Standard Operating Procedure (SOP) for COVID-19

Management

Restarting Operations Post Lock Down

Construction Sites

Table of Content
1. Background...................................................................................................................................4
2. What is COVID-19..........................................................................................................................4
3. Symptoms of COVID-19................................................................................................................4
4. Transmission of COVID-19- Possible Methods.............................................................................4
5. Most Vulnerable Group................................................................................................................5
6. COVID-19 Mitigation Approach....................................................................................................5
Standard Operating Procedures (SOPs)................................................................................................6
7. Purpose.........................................................................................................................................6
8. Scope.............................................................................................................................................6
9. Responsibility Matrix....................................................................................................................7
10. General Guidelines....................................................................................................................7
11. Site Management......................................................................................................................9
11.1. Risk-Based Planning of Works..............................................................................................9
11.2. Project Site..........................................................................................................................10
11.2.1. Resuming Work...................................................................................................................10
11.2.2. Site Workers........................................................................................................................10
11.3. Prevention of Cross Contamination....................................................................................11
11.3.1. Site Entry.............................................................................................................................11
11.3.2. Security procedures at entry gates.....................................................................................11
11.4. Cleaning to Prevent Contamination....................................................................................12
11.5. Tools, Equipment and Plant................................................................................................12
11.5.1. Tools Issued for Workers....................................................................................................13
11.6. Personal Protective Equipment..........................................................................................13
11.7. Labour camps of project sites (In-house)............................................................................14
11.8. Hiring of daily wage labourers from Market (within Green Zones)...................................14
11.9. Transport facilities for staff and workers to the site..........................................................14
11.10. Management of Deliveries..................................................................................................15
11.11. Site Meetings.......................................................................................................................15
12. Workplace Office Safety..........................................................................................................15
12.1. Cleanliness and Hygiene.....................................................................................................15
12.2. Display posters in office premises......................................................................................16
12.3. Create awareness on precautionary measures..................................................................16
12.4. Avoid meetings, social events and food sharing................................................................16
12.5. Before, During and After the meeting/events....................................................................16
13. Common facilities and welfare facilities.................................................................................18
13.1. Common Facilities...............................................................................................................18
13.2. Toilet Facilities....................................................................................................................18
14. Health insurance.....................................................................................................................19
15. Awareness Campaigns, Communication and Training...........................................................19
16. Emergency Response Plan......................................................................................................19
17. Monitoring Framework...........................................................................................................20
18. References...............................................................................................................................21
Annexure 1: Sample Check List...........................................................................................................22
Annexure 2: Sample Posters...............................................................................................................25
1. Symptoms of COVID-19
The most common symptoms of COVID-19 are

 Fever
 Dry cough
 Tiredness

Some patients may have aches and pains, nasal congestion, sore throat or diarrhoea. These
symptoms are usually mild and begin gradually. Some people become infected but only have very
mild symptoms. Most people (about 80%) recover from the disease without needing hospital
treatment. Around 1 out of every 5 people who gets COVID-19 becomes seriously ill and develops
difficulty breathing.

2. Transmission of COVID-19- Possible Methods

Labour would continue to be the major player in construction activities. In view of the prevailing
COVID-19 pandemic, the contractors and workers would need to take additional measure to avoid
the spread of the disease or risk of infection. And thus, understanding how the virus transmits is
critical as it will help in planning and implementing a risk-based approach for resuming construction
activities and site management. The major transmission methods 1 of these strains of viruses are:

Direct Transmission

 Large Droplets
 Aerosols

In-direct Transmission

 Fomites

The definition of large droplets varies, some say it is > 5 µm others state it is more than 60 µm in
diameter and are expelled from mouth and throat by multiple modes i.e. sneezing, coughing,
singing, talking breathing. These droplets generally fall on the ground quickly within 1 m. The droplet
contains

- Epithelial cells that line airways, immune cells;

- Physiological electrolytes such as those in mucus and saliva (K+, Na+, Cl-)
- Infectious agents like (virus, fungi and bacteria)

The aerosols are smaller than large droplets and generated in the same manner as large droplets
with same content as large droplets and can remain suspended in air for long period of time and
thus can travel distances > 1m. Thus, large droplets and aerosols can lead human to human direct
transmission of virus.

Droplet and aerosols can become deposited on surfaces and the microbes can remain active on the
surfaces for hours/day depending on type of surface, environment. A fomite is the technical term
used for physical object that, when contaminated with or exposed to infectious agents (through
aerosol or droplet) can transfer disease to a new host and thus lead to in-direct transmission of
virus.

