Download PDF File Workplace Health And

CITY OF PORTLAND

COVID-19 City Workplace

Health and Safety Guidance

Updated: December 7, 2020

Issued: September 9, 2020 September 9, 2020

City Employees,

Thank you for your patience throughout this emergency. The City of Portland has provided core services to the residents of Portland from the start of the pandemic and will continue to do so. From park rangers to fleet staff to firefighters, many employees have continued to report to their usual work and field sites, while others have reported to work remotely. When the COVID-19 Policy Team requested that all City employees who could perform their work via telework do so, there were many unknowns. Despite this, we moved quickly and adapted to our new reality to continue providing our community with essential services. It has been 154 days since the Mayor declared a State of Emergency. In that time, we have learned more about the virus, have received guidance on safety protocols, and have adjusted to working during a pandemic without major disruption in services. This is no small accomplishment! This document encapsulates much of what we have learned – from new protocols for interacting with the public, to recommendations regarding teleworking. This Citywide guidance provides guidelines for workplace health and safety during the time of COVID-19. We are taking a cautious approach that puts health and safety first, for both City employees and community members. Directions from the County and the State indicate that we should expect to cycle through phases of relaxing and tightening restrictions based on changing conditions. Our guidance considers how City facilities can adjust as needed. Again, our commitment to you is to prioritize health, safety and community service as we make decisions about work locations going forward. Employee Support We know that all employees have adapted how they work since the start of the State of Emergency. Due to the broad range of types of work, employees need various types of support, ranging from dependent care to transportation to technology and equipment and other assorted needs unique to each employee. City leadership continues to explore and expand the various ways we can support employees during this time. One of the most important ways is our direction to managers and supervisors to be flexible and accommodating with employee’s needs for adaptability in work hours, schedules, and leave. Working from City Facilities City employees report to work at over 35 city facilities, ranging from offices to maintenance buildings to specialty facilities including wastewater treatment plants, training facilities, and logistics centers. These facilities include those owned by the Office of Management and Finance, the Bureau of Environmental Services, the Portland Bureau of Transportation, Portland Parks and Recreation, Portland Fire and Rescue and the Portland Water Bureau, as well as leased space throughout the City.

2 This guidance applies to all of these facilities, with adaptations as needed for specialized facilities. This guidance does not include the needs of facilities such as fire stations or community centers, where unique guidance may be needed. For currently operational facilities, this guidance is intended to amplify and clarify current protocols in place as well as provide adaptability for facilities with specific technical needs that may require additional health and safety guidelines. In March 2021, the COVID-19 Policy Team will revisit public health direction, assess vaccine distribution, and communicate a timeline for when we will begin to allow additional, yet still limited, access to facilities for City staff who have been working remotely or have been unable to perform their work during the pandemic. This is assuming Governor Brown’s orders continue to support this. Our guidance recommends Work Zone occupancy levels for City facilities that fluctuate in response to group limits in each phase of reopening, as defined by the State and advanced by Multnomah County. It will be up to individual City bureaus to determine how they meet occupancy guidelines: who comes back to facilities, what proportion of the time, and how work schedules are staggered. The guidelines also specify a wide range of precautions, from enhanced cleaning to protocols for meetings to face covering requirements. Working Remotely City employees fall into one of three work arrangements. These arrangements will depend on what is appropriate for the employee’s work, the city facility occupancy capacities for health and safety, and bureaus’ business needs. These arrangements are: Primarily Remote Work, Hybrid Remote and Onsite Work, and Primarily Working On-Site. As of August 2020, employees who are able to work remotely are required to do so until further notice from the COVID-19 Policy Team and will be placed into the Primarily Remote Work category. Employees are required to have updated Telework Agreements using the new template which contains information regarding equipment checkout, ergonomic and remote workplace safety. We recognize that change is difficult. The rapid changes we have all been through, coupled with uncertainty about the future, makes these situations even more difficult. This guidance will not be perfect for all situations, nor will our implementation of it. Updates and revisions will be necessary as we learn from implementation and as new science and recommendations are issued by authorities. Thank you for making your best effort as we move forward. We are committed to learning as we go and improving our approach to health and workplace safety on behalf of all employees and all Portlanders.

Tom Rinehart Chief Administrative Officer

Contents

GUIDANCE OVERVIEW ...... 6 EMPLOYEE HEALTH AND SAFETY ...... 8 Section Overview ...... 8 Workplace Risks ...... 8 Employee Support ...... 9 Workplace Illness and Contact Tracing Toolkit ...... 8 WORKING FROM A CITY FACILITY OR IN THE FIELD ...... 9 Employee Self-Assessment Health Survey ...... 9 Face Coverings ...... 10 Americans with Disabilities Act (ADA) or Religious Accommodations ...... 11 Physical Distancing ...... 11 Hand Washing ...... 11 Limit Movement ...... 12 Employee Cleaning Expectations in Individual Workspaces and Common Areas...... 12 WORKING IN THE FIELD...... 13 WORKING REMOTELY ...... 14 City Property and Public Records Responsibility ...... 18 VISITOR AND VENDOR ACCESS ...... 19 Section Overview ...... 19 Guidance Compliance ...... 20 By Appointment ...... 20 Arrival at a City Facility or Field Site ...... 20 Visitor Self-Assessment Health Survey ...... 21 Face Coverings ...... 21 Americans with Disabilities Act (ADA) or Religious Accommodations ...... 22 Sign-in Procedures ...... 22 Vendor and Contractor Access ...... 23 FACILITY OVERVIEW ...... 24 Section Overview ...... 24 State Phases and Occupancy Limits ...... 25 Facility Manager Responsibilities ...... 26 Tenant Responsibilities ...... 27 Occupancy Limits and Shift Considerations ...... 25

ACCESS REQUIREMENTS ...... 27 Entry and Exit Door Expectations ...... 27 Sign-in Procedures ...... 27 Facility Signage ...... 28 Building Movement ...... 28 Publicly Accessible and Shared Meeting Spaces ...... 29 Work Zones ...... 30 Work Zone Common Areas ...... 30 Fitness Centers and Workout Rooms ...... 32 Interior Bike Parking...... 32 City Vehicles ...... 32 Health and Safety Assessment Expectations ...... 33 Air Circulation and Filtration...... 34 Water System...... 34 Facility Safety Plans...... 34 Facility Cleaning Expectations ...... 34 Oregon OSHA Temporary Rule ...... 35 Janitorial Cleaning Expectations ...... 35 Employee Cleaning Expectations ...... 35 Site Response in Case of COVID-19 ...... 36 IMPLEMENTATION ...... 37 Section Overview ...... 37 Guidance Document ...... 37 Guidance Summaries ...... 37 Facility Signage ...... 38 Change Management and Training ...... 39 Facility Guideline Implementation...... 40 Facilities Currently Restricting Access ...... 41 Updated Guidance ...... 42 Citywide Facility Limited Access Implementation ...... 42 Phase 2 - Long Range Planning...... 42 APPENDIX...... 44

GUIDANCE OVERVIEW The focus of this document is to provide guidance on how to safely work remotely and across City facilities and improve the working situation for all employees.

The City of Portland never closed. Core Access to City facilities and field sites by City services have continued throughout the public and vendors is limited, and the pandemic – with some employees business with the City of Portland that reporting to work at City facilities and does not need access to facilities or field others working remotely. The focus of this sites is recommended to be conducted document is to provide guidance on how remotely and/or outside. to safely work across City facilities, in the City facilities are owned or leased by the field and remotely. Office of Management and Finance, the The State of Oregon will determine which Bureau of Environmental Services, phase of the State’s Reopening Portland Fire and Rescue, the Portland Framework Multnomah County is in at any Bureau of Transportation, Portland Parks time. Directions from the State indicate and Recreation, and the Portland Water that the County should expect to cycle Bureau. All City facilities are expected to through phases of relaxing, and implement the facility protocols in this tightening, restrictions based on changing guidance. conditions. This guidance considers how The guidance acknowledges that all City facilities can adapt to the expected cycles of phases and any requirements to bureaus have unique risk and safety needs; and that bureaus may issue reinstate higher mitigation measures. augmented guidance for their specific The guidelines in this document are operations and facilities, especially for expected to be in effect until the facilities that are predominantly public- availability of effective treatment, facing or public-occupied. widespread distribution of a COVID-19 vaccine, or otherwise directed. This The COVID-19 Policy Team provided the guidance assumes employees who have following priorities for the workgroup to been working remotely will continue to consider when developing and providing guidance: work remotely until City facility access restrictions are lifted. • Employee health and safety. Even when City facilities are available for • Equity across all job types, across increased access, the guidance assumes facility types and within each facility. that employees who are able to work remotely will be encouraged to continue to • Overall City of Portland do so most of the time and that a portion financial impact. of those employees may continue to work The guidance will be periodically reviewed remotely for some, if not all, of their work. and revised based on new information, For City facilities and field sites, this science, and best practices. guidance prioritizes how employees may enter safely.

EMPLOYEE HEALTH AND SAFETY Section Overview These guidelines are recommended as minimum standards across all job classifications and facility types. The City is providing these guidelines to minimize the exposure risk to COVID-19. However, it cannot guarantee there is no risk to employees. Certain job classifications and specialty and/or technical facilities, such as maintenance and operations facilities, fire stations, and community centers, may require higher levels of protection for staff and the public. Individual bureaus may choose to implement additional guidance accordingly.

Workplace Risks The Oregon Occupational Safety and Health Administration (OR OSHA) issued a Temporary Rule (the Rule) to address COVID-19 Workplace Risks. The Rule’s COVID- 19 Requirements for All Workplaces apply to all City employees and workplaces and are incorporated into this guidance. The Rule’s COVID-19 Requirements for Workplaces at Exceptional Risk apply to the Portland Police Bureau (PPB) and Portland Fire and Rescue (PF&R) Emergency First Responder activities. These requirements are

not included in this guidance; PPB and PF&R shall supplement this guidance with additional guidance to meet the requirements. The Rule requires all bureaus to complete an Exposure Risk Assessment for all workplaces and job activities. If a bureau’s Exposure Risk Assessment finds workplaces and job functions that fall into the Rule’s Workplaces at Exceptional Risk category, that bureau shall supplement this guidance with additional guidance to meet the requirements. Some employees’ potential exposure may put them at a higher risk, based on their individual health, disability, or safety concerns for themselves or a vulnerable member of their household. If an employee, based on safety concerns or health risks, identifies as being in a higher risk category, they should discuss their concerns with their supervisor or Human Resources Business Partner (HRBP) and explore work arrangements that consider their health concerns and their bureau’s operational needs. This could include minimizing contact with others in the workplace or the need for continued, partial or full telework. This guidance is not intended to replace recommendations from a medical provider; it is intended to provide a clear understanding of the minimum standards the City and employees can take to reduce risk.

