16-R-0012_Dublin_VAMC_Site-Specific_Fire_ _Safety_Policies _Proce_ _Reg_2016.07.08.pdf

W912HP-15-R-0012

Carl Vinson VA Medical Center Replace Boiler Plant/Combined Utility Plant 557-11-107

CARL VINSON VA MEDICAL CENTER

SITE SPECIFIC FIRE & SAFETY POLICIES, PROCEDURES AND REGULATIONS

A. Introduction

NOTE: For the purposes of these site-specific requirements, the term “COR”, as used in these requirements, refers to the U. S. Army Corps of Engineers (USACE) Contracting Officer (KO) or the appointed Contracting Officer’s Representative (COR). All interaction between the General Contractor (GC) and assigned Competent Persons (CP) will be coordinated through the assigned USACE COR.

1. The safety and protection of patients, employees, visitors and other government staff is of paramount importance to this Medical Center. To that end, contractors, their supervisors, their subcontractors and their employees are required to comply with Medical Center policies at all times while on VA property to ensure the occupational safety and health of all. Failure to comply may result in work stoppage and/or removal from the property.

2. While working at this Medical Center, the GC and assigned CP are responsible for the occupational safety and health of their and their subcontractors’ employees. All contractors working on VA property are required to comply with the applicable OSHA Standards found in 29 CFR 1910 for general industry and 29 CFR 1926 for construction in particular. Failure to comply with these standards may result in work stoppage and a request to the Area Director of OSHA for a Compliance Officer to inspect your work site(s).

3. Contractors are to comply with the requirements found in NFPA 241, Building Construction and Demolition Operation, and NFPA 51B, Fire Prevention in Use of Cutting and Welding Processes.

4. Questions or clarifications regarding occupational safety and health issues can be addressed to the COR and Medical Center’s Safety Officer or Industrial Hygienist (IH); note however that guidance provided by the COR, Safety Officer or IH will not relieve the GC or assigned CP of sole responsible for the safety and welfare of all contractor employees while on VA property.

5. Smoking is not permitted in any interior areas of the Medical Center or within thirty-five (35) feet of any entrance to the facility, including all interior stairwells, tunnels, construction sites and/or service/maintenance sites. Note: This includes any posted patient smoking areas, if applicable. Compliance with this policy is strictly enforced and required.

B. Hazard Communication

1. Contractors shall comply with OSHA Standard 29 CFR 1926.59, Hazard Communication.

2. The GC shall have a written Hazard Communication Program available at the construction site that details how the Contractor and all subcontractors will comply with 29 CFR 1926.59.

C. Fires

1. All fires must be reported to the COR and VA personnel immediately – the size, extent and severity notwithstanding. In the event of a fire in the immediate work area, use the nearest pull box station and notify the first Medical Center staff person encountered. Emergency notification should also be made to the COR and Medical Center Safety Officer at (478) 272-1210, extension 6444, as quickly as possible.

2. Be prepared to provide the exact location of where the call is being made from and be able to describe the exact nature of the emergency as thoroughly as possible.

3. If a contractor experiences a fire that was rapidly extinguished by his/her employee or a VA staff member, the COR and Medical Center’s Safety Officer must still be notified within one (1) hour of the event so that an investigation of the incident can be performed.

4. The fire incident is to be included in the GCs Daily Report on the day of its occurrence, giving a brief description of the incident(s) and any action(s) taken.

D. Fire Alarms, Smoke Detection and Sprinkler System

If the nature of the Project work requires the deactivation of any part of the fire alarm, smoke detection or sprinkler systems, the COR and Medical Center’s Safety Office must be notified accordingly. Notification must be made forty-eight (48) hours in advance of any planned deactivation so that alternative measures for fire protection (i.e., Interim Life Safety Measures (ILSM)) can be implemented while the system(s) are deactivated.

Under no circumstance is a contractor allowed to deactivate any of the fire protection system in this Medical Center without giving proper notice and receiving proper approval.

E. Smoke Detectors

False alarms will not be tolerated by this Medical Center. The CP will be expected to become intimately familiar with the job site and all of the locations of the smoke detectors in the work area(s) of the Project.

When performing cutting, burning, welding or any other operations that may cause smoke, dust, debris or heat to affect a smoke or heat detector, steps to temporarily cover detectors in the general vicinity of the work must be taken to ensure false alarms are not the result. Failure to take the appropriate action will result in the COR and Medical Center assessing actual costs for government response for each and every false alarm that is preventable. Prior to covering the smoke and/or heat detectors, the GC is to notify the COR and Medical Center’s Safety Officer of this intention. A follow-up notification is to be made to the same two parties when the covers are removed.