1
Transportation & COVID-19 – Practices from other disease outbreaks, TRB, USA, Webinar; Presentation by Vicki Hertzberg, Director,
Center for Nursing Data Science, Emory University - Expert in social contact networks, infectious diseases on networks
3. Most Vulnerable Group
Research indicates that risk of serious illness from COVID-19 rises:

 Older people, and those with underlying medical problems like high blood pressure, heart and
lung problems, diabetes, or cancer are at higher risk of developing serious illness.

However, children and adolescents are just as likely to become infected as any other age group and
can spread the disease.

4. COVID-19 Mitigation Approach

Hand Hygiene and Social Distancing are two major cornerstones of COVID-19 management.

 Hand Hygiene – Ensuring everyone is washing hands regularly (at least for 20 seconds) and
thoroughly or sanitizing hands. Ensure adequate facilities are provided and maintained to allow
to practice. The management of respective organizations are responsible for providing the
facilities.

 Social Distancing – ensuring workers maintain 1-metre (1m) separation in as far as possible while
working, when using toilets, canteens, drying rooms etc. Also, to promote social distancing when
travelling to and from work (public transport, vans etc.) and in their accommodation places,
boarding houses, living quarters in order to limit exposure.

The common methods of protecting from COVID-19, suggested by WHO, is provided below:

Transmission Mode Mitigation Approach

 Standard Operating Procedures (SOPs)

5. Purpose
The purpose of this SOP is to provide a guideline and contour to manage risks arising out of COVID-
19 while restarting the construction activities at projects during and post lock down protecting the
workforce in prevailing COVID conditions. A project specific SOP shall be developed by the
Contractor and approved by the Employer. The SOP shall adopt a risk-based approach and pay
appropriate attention and response to different types of jobs planned at site involving man, material
and machinery. High risk jobs and locations shall be identified and monitored at higher level of
contractor management to ensure compliance. It is also to be appreciated that COVID-19 is an
unprecedented situation with a lot of unknown and uncertainty; and thus, a step-by-step approach
for evaluation of the effectiveness of measures and adaptation of learnings in the SOP needs to be
incorporated in periodic basis i.e. every fortnight.

6. Scope
This SOP covers all stakeholders working in projects including:

 Project sites
 Project offices
 Batching Plants
 Gantry Yard
 Stores
 Transportation of construction materials, machinery and labour to site
 Labour Camps

This procedure is intended to supplement, not replace requirements stated by central, state & local
government authorities. This document sets out the minimum requirements to be followed across
the projects, however, sites can exercise additional stringent measures depending on the locally
prevailing conditions.

7. Responsibility Matrix

A Health and Safety Officer shall be deployed as the focal point at all project sites, and wherever, the
same (or the Environment, Health and Safety Officer) is not in place, urgent action needs to be taken
by the contractor to recruit and mobilize someone with appropriate qualifications and
responsibilities. An illustrative roles and responsibility matrix that Contractors shall develop for
COVID-19 risk management and compliances at site (by designated COVID Compliance Officers) is
provided below:
 Illustrative

Sub-Contractor representatives are also equally responsible for implementation of this procedure at
their workplace. Checklist shall be used for the tracking and monitoring of SOP implementation. A
sample checklist is provided in Annexure 1. All High-risk job sites and locations shall be monitored
at higher level of contractor management. A daily reporting mechanism by the Environment, Health
and Safety Officer to the Employer shall be agreed.

8. General Guidelines
The General guidelines are applicable for project offices, job sites, stores, gantry yards, construction
equipment, transport and labour camps. All protocols including Emergency Response shall be laid
out for each. Daily tailgate /tool box sessions shall be arranged to review site protocols in view of
highly dynamic scenario ensuring social distancing norms. During these sessions, everyone including
workers will be informed about the safety guidelines and important updates. Necessary
arrangements for display of posters on health & safety guidelines, announcements in regional
languages, Hindi and English shall be made at every site, project office and labour camps. Sample
poster are presented in Annexure 2.

Mandatory Thermal Scanning of everyone entering and exiting a construction

site will be done for fever with thermal scanners. If anyone leaves and re-enters
the site during the shift, re-screening of the individual will be done prior to re-
entry into the work site.
Sanitising chambers/tunnels can be made for office staff, site staff, workers and
visitors entering and exiting the work places, wherever felt necessary.
Provision for hand wash & sanitizer (touch free recommended) will be made at
all entry and exit points and common areas (including at distant locations like
higher floors). Everyone will be required to wash &sanitize his/her hands before
entering the site and using PPEs (facemask, hand gloves and other as
applicable). Same procedure to be followed after removing PPEs and exiting the
premise. Sufficient quantities of all the items should be available at the site.
Mandatory use of PPEs (facemask, hand gloves and other as applicable) by
everyone entering the premise. Re-usable PPEs should be thoroughly cleaned
and should not be shared with others.

