36C25525Q0499_2.docx

VA

HANDBOOK

6500.6 APPENDIX C

MARCH

12, MARCH

12, VA

HANDBOOK

6500.6

APPENDIX

C

GENERAL INFORMATION

4801 East Linwood Blvd

Kansas City MO

COUNTRY

CONTACT INFORMATION

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

POINT OF CONTACT*

Contracting Officer Laura Ferguson Laura.Ferguson@va.gov 913.758.9924

ADDITIONAL INFORMATION

DESCRIPTION

The Department of Veterans Affairs, NCO 15 Contracting Office intends to release a commercial solicitation, to provide the Veterans Health Administration, Kansas City VAMC with Contractor shall provide to the Kansas City VA Medical Center (KCVAMC) an on-site field survey consisting of identifying and creating an inventory of all equipment subject to hazardous energy control procedures as determined by 29 CFR 1910.147, 29 CFR 1910 Subpart S (OSHA’s Electrical standards), VHA Directive 1028, and KCVAMC guidelines.

This contract shall include a one-time service. The contract will be a Firm Fixed Price Contract. The North American Industry Classification System (NAICS) is 541330 (Engineering Services), with a size standard of $25.5 million.

The details, including full specifications, will be included in the solicitation, which will be released on or about Aug 15, 2025. The close date will be on or about Aug 25, 2025. The solicitation number is 36C25525Q0499.

Attention: Laura Ferguson Contract Specialist. The email address is laura.ferguson@va.gov

Presolicitation Notice Presolicitation Notice

Presolicitation Notice

STATEMENT OF WORK

FOR DEVELOPMENT OF LOCKOUT/TAGOUT (LOTO) PROCEDURES KANSAS CITY VA MEDICAL CENTER

A. BACKGROUND

1. A national response to multiple Occupational Safety and Health Administration (OSHA) citations is in effect for the entire The Department of Veterans Affairs (VA) system. The VA is striving to improve compliance with 29 CFR 1910.147 (OSHA’s Control of Hazardous Energy (Lockout/Tagout) Standard) and internal Veteran’s Health Administration (VHA) Directive 1028 (Facility Electric Power Systems). This situation affects Kansas City VA system, where the organization must revise their hazardous energy control program to be compliant with the guidance specified above. This programmatic update is urgently required to prevent staff workplace injury, eliminate risks of death, and immediately comply with applicable federal, industry, and VHA requirements.

B. SCOPE OF WORK

1. Contractor shall provide to the Kansas City VA Medical Center (KCVAMC) an on-site field survey consisting of identifying and creating an inventory of all equipment subject to hazardous energy control procedures as determined by 29 CFR 1910.147, 29 CFR 1910 Subpart S (OSHA’s Electrical standards), VHA Directive 1028, and KCVAMC guidelines.

a. Survey shall be used by certified LOTO engineers and field technicians experienced and knowledgeable of hazardous energy control processes as well as electrical, mechanical, hydraulic, pneumatic, and thermal equipment.

2. Contractor shall execute the development, authoring, and installation of energy control procedures, complete with visual references, for approximately 399 pieces of equipment provided equipment list.

3. Services shall be executed throughout all KCVAMC buildings at two campus locations (divisions):

a. Kansas City VA Medical Center 4801 Linwood Blvd. Kansas City, MO 64128

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4. Contractor shall author approximately 399 equipment specific Visual/Tagout (LOTO) procedures. All procedures should identify:

a. A specific statement of the intended use of the procedure;

b. Machine or equipment name /description;

c. Machine or equipment identification number; [entry name, EE number]

d. Machine or equipment location; (i.e. Building, room number, area name or physical description);

e. Department name / Shop;

f. All actual and potential energy hazards as defined by 29 CFR 1910.147, 29 CFR 1910 Subpart S, and industry consensus guidelines, to include but not limited to, The American National Standards Institute (ANSI);

g. Energy Type(s) and Magnitude (e.g. 480 Volts, 100 PSI etc.);