Employee Support All employees have adjusted how their work is done during this time and there is a wide breadth of support needed for our workforce during the extended State of Emergency. These needs range from dependent care to transportation to technology and other assorted needs unique to each employee. As we have had to quickly adjust to the new realities of the pandemic, we encourage all employees to use the support services provided by the Bureau of Human Resources (BHR). We want employees to feel supported in this time of uncertainty, and to ensure they have access to resources that will bolster their mental health and general well- being. Employees should contact their Human Resources Business Partner or review the resources available on the Bureau of Human Resources Mental Health & Well-being website. Many people are juggling their professional roles, competing responsibilities, and providing support to children learning virtually. Some of the ways the City is providing support are: • The City’s Safety Net Ordinance provides managers and supervisors with additional options to support employees' needs for flexibility regarding hours worked, daily work schedules, and leave. • The Families First Coronavirus Response Act requires certain employers to provide their employees with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19. These provisions will apply from April 1, 2020 through December 31, 2020. BHR guidance and FAQs on this subject can be found here.

9 Common symptoms of COVID-19 include:

• Cough (not from allergies). • Shortness of breath or difficulty breathing. • Body or muscle aches (not from exercise). • Chills. • Headache. • Sore throat. • New loss of taste or smell. • Diarrhea. • Nausea/vomiting. • Fever >100 or feeling feverish.

Workplace Illness and Contact Workplace Contact Tracing Tracing Toolkit Multnomah County is the lead agency for The City’s comprehensive Workplace contact tracing in the Portland metropolitan Illness and Contact Tracing Toolkit region. To assist, all City facilities will webpage includes links to the following: require visitors (including employees accessing a City facility that is not their ‘home’ facility) and vendors to sign-in upon Self-Quarantine Information for City arrival. The City’s toolkit also includes a Employees Workplace Contact Tracing document that This document outlines the notification process and response guidelines that provides resources and best practices to potentially exposed employees should effectively limit the spread of COVID-19 follow to implement immediate self- after an employee tests positive, becomes quarantine. Self-Quarantine can occur at symptomatic, or is exposed to someone home or at the City’s hotel quarantine with COVID-19 like symptoms while at location, where employees have the option work. to stay offsite at the City’s expense to In addition to these guidelines, all City minimize household exposure. facilities and field sites will require visitors (including employees accessing a City Illness in the Workplace facility that is not their ‘home’ facility), This document outlines the City of vendors, and contractors, to sign-in upon Portland’s internal COVID-19 response arrival. Sign-in documents will be retained procedures including notification and by the facility manager for 30 days. Sign-in additional responsibilities for employees, requirements are included on page 28. supervisors, and City health and safety professionals.

WORKING FROM A CITY FACILITY OR IN THE FIELD

City leadership trusts and expects that all Minimum Guidelines City employees will make the health and These guidelines are a minimum set of safety of fellow employees a priority in their practices and may not be enough to actions – every member of our community protect employee health and safety in all is counting on us to keep them safe as we situations. Individual bureaus may provide interact in our work together. alternate and/or additional practices to employees that meet or exceed the When working from a City facility or in the protection provided by the Citywide field, City employees are expected to guidelines. Employees should contact their adhere to the following guidelines. Failure bureau’s safety professional with to comply with the guidelines could result questions, concerns or requests for in progressive disciplinary action. If an additional and/or alternative safety employee believes that guidelines are not practices. being adhered to in their workplace, they are empowered to remove themselves from the situation and contact their Employee Self-Assessment Health supervisor or manager, their bureau’s Survey Human Resources Business Partner, or Each workday, employees are expected to their bureau’s Safety Officer for resolution. complete the City of Portland Self- If a conflict with the guidance still exists, Assessment Health Survey prior to arrival the employee may appeal to their bureau’s at a City facility or field site Safety Officer or ECC Safety Officer.

If you work from a City facility or the field, you are expected to:

• Take a Self-Assessment Health Survey before coming to work. • Stay home if you are feeling sick. • Stay six feet apart from coworkers or community members. • Wear a face covering. • Wash your hands.

Employees do not need to report their survey results. Employees shall not convey results in writing. This tool is to be used to self-assess their well- being and gauge if they may go to work at a City facility, telework, or make new arrangements. If the employee identifies they have new symptoms that are associated with COVID-19, they shall contact their manager or supervisor, let them know of their findings, and monitor their situation for any changes. This information will be treated confidentially. The health survey is based on generally available information about symptoms and risks for COVID-19. It is not intended to provide medical advice, diagnose or treat a health condition.

The survey is available to bureaus and employees in both electronic and printed forms. If an ADA accommodation or help interacting with this form is needed, employees should contact their bureau’s Human Resources Business Partner.

Face Coverings The City of Portland issued an Updated Face Covering Directive on November 5, 2020.

Face coverings are required for employees, vendors, and visitors, except for children under the age of five, at all times, indoors and outdoors, while conducting work for the City, when inside any City vehicle, and when on Figure 1: Acceptable face coverings City-owned property, including space leased to include a reusable cloth face covering and others, and City-leased space in facilities a disposable face covering. owned by others.

Face coverings are not required while:

• Actively eating and drinking and maintaining a minimum of six feet of distance. • Outdoors, working independently and more than six feet apart. • Alone in a city vehicle that is assigned to one employee for the entire day and all high touch surfaces in the vehicle are sanitized after use in accordance with the Vehicle Guidance requirements and the vehicle will sit for a minimum of eight hours before anyone else enters the vehicle. • During activities where it is unfeasible such as swimming. • As permitted by OR OSHA and the Oregon Health Authority (OHA) for First Responders in specific emergency response circumstances.

In some City facilities, or in the field, and with certain types of work, conventional and approved personal protective equipment (PPE) may be required. Face coverings are not to be used as a replacement for conventional and approved PPE. In those instances, City employees and contractors are expected to wear the PPE required to perform the work.

Face Coverings Provided request a reasonable ADA or religious The Emergency Coordination Center has accommodation to the face covering provided three reusable face coverings per requirement. The HRBP is responsible for employee. Each Bureau/Office has reviewing the request and - with appropriate coordinated receipt of these face coverings input from the employee’s manager/ with the ECC Logistics Section. supervisor, City Attorney’s Office and other relevant stakeholders - determining a It is expected that bureaus will issue these reasonable accommodation. face coverings the first day an employee reports to a city facility or field site for work. Because there are various work environments and types of work in the City, Employees will be responsible for the care COVID-19 related accommodations will be of these face coverings; information on reviewed on a case- by-case basis. wear and care for face coverings can be Oregon’s Bureau of Labor & Industries has found here. identified potential reasonable accommodations for employees with Each bureau will be responsible for disabilities; however, all accommodation providing additional face coverings for requests must still be reviewed by an employees. These face coverings must HRBP. include a variety of types and sizes, including disposable coverings for work Physical Distancing where rotating through three cloth Employees are expected to maintain six coverings is insufficient or unhygienic. feet of physical distance from others, unless work activities prevent them from doing so. Face coverings will be available at Pursuant to the Oregon OSHA Temporary employees’ reporting location and access to Rule, bureaus must ensure that both work these face coverings will not be activities and workflow are designed to encumbered by time-consuming processes. eliminate the need for any employee to be Employees can receive replacement face within six feet of another individual in order coverings and will not be charged for the to fulfill their job duties unless the bureau replacement. determines and can demonstrate that such physical distancing is not feasible for Employees may provide their own face certain activities. coverings; however, self-provided face coverings are required to comply with the State of Oregon’s definition of face covering Hand Washing and with the City of Portland Administrative Employees are expected to follow general Rule on Dress, Appearance and Fragrance health guidelines such as frequently in the Workplace. washing hands using soap and water or hand sanitizer. The CDC provides guidance on hand washing here. Bureaus must Americans with Disabilities Act provide employees with the supplies (such (ADA) or Religious as soap and water) and reasonable time Accommodations necessary to perform hand hygiene before If needed, employees should contact their using shared equipment. In facilities owned Human Resources Business Partner to

by the City, Facility Managers are responsible for ensuring these hand hygiene supplies are provided.

Limit Movement When working in a City facility or in the field, employees are encouraged to stay within their Work Zone to minimize exposure.

Bureaus shall take measures to have consistent workgroups in all settings (i.e., shift consistency, limited movement between work area where possible) to minimize exposure.

Employee Cleaning Expectations in Individual Workspaces and Common Areas Employees are responsible for cleaning and sanitizing individual workspaces at the end of their shift and high touch surfaces in common areas and meeting spaces before and after use. Facility Managers are responsible for ensuring cleaning and sanitizing supplies are available for employee use. Facility Manager facility cleaning requirements can be found on page 36.

Bureaus must provide employees with the supplies and reasonable time necessary to clean or sanitize more frequently than would otherwise be required if the worker chooses to do so.

Employees are discouraged from using other phones, desks, offices, or other work tools and equipment when possible. Employees should not assume a high touch surface has been adequately cleaned prior to touching it themselves and shall clean and sanitize high touch surfaces before and after use to support disinfecting efforts around City facilities and in the field.

When using meeting spaces, employees are encouraged to bring their own markers and supplies as needed or sanitize supplies in the space before and after use as well. If a City vehicle is utilized, employees are required to clean and sanitize high touch surfaces in the vehicle at the end of the use period.

Figure 2: Bureau of Environmental Services employees demonstrate new safety protocols during a morning meeting. They are standing six feet apart, wearing face coverings, and conducting the meeting in an open area with airflow.

WORKING IN THE FIELD

In addition to the guidance required for all employees above, the following applies to employees working in field locations.

