Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

Contract Title Lock-out Tag-out (LOTO) System Evaluation Training and Procedures. Background The VA Loma Linda Healthcare System (VALLHCS) requires a contractor to provide periodic evaluations of each... Contract Title Lock-out Tag-out (LOTO) System Evaluation Training and Procedures. Background The VA Loma Linda Healthcare System (VALLHCS) requires a contractor to provide periodic evaluations of each LOTO system based on the medical center’s LOTO SOP and Policy, and applicable sections of 29 CFR 1910 and 1926; compliant LOTO training; and LOTO procedures writing services, at the Jerry L. Pettis VA Medical Center (VAMC). The services shall comply with this Performance Work Statement (PWS), all VA, local, state, and Federal policies, and regulations. Objective The objective of this service contract is to have a contractor to Provide all labor, materials, supplies, tools, equipment, parts, software (needed for the general operation of the equipment), travel, ICRA Barriers, supervisors, and qualified personnel to perform the evaluations, training, develop written LOTO procedures and identify and report effective techniques and procedures not standardized in this SOP or policy and report non-compliant patterns not covered by this SOW, as per below scope. Scope Summary of Tasks: The firm shall provide all tools, supplies, materials, labor, supervision, transportation, and project management to perform: Periodic LOTO system evaluations at VALLHS either biennially or annually (base plus four) which will be determined by the medical center at the task order level. The evaluation will consist of 5 parts: a review of all policies and standard operating procedures (SOP) (VISN, medical center, facilities management service (FMS), a review of the inventory of written LOTO procedures, an evaluation of a sampling of the facility’s LOTO system, an assessment of the authorized employees’ LOTO system knowledge, skills, and abilities (KSA). an audit LOTO system training program. LOTO system training on an as-needed basis. Training frequency will be determined at the Task Order level. Develop written LOTO procedures as needed for designated equipment. The frequency will be determined at the Task Order level. Additionally, the firm is requested to identify and report effective techniques and procedures which are not standardized in the SOP or Policy and identify and report non-compliant patterns which are not specifically covered by this PWS. Definitions: The firm: refers to the company which performs the tasks within this PWS. Technical coordinator: a VA employee designated by the medical center to order and coordinate the services as listed in this PWS, also referred to as the Contracting Officer’s Representative (COR). LOTO System Evaluation Tasks Medical Center LOTO Policy (MCP) and SOP Review: Examine the most current MCP and SOP and make note of: deficiencies from or omissions of regulatory and standards requirements. recently published changes to regulations or standards which have not been incorporated. LOTO Written Procedures and Inventory Management: Review the LOTO procedures inventory spreadsheet and the network folder which contains all the LOTO procedure documents. Identify and not deviations from the following: There should be only one protected and current master LOTO procedure for each piece of equipment. Superseded (expired) written procedure files should be deleted or overwritten with updated procedures. Written LOTO procedure files should be linked to the digital inventory spreadsheet. Note: In order to accomplish this task, the firm’s employee(s) must use a VA employee as a proxy to access the LOTO files located in the VA network. The firm’s employees shall never have direct, unsupervised access to any information in the VA’s network. Throughout the evaluation, identify any unauthorized or superseded copies of the LOTO procedures. Note: Copies will exist but those must be copies of the protected and current master LOTO procedure. Procedures Evaluation: Determine if written procedures meet the minimum requirements by evaluating a sampling of the written procedures. Request assistance from applicable Shop Supervisors to assign authorized employees for the following tasks: Select the following written Lockout/Tagout procedures: All high-pressure boilers as defined by VHA DIRECTIVE 1810. Two (2) different types of steam powered devices (heater) or steam control devices (PRV, isolation valves, steam traps). Two (2) different types of equipment using 480 VAC or more. One (1) piece of equipment using 50 VDC or more. Two (2) different types of air handlers. Two (2) heavy equipment vehicles which use hydraulics. One (1) overhead power rolling vehicle bay door. One (1) vehicle lift (motor pool). All Tagout procedures. Any equipment which has had a near miss over the past 12-months. Two (2) random Lockout procedures from each of the following shops: electrical, HVAC, plumbing, carpentry, masons, and the motor pool. Note: If a shop has no procedures assigned to them, simply skip those shops. Note: if the facility does not service, maintain, or repair any items in (1) to (11) above then skip those items, e.g., if all vehicle lifts are serviced by a contractor, then skip those procedures. For each of the selected Lockout/Tagout procedures, perform the following: Verify that it substantially meets the VISN format and/or FMS SOP. Verify that the procedure contains all required information per regulations, standards, and policies. Validate information about each of the energy sources to include: stored energy, energy magnitudes, lockout/isolation points, required lockout devices for each, methods to verify it is completely deenergized. Determine if the facility conducts periodic inspections of the procedures: If the procedure requires Tagout, then determine the modifications needed to allow Lockout, e.g., equipment replacement, a manufacturer’s retrofit device, an approved aftermarket retrofit device, a new and/or different lockout device. Assessment of Authorized Employees’ LOTO KSAs: Request assistance from the facility’s technical coordinator to assign an authorized employee from each shop/section for the following tasks. Observe authorized employees perform each of the written procedures on equipment listed in Section II C. The authorized employees may perform an actual shutdown and reenergization of the equipment or simulate it by walking around the equipment, pointing out actual devices, stating the