DRAFT SOW - JHA Standardization.pdf

STATEMENT OF WORK

OFPM Job Hazard Analysis (JHA) Benchmark Assessment and Standardization Initiative

DATE TBD

I. Background Information

The Office of Facilities and Property Management (OFPM) at the National Institute of Standards and Technology (NIST) manages facility operations, including maintenance, utilities, construction oversight, and custodial activities. These operations require the use of Job Hazard Analyses (JHAs) to identify hazards, define control measures, and reduce occupational risk.

OFPM has identified the need to evaluate the quality, consistency, and regulatory alignment of existing JHAs. Variability in format, hazard documentation, control identification, and risk evaluation has created the need for a structured benchmarking and standardization effort. This acquisition will provide an independent assessment of current JHAs and benchmark them against federal and industry standards. Additionally, it will develop both a standardized OFPM JHA template and an implementation framework.

This requirement aligns with OSHA regulations, ANSI Z10, ISO 45001, and applicable NIST Suborders governing occupational safety and hazard review.

II. Purpose

The purpose of this acquisition is to conduct a comprehensive evaluation of existing OFPM Job Hazard Analyses and develop a standardized JHA framework. The contractor must assess current JHAs, benchmark them against regulatory and industry standards and best practices, identify gaps, develop an evaluation rubric and risk matrix, design a standardized JHA template, and provide implementation guidance and training materials.

The objective is to improve hazard recognition, regulatory compliance, and consistency in JHA development and use across OFPM operations.

Place of Performance

Work will be performed at NIST's Gaithersburg, Maryland, and Boulder, Colorado, campuses, and at the contractor's facility.

On-site activities at NIST must include:

• Kickoff meeting

• Staff interviews

• Data validation meetings

• Leadership briefing

• Supervisor training session

Document review, scoring, template development, and report preparation may be performed at the contractor's facility.

Regular Business Hours

Regular business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., local time, excluding Federal holidays and NIST closures. On-site meetings must take place during regular business hours unless otherwise approved by the Contracting Officer's Representative (COR).

Period of Performance

The period of performance must be six (6) months from the date of award.

III. Specific Requirements

Tasks

Task 1 – Project Planning The contractor must:

1. Conduct a kickoff meeting within ten (10) business days of award.

2. Submit a Project Management Plan within 30 days after award that includes a schedule, milestones, a deliverable timeline, a communication protocol, and quality control procedures.

3. The COR must approve the Project Management Plan before Task 2 commences.

Task 2 – Data Collection and Review The contractor must:

1. Collect and catalog all active and archived OFPM JHAs.

2. Review relevant OFPM Standard Operating Procedures, NIST Directives, incident reports, and training documentation.

3. Conduct structured interviews with OFPM safety personnel, maintenance supervisors, utilities representatives, and construction oversight personnel.

4. Submit a Data Collection Summary Memorandum within 60 days after award.

Task 3 – Benchmarking and Standards Review

1. Compare OFPM JHAs to OSHA 29 CFR 1910 and 1926 requirements.

2. Compare JHAs to ANSI Z10 and ISO 45001 management system principles.

3. Review and compare JHA models from DOE, NIH, GSA, FFRDCs, national laboratories, research institutions, and comparable private-sector organizations to identify best practices, transferable elements, and opportunities to strengthen OFPM’s JHA format, usability, hazard identification, risk assessment, and control selection process.

4. Submit Benchmark Analysis Report that documents alignment gaps and strengths. The report is due 60 days after award.

Task 4 – Standardized JHA Template Development The contractor must develop and submit a standardized OFPM JHA template that includes:

• Sequential job steps

• Structured hazard categories

• Risk rating and residual risk fields (Relative Hazard Index (RHI) Matrix)

• Control measures aligned with the hierarchy of controls

• PPE identification fields

• Signature and approval sections

• Version control tracking

The template must be delivered in editable Microsoft Word format and is due 90 days after award.