h. Energy Source(s) Location(s)

i. Specific procedural steps for shutting down, isolating, blocking and securing the machine/equipment to control the actual or potential hazardous energy;

j. Specific procedural steps for the placement, removal, and transfer of lockout or tagout devices and/or other energy control measures;

k. Specific procedural steps for relieving any stored or otherwise potential energy within the equipment;

l. Specific requirements for testing the machine/equipment to determine and verify the effectiveness of lockout devices, tag out devices, and/or other energy control measures;

m. Specific procedural steps for re-energizing equipment, which includes but is not limited to, inspecting the de-energized work area, removing lockout devices, tag out devices, and/or other energy control measures, and restoring energy to the de-energized machine/equipment, and;

n. Photos of applicable equipment items, including photos of hazardous energy control points specific to each individual procedure.

5. Contractor shall submit the authored energy control procedures to the Contracting Officer’s Representative (COR) or authorized designee to be reviewed and approved by KCVAMC subject matter experts (SMEs). Any required changes shall be made as required at no additional cost to KCVAMC prior to release for printing and installation.

6. Contractor shall print KCVAMC approved energy control procedure plaques onto UV-resistant stock, durably laminate (14mil), and securely mount onto machinery or placed in a binder for outside equipment.

7. Contractor shall provide all energy source tags for Visual LOTO Procedure step and install onto the corresponding energy isolation points identified.

8. Contractor shall provide LOTO and Confined Space procedure barcoding or QR tags linkable to software for each inventoried equipment or machine.

9. Contractor shall provide software subscription service for an automated management system designed for and capable of:

a. Cloud-based application designed for the purpose of formatting, writing, and maintaining Visual Lock-Out/Tag-Out (LOTO), Confined Space, and General Maintenance procedures.

b. Electronically tracking and conducting annual audit of Visual LOTO procedures and energy source tags as required by OSHA 1910.147.

c. Capabilities for linking Confined Space procedures and required permit documents with associated equipment specific Visual LOTO procedures as required by OSHA 1910.146.

d. Allowing access to iPad, iPhone, and Android Applications linking to Visual Lock-Out/Tag-Out (LOTO), Confined Space, and General Maintenance procedures.

e. Allowing software access to unlimited concurrent users.

f. Allowing unrestricted LOTO, Confined Space, and General Maintenance document cloud storage space.

10. Contractor shall develop and provide a labeling system (tags) to identify all energy sources required for each equipment item’s hazardous energy control and install onto the corresponding energy isolation points identified.

11. Contractor shall provide software configuration and program set-up services for approximately 399 pieces of equipment.

12. Contractor shall provide five (5) training sessions to accommodate twelve (12) LOTO program administrators and general users on software application services.

13. Contractor shall provide technical support and assistance for all components of the developed energy control procedures and software application.

14. Contractor shall provide Project Desk Binder(s) with digital copies of:

a. Equipment List.

b. Recommended Lockout Device List.

c. Inaccessible Tag List.

d. Non-laminated written hazardous energy control procedures by project location.

15. The period of performance for this service contract is 180 days.

16. This is a firm, fixed price, full-service contract to include all parts, program software, on-site technicians, procedure, and energy source tag installations. All OSHA, VHA Directives with Safety and Infection Control standards are to be adhered to prior to starting any work.

C. DELIVERABLES

1. Provide an equipment inventory for all equipment subject to energy control procedures as determined by 29 CFR 1910.147, 29 CFR 1910 Subpart S, and other industry guidance as applicable following the completion of site surveys.

2. Provide approximately 399 authored written energy control procedures for inventoried equipment per division.

3. Provide approximately 399 printed, laminated, and installed equipment-specific energy control procedures onto the corresponding equipment (approved procedures) per division.

4. Provide printed, laminated, and installed energy source tags for hazardous energy control procedure steps for all corresponding energy isolation points identified by authored procedures.

