COVID-19 Response Plan

Emergency Response Plan COVID-19 Pandemic Influenza

Introduction

IMCORP values the health and safety of our employees, business partners and the public, and as such has sought and will continue to seek alignment with the most current Centers for Disease Control and Prevention (CDC) guidance pertaining to coronavirus (COVID-19) precautions. 
 
Like all organizations, IMCORP performs essential functions and services that may be adversely affected in the event of a natural or man-made disaster. As a result, IMCORP must have continuity plans to assist in the continuance of our essential functions. Continuing to perform essential functions and provide essential services is vital to IMCORP’s ability to remain a viable entity during times of increased threats from all hazards, manmade or natural. Since the threat to an organization’s continuity of operations is great during a pandemic outbreak; it is important for IMCORP to have an Emergency Response Plan to ensure we can carry out essential functions and services.
 

Purpose

This Emergency Response Plan provides guidance to IMCORP and may serve as the plan for maintaining essential functions and services during an influenza pandemic. This guidance/annex neither replaces nor supersedes any current, approved IMCORP continuity plan; rather it supplements it, bridging the gap between the traditional, all-hazards continuity planning and the specialized continuity planning required for a pandemic by addressing additional considerations, challenges, and elements specific to the dynamic nature of a pandemic. 
 
This guidance stresses that essential functions can be maintained during a pandemic outbreak through mitigation strategies, such as social distancing, increased hygiene, potentially vaccination of employees and their families, and similar approaches. Influenza may not require a traditional continuity response, such as partial or full relocation of the organization’s essential functions, although this response may be concurrently necessary due to other circumstances.
 

Emergency Response Team (ERT)

As part of IMCORP’s ongoing work to respond effectively to the rapidly evolving coronavirus (COVID-19) public health emergency, IMCORP has established an Emergency Response Team (ERT) consisting of: 
 
Matt Spalding Matthew.Spalding@imcorp.com 919.625.5798
Ben Browne Ben.Browne@imcorp.com 860.306.8777
Tim Morello Tim.Morello@imcorp.com 860.558.4477
Padriac White Padriac.White@imcorp.com 203.788.7642
Marcia Guzy Marcia.Guzy@imcorp.com 860.763.8142
Josh Reed Josh.Reed@imcorp.com 860.783.8614
 
The ERT’s mission is to work with all internal department managers, clients and business partners to minimize risk and develop contingency plans to continue normal operations and limit the possibility interrupted services. The goal is to continue to ensure the health and safety of our employees, their families and the community, while carrying out IMCORP’s core business functions. 
 

Communications 

Providing timely and accurate information is a critical component of IMCORP’s response to COVID-19. All communications will be created and delivered by one or more members of the ERT. A single communications channel is critical to ensure we do not create confusion or misinformation to our employees, our clients or our business partners.  
 
The communications will be a multipronged approach specifically to address: 
 
IMCORP Emergency Response Plan Action – initial review at the department level of this ERP as well as any ongoing changes to the ERP. 
 
IMCORP Continuity of Operations Activity – weekly check-in meetings at the department level to discuss any current challenges and successes as well as current state of business operations.  
 
Communications from field or internal Operations – all communications from field or internal operations shall be directed to the supervisor.  In the event the supervisor is unavailable, contact a member of the ERT to limit confusion and ensure accuracy.    
 
IMCORP Health and Safety Communications – this is all internal communications related to COVID-19 health and safety information.  See Appendix A 
 
Business Partner Communications – this will encompass all subcontractor and vendor communications regarding our emergency and contingency planning. See Appendix B 
 

Travel Guidelines Implemented

Restricted Travel - IMCORP has immediately restricted employee business travel to and from areas with widespread or ongoing community spread of COVID-19 (Level 3 Travel Health Notice).  See CDC Travel Risk Assessments  for updated information.  
 
In addition, employees returning (or employees with a household member returning) from either business or personal travel to a Level 3 country must stay home for 14 days and monitor their health. 
 
Non-Essential Business Travel - Beginning 3/16/2020, IMCORP is suspending all non-essential domestic and international business travel via mass transportation (e.g. commercial airline, non-commuter train, bus) until further notice. Non-essential business travel is inclusive of any travel other than job site related travel, unless the job site is in a high-risk area.   
 
