Appendix 9 - Cleaning Frequency and Standards.docx

APPENDIX 9

CLEANING FREQUENCY AND STANDARDS

CUSTODIAL SERVICES:

DRAIN SNAKE IN ALL SINKS AND BATHTUBS

At COM; 1 x Year in SOQ/GOQ Units; 2 x Year All First Floor Units in MFH Towers MFH Towers MFH Towers

- RESUPPLY REST ROOMS

- CLEAN/SANITIZE WALLS/PARTITIONS

- SWEEP/DAMP MOP/SANITZE FLOORS

- CLEAN/DISINFECT REST ROOMS

- DESCALE TOILETS & URINALS

- REMOVE TRASH

1. GENERAL CUSTODIAL STANDARDS.

1.1. Sweeping and Dusting. Sweeping and dusting shall be accomplished in such a manner as to leave the floors free of dust, dirt, trash, stains, scuff marks, deposits, spillage, and residue. All sweeping and dusting materials shall be used in accordance with the manufacturer’s recommendations and must be oil free and nonflammable.

1.2. Damp and Dry Mopping. Floors shall be damp mopped/sanitized, with government approved disinfectant cleaner, to remove all dirt, stains, marks and residue. Dry mopping shall include the removal of all excess floor surface water or wet stains caused by soiling of the floor surfaces due to rain or liquids. Contractor will ensure sign is displayed as warning to residents of wet floor.

1.3. Waxing.

1.3.1. Removal of Wax. Appropriate compounds and detergent products designed for the type of floor to be cleaned shall be used according to the manufacturer’s recommendations. All surfaces shall be left free of wax with no damage to the baseboards, doors or floor. After the wax removal, the floor shall have a dry, clean and uniform appearance with no streaks, swirls or lap marks, especially in the corners, along the shoe molding and baseboards, and behind doors. Dispose of waste and chemicals in accordance with 51st Civil Engineer Squadron guidance.

1.3.2. Application of New Wax. (This paragraph does not apply to no-wax floors.) When the floor has been stripped of wax and sufficiently dried, at least one coat of wax shall be applied immediately in accordance with manufacturer’s recommendation. The application of excessive amounts of wax shall be avoided, and build-up of wax shall not be permitted. All resilient floors shall be waxed with a liquid self-polishing type wax forming a uniform glossy appearance and shall be left free of scuff, heel marks, and any other stains or discoloration. Plastic- based acrylic wax shall not be used. All excess solution shall be removed from baseboards, kick plates and fixtures. Sufficient wax shall be used to fully protect the floor surfaces and shall reflect a lustrous, well-kept appearance. The finished floor surface shall be glossy, non-skid and have a uniform coating. Streaky or blotchy floors shall not be acceptable. After Buffing/Waxing floor, all loose tiles will be fixed and glued back in place.

1.4. Floors. All floor surfaces including corners, underneath wall extensions, and underneath movable furniture shall be finished, free of dust, dirt, trash, stains, scuffmarks, deposits, spillage, carpet tapes, and residue, to include elevators. Floors shall be cleaned as specified below for each different type of floor surface. All items shall be returned to their proper positions after cleaning.

1.4.1. Resilient Floors. Resilient floor covering includes linoleum, plastic, vinyl, asphalt, rubber and other resilient composition floor coverings. All excessive floor wax build-up, including baseboards, shall be removed, to include elevators. All resilient floors shall be waxed in accordance with above paragraph 1.3.2.

1.4.2. Concrete Floors. Interior concrete floors including all floor surface area in the utility rooms, boiler rooms, corners and accessible areas underneath the water heater and furnace shall be left free of scuffmarks, grease, dirt, trash, dust and residue. All accumulations of stains and mildew shall be removed from concrete floor surfaces.

1.4.3. Metal or Wood Threshold. Metal and wood thresholds shall be left free of dirt, dust and mud deposits along the edge cracks. The surface of the thresholds shall not be damaged.

1.4.4. Baseboards and Kick Plates. The same standards shall apply to all wood and resilient tile baseboards as applied to the applicable floor surface. Contractor needs to examine weekly to ensure all loose baseboards are secured in place.

