Attachment_12_-_Safety_Instructions.pdf

Solicitation Number: N00174-16-R-0004 Attachment 17

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SAFETY INSTRUCTION 5100.22G (REV 2)

CHAPTER 13

CONTRACTOR SAFETY

13.1 Purpose. To assure safe and healthful working conditions for contractors working at the Indian Head Division, Naval Surface Warfare Center (IHD NSWC) and its detachments. Also, to ensure that contractor activities do not adversely affect the safety and health of IHD NSWC personnel.

13.2 General Provisions.

a. Public Law 91-596 (and Amendments), also known as the Occupational Safety and Health Act of 1970, establishes that all employers, including contractors, are responsible, so far as possible, for providing every employee a safe and healthful working environment. All employers, including contractors will conform to the standards as issued by OSHA.

b. Contractors are responsible for complying with safety requirements specified in the contract as well as all Federal, State, and local safety and security regulations.

c. Contractor and sub-contractor personnel are subject to occupational safety and health oversight to ensure compliance with established standards. This oversight will be accomplished by IHD NSWC personnel and contracting officers. Additional oversight may include, but not be limited to: the Naval Support Activity South Potomac (NSASP), Naval Facilities Engineering Command (NAVFAC) Washington, U. S. Department of Labor (DOL), Department of Defense (DOD), and Department of the Navy (DON).

d. While in performance of a contractual activity involving any area, structure, machine, equipment, or material that IHD NSWC is responsible for, contractors and their employees shall be subject to the requirements of this Safety Manual regardless of the type or duration of the contract. This area of responsibility includes all reasonable access routes to and from the workplace.

13.3 Definitions.

a. Administrative Contractor – Contractors (e.g., Information Technology (IT) support, secretaries) that generally perform non-hazardous work in close proximity to hazardous work areas.

b. Applicable Contractor – A contractor whose employees worked at least 1,000 hours for a Voluntary Protection Program (VPP) participant (IHD NSWC is a VPP participant) in any calendar quarter within the last 12 months and is NOT directly supervised by the participant.

c. Contract Employees – An employee of a contractor performing work under a government contract.

d. General Contractor – A construction site owner or site manager who controls construction operations and has contract responsibilities for assuring safe and healthy working conditions at a worksite.

e. Industrial Contractor – Contractors (e.g., construction, maintenance, and repair) that perform hazardous work in hazardous work areas that may require specialized training. In addition to the contractor’s safety plan they are governed by local rules and regulations and the requirements of their trade.

f. Oversight of Contractors –Oversight is the deliberate and casual observation of work performed by contractor personnel while in activity areas and facilities. Oversight is performed by the host or IHD NSWC Safety Offices and other persons/agencies to recognize unsafe acts and behaviors. All activity personnel are responsible for informing their supervisors or the Safety Office (X4282/4502) of instances observed where contractors appear to be putting themselves or other personnel at risk.

g. Resident Contractor – A company that provides on-going, onsite services to a VPP participant.

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h. Technical Contractor – Contractors (e.g., engineering, interns, postdocs, senior consultants) that perform hazardous work in hazardous work areas that require specialized training. In addition to the contractor’s safety plan they are governed by procedures, qualification/certification requirements, and local rules and regulations.

13.4 Roles and Responsibilities.

a. Safety Office (SA) Occupational Safety and Health (OSH) Specialists and Program Managers:

(1) Process Review & Measurement System program manager, with the assistance of the Contracting Office Representative (COR) and organizations with contractors, shall conduct an annual self-assessment of the Contractor Oversight and Compliance Program.

(2) Issue work permits as requested stipulating provisions and restrictions necessary to conducting all work safely.

(3) Ensure contractor compliance with federal, state, and local rules and regulations through oversight inspections and monitoring contractor worksites within IHD NSWC work areas. Report discrepancies to the COR.

(4) Stop eminent danger situations when observed, or reported by activity personnel, and report them to Safety Office management. Manage the discrepancy through the Enterprise Safety Applications Management System (ESAMS). Copies of reports will be provided to the COR.

(5) Re-inspect work site when work is completed if the facility was turned over to the contractor or if hot work permit was issued.

b. All Personnel

(1) Inform your supervisor or the safety office of instances observed where contractors appear to be putting themselves or other personnel at risk.

c. Managers and Supervisors

(1) Train employees on the requirements for contractor safety in the workplace.

