Attachment 2 Tailored Admin Safety and Health Plan DRD.pdf

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1. DRD Title

2. Current Version Date

3. DRL

Line Item No.

RFP/Contract No.

(Procurement completes)

Tailored Administrative Safety and Health Plan

04/21 (replaces 10/18 version)

4. Use:

Establishes Safety and Health Plan for Contractors providing support to JSC organizations

The Office of Primary Responsibility for this DRD is the JSC Safety and Test Operations Division. Any modifications to this DRD require approval from the Chief, Safety and Test Operations Division.

5. DRD Category: (check one) Technical Administrative X S&MA

6. References (Optional) 7. Interrelationships (e.g., with other DRDs) (Optional) OSHA CSP 03-01-005, Voluntary Protection Program (VPP): Policies and Procedures Manual JPR 1700.1 JSC Safety and Health Requirements JPR 1040.4, JSC Emergency Management Plan NPR 8621.1, NASA Procedural Requirements for Mishap and Close Call Reporting, Investigating, and Recordkeeping JPR 2310.1, JSC Knowledge Management Strategy

Frequency of Submission. Initial submission with the proposal. Upon NASA approval, the Contractor’s Safety and Health Plan becomes a Contractual Requirement.

Distribution: Send copies to each of the following:

Contracting Officer (1 electronic copy)

Contracting Officer’s Representative (1 electronic copy)

NS/Safety and Test Operations Division (1 electronic copy)

JSC Occupational Health (1 electronic copy)

JSC Emergency Preparedness Office (1 electronic copy)

Revisions to the Plan: Review the plan annually or as directed by the CO. Update the plan to meet the latest OSHA, JSC, and VPP requirements. Provide a copy of the updated plan with the changes highlighted to the distribution list above at the start of each Contract year. If no changes are required, notify the individuals in the distribution list in writing to that affect.

Other Deliverables: The plan must include instructions for submitting the deliverables in Table 1 below to the Government and represent contractual commitments by the Contractor to provide this information. Include copies to the Contracting Officer and Contracting Officer’s Representative.

Deliverable Frequency DRD ¶ Comments Identity of key safety and health personnel:

Contract Safety and Health Representative

Building Fire Wardens (Roster) Company Physician/Occupational Injury/illness case manager

Within 15 days of contract start and updated with changes

1.5 3.9.2

Include in plan or attachment to plan

Safety and Health Self Evaluation Report

Yearly by January 31 1.7 Send to Safety and Test Operations Division

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Deliverable Frequency DRD ¶ Comments Roster of Terminated Employees Yearly, 30 days after the end of the contract year

3.9.2 Send to Occupational Health

Safety Data Sheets (SDS) When you introduce a new hazardous material

1.8.1 Send to Occupational Health

See JPR 1700.1, Chapters 9.1 & 9.2

Hazardous Materials Inventory Yearly or when quantities or locations change significantly. Some products require quarterly updates

1.8.2 Send to Occupational Health

See JPR 1700.1, Chapter 9.2

Data on workplace industrial hygiene exposures

15 days after receiving results

2.2 Send to Occupational Health

Only required if corporate industrial hygiene resource are used.

Inspection results entered in Building Inspection Tracking System (BITS)

10 working days after completing inspection

2.3

On-site close calls forwarded to JSC close call tracking system

Within 3 working days of receipt

2.5 Send to Safety and Test

Operations Division Required only for contractor close call systems

Mishap reporting Immediate and follow-up as required in JPR 1700.1

2.6.1 See Chapter 2.6 of JPR

1700.1

Lessons Learned Report Enter data into the JSC LLDB or NASA LLIS:

Within 30 days of a triggering event;

Within 30 days of a program milestone, mishap investigation, or hazard or other engineering analysis / evaluation is completed; or

30 days before end of contract evaluation period or 45 days before end of contract, whichever is applicable.

2.6.2 Database entry with 1

electronic copy to the Contracting Officer’s Representative (COR)

JSC Form 288, “Statistical Information - Contractor Safety and Health Program”

Monthly by the 10th of the month

1.9 Send to JSC-Safety-Report-

Submittals <JSC-Safety- Report- Submittals@mail.nasa.gov>

Hazards recorded in System for Tracking Audits/Assessments and Reviews (STAR)

Within 5 working days of discovery

3.1, 3.10

Applies to hazards not corrected within 30 days

Interim and Final Abatement Plans Within 5 working days of discovery

3.10 Updates for hazards entered

into STAR

List of hazardous operations and processes

Submit as an appendix to the plan and update as needed

2.1

Table 1, Safety and Health Deliverables

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Format:

1. Cover page - to include as a minimum, blocks for the signatures of Contractor's project manager and designated safety official; NASA COR; JSC Safety and Test Operations Division: JSC Occupational Health: and the NASA Contracting Officer. Other signatures may be required at the discretion of the Government. Once approved by NASA, signatures will be collected and the plan placed on the contract.