5. Provide (Project, BUILDING, DEPARTMENT) Desk Binder(s).

6. Provide digital copies of equipment list, recommended lockout device, list inaccessible tag list, visual lockout procedures, with Project Desk Binder.

D. GENERAL PERFORMANCE REQUIREMENTS

1. The Contractor shall instruct personnel that work performed under this contract, shall comply with the following procedures:

a. Upon arrival at the station, the Contractor shall check in with COR or designee(s) so that the KCVAMC will always be aware of the Contractor’s presence at the facility.

b. Contractor’s work may occur at both campuses concurrently. Notification must be made in writing to COR in advance for approval of any scheduling changes.

2. All travel costs associated with the performance of this contract are the responsibility of the Contractor and are provided at no additional cost to the Government as part of this contract. Travel costs are defined as, but are not limited to, time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification.

3. UNIFORMS

a. The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing for ready identification, and assure that every employee is always in uniform while working at KCVAMC. The uniform shall have the Contractor’s name, easily identifiable, affixed thereon in a permanent manner such as a badge or monograms.

b. The Contractor shall wear the Government provided ID BADGE “PIV” Identification Card or otherwise be escorted by a designed VHASTLHCS representative at all times.

4. SAFETY

a. The Contractor shall adhere to all OSHA, NFPA Life Safety Codes, and all other regulatory requirements.

b. In performance of this contract, the Contractor shall follow KCVAMC safety policies and standards for safe work practices and implement such safety precautions as the Safety Officer or their designee(s) may determine to be reasonably necessary to protect the lives and health of occupants of the building.

c. KCVAMC is a non-smoking facility. Contractor shall comply with this requirement.

d. Patient, employee, visitors, and Contractor personnel safety shall always be maintained . The Contractor is responsible for the occupational safety and health of his/her employees. The Contractor shall comply with all applicable OSHA safety and health standards. The Contractor shall submit to the Contracting Officer, prior to the start of the contract, the Safety Data Sheets (SDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract, and will not use, in the facility, such materials which have not been so cleared in advance with the KCVAMC. SDS for new chemicals shall be furnished concurrently with arrival of the chemical on site. The Contractor shall maintain a copy of all SDS at the chemical storage site in a location accessible to KCVAMC personnel to assure compliance with all laws and requirements regarding the “Right to Know” law.

e. The Contractor is responsible to identify, provide and maintain all personal protective equipment required to perform the duties outlined in the contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs (i.e. lockout/tag out, confined space entry, universal precautions, etc.) required performing the work. Training on required safety programs and the proper use of PPE’s shall be provided, and documentation maintained by the Contractor.

f. The Contractor shall be notified of any non-compliance with the previous provisions. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the contracting officer in writing that the condition has been corrected. If, in the opinion of the Safety Officer or designee(s) the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue and order halting of all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop work time and correcting safety hazards.

g. The Contractor shall provide after award of this contract but before notice to proceed, a detailed listing of the following information:

i. Safety program/procedures are required to be followed by the Contractor’s personnel in the performance of their duties and when such procedures are required.

ii. Listing of personal protective equipment(s) required to be utilized by the Contractor’s personnel in the performance of their duties. Also, when equipment will be required. iii. Safety Data Sheet (SDS’s) for any chemical(s) utilized by the Contractor in the performance of this contract. iv. Contractor is responsible for the supervision of all the employees while on government property. It is the Contractor’s responsibility to assure compliance with the scope of work and requirements referenced in this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility.

5. INJURY and ACCIDENT

a. Contractor shall submit to the COR, a written report to the KCVAMC within five work (5) days of any incident of a major malfunction, accident, or injury. The report shall state the cause, what and when repairs and tests were or are to be made to correct the cause of the incident.

6. QUALITY CONTROL PROGRAM

a. The Contractor shall establish a complete quality control program to assure the requirements of the contract are provided as specified. At commencement of the contract, shall submit a copy of his program to the COR, for approval. The program shall include, but not be limited to, the following:

b. An inspection system covering all the services described in the contract. A checklist used in inspecting contract performance during regularly scheduled or unscheduled inspections. The name(s) of the individual(s) who will perform the inspection.

c. The checklist shall include every area of the Contractor’s operation as well as every task required to be performed.