(2) Inform the IHD NSWC Safety Office of alleged contractor violations reported by your personnel.

(3) Report contractors found in your areas that have not checked in with area representatives to the COR or Safety Office.

(4) Ensure that contractors are familiar with the emergency preparedness plan for the area or building wherein they are working. At a minimum ensure that contractors are aware of:

Evacuation plans Emergency telephone numbers:

X4333 for first responder: fire, injury or illness, chemical spill, etc… X4111 for security related issues.

Location of fire pull boxes Muster points

(5) Ensure that contractors are aware of, and adhere to, area safety rules and regulations. Contractors must wear all Personal Protective Equipment (PPE) required by area Standard Operating Procedures (SOPs) unless the wearing of stated PPE puts the contractor at risk (ex: an electrician wearing conductive shoes) or the facility has been turned over to the contractor.

(6) Ensure contractors are aware of hazards unique to your area or building using the applicable sections of the IHD NSWC Type 1 Hazard Control Briefing. Pay particular attention to the history of the building or area that may present hazards that would not normally be anticipated.

(7) Contractors may attend area weekly safety meetings and the annual safety stand-down.

d. Detachments

(1) IHD NSWC Detachments are required to adhere to the requirements of this manual as far as they do no conflict with local governing regulations.

e. Procurement Division Contracting Officers (Code C1 awarded contracts):

(1) Ensure that CORs conduct annual assessments of contractor performance in accordance with IHDIVNAVSURFWARCENINST 4200.3 “Contractor Performance Assessment Reporting System (CPARS) Procedures” as required by the contract in compliance with local C1 procurement policy. Coordinate safety and health assessments with the safety office.

(2) Require contractors to submit safety plans as necessary to contract performance, prior to beginning work.

(3) Provide contractor management with the Contractor VPP Fundamentals training, Appendix 13-C of this manual, prior to the commencement of any work. The training may also be found on the IHD NSWC intranet at http://ihmdnce/safety-office/vpp/contractor-trng-vpp-fundamentals.doc.

(4) Convene a post-award conference, as necessary, in accordance with Federal Acquisition Regulation (FAR) 42.503. In addition to addressing the FAR requirements discuss basic VPP and local safety and health rules and regulations (i.e. emergency procedures, evacuation plans, and weather restrictions). Mandatory participants are contracting officer, contractor, COR, and a safety representative.

(5) Maintain a list of CORs and the contracts for which they are responsible. The list shall be available upon request.

(6) Ensure that the contractor is aware that noncompliance with local, state, and federal rules and regulations may be cause for the contractor’s expulsion from the activity.

(7) Include FAR clause 52.236-13 Accident Prevention in all code C1 solicitations and contracts requiring on-site performance at IHD NSWC and its Detachments.

(8) Track all code C1 contract terminations which were the result of contractor non-compliance with safety and health requirements. Notify the safety office of all such terminations.

f. Contracting Officer, not assigned to the Procurement Division (Code C1)

(1) Ensure all applicable contracts include an accident prevention clause such as FAR 52.236-13 Accident Prevention per

FAR.

(2) Require contractors to submit safety plans, as necessary, prior to beginning work. Provide copies of safety plans to the IHD NSWC Safety Office upon request.

(3) Ensure contractors are appropriately trained for the work they will perform including specialized training such as working with asbestos, working in confined spaces, work requiring the use of fall protection or respirators, etc…

(4) Convene a pre-performance meeting for all contracts when the work will be performed at this activity to discuss concerns of the contractor and the activity. Attendees will include representatives from the:

• Contractor

• Contract Administrating Office

• Fire Protection Division

• Law Enforcement Office http://ihmdnce/safety-office/vpp/contractor-trng-vpp-fundamentals.doc http://ihmdnce/safety-office/vpp/contractor-trng-vpp-fundamentals.doc

• Safety Office

• Customer (representing the work area)

• Other – persons with specialized knowledge concerning the contract and/or work area

g. Contracting Officer Representative (COR)

(1) Take required COR training CLC106 (DAU online).

