INTERNAL SERVICES DEPARTMENT COVID-19 RECONSTITUTION PLAN JULY 31, 2020
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ISD COVID-19 RECONSTITUTION PLAN
ISD COVID-19 RECONSTITUTION PLAN
TABLE OF CONTENTS Message from the Director ..................................................... 4 Areas of Focus ....................................................................... 5 Staffing & Safety ..................................................................... 6 Facility Adjustments ...............................................................10 Training & Support ................................................................ 17 Messaging & Communication ............................................... 20 Financial Considerations ...................................................... 22 Appendices .......................................................................... 23
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ISD COVID-19 RECONSTITUTION PLAN
A MESSAGE FROM THE DIRECTOR Los Angeles County is committed to serving the public and responding to the most complicated social, health and public safety challenges. In recent months, the County’s ability to serve the public has been significantly impacted by the COVID-19 pandemic. The need for public assistance has expanded due to an enormous increase in the number of residents and businesses experiencing extreme hardships. People are facing difficulties every day and the County is being called upon to step up efforts in providing vital services. Since the start of the pandemic, the Internal Services Department (ISD) has successfully maintained all of our operations by swiftly adapting to emerging situations. We never closed our doors and continued to deliver high quality services to support our customer departments. The hard work, dedication and teamwork of our workforce has been on full display and produced measurable results in public service. As the County prepares for the gradual easing of health order restrictions, ISD remains committed to providing critical support services that will enable the County to reopen facilities to the public and fulfill its core mission. We stand united with all County departments and employees who have demonstrated professionalism, courage and sacrifices during the current state of emergency.
ISD COVID-19 RECONSTITUTION PLAN
AREAS OF FOCUS The Internal Services Department (ISD) has limited public facing responsibilities and has continued to provide services without interruption throughout the Safer at Home order while employing all available health and safety measures, such as telework, face covers, and frequent hand washing. In preparation for returning additional staff to work in physical facilities, ISD has created “Workplace Behaviors”, which incorporate the Public Health Officer Order, to be followed by all employees in the wake of the COVID-19 public health emergency. Following are preparation measures that ISD has taken, or will be taking, as well as adjusted processes to accommodate specific tasks:
STAFFING & SAFETY FACILITY ADJUSTMENTS TRAINING & SUPPORT MESSAGING & COMMUNICATION FINANCIAL CONSIDERATIONS
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ISD COVID-19 RECONSTITUTION PLAN
1. STAFFING & SAFETY • Although many ISD functions are not suitable for telework, ISD continues to review staff positions and corresponding tasks, as well as implementing other types of flexible scheduling wherever possible and when warranted, in order to maximize the option to telework for its staff. Telework has been available to employees since March 16, 2020 and has been working successfully. • Effective July 1, 2020, ISD implemented its new COVID-19 Telework Guidelines (APPENDIX A), which offer employees the ability to request their preference from many different work schedule options that allow for flexibility based on job functions and responsibilities. Employees can submit a request for the schedule of their choice, and the Department has the flexibility of approving requests in such a way that minimizes the number of employees onsite at the same time, while ensuring that it can provide critical services and meet County needs during the COVID-19 heath emergency.
Under ISD’s new COVID-19 Telework Guidelines, 53% of ISD employees are on an approved telework plan.
STAFFING & SAFETY Telework Guidelines During COVID-19 Emergency (APPENDIX A)
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STAFFING & SAFETY • Spatial planning is being employed at all ISD facilities, and a new online reservation system is being developed for employees to reserve specific communal cubicles for their use on particular days. ISD Finance Weekly Floor Plan (APPENDIX B)
STAFFING & SAFETY • Appropriate Personal Protective Equipment (PPE) has been issued based on the employees’ duties, and sufficient quantities are continuously available for all staff. o Face coverings are available for all staff. o Nitrile/Latex gloves are available to staff whose duties include the need for them. o Hand sanitizer is being distributed to each employee, and the public has access to restrooms located near the front lobby entrance for hand washing. Additionally, ISD has provided surface disinfectant and paper towels at communal locations for employee use when needed. • Physical distancing is encouraged at all times. • For employees needing assistance with caregiving of a minor or elder family member, ISD has provided the following information: Information from local or state government for eldercare resources are limited to MediCal eligible beneficiaries who are enrolled in Medi-Cal Managed Care. Additionally, there are private entities that provide various levels of care for adults. CHILDCARE: o Childcare Alliance Los Angeles – https://www.ccala.net o California State website - https://COVID19.ca.gov/childcare/ o California Childcare Resource and Referral Network - https://rrnetwork.org/familyservices/find-child-care ELDERCARE: o https://www.dhcs.ca.gov/services/Pages/Community-BasedAdultServices(CBAS) AdultDayHealthCare(ADHC)Transition.aspx
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ISD COVID-19 RECONSTITUTION PLAN
2. FACILITY ADJUSTMENTS 1100 N. EASTERN AVENUE, ISD HEADQUARTERS • SIGNAGE – Set up at all public facing locations/areas including parking lot entrance, front entrance, and elevators.
