Contractor_COVID-19_Prevention_Control_Plan 3-5-2021.pdf

March 5, 2021

Smithsonian Contractor Responsibilities for COVID-19 Prevention and Control Page 1

Contractor Responsibilities for a Coronavirus (COVID-19) Prevention and

Control Plan if Performing Construction and/or Maintenance Related

Activities in Smithsonian Institution Facilities

I. Background/Introduction

The original guidance on Contractor Responsibilities for a Coronavirus (COVID-19) Prevention and

Control Plan if Performing Construction and/or Maintenance Related Activities in Smithsonian

Institution Facilities was issued in June 2020 in response to the global pandemic as means to safeguard the people working or visiting any Smithsonian owned or leased facility. At that time, many active contracts did not have specific COVID-19 prevention protocol defined since the need could not have been foreseen. Therefore, the Smithsonian worked to develop the below as a tool for Contractors and COTRs to use as they created site-specific safety plan (SSSP) addendums and/or drafted new contracts. This update serves to reflect the most current policies and guidelines issued by the Smithsonian, in line with the CDC and current science about mitigating virus spread.

II. Overview and Responsibilities

This document outlines measures the Smithsonian requires shall be taken by all Smithsonian contractors performing construction and/or maintenance related activities in Smithsonian facilities to protect worker health and to prevent the spread of the novel coronavirus (SARS CoV-2) that causes coronavirus disease

2019 (COVID-19). Contractors shall have a SSSP that includes a project-specific COVID-19

Prevention and Control Plan in line with the guidance detailed below. Contractors on projects with a previously approved SSSP shall develop a COVID-19 Prevention and Control Plan as an addendum to their previously approved SSSP.

Smithsonian Contracting Officer’s Technical Representatives (COTRs) are responsible for disseminating these guidelines to contractors and shall ensure that prevention and control measures are appropriately implemented to meet project-specific conditions. Separate but aligned guidance has been issued to

Smithsonian COTRs. The guidelines contained within this document are to highlight critical details of the contractor responsibilities that must be contained in their SSSP and adhered to as they work with the Smithsonian through their COTR on matters related to COVID-19 Prevention and

Control Plans.

To support implementation and maintenance of the most stringent prevention and control measures possible, all Smithsonian contractors with a SSSP shall designate a site-specific COVID-19 officer who will perform a daily audit of onsite controls and personnel behavior. These individuals shall be familiar with all prevention and control measures that are employed onsite and shall have the authority to take prompt corrective measures. Contractor shall designate at least one person and one alternate as the site-specific COVID-19 officer required to be onsite whenever work is occurring. Multiple contractor

COVID-19 officers may be required depending on the scope of work and nature of the contract.

The COTR and/or the Office of Protection Services (OPS), per specific site requirements, will ensure that all individuals who are working in a Smithsonian facility or property are recorded on an access log. These logs shall be maintained for the duration of the COVID-19 pandemic for the purpose of contact investigations.

Smithsonian Contractor Responsibilities for COVID-19 Prevention and Control Page 2

III. Training and Worker Education

All contractors with a SSSP shall develop and provide up-to-date education and training on COVID-19 risk factors and protective behaviors to onsite personnel. Please note that in-person training/education must follow social distancing guidelines. Training shall be presented in a manner and language that the employee is able to understand. Training/education shall include, but is not limited to:

• Site-Specific Safety Briefings – include COVID-19 information, controls, and prevention:

o Overview of the disease, symptoms, and methods of transmission.

o Control methods based upon site-specific conditions; must include the mandatory control methods:

Mandatory Daily Health Screening

Mandatory Face Coverings o Procedures for reporting symptoms or a confirmed positive test of COVID-19.

o Reference the Smithsonian COVID-19 Safety Awareness Training for a full overview of topics that should be covered.

• Stand Downs/Toolbox Talks – conduct regular training for all workers on the controls and prevention measures which are project and task-specific and reemphasize the mandatory controls.

• Posting informational signage throughout worksites o Area-specific signage shall be considered for restrooms, handwashing stations, and break/eating spaces.

o Example signage from the Centers for Disease Control (CDC).

IV. Prevention and Control Methods

All contractors shall employ all available prevention and control measures, following the hierarchy of controls, utilizing the most effective controls whenever possible.

Source: National Institute for Occupational Safety and Health (NIOSH) https://www.cdc.gov/coronavirus/2019-ncov/communication/factsheets.html

Smithsonian Contractor Responsibilities for COVID-19 Prevention and Control Page 3

Prevention and control measures include, but are not limited to:

A. Mandatory Daily Health Screenings – Individual Contractors and their staff permitted on

Smithsonian owned or leased property during Smithsonian’s Phase 1 and 2 of Reopening MUST perform daily self-health screenings. Contractors should thoughtfully and honestly answer the health screening questions before they leave for work each day. It is not necessary for the answers to be recorded. The screening questions will determine if the contractor has symptoms of illness and should stay home to avoid exposing co-workers and others in the community.

