Guidelines for Contractors and A-E firms - revised June 4 2018.pdf

Facilities Engineering, OFPM/ Design and Construction Division

GUIDELINES FOR OFPM CONTRACTORS

AND

A/E FIRMS

PERFORMING SITE INVESTIGATIONS

AND

FIELDWORK (including construction)

AT THE

NATIONAL INSTITUTE OF STANDARDS AND

TECHNOLOGY

GAITHERSBURG, MD

Revised date: June 4, 2018

TABLE OF CONTENTS

Title Page

1. Emergencies

2. Safety Equipment

3. Investigation Equipment

4. Mechanical/Electrical Rooms

5. Confined Space Entry

6. Utility Outages, Road Blockages

7. Hazards

8. Corridors

9. Operating Equipment

10. Fire Protection

11. Internal Combustion Equipment

12. Asbestos

13. Safety and Health Compliance

14. Work Safety

15. Site Access and Working Hours

16. Excavation and Trenching Activities

17. Environmental Management

18. Scrap Building Materials Disposal

19. Electrical Safety

20. Daily Reports

21. Adverse Weather

22. Grass within Contractor Area

23. Building 101 Restricted Activities

24. Exterior Construction Sites and Storage

25. Restoration of Exterior Construction Site

26. Tours of Construction Site

27. Ground Penetrating Radar in Existing Structures

28. As‐Built and/or Red Line Drawings

29. Operations and Maintenance Equipment Manuals ……………………………………….11

30. Roof Access ……………………………………………………….………………………………..………. 11

31. Security Badges

32. Designer – Historical Requirements

33. Temporary Exterior Power

1. Emergencies:

In case of emergency, call x2222 from a campus phone. State your name, building location, room number, and a description of the emergency. The NIST Fire Protection Group provides fire and ambulance service on site. If a phone other than NIST (975 exchange) is used, "911" should be used for emergency calls. The contractor shall state that he/she is located at NIST and give the details as described above. Contractors should become familiar with the NIST Gaithersburg Occupant Emergency Plan, issued September 2012.

2. Safety Equipment:

Personal Protective Equipment (PPE) such as head, eye, foot, respiratory, and ear protection shall be worn in identified areas. Hard hats, for example, shall be worn in mechanical rooms. Contractors and A/E firms to provide necessary PPE of the approved type to protect themselves against exposures encountered. NIST provided dosimeters (radiation exposure measurement) may be required to be worn when working in or around specific sections of Building 235 and Building 245.

Unique safety awareness training is mandatory for working in Buildings 235 and 245.

Contractor shall plan on 2 hours of training for each employee to complete this training.

3. Investigation Equipment:

Site investigations and field work may require the use of a stepladder and/or other investigative equipment (measuring tapes, flashlights, screwdrivers, etc.). Contractors and A/E firms shall provide their own stepladders and/or investigative equipment. The stepladders shall be Type I (industrial) or Type II (commercial).

4. Mechanical/Electrical Rooms:

Obtain authorization from the Contracting Officer’s Representative (COR) prior to working in electrical and/or mechanical rooms. Lock rooms after use. For work in high‐ voltage rooms, a NIST high‐voltage electrician must be present the entire time. Do not operate any valves, switches, or breakers without prior approval from the COR.

5. Confined Space Entry:

If a contractor or A/E must enter a confined space on the NIST site, they shall follow the applicable provisions of the OSHA Permit‐Required Confined Space Regulation (29CFR1910.146). The contractor or A/E shall be responsible for implementing and documenting an entry permit system as necessary, giving full consideration to personnel training, atmospheric testing, ventilation, PPE, and emergency procedures and equipment. Should the contractor or A/E have questions regarding any confined space to be entered on the NIST site, they are to contact the COR or the Plant Division's Safety Coordinator (x6999, Bldg. 428). Copies of the contractor entry permit system shall be submitted to the COR for approval in advance.

6. Utility Outages, Road Blockages:

Do not close or partially block any roads or cause utility outages (electrical, steam, chilled water, water, compressed air, gas, sewer, telephone, fire alarm, signal systems, etc.) without prior authorization from the COR. Provide a minimum of 21 days’ written notice for all utility systems outages. Complete building outages require a 50 days writing notice. Outages to more than one building require 190 days’ notice. All outages and road closures shall be on Saturdays unless noted otherwise within the specifications or statement of work.

Site Coordination Procedures:

All construction or investigation activities that require closure of sidewalks, roads, or other transportation ways, require the contractor to submit a request for closure 21 days in advance.