1.4.5. Stairwells. The same standards shall apply to all stairwells as applied to applicable floor surfaces. Handrails, stair treads, adjacent baseboards, corners, piping, and crevices shall be cleaned/sanitized, with government approved disinfectant cleaner, weekly or as needed to ensure free of dust, stain, residue, corrosion, and dirt. Contractor will touch-up paint as needed.

1.5. Walls and Ceilings. Wall and ceiling surfaces shall be free of dirt and dust. Baseboards and woodwork shall be free of all marks and dirt. All pencil, crayon marks, smudges, contact paper, sticky residue and cobwebs shall be removed from, but not limited to, walls, overhead pipes, and surfaces behind and around appliances and furniture. Contractor will touch-up paint as needed.

1.6. Lights. All dust, dirt, cobwebs, dead insects, grease, paint stains, and smudges shall be removed weekly and as needed from all interior and exterior light fixtures, light globes or covers, chandeliers, fluorescent/LED fixtures (including the tubes), diffusers, wall-mounted lights, globes of incandescent fixtures, and switch plates. Metal surfaces shall be left free of tarnish and have a uniform polished appearance. Utilize LED lights with a color temperature of 5000 Kelvin were able to replace burnt bulbs. Each light fixture shall have a working bulb or tube.

1.7. Ceiling and Wall Vents. All dust, grease, dirt, and cobwebs shall be removed from, but not limited to, all vents, ceiling mounted air conditioner and heater vents, dryer vents, return air vent grills, and grill slots.

1.8. Windows. The interior of all window glass surfaces including glass partitions, glass in entrances, glass in doors, window frames and sills, storm windows, and screens shall be free of marks, debris, cobwebs, all streaks, dirt, smudges, tape, stick-on, appliqués, and any foreign matter. Windows shall be cleaned such that a steak-free interior is presented without damage to the glass or frame. All tracks shall be cleaned to remove all dirt and debris. Window screens shall be cleaned to remove dirt, debris, and cobwebs. After cleaning, all window screens shall be securely fastened. Adjacent trim shall be cleaned.

1.9. Exterior Grounds. All trash and debris shall be removed around the units and buildings (in the area designated by Appendix 8), grass and bushes shall be trimmed and cut, sidewalks shall be edged (see paragraph 5.9 for specific grounds maintenance requirements and standards).

2. Change of Occupancy Maintenance Cleaning Standards

2.1. Condition of Vacant Units. In general, the departing occupant ensures the unit meets a “wipe-down” standard of cleanliness. The Housing Inspection team will consist of the respective Facilities Inspector for each tower, and the Housing Manager. The Housing Inspection team will determine if all cleaning and COM standards have been met according to the respective discrepancies before passing the unit on its final inspection. Upon inspection by Military Housing Office (MHO) after vacant unit is cleaned, anything found unsatisfactory (carpet, walls, floors, etc.) will be re-cleaned at Contractor’s own cost, without charge to MHO. The Contractor shall further clean the unit in accordance with paragraphs 2 and 3, General Cleaning Requirements and Specific Tasks as outlined below.

2.2. Abandoned Unit Cleaning. When an occupant vacates a unit without cleaning it, the Government will identify the unit as an “abandoned” unit. An abandoned unit shall require a complete cleaning according to paragraphs 2 and 3, General Cleaning Requirements and Specific Tasks as outlined below. Additional cleaning shall include the initial “wipe-down” cleaning and “policing” of the exterior grounds not accomplished by the vacating occupant. The Housing Inspection team will consist of the respective Facilities Inspector for each tower, and the Housing Manager. The Housing Inspection team will determine if all cleaning and COM standards have been met according to the respective discrepancies before passing the unit on its final inspection. Upon inspection by MHO after abandoned unit is cleaned, anything found unsatisfactory (carpet, walls, floors, etc.) will be re-cleaned at Contractor’s own cost, without charge to MHO.