F. Hot Work Permit

1. Hot Work” is defined as operations such as (but not necessarily limited to) cutting, welding, thermal welding, brazing, soldering, grinding, thermal spraying, pipe thawing and similar activities that generate or cause high temperature items, areas, zones and/or debris while performing. Any time such work is anticipated, the GC must notify the COR and Medical Center Safety Officer at least twenty-four (24) hours in advance so the necessary paperwork and precautions can be taken or arranged. The COR and/or VA Safety Officer will inspect the work area prior to said activity and issue a Hot Work Permit authorizing the performance of such work.

2. All Hot Work shall be performed in compliance with the following:

a) Medical Center policy regarding Hot Work Permits

b) NFPA 241 – Safeguarding Construction, Alteration and Demolition Operations

c) NFPA 51B – Fire Prevention in Use of Cutting and Welding Processes

d) Applicable OSHA Standards

3. A Hot Work Permit will only be issued to individuals familiar with the regulations and standards outlined in F.2 above.

4. A Hot Work Permit will only be issued for the period of time necessary to perform such work and generally for not longer than a typical 8-hour work day. A longer period of time on the Permit may be granted by the COR at his/her discretion (e.g., one 40-hour work week) but will require the GC’s assigned CP to provide the COR with a daily update on Hot Work progress to maintain the Permit. In general, a Hot Work Permit will only apply to the location identified on the Permit. If additional areas involve Hot Work, a separate Permit must be obtained for each area.

5. Contractors are not be allowed to perform Hot Work processes without the appropriate notification and subsequent Permit – failure to follow proper procedure in this matter will result in immediate removal of the offending employee(s) and the assigned CP from Medical Center property.

6. Within thirty (30) minutes of completing Hot Work, the CP is to notify the COR and Medical Center Safety Officer accordingly, stating that the Hot Work is complete and that an inspection of the work area is ready to be performed. The COR and/or Medical Center Safety Officer will sign-off on the Permit once they are satisfied that the work area is safe for its intended use.

G. Temporary Enclosures

Only non-combustible materials may be used to construct temporary enclosures or barriers at this Medical Center. Plastic materials and fabrics used to construct dust barriers must conform to NFPA 701, Standard Methods of Fire Tests for Flame-Resistant Textiles and Films.

H. Flammable Liquids

All flammable liquids must be kept in safety containers approved for that use, in COR and Medical Center Safety Officer approved location(s). Only the minimal volume/amount of flammable liquid necessary to perform the immediate work task will be allowed to be stored in a Medical Center building. Flammable liquids must be removed from the building at the end of each work day and stored in an approved location.

I. Compressed Gas Cylinders

Compressed gas shall be secured in an upright position at all times. A suitable cylinder cart shall be used to transport compressed gas cylinders. Only compressed gas cylinders necessary for immediate work tasks will be allowed in occupied buildings. All other compressed gas cylinders are to be stored outside of buildings in a designated area approved by the COR and Medical Center Safety Officer. Contractors shall comply with applicable compressed gas cylinders standards found in 29 CFR 1910 and 1926 (OSHA).

J. Internal Combustion Engine-Powered Equipment

Equipment powered by an internal combustion engine (such as saws, compressors, generators, etc.) are not to be used in an occupied building. Special consideration may be given for unoccupied buildings only if the OSHA and NFPA requirements have been met and only after receiving written permission to do so by the COR and Medical Center Safety Officer.

K. Powder-Activated Tools

The operator of powder-activated tools must be trained and certified to use them, and proof of such certification must be provided to the COR prior to the use of such tools. Powder-activated tools must be kept secured at all times while on Medical Center property. When not in use, the tools are to be locked up. When in use, the operator will have the tool under his immediate control, and the assigned CP must be within eyesight of the work. Prior written permission must be obtained from the COR and Medical Center Safety Officer in order to use powder-activated tools. Failure to comply with this requirement will result in immediate removal of the offending employee(s) and the assigned CP from Medical Center property.

L. Tools

1. Under no circumstances may equipment, tools and/or other items of work be left unattended in an unsecure area for any reason. All tools, equipment, and/or other items of work must be under the immediate control or supervision of a GC or subcontractor employee.

2. If a work area is going to be unattended for any length of time, tools and other equipment must be placed in an appropriate box or container or other approved location and locked up. All tool boxes, containers and other devices used for the storage of tools and equipment must be provided with a latch and padlock and kept locked at all times while unattended.

3. All doors and other access ways to work areas shall be closed and locked when left unattended for any length of time (refer to Section S for additional requirements).

4. Missing tools or equipment must be reported to the VA Police Department immediately upon noticing such loss. An inventory of tools and equipment is to be performed at the beginning and end of each work day.