7. Hazards:

Storing, positioning, and use of equipment, tools, and materials, in a manner likely to present a hazard to the public or building occupants by its accidental shifting, ignition, or other hazardous qualities is prohibited.

8. Corridors:

No corridor, aisle, stairway, door, or exit shall be obstructed or used in such a manner as to encroach upon routes of ingress or egress utilized by the public or building occupants, or to present unsafe or unhealthy conditions to the public or building occupants.

9. Operating Equipment:

Do not turn off, on, or adjust any NIST operating equipment without prior authorization from the COR. Work carefully around rotating equipment. Loosely fitting clothing (neck ties, dangling jewelry, etc.) shall not be worn when working near rotating equipment.

Long hair shall be secured. Some equipment may start automatically. (Note: It may become necessary to implement appropriate lock‐out, tag‐out procedures to control hazardous energy sources to ensure that personnel do not activate equipment during investigation, servicing, or maintenance.) Provisions of NFPA 70E shall be followed when an arc flash hazard exists.

10. Fire Protection:

The Contractor or A/E shall comply with all applicable fire protection/prevention requirements of the National Fire Protection Association (NFPA) and the NIST Fire Protection Group. Should any operations capable of providing a source of ignition (for example welding, cutting, burning, or heating) be performed within or adjacent to NIST buildings/structures/equipment, a hot work permit must be obtained from the NIST Fire Protection Group (301‐975‐6190) prior to such work. Covering of room smoke, heat, or other NFPA 72 defined initiating devices or notification devices is only allowed with advance written approval from the COR.

11. Internal Combustion Equipment:

Such equipment will not be allowed within any building without prior written approval.

Gasoline or diesel powered equipment (such as fork lifts, loaders, tractors, cutting saws, etc.) will not be authorized for use within any building in any circumstance.

12. Asbestos:

Some ductwork and piping may be insulated with asbestos containing materials (ACM).

Contact the Plant Division Safety Coordinator (x6999) prior to disturbing suspected ACM. ACM may also be present in floor tile, bench tops, and/or plaster ceilings.

1) If more than three (3) ceiling tiles must be removed at one time in a single location, the Plant Division Safety Coordinator must be notified beforehand so she can review the task to be performed and ensure all safety requirements are adhered to. Contractors shall provide 7 calendar days’ notice.

2) Whenever a ceiling tile of any kind is removed, it must be removed slowly and as level as possible. Workers need to check as soon as they can see on top of the tile if there is any debris laying on top, such as a piece of pipe insulation or other bldg materials in general. If there is debris, the worker should re‐install the tile and notify his supervisor and COR so the proper measure can be taken to remove whatever debris is found.

3) All contractors at a minimum must wear the following Personnel Protective Equipment while working on/in/above the ceiling and/or removing ceiling tiles:

* Safety glasses with side shields or goggles

* Leather gloves or the Mechanics Red Gloves

4) It is strictly prohibited to perform any type of "aggressive activity" that could break the encapsulate seal or agitate the air above the hallway or concourse ceilings. Examples of "aggressive activity" include ‐ dragging conduit or pipes over ceiling tiles; hammer drilling into the columns; removing numerous ceiling tiles at one time; striking against pipes or pipe insulation; dropping items on top of ceiling tiles; and numerous workers above the ceiling at one time performing various tasks.

13. Safety and Health Compliance:

Contractors and A/E firms shall adhere to all applicable OSHA, NFPA, NEC and NIST safety and occupational health regulations while on site. Federal OSHA (Baltimore area office) has safety jurisdiction at federal facilities in the State of Maryland. The NIST local contact is the OFPM Safety Coordinator (Bldg. 428 301‐975‐6999).

All contractors are required to wear safety glasses. All contractors working at Buildings 235 and/or 245 are subject to a 2 hour radiation awareness training session.

If any chemicals, hazardous materials, equipment or materials are found in a lab or other contract space, the contractor shall notify the COR so arrangement can be made to have the items removed. Work shall not continue until the items have been cleared by others; Contractors are not to move any chemicals, materials or equipment in any lab.

Contractors are required to submit health and safety plans within 15 days of solicitation award. Health and safety plans are to be specific to the solicitation requirements.

All roof construction shall be in accordance with U.S. Army Corps USACE EM‐385‐1‐1 “Safety and Health Requirements Manual“ (current edition).

