contractor_covid-19_safety_protocols_med-high.pdf

March 30, 2022 Page 1

COVID-19 Safety Protocols for Community Levels Medium & High for All Smithsonian Institution Contractors that Perform Services On-Site

I. Overview and Responsibilities

This document outlines measures the Smithsonian requires shall be taken by all Smithsonian contractors

(Contractors) and their employees (contractor employees), including all subcontractors at any tier, that perform work in whole or in part on-site at a Smithsonian owned or leased facility.

Required COVID-19 safety protocols are tied to the CDC COVID-19 Community Level ratings for the location of the facility. The protocols listed here are required when the Community Level is Medium and

High. A complementary document outlines the safety protocols required in Low COVID-19 Community

Levels.

Smithsonian Contracting Officer’s Technical Representatives (COTRs) are responsible for disseminating these guidelines to contractors and shall ensure that the prevention and control measures outlined below are appropriately implemented.

II. Certification of Vaccination for all Contractors that perform services in whole or in part on-site at a Smithsonian owned or leased facility

• Certifications of Vaccinations

To protect worker health and to prevent the spread of the novel coronavirus (SARS CoV-2) that causes coronavirus disease 2019 (COVID-19, Contractors whose employees perform work on site at a Smithsonian owned or leased facility (“on-site”) for any amount of time must require such employees to:

o Complete the attached Certification of Vaccination form.

It shall be the Contractor’s responsibility to ensure that the Certification of Vaccination form is completed for all of its contractor employees, and all sub-contractor employees at any tier performing work on-site.

The original Certifications shall be held by the Contractor and shall be readily available for inspection upon request by the COTR or other Smithsonian Institution staff (“SI Authorized

Staff”).

In instances where a Contractor employs more than 10 on-site contractor employees, including subcontractors at any tier, to perform work on-site, the Contractor shall gather all of the completed Certifications and make them available for inspection upon request as indicated above.

For many contracts, the completed Certifications should be gathered and controlled by the

COVID-19 officer referenced below.

Q Smithsonian Institution https://www.cdc.gov/coronavirus/2019-ncov/science/community-levels.html

March 30, 2022 Page 2

For Contractors employing less than 10 on-site contractor employees, including subcontractors at any tier, the individual contractor employees may hold the Certification of Vaccination form for presentation to an SI Authorized Staff member.

Based on the responses to the Vaccination Certification, all on-site contractor employees, including all subcontractors at any tier, must adhere to the instructions provided on the certification form.

• Contractor employees who are not vaccinated, may not perform work on-site unless they can produce evidence that they have received a negative COVID-19 test result, as detailed in the certification form. The negative test result must be current as detailed in the certification form.

III. Additional Responsibilities of Contractors On-Site

To support implementation and maintenance of the most stringent prevention and control measures possible, all on-site Contractors shall designate a site-specific COVID-19 officer who will be responsible for coordinating all onsite controls and personnel behavior; which may include the gathering and retention of all Certifications of Vaccinations referenced above. 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, if necessary, 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.

If a Contractor has only one contractor employee on site, it will be presumed that this individual will be the COVID-19 officer.

IV. Prevention and Control Methods for Contractors On-Site

A. Mandatory Daily Health Screenings – On-site contractor employees MUST perform daily self-health screenings. Contractor employees should thoughtfully and honestly answer the Heath Screening

Questions (also attached) 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 employee has symptoms of illness and should stay home to avoid exposing co-workers and others in the community.

B. Face Coverings – On-site contractor employees must follow the current SI staff policy for masks.

• Acceptable masks for those who do not require accommodation of a disability include multi-layer cloth face coverings, surgical or KN95 masks, or other multi-layer fabric face 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.

