Initial Confined Space Assessments – Inspect spaces and gather data to determine whether spaces are Confined Spaces, Permit-Required Confined Space and whether or not spaces can be temporarily re-classified as Non- Permit Required Spaces.

Confined Space Entry Procedure Development – Based upon the information gathered during the inspections, develop space-specific Entry Procedures to assist personnel when entering spaces and/or reclassifying spaces.

Confined Space Follow-up Site Visit(s) – Install all Entry Procedures developed on behalf of this project.

Confined Space Training – Provide Confined Space training to review safety protocols and how workers are expected to interact with the newly developed Entry Procedures.

Relational Database Development – Provide the VA with a MS Access based relational database that will allow the VA to modify or create new procedures/tags in accordance with the newly developed Lockout/Tagout and Confined Space initiatives.

Initial Inventory of Low Voltage Electrical Equipment – Document/inventory all electrical systems requiring low-voltage warning labels per the requirements set forth in VHA Directive 1028.

Low Voltage Electrical Warning Label Development – In accordance with the requirements of VHA Directive, develop generic warning labels and install.

A.1.a. Detailed Scope

· Please refer to Appendix 1 for the details of the scope of work.

A.3 LOCATION OF SERVICES:

Dayton VA Medical Center 4100 West Third Street Dayton, OH 45428-9000

A.4 DVAMC – FURNISHED PROPERTY OR SERVICES:

DVAMC will provide maps and access as required to complete the desired scope of work, to include VA staff member as necessary for contractor access to restricted areas.

A.5 CONTRACTOR FURNISHED PROPERTY OR SERVICES:

Contractor will provide 100% of services required by this contract. Contractor will provide all necessary:

Labor and materials needed to complete work described in this SOW.

A.6 DEFINITIONS:

N/A

A.7 DOCUMENTATION:

See Appendix 1: Detailed Scope of Work for requirements regarding documentation.

A.8 TRAINING:

See Appendix 1: Detailed Scope of Work for requirements regarding training.

A.9 PATIENT CONFIDENTIALITY:

The contractor shall ensure the confidentiality of all patient information being transported and will be held liable in the event of breach of confidentiality. The contractor shall comply with the provisions of the Federal Privacy Act of 1974 (Public Law 93-579), the comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1972 (Public Law 93-282), and the Drug Abuse Office and Treatment Act of 1972 (Public Law 93-255), and any other statutes regarding confidentiality of patient information.

B. TECHNICAL APPROACH/TASK

B.1 HOURS OF OPERATION:

Monday through Friday between the hours of 7:00 a.m. to 5:00 p.m. daily.

B.2 Report for Work Daily:

Dayton VA Medical Center 4100 West Third Street Dayton, OH 45428-9000

B.3 METHODS TO BE USED:

The vendor shall use standard methods to inspect equipment and prepare documentation to include photographs of appropriate procedure to isolate all energy sources and/or stored energy.

All work shall be in conformance with State, local and/or Federal laws.

B.4 SPECIFIC REQUIREMENTS

See D.1 and Appendix 1

B.5 DELIVERABLES:

Appendix 1, All items: Items 1A-1E, 2A-2I, 3A-3C

B.6 ID BADGE:

NA

B.7 PERSONNEL:

NA

C. SPECIAL CONTRACT REQUIREMENTS

C.1 QUALITY CONTROL:

Vendor will provide demonstration of up to 10 % of SOPs to DVAMC Safety staff to ensure accuracy.

C.2 QUALITY ASSURANCE:

The government will periodically evaluate the contractor’s performance by appointing a Contracting Officers Representative (COR) to monitor the performance to ensure services are received. The COR will evaluate the contractor’s performance through review of log sheets, review of the contractor’s quality control program and receipt of complaints from DVAMC personnel.

Contractor will adhere to timeframes as outlined by VA COR to ensure work is completed with 180 days from contract start or earlier.

The completed services shall be performed in an efficient and reliable manner. The COR has the right to reject work if the work is not performed in an efficient and reliable manner with the timelines and frequencies outlined above.

Contractor to provide COR with report on service completed and condition after each inspection and within two days of said inspection.

C.3 GOVERNMENT REMEDIES:

The Contracting Officer is responsible for following Contract Terms and Conditions.

