R425--FY26 Services (Base plus 4) - WNY ECP/LOTO Procedures - 528/528A4

Form / Attachment / Pricing Sheet

This document is the VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction (NOV 2022). It requires offerors to certify their compliance with subcontracting limitations if awarded a contract.

• Services Contracts: The contractor will not pay more than 50% of the contract amount to firms that are not VIP-listed SDVOSBs or VOSBs. Work subcontracted by a similarly situated VIP-listed subcontractor counts towards this limit.
• General Construction Contracts: The contractor will not pay more than 85% of the contract amount to firms that are not VIP-listed SDVOSBs or VOSBs. Work subcontracted by a similarly situated VIP-listed subcontractor counts towards this limit. Costs of materials are excluded.
• Special Trade Construction Contractors: The contractor will not pay more than 75% of the contract amount to firms that are not VIP-listed SDVOSBs or VOSBs. Work subcontracted by a similarly situated subcontractor counts towards this limit. Costs of materials are excluded.
• Certification: Offerors must acknowledge that this certification is subject to penalties for false statements.
• Compliance Demonstration: Offerors understand they may be required to provide documents to demonstrate compliance, including invoices and subcontract copies.
• Consequences of Non-Compliance: Failure to comply may result in referral to suspension and debarment, fines, or prosecution.

This form is mandatory. Offerors must complete, sign, and return this certification with their bid, quotation, or proposal. Offers from those who do not provide this certification will not be considered for award and will be deemed ineligible.

Statement of Work (SOW) / Performance Work Statement (PWS)

This SOW outlines the requirements for establishing Energy Control Procedures (ECP)/lockout tagout (LOTO) procedures, including installation, incorporation, program integration, training, and testing of the Brady Link360 application. The goal is to ensure compliance with OSHA 1910.147 and ANSI/ASSE 244.1 guidance.

• Development and implementation of LOTO procedures for approximately 650 ECPs across two VA Medical Centers (Buffalo and Batavia).

• Identification of equipment and energy sources requiring LOTO procedures.

• Inputting and configuring all ECPs into the Brady Link360 platform.

• Submission of draft lockout procedures for COR approval before publishing.

• Creation of detailed LOTO procedures including equipment name, location, hazardous energy types, disconnect locations, LOTO device types, verification steps, and graphic illustrations.

• Provision of equipment-specific aluminum energy source identification labels and flip-chart baseplates.

• Initial training for up to 15 VA employees on the Brady Link360 software and LOTO program.

• Annual training for up to 90 VA employees covering LOTO procedures and software usage.

• Annual competency certification for up to 90 VA employees.

• Annual audits of LOTO procedures to ensure ongoing compliance.

• Procedures must meet or exceed OSHA 1910.147 and ANSI/ASSE 244.1 guidance.

• Contractor must correct any discrepancies or integration errors identified by the COR.

• All work areas must be clean at the close of the day.

• One base year from the date of award, plus four (4) option years.

• Locations: Buffalo VA Medical Center, Buffalo, NY, and Batavia VA Medical Center, Batavia, NY.

• Contractor employees must comply with OSHA Control of Hazardous Energy (Lockout/ Tagout) Standard, 29 CFR 1910.147.

• Employees require a VA staff escort and will be issued temporary contractor badges.

• Employees must wear issued contractor badges above the waist.

• Minimum two (2) years' experience working on Energy Control Procedures and OSHA 10-hour construction safety course required for on-site employees.

• A supervisor trained in NFPA 70E must be on-site at all times.

• No disruption to critical care facility operations; electrical work requiring shutdown must be coordinated closely with the COR and may need to be conducted live.

• Utility shutdowns require at least fourteen (14) working days' advance written notice to the COR.

• Contractor must obtain all necessary New York State and Federal licenses and/or permits.

Form / Attachment / Pricing Sheet

This document is a pricing worksheet (Excel file) that outlines the line-item contract format for the opportunity. It details the specific items, quantities, units of measure, and contract periods (Base, Option 1, Option 2, Option 3, Option 4) for the services being procured.

• Item Number: Sequential numbering for each line item.
• SLIN: Sub-line item number, if applicable.
• Description: A brief description of the service or product.
• Contract Period: Specifies whether the item falls under the Base period or one of the four Option periods.
• Quantity: The number of units required for each line item.
• Unit of Measure: The unit in which the quantity is measured (e.g., JB for Job, YR for Year).
• Line Item Is: Indicates if the line item is 'Priced'.
• Unit Price: The price per unit (currently listed as 0.0 for all items).
• Total Evaluated Price: The total price for the line item (currently listed as 0.0 for all items).