• The COVID-19 mask requirement 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 – On-site contractor employees must follow the current SI staff policy for capacity restrictions and social distancing. Examples of social distancing controls include, but are not limited to:

Q Smithsonian Institution https://sinet.sharepoint.com/sites/COVID-19/Documents/Forms/AllItems.aspx?id=%2Fsites%2FCOVID%2D19%2FDocuments%2FCOVID%2FForms%2FHealth%20Screening%20Questions%5FEmployees%2Epdf&parent=%2Fsites%2FCOVID%2D19%2FDocuments%2FCOVID%2FForms&p=true&ga=1 https://sinet.sharepoint.com/sites/COVID-19/Documents/Forms/AllItems.aspx?id=%2Fsites%2FCOVID%2D19%2FDocuments%2FCOVID%2FForms%2FHealth%20Screening%20Questions%5FEmployees%2Epdf&parent=%2Fsites%2FCOVID%2D19%2FDocuments%2FCOVID%2FForms&p=true&ga=1

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• 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.

• Ample space shall be provided for the purpose of eating or drinking.

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 (also attached).

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.

The contractor shall return employees to the work site based on CDC’s guidelines for quarantine, isolation, and vaccination.

Q Smithsonian Institution 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 https://www.cdc.gov/coronavirus/2019-ncov/your-health/quarantine-isolation.html https://www.cdc.gov/coronavirus/2019-ncov/your-health/quarantine-isolation.html

Health Screening Questions and Reporting COVID Cases, Contacts Updated 3/30/2022

Employees and affiliated staff who are required to report to their workplace shall thoughtfully and honestly answer these health screening questions before they leave for work. It is not necessary for the answers to be recorded. Smithsonian Institution Occupational Health Services (OHS) is following the CDC guidelines for contact investigations and the definitions of cases, primary contacts, and secondary contacts.

Health Screening Questions – Since you last came to work:

1. Have you had or do you have any of the following NEW or UNUSUAL-FOR-YOU symptoms of COVID-19 (including very mild symptoms and even if you are vaccinated/boosted)?

▪ Frequent cough (not chronic cough or your normal seasonal allergies)

▪ Sore throat

▪ Congestion or runny nose

▪ New loss of smell or taste

▪ Trouble breathing, shortness of breath, or severe wheezing

2. Have you TESTED POSTIVE for COVID-19?

▪ Fever of 100.4 or above, or possible fever-like symptoms like alternating between chills and sweating

▪ Muscle or body aches that are not exercise related

▪ Headache

▪ Nausea or vomiting

▪ Diarrhea

3. Have you been notified (by a health care professional, an exposure app, or other source) that you are a PRIMARY CONTACT OR has anyone in your household TESTED POSTIVE for or had SYMPTOMS OF COVID-19?

4. Have you been in CLOSE CONTACT with someone that has been identified as a PRIMARY CONTACT – BUT has no symptoms and has not tested positive?

Health Screening Questions – Answers

If you answered “NO" to all FOUR questions, you should come to work as scheduled.

If you answered yes to any of the questions, follow the directions on the next page.

COVID-19 Response Team email: SI-CoronavirusInfo@si.edu web: s.si.edu/COVID-19 mailto:SI-CoronavirusInfo@si.edu https://sinet.sharepoint.com/sites/covid-19/

Health Screening Questions – What to do if you answered YES:

1. Have you had any of the following NEW or UNUSUAL-FOR-YOU symptoms of COVID-19?

• If yes, STAY HOME, seek any needed medical care, and isolate from others.

• Notify your supervisor you will be out sick and schedule a diagnostic test for COVID-19.

• Report your symptoms to OHS at SI-CoronavirusInfo@si.edu, and remember to include the BEST PHONE NUMBER, date symptoms started, last day onsite, and if you have been tested.

• DO NOT return to the workplace as long as YOU ARE SICK/SYMPTOMATIC and until your COVID test results come back (you could be out for up to 10 days).

• Even if your symptoms subside, you may NOT return to the workplace until you have been cleared by OHS.

2. Have you TESTED POSTIVE for COVID-19?

• If yes, STAY HOME, seek any needed medical care, and isolate from others.

• Notify your supervisor you will be out, report the positive case to OHS at SI- CoronavirusInfo@si.edu, and remember to include the BEST PHONE NUMBER where you can be reached.

• DO NOT report to the workplace until you have been cleared by OHS.

3. Have you been notified that you are a PRIMARY CONTACT OR has anyone in your household TESTED POSTIVE for or had SYMPTOMS of COVID-19?

