Attachment 5 Vaccine Certification Memo.docx

Implementation of Vaccine Certification for Onsite Contractors and Visitors

The revised model safety principles from the Safer Federal Workforce Task Force require on-site contractors and visitors to Federal buildings or Federally controlled indoor worksites to provide information about their vaccination status upon arrival by using the OMB-approved Certification of Vaccination Form. Agencies should not collect or maintain certification of vaccination forms for on-site contractors or visitors at this time. Wherever possible, the form should be distributed in advance to prevent crowding at building entrances. Hard copies should also be made available. Below is guidance on how to check this information.

The guidance/procedures below are for verification of vaccine status for non-USDA employees, specifically onsite contractors and visitors. The vaccination status of employees is known by their supervisor, who is responsible for enforcing the appropriate COVID safety protocols.

On-site contractors

· A contractor is defined as someone performing a procurement contract providing goods or services for the direct use of the Federal government that is governed by the Federal Acquisition Regulation.

· Onsite-contractors who are not fully vaccinated must wear a mask, physically distance, observe restrictions on official travel, and provide proof of having received a negative COVID-19 test from within the previous 3 days.

· It is the responsibility of the CORs (Contracting Officer Representative) or Cos (Contracting Officer) to work with the contracting company to determine the vaccination status of contractors and ensure they follow the appropriate COVID safety protocols. We recommend that the COR’s or CO’s work with the companies based on Mission Area Senior Contracting Officer’s (MASCO) guidance.

· Agencies should implement the checking of vaccine status in a way that makes most sense for them. For example, Agencies could ask the contracting company to collect and certify vaccination status of onsite contractors. Using this information, a contracting company could choose to send only fully vaccinated individuals to a Federal Building or Federal worksite (in which case those individuals would be expected to have their completed vaccine certification form upon entry) or a contracting company could choose to send individuals who are not fully vaccinated (in which case those individuals would be expected to have their completed vaccine certification form and proof of a negative COVID test in the past 3 days upon entry). Agencies could ask the contracting company to report to the COR about the vaccine status of contractors on a weekly basis.

· It is possible that vaccine certification may require a modification to contracts.

· If a contacting company is not only sending individuals who are fully vaccinated, below is a checklist for on-site verification that the on-site host/guard/verifier can use; this can be adapted as needed.

· Verify the vaccination status of each onsite contractor via the OMB Vaccine Certification Form

· If the contractor is fully vaccinated, allow entry and provide reminder current safety protocols for the facility

· If the contractor is not fully vaccinated or their status is unknown via the form, the person may enter the facility only if

· They have proof of a negative covid test within the previous 3 days AND

· They will follow current safety protocols such as masking and physically distancing

· If a contractor is needed to perform mission critical duties (e.g., HVAC repair roof replacement, time sensitive research) and refuses to follow the COVID safety protocol consistent with their vaccine status then the company is expected to find a replacement who can fulfill the contact.

Visitors

· A visitor is defined as anyone who is not a USDA employee and not a contractor, and include groups such as: volunteers, onsite grantees, cooperators partners, concessionaires and stakeholders.

· Visitors who are not fully vaccinated must wear a mask, physically distance, and provide proof of having received a negative COVID-19 test from within the previous 3 days. Of note, members of the public entering a Federal buildings or Federally controlled indoor worksites to obtain a public service or benefit are not required to provide their vaccination status or proof of a recent negative COVID-19 test. USDA defines a public benefit or service as applying to all visitors at services centers or field offices, visitor centers, recreation areas, food and nutrition direct service centers, and grain offices.

· It is the responsibility of the host agency (including in multi-tenet buildings) to ensure that a visitor has completed the vaccine certification form and is following the appropriate COVID safety protocols. Agencies should do this in a way that makes most sense for them, including providing guidance for staff. In co-located facilities, agencies are required to harmonize on how they are checking the information and ensuring compliance with the appropriate COVID safety protocols.

· Below is a checklist for on-site verification that the on-site host/guard/verifier can use; this can be adapted as needed.

· Verify the vaccination status of each onsite visitor via the OMB Vaccine Certification Form

· If the visitor is fully vaccinated, allow entry and provide reminder current safety protocols for the facility

· If the visitor is not fully vaccinated or their status is unknown via the form, the person may enter the facility only if:

· They have proof of a negative covid test within the previous 3 days AND

· They will follow current safety protocols such as masking and physically distancing

Additional considerations

· Your guidance may use different approaches for smaller versus larger offices; in both please prioritize approaches aimed at mitigating COVID risk.

· If an onsite contractor or visitor refuses to provide the vaccine certification form, that person will be permitted entry but is required to follow the COVID safety protocol for individuals who are not vaccinated.

· In FPS facilities (beginning August 25th), guards will ensure that onsite contractors and visitors have their vaccine certification on their person. In FPS facilities, agencies are responsible for checking that the COVID test results are consistent with the vaccine certification form. Of note, FPS requires paper copy of the vaccine certification form; they will not accept an electronic version.

· In USDA facilities, agencies have discretion as to how the vaccine certification form can be checked. This may include hard copy or an electronic device (e.g., iPhone).

· Agencies in co-located settings should confirm with their Pandemic Coordinator the method for confirming vaccine status in order to facilitate or easy the flow of building entry. For example, it is fine to use another organizations vaccine status information for entry into a USDA facility (e.g., a university setting).