7. EMERGENCY TELEPHONE NUMBERS

a. The Contractor shall provide to COR cellular numbers, to summon assistance in case an emergency develops. This information shall be provided in writing to the COR, prior to the contract start date.

8. CONDUCT OF CONTRACTOR’S EMPLOYEES

a. The Contractor shall prohibit their employees from disturbing papers on desks, opening desk drawers or cabinets, or using telephones or office equipment provided for official KCVAMC use.

b. Contractor shall require his employees to comply with the instructions pertaining to conduct and other regulations called to the Contractor’s attention by the CO/COR, Federal Protective Officers, Inspectors, etc.

c. Contractor shall have use of station telephones to make business calls related to KCVAMC’s equipment. Misuse of this privilege will necessitate the need to require the Contractor to use public telephones.

d. The Contractor shall require his employees to comply with all VA rules and regulations pertaining to the conduct of his employees while on station.

e. The Contractor shall ensure that the areas they perform work are kept clean, safe and all equipment and tools belonging to the Contractor are kept secure at all times.

9. HOURS OF WORK

a. Work required in the performance of this contract shall be conducted during the hospital's regular administrative working hours, 8:00 AM 4:30 PM. If work will need to be executed beyond hospital's regular administrative working hours, notification must be made in writing to COR in advance for approval of altered or extended working hours.

10. SECURITY and PRIVACY

a. The COR is responsible for ensuring that all Contractors comply with physical security policies. COR will ensure Contractor gets required security badge. A compliant ID badge must be worn by Contractors at all times while on VA premises.

i. Contractor may not have access to the VA network or any VA sensitive information under this contract.

ii. All Contractors must receive Privacy training annually using one of the following methods:

a) Complete “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information” training by using VA’s TMS system (https://www.tms.va.gov/). Contractors may use the TMS Managed Self Enrollment method to complete the training in Talent Management System (TMS).

b) Complete the hard copy version of “VA Privacy Trainingfor Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information”.

Signed training documents must be submitted to the COR.

c) Training must be completed prior to the performance of the contract and annually thereafter. Proof of training completion must be verified and tracked by the COR.

11. MEDICAL SURVEILLANCE

a. For Tuberculosis - Review of all contract worker Tuberculosis (TB) screening requirements and options (reference VHA Directive 7715, OSHA 29 CFR 1910.134). Contractor is responsible for:

i. Providing written certification to the COR that all contract employees assigned to the worksite have had pre-placement tuberculin screening within 90 days prior to assignment to the worksite and found to have negative Tb screening reactions. ii.

The contractor will be required to show documentation to the COR for additional workers assigned after the 90-day requirement before they will be allowed to work on the work site.

iii. This testing may be two-step skin testing or IGRA such as the Quantiferon Gold Test.

iv. Contract employees manifesting positive screening reactions to the tuberculin must be examined according to current CDC guidelines prior to working on VHA property.

v. If the worker is found without evidence of active pulmonary TB, a statement documenting examination by a physician must be on file with the employer (construction contractor) noting that the

Page 1 of employee with a positive tuberculin screen test is without evidence of active TB.

b. For Influenza - Per VHA Directive 1192, all Contractors working at KCVAMC are required to show documentation of annual seasonal Influenza vaccination. Provide evidence to respective COR.

12. INVOICE and PAYMENT

a. This contract is effective from the effective for a Base Period of one (1) year and four (4) one-year renewal option periods.

i. Base Year: 399 Written Lockout Procedures and eLOTO training [2026-2027]

iv. Option Year III eLOTO training and software subscription [2029-2030]

v. Option Year IV eLOTO training and software subscription [2031-2032]

b. Invoice shall delineate work completed at respective campuses to ensure the COR designee can validate progressive performance.

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