action(s) they would perform. If simulation is chosen, have the authorized person verbalize how they would accomplish a requirement which is not associated with the equipment, e.g., how will they notify affected employees, how to check for procedure expiration, or who to notify if errors in the procedure need to be corrected. Evaluate the abilities of the authorized employees to perform the required tasks to include: Obtaining a valid and current copy of the written procedure. Making required notifications using effective communication modes. Obtaining the correct LOTO devices and locks. Obtaining the correct PPE and energy verification equipment. Following the procedural steps to shut down, completely deenergize, lockout the equipment, and properly verify a zero-energy state as written LOTO procedure. Verbally demonstrating an understanding of maintaining effective and positive control of the padlock keys. Removing the LOTO devices and reenergizing the equipment. Making the correct notifications and replacing the LOTO devices to the proper storage area. Completing required documentation. Verbally describing how to perform a ganged Lockout. Verbally describing who is allowed to forcibly remove a Lockout padlock. Verbally describing how to turn over a locked-out device during a shift change. Verbally confirming that all authorized employees working on a piece of equipment must all install Lockout devices, padlocks, and ID tags on each Lockout point, including work conducted by VA employees and all contractors’ employees. Document items that the authorized employee performed exceptionally well (best practices), errors made, and deficiencies in the written procedure. LOTO Training Audit: Obtain lists of all authorized employees and affected employees and their LOTO training records. Examine training records along with other LOTO program records to determine compliance with the requirements of 29 CFR 1910.147(c)(7). Written Report: Prepare a written report which: identifies all deficiencies and gaps along with clarifying information. describes errors made by employees. For each error listed, state if corrective recommendations were provided and if the error is expected to be made again by any facility employees. provides recommendations to improve the facility’s LOTO system. documents techniques the facility performed exceptionally well (best practices). Provide copies of the written report to the facility’s technical representative, and the VALLHS Safety Manager. Timeline: It is required that the LOTO evaluation: will begin no more than 30 calendar days from the date the firm was awarded a task order. onsite portion will take no more than five business days. onsite portion will be conducted on consecutive business days. the final evaluation report will be provided to the facility’s technical representative and the VALLHS Safety Manager within 14 calendar days of the completion of the on-site portion. Training The firm will provide LOTO training compliant with OSHA requirements in general and focus on the requirements of the VALLHS LOTO policy and SOP. Training will be provided for authorized employees (initial and refresher) and affected employees: Initial authorized employee (new or reassigned) training which will consist of a classroom instruction period and a practical, hands-on guided learning period which will require the instructors to be onsite at the designated learning facility. Refresher authorized employee training which will consist of a classroom instruction period and may be provided onsite or via a live and interactive virtual venue such as Teams or Zoom. Initial and refresher affected employee training will consist of a classroom instruction period and may be provided onsite or via a live and interactive virtual venue such as Teams or Zoom. The firm will: develop training objectives and syllabi for the different training courses, ensuring they meet OSHA and VALLHS SOP requirements. provide a syllabus for each type of training session to the facility’s technical coordinator for review, communicate and coordinate activities, requirements, equipment, and support with the technical coordinator. The technical coordinator will ensure the following tasks are accomplished: Organize lists of employees who need LOTO training and specify which training they need (provided by applicable supervisors). Schedule the training sessions which meet the firm’s and employees’ availability (coordinate with supervisors). Review and approve the firm’s training curriculum (refer to the VISN 22 LOTO SOP and/or FMS SOP and 1910.147). Coordinate training venues and associated items including classrooms, practical training sites and equipment, and virtual sessions, Provide a list of trainee names and associated jobs/specialties to the firm, Ensure attendance is taken, Provide training completion verification to each trainee’s supervisor, Timeline It is required that: Virtual training will start no more than 30 calendar days after the task order is provided to the firm, Onsite evaluations will start within 45 days after the task order is provided to the firm, This timeline may be extended if the firm and the VA Contracting Officer mutually agree in writing on an alternative timeline. Changes in timelines will not commit the VA to additional charges for the service. Develop Written LOTO Procedures Evaluate equipment for which any department within VALLHS requests newly developed written procedures. Complicated equipment or procedures will require onsite evaluation. The medical center’s technical coordinator and the firm will determine if an onsite evaluation is required. Otherwise, a virtual evaluation may be performed. Ensure the procedures conform to the current VALLHS LOTO procedures format and comply with the VALLHS SOP and OSHA requirements. Provide draft written procedures to the medical center’s technical coordinator for verification. Final versions of the written procedures will be provided electronically to the technical coordinator for inclusion into the medical center’s LOTO procedures inventory. Timeline It is required that: virtual evaluations will start no more than 21 calendar days after the task order is provided to the firm, and onsite evaluations will start within 30 days. Draft written procedures will be provided to the technical coordinator no more than 14 calendar days after the conclusion of the evaluation. Final written procedures will be provided to the technical coordinator no more than seven calendar days after the medical center returns