CAVHCS Contractor Safety Manual.pdf

Central Alabama Veterans Health Care System (HCS) Contractor Safety Manual

Montgomery/Tuskegee, Alabama

FORWARD

WELCOME! We’re glad to have you join our team dedicated to serving our Nations’ veterans. Your work assists us in providing the most modern, comprehensive care possible. The Safety Management Service at the Health Care System (HCS) promotes health and safety at both campuses including the clinics in Georgia and Alabama. In order to help you make your stay with us a safe one, we have prepared this Safety Manual for you to follow and to be incompliance with Occupational Safety and Health Administration (OSHA) standards, Environmental Protection Agency (EPA), Alabama Department of Environmental Management (ADEM), National Fire Protection Association (NFPA), National Electric Code (NEC) and the Joint Commission (TJC). (And, prepare you when the OSHA Compliance Officer comes out to review your work should you obtain one of the stimulus projects projected to begin at the Tuskegee Campus.) It addresses typical safety and health concerns every contractor generally encounters while performing work at HCS. Each chapter outlines the requirements of an individual aspect of the HCS Safety Program and various regulatory standards. It is not, intended to be a neither comprehensive nor exhaustive reference of all the applicable Federal, State, or local safety and health program requirements, standards, regulations, or guidelines that may affect your work at HCS. You are responsible for becoming aware of and abiding by the applicable rules, regulations, standards, codes, guidelines, and similar governing elements that may impact your work, including all Health and Safety policies, procedures, and memorandums, while working at the HCS. In all cases, the requirements of the contract and decisions of the Contracting Officer supersede any information outlined within. Each chapter is designed to assist you in forming a positive approach to job site safety and health as you design and implement your Safety Program.

WHO WE ARE

Deborah Morrison, Safety Manager - Extension 4872 (Montgomery) or 3153 (Tuskegee) Vacant, Industrial Hygienist Stan Strickland, GEMS Coordinator - Extension 2374 (Montgomery or 2837 (Tuskegee) Edward J. Burton, Safety Specialist - Extension 4878 (Montgomery) Vacant, Safety Specialist - Extension 5023 (Tuskegee) Willie E. Simpson Sr. Administrator Officer/Emergency Management Coordinator – Extension 3292 (Tuskegee) Candace Diebold-Burdette, Program Assistant – Extension 5128 (Tuskegee) Larry Foy, Fire Chief - Extension 2837 (Tuskegee) CAVHCS Fire Department - Extension 3377 (Tuskegee) (To report a Fire dial x3378 at the Tuskegee and x 4444 at the Montgomery)

OUR MISSION

We are committed of insuring and improving the health and safety of our veteran patient, visitors, staff, and the surrounding community by working to protect human, environmental health and safety and by promoting regulatory compliance.

CHAPTER 1

PROJECT SAFETY POLICY

1. Purpose: To establish policy, procedures and responsibilities to ensure that construction projects will be planned, coordinated and regularly inspected to ensure compliance with applicable fire, infection control, environmental, security, safety and occupational health regulations and policies.

2. Policy:

a. In order to protect patients, staff, visitors and contractors from safety and health hazards associated with construction activities, this policy is established for all property where construction is undertaken. This policy requires the strategies be established to control the hazards inherent in conducting construction or maintenance operations in areas that are occupied by patients, visitors or healthcare staff. These strategies include the assignment of appropriate responsibility at all levels of the organization, establishing and maintaining the necessary expertise to manage an effective construction health and safety program, applying technical guidance and best practices to assist in managing the program and providing a construction safety multi-disciplinary team to oversee and enforce the application of this policy.

VA provided or contracted construction activities must be planned and performed with care to prevent adverse impact on our patients, visitors, staff and the environment. Issues covered by this policy include NFPA Code 101, Life Safety Code (current edition), and OSHA, EPA compliance, ADEM, Centers for Disease Control (CDC) guidelines and other recognized standards. For purposes of this policy, they will collectively be referred to as “safety” issues.

b. Construction activities shall be defined to include delegated minor or non-recurring maintenance and/or stimulus projects performed by contractors or purchase and hire personnel, as well as station-level projects performed by contractors, purchase and hire personnel or station Maintenance and Operations (M&O) personnel.

The contractor shall be held solely responsible for the safety and health of their employees and shall also be held responsible to protect the health and safety of the community (patients, staff, and visitors) from unwanted effects of construction. Ensuring that a competent person (CP) that has the 30-hour OSHA certification is on the grounds during the construction and rest of the contractors has the 10-hour OSHA certification. Where necessary, the HCS CP may use regulatory agencies to help enforce contractor compliance.

c. The HCS is responsible for eliminating those safety hazards created by or within control (e.g., lock out/tag out of energized equipment, chemical/radiation exposure, infectious materials, etc.). Their representative will notify the contractor of all recognized hazards that cannot be effectively eliminated or controlled. The intention of the construction safety program is to reduce the potential for injury and illness to patients, employees and visitors that might result from unsafe construction activities; to increase the level of construction safety expertise of employees; to decrease the potential for serious OSHA violations; to provide guidelines for addressing safety related construction issues.

d. Construction Site Intervention Authority. The Safety Manager or delegated authority, Contracting Officer (CO) or Contracting Officer’s Technical Representative (COTR) have the responsibility and the authority to immediately halt construction site activities should they observe activities that places individuals in imminent danger or that may be of a serious threat to the loss of facilities or a serious threat to the environment.