Prioritize Safety This could include, but is not limited to, If an employee arrives at a field site, designating a route around the area for including inspection sites, and other the public that maintains six feet of people on the site are not following physical distancing and signage safety protocols, such as wearing face identifying the space. If the public is not coverings or maintaining physical adequately distancing, employees have distancing, the employee has permission permission to remove themselves from to remove themselves from the situation the situation and discuss with a and discuss with a manager. manager. • Limit the number of people at a work or field site to those that need to be there Public Locations to complete the work. Field sites will not For work in locations where the public is have visitors without prior arrangements also likely to be, employees will: with the designated project contact. All visitors are expected to follow the • Wear a face covering. guidance requirements including health • Organize the work area to minimize surveys, face coverings and sign-in contact with the public when six feet of procedures included in the Visitor and physical distance cannot be maintained. Vendor Access section on page 21.

Hand Washing confidentiality and employee behavior Field sites will include hand washing continue to apply. stations or provide hand sanitizer in sufficient quantities for all field site As COVID-19 is an evolving situation, employees. Bureaus must provide guidance regarding teleworking is subject to employees with the supplies (such as soap change. As of August 2020, employees and water) and reasonable time necessary able to work remotely are required to do so to perform hand hygiene before using until further notice by the COVID-19 Policy Team. HRAR 4.04 Teleworking and the shared equipment. City’s Telework Agreement Form template

were updated in September 2020. If Working Across Multiple Sites necessary, modifications to telework- When employees must travel between related guidance will be approved and facilities or field sites for their work (i.e. distributed by BHR on an as-needed basis. inspections, maintenance staff, deliveries, The guidance below will be in effect for the technical repairs, etc.), they will follow the duration of the pandemic. guidance and extra precautions for their own safety and the safety of others. Teleworking Guidelines Employees traveling between facilities or City employees fall into one of three work field sites will sign-in each time they arrive arrangements, depending on what is at a building or facility and shall keep a log appropriate for the nature and functions of of which facilities or field sites they visit for the employee’s work as well as what is contact tracing purposes. determined necessary for continuity of operations. Managers and Supervisors Autonomous Workgroups determine which categories an employee Autonomous workgroups, such as the falls into: Portland Water Bureau’s ‘quaranteams,’ shall only be formed when there is no Primarily Remote Work: Employees who alternative to providing the function and work predominately or exclusively from a when Oregon OSHA Temporary Rule remote site. Typically, those who can requirements can be met. These types of work virtually with technology for workgroups shall not be implemented in extended periods of time with no loss in office environments. productivity.

Hybrid Remote and Onsite or Field Work: Employees who split their time between WORKING REMOTELY remote work and work at a City facility or

field site. Typically, those who can work Working remotely (or teleworking) is virtually with technology but also require, defined as working arrangements in which or benefit from, in-person interaction to an employee’s workplace is located at an ensure a productive, unified team and/or alternate worksite outside a City bureau’s complete customer services. regular work location(s), such as an employee’s residence. Regardless of the Primarily Working Onsite: Employees who location of the alternate worksite, all work predominantly or exclusively from a appropriate safety measures must be City facility or field site, typically those observed and all City regulations regarding

for whom working virtually with An employee’s work arrangement may technology is not possible or would shift post- pandemic, and perhaps result in a loss to productivity or during the pandemic, and adjustments customer service. are expected.

Until City facility access restrictions are Telework Agreements lifted, it is expected that the majority of Remote employees must complete a employees that are currently working remotely will continue to do so and will written Telework Agreement. All City fall into the Primarily Remote Work bureaus must use the updated, category based on the requirement to standardized template, as it contains work remotely as much as possible. new information regarding equipment checkout, ergonomic and remote

workplace safety. When facilities that are currently restricting access allow for increased, If a City employee will be teleworking but limited, access some employees either full- or part-time they must may transition to another teleworking complete an updated Telework category. In preparation for increased Agreement Form by Friday, January 1, access, Bureau Directors and their 2021. If an employee is required to leadership teams, in collaboration with telework because of a health concern Facility Managers regarding facility that makes them vulnerable to COVID- constraints, will determine which work 19, the employee should contact their arrangement(s) are optimal to support supervisor and Human Resources the safety, productivity, essential Business Partner to discuss possible functions, and business necessities of options. their employees and the work they perform. Telework Expectations and Functions that have been satisfactorily Communication accomplished through remote work in City employees must follow all City the past several months shall be regulations and rules while teleworking. assumed to be good candidates for Failure to follow City regulations and continued telework through the end of rules while teleworking may result in the State of Emergency. disciplinary action. For more information, refer to HRAR 5.01 Consideration for individual employee Discipline. Generally, remote employees health needs or risks must be accounted are expected to balance personal needs for when determinations are being with work obligations and commitments. made.

Employees working remotely must complete a written Telework Agreement.

Bureaus must use the updated, standardized template as it contains new information.

While remote employees should be as HRAR 2.06 Reasonable Employment productive as possible, many are Accommodations. experiencing rare and extraordinary circumstances in which social supports Technology and Equipment for are limited or unavailable. Remote Employees

Equipment needs may vary depending For example, most schools will be online on bureau, an employee’s work, and this fall, rather than offering in- person how often the employee is teleworking. classroom instruction. Bureau Until further notice from the COVID-19 leadership, managers, and supervisors Policy Team, it is expected that most should have reasonable expectations employees currently working remotely regarding caregiving during this time, will continue to do so and fall into the and to consider how they may be able to Primarily Working Remotely category. work with remote employees to flex their time throughout the day in order to As such, bureaus will do the following, in support their dependents. accordance with individual bureau policies and procedures: Remote employees must maintain availability during work hours or Distribute Existing Equipment: designated specific core hours of Coordinate with Facility Managers to availability via email, telephone, allow employees to retrieve existing mobile phone, or as otherwise equipment in facilities that can be used agreed to by their supervisor. by employees off-site during the

duration of the State of Emergency. Managers and Supervisors shall review Equipment removed shall be HRAR 4.04 and ensure that there are documented and listed on the updated clear, reasonable expectations with Telework Agreement form. Although not employees around schedules, recommended, if it is required to remove engagement, and work performance. It a City desktop/workstation computer for is strongly recommended that home use, please notify BTS (503) 823- supervisors have regular check-ins with 5199 / BTS Technology Portal. Please their employees and specifically inquire note, all technology asset tracking if any work-related resources, supports, remains the responsibility of the bureau. and/or communication about job duties, expectations, or projects is needed by Determine and Address Additional the employee. Technology and Equipment Needs:

Technology and equipment Reasonable Employment requirements vary between bureaus and Accommodations are also subject to bureau budget Employees who may need a availability. At minimum, employees who reasonable accommodation when are teleworking must have access to a teleworking because of a disability, computer and the internet. Employees pregnancy, lactation, or observation of a are fully responsible for establishing religious practice should contact their their own internet access. Bureaus may Human Resources Business Partner. supply teleworking employees with City- For more information, please refer to owned computers and other needed

equipment within reason (e.g., printer, and docking stations can also be found scanner, or office chair). If these items at this location. are not provided by the bureau, the employee may use their personal Ergonomic equipment such as chairs, furniture and/or computer equipment. keyboards, and mousepads are strongly recommended for remote employees. An employee working a hybrid schedule Generally, bureaus should reimburse the (both teleworking and working onsite) employee for reasonable work-related may benefit from ergonomic equipment expenses it would have borne if the in both locations but bureaus should employee were working onsite in the prioritize providing equipment in the office, as outlined in the updated HRAR primary work location, subject to 4.04. individual bureau budget capacity. An ergonomic assessment is recommended The BTS Technology for Teleworking before procuring ergonomic equipment. page provides the most up-to-date As the Portland Building ergonomic information and recommendations room is closed, any chair assessment related to appropriate technology for will be coordinated with the City’s remote work. For bureaus purchasing contracted chair vendors. Employees technology equipment, such as laptops shall coordinate any ergonomic need and monitors, please use the BTS with their Bureau Ergonomic Products Page in conjunction with BTS Coordinator. Additional ergonomic Stores for procurement. Instructions for information can be found on the City’s the procurement of peripheral Risk Management Ergonomic website. equipment, such as keyboards, mice

Furniture owned by OMF Facilities Services shall not be removed from City buildings or City-leased facilities.

This includes all furniture in the Portland Building except for bureau owned chairs. Mounted computer monitors on sit to stand desks must also not be removed. Furniture and equipment owned by the respective bureau, including office chairs, are subject to the bureau’s discretion whether they can be removed and placed offsite.

City Property and Public Records Responsibility

If an employee has removed city property (computers, chairs, records, etc.) in order to continue work remotely it is the employee’s responsibility to safeguard these city assets from loss, damage, or inappropriate use. HRAR 4.09 Use of City Resources has rules on the appropriate and inappropriate use of these resources. If city property is damaged or destroyed, the employee responsible for the city property will need to report the damage to their manager or supervisor. Damage to city records needs to be reported promptly to Archives and Records Management in order to document the loss.

Employees can take the following measures to help keep city records safe: • Hard copy records: keep files, maps, and other documents safe from water, fire, food, and pests. • Confidential records: keep all sensitive records safe from being viewed or otherwise accessed by people who do not have the authority to view them. • Electronic records: keep all electronic records on city shared drives or within other approved city systems. Do not store official files on personal hard drives, or removeable media (e.g. thumb drives, flash drives). Read the General Guidance for Telecommuting for more information.

VISITOR AND VENDOR ACCESS

Section Overview This guidance pertains to public access to City of Portland work facilities. Bureaus with predominantly public-facing facilities may issue specific guidance for their operations and facilities. Public access to City facilities will be limited and adjusted as the State moves in and out of re-opening phases. Public business with the City of Portland that does not need access to facilities is recommended to be conducted remotely and/or outside. When such business cannot be done remotely, the following procedures are required for visitors to access a City facility or field site.