(2) Other training shall be taken as necessary to oversee contractor safety plans and to enable COR to recognize deficiencies in the contractor’s safety and health programs. Such training may include, but not be limited to:

• Asbestos recognition and abatement

• Confined space

• Electrical safety

• Ergonomics

• Fall protection

• Fire protection and life safety

• General industry standards

• Heat injury prevention

• Industrial hygiene

• Industrial noise

• Ladder safety

• Lead risk assessor and abatement

• Lock-Out/Tag-Out

• Machinery and machine guarding

• Mishap investigation

• Mold inspection and assessment

• Principles of scaffolding

• Respiratory protection

(3) Ensure contractors you are responsible for maintain a safe and healthy working environment by following applicable contract requirements, clauses as well as federal, state, and IHD NSWC, rules and regulations. Report negative findings to the appropriate safety office. Request assistance from the Safety Office as needed.

(4) Provide a copy of Appendix 13-A “Contractor Safety Requirements When Performing Work At The Naval Support Facility (NSF) Indian Head, MD”, to the contractor. Ensure the contractor understands all the provisions therein. The contractor and COR must sign and date, and the contracted number recorded on, two copies of the appendix. The contractor shall keep one copy and the second copy shall be maintained in the contract file.

(5) Ensure contractor has all personal protective equipment (PPE) necessary to safely perform work.

(6) Ensure site approvals, if applicable, have been received prior to beginning work. Refer to Chapter 14 of this manual for requirements governing site approvals.

(7) Ensure the Comprehensive Work Approval Permit (CWAP), if applicable, has been received prior to beginning work.

(8) Obtain work permits from the IHD NSWC Safety Office prior to beginning work. See chapter 15 of this manual to determine when work permits are required. Provide a copy of the CWAP, if applicable, to the IHD NSWC Safety Office when requesting work permits.

(9) If the contract requires the use of cellular phones, CB radios, survey equipment, or other portable radio transmitters, Appendix 13-B, Hazards of Electro-Magnetic Radiation to Ordnance (HERO) Certification Request Form, must be completed.

The completed form, along with the device, must be taken to the HERO program manager at the IHD NSWC Safety Office before these devices may be used. The form may be obtained from the Appendix 13-B of this chapter, the program manager, or the IHD NSWC web site. There is a 15-minute training video that must be watched.

(10) Ensure prime contractors report any mishap or injury involving any contractor or activity personnel, equipment, or operations while at the activity or a detachment. The report must be submitted to the Host or NAVFAC Safety Office.

(11) Record all contractor violations of safety and health regulations and actions taken to correct them. Report all violations to the Contracting Officer. Maintain a summary report and provide a copy to the Contracting Officer for the contract file.

(12) Conduct a final acceptance inspection when work has been completed. This inspection will include a representative of the customer and any subject matter experts (i.e. fire, safety, security, etc.) deemed necessary.

(13) Contractors may attend the annual safety stand-down.

13.5 Reference. (Use latest revision of reference.)

29 CFR 1910 – Occupational Safety and Health Standards

29 CFR 1926 – Safety and Health Regulations for Construction

DOD 4145.26-M – DOD Contractor’s Safety Manual for Ammunition and Explosives

EM385-1-1 – U.S. Army Corps of Engineers Safety and Health Requirements Manual

IHDIVNAVSURFWARCENINST 4200.3 – Contractor Performance Assessment Reporting System (CPARS) Procedures

IHDIVNAVSURFWARCENINST 4200.4 – Contract Management of Facility and Equipment

IHDIVNAVSURFWARCENINST 5100.5 – Regulations Governing Smoking and Use of Open Flame Devices in the Restricted Area.

IHDIVNAVSURFWARCENINST 5101.3 – Hazards of Electro-Magnetic Radiation to Ordnance (HERO)

IHDIVNAVSURFWARCENINST 5239.2 – Policy on Portable Electronic Devices (PEDs)

NSASPINST 5560.1 – Installation Traffic and Parking Regulations

NAVSEA OP-5 VOLUME 1 – Ammunition and Explosives Safety Ashore

OPNAVINST 5100.23(series) – Navy Safety and Occupational Health (SOH) Program Manual

OPNAVINST 5102.1 – Navy & Marine Corps Mishap and Safety Investigation, Reporting, and Record Keeping Manual

Public Law 91-596 (and Amendments) – Occupational Safety and Health Act (OSHA)

Unified Facilities Guide Specifications (UFGS)

Appendix 13-A

CONTRACTOR SAFETY REQUIREMENTS WHEN PERFORMING WORK AT THE NAVAL SUPPORT FACILITY

(NSF) INDIAN HEAD, MD

All contractors must be familiar with, and adhere to, this set of local health, occupational safety, and explosive safety regulations.

