9-ATTACHMENT B 26-0212.pdf

ATTACHMENT B – QUALITY CONTROL STANDARDS, EXPECTATIONS, & REQUIREMENTS

Services performed under this Contract shall be subject to regular inspections by the City of Arlington’s representatives.

The vendor shall maintain a quality control program which shall include regular inspections and tours with the City representative of all areas of the building covered by this Contract. These inspections shall be documented in writing and include a procedure to verify that identified deficiencies are noted and resolved to the satisfaction of the City. Contractor will conduct follow-up inspections to verify deficiencies corrected.

The Vendor’s quality control records shall be available and open for the City’s review at all times. Copies of all Quality Control Inspection reports completed by the Vendor shall be provided to the City as completed.

All work done and materials furnished shall be subject to inspection by the City representatives. At all times the City representatives shall have access to all locations where services are being performed.

Upon request of City representatives, the Vendor shall furnish without charge samples of materials used or to be used in the performance of this Contract for evaluation.

Inspections or other acts or functions performed by the City personnel are recognized as being for the sole purpose of assisting the City in determining that the Vendor is complying with the requirements of this Contract. Such activities shall in no manner be construed to relieve the vendor from determining to its satisfaction that it is in full compliance with this Contract. Work not meeting the requirements of this Contract as determined by City representatives shall be corrected within two (2) days of notification.

Upon any complaint received by the Facility Services Manager regarding the Vendor, the Contractor shall make inspections with the City of Arlington Facility Services Manager or his appointed representative and furnish a written plan of action as to how and when he proposes to correct any discrepancies.

This section outlines acceptable standards.

Floor Cleaning:

For all operations where furniture and equipment must be moved, chairs wastepaper baskets, or other similar items shall not be stacked on desks, tables, or windowsills. Upon completion of work, all furniture and equipment shall be returned to its original position.

Baseboards, walls, doors, stair risers, furniture, and equipment shall not be splashed, disfigured, or damaged during cleaning.

All base moldings of freestanding partitions shall be put back in place if dislodged during floor maintenance.

Proper precautions shall be taken to advise building occupants of wet and/or slippery floor conditions. This applies during inclement weather as well as during cleaning operations in those buildings where daytime cleaning personnel are on duty. All waxed surfaces must be maintained so as to provide safe anti-slip walking conditions.

Sweeping:

Floor shall be swept clean, free of dirt streaks and no dirt shall be left in corners, behind doors, on stair treads, or under furniture or equipment. Likewise, exterior entrances within 10 ft of entry doorway. shall be swept clean of all dirt and trash. To sweep resilient tile, terrazzo or sealed concrete floors, traced dust mops shall be used and the sweeping operations must be performed in a manner that no dust is raised.

Straw brooms or push brooms may be used for sweeping exterior surfaces. During the sweeping operations, gum, tar, and other sticky substances shall be removed with a putty knife. In addition, spills and spots must be removed during the sweeping process. This operation shall be performed with a cotton mop that has been dampened with a neutral detergent solution.

Damp or Wet Mopping:

Floors shall be damp or wet mopped to remove dirt and stains that cannot be removed by sweeping. A cotton mop, mop bucket wringer, and a neutral detergent solution shall be used to remove the soil. Mops and buckets shall be cleaned after each use and kept odor free. Buckets shall not be stored in closets with solutions left in them.

Mopping solution shall be changed frequently to ensure floors are being properly cleaned. Floors being wet mopped shall be dried after mopping to prevent any standing water from being absorbed by the floor material or seeping into floor seams or corners.

Furniture and other equipment shall be moved to mop underneath and replaced in its original position.

Mopped water splashed on baseboards, doors, or furniture shall be removed immediately. On completion of moping operation there shall be no soil, litter, splash marks, streaks, swirls or mop strands visible. The floor shall present an overall appearance of cleanliness.

Spot Mopping:

This operation shall include the removal of stains by spillage on small areas of floor surface, and when windows or doors have been left open and rain, snow, or sleet has blown in, or other substances have been tracked in.