Visitor access will be by appointment only. Visitors will be required to:

• Wear a face covering, or to request an ADA accommodation. • Take a self-assessment health survey (linked). • Stay home if you are feeling sick. • Sign in.

requirement of access to a building. Guidance Compliance • Determine who attends the meeting: If a visitor refuses to comply with the Identify who will be coming to the policies and requirements for building facility or field site for the meeting. access, including the guidance below, • Review guidelines and access when not accompanied by a request for expectations: Inform meeting an ADA modification, they will be refused attendees about existing facility or entry. field site access requirements (COVID and non- COVID). Examples If an ADA accommodation is requested, include having/wearing ID or badges, the City will consider the request for check-in or sign-in procedures, face accommodation of the guidance in covering requirements, self- conjunction with the purpose of the entry assessment health survey, security to the City facility or field site. This could escort while in building or ability to include conducting the City activities, roam freely, cleaning and sanitation services and programs in some other requirements, maintaining six feet of manner such as an outdoor or virtual distance, etc. meeting. The City will consider • Confirm access guidelines will be reasonable accommodations to guidance followed or meeting will be policies so that the person with the rescheduled: Confirm the attendee disability can participate in, or benefit understands and can/will comply with from, the programs offered or goods and access requirements throughout the services that are provided at that appointment, including that the particular facility. In general, reasonable meeting could be cut short if the accommodation means changing person ignores the City’s COVID-19 policies, practices, and procedures, if health and safety requirements. This needed, to provide goods, services, is an opportunity for the attendee to facilities, privileges, advantages, or identify any ADA modification to any accommodations to a person with a facility or field site access disability. requirement that may be needed and an opportunity to consider any potential alternative way for the appointment to be conducted. By Appointment

For all City facilities, in-person business will be conducted by appointment only. Arrival at a City Facility or Appointment Coordination Field Site The employee coordinating the Upon arrival at the City facility or field appointment, shall do the following when site, all visitors will check-in with the scheduling the appointment: contracted Security Officer, if the facility or field site has security. If not, they will • Ask themselves if the meeting is check in with the designated facility, field, necessary: Determine if facility or field or customer service representative. The representative will determine if the visitor site entry is needed, or whether City has a meeting and with which staff. business can be conducted remotely If a visitor does not have an appointment; or in an alternate format without

they will be refused entry. The City staff results of the survey to a City employee. or agent can direct the visitor to immediately contact the bureau with The survey, as a link or .pdf, can be whom they would like to engage for a emailed to a visitor when an appointment meeting for the same or different day. is made or handed to the visitor upon If a visitor has an appointment but arrival for the appointment. If an ADA refuses to comply with access accommodation or help interacting with requirements, then the City staff or agent this form is needed, visitors should can refuse immediate building entry. The convey that to the employee coordinating City staff or agent will inform the City the meeting. bureau/staff about the access issue (the refusal to follow building access Face Coverings requirements). The City of Portland issued an Updated Face Covering Directive on November 5, If a visitor seeking entry requests ADA 2020. modification of the City’s requirement to wear face covering, the City staff or Face coverings are required for all agent will call the City bureau/staff to be persons, except for children under the involved in considering the request. The age of five and people who have been City bureau/staff will go back to the identified in the ADA Title II Exception Appointment Coordination protocols guidance (below) at all times, indoors above. The desired outcome would be and outdoors, while conducting work for that the City bureau/staff would: identify the City, when inside any City vehicle, an alternative method in conducting City and when on City-owned property, business (such as engaging with the including space leased to others, and person outside of the City building or City-leased space in facilities owned by doing business remotely) or reschedule others. the meeting. Face coverings are not Physical Distancing required while: Visitors are expected to maintain six feet of physical distance from others. • Actively eating and drinking and maintaining a minimum of six feet of distance. Visitor Self-Assessment • Outdoors, working independently Health Survey and more than six feet apart. Prior to arriving at a City facility or • Alone in a city vehicle that is field site, visitors are expected to assigned to one employee for the complete the City of Portland Self- entire day and all high touch Assessment Health Survey. surfaces in the vehicle are sanitized after use in accordance with the If visitors answer “yes” to any of these Vehicle Guidance requirements and questions, they are instructed NOT to the vehicle will sit for a minimum of come to a City of Portland facility, and eight hours before anyone else instead call their City point of contact and enters the vehicle. let them know they will be staying home. Visitors should not disclose the

• During activities where it is face covering due to personal health unfeasible such as swimming. issues. • As permitted by OR OSHA and the Oregon Health Authority (OHA) for Accommodations could include the First Responders in specific following: emergency response circumstances. • Allow more than one type of face If a visitor requires access to a City covering as identified by Oregon’s facility, field site, or vehicle and does not Bureau of Labor & Industries. have a face covering, a face covering will be provided. In undertaking City • Allow flexibility of online or phone or business/activities and providing City video call engagement. services, City bureaus may elect to • Allow different ways to deliver the engage visitors by alternate methods City service - potential curbside that may not require them to physically interaction versus in-building access City facilities. interaction.

Americans with Disabilities Requests for ADA Title II accommodations will be documented by Act (ADA) or Religious the employee assessing the Accommodations accommodation and provided to the Religious and ADA Title II bureau’s ADA Title II Coordinator. accommodations from a visitor will be Documentation will include the date, addressed on a case–by-case basis. request, and City response (i.e. modify The City employee making the as requested, not modified, or modified appointment and/or the facility in a different way than requested). representative will coordinate such a request with the bureau’s ADA Title II Sign-in Procedures Coordinator and/or the Office of Equity All visitors will be required to sign-in for and Human Rights ADA Title II Manager the purpose of contact tracing. At a and the City Attorney’s Office. ADA minimum, visitors shall be expected to exceptions include: provide:

• Anyone who cannot put on or • Name. remove a face covering on their own. • Phone or email. • Deaf or hard of hearing people and • If a visitor, the name of the City their interpreters who use their lips to employee responsible for the communicate. meeting. • Anyone who has a condition making breathing difficult. • If a vendor, the name of the contract manager and Work Zone area the • Anyone experiencing autism or vendor is visiting. another cognitive disability who • Self-Assessment Health Survey would feel anxiety and/or experience completion (yes or no). If a Self- sensory issues wearing a face Assessment Health Survey was not covering. completed prior to arrival, a printed • Anyone who has been advised by a copy will be provided. medical professional to not wear a

Vendor and Contractor Access Business with vendors that do not need access to facilities is recommended to be conducted remotely and/or outside. Vendors and contractors are those hired by the City of Portland to provide goods and services, to perform public improvements and construction services and to perform professional services as defined in the Procurement Codes and Policies.

When such business cannot be done remotely, all vendors and contractors conducting business at a City facility or field site will be expected to follow the Employee guidelines on page 11 and the COVID-19 Transmission and Prevention Guidelines for Contractors guidelines. Bureaus shall provide this document to vendors and contractors at least 24 hours prior to an appointment or expected arrival of a vendor. Vendors that provide reoccurring, expected services can coordinate with a specific bureau regarding appointment expectations.

FACILITY OVERVIEW

Section Overview This section directs Facility Managers and tenants to modify occupancy limits based on the respective State phase of re-opening for Multnomah County. This guidance does not apply to predominately public-facing facilities such as community centers, where the most applicable State of Oregon reopening guidance takes precedence.

Facility Managers for property-owning or leasing bureaus are responsible for implementing the following guidelines at their facilities. This includes facilities owned or leased by the Office of Management and Finance, the Bureau of Environmental Services, Portland Fire and Rescue, the Portland Bureau of Transportation, Portland Parks and Recreation, and the Portland Water Bureau. Bureaus may issue additional guidance specific to their operations and facilities.

Defined Work Zones will be established within City facilities and within each Work Zone there will be maximum occupancy limits.

Bureaus also lease spaces owned and operated by external entities and rent public spaces for public events. In these locations, this guidance applies only to bureaus leased and rented space. However, it is understood that bureaus, as tenants, will need to meet the rules and guidance of the private property owner and property manager, and it is recommended that the bureau defer to the prescribed guidance of public and shared spaces. OMF Facilities Services is available to assist bureaus with determining how to apply this guidance to bureau tenant spaces.

Therefore, the broad term “Facility Manager” is used to indicate the bureau/office/person responsible for operationally managing and making decisions for that City facility.

Additionally, the “Tenant” is the bureau/office which occupies that site for their work and their employees, and “Occupants” are the individuals who work at each of the sites. Each group has distinct roles and responsibilities in implementing and carrying out the guidance.

State Sector Risk Levels and City Facilities

A new risk-based framework for county-by-county COVID-19 restrictions in Oregon took effect December 3rd. The approach replaces the three-phase system for restrictions introduced earlier this year with a four-level risk sector guidance. The State has also issued General Workplace Safety guidance. Facility Managers will use the risk-based framework, the state’s general workplace safety guidance, applicable sector guidance, and the OR OSHA Temporary Rule to determine occupancy limits for city facilities. Occupancy limits will consider the specific facility configuration and the ability to configure workspaces and common areas to maintain a physical distance of at least six feet. Occupancy limits do not preclude the City of Portland COVID-19 Policy team direction requiring employees that can work remotely to continue to work remotely until further notice.

Work Zones

Facility Managers will utilize Work Zones in City Facilities. Work Zones are comprised of the areas within a site, campus, building, or facility a typical employee will occupy during the workday (i.e. an employee will spend time at their desk, the restrooms, in break spaces, and the printer area throughout the workday). Work Zones will have defined employee limits; all people within that Work Zone must be included in the occupancy count for that Zone. This could be determined to include a separate suite within a building, an entire floor, or an entire building. Facility Managers and bureau tenants may want to consider temporary support spaces, such as meeting rooms, within each Work Zone to provide flexibility in occupancy limits.

The occupancy limits within each Work Zone will adjust to stay in accordance with State limitations at any given time. Facility Manages and Tenants will collaborate on Work Zones as applicable for each City facility.

Occupancy Limits and Shift Considerations If higher occupant loads are necessary in a facility, it is recommended that each facility consider work shifts to address this need while still limiting potential exposure. Shift alternatives that limit exposure and reduce cleaning within a Work Zone include:

• Shifts to rotate into sites on a weekly basis. Up to four shifts in each Work Zone (i.e. shift 1 would be assigned the first week of each month, shift 2 the second week of the month, and so on.) • Staff to rotate into sites daily. Up to five shifts in each Work Zone. (i.e. shift 1 would always report on Mondays, shift 2 on Tuesdays, and so on).

It is not recommended to have overlapping shifts or multiple shifts within a day unless necessary for work function (i.e. sites that are open 24 hours typically).

ACCESS REQUIREMENTS Tenants are to manage the access of their employees and ensure this access is being appropriately limited. Due to limitations of access card systems and ability for Tenants to control them, it is not feasible to manage access by that means alone.