Parking lot guard station signage
Elevator signage throughout ISD facilities
Lobby entrance signage
Detail of elevator signage
FACILITY ADJUSTMENTS • FRONT LOBBY SECURITY GUARD DESK – Installed an acrylic partition on the front part of the Security Guard Desk.
Eastern front lobby security guard desk with partition installed
• CASHIER WINDOW – An existing security glass partition between staff and the public keeps both parties safe. Since the beginning of the Safer at Home order, the Cashier Window has been staffed by one employee at a time on alternating workdays. This arrangement will remain in place for the balance of the COVID-19 public health emergency.
Eastern cashier’s window with existing glass partition
• LUNCHROOMS AND BREAKROOMS – Facilities staff are monitoring the use of these rooms, which employees are entering only to use refrigerators, microwaves, and toaster ovens. Employees are eating lunch at their desks or outdoors.
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FACILITY ADJUSTMENTS
• BID DESK – Installed an acrylic partition on the front part of the Bid Desk where vendors normally drop off bids in response to solicitations.
Eastern bid desk with partition installed
• PURCHASING AND CONTRACTS ADJUSTED PROCESSES – o Use of technology for communication is being maximized for all meetings, including vendor fairs. o Vendors/contractors may submit bids and proposals electronically in response to solicitations. o Virtual meeting technologies are being used in lieu of in-person meetings and site visits required by Purchasing and/or Contracting policies and procedures. o Vendor Self Service (VSS) link: https://doingbusiness.lacounty.gov/ The website highlights three urgently required services/goods allowing vendors interested in submitting bids/proposals for those goods or services to easily do so: 1. Request for Quotes for Medical Shelter Rooms, 2. Personal Protective Equipment, and 3. COVID-19 Donations. The VSS website also allows vendors/contractors to register their business with the County, provides them with access to view open solicitations, awarded contracts, and other key information.
FACILITY ADJUSTMENTS County of Los Angeles Internal Services Department Presents
Virtual Contract Connections vendor fair flyer
CONTRACT CONNECTIONS Physically Distanced, Virtually Connected
Learn how to register as a vendor to do business with Los Angeles County. Learn about preference programs and small business funding. Discover opportunities about upcoming Countywide solicitations and how to become a qualified contractor for various County Master Agreements.
RSVP by Friday, July 24, 2020 at https://www.surveymonkey.com/r/CCRSVP2020
Questions contact: ISDContracts@ISD.lacounty.gov
Screenshot of the LAC VSS homepage (https://lacovss.lacounty.gov/webapp/ VSSPSRV11/AltSelfService)
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FACILITY ADJUSTMENTS BUILDING 1102 BUILDING 1102
Not public facing, except for the warehouse loading dock. The building has large open spaces; employees physically distance wear face covers. Signage has been placed sidespaces; Not public facing, except for theand warehouse loading dock. The building has largeatopen entrance to the building where there is a heavily used large hallway. There is signage employees physically distance and wear face covers. Signage has been placed at sideposted at the warehouse forthere delivery entrance to the loading buildingdock where is a trucks. heavily used, large hallway. There is signage posted at the warehouse loading dock for delivery trucks.
Warehouse loading dock signage with detail
BUILDING 1104 Not public facing, but the building is shared with the Fire Department, Sheriff’s Department, and Centerra (the contractor that services County vehicles). The building has large open spaces; employees physically distance and wear face covers.
BUILDING 1106 Not public facing. The building has large open spaces; employees physically distance and wear face covers. Houses ISD Special Events personnel and equipment; few employees are present.
BUILDINGS 1110 AND 1112 Not public facing. Employees physically distance and wear face covers.
ISD HUMAN RESOURCES ANNEX • Hand sanitizer is available for use by all at the front entry. This is in addition to the hand sanitizer that is provided for each employee. • IN-PERSON HR PROCESSES – Face covers are available for both staff and employee candidates who are not already wearing them. Upon arrival, the employee candidate is asked to wash their hands, and staff conducting the finger printing wear Nitrile/Latex gloves, which they replace with new clean ones between employee candidates.
FACILITY ADJUSTMENTS • ENTRY RAMP AND FRONT DESK – Currently in the process of procuring an acrylic partition to be installed on the front portion of the front desk. Due to vendor supply backlog, the expected completion date is August 2020.