C.4 RECOGNIZED HOLIDAYS:

The contractor is not responsible to provide services on the following days but must provide frequent enough service prior to and after these holidays:

New Years Day, Martin Luther Kings Day, President’s Day, Memorial Day, Fourth of July, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas.

C.5 PERSONNEL IDENTIFICATION:

NA

C.6 PERSONNEL POLICY:

The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for their personnel:

Worker’s compensation, Professional Liability Insurance, Income tax withholding, and Social Security payments.

The parties agree that such personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.

C.7 LAWS & ORDINANCES:

The Contractor shall comply with all applicable laws, ordinances and regulations (Federal, state, city or otherwise) covering his operations under the contract.

C.8 TWO WAY RADIOS:

NA

C.9 INVOICES:

All payments shall be made in arrears upon receipt of a proper invoice. Invoices will provide the following minimum information:

Contract Number Date of Service Itemized Charges Authorizing Official

D. TECHNICAL EXHIBITS

Sample SOP form:

Appendix I: Detailed Scope of Work

PROJECT SCOPE

ITEM 1A: INSPECTION OF ENERGY CONTROL PROCEDURES & DATA GATHERING

Contractor will perform the OSHA/VA-Required inspection of Lockout/Energy-Control Procedures per the requirements of 1910.147 to document the following:

· Lockout Procedures and Tags that are in place and ensure they are accurate

· Lockout Procedures and Tags that are in place, but rendered inaccurate due to equipment reconfigurations and/or relocations or are missing

· New machines/equipment that requires Lockout Procedure and Tag coverage

(See next page) Page of

The OSHA/VA requirements for the Periodic Inspections 1910.147(c)(6) are as follows:

(i) The employer shall conduct a periodic inspection of the energy control procedure at least annually to ensure that the procedure and the requirements of this standard are being followed.

(A) The periodic inspection shall be performed by an authorized employee other than the ones(s) utilizing the energy control procedure being inspected.

(B) The periodic inspection shall be conducted to correct any deviations or inadequacies identified.

(C) Where lockout is used for energy control, the periodic inspection shall include a review, between the inspector and each authorized employee, of that employee's responsibilities under the energy control procedure being inspected.

(D) Where tagout is used for energy control, the periodic inspection shall include a review, between the inspector and each authorized and affected employee, of that employee's responsibilities under the energy control procedure being inspected, and the elements set forth in paragraph (c)(7)(ii) of this section.

(ii) The employer shall certify that the periodic inspections have been performed. The certification shall identify the machine or equipment on which the energy control procedure was being utilized, the date of the inspection, the employees included in the inspection, and the person performing the inspection.

Upon the completion of the inspection, a Lockout Summary Findings Report will be submitted to the VA that cites findings. This Report will serve as certification of VA Dayton’s Annual Inspection of Written Procedures.

During the inspection phase, Contractor will be responsible for gathering all data necessary to develop machine specific energy control procedures and associated energy identification tags for equipment throughout the VA Dayton complex.

OSHA has established the following guidelines to use in determining whether a piece of equipment requires Lockout/Energy Control Procedure coverage. The employer need not document the required procedure for a particular machine or equipment, when all of the following elements exist:

1) The machine or equipment has no potential for stored or residual energy or reaccumulation of stored energy after shutdown which could endanger employees;

2) the machine or equipment has a single energy source which can be readily identified and isolated;

3) the isolation and locking out of that energy source will completely deenergize and deactivate the machine or equipment;

4) the machine or equipment is isolated from that energy source and locked out during servicing or maintenance;

5) a single lockout device will achieve a locked-out condition;

6) the lockout device is under the exclusive control of the authorized employee performing the servicing or maintenance;

7) the servicing or maintenance does not create hazards for other employees; and

8) the employer, in utilizing this exception, has had no accidents involving the unexpected activation or reenergization of the machine or equipment during servicing or maintenance.

VA anticipates that (775) pieces of equipment will require procedural coverage with an anticipated quantity of (3,100) Energy Identification Tags. Contractor should quote based on these figures. Any additional pieces of equipment and tags must be quoted and paid for separately before work on those commences Note that there may be instances where more than one piece(s) of equipment listed as requiring coverage will be incorporated into a single procedure. As such, the total number of procedures may end up being less than (775). The following summary provides estimates from a prior site survey.

