Final SOW.pdf
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- Solicitation number
- 36C24226Q0284
About this file
This is a Scope of Work (SOW) for a firm fixed-price contract requiring implementation of Energy Control Procedures (ECP)/lockout tagout (LOTO) procedures at Albany Stratton VA Medical Center in Albany, New York. The contractor must identify approximately 300 equipment energy sources and develop, implement, and integrate comprehensive LOTO procedures into the Brady Link360 software platform within four months from award. The contractor shall provide all personnel, materials, tools, labor, and travel necessary to complete the work and ensure compliance with OSHA 1910.147 and ANSI/ASSE 244.1 guidance.
All procedures must be inputted and configured into Brady Link360 with COR approval prior to publication. Each procedure shall include equipment identification, energy source details (type and magnitude), specific disconnect locations, isolation techniques, LOTO device types, verification steps, photographs of isolation points, overhead layout graphics, authorized departments, restoration steps, department notifications, PPE requirements, hazard warnings, and QR codes for digital retrieval. Approved procedures shall be printed in full color with anti-UV 5mm lamination and installed on or near equipment, with binders provided for each campus organized by location and equipment type. Equipment-specific aluminum energy source identification labels containing equipment name, energy type, energy icon, magnitude, and VA logo shall be installed using aircraft stainless steel safety wire on pipes or 3M double-sided tape on flat surfaces. The contractor must provide initial training for up to 15 designated personnel covering software usage, new procedure creation, equipment modification updates, and energy source identification. The schedule requires 72-hour advance notice to the COR with work coordinated to minimize disruption at this 24-hour critical care facility; electrical work requiring shutdown must occur on weekends or outside normal hours (Monday-Friday, 7:00 a.m. to 5:00 p.m.), with weekend requests submitted at least five working days in advance. All contractor employees must comply with security requirements, wear issued badges, maintain LOTO experience, obtain necessary New York State and Federal licenses, and adhere to facility safety protocols prohibiting disruption to fire alarms, nurse call systems, and life safety systems.
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Other files
| File | Type | Posted |
|---|---|---|
| 36C24226Q0284 0001.pdf | ||
| WD 2015-4143 - Albany County.pdf | ||
| 2020-02-24_VHA Directive 1028_Facility Electrical Power Systems.pdf | ||
| 36C24226Q0284.pdf | ||
| 36C24226Q0284 Pricing Worksheet.xlsx | XLSX spreadsheet | |
| Limitations on Subcontracting.pdf |
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Text version
B.3 SCOPE OF WORK (SOW)
B.3.1 Summary
A. This firm fixed-price requirement is for Energy Control Procedures (ECP)/lockout tagout (LOTO) procedures, including installation, incorporation, program integration, training, and testing of a new Brady Link360 application at the Albany Stratton VA Medical Center located at 113 Holland Avenue, Albany, NY 12208 within four (4) months from award date. Contractor shall provide all personnel, materials, tools, labor, and travel necessary to complete the work and training to implement LOTO program to meet or exceed compliance with OSHA 1910.147 and ANSI/ASSE 244.1 guidance.
B.3.2 General
A. Contractor shall identify equipment and/or energy sources that require LOTO procedures, currently approximately 300 ECPs, all categorized using the following options:
1.Multi-Energy Source (Electric, Steam, Water, Gas, etc.)
2.Single Energy Source located within employee control and supervision 3.Single Energy source located outside employee control and supervision
B. Contractor shall provide software, development, and implementation of all ECPs identified.
1.All ECPs shall be inputted and configured into the Brady Link360 platform. Contractor shall give COR access to the Brady Link360 account prior to printing to review/verify the accuracy of each procedure.
2.Contractor shall submit draft lockout procedures digitally for approval before publishing to software or printing.
C. All procedures shall include at minimum:
1. Name of equipment and EE number if applicable.
2. Location of equipment.
3. Primary and secondary types of hazardous energy (electrical, steam, water, thermal, stored pressure, etc.)
4. Magnitude of energy source (volts, psi, etc.)
5. Specific location of each disconnects (north side, front side, etc.)
6. Method of LOTO isolation techniques.
7. Type of LOTO device required (padlock, clamshell, circuit breaker, lockout device, etc.)
8. Verification step to ensure the LOTO was performed correctly.
9. Photos of the isolation points for clear identification.
10. Graphic illustrations of an overhead layout of the equipment, identifying the location of all primary and secondary energy source.
i. Graphic illustrations shall be printed on an aluminum sign base with a 6-ring binder attached to it housing the procedures. (See section B.3.6 below).
11. Authorized department to perform LOTO procedures.
12. Description of steps to restore equipment to service.
13. The specific department required to be notified before shutdown and startup.
14. Personal Protective Equipment (PPE) to be donned.
15. Hazardous warnings such as confined space areas or ladders.
16. Specific location of each disconnect.
17. QR code linked to Brady Link360 for digital procedure retrieval using mobile device.
D. Contractor shall correct/re-perform any discrepancies found or integration errors found by COR before final acceptance of work.
E. Approved LOTO procedures shall be printed in full color and laminated using anti-UV 5mm lamination.
F. Final procedures shall be installed on or near equipment. In addition, a binder containing LOTO procedures shall be provided for each campus and tabulated by location and equipment type.