2.3. Floors. All floor surfaces including attics, corners, underneath wall extensions, and underneath movable appliances shall be finished, free of dust, dirt, trash, stains, scuffmarks, deposits, spillage, carpet tapes, and residue. Floors shall be cleaned as specified below for each different type of floor surface. All items shall be returned to their proper positions after cleaning.

2.3.1. Wood Floors. All dirt, marks, grease, and old wax shall be removed from the floor, baseboards, and kick plates. All built-up dirt and wax shall be removed from in the corner and edges. The Contractor shall reimburse the Government for any damage to the floors occurring during cleaning. After removal of wax, sufficient coats of paste wood floor wax shall be applied according to manufacturer’s recommendations to achieve a shiny, glossy appearance. Plastic or acrylic wax shall not be used on wood floors. An appropriate polyurethane-cleaning agent shall be used according to manufacturer’s recommendations if the existing floor has a polyurethane finish. The floor finish shall be uniformly dry.

2.3.2. Resilient Floors. Resilient floor covering includes linoleum, plastic, vinyl, asphalt, rubber and other resilient composition floor coverings. All excessive floor wax build-up, including baseboards, shall be removed.

2.3.3. Ceramic Tile Floors. The ceramic floor tile and grout lines shall be cleaned with a manufacturer’s recommended product. Residue shall not be left on the floor or grout lines. All built-up dirt shall be removed from corners and edges. The ceramic floor tiles shall not be waxed upon completion of cleaning.

2.3.4. Concrete Floors. Interior concrete floors including all floor surface area in the utility rooms, corners and accessible areas underneath the water heater and furnace shall be left free of scuffmarks, grease, dirt, trash, dust and residue. All accumulations of stains and mildew shall be removed from concrete floor surfaces.

2.3.5. Metal or Wood Threshold. Metal and wood thresholds shall be left free of dirt, dust and mud deposits along the edge cracks. The surface of the thresholds shall not be damaged.

2.3.6. Baseboards and Kick Plates. The same standards shall apply to all wood and resilient tile baseboards as applied to the applicable floor surface.

2.3.7. Occupant-Owned Carpet. If carpet becomes the property of the incoming occupant, then a form letter acknowledging the presence of personal property in the quarters will be obtained and a copy shall be provided to the Contractor. The carpet left in the quarters by the previous occupant shall be covered and protected during maintenance and cleaning.

2.3.8. Government Owned Carpet. All stains, smudges, grime, odors, heavy items and furniture marks shall be removed from Government owned carpet. The carpet shall be cleaned according to the manufacturer’s recommendations, by using government approved hot water/chemical extraction methods with an industrial carpet cleaning machine. The carpet area shall be uniform in appearance and be free of stains and discoloration. In excessively dirty spots and high traffic areas an evenly cleaned appearance shall be produced. The texture of the carpet shall be restored. After the cleaning process has been completed, the carpet shall be vacuumed. A deodorizer and a scotch guard shall be applied after the carpet has been thoroughly cleaned. If, after inspection by MHO, the carpet is found to be found unsatisfactory, it will be re-cleaned at Contractor’s own cost, without charge to MHO.

2.4. Walls and Ceilings. Wall and ceiling surfaces shall be free of dirt and dust. Baseboards and woodwork shall be free of all marks and dirt. Special emphasis shall be placed on ceilings and walls of kitchen and bathrooms to ensure the removal of all soap film, grease, and smoke stain accumulations. All pencil, crayon marks, smudges, grease, food stains, contact paper, sticky residue and cobwebs shall be removed from, but not limited to, walls, overhead pipes, surfaces behind and around appliances, water heaters, and furnaces.

2.5. Lights. All dust, dirt, cobwebs, dead insects, grease, paint stains, and smudges shall be removed from all interior and exterior light fixtures, light globes or covers, chandeliers, fluorescent and LED fixtures (including the tubes), diffusers, wall-mounted lights, globes of incandescent fixtures, ceiling fans, and switch plates. Metal surfaces shall be left free of tarnish and have a uniform polished appearance. Utilize LED lights with a color temperature of 5000 Kelvin were able to replace burnt bulbs. Each light fixture shall have a working bulb or tube.