This does not apply to travel by personal vehicles for business purposes, again unless in a high-risk area, however this to should be limited to only essential meetings. Any mass transportation travel exceptions must be reviewed with the associate’s supervisor and Emergency Response Team.  Any questions on non-essential travel should be discussed with their immediate supervisor. 
 
Essential Business Travel - IMCORP is not suspending any essential business travel, which is defined as job site travel in a non-high-risk area.  “Business” on a job site includes cable testing, safety oversight, accident investigation, jobsite training, site walkdown, accessory performance consultation (APC) and management oversight. 
 
High-risk areas will be monitored in part via information on the CDC site as well as dialog with our specific active job sites.  Final determination of high-risk areas will be made by the Emergency Response Team. 
 

Business Continuity 

UPDATED 3/23/2020 – IMCORP, corporate facilities in CT will further reduce its in-office workforce to a maximum of 5 individuals to support manufacturing/shipping/receiving for our Electric Utility and Generation customers.  

TELEWORKING – During the Emergency Response period, IMCORP encourages associates who can perform work duties at home to utilize the Flex Place (remote work) arrangement. Supervisors and associates must be fully available on a timely basis to IMCORP colleagues, customers, vendors and partners, using as appropriate telephone, email, texting, videoconferencing and other communication methods.
 
INFORMATION and DATA COMMUNICATIONS - Operational risk will be minimized through implementation of systems and technologies that facilitate communication without person-to-person contact. IMCORP IT team will monitor and ensure all mission critical communication systems needed to perform essential functions are fully functional to remote workers.   
 
ESSENTIAL SYSTEMS OPERATION AND ACCESS - IMCORP shall identify, protect, and ensure the ready availability of electronic documents, references, records, and information systems needed to support essential functions.  IMCORP has identified systems, databases, and files that are needed to ensure essential functions remain operational. These will include ProjectScheduler, DataReconciliation/Distribution, InvGen, WMS, WRS, NetSuite, Sisense, Jira. All systems are activity monitored. 
 
FACILITY CLEANLINESS - IMCORP has instituted daily disinfectant cleaning of all frequently touched surfaces in our offices, such as workstations, countertops, and doorknobs.  IMCORP has also provided Purel and Lysol wipes for employees who wish to wipe down phones, keyboards, mice, etc. 
 
MDU/V CLEANLINESS - IMCORP has instructed all field associates to purchase disinfectant sprays to wipe down all work surfaces, equipment and driver’s area within an MDU/V.  IMCORP has also provided Purel disinfectant wipe packets for those who may be traveling to wipe down airline armrests, service trays, etc, during travel. 
 
FIELD OPERATIONS
 
Additional PPE Requirement
Effective 3/23/2020, all field personnel and subcontractor crews will use protective rubber gloves or equivalent hand protection.  This does not remove all required hand washing and equipment disinfecting.
 
Additional Daily JSA/JHA Requirement
Effective 3/31/2020, all field personnel will include the following questions in the daily tailboard, JSA/JHA each morning before starting work.
  • All JHAs, cable control log and other documents will be signed by the IMCORP Field Engineer or Field Supervisor to eliminate the need to be closer than 6’ to another person
  • Additional questions shall be asked “Does anyone have COVID-19 symptoms” (fever, shortness of breath, coughing)?
  • Has anyone been in the presence of anyone known to have, known to be in process of testing, known to have the symptoms (fever, shortness of breath, coughing) over the past 72 hours?

COVID-19 Awareness Reporting Requirement

Effective 3/23/2020, all field personnel will immediately report to ERT (BY PHONE) if you have a worker notify you for any of the following reasons:

  • They have personally tested positive for COVID-19,
  • They are fully symptomatic (exhibiting all 3 symptoms of fever, shortness of breath and coughing) and have been tested for COVID-19 or been referred for COVID-19 testing at the direction of a medical services provider,
  • They are fully symptomatic (as outlined above) and have had confirmed close contact with someone who has tested positive for COVID-19.  For purposes of this guidance, “close contact” is defined as when someone has been within six feet of in infected person for a prolong period.
  • Please only call one of the two telephone numbers for these high-priority situations.

Additional Daily Equipment Disinfectant

MDU/V CLEANLINESS - IMCORP has instructed all field associates to purchase disinfectant sprays to wipe down all work surfaces, equipment and driver’s area within an MDU/V.  IMCORP has also provided Purel disinfectant wipe packets for those who may be traveling to wipe down airline armrests, service trays, etc, during travel.

