Division Title

Contractors

The National Institutes of Health (NIH) is committed to providing a safe environment for its employees, guests, and patients. The purpose of this web page is to assist contractors with meeting their responsibilities when working on NIH property, to help reduce the possibility of personal injury, property damage and liability losses, and to comply with all federal safety and health regulations. The interactions developed through the Contractor Safety Program can also bring collateral benefits in the form of improved communication, documentation, and cost savings. This web page is designed to ensure that the contractor safety information is made available and useable by both Contracting Officer Representatives (COR) and Contractors.

 

Select one of the links below for more information:

Overview

Deliverables

Limited Scope Contracts

Contractor Health and Safety Contract Requirements 

ORF Contractor Safety Policy 

Contractor Safety Assessment Program 

Contractor Safety Orientation

EM 385-1-1 Army Corps of Engineers Safety and Health Requirements Documents

Requirements for JCAHO

Forms

Overview

All construction, renovation, and alteration contracts that are subject to the Davis Bacon and Related Acts (i.e. contracts in excess of $2,000) are subject to this policy. Non personal service contracts that are covered under the McNamara-O'Hara Service Contract Act (e.g. contracts that exceed $2,500) AND involve high hazard work are to be performed in accordance with this policy. 

 

Examples of high hazard work include high voltage electrical systems, confined space entry, crane and lifting operations, trenching/excavation, janitorial services, handling of hazardous materials, laboratory research support, and animal support services. Office and administrative services are not considered high hazard and therefore are not subject to this policy.

 

All contractors bidding on NIH contracts that are subject to this policy are required to enroll in the Contractor Safety Assessment Program (CSAP). This program, operated by a third party, allows NIH to objectively assess the safety performance of its contracting partners and assists the project management community in making informed decisions. There is no cost to the vendor for completing the safety assessment.


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Deliverables

The Contractor Safety Program requires the contractor to satisfy five deliverables prior to proceeding with scheduled work. The deliverables must be submitted to the COR and NIH Safety Officer (safety@nih.gov) at least 14-days prior to commencing work.

 

Documentation is needed to prove that site supervisor and management have completed the NIH Contractor Safety Orientation. Supervisors and managers assigned to the project must attend the Contractor Safety Orientation. Registration is made by emailing the NIH Safety Officer at safety@nih.gov.

  1. Submit a Site-Specific Accident Prevention Plan (APP) to the Contracting Officer Representative and NIH Safety Officer (safety@nih.gov) in accordance with EM-385-1-1 The Army Corps of Engineers Safety and Health Requirement Manual. The Contractor’s APP shall address the identified hazards involved and the control measures to be taken.  This can be accomplished by completing the attached Activity Hazard Analysis. See below "Limited Scope Contracts" for individual projects less than $25,000.

  2. Verify in writing to the COR that all employees assigned to the project have completed the OSHA 10-hour General Industry Outreach class, OSHA 10-hour Construction Outreach class, or other equivalent course(s). Refresher training is required every three (3) years.

  3. Verify in writing to the NIH Safety Officer that site managers and supervisors have completed the Contractor Safety Orientation.

  4. Provide the qualifications of the assigned Contractor Safety and Health Officer. The qualifications for this individual is dependent on:

    • When the number of personnel on any shift is under 40 personnel (including subcontractor employees), the contractor’s safety representative will meet the definition of “Collateral Duty Safety Officer” as defined in the Contract Safety Clauses. 

    • For contractors with a total of 40 or more personnel (including subcontractor employees) on any shift, a full-time Safety Professional as defined in the Contact Safety Clauses is required for each shift. 

    • At the NIH COR’s discretion, the qualifications for the contractor Site Safety and Health Officer can be reviewed and action taken to decrease or increase the number of officers onsite. However, the need for a Site Safety and Health Officer is required and will not be waived.

  5. Provide a copy of the Contractor Safety Assessment Program's  "certificate of completion."

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Limited Scope Contracts

If service, supply and R&D contracts with limited scopes or task orders less than $25,000 are awarded, the contractor may submit an abbreviated Site-Specific Accident Prevention Plan (APP). Limited scope is defined as mowing, animal care, housekeeping, etc. Appendix A of EM 385-1-1 The Army Corps of Engineers Safety and Health Requirement Manual paragraph 11, provides an abbreviated APP for limited scope service, supply, and R&D contracts. This abbreviated APP must address all 16 items or state why a specific item is not applicable. Note: If other areas of the EM 385-1-1 are pertinent to the contract, the contractor must assure these areas are addressed as well.

Waiver from Contractor Safety Program Requirements

Note: The contractor may request a waiver from the requirements contained in this policy. The waiver does not release the contractor, subcontractor, or any party associated with this contract from federal, state, or local health and safety requirements.  


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Contractor Safety Assessment Program 

All contractors bidding on NIH projects are required to enroll in the Contractor Safety Assessment Program (CSAP) . Upon completion a certification will be available to download. Venders must include a copy of the certification of completion when responding to contract solicitations. The contractor shall ensure that all subcontractors have a successful safety program. Subcontractors are required to complete the CSAP, if anticipated work exceeds $25,000 per any individual project. The CSAP evaluates the contractor’s leading and lagging indicators of safety performance.

This program is used to assess contractor’s commitment to safety through a review of lagging and leading indicators. Contractors with low assessments scores will be required to address program deficiencies prior to being issued a task order. Task orders over $100,000.00 that are not self-performed by the prime contractor will be required to complete the CSAP for each performing subcontractor. The assessment process requires the following items:

  • Company information

  • Insurance Experience Modification Rate (EMR)

  • General liability claims

  • OSHA citation history (previous three years)

  • Safety management systems

  • Safety program elements

To complete the CSAP:

  • Log onto the application at http://www.constructsecure.com/nih

  • Create an account

  • Enter the required safety information

  • Print out the completion certificate

  • Submit the completion certificate when responding to the contract solicitation

There is no fee to complete the assessment.


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Contractor Safety Orientation

The purpose of this orientation is to familiarize contractors about NIH’s programs and policies so that projects can be performed without delay or injury. The orientation introduces participants to policies on health and safety; environmental, The Joint Commission; and campus security.

Site supervisors and managers are required to attend the 1-hour presentation. To schedule an orientation, contact DOHS at (301) 496-2960.


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EM 385-1-1 - Army Corps of Engineers Safety and Health Requirements Documents

Engineering Manual (EM) 385-1-1 is a comprehensive set of safety and health standards required for all operations that services and operations that are subject to OSHA's construction standard (29 CFR 1926.11). Although OSHA and United States Army Corp of Engineers EM 385-1-1 requirements are similar, there are key areas where EM 385-1-1 safety requirements are more stringent, detailed, and require a substantial amount of time to implement.

NOTE: Only services and operations that are subject to OSHA's construction standard (29 CFR 1926.11) must comply with the work practices stated in the EM 385-1-1 safety manual. All other high hazard activities must comply

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Requirements for JCAHO 

Building 10 is a hospital environment that is compliant with the Joint Commission on Accreditation of Healthcare Organizations (JCAHO). There are certain regulations that apply to this patient care facility.  Contact Clarence Dukes to ensure that you comply with JCAHO at (301) 496-5078 or via e-mail.


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Forms

This is a list of forms that may be helpful when providing required written materials:         

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