Question Period Note: Federal building management during COVID-19

A large proportion of the public service has transitioned to working from home during the COVID-19 pandemic. Government offices remain open to ensure the delivery of essential government functions and many clients’ preparations for eventual return to the workplace are underway, guided by regional public health agencies. However, with Canada in the third wave of the COVID-19 virus, there may be a heightened concern about how confirmed cases are being managed and communicated to Public Services and Procurement Canada (PSPC) building occupants.

Note: Questions on employees returning to the workplace should be responded to by the President of the Treasury Board, as the employer.

• PSPC is committed to providing healthy and productive work environments – our facilities remain open, and preparations for re-occupancy continue so that when occupants come back to the office, they return to a healthy working environment
  • Incident reporting and specialized disinfection protocols are in place for suspected or confirmed cases of COVID-19
  • National cleaning specifications have been augmented to cleaning and disinfection of high-touch points to twice daily, based upon guidance from Health Canada
  • Regular flushing of building water systems is being completed for continued water potability
  • Heating, Ventilation and Air Conditioning (HVAC) measures to increase outdoor air intake and maximize filtration have been implemented
  • PSPC is supporting client requirements for hand sanitizer, disinfecting wipes, and other protective equipment as required
  • We are ensuring that PSPC’s actions align with global best practices in property management

If pressed on confirmed cases in PSPC buildings:

• Clients are asked to report all suspected or confirmed cases of COVID-19 in a building to PSPC’s National Service Call Centre
• PSPC or its service provider will react quickly in mobilizing cleaning contractors for required disinfecting processes
• An appropriate disinfection plan is developed and may include disinfection of employee workspaces, elevator control panels and buttons, washrooms, and kitchen and lunch areas
• The Treasury Board of Canada Secretariat tracks confirmed cases within the federal public service. As of March 31, 2021, it reported 3,537 confirmed cases of COVID-19 across the federal public service

If pressed on notifying employees of confirmed cases of COVID-19:

• PSPC is committed to providing healthy and productive work environments and takes seriously the responsibility to notify employer organizations of confirmed cases of COVID-19
• Reporting protocols are being followed with the National Service Call Centre being notified by the client organization so cleaning and disinfection can begin immediately
• As per standard practice, employer representatives within the building are informed who, in turn, initiate notification to their employees as per their responsibilities under the Canada Labour Code
• PSPC and its service providers work with the employer and other involved stakeholders to assist with the above protocols

Cleaning costs

Base building cleaning costs have remained relatively stable throughout the pandemic, seeing an increase of about 9%, despite augmented cleaning protocols. However, as the gradual return to the workplace progresses, base building cleaning costs are expected to rise. While there are different factors to take into consideration, it is estimated that an increase in cleaning costs will be realized when occupancy levels reach approximately 30% of total occupancy. We continue to engage service providers and landlords on these costs for planning purposes.

Utility costs

While reduced occupancies may suggest lower utility costs, the reality is that utility costs have remained stable when compared to pre-pandemic values. This is attributed to numerous variables including:

• buildings remaining operational and maintenance continuing on normal schedules
• water flushing being performed to reduce risk of stagnation and bacteria growth
• increased HVAC protocols to promote occupant wellness including increasing outdoor air intake, thus impacting energy consumption savings opportunities
• reduced occupancy translates into reduced electrical consumption for personal computers, but that also means that the building loses internal heat gains from occupants and equipment during the heating season, resulting in building systems needing to provide additional heating

Jurisdictional restrictions

PSPC endeavors to remain informed on local health restrictions that could impact our real property portfolio and the clients within. Heightened restrictions have recently been announced in 3 provinces to reduce community transmission of COVID-19: British Columbia, Quebec and Ontario.

Since the declaration of the pandemic, PSPC assets have remained open so essential government functions can be delivered in a safe environment. This same direction will be applied during the jurisdictional restrictions mentioned above as well as any other jurisdictions where restrictive measures may be introduced in the future.

Next steps

The department continues its engagement with central agencies, clients and bargaining agents to collaborate on guidance. PSPC will also continue to advance procedures to ensure healthy and productive work environments for the easing of restrictions and planning a safe return to the workplace as guidance evolves.

PSPC will continue to reinforce reporting protocols for suspected and confirmed cases of COVID-19 cases with service providers and clients to ensure a consistent national approach and understanding.

PSPC will continue to track building readiness measures nationwide and take advantage of opportunities to demonstrate building readiness protocols for instilling greater confidence and reducing uncertainties within our client community.

In addition, as part of the Minister’s supplementary mandate letter, she has been asked to, in consultation with public sector unions, work with the President of the Treasury Board and the Minister of Digital Government to explore enhanced flexibility in working arrangements for federal public servants.

PSPC will continue to reinforce guidelines for non-essential lighting internally and with real property service providers.

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