Preparing and managing premises for re-entry
SSP’s building management approach
SSP’s building management response to coronavirus is guided by a comprehensive governance and operational management framework. This framework informs SSP’s planned building management approach for the safe return of VPS staff to their workspaces.
SSP is responsible for ensuring premises within its managed portfolio are ready for occupancy by its clients, consistent with relevant policies, advice, and standards of relevant authorities, including DHHS and Worksafe. This guide outlines the four key areas SSP is responsible for delivering and managing (see diagram left below): building systems, cleaning (and other maintenance services), building security, and supporting workspace health and safety.
SSP has worked closely with clients, landlords and vendors to support decisions and actions needed in the workplace to respond to reports of any suspected or confirmed coronavirus incidents within SSP premises. This process will continue as part of the SSP’s role to support re-entry back into the workplace.
SSP’s approach, plans and actions continue to be shaped by the latest learning and global insights provided through our partners in delivery Jones Lang LaSalle (JLL).
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For the purposes of this document and for clarity the following references should be noted:
SSP Clients: Departments and Agencies who occupy SSP managed premises and receive SSP services.
Tenant: SSP as the lease holder for all SSP managed premises.
Occupant: SSP clients who occupy the space leased and managed by SSP.
“Building Occupier”: this refers specifically to DHHS cleaning guidelines and in this context SSP performs the role of building occupier.
Occupancy Agreement: the document between SSP and each of the departments/agencies that details the occupancy arrangements in place.
Workplace: refers broadly to any type of approved location in which employees conduct their work (responsibility of SSP clients).
Work site: refers to a specific location of a workplace.
Workspace: is the more immediate internal areas occupied by SSP clients to conduct their day to day work.
SSP’s response is informed by….
- Federal and Victorian Government decisions, policies and directions (particularly those by DHHS and WorkSafe).
- Whole of Victorian Government return to workplace planning by Department of Premier and Cabinet and overseen by PSAC.
- ICT coordination - SSP will engage regularly with CenITex throughout the implementation of building management services (including through the DPC RWT group)
- Client department and agency return to workplace plans and requirements (noting COVIDSafe plans).
- Current closure status of premises and preparations to phase them back into operation in line with client return to work dates.
- Individual tenancy terms and working closely with landlords and vendors.
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What SSP will do
SSP will ensure building systems support a safe and comfortable workspace for occupants that considers the activity of the premises.
SSP is working with landlords and vendors to ensure the following are subject to a full inspection prior to re-entry:
- Heating, Ventilation and Air Conditioning systems (HVAC)
- Essential services (such as fire systems)
- Water and toilet systems
- Other mechanical systems
Any reactive or corrective works that may not have been addressed during closure periods will also be reviewed to ensure these works are actioned during the preparation period prior to occupant re-entry.
To ensure these systems are fully operational, SSP will discuss with clients what notice is needed to ensure all building systems are ready and allow for relevant inspections and resolution of any issues. Notice periods are likely to be longer for any sites in complete closure, or if the proposed re-entry is large scale.
Prior to re-entry, SSP will issue assurance (see page 10) that the space is ready to occupy. If there are any issues that arise with these systems that may impact on SSP client’s planned return to their worksite, SSP will work closely with clients to resolve these matters as quickly as possible.
For more details, please refer to the latest version of the SSP Frequently Asked Questions pack for Re-entry to the workplace: SSP building management and workspace planning services.
Client responsibilities
Share with SSP timelines and requirements for return to work plans as early as possible, to ensure the appropriate ‘stand up’ of major building systems to suit the occupancy status of premises and level of activity.
Please advise SSP via your JLL program team contact of any unanticipated re-entry requirements not covered in the return to workplace plan. Ideally SSP receives at least three weeks’ notice prior to proposed re-entry date to ensure any sites are ready for occupancy.
Please do not make requests directly to landlords or vendors on site (apart from supporting them to fulfil an official work order) and ensure any changes or new requirements are either logged on Corrigo as a work-order or follow protocols as per page 6 below for suspected coronavirus incidents.
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What SSP will do
The scope of SSP’s cleaning arrangements remain the same as outlined in the interim SSP Schedule of Services 20-21. However, these cleaning arrangements are aligned with latest Victorian Government guidelines and scaled depending on the status of occupation and use.
Note SSP assumes the role of “Building Occupier” responsibilities as outlined in DHHS cleaning guidelines (Nov 2020). (See resource reference in the back of this pack for details).
Cleaning schedules: Cleaning schedules and protocols for SSP managed buildings are determined in line with current DHHS other applicable guidelines. SSP will discuss any cleaning needs outside of scope with clients (noting clients will need to cover additional costs).
Reactive cleaning: SSP’s usual reactive cleaning services will continue for any regular workplace cleaning needs that might arise and should be requested through the Corrigo work order system (link via SSP website: ).
SSP current approach to respond to suspected or confirmed coronavirus (COVID-19) reports will continue (see right). This response includes disinfectant and deep cleans (formerly referred to as ‘bio-cleans’) in line with relevant Victorian Government guidelines.