3. Definitions:

a. CP (by OSHA definition). One who is capable of identifying existing or predictable hazards in the surroundings and working conditions that are unsanitary, hazardous or dangerous to employees, and who has the authorization to take prompt corrective measures to eliminate them?

b. Inspection/Risk Assessment Checklists. The checklists and risk assessment forms as attached to this document are intended to be examples and are not mandatory. Facilities Management shall ensure appropriate processes to ensure the intent is met and documented.

c. Imminent Danger. A situation exists where it could reasonably be expected to cause death or serious physical harm immediately or before the imminence of such danger can be eliminated.

d. Serious Physical Harm.

(1) Impairment of the body, in which part of the body is made functionally useless or is substantially reduced in efficiency on or off the job. Such impairment may be permanent or temporary, chronic or acute.

Injuries involving such impairment would usually require treatment by a medical doctor.

(2) Illness that could shorten life or significantly reduce physical or mental efficiency by inhibiting the normal function or part of the body.

e. Moderate Hazard. A situation exists where it could reasonably be expected to cause moderate physical harm or environmental damage requiring a report to state or local entity.

f. Moderate Physical Harm. Situations where the most serious injury or illness that would likely result from a hazardous condition cannot reasonably be predicted to cause death or serious physical harm to exposed employees, but does not have a direct immediate relationship to their safety.

g. De-minimus. A minor workplace rule violations that may have occur in the construction area that has a minor impact on the contractor, patient, visitor or staff safety.

h. Safety Staff. Staff recognized by the HCS has having specialized training or experience with OSHA regulations, life safety requirements or environmental regulations. Safety staff can include, but shall not be limited to industrial hygienists, safety specialists, safety technicians and firefighters.

i. Contractors. Contractors may be private contractors, subcontractors or vendors providing a service to contractors, and also include VA purchase and hire employees or other VA entities providing construction activities.

j. Interim Life Safety Measures (ILSM) includes the risk assessment process and mitigating measures to address life safety issues that may be a result of the construction.

k. Infection Control Risk Assessment (ICRA) is the process to determine if and when infection control measures must be assessed and enforced.

4. Responsibilities:

a. The Director is responsible for:

1) Establishing and monitoring an effective construction safety program utilizing a multidisciplinary team concept, which ensures appropriate activities such as infection control and safety risk assessments, interim life safety measures, periodic inspections and other activities are conducted.

2) Ensuring multidisciplinary participation as necessary with respect to the nature of hazards associated with the construction project(s). Participation may change as the project progresses.

3) Ensuring appropriate staff receives training in construction safety including specified construction safety 10-hour and 30-hour courses.

4) Designating a CP to oversee construction safety that has the necessary training, experience and authority to carry out the responsibilities with respect to safety and health during construction. The Designate CP is:

Chief, Engineering Service Project Engineers Safety Manager Safety Specialist GEMS Coordinator Industrial Hygienist

5) Protection of patients, visitors and employees from traumatic injury, as well as occupational and facility-associated infections.

6) Compliance with OSHA and State construction safety regulations.

7) Compliance with EPA and state environmental regulations.

8) Developing a written policy addressing the responsibilities of a multidisciplinary team concept, including processes to document inspection and risk assessment activities. Attachments to this document may be adopted, but are not mandatory if equivalent processes exist at the facility.

b. The Contracting Officer is responsible for:

1) The review of all proposed contracts to ensure the incorporation of all applicable federal and VA provisions and clauses relating to OSHA, and specific mandatory compliance with these clauses.

2) Ensuring that specifications include on-site general and sub-contractor's construction workers have completed the OSHA 10-hour construction worker course, the 30-hour construction worker course, or other relevant competency training as determined by the safety officer.

3) Keeping the COTR informed of where and when construction will be taking place, as well as the general nature of the work to be performed.

4) Notifying the contractor in writing of any noncompliance with life safety, OSHA, environmental and infection control standards, and requiring timely action.

5) The initiation of any appropriate penalties or actions as specified in the contract, should the contractor fail to take appropriate action.

6) Providing technical support to the safety staff, infection control staff and other related parties on the interpretation of contract language relative to safety requirements.

7) Ensuring that the contractor meets and documents any required safety and health inspection activities.

c. The Project Engineer is responsible for:

1) Reviewing the project design and becoming familiar with the processes a contractor will use to complete the project.

2) Performing and documenting daily work site safety and health inspections as they pertain to the welfare of patients, visitors and staff.

3) Providing timely verbal or written notification to the CO, safety office, infection control staff or other disciplines of any identified safety issues.

4) Stopping any observed construction activity immediately that may pose an imminent danger.

5) Seeking technical support from the safety or infection control staff as needed.

6) Having a thorough understanding of the types of processes, equipment and materials to be used on site.

7) Having a basic knowledge or understanding of pertinent safety and health regulations.

8) Reviewing submitted contractor documentation.

9) Notifying the safety office and others of incidents or risks that may affect the health and safety of the

HCS.