There will be strict ban on Gutka, Tambaku, Paan etc. Onsite and spitting shall
be strictly prohibited.

Food should be consumed at designated areas only ensuring social distancing.

Common sitting arrangements shall be removed. Post lunch, waste should be
disposed by individual in designated bins and area should remain clean.

Areas with a probability of bigger gathering, for e.g. cleaning area, toilets etc.
should be identified and all arrangements should be made to ensure social
distancing.

Entire construction site including site office, labour camp, canteens, pathways,
toilets, entry/exit gates will be disinfected on daily basis. Housekeeping team
should be provided with necessary PPEs.

There will be total Ban on non-essential visitors at sites (including from Head
office staff, consultants etc.).

Arrangements shall be done for quick antibody tests from a competent

pathology. It is to be noted that this test requires a protocol to be followed and
hence to be conducted only under supervision of a doctor. The authorisation of
the pathological laboratory for conducting this test must be verified.
Hospital/clinics in the nearby area, which are authorized to treat COVID-19
patients, should be identified and list should be available at site all the time.
A doctor will be present periodically (at least once a week) at site on allotted
time for any medical assistance Ayush recommendations to improve immunity
shall be promoted to improve the immunity of the personnel.

Signages in the language which is under stood by all shall be displayed at work
sites, offices, living area and plant area etc. about awareness and necessary
precautions.
 For any confusion, clarification and update, everyone should approach
designated authority or rely on authentic source. Do not believe on rumors and
don’t spread them.

9. Site Management

9.1. Risk-Based Planning of Works

Contractor is responsible for ensuring Health and Safety of all personnel on site work places, sites,
off-site facilities including personnel of sub-contractors, suppliers’ staff for prevention of spreading
COVID-19. Specifically:

 All officers and employees, including outsourced employees to download, update and use
‘Aarogya Setu’ App launched by Government of India on their Mobile phones
 Ensure that a senior officer from Contractor, sub-contractor, Consultant is appointed as COVID-19
Compliance Officer(s) in charge of respective office staff and site personnel
 A qualified doctor (minimum MBBS) shall be appointed either on permanent basis or on visit
basis to supervise the management of preventive measures and monitor the status. Site
management to honour the decisions and suggestions given by the doctor
 At least one trained Paramedical Staff shall be available per 50 personnel at site
 All paper drawings and plans to be avoided, personal tablets/ipods etc. may be used,
construction drawings shall be approved online
 Include COVID-19 as a hazard in Risk Assessment and Method Statement (RAMS) for planning
monthly work schedules
 Identify work processes/sub-processes which are more labour intensive
 Plan job situations (bridge, culvert, drainage, shuttering works etc.) where it may not be possible
to provide safe social distancing of 1-2m between each labourer during execution. Evaluate, if
such work processes can be postponed or else estimate requirement of re-usable PPEs to execute
such jobs
 All the electrical equipment shall be checked for connections and earthing; Excavation pits,
shuttering etc. should be carefully checked for their stability; Cranes and other plant &
machineries should be thoroughly checked before bringing them into action
 Plan transportation of construction materials; dumping at community areas to be avoided; such
material dump sites shall be identified properly and cordoned off with isolation at-least 3-5 days
 Transport vehicles used in construction activities to carry construction materials, labour
movement shall be sanitized on regular basis
 Ensure that all site facilities are adequate to allow for the social distancing and maintain hygienic
requirements
 Plan for signages to be displayed at work sites, offices, living area and plant area etc. about
awareness and necessary precautions.

9.2. Project Site

Contractors, consultants and sub-contractors are responsible for assessing various work scenarios to
ensure that the key requirements such as worker distancing and hygiene/PPE controls are being
implemented. Daily review of activities of all personnel shall be monitored by COVID-19
Compliance officers of contractor, consultant and sub-contractors.
9.2.1. Resuming Work

Before commencing site activities contractor’s management staff and the respective COVID-19
compliance officer of the Contractor must visit the site and review the site arrangement and plan re-
arrangement of site facilities in order to comply with COVID-19 guidelines issued. Once the review is
done, Health and Safety Plan and Statement shall be updated. The following procedures shall be
implemented before resuming work in the sites.