Appendices

Appendix A - IMCORP Health and Safety Communications - COVID-19

To: All IMCORP Staff

Updated: Mar 23, 2020

At IMCORP, we value the health and safety of our employees, business partners and the public. IMCORP has sought and will continue to seek alignment with the most current Centers for Disease Control and Prevention (CDC) guidance pertaining to coronavirus (COVID-19) precautions.  It is IMCORP’s goal to share all available information concerning the virus and the methods used to limit transmission. 

  1. If you are sick, stay home.
    1. Associates and contractors who have symptoms of acute respiratory illness should stay home and not come to work until they are free of fever (100.4° F [37.8° C] or greater using an oral thermometer), signs of a fever, and any other symptoms for at least 24 hours, without the use of fever-reducing or other symptom-altering medicines (e.g. cough suppressants.
    2. Notify your manager using IMCORP’s and your team’s call-in procedures.
    3. Consult with your manager and Human Resources regarding use of PTO and leave.
    4. Call a healthcare provider for advice.
    5. Notify your manager and Human Resources immediately if your healthcare provider confirms or suspects that you have COVID-19
  2.  If you report to work when sick, you will be sent home.
    1. If you report to work with acute respiratory illness symptoms (i.e. cough, shortness of breath) or become sick during the day, your manager will separate you from other employees and send you home immediately.
  3. Practice respiratory etiquette and hand hygiene.
    1. Clean your hands often with an approved 60 to 90% alcohol-based hand sanitizer or wash your hands with soap and water for at least 20 seconds. Soap and water should be used preferentially if hands are visibly dirty. (See Figure 1)
    2. Cover your nose and mouth with a tissue when coughing or sneezing (or an elbow or shoulder if no tissue is available).
    3. Follow instructions at: coughing and sneezing etiquette
  4. Perform routine environmental cleaning:
    1. Routinely clean all frequently touched surfaces in the workplace, such as workstations, countertops, and doorknobs. Use the cleaning agents that are usually used in these areas and follow the directions on the label.
    2. No additional disinfection beyond routine cleaning is recommended at this time.
    3. Use disposable wipes so that commonly used surfaces (for example, doorknobs, keyboards, remote controls, desks) can be wiped down before each use.
  5. Take steps before traveling:
    1. Check the CDC’s Traveler’s Health Notices for the latest guidance and recommendations for each country to which you will travel. Specific travel information for travelers going to and returning from China, and information for aircrew, can be found at on the CDC website.
    2. Check yourself for symptoms of acute respiratory illness before starting travel and notify your manager and stay home if you are sick.
    3. If you become sick while traveling or on temporary assignment, notify your manager and Human Resources, and promptly call a healthcare provider for advice if needed.
    4. If outside the United States, contact a healthcare provider or use IMCORP’s overseas medical assistance company to assist in finding an appropriate healthcare provider in that country. A U.S. consular officer can help locate healthcare services.
  6. Limit risk if you are well but have been in contact with those who have or may have COVID-19.
    1. Refer to current CDC guidance for how to conduct a risk assessment of your potential exposure, which is based on travel and contact with people with COVID-19 symptoms.
    2. Follow CDC’s management recommendations in Table 2 based on your risk assessment.
    3. Notify your manager and Human Resources immediately if you have had potential exposure.
    4. Note that CDC updates its risk assessment advice on a continuing basis.

Just like all flu or other viral illness, if you are elderly, have a compromised immune system, have respiratory issues, heart disease or diabetes, you are at a much greater risk of having complications from this virus and need to take extra precautions in addition to those previously discussed:

  1. Stay home as much as possible
  2. Request a work from home status
  3. Restrict travel
  4. Avoid crowds
  5. Strictly avoid anyone who is coughing/sneezing or showing any signs of illness

If you are in an at-risk demographic and want to discuss an accommodation as stated above, please contact the IMCORP HR department as soon as possible to discuss options. 

Everyone must pay attention for potential symptoms and take prompt action for their safety and the safety of others.  If you notice any of the following symptoms DO NOT COME TO WORK, limit your contact with others to the greatest extent possible and contact your doctor, nearest immediate care facility or hospital as soon as possible.  Calling ahead will help them be ready and they may have specific instructions to help limit transmission.