Entry and Exit Door Expectations The Facility Manager shall limit the points of entrance to each City facility to help manage contact tracing needs, taking into account ADA accessibility requirements and access to bike parking. Prior to entering, all Occupants must wear a face covering that covers the nose and mouth and fits snugly (see page 23 for details on accommodations).

The Facility Manager is expected to coordinate how to provide face coverings for visitors or occupants that do not have a face covering. For facilities with Security, the Facility Manager shall coordinate logistics, supplies, and expectations for the Security team regarding access requirements including access points for visitors, sign-in procedures, face coverings and accommodations, and health surveys. For facilities without Security, the Facility Manager shall coordinate these requirements.

Sign-in Procedures To assist with contact tracing, all City facilities will require visitors (including employees accessing a City facility that is not their ‘home’ facility) and vendors to sign-in upon arrival.

The Facility Manager will ensure a plan is in place at each entry and exit door to capture sign-in and sign-out by visitors and vendors. All sign-in materials and sanitation supplies will be provided by the Facility Manager. Sign-in documents will be retained by the Facility Manager for 30 days. At a minimum, information at sign-in will include:

• Name. • Phone or email. • If a Visitor, the name of the City employee responsible for the meeting. • If a Vendor, the Work Zone the vendor is visiting. • Self-Assessment Health Survey completion (yes or no). If a Self- Assessment Health Survey was not completed prior to arrival, a printed copy will be provided for review.

Facility Signage Facility Managers will post, at a minimum, face covering signage in locations where face coverings are required and the Oregon OSHA “COVID-19 Hazards Poster” in a central, conspicuous area at each facility. A collection of City facilities signage is available for use by facility managers.

Hand Washing Stations Facility Managers will provide hand washing stations in every facility or field site and at least one hand washing station per Work Zone. In buildings, existing sinks in common areas such as restrooms and breakrooms meet this expectation. When it is not possible to provide a hand washing station, employees will be provided hand sanitizer to allow for frequent disinfecting throughout the workday. For field sites, hand washing stations or hand sanitizer shall be provided.

Building Movement While moving throughout a building/site, a face covering must always be worn. Physical distance of six feet will be maintained to the greatest extent possible between all Occupants unless an exception has been granted based on specific work requirements or ADA accommodation. The preference is to eliminate obstacles and maintain the six feet distance with current facility configurations.

Lobbies The Facility Manager shall provide directional signage to guide Occupants from entrances to appropriate Work Zones safely with minimal points of passing one another. Lobby signs will identify designated queuing spaces for wait areas. Lobbies will be supplied with hand sanitizer at primary points of frequent contact (i.e. near doors, elevator buttons, etc.). Interior doors should be propped open where allowed by code (i.e. stairwell doors, interior vestibule doors, etc.). If buildings are open to the public, signage will be provided in Braille or designated staff will assist a visitor who has no or

limited sight.

Manager shall provide directional Elevators signage to direct Occupants to stay to Physical distancing will be followed the right when traversing a corridor. while in an elevator cab. Typically, this Occupants shall be aware of their will mean a maximum of two surroundings and may need to pause to passengers per elevator cab but will be allow others to pass or move through a dependent on the size of the cab. space prior to entering or traversing a corridor. Facility Managers must post signage indicating occupancy count per cab and designate standing spaces within each Publicly Accessible and Shared cab. Due to the time it takes to traverse Meeting Spaces in an elevator, Facility Managers and/or The City will continue to encourage tenants may want to encourage the use meetings to be conducted virtually until of stairs for those who are able or further notice. If a meeting cannot be consider staggered start and end times conducted virtually, and a meeting room for shifts on different floors to minimize in a City facility is necessary to conduct stops. the meeting, meeting rooms outside assigned Stairs Work Zones will require coordination The Facility Manager shall separately with the Facility Manager. designate stairs as up or down where possible. To ease consistency for Access to shared meeting rooms Occupants that may go to multiple outside specific Work Zones, such as buildings, the northernmost staircase in those on the second floor of the 1900 each building will typically be labeled Building or the Portland Building, shall and limited to up access and the be restricted, and signage stating as southernmost staircase will be labeled such posted by the Facility Manager. and limited to down access. Where For meetings that must occur in person between individuals from different Work stairs are east and west, the east Zones or with the public, Facility staircase shall be up, and the west Managers may allow access. Physical staircase shall be down. In the event of distancing and face covering guidelines an emergency, direction limitations will apply. In order to manage bookings, not apply. meetings will be coordinated with the

respective Facility Manager for timeline Corridors requirements and special considerations If the corridor is not wide enough to (i.e. in OMF buildings, contact Facilities maintain six feet of physical distancing, Dispatch at least 24 hours prior to the Facility Manager shall designate a meeting to reserve a meeting space). preferred path through each corridor to limit the likelihood of passing others The Facility Manager will post signage while traversing the corridor. If the indicating maximum occupancy of each corridor is wide enough to maintain six space but will also expect Occupants to feet of physical distancing, the Facility follow the signage and regulate

themselves. Occupants are responsible for cleaning and sanitizing high touch surfaces in shared spaces before/after use and are encouraged to bring their own markers and supplies as needed or sanitize before and after use as well. The Facility Manager is responsible for providing cleaning supplies and posting signage regarding cleaning expectations.

Work Zones Each Work Zone will be defined by the Facility Manager. Occupants will only access their Work Zone and not travel to other Work Zones or buildings throughout the day. Some Work Zones will remain closed until further notice and are not being fully serviced.

Individual Workspaces Tenants must determine which specific individual workspaces will be occupied during each shift.

Occupants shall spend most of the time at work in their individual workspaces to limit contact with others. Tenants will locate Occupants in a way that a minimum of six feet of distance can be maintained while occupying and moving within the individual workspace. This will likely mean skipping one or two workspaces between Occupants.

Occupants are responsible for sanitizing individual workspaces at the end of each shift. It is not recommended that workspaces be shared between Occupants; however, if shared, Occupants can choose to sanitize workspaces at the beginning of a shift.

Work Zone Common Areas Face coverings must be worn in all common areas to protect those around you. Occupants shall always take care to monitor their movement and the movement of others to maintain a minimum of six feet of distance. The Facility Manager will post signage indicating maximum occupancy of each space but will also expect Occupants to follow the signage and regulate themselves. Tenants are encouraged to monitor and remind Occupants of this as needed.

• Restrooms: Doors will be propped open where feasible. Where not, tissues or a foot lever will be provided by the Facility Manager to limit contact points upon exiting. Where more than one sink or urinal exist within a row, Facility Managers will post signage indicating how many may be used at one time or designate some closed. Additionally, toilet stalls will be designated to provide distancing even with partitions between them. Facility Managers shall ensure regular cleaning and flushing of closed stalls is included in janitorial contracts.

• Conference and Meeting Rooms: Where meetings must occur, limit them to meetings with others in your zone and continue to have virtual meetings with those in other Work Zones. Only use conference rooms within your Work Zone. Keep doors propped open unless confidentiality is necessary.

o Facility Managers must provide cleaning supplies in all meeting spaces for Occupant use. o Occupants are responsible for cleaning and sanitizing their areas before and after each meeting. It is recommended that Tenants provide their own supplies as needed for whiteboards or sanitize prior to use. Take care in sanitizing equipment such as shared keyboards and mice so as not to damage the equipment: spray the cloth first, then wipe. Do not spray the equipment directly. o Tenants will provide signage on meeting room doors within their Work Zone(s) indicating maximum occupancy. While Occupants are expected to self-regulate themselves to ensure the spacing stays six feet apart, tenants should consider clearly indicating spacing standards by removing chairs and/or signing chairs for use/not use. The Facility Manager may be able to assist Tenants with signage if needed. o Some meeting rooms will need to be closed if adequate spacing cannot be provided.

• Kitchen, Break and Gathering Spaces: Kitchen and break rooms will remain open for Occupant convenience within the designated Work Zones. Larger shared spaces across Work Zones will be closed until further notice. o Occupants must regulate access among themselves to limit the number in use at a time. o Facility Managers will provide cleaning supplies to clean and sanitize high touch surfaces such as refrigerator, microwave, sink handles, etc. after each use. o Occupants are responsible for cleaning and sanitizing equipment and counters after each use. o Seating areas may remain open, but Occupants must regulate spacing to maintain six feet of physical distancing. The Facility Manager or Tenant may place signage indicating maximum number of people in each area as appropriate and space and resources allow. Occupants must clean table and chairs before and after use. o Some small appliances that provide multiple points of contact by more than one employee may need to be taken out of use.

• Print and Mail Rooms: Print and mail rooms shall remain open. The Facility Manager will provide cleaning supplies and prop open doors where allowed by code, and maximum occupancy signage. Occupants must clean and sanitize high touch surfaces after each use and monitor occupancy to ensure physical distancing remains. Typically mail and print rooms will only be able to have one to two occupants at a time, depending on the space. In some facilities, relocating printers and materials into larger open spaces could be an option. Each Work Zone will coordinate a way to deliver mail to Occupants that does not require crossing into multiple Work Zones.