All government personnel have the obligation to report unsafe and unhealthful working situations to their supervisor or Safety

Office.

1. WORK PERMITS.

a. All contractor work taking place within an explosive arc requires a work permit from the Indian Head Division, Naval Surface Warfare Center IHD NSWC Safety Office. The COR will work with the area or facility representative to schedule all work permits. Contractor work outside of explosive arcs but within IHD NSWC areas of responsibility may require a work permit.

See chapter 15 of this manual for further guidance on when work permits are required.

b. Contractor work outside IHD NSWC areas of responsibility may also require a work permit if the work (i.e. work on electric, steam, or water lines) affect an IHD NSWC area or facility.

c. Contractors should contact their COR if unsure if a work permit is required.

2. FLAME-OR SPARK-PRODUCING ITEMS.

a. Chemical, electrical, or flame lighters and matches of any type are not permitted in the restricted area (beyond Gates 2 and 3) except as authorized by the IHD NSWC Safety Office. Smoking areas will be designated by the Safety Office upon request via the COR. Ignition devices will be provided in the designated smoking area.

b. The use of welding equipment, tar pots, gas burners, smoke testing for ventilation leaks, etc., is prohibited unless authorized by the host Fire Department or IHD NSWC Safety Office. The area where the work is being performed determines which department will approve the work. Once approved, ignition devices will be provided by the Fire Department or IHD NSWC Safety Office.

c. At no time will open-flame burning of debris be authorized.

3. CELL PHONES OR OTHER TRANSMITING DEVICES.

a. The use of hand-held cell phones is prohibited on the activity while driving. Transmitters may be taken into the restricted area provide the power is turned off. Hands-free cell phones may be used outside the restricted area (before gates 2 and 3).

b. All cell phones, car phones, GPS units (if GPS unit has transmitting capabilities), or other transmitting devices must be turned off prior to entering the restricted area unless approved by the IHD NSWC Safety Office (receive only GPS units do not require approval from the Safety Office). The COR must request the use of any transmitting device. A completed Hazards of Electro-Magnetic Radiation to Ordnance (HERO) Certification request form, found in Appendix 13-B, must be submitted to the IHD NSWC Safety Office. Personnel must receive HERO training from the IHD NSWC Safety Office prior to using cells phones in the restricted area. HERO transmitters must have a HERO decal with the minimum separation distance indicated.

c. Approved contractor transmitting devices will be turned off while inside the restricted area when the transmitter is not in use.

Cell phones will transmit even when not on a call if they remain turned on.

d. No transmissions will be made in radio silence zones as indicated by a solid red line down the roadway and “No Radio Transmission Zone”, “Radio Frequency Hazard”, and “NO Two-Way Radio” signs. Buildings and parking lots adjacent to the roadways with red stripes are part of the radio-silence zone.

e. Cell phones equipped with cameras are not permitted in the restricted area.

f. A work permit is required for the use of any transmitting device such as surveying equipment in the restricted area.

g. The use of keyless entry devices, alarm remote controls, and other similar low power devices is permitted inside the restricted area as long as a 30 ft separation from explosives is maintained. These transmitters may not be used inside radio silence zones (see 3.d. above).

h. The use of non-transmitting beepers and pagers are allowed but must be kept out of explosive operating buildings, magazines, and flammable liquid storage areas.

4. TRAFFIC RULES. The Motor Vehicle Code of Maryland is in effect while driving at this activity. In addition, the following local regulations will be enforced--CORs are responsible for ensuring that all contractors are familiar with all activity traffic regulations:

a. Right-Of-Way. Give the right-of-way to all emergency vehicles, explosive-laden vehicles, and pedestrians. Explosive vehicles will have hazardous material placards displayed and emergency flashers operating. When approaching an oncoming explosive vehicle pull to the side of the road as far as possible and stop. Ensure the explosive-laden vehicle has fully passed before proceeding.

b. Blocking Roadways. Authorization must be obtained from the host or IHD NSWC Safety Office, and the NSASP, Indian Head Security and Fire Departments must be notified, prior to blocking any roadway. Adequate fire lanes will be provided for emergency equipment whenever possible.

c. Speed Limits.

