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NORDIC MECHANICAL SERVICES LTDPreparedness PlanTable of ContentsPage 1 Table of ContentsPage 2 Coronavirus Awareness PosterPage 3 Know the Difference: Self -Isolation PosterPage 4 Continuity Letter for ClientsPage 5 Pre- Service Work QuestionnairePage 6 Risk Assessment Demographics of workforce and clients, Local demographics and epidemiology.Page 7 Risk Assessment Cont. Service, Setting/Location and Planning.Page 8 Risk Assessment Cont. Policies and practices, Mental health, Infrastructure and Environmental cleaning.Page 9 Risk Assessment Cont. Occupational Health and Safety - Including use of Personal Protective Equipment (PPE) and Traveling.Page 10 Hazard Assessment Working in someone’s personal space/areaPage 11 Safe Work Practice (SWP) Working in someone’s personal space/areaPage 12 Safe Job Procedure (SJP) Working in someone’s personal space/area1 Page
NORDIC MECHANICAL SERVICES LTDNordic (NMS) is implementing these social distancing guidelines and precautions to minimize the spread of the COVID-19 virus in ourworkplaces and the surrounding community.Do not pass or share tools, pens,documents, electronics, etc. betweenworkers.Sanitize work vehicles and reduce thenumber of passengers travelling in onevehicle at any given timeEnsure handwashing is being done on afrequent basis with provided wash facilities.2 PageDo not congregate in work rooms,job trailers or other areas wherepeople generally socialize.Workers participating in toolbox/tailgate meetings are required to bemindful of the distance between eachworker each other.Lunchrooms and communal areas must be cleanedthoroughly on a regular basis. Create a workplacecleaning schedule and keep track of when an area hasbeen cleaned.When coughing or sneezing, cough or sneeze into atissue or the bend of your arm, not your hand.Avoid touching your face with unwashed hands.Avoid any face to face contact with anydirect person-person contact (shakinghands) prohibited
NORDIC MECHANICAL SERVICES LTDKNOW THE DIFFERENCE: SELF-ISOLATION, AND ISOLATION FOR COVID-19SYMPTOMS OF COVID-19FEVERCOUGHSELF-MONITORINGSELF-ISOLATIONYou have:symptoms AND a history of possible exposure to the novel coronavirus that causesCOVID-19, in the last 14 daysSELF-MONITOR means to:14 days for one or moresymptoms of COVID-19 go about your day but avoid crowded places and increase yourpersonal space from others, whenever possibleSELF-ISOLATE means to: stay at home and monitoryourself for symptoms,even if mild, for 14 days avoid contact with otherpeople to help prevent thespread of disease in theevent you become symptomaticFor more information: 1-833-784-43973 PageISOLATIONYou have: no symptoms ANDa history of possible exposureto the novel coronavirus dueto travel outside of Canada orclose contact with a persondiagnosed with COVID-19 no monitor yourself forDIFFICULTY BREATHINGYou have symptoms, even if mild ANDhave been diagnosedwith COVID-19 or are waitingfor the results of a lab testfor COVID-19 youYou need to isolate if:You have been diagnosed with COVID-19or you are waiting to hear the results ofa laboratory test for COVID-19 or you havebeen advised to isolate at home for anotherreason by your Public Health Authority @ Canada.ca/coronavirus
NORDIC MECHANICAL SERVICES LTDContinuityMarch 30, 2020Dear Client:In light of the COVID-19 concerns, service work may require extra caution in your facility.Nordic Mechanical Services Ltd (NMS) is taking precautions and adjusting business practices in ways of adopting a risk-based approach to the delivery of servicesthat recognizes the current environment created by the COVID-19 pandemic.While public safety is our first priority, service technicians will require personal space at least two meters (6 feet) of social distancing to work.Multi- occupancy buildings or other sites involving high risk exposure to COVID-19 may be postponed with respect to the provincial requirements for socialdistancing. Verification of a safe work environment for our employees is of high importance. You may be asked to answer a few questions by our dispatchers inrelation to COVID-19 before a service technician or Nordic employee is dispatched to your site.Nordic will make efforts to deliver services where