• If yes, report the primary contact/household positive case to OHS at SI- CoronavirusInfo@si.edu, and remember to include the BEST PHONE NUMBER, date symptoms started, last day onsite, and if you have been tested.

• DO NOT report to the workplace until you have been cleared by OHS.

4. Have you been in CLOSE CONTACT with someone that has been identified as a PRIMARY CONTACT – BUT has no symptoms and has not tested positive?

• If yes, continue to report to work as currently directed (if a dependent is quarantined, you may need to provide proof to your supervisor or OHS for additional leave options).

• Monitor your symptoms; if you develop symptoms, proceed with the directions under Question 1.

• If the close contact develops symptoms or tests positive for COVID-19within 48 hours of your last contact with them, proceed with the directions under Question 3.

COVID-19 Response Team email: SI-CoronavirusInfo@si.edu web: s.si.edu/COVID-19 mailto:SI-CoronavirusInfo@si.edu https://sinet.sharepoint.com/sites/covid-19/ mailto:SI-CoronavirusInfo@si.edu mailto:SI-CoronavirusInfo@si.edu mailto:SI-CoronavirusInfo@si.edu

FOR SUPERVISORS/SPONSORS

Supervisors and sponsors should be aware of the following details and must enforce proper actions to ensure a safe workplace.

o If a staff member notifies you that they tested positive or is symptomatic AT THE

WORKPLACE, ensure that the employee goes home immediately.

o If a staff member is unable/unwilling to contact the COVID-19 Response Team about their positive case/exposure, please email the following information on their behalf:

o Employee name and best phone number o Your name and best phone number o Last day employee worked on-site work o Date employee’s symptoms started o If the employee was within 6 feet of other employees for more than 15 minutes in the 48 hours prior to symptoms starting, please provide:

o Names and contact information of these employees (there shouldn’t be any if you are making sure that your folks are following safety protocols) o Do not discuss any employee diagnoses with any person outside of OHS or launch your own investigations.

o Do not notify any other employees until OHS has followed up with you and given you instructions. OHS will walk you through the next steps to minimize anxiety related to the following steps and notification process.

o Your employee may be allowed (with your concurrence) to return to the workplace while in a primary contact status or in the final days of isolation. If there is a critical business need for this, contact OHS about additional mitigation measures the returning employee must take.

o If your unit requires employees to have a Duty Disposition Report (DDR) to return to work, ensure their medical documentation is emailed to OHS-MedicalReview@si.edu.

LEAVE OPTIONS

Employees who test positive for COVID and meet the criteria for eligibility (see below) as a covered employee for Workers Compensation are eligible for continuation of pay (COP). If the employee is sent home from work, the first day is paid as administrative leave (code 66 in webTA) and subsequent days are paid as COP (code 67 in webTA).

Employees who test positive for COVID and do not meet the criteria for eligibility (see below) as a covered employee for Workers’ Compensation must use sick leave (or other personal leave).

Additional guidance on available leave options is available from OHR at OHR-Policy@si.edu.

Definition of Covered Employee (workers’ compensation)

• You were diagnosed COVID-19 while employed in Federal and/or Trust service at any time during the period from January 27, 2020 to January 27, 2023; and

• Your duties include any risk of exposure.

• Specifically, within 21 days of your diagnosis of COVID-19, you carried out duties that:

COVID-19 Response Team email: SI-CoronavirusInfo@si.edu web: s.si.edu/COVID-19 mailto:SI-CoronavirusInfo@si.edu https://sinet.sharepoint.com/sites/covid-19/ mailto:OHS-MedicalReview@si.edu mailto:OHR-Policy@si.edu

• required contact with patients, members of the public, or co-workers; or

• included a risk of exposure to the coronavirus.

FOR CONTRACTORS/COTRs Contractor should notify their employers and/or COTRs if they have symptoms, test positive, or are a primary contact. The COTR shall follow the COTR COVID-19 Reporting Guidelines to collect, update, and report positive COVID-19 case information to the Smithsonian COVID-19 Response Team.

