2-B-DFCM Policy Notification for Contractors - Failed Janitorial Inspections, 1.15.26.pdf
PDF 279 KB Posted
- Attached to
- DFCM Maintenance - Stage II Janitorial Services - Invitation to Bid - Orem UDOT Building
- Solicitation number
- SB26040
- Issued by
- Utah County, Utah
About this file
This is a DFCM Policy Notification document issued by the State of Utah's Division of Facilities Construction and Management (DFCM) addressing procedures for managing failed janitorial inspections, effective November 20, 2024, with a revision date of January 15, 2026. The policy applies to all janitorial service contractors performing inspections evaluated using a pass/fail methodology based on DFCM inspection forms and cleanliness standards. When multiple inspection line items fail to meet minimum performance standards, the Facilities Manager may deem the entire inspection as failed and is required to document failed items with photographs. A second DFCM inspection must be conducted, and the Facilities Manager has discretionary authority to issue a 10-Day Notice to Correct letter based on the severity of deficiencies. The failed inspection report and photographic evidence must be communicated to the vendor via email with a deadline for corrective action determined at the Facilities Manager's discretion.
The 10-Day Notice to Correct procedure requires the Facilities Manager to notify the Facilities Contract Coordinator, who then issues a formal letter to the vendor via email. A re-inspection is scheduled for 10 business days following the notice letter on a day that follows a scheduled cleaning day. Upon re-inspection completion, if the vendor passes, the Facilities Contract Coordinator notifies them that they are no longer under notice. If the vendor fails the re-inspection, the Facilities Manager and Facilities Program Manager jointly review the vendor's overall contract performance to determine appropriate next steps, which may include further corrective action or contract performance consequences.
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Text version
DFCM Policy: Failed Janitorial Inspections, Non-Restricted – Updated 1.15.2026 1
DFCM Policies and Procedures
Policy Notification:
Failed Janitorial Inspections
Effective Date: 11/20/2024
Revision Date: 1/15/2026
Policy Type: Non-Restricted
I. Policy
All janitorial inspections will be evaluated using an inspection form line item ‘Pass/Fail’ methodology consistent with the
DFCM inspection form.
1. Failed Janitorial Inspections.
A. A failed inspection may be defined as any facility inspection in which multiple inspection line items do not meet minimum DFCM cleanliness and performance standards. At the discretion of the Facility Manager, the entire inspection may be deemed as “failed” based on the egregiousness of the individual line item failures.
B. Photos must be taken of all failed individual inspection line items.
C. Failed inspections require a second DFCM inspection by the Facilities Manager.
D. The Facilities Manager may choose whether or not to issue a formal ‘10-Day Notice to Correct’ letter based on the circumstances and severity of the deficiencies. If the decision is made to issue a ‘10-Day Notice to Correct’ letter to the vendor, proceed to Step 2: 10-Day Notice to Correct.
E. The failed inspection report and photos of the failing items must be documented through email to the vendor, informing the vendor of the corrective action needed to resolve the deficiencies. The deadline for the vendor to correct the deficient items is at the discretion of the Facilities Manager.
2. 10-Day Notice to Correct.
A. The Facilities Manager will send documentation of the deficiencies to the Facilities Contract Coordinator informing them that a ‘10-Day Notice to Correct’ letter needs to be issued to the vendor. The letter will be emailed to the vendor by the Facilities Contract Coordinator.
B. A re-inspection will be scheduled by the Facilities Manager with the janitorial vendor management staff for 10 business days following the date of the letter and on a day that follows a scheduled cleaning day.
C. Following the re-inspection, the Facilities Manager will email the report to the Facilities Contract Coordinator stating that the vendor has passed or has failed the re-inspection.
i. If the re-inspection is passed, the Facilities Contract Coordinator will email the passing report to the vendor and officially notify them that they are no longer under notice.
ii. If the re-inspection is failed, the Facilities Manager and the Facilities Program Manager will review the vendor’s overall contract performance to determine the next steps.
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