14. Work Safety:

The contractor shall take all necessary precautions to prevent injury to personnel, the public, building occupants, and damage to property of others. If unsafe work practices are observed, unsafe work may be stopped by the NIST OFPM Safety Officer and/or COR until corrections are made.

15. Site Access and Working Hours:

NIST is a Federal facility and access is controlled at all entrances to the campus. Only Government employees may grant access to non‐Government employees.

Vehicles Access:

Automobiles: Contractor personnel arriving in cars on their first day must check in at the visitor center to receive a temporary badge prior to proceeding to the project site to obtain permanent badge. Hours of operation of the visitor center are 0600‐1700. Once in possession of a valid NIST badge, workers may enter via the Main Gate or Gate “C” and proceed to the project site. Note that all automobiles are subject to a random inspection.

Trucks: All Trucks are to enter NIST via “C” Gate along Quince Orchard Rd. between 6:00 am and 3:30 pm daily, and at the main gate off of W. Diamond Ave. between 3:30 pm and 4:30 pm. No deliveries will be allowed after 4:30 pm. “Trucks” include such vehicles as pick‐ups with storage compartments, delivery trucks, delivery vans, and tractor trailers. Trucks arriving through Gate C will be directed to the Building 301 Truck Inspection Station. At Building 301, trucks will be registered, inspected, and the drivers will be granted access. Any truck which exits the installation will have to be re‐inspected upon re‐entry at Building 301. A vehicle dashboard placard will be placed within the truck. Placards change daily.

NIST Truck Inspection Stations hours are:

6:00am ‐3:30pm at Building 301 3:30 pm – 4:30pm at “A” Gate – (Main gate)

Parking: Loading docks are for loading and unloading equipment and materials. Do not park at or near loading docks or the space between buildings. All Contractors vehicles and personal vehicles are to use the building parking lots or parking lots designated by the Contracting Officer for construction contractors.

Speeding: NIST speed limit is posted on the campus. If a speeding ticket is issued, the offender may be required to appear in Federal Court.

Responsibility: When deliveries are made, the Contractor is responsible providing information and directions to the driver to proceed to the work area and for unloading.

NIST will not be responsible for delivering contractor materials to the project site or for unloading materials.

Hours of Operation: NIST opens at 6:00 am (sharp) until 6: 00 pm for Contractors who do not have 24‐hour access privileges.

Normal work hours defined in the contract are 7:30 AM to 5:30 PM.

All work over 80 dBA measured at 15 feet shall occur after normal work hours.

Contractor shall have a meter on hand to measure dBA.

Painting Hours: All painting shall be per the SOW and/or specifications. If not stated, all painting shall be done from 5:30 PM to 11:00 PM Monday to Friday. Painting on weekends from 6 AM to 4 PM shall be scheduled through the COR, with at least seven days’ notice.

16. Excavation and Trenching Activities:

Excavation and trenching activities are not permitted without prior written authorization from the COR. Contractor is responsible for locating and identifying all utilities via contract personnel with utility locating devices. Contractor shall turn over a utility marking report plotted on the appropriate construction drawings to the COR within 7 days.

17. Environmental Management:

NIST will conduct its operations in an environmentally sound manner. NIST’s Environmental Management System (EMS) has been established based on the requirements of the International Organization of Standards (ISO14001). All firms contracted by NIST shall review and be familiar with the NIST Environmental Policy and significant aspects of the NIST EMS, which may be accessed at http://www.nist.gov/public_affairs/envpolicy.cfm

All contractors who provide products and services to NIST shall comply with all applicable environmental regulations, conduct their work using environmentally sound practices, and assess options that will result in the least environmental impacts. The Maryland Department of Environment (MDE) will inspect and enforce sediment control and storm water management regulations and practices for projects at NIST.

18. Scrap Building Materials Disposal

In order to reduce disposal volumes of clean scrap wood based building materials taken to landfill dump, segregate such materials and dispose of the materials and dispose of the materials using one or a combination of the following methods.:

Arrange for recycling of materials or provide to companies that receive wood for disposal in biomass to energy facilities.

It is NIST Policy to recycle construction demolition materials and debris to the greatest extent practicable. All NIST contractors shall strive to meet the goal of recycling 50% of construction demolition materials and debris as specified in Executive Order 13514.

Contractor shall store recyclable waste in separate clearly marked containers.

Recyclable items include, wood, glass, aluminum, steel, gypsum, paper, cardboard, and plastics.

19. Electrical Safety:

All contractors shall comply with current edition of NFPA 70E “Standard for Electrical Safety in the Workplace.” If the Contractor selects to work on energized equipment, Contractor shall have a documented permit system for working on energized electrical equipment.