2.6. Ceiling and Wall Vents. All dust, grease, dirt, and cobwebs shall be removed from, but not limited to, all vents, ceiling mounted air conditioner and heater vents, dryer vents, return air vent grills, and grill slots.

2.7. Windows. The interior and exterior of all window glass surfaces including glass partitions, glass in entrances, glass in doors, window frames and sills, sliding glass patio doors and frames, storm windows, and screens shall be free of marks, debris, cobwebs, all streaks, dirt, smudges, tape, stick-on, appliqués, and any foreign matter. Windows shall be cleaned such that a uniform appearance on both sides of the glass is presented without damage to the glass or frames. All tracks shall be cleaned to remove all dirt and debris. Window screens shall be cleaned to remove dirt, debris, and cobwebs. After cleaning, all window screens shall be securely fastened. Adjacent trim shall be cleaned.

2.7.1 Window Weather Strips. Weather strips must be of high-quality and must last for a one-year warranty from the date of install. If the weather strip needs to be replaced more than two (2) times prior to one year from installation, it will be at Contractor’s expense.

2.8. Window Covers: Window covers consist of Venetian blinds, mini-blinds, valances, shades, vertical blinds, and drapes. All Venetian blinds, mini-blinds, valances, vertical blinds, and shades shall be free of dust, cobwebs, dirt, and smudges. Cleaning shall be accomplished in accordance with the manufacturer’s recommendations. The panel cleaning shall be accomplished without leaving any residue spots or damaging of the panels. Do not soak the blinds or use bleach.

2.9. Bathrooms.

2.9.1. Mirrors. Mirrors shall be shall be free of smudges, dirt, grease, and marks. Adjacent mirror trim shall be cleaned. Cleaned mirror surface should have a streak-free surface.

2.9.2. Medicine Cabinets. Medicine cabinet shall be cleaned inside and outside.

2.9.3. Cabinets. All exterior and interior sides of bathroom cabinets shall be free of dust, dirt, hair, stains, and marks.

2.9.4. Bathtub, Lavatory, Commodes, and Tank. All foreign matter including streaks, stains, tarnish, lime deposits, soap residue, and mildew shall be removed from the bathtubs, lavatories and commodes. Hard water stains/ring shall be removed from toilet bowl and bathtub without scratching either. All excess water shall be removed and all surfaces shall be dried after cleaning. Drain snake must be used in all sinks and bathtubs to clear pipes of all objects, and debris.

2.9.5. Bathroom Tile/Wall Surfaces/Shower. All ceramic-tiled surfaces and shower doors shall be free of mold, dirt, foreign matter, and soap film in accordance with the manufacturer’s recommendations.

2.9.6. Bathroom Faucets, Handles, Soap Dishes, and Fittings. Fittings and fixtures shall be free of all stains, grease, grime, lime deposits, residue, dirt, soap residue, mildew, and stains according to manufacturer’s recommendations and without damage to the surfaces. Cleaned bathroom surfaces shall have no dry water spots.

2.9.7. Exhaust Fan and Drain Strainers. All drain strainers shall be free of foreign material, soap residue, and dirt. Exhaust fans shall be free of accumulated dirt, dust, grime and grease.

2.10. Kitchen.

2.10.1. Cabinets, Drawers, Pantries, and Shelves. All drawers, drawer guides and runners, interior of cabinets and drawers, all exterior surfaces to include the tops of cabinets and the area under the top cabinet over the stove area shall be free of grease, food residue, stickers, dirt, debris, and contact paper. Do not use abrasive materials or scouring powder. After cleaning, cabinets shall be polished with furniture polish or lemon oil and buffed if they are not being varnished.