Scrubbing:

When scrubbing is designated, it shall be performed by machine or manually with a brush using a neutral detergent. Germicidal solution such as A-33 shall be used in restrooms, locker rooms, eating areas and drinking fountains. Scour powder may be used only on very dirty quarry tile, ceramic tile or terrazzo floors.

Water or scrubbing solution shall not be allowed to remain on the floors any longer than necessary to complete the cleaning job, at which time dirty solution shall be picked up and the floor shall be rinsed until it is clean and free of soap solution, then dried.

Floor Finishing:

An approved polymer floor finish shall be used on asphalt, rubber, vinyl, linoleum and other resilient floor covering.

All wood surface floors shall be cleaned/finished in accordance with the manufacturer's recommendations and instructions for the type of flooring.

On hard surface floors such as terrazzo, ceramic, marble, and concrete, an approved penetrating water base sealer shall be used. However, all floor surfaces shall receive the following treatment applications:

Sweeping:

Sweep all floor surfaces thoroughly. Remove all gum and adhesive material.

Stripping:

Remove all old finish or wax from floors, using a concentrated solution of a liquid stripping cleaner. Cleaner is to be applied with a mop and scrubbed with an electrical buffing machine and a medium-grade stripping pad. Extremely stubborn spots, gum, rust, burns, etc., shall be removed by hand with a scouring pad dipped in the stripping solution. Corners, baseboards, and other areas that the buffing machine cannot reach shall be scrubbed and thoroughly cleaned by hand.

Under no conditions shall floors be scrubbed while dry. Care shall be taken so that baseboards, walls, and furniture shall not be splashed or scarred. Cleaning solution shall be rinsed two or three times with clean water to remove all traces of cleaning solution. Do not flood floor with water; use only enough water as required for good rinsing. Floor shall be allowed to dry thoroughly after rinsing.

Finishing:

Finish shall be applied to the floor surface with a lamb's wool applicator or a cotton mop. A minimum of three (3) thin coats of floor finish shall be applied, allowing sufficient time to dry in between each coat. The last coat should only be applied up to, but not touching, the baseboard. All other coats should be applied to within six (6) inches of the baseboard. The application of an excessive amount of finish shall be avoided, and a buildup shall not be permitted.

Sufficient finish shall be used to fully protect the floor surface and present a neat, well-kept appearance.

Finishing shall be done in heavy traffic areas such as doorways and corridors, or in heavy work areas to keep the floor fully protected. In cases where it becomes necessary to remove old finish, an approved floor stripper shall be used. Where finish has been allowed to accumulate along baseboards or near fixed pieces of furniture or equipment, a doodle bug with scouring pad attached shall be used in addition to stripper to remove old finish.

➢ Should there be more than eight (8) hours delay before applying finish after the floor has been cleaned or between coats, the areas must again be cleaned to remove surface dirt and scuff marks before applying finish. Finish shall be thoroughly dry before buffing.

Spray Buffing:

A buffing machine shall be used with a synthetic buffer pad attached thereto, and the surface shall be buffed only enough to harden the finish and bring the surface to desired luster. Woodwork, baseboards, and furniture shall not be scarred or discolored by the buffing equipment or the solution used.

Spray buffing solution shall not be applied to floors nearer than six (6) inches to the baseboard or non-movable fixtures. Vacuuming of Carpet:

Surface litter such as paper, gum, rubber bands, paper clips, etc., shall be picked up prior to vacuuming. A commercial heavy-duty upright carpet vacuum with a beater bar shall be used to remove obvious dust and soil from carpet. Beater bar shall be adjusted to correspond with the pile height of carpet. The carpeted floor, after vacuuming, shall be free of all visible litter and soil. In addition, movable furniture or equipment shall be tilted or moved to vacuum underneath or a portable vacuum with a crevice tool shall be used.

In areas with permanent or stationary furniture and fixtures, a toy broom or crevice tool shall be used to remove all dirt/dust from the edges of fixtures, etc. The carpeted floor after vacuuming, shall be completely free of litter, soil and embedded grit.

Carpet Cleaning:

All carpet cleaning methods must be approved by Custodial Administrator before use.

