HSFLAR-14-R-00003_Amendment_000002.pdf

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 3

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

HSFLAR-14-R-00003/000002

FBO as Amendment 2 (Attachment 15) and Amendment 3 (Attachment 16). The Excel version of Attachments 15 and 16 are part of Amendment 000001.

2. Extend the Closing Date of Submission of Proposal, c), Section L, from September 18, 2014 to October 1, 2014 AND extend the date of all questions regarding the Request for Proposal (RFP) Section L, Page L-2 from September 9, 2014 to September 17, 2014.

3. Revise Section A, Page A-1, 8., from "Inquiries must be submitted no later than fifteen (15) calendar days after the site visit to allow adequate time for written response prior to receipt of Offerors." to "Inquiries must be submitted no later than September 17, 2014, post the site visit, to allow adequate time for written response prior to receipt of Offerors."

4. Revise Attachment 2-Asset Inventory and Attachment 36-Non Accountable Inventory Catalog.

5. Add Attachment 24-Occupational Safety & Health Program to Section J, List of Attachments.

6. Revise Section F, page F-1, Contract Performance Period, from twelve (12) months to eleven (11) months.

7. Add the following language to CLIN 0009, Two Week Phase-In Period, and remove the period of performance. The start of the Phase-In period of performance will be established when the award is made.

"The Government anticipates a two-week phase-in period in which the Contractor is expected to become familiar with the required work and services in the PWS. This time period may be longer or shorter depending on date of award."

8. Change the starting period of performance date for CLINs 0001, 0002, 0003, 0004, 0005, 0006, 0007, and 0008 from October 1, 2014 to November 1, 2014.

9. Add the number of pages of each attachment to Section J, List of Attachments.

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 3

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

HSFLAR-14-R-00003/000002

10. Replacement pages J-1 (1 page), J-2 (1 page), J-3 (1 page), L-2 (1 page), L-3 (1 page), F-1 (1 page), A-1 (1 page), Attachment 2 (3 pages), and Attachment 36 (46 pages) are attached. Add and attach Attachment 24 (153 pages).

FOB: Destination Period of Performance: 11/01/2014 to 09/30/2019

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

Solicitation

HSFLAR-14-R-00003

Facility Support Services Artesia, NM 88210

A-1

SECTION A

NOTICE TO OFFERORS

1. This is a competitive 100% Small Business Set-Aside.

2. This contract is for a base period (12 months) and four (4) 12-month option periods with a six month extension in accordance with FAR 52.217-8.

3. The Receipt of Offers is scheduled for October 1, 2014, at 5:00 PM Mountain Daylight

Time (MDT) at 1300 W. Richey Avenue, Artesia, New Mexico 88210. See Solicitation Section L.

4. A Pre-proposal Conference/Site Inspection has been scheduled for August 25, 2014, at 10:00 AM MDT. Offerors who wish to inspect the proposed work site shall meet with the Government Representatives at the scheduled time and place. See Section L, Provision 52.237-1 Site Visit.

Due to FLETC being a secure facility, visitors to the Center must obtain a visitor’s pass, which requires advance coordination. Attendees must provide the following information to the procurement office by e-mail no later than four (4) days in advance of the conference.

Point of contact for coordination is Mr. Rob Randolph, mail to:

Robert.Randolphiii@fletc.dhs.gov and Stephen.Foster@fletc.dhs.gov.

NOTE: No cameras, video cameras, or recording devices are permitted.

5. Offerors shall submit proposals in strict accordance with Section K and Section L.

6. Facsimile offers and/or modification to offers are NOT authorized.

7. Email or telegraphic offers are NOT authorized; however, timely email modifications to offers are authorized.

8. Inquiries must be submitted no later than September 17, 2014, at 3:00 PM MDT, post the site visit, to allow adequate time for written response prior to receipt of Offerors. Send inquiries by e-mail to Robert.Randolphiii@fletc.dhs.gov.

9. Pay careful attention to: Section J, Attachment 27 (Historical Data) and Attachment 17 (Equipment Task), Section C.2.2 Environmental Compliance, Section C.3.1 Contractor Required Plans, Section C.5 Service Contract Work Requests, Section 6.4 Preventative Maintenance (PM), and Section C.6.5. Firearm Ranges.

10. Offerors should pay special attention to the strict security requirements contained in Section H.29 PHYSICAL AND PERSONNEL SECURITY REQUIREMENTS of the solicitation.

11. The cost of the new contractor’s move from a temporary site to a designated area will be borne solely by the new contractor and not be subject to reimbursement by the Government.

NOTE: This is a competitive acquisition. Offerors are advised to pay particular attention to Proposal Requirements at Sections L and Evaluation Criteria at Section M.

(END OF SECTION A)

Amendment 000002

Facility Support Services Artesia, NM 88210

F-1

SECTION F

DELIVERIES OR PERFORMANCE

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these addresses:

http://www.acquisition.gov/far/ http://www.dhs.gov/xlibrary/assets/opo_hsar_jun_2006.pdf

52.242-15 Stop-Work Order. (AUG 1989)

PLACE OF PERFORMANCE

Services shall be performed at the sites of the Federal Law Enforcement Training Center (FLETC), Artesia, NM. Section C specifies the locations and a description of the FLETC.

CONTRACT PERFORMANCE PERIOD

The contract period shall commence on the award date of the contract and continue for eleven (11) months thereafter. The Government has the option to extend the term of the contract in accordance with the FAR 52.217-9, Option of Extend the Term of the Contract, for an additional four (4) twelve (12) month periods to be exercised at the discretion of the Government, with provisions for one (1) six (6) month extension in accordance with FAR 52.217-8 Option to Extend Services.

POST AWARD/PREPERFORMANCE CONFERENCE

The Contractor shall meet with the Contracting Officer (CO), at a time to be determined by the CO, to discuss and develop mutual understandings relative to scheduling and administering work. The Contractor will be given as much notice as possible (normally five (5) working days’ notice), by the CO, prior to the date of the conference.