• Wellness and Lactation Rooms: Wellness and lactation rooms will continue to be managed and maintained. They are often not located or designated to a single zone and may require Occupants to travel to another Work Zone. These spaces shall be

• limited in access to only those who changing during the day. The Facility need them. Occupants will need to Manager should consider assigning take responsibility to clean and lockers for the duration of the State of sanitize high touch surfaces before Emergency. The Facility Manager will and after each use. Personal provide cleaning supplies for Occupants supplies must not be stored in these to sanitize spaces before and after use. spaces. The Facility Manager will Occupants will sanitize points of contact provide adequate cleaning supplies before and after use, including the and ensure there is a reservation interior of any shared locker and system in place to reserve the regulate themselves to ensure six feet of rooms. physical distancing is maintained. Showers will remain open, and all users Fitness Centers and Workout are expected to use sanitizing spray on Rooms shower high touch surfaces before and This section refers to employee fitness after use. centers in City facilities. It does not address fitness centers and workout Interior Bike Parking rooms in specialized facilities such as Bike parking, as applicable, will remain fire and police stations, nor fitness open. The Facility Manager will provide spaces within a community center or cleaning supplies for Occupants to clean other public- facing places. and sanitize racks after use. Occupants will sanitize racks before/after use and Fitness centers are typically provided as will regulate themselves to ensure six an amenity for employees. While gyms feet of physical distancing when locking may open during multiple State Phases, and unlocking bikes. Facility Managers the City cannot ensure compliance with will post signs reminding users about State regulations given the extensive physical distancing and occupancy staffing needed. All employee fitness requirements. spaces shall remain closed until further notice. Facility Managers will post City Vehicles signage indicating these spaces are to remain closed and lock the fitness Many City bureaus use shared vehicles rooms from use. Occupants must not for employee travel to job sites and to create other spaces within buildings to complete work tasks. Bureaus should exercise. develop COVID-19 vehicle use policies that outline expectations and procedures related to tracking Locker Rooms vehicle use, face covering use, physical Locker rooms will remain open to distancing requirements, and cleaning. support job functions that require locker room use, bike commuting, and other Oregon OSHA’s (OR OSHA) Temporary forms of exercise that can take place Rule Addressing COVID-19 Workplace outside such as running and walking, as Risks considers vehicles shared well as job functions that require equipment and requires the following:

• Work activities and workflow are designed to eliminate the need for any employee to be within six feet of another individual in order to fulfill their job duties unless the employer determines and can demonstrate that such physical distancing is not feasible for certain activities. (3)(a)(A) • When employees are transported in a vehicle for work purposes, regardless of the travel distance or duration involved, all occupants in the vehicle must wear a mask, face covering, or face shield unless employees are wearing respirators in accordance with the Respiratory Protection Standard (29 CFR 1910.134). (3)(b)(D) Please note that the City’s Face Covering Directive does not allow for face shields to be worn alone. Respirators should only be worn if your bureau has a Respiratory Protection Program and the respirator is being worn as PPE.

Based on the OR OSHA Temporary Rule Addressing COVID-19 Workplace Risks, the City’s November 5, 2020 Face Covering Directive, and best practices, the following recommendations are provided for bureaus:

• Bureaus should assess vehicle use to determine feasibility of six feet of separation between employees in vehicles. Bureaus should consider options to ensure six feet of physical distancing between employees in vehicles and limiting vehicle occupancy. • Bureaus should identify maximum vehicle capacity for each vehicle. • Bureaus should note circumstances when all employees in a vehicle will be wearing a respirator. • All vehicle occupants must wear face coverings. The only exception is when an employee is alone in a vehicle that is assigned to one employee for the entire day and all high touch surfaces in the vehicle are sanitized after use and the vehicle will sit for a minimum of eight hours before anyone else enters the vehicle. • Bureaus should keep a log of employees who use or occupy each vehicle for contact tracing purposes. • Bureaus should also have vehicle cleaning and sanitization procedures in place that follow the OR OSHA and CDC guidelines. The OR OSHA requires cleaning and disinfection for shared equipment (work vehicles) and high touch surfaces (steering wheels). Clean or sanitize vehicles with a focus on high touch surfaces (steering wheels, door handles, vehicle controls, etc.) at least every eight hours while in use; this would typically mean before and after use and/or before and after each work shift. Note: OMF City Fleet has procedures in place for sanitizing vehicles between users and before returning vehicles to service and requires employees to sanitize all frequently touched surfaces in each Fleet vehicle before and after use.

Health and Safety Assessment Expectations City Facility Managers are expected to address air circulation and filtration, water systems, and safety plans in each facility. It should be noted that for the duration of the State of Emergency, where health and safety of employees and visitors to City facilities will be prioritized, sustainability goals regarding building systems may be a challenge to

meet. • All air filters are maintained and replaced as necessary to ensure the Air Circulation and Filtration proper function of the ventilation Air circulation and filtration are helpful factors in reducing airborne viruses. The system; and CDC recommends considerations for • All intake ports that provide outside improving the engineering controls using air to the HVAC system are cleaned, the building ventilation system. maintained, and cleared of any debris that may affect the function Pursuant to the OR OSHA Temporary and performance of the ventilation Rule, Facility Managers are expected to system. optimize the amount of outside air • Where there is no HVAC system circulated through each City facility’s present, potentially reduce staffing or existing heating, ventilation, and air add portable High-efficiency conditioning (Heating Ventilation and Air Particulate Air (HEPA) air filtration Conditioning (HVAC)) system(s), to the units. extent the system can do so when • Encourage the use of operable operating as designed, whenever there windows to increase the intake of are employees in the workplace and the outside air, when such window use outdoor air quality index remains at would not increase risks to either “good” or “moderate” levels. This occupants (such as being near a does not require installation of new busy sidewalk at ground level). ventilation equipment. While not required to meet the provisions of the Water System American National Standards Institute Facility Managers shall follow the CDC (ANSI)/American Society of Heating, Guidance for Building Water Systems Refrigerating and Air-Conditioning for any facility that has a prolonged Engineers (ASHRAE) Standards 62.1 shutdown. and 62.2 (SHRAE 2019a, 2019b), to the degree a facility does so it is in compliance with this requirement. In Facility Safety Plans accordance with the HVAC Each City facility shall create or update manufacturer’s instructions and the their Facility Safety Plan to address the design specifics of the facility’s HVAC guidelines in this document. Facility system and as frequently as is Managers shall review emergency necessary, the Facility Manager must response plans and determine changes, ensure the following for each City if any, that are needed to evacuation facility. plans based on the guidance.

Common areas listed above and shall Facility Cleaning Expectations close Work Zones if supplies cannot be The CDC recommends routine cleaning provided due to shortages. At a to maintain a healthy work environment. minimum, sanitizing stations will be The Facility Manager shall ensure available at all entrances, elevator cleaning supplies are available for use lobbies, common areas and in each in individual workspaces and provided in Work Zone.

OMF Facilities has prepared guidance specific sites as needed to meet the for cleaning OMF facilities. As OMF staff demands of this emergency. manage janitorial contracts for many facilities citywide, staff are available to The Facility Manager will coordinate assist other Facility Managers in with the janitorial staff to create daily creating guidance for their facilities and cleaning maps of used spaces to allow coordinating janitorial contract issues. janitorial staff to focus efforts most Facility Managers are responsible for effectively. They will also confirm with ensuring the following cleaning janitorial staff when tasks were expectations are implemented: completed and direct janitorial staff to limit their movement to specific Work Zones or areas of a facility to minimize Oregon OSHA Temporary Rule exposure for janitorial staff and Facility Managers shall ensure the OR OSHA Temporary Rule cleaning and employees. sanitization requirements are implemented including the regular For Work Zones with shifts, the Facility cleaning or sanitizing of all common Manager will determine a sanitation plan areas, shared equipment, and high- with the janitorial supervisor to ensure touch surfaces at least once every 24 that an appropriate amount of time is hours if the workplace is occupied less built into the schedule in order to allow than 12 hours a day or at least every janitorial staff to effectively prepare the eight hours while in use, if the workplace occupied spaces between each shift. If is occupied more than 12 hours a day. time between shifts is not possible, employees are expected to clean their For locations with only ‘drop-in’ individual workspace between shifts, availability or minimal staffing, a regular schedule of cleaning and sanitation with Facility Managers providing meets this requirement, as does cleaning supplies. directing employees to sanitize their individual workspaces and surfaces Employee Cleaning before use. Expectations Employee expectations for cleaning Janitorial Cleaning Expectations individual workspaces and used Janitorial cleaning will remain at Level 2 common areas are outlined earlier. If for the duration of the State of shared individual workspaces are being Emergency. Level 2 redirects janitorial used, cleaning expectations between staff to increase cleaning and shifts shall be conveyed to employees to disinfecting high touch surfaces and reduces frequency of other cleanings, ensure spaces are ready for the next like floors. shift. Facility Managers are responsible for providing cleaning supplies for Facility Managers and employees are Occupants. Bureaus that are tenants in asked to be patient with cleaning non-City owned or managed facilities standards during this time. Additional are responsible for providing cleaning cleaning modifications may be made in supplies for their employees.

Site Response in Case of COVID-19 After a potential exposure in the workplace to a positive COVID-19 case, the Bureau Director (or delegate) and Facility Manager will act upon the options identified in the Illness in the Workplace Guidelines and Workflow, which includes the requirements of the OR OSHA Temporary Rule.

Supply Logistics The Facility Manager will coordinate the procurement of cleaning supplies and equipment needed to implement the Facility guidance requirements. Bureaus are responsible for other supplies and materials, such as face coverings. Facility Managers should collaborate citywide to identify supplies and equipment that are needed across bureaus so the City can explore the potential for a Citywide procurement of supplies and equipment. The COVID-19 Citywide Guidance Workgroup can assist with this collaboration. The BRFS Procurement Services Division and the ECC Logistics Section may also be able to assist with coordination of bulk product purchases.

ECC Logistics Collaboration The ECC Logistics Section has facilitated the procurement and distribution of critical supplies, equipment, and personnel to all City bureaus/offices since the start of the State of Emergency. This included cleaning supplies, Personal Protective Equipment (PPE), and equipment needed for facilities to implement health and safety guidelines such as physical barriers to promote physical distancing.

Going forward, per the ECC’s June 25, 2020 memo, all bureaus shall first seek to acquire supplies and equipment themselves. The ECC maintains a list of vendors for various items that can be provided to all bureaus/offices upon request. If a bureau is unable to acquire an item, the ECC Logistics Section may be able to assist with procurement, if staffing and resources allow.

Bureaus and offices are not required to request resources through the ECC in order to use incident specific cost centers. All bureaus and offices should use COVID-19 cost centers when procuring COVID-19 related supplies and equipment and follow the federal procurement guidance that was sent to bureaus from the ECC Finance Section.

IMPLEMENTATION distributed electronically, in printed format, and uploaded to the City’s Section Overview webpage. Documents will only be The implementation of Citywide printed upon request. guidance includes communicating rules and procedures, training employees on the guidance when working remotely Guidance Summaries and in City facilities and implementing The guidance document is long and the guidance across City facilities. covers a wide breadth of topics. The following supplemental documents can be found on the BHR COVID-19 Guidance Document employee webpage: The final guidance document will be distributed to City employees • Employee User Guide(s): One-page electronically. It will be uploaded to the reference sheet to help employees City’s intranet COVID-19 Staff understand what is expected from Resources page, hosted by the Bureau them when working in City facilities of Human Resources. The various and what is expected when working supplemental documents will also be remotely.