10) Providing technical assistance to the CO, safety or infection control staff relative to construction and contract requirements.

11) Coordinating the temporary shutdown of vital equipment and utilities that may impact on patient care, HCS staff or contractor safety.

12) Ensuring the security of the construction site is maintained, and that signs are clearly posted to restrict unauthorized access.

d. The Safety Office and/or Infection Control Staff are responsible for:

1) Ensuring that all construction is reviewed for safety compliance in accordance with the design review schedule, as written in the contract.

2) Ensuring safety/infection control staff participates in the pre-construction briefings and other forums to review safety responsibilities, contractor safety plans and HCS safety requirements associated with the project.

3) Performing and documenting pre-determined work site evaluations as they pertain to the welfare of the patients, visitors and staff.

4) Ensuring the CO and project manager is sent documented notification as soon as practicable, of any safety staff.

5) Delegation of authority for the safety office to immediately stop any observed construction activity that may pose an imminent danger. Such actions require an immediate notice the CO and project manager.

6) Having a general understanding of the processes, equipment and materials to be used on site.

7) Ensuring safety/infection control staff, in conjunction with the project manager, evaluates the need for ILSM and ICRA requirements.

e. The Contractor including all subcontractors is responsible for:

1) The health and safety of their employees and the protection of the work environment. All contractor and subcontractor personnel are responsible for compliance with applicable local, state, federal and HCS safety and health regulations. A qualified Contractor’s Safety Representative (CSR) (Designated competent person) shall be appointed in accordance with 29 CFR 1926.32 (f) to coordinate and implement the contractors’ job site Safety Regulations and Program with the HCS Safety Staff, the Contracting Officer’s Technical Representative (COTR) and/or the Project Engineer, as necessary. An OSHA certified “competent person” (CP) is a person who has completed the 30 hour OSHA certified construction safety training course.

This duty may fall to the Contractor’s Foreman or to an individual specifically hired to perform the function.

The Contractor will provide the Safety Manager the necessary telephone, and/or pager, and/or cellular telephone number(s) to contact the CSR 24 hours a day. Beginning January 1, 2005, all employees of general contractor or subcontractor shall have the 10 hour OSHA certified Construction Safety Course and/or other relevant competency training, as determined by the CP.

2) Providing documentation clearly showing the experience and training of the contractor's supervisory personnel, and indicating they are qualified as a competent person to properly supervise and maintain job site safety. During projects lasting greater than 30 days, the CSR will hold scheduled meetings to instruct all personnel on safety practices and job site conditions. Meeting notes and attendees will be recorded and submitted to the Safety Office and/or CO.

3) Conducting daily/weekly site safety inspections and maintaining documentation of such inspections and actions taken to abate deficiencies and unsafe conditions as required by the contract or at the request of the CO. (Note: The CO shall provide the contractor the appropriate inspection form as developed by the host facility with the contractor completing and giving the Safety Office a copy at least once a week.)

f. The CSR is responsible for:

1) Furnishing and maintaining safety equipment and enforcing the use of such equipment by all personnel.

2) Maintaining accurate injury/accident reports. All accidents must be reported to the CSR immediately, whether or not an injury or property loss has occurred. An accident investigation report must be filed using the contractors’ reporting mechanism. Accidents or incidents involving patients, personnel or property will be completed by the COTR in conjunction with the contractor and the Safety Manager using the ASISTS GUI, “Report of Accident or Incident”.

3) Ensuring that an after hour safety program is instituted when working beyond normal work hours and weekends, or if first aid station/emergency care facilities are not readily available, the CSR will designate a person who has a current first aid card to work during these hours to fulfill first aid measures, should they be required. Emergency and humanitarian first aid services (billed to the employee’s medical insurance) and services for qualified veterans may be obtained at the Emergency Department at the Montgomery Campus during operating hours. The contractor must arrange for all other medical services to include the work that is accomplished at the Tuskegee Campus. Each job site shall have a physician-approved first-aid kit; expended items shall be replaced as required.

4) Coordinating all work activities with the requirements of the Safety and Health program, including the requirements set forth in established the policies, procedures, memorandums and standard operating procedures.

5) Developing a comprehensive safety program and submitting to the Safety Office for approval prior to the commencement of work activities under the contract. At a minimum, the contractors’ safety plan shall incorporate the following programs as applicable:

A Fire Prevention Program emphasizing TJC ILSMs.

Assured equipment grounding program, including a method for assuring the safe and proper operations of all equipment brought into the facilities.

A Respirator Program Housekeeping and Scrap Waste Material Disposal and Recycling procedures that shows how much waste is being disposed and recycled on a daily basis A scaffold and ladder safety program A Hazard Communication Program A Confined Space Entry and trenching and excavation program A Lock out/Tag out program.

A Personal Protective Equipment Program A Hot Work Permit and Fire Watch Program A Hearing Conservation Program A method for informing any subcontractors of the requirements of the HCS safety program and insuring compliance with all aspects

5. Procedures:

a. Design Review.

1) The CO will make available to the safety/infection control staff, the technical plans and specifications for construction projects in accordance with the design review schedule, as written in the contract. The design review schedule will be established to afford the safety/infection control staff sufficient time to perform the review.