2. Table of Contents. See content below.

3. Body of plan - as required. Contractor’s format is acceptable but should be aligned with the elements of the content below.

4. Objectives of the plan - The contractor is part of a larger program – the NASA safety program – which has other contracted employees, civil servants, and other third parties that must be protected from any hazard in the workplace wherever they arise. This includes the following:

a. Hazards associated with work done on the contract.

b. Hazards from near-by operations that may affect the contractor’s workers.

c. Hazards from contractual operations which may affect the safety and health of near-by individuals and assets.

5. The plan must cover the prime contractor and all subcontractors.

Details: Address the following items in your plan:

1. MANAGEMENT LEADERSHIP AND EMPLOYEE PARTICIPATION

Management and employees work together as a team to provide a safe and healthful workplace. Management and employee synergies often must work together across contractual lines.

1.1 Policy: Provide your safety and health policy statement.

1.2 Goals and Objectives. Describe your approach to developing specific annual safety and health goals and objectives to be met. Include innovative employee input systems and management approaches to increase employee participation and reduce injuries. These goals and objectives may or may not be quantifiable. Explain how you will evaluate your accomplishment of these goals and objectives.

1.3 Management Leadership. Describe how management will demonstrate its commitment to safety and health through visible management activities and fulfill its line management responsibilities for safety and health. Include a statement from the project manager indicating the plan will be implemented as approved and that the project manager will take personal responsibility for its implementation.

1.4 Employee Involvement. Describe ways non-supervisory employees from all areas of the contract will be involved in your safety and health program development, implementation and decision-making. Include methods to encourage and promote employee involvement.

1.5 Assignment of Responsibility. Describe line and staff responsibilities for safety and health program implementation. Identify any other personnel or organizations that provide safety services or exercises any form of control or assurance in these areas. As a minimum, the plan will identify the following:

1.5.1 Contract Safety Representative - identify by title, the individual who will be responsive to Center-wide safety, health and fire protection concerns and goals, and who will participate in various joint meetings, forums, and other activities related to the JSC Safety and Health program.

1.5.2 Building Fire Wardens - provide a roster of on-site fire wardens at the start of each Contract year (their names, telephone numbers and pagers, and mail codes). Fire wardens must follow requirements and training in JPR 1700.1.

1.6 Authority and accountability. Describe your approach to providing necessary authority to employees with safety and health responsibilities and holding management and employees accountable for safe and healthful performance.

1.7 Safety and Health Program Self Evaluation. Describe your approach to safety and health program evaluation. The program evaluation consists of providing a written self-evaluation report each calendar year that assesses your safety and health program effectiveness during the report period. The self-evaluation shall:

a. Assess the elements of the approved safety and health plan as a minimum.

b. Follow the VPP program evaluation report format found in OSHA CSP 03-01-005, Voluntary Protection Program (VPP): Policies and Procedures Manual, Appendix A, “Format for Annual Self-Evaluations”, as mandated by the cognizant OSHA regional office. Corporate evaluations of similar content are also acceptable.

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c. Provide copy of your annual summary of occupational injuries and illnesses (OSHA 300 and OSHA 300A) as described in Title 29, Code of Federal Regulations, Subpart 1904.5 for each establishment on and off NASA property that performs work on this Contract. If you are exempt by regulation from maintaining and publishing such logs, data equivalent to the OSHA log is acceptable.

d. Provide a list of safety-related certifications for personnel you certified per chapter 5.8 of JPR 1700.1. Provide number of current certifications and number of overdue certifications for positions listed in paragraphs 5.8.4 and

5.8.5. Only information on those positions that apply to your contract or indicate “Not Applicable” if there are no certifications on your contract.

Note: Contractors who have submitted a written self-evaluation as a VPP site may submit their original report to NASA in lieu of writing a new self-evaluation provided that all action plans and status are updated. Attach OSHA 300 and 300A and list of certifications.

Note: This self-evaluation is not the same as the Contractor performance self-evaluation but may be used for that purpose if specifically required by the contract.

1.8 Deliverables for hazardous materials. Acknowledge the following as standing requests of the Government and to be handled as described below.

1.8.1 Safety Data Sheets (SDS). Prepare or deliver SDSs for hazardous materials brought onto Government property or included in products delivered to the Government as required in chapters 9.1 and 9.2 of JPR 1700.1.

