Attachment J - Exhibit J.pdf

Lease No. SRL _______ Exhibit “J”

Please Initial

Effective Date: January 1, 2006 J- 1

EXHIBIT J

Janitorial Specifications

1. Lessee/Tenant: Agency Name

Address: Leased Property Address

Lessee/Tenant Contact Person:

Phone:

2. GENERAL INFORMATION

For purposes of this Exhibit, the term “Lessor” means the Lessor, Lessor’s employees and/or the Lessor’s Contractor(s). The term “Lessee” means the tenant state agency.

3. SPECIFIC INFORMATION

Equipment and Cleaning Supplies: The Department of Ecology and the Department of Enterprise Services have partnered to promote the purchase and use of environmentally safe products in state-occupied facilities. In doing so, we will help protect and restore bio-diversity and ecosystem integrity to provide a sustainable environment for the State of Washington. In order to promote these principles of sustainability, the State of Washington requires that all cleaning products used within state occupied facilities shall, when feasible, be environmentally safe, biodegradable, and be low-VOC (Volatile Organic Compounds). Our goal is 100% use of “green” products as defined by Green Seal’s GS-37 and GS-40 standards (see website listing at end of exhibit.).

Air Quality: Because indoor air quality protection is a concern for agencies, all vacuum cleaners will be of a type that can remove 99.97% of harmful particles, including dust, mold spores, and most microscopic respiratory irritants and allergens down to 1 micron. If disposable vacuum bags are used, they must be replaced in accordance with the manufacturer’s directions once filled and cannot be re-used. All vacuums must meet or exceed the following requirements: 12 amp motors; a suction of 85 inches; and airflow of 100 cfm.

4. LESSEE RESPONSIBILITIES:

Janitorial Specification Schedule: The Lessee will reproduce a copy of the Janitorial Specification Sheets for each month of the year; post the current month's sheets in a conspicuous location; verify that janitorial services are performed as scheduled; rate services at the end of each month as either (S) Satisfactory or (U) Un-satisfactory; and contact the Lessor (or vendor personnel) to discuss any deficiencies and actions necessary to correct any deficiencies. A written memo documenting the date of discussion, names of individuals involved, and specific concerns discussed should be attached to the Janitorial Specifications for the month concerned.

Attachment J

Effective Date: January 1, 2006 J- 2

Janitorial Supplies: When the lease specifies that the Lessee will provide any janitorial supplies, and unless otherwise specified in the lease, the Lessee, where feasible, will provide environmentally safe and biodegradable janitorial supplies. The Lessee will provide Material Safety Data Sheets (MSDS) to the Lessor for all janitorial supplies provided by the Lessee. The Lessor shall provide a secure storage area on the premises to secure any janitorial supplies furnished by the Lessee. No janitorial supplies furnished by the Lessee will be removed from the premises or used for any purpose but janitorial services provided to the premises.

Housekeeping: The Lessee will follow good housekeeping practices, including proper disposal of open food and drink, toner cartridges, and any other items that may attract pests, damage Lessor’s property, or threaten health.

Recycling: Where recycling programs are in effect, Lessee will properly separate recycling material from trash and use the appropriate receptacles for disposal.

TO BE USED ONLY WHEN THE LESSEE PROVIDES LIGHT TUBES/BULBS: When the Lessee provides light bulbs/tubes under the terms of the lease, the Lessee will establish a lighting recycling program for spent lighting. The Office of State Procurement has a statewide convenience recycling contract for use by state agencies.

5. LESSOR RESPONSIBILITIES:

Janitorial Specification Schedule: Lessors are expected to adhere to the Janitorial Specification schedule as shown; but Lessors, with the concurrence of assigned Lessee personnel, may alter the performance schedule as long as the required performances are maintained. Lessors should also converse, on a monthly basis, with Lessee to ensure that the agency is satisfied with the service level.

Recycling and Disposal: The Lessor will establish a recycling program for spent lighting identified under Washington Administrative Code 173-303-573 (such as fluorescent tubes). The Lessor will properly dispose of all hazardous waste (such as certain lamp ballasts.)

