Active

Contract Opportunity

Correct Lock-Out Tag-Out (LOTO) Deficiencies
11/14/23
Introduction/Background: The Richard L. Roudebush Veterans Affairs Medical Center, located at 1481 W 10th Street, Indianapolis, IN has requirements to conduct a survey of equipment throughout the facility that are required to utilize the Lock-Out Tag-Out (LOTO) procedures and write procedures for these pieces of equipment. The Lockout/Tagout standard requires the adoption and implementation of practices and procedures to shut down equipment, isolate it from its energy source(s), and prevent the release of potentially hazardous energy while maintenance and servicing activities are being performed.

Objective: The contractor shall conduct an inspection throughout the facility to identify equipment to which LOTO procedures are required and create a program outlining all the facilities LOTO. The contractor shall establish an energy control program consisting of energy control procedures to ensure that before service and maintenance is performed, machines and equipment that could unexpectedly startup, become energized, or release stored energy, are isolated from their energy source(s) and rendered safe. The contractor shall write procedures for up to 2,000 pieces of equipment.

The objective of this LOTO Program is to prevent injuries and/or equipment damage caused by the accidental starting or activation of machinery or systems while undergoing repair, service, or set up. The program is designed to:

make sure equipment is stopped, isolated from all potentially hazardous energy sources, and locked out before employees perform any maintenance or repair on machinery;
prevent any unexpected start-up or release of stored energy in the equipment;
stop unauthorized personnel or remote-control systems from starting equipment while it is serviced;
provide a secondary control system (tagout) when it is impossible to positively lockout the equipment;
assign responsibility for the oversight of LOTO procedures;
ensure that only approved locks, tags, and fasteners are used in lockout/tagout procedures.

Scope of Work: Develop a facility-wide Lockout/Tagout program with procedures and energy identification tags program. The contractor shall provide all necessary services, labor, material, tools, equipment, and supervision to execute the following four phases:

Phase 1
Contractor shall dedicate a team of Energy Control Specialists to identify and inventory all machinery and/or equipment which are required to have LOTO Procedures.
Contractor shall survey the entire facility on all floors to include all outbuildings to look for hazardous energy sources, gathering all necessary data to develop machine specific energy control procedures and associated tags.

Phase 2
Contractor shall develop machine specific procedures for each different type of equipment that requires a LOTO procedure in the facility. After approval from the VA, the contractor shall hang these procedures, along with energy identification tags, for all potentially hazardous energy sources cited in the procedure. (All tags shall be unique and directly correspond to the equipment).
Contractor shall identify energy sources using different colors in the procedures.
Contractor shall identify the specific type of lockout device to install onto an energy isolating device (i.e. valve, circuit breaker) using photos or images.
Contractors shall insert photos for each step of the procedure to identify the specific energy source and energy isolating device.
Contractor shall replace existing tags and procedures with their own.
Contractor shall provide the VA with the updated equipment list so the VA can prioritize which procedures they need written.

C. Phase 3 - Contractor shall produce and post procedures and tags on specified equipment from first two phases.
Contractor shall hang these procedures, along with energy identification tags, for all potentially hazardous energy sources cited in the procedure. (All tags shall be unique and directly correspond to the equipment).
Contractor shall provide a project desk binder with a master equipment list, recommended lockout device list, inaccessible tag list, and visual lock out procedures.
Contractor shall provide pictures with a description of each item on the inspection report.
At a minimum, the procedures/tags MUST BE UNIQUE WITH NO DUPLICATIONS and include:

Photo-based utilizing relational database to maintain consistency
Each energy isolation point is assigned a unique energy identification number that is not repeated throughout the facility/area.
Every energy isolation point cited within the machine-specific energy control procedure has an Energy ID Tag created that is installed on the respective disconnect switch, valve, etc. The Energy ID Tag includes unique isolation point number (i.e. E126, E127, W155, etc.), Type of Energy, Magnitude of Energy, Energy Control Procedure number, Description of Equipment being isolated.

Procedure content is to include but not limited to:
Unique Procedure #
Equipment Description
Location/Department
All Potentially Hazardous Energy Sources that need to be isolated in order to achieve a zero energy state.
Scope of Procedure
Compliance Requirements (including OSHA and VA-Specific)
Initiation of Lockout Protocols
Actions that need to be performed to isolate each energy source.
Method for verifying isolation and control.

Phase 4 - Contractor shall provide a LOTO software program with a database that will allow the VA to modify or create new procedures and tags in the future.

Requirements
Experience developing lock out tag out procedures for all types of equipment to include but not limited to:
Electrical Energy
Hydraulic and Pneumatic Potential Energy
Mechanical Potential Energy
Gravitational Potential Energy
Chemical Energy

Program development shall include but not be limited to:
Company LOTO Policy
Responsibility of Employee
LOTO Procedures and Tags
Restoring equipment to service
Identifying training requirements

Procedures steps will stay the same for synonymous equipment, but will have specific energy isolating devices and unique identifiers.

Deliverables: The contractor shall submit the following to the COR:
Work Safety Plan Two weeks in advance
Work Schedule and execution plan Two weeks in advance
Detailed electronic report capturing each piece of equipment with photographs 14 Days after inspection completion.
Recommendations on which equipment to lock out and procedure for locking out that equipment.
LOTO Software/Database
LOTO Procedures Binder
Construction Waste and Diversion Tracking Form (Attachment) what is this?
Final Inspection Report
Location
Equipment ID
Amps
Type of equipment
Brand of equipment.

Period of Performance and Hours: Contractor shall complete all requirements within 365 days from notice to proceed. 100% of work may be conducted during normal business hours, which is 7am 4pm, Monday through Friday, with few exceptions including federal holidays. The contractor shall submit a detailed schedule with an execution plan two weeks prior to on-site work.

SELECTION CRITERIA. The government will evaluate each potential contractor under the terms of its:
a. Professional qualifications necessary for satisfactory performance of required services;
b. Specialized experience and technical competence in the type of work required, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials;
c. Capacity to accomplish the work in the required time;
d. Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules;
e. Location in the general geographical area of the project and knowledge of the locality of the project; provided, that application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the project.
f. The extent to which potential contractors identify and commit to the use of service-disabled veteran-owned small businesses, veteran-owned small businesses, and other types of small businesses as subcontractors.
SUBMITTAL INSTRUCTIONS. All interested and capable contractors must submit an electronic copy of their SF330s, via email, by the closing time/date of this announcement. No hard/physical copies will be accepted. The total size of the electronic submission (email and attachments) shall not exceed 15MB; larger emails may be rejected by the network server and may be considered non-responsive. Submit packages via email to the contract specialist at Brian.Rosciszewski@VA.gov.

Attachments/Links