1.8.2 Hazardous Materials Inventory. Compile an inventory report of all hazardous materials it has located on Government property quarterly as required by chapter 9.2 of JPR 1700.1, and which is within the scope of 29 CFR 1910.1200, “Hazard Communication”; and Federal Standard 313 (or FED-STD-313), “Material Safety Data, Transportation Data and Disposal Data for Hazardous Materials Furnished to Government Activities”, as revised.

1.9 Submit a monthly Accident/Incident Summary Report - Accident/Incident Summary Reports as specified on JSC Form 288, “Statistical Information - Contractor Safety and Health Program” as revised. Negative reports that include exposure hours are also required.

1.10 Government Access to Safety and Health Program Documentation. Include a statement that you will make all safety and health documentation (including relevant personnel records and medical records) available for inspection or audit to Government safety and health professionals and their representatives. Electronic access by the Government to this data is acceptable as long as Privacy Act and information security requirements are met.

1.11 Procurement. Identify procedures used to assure that procurements are reviewed for safety and health compliance considerations and that subcontracts contain appropriate safety criteria and instructions. Include procedures to assure NASA safety requirements and tasks are clearly flowed down) in subcontracts and subcontractors are held accountable for safety and health performance.

2. WORKSITE ANALYSIS

Worksite analysis identifies hazards and other safety and health threats to employees and valuable assets.

2.1 Analysis of Worksite Hazards. Describe how you will:

a. Identify, rank, prioritize, and mitigate hazards related to the work on the contract, to include analysis technique.

This includes facility hazard analyses, equipment hazard analyses, operations hazard analyses, and job hazard analyses, (See chapter 2.3 of JPR 1700.1)

b. Identify hazardous operations per JPR 1700.1, chapter 5.8.

c. Evaluate changes to facilities, equipment, processes, materials and related procedures for safety and health implications.

d. Assess nearby hazardous operations not under your control for potential threats to your employees and establish controls to mitigate them.

e. Ensure that all hazards on NASA property, which are immediately dangerous to life or health, are reported immediately to the Safety and Test Operations Division.

2.2 Industrial Hygiene. Describe your industrial hygiene program and how it will be coordinated with the JSC authorities responsible for industrial hygiene at JSC-administered installations. If you use corporate resources to determine workplace exposures, provide copies of all monitoring data to JSC Occupational Health within 15 days of receipt of results.

2.3 Inspections. Describe how you will:

a. Inspect all work areas every three months, in conjunction with other scheduled inspections.

b. Record completion of inspections in the JSC Building Inspection Tracking System (BITS).

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c. Document and track inspection findings to closure (per paragraph3.11), assess the risk hazards found, and coordinate findings with area supervisors, facility managers, and JSC safety and health representatives as needed.

2.4 Personal Protective Equipment - Describe procedures for determining the need for, as well as obtaining, inspecting, and maintaining all appropriate protective equipment, as required, or reference written procedures pertaining to this subject. Include methods for keeping records.

2.5 Employee Reports of Hazards - Identify methods to encourage employees to report observed hazards and no-injury events without fear of reprisal, to include JSC’s Close Call Reporting System or an internal system with features of JSC’s system. An internal reporting system must ensure on-site close call information is provided to the JSC Closed Call Reporting System.

2.6 Mishap, Reporting, Investigation, and Data Analysis

2.6.1 Mishap Reporting and Investigation. Describe your approach to mishap notification and response, reporting, investigating, and correcting negative findings that are discovered in its investigations. See NPR 8621.1 and JPR

1700.1. Include the following key items from NPR 8621.1 and JPR 1700.1 in the plan:

2.6.1.1 Mishap Notification and Response –Describe how you will ensure prompt notification of and response to mishaps and how you will respond to such notifications. This includes initial reporting and immediate notification to the Safety and Test Operations Division, the Contracting Officer, and the COR as required in JPR 1700.1, chapter 2.6.

2.6.1.2 Mishap Investigation. Describe how you will investigate all mishaps incurred while performing contract work as required in JPR 1700.1 and NPR 8621.1. Your final report shall identify which parts of the report are proprietary for business reasons or otherwise controlled for reasons of security. The Government reserves the right to release the report as specified in NPR 8621.1.

2.6.1.3 Corrective Actions. Describe how you will provide a corrective action plan that is traceable to findings, root causes, contributing factors, and recommendations, with specific assignees and estimated completion dates.

2.6.2 Lessons Learned. Describe your approach for developing lessons learned suitable for inclusion in the JSC Lessons Learned Database per JPR 2310.1, JSC Organizational Learning Program, and consistent with the areas defined in the statement of work. Lessons learned are intended to prevent recurrence of undesirable events and involve uncommon insight arising from any event or observation that will benefit from sharing with a larger community of interested parties.