Individuals with a fever and/or symptom of acute respiratory illness shall not report back to work until one of the following conditions is met, whichever duration is longer:

• They are 72 hours past the end of their fever (without using fever reducing medications) or improving respiratory symptoms AND at least 10 days after the onset of any symptoms, OR

• as determined by their health care provider.

B. Mandatory Face Coverings – On Smithsonian owned or leased property, it is mandatory to wear a properly fitted face covering at all times. This includes entering and exiting the facility, occupying, or passing through common spaces, and while in shared workspaces. Contractor employees and subcontractor employees shall keep at least one face covering in their possession for use while on site and continue to practice social distancing while wearing the face covering.

• Acceptable face coverings for those who do not require accommodation of a disability include cloth face coverings, disposable masks, or other multi-layer fabric coverings (I.e., no single-layer gaiters) as long as it covers the nose, mouth, and chin with no large gaps on the outside of the face (i.e., no bandanas), and does not have an exhalation valve. A face shield may not be worn as a substitute for a face covering.

• Examples of common spaces include entrances/exits, lobbies, walkways, elevators, stairwells, bathrooms, locker rooms, meeting rooms, shared computer workstations, control rooms, break rooms, cafeterias, kitchenettes, courtyards, parking lots, walking paths, etc.

• A face covering is not considered respiratory protection and should not take the place of PPE

(like an N95 respirator) that employees may currently wear to perform specific job tasks, nor does it eliminate the need for social distancing and hygiene measures.

C. Social Distancing – Every effort shall be made to limit the number of individuals onsite. Contractors shall eliminate, reduce, or alter operations which place workers in close contact to maintain at least a six-foot distance between individuals. Examples of social distancing controls include, but are not limited to:

• Modify work schedules by staggering shifts or offering alternate days of work or extra shifts to reduce the number of workers on a site at one time.

• Institute telework and flexible work schedules for employees with remote-work capabilities.

• Replace face-to-face meetings with virtual communications.

• Reconfigure offices, work areas, and communal spaces to maintain social distance requirements.

• Stagger break and lunch times to reduce the number of individuals in one area.

• Whenever it can be avoided, employees shall not convene for the purpose of eating or drinking.

• Contractors, in coordination with the COTR and Building Management, will designate a lunch/break area for contractor use only. SI Staff lunch rooms will not be used by contractor employees in order to reduce/eliminate any unnecessary interaction between SI https://sinet.sharepoint.com/sites/COVID-19/Documents/Forms/AllItems.aspx?id=%2Fsites%2FCOVID%2D19%2FDocuments%2FCOVID%2FForms%2FHealth%20Screening%20Questions%5FContractors%2Epdf&parent=%2Fsites%2FCOVID%2D19%2FDocuments%2FCOVID%2FForms&p=true&originalPath=aHR0cHM6Ly9zaW5ldC5zaGFyZXBvaW50LmNvbS86Yjovcy9DT1ZJRC0xOS9FY0ptdThoUEN4UkR2UDJuREV4NHZsd0JmZUw0aXg4RWVqSEFUdVc0dTNFcld3P3J0aW1lPUFrUFpwOGpOMkVn https://sinet.sharepoint.com/sites/COVID-19/Documents/Forms/AllItems.aspx?id=%2Fsites%2FCOVID%2D19%2FDocuments%2FCOVID%2FForms%2FHealth%20Screening%20Questions%5FContractors%2Epdf&parent=%2Fsites%2FCOVID%2D19%2FDocuments%2FCOVID%2FForms&p=true&originalPath=aHR0cHM6Ly9zaW5ldC5zaGFyZXBvaW50LmNvbS86Yjovcy9DT1ZJRC0xOS9FY0ptdThoUEN4UkR2UDJuREV4NHZsd0JmZUw0aXg4RWVqSEFUdVc0dTNFcld3P3J0aW1lPUFrUFpwOGpOMkVn https://web.microsoftstream.com/embed/channel/c06492c5-f0ca-442f-ba29-f79ea7d02424?app=SPO&sort=date https://web.microsoftstream.com/embed/channel/c06492c5-f0ca-442f-ba29-f79ea7d02424?app=SPO&sort=date

Smithsonian Contractor Responsibilities for COVID-19 Prevention and Control Page 4

Staff and contractor employees. This will be addressed in the contractor COVID-19

Prevention Plan.

• Contractors shall address the use of company vehicles to transport their employees to the work site at SI. Contractor employees should be transported in the same vehicle only when no other transportation alternatives are possible. Employers shall ensure that:

• (1) Physical distancing and face covering are followed for employees waiting for transportation.

• (2) The vehicle operator and any passengers are separated by at least three feet in all directions during the operation of the vehicle, regardless of the vehicle's normal capacity.

• (3) The vehicle operator and any passengers wear an approved face covering while in the vehicle.

• (4) Contractors shall develop, implement, and maintain effective procedures for screening and excluding drivers and riders with COVID-19 symptoms prior to boarding shared transportation.