2) The Safety/Infection control staff will assist the project manager in identifying special safety or health training requirements that must be met by the contractor or vendor, such as pre-construction training and/or periodic training. They shall monitor the need for specialized training and shall coordinate such training with the CO or project manager.

3) The Safety Office and Infection Control Staff, in conjunction with the Project Manager, will evaluate the need for ILSMs or ICRA requirements using current TJC criteria or CDC guidelines, and implement accordingly.

b. Construction Contract Submittals. The CO and Safety staff will review the submittal list to identify those items that are key items to the HCS staff safety, patient or visitor safety and any regulatory compliance. The CO and Safety/Infection Control staff will ensure, within an agreeable timeframe, those targeted submittals are reviewed for completeness and accuracy.

c. Pre-Construction Meetings. A meeting of the CO, Safety/Infection Control Staff and contractor or subcontractors must be held prior to initiation of work to review the contractor plans to address the ILSM and ICRA measures, and to ensure everyone is familiar with their role for the following:

1) Identification of the contractor and the subcontractor CP(s).

2) Identification of local, state and federal safety and environmental regulations that are in effect and applicable during the construction; e.g., OSHA, EPA, NFPA and VA regulations, hot work permits, fire detection and suppression system disruptions, etc.

3) Review of all ILSM or ICRA requirements that apply to the phase or phases of the contract, and/or establish periodic review.

d. Construction Site Oversight and Inspections. The facility will provide site oversight and inspections to ensure the welfare of the patients, visitors, staff and /or environment.

1) Construction activities must not take place without appropriate facility oversight. The facility responsibility must be conducted by staff on duty and located on the property in which the construction activities are taking place. Should the Project Manager not be available to provide this oversight, a replacement will be designated. The replacement shall have sufficient time and ability to perform such duties, and shall have the same level of authority as the project manager of the project.

2) The Project Manager shall visit the site daily, conduct a safety/health inspection of the construction site, and document the findings. The Project Manager shall make all documents available for review by the CO, safety staff, or other regulatory agency representative. (Note: The attached inspection forms are recommendations and not mandated. Each facility may adopt alternate forms of inspection, assessment, and documentation as long as they meet the full intent.)

3) The Safety/Infection Control staff will conduct periodic construction site hazard surveillance for each project as determined by the CP, the ILSMs and ICRA reports. All documents shall be available to regulatory agency representatives upon request.

e. Construction Site Activity Intervention.

1) All work must be immediately stopped should the CO, Project Manager, Infection Control or Safety staff identify activities that could reasonably be expected to cause death or serious physical harm immediately or before the imminence of such danger can be eliminated.

2) Unresolved safety issues, including continuous and/or repetitive deficiencies that are the cumulative effect, may represent a more serious safety concern and will be brought to the attention of the CO for resolution.

a) At a minimum, the CO must notify the contractor in writing of noncompliance with life safety, OSHA, environmental and infection control standards requiring timely corrective action.

b) Repeated contractor failure to correct hazards or blatant disregard for safety and environment will not be tolerated. Lack of cooperative action by the contractor will result in increasing pressure to comply, including contact of government enforcement agencies of job safety and the environment.

f. Infection Control: Contractors must strictly adhere to infection control measures to control the generation of dust, and provide for the containment of the dust in and around patient care areas, supplies and equipment during all phases of the construction.

1) Where possible, the construction area shall be under negative pressure, ensuring there is an appreciable flow of clean air from the occupied area into the demolition/construction area.

2) Construction debris transported through the occupied portion of the buildings shall be covered, and carts will be wiped down or vacuumed to reduce the transporting of dust and contamination from construction areas to occupied areas.

3) Construction employees shall remove or cover dust-laden clothing before entering the occupied portion of the HCS when practical.

4) Carpet/sticky mats shall be placed at all construction site entrances and satisfactorily maintained so as to minimize the tracking of dust into the occupied portion of the buildings.

5) Dry sweeping of dust and debris may only be performed in a manner that does not create a dust issue in the occupied portion of the buildings.

g. Post-Construction Survey.

1) The CO, Project Manager, Safety/Infection Control staff or others shall conduct a post construction survey of the site to ensure compliance and functionality of all building components and systems. Punch lists shall be developed and tracked for completion by the Project Manager.

2) The Safety/Infection Control staff and the VISN Safety Manager shall be offered a pre-occupancy inspection for those projects deemed necessary.

Job Safety Check Sheet

Company: __________Division:____________Date:_______________Time:__________ Job Name/Location: _____________Job Number: ____________ Crew Size: _________ Type of Work: _______________Weather: ___________Temperature:______________ Inspected By: ________________________ Title: ______________________________ Inspected By: ______________________Title:_________________________________

No.

Grade 1 to 5 (5 is Best) N/A

COMMENTS –Note Improvements Needed:

A. PPE:

1. Hard hats in use by all personnel. A1 1 2 3 4 5

2. Eye protection in use by all personnel. A2 1 2 3 4 5

3. Hearing protection (engineering controls, double protection for high noise areas, rotation of employees).

A3 1 2 3 4 5

4. Proper footgear and protective clothing. A4 1 2 3 4 5

5. Fall protection in use. A5 1 2 3 4 5

6. Respirators/face masks in good condition and used as required (medical evaluation and fit test).

A6 1 2 3 4 5

B. Tools and Equipment:

1. Tools and equipment in good condition. B1 1 2 3 4 5

2. All equipment properly guarded. B2 1 2 3 4 5

3. Electrical equipment connected properly, grounded and in good condition; GFCI; automatic magnetic cut-off for woodworking tools.