ITEM 1B: DEVELOPMENT OF LOCKOUT/TAGOUT PROCEDURES AND ENERGY IDENTIFICATION TAGS

Contractor will be responsible for the development of Lockout/Energy Control Procedures (hereafter Procedures) for the VA’s affected equipment. The Procedures will measure approximately 8.5” x 11” and only where necessary, the sizes will be modified.

Procedures will include the following information:

Equipment Manufacturer and Description Location (department and/or bay) Potentially Hazardous Energies Present Magnitudes of Energies Present Photograph of the equipment and machinery and each energy isolation point Sequential Method of Shutdown Lockout Hardware Required Method of Verification

· Release From Lockout Protocol Contractor will develop a VA-Specific template format for the VA to review and approve, this template format will be used to develop all procedures created as part of this project.

Final Procedures will be color printed laminated to 10- mil and will be installed at the respective machines main electrical panel or control panel.

ENERGY SOURCE IDENTIFICATION TAGS:

Contractor will develop Energy Identification Tags for all energy-isolating devices identified within the Procedures. These Tags will be installed at the piped energy valves and electrical disconnects referenced within the lockout procedures to assist VA’s authorized employees in locating the physical location of the isolation device(s).

A color scheme and alpha-numeric energy source isolation point protocol for the tags will be developed for VA to review and approve. This protocol will be used for all Tags developed as part of this project.

IMPORTANT NOTE: Each energy source Tag will be uniquely numbered, and no duplication of that tag number will exist for this facility (i.e.

E240, E242, E243, etc.) The Tags will be approximately 3" x 2" in size, will be 10-mil laminated, and will include verbiage that minimally identifies the specific piece of equipment, magnitude, and type of energy it is isolating

PROCEDURE VERIFICATION AND APPROVAL PROCESS

Contractor will visit VA’s sites and review the equipment to document; overall equipment configurations, types and magnitudes of energies present, method of isolation, type of isolation devices, operability of isolation devices, the method of verification, and the types of lockout hardware needed for each respective piece of equipment and energy isolating device. A review of the procedures will take place between Contractor and VA to ensure their accuracy, with back-changes made, where necessary.

PROCEDURE AND ENERGY TAG INSTALLATION

Contractor will be responsible for installing all procedures and tags developed as part of this project. Contractor may require some assistance from VA for locations at heights, will either utilize VA ladders to install these items, or VA personnel will install.

ITEM 1C: AUTHORIZED EMPLOYEE LOCKOUT/TAGOUT TRAINING

Contractor will provide Lockout/Energy Control Authorized Person Training to those persons who lock out and/or supervise those who lock out machines or equipment in order to perform servicing or maintenance. The focus of this training is to ensure that the purpose and function of the energy control program is understood by all employees and that the knowledge and skills required for the safe application, usage, and removal of the energy control devices are acquired. Contractor may allocate time/costs for 8-10 training courses to be held during the period of four days.

The course will consist of approximately 1.5 hours of classroom training followed by a Learning Assessment that will be completed individually, and then reviewed as a group.

The training will address the following items:

· Roles/Responsibilities associated to Authorized and Affected employees

· Recognition of applicable hazardous energy sources

· The type and magnitude of the energy

· The methods and means necessary for energy isolation and control

· How to read and interpret the lockout procedures developed

· Proper verification of energy isolation

· Lockout hardware effective usage.

· How to perform the OSHA-Required Annual inspection of written procedures and Authorized Persons Related Information:

· The classroom training will be provided at the referenced VA facilities, maximum class size is 20 persons

· Videotaping or recording the training will not be permitted

· Training will conclude with a brief learning assessment (quiz) for each attendee

· At the successful completion each attendee will receive a course completion certificate.

· Training would take place either during the initial data gathering phase site visit or installation site visit of the project

ITEM 1D: LOCKOUT/TAGOUT INSPECTION OF AUTHORIZED EMPLOYEES

Contractor will perform the OSHA/VA-Required Periodic Inspection of Authorized Employees at the VA’s Dayton facility. This effort will take place during the procedure/tag installation phase of the project and will be anticipated to take approximately two weeks.

