P09 SOW VISN 8 Lockout.docx

VISN 8 Lockout-Tagout Program Standardization

1. General: The contracted firm shall provide all tools, supplies, materials, equipment, labor, supervision, transportation, and project management to develop and implement several elements of a comprehensive and standardized Lock-Out/Tag-Out (LOTO) program for the VA Sunshine Healthcare Network (VISN 8) consisting of 8 VA Medical Center campuses noted below. Elements shall include: Identify and inventory all equipment requiring a LOTO procedure; write LOTO procedures to comply with OSHA regulations; provide training to supervisors and employees, provide a electronic management system for management of the program and allows future changes, upgrades, additions, and deletions of equipment.

1. Background: All VA Medical Centers are required to comply with the same standards, directives, and regulations for LOTO, but program standardization within VHA or VISN 8 has never been required. Each Medical Center therefore developed their own individual LOTO program. These programs vary greatly in application and effectiveness which resulted in programmatic gaps and challenges for management and oversight.

1. Objectives: Standardize a single LOTO program for all Medical Centers in the VA Sunshine Healthcare Network.

1. Tasks: For each Medical Center and associated facilities listed in attachment 1, the contracted firm shall provide the following:

1. Lockout-Tagout Procedures:

1. Write procedures to comply with 29 CFR 1910.147, 29 CFR 1910.333, 29 CFR 1926.417, NFPA 70E (most recent edition), and manufacturer’s guidance (if available) for each individual item identified in paragraph 4.A above.

1. All procedures shall be written in the same format, font, colors, style, and layout using Microsoft Word.

1. In addition to the minimum requirements for LOTO procedures, the vendor shall include the following:

2. A picture and accurate diagram of the equipment annotating the positions of all the switches, valves, buttons, etc. which were referenced in the text of the procedure.

2. List all the PPE an authorized employee is required to don as part of the test-before-touch step of the lockout procedure, 1910.147(c)(4)(ii)(D).

2. List of required Lockout devices to accomplish the listed LOTO procedures.

2. For equipment receiving steam, ensure the LOTO procedure includes the closure and lockout the first two upstream valves.

2. Include a lockout procedure to shutoff and lockout steam to each building. Include the two-upstream-valve requirement as required in paragraph 4.B.(3) c.

1. One procedure may be written for several items if allowed by the referenced regulations and standard.

1. Link each piece of equipment on the LOTO inventory with the associated LOTO procedure.

1. Mount a durable copy of LOTO procedures on (if feasible) or in the vicinity of each respective piece of equipment. Durable shall mean that copies of mounted procedures shall be capable of withstanding the expected environment without being damaged beyond the point of use for five years.

1. Equipment Assessment and Inventory:

1. Identify all equipment, machines, devices, and utilities which are required to be deenergized and locked-out or tagged-out in accordance with 29 CFR 1910.147, 29 CFR 1910.333 and 29 CFR 1926.417. At minimum, identification shall include information required by the referenced regulations and the following information if available: equipment type, manufacturer, model number, series or modification, serial number, VA EE# (if applicable), and installed location.

1. List all equipment, machines, devices, and utilities identified in the paragraph above in an electronic inventory system which identifies each by EE#, location (building, floor, room), equipment type, make, model, serial number, energy source type(s) and magnitude(s), and stored energy source type and magnitude.

1. Each facility shall provide the most current inventories of equipment requiring LOTO procedures and individual written procedures, where available, 10-days prior to the start of each respective Equipment Assessment and Inventory to assist in this effort. For the purposes of this project, facility LOTO inventories and procedures are not to be considered current, accurate, or compliant nor constitute endorsement of any format, style, structure, or standards. They shall be provided only for reference and to assist the contractor during the assessment.

1. For purposes of bidding this contract, contractor shall reference the list of locations within this SOW and the assumed number of procedures for each site.

1. Contractor shall provide a full list of the inventory of equipment. If the number of procedures bid is less than the equipment on site, contractor shall work with the VA to determine the least critical pieces of equipment. Those pieces of equipment which do not receive written procedures shall be notated on the inventory. All equipment, regardless of whether or not it receives a LO/TO procedure shall be on the inventory.

1. Lockout Devices:

1. Provide a recommended inventory of lock out devices for each site in order for each site to successfully implement all LO/TO procedures.