Appendix B - Subcontractor Communications

To:  All IMCORP Subcontractors

Date: 3/18/2020

Thank you for being a valued partner with Instrument Manufacturing Company (IMCORP).  The IMCORP Safety Management Team has developed an emergency response plan to address changing health risks and to develop contingency plans that limits the possibility of interruption in service due to the COVID-19 pandemic.  It is important to realize that although the risk to most of us is relatively low at this point, these precautionary steps are put in place to ensure the safety of our people and our business partners during continued operations. IMCORPS goal is to be fully prepared to effectively respond in the event of threat escalation and to ensure the health and safety of our employees, our business partners and our communities. 

Please share this important information below with your employees supporting IMCORP immediately.   Should you have any questions, do not hesitate to reach out to your IMCORP Project Manager or one of the contacts below.    

IMCORP has a vested interest in the safety of our teammates and the general public. With the current Coronavirus (COVID-19) outbreak, we expect our contractors to provide qualified workers who are fit for duty to perform contracted work. In the spirit of working together in a collaborative manner, we are focused on avoiding exposure and the spread of this virus, or similar viruses, such as the flu.

We expect our contractors (Direct Contractors) to share this information with their employees, subcontractors, and adhere to the following:

Below are some general actions that individuals can take for prevention:

  • Wash your hands often with soap and water for at least 20 seconds. If soap and water are not available, use an alcohol-based hand sanitizer (minimum of 60% alcohol content).
  • Avoid touching your eyes, nose and mouth with unwashed hands.
  • Avoid close contact with people who are sick.
  • Stay home when you are sick.
  • Stay home if you have family members living with you who are sick
  • Cover your cough or sneeze with a tissue, and then throw the tissue in the trash.
  • Clean and disinfect frequently touched objects and surfaces.

More specifics can be found at the CDC website - https://www.cdc.gov/coronavirus/2019-ncov/specific-groups/guidance-business-response.html

IMMEDIATE COVID-19 Incident Reporting

Effective 3/22/2020, All IMCORP contractors MUST adhere to this process for immediate COVID-19 reporting. You MUST immediately notify the IMCORP by phone to one of the numbers listed below if you:  

  • Test positive for COVID-19,
  • Have had contact with anyone who has tested positive for COVID-19
  • Exhibits all 3 symptoms of COVID-19, fever, shortness of breath and coughing and been within 6’ of a confirmed COVID-19 infected person
  • Have been referred for COVID-19 testing at the direction of a medical services provider

Please only call one of the two telephone numbers for these high-priority situations.

POTENTIAL EXPOSURE COVID-19 Reporting

In addition, IMCORP will report notifications of potential COVID-19 exposure of workers based upon the guidance below to our customer EHS representatives. While this information is necessary to ensure the safety and health of our workplace and community, please be assured that we respect individual privacy and confidentiality.  The information provided will be shared only with those with a business need to know.  To that end, IMCORP will not share individual names, but may use Employee ID numbers, job titles, and locations.    

Potential Exposure Situations to Report:

  • Close contact with someone who has tested positive for COVID-19,
  • Close contact with someone who is exhibiting one or more symptoms (fever, shortness of breath and coughing) and is awaiting test results at the direction of a medical services provider,
  • Close contact with someone who has traveled outside the U.S. to a Level 3 country – or a cruise that arrived back in the U.S. on March 18, 2020 or later,
  • Employee or contingent worker/contractor who is fully symptomatic (exhibiting all 3 symptoms of fever, shortness of breath and coughing) without any known close contact to someone who has tested positive for COVID-19, but has not sought medical attention. Close contact is defined as anyone who has been six feet or closer for a prolonged period.
  • Employee or contingent worker/contractor who is exhibiting one or more symptoms and awaiting test results at the direction of a medical services provider.
  • What other employees or contingent workers/contractors has the person had close contact (within 6 feet) in the past 7 days?
  • What customer work locations have they been in during the past 7 days?
  • Ensure contract workers who are sick should not come to work at any IMCORP work site.

Any contract workers that show signs of flu-like illness, particularly in communities where COVID-19 cases have been confirmed will be reviewed under a safety stand down and escalated to both IMCORP and Contractor management for resolution.  

If for any reason, your company determines that an operational change effecting normal IMCORP operations is necessary, please contact:

Ben Browne, CUSP
EHS Manager
Ben.Browne@imcorp.com
860.306.8777
Tim Morello
Sr. VP Business Development
Tim.Morello@imcorp.com
860.558.447

 

Appendix C - CDC Source Links

LEADERSHIP

THE STANDARD IN POWER CABLE RELIABILITY