Failure to notify the VA Police of any missing tools or equipment will result in the GC’s assigned CP being removed from Medical Center property.

5. Tools and equipment found unattended will be confiscated by VA personnel, removed from the work area and secured properly in an appropriate and safe Medical Center location. VA personnel confiscating unattended tools and equipment will notify the COR for coordination with the GC and assigned CP.

M. Ladders

Ladders are not to be left in their upright position while not in direct line of sight of the CP or worker using said ladder. Ladders must be attended at all times or taken down and chained securely to a stationary object or stored in a locked room or similar storage location.

N. Scaffold

All scaffolding is to be attended or in the direct line of sight of the CP at all times. When not in use, an effective barricade is to be erected around the scaffold to prevent use by unauthorized personnel (reference OSHA 1926, Subpart L).

O. Excavations

The GC and all subcontractors are to comply with OSHA 1926, Subpart P. An OSHA-certified CP is to be on-site during all excavation activities and work. The GC shall coordinate with the COR prior to commencing with excavation work to identify underground utilities, tanks, etc., that may be encountered. The Medical Center generally performs utility locating on VA property. The GC is strongly encouraged to perform his/her own due diligence with regard to VA records and locates. Excavations shall be rendered inaccessible by unauthorized persons when unattended by the GC’s assigned CP.

P. Storage

Arrangements for the storage of building materials and equipment must be made prior to commencing with construction activities. Obtain COR approval of all proposed storage and staging areas. Storage will not be allowed to accumulate in Medical Center buildings or in unauthorized locations elsewhere on the property.

Q. Trash and Debris

Trash and debris must be removed from the work area on a regular basis – accumulation of these materials will not be allowed in Medical Center buildings. Contractors are responsible for making arrangements for removal of trash from the facility. Secure COR approval of temporary trash and debris storage area(s), such as dumpster location(s).

R. Protection of Floors

It may be necessary at times to take steps to protect Medical Center floors and stairways from dirt, debris, paint, etc., near the work zone(s). Secure COR approval of all floor and stair protective measures being contemplated.

Safe passage by staff, patients and visitors of the Medical Center needs to be maintained at all times.

S. Signage and Restricting Access to the Project Site

1. Door, gate and/or other Project site access points shall have signage of a directive and restrictive nature posted to notify Medical Center staff, patients and visitors that the area is a “Construction Zone” and unsafe for them to enter. Restricting access to work areas is of paramount importance to the Medical Center.

2. Signs must be suitable for their intended purpose, be readily identifiable as being warning-type signage, and be conspicuous in their location in relation to the access point(s). Consult with the COR and Medical Center Safety Officer prior to installing/placing this signage.

3. Carelessness with regard to placement of signage, missing signage, unclear/incoherent signage information and/or unsecured access points will not be tolerated by this Medical Center. Severe consequences for not adhering to the requirements of this Section will result as described in S.4 and S.5 below.

4. Failure to comply with the requirements of this Section S will be considered a violation of VA Regulation 1.218(b) and is subject to a $50.00 fine per occurrence per location. Habitual violations may result in the imposition of the fine(s), as well as the COR taking action under the Contract’s Accident Prevention Clause, according to Federal Acquisition Regulation (FAR) 52.236-13, to suspend all Contract work until violations are satisfactorily resolved.

5. Alternatively to the action described in S.4 above, under FAR 52.236-5, Material and Workmanship Clause, the COR may remove any GC and/or subcontractor personnel deemed to be careless to the point of jeopardizing the welfare of patients, visitors or staff. The GC’s assigned CP will be removed from the property in addition to the offending personnel should this action be taken.

T. Accidents and Injuries

1. Contractors must report all accidents and injuries involving their employees to the COR and Medical Center Safety Officer within twenty-four (24) hours of the occurrence.

2. The accident/injury is to be included in the GCs Daily Report on the day of its occurrence, giving a brief description of the incident(s) and any action(s) taken.

3. In addition to the reporting of the incident(s) on the Daily Report, a separate Incident Report is to be prepared and provided to the COR documenting accidents or injuries that lead to an employee missing work for more than a four (4) hour period. The Incident Report is to be provided within twenty-four (24) hours of the employee returning to work on the Project or with the next Progress Payment Request, whichever occurs first.

U. Infection Control

1. Contractors are to control the generation of dust and other airborne contaminants to the maximum extent possible while performing the work of this Contract. Contaminants that migrate out of the Work Zone(s) for any reason and into other Medical Center areas are to be dealt with immediately.

2. An Interim Life Safety Measure (ILSM) will be discussed at either the Preconstruction Conference or Safety Meeting or both, describing the possible risk of contamination where Infectious disease spread is concerned. Preventive measures to be taken will be described therein and will be expected to be adhered to by the GC and all subcontractors as a condition of working on this Project.