1. Tagout:

3. Tagout procedures shall be prohibited unless there is no reasonable method to attach Lockout devices on specified pieces of equipment. In such cases, those pieces of equipment shall be highlighted on the inventory.

3. If Tagout procedures are necessary, then the requirements of 29 CFR 1910.147 shall strictly apply.

3. If Tagout procedures are necessary, the same requirements as listed in paragraphs 4.B and 4.C shall be applied to the maximum extent possible. In addition, provide fifty Tagout devices to each Medical Center with Tagout procedures.

3. Tagout devices shall meet same uniformity standards as delineated in paragraph 4.C above.

1. Training:

4. Following the completion of the inventory and procedure writing for each Medical Center, provide training to appropriate supervisors and authorized employees at each Medical Center. The training shall meet the requirements of 1910.147(c)(7) and consist of:

0. LOTO program requirements and procedures delineated in 29 CFR 1910.147, 29 CFR 1910.333, 29 CFR 1926.417, NFPA 70E (most recent edition).

0. Electrical safety procedures and PPE as they pertain to LOTO operations. This shall include appropriate elements of 29 CFR 1910 Subpart I, 29 CFR 1910.339, and the references.

0. Supervisory responsibilities with respect to LOTO program and operations.

0. Employee responsibilities with respect to LOTO program and operations.

0. Description and review of LOTO procedures, devices, and inventory management.

0. Provide a LOTO train-the-trainer session for supervisors and VISN 8 staff during the same day and not to interfere with other training events.

4. Training shall consist of no more than 50 employees at each Medical Center campus. Classroom space will be provided by the Medical Centers and classroom requirements shall be coordinated between the facility’s primary coordinator, the COR and the contracted firm following the award of the contract.

4. All training documents, hand-outs and devices shall be provided by the contracted firm.

4. Training shall consist of one day at each campus for a total of 8 sites.

4. The training schedule shall be coordinated between the facility’s primary coordinator, the COR and the contracted firm following the award of the contract.

1. Deliverable Submissions:

5. The contracted firm shall provide the samples, approved items, drafts and final copies listed in Attachment 3 within the timeframes specified.

5. All deliverable documents shall be submitted to the VISN COR and respective facility coordinator in draft form for review, comment and editing prior to final approval.

5. Proposed physical samples of each deliverable item shall be submitted to the VISN COR and respective facility coordinator for inspection, comment and final approval.

5. The government shall have 15 business days after receipt to inspect and review each draft document and inspect physical sample.

5. The facility coordinator and contractor’s employees assigned to the project may communicate directly to request clarifications on the draft documents. Ensure the VISN COR is copied on all correspondences to the maximum practical extent.

5. The VISN COR shall be contacted to address any unresolved issues between the facility coordinator and contractor’s employees with any draft documents prior to approval.

5. Communications between the contracted firm’s employees and facility coordinators or VISN COR shall not be construed as a change in the terms of this contract. Only the assigned VA Contracting Officer can authorize changes.

1. Program Management and Sustainability:

1. Provide an electronic LOTO management system which includes the following features at a minimum:

0. Unlimited editing and updating by VA employees.

0. Ability to correlate each piece of equipment on the LOTO equipment inventory with each respective procedure.

0. Provides awareness to each respective supervisor and program manager of upcoming required procedure reviews and maintain records of completed reviews.

0. Tracking, notifications and completion records for LOTO training and annual reviews of all authorized and affected employees.

0. A program auditing capability.

0. Tiered levels of access to the system so that the VISN can oversee all sites while each site can view their own.

1. Unless otherwise approved by the COR or Contracting Officer, all draft and final documents shall be provided in a non-proprietary electronic format to the VISN 8 Capital Assets Manager, COR, and each respective Medical Center representative. Government employees shall have an unrestricted ability to edit documents in PDF format or one or more of the following Microsoft Office programs: Word.