ORDERING OF WORK

Service Contract Work Requests

During the performance of this contract, the Contracting Officer’s Representatives (COR) or CO may request services that are NOT scheduled, routine, or already established work that is covered under the Firm-Fixed-Price (FFP) Contract Line Item Numbers (CLIN). In the event a

Facility Support Services Artesia, NM 88210

J-1

SECTION J

LIST OF ATTACHMENTS

Attachment # Title Form #/Acronym Number of

Pages Attachment 1 Abbreviations, Definitions & Acronyms 8

Attachment 2 Asset Inventory Lists 3

Attachment 3 AST Inspection Forms 27

Attachment 4 Badge Application Form FTC-SEM-17 3

Attachment 5 Collective Bargaining Agreements CBA 82

Attachment 6 Class Schedule (Sample) SASS 2

Attachment 7 Cleaning Matrix 6

Attachment 8 Compressor List (Portable) 1

Attachment 9 DHS Record Keeping 141-01 4

Attachment 10 Declaration of Federal Employment 3

Attachment 11 Emergency Action Plan 26

Attachment 12 Employment Eligibility Verification Form 9

Attachment 13 Entrance Walk-Off Mat Locations 1

Attachment 14 Evacuation Plan 8

Attachment 15 Facilities List (Buildings) 5

Attachment 16 Facility Equipment List 101

Attachment 17 Facility Equipment Task Samples 81

Attachment 18 Facility Maps 2

Facility Support Services Artesia, NM 88210

J-2

Attachment 19 Fire Alarm Systems 2

Attachment 20 Fire Extinguisher Listing 18

Attachment 21 Fire Pump Monthly Testing and Inspection 3

Attachment 22 Freight Report 2

Attachment 23 Generator Listing (Portable) 1

Attachment 24 Occupational Health & Safety Program FD 70-09 153

Attachment 25 Hazardous Waste Management Plan HWMP 26

Attachment 26 HAZCOM Program 28

Attachment 27 Historical Data 4

Attachment 28 Integrated Pest Management Plan IPMP 168

Attachment 29 Reserved 0

Attachment 30 Inventory Control Form FTC-ADM-80 1

Attachment 31 Lock Hardware and Key SOP 403 11

Attachment 32 Mail Messenger Route 1

Attachment 33 Mail Reports 3

Attachment 34 Mailing Equipment 1

Attachment 35 Move Order Request FTC-ADM-46 2

Attachment 36 Non-Accountable Inventory Catalog 46

Attachment 37 Non-Disclosure Agreement NDA 3

Attachment 38 Office Supply Catalog 48

Facility Support Services Artesia, NM 88210

J-3

Attachment 39 Property Accounting Change Form FTC-ADM-43 2

Attachment 40 Purchase Requisition FTC-ADM-1A 1

Attachment 41 Radiation Protection Plan 2

Attachment 42 Report and Service Plan 1

Attachment 43 Service Contract Work Request Form FTC-ADM-61 1

Attachment 44 Prevention Control and Countermeasure Plan SPCCP 115

Attachment 45 Standard Service Call Log 1

Attachment 46 Storm Water Pollution Prevention Plan SWPPP 330

Attachment 47 Survey Report Form FTC-ADM-44 2

Attachment 48 Target System Bench Stock Listing 1

Attachment 49 Traffic Control SOP FD 70-09.I 22

Attachment 50 Transaction Worksheet 1501 2

Attachment 51 Reserved 0

Attachment 52 Water Delivery Sites 1

Attachment 53 Work Related Injuries and Illnesses 12

Attachment 54 Work Request WR 2

Attachment 55 Service Contract Act Wage Determination SCA WD 10

Attachment 56 Performance Requirements Summary and Quality Assurance Surveillance Plan

PRS and QASP 13

(End of Section J)

Facility Support Services Artesia, NM 88210

L-2

Procurement Division, Procurement Field Branch 1300 W. Richey Avenue, Bldg 4 Artesia, NM 88210

b. The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO.

(End of provision)

PRE-PROPOSAL CONFERENCE/ SITE VISIT

a. A pre-proposal conference/site visit will be held as stated below: (Also see – Notice to Offerors in Section A):

Check in Location: Federal Law Enforcement Training Center 1300 W. Richey – Bld 22 Artesia, NM 88210

Time: 10:00 AM Mountain Daylight Time (MDT) Date: August 25, 2014

b. The purpose of this conference is to conduct a tour of the facility.

c. All questions regarding the Request for Proposal (RFP) shall be submitted in writing no later than 3:00 PM, MDT, September 17, 2014. No questions will be accepted after this deadline.

Prospective Offerors are requested to submit written questions to:

Name: Rob Randolph, email address to Robert.Randolphiii@fletc.dhs.gov. No telephone questions will be answered.

Submitted questions should specify the section and paragraph of the RFP for which clarification is desired. Written replies to questions and a summary of the conference will be provided as an amendment to the RFP.

d. Transportation will be provided on the site visit. Therefore, it is requested that Offerors limit the number of attendees representing their company to a maximum of two; note should Offerors anticipate subcontracting/teaming, two attendees from each entity is acceptable.

e. Because the FLETC is a secure facility, visitors must obtain a Visitor Pass which will require prior coordination. Offerors are requested to provide Rob Randolph with the names of all proposed attendees and each attendee’s date of birth by email.

Prospective Offerors are requested to submit the proposed attendees information to:

Name: Rob Randolph, email address to Robert.Randolphiii@fletc.dhs.gov and Stephen.Foster@fletc.dhs.gov. No telephone responses will be answered.

Facility Support Services Artesia, NM 88210

L-3

f. This notification shall be sent at least four (4) business days prior to the scheduled meeting. Note: No cameras, video cameras, or recording devices are permitted.