• Frequently Asked Questions (FAQs): An FAQ document for Facility Managers will help them answer employees’ questions quickly, track common concerns, and make sure the City is providing clear, consistent messaging. • Facility Checklist: The guidance outlines various actions building managers can take. A checklist will help Facility Managers track the new guidelines for each of their facilities. • Citywide Facility Guideline Matrix: Guidelines may be implemented in different ways across the various types of City facilities. This matrix is intended to convey the guidelines, both citywide and bureau specific, in effect at each facility. If there are different guidelines, the matrix will include an explanation as to why. Figure 3: An example of a City of Portland facility sign. • Guidance Updates: Guidelines will be updated based on input and • How to Properly Wear a Face feedback from the implementation Covering: Help employees wear process (next section) and/or based face coverings effectively and in on updated recommendations and a way that keeps everyone safe. directives from the CDC, OR OSHA, • Self-Assessment Health Survey: the State and Multnomah County. Summary of self-assessment questions and reminders to all Facility Signage employees to complete the The COVID-19 Citywide Guidance assessment before reporting to Workgroup collaborated with the Facility work. Managers, Bureaus’ Communications • Facility Entry Expectations: Teams, and the Emergency Convey expectations regarding Coordination Center Joint Information meetings by appointment only, Center to design and issue City of face covering requirements, self- Portland signage to use across all City assessment health survey, and facilities. The collection of Facility sign-in procedures, including why signage available includes: and how information is being collected. • Health and Safety: Remind • Building Movement and employees about physical Wayfinding: Convey directional distancing, washing hands, wearing routes within facilities including face coverings, cough and sneeze lobbies, elevators, stairwells and etiquette, and symptoms to be aware other places to maintain physical of. distancing.

• Floor Maps and Work Zone examples: Assist Facility Managers in configuring Work Zones. • Work Zone Designations: Remind employees of the limits of the expected work areas. • Occupancy Capacities and Configurations: Ensure people can properly maintain physical distance by reducing occupancy limits in common areas, meeting rooms, and elevators. • Area Closed: Convey which areas within City facilities will not be available for use. • How to Clean Individual Workspaces and Common Areas: Convey expectations and provide instructions on what and how to clean. • In the Field Work Area: Alert the public of a City of Portland work area and reminders on health and safety standards, like wear a face covering, stay at least six feet away etc.

Change Management and Training Since March 2020, employees have adjusted the way they work remotely or in City facilities. With the issuance of the guidance and the extended duration of the State of Emergency, additional adjustments are expected. Trainings on this guidance and the new ways of working are important for employees to further adjust to working during a pandemic. Trainings will fall into four categories: leadership, implementation partners, managers and supervisors, and all employees.

Leadership • Townhall: Opportunities for employees to hear from the COVID-19 Policy Team on the official direction on the guidance, and for the COVID-19 Policy Team to collect feedback from employees on the guidance and their work experiences over the past few months. Townhalls were held on September 30, October 5, and October 30, 2020. • Workshop: A facilitated Bureau Director focused workshop to review the guidance, convey roles, expectations and agreements on accountability and share perspectives and concerns. This workshop was held on September 17, 2020.

Implementation Partners • Human Resource Business Partner (HRBP) trainings: The guidance relies on bureau HRBPs for assistance with accommodations, compliance and trainings. HRBPs will be trained on the guidance and expectations for employees, managers, and supervisors. HRBPs will work with Bureau Directors to develop an implementation strategy for their bureau and will work with managers and supervisors to reinforce the strategy with their employees. • Facility Manager Workshop: This will be an opportunity to collaboratively test cleaning and behavioral protocols in partnership with the OMF Facilities pilot. The group will discuss what is working in facilities that are currently operational and identify guidance adjustments that are needed.

The contracted City Security team that are currently operational. Facility representatives will be included in Manager representatives across the workshop to provide input on bureaus that own facilities will continue their role and responsibilities for to convene as a group on a regular facility access. This workshop was basis for the duration of the State of held on November 12, 2020. Emergency to identify and discuss adjustments and new guidance that may Managers and Supervisors be needed. Training(s): Mid-level manager and supervisor focused trainings to review Currently Operational Facilities the guidance, convey roles, discuss Throughout the City’s response to the expectations and agreements on State of Emergency, 40% of City modelling the guidance, recommend employees have continued to report to ways to manage employees consistent work at City facilities. Some of these with these guidelines, and share facilities have implemented bureau specific health and safety guidelines perspectives and concerns. BHR has over the past few months to ensure several trainings available in December continuity of City operations while 2020 that provide managers and reducing the risk of exposure to COVID- supervisors with training on how to 19 for employees. manage remote and hybrid teams. For all facilities that are currently Employees operational Facility Managers will review Training Video(s): The COVID-19 the Citywide guidelines and implement Citywide Guidance Workgroup will the guidelines that are not already in collaborate with BHR and consultants to place. Many of these facilities have develop a City e-Learner training that unique risk and safety needs, and some includes OR OSHA Temporary Rule Facility Managers and/or Bureau Safety Officers may issue additional guidance training requirements and demonstrates for their operations and the safety of new ways of working in alignment with their employees. Facility Managers will the guidelines. Bureaus shall also collaborate with the COVID-19 supplement the citywide training with Citywide Guidance Workgroup on a bureau specific training to address, at a Citywide Facility Matrix, which will minimum, the OR OSHA Temporary identify the guidelines, both citywide and Rule training requirements not covered bureau specific, that are in effect at citywide. each facility. If there are different guidelines, the matrix will include an explanation as to why. Facility Guideline

Implementation With the issuance of the guidance, and While each bureau can procure signage, the extended timeline for employees equipment, and supplies on their own, Facility Managers are encouraged to working remotely, the facility protocols work collaboratively with the COVID-19 will be implemented in stages, with priority implementation in City facilities

Citywide Guidance Workgroup to identify and coordinate signage, equipment and supplies needed for implementation. BRFS Procurement Services Division and the ECC Logistics Section may be also be engaged in this effort.

Facilities Currently Restricting Access Facilities currently restricting access will continue to do so until further notice from the COVID-19 Policy Team. In March 2021, the team expects to communicate a timeline for when the City will begin to allow additional, yet still limited, access to City facilities.

During this time, Facility Managers will prepare these facilities for increased access. This will include the following:

• Preparation, Procurement, and Logistics: Facility Managers will work collaboratively with the COVID-19 Citywide Guidance Workgroup to identify and coordinate the signage, equipment and supplies needed for implementation of the protocols, in anticipation of future increased access to facilities. BRFS Procurement Services and the ECC Logistics Section may be also be engaged in this effort. • Work Zones: Facility Managers will work collaboratively with their bureau tenants to determine Work Zones and occupancy limits in preparation for future increased, but still limited, access. • OMF Pilot: OMF Facilities will pilot the following guidelines:

o 1900 Building (2nd floor): This location was selected as it is a facility that is

currently restricting access; has a mixture of employees and public Work Zone spaces; and the primary tenant, BDS, has implemented interim protocols which can be adapted to the guidelines. Focus of the pilot will include, but is not limited to, elevator capacity restrictions, janitorial service, employee self-service of janitorial supplies after meetings and use of common areas, sanitation stations, signage and wayfinding, and the establishment of designated Work Zones. o Portland Police Bureau (PPB) Facilities: OMF Facilities will also work with the Police Bureau to implement the guidelines across relevant PPB facilities. These sites were selected as there are immediate needs for additional cleaning protocols and all PPB sites have continued to remain operational. o Non-Bureau Specific Work Zone Space: With the extended timeline for working remotely, OMF Facilities will initiate a Non- Bureau Specific Work Zone space in one of OMF’s downtown locations. The purpose of this space is to provide an alternative location for those employees whose remote work sites are not ideal and cannot work remotely or in a facility.

• Print Room Alternative: This could also include a drop-in print and mail room for employees working remotely that won’t require employees to go to a Work Zone. • Large Meeting Room: At the Portland Building, OMF Facilities will initiate a large meeting room pilot that will allow bureaus, divisions, and teams, to gather for a short period of time on an infrequent basis. Groups will be limited to comply with the State’s indoor gathering restrictions and to follow the guidelines outlined in this document. • Facility Owning Bureaus: Facility owning bureaus may choose to pilot the guidelines in their facilities during this time.

Updated Guidance Modifications, additions, and updates to the guidelines will be made based on input and feedback from implementation of the guidelines at currently operational facilities, the OMF Pilot, and any updated recommendations and directives from the CDC, OR OSHA, the State and Multnomah County. Modifications will be communicated to the Facility Managers for implementation across their respective facilities. Updated guidance materials will be distributed to all employees.

Citywide Facility Limited Access Implementation In March 2021, the COVID-19 Policy Team will revisit public health direction, assess vaccine distribution, and communicate a timeline for when we will begin to allow additional, yet still limited, access to facilities for City staff who have been working remotely or have been unable to perform their work during the pandemic.

Phase 2 - Long Range Planning In 2013, City Council passed Resolution 37017 directing bureaus to maximize investment in City owned facilities by maintaining full occupancy and minimize the use of leased space unless the bureau’s needs cannot be reasonably met. To support this resolution, and in recognition of the change in where and how people work, OMF will:

• Work collaboratively to identify bureaus or divisions that may be able to relocate from out-lease spaces expiring between now and the end of 2021, to City-owned spaces where possible. An exception process will be implemented for bureaus unable to comply with the Resolution. • Engage a broker to begin negotiations with landlords in longer term lease locations about the possibility of finding new tenants to take over those leases. • Query bureaus in existing OMF-owned buildings whether they will reduce their footprint thereby allowing others to relocate into City-owned spaces and/or convert some locations to hoteling spaces.

In FY 2021-22, informed by the implementation of extended teleworking and the transition from leased to owned space, the Long Range Facilities Master Plan project will revisit bureau space needs and the City’s facility portfolio, and determine an updated approach to the City’s long-term facility needs. This may include consolidating space, multi-bureau partnerships on similar facility needs, and disinvestment in property no longer needed to meet core services or service levels.

APPENDIX

DEFINITIONS

COVID-19 Policy Team: The City of Portland leadership providing citywide direction and strategy regarding the City’s COVID-19 response. The team is comprised of the Mayor’s Chief of Staff, the Chief Administrative Officer, the Portland Bureau of Emergency Management Director and the Bureau of Human Resources Director.

