H359--LOTO Procedures - Base

LOCKOUT/TAGOUT(LOTO) PROCEDURES SOW FOR NORTHERN ARIZONA VA HEALTH CARE SYSTEM

1.0 Introduction

Northern Arizona VA Health Care System (NAVAHCS), Prescott, Arizona requires services to develop a Lock Out/Tag Out program to include developing a lockout/tagout (LOTO) procedure for each piece of equipment listed on the inventory list (attached) to ensure compliance with OSHA 29 CFR 1910.147. The procedures shall be printed on durable paper and UV protective laminated. It will then be securely mounted onto each piece of equipment. Included will be a PDF copy (CD) and online access through QR codes for each procedure.

2.0 Background

The Northern Arizona VA Health Care System is required by OSHA to have a written policy and procedures for Locking Out energy sources. Procedures shall be developed, documented and utilized for the control of potentially hazardous energy when employees are engaged in the activities covered by OSHA 29 CFR 1910.147. Procedures need to be developed for NAVAHCS campus facility in accordance with the VA written compliance program for LOTO.

3.0 Scope

Each piece of equipment will be reviewed by a qualified contractor employee to identify the associated hazardous energy sources. A site survey may need to be conducted as there is no complete list of equipment to be provided and will need to develop a complete listing of equipment for each building on the NAVAHCS facility (a building list will be provided). Some energy sources may not have been listed and we ask the contractor to provide a list for a future contract modification.

Equipment Assessment and Inventory:

Identify all pieces of equipment which are required to be deenergized and locked-out or tagged-out in accordance with the references.

List all pieces of equipment identified on an electronic inventory. The electronic inventory shall include information required by the referenced regulations and the following as appropriate: equipment type, manufacturer, model number, series or modification, installed location (building, floor and room number or description), serial number, energy source type(s) and magnitude(s), and stored energy source type and magnitude.

Assess, identify, and document as necessary the controls, lockout or tag out points, power sources, valves, magnitude of energy, and other elements of each piece of equipment on the inventory in order to write a full LOTO procedure in the approved format.

Lockout-Tagout Procedures:

Write procedures to comply with the references and manufacturer s guidance (if available) for each individual item.

All procedures shall be written in the same format, font, colors, style and layout using Microsoft Word or Microsoft Excel or other format or method approved by the Contracting Officer or COR.

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

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

Regarding equipment which contains steam, ensure the LOTO procedure includes the closure and lockout the first two upstream valves if reasonable. For example, if the second valve upstream is the pressure reducing valve (PRV) for an entire building then determine if removing steam pressure from the building is reasonable. This would most likely not be reasonable for a hospital building but may be acceptable in a small utility building without a critical need for steam.

Include a lockout procedure to shutoff and lockout steam to each building. If allowed by the referenced regulations, one discreet procedure shall be written for several items on the LOTO inventory.

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

All discrete isolation points on equipment, machines or in a system shall be assigned a unique number and identification (name, nomenclature or descriptive term). Individual isolation points used in multiple LOTO procedures shall solely be referred to by their respective unique number/identification.

Mount a durable copy of LOTO procedures in the vicinity of each respective piece of equipment.

Provide one binder containing paper copies of the respective inventories and LOTO procedures to this facility. Provide two electronic copies on two data transfer devices or programs to prevent data loss.

Lockout Devices:

After completion of the survey and contractor will recommend an inventory of lockout devices appropriate for the facility. The final decision will be made by the VA and invoiced against CLIN 005 and at a minimum will be comprised of the following:

Provide 10 sets of standardized lockout devices. Each set shall include one representative device for each of the different types of lockout devices required. Each set shall include the necessary types of group lockout devices.

The standard for lockout deceives shall be a predominantly red device with black and/or white trim colors and black, white, and/or red lettering if needed. The colors selected for the trim and lettering should be a combination to provide the best contrast to make any writing easy to read. Devices made from metal may contain exposed metal provided a significant portion of the device is red and the metal is not be subjected to destructive corrosion.

Provide 40 lockout padlocks. Each padlock is to be predominantly red in color, compatible with the provided lockout devices, and be keyed differently. Two keys shall be provided with each padlock.

Provide 100 standardized lockout tags. Lockout tags must be resistant to environmental elements which could damage them or render them illegible. The tags should be predominantly red or white and state Danger and Do Not Operate . The tags should have a section for the authorized person to write their name such that it won t smudge, fade or wipe off during its use.