SUBMISSION OF PROPOSAL

a) The following instructions cover the preparation and submission of the Offeror’s proposal for this solicitation.

b) Individuals responsible for preparing material that may be source selection information as described with the definition at FAR 2.101 must mark the cover page and at the top and bottom of each page that the individual believes contains source selection information with the legend:

“Source Selection Information – See FAR 2.101 and 3.104.

Procurement Sensitive – For Official Use Only”

c) Proposal packages will be accepted until the time and date established for receipt of proposals. Proposals received after the established time and date will be processed in accordance with FAR 52.215-1. Offerors may use certified, registered, or express mail procedures. Ensure outside of package is clearly marked with proposal information as indicated in this RFP.

Closing Time: 5:00 PM MDT Closing Date: October 1, 2014 Location: Department of Homeland Security/ FLETC

PRO Field Branch, ATTN: Rob Randolph 1300 W. Richey Avenue, Bldg 4 Artesia, NM 88210

Section I

This Section will consist of the following documents:

a) A completed and signed RFP SF 33 (Section A) with a cover letter delineating any exceptions taken to the RFP terms and conditions. However, Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined unacceptable.

b) Completed Representations and Certifications (Section K).

Attachment 2

Attachment 36

Bookcase Harmony 2 shelves 9 used

Bookcase Metal Beige 3 shelves 1 used

Bookcase Symphony Mahogany No picture available 2 shelves- used

Office Chair with adjustable arms 6 new (#7823 90T)- 1 used w/o arms (beige)

Office Chair with arms No longer available

High task chair (black) No longer available

Office Chair with adjustable arms (black) VL630VA 1 used High Back Mid-Back Black-23 used

Office Chair with adj arms (Sassy blue) 14 used

Legacy II Mid-Back w/adjustable arms black

(UST2028BLK)

6 new

Legacy I HB adjustable arms Task Chair Blue 10 new (UST2006BLK)

Office chair with arms No longer available

Legacy I High Back Deluxe 8 new (sapphire)

Task chair with out arms netting back 24 used (blue/black)

Office chair with arms 6 used (blue)

Task chair with out arms 18 new (black) (ZZUST2032BLK)

Chair Task Burgundy Striped w/adjustable arms 13used 9 used w/wood arms

Chair Leather/Cloth Back w/arms 3-used

Executive guest chair 1 used (Burgundy)

Guest chair with arms 1 new (soprano) Blue

Hon guest chair without arms (#4004) 3 new Black Pattern 3 used Black Pattern/2 used Dark Grey 2 new charcoal/swivel w/whls (#3103AP)

Executive Guest Chair Leather 1 used Brown

Guest Chair w/Arms Blue 2 used w/cherry wood arms 1 used w/Black legs

Guest Chair w/arms Leather Muscaline No Picture HON 20 new Available

Chair Task Blue w/arms 4 used

Chair Task Dark Blue w/arms No Longer Available

Chair Task w/adjustable arms 5 used

Chair Multi-Task w/arm Midnight # 7823AW

2- new 6- used

Chair Executive High Back Tilt Adj 7- used

Guest Chair Black Stackable (# VL616VA) 14- used

Sled base guest chair w/arms (black) 14 used

Guest chair with arms 2 used (black)

Sled base guest chair with out arms 11 used Blue

One arm bandit black with grey top 14 right used- 2 left used

One arm bandit black with black top 197 used right- 28 used left

One arm bandit black with oak top 5 right new (#4040048) 40 right new (#4033770)

One arm bandit with pencil holder black 24 used right

Folding one arm bandit with oak top 3 used right- 1 used left

BIA memorial folding chairs 542 new (blue)

Folding chairs 30 used (grey/tan)

1 Dbl Ped Symphony mdl drw used (Old Style) 1 Dbl Ped symphony Credenza used (Old Style)

1 Hutch with glass mahogany used 1 Hutch with out glass symphony used (Old Style)

0 Dbl Ped with key board tray mahogany used 1 Dbl Ped w/ ctr drw Symphony used

1 corner desk units mahogany new

8 new Harmony desk shell 7 used Harmony desk shell

Double pedestal mahogany new No longer Available

2 used return Harmony

Desk Dbl Ped Harmony 5 used

Desk Sgl Ped R/S Harmony 5 used

Desk Dbl Ped Small Harmony 1 used

Desk Sgl Ped L/S Metal Blk 8 used, R/S 10 used

Desk Dbl Ped Metal 4 beige used - 21 Black used

Desk Dbl Ped Cherry Wood Type 8 used

Desk Return Black Metal Photo Not Available 14 used

Hon filing cabinet 2drawer 1brown, 6 black new

Hon filing cabinet 5drawer used: 3 tan, 11 Brown, 0 black, 4 grey

Hon legal 2 drawer filing cabinet 1 used tan

Filing Cabinet Lateral 4 drw Black 2 used

Filing Cabinet Lateral Beige 5 drw 2 used

Filing Cabinet Harmony 4 drw 11 used

Hon filing cabinet 4 drawer 7 used black

Pencil box 3 drawer with wheel 4 used (black)

Filing cabinet 2 drawer with wheels 1 used (grey)

3 drawer with wheels filing cabinet (grey) 1 used

4 drawer fire king filing cabinet (tan) 4 used

2 Drawer Mahogany Filing Cabinet No Longer Available

Filing Cabinet wooden w/legs small 1 used

Printer Cart Black Small

Wardrobe Locker 2 doors Black Metal 3 used black, 3 used Beige

Gym Locker Grey 9 doors Picture Not Available 2 used

Lockers Storage 2dr 3 used black, 1 gray

15 used Metal lecterns (black 4 new

27 size 24x36 table tops

1 two sided table on wheels

3 white podiums

2 pallets mats (grey)