Face Covering: The State of Oregon defines a “face covering” as a cloth, paper, or disposable face covering that covers the nose and mouth. The City will follow the State’s definition of “face covering” for the purposes of this guidance, including any amendments to the definition. According to the CDC’s guidance, face coverings are one of several measures that help decrease the spread of the virus.

Facility: A facility owned by the City (including space leased to others where the City retains control to impose its requirements), and City-leased space in facilities owned by others. A City Facility or Worksite may be a building or other structure, an assemblage of several buildings in a campus, or site area, such as fleet parking or operations yards, which support City functions and where employees report to work.

Facility or Worksite Manager: The bureau/office/person responsible for operationally managing and making decisions for a specific City facility or worksite.

Field Site: The location where a City of Portland employee is reporting to work, such as an inspection site, that is not in a City Facility or a designated City Worksite.

High Touch Surfaces: Per the CDC, high touch surfaces include tables, doorknobs, light switches, countertops, handles, desks, phones, keyboards, toilets, faucets, sinks etc. Human Resources Business Partner: A Bureau of Human Resources Employee Relations team member assigned to provide Human Resource support to a specific bureau or bureaus.

State Phase: The State of Oregon designated stage of re-opening that a particular Oregon county is in at any one time. Each phase has various levels of restrictions on gathering sizes, capacity limits for business and guidelines, which may be amended from time to time by the State or by executive order.

Telework Categories: • Primarily Remote Work: Employees who work predominately or exclusively from a remote site, such as their home, typically those who can work virtually with technology for extended periods of time with no loss in productivity.

• Hybrid Remote and Onsite or Field Work: Employees who split their time between remote work and work at a City Facility, Worksite, or Field Site, typically those who can work virtually with technology but also require or benefit from in-person interaction to ensure a productive, unified team and/or complete customer services. • Primarily Working On-Site: Employees who work predominantly or exclusively from a City Facility or Field Site, typically those for whom working virtually with technology is not possible or would result in a loss to productivity or customer service.

Tenant: The bureau/office which occupies a Facility for their work and their employees.

Vendor or Contractor: Individuals or entities contracted to provide goods and services, to perform public improvements and construction services, or to perform professional services to the City of Portland.

Work Zone: Areas within a Facility a typical employee will occupy during the workday (i.e. an employee will spend time at their desk, the restrooms, in break spaces, and the printer area throughout the workday). This may be determined to include a separate suite within a building, an entire floor, or an entire building.

Work Zone Occupancy Level: The maximum number of occupants allowed at one time within each Work Zone, as defined by the maximum gathering size for a State Phase.

GUIDANCE BASIS The workgroup guidance is consistent with the following Federal and State guidelines: • Federal Government Opening Up America Again “Guidelines for Employers – All Phases” • State of Oregon Reopening Oregon / Building a Safe & Strong Oregon • Oregon OSHA Temporary Rule 437-001-0744 Addressing COVID-19 Workplace Risks

The workgroup looked to the following in developing the guidance:

• Centers for Disease Control and Prevention • Federal Emergency Management Agency, including Ensuring Civil Rights During the COVID-19 Response • Equal Employment Opportunity Commission (EEOC), including COVID-19 and the Americans with Disabilities Act (ADA) • Occupational Safety and Health Administration (OSHA), including: o OSHA workplace guidance; o OSHA protecting workers during pandemic; and o Oregon-OSHA pandemic guidance • American Industrial Hygiene Association (AIHA) • Oregon Health Authority, including: • Oregon General Guidance for Employers on COVID-19

WORKGROUP The multi-bureau citywide workgroup was formed to develop citywide guidance for a staged reentry of City facilities that have been offline, for the continued safe utilization of facilities that have been in operation throughout the pandemic, and for employees working remotely.

Workgroup Members The multi-bureau work group includes the following: • Project Sponsor: Carmen Merlo, Deputy Chief Administrative Officer • Project Manager: Geraldene Moyle, Strategic Projects & Opportunities Team • Bureau of Human Resources: Michelle Cole, Anais Keenon, Joel Michels, Sukho Viboolsittiseri, Ron Zito • Bureau of Technology Services: Elonda Bristol, Chris Cavanagh, Patricia Joy Silvey, Amy Tuttle • Bureau of Revenue and Financial Services: Patrick Hughes, Jennifer Thomason • Office of the Chief Administrative Officer: Kyle Christopher, Francisca Garfia, Manny Guerra, Laura Oppenheimer, Diana Shiplet, Kristen Wells • Office of the City Attorney: Linda Law, Fallon Niedrist • Office of Equity and Human Rights: Nickole Cheron, Koffi Dessou, Jeff Selby

Outreach Outreach to bureaus and stakeholders is a key component of the development of the guidance and included the following: • Citywide employee outreach: comment form, citywide employee survey, and communication of results of survey. • Stakeholder outreach: meetings and opportunities to review and provide input on the guidance topics and draft guidance with the following: o Bureau Directors o Bureau Facility Managers o BTS Customer Stakeholder Group o Business Operations Leadership Team (BOLT) o Cross Bureau Employee Well-Being Coordination Group o Emergency Coordination Center and Bureau COOP Planners o Equity Managers o Labor Relations o OMF Facilities Tenants o Safety Partnership Outreach Team

CITY FACILITIES OMF Owned • 1900 Building: Auditor, BDS, BES, • Sixth & Main: PBOT, BHR BHR, BPS, BTS, OMF-Facilities, • Union Bank: Water (project specific) PBOT, PFR, PPR, PWB • 110 NW 3: PPB • City Archives: Auditor • 1201 NE Lloyd: PPB • City Hall: Attorney, Auditor, OMF- Facilities, Civic, Council, OGR • 319 SW Washington St: Children’s Levy • East Precinct: PPB, OMF-Fleet • Salem Local Government Center: OGR • Emergency Coordination Center: • Oregon Street: Police Community PBEM, PWB, OMF-Facilities, OMF- Oversight Fleet • Jerome Sears Building: OMF- Facilities, PBEM, PFR, PPB, PWB Bureau of Environmental • Justice Center: PPB, BHR, BTS Services Owned • Kelly Building: PPB, Civic, OMF- • Columbia Blvd Wastewater Treatment Facilities, OMF-Fleet Plant: BES • Kerby/Albina (w/PBOT): PBOT, • Guilds Lake Industrial Center: BES, OMF-Fleet, BES, BHR PPB • North Precinct: PPB • Filtration Plant: PWB • Portland Building: BES, BHR, BRFS, • Inverness Pump Station: BES BTS, CAO, OMF-DAM, CBO, Civic, • Materials Testing Lab: BES, PBOT OCT, OEHR, PBOT, PPR, PWB • Pump Station Maintenance Building: • Portland Communication Center: BES BOEC, BTS, BHR, OMF-Facilities, • Swan Island CSO Pump Station: BES PFR • Tryon Creek Wastewater Treatment • Police Training Airport Way; PPB, Plant: BES OMF-Facilities • Water Pollution Control Lab: BES, • Rivergate Vehicle Storage: PPB OMF-Facilities • St Johns Traffic: PPB Portland Bureau of Transportation Leased • 10th & Yamhill SmartPark: PBOT • Columbia Square: BRFS • 1st & Jefferson SmartPark: BES, BTS, • Commonwealth Building: OMF-Fleet, OMF-Facilities, Civic, PBOT, PHB PPB, PPR, PWB • Crown Plaza: BHR (Daycare) • Gumbert/Valvoline Building: PBOT • Harrison Square: FPDR • Kerby/Albina (w/OMF): PBOT, OMF • Hayden Meadows: BRFS • Naito/Davis SmartPark: PBOT, PPB • SE Warehouse: OMF • Streetcar Maintenance Facility: • Jacobs Building: BDS PBOT • Multnomah Plaza: PPR • Sunderland Yard: PBOT, OMF • Pioneer Tower: BES, BHR

Portland Parks & Portland Fire & Rescue Recreation • Belmont Museum: PFR • Chimney Park: PPR • Fire Logistics / Fire • East Zone Headquarters: PPR Marshal’s Office: • East Delta Park: PPR PFR, PBOT, BTS • Flavel Maintenance Facility: PPR • Fire Main Office • Gabriel Park: PPR (at Station #1): • Hoyt Arboretum: PPR PFR, BHR • Lair Hill Park: PPR • Fire Training Center: PFR, PBEM • NE Zone Headquarters: PPR • Fire Stations X- XX: PFR • Mt Tabor Yard Facility: PPR, OMF-Fleet, PBOT Portland Water Bureau • Sylvan Westgate: PPR • Hazelwood: PWB • Washington Park: PPR • Interstate Campus: PWB, BHR • All Community Centers OMF-Fleet • Powell Butte Reservoir: PWB • Powell Valley: PWB, BOEC • Sandy River Station: PWB, OMF

Photo Credits

Cover Photo Twitter.

Office of Management and Finance Page 25 employees sitting in the Portland Building’s Lizzie K. Weeks room. Photo Portland Building 9th Floor Kitchen area. by Laura Oppenheimer. Photo by Francisca Garfia, Office of Management and Finance. Page 8 Page 28 Parks employees standing in Peninsula Park. Photo by Portland Parks & Portland Building from fourth street. Recreation. Photo by James Ewing via Architectural Record. Page 11 Page 36 Face covering options. Photo by The New York Times. Temporarily closed sign in Portland’s The Fields Park. Photo by Eater Page 14 Portland.

Bureau of Environmental Services Page 39 employees standing outside for a meeting. Photo by Bureau of A City of Portland Facility Entry Environmental Services via Twitter. Expectations sign. Sign created by the Portland Bureau of Transportation’s Page 19 graphic design team.

Accessing Microsoft Teams. Photo by Page 42 University College London. The Portland Building’s second floor Page 20 elevator lobby. Photo by Francisca Garfia, Office of Management and The Chinese Friendship Association of Finance. Portland, Northwest Chinese Alliance, and Portland Suzhou Sister Association Page 45 personal protective equipment donation. Photo by Portland Bureau of Emergency A TriMet bus crosses I-5 on the Management via Twitter. Burnside Bridge during Stay at Home orders with the Steel Bridge, Convention Page 24 Center, Moda Center and Lloyd District in sight. Photo by Chris Liedle via Maintaining the City’s fire hydrants. KATU. Photo by the Portland Water Bureau via