2.7 Trend Analysis – Describe your approach to performing trend analysis of data (occupational injuries and illnesses; facilities, systems, and equipment performance; maintenance findings; etc.). Discuss methods to identify and abate common causes indicated by trend analysis.

3. HAZARD PREVENTION AND CONTROL

Once hazards are identified, they must be eliminated or controlled to lessen the risk to personnel, facilities, and the work environment. This section builds on worksite analysis described in section 2.0 above.

3.1 Describe your approach to reporting, eliminating, or controlling identified hazards. In the multiple employer environment of the Center, certain hazards and corrective actions must be collected in the System for Tracking Audits/Assessments and Reviews (STAR) for risk management purposes.

3.2 Appropriate Controls. Discuss approach to consideration and selection of controls as described in chapters

3.2 and 3.5 of JPR 1700.1.

3.3 Reserved.

3.4 Written Procedures and permits for hazardous operations. Describe methods to assure that written procedures, which include appropriate hazard controls, are developed for all hazardous operations. Include how you will ensure that procedures are readily available to personnel as required to correctly perform their duties. Identify facilities, operations or tasks where hazardous operations permits will be required as specified in JPR 1700.1.

3.5 Reserved.

3.6 Reserved.

3.7 Reserved.

3.8 Reserved.

3.9 Medical (Occupational Healthcare) Program. Discuss implementation of JSC’s “Clinic First” policy when on site per JPR 1700.1, Chapter 3.6. Include return to work policies and the use of Government provided medical and emergency facilities for initial treatment of occupational injuries & illnesses. Discuss your approach to Cardiopulmonary Resuscitation (CPR), Automatic External Defibrillator (AED), and first aid.

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3.9.1 Reserved.

3.9.2 Provide information on the following personnel:

a. Company Physician/Occupational Injury/illness case manager - identify a point of contact who is responsible for the transfer or receipt of company medical data and who will be the primary contact for the company if any employee suffers a work related injury or illness by name, address, and telephone number to the JSC Clinic, mail code SD32. Promptly notify the JSC Clinic of any changes of the company physician or case manager.

b. Terminated Employees. Identify personnel terminated by the contractor. At the contractor’s discretion, the report may include personnel changes during the previous year or cumulated for all years. Information required:

Date of report, Contractor identity, and Contract number.

For each person listed, provide name, social security number, and date of termination.

Name, address, and telephone number of Contractor representative to be contacted for questions or other information.

3.10. Hazard Correction and Tracking. Discuss your system for correcting and tracking safety, health, and environmental hazards with particular emphasis on integration with JSC’s Hazard Abatement Process (found on line at https://smasp.jsc.nasa.gov/ns/ns1/SH%20%20Haz%20Process/Home.aspx). (The scope is restricted to establishments at JSC, Sonny Carter Training Facility, and Ellington Field.) This includes communicating unsafe conditions and their mitigations to employees.

3.11 Disciplinary System. Describe your system for ensuring safety and health discipline in your personnel (including subcontractors). Describe your approach to modifying personnel behaviors when personnel are exhibiting unsafe and unhealthful behavior.

3.12 Emergency Preparedness. Discuss your approach to emergency preparedness and contingency planning which addresses credible emergencies your employees may face on the contract, from contract work or from nearby operations. Address how you will protect employees and facilities, and how you will notify JSC emergency forces.

Include needed procedures, training, drills, etc. Describe how you will assure your employees know of appropriate emergency action plans. Discuss methods to communicate with and account for employees after an evacuation.

Note: The most likely emergencies you are likely to encounter at JSC are fire, medical , and weather emergencies.

4. SAFETY AND HEALTH TRAINING

Employees (including management and supervisors) must be trained on the responsibilities to protect themselves and the facilities and operations in which they work. The results of worksite analyses and hazard prevention and control feed the resulting training programs. Timely feedback from trainees is critical to ongoing improvement of training material and course content. You must make training records and materials you develop available to the Government on request.

4.1 Describe your safety and health training program. Identify responsibility for training employees to assure understanding of safe work practices, hazard recognition, and appropriate responses for protective or emergency countermeasures. Include training to meet Federal, State, and Local regulatory requirements.

4.2 Describe your approach to identifying training needs, to include training sources to meet Federal or NASA requirements. Include your approach to ensure that training is retained and practiced.

4.3 Describe your approach to training personnel in the proper use and care of personal protective equipment

(PPE).

4.4 Discuss tailoring of training toward specific audiences (management, supervisors, and employees) and topics (safety orientation for new hires, specific training for certain tasks or operations). Discuss methods to obtain feedback on the success of the training.

4.5 Reserved.