1 Large Mosler Safe Grey

1- Small Safe

1- Sm 2drw Safe B/C 13241

1- 4 drw Safe Beige

1 Lrg Safe Beige

Table Rnd w/metal legs

Table Rnd w/wooden legs 1- used Symphony

6 pallets of auto shop equipment 16 wall mount chin up bars 30 recycling centers 26 wall mats (red) 17 wall mats (grey) 2 corner wall mats (grey) Hoshizaki Ice Mach -1 B/C 433232 ( Needs Condenser) Hoshizaki Ice Bin-1 B/C433241 Wardrobe Symphony/Mahogany- 1 ea used IT Cabinets Black-3 Cherry Type 2-shelf Bookcase

3 Shelves metal bookcase 1 used (beige)

2 Shelves mahogany- used No Longer Available

2 Shelves Bookcase metal black

Picture Not Available

Folding Chairs Tan 22 used

Folding One Arm Bandits 30 used 44 new (in box)

Blue task Chair

**30 Folding one Arm Bandits to be surveyed**

Chair w/o arms HON Black 6 used

Desk Dbl Ped Cherry Type

Desk Dbl Ped Harmony 1 used

Desk Sgl Ped Harmony R/S 1used

Desk Sgl Ped L/S Metal Black 10 used

Desk Dbl Ped Metal Beige 11 used

Desk Return metal black No Picture Available 8 used

Desk Dbl Ped Mahogany Old Style No Picture Available

Desk Sgl Ped Beige Metal Picture Not Available

Desk Dbl Ped Metal Black Picture Not Available 17 used

3 shelve display case 1 wooden with glass

2 Shelve display case 1 wooden with glass

Filing Cabinet 2 drw 4 used (black) 1 used beige

Filing Cabinets 5 drw 7 used(beige) 6 used(gray) 11used (brown) 1 used Black

Four drawer filing cabinet 2 used (black) 2new (black in the box) 1 used brown- 1 used grey

Two drawer legal filing cabinet 1 used (tan)

Wardrobe Locker 2 doors Black Metal

Lockers Storage 2dr black metal 5 used black, Pub Stool 8 (blue)

Pub Stool 11 (blue)

Pub Stool 10 (black)

Tall Pub table 2

Pub Table 13

Tall Pub Table 1

Pub Chairs

Trapezoid Tables 14 used

Large Table 1 Used

1 IT Cabinets- new 1-used 40 Black Puzzle Mats 101 Blue/Red Puzzles Mats 125 Red/Grey Mats 7 Bus seats 10 Air Craft Seats 20 Pallets of Targets 41 Target holders 13 Maroon Shelves (IT) 1 Gun Cleaning Machine 12 Air Compressors (5 temporarily in Bldg 212 At Range) 15 Kerosene Heaters 29 Small Gun Safes(Danny Kiper) Partitions Pink Color 2 skids Student desk- White Legs- 17 used Shelving White- I skid Wood Hutch- 1 used

Chair Exec Black w/ wheels ( Court )6ea used Chair Leather Guest Brown-1 ea used Chair Tilt/Swivel (Bucket Seat) 4 beige,5 black,1 gray used Computer tables w/rack- 2ea used DrvrsTrng Cones-6 skids Chair Courtroom wooden w/o arms-2ea used Chair Courtroom wooden w/arms-4ea used Chair task w/arms (#7823AW) used Bookcase wooden 5 shelves-2 ea used Picture Frames Plastic-14 ea used Black Metal 2 shelf Bookcase- 2 used Gray Metal 3 shelf Bookcase- 2 used 1 used Beige Desk Computer White Small- 2used Filing Cabinet 5 drw Blk- 1 used Bookcase 3 shelf wooden- 5 used

29 black Lamps 17 bed springs 9 dryers 5 Washing Machine

Attachment 36

FLETC MANUAL 70-09

Occupational Safety and Health Program

Supporting Publication to FLETC Directive 70-09

Occupational Safety and Health Program

August 2013

Attachment 24Amendment 000002

FLETC Manual 70-09 August 29, 2013

FLETC MANUAL 70-09

Occupational Safety and Health Program

TABLE OF CONTENTS

Page

I. Introduction

II. Scope…………………

III. Forms……………………………

IV. Definitions.....…

V. Responsibilities

VI. Procedures………

Attachments

FLETC Occupational Safety and Health Program Supplements by Chapter:

1. Introduction……………………………………………………………………….….7

2. Responsibilities……………………………………………………… ........ …………8

3. Occupational Safety and Health Standards

4. Operational Risk Management

5. Councils and Committees

6. Safety and Health Assessment

7. Incident Reporting, Records and Investigations

8. Employee Reports of Unsafe/Unhealthful Working Conditions

9. Prevention and Control of Workplace Hazards

10. Training

11. Personal Protective Equipment

12. Respiratory Protection

13. Hearing Conservation

14. Hazardous Communication

15. Asbestos Awareness and Control

16. Confined Space Entry

17. Isolation of Energy Sources (Lockout/Tagout)

18. Bloodborne Pathogen Exposure Control

19. Driving Safety

20. Laboratory Safety

21. Fire Protection

22. Electrical Safety

23. Explosives Safety

24. Aviation Safety

25. Afloat Safety

26. Ionizing Radiation

27. Non-Ionizing Radiation

28. Lead Control

29. Public Access Defibrillation

30. Ergonomics

31. Smoking/Use of Tobacco

32. Medical Surveillance

33. Forklift Operators

I. INTRODUCTION: The Federal Law Enforcement Training Centers (FLETC) consider safety to be an integral component of FLETC operations and program management. The Environmental and Safety Division (ESD) has established Occupational Safety and Health Programs for all FLETC sites with requirements and procedures that impact all FLETC activities and orient personnel to safe behavior both within and outside their immediate work environment.

II. SCOPE: The DHS Occupational Safety and Health Manual and the FLETC Occupational Safety and Health Program Manual and Program Supplements apply to all FLETC employees, Partner Organization (PO) staff, students, visitors and contractor personnel working on or training at FLETC facilities. This includes U.S. Coast Guard civilian personnel who serve as detailed instructors to the FLETC, as well as related law enforcement training equipment, operations and worksites that are not characterized as uniquely military.