 All persons returning to site must complete a COVID-19 questionnaire / self-declaration. It is

recommended that this be completed and submitted by each Contractor / Sub-contractor /
Developer/ Consultant in respect of each employee to be allowed for work in the site at least 2
days in advance of employees returning to site
 Ensure that all staff in respect of site staff and personnel of Engineer, Contractor, sub-contractor,
supplier shall be screened to check their body temperature, history of their whereabouts during
last 14 days, any illness at present and last 21 days prior to coming to site
 Employees to be subjected to stringent medical check-up by the medical practitioner before
allowing induction. The medical practitioner shall consider the additional information provided by
the workmen in the screening, while checking the workmen
 Employee Mapping: Map employees residing in containment zone, red zone, orange zone, green
zones and staying in proximity to workplace or those requiring transport to be done
 Limit the number of workers on site at any one time to minimize contact, including exploring
operations for multi-shift working rotation
 Ensure that non-compliant personnel are not permitted on site

9.2.2. Site Workers

It is vital that each worker knows how to work safely during this COVID-19 situation and understands
the requirements to be fulfilled to safeguard health and safety of himself/herself and others working
with him/her. COVID-19 compliance officers shall coach and guide workers during every working day
to ensure that they follow proper procedures. Daily Toolbox Meeting shall contain the awareness
about COVID 19 and preventive measures to prevent spread.

 Review – organize and review work practices considering of close working arrangements. Coach
site personnel to self-assess their activities and tasks for social distancing and transmission
points.
 Reduce - the number of persons-in any work area to comply with the 1-metre social distancing
guideline recommended by the EHSO (e.g. relocate workers to other tasks, review work schedule
and task sequence, consider staggered starting and finishing times etc.).
 Supervise – COVID-19 Compliance Officer in respect of Employer, Engineer, Contractor and sub-
contractor mentor them to monitor adherence to social distancing and hygiene etiquette.
9.3. Prevention of Cross Contamination

9.3.1. Site Entry

Contractor shall ensure adequate stocks of face masks, gloves, goggles, site uniforms, boots,
sanitizers are available and take all measures to provide those to employees before entering to
the site. All employees should wear a face mask, adequately dressed with shoes.

The potential for cross contamination is higher at site entry and

exit points and where there are high levels of surface contact
points such as in welfare areas, site walkways, stairs access etc.
Therefore, adequate measures are required to be taken to
prevent contamination.

9.3.2. Security procedures at entry gates

 Stagger sites start times / finishing times for different activities to

reduce queues
 Multiple entry points depending on number
of site persons
 Register for all the workers shall be
maintained, along with their health records
 Prepare a profile of the workforce
considering the following: (i) total number of workers
who live in the labor camps; (ii) total number of
workers who commute from their houses; and (iii)
number of male and female workers
 Security guards to record all names rather than
having multiple persons signing-in using shared
pen/booklet
 Compulsory screening all persons irrespective of
cadre /status entering through gate with thermal scanner.
 Stoppage of any person found fever and cough with breathing problem and inform concerned
department /sub-contractors. Person shall be taken to nearest quarantine facility and later to
govt hospital immediately
 No new workers (without induction card) shall be allowed inside
 Any new vehicle shall not be allowed without valid permission
 Any parcel/courier person should be stopped at gate. Parcels hall be collected from gate by
concerned person
 All vehicles including two wheelers shall be parked outside gate
 All the person entering gate shall be permitted inside only if they are with face mask
 All people who are entering the premises shall be sanitized using whole body sanitizers
 Hand sanitizers shall be kept ready in the entrances and people after entry shall sanitize their
hands before proceeding to their work spots
 Regularly clean common contact surfaces in reception, office, access control and delivery areas
(e.g. scanners, turnstiles, screens, telephone handsets, desks, particularly during peak flow times)
 On access routes throughout site, one-way systems should be implemented where possible,
barrier gates should be wedged open, and touch points should be cleaned regularly

9.4. Cleaning to Prevent Contamination

Enhanced cleaning procedures should be in place across all sites to prevent cross contamination,
particularly in communal areas and at touch points including:

 Taps and washing facilities (Foot control taps or sensor taps)

 Toilet flush and seats
 Door handles and push plates
 Handrails on staircases and corridors
 Lift and hoist controls
 Machinery and equipment controls
 Food preparation and eating surfaces
 Communications equipment
 Keyboards, photocopiers and other office equipment
 Rubbish collection and storage points should be increased and emptied regularly throughout and
at the end of each day
 Regular cleaning of site welfare facilities, handrails and touch points should be undertaken.