Stained areas shall be treated with spot cleaning solution in compliance with the carpet manufacturer's recommendations. The carpet shall be vacuumed before and after shampooing with a commercial heavy-duty vacuum cleaner with a beater bar. Shampooing shall be done in strict compliance with the recommendations and instructions of the manufacturer of the carpet and shampooing equipment and materials. A vacuum extractor should then be used to remove deep stains, repeatedly on a quarterly basis or until the stains do not reappear.

Some facilities will require the use of host-dry shampoo process which is based on manufacturer's recommendations. Areas inaccessible to the shampoo equipment shall be shampooed using recommended manual devices. After sufficient drying time has been allowed, the carpet shall be vacuumed to give the carpet pile uniform lifter appearance.

Deep carpet stain cleaning shall be done on a quarterly basis (every 3 months) with an extractor vacuum and appropriate solution.

Cleaning of Furniture:

Soil and dust shall be removed from furniture. Metal desks, file cabinets, chairs, table-tops, etc., shall be dusted with lamb's wool hand dusters or clean wiping cloths and spots removed with sponge dampened in a neutral detergent solution. Vinyl covered furniture shall be cleaned with sponge or wiping cloth dampened in a neutral detergent solution. For hard-to-remove spots an approved cleaner shall be used.

Upholstered furniture shall be dusted with a portable vacuum with upholstery attachment.

An approved dry foam concentrate with a clean soft bristle brush and/or mechanical brush shall be used to clean upholstered furniture. Wood furniture shall be dusted with treated dust cloths that have been sprayed with an approved polish and wiped to a shine with clean cloths.

Regular Dusting:

All dust, lint, litter and dry soil shall be removed from horizontal surfaces including office furniture, window sills, shelves, venetian blinds, library book shelving, which could be over 6 feet, stairwell (emergency), etc.

but items on desk tops shall not be disturbed, but in public facing areas the top of equipment will be dusted.

Dusting shall be performed with clean dust cloths, and lamb's wool duster and surfaces shall be dust free.

Spot Cleaning:

Smudges, fingerprints, marks and streaks shall be removed from washable surfaces, without scarring or discoloring the finish, by use of a sponge, clean cloth and spray bottle of neutral detergent. Germicidal cleaner solution, such as a disinfectant spray with at least 99.9% antibacterial and disinfectant formula shall be used in restrooms, locker rooms, eating areas, and drinking fountains. Glass cleaner shall be used on mirrors and windows. After spot cleaning, the surfaces shall have a clean uniform appearance free of spots, streaks, and removable soil.

Washing of Interior Glass:

Smudges, oily film, dust and soil shall be removed from interior glass and mirrors by cleaning with glass cleaner solution, squeegee, and wiping cloths. Glass cleaner splash and drip marks shall be removed from adjacent surfaces. Glass surfaces shall be rinsed of detergent residue. All necessary precautions shall be taken to assure that safety regulations prescribed by OSHA and the City's representative are followed.

Cleaning of Interior Transparent Surfaces:

Smudges, oily film, dust and soil shall be removed from all transparent surfaces using methods and solutions prescribed by the manufacturer or the City's representatives.

Cleaning of White Magic Marker/Black Boards:

Use a foam eraser or appropriate cleaner to remove all chalk/marker marks, finger prints and excess dust from the blackboard/white magic marker board writing surfaces. Wipe tray with a damp sponge or cloth.

After cleaning, the surface shall have a uniform appearance with no remaining marks, streaks, or excess dust.

Trash Removal:

All wastebaskets, and other trash containers in the work area shall be emptied and returned to their initial location. Boxes, cans, papers and other trash placed near a trash receptacle and marked "Trash" shall be removed and emptied directly into a designated trash dumpster, receptacle or area. Large recycle containers shall be emptied when the container is half full

Soiled or torn plastic waste basket or trash container liners shall be replaced. . The exterior of wastebaskets and trash containers shall be damp wiped with germicidal detergent solution from a spray bottle using a sponge or cloth.