All lockout devices, padlocks, and lockout tags shall be readily and commercially available from various vendors for easy reordering.

Tagout:

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 and clearly annotated on the inventory.

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

4.0 Specific Tasks

Vendor: will provide their own tools, materials, labor, and supervision. Vendor will provide all services required to include, but not limited to:

4.1 CLIN 001: Survey and Procedures

Complete the comprehensive survey of equipment and identify all machinery that require unique (individual) LOTO procedure(s) and all equipment that will share common procedures. Develop all written LOTO procedures.

4.1a LOTO Procedures will be in compliance with the VA written compliance program

4.1b LOTO procedures will be in compliance with OSHA 29CFR 1910.147 and based on ANSI/ASSE 244.1 guidance

4.1c the procedures shall clearly and specifically outline the scope, purpose, authorization, rules, and techniques to be utilized for the control of hazardous energy, and the means to enforce compliance including, but not limited to, the following:

4.1.c.1 A specific statement of the intended use of the procedure; specific procedural steps for shutting down, isolating, blocking and securing machines or equipment to control hazardous energy.

4.1.c.2 Specific procedural steps for the placement, removal and transfer of lockout devices or tagout devices and the responsibility for them.

4.1.c.3 Specific requirements for testing a machine or equipment to determine and verify the effectiveness of lockout devices, tagout devices, and other energy control measures.

4.2 CLIN 0002: Implementation

Setup Customized LOTO Energy Control Procedure (ECP) Customization items will include the site, location, equipment information (as provided), and other information specific to the site. As part of this phase of work, asset information will be uploaded to the software, which will be utilized to access the LOTO ECPs once completed.

4.2a The field LOTO professionals will collect data needed to create equipment specific LOTO ECPs using customized LOTO software.

4.2b Electronic LOTO ECPs will be available for each piece of machinery assessed. Each ECP will need to be approved prior to printing and posting of the approved ECPs. In addition to supplying electronic versions of the LOTO ECPs for each piece of machinery assessed, energy isolation tags for each energy isolation point associated with the LOTO ECPs will be provided and installed. Various LOTO ECP assessment and energy isolation tag mounting styles will be utilized depending upon the type, location, equipment, condition, mounting surface, and portability of equipment.

4.2c All isolation points on the equipment will be uniquely numbered and identified in the procedures. All isolation points shall have a unique identifier/number (no duplicates at any or among each campus).

4.2d All procedures with include an associated QR code for reference. This QR code will be available at the Energy Control Point as well at the equipment requiring the procedure. The QR code will be a cloud reference and additional reference should damage occur after LOTO is performed.

4.2e The procedure template will be compliant with the current OSHA standard.

4.2f Once the procedures are completed by the contractor, they will be printed onto heavy paper stock, durably laminated with UV protection, and securely mounted onto each piece of equipment. An additional copy of each procedure will be provided electronically and in a 3-ring binder.

4.2g the contractor shall provide a list of specific LOTO tags and devices required to isolate each piece of equipment.

4.3 CLIN 0003: Training

4.3a Two formal hands-on LOTO training sessions (10 personnel per) will be provided to all Engineering employees during regular business hours and an online training shall be available for after-hours employees (for not more than 20 personnel). The training will cover LOTO regulations and impacts on personnel to satisfy OSHA requirements for Authorized Personnel and provide examples of the specific facility s LOTO procedures. The training will begin in a classroom setting and then move to the facility floors where specific procedures are used as examples. The training shall include handouts, graded quizzes and training certificates that become property of the NAVAHCS.

4.3b Provide cost per seat for web-based online LOTO training for personnel not attending class room training, refreshers and new hires.

4.3c Cost for additional training will be attached, should the need arise.

4.4 CLIN 004: Adding equipment and Maintenance

4.4a A price will be included to add equipment not on the provided list and a quote given, per item, with a declining cost schedule based on volume.

4.4b A price will be included as an option year, to perform annual audits of LOTO procedures in compliance with CFR 1910.147 (c) (1). This will include ensuring that procedures are still in good condition, properly secured, accurate (changes will be identified, documented and corrected), and the annual inspection will be certified with an inspection sticker/date on the procedure. Price shall be all encompassing and reflected to include every piece of equipment requiring inspection at NAVAHCS.