Task 5 – Training

1. Develop and present training materials, including presentation slides and field reference guidance, designed to support, reinforce, and be directly incorporated into the new standardized JHA development process.

o These materials shall enable OFPM personnel to consistently develop, review, and apply JHAs in alignment with regulatory requirements, industry best practices, and OFPM operational workflows.

2. Conduct the following in-person at NIST Gaithersburg facilities (unless otherwise approved by the COR):

o One OFPM Leadership briefing – JHA Standardization Initiative Update o Two supervisor training sessions, JHA Program Standardization and Contract

Implementation (only needs to attend one training session) o Six workforce training sessions, JHA Program Standardization

Implementation (the workforce only needs to attend one training session)

3. Conduct the following in-person at NIST Boulder facilities (unless otherwise approved by the COR):

o One OFPM Leadership briefing – JHA Standardization Initiate Update o Two supervisor training sessions, JHA Program Standardization and Contract

Implementation (only needs to attend one training session) o Two workforce training sessions, JHA Program Standardization

Implementation (the workforce only needs to attend one training session)

Task 6– Implementation of Standardized JHA Process Across OFPM Work Sites

• Develop and submit a detailed Implementation Plan within 120 days after award.

• Identify:

o Target work groups, shops, and locations (Boulder and Gaithersburg) o High-risk and high-priority activities for initial rollout o Key stakeholders (OFPM Safety Group, supervisors)

• Establish:

o Implementation schedule o Communication strategy o Roles and responsibilities for execution

Task 7 – Development of Evaluation Rubric and Risk Matrix

1. Develop a standardized JHA evaluation rubric addressing the following:

o Task definition clarity o Hazard identification o Control measures and hierarchy of controls o PPE specification o Risk assessment methodology o Worker involvement o Approval and accountability o Version control and usability

2. Develop a risk rating matrix appropriate for facility operations.

3. Submit the rubric and risk matrix for COR review and approval within 150 days after award.

4. Task 5 may not commence until approval is received.

Task 8 – JHA Evaluation and Scoring

1. Apply the approved rubric to all collected JHAs.

2. Score each JHA using defined quantitative criteria.

3. Identify trends, deficiencies, and systemic gaps.

4. Categorize findings by hazard class and operational area.

5. Submit JHA scoring and gap analysis report within 180 days after award.

Task 9 – Corrective Action Roadmap Based on evaluation results, the contractor must:

1. Develop a prioritized corrective action plan.

2. Provide implementation sequencing and timeline.

3. Identify resource considerations.

4. Define monitoring and review cadence recommendations.

5. Rewrite approximately ten percent (10%) of existing OFPM JHAs (estimated at approximately 50 JHAs) to demonstrate application of the standardized JHA framework and provide a model for implementation. Submit to COR for review.

Once accepted, proceed to Item 9.6 for full rewrite.

6. Full JHA Rewrite:

Contractor shall revise and convert one hundred percent (100%) of existing OFPM JHAs into the standardized JHA format. This effort shall ensure consistency, completeness, and alignment with the approved framework, and shall incorporate lessons learned from the initial sample rewrite conducted under Item 5.

7. Provide a comprehensive Corrective Action Roadmap that includes prioritized actions, implementation sequencing, resource considerations, and performance monitoring recommendations. The roadmap shall also incorporate insights gained from the sample JHA rewrites conducted under this task. Due 180 days after award.

Task 10 – Comprehensive Evaluation Report The contractor must prepare a Comprehensive Evaluation Report and submit a the report to the COR within 180 days after award that includes:

• Executive Summary

• Methodology

• Benchmark findings

• Quantitative scoring results

• Gap analysis

• Risk-prioritized recommendations

• Visual charts and dashboards

Task 11 – Optional Task: Safety Culture Assessment and Improvement Structure This optional task is intended to assess, evaluate, and strengthen OFPM’s overall safety culture. The assessment shall focus on organizational behaviors, leadership engagement, workforce participation, and systems that influence safety performance across OFPM operations.

