COVID-19 PREPARING ENVIRONMENTS FOR A HEALTHY RETURN Procurement Quick Reference Guidee
PROCUREMENT CONSIDERATIONS FOR HEALTHY ENVIRONMENTS
COVID-19 has upended the way we work. Returning to the office will be a process and likely require new solutions to ensure a safe environment. The following is a selection of items we’ve identified as an important part of a robust return to work strategy. There are many ways to accomplish a safe and functional work environment. The “new normal” will be dynamic and we need to be flexible. What is outlined today, will most certainly change over the next year. Rather than investing money in solutions that are temporary, many of the strategies below can be used as part of a long-term workplace strategy. This is only a selection of helpful items you might consider for your workplace. We would be happy to discuss additional options with you. Return to Work Facility Assessments Planning for office re-entry can be an overwhelming task. Let us help with the following: • Layout recommendations
Sneeze Guards Sneeze guards can help create necessary barriers throughout a building including, service points, meeting rooms and reception areas.
• Reduced capacity plans
• Custom options are avilable
• Signage strategy
• Freestanding, portable designs offer quick relocation and repositioning
• Space reconfigurations
• Wipeable surfaces
White Board and Acrylic Dividers White board and acrylic provide both a visible and physical separation between people. They offer a clean and modern look for today’s work environments. • Can be used on any manufacturers product • Easy wipe-down cleaning • Heights of 12”, 16”, 18”, and 22” • Multiple mounting options • Space reconfigurations • Widths of 17”, 23”, 29”, 36”, 42”, 48”, 54”, 60”, 63”, and 72”
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PROCUREMENT CONSIDERATIONS FOR HEALTHY ENVIRONMENTS
Panels Panels are an easy and cost-effective way to divide existing spaces. • Movable and easily reconfigured • Wipe-down cleaning (depending on finish)
Signage It’s important to communicate safe practices to employees throughout the work environment. Using signage is a great way to share important messages. • Variety of different applications including; stickers, posters, and movable signs • We’ll help identify important signage locations
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PROCUREMENT CONSIDERATIONS FOR HEALTHY ENVIRONMENTS REMOTE OFFICE SOLUTIONS Whether in the office or working remotely, staff need flexible solutions that allow them to work safely. Ergonomics is very important in ensuring the safety, comfort, and productivity of employees. Below are a few office solutions to considers for your remote space. All solutions are easy to install and can ship directly to employees.
Height Adjustable Solutions
Stationary Solution
Switchback 60” Bundle List Price: $2,804 Delivered Price: $1,600 + tax
Tensor Bundle List Price: $2,414 Delivered Price: $1,400 + tax
• 30”D x 60”W laminate surface (12 colors)
• 30”D x 60”W Laminate surface (12 colors)
• Dual heavy duty monitor mount (single avaliable)
• Dual heavy duty monitor mount (single avaliable)
• Height range of 22.6” to 48.7”
• Mobile storage unit
• Mobile storage unit
• Sit On It Focus 2.0 Task Chair
• Push-button controls • Sit On It Focus 2.0 Task Chair
Accessories
Dual Monitor Mount $380 + tax
Single Monitor Mount $215 + tax
Desktop Sit/Stand Station $300 + tax
Height Adjustable Legs Only List Price: $804 Delivered Price: $500 + tax • Height range of 22.6” to 48.7” • Laminate tops up to 84”W x 30”D • Push-button controls
PROGRESSIVEAE.COM
PROCUREMENT CONSIDERATIONS FOR HEALTHY ENVIRONMENTS
PROCUREMENT SERVICES Procurement is the selection and purchase of new items that go into your new space - from furniture and lights fixtures to artwork and decorative items. As a full-service firm, we’re able to design your new space, choose the best items for it, and then ensure you have the widest selection and best choice for each.
REDUCE EFFORT
SAVE MONEY
REDUCE RISK
ENSURE DESIGN INTENT
Let us worry about the details of your space. We’ll coordinate timelines, track product, and negotiate costs on your behalf.
Our unique relationship with vendors gives us access to a wide selection of options, as well as discount prices on the most popular items.
We manage everything from lost products and lead time to install coordination.