20. Daily Reports

Contractor shall provide to COR a daily report of all major activities, personnel on site (includes all subcontractors), major deliveries, and major tools and equipment on site.

Contractor shall inform the COR in writing ten days in advance when painting, new carpet installation, glue applications, using a cleaning solvent, large amount of grinding or core drilling is planned.

21. Adverse Weather

To request an adverse weather time extension, the weather experienced at the project site during the contract period must be found to be unusually severe, that is, more severe than the adverse weather anticipated for the project location during any given month. The Request must be made no more than 30 days after the event.

The unusually severe weather must actually cause a delay to the completion of the project. The delay must be beyond the control and without the fault or negligence of the contractor.

The following schedule of monthly anticipated adverse weather delays is based on National Oceanic and Atmospheric Administration (NOAA) at Ronald Reagan Airport and will constitute the base line for monthly weather time evaluations. The contractor's progress schedule must reflect these anticipated adverse weather delays in all weather dependent activities.

MONTHLY ANTICIPATED ADVERSE WEATHER DELAY

WORK DAYS BASED ON (5) DAY WORK WEEK

Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec

8 6 8 6 8 7 7 6 6 6 6 7

For roofing projects, contractors will be permitted to work on Saturdays (if the contractor elects to do so) providing they provide the COR four days’ notice. Rain on Saturdays and Sundays are not factored into adverse weather delays for any contract, unless that contract explicitly required all work to be completed on Saturdays and/or Sundays.

22. Grass within Contractor Area

Grass within the contractor’s area of control (i.e. – lay down area, construction site, etc.)

shall be maintained to a height of no more than 18 inches.

23. Building 101 Restricted Activities

For two days (total of four (4)) in the months of October and April the contractor will be prevented from completing any work in the courtyards, streets, sidewalks in and around Building 101. In addition, service/construction or other related activities will be prevented from occurring. COR will provide the contractor two days’ notice of the implementation of this restriction.

24. Exterior Construction Sites and Storage

Exterior construction sites and storage areas shall have woven galvanized steel fabric fencing with steel posts installed during the construction period. Fencing shall surround the entire construction site the contractor is working within. Fencing shall be at a minimum 5 feet tall with a maximum height of 6 ft tall. Fencing sections shall be bound together with mechanical fasteners. Posts shall be suitable for setting in concrete footings, driving into ground, anchoring with base plates, or inserting in precast concrete blocks. Provide a minimum of 3 ft spacing around fire hydrants and/or hose connections. Provide a minimum 20 foot gate for emergency vehicle access.

25. Restoration of Exterior Construction Site

The contractor shall restore the entire construction site(s) at the completion of all contract work. This shall include removing all debris and stones of 2 inches or from the subsoil to a depth of 8 inches regardless of the condition the site was turned over to the contractor. Seeding shall be completed by the contractor once all debris and noted stones are removed from the topsoil.

26. Tours of Construction Site

Any tours or presentations related to a contract by the contractor shall be submitted at a minimum of 30 days in advance to the COR. The contractor shall provide the following the information for review:

a) Purpose of the Tour/Presentation

b) Time of tour/presentation

c) Number of attendees

d) Names of each attendee

e) Name of each attendee’s employer

f) Address of each attendee’s employer

g) Indicate if US Citizen, US Permanent Resident Alien, or foreign national

27. Ground Penetrating Radar in Existing Structures

Prior to core boring, drilling, or otherwise penetrating existing floors or walls within facilities the contractor shall clear the area with ground penetrating radar. COR shall observe the test report and/or the identification prior to penetrating the floor, wall, or proposed penetration location.

28. As‐Builts and/or Red Line Drawings

Contract specified as‐builts and/or red line drawings shall be provided in the following form:

hard copies on Arch D (24”x36”) format, electronic copies on CD disk (adobe PDF, AutoCAD).

29. Operation and Maintenance Equipment Manuals

Contract operation and maintenance equipment manuals must be provided in the following form:

hard copies in bound or spiral binders. Any drawings supplied in the binders shall not be larger than 11” x 17” and shall be folded to fit inside the binders.

electronic copies on CD disk (adobe PDF).

30. Roof Access

Roof access permits must be obtained in order to access any roof on a NIST campus, for work or investigation purposes. Request roof access permits from the COR or the construction representative five (5) days before roof access is required.

Requires Fall Protection training documentation.

May require the completion of a Health and Safety Plan if work is to be performed on the roof.