B3 1 2 3 4 5

4. Air/sandblast hoses in good condition and properly wired.

B4 1 2 3 4 5

5. Compressors equipped with automatic shut-off.

B5 1 2 3 4 5

6. Ladders in good condition; tied back;

extended 3 ft. beyond landing.

B6 1 2 3 4 5

C. Scaffolding: Suspended Tubular Other (Rope Falls Not Permitted)

1. Scaffold in good repair; guardrails; toe boards and wire mesh in place.

C1 1 2 3 4 5

2. Counterweights marked with weight and in proper ratio.

C2 1 2 3 4 5

3. Scaffold tied back and tied in. C3 1 2 3 4 5

4. Passageways under scaffold blocked. C4 1 2 3 4 5 D. Hazardous Chemicals/Air Contaminants:

1. Hazard Communication Right-To-Know poster / written program on job.

D1 1 2 3 4 5

2. List of hazardous materials on job. D2 1 2 3 4 5

3. Material Safety Data Sheets. D3 1 2 3 4 5

4. Employees are familiar with program. D4 1 2 3 4 5

5. Proper containers in use with correct labels. D5 1 2 3 4 5

E. General:

1. Safe access to work area. E1 1 2 3 4 5

2. Good housekeeping and material storage. E2 1 2 3 4 5

3. Barricades/debris protection/warning signs in place.

E3 1 2 3 4 5

4. Floor and wall openings properly protected. E4 1 2 3 4 5

5. Shoring properly installed; engineer’s stamped drawings on job.

E5 1 2 3 4 5

6. Eye wash available. E6 1 2 3 4 5

7. Fire extinguisher: Good condition; current inspection tag; within 50 ft.

E7 1 2 3 4 5

8. First aid: Kit and certified employees. E8 1 2 3 4 5

9. Trucks: Safe/good condition; D.O.T.

regulation compliance.

E9 1 2 3 4 5

F. Paperwork and Other Postings:

1. OSHA poster/log. F1 1 2 3 4 5

2. Emergency phone number card. F2 1 2 3 4 5

3. Drug-Free Workplace Policy Summary and poster (if applicable).

F3 1 2 3 4 5

4. Job logs and Job Safety Check Sheets. F4 1 2 3 4 5

5. Site-Specific Safety Plan (if applicable). F5 1 2 3 4 5

CHAPTER 2

GENERAL JOBSITE SAFETY RULES

1. General Intention: Safety and health concerns are taken seriously at this HCS. Both our staff and yours are expected to strictly adhere to the regulations and requirements. This is extremely important, since we must be concerned for the safety of our American Heroes, the veterans. In this regard, OSHA Standards may protect worker safety and health, but they have minimal benefit for protecting our patients, due primarily to their medical conditions. Review this information as orientation with your personnel performing work on site.

Where the requirements as outlined in this and Section 01010 are differing, the more stringent shall apply.

2. Requirements:

a. Security:

1. Secure all construction areas, especially mechanical and electrical rooms against entry of unauthorized individuals including patients. Do not leave any rooms unsecured at any time. Do not leave any equipment around unattended, for they can be stolen and/or use as a weapon.

2. Notify the COTR for permission to work after hours and weekends. Standard work hours for the HCS are Monday–Friday, 8:00 a.m. to 4:30 p.m.

3. Concealed weapons; firearms, alcohol, drugs and similar contraband are not allowed on the property.

Individuals entering the federal installation consent to the search of their persons and vehicles without the need to show cause. Contractor employees will not perform work while under the influence of illegal drugs or while using prescription medications that will impair their ability to operate tools, use machinery or drive motor vehicles safely.

b. Key Security:

1. Only a limited number of keys will be issued to the contractor.

2. If the Contractor loses a key, all areas that are keyed to that key will be re-keyed at the Contractor’s expense at a charge of $5.00 per key and $5.00 per change. All new keys required to be issued will be completed at the Contractor's expense.

3. Ensure all doors leading to and from construction are either monitored or locked to prevent access to the area from unauthorized persons.

c. General Safety: The contractor shall be responsible for promoting and maintaining safe-working conditions at all times. The CSR shall instruct all workers with regard to performing their duties in a safe manner as possible and the hazards involved. Workers will follow all contractor safety rules and those of the HCS. The CSR shall ensure that no worker will be permitted to work in or enter a place where it is known that a dangerous condition exists, except to remove the danger, and then only under direction supervision, utilizing appropriate precautionary measures.

1. Follow all federal, state and local safety and health regulations. (Since Alabama doesn’t have a local safety and health regulations, it’s required that you follow the Federal OSHA regulations.)

2. Maintain safety in the construction site/area in accordance with the provisions of the contract that includes the OSHA Regulations; NEC 70 and NFPA 101, Life Safety Code, current edition. Work in a safe manner and take all proper precautions while performing your work. Extra precautions shall be taken when working around persons occupying the building during construction.