Safety and Health: Lessor shall comply with any and all Federal, State and Local Laws, codes, ordinances or rules that apply to janitorial cleaning service operations and to health and safety in the workplace. This includes compliance with Prevailing Wage rules and environmental requirements of any appropriate jurisdiction. Safe and healthful practices shall be followed in performance of all work.

Energy and Utilities: The Lessor will require that unnecessary lights will be turned off except in areas where janitorial work is in progress and will be turned off upon completion of work. Safety lighting and code requirements may dictate that certain lighting be on at all times. To conserve energy, exterior doors and windows will not be opened unless necessary to perform janitorial work. Water supplies will be turned off except when needed and will not be left running unattended. Doors and windows will be closed and locked prior to janitorial staff departing the premises.

Hours of Work: Janitor services, except exterior work and work done on Saturdays, Sundays, and Holidays, shall be performed to completion only between the hours of 5:30 P.M. and 6 A.M. unless otherwise specified in writing between the Lessor and the Lessee, or, if circumstances warrant a temporary change, unless pre-approved by the designated Lessee contact(s). If normal scheduled services fall on a holiday, the services will be performed the following work night. On request, a responsible representative of the Lessor shall make himself/herself available during office hours for joint inspection of the premises, consultation and/or receipt of instructions.

Effective Date: January 1, 2006 J- 3

Tools, equipment and supplies: Unless otherwise provided in the lease, the Lessor shall supply all necessary tools, equipment, and waxes, strippers, cleaners, brooms, mops, buckets, buffers and all other tools and supplies for the provision of janitorial services. Equipment must be professional/commercial grade and materials shall be first quality, shall give good service and shall give results satisfactory to the Lessee. The State encourages janitorial services to use micro fiber cleaning cloths, dust mops and wet mops. These tools often provide added cleaning power, collecting dirt and dust rather than just pushing it around. They can be washed and reused many times and reduce cleaning time. Micro fiber may also pick up bacteria where larger fibers cannot.

The Lessor will supply current Material Safety Data Sheets (MSDS) for all janitorial supplies supplied by the Lessor. An MSDS will be provided before each new product is introduced. At lease inception and at least annually thereafter, the Lessor will provide the Lessee an updated set of MSDS sheets used by janitorial staff. Where feasible, all cleaning supplies used within state facilities shall be environmentally safe. Only environmentally safe, biodegradable and low-VOC cleaning supplies approved by the Lessee shall be used.

The State strongly recommends that the total number of cleaning supplies/chemicals be restricted to as few products as possible. The State, for example, requires hot water extraction methods for cleaning carpets, provided this method will not void warranties. Many environmentally safe products are suitable for a number of different cleaning needs. A smaller number of chemicals reduces the possibility of workers being exposed by possible harmful interactions of different chemicals, reduces the amount of chemical inventory on site, simplifies training of janitorial workers, and simplifies purchasing of janitorial supplies.

The Lessor will maintain neat and clean janitorial closets. This improves safety, makes inventory easier, helps eliminate old products no longer used and reduces the chances of unsafe product interactions.

All janitorial cleaning supplies and/or chemicals to be used and/or stored on the premises must be pre-approved for use by the Lessee’s designated contact.

Lessee Information and Equipment: The Lessor shall prohibit janitorial service providers from moving and reading papers on desks, opening desk drawers and cabinets, and using telephones and office equipment provided for official business. The Lessor shall prohibit children and non-employees from being on the premises during the time janitorial services are being performed.

Security: Refer to “Security” in lease, if applicable.

Lessor Performance: All work is to be performed completely and in a professional manner to the satisfaction of the Lessee. The Lessor will perform janitorial services in accordance with the specifications in the charts below. The Lessor will provide performance report forms at least monthly for the Lessee to complete. Lessee will provide Lessor a copy of completed reports.

6. CONFLICTS:

The Lessee and the Lessor should contact each other as soon as possible when janitorial service issues arise and jointly agree on resolutions. If janitorial services issues cannot be resolved, the Lessor and/or the Lessee should contact the Department of Enterprise Services’s office of Real Estate Services.