This worksheet is crucial for bidders to understand the structure of the contract, the specific services required across different performance periods, and the quantities involved. While unit and total prices are currently listed as 0.0, this document serves as the basis for pricing proposals. Bidders must use this format to submit their pricing for the Base and Option periods.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for the Western New York VA Healthcare System (WNYHCS), Buffalo and Batavia campuses. The procurement is for Lockout Tagout (LOTO)/Energy Control Procedures (ECP) implementation and software/maintenance services.

• Lockout Tagout (LOTO)/Energy Control Procedures (ECP) implementation.

• Software and maintenance services for LOTO/ECP.

• Quotations are requested for a base year plus four (4) option years.

• A Scope of Work (SOW) and pricing worksheet are attached.

• Contract type: RFQ (Request for Quotation).

• Period of Performance: One (1) base year plus four (4) option years.

• NAICS Code: 541330 (Engineering Services), with a small business size standard of $12.5 million.

• FSC/PSC: R425.

• Site Visit: Optional, on Wednesday, June 17th, 2026. Email CO by June 16th, 2026, to confirm attendance.

• Questions: Due by June 19th, 2026, 16:00 EST, via email to Nathan.Northrup@va.gov.

• Submission Deadline: Quotes due by June 26th, 2026, 12:00 EST, via email to Nathan.Northrup@va.gov.

• Required Submission Items: Capability statement demonstrating technical capability and approach, and a completed "36C24226Q0539 Pricing Worksheet".

• Evaluation Criteria: Comparative evaluation based on Technical (compliance, experience, training, schedule, subcontracting, quality assurance), Past Performance, and Price.

• This solicitation is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• Offerors must complete annual representations and certifications electronically via SAM.gov.

• The attached document "36C24226Q0539 Pricing Worksheet" is referenced.

• Additional attached documents include: Final SOW, Limitations on Subcontracting, and specific MCP/WD documents for various counties.

Solicitation / RFP / RFQ

This document is a Wage Determination (WD) issued under the Service Contract Act, establishing minimum wage rates and fringe benefits for various occupations. It is relevant for contracts awarded or renewed on or after January 30, 2022, and those awarded between January 1, 2015, and January 29, 2022, that are not renewed or extended after January 30, 2022.

• The document lists specific wage rates and fringe benefits for numerous occupations, categorized by general areas such as Administrative Support, Automotive Service, Food Preparation, Health Occupations, Information Technology, and more.

• Contractors must pay covered workers at least the applicable minimum wage rate listed in this determination or the rate set by Executive Order 14026 ($17.20/hour in 2024) or Executive Order 13658 ($12.90/hour in 2024), whichever is higher.

• Fringe benefits are required and include Health & Welfare ($5.36/hour or $4.93/hour under EO 13706) and Paid Sick Leave (1 hour per 30 hours worked, up to 56 hours annually, under EO 13706).

• Vacation is provided based on years of service (2 weeks after 1 year, 3 weeks after 5 years, etc.).

• A minimum of twelve paid holidays per year are mandated.

• The wage determination is applicable to contracts subject to the Service Contract Act.

• The specific period of performance is not detailed in this document, but it references contract award and renewal dates.

• This document does not contain proposal submission or evaluation instructions. It serves as a baseline for wage requirements that will be incorporated into solicitations.

• Not applicable to this document.

• The applicable Executive Order minimum wage rate will be adjusted annually.

• Additional information on contractor requirements and worker protections is available at www.dol.gov/whd/govcontracts.

• A "Conformance Process" is outlined for situations where a contractor needs to classify employees for occupations not listed in the wage determination.

• Specific footnotes indicate potential eligibility for higher minimum wages under Executive Orders 14026 or 13658.

Other / Unclassified

This document is a Medical Center Policy (MCP) titled "Electrical Safety Program" (MCP Number 138-15). It outlines the procedures and responsibilities for ensuring electrical safety for all employees, contractors, and visitors at the VA Western New York Healthcare System. The policy complies with OSHA and NFPA 70E regulations.