3. Provide PPE for your employees.

4. Post appropriate signs in specific hazardous areas.

5. Keep tools, ladders, etc., away from patients to prevent injuries. Machinery guards shall be kept in place at all times, except while being repaired, maintained, or adjusted. Unless necessary, machinery shall not be repaired while in motion, such as timing adjustments and calibration. Lock out procedure must be followed. Hammers or other striking tools and struck tools such as chisels and chipped edges, mushroomed heads, broken or spit handles shall not be used. Handles will be provided for all rat-tail files.

d. Safety Inspections: The professional Safety staff at the HCS will perform safety inspections of all contract operations. Written reports of unsafe practices or conditions will be reported to the COTR and Contracting Officer for immediate attention and resolution.

e. Fire Alarms:

1. The fire alarm system connects all buildings, and is activated by various heat, duct, manual pull stations and smoke sensors. Manual pull stations are provided at each entrance. Please survey the area in which you are working to locate the manual pull stations.

2. In the event of a fire alarm sounding, you are to remain in your area, unless personnel (Safety, Nursing or Engineering) instruct otherwise, or unless a fire situation is in your area, in which case you should immediately evacuate.

3. Any work involving the fire protection systems will require written permission to proceed from the COTR. Do not tamper with or otherwise disturb any fire alarm system components without prior written permission, to do so without written permission will result in an adverse action.

f. Hazardous Materials:

1. Many of the operations you are scheduled to perform may involve the use of hazardous materials.

Prior to locating hazardous materials on site, all Material Safety Data Sheets (MSDS) will be submitted through the COTR for evaluation by the Safety Office.

2. Storage of hazardous materials within buildings will be minimal with only enough on hand to perform daily work tasks. Flammable materials will either be removed from buildings at the end of the work shift or stored in approved flammable storage containers.

3. Care must be taken to ensure adequate ventilation to remove vapors of hazardous materials in use.

Many of the patients being cared for in the HCS are susceptible to environmental contaminants, even when odors seem minimal. You will isolate those areas where vapors are produced, and ventilate to the most extent possible to reduce the number of complaints.

g. Airborne Dust Control during Construction:

1. Generation of dust is of major concern within staff and especially in patient occupied buildings.

Where operations involve the generation of dust, all efforts will be directed at reducing airborne generated dust to the lowest level feasible. This may be accomplished by a number of methods. These include misting the area with water, or use of tools attached to high efficiency particulate air (HEPA) filtering vacuums.

Where large amounts of materials may be disturbed, resulting in airborne dust, establishment of full ceiling-to-floor plastic barriers may be required.

2. Classification of Jobs:

a. CLASS I - Includes, but is not limited to, minor disturbances involving plumbing, electrical, carpentry, ductwork and minor aesthetic improvements.

1. Mist (with water) work surfaces to control dust while cutting. Alternatively a high efficiency particulate air vacuum (HEPA) can be used by positioning the vacuum next to the equipment at the use site.

2. Tape doors for activities that produce large amounts of dust, and block off and seal air vents.

3. Cover holes/openings (penetrations), in walls, ceiling, floors or door that cannot be patched or fixed within 4 hours. Only approved fire-rated materials will be used to fill holes in fire/smoke walls and shall be inspected by the COTR and/or the Safety Staff after completion; preferably that day.

4. Comply with the OSHA regulations regarding noise and vapor containment.

5. Cleanup and disposal: Construction waste must be contained before transport using plastic bags and/or covered transport receptacle and/or cart and tape.

6. Wet mop and/or HEPA vacuum before leaving work area.

7. Place dust mats at entrance and exit of work area, and clean or change daily to prevent tracking of dust into occupied areas.

8. After work completion, remove covering from air vents.

b. CLASS II - (projects require barrier precautions) - Includes, but is not limited to, construction of new walls, construction of new rooms, major utility changes, major equipment installation, demolition of wallboards, plaster, ceramic tiles or ceiling and floor tiles, removal of windows, removal of casework, etc.

covering.

1. Same procedures as Class I - however, use of a HEPA vacuum is mandatory.

2. Construct all dust barriers before construction begins per the following instructions: For single rooms, seal door/frame with tape and plastic. The sheet should be divided vertically with a knife. Flaps should be taped on either side of the single sheet to create a flapped entrance.

3. For larger areas, install an airtight (fire retardant) plastic barrier that extends from floor to floor above the suspended ceiling, to prevent dust and debris from escaping. Seal all seams with duct tape.

Install barrier partitions to stop movement of air and debris penetrating ceiling envelopes, chases and/or ceiling spaces. Construct entrance with a double flap of plastic to prevent escape of debris; or, if elevator shafts or stairways are within the field of construction, install solid barriers.

c. Contact with Asbestos Containing Materials (ACM):

1. Due to the age of buildings, many contain ACM. Primary ACM uses in the health care system include floor tile, mastic, and piping and HVAC insulation. The HCS has performed a comprehensive asbestos survey and has identified accessible ACM. Some areas contain damaged asbestos and should not be accessed without prior abatement.