3. Contamination of patient care surfaces, supplies and equipment must be prevented at all times. The GC shall take the necessary precautions to prevent such contamination.

4. During any demolition phase of construction, the work area shall be under negative pressure at all times, ensuring there is an appreciable flow of clean air from the Medical Center-occupied portion of the facility into the construction area and then to the exterior of the facility. The airflow shall be sufficiently strong enough to draw in the plastic door flaps commonly located at the construction entrance or at the specific site within the construction area.

5. Construction debris being transported through occupied portion(s) of the Medical Center shall be covered and wetted, if needed, to ensure airborne contaminants are not released.

6. Construction employees shall remove dust-laden clothing before entering the occupied portion(s) of the Medical Center.

7. “Sticky mats” shall be placed at all construction entrances located in the interior of the Medical Center and be satisfactorily maintained so as to minimize the tracking of dust into the occupied portion(s) of the facility.

8. Dry sweeping of dust and debris in areas near the entrance(s) to work zone(s) is prohibited. The GC shall employ other methods of cleaning in these areas to ensure the migration of dust is adequately controlled.

V. Confined Space Entry

1. The GC and all subcontractors are to comply with 29 CFR 1910.146(d)(ii) and 1926.21(b)(6) where confined space entry is concerned.

2. An OSHA-certified CP is to be on-site during all confined space work. The GC shall coordinate with the COR and Medical Center Safety Officer prior to commencing with confined space work to identify any potential hazards expected to be encountered and to discuss any peculiarities to the confined space being entered. Confined space(s) shall be sufficiently rendered inaccessible by unauthorized persons when unattended by GC’s assigned CP.

3. Contractors are responsible for complying with 29 CFR 1910.246(d) through (g) and 1926.21(b) (6). The Medical Center, upon request, will provide rescue and emergency services required by 29 CFR 1910.246(k) and 1926.21(b) (6).

W. Contractor Parking and Material Delivery

Contractor parking and the delivery of building materials, tools, equipment, etc. must be pre-arranged with the COR. Under no circumstances are deliveries to be made to the Medical Center’s warehouse without prior written permission. The Medical Center warehouse staff has been directed to refuse all non-VA ordered materials as standard practice.

X. Keys

1. All keys provided to the GC for use during the performance of the work of this Contract shall be returned to the COR within twenty-four (24) hours of Project’s completion or upon request of COR or Medical Center Safety Officer otherwise.

2. No keys are to be reproduced by the GC under any circumstances – keys remain Medical Center property while in GC’s possession.

3. Unreturned keys will result in a charge of $100.00 per unreturned key. Coordination for payment of any charges for unreturned keys will be completed between the Medical Center and COR, to resolve with the GC.

Such payments will be made to the Agent Cashier of the Carl Vinson VAMC, Dublin, Georgia, upon receipt of a Bill of Collection.

4. Final Contract payment may be delayed by the COR until such time that key(s) are returned or charges for unreturned keys have been paid in full.

Y. Contractor Badges/Identification

1. All GC and subcontractor employees must have Medical Center-issued badging on them at all times while on Medical Center property. This identification must be readily visible on an employee’s person from a casual observer. Badge Identification Request Forms can be obtained from the COR at the Preconstruction Conference, Safety Meeting or at any time after Notice to Proceed has been issued.

2. The Medical Center considers badging to be a necessary security precaution and an integral component of its overall facility security strategy. As such, badging requirements are taken very seriously, and misidentified personnel, missing badges, damaged badging, hidden badging, etc. will be deemed a security threat by Medical Center Security personnel.

3. Badges are issued for a pre-determined period of time, generally equal to the duration of the Project, and are to be returned to the COR upon Project’s completion.

4. Unreturned badges will result in a charge of $100.00 per unreturned badge. Coordination for payment of any charges for unreturned badges will be made between the Medical Center and COR, to resolve with the GC. Such payments will be made to the Agent Cashier of the Carl Vinson VAMC, Dublin, Georgia, upon receipt of a Bill of Collection.

5. Final Contract payment may be delayed by the COR until such time that all badges are returned or the charges for unreturned badges have been paid in full.

Z. Tuberculosis (TB) Infection Control

1. In accordance with VHA Directive 2011-036 dated September 22, 2011 (reference page 7, para. 4.n.

(9).(a)), the GC must provide written certification that all contract employees assigned to the work site have had a pre-placement tuberculin screening within 90 days prior to assignment to the worksite and have been found to have negative TB screening reactions. Contractors will be required to show documentation of negative TB screening reactions for any additional workers who are added after the 90-day requirement before they will be allowed to work on the work site. TB screening documentation shall be provided from a licensed physician.