Effective Date: January 1, 2006 J- 4

7. HELPFUL RESOURCES:

WA Governor’s Executive Order 20-01: Sustainable Practices by State Agencies https://www.governor.wa.gov/sites/default/files/exe_order/20- 01%20SEEP%20Executive%20Order%20%28tmp%29.pdf

WA Department of Enterprise Services’ The Environmentally Preferable Purchasing References:

https://des.wa.gov/services/contracting-purchasing/policies-training/resources/environmentally-preferred-purchasing

WA Department of Ecology Buying Green sustainable purchasing for state agencies https://ecology.wa.gov/Regulations-Permits/Guidance-technical-assistance/Green-purchasing/Green-products

US Environmental Protection Agency’s Guidance on Environmentally Preferable Purchasing https://www.epa.gov/greenerproducts/buying-green-federal-purchasers

National Association of State Procurement Officials Green Purchasing Guide https://www.naspo.org/green-purchasing-guide/ https://www.governor.wa.gov/sites/default/files/exe_order/20-01%20SEEP%20Executive%20Order%20%28tmp%29.pdf https://www.governor.wa.gov/sites/default/files/exe_order/20-01%20SEEP%20Executive%20Order%20%28tmp%29.pdf https://des.wa.gov/services/contracting-purchasing/policies-training/resources/environmentally-preferred-purchasing https://des.wa.gov/services/contracting-purchasing/policies-training/resources/environmentally-preferred-purchasing https://ecology.wa.gov/Regulations-Permits/Guidance-technical-assistance/Green-purchasing/Green-products https://ecology.wa.gov/Regulations-Permits/Guidance-technical-assistance/Green-purchasing/Green-products https://www.epa.gov/greenerproducts/buying-green-federal-purchasers https://www.naspo.org/green-purchasing-guide/

Effective Date: January 1, 2006 J- 5

Exhibit J: Janitorial Specifications

Day(s) or month(s) job to be performed

Maximum performance allowed

Performance rating:

Satisfactory/ Unsatisfactory

Month of: _____________________________________

1. Spot vacuum all carpeted areas and rugs.

2. Spot dust mop all uncarpeted floors.

3. Detail Vacuum or dust mop all uncarpeted floors.

Vacuuming is to be done using appropriate floor tool.

If dust mopping, use clean, treated dust mop or untreated micro fiber mop.

A. Reception, entrance, lobby areas B. General office area C. Lunchroom/coffee room area .

D. Restroom areas See specification #19 E. Supply/mailroom area F. Stairway/ G. Hall area G. Other

4. Detail vacuum all carpeted areas and rugs A. Reception, entrance, lobby areas B. General office area C. Lunchroom/coffee room area D. Supply/mailroom area E. Stairway/hall area F. Other

5. Strip, seal and wax all tiled floors A. Reception, entrance, lobby areas B. General office area C. Lunchroom/coffee room area D. Restroom areas (employee/public) E. Supply/mailroom area F. Stairway/hall area G. Other

6. Machine scrub and top coat tiled floors A. Reception, entrance, lobby areas B. General office area C. Lunchroom/coffee room area D. Restroom areas (employee/public) E. Supply/mailroom area F. Stairway/hall area G. Other

1. Daily, as needed

2. Daily, as needed

3. Per Schedule

Per Schedule

Per Schedule

Per Schedule Per Schedule Daily as needed To Be Determined

4.

Per Schedule Per Schedule Per Schedule Per Schedule Per Schedule To Be Determined

5. Annually Per Schedule Per Schedule Per Schedule Per Schedule Per Schedule Per Schedule To Be Determined

6. Per Schedule Per Schedule Per Schedule Per Schedule Per Schedule Per Schedule Per Schedule To Be Determined

5 X WEEK

3 X WEEK

1 X WEEK

TBD

1-2 X WEEK

5 X WEEK

1 X WEEK

2 X WEEK

1 X YEAR

Or more often, as needed, based on performance ratings.