2. The most common type of ACM insulation you may encounter includes thermal system insulation (TSI) and floor tile. ACM TSI is generally covered with a cloth wrap or lagging, and the asbestos substrate generally appear white in color. Do not sand, drill, gouge or otherwise disturb this type of insulation.

Contractors disturbing or releasing asbestos containing materials will be liable for all damages and cleanup costs.

3. Where disturbance of asbestos is likely, it has been addressed in the contract for removal. If contact with the presence of asbestos is presented, stop all work in the immediate area and immediately contact the COTR to make the necessary arrangements for removal.

4. In some areas, asbestos insulation has been identified on elbows, between fiberglass piping insulation, as patching materials among the fiberglass insulation. Fiberglass insulation used in this facility is usually yellow or pink in color, wrapped either by cloth or paper lagging.

5. To protect and ensure all your employees are aware that asbestos containing materials have been used in the construction of this facility, you are required to have them review this section and complete the awareness statement.

6. A complete assessment of asbestos materials and conditions are available for viewing by contacting the GEMS Coordinator at extension 4883 (Montgomery) and 3707 (Tuskegee). Prior to performing work above any ceiling or starting in a new area, consult with the COTR concerning existing conditions of ACM.

7. Some of the areas in the facility are identified as restricted areas due to condition of ACM. These are readily labeled. Do not enter these areas unless first contacting the COTR. Entry requirements to these areas are awareness of the hazards, proper protective clothing (coveralls and respirators) and personal monitoring in accordance with OSHA requirements.

8. Submit contractor asbestos awareness statements for all persons working on the site prior to commencing work.

d. Environmental Protection:

1. It may help you to be aware of the seriousness that the environmental protection requirements of each contract are regarded. Adherence to these requirements is subject to continuing scrutiny from the community and backed by severe penalties, such as fines and incarceration. These environmental requirements will be strictly enforced.

2. No hazardous materials will be disposed of on government property. All waste will be hauled off-site or disposed in contractor owned and operated waste removal containers.

3. A copy of all waste manifests for special or hazardous wastes will be forwarded to the COTR.

Environmental requirements will be strictly enforced.

e. Permit Required Confined Spaces:

1. Contractors performing work on this facility will follow all requirements outlined in OSHA Standards for working in confined spaces. There are numerous permit required confined spaces on this facility. These spaces have been identified. Some spaces have been posted, but the majority has not due to their configuration. A complete listing of these areas is located in the Safety Office. You may request a copy from the Safety Office at the Montgomery Campus, Bldg 7, 2nd floor or the Tuskegee Campus, Bldg 68, room 63 or 57.

2. Confined spaces are areas that are large enough to be entered; have limited egress/exit potential and are not designed for permanent human occupancy. If you encounter any space that meets this definition, and if it is a suspected confined space, please contact the COTR.

3. Contractors performing work in confined spaces are responsible for compliance with all applicable standards and regulations.

f. Housekeeping:

1. Protect patients and personnel in occupied areas from the hazards of dust, noise, construction debris and material associated with a construction environment. Keep work area clear, clean and free of loose debris, construction materials and partially installed work that would create a safety hazard or interfere with personnel duties and traffic.

2. Wet mop occupied areas clean and remove any accumulation of dust/debris from cutting or drilling from any surface at the end of each workday.

3. Make every effort to keep dust and noise to a minimum at all times. Take special precautions to protect equipment from damage including excessive dust.

4. Maintain clear access to mechanical, electrical devices, equipment and main corridors. This will ensure access to existing systems in the event of an emergency.

5. Clean area of all construction debris and dust upon completion of demolition and/or renovation.

6. During construction operations, keep existing finishes protected from damage. Cover and protect all carpets during construction. Any carpets or surfaces damaged as a result of construction activities will be replaced at the contractor expense.

g. Hot Work Permits:

1. Any hot work operations including cutting, welding, thermal welding, brazing, soldering, grinding, thermal spraying, thawing pipes or any other similar activity, will require a Hot Work Permit to be obtained by the Contractor from the HCS Fire Department at the Tuskegee Campus and Safety Office/Boiler Plant at the Montgomery Campus. The Contractor will be responsible for conforming to all HCS regulations, policies and procedures concerning Hot Work Permits as outlined below:

a. Prior to the performance of hot work in patient-occupied buildings, a request for a Hot Work Permit will be made at the HCS Fire Department (extension 3377 Tuskegee Campus) and the Boiler Plant (x4897 Montgomery Campus).

b. The COTR will inspect the area and ensure that the requirements of NFPA 241 and OSHA standards have been satisfied. The Hot Work Permit will be granted and will be posted in the immediate area of the work.

c. The Hot Work Permit will apply only to the location identified on the permit. If additional areas involve hot work, additional permits must be requested.

d. Upon completion of all hot work, the COTR will be notified by the responsible individual to perform a re-inspection of the area.