possible while maintaining the safety for all those involved by adding precautions such as: Contacting you before attending the site to determine if anyone on site has been quarantined, sick, or traveled recently. Temporarily using technology wherever possible to limit physical interaction by implementing “virtual” or “remote”using video conference software/phone apps Utilizing physical barriers, such as doors, or windows for conversationUtilizing any additional personal protective equipment as determined by on-site risk assessment, such as gloves, masks, Tyvek suits, etc.If you have any questions, please contact Nordic and speak with a manager to discuss your needs.We ask for your patience and understanding during this period as we all share the goal of limiting the spread of COVID-19.Sincerely,Rene CloutierManaging Partner4 Page
NORDIC MECHANICAL SERVICES LTDCOVID- 19 Pre -Work/Service Risk AssessmentAs a precautionary measure to protect our workers and our customers, we would like to ask a few questions of you. The information you provide is important in helpingmanage the risk of COVID-19 transmission.Site Name:Date:Site Contact Name:1) Has anyone in your facility been infected with the COVID-19 virus? YesNo2) Has anyone in your facility been in contact with someone who has been diagnosed positive for the COVID-19 virus.Yes No3) Has anyone in your facility been in contact with someone who has traveled outside of Canada, and he/she has not displayed flu like symptoms in the past14days?Yes No4) Have you taken precautionary measures in your facility such as hygiene and maintaining social distancing? YesNo5) Are there any site-specific policies/procedures or instructions that our service professionals need to know before entering your facilities regarding COVID-19 virus?If yes, lease forward the information to Nordic.If you receive a yes answer to any of the first three questions, or a no answer to the 4th question, you must get the client’s contact information and let them know thatsomeone will get back to them shortly. Then, you must contact the relevant service manager and Jeff Wood immediately and forward a copy of the form via e-mail tothe Service Manager, Jeff Wood, and Sandra Doyle.Form filled out By:Thank You for your cooperation.5 PagePlease print name in full
NORDIC MECHANICAL SERVICES LTDCharacteristicsRisk ConsiderationHealth RationaleWeightDemographics ofworkforce andclientsDemographic groups at greater risk ofsevere disease, such as older adults orpeople with underlying medicalconditions.Older adults, people with immunecompromising conditions and chronicdiseases appear to be at greater risk ofsevere disease, so consideration shouldbe given to protecting them frompossible exposure to COVID-19 cases.HighimportanceCommunicationabout risk to employees/clients should be emphasized; The use of individual measures such as frequent hand hygiene,social distancing, respiratory etiquette and staying home when ill.Options to the medically at risk have been put in place to reduce social contacts at work.Follow COVID-19 Working In Personal Space FHA, SWP and SJP. Nordic’s Pre-Work customquestionnaire must also be completed before service is provided to clients.Clients at greater risk of spreading thediseaseYoung children may be at greater risk ofamplifying disease transmission becausethey are generally less compliant witheffective hand hygiene and respiratoryetiquette practices and tend to socializewith others in a way that is likely toincrease transmission. Preventingtransmission from these populationsindirectly protects the larger populationand may reduce demand on the healthcare system.MediumimportanceModifyingNordic’s service delivery and promoting use of individual measures such as frequent hand hygiene, social distancing, respiratory etiquette.The need for increased frequency of cleaning especially of high touch services.Employees at greater risk of beinginfected due to recent travel orattendance at an identified risk settingReturning out of province travelers andpeople who potentially had contact witha case of COVID-19HighimportancePlanned absenteeism or alternative working arrangements have been made for Nordic employees.Nordic employees must self-isolate at home for 14 days who have travelled outside of Canada.Local community experiencing anincreased rate of COVID-19 infection?The risk of exposure to staff/clients maybe higher in the workplace if there isongoing local community transmission.HighimportanceWork sites that interact with communities with a high number of elderly residents,higher rates of chronic disease or challenges accessing health care services may wantto reduce their activities to limit exposures within the community. Reference the belowweb site for more information.Localdemographics andepidemiologyRisk Mitigation Strategieshttps://www.albertahealthservices.ca/6 Page
