STATEMENT OF WORK.docx

Statement of Work

Brady Lockout Tagout Equipment - Procedure Development

1. REQUIREMENT:

This requirement is for a one-time service for a consultant/s to provide the William Jennings Bryan Dorn Veteran Affairs Medical Center (WJBDVAMC) Maintenance and Operations under Engineering, with site specific Building Specific Equipment (BSE) software procedures, detailed in Scope for WJBDVAMC Engineering. The developed procedures will conform to VHA Directive 1028, Facility Electrical Power Systems and OSHA 1910 Subpart J, The Control of Hazardous Energy. The consultant(s) must be certified and credentialed as consultant(s) for Brady Software Solutions.

2. BACKGROUND:

The WJBDVAMC is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.

The Department of Veterans Affairs (VA) has adopted the National Fire Protection Association (NFPA) codes and standards including the National Electrical Code (NFPA 70), Recommended Practice for Electrical Equipment Maintenance (NFPA 70B), Standard for Electrical Safety in the Workplace (NFPA 70E), Health Care Facilities Code (NFPA 99), Life Safety Code (NFPA 101) and Standard for Emergency and Standby Power Systems (NFPA 110) as the basis for the requirements of the design, installation, operation, testing, and maintenance of the Electrical Power System at VA medical facilities and affiliate sites. Additionally, in order to ensure personnel safety, the VA must comply with the Occupational Safety and Health Requirements (OSHA, Title 29 Code of Federal Regulations (CFR) Part 1910 Subpart J, The Control of Hazardous Energy (lockout/tagout) (1910.147); Part 1910 Subpart S, Electrical (1910.301-1910.399); and Safety and Health Regulations for Construction Part 1926 Subpart K, Electrical (1926.400-1926.449).

As a requirement of VHA Directive 1028, Facility Electrical Power Systems and OSHA 1910 Subpart J, The Control of Hazardous Energy, the WJBDVAMC must have written procedures to protect employees from the unexpected energization or startup of machines or equipment or release of energy. Each procedure shall be specific to the individual piece of equipment and the energy source that must be isolated and secured for safe equipment operation and maintenance.

The Columbia VA Health Care System, Dorn VA Medical Center uses a cloud-based software application called LINK360, by Brady Software Solutions to store, track and maintain individual Lockout-Tagout (LOTO) procedures for the facilities Building Service Equipment (BSE). However, the LOTO procedures for many new pieces of equipment have not been generated and added to the LOTO procedure inventory.

3. PERIOD OF PERFORMANCE:

Period of performance is October 1, 2024, through July 1, 2025.

Work shall be performed during the hours of 8:00 a.m. through 4:00 p.m. from Monday through Friday. Excluding weekends and all federally observed holidays. At this time no overtime is authorized.

4. PLACE OF PERFORMANCE:

WJB Dorn VA Medical Center 6439 Garners Ferry Road Columbia, SC 29209

5. PERFORMANCE REQUIREMENTS:

A Contracting Officer Representative (COR) shall be assigned to this procurement and written notification will be provided to the Contractor after award.

· Scheduling of work performance shall be arranged through the COR assigned.

In order to meet both VHA Directive and governing NFPA codes and OSHA standards, LOTO procedures must be generated for all equipment to control the release of hazardous energy.

The Contractor shall provide a one-time service to generate and issue LOTO procedures to the WJBDVAMC. The Contractor shall furnish all labor, travel, equipment, supplies, and materials required to perform this requirement.

LINK360 is not included under this contract.

Definitions:

Type 1 Visual Lockout Procedures: Equipment or machines with up to 6 energy sources.

Brady will use our LINK360 software to author and then route the Visual Lockout Procedures through the identified Client subject matter expert for Client review and testing. Any required changes should be noted in the LINK360 software or in an email to the Brady Field Engineer and the Brady Field Engineer will update as required.

· Note: as these are lockout procedures and not standard operating procedures, Brady Field Engineers do not provide step by step detail on the overall verification required for each energy source, however we do provide the type of verification required. See example in Appendix D.