Cleaning in other areas: SSP is liaising with landlords about our clients’ return to workplace plans and proposed dates to ensure a coordinated and compliant approach for cleaning to cover common areas such as lobbies, foyers, reception/concierge, lifts and stairwells.
For more details, please refer to the latest version of the SSP Frequently Asked Questions pack for Re-entry to the workplace: SSP building management and workspace planning services.
Client responsibilities
- Ensure staff follow protocols for reporting suspected or confirmed reports of coronavirus (COVID-19) by notifying your Deputy Secretary or agency equivalent (or delegate), to then advise SSP’s Executive Director or nominated delegate as advised by SSP.
- Please do not make requests directly to cleaners or other vendors on site (apart from supporting them to fulfil an official work order) and ensure any changes or new requirements are either logged on Corrigo as a work-order for regular cleaning activity or follow protocols for suspected coronavirus incidents.
- Client occupants will need to ensure they maintain a clean desk policy, removing all papers and personal items when they exit the workspace each day to allow for cleaning. SSP cleaners are not able to clean desks that have these items on them due to risk and information security requirements.
- See Part 2 of this guide for further advice SSP can offer clients in determining additional cleaning considerations in the workspace to complement the standard building approach outlined here.
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What SSP will do
SSP is responsible for ensuring premises under our management are safe to occupy prior to clients re-entering their worksite. During remote working arrangements and various Staged restrictions, SSP has worked closely with landlords and vendors to ensure building maintenance for critical sites operating at this time have complied with all relevant guidelines.
To prepare for more significant transitions into the workplace, SSP is putting in place further assurances to complement its existing processes prior to re-entry to the worksite, summarised below.
SSP will also ensure regular monitoring for ongoing maintenance of sites to ensure relevant guidelines are being consistently applied.
Checklist of requirements
- SSP building management requirements checklist provided to SSP FMs and vendors.
- JLL team provides checklist to landlords seeking written assurance that items under their responsibility have been completed.
Review by FM / RE teams
- FM team checks works completed by vendors where applicable.
- RE team reviews landlord assurance.
Spot check assurance
- Independent team member will conduct regular random checks to assess activities have been carried out to required standards.
SSP review
- SSP accommodation management team reviews checks conducted by JLL team process
Client assurance letter
- SSP Executive Director will send a letter to the corporate Deputy Secretary (or equivalent) and Executive Corporate Director copied, to indicate SSP has reviewed all relevant checks and the building is considered safe and ready to occupy.
Client responsibilities
As standard practice, departments and agencies are responsible for the health and safety of their staff in the workspace. Coronavirus specific health and safety requirements should be considered in individual department and agency COVIDSafe Plans. SSP can assist with completing aspects of COVIDSafe Plans that fall within SSP’s responsibilities as part of the consultation phase with clients.
Please ensure your staff are familiar with the building management protocols indicated in this pack, signage requirements and through guarding/concierge services on site. SSP will advise if there are any changes to building management arrangements as quickly as possible to allow Clients to promptly update staff with any changes that would impact building occupancy or access.
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What SSP will do
Hygiene: Depending on the premises, either SSP or responsible landlords will provide hand sanitising stations in key locations where people enter a building or floor. In most cases these units are intended for foyers/entry points, used in conjunction with physical distancing and OH&S guidelines*. Signage promoting appropriate hygiene practices will also be included in washrooms.
Supporting physical distancing: to support physical distancing measures and implement consistency that will assist with placement of signage at key locations to ensure building occupants and visitors are aware of the relevant protocols for each site.
Physical workplace changes: SSP recognises that some of our clients will need to consider physical changes to the workspace to support COVIDSafe capacity through physical distancing as a control measure. For example, installing protective screens in customer facing areas or removing furniture to promote appropriate distancing and to manage capacity.
Clients can discuss these needs as part of their discussion with the JLL program manager. Additional discretionary services are also available for clients through our JLL program team to provide a customised workspace planning solution (see Part 2 of this pack).
For more details, please refer to the latest version of the SSP Frequently Asked Questions pack for Re-entry to the workplace: SSP building management and workspace planning services.
Client responsibilities
- Sanitiser/PPE: Clients will be responsible for purchasing any additional hand sanitising equipment or other PPE that may be required for their staff within the workspace. This can be done as part of their regular consumable orders (for items such as tissues, office supplies etc.).
- Physical distancing: Providing SSP early advice and indication of any additional changes needed to the physical workspace (e.g. ‘sneeze guards’ at counters, furniture moves etc.) helps ensure they can be in place before staff return to the workspace.
- Clear communication to staff about the importance of both sanitising regularly and maintaining physical distancing.
- Refer to Part 2 of this pack for further details on support SSP can provide as part of our core and discretionary services.
- Signage: SSP can support clients to determine signage requirements and placement. See Part 2 of this pack for more details.
Reviewed 19 January 2021