EfficiencyOne Service Provider Obligations

EfficiencyOne Service Provider Obligations

The Service Provider shall comply with all of the following obligations when providing the Services (as that term is defined in the Master Agreement(s)) at the customer’s/client’s Site (Site defined to include home or business location where the Services are provided):

  1. Health Protection Act Order and Public Health Directives
    • The Service Provider will comply at all times, and ensure its employees and subcontractors comply at all times, with the Order issued by the Chief Medical Officer of Health for the Province of Nova Scotia under section 32 of the Health Protection Act, SNS 2004, c 4, as amended and/or revised from time to time, and any associated public health directives issued by the Province of Nova Scotia, (the “Order”). This includes, but is not limited to, the following obligations:
      • Physical Distancing: Maintaining physical distancing requirements, i.e. 2 meters (6 feet) between individuals; and
      • Gathering Limits: Where physical distancing cannot be maintained due to size of location, ensure the number of people present does not exceed the gathering limits/restrictions as set out by the Order. For greater certainty, at the time of the signing of this Addendum Agreement, the maximum number of individuals allowed to gather is ten (10) people.
  1. Contact Tracing
    • The Service Provider must have a documented process/procedure in place that can assist with contact tracing of its employees/subcontractors’ employees that visit customer/client sites in the event they are required to do so by public health officials. This process/procedure must, at a minimum, be capable of:
  • Identifying the employee;
  • Providing a daily log of all customers, clients, and colleagues the employee had contact with, including the type of contact, and length of time; and
  • Identifying address and phone number of every contact.
  1. Training
    • Before providing any further Services, the Service Provider must provide training to all employees and any subcontractors’ employees involved in the delivery of the Services, on all COVID-19 Safe Work Practices. This includes, but is not limited to, training on:
  • EfficiencyOne’s COVID-19 Safe Work Practices, which may be revised from time to time by EfficiencyOne at its sole discretion. EfficiencyOne will provide a copy of its COVID-19 Safe Work Practices to the Service Provider upon execution of this Agreement, and shall provide any revised version to the Service Provider within two (2) Business Days of implementing such revised version. The Service Provider shall be responsible for advising its employees and subcontractors’ employees of any revisions to this document upon receipt of the revised version;
  • Proper procedures to put on, remove, and clean masks or face coverings;
  • Proper procedure for donning and removing single-use gloves;
    • The Service Provider must ensure that each of its individual employees or subcontractors’ individual employees has received the training set out in Section 3.1 hereof, before that individual employee or subcontractors’ employee is permitted to report to a customer’s/client’s site.
  1. Employee “Fit for Duty”

Service Providers must implement a daily screening process (e.g. checklist) where employees, and subcontractors’ employees as applicable, certify they are not required to self-isolate or self-quarantine due to risk factors and certain requirements as set out in the Order.

  • The Service Provider’s employees and any subcontractors’ employees, must at least confirm to the Service Provider or the Subcontractor (where applicable) that prior to working at a customer’s/client’s site, the employee is not, and is not a close contact of a person:
  • Who has travelled out of province within 14 days;
  • Who has been diagnosed with COVID-19 and has not yet recovered;
  • Who has been tested for COVID-19 and is awaiting the results of their test; or
  • Who is exhibiting symptoms consistent with the presentation of COVID-19 as outlined by the Nova Scotia Department of Health and Wellness or public health officials, and as updated from time to time.

Service Providers shall require that any employee exhibiting symptoms consistent with the presentation of COVID-19 not attend the Service Provider’s place of business or any location where the Service Provider conducts work.

  • Self-Quarantine or Self-Isolation

In the event self-quarantine or self-isolation of an employee/subcontractors’ employee is required, the Service Provider is to ensure that the employee/subcontractor’ employee is closely adhering to all current requirements of the Order.

  1. Handwashing
    • The Service Provider will require employees/subcontractor’s employees to practice frequent hand hygiene as recommended by public health officials.
    • The Service Provider must provide any employee/Subcontractor that is performing a client/customer site visit with hand sanitizer or sanitizing wipes, for use where access to handwashing facilities is limited.
  2. Cleaning the workplace
    • The Service Provider shall implement workplace cleaning practices/protocols to clean and disinfect all high-touch surfaces.
      • Single-use gloves will be required when employees/Subcontractors’ employees are working on site.
    • Individuals using single-use gloves are to be trained in proper procedure for donning and removing gloves.
      • Equipment is to be cleaned before and after each use (e.g. tools, writing instruments, blower door units, etc.); and
      • High touch areas of vehicles are to be cleaned at least twice per day.
  1. Document Handling
    • The Service Provider will implement the following minimum document handling procedures for the delivery of the Services:
      • Documents will be submitted (or issued) electronically, whenever possible; and
      • Paper documents are to be handled with gloves or isolated for 24 hours before handling.
  1. Respiratory etiquette and non-medical masks and face coverings*
    • The Service Provider will encourage employees/subcontractor’s employees to practice proper respiratory etiquette by posting notices to encourage coughing or sneezing into one’s arm or a tissue, at a minimum.
    • The Service Provider will require its employees and subcontractors to wear non-medical medical masks or face coverings while conducting onsite activities at the client’s / customer’s site.