NORDIC MECHANICAL SERVICES LTDCharacteristicsRisk considerationHealth RationaleWeightRisk Mitigation StrategiesEnvironment: rking in areas occupied by e policies and procedures to reduce social contact, such as clients not needing to sign service reports, teleworking arrangements, flexible hours, staggering start times,use of email and teleconferencing; Practicing hand hygiene after exchange of items.The duration of the exposure also has animpact on the risk of transmission. Thelonger the exposure, the higher the riskfor transmission.Asking clients and other workers to keep social distancing of 2 meters. Organizing one’s dayto make only necessary trips to suppliers.Given that COVID-19 can survive onsurfaces and objects for hours to days,work and/or services that aretransactional in nature may represent ahigher risk of exposureClean all work areas before and after each use with disinfectant wipes providedFollow written Safe Work Practices (SWP’s) and written Safe Job Procedure.approved hard surface disinfectantsEssential ServicesEssential workers are considered criticalto preserving life, health and basicsocietal functioning. This includes, but isnot limited to, servicing facilities to makesure that facilities mechanical isoperational.HighimportanceReview and revise, as needed, business continuity plans to prioritize key functions inthe event of high workplace absenteeism. Follow the latest updates on theGov. of Alberta website:https://www.alberta.ca/release.cfm?xID officeCOVID-19 due to the number of peoplecoming in and out of the office (i.e., highnumber of potential introductions of thevirus).HighimportanceModifyingservice delivery/hours to reduce spread. Mailbox and deliveries are outside of office/shop. The office/ shop is locked with authorized entrance at designated doorsfor employees.Service carried out indoors, outdoorsWork/services offered outdoors (i.e.higher ventilation) are likely to be lowerrisk than those held indoorsMediumimportanceContinue to service to clients for the operation their outdoor HVAC andsecurity equipment. (essential)Pandemic preparedness planWorkplaces/businesses with robustpandemic are more likely to be able toadapt their operations/activities basedon recommended public health advice.HighimportanceReview and revise, as needed, business continuity plans to prioritize key functionsin the event of high workplace absenteeism. keep information updated foremployees/contractors and clients.Continuity plan addressing issues likecritical operations, prioritization ofwork/services, surge capacityplanning, cross-training of employees.Business continuity plans are more likelyto be able to adapt theiroperations/activities based onrecommended public health advice.HighimportanceAdapt operations/activities based on recommended public health advice.https://www.alberta.ca/release.cfm?xID m impacting operationsMany employees could be ill or be acaregiver to an ill person, thereforewould be unable to attend work for anumber of days or weeks.HighimportancePrepare to institute flexible workplace and leave policies for employees who are sick,in self-isolation, or caring for family members. Cross-trained to assume other functions within business.An existing risk communication plan isable to ease fear, anxiety and rumorsMediumimportanceRisk communicationplan to share information withemployees, contractors and clients7 PageThe risk of being exposed and/oracquiring the infection is greater ifemployees/clients interact more ei.htmlRisk communication plans are in place to ensure effective and efficient communication with employees,contractors and clients. Notices are updated weekly or as needed.