EN ESPAÑOL

COVID-19 Response Team email: SI-CoronavirusInfo@si.edu web: s.si.edu/COVID-19 mailto:SI-CoronavirusInfo@si.edu https://sinet.sharepoint.com/sites/covid-19/ 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 https://sinet.sharepoint.com/:b:/r/sites/COVID-19/Documents/COVID/Cuestionario_De_Salud_Empleados8-3-20.pdf?csf=1&web=1&e=MfRCs8

COTR COVID-19 Reporting Guidelines March 30, 2022

During the COVID-19 pandemic, the following guidelines apply to all Smithsonian Contracting Officer’s

Technical Representative (COTR) who monitor contractor performance and related activities in and around Smithsonian owned or leased property. The COTRs shall:

• Collect, report, and update positive COVID-19 case information to the Smithsonian COVID-19

Resource Account.

• If applicable, be familiar with contractor site-specific COVID-19 Prevention and Control Safety Plan(s) and identified contractor COVID-19 officer(s).

All contractors shall immediately report to their COTR any COVID-19 positive cases (as verified by a positive test result or a diagnosis from a healthcare provider) for any of their employees or subcontractors that are working within or on the grounds of Smithsonian owned or leased facilities.

Contractors will follow up with the COTR providing the results of contractor-performed contact tracing for the contractor’s and subcontractors’ employees within 24 hours of becoming aware of the verified positive case. Contractors shall use the CDC definition for primary contacts. Primary contacts are anyone who spends more than 15 total minutes a day within a 6-foot radius of a COVID positive person during their infectious period (“COVID Contact Time”, greater than 15 min in 24 hours less than six feet).

The COTR then follows the steps outlined in this guidance to report the positive case to the COVID-19

Response Team. COTR shall work to:

1) Confirm that the infected individual is and remains off Smithsonian owned or leased property until after prescribed quarantine period is complete, per CDC guidelines for quarantine.

2) Collect from the contractor COVID-19 officer and email immediately the COVID-19 Resource

Account (SI-CoronavirusInfo@si.edu), using the subject line: POSITIVE TEST:

a) The number of positive cases

b) Last day case(s) were onsite

c) Date case(s) first developed symptoms

d) Names of SI staff that may be primary contacts

e) The company, building, and project

f) A call back phone number

3) Collect from the contractor COVID-19 officer and email the COVID-19 Resource Account within 6 hours of initial notification following information:

a) When did the positive case first have symptoms? If not displaying symptoms, what day did they get tested? (This is the “Date of Illness”)

b) What days were they onsite starting 48 hours before the “date of illness” until 10 days after the

“date of illness”? (This is the “Infectious Period”)

c) If they were onsite any time during the “infectious period” did they have “COVID contact time” with any other staff?

o “COVID contact time” is greater than 15 minutes in 24 hours within fewer than six feet o Provide the names of any SI staff that meet the definition of “COVID contact time” o Provide the number of Contract staff that were onsite at SI that meet the definition of

“COVID contact time” mailto:SI-CoronavirusInfo@si.edu mailto:SI-CoronavirusInfo@si.edu https://www.cdc.gov/coronavirus/2019-ncov/your-health/quarantine-isolation.html

COTR COVID-19 Reporting Guidelines March 30, 2022

d) Date the positive person was last onsite.

e) Indoor common areas where the positive person spent extended work periods (not walkways and restrooms, but offices, meeting areas, indoor worksites) that would potentially benefit from a targeted cleaning. Discuss with contracting staff what targeted cleaning they are going to do and where to avoid duplication of effort

4) Collect from the contractor COVID-19 officer positive case updates no later than 7- and 14-day after initial positive case notification. E-mail positive case updates to the COVID-19 Resource Account.

Questions regarding these guidelines should be addressed to the COVID-19 Resource Account (SI-

CoronavirusInfo@si.edu).

mailto:SI-CoronavirusInfo@si.edu

Certification of Vaccination The purpose of this form is to take steps to prevent the spread of COVID-19, to protect the health and safety of all Smithsonian Institution employees, onsite contractors, visitors, and other individuals interacting with the Smithsonian workforce. If you fail to submit this signed attestation or any required negative

COVID-19 test, you may be denied entry to a Smithsonian controlled facility.