· Once the Client is satisfied with the procedure they will mark it approved in the LINK360 software or communicate the approval via email to the Brady Field Engineer and the Brady Field Engineer will then publish the procedure.

· Approved Visual Lockout Procedures will be printed onto UV-resistant stock, durably laminated (14mil), and securely mounted onto machinery or placed in a binder for outside equipment.

· All procedures not approved while the Brady Field Engineer is scheduled to the project and on-site will be processed in the following way as agreed upon at the project kickoff meeting with the Brady Field Engineer:

· The Brady Field Engineer with the approved procedures will publish, print and laminate the procedures and place them on the equipment for the Client to review and test.

· The Brady Field Engineer with the unapproved procedures will publish, print and laminate the procedures and give them to the Client subject matter expert for review and testing. Agreed upon installation supplies will be provided to the Client as well.

· Any changes required within 30 days of the project close-out meeting should be communicated to the Brady Field Engineer in one of the following ways;

· The procedure(s) will have comments of the revisions required in LINK360.

· Detailed email communication to the Brady Field Engineer of the revisions.

· Brady will correct the required procedures, re-print and laminate them and mail them to the Client to install.

Tagging

· Brady B-401 energy source tags or Brady B-302 energy source labels are installed for each machine’s associated isolation points. Energy source tags/labels will not be unique and will be repeated at each piece of equipment (when applicable per energy source). If the client desires to have no repeating energy source tags/labels within the facility, this needs to be addressed prior to issuing a PO as an additional fee will occur.

o Please note: Elevated or remote energy isolation points not readily accessible from the floor or up to a 6’ step ladder, will be the responsibility of the Client to install. Energy source tags that can be installed using up to a 6’ step ladder will be installed by Brady if such install work can be completed pursuant to both Brady and the Client’s safety/rules and regulations; using the Client’s step ladder that has a valid inspection date. Inaccessible energy isolation points that require an isolation tag that cannot be installed by Brady will be noted in the closeout meeting with the Client, documented in a report, and a tag or label will be provided to the Client for installation.

Deliverables:

· Visual Lockout Procedures o Printed, laminated and installed onto the equipment (approved procedures) Please note in the Process area of this document the requirement of review, testing, and approval by the Client subject matter expert prior to procedure use.

· Energy Source Tags o Brady B-401 energy source tags or Brady B-302 labels for all Visual Lockout Procedure steps installed onto the corresponding energy isolation points.

As noted in the Process area of this document, any inaccessible energy isolation points that require an isolation tag that cannot be installed by Brady will be noted in the closeout meeting with the Client, documented in a report, and a tag will be provided to the Client for installation.

· Project Desk Binder with:

o Equipment List o Recommended Lockout Device List o Inaccessible Tag List o Non-laminated Visual Lockout Procedures by project location Brady Flash Drive with digital copies of:

o Equipment List o Recommended Lockout Device List o Inaccessible Tag List o Visual Lockout Procedures If a LINK360 subscription is purchased, files will be stored within LINK360. If a subscription is not purchased, files will be created in LINK360 but then converted and exported for your digital copy in Excel or PD

See attachments A and B to this document for additional procedural instructions.

CHECK-IN REQUIREMENTS:

Contractor and all Contractor’s Service Personnel shall check in and out with the Engineering Control Center (ECC) in Building 100, prior to performing and upon completion of all required service. This information is required to contact mechanics in case of an emergency during regular hours.

SAFETY REQUIREMENTS:

· All personnel are required to wear approved masks when entering or working in any of the patient care areas of the facility.

· They are to be non-surgical type masks, not homemade masks (this is for staff and Contractors).

· This mask is to be worn at all times in designated areas. Any personnel caught without wearing an approved mask in designated areas will be escorted out of the facility.

Smoking is only permitted in designated smoking areas of the campus.

6. INVOICES:

a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

· Invoice Number and Date

· Contractor’s Name and Address

· Accurate Purchase Order Number

· Supply or Service provided

· Period Supply or Service Provided

· Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

7. TERMINATION FOR CONVENIENCE:

In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience.

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

Attachment A:

Attachment B:

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