9.5. Tools, Equipment and Plant

 All tools and equipment should be properly sanitized to prevent cross

contamination.
 Arrangements for one individual to use the
same tool, equipment and plant as much as
possible.
 Make available cleaning material for all tools to
be wiped down with disinfectant between
each user.
 Organize work practices to reduce eliminate or
reduce transmission points and coach site personnel on
the same.
 Cabs and touch points of site vehicles and plant (excavators, cranes, rollers
etc.) to be thoroughly cleaned and a cleaning regime by plant operatives should be maintained
daily thereafter.
 Consider provision of stickers for tools, equipment and mobile plant to encourage disinfection

9.5.1. Tools Issued for Workers

 Tools issue for each individual worker who requires some form of tools at the inception and the
person is held responsible for safeguarding the device
 Storekeeper shall not engage in daily issues but only in new issues.
 All tools, devices shall be disinfected / cleaned at the time of return to stores, if possible, better
to provide store cupboards to keep tools in safe custody for personnel who frequently require
tools

9.6. Personal Protective Equipment

Masks:2
Masks are of different types. The type of mask to be used is related to particular risk profile of the
category of personnel and his/her work. There are two types of masks which are recommended for
various categories of personnel working in hospital or community settings, depending upon the work
environment:

 Triple layered surgical mask

 N-95 Respirator mask

Disposal of mask:
 Collection of Waste Masks
 Disinfect the mask in bleaching powder (5%) or 1% Sodium Phosphoryl Chloride (POCL3)
 After disinfection burn the mask or bury it in the ground.

Gloves:
When a person touches an object/surface contaminated by COVID-19 infected person, and then
touches his own eyes, nose, or mouth, he may get exposed to the virus. Although this is not thought
to be a predominant mode of transmission, care should be exercised while handling objects/surface
potentially contaminated. Nitrile gloves are preferred over latex gloves because they resist
chemicals, including certain disinfectants such as chlorine. There is a high rate of allergies to latex
and contact allergic dermatitis among health workers. However, if nitrile gloves are not available,
latex gloves can be used. Non- powdered gloves are preferred to powdered gloves.

Goggles
Goggles shall be provided for those who engage in tasks, which would affect eyes (e.g. chipping,
crushers, earthwork) to prevent their eyes and to prevent them touching their eyes in case of a
disturbance

Safe footwear
 Sanitize underneath of shoes to prevent contamination
 Prevent feet getting infected, injured and transmitting to the person

Clothes
 Wear clothes which covers the entire body rather than short-sleeved shirts / t-shirts, shorts,
sarongs etc.

9.7. Labour camps of project sites (In-house)

 Provide accommodation for a smaller number of people (maximum 25) to prevent contamination
to others if somebody get contaminated.
 Separate each accommodation facility from others having boundary fences to prevent going out
to near accommodations and mixing with others.
 Have separate kitchens, dining areas for each accommodation

2
Government of India has declared ‘gamcha’ as a minimum protection and may be recommended for use if masks are not
available
 Labor accommodation and billets provided for different categories shall be established and/or
modified in the following manner:
o 1 m gap between beds / sleeping locations
o One access to each bed (rather than once access for many sleeping locations)
o 1 bed per person or separation between 2 personnel (current system promotes spreading of
viruses and many diseases, there are lots of contact points while they are climbing to bunk beds
and sleeping platforms constructed at upper elevations)
o Beds can be fabricated specially so that the person can keep his/her belongings in the drawers
fixed underneath frame (between the mattress and floor)
 Accommodation Etiquette
o Parties, intoxication in groups shall be prohibited / restricted / limited
o Use of common glassware, cutleries shall be prohibited
o No visitors shall be entertained to use accommodation
 Special attention be given to washrooms / toilets by periodical cleaning, swabbing,
disinfecting and maintaining dry
 Walls / Doors / Windows and all fittings in washrooms shall also be disinfected and cleaned
thoroughly
 Soap solutions / hand sanitizers shall be placed in all camps / washroom’s places wherever
required and replenished periodically.

9.8. Hiring of daily wage labourers from Market (within Green Zones)
As far as possible hiring of labourer from outside market is to be avoided by the
contractor, however, in case of exigency, not more than 10-15% of total required
can be hired from the same zone with the following precautions:
 Labour shall be screened (Thermal scanning) before selection and shall be transported to the
work site (duly following distancing norms) in contractors’ own vehicles and dropped.
 In any case, no labour shall be brought from red/containment zones
 The vehicles arranged for such transportation shall not be filled more than 50% of its capacity or
encouraged to travel to site by foot/bi-cycle, if feasible

9.9. Transport facilities for staff and workers to the site

 Transport staff and workers in private transportation modes (buses, vans etc.)
 Keep the social distancing while transporting Transportation only between accommodation to the
site and vice versa
 All transportation vehicles should be disinfected before and after use
 Drivers of transportation vehicles should be provided accommodation in designated places within
accommodation area

9.10. Management of Deliveries

Contractors shall arrange:

 That all delivery transactions observe social distancing of 1m

 Agree a pre-delivery protocol with suppliers
 All deliveries must be planned with allocated times for appointments/deliveries
 Make arrangements for paperless delivery acceptance and acknowledgements with suppliers to
ensure materials management and material reconciliations are accurate
 Ensure that hand washing facilities are available convenient to sit down and goods inward
locations
 Ensure there are appropriate sanitizing arrangements at points of site access, egress and sit-down
areas for raw materials and stock

