MDOC Vendor Contractor Plan.pdf

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Vendor/Contractor Plan

The following protocols are for all vendors and contractors that do business with the Michigan

Department of Corrections (MDOC).

VENDORS- For Immediate Implementation A. All vendors must pass our department screening which includes completing a screening document along with getting their temperature taken. Screening will either be in the administration building or in maintenance. This will be at the Warden’s discretion.

o Anyone screened out will be asked to leave the premises immediately

B. All vendors must wear a cloth mask at all times they are on state property.

C. The only staff contact the vendor will have with facility staff is when they check in and out for the day and if there are any job specific questions/requirements or required escorts.

D. Vendors must complete their task directly and minimize staff or prisoner contact.

E. There will be no prisoner work crews working with or in the area of where the project work will be done.

F. Vendors will be subject to pat down searches and must go through metal detectors for entry inside the secure perimeter.

G. The vendor shall have a COVID-19 plan for the company they represent.

H. All vendor-related work must be completed with social distancing in mind.

I. Handwashing with soap and water is encouraged. Hand sanitizer must have approval before use by the Warden or Designee.

J. For any emergent or out of the ordinary vendor visits to the facility, the Warden or Designee will have the final approval before entry.

K. Wardens or their Designee will have final approval for all vendor-related work based on their specific facility and it’s COVID-19 status.

Examples of possible vendors: (this is not an all-inclusive list)

Canteen-Employee and Visitor vending machines

GTL – Prisoner phones

Ricoh – Copier/Printer repair

OTIS – Elevator inspection and repair (statewide)

Sanimax – Grease trap/bin emptying

Waste Management – Waste and Recycling pickup

Integrated Pest Management Vendor – Rodent or insect abatement and spraying

Universal (formerly Midstate) – Video camera and zone repair

Fire Alarm/Sprinkler Systems – Annual inspection required by NFPA

Ventilation Hood Systems – Annual inspection required by NFPA

RW Mercer – UST/AST inspection and repair required by DEGLE and LEO-BFS (statewide)

FTC&H – Air Quality Permits (statewide)

Nelson Tank – Water Tower inspections required by DEGLE every 5 years (statewide)

Industrial Propane Services – LP Blender/Tank inspections and repair required by DEGLE, LEO-

BFS (statewide)

Outside Regulatory Departments/Agencies – DEGLE, LEO-BFS, LEO-Miosha, DHS, DHHS, MDARD inspections announced or unannounced

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CONTRACTORS- Phased Implementation. Must meet MDOC and

DTMB requirements

References:

• DTMB Design and Construction Requirements

• Public Health Order for Mandatory testing for Prison Staff https://www.michigan.gov/documents/coronavirus/MDHHS_Public_Health_Order_-

_Prison_staff_testing_200819-04_699806_7.pdf

COVID19 Construction Project Guidelines to consider:

A. Contractor shall follow all CDC, OSHA, MIOSHA, DHHS, LARA

B. Contractor and subcontractors shall have COVID19 specific safety/operations plan in accordance with DTMB Design and Construction Services and MDOC, contractor must submit for review prior to re-activating work on site.

C. Include at a minimum:

i. Prohibit gatherings of any size in which people cannot maintain six feet of distance from one another.

ii. Provide personal protective equipment such as gloves, goggles, face shields, and face masks as appropriate for the activity being performed.

iii. Adopt protocols to limit the sharing of tools and equipment to the maximum extent possible and to ensure frequent and thorough cleaning of tools, equipment, and frequently touched surfaces.

iv. Designate a site-specific supervisor to monitor and oversee the implementation of

COVID-19 control strategies developed under subsection (a) of this section. The supervisor must remain on-site at all times during activities. An on-site worker may be designated to perform the supervisory role.

v. Conduct a daily entry screening protocol for workers and visitors entering the worksite, including a questionnaire covering symptoms and exposure to people with possible COVID-19, together with, if possible, a temperature screening.

vi. Create dedicated entry point(s) at every worksite, if possible, for daily screening as provided in sub provision (3) of this subsection, or in the alternative issue stickers or other indicators to workers to show that they received a screening before entering the worksite that day.

vii. Require face shields and masks to be worn when workers cannot consistently maintain social distancing.

viii. Provide instructions for the distribution of personal protective equipment and designate on-site locations for soiled masks.

ix. Encourage or require the use of work gloves, as appropriate, to prevent skin contact with contaminated surfaces.

x. Identify choke points and high-risk areas where workers must stand near one another

(such as hallways, hoists and elevators, break areas, water stations, and buses) and control their access and use (including through physical barriers) so that social distancing is maintained.

xi. Ensure there are sufficient handwashing or hand-sanitizing stations at the worksite to enable easy access by workers.

xii. Notify contractors (if a subcontractor) or owners (if a contractor) of any confirmed

COVID-19 cases among workers at the worksite.

https://www.michigan.gov/documents/coronavirus/MDHHS_Public_Health_Order_-_Prison_staff_testing_200819-04_699806_7.pdf https://www.michigan.gov/documents/coronavirus/MDHHS_Public_Health_Order_-_Prison_staff_testing_200819-04_699806_7.pdf

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xiii. Restrict unnecessary movement between project sites.

xiv. Create protocols for minimizing personal contact upon delivery of materials to worksite.