My Vaccination Status

By checking the box below, I declare that the following statement is true:

☐ I am fully vaccinated.1

☐ I am not yet fully vaccinated.2

☐ I have not been vaccinated.3

☐ I decline to respond.

I understand that if I decline to respond or am not fully vaccinated, I must comply with the following safety protocols while in a Smithsonian controlled facility:

•Wear a mask regardless of the level of community transmission;

•Physically distance; and

•Provide proof of having received a negative COVID-19 test from within the previous 3 days.

1. The Centers for Disease Control and Prevention considers an individual fully vaccinated if they are:

•2 weeks after their second dose in a 2-dose series, such as the Pfizer or

Moderna vaccines, or

•2 weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine

If you don’t meet these requirements, regardless of your age, you are not fully vaccinated.

2. Either I have received my first dose of Moderna or Pfizer, and my second appointment is scheduled, or I received my final dose less than two weeks ago.

3. If you are not vaccinated due to medical or religious reasons, please check either “I have not been vaccinated” or “I decline to respond.”

I sign this document under penalty of perjury that the above is true and correct, and that I am the person named below. I understand that a knowing and willful false statement on this form can be punished by fine or imprisonment or both

(18U.S.C. 1001). Checking “I decline to respond” does not constitute a false statement.

Your signature here:_________________________________

Date:________________________________________

Pursuant to 5 U.S.C. § 552a(e)(3), this Privacy Act Statement informs you of why you are being asked to provide this information.

Authority: We are authorized to collect the information requested on this form pursuant to Executive Order 13991, Protecting the Federal Workforce and Requiring

Mask-Wearing (Jan. 20,2021), Executive Order 12196, Occupational Safety and

Health Program for Federal Employees (Feb. 26, 1980), and 5 U.S.C. chapters 11 and 79.

Purpose:

This information is being collected and maintained to promote the safety of

Smithsonian buildings and the Smithsonian workforce consistent with the above-referenced authorities, the COVID-19 Workplace Safety: Agency Model Safety

Principles established by the Safer Federal Workforce Task Force, and guidance from the Centers for Disease Control and Prevention and the Occupational Safety and Health Administration.

Routine Uses:

While the information requested on this form is intended to be used primarily for internal purposes, in certain circumstances it may be necessary to disclose this information externally, for example to disclose information to: a Federal, State, or local agency to the extent necessary to comply with laws governing reporting of communicable disease or other laws concerning health and safety in the work environment; to adjudicative bodies (e.g., the Merit System Protection Board), arbitrators, and hearing examiners to the extent necessary to carry out their authorized duties regarding Federal employment; to contractors, grantees, or volunteers as necessary to perform their duties for the Federal government; to other agencies, courts, and persons as necessary and relevant in the course of litigation, and as necessary and in accordance with requirements for law enforcement; or to a person authorized to act on your behalf. A complete list of the routine uses can be found in the system of records notice associated with this collection of information, OPM/GOVT-10, Employee Medical File System of

Records,75 Fed. Reg. 35099 (June 21, 2010), amended80 Fed. Reg. 74815 (Nov.

30, 2015).

Consequence of Failure to Provide Information: Providing this information is voluntary. However, if you fail to provide this information, you will be treated as not fully vaccinated for purposes of implementing safety measures, including with respect to mask wearing, physical distancing, testing, travel, and quarantine.

General Information:

In areas of low or moderate transmission, as defined by CDC, fully vaccinated people generally can safely participate in most activities, indoor or outdoor, without needing to wear a mask or maintain physical distance, and do not need to undertake regular testing—please note that consistent with CDC guidance, agencies may have different protocols for fully vaccinated people in specific work settings, such as healthcare settings. In areas of high or substantial transmission, everyone, including fully vaccinated people, must wear a mask consistent with Federal requirements. You may be asked to show this form and/or information from a health screening upon entry to a Smithsonian building or Smithsonian controlled indoor worksites, and/or to a Smithsonian employee who is supervising or managing your work on Smithsonian controlled premises. Please maintain this form during your time on Smithsonian premises