While not a solicitation, this policy is highly relevant for any contractor or vendor performing work on or near electrical systems at the VA Western New York Healthcare System. Bidders should be aware of:

• Scope: Applies to ALL employees and contractors working on, near, or with premises wiring or electrical components.
• Prohibition of Live Work: Live electrical work is forbidden except during emergencies, requiring an Energized Electrical Work Permit.
• Responsibilities: Outlines responsibilities for the Associate Director, Engineering Manager, Bio Medical Equipment Engineer, IT Manager, Supervisors/Managers, and Employees.
• Qualified vs. Unqualified Persons: Defines these terms and specifies requirements for each.
• Work Practices: Details procedures for both de-energized and energized parts, including lockout/tagout procedures and the use of appropriate Personal Protective Equipment (PPE).
• PPE Requirements: Specifies the need for appropriate PPE, including insulated gloves, flame-retardant clothing, face shields, and insulated hard hats, and mandates regular testing and inspection of protective equipment.
• Cord-and-Plug Equipment: Provides guidelines for the inspection and handling of portable electrical equipment and flexible cords.
• Minimum Approach Distances: Defines clearance requirements for both unqualified and qualified persons working near electrical sources.
• Training: Mandates training for qualified persons on relevant regulations and safe work practices.

Contractors must ensure their personnel are trained and adhere to these electrical safety standards when performing any work at this facility.

Other / Unclassified

This document is a Wage Determination (WD 2015-4181, Revision 27) issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes minimum wage rates and fringe benefits for various occupations performing contract work in the New York Counties of Genesee, Schuyler, Seneca, and Steuben.

This document is crucial for bidders as it outlines the minimum wage and benefit requirements for service contract employees. Contractors must ensure their proposed wages and benefits meet or exceed these determined rates. The document specifies different minimum wage requirements based on the contract's award or renewal date, referencing Executive Orders 14026 and 13658. It also details health and welfare benefits, vacation time, and paid holidays. Bidders should consult this document to accurately calculate labor costs for their proposals and ensure compliance with federal labor laws for service contracts in the specified geographic area.

Other / Unclassified

This document is VHA Directive 1811, titled "VHA HEALTHCARE ENGINEERING PROGRAM REQUIREMENTS," dated April 10, 2023. It establishes policy, qualifications, and responsibilities for VHA Healthcare Engineering Programs. The directive outlines the policy for operating and maintaining VA medical facilities to ensure safety, resilience, and efficiency. It details the responsibilities of various leadership roles within the VHA, including the Under Secretary for Health, Assistant Under Secretaries, Executive Director of Healthcare Environment and Facilities Programs, Director of the Office of Healthcare Engineering, VISN Directors, and VA Medical Facility Directors.

This directive is relevant to potential bidders as it defines the framework and requirements for healthcare engineering programs within VA medical facilities. It outlines the standards, policies, and procedures that govern the operation, maintenance, and modernization of VHA infrastructure. Understanding these requirements is crucial for any vendor seeking to provide services or products related to healthcare engineering, facility management, maintenance, construction, or related areas within the VHA. The directive also references numerous other VHA directives and handbooks that may contain specific technical requirements or operational guidelines relevant to potential bidders.

Policy / Procedure

This document, "CONTROL OF HAZARDOUS ENERGY PROGRAM" (MCP Number 00-190), establishes a comprehensive policy for managing hazardous energy (Lockout/Tagout - LOTO) within the VA Western New York Healthcare System (VAWNYHS). It details procedures, responsibilities, and requirements to ensure the safety of personnel during construction, installation, servicing, or maintenance of machines, equipment, and building utility systems.

• Scope: The policy applies to all VAWNYHS personnel, contractors, subcontractors, and vendors involved in activities that could expose them to hazardous energy.
• Compliance: Adherence to this policy is mandatory for all involved parties, including contractors. It aligns with OSHA and NFPA standards.
• Responsibilities: Clearly defines roles and responsibilities for various personnel, including the Chief of Engineering, supervisors, qualified employees, authorized employees, affected employees, and contractors. Contractors must comply with the established LOTO procedures, including any VAWNYHS-specific elements that are more restrictive than federal requirements.
• Procedures: Outlines detailed procedures for Simple Lockout and Complex Lockout, including preparation, notification, shutdown, isolation, lockout/tagout device application, control of zero energy state, tryout/verify isolation, performing work, and release from lockout/tagout.
• Training: Mandates specific training for qualified and authorized employees on hazardous energy control and electrical safety. Contractors are expected to ensure their personnel meet these training requirements.
• Exclusions: Specifies exclusions from standard LOTO procedures, such as cord and plug connected equipment under specific conditions and certain Hot Tap Operations, provided strict requirements are met.
• Definitions: Provides definitions for key terms related to lockout/tagout, such as "Authorized Employee," "Qualified Employee," "Energy Isolating Device," and "Hazardous Energy."

Vendors performing work at VAWNYHS facilities must understand and comply with this policy. It dictates the safety protocols required when working on or near equipment that could pose a hazardous energy risk. Failure to comply can result in work stoppages and safety violations. Bidders should factor the requirements of this policy into their project planning and execution, ensuring their employees are adequately trained and equipped to follow these procedures.