NORDIC MECHANICAL SERVICES LTDCharacteristicsRisk ConsiderationHealth RationaleWeightPolicies andpracticesWorkplace/business support flexibleworkplace policies (i.e., teleworkingarrangements, staggered hours).Flexible workplace policies will reducetransmission amongst staff by reducingclose contact between employees and/orclients.HighimportanceSelf-isolatingwhen ill or returning from travel 14 days. Complete self -check for COVID. Follow 6 feet (2meter) social distancing rule.Mental healthMental health support to youremployees?Employees/clients may experienceincreased stress associated with COVID19, that can bring up historical traumas,trauma of past emergency events, orexacerbate ongoing personal orcommunity stressors. Mental healthsupport may contribute to a morepresent and productive workforce.LowimportancePlans for minimizing stress based on the employee/client situation;Mental health support services are provided through the Manual Life/ Nordic companyassistance program.InfrastructureOffice/ shop infrastructurealtered/modified to implement healthand infection prevention and controlmeasuresRespiratory droplets tend to fall within 2meters of their source, so maintaining a2-metre distance from others is aprecaution to prevent spread.MediumimportanceAccess to handwashing facilities and sanitizing dispensers are inprominent locations throughout the office/shop. Follow 6 feet (2meter) socialdistancing rule.Restricted points of entrance and exitthat force people to be in closeproximity and/or pass through hightouch areas (e.g. entries, hallways,doors)Put employees at increased risk ofexposure to respiratory droplets. Hightouch surfaces can also be contaminatedand increase the risk of transmission.MediumimportanceCleaning and using disinfectant wipes to clean work spaces and high traffic areas.Follow 6 feet (2meter) social distancing ruleSee below link for approved hard surface disinfectants.Cleaning procedures and protocols toalign with public health adviceRoutine cleaning of frequently usedsurfaces and objects help to prevent thetransmission of COVID-19 in order tomitigate the risk of people becominginfected through self-inoculation aftertouching contaminated surfaces. Thevirus that causes COVID-19 has thepotential to survive in the environmentfor up to several days.HighimportanceHigh-touch surfaces be cleaned anddisinfected frequentlyThe virus that causes COVID-19 may liveon surfaces for a few hours or up to a fewdays.MediumimportanceEnvironmentalcleaning8 Page Risk Mitigation Strategiesapproved hard surface disinfectantsCleaning procedures and protocols with a special attentionto high-touch surfaces and object (e.g., phones, copiers, computers, desks, lunch tables,kitchens, washrooms, seating areas, surface counters.Cleaning, particularly of frequently touched surfaces, can kill the virus, making it no longerpossible to infect people.
NORDIC MECHANICAL SERVICES LTDCharacteristicsRisk ConsiderationHealth RationaleWeightOccupationalHealth and Safety Including use ofPersonalProtectiveEquipment (PPE)Symptomatic individuals in theworkplace/office setting.Although screening may not identify allindividuals infected with COVID-19 in theworkplace/officeMediumimportancePlans for rapid isolation of a symptomatic employees Individuals if they become ill at the office/shop.The employee will be isolated in the spare office next to the HSE Advisor’s office.The entire facility will be cleaned and sanitized.Assessed risk associated withemployee interactions with thepublic/clients.Employees whose duties require them tointeract face to face with thepublic/clients may be at increased riskdue to their proximity to people whosehealth status is not known.HighimportanceEmployeeswho interact in person with the public/clients (within 2 m), or with objects handled by the public, or with spaces occupied by the public, should perform hand hygiene often andbetween every interaction with members of the public/clients. Tools and technologies to minimizecontact with the public should be used, gloves are recommended when workers will be in direct contactwith an ill person, or a contaminated object or environment. PPE must be used correctly.Follow written Safe Work Practices (SWP’s) and written Safe Job Procedure for working inpersonal spaces.TravelingEmployees returning from travelSelf- isolation for 14 days following theirarrival in Canada. The evolving nature ofthe outbreak makes planning travelunpredictable, and international travelcomes with the risk of increasedexposure, being quarantined abroad, orbecoming a contact of a case during planetravel.HighimportanceEmployeeswho have travelled outside of Canada are required to self- isolate for 14 days. Alternative approaches such as virtually attending meetings; Plans for absenteeism oralternative working arrangements have been put in place.Continued monitoring of the Public Health Advisor (PHA) advice is followed.travel advisories are actively monitored.9 Page Risk Mitigation ts/ei.html