III. FORMS: Included in the FLETC Occupational Safety and Health Program Supplements.

IV. DEFINITIONS: Included in the FLETC Occupational Safety and Health Program Supplements.

V. RESPONSIBILITES: Included in the FLETC Occupational Safety and Health Program Supplements.

VI. PROCEDURES:

A. FLETC Occupational Safety and Health Programs:

1. Are developed by ESD to be in compliance with the Occupational Safety and

Health Administration (OSHA) 29 CFR §1910, General Industry Standards.

2. Are implemented at all FLETC sites according to the hazards present and the controls required to protect employees in their work sites.

3. Are updated as required due to changes in regulatory requirements.

4. Provide the program elements, roles and responsibilities for each FLETC safety program as a supplement to the DHS Occupational Safety and Health Manual.

B. Establishment of Authority Having Jurisdiction (AHJ):

1. ESD recognizes that consensus safety standards (e.g., the National Fire

Protection Association Life Safety Code) may not be sufficient in specific and unique circumstances and therefore relies upon the independent, expert judgment and advice of FLETC personnel in determinations of reasonable care in these circumstances.

2. Additionally, the FLETC has adopted the International Building Code and the National Fire Protection Association (NFPA) guidelines as design and construction standards for FLETC facilities.

3. In order to ensure compliance with these standards, the FLETC has established a process for determining when a variance from the standards is appropriate and reasonable.

This is accomplished through an “Authority Having Jurisdiction (AHJ)”, which the NFPA defines as “the organization, office or individual responsible for approving equipment, materials, an installation or a procedure.”

4. At the FLETC, the AHJ is a chartered, standing body, which consists of the following members:

a. FLETC Glynco ESD Division Chief and/or Assistant Division Chief;

b. Glynco Facilities Management Division (FMD) Engineer with formal training in fire protection requirements;

c. FLETC Glynco Safety Specialist with formal training in life safety code requirements;

d. FLETC Charleston Site Director or designee and the Site Safety Specialist;

e. FLETC Cheltenham Site Director or designee and the Site Safety Specialist; and

f. FLETC Artesia Site Director or designee and the Site Safety Specialist.

5. The Charleston, Cheltenham, and Artesia team members should have some experience in facilities management, engineering and/or life safety code requirements. The site directors may elect not to participate in the review of a particular AHJ project that is not located on their facility by providing a written declaration in response to the notice issued to the AHJ team members. Any such declinations shall be included in the record for that AHJ assignment.

6. Issues will be brought before the AHJ based on the concurrent recommendations of the following individuals: for Glynco facilities, the Chief, Design and Construction Branch, FMD (or for field sites, the equivalent position to the Chief, Design and Construction Branch, Field Sites); and the Division Chief and/or Assistant Division Chief, ESD.

7. Additional team members for the AHJ may be appointed temporarily at the consensual discretion of ESD and the field site members when other subject matter expertise is required.

8. AHJ team members shall use all appropriate sources of data and information relating to the project to thoroughly evaluate all options, including, but not limited to, contacts at similar facilities, agencies with similar activities or issues and regulatory compliance experts.

AHJ members shall meet by teleconference and video-teleconference whenever reasonable.

Funding for site visits (only if needed) would be provided from the individual project budget.

The Chief of the Design and Construction Branch (or field site equivalent, as applicable) shall ensure that contingency funding for potential AHJ reviews is identified in project estimates.

9. The AHJ team shall make a written recommendation after reviewing the provided data and any additional information obtained in response to pertinent issues. The recommendation must be a consensus of all team members. If the AHJ team members report they cannot reach consensus, the ESD Division Chief and the Glynco FMD Chief, Design and Construction Branch, will meet with the team and assist in resolving any conflicts.

10. All AHJ recommendations shall be reviewed in draft by the Office of Chief Counsel, which will provide legal interpretations and research as needed for AHJ issues prior to their implementation. The written recommendation shall be addressed to the ESD Division Chief and Glynco FMD Chief, Design and Construction Branch, and shall be signed by all AHJ team members.

11. AHJ reports shall be kept on file at both FMD and ESD, with ESD retaining the original report. When an AHJ recommendation is approved and implemented, FMD will include this process in its next revision of the FMD Design Guide. ESD will also include this process change in the program elements section of the safety program affected.

C. The Director’s Occupational Safety and Health Policy:

WELCOME TO

THE DEPARTMENT OF HOMELAND SECURITY

FEDERAL LAW ENFORCEMENT TRAINING CENTERS

The business in which we are all engaged can be dangerous in the real world, but the training and working environment here at the Federal Law Enforcement Training Centers (FLETC) should never be! Accordingly, it is the policy of the FLETC to comply with all Occupational Safety and Health Administration (OSHA) standards, in particular the standards found in 29 Code of Federal Regulations §1910.

Let me reinforce what to me is the most important aspect of our FLETC Occupational Safety and Health Programs. No person will be required or instructed to work, or train in surroundings or under conditions which are unsafe or dangerous to their health.

If at any time, you identify a dangerous or unsafe condition, report it immediately to your supervisor, instructor, or program manager. None of us can afford to let safety be taken for granted. I want to personally ask each of you for your total support of and involvement in achieving the safety goals of FLETC.

Thank you!

Signature on file Connie L. Patrick Director

Attachment

FLETC SUPPLEMENTS to the DHS Occupational Safety and Health Manual

Chapter 1

INTRODUCTION

I. INTRODUCTION:

A. The Department of Homeland Security (DHS) considers safety to be a critical consideration in all departmental activities. Accordingly, DHS published Directive 066-01, Safety and Health Programs, and corresponding DHS Occupational Safety and Health Manual that is applicable to all DHS operations and activities except those involving unique military equipment and military personnel.

B. Likewise, FLETC considers safety to be an integral component of FLETC operations and program management. FLETC has established an Occupational Safety and Health Program with requirements and procedures that impact all FLETC activities and orient personnel to safe behavior both within and outside their immediate work environment.