A lot of thought goes into designing and planning your new space. Working directly with the design team, we ensure design intent is carried out.
SERVICES • Bid Administration
• Project Management
• Budgeting/Estimating
• Flooring
• Relocation Management
OFFERING • Ancillary Equipment and Fixtures
• Furniture/Finish Selection
• Sourcing
• Artwork
• Signage
• Furniture Rentals
• Storage
• Speciality Equipment
• Installation
• Warranty Assistance
• Healthy Workspace Furniture Components
• Layout Design
• Custom Millwork • Décor
• Liquidation/Disposal
• Loose Furniture
• Storage Assemblies • Systems Furniture • Window Treatments
• Finishes
About the Author Ryan Penland, FMP Procurement Leader penlandr@progressiveae.com Ryan has more than 8 years of experience as an indirect procurement buyer and procurement team lead across multiple industries. Procuring fixtures and equipment has been the primary focus of Ryan’s career since 2011 as he greatly enjoys the planning and project execution of procurement.
PROGRESSIVEAE.COM
RETURN TO WORK: A CASE STUDY
Progressive AE’s headquarters in Grand Rapids, MI
PROGRESSIVE AE
Preparing for Office Re-Entry Since the beginning of our work-from-home experience, the workplace design team at Progressive AE has been focused on building a plan for our eventual office re-entry. Mitigating risk and keeping staff safe have been foundational to our efforts. To help guide our work, we made the decision early on to follow federal and state-issued guidelines, while considering what is best for our organization. We know we can’t eliminate the spread of COVID-19, but we can take practical steps to limit exposure. Our primary responsibility is to keep staff safe both emotionally and physically. By feeling safe and comfortable with the return-to-work process, staff will be more productive and positive about protocol changes to the office environment. We recognize that each organization is unique. The re-entry guidelines that best apply to Progressive AE may not to another workplace. There is no one-size-fits-all solution.
PROGRESSIVEAE.COM
RETURN TO WORK: A CASE STUDY
Know Your Why The reason for office re-entry will vary for each organization. Having a clearly define reason for your organization will help staff have the confidence to determine when and how they participate. At Progressive AE, we know we do our best creative work when teams can be together and collaborate in real-time. While it will be some time before we can truly connect in this way, we know we need to begin the process of understanding and working within our new normal. With a clear understanding of why we would return to the office, we approached re-entry planning in three phases: evaluation, planning, and execution. 1. Evaluating our Current Conditions Recognizing that every environment is unique, we started by evaluating our existing offices – one in Grand Rapids, MI, and the other in Charlotte, NC. In this evaluation, we identified the size of existing circulation routes and the density of people within spaces. This helped us see possible pinch points where social distancing guidelines would be difficult to maintain.
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OCCUpANCY DemONsTRATION / phAse 1
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GR lower level
1811 4 Mile Rd NE Grand Rapids, MI 49525 616.361.1493 www.progressiveae.com
We realized our spaces could accommodate all staff in the workplace with few modifications while maintaining proper social distancing. However, the width of certain stairways and pathways did not allow for safe social distancing and, for initial re-entry, will be marked as one-way.
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in each quadrant
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target for Phase 1 = 40% reduction in density
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lower West total capacity: 26
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distance between users.
Reduced capacity shown: 14
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target density: 16
PROGRESSIVE AE
lower East total capacity: 60 target density: 36 Reduced capacity shown: 30
1811 N 4 Mile Rd NE Grand Rapids, MI 49525
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indicate touch down areas ‘Safe Zones’ are based on maintaining a safe 12’
GRAND RAPIDS REFRESH PHASE III
indicate each user’s ‘safe zone’
Wetlands and Boulder are held for meetings; all other shared spaces
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Spaces are limited in Phase 1 to allow for safe
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points to support reduced density.
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can be considered for personal work
distancing and to provide alternative work space to accommodate teams.
If this document is sealed and signed in a digital or electronic format and is received from someone other than the sealing professional identified in the document, you must contact the sealing professional in writing to validate authenticity of the document. The sealing professional disclaims the seal and signature and shall not be liable for any liability associated with it where the authenticity of any digital or electronic seal or signature has not been validated in this manner.