* note – government officials have advised that medical masks or respirators (e.g., N-95 respirators) must be conserved for health care workers and others providing direct care to COVID-19 patients and their use outside of healthcare settings or other industries where respirators are routinely used is not recommended.

  • The Service Provider must ensure that employees, and subcontractors as applicable, are trained on proper procedures to put on, remove, and clean the masks or face coverings.
  1. Limit Event / Gathering Size
    • The Service Provider must limit events and non-essential gatherings to no more than the Gathering Limits.
    • The Service Provider will require its employees/Subcontractors not to engage in gatherings of more than the Gathering Limits.
  2. eating on the Job
    • The Service Provider will require that no employees/Subcontractor’s employees eat while at the customer’s/client’s site.
  1. Pre-Appointment Check
    • Pre-entry Requirements/Risk Assessment:

Prior to the entry of Service Provider’s employees/Subcontractors’ employees at the customer/client site, the Service Provider will require its employees/subcontractors’ employees to conduct a pre-entry requirement/risk assessment review.  At a minimum this pre-entry requirement/risk assessment review will include the following:

  • If Services are being carried out in organizations or businesses that are subject to closure or limitations under the Order, check and ensure delivery of the Services/work is compliant with the Order.
  • Confirm no one present at the customer/client site is, or is a close contact of a person:
  • That has travelled out of province within 14 days;
  • That has been diagnosed with COVID-19 and has not yet recovered;
  • That been tested for COVID-19 and is awaiting the results of their test; or
  • That is exhibiting symptoms consistent with the presentation of COVID-19 as outlined by the Nova Scotia Department of Health and Wellness or Public Health Officials, and as updated from time to time.
    • Confirm that the existing site conditions:
  • Will allow the Service Provider’s employee(s) and the individuals at the customer’s/client’s site to maintain physical distancing of 2 metres (6 feet) whenever they can; or
  • Will not result in the Gathering Limits being exceeded, where physical distancing cannot be maintained due to size of location.
    • Pre-Appointment / Pre-Entry Risk Mitigation Plan:

Where any risks are identified during the pre-appointment check and/or the pre-entry requirements review, the Service Provider must develop and implement a risk mitigation plan prior to the entry of its employees/subcontractors’ employees to the customer/client site.  At a minimum this risk mitigation plan must be compliant with the Order, and reviewed by:

  • The customer/client;
  • The Service Provider;
  • The individual(s) performing the on-site Services, on behalf of the Service Provider; and
    • The Service Provider, prior to providing the customer/client with the Services on site, must review the Customer Consent form with the customer/client, to confirm their understanding, and obtain written consent to proceed with the provision of the Services. The Customer Consent form will highlight the COVID-19 procedures the Service Provider has agreed to as part of their obligations to EfficiencyOne. A template of the Customer Consent form will be issued to the Service Provider by EfficiencyOne, and may be updated from time to time. Customer consent may be given in writing or electronically.

An executed Customer Consent Form shall be maintained by the Service Provider in respect to each site.  These forms shall be available for review by EfficiencyOne during regular business hours of the Service Provider upon reasonable notice having been provided.

  1. Unsafe Conditions at The Customer/Client Site
    • If a Service Provider’s employee/Subcontractor’s employee does not feel safe, or if persons on-site at the customer’s/client’s site are not adhering to the guidelines (e.g. physical distancing, gathering limits, self-isolation/self-quarantine, etc.) they are to leave and let the customer/client know that the Service Provider will be in contact.
      • The Service Provider must inform EfficiencyOne as soon as possible of any occurrence where an employee/Subcontractor’s employee leaves a customer/client site due to reasons as outlined above in 1.
  1. COVID-19 Supplies and Personal Protective Equipment (PPE)
    • The Service Provider must provide the following additional COVID-19 supplies and Personal Protective Equipment (PPE) to all its employees and ensure its subcontractors provide same to its employees:
  • Hand sanitizer, or sanitizing wipes;
  • Single-use gloves;
  • Non-medical masks and face coverings; and
  • Cleaning and disinfecting products for equipment, workspaces and vehicles.
    • The Service Provider will require that their employees and Subcontractors’ employees Do NOT share PPE.
    • The Service Provider will clean and disinfect reusable equipment as per manufacturer’s guidance.