C. The FLETC Occupational Safety and Health Manual is a supplement to the DHS Occupational Safety and Health Manual and it is applicable to personnel and activities on FLETC facilities. The FLETC Occupational Safety and Health Manual is not intended to be a completely independent document, rather it seeks to provide FLETC specific safety program guidelines and clarify requirements identified in the DHS Occupational Safety and Health Manual; and as such it must be viewed in conjunction with the DHS Occupational Safety and Health Manual.

II. SCOPE: The DHS Occupational Safety and Health Manual and the FLETC Occupational Safety and Health Manual Supplements apply to all FLETC employees, Partner Organization (PO) staff, students, visitors, and contractor personnel working on or training at FLETC facilities.

This includes U.S. Coast Guard civilian personnel who serve as detailed instructors to the FLETC, as well as related law enforcement training equipment, operations and worksites that are not characterized as uniquely military.

III. FORMS: Included with individual chapters.

IV. DEFINITIONS: Included with individual chapters.

V. RESPONSIBILITES: Included with individual chapters.

VI. PROCEDURES: Included with individual chapters and designated under the heading of Program Elements.

Chapter 2

RESPONSIBILITIES

I. INTRODUCTION: Safety is integral to all FLETC activities and it is the responsibility of all FLETC employees, PO staff, students, visitors and contractor personnel.

A. Director. The Director is ultimately responsible for the implementation of an Occupational Safety and Health Program and for the safety and health of the FLETC staff, PO staff, students and visitors when on FLETC property.

B. Executive Team. The Executive Team is responsible for incorporating Occupational Safety and Health Program requirements in strategic planning and for leading the integration of safety programs in their individual functional areas.

C. Assistant Director, Administration Directorate. The Assistant Director, Administration Directorate, serves as FLETC’s Designated Agency Safety and Health Officer (DASHO) pursuant to 29 Code of Federal Regulations, Parts 1960.6(a) and 1960.2(f), and as such has overall responsibility for the effective and efficient conduct of the FLETC Occupational Safety and Health Program.

D. Chief, Environmental and Safety Division (ESD). The Chief, ESD is the FLETC Safety Officer. The Safety Officer integrates safety program processes for all activities, tracks compliance, and reports outcomes with respect to goals and benchmarks of the Occupational Safety and Health Program. In addition, the Safety Officer is responsible for providing technical safety expertise to the DASHO and for providing technical management of the FLETC Occupational Safety and Health Program, establishing and maintaining standard operating procedures (SOPs) to document this process.

E. Chief, Procurement Division (PRO). The Chief, PRO is responsible for ensuring that FLETC contracts incorporate safety and health requirements that correspond to the requirements of the FLETC Occupational Safety and Health Program and ensure that contracting officer technical representatives (COTRs) are charged with enforcement of these provisions to the same extent as for any other contract provisions.

F. Supervisors. Supervisors are responsible for executing the requirements of the FLETC Occupational Safety and Health Program and for ensuring employees within their organizations comply with the mandates of the program.

G. Instructors. Instructors are responsible for conducting face-to-face communications with their students to ensure compliance with the requirements of the FLETC Occupational Safety and Health Program.

H. Employees. Employees are responsible for their own safe behavior and for alerting supervisors or other proper authority of conditions, procedures, or behavior of others that appears unsafe.

I. Students. Students are responsible for their own safe behavior and for alerting instructors or other proper authority of conditions, procedures or the behavior of others that appear unsafe.

J. PO Staff. PO representatives and personnel are expected to comply with the requirements of the FLETC Occupational Safety and Health Program while on FLETC facilities to the same extent required of FLETC personnel.

K. Visitors. Visitors are responsible for their own safe behavior and for alerting their sponsors or other proper authority of conditions, procedures, or the behavior of others that appear unsafe.

L. Contractors. Contractors and/or employees are responsible for their own safety programs and their own safe behavior; and, for alerting their supervisor or other proper authority of conditions, procedures, or the behavior of others that appear unsafe.

Chapter 3

OCCUPATIONAL SAFETY AND HEALTH STANDARDS

I. INTRODUCTION: The Occupational Safety and Health Standards guidance is located in Chapter 3 of the DHS Occupational Safety and Health Manual (DHS Safety Manual). The FLETC Occupational Safety and Health Program Manual is a supplement to the DHS Occupational Safety and Health Manual and does not require additional FLETC specific guidance on this chapter.

http://portal.fletcnet.dhs.gov/sites/org/ADM/OAM/EVS/Public%20Documents/DHS%20Safety%20Manual%20and%20FLETC%20Safety%20Manual%20Supplements%20March%202012/DHS%20Safety%20Manual%202010%2006-23%20(2).pdf

FLETC Manual 70-09 August 29, 2013

Chapter 4

OPERATIONAL RISK MANAGEMENT

I. INTRODUCTION: Workers are injured and killed in the workplace every day.

Workplace injuries and illnesses, however, can be prevented or minimized through operational risk management procedures which include looking at workplace operations, establishing proper job procedures and ensuring that all employees are trained properly.

One of the best ways to determine and establish proper work procedures is to conduct a job hazard analysis/risk assessment. Supervisors can use the findings of a job hazard analysis/risk assessment to eliminate and prevent hazards in their workplaces. This is likely to result in fewer worker injuries and illnesses; safer, more effective work methods; reduced workers’ compensation costs; and increased worker productivity. The analysis also can be a valuable tool for training new employees in the steps required to perform their jobs safely.

The FLETC Training Divisions utilize risk assessments to identify hazards in training courses and control measures that are required to reduce and/or minimize the hazards. Risk assessments are attached to all lesson plans as per the guidance provided for FLETC Training Divisions.

Guidance on risk assessments for lesson plans is covered in the FLETC Directive: Risk Assessment for Courses of Instruction. All non-training divisions with identified/potential hazards will have a completed job hazard analysis/risk assessment performed as required.