The OSHA/VA requirements for the Periodic Inspections 1910.147(c)(6) are as follows:

(i) The employer shall conduct a periodic inspection of the energy control procedure at least annually to ensure that the procedure and the requirements of this standard are being followed.

(A) The periodic inspection shall be performed by an authorized employee other than the ones(s) utilizing the energy control procedure being inspected.

(B) The periodic inspection shall be conducted to correct any deviations or inadequacies identified.

(C) Where lockout is used for energy control, the periodic inspection shall include a review, between the inspector and each authorized employee, of that employee's responsibilities under the energy control procedure being inspected. Where tagout is used for energy control, the periodic inspection shall include a review, between the inspector and each authorized and affected employee, of that employee's responsibilities under the energy control procedure being inspected, and the elements set forth in paragraph (c)(7)(ii) of this section.

(ii) The employer shall certify that the periodic inspections have been performed. The certification shall identify the machine or equipment on which the energy control procedure was being utilized, the date of the inspection, the employees included in the inspection, and the person performing the inspection.

Contractor will perform the Authorized Employee inspections to ensure the authorized employee’s usage and understanding of The VA’s Lockout/Tagout Procedures and Energy Tags. This inspection will include a review, between the Contractor Inspector and the Authorized Employee, of that employee's responsibilities under the energy control procedure being inspected. The focus of these inspections is to correct any deviations or inadequacies found. Contractor anticipates that ~70 Authorized Employees can be inspected via group settings.

As part of this inspection process, Contractor will first categorize the machines and pieces of equipment by similar types1 and then inspect a representative number of authorized employees2

1 Machines and/or equipment with the same type and magnitude of hazardous energy and which have the same or similar type of controls will be grouped and inspected by the type of procedure. This is allowed if all of the procedures in the grouping are the same or similar: Intended machine/equipment use; Procedural steps for shutting down, isolating, blocking, and securing machines or equipment; Procedural steps for the placement, removal, and transfer of the lockout or tagout devices and the responsibility for them; and Requirements for testing a machine or equipment to determine and verify the effectiveness of lockout/tagout devices and other control measures. This approach is acceptable, as long as the sampling reasonably reflects plant servicing and/or maintenance operations and hazardous energy control practices for the procedure being inspected. (Excerpted from OSHA Letter of Interpretation 03/09/2004 - Lock out/Tag out periodic inspection requirements.)

2 The inspector does not have to observe and talk with every authorized employee implementing the energy control procedure (during the inspection process) on the machine/equipment on which he or she is authorized to perform servicing/maintenance in order to meet these review requirements. Rather, the inspector performing the inspection may observe and talk with a representative number of such employees implementing the procedure in order to obtain a reasonable reflection of the servicing or maintenance work practices being evaluated. However, Contractor will need to perform a subsequent review with all of the other employees who are reasonably expected to implement the procedure during the year. Group meetings may be the most effective way to meet the review requirements. (Excerpted from OSHA Letter of Interpretation 03/09/2004 - Lock out/Tag out periodic inspection requirements.)

implementing these procedures within each category (Contractor and The VA will work together to determine those to be interviewed). Contractor will work to VA to ensure that the persons selected be minimally of the following make- up; relatively new hires, persons responsible for many types of machines, persons who have been employed at the VA for a number of years and persons that have been found not to be performing lockout/tagout protocols appropriately. This approach will ensure that the persons most likely to have deficiencies are interviewed. Contractor should include the time and cost to interview up to a total of (50-75) Authorized Employees, assuming that groups of employees will be made available.

Contractor will certify that the periodic inspections have been performed. The certification will identify the machine or equipment on which the energy control procedure was being utilized, the date of the inspection, the employees included in the inspection, the person performing the inspection, and notes on any deficiencies and or areas of improvements that need to be made.

ITEM 1E: MICROSOFT ACCESS-BASED LOCKOUT/TAGOUT RELATIONAL DATABASE

Contractor will provide the VA with a Microsoft Access based relational database (SafeTware Lockout Database or equivalent) that allows for the data entry and development of Lockout Energy Control Procedures/Tags. The database will be turned over to the respective facility upon completion of the project and will be populated with all procedures and energy tags developed. The information from these existing procedures can be copied into new procedures to allow for more efficient procedure creation.