2 X YEAR

2 X YEAR

2 X YEAR

2 X YEAR

2 X YEAR

1 X YEAR

S U

S U

S U S U S U

S U S U S U S U

Effective Date: January 1, 2006 J- 6

Maximum performance allowed

Performance rating:

Satisfactory/

7. Maintain elevator floors using procedures for tile or carpeted floors as applicable.

• Clean door grooves in elevators

8. Spot vacuum and/or wet mop carpet or rubber mats and runners

9. Spot damp mop all tiled floors

10. Mop tiled floors A. Reception, entrance, lobby areas B. General office area C. Lunchroom/coffee room area D. Supply/mailroom area E. Stairway/hall area F. Other

11. Dust all cleared horizontal surfaces within reach (Contractor to provide Lessee with a schedule of areas to be detail dusted)

12. Dust all high ledges, including picture frames that require a ladder to reach

13. Spot clean finger marks, smudges, etc. from glass doors, glass partitions, wooden/metal doors, trim, light switches, walls, woodwork, etc.

14. Vacuum cloth-covered chairs and couches.

15. Clean all plastic or vinyl covered furniture such as chairs and couches.

16. Dust both horizontal and vertical Venetian blinds.

17. Dust/clean all light fixtures and ceiling vents.

18. Empty all waste receptacles and deposit in outside garbage cans/bins.

19. Empty recycling containers (if tenant has program)

7. As Above

8. Daily as needed

9. Daily, as needed

10.

Per Schedule Per Schedule Per Schedule Per Schedule Per Schedule To Be Determined

11. Per Schedule

12. Per Schedule

13. Daily as needed

14. Per Schedule

15. Per Schedule

16. Per Schedule

17. Per Schedule

18. Daily

19. Per Schedule

As Above

1X MONTH

5 X Week

2 X WEEK

2 X WEEK

1 X WEEK

1 X WEEK

4 X YEAR

S U S U

Effective Date: January 1, 2006 J- 7

Maximum performance allowed

Performance rating:

Satisfactory/

20. Restrooms:

• Clean/disinfect all toilet bowls & urinals.

• Clean/wash basins and attached fixtures.

• Clean all mirrors.

• Sweep, damp mop & disinfect all restroom floors.

• Detail clean sinks, urinals and toilets using control chemicals

• Wash and disinfect toilet partition walls

• Wash and disinfect restroom walls

• Fill all toilet paper receptacles, paper towel receptacles, soap dispensers, etc.

Miscellaneous Job Performances

21. Clean drinking fountains.

22. Clean outer surfaces of vending machines.

23. Wash interior side of windows.

24. Wash exterior side of windows.

25. Clean lunchroom counter tops and table tops.

26. Clean and disinfect inside and outside of all waste receptacles, including restroom receptacles.

27. Replace light bulbs including outside fixtures and fluorescent tubes.* (Recycle spent lighting.)

28. Vacuum/clean cloth/vinyl partitions.

29. Secure/lock doors and gates

30. Clean carpet at least once per year using hot water extraction methods, unless this method will void warranties. Apply water and stain retardant as recommended by the manufacturer. To be scheduled with Lessee’s Designated representative

Exterior Job Performances

31. Sweep all outside entrances, stairs and walkways.

32. Police outside entrances, stairs, walkways to remove debris, picking up litter and debris within a 10-foot radius of the building.

33. Remove ice and snow from walkways and building entrances.

*Fluorescent tubes must be disposed of as a dangerous waste per WAC 173-303-573. For further information on disposal contact the Department of Ecology.

Daily

Daily Daily

Per Schedule

Per Schedule

21. Daily

22. Per Schedule

23. Per Schedule

24. Per Schedule

25. Daily

26. Per Schedule

27. As Needed

28. Per Schedule

29. Daily

30. Per Schedule

31. Daily

32.Daily

33. As needed

5 X WEEK

2 X YEAR

2 X YEAR

5 X WEEK

2 X YEAR

AS

NEEDED

1 X YEAR

AS

NEEDED

S U S U