MDOC Requirements:

A. Activities that must occur prior to the project start

i. LEIN approval must be received for all contractors that will be working on the project prior to the preconstruction meeting.

ii. Contractor must provide their COVID Construction Project/Operations Plan for the facility to review

iii. Physical Plant will provide the Department Return to Work Plan that includes the requirements around the Contractor and the screening protocol

iv. Facility will provide information around the COVID status of the facility including when the last COVID positive (staff or prisoner) at the facility.

B. All projects will include a preconstruction meeting where the following will be discussed:

i. Work hours – to ensure the contractors are not coming in the same time as staff or during shift change

ii. Screening location will be determined

iii. Approval of hand sanitizer being provided by the contractor. Must meet CDC guidelines and be approved prior to the work being performed.

iv. Identify locations available for additional handwashing/sanitizing.

v. Designation of MDOC staff contact for the project

vi. Determination will be made if a project escort is required

vii. Instructions on how to report and who to report any incidents of contractor staff testing positive of COVID, becoming a close contact or PUI of a COVID positive person.

viii. Requests to remove equipment from worksite if contractor is quarantined will need to be worked out with Physical Plant Division and Facility Administration

ix. Location for daily check in including screening and temperature checks.

x. The facility COVID contact will be provided to report any concerns related to facility COVID plan compliance. In addition, Ed Vallad and the DTMB Project

Director must be copied on any reports related to non-compliance

xi. Contractor contact information for notification in the event they will not be allowed into the facility (COVID status change at the facility). This notification could happen within 24 hours of the planned work.

C. All contractors must pass our department screening which includes completing a screening document along with getting their temperature taken.

i. Screening will be completed in the administration building or in a designated location determined by the Warden.

ii. Anyone screened out will be asked to leave the premises immediately

D. Work Site requirements

i. MDOC Orientation Training is required for all General Contractors and Design

Professionals prior to starting any work on MDOC facility grounds.

ii. Contractors will be subject to pat down searches and must go through metal detectors for entry inside the secure perimeter.

iii. All contractors must always wear a mask while they are on state property.

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iv. Contractor will check in and out each day with the designated staff contact for the project.

v. Contractors will be screened daily including a temperature check.

vi. Contractor will stay in the area of the project work to minimize staff or prisoner contact.

vii. If the project is inside the secure perimeter an escort will be provided for the duration of the workday/project.

viii. There will be no prisoner work crews working with or in the area of where the project work will be done.

ix. All contractor-related work must be completed with social distancing in mind.

x. Handwashing with soap and water is encouraged. Hand sanitizer must meet CDC guidelines and be approved prior to coming onsite to perform the work.

xi. Contractors must wear work gloves where appropriate to prevent skin contact with contaminated services.

xii. Contractors will be required to clean and sanitize their workspace.

E. COVID Testing requirements:

i. Any contractors working at COVID testing facilities are subject to the weekly testing per the Public Health Order related to testing in Prisons (attached)

ii. Contractors will not be allowed to work on the site if they do not get weekly testing

(either at the facility or provide documentation of the weekly test) until the facility is no longer required to test per the Public Health Order.

iii. Contractors/vendors/DTMB that are there one day for an inspection are not required to complete the weekly testing. However, if the contractor/vendor/DTMB/DOC staff are going to multiple sites frequently and at least one is a COVID facility they will need to be tested weekly.

iv. If work is stopped due to COVID, the contractor will be able to get equipment out with approval from the Warden and Deputy Director. They should coordinate this through their site contact.

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DEFINITIONS

Engineered controls, including physical barriers like clear plastic sneeze guards, where social distancing cannot be achieved or interaction with many customers throughout the day cannot be avoided.

Administrative controls to maintain social distancing, including timing of shifts, controlling the number of individuals in a space, signage, site and task specific training, providing and requiring face coverings, and PPE as appropriate to the level of risk.

Personal protective equipment (PPE), including respirators, face coverings, hand sanitizer, eye protection, and gloves.