(1) 25 mph unless otherwise posted

(2) Housing area, school zones, and alleyways – 15 mph

(3) Operations plant area roadways – 15 mph

(4) “Government Vehicle Only” roads – 10 mph

(5) Nobel Road – 10 mph

(6) Forklifts will not exceed 10 mph

d. Government Vehicles Only Signs. Do not pass “Government Vehicles Only” signs unless vehicle has received a Temporary Vehicle Pass from the IHD NSWC Safety Office. CORs are responsible for ensuring all contractor vehicles receive pass as necessary. Construction equipment, tanker trucks, dump trucks may not require a pass.

e. Hazardous Operation Control Points. Do not pass red flags, red flashing lights, barricades, signs, or other control devices which indicate that hazardous operations are in progress.

5. FIRE PROTECTION DEVICES. Approval must be obtained from the NSASP Fire Department prior to rendering fire protection devices inoperable. If IHD NSWC personnel, buildings, or areas are affected a work permit must be obtained.

6. PLANT UTILTIES. The COR must obtain written permission prior to securing any plant utilities (air, steam, water, etc.) from the Naval Support Facility (NAVFAC) and the affected area or facility representative. If IHD NSWC personnel, buildings, or areas are affected a work permit must be obtained.

7. EXPLOSIVELY CONTAMINATED EQUIPMENT OR BUILDING(S). All explosively contaminated equipment or buildings must be decontaminated prior to any maintenance or repair work being performed, or removal from an area or facility.

Decontamination or removal of, and any subsequent work to, equipment and buildings must be approved via a work permit.

8. ENTERING BUILDINGS. Contractor employees are restricted from entering areas and buildings not included in the contract.

An exception may be made for lunchrooms, change houses, and smoking areas when authorized by the COR with the approval of the area representative.

9. FUELS, OILS, AND LUBRICANTS.

a. Refueling of equipment and vehicles with flammable liquids will be done in areas designated by the host or IHD NSWC Safety Office. All equipment used in flammable handling or operations must be of an approved type per Underwriter’s Laboratory or Factory Mutual certifications. Adequate fire protection devices must be on the scene during refueling operations.

b. Report spills immediately to the Fire Department at 301-744-4333 and the COR.

c. Liquefied petroleum gas is prohibited within explosive areas.

10. HAZARDOUS MATERIALS.

a. Contractors must inform the host, or IHD NSWC, Safety Office and area or building representative of all hazardous materials that will be used, stored, or handled at the activity. If the possibility of exposure to activity personnel exists, they must be informed of the potential hazards. The material safety data sheet (MSDS) shall be available at the workplace for each material used.

b. Contractor employees must been trained in the identification and handling of, and hazards associated with, hazardous materials used at the activity.

c. Report mishaps and chemical spills immediately to the Fire Department at 301-744-4333 and the COR.

d. Hazardous materials must be removed from the installation when the work has been completed.

11. RECORDING DEVICES. No recording devices are authorized without approval from the IHD NSWC Safety Office.

12. POWDER-ACTUATED DEVICES. No powder-actuated tools may be used without approval from the IHD NSWC Safety Office.

13. CONTRACTOR TRAILERS. Contractor trailers will be equipped with polycarbonate windows when spotted within a quantity-distance arc of explosive operating areas or buildings.

Contracting Office Representative Signature and Date

Contractor Signature and Date

Solicitation/Contract Number

Appendix 13-B

HAZARDS OF ELECTRO-MAGNETIC RADIATION TO ORDNANCE (HERO)

CERTIFICATION REQUEST FORM

TO BE COMPLETED BY CELL PHONE/TRANSMITTER OWNER

OPERATOR’S NAME (PRINT: ____________________________________ CODE: ______________________

ORGANIZATION/COMPANY: ___________________________________________________________

CONTRACT NO: ______________________________________ EXPIRATION DATE: ____________

OPERATOR’S SIGNATURE (I have received the Hazards of Electro-magnetic Radiation to Ordnance (HERO) training. I understand and will abide by the HERO rules governing cell phone/transmitter usage inside the restricted area. The cell phone may not be transferred to another co-worker.):

