RFI_Responses.pdf

RFI’s Submitted in Response to Solicitation: 36C25026Q0718

Annual Inspection of Energy Control Procedures: Lockout Tagout

We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services. New

If not brand new, could you please provide the current / previous contract number? N/A

Will the current LOTO procedures that need to be audited be available digitally? If so, can they be edited while on site at the machines? Should be able to. Before changing anything, it will need to be reviewed with the COR.

Can you please provide the excel sheet referenced? Attached

Is there an estimate or a "shall not exceed" number for the development of new LOTO procedures? No. Per the SOW a minimum of 672.

Can someone other than a CSP help complete the review while on site? An escort from the shops should be available.

I wanted to request the Asset List available for the Battle Creek VA Medical Center as I wasn’t able to access the embedded file through the solicitation. An Asset List is attached. Note that all assets do not need a LOTO.

Would it be possible to upload or provide the referenced Asset List as a separate, viewable attachment to the solicitation? Attached

Additionally, for pricing purposes, can the Government provide the estimated or historical average number of new machine-specific Lockout/Tagout procedures that have required development during prior annual inspections, in addition to the minimum 672 procedures identified for annual review? There have been no prior inspections. The majority of LOTO procedures were printed and attached in 2023.

The PWS requires the contractor to develop new machine-specific energy-control procedures when equipment without procedural coverage is identified, but it does not provide an anticipated quantity for this additional work. Having an estimated or historical quantity would assist offerors in developing a more accurate firm-fixed-price quotation.

To make each contractor’s quote comparable, base your proposal on 672 existing LOTO procedures plus ten new LOTO’s.

The PWS requires inspection of a minimum of 672 existing LOTO procedures annually and also requires development of new procedures when needed. Can you provide clarification on the anticipated number of new procedures that may need to be developed each year. This number cannot be predicted. A piece of equipment may be added due to a project, i.e. building renovation, expansion, building capacity, or building Service change. This is a year-to-year evaluation based on how much money is provided, from central office, for projects, repairs, and upgrades.

If available, could you please provide the estimated annual quantity or historical average of new LOTO procedures developed? N/A, see above.

Also, the PWS references the “VA Medical Center Assets List 4-7-2025.x.” Please confirm whether this document can be provided as a separate attachment. Attached.

In the SOW, an equipment list in Microsoft Excel format was said to be attached, but the file was not able to be viewed - could the government provide this document separately? Attached.

Can the government confirm that the audits performed by the contractor will only assess the LOTO procedures themselves, not VA FMS shop personnel’s ability to perform the procedures? FMS Shop personnel should be available to assist. They were available when creating all LOTO procedures.

Regarding SOW Section 2, we understand that the contractor is responsible for creating new LOTO procedures for equipment that requires them. Can the government provide an estimated ceiling/number of new procedures that are required to be developed each year? N/A

If the LOTO procedure audit identifies deficiencies in the written procedure (i.e. an equipment reconfiguration), is the contractor expected to revise such procedures and generate new placards/tags for the equipment in question? Yes

Regarding equipment tags, is the contractor responsible for providing tags for either new procedures or where tags have been identified as missing during the audit? If so, does the government require a specific material for the tags in question (plastic, brass, etc.)? Per the SOW; Contractor will develop a VA-Specific/OSHA template for the COR 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.

Note: 10-mil clear plastic. Once contract is awarded, a sample will be viewed when on station.

Can an example be provided of a procedure that we would be auditing? Attached.

Does the VA require inspection findings and LOTO procedure data to be entered into an existing VA software/database system, or is submission of the Lockout Summary Report sufficient to satisfy the certification requirement? For example, we have several clients that we have performed this service for and are working with now. Many of them use Brady 360 and have their own accounts. They just add us in as a user, which means we haven't had the need to actually purchase that membership ourselves. Does the VA already use Brady or another software? The Battle Creek VAMC does have software, but the contractor is not responsible to quote on this.