2.10.2. Wall Surfaces. All tile kitchen wall surfaces shall be free of grease, food particles, and dirt.

2.10.3. Countertops. Countertops shall be free of all dirt, grease and food particles.

2.10.4. Sink, Sink Fixtures all grease, residue, rust stains, food deposits, soap residue, mildew, and grease shall be removed from the sink. All calcium deposits, dirt, and dust, especially under faucets, fixtures, and around metal strip around sink shall be removed. All scum and food particles shall be removed. Metal plumbing fixtures and accessories shall be free of tarnish and have a clean uniform polished appearance. Drain snake must be used in all sinks to clear pipes of all objects, and debris.

2.10.5. Appliances. Appliances shall not be moved out of the quarters for cleaning. Under no circumstances shall appliances be hosed out. All food, dirt, and grease deposits from accessible areas of appliances shall be removed. Such cleaning will include inside, outside, and behind appliances, as well as disassembly and cleaning of filters for exhaust fans, dishwashers, washers and dryers. All missing or burned-out appliance light bulbs shall be replaced.

2.10.5.1. Refrigerator. The refrigerator shall be cleaned according to the manufacturer’s recommendations. Special care shall be taken to ensure that all shelves, racks, pans, drawers, kick panels at the bottom front of the refrigerator, the defrost/drip pan, coils, and air vent grate in freezer are clean. Defrost and clean the inside of the accordion fold gasket and accessible inside and outside surfaces to remove grease and food particles. Refrigerators shall be cleaned behind and underneath. Top, sides, and back shall be cleaned. Such cleaning will also include disassembly and cleaning or replacing new filters. After cleaning, plug the refrigerator into the electrical outlet. The refrigerator shall be turned to the lowest setting and shall be free of mold and bad odor.

2.10.5.2. Stove and Range. Stoves shall be pulled away from the wall for cleaning. All grease and food particles shall be removed from stove sides and back. All dirt, grease and food deposits shall be removed from underneath the stove. When required, oven door shall be dismantled to remove the grease from between the glass panels. All burned/crusted-on food and grease shall be removed from accessible surfaces, drip pans, broiler pan, racks inside the oven, reflector bowl/pans, spider racks, and the removable top of the stove. The top of the range can be lifted off for cleaning. All burners, broiler pan, oven racks, and bottom plate will come out for cleaning. The broiler drawer will also lift out for cleaning. Commercial “oven cleaner” shall not be used on self-cleaning ovens or on any area except the oven and broiler. Considerable damage will result to the finish of other surfaces and the electronic igniters. The kitchen floor shall be protected. After cleaning, the pilot lights (when applicable) shall be lit and the range shall be operational.

2.10.5.3. Dishwasher. All food particles, soap residue, rust stains, and grease on both interior and exterior surfaces including the kick-panel shall be removed. The gasket, filter and spray arms shall be free of food debris.

2.10.5.4. Exhaust Fans and Range/Vent Hood. The electricity to the fan motor must be OFF. Blades, motor housing, and filters shall be free of dirt, dust and grease and cleaned according to the manufacturer’s recommendations. All parts shall be reassembled at or prior to the COM. All dirt and grease from the underside and top of the range/vent hood and parts of the exhaust grill that are accessible shall be removed. Such cleaning will also include disassembly and cleaning or replacing of new filters. Under no circumstances shall the fan motor be submerged in water or water is permitted to run into the electrical outlet. The exhaust fan shall be dry before reinstalling and shall be operating properly.

2.10.5.5. Washer. All inside components, and outside hoses and wall connections must be completely cleaned and cleared of any dust, debris or other foreign material.

2.10.5.6. Dryer. All inside components, filters, vents, outside hoses and wall connections must be completely cleaned and cleared of any dust, debris or other foreign material. This will include disassembly and clearing of any foreign material from the vent behind the dryer.

2.11. Interior Utility and Storage Rooms. All dirt, dust, cobwebs, grease, grime and oil stains shall be removed from the utility room filters and grills. Floors shall be cleaned according to the above paragraph 2.3. All cobwebs and dust shall be removed from shelves, walls, doors, overhead pipes, and frames.

2.12. Water Heaters and Air Conditioner Furnace/Filter. All dirt, dust and debris shall be removed from the outer casing of the water heaters and compartments. Filters shall be cleaned according to the manufacturer’s recommendations. Temperature settings of the furnace and the air conditioner shall be in compliance with the base energy plan (winter: 65 - 70 degrees, summer: 73 - 78 degrees).