__________________________________________________ DATE: ______________________

TYPE OF EQUIPMENT _________________________________________________________________

CELL NUMBER: ______________________________________________________________________

MAKE/MODEL: _______________________________________________________________________

SERIAL NUMBER/FCC ID: ______________________________________________________________

FREQUENCY RANGE (MHz): ____________________________________________________________

POWER OUTPUT (Watts): _______________________________________________________________

ANTENNA GAIN (dBi): _________________________________________________________________

TO BE COMPLETED BY SPONSOR (CONTRACTING OFFICER/TECHNICAL REPRESENTATIVE/

SUPERVISOR) GIVE DETAILS ON WHY TRANSMITTER USE IS ESSENTIAL FOR THE CONTRACTOR’S/EMPLOYEE’S WORK PERFORMANCE AND/OR SAFETY; WHY NON-RF TRANSMITTING DEVICES CANNOT BE USED; WHY THIS NEED OVERRIDES EXPLOSIVE SAFETY CONSIDERATIONS; AND A HAZARDS ANALYSIS AS SEEMED NECESSARY BY THE

IHDIVNAVSURFWARCEN ESO.

GOVERNMENT SPONSOR APPROVAL SIGNATURE

_________________________________________ CODE: _______________ DATE: ________________

OPERATION AREA: ___________________________________________________________________

TO BE COMPLETED BY CODE SA1

HERO SEPARATION DISTANCE: _______________ FT

EVALUATION: ________________________________________________________________________

HERO STICKER APPLIED (INITIALS): ____________________________________________________

CODE SA1 APPROVAL SIGNATURE: _____________________________ DATE: _________________

CODE SA1 DENIAL SIGNATURE: ________________________________ DATE: _________________

REASON FOR DENYING REQUEST: _____________________________________________________

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Appendix 13-C

OSHA Voluntary Protection Program (VPP) Fundamentals Training

What is OSHA VPP – the Basics

• Compliance to all applicable OSHA and Navy OSH regulations

• Your safety program: Ownership, Responsibility, and Accountability

• Performance beyond compliance

– Pro-activity vice re-activity

– Hazard Prevention through Recognition, Evaluation and Control

• Continuous improvement

• Employee involvement and participation in the safety program

VPP Principles

• Voluntarism

• Cooperation

• Systems Approach for Focus, Direction and Continuous Improvement

• Model Worksite for Safety and Health

Why VPP at IHDIV

• It’s the right thing to do

– Continuous improvement

• Employee focused involvement in the safety program

– Increased hazard awareness

– Knowledge of basic safety program requirements

– Ability to identify hazards and hazardous conditions

– Ability to understand risks

• Reduced undesirable occurrences

– Incidents and accidents

– Injuries and illnesses and associated costs

– Facilities/Equipment damage and downtime

Characteristics of an OSHA Star Site

• Employees are empowered to stop operations when hazards are identified

• Employees are self motivated and rewarded for identifying and fixing safety hazards

• Safety is integrated into all day to day operations and planning

• Employees have the freedom to raise concerns without fear of retribution

• Safety is a part of organizational culture

OSHA VPP Criteria Elements Framework For Excellence

• Management, Leadership and Employee Involvement

• Worksite Analysis

• Hazard Prevention and Control

• Safety and Health Training

Management and Employee Involvement

• Clear policies, communicated to all employees

• Clear lines of communication (Management setting example of safe & healthful behavior

• Workers provided safety & health protection

Worksite Analysis

• Personnel understand hazards and unsafe conditions/behaviors

• Personnel recognize and correct hazards as they arise

• Analysis of safety and health hazards of individual jobs, processes, or phases conducted

• Unsafe conditions or behaviors, safety & health related issues, questions or observations reported to supervisor

Hazard Prevention and Control

• Safety and health rules and regulations appropriate to the potential hazards of the worksite in place

• Hazards identified through worksite analysis eliminated or controlled

• Written procedures for disciplinary action or reorientation of workers and supervisors who break or disregard safety rules or emergency procedures

• Emergency Response Program and procedures in place and followed

Safety and Health Training – Your Action

• Train your personnel in VPP

– Complete training prior to beginning work

– Tailor your message using examples pertinent to your work

Summary

OSHA VPP Is a Process and Culture – a Journey Not an Inspection

Questions