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 - Logan Workforce Services
- Solicitation number
- SB27000
- Issued by
- Box Elder 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 performing maintenance services. The policy, effective November 20, 2024 and revised January 15, 2026, establishes a standardized evaluation methodology for all janitorial facility 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, with the Facility Manager having discretion to deem an entire inspection failed based on the severity of individual failures. The policy requires photographic documentation of all failed line items and mandates a second DFCM inspection by the Facilities Manager.
The policy establishes a corrective action process wherein the Facilities Manager documents deficiencies via email to the vendor and may issue a formal 10-Day Notice to Correct letter at their discretion based on circumstances and severity. When a 10-Day Notice is issued, the Facilities Contract Coordinator forwards documentation to the vendor with a scheduled re-inspection occurring 10 business days after the notice date. Should the vendor pass the re-inspection, they are notified that the notice status is lifted. If the re-inspection fails, the Facilities Manager and Facilities Program Manager jointly review the vendor's overall contract performance to determine subsequent corrective measures or potential contract termination actions. This policy applies to contractors bidding on DFCM Maintenance janitorial services contracts, including the Logan Workforce Services janitorial services opportunity, which is a three-year contract award available only to Stage I prequalified contractors currently listed on the DFCM Prequalified Janitorial Contractors list.
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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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