2.13. Closet Shelves and Rods. All dust, dirt, paint, stick-on tapes and any other material shall be removed from closet shelves and rods.

2.14. Door Vent/Grills. All dust, dirt, paint, and debris inside and out shall be removed from all door/wall vents and air intake covers.

2.15. Fireplaces and Chimneys. All ash, ash deposits, and debris shall be removed from the fireplace. All cracks, loose bricks, open mortar joints and loose tiles on the apron shall be repaired. Ensure damper and ash dump operate properly and chimney flues are clean. Chimneys are required to be cleaned and inspected annually.

2.16. Doors. All fingerprints, marks, paint, and smudges shall be removed from all exterior and interior doors, sliding glass patio doors, closet doors, door frames, door tracks, and thresholds without damaging the door surface or paint. All cobwebs, dust, and dirt shall be removed from behind the doors, especially corners. All dirt, debris, mud, cobwebs and insects shall be removed from the sliding patio door tracks.

2.16.1 Door Weather Strips. Weather strips must be of high-quality and must last for a one-year warrantee from the date of install. If the weather strip needs to be replaced more than two (2) times prior to one year from installation, it will be at Contractor’s expense.

2.17. Dryer Duct Cleaning. The dryer vent systems to the final point of outlet on the roof or the wall including vent screens and vents at the building exit, shall be thoroughly cleaned and all foreign matter (lint, debris, dust, soot, etc.) shall be removed by use of a cleaner at COM. All appliances, furniture, etc. shall be covered by vinyl covering for protection during cleaning operations.

2.18. HVAC Vent/Grills/Duct Cleaning. Contractor shall disassemble all HVAC vent/grills and clean the vent/grills and accessible duct in the unit at COM.

2.19. Exterior Cleaning.

2.19.1. Patio Cover. All dust, dirt, debris, cobwebs and insects shall be removed from patio covers, carport ceilings, areas under the eaves, and gutters. If high-powered sprayers are used, white spots may appear if the carport ceilings and eaves are not dried immediately. Any white spots shall be considered damage to unit.

2.19.2. Decks. All dust, dirt, debris, leave, cobwebs and insects shall be removed from all deck surfaces.

2.19.3. Vent Covers. All dust, dirt, debris, mud, sand, and insects shall be removed from all vent covers, inside and out.

2.19.4. Concrete and Paved Surfaces. All debris, trash, leaves, sticks, excessive accumulations of dirt, grime, oil, grease, mildew, and stains shall be removed from all paved surfaces, including but not limited to, the carport, garage, and driveway. Any damage to the paved surface shall be considered damage to the unit.

2.19.5. Exterior Walls. All marks, crayon, mud, and cobwebs shall be removed from exterior walls, siding, carport walls/ceilings, privacy fence, and posts.

2.19.6. Air Conditioner Units. All cobwebs, dirt, debris, leaves, sticks, trash and dirt shall be removed from the air conditioning units and the surrounding air conditioner pad area.

2.19.7. Trash Containers. All caked-on dirt, grease, trash and debris shall be removed from trash containers. Severely damaged or missing containers shall be reported to the Housing Manager. The cleaned containers shall be placed in the storage shed if one available. The storage shed shall be locked.

2.19.8. Roofs, Gutters and Down Sprouts. All leaves, sticks, branches, dirt, mud, debris, and living and dead plants shall be removed from the roofs, gutters and down sprouts.

2.19.9. Exterior Grounds. All trash and debris shall be removed around the units and buildings (in the area designated by Appendix 8), grass and bushes shall be trimmed and cut, sidewalks shall be edged. . All COM lawn areas shall be maintained weekly to a maximum height of three inches. Grass and weeds shall be contractor’s responsibility during COM, including, but not limited to sidewalks, driveways, curbs, gutters, and common spaces/areas (see paragraphs 14-1 to 14- 3 for specific grounds maintenance standards).