1. Regulations, Standards and References: All final documents, equipment and procedures developed or provided by the contracted firm shall meet the requirements of applicable sections of the following references:

0. 29 CFR 1910.147

0. 29 CFR 1910 Subpart I

0. 29 CFR 1910.333

0. 29 CFR 1910.335

0. 29 CFR 1926.417

0. Relevant sections of 29 CFR 1910 related to the safe handling of hazardous machinery and equipment.

0. NFPA 70

0. NFPA 70E

0. NFPA 99

0. ANSI/ASSE Z244.1

0. ANSI/ASSE Z117.1

0. Respective manufacturers’ directions and instructions

1. General Information

1. Period of Performance: Project to be completed within nine (9) months of agreed upon start date.

1. Hours of Operation: Contractor’s access to the facility shall be coordinated through the local facility Point of Contact. The contractor is responsible for conducting business between the hours of 8:00 am and 4:00 pm Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1. Recognized Holidays: The contractor shall have access to the facility on weekends or the following federal holidays IF approved and coordinated with the local facility Point of Contact:

1. Place of Performance: The work to be performed under this contract shall be in all engineering, boiler plant, utility, healthcare areas, administrative areas and meeting rooms located at the facilities listed in attachment 1.

1. Security Requirements: The contracted firm’s employees shall report to the Medical Center VA Police Department, provide appropriate identification and documents, and wear the issued badge while on site. They shall be accompanied by an authorized employee while in any VA facility to ensure safety, protection of sensitive data, and provide access into restricted and locked areas. Medical Centers will be responsible for providing the authorized employee with the appropriate access to the facilities and to coordinate the initial arrival of the firm’s employees at the VA Police Department.

1. Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1. Information Security: At no time will the contracted firm or their employees have access to or connect any devices to the VA information network. Sensitive information shall not be recorded, obtained, or otherwise released by the contracted firm or their employees without express written consent of the Contracting Officer.

1. Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1. Special Qualifications: The contractor shall ensure all employees assigned to this project possess expert knowledge of 29 CFR 1910, 29 CFR 1910.333, 29 CFR 1926.417and NFPA 70E requirements regarding energy control safety.

The contractor shall ensure all employees possess working knowledge of utility systems on large, multi-building campuses and healthcare-related machinery and equipment that may require LOTO.

1. Special Precautions for COVID-19: Members of the contracted survey team shall be required to meet each facility’s precautionary requirements prior to entering. Requirements may include, but are not limited to, COVID testing, quarantine, vaccination, daily screening questionnaires, and wearing of face coverings. As the COVID-19 emergency continues to evolve, requirements for accessing VA healthcare facilities are expected to change. While there is no reasonable method to predict any future changes to these requirements the contractor shall contact each facility prior to arrival to determine the current COVID protocols. If contracted employees are traveling from another State, it is strongly advised to verify the State’s travel requirements regarding COVID precautions such as testing and quarantine.

1. Other Costs: The Proposed Price of this project is to be fully inclusive. Upon award of the contract, change orders and additional costs may only be committed and approved by a VA Contracting Officer. Statements made by any other VA employee shall not be considered change orders or commitments to additional costs by the VA.

1. Quality Control: Establish a quality control plan specifying standard for both performance and quality. The quality control plan shall be provided to the CO and COR. The CO and COR will conduct surveillance of the contractor’s performance to ensure products delivered achieve the standard or mitigation plans are put into place early to avoid corrective measures later in the contract period.

Order of completion priority:

Location Addresses:

a. Bay Pines VA Medical Center, 10000 Bay Pines Blvd, Bay Pines, FL 33744

b. Lee County Outpatient Clinic (Bay Pines), 2489 Diplomat Parkway East Cape Coral, FL 33909

c. Miami VA Medical Center, 1201 N.W. 16th St., Miami, FL 33125

d. Malcom Randall VA Medical Center (Gainesville), 1601 SW Archer Road, Gainesville, FL 32608

e. Lake City VA Medical Center, 619 South Marion Ave., Lake City, FL 32025

f. Orlando VA Medical Center (Lake Nona), 13800 Veterans Way, Orlando, FL 32827

g. Orlando VA Medical Center (Lake Baldwin), 5201 Raymond Street, Orlando, FL 32803

h. Orlando VA Lakemont Campus, 2500 S. Lakemont Ave., Orlando, FL 32814

i. James A. Haley Veterans' Hospital, 1300 Bruce B. Downs Blvd., Tampa, FL 33612

j. Brooksville CBOC (Tampa), 14540 Cortez Blvd Ste 108, Brooksville, FL 34613

k. West Palm Beach VA Medical Center, 7305 North Military Trail, West Palm Beach, FL 33410

l. San Juan VA Medical Center, 10 Calle Casia, San Juan, PR 00921-3201