NORDIC MECHANICAL SERVICES LTDNORDIC MECHANICAL SERVICES LTD.HAZARD ASSESSMENT # 57Conducted by: Owen KnorrCOVID-19 Working in someone's personal spaceReviewed by: Curtis Winkler & Jeff WoodTASKEntering an affected orHAZARDcontracting COVID-19 virusDate: March 20 ,2020Location: Job SitesSEVERITYLIKELIHOODCONTROLSRISKS X LL R R32 6Contact dispatch to make sure site Covid-19possibly infectedQuestionnaire has been completed before going to site.work area COVID-19Obtain required PPE from HSE Advisor or Field SupervisorCOVID-19 PPE kit required. Review SWP #79 Working inSEVERITYsomeone's personal space. Review SJP # 77 Working insomeone's personal space.M ake youSent you toKill you / causeuncomfortablethe hospitala permanentdisabilityLikelihoodUnlikelyM ight happenHighly likely123123123246369Additional notes :CONTROL MEASURES: First choice - Engineering controls, Second choice - Administration controls, Third choice - Personal Protective EquipmentA combination of controls can be used to provide a greater level of worker health and safety.10 P a g e
NORDIC MECHANICAL SERVICES LTDNordic Mechanical Services Ltd.SAFE WORK PRACTICE # 79TITLE: Biological Hazard (Covid-19) working in areas or in direct contact with some onespersonal space.GENERAL: Protect workers from coming into contact with biological hazards (Covid-19)APPLICATION: To prevent the reduce the chance of coming in contact with biologicalhazard also to prevent the spread of the hazard.PROTECTIVEMECHANISMS: Safe work practice, safe job procedures, and PPE.SELECTIONAND USE: As per safe work proceduresPPE worn as per manufacturers specificationsCall center: 811SUPERVISORRESPONSIBILITIES: Managers are responsible to provide proper instruction to theirEmployees on protection requirements and training.WORKERRESPONSIBILITIES: Workers are only to perform this task if properly trained and areCompetent. Must follow safe job procedures.Developed by: Owen KnorrDate: March 20,2020Reviewed by: Curtis WinklerDate: March 23, 202011 P a g e
NORDIC MECHANICAL SERVICES LTDSAFE JOB PROCEDURE (SJP) # 77Revision Date: March 20, 2020SEQUENCE OF STEPSPOTENTIAL ACCIDENT OR HAZARDSSAFE JOB PROCEDURE1) Call dispatchContracting COVID-19 virusConfirm dispatch has completed the COVID-19questionnaire2) Review for Biological hazardsCOVID-19Contracting COVID-19 virusReview Formal Hazard Assessment (FHA), Safe WorkPractice (SWP) and Safe Job Procedure (SJP)3) Complete Field Level Hazard Assessment (FLHA)Contracting COVID-19 virusComplete a Field Level Hazard Assessment (FLHA)4) Fit proper Personal Protective Equipment (PPE)Faulty PPE, rip or tornInspect all PPE once you have it on, make sure that thereare no rips, or tears in coveralls, booties and gloves. Inspectn95 face mask for in-perfections. Use as per manufacturesspecifications.5) Enter work space and carry out required workExposure to unknown COVID-19 virusIdentify to the person occupying the workspace that youwill be using the social distancing policy of keeping at least2 meter from others.6) If required to enter- exit then re-enter occupiedareaSpread of potential COVID-19 virusDispose of all PPE in a sealed garbage bag, sanitize or washhands. Repeat step 4.Completion of workSpread of potential COVID-19 virusOnce work is completed and client has approved work, takeall personal PPE off that was used outside. Dispose of usedPPE in a sealed garbage bag. Sanitize tools that were usedfor job and clean hands before getting back in servicevehicle.Developed by: Owen Knorr & Jeff WoodReviewed by: Curtis WinklerDate: March 23, 202012 P a g e
NORDIC MECHANICAL SERVICES LTD Continuity March 30, 2020 Dear Client: In light of the COVID-19 concerns, service work may require extra caution in your facility. Nordic Mechanical Services Ltd (NMS) is taking precautions and adjusting business practices in ways of adopting a risk-based approach to the delivery of services .