• (5) Employers shall ensure that vehicle interiors are cleaned and sanitized after each use.

• Stagger site safety orientations and toolbox talks to maintain social distance requirements.

• Restrict site visitors to essential personnel only. Cease group tours and non-essential walkthroughs.

• Identify choke points where workers are forced to stand together, such as hallways, hoists, and elevators. Consider implementing one-way travel in narrow corridors.

• Minimize interactions when picking up or delivering equipment or materials. Organize the placement of materials to minimize movement on the work site.

• Minimize activities that require 6 or more people to be working within 6 feet of each other;

postpone or modify as able.

• Encourage workers who are defined as high-risk, per CDC guidelines, to stay at home. These include adults 65 years and older and people with serious underlying medical conditions.

D. Routine Cleaning and Hygiene Practices – all contractors shall employ routine cleaning and provide workers with access to appropriate hygiene facilities.

• Routinely clean frequently touched surfaces, restrooms facilities, and shared tools/equipment onsite. Consult the CDC cleaning and disinfection guidelines.

• Allow workers access to handwashing stations and encourage frequent handwashing, particularly before breaks/eating. If handwashing stations are not available onsite, provide an alcohol-based hand sanitizer with greater than 60% ethanol or 70% isopropanol. Soap and water shall be used if hands are visibly dirty.

• Promote good hygiene and respiratory etiquette through posting of signage and during regular training. This includes avoiding touching your nose, mouth, and eyes, avoiding handshaking and other close contact, and covering your mouth and nose with the inside of your elbow or a tissue when coughing or sneezing.

• Contractors, in coordination with the COTR and Building Management, will assess the feasibility of designating separate restroom facilities other than ones used by SI Staff. This will be addressed in the contractor COVID-19 plan.

E. Personal Protective Equipment (PPE) – Contract personnel shall wear appropriate PPE and respiratory protection for all on-site job hazards, including COVID-19, as determined by a thorough risk assessment and job hazard analysis of the work to be performed. For assessing COVID-19 workplace https://www.cdc.gov/coronavirus/2019-ncov/need-extra-precautions/people-at-higher-risk.html https://www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.html

Smithsonian Contractor Responsibilities for COVID-19 Prevention and Control Page 5 exposure hazards, contractors shall follow current OSHA COVID-19 hazard assessment guidance found here. For work requiring respiratory protection or allowing for its voluntary use, the contractor is expected to comply with the OSHA Respiratory Protection Standard (29 CFR 1910.134) and closely monitor their supplies of respiratory protection, especially N95 respirators. In the event of respiratory protection supply issues during the COVID-19 pandemic, the contractor shall comply with OSHA’s interim enforcement guidance to reassess operations to identify changes they can make to decrease the need for respirators or choose alternative classes of respirators that provide equal or greater protection.

V. Detection and Reporting Guidelines If a contractor is notified by an employee, or subcontractor employee, that they have received a confirmed positive for COVID-19 (by lab test or diagnosed by a health care professional), they must immediately:

1. Isolate the infected individual from other staff and send them home, if the infected individual is on site.

2. Notify their COTR and follow the procedure and provide all necessary information as outlined in the COTR COVID-19 Reporting Guidelines.

Upon identification, the contractor must remove from site all of the contractor’s employees and subcontractors identified as primary contacts, and ensure they do not return to site until their quarantine period is complete, if they remain asymptomatic.

During the quarantine period, if a primary contact tests positive or is diagnosed with COVID-19, the contractor must immediately report the additional positive case(s) to the COTR according to the preceding instructions.

The contractor must ensure any individuals who test COVID-19 positive or become ill during the quarantine period do not return to the site until the individual is:

• 72 hours past the end of their fever, without using fever reducing medications AND at least 10 days after the onset of any symptoms, OR

• as determined by their health care provider.

Primary contacts may return to work after testing negative for COVID-19 under the following conditions:

• Testing is to be completed no earlier than day 7 following the exposure and no later than day 14.

• A PCR or equivalent test will be used.

• If the primary contact tests negative, they may return to work from quarantine after day 10 (on the

11th day) provided they continue to be asymptomatic.

• If the primary contact tests positive they must remain on isolation as directed by Smithsonian’s

Occupational Health Services.

At the conclusion of the quarantine period (14-days or based on testing, see above), the contractor must report to the COTR the COVID-19 status of all primary contacts.

https://www.osha.gov/coronavirus https://www.osha.gov/memos/2020-04-03/enforcement-guidance-respiratory-protection-and-n95-shortage-due-coronavirus https://sinet.sharepoint.com/sites/COVID-19/Documents/Forms/AllItems.aspx?id=%2Fsites%2FCOVID%2D19%2FDocuments%2FCOVID%2FCOTR%20COVID%2D19%20Reporting%20Guidelines%5F1%2D8%2D21%2Epdf&parent=%2Fsites%2FCOVID%2D19%2FDocuments%2FCOVID