II. SCOPE: This supplement applies to all FLETC locations and training sites, and contains elements that apply to all FLETC employees and Partner Organization (PO) staff.

III. REFERENCES:

A. 29 CFR 1910.132, Personal Protective Equipment.

B. FLETC Directive 066-01 Training Risk Assessment, dated February 2013.

C. DHS Occupational Safety and Health Manual.

IV. FORM: FLETC Form FTC-ESD-70a, Job Hazard Analysis (JHA Form).

V. DEFINITIONS:

A. Hazard is the potential for harm and is associated with a condition or activity that, if left uncontrolled, can result in an injury or occupational illness.

B. Job Hazard/Risk Assessment is a process to identify physical and health hazards in the workplace. Potential hazards may be physical or health-related and a comprehensive hazard assessment should identify hazards in both categories. Examples of physical hazards include moving objects, fluctuating temperatures, high intensity lighting, rolling or pinching objects, electrical connections and sharp edges. Examples of health hazards include overexposure to harmful dusts, noise, chemicals or radiation.

C. Personal Protective Equipment, commonly referred to as "PPE", is equipment worn to minimize exposure to a variety of hazards. Examples of PPE include such items as gloves, foot http://portal.fletcnet.dhs.gov/sites/org/ADM/OAM/EVS/Public%20Documents/EVS%20Forms/FTC-EVS-70a%20Job%20Hazard%20Analysis.pdf and eye protection, protective hearing devices (earplugs, muffs) hard hats, respirators and full body suits. (see Chap. 11 Personal Protective Equipment)

VI. RESPONSIBILITIES:

A. The FLETC Safety Staff will:

1. Provide oversight of the Operational Risk Management Program.

2. Assist supervisors is determining what control measures are required according to the hazard exposure.

3. Assist supervisors with choosing the appropriate PPE if required for protecting employees from hazard exposures.

4. Review JHAs/risk assessments provided by divisions/supervisors to ensure measures are utilized to control workplace hazards and to evaluate if employees require medical surveillance physicals.

B. Supervisors will:

1. Complete a JHA for each job task that potentially exposes employees to hazards.

2. Educate employees on the potential hazards associated in performing their job tasks as identified in their JHA/risk assessment.

3. Educate employees on the control measures required to protect against exposure to hazards.

4. Educate employees in the proper use, care, maintenance, storage, and inspection of any required PPE.

5. Request assistance from the FLETC Safety Staff as needed in completing JHAs to include identifying hazards; determining control measures; and ensuring PPE is appropriate and approved by the FLETC Safety Staff.

C. Employees will know:

1. The potential for exposure to hazards in their job tasks/workplace.

2. The requirement to ensure control measures are in place and utilized to reduce or eliminate the hazard exposures.

3. The PPE required, if any, for use during a job tasks to protect them from exposure to hazards.

4. How to report a hazard or unsafe/unhealthful working conditions (see Chap. 8, Employee Reports of Unsafe/Unhealthful Working Conditions).

VII. PROGRAM ELEMENTS:

A. Jobs that require priority when conducting a JHA:

1. Jobs with the highest injury or illness rates;

2. Jobs with the potential to cause severe or disabling injuries or illness, even if there is no history of previous accidents;

3. Jobs in which one simple human error could lead to a severe accident or injury;

4. Jobs that are new or have undergone changes in processes and procedures; and

5. Jobs complex enough to require written instructions.

B. Steps in conducting a JHA.

1. Involve employees. They have a unique understanding of the job and this knowledge is invaluable for finding hazards.

2. Review accident history reports. Review the history of accidents, occupational illnesses, OSHA recordable injuries and near misses. This information may identify existing hazard controls that may not be adequate or new hazards in the workplace.

3. Conduct a preliminary job review. Discuss with employees the hazards they know exist in their current work and surroundings. Identify ideas to eliminate or control those hazards.

a. If any hazards exist that pose an immediate danger to an employee’s life or health, take immediate action to protect them.

b. Any problems that can be corrected easily should be corrected as soon as possible. Do not wait to complete your JHA.

4. Outline the job steps or tasks.

a. Select an experienced, cooperative worker and watch the employee perform the job and list each step as the worker performs it.

b. Be sure to record enough information to describe each job action without getting overly detailed.

C. Identifying workplace hazards. Ask the following questions:

1. What can go wrong?

2. What are the consequences?

3. How could it happen?

4. What are other contributing factors?

5. How likely is it that the hazard will occur?

D. Hazard/Risk Categorization. Unabated risks are categorized using a Risk Assessment Code (RAC) Matrix. This matrix uses the combination of assessment of hazard severity and mishap probability to obtain a single number rating. This number is used to determine the appropriate priority in correcting the identified hazard versus all other identified hazards.

1. Hazard Severity. This is an assessment of the worst potential consequence, defined by the actual or potential degree of injury, occupational illness or property damage, which is likely to occur as a result of the hazard.

a. Category I - Catastrophic: The hazard will or may cause death or loss of a facility.

b. Category II - Critical: The hazard will or may cause severe injury, severe occupational illness, or major property damage.

c. Category III - Marginal: The hazard will or may cause minor injury, minor occupational illness or minor property damage.

d. Category IV - Negligible: The hazard involves a violation of a federal or state health and/or safety standard(s) or the FLETC program or policy, but is unlikely to cause injury, illness or property damage.

2. Mishap Probability. This is an assessment of the likelihood of a given health or safety deficiency or hazard producing a mishap. The assessment is based on such factors as location, exposure frequency and affected population or group.

a. Category A: Likely to occur immediately or within a short period of time.

b. Category B: Probably will occur in time.

c. Category C: May occur in time.

d. Category D: Unlikely to occur.

3. Risk Assessment Code (RAC) Matrix. This is the expression of total risk combining hazard severity and mishap probability. Using the matrix shown, the RAC is expressed as a single number. This value can be used to assign hazard abatement priorities.