the draft copy with comments and corrections. This timeline may be extended if the medical center orders more than 10 new written procedures or if the firm and the VA Contracting Officer mutually agree in writing on an alternative timeline. Changes in timelines will not commit the VA to additional charges for the service. General PWS Information Regulations and Standards: 29 CFR 1910.147 29 CFR 1910 Subpart I 29 CFR 1910.333 29 CFR 1910.335 29 CFR 1926.417 29 CFR 1926.417 29 CFR 1926.600(a)(3)(i), 29 CFR 1926.702(j), NFPA 70E (most recent edition), SOP FMS 090 Lockout Tag Out Program NFPA 70 (most recent edition) NFPA 70E (most recent edition) NFPA 99 (most recent edition) ANSI/ASSE Z244.1 ANSI/ASSE Z117.1 ANSI A10.44-2006 Respective manufacturers’ directions and instructions Special Qualifications: The firm shall demonstrate that all lead employees assigned to this project possess expert knowledge of federal regulations, ANSI standards, and NFPA 70E as listed in section L of this document regarding control of hazardous energy, 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, skills, professionalism, and aptitude. The firm shall ensure all employees possess working knowledge of: utility systems on large, multi-building campuses, healthcare-related machinery, and equipment that may require LOTO, and applying OSHA safety regulations in facilities as described. Quality Control: The firm shall establish a quality control plan specifying standards of performance. The quality control plan shall be provided to the technical representative who will the firm’s performance achieves the standards. Security Requirements The C&A requirements do not apply, and Security Accreditation Package is not required. This service does not involve Contractor connection of one or more contractor-owned IT devices (such as laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public network) therefore Information Technology (IT) Security certification and accreditation (authorization) (C&A) requirements do not apply per VA Handbook 6500.6. Period of Performance Work Hours Normal hours of operation are Monday through Friday from 7:00 am to 3:30 pm Pacific time. All work is expected to be performed generally during normal hours of coverage unless requested or approved by the COR or his/her designee. Before commencement of work, the Contractor shall confer with the VA COR and Contracting Office to agree on a sequence of procedures; means of access to premises and building. All work performed, to include delivery of materials and equipment, shall be made with minimal interference to Government operations and personnel. Work performed outside the normal hours of coverage must be approved by the COR or his/her designee. All time shall be approved in advance by the Contracting Officer’s Representative (COR). Allow 5-days for approval of any alternate working hours needed. Federal Holidays New Year’s Day January 01 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. Identification, Check-in, Parking, and Smoking Regulations Identification The vendor's employees shall wear visible identification at all times while on VALLHCS premises. Contractor employees shall report to VA Police upon entry to the VALLHCS facility to get a visitor badge. Contractor employees are required to be escorted by the COR or designee’s office once on campus prior to commencement of work. During emergencies contractor personnel shall check in with VALLHCS Police if the VALLHCS COR or designee is not available. Parking It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. Smoking Veterans Health Administration (VHA) Directive 1085, dated March 5, 2019, provides a comprehensive smoke-free policy for patients, visitors, contractors, volunteers, and vendors, at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) health care facilities. This updated VHA directive implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities, as defined in this directive, based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures. The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary for Health for Clinical Operations (10NC) are responsible for the contents of this directive. Questions may be referred to VHA Smoke Free: vhasmokefree@va.gov. This VHA directive is scheduled for recertification on or before the last working day of March 2024. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded. Weapons and Contraband Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of VALLHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Safety All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VALLHCS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract. Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property. Contractor shall comply with all applicable Federal, State, and local requirements regarding workers’ health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137. Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Contractor Personnel Contractor’s Program Manager The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor’s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. Contractor’s Employees The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). Contractor Qualifications & Other Responsibilities Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees’ fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. The Government reserves the right to accept or reject Contractor’s employee for the rendering of services. Complaints concerning Contract Personnel’s performance or conduct will be dealt with by the Contractor and COR with the final decision being made by the Contracting Officer. Insurance Coverage The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee’s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award. Invoicing and Payment Overtime & Holiday Pay Any overtime and/or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for “availability” or “on-call” services unless otherwise provided herein. Invoices Payment of services rendered under this contract shall be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address specified by Contracting. Invoices shall reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals and any other data relevant for payment purposes. The Government shall not authorize payment until such time that the VALLHCS COR all properly executed and signed documentation. No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i). Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract. Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required.