Entrance Mats:

Carpet mats shall be vacuumed with commercial heavy-duty upright vacuum machine. Entrance mats of rubber or polyester shall be swept, shaken, vacuumed or washed. Entrance mats shall be lifted and soil and moisture underneath shall be removed.

Elevators:

Smudges, fingerprints, gum, marks and graffiti shall be removed from interior, exterior surfaces and railings.

Floors shall be cleaned in the same manner as other types of floor coverings as specified herein.

Restrooms:

Germicidal: Using an approved germicidal, detergent solution completely sanitize restroom; to include floors, walls to ceiling, partitions, doors, and fixtures. Other cleaning materials specified herein shall be in addition to the germicidal.

General Cleaning:

Cleaning of restrooms shall include sweeping, mopping, and scrubbing, cleaning of mirrors, cleaning of nickel and chrome hardware, cleaning of fixtures, walls, stall partitions, and shower stalls. Cleaning of commodes and urinals shall be done in such a manner that no cross contamination shall occur between commodes and urinals, and faucets, sinks, and doorknob surfaces in addition to the details in the following section.

Sanitary receptacles in women's restrooms shall be cleaned and washed daily during cleaning schedule.

Paper liners shall be inserted in these receptacles and replaced as necessary. Receptacles shall be emptied, liners folded, collected in separate containers, and disposed of with trash.

Servicing and cleaning of restrooms during the building occupants' working hours shall be at intervals frequent enough to police and maintain an adequate supply of white toilet tissue, paper towels, commode seat covers, hand soap, etc. Replacement of toilet paper roll needs to be inside the toilet tissue dispenser, never outside or on top of dispenser.

Fixtures:

Commodes shall be cleaned daily to remove all rust and stains, inside and outside. Flush rings shall be cleaned with a cotton hand mop using a bowl-tab/solution. Urinals shall be cleaned daily to remove rust, and stains in the same manner as commodes. Cleaning solutions shall be flushed through the traps to reduce accumulations of scale.

Commodes shall be cleaned inside with a cotton hand mop. Inside of commodes shall be cleaned with a germicidal bowl cleaner. Exterior of the commodes shall be cleaned with a germicidal spray bottle with a microfiber cloth.

Exterior of paper towel cabinets, soap dispensers, and tissue dispensers shall be wiped cleaned and refilled.

Restroom, Shower Stall, and Wall Cleaning:

Floors shall be cleaned with germicidal detergent cleaner and allowed to dry. In no instance shall a hose or stream of water be used to wash floor. Shower walls and floors shall be cleaned with a anti-mildew cleaner.

Shower stalls shall be cleaned with mildew cleaner to remove stains, rust, mildew, etc., and sanitized with a germicidal detergent solution. Shower curtains will be purchased and replaced by the Custodial Administrator

Walls, partitions, and woodwork shall be washed with germicidal detergent solution where wall surfaces are covered with a washable paint, vinyl covering, or are of vitreous materials.

Drinking Fountains:

Soil, streaks, smudges, etc., shall be removed by use of spray bottle, germicidal detergent solution, sponge, cloth. A Non-Scratch pads can be used to remove stubborn hard water stains/mineral deposits accompanied by germicidal detergent solution. A small percolator brush shall be used to clean drains. After cleaning, the fountain shall be free of stains, spots, smudges, and sanitized. Do not use stainless steel polish or oil on drinking fountain’s head or faucet.

Podiums and Rostrums:

All podiums and rostrums shall be cleaned in the same manner as floor areas, including bases for signage, hand sanitizers, stanchions, etc.

Polishing Metals:

Solid push plates, kick plates, nameplates, and other fixtures shall be polished to present a bright, neat, clean, shining appearance. Polishing shall be performed so as not to damage or scratch the finish.

Porcelain Ware Cleaning:

Porcelain fixtures (drinking fountains, toilets, urinals, wash basins, etc.) shall be clean and bright; there shall be no dust, spots, stains, rust, mold, encrustation, or excessive moisture.

Entrances:

Platforms, landings, and steps of entrance within ten feet of entrances shall be cleaned and policed.