LOWER LEVEL FURNISHING PLAN
ISSUANCE NOT TO SCALE
BIDS AND PERMITS 02/16/2018
THIS DOCUMENT HAS BEEN PREPARED BY PROGRESSIVE AE AS AN INSTRUMENT OF SERVICE, AND PROGRESSIVE AE SHALL RETAIN ALL COMMON LAW, STATUTORY AND OTHER RESERVED RIGHTS, INCLUDING THE COPYRIGHT THERETO.
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70400003
PROJECT MANAGER PROFESSIONAL
PROGRESSIVEAE.COM
SDH CPA
DRAWN BY
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LOWER LEVEL FURNISHING PLAN
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RETURN TO WORK: A CASE STUDY
2. Planning for the Future With a better understanding of our current state, we looked at modifications we would need to make while setting target density rates and strategies to safely seperate people. In our first phase of re-entry, we have targeted a 40% reduction in office density. This will allow individuals some movement at their workspaces, while also reducing the volume of users in shared spaces such as restrooms and meeting areas. Planning efforts were done in tandem with our human resources department’s development of policies and procedures. These included facility updates for air circulation and touchless fixtures and identifying the employees who will return to the office in the first phase. While some things are essential requirements, our focus is on behaviors over protocol. How can we encourage people to stay safe and keep others safe as well? While guidelines may change based on new information, below is a glimpse at some of the precautions Progressive AE will take throughout the various phases of office re-entry. These guidelines are by no means inclusive of all the safety measures that will be put into place. Phase 1: Initial Steps • Reduce office density by 40% • No external visitors • Limit staff gathering to no more than 6 • Staff are asked to wear masks while moving around the office Phase 2: Intermediate Steps • Reduce office density by 20% • Certain external visitors are allowed including clients and partners • Limit staff gatherings to no more than 10 • Staff may choose to wear masks while in the office Phase 3: New Normal • No reduction in office density • Visitors are allowed but will be asked to self-report their health status • Virtual meetings will still be strongly encouraged when possible • Staff may choose to wear masks while in the office 3. Execute on Developed Plans Our plans involve several action items that require careful coordination. Signage is important for helping employees understand how a space they know well should now be used. If people are moving workstations, we suggest scheduling shifts for employees to come in and pack or move to minimize interactions on the first day back to the office. MeeTiNG ROOMS
PLEASE DO NOT ENTER THROUGH THIS DOOR
SPACE TO SUPPORT SAFE CONNECTIONS WITH ACCESS TO TECHNOLOGY FOR MORE THAN TWO PEOPLE
eLeVaTOR USaGe
ReSTROOM USaGe
PROVIDE SPACE FOR SAFE USE
PROVIDE SPACE FOR SAFE FACILITY USE AND PROMOTE PROPER ETIQUETTE BETWEEN FIXTURES
SpaCe eTiqUeTTe
• space is limited to 4 people • Wear mask at all times
• leave food on table with a receipt or name.
• Maintain 6-feet physical distance
• room technology will be used and disinfected by 1 person
THANK YOU FOR HELPING US MAINTAIN A SAFE ENVIRONMENT FOR YOU AND OUR STAFF
UpON eNTeRiNG THe BUiLDiNG, pLeaSe:
SpaCe eTiqUeTTe
• Maintain 6-feet physical distance • disinfect surface and hands after use of space
FOOD DeLiVeRY
our front desk staff will ensure the food is delivered to the correct person.
• space is limited to 2 people • Wear mask at all times
• feel free to use our disinfectant before you go! • please maintain 6 feet from reception during communication • Wear mask at all times • please follow signs for exit path
6 FT
ONE WAY TRAFFIC Thank you for pracTicing safe physical disTancing
R
reservable
SCHEDULED
FACILITY TEMPORARILY CLOSED
use TiMe scheduled
Thank you for pracTicing safe physical disTancing
do not use at this time.
Thank you for pracTicing safe physical disTancing
Thank you for pracTicing safe physical disTancing
Examples of signage to be displayed throughout Progressive AE offices
THANK YOU FRONTLINE WORKERS We appreciate your service.
you for pracTicing safe physical disTancing Thank you for Thank practicing safe physical distancing.
PROGRESSIVEAE.COM
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