2. Do not use any of the extinguishers in the health care system for standby purpose while conducting hot work. Contractors are required to supply their own Class ABC extinguishers. The HCS fire extinguishers are only to be used in the event of a fire.

h. Emergency Medical Services: Emergency medical services for stabilization purposes are available for contractors at this health care system. For medical emergencies, dial 3377 (Tuskegee Campus), 911 when inside any building. Report the nature of the emergency and location. The operator will dispatch in-house personnel or coordinate an outside emergency assistance based on the nature of the emergency.

i. Use of Government-Owned Material and Equipment: Use of Government-owned material and equipment is prohibited.

j. Superintendent Communications: At all times during the performance of this contract, the Contractors Superintendent is to be available by cellular phone. At the beginning of the contract and prior to beginning any construction, supply the COTR with the telephone number for the Superintendent.

k. Parking: Contractor employees shall be assigned a parking area during the preconstruction meeting.

l. Traffic:

1. Traffic hazards are minimal at this facility. Drivers should be particularly concerned with pedestrian traffic.

2. Seat belt use is mandatory on the station.

3. Federal police officers maintain a 24-hour patrol of the area.

m. Contractor's Trailers: Contractor's trailers shall be located at the area assigned. All utility connections to the trailer shall be installed at the contractor expense. Trailer removal is required upon completion of the contract, unless approved by the COTR to leave in place. All contractor personnel will properly display the identification badge issue to them. The CRS will keep an accurate log of the badge numbers issued to him and will be able to identify the individual employee by the badge at all times.

n. Smoking: No smoking is permitted in buildings or around hazardous areas. Any smoking inside a government building is subject to a fine without warning.

o. Fluorescent (PCB Containing) Fixtures: All fluorescent lighting fixtures being removed as part of this project are to have their ballasts removed and collected for disposal. All components of the lighting fixture are to be disposed of by the Contractor following EPA, ADEM, and DOT guidelines.

p. Road Closures: For any work requiring closure of a road or parking lot, a request for closure will be made in writing at least 5 days in advance for approval by the COTR and HCS Fire Department. Contractor-required road closures require completing a permit and forwarding to the COTR for authorization by the HCS Fire Department. Permits will be issued for no longer than 1 week. Work lasting longer than 1 week will be authorized by multiple permits.

Weekly Construction Area Safety Inspection Form

Date: _____________________ Contract Number or Description: ______________ Area or Building Name: ________________________________________________ Inspectors: __________________________________________________________

1. Please survey the work area and explain any deficiencies that you find in Section 3.

Section A – Means of Egress

YES NO N/A

1. Fire/Smoke Doors unlocked, free of obstructions?

2. Means of Egress free of obstructions and clearly marked?

Section B - Fire Alarm, Fire Detection and Fire Suppression Systems

YES NO N/A

1. Fire Alarm Pull Stations unobstructed? (If still in service)

2. Are smoke detector dust caps in use (if still in service)?

3. Contractor employee assigned to insure caps are removed at close of the work day?

4. Hot Work Permits in use?

5. Are sprinkler heads unobstructed?

6. Heat detectors installed and in service?

Section C – Housekeeping and Traffic Control

YES NO N/A

1. Trash and debris removed promptly?

2. Debris covered / dampened prior to being transported outside the construction area?

3. Floor mats and dust tack mats located at the entrance to the construction area and replaced as needed?

4. Tool & material storage neat and orderly (18” below sprinkler heads)?

5. Signs installed to restrict patient access (doors locked as needed)?

6. Dust is picked up using a shop vacuum or other dust reducing technique.

(Dry sweeping is not performed)?

7. Doors closed, sheetrock or fire resistant plastic sheeting installed to enclose wall openings?

8. Barriers are wiped down prior to being removed?

Section D - Air Handling & HVAC

YES NO N/A

1. Negative pressure, with respect to the patient occupied space, is maintained within the construction area?

2. HVAC exhausts and supply ducts are covered during demolition?

3. Construction debris chutes are not adjacent to open windows or HVAC air intakes?

4. Other (list).

Section E - Hazardous Chemicals / Conditions

YES NO N/A

1. Appropriate storage?

2. MSDS(s) posted on job site?

3. Lock Out / Tag Out procedures in place?

4. Permit Required Confined Space procedures in place?

5. Hazardous building materials, such as asbestos, have been identified and addressed?

6. Other (list).

Section F - Clothing

YES NO N/A

1. Contractor clothing are relatively dust free when performing work in a patient occupied space?

2. Contractors with dusty clothing are provided gowns and foot coverings when exiting through critical patient care areas?

3. Other (list).

2. Please explain nature of any non-compliance issues from the front:

Section I - Non-Compliance Issues Item

Deficiency Corrective Actions

Content of the above checklist is advisory and should be modified to satisfy the circumstances of the specific contract or work activity. Any modification of the checklist requires the consent of the safety and engineering staff.

Contractor/Subcontractor/Employee Notification of Asbestos Form

The HCS was constructed during a period when asbestos was commonly used in building materials.

The HCS has completed a survey for asbestos. All buildings contain some type of asbestos (i.e. steam lines, floor tiles, crawl spaces, etc.).

If you or your employee encounters suspected friable asbestos or conditions that may cause suspected asbestos to become friable, notify the COTR immediately.

When working in areas that are suspected of having asbestos, relocate employees and patients from the area until work is completed.

If there are any questions, please feel free to contact the COTR ______________________.

Thank you for your assistance.

Contractor/Subcontractor/Employee signature, please sign and date below as acknowledgement of the above information.

Employee Name…