9.11. Site Meetings

 Minimize ‘absolutely necessary participants for meetings in the sites
 Attendees for meetings shall sit 1m apart from each other
 Meeting rooms shall be well ventilated/windows open to allow fresh air circulation
 Consideration to be given to hold meetings in open areas wherever possible

10. Workplace Office Safety

10.1. Cleanliness and Hygiene

 Each compliance officer appointed for respective office shall be responsible for monitoring proper
functioning of instructions of this guidelines and general Health and Safety plan
 Ensuring availability of adequate facemasks,
sanitizers, thermometers, gloves and cleaning
facilities in the office premises
 Ensuring that everybody entering too the
workplace should wear a facemask. Those who
have not wearing facemasks should be provided
with one
 Ensuring all employees issued with facemasks
 Ensuring measuring body temperature of each
employee, visitor entering the office from each
point of entry and record it
 Ensuring disinfection of shoes and sandals when
entering to the office from each entry point
 Ensuring wiping out surfaces and objects regularly
to avoid contamination disinfect
 Bear in mind that contamination on surfaces touched by employees and customers is one of the
main ways that spread COVID-19. Surfaces and objects frequently touched with hands are most
likely to be contaminated, including: Desks, tables, handrails, doorknobs, light switches, faucet
handles, cabinet handles, elevator buttons, electronics, telephones, key boards etc.
 Ensuring to promote regular and thorough hand washing by employees and visitors
 Keep sanitizing hand rub dispensers in prominent places around the entry points and elsewhere
in the workplace
 Ensuring re-filling of those sanitizers or replace it when empty
 Ensuring that the staff and the visitors have access to places where they can wash their hands
with soap and water
 Ensuring availability of adequate supply of disposable tissues and dust bins at every place where
hands are washed or sanitized
 Ensuring good respiratory hygiene in the workplace
 Encourage employees as well as visitors to remove shoes, helmets etc. before entering to the
office premises.
 Allow maximum four (04) personnel in the elevator at one time
 Avoid touching elevator operation panel
 Provide a sanitizer in each elevator
10.2. Display posters in office premises
Posters developed by management or obtained from health authorities such as WHO, MHFOW,
State Health Departments in the area could be display in the entrance to offices, wash rooms,
canteens, washing areas to alert officers and visitors. Some of the sample posters are presented in
Annexure 2.

10.3. Create awareness on precautionary measures

Make sure conduct awareness programs of prevention of spread of COVID-19 and share relevant
information among employees frequently combining with other communication modes such as
organizing guidance meeting conducted by Health and Safety officers, print media such as leaflets,
posters, television advertisements, announcements and the use of internet and social media.

10.4. Avoid meetings, social events and food sharing

Avoid social gatherings, meetings, social events, food sharing to avoid gathering of people.

Holding of meetings / discussions in office

Care must be taken to minimize meetings to avoid gathering of people. For essential meetings
 Limit absolute minimum attendees.
 Keep the social distancing at all times
 Wear face masks throughout the meeting
 Try to have meetings in open area or a properly ventilated area.
 Conduct the meeting as soon as possible
 Encourage meetings with outside offices through video conferencing, webex, skype, zoom, or
slack.

10.5. Before, During and After the meeting/events

Care must be taken to minimize meetings to avoid gathering of people. For essential meetings

 Limit absolute minimum attendees

 Keep the social distancing at all times
 Wear face masks throughout the meeting
 Try to have meetings in open area or a properly ventilated area
 Conduct the meeting as soon as possible
 Encourage meetings with outside offices through video conferencing, skype, zoom, or slack.

Before Meeting
 Develop and agree a preparedness plan to prevent infection at your meeting or event.
 Consider whether a face-to-face meeting or event is needed. Could it be replaced by a
teleconference or online event?
 Consider adjusting or postponing large meetings or gatherings.
 Could the meeting or event be scaled down so that fewer people attend?
 Verify information and communication channels in advance with key authorities such as public
health and health care officials.
 Strengthen health screening for cafeteria staff and their close contacts.
 Pre-order adequate supplies and materials, including tissues and hand sanitizer for all
participants. Have surgical masks available to offer for everybody attending the meeting.
 Advise participants in advance that if anybody have any symptoms, fever, cough, influenza or feel
unwell not to attend, they should not attend.
 Make sure all employees, participants, caterers, and visitors attend for the meetings fill a
questionnaire giving contact details: mobile telephone number, email, and address where they
are staying. Also, the details of recent illness, whether any contact with infected person or an
associate within last 21 days, anybody at home has fever, sough or influenza. State clearly that
their details will be shared with local public health authorities if any participant becomes ill with a
suspected infectious disease. Anyone who does not agree to this condition cannot attend the
event or meeting. These records shall be maintained for at-least a month.
 Develop and agree a response plan in case someone at the meeting becomes ill with symptoms
of COVID-19 (dry cough, fever, malaise). This plan should include at least:
o Identify a room or area where someone who is feeling unwell or has symptoms can be safely
isolated
o Have a plan for how they can be safely transferred from there to a health facility
o Know what to do if a meeting participant, staff member, or project official tests positive for
COVID-19 during or just after the meeting