If exercised, the Contractor must:

1. Assessment Planning Develop a Safety Culture Assessment Plan in consultation with the COR. The plan shall define scope, objectives, methodology, stakeholder groups, data collection methods, and analysis approach. The plan shall identify how the assessment will evaluate organizational behaviors, leadership practices, workforce engagement, and systems that support safety performance and continuous improvement.

2. Assessment Execution Conduct a comprehensive, multidimensional safety culture assessment using a combination of qualitative and quantitative methods, including:

o Interviews and focus groups with leadership, supervisors, and workforce personnel o Direct observations of work activities and safety practices in the field o Review of relevant documents, policies, incident data, and corrective action records o Administration of perception surveys or an approved concise assessment instrument

3. Safety Culture Evaluation Evaluate safety culture strengths and opportunities for improvement across key dimensions, including but not limited to:

o Leadership commitment, visibility, and accountability o Worker involvement, empowerment, and engagement o Communication, trust, and openness o Hazard recognition, reporting behaviors, and response to issues o Learning, feedback, and continuous improvement practices o Alignment between written programs and work as performed

4. Safety Culture Improvement Structure Provide actionable, risk-informed recommendations to strengthen OFPM’s safety culture. Recommendations shall include proposed structures and mechanisms to sustain improvement, such as:

o Organizational roles, responsibilities, and governance structures o Leadership expectations and accountability mechanisms o Training, coaching, and development strategies o Workforce engagement and participation initiatives o Metrics, indicators, and feedback mechanisms to monitor safety culture performance over time

5. Implementation Guidance

Provide a structured approach for implementing safety culture improvements across OFPM. This shall include recommended sequencing, prioritization, and integration into existing safety management systems, as well as strategies to support long-term sustainment and continuous improvement.

6. Safety Culture Assessment Report (Optional)

Provide a comprehensive written report evaluating OFPM’s safety culture and identifying opportunities for improvement. This report is due 180 calendar days after contract award, if the option is exercised.

The report shall include:

• Assessment scope, methodology, and data sources

• Summary of key findings, including strengths and areas for improvement

• Identification of major safety culture themes and trends

• Risk-prioritized recommendations for safety culture improvement

• Evaluation of factors such as leadership commitment, worker engagement, communication, hazard reporting behaviors, and alignment between documented procedures and work as performed

7. Provide actionable recommendations that support measurable and sustainable improvements in safety culture, including implementation strategies and performance monitoring approaches.

Task 12 Homeland Security Presidential Directive (HSPD)-12

The Contractor (and/or any subcontractor) and its employees who require physical access to NIST facilities or logical access to NIST IT networks or systems must comply with Homeland Security Presidential Directive (HSPD)-12, Policy for a Common Identification Standard for Federal Employees and Contractors; OMB M-05-24; OMB M-19-17; FIPS 201, Personal Identity Verification (PIV) of Federal Employees and Contractors; NIST HSPD-12 policy; and Executive Order 13467, Part 1 §1.2.

5. Roster

The Contractor (and/or any subcontractor) must submit a roster by name, position, e-mail address, phone number and responsibility, of all staff working under this acquisition where the Contractor will develop, have the ability to access, or host and/or maintain a government information system(s).

The roster must be submitted to the COR and/or CO within 14 days of the effective date of this contract. Any revisions to the roster as a result of staffing changes must be submitted within 14 days of the change. The COR will notify the Contractor of the appropriate level of investigation required for each staff member. If the employee is filling a new position, the Contractor must provide a position description and the Government will determine the appropriate suitability level.

Position Sensitivity Designations Requirement All Contractor (and/or any subcontractor) employees must obtain a background investigation commensurate with their position sensitivity designation, in accordance with Parts 1400 and 731 of Title 5, Code of Federal Regulations (CFR).

The following position sensitivity designation levels apply to this solicitation/contact:LOW

RISK

IV. General Requirements

A. Data Ownership and Management

All data entered into the templates will be the sole property of NIST. Should NIST opt to change systems and/or contractor, the Contractor must provide all data to NIST in a mutually agreed-upon format (such as Microsoft Excel, CSV, or other format specified by NIST) within 10 business days of receiving written notice from NIST. The Contractor must not retain any copies of said data beyond the duration of the contract or upon receiving a written request for the data from NIST.