Risk Assessment Code Matrix

Mishap Probability

A

Likely to occur immediately or within a short period of time

B Probably will occur in time

C May occur in time

D Unlikely to occur

Hazard Severity

I 1 1 2 3

II 1 2 3 4

III 2 3 4 5

IV 3 4 5 5

E. Develop control measures to eliminate or reduce the hazards.

1. Engineering Controls.

a. The most effective and should be first priority;

b. Eliminate/minimize the hazard by physically changing a machine or work environment;

c. Enclosure of the hazard (good for noisy environments);

d. Isolation of the hazard (machine guards, welding curtain); and

e. Removal or redirection (local and exhaust ventilation).

2. Administrative Controls.

a. Involves changing how employees do their jobs;

b. Limit exposure time;

c. Utilize written operating procedures;

d. Alarms, signs and warnings;

e. Use of the buddy system; and

f. Training.

3. Personal Protective Equipment (PPE). This includes respirators, hearing protection, protective clothing, safety glasses, hardhats, safety shoes, gloves, etc. PPE is acceptable in the following circumstances:

a. When engineering controls are not feasible or do not totally eliminate the hazard;

b. While engineering controls are being developed;

c. When safe work practices do not provide sufficient additional protections;

d. During emergencies when engineering controls may not be feasible; and

e. When a hazard cannot be eliminated entirely, the adopted control measures are likely to be a combination of all three measures instituted simultaneously.

F. Evaluate the effectiveness of control measures.

1. Assess control measures to ensure they are effective in eliminating or minimizing the hazards in the workplace.

2. Assess the effectiveness of required PPE in protecting the employee from the exposure to the hazards.

3. If control measures are not effective, review the JHA and initiate additional control measures as required.

G. Review of JHA.

1. Periodically review the JHA to ensure it remains current and continues to reduce workplace accidents and injuries.

2. Should be reviewed whenever an illness or injury occurs on a specific job to prevent similar incidents in the future.

H. Training.

1. Required by employees prior to exposure to hazards in the workplace.

a. Educates them in the hazards;

b. Steps to perform their job safety;

c. Control measures in place;

d. How and when to wear PPE if required, to include care and storage; and

e. How to report hazards in the workplace (see Chap. 8, Employee Reports of Unsafe/Unhealthful Working Conditions).

2. When a JHA has been revised employees require training in the changes of the new job methods, procedures, or protective measures adopted

Chapter 5

COUNCILS AND COMMITTEES

I. INTRODUCTION: A key element of any Occupational Safety and Health Program is the establishment of an Occupational Safety and Health Council, hereafter referred to as the Safety Council. The Safety Council provides the means to routinely assemble the talents of various supervisors and employees; all with differing skills and experiences, into a structured forum dedicated to reviewing and improving reported safety defects. It also demonstrates management’s commitment to safety, which is an integral part of establishing and maintaining a comprehensive Occupational Safety and Health Program.

II. SCOPE: This program applies to all FLETC locations and training sites and contains elements that apply to all FLETC employees and Partner Organization staff.

III. REFERENCES:

A. 29 CFR 1960.37, Basic Program Elements for Federal Employees, Occupational

Safety and Health Committees.

B. Executive Order 12196, Occupational Safety and Health Programs for Federal Employees, Section 1-3, Occupational Safety and Health Committees.

C. DHS Occupational Safety and Health Manual.

IV. SAFETY COUNCIL MEMBERS.

A. Each FLETC site will establish a Safety Council for addressing the safety concerns and issues for their respective sites.

B. The FLETC Safety Councils will consist of managers and non-management staff.

Management at all levels including directorate management and division management should attend. Division safety representatives are also encouraged to attend meetings. All FLETC and Participating Organization (PO) non-management staff is also encouraged to be members. The goal is to have equal representation of management and non-management employees.

C. The Union representing FLETC employees may also designate a person to serve as the Union’s safety representative, and that representative is welcome to attend all Safety Council meetings.

D. Chairperson/Vice-Chairperson. A Safety Council Chairperson and Vice-Chairperson will be nominated from among the council’s membership and will be elected by the council’s members. Management and non-management members should alternate in this position. The maximum service time for the Chairperson and Vice-Chairperson will be two consecutive years.

The Chairperson/Vice-Chairperson will be educated in their responsibilities as chairs and will review the roles of the Safety Council with new members.

E. Primary Advisor. The Environmental and Safety Division Chief, or his designee, will serve as the primary advisor to the Safety Council and will attend all meetings.

FLETC Manual 70-09 August 29, 2013

F. Additional Advisors. The persons listed below will serve as advisors to the Safety Council and will attend meetings as needed:

1. Environmental and Safety Division Assistant Chief and Safety Specialists;

2. FLETC Director or representative;

3. Site Directors for the field sites;

4. Chief Counsel or representative;

5. Contracting Officers;

6. Security and Emergency Management Office Representative;

7. Medical Officer or Health Nurse; and

8. Athletic Trainer.

V. SAFETY COUNCIL PROCEDURES.

A. The Safety Council will meet at least quarterly and the meetings will be conducted to encourage open discussion among all participants;

B. Any FLETC, PO or contractor employee may request the Safety Council to examine a matter they feel is a safety concern. The Safety Council will keep such matters as open business until a response is developed regarding the safety concern;

C. The Chairperson or Vice Chairperson will provide an agenda for each meeting and will also ensure that minutes are kept for each meeting. Copies of minutes will be filed with the ESD Office and forwarded to all council members;

D. The Safety Council will assist in effective implementation of safety programs;

E. Site safety specialists will provide statistics on mishaps with special attention to trends in injuries and the Safety Council will assist with developing controls measures as needed and implementing the controls measures in their work areas;

F. The Chairperson or Vice Chairperson will forward concerns requiring further investigation to the primary advisor for guidance; and

G. The primary advisor will seek guidance or resolution of safety concerns through the channels of succession and will provide…