During Meeting
 Provide information or a briefing, preferably both orally and in writing, on COVID-19 and the
measures that management takes to make the event safe for all participants
 Build trust. For example, as an icebreaker, practice ways to say hello without touching. Stop hand
shaking. (“Namaskar” is desired)
 Encourage regular hand-washing or use of a sanitizer by all participants at the meeting or event.
 Encourage participants to cover their face with the bend of their elbow or a tissue if they cough
or sneeze. Supply tissues and closed bins for disposal.
 Provide contact details or a health hotline numbers that participants can call for advice or to give
information
 Display dispensers of alcohol-based sanitizers at the venue
 Arrange seats so that participants are at least 1 meter apart
 Open windows and doors whenever possible to make sure the venue is well ventilated
 Thank all participants for their cooperation with the provisions in place

After Meeting
 Retain the names and contact details of all participants for at least one month. (Duration depends
on the instructions issued by the national/state health authority). This will help public health
authorities trace people who may have been exposed to COVID-19 if one or more participants
become ill shortly after the event.
 If someone at the meeting or event was isolated as a suspected COVID-19 case, the relevant
officials of the organization should duly inform to the health authorities about the incident and
seek their advice.
 If attendee of a particular meeting develops even a mild cough or low-grade fever (i.e. a
temperature of 37.3 °C or more) he/her should stay at home and self-isolate. This means avoiding
close contact with other people, including family members. The suspected individual should also
inform his/her family doctor, health care provider or the local public health inspector, giving
details of individuals recent travel history, contacts and symptoms.
11. Common facilities and welfare facilities

11.1. Common Facilities

Management of every workplace shall ensure:

 Preventing non-essential visitors attending offices and common areas

 Hand sanitizers are available at main entry and exit points of common areas, restaurants,
cafeteria.
 Keeping main doors open where possible to reduce persons touching door handles etc.
 Increasing the cleaning regimes including a wipe down with disinfectant on door handles, stair
rails etc. at regular intervals throughout the day.

11.2. Toilet Facilities

Management of each workplace shall ensure:

 Restricting the number of people using toilet facilities at any one time. Ensure there is a social
distance of 1m maintained while using the toilet facility
 Implementing appropriate COVID-19 hygiene regime in the toilet facilities by providing hand
sanitizers, tissues, soaps, waste bins etc.
 Ensuring display of posters to encourage hand washing guides
 Enhancing the cleaning regimes for toilet facilities particularly door handles, locks and the toilet
flush handle
 Providing suitable and adequate rubbish bins for hand towels with regular removal and disposal

An illustrative cleaning protocol for Toilets is provided below:

12.
Health
insurance

Project workers should have access to accident insurance to cover costs from occupational injuries
and health risks, as per governing national health and medical insurance provisions. Normally,
accident insurance should also cover the costs of health problems resulting from the workplace.
Project managers should clarify whether accident insurance covers health care costs, especially the
costs related to the treatment of COVID-19, both on and off sites. In case the accident insurance
does not cover such costs, project managers, along with different stakeholders, should accelerate
their efforts to ensure workers’ access to health insurance.

13. Awareness Campaigns, Communication and Training

Project managers and contractors, in consultation with workers’ representatives, should engage
government authorities, and clearly set out and communicate their commitment and responsibilities
to reduce the risk of exposure to COVID-19 at the work place through online training for awareness-
raising session when a large gathering is not feasible should be considered, as well as technical
training in smaller groups through mobile training facilities. For this purpose, it is essential that
awareness-raising posters are displayed throughout the construction site, or handouts for
stakeholders with necessary information, and ideally shared through SNS (Social Network Services)
for a wider audience.

14. Emergency Response Plan

Project specific Emergency response plan to be prepared as per the bellow flow diagram and all
contact phone number, contact details to be displayed at contiguous location.