4.5 CLIN 005: Lockout Devices

4.5a Provide 10 sets of standardized lockout devices. Each set shall include one representative device for each of the different types of lockout devices required. Each set shall include the necessary types of group lockout devices.

4.5b Provide 40 lockout padlocks. Each padlock is to be predominantly red in color, compatible with the provided lockout devices, and be keyed differently. Two keys shall be provided with each padlock.

4.5c Provide 100 standardized lockout tags. Lockout tags must be resistant to environmental elements which could damage them or render them illegible. The tags should be predominantly red or white and state Danger and Do Not Operate . The tags should have a section for the authorized person to write their name such that it won t smudge, fade or wipe off during its use.

The standard for lockout deceives shall be a predominantly red device with black and/or white trim colors and black, white, and/or red lettering if needed. The colors selected for the trim and lettering should be a combination to provide the best contrast to make any writing easy to read. Devices made from metal may contain exposed metal provided a significant portion of the device is red and the metal is not to be subjected to destructive corrosion.

All lockout devices, padlocks, and lockout tags shall be readily and commercially available from various vendors for easy reordering.

Performance Period: This is a onetime installation and upgrade. This will need to be completed within one year upon award.

Hours of Service:

Contracted firm s employees access to the facility shall be coordinated through the facility Technical Coordinator. The contracted firm 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.

Federal Holidays

New Year s Day January 1st

Martin Luther King s Birthday 3rd Monday in January

President s Day 3rd Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veteran s Day November 11th

Thanksgiving Day Last Thursday in November

Christmas Day December 25th

Type of Contract: The contract will be a Firm-Fixed-Price contract.

GENERAL REQUIREMENTS

Contractor (or Representative) shall sign-in upon arrival at the M&O Supervisor Office, building 31, Room 111, at the beginning of each visit.

Special Qualifications: The contractor shall demonstrate that all lead employees assigned to this project possess expert knowledge of 29 CFR 1910.147, 29 CFR 1910.333, 29 CFR 1926.417 and NFPA 70E requirements regarding energy control safety, a.k.a. Lockout Tag Out (LOTO). Demonstration of expert knowledge shall contain two or more of the following:

Certified Safety Professional (CSP),

Certified Industrial Hygienist (CIH),

Five or more years of documented experience instructing safety courses based on NFPA 70E and/or LOTO portions of 29 CFR 1910 and 1926 for accredited institutions,

A Master Tradesperson (or equivalent) with experience working in industrial or healthcare facilities and using LOTO procedures.

Five or more years as a Journeyman Tradesperson (or equivalent) working in industrial healthcare facilities and using LOTO procedures.

Documented experience, training, or certifications which demonstrate equivalent levels of knowledge, professionalism and aptitude.

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.

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. There is no reasonable method to predict future changes to requirements and therefore 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.

Precautions for hazardous substances: The abatement or remediation of hazardous chemicals/materials (e.g., asbestos containing materials (ACM), formaldehyde, fuels, lead-based paint (LBP), mercury, polychlorinated biphenyls (PCBs), solvents) are beyond the scope of this PWS, some of which are the subject of specific Federal, State and local regulations and require the use of VA Office of specific Construction and Facilities Management Service (CFM) Technical Information Library (TIL) specifications. Areas of suspected hazardous substances which may cause injurious exposures if disturbed shall be immediately vacated and reported to the facility s point of contact, Safety Office, or COR.

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.

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.

VA INFORMATION SYSTEM SECURITY/PRIVACY CLAUSE

PER REVIEW OF VA HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX A- INFORMATION SECURITY AND PRIVACY CHECKLIST:

The C&A requirements do not apply, and a Security Accreditation Package is not required.

Acquisition of this service does not involve the storage, generating, transmitting, or exchanging of VA sensitive information to the vendor

There may exist exposure to VA sensitive information, in particular to sensitive personal information (SPI) while implementing contractual services

Minimum Statutory Requirements

Prohibition on unauthorized disclosure: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). See VA Handbook 6500.6, Appendix C, paragraph 3.a.

Requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a

Requirement to pay liquidated damages in the event of a data breach: Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

Each risk analysis shall address all relevant information concerning the data breach, including the following:

(1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including:

(a) date of occurrence;

(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected;

(4) Names of individuals or groups affected or potentially affected;

(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;

(6) Amount of time the data has been out of VA control;

(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);

(8) Known misuses of data containing sensitive personal information, if any;

(9) Assessment of the potential harm to the affected individuals;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and

(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification;

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;

(3) Data breach analysis;

(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs (see VA handbook 6500.6, appendix c, paragraph 7.a, 7.d)

INVOICES: Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer s Representative (COR), and submitted electronically through OB-10.

A properly prepared invoice will contain:

Invoice Number and Date

Contractor s Name and Address

Accurate Purchase Order Number

Supply or Service provided

Total amount due

Approximate scope of work required:

Completion Priority

VHA Facility

Number of Buildings

Gross Indoor Area (ft2)

Max Number of Discrete LOTO Procedures to be Developed

Est d Pieces of Equipment Requiring LOTO

1

Prescott, AZ

68

657,286

2

Prescott, AZ

Bio-med Equipment

3

Prescott, AZ

Grounds Equipment

DELIVERABLES SCHEDULE

NTP = Notice to Proceed

Days refers to calendar days.

Samples

Due

Provide to

Durable LOTO procedure

NTP + 30 days

COR and Tech

Coord s

Examples of 3 proposed lockout devices to be used: a multi-padlock hasp, a valve guard, and a circuit breaker lock device.

NTP + 30 days

COR and Tech

Coord s

Example lockout padlock: if multiple models of padlocks are required then a sample of each type.

NTP + 30 days

COR and Tech

Coord s

LOTO tags

NTP + 30 days

COR and Tech

Coord s

Example LOTO Management System demonstrating:

equipment inventory document

links correlating inventory line items to the proper LOTO procedures

an ability to track and record annual procedures reviews

an auditing capability

NTP + 30 days

COR and Tech

Coord s

Training materials.

NTP + 90 days but no later than 10 days before first training day.

COR and Tech

Coord s

Draft Documents

Due

Provide to

Full schedule of on-site visits and deliverable dates for items in this table.

NTP + 14 days

COR and Tech

Coord s

Proposed LOTO procedure format

NPT + 14 days

COR and Tech

Coord s

Proposed LOTO inventory format

NTP + 14 days

COR and Tech

Coord s

Proposed curriculum or schedule of events for the training days.

NTP + 90 days but no later than 10 days before first training day.

COR and Tech

Coord s

Full facility inventory sheet

Conclusion of site survey + 90 days

COR and Tech

Coord s

Full set of LOTO procedures

Conclusion of site survey + 90 days

COR and Tech

Coord s

Final Articles

Due

Provide to

Lockout Devices

Government approval + 90 days or within 14 days after completion of the on-site

inventory portion, whichever is later.

Tech Coord s

Padlocks

Government approval + 90 days or within 14 days after completion of the on-site

inventory portion, whichever is later.

Tech Coord s

LOTO Tags

Government approval + 90 days

Tech Coord s

Training Materials

1 week prior to each training day

Tech Coord s

Provide once to COR

Final Documents

Due

Provide to

Inventory of equipment requiring LOTO

Government approval + 90 days

COR and Tech

Coord s

LOTO Procedures electronic and durable procedure sheets.

Government approval + 90 days

COR and Tech

Coord s

LOTO Management System

Government approval + 90 days

COR and Tech

Coord s

Place of Performance:

Northern Arizona VA Medical Healthcare System

500 N. Hwy 89

Prescott, AZ 86313

Period Of Performance:

9/30/2022 9/29/2023

Introduction

Northern Arizona VA Health Care System (NAVAHCS), Prescott, Arizona requires services to develop a Lock Out/Tag Out program to include developing a lockout/tagout (LOTO) procedure for each piece of equipment listed on the inventory list (attached) to ensure compliance with OSHA 29 CFR 1910.147. The procedures shall be printed on durable paper and UV protective laminated. It will then be securely mounted onto each piece of equipment. Included will be a PDF copy (CD) and online access through QR codes for each procedure.

Background

The Northern Arizona VA Health Care System is required by OSHA to have a written policy and procedures for Locking Out energy sources. Procedures shall be developed, documented and utilized for the control of potentially hazardous energy when employees are engaged in the activities covered by OSHA 29 CFR 1910.147. Procedures need to be developed for NAVAHCS campus facility in accordance with the VA written compliance program for LOTO.