B. Government Responsibilities

The Government will provide:

• Access to the NIST Gaithersburg and Boulder campuses

• Computer access and network connectivity

• Other support necessary to complete the required services

C. Government-Furnished Property

All property, data, and information provided by the Government in the performance of this task remain the property of the Government and must be surrendered to the Government upon completion or termination of this requirement. All deliverables generated under this requirement remain the property of the Government.

Incidental Property Provided:

• Office space

• Desk

• Chair

• Computer (if needed)

• Printer/copy/fax machine Upon award of this requirement, the Government will provide the Contractor with access to all equipment and resources needed to perform this requirement.

D. Inspection and Acceptance

The Government reserves the right to perform performance tests and evaluations to verify specified system performance. Such tests and evaluations, if conducted, must be performed in the environment in which the system is to be operated. The Contractor has the right to be present during the tests and evaluations, if performed, at the Contractor's expense.

Requirements for Contractor Personnel

E. Qualifications and Experience Requirements

Contractor personnel working on this contract must possess the following qualifications:

Project Manager/Lead:

• Certified Safety Professional (CSP) or Associate Safety Professional (ASP) certification preferred

• Minimum 5 years of experience in occupational safety management

• OSHA 30-hour certification or equivalent

• Experience developing or evaluating Job Hazard Analyses

• Project management certification (PMP, CAPM, or equivalent) preferred

• Experience with federal contractor safety compliance

Safety/Technical Staff:

• Minimum 3 years of occupational safety experience

• Knowledge of OSHA regulations (29 CFR 1910, 1926)

• Familiarity with ANSI Z10 or ISO 45001 standards

• Experience in hazard analysis and risk assessment methodologies

• Strong analytical and communication skills

Administrative/Support Staff:

• Data management and documentation skills

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint)

• Attention to detail and organizational skills

F. Safety

Contractor employees must be responsible for knowing and complying with all installation safety prevention regulations, including:

• General safety practices

• Fire prevention procedures

• Waste disposal requirements

• NIST-specific safety policies and protocols

G. Security

NIST is a restricted campus. An identification badge is required for entry into buildings and must be shown to the armed Security Police when entering the campus.

H. Identification Badges:

Contractor employees must comply with NIST identification and access requirements. Each Contractor employee must wear a visible identification badge provided by the NIST Security Office at all times while on NIST property.

V. Schedule of Deliverables

Task Deliverable Due Date Format 1 Project Management Plan 30 days Word (.docx)

2 Data Collection Summary Memorandum 60 days Word (.docx) or PDF

3 Benchmark Analysis Report 60 days Word (.docx) or PDF

4 Standardized OFPM JHA Template 90 days Excel (.xlsx) & Word

(.docx)

5 Training Materials and Final Briefing 90 days Word (.docx) or PDF

6 Implementation Plan 120 days Word (.docx) or PDF

7 JHA Evaluation Rubric and Risk Matrix 150 days Word (.docx)

8 JHA Scoring and Gap Analysis Report 180 days Word (.docx) or PDF

9 Corrective Action Roadmap 180 days PowerPoint (.pptx), Word (.docx), PDF

10 Comprehensive Evaluation Report 180 days Word (.docx) or PDF

11(OPT) Option Task: Safety Culture Assessment and Structure An additional 180 days Word (.docx) or PDF

Standards of Acceptance: The NIST POC or COR shall review all the above deliverables and respond with an acceptance or request for revision email to the Contractor Point of Contact (POC) within 10 business days of receipt of deliverable. This section applies to deliverables which must be reviewed and approved for acceptances (e.g., draft plans, drawings, etc.)

VI. Payment Schedule

The Contractor will be paid in accordance with the payments clause in the contract and as otherwise noted in this document, upon receipt of a proper invoice.

Firm-fixed-price payments will be made upon completion and Government acceptance of each task, with a single monthly invoice submitted as appropriate.