This database has many pull-down menus and built in reports/forms that allow for data-entry to be simple and copied from machine to machine, thus cutting down on data-entry and modification time as well as ensuring consistency across facilities.

A user manual will be provided with the database that provides step-by-step instruction on its use. On the next page are some example screenshots of the database forms, menus and reports which Contractor will be expected to provide identical or equivalent functionality to.

Main Start Menu Facility Select or Enter New Facility Screen

Equipment Listing – Lists all the equipment that has a lockout procedure created or in process. On this screen the user would add all basic machine information including Uniqu Machine Number, Location, P&ID Drawing #, Equipment Name, Procedure Status, Photo reference file (this will be the main photo that shows on the procedure). Creation Dates, Revision Numbers, and any additional notes they may want to include.

Lockout Procedure Data Entry – Has built in pull down menus for Lockout Hardware, Isolation Procedure, and Verification to allow for quick easy data entry and the ability to add information to these pulldown menus as needed

Energy Source/Tag Listing – Allows for the complete listing of all energy source isolation points (lockout points) included within the database. The user can copy and paste the entire energy source line item into a new procedure from this screen.

Proposed

Professional

Safety

Services

Lockout Hardware Lists

Lockout Procedure Can be printed from database and/or PDF files created for archiving.

Lockouut Procedure Reports/Lists Lists all procedures contained within database includes notes, dates, rev, status and other information

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Energy Tags – Energy Tags can be printed from database for laminating and installing at the energy isolation point

Microsoft Access-Based Lockout Database Operational Parameters and User Agreement:

· VA will acquire and maintain the Microsoft Access software needed to run this database.

· Database can only be used by one person at one-time and will be password protected. Each user would need to have the Microsoft Access software loaded onto the PC workstation.

· All photo editing must be done using other software or methods, the database merely looks for the necessary photo/image file. Photo/image files cannot be edited within the database. Photo/image files supported include (bmp, jpg, tif, png and wmf).

· This database can be moved in its entirety from computer to computer but having multiple active copies of this database is not permitted. Creating back-up copies for archiving purposes is allowed.

· Users will have the ability to make changes to any and all existing Lockout Procedures, Pull-Down Menus, Color Codes for Tags, etc. as well as create new Lockout Procedures and Energy Tags.

· Modification of the following elements is not permitted per this proposal/agreement unless specified otherwise:

· Design changes to the tables, forms, queries, reports, macros, or modules

· Access Options - Current Database elements

ITEM 2A: PERMIT-REQUIRED CONFINED SPACE (PRCS) ASSESSMENTS

Contractor will be responsible for reviewing existing facility drawings and visiting the VA Dayton site to inspect and document particulars associated with confined spaces entered by VA workers and contractors as follows:

· Perform a Confined Space Assessment in accordance with ANSI Z117.1 Safety Requirements for Confined Spaces along with 29 CFR 1910.146, OSHA's Permit-required Confined Space Standard, to determine which spaces should be designated as Permit Required Confined Spaces. As a part of this process, Contractor will take into consideration any VA safety requirements, contractor protocols, etc. Note that as a part of this facet of the project, it will be necessary to have a VA representative available to assist with access to restricted areas and provide details regarding potential contents of spaces that might not be able to determine remotely (i.e. inter-related duct connections, mechanical components, etc.)

· Review our findings and compare those to the spaces currently identified as Permit-Required within the facilities

· Determine level and means of confined space identification (i.e. signage, workplace warnings, etc.) and cite where improvements may be needed.

· Provide the VA with an Executive Summary Report (ESR) that details information gathered, proposed program enhancements, action items, etc.

· Currently we are estimating a minimum of 150 spaces will be evaluated as a part of this project.

· The following form will be utilized to documents spaces evaluated as a part of this project:

ITEM 2B: REVIEW OF ASSESSMENT FINDINGS AND WRITTEN PRCS PROGRAM

· Hold a breakout meeting with select VA representatives to discuss initial findings of the Executive Summary Report. This will allow for an exchange of ideas regarding how spaces are accessed and for what purpose, how contractors gain access to pertinent information, space identification methods, rescue provisions, etc. This meeting will set the tone for the development of Entry Procedures in the next phase of the project.