1.Equipment-specific aluminum energy source identification labels shall be placed that identify the lockout point and contain the following: equipment name, energy type, energy icon, energy magnitude, and VA logo. Labels shall be installed using aircraft stainless steel safety wire when attached to pipes and 3M double-sided tape on flat surfaces.
2.See section B.3.6 below for sample.
G. Contractor shall provide initial training on software, program, system, etc., for up to 15 personnel, delegated by COR, prior to final acceptance of work.
1.Training shall include ability to created new procedures for future equipment and updating existing procedures due to equipment modifications.
2.Training shall cover identifying energy sources and the data needed to write a lockout procedure.
3.Training shall include instructions on using the software program.
B.3.3 Schedule
A. Contractor shall provide a proposed performance schedule/checklist with their quote proposal. The schedule/checklist shall be in the form of a progress chart of suitable scale to indicate the work scheduled for completion by any given date during the work period.
The proposed schedule/checklist shall be reviewed by the COR. Any requirements for adjusting the schedule (e.g., to minimize disruption to the VA) shall be incorporated by the Contractor. No work shall be performed without 72 hours’ notice to the COR.
1. The following are Federal Holidays observed by the facility and the Contractor shall not expect access to the VA Facility of VA employees on these dates unless notified otherwise by the COR.
a) https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/
B. The facility is a health care facility providing critical care 24 hours a day, as such, disruptions in operations are not feasible and will need to be coordinated closely with the COR. Electrical work requiring shutdown may not be feasible and work may have to be conducted live. All electrical work requiring an electrical shutdown will be conducted on weekends and/or outside of normal hours. Shutdowns will be minimized to as short of duration as possible. All shutdown requests will require detailed work plans and scheduling prior to approval. Work not requiring an electrical shutdown may take place during normal duty hours: Monday-Friday, 7:00am to 5:00pm. Requests to conduct work on weekends and outside of normal duty hours must be submitted in writing at least five
(5) working days in advance of the anticipated work to the COR. If this new schedule is agreed upon, work can begin. The original written request will remain with all test documents along with any written agreements relative to the original requests.
B.3.4 Contractor Qualifications
A. All work shall comply with OSHA Control of Hazardous Energy (Lockout/ Tagout) Standard, 29 Code of Federal Regulations (CFR) 1910.147.
B. Contractor employees shall perform work with a VA staff escort, photo ID will be required to sign-in as a visitor and then a temporary contractor badge will be provided.
C. All Contractor employees working on-site shall always wear their issued Contractor badge above the waist while on the VAMC campus’.
D. All Contractor employees working on-site shall have experience working on Energy Control Procedures.
B.3.5 Safety
A. At no time shall the fire alarm, nurse call, or other vital system be out of service. The contractor shall ensure they do not compromise any of these systems or other elements of the life safety system such as removal of a ceiling tile.
B. No tools or equipment shall be left unattended.
C. All work areas must be clean at the close of the day and shall be left in the same condition as before work started.
D. Contractor shall obtain all necessary New York State and Federal licenses and/or permits associated with this procurement. Contractor shall take all precautions necessary to protect persons and property from injury or damage.
B.3.6 Sample LOTO Procedures and Energy Source Labeling Requirements
| B.3 SCOPE OF WORK (SOW) |
| B.3.1 Summary |
| B.3.2 General |
| 1. Name of equipment and EE number if applicable. |
| 2. Location of equipment. |
| 3. Primary and secondary types of hazardous energy (electrical, steam, water, thermal, stored pressure, etc.) |
| 4. Magnitude of energy source (volts, psi, etc.) |
| 5. Specific location of each disconnects (north side, front side, etc.) |
| 6. Method of LOTO isolation techniques. |
| 7. Type of LOTO device required (padlock, clamshell, circuit breaker, lockout device, etc.) |
| 8. Verification step to ensure the LOTO was performed correctly. |
| 9. Photos of the isolation points for clear identification. |
| 10. Graphic illustrations of an overhead layout of the equipment, identifying the location of all primary and secondary energy source. |
| i. Graphic illustrations shall be printed on an aluminum sign base with a 6-ring binder attached to it housing the procedures. (See section B.3.6 below). |
| 11. Authorized department to perform LOTO procedures. |
| 12. Description of steps to restore equipment to service. |
| 13. The specific department required to be notified before shutdown and startup. |
| 14. Personal Protective Equipment (PPE) to be donned. |
| 15. Hazardous warnings such as confined space areas or ladders. |
| 16. Specific location of each disconnect. |
| 17. QR code linked to Brady Link360 for digital procedure retrieval using mobile device. |
| B.3.3 Schedule |
| A. Contractor shall provide a proposed performance schedule/checklist with their quote proposal. The schedule/checklist shall be in the form of a progress chart of suitable scale to indicate the work scheduled for completion by any given date during t... |
| 1. The following are Federal Holidays observed by the facility and the Contractor shall not expect access to the VA Facility of VA employees on these dates unless notified otherwise by the COR. |
| a) https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/ |
| B. The facility is a health care facility providing critical care 24 hours a day, as such, disruptions in operations are not feasible and will need to be coordinated closely with the COR. Electrical work requiring shutdown may not be feasible and work... |
| B.3.5 Safety |
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