Steps to be adopted for Symptomatic Cases

15. Monitoring Framework

The obligations on health and safety shall depend on what kind of contract exists (between the
“Employer” and the main contractor; between the main contractors and the sub-contractors). It will
differ if the “Employer” has used the World Bank’s standard procurement documents (SPDs) or used
national bidding documents. Where the contract form used is FIDIC, the “Employer” will be
represented by the Engineer. In such cases, the “Engineer” (through its staff on site) shall be the
interface between the “Employer” and the Contractor. The “Employer” and Engineer’s officers shall
also responsible to monitor whether the “Contractor” is implementing proper procedures and site is
safe to prevent spreading of COVID-19. For smooth implementation, “Engineer” in consultation with
the Employer and its Project Management Consultant (PMC) shall adopt a monitoring strategy,
including possible options for taking and storing pictures and videography, use of mobile squad for
random checks, check list for contractors, Engineers, and laborers and reporting plan. An
Environment, Health & Safety Officer shall be designated by the Contractor.

The Employer shall conduct surprise checks on enforcement of adherence of the SOPs prepared by
the Contractor and prevailing guidelines as applicable. Use of digital applications (i.e. Bridge Site
Monitoring System in Nepal to capture work site issues and automatic reporting to the central
unit/management), drones for site checking by the Employer shall also be explored. Monthly web
meetings with each employer, contractor, Engineer/PMC to review measures and compliance with
them.

The impact of COVID-19 may have impacts on time and cost leading to potential additional
expenditure on COVID-19 induced health and safety compliances. Therefore, a reimbursement
mechanism shall be agreed between the Contractor and Employer to cover these expenditures
supported by well-defined audit mechanism to verify Contractor’s expenditures on PPEs, sanitization
endeavours for project offices, site offices, job sites and transportation. It is also important to:

 Audit and verify Contractor attendance/sick leave records to confirm that sick people are not
working.
 Provide a cell phone to a worker’s representative in each camp to record and conformity with
safety measures.
 Provide workers with a grievance mechanism for reporting unsafe working conditions.

16. References

The Ministry of Home Affairs and Ministry of Health and Family Welfare, GoI has issued several
Orders/Circulars/Guidelines3 from time to time to be followed by the State governments, sectors
and individuals. In view of COVID-19 outbreak, various guidelines / interim notes for construction
sites have been prepared by National/State/ District Administration/institutions/organizations to be
followed in all operations. Some of which are listed below:

1. https://www.mohfw.gov.in/ - Ministry of health and family welfare (Government of India).

a) COVID-19: Guidelines on disinfection of common public places including offices.
b) Novel Coronavirus Disease 2019 (COVID-19): Guidelines on rational use of Personal
Protective equipment.
c) Central Helpline Number for corona-virus: - +91-11-23978046
d) Helpline Numbers of States & Union Territories (UTs) – visit website.
2. https://www.who.int/ - World health organization

3. Various Institutions/Organizations
a. ILO’s Guidance: Considerations for employment intensive works in response to COVID 19
(April 12, 2020). https://www.ilo.org/wcmsp5/groups/public/---
ed_emp/documents/publication/wcms_741669.pdf
b. WB’s ESF/Safeguards interim note: COVID-19 considerations in construction/civil works
projects (April 7, 2020).
c. WHO’s guidelines: Getting your workplace ready for COVID-19 (March 03, 2020)
https://www.who.int/docs/default-source/coronaviruse/getting-workplace-ready-for-covid-
19.pdf; Water, sanitation, hygiene, and waste management for the COVID-19 virus (March
19, 2020) https://www.who.int/publications-detail/water-sanitation-hygiene-and-waste-
management-for-covid-19; Rational use of personal protective equipment (PPE) for
coronavirus disease (March 19, 2020):
https://apps.who.int/iris/bitstream/handle/10665/331695/WHO-2019-nCov-IPC_PPE_use-
2020.3-eng.pdf .
d. IASC Interim Guidance: Scaling-Up Covid-19 Outbreak Readiness and Response Operations in
Humanitarian Situations, Including Camps and Camp-Like Settings (March 17, 2020)
https://interagencystandingcommittee.org/other/interim-guidance-scaling-covid-19-
outbreak-readiness-and-response-operations-camps-and-camp
e. IDB’s Guidance for infrastructure projects on COVID-19
https://www.idbinvest.org/en/download/9625
f. IFC Guidance: Workers’ accommodation: processes and standards (2009)
http://documents.worldbank.org/curated/en/604561468170043490/pdf/602530WP0worke10B
ox358316B01PUBLIC1.pdf

3
https://www.mha.gov.in/notifications/circulars-covid-19,
https://www.mha.gov.in/sites/default/files/PR_ConsolidatedGuidelinesofMHA_28032020_0.pdf, https://www.mohfw.gov.in/
Annexure 1: Sample Check List
Annexure 2: Sample Posters