· Based upon the information discussed during the breakout meeting, Contractor will make recommendations, and make subsequent adjustments to the VA’s written PRCS program to reflect the findings and space classifications determined as a result of the PRCS Assessments.

ITEM 2C: PRCS INVENTORY REPORT

· A PRCS Inventory Report will be developed that details, at a minimum, the following information:

· Unique Space ID # (as assigned by Contractor/VA)

· Description of Space

· Location Space (i.e. Building, Area, Room/Floor, etc.)

· Signage/ID Location(s)

· What attributes make the space a Confined Space (Non-Permit Required)

· If a Confined Space, what additional characteristics make the space a PERMIT-REQUIRED Confined Space

· Whether the space can be temporarily Reclassified from a PERMIT-REQUIRED to a Non- Permit Required Confined Space

· The PRCS Inventory Report will provide easily accessible space details that correspond with the signage found in the workplace. Additional space-specific information associated with entering the space will be included within the Entry Procedures (see next).

· The PRCS Inventory Report can be provided in PDF format and could be downloaded on to any smart- phone, tablet, cloud server, etc. for ease of access in the field.

ITEM 2D: PRCS ENTRY PROCEDURE DEVELOPMENT

· Contractor will develop space-specific Entry Procedures that detail the steps that will need to be taken prior to entry into a Permit-Required Confined Space. Some of the details contained within the Entry Procedures will include:

· Photographs of space and isolation points/access points

· Specific Hazards of space that make it a Permit-Required Confined Space

· Determination if space can be re-classified as Non-Permit-Required

· Methodology to reclassify space or control hazards

· Air monitoring and ventilation requirements

· Lockout/Energy Control Points

· Dissipation of stored, thermal or other potentially hazardous energy

· Acceptable entry conditions

· Personal Protective Equipment Requirements

· Contact VA Phone Numbers

· Contractor Requirements (Pre-Entry, Entry, Post-Entry)

· An estimated minimum of 150 Entry Procedures will be evaluated as a part of this effort.

ENTRY PROCEDURE PRINTING/LAMINATION

Contractor will color print and laminate to a 10 mil thickness all procedures created as part of this project. Only where necessary (due to heat or other environmental conditions) will an alternative to the 10 mil lamination be utilized. An electronic PDF copy of these procedures will also be provided to the VA.

ITEM 2E: ENTRY PROCEDURE INSTALLATION

Contractor will be responsible for installing all PRCS Entry Procedures generated as a part of this effort. Contractor will install all procedures adjacent to each respective space. If spaces aren’t conducive to procedure installation, binders will be provided with procedures that can be located in strategic locations that can be referenced on signage. If additional costs are required they must be quoted and paid separately before any of that additional work proceeds.

ITEM 2F: CONFINED SPACE EQUIPMENT LABELING RECOMMENDATIONS

During the PRCS Assessment, Contractor will note where there are areas (i.e. Equipment, Entry Points, etc.) where Contractor recommends that PRCS workplace warnings (adhesive labels, stenciled/painted warnings, etc.) be installed to alert VA employees and/or contractors of specific space requirements. The previously discussed Executive Summary Report will include these recommendations and based upon the VA’s feedback, will procure and install labels. The following examples illustrates labels that might be considered by the VA:

· An estimated ~300-350 labels will be required for this effort.

ITEM 2G: LABEL INSTALLATION

Contractor will be responsible for installing all Labels generated as a part of this effort.

ITEM 2H: CONFINED SPACE TRAINING

Contractor will be responsible for providing a Permit-Required Confined Space Entry training course for a maximum of fifteen people per course. Attendees will receive a course manual and course completion certificate.

Topics covered as part of this training includes the following:

· Hazards that may be faced during entry, including information on the mode, signs or symptoms, and consequences of the exposure;

· Proper use of equipment as required for safe entry and exit

· Methods to check that the appropriate entries have been made on the permit, that all tests specified by the permit have been conducted and that all procedures and equipment specified by the permit are in place before endorsing the permit and allowing entry to begin;

· Process to terminate the entry and cancel the permit

· Proper communication and rescue service requirements and the means for summoning them

· How to ensure entry operations remain consistent with terms of the entry permit and that acceptable entry conditions are maintained.