31. Security Badges

United States Department of Commerce Office of Security issues badges for contractor access to NIST.

All foreign nationals shall comply with United States Department of Commerce DAO 2017‐12 ‐ http://www.osec.doc.gov/opog/dmp/daos/dao207_12.html

For US Citizens and Resident Aliens, the following badging applies

(Yellow) Limited Access PCards are issued for construction/service areas that meet the following criteria –

Purely exterior construction with no requirement to enter Department of Commerce/NIST facilities

Locations where work areas are partitioned and/or fully separated from occupied areas, with isolated entrances and exits for construction/maintenance contractors.

COMPLETE Limited Access PCard badge application are approved/disapproved within 7 calendar days of submission to COR.

Site Card/ Personal Identification (PIV) Card for those contract site that do not qualify for a (Yellow) Limited Access PCard

Site Cards will be issued to contract employees who will be on site for less than 30 days.

PIV Cards will be issued to contract employees who are expected to be on site for more than 30 days

A Site Card/PIV Card processing is broken into three distinctive time periods once the COMPLETE badge application is submitted to the COR o Badge application is entered/processed into the “system” within 7 days of submission o Contract employee is invited/emailed to complete the on‐line application https://www.opm.gov/investigations/e‐qip‐application/ Contract employee must monitor his/her email for the invitation o Once the contract employee completes e‐QIP the badge application is approved/disapproved within 75 calendar days

(White – Paper) Visitor Card are issued to contractor employees who

Visiting NIST to complete aspects of the badging process to include badge issuance

Delivery drivers (material, equipment, etc.)

Concrete trucks

32. Designer Historical Requirements

The NIST Campus in its entirety has been determined eligible for and is in the process of being nominated to the National Register of Historic Places. As such, all campus projects (buildings, structures and grounds) other than routine maintenance and repair must conform to the Secretary of the Interior’s (SOI) Standards for the Treatment of Historic Properties.

Most changes to building exteriors and landscapes Changes to building exterior and most landscape features are reviewed and approved at various stages by the NIST Architectural Design Review Board (ADRB).

All designs for proposed additions and changes to facades, rooflines and building silhouettes other than in‐kind repairs, must be reviewed and approved by the NIST Architectural Design Review Board (ADRB) and the Maryland Historical Trust (MHT). Project related communications with the MHT are only conducted by the NIST Federal Preservation Officer who may require technical information and graphic support from the design professional The design professional shall coordinate with the NIST COR to schedule any needed presentations to the ADRB and/or the MHT. The Design professional shall provide sufficient time in the project schedule to allow for these design reviews.

Because many of NISTs natural and landscape features have been determined to be character defining features and/or contributory resources to the NIST historic district, the design professional shall coordinate with the NIST NEPA coordinator and the FPO.

Any proposed laydown areas, staging areas and or enclosures related to proposed work need to be reviewed and approved with the NIST Site Selection panel. The design professional shall work through the NIST COR to assure review and approval of any such proposed enclosure or site usage prior to issuing construction documents.

Certain campus locations around the central core because of high traffic and high visibility may require enclosed fencing, such as painted plywood panels on structural framing. The Design Professional shall coordinate with the COR to incorporate the design specifications for such enclosure based upon recommendations from the NIST ADRB.

Building 101 Some ceiling tiles may be considered character defining features of buildings that are contributory to the NIST historic district and as such cannot be removed without first consulting the NIST Federal Preservation Officer (FPO). It is the contractor’s responsibility to verify with the FPO if concealed spline ceiling tiles are character defining

33. Temporary Exterior Power:

If the contractor requests exterior power for construction purposes, the contractor shall follow the requirements noted below. In addition, the contractor shall follow requirements identified in paragraph #6 (outages).

Contractor shall furnish the following to the COR

A) Requested tie‐in point – identify the voltage, overcurrent protection, and existing equipment (switchboard, panel board, load center, etc) location

B) Provide a one‐line diagram for the proposed system

a. Cable sizes

b. Overcurrent protection size(s) and type(s) (all devices)

c. Length of cabling and type of conduit

d. Transformer sizing to include ground rods and grounding electrode conductors

e. If any component is aerial, the contractor shall provide construction details on

i. Height of cables

ii. How the cables are supported

C) NIST will review the request. Within 17 days if the request is complete, COR via a NIST engineer will provide:

a. Arc flash labels which the contract shall affix to the one‐line devices per NFPA 70E.

b. Date the outage is approved for the work

End of Guidelines