HR Annex entryway signage
HR Annex front desk
• LUNCHROOMS AND BREAKROOMS – Facilities staff are monitoring the use of these rooms, which employees are entering only to use refrigerators, microwaves, and toaster ovens. Employees are eating lunch at their desks or outdoors.
9150 E. IMPERIAL HIGHWAY, DOWNEY FACILITY • The Probation Department is the proprietor of the Downey facility and, therefore, determines facility adjustments. • ISD provided three safety precaution sandwich boards to Probation to use throughout the building.
Downey parking lot signage
Downey main entrance signage
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FACILITY ADJUSTMENTS • ISD has been participating in weekly meetings with the three other building occupants: Probation, Auditor/Controller, and Registrar Recorder to discuss safety precautions at the building. The proprietor, Probation, has agreed to install an acrylic partition on the front part of the guard desk at the front main entrance to the building, as well as to require that its employees use face covers.
Downey main entrance guard station • ISD staff are provided PPE, practice physical distancing, and wear face covers. • Hallway, lunchroom, and restroom doors, in the part of the building occupied by ISD, are propped open to reduce interacting with high touch surfaces and for better air circulation.
Doors throughout Downey propped open • LUNCHROOMS AND BREAKROOMS – Facilities staff are monitoring the use of these rooms, which employees are entering only to use refrigerators, microwaves, and toaster ovens. Employees are eating lunch at their desks or outdoors.
ISD COVID-19 RECONSTITUTION PLAN
3. TRAINING & SUPPORT • Safety information including videos have been made available to all employees.
Uploaded instructional videos on the ISD Employee Intranet
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TRAINING & SUPPORT
• Internal memos have been issued explaining the need for physical distancing and PPE. ISD Directive on Face Covering and Social Distancing (APPENDIX C)
TRAINING & SUPPORT
• Instructions on how to properly don and doff face covers have been provided. Don and doff face covering diagram (APPENDIX D)
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ISD COVID-19 RECONSTITUTION PLAN
4. MESSAGING & COMMUNICATION • ISD created an internal home page that has been populated with the following information: o Each of the Acting Director’s and Director’s COVID-19 messages to staff which were provided daily from March 16th through May 22nd, and at regular intervals thereafter, covering a range of topics such as Safer at Home Orders, available County services for employees, COVID-19 response efforts, cybersecurity, telework requirements and application process, and an invitation to employees to submit suggestions via a survey form (APPENDIX E). o Latest COVID-19 news. o Links to COVID-19 Information and Resources. o Training and Development, Disaster Services Worker (DSW) opportunities, and Event Highlights. o “Ready ISD”, which is ISD’s Emergency Preparedness site. • Informational meetings are being conducted by senior management on multiple telecommunication platforms for all staff to learn about news and status, and to ask questions. Meetings have included representatives from Department of Public Health.
ISD COVID-19 RECONSTITUTION PLAN
5. FINANCIAL CONSIDERATIONS • Coronavirus Aid, Relief and Economic Security Act (CARES Act) – ISD incurred the countywide expense for the purchase of PPE and other COVID-19 required materials. With the money the CEO received through the CARES Act, the CEO has reimbursed ISD in the amount of $43 million. A balance of $5 million remains and ISD is currently working with the CEO for reimbursement. Purchasing and Contracts stepped in to find vendors and negotiate the purchase of PPE and other critical materials on behalf of the entire County. • Permanently reduced workforce by seven vacant positions and reduced budgeted services and supplies. • Negotiated price reductions with County vendors and contractors. • Deploy staff as Disaster Services Workers whenever possible.
ISD Disaster Services Workers at various community events
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APPENDICES
APPENDIX A - Telework Guidelines During COVID-19 Emergency APPENDIX B - Finance Division Weekly Floor Plan APPENDIX C - ISD Directive on Face Coverings and Social Distancing APPENDIX D - Don and Doff Face Covering Diagram APPENDIX E - ISD Employee Suggestion Form Survey
APPENDIX A TELEWORK GUIDELINES DURING COVID-19 EMERGENCY
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APPENDIX A-1
APPENDIX A-1
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APPENDIX A-2
APPENDIX A-2
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APPENDIX A-2
APPENDIX A-2
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APPENDIX A-2
APPENDIX A-2
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APPENDIX A-3
APPENDIX B
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APPENDIX B
APPENDIX B
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APPENDIX B
APPENDIX B
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APPENDIX C
ISD DIRECTIVE ON FACE COVERINGS AND SOCIAL DISTANCING
APPENDIX C-1
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APPENDIX C-1
APPENDIX C-1
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APPENDIX D
APPENDIX E ISD EMPLOYEE SUGGESTION FORM SURVEY
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