· Review of the confined spaces identified as PRCS at the VA campus.

Training Assumptions

· VA will be responsible for providing the training room.

· Video/Audio recording of training is prohibited.

· Max of 20 attendees in any one course

ITEM 2I: CONFINED SPACE RELATIONAL DATABASE

Contractor will provide the VA with an MS Access based relational database that is populated with all PRCS Inventories and Entry Procedures developed as a part of this effort. This database will have similar functionality to the database Contractor provides to the VA for Lockout/Tagout procedure/energy tag development.

ITEM 3A: INVENTORY OF LOW-VOLTAGE ELECTRICAL SYSTEMS

Contractor will be responsible for documenting all low-voltage systems (i.e. breaker panels, disconnect switches, etc.) that require labelling per VHA Directive 1028. More specifically, Item 7C stipulates “Labelling Low Incident Energy Devices. Electrical devices or equipment, such as disconnect switches and small electrical enclosures may be assumed to have negligible arc flash risk if energized by circuits meeting the appropriate exception(s) put forth in the current edition of IEEE 1584.

(1) Labels shall include verbiage such as “Exempt from Arc Flash Risk Assessment IAW IEEE 1584,” the voltage and the corresponding PPE for the shock hazard (e.g., Class 00 Gloves).

(2) Electrical devices, equipment, and appurtenances within the specifications for the IEEE 1584 exclusion and for which the amperage and voltage are apparent based on physical appearance; arc-flash warning labels are not required. Examples of devices not requiring labels include 110v-receptacles, light switches, grounding points, thermostats, and light fixtures.

Additionally, as a part of this item, Contractor will verify the security of equipment evaluated as a part of this effort per Directive 1028 Section 7D which states “Securing Electrical Equipment. Electrical equipment must be secured to ensure access is limited to qualified persons. For example, electrical panels located in corridors or other public areas are to be locked, rooms housing electrical equipment must be locked. Where non-secured equipment is discovered, Contractor will notify the VA of particulars so appropriate corrective actions can be taken.

ITEM 3B: DEVELOP LOW-VOLTAGE WARNING LABELS

Contractor will work with the VA to develop warning labels per the requirements of VHA Directive 1028. Once label design is determined, Contractor will print adhesive labels in quantities sufficient to cover equipment inventoried in the previous item. Contractor may quote an initial quantity of 500 labels that will be required, and associated costs, however the actual quantity of labels that will be required will not be known until completion of the initial data gathering and inventorying. Once the inventory is determined, any costs above 500 labels must be quoted and paid for separately before work begins on the additional labels.

ITEM 3C: INSTALLATION OF LOW-VOLTAGE WARNING LABELS

Contractor will be responsible for installing all electrical warning labels developed as a part of this project.

All interested companies shall provide quotations for the following:

Supplies/Services

Total Contract Price

The period of performance is May 13, 2024, through December 31, 2024.

The full text of FAR provisions or clauses may be accessed electronically at:

FAR | Acquisition.GOV The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (NOV 2021)

· FAR 52.204-13, “System for Award Management Maintenance” (OCT 2018)

· FAR 52.204-18, “Commercial and Government Entity Code Maintenance” (AUG 202)

· FAR 52.217-8, “Option to Extend Services” (NOV 1999)

· FAR 52.217-9, “Option to Extend the Term of the Contract” (MAR 2000)

· FAR 52.232-40, “Providing Accelerated Payments to Small Business Subcontractors” (NOV 2021)

· FAR 52.237-2, “Protection of Government Buildings, Equipment, and Vegetation” (APR 1984)

· VAAR 852.203-70, “Commercial Advertising” (MAY 2018)

· VAAR 852.232-72, “Electronic Submission of Payment Requests” (NOV 2018)

· VAAR 852.215-70, “Service-Disabled Veteran Owned Small Business Evaluation Factors” (OCT 2019)

· VAAR 852.219-75, “VA Notice of Limitations on Subcontracting – Certificate for Services and Construction” (NOV 2022) (Attached with Fill-ins)

The following subparagraphs of FAR 52.212-5 are applicable:

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E. Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kapersky Lab and Other Covered Entities (NOV 2021) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance or Equipment (NOV 2021) (Section 1634 of Pub. L. 115-91).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

(5) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

(6) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77 and 108-78) (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

· FAR 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020)

· FAR 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021)

· FAR 52.219-28, Post Award Small Business Program Representation (SEP 2021) (15 U.S.C. 632(a)(2))

· FAR 52.222-21, Prohibition of Segregated Facilities (APR 2015)

· FAR 52.222-26, Equal Opportunity (SEPT 2016)

· FAR 52.222-35, Equal Opportunity for Veterans (JUN 2020)

· FAR 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2020)

· FAR 52.222-37, Employment Reports on Veterans (JUN 2020)

· FAR 52.222-50, Combating Trafficking in Persons (NOV 2021)

· FAR 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513)

· FAR 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021)

· FAR 52.232-33, Payment by Electronic Funds Transfer—System for Award Management (OCT 2018)

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

· FAR 52.222-41, Service Contract Labor Standards (Aug 2018)

· FAR 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67).

· FAR 52.222.55, Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022)

· FAR 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2022)

(d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records - Negotiation.

(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract.

(2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved.

(3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law.

(e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial products and commercial services. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause—

(i) 52.203-13, Contractor Code of Business Ethics and Conduct (NOV 2021) (41 U.S.C. 3509).

(ii) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, or the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(iii) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (NOV 2021) (Section 1634 of Pub. L. 115-91).

(iv) 52.204-25, Prohibition on Contracting for Certain Telecommunication and Video Surveillance Services or Equipment. (NOV 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(v) 52.219-8, Utilization of Small Business Concerns (OCT 2018) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds the applicable threshold specified in FAR 19.702(a) on the date of subcontract award, the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities.

(vi) 52.222-21, Prohibition of Segregated Facilities (APR 2015)

(vii) 52.222-26, Equal Opportunity (SEP 2016) (E.O. 11246).

(viii) 52.222-35, Equal Opportunity for Veterans (JUN 2020) (38 U.S.C. 4212).

(ix) 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793).

(x) 52.222-37, Employment Reports on Veterans (JUN 2020) (38 U.S.C. 4212)

(xi) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496). Flow down required in accordance with paragraph (f) of FAR clause 52.222-40.

(xii) 52.222-41, Service Contract Labor Standards (AUG 2018), (41 U.S.C. chapter 67).

(xii) (A) 52.222-50, Combating Trafficking in Persons (NOV 2021) (22 U.S.C. chapter 78 and E.O. 13627).

(B) Alternate I (MAR 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627).

(xiv) 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment – Requirements (MAY 2014) (41 U.S.C. chapter 67).

(xv) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services – Requirements (MAY 2014) (41 U.S.C. chapter 67).

(xvi) 52.222-54, Employment Eligibility Verification (NOV 2021) (E.O. 12989).

(xvii) 52.222-55, Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022).

(xviii) 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2022) (E.O. 13706).

(xix) (A) 52.224-3, Privacy Training (JAN 2017) (5 U.S.C. 552a).

(B) Alternate I (JAN 2017) of 52.224-3.

(xx) 52.225-26, Contractors Performing Private Security Functions Outside the United States (OCT 2016) (Section 862, as amended, of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. 2302 Note)

(xxi) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (JUN 2020) (42 U.S.C. 1792). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6.

(xxii) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (NOV 2021) (46 U.S.C. 55305 and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64.

(2) While not required, the Contractor may include in its subcontracts for commercial products and commercial services a minimal number of additional clauses necessary to satisfy its contractual obligations.

The following solicitation provisions apply to this acquisition:

· FAR 52.212-1, “Instructions to Offerors–Commercial Items” (NOV 2021)

· FAR 52.204-7, “System for Award Management” (OCT 2018)

· FAR 52.204-16, “Commercial and Government Entity Code Reporting” (AUG 2020)

· FAR 52.237-1, “Site Visit” (APR 1984)

· FAR 52.212-2, “Evaluation – Commercial Items” (NOV 2021)

· FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items” (NOV 2021)

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at SAM.gov | Home in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

All quotes shall be sent to electronically to Michael Riordan at michael.riordan@va.gov.

Evaluation Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation, but is not required to do so.