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 - Ogden Highway Patrol Building
- Solicitation number
- SB26038
- Issued by
- Weber County, Utah
About this file
This is a policy notification document issued by the Utah Division of Facilities Construction and Management (DFCM) regarding failed janitorial inspections for contractors providing cleaning services at state facilities. The policy, effective November 20, 2024 and revised January 15, 2026, establishes a standardized evaluation methodology for all janitorial inspections using a Pass/Fail assessment based on DFCM cleanliness and performance standards. Failed inspections are defined as those in which multiple inspection line items do not meet minimum standards, or when the Facility Manager deems the entire inspection failed based on the severity of deficiencies. When an inspection fails, the contractor must be notified via email with documentation of deficiencies and required corrective actions, with the correction deadline determined at the Facility Manager's discretion. Additionally, a second inspection by the Facilities Manager is required following the initial failure.
If deficiencies are deemed sufficiently serious, the Facilities Manager may issue a formal 10-Day Notice to Correct letter to the contractor through the Facilities Contract Coordinator. Upon issuance of this notice, a re-inspection is scheduled for 10 business days following the letter date on a day that follows a scheduled cleaning day. If the contractor passes the re-inspection, the Facilities Contract Coordinator notifies them that the notice period has concluded. If the contractor fails the re-inspection, the Facilities Manager and Facilities Program Manager jointly review the vendor's overall contract performance to determine subsequent corrective or enforcement actions. This policy applies to all janitorial service contractors, including those bidding on the DFCM Maintenance Stage II solicitation for janitorial services at the Ogden Highway Patrol Building, which is a three-year contract with an estimated FY26 budget of $11,534.52.
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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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