Attachment No. 4 Green Cleaning and Maintenance Policy.docx

Attachment No. 4 Green Cleaning and Maintenance Policy Green cleaning is a planned and organized approach to cleaning that is designed to protect the occupants and worker health and reduce the impact on our human health and our environment. Unlike a traditional cleaning program, a green janitorial program takes a holistic approach to facility cleaning. It goes beyond simple appearances to focus on health and the environmental impacts. Green Cleaning incorporates stewardship, communication, selection of cleaning chemicals, janitorial equipment, paper, supplies, and procedures and methods in which the cleaning is accomplished.

The Contractor shall take every precaution to ensure that if available only safe and environmentally preferable products are used. Preference shall be given to cleaning products that are bio preferred or biobased, then to products meeting the criteria under Green Seal's Standard GS-37 for Commercial and Institutional Cleaners, RCRA Section 6002, Comprehensive Procurement Guidelines (CBG) and Executive Order 13101.

Preference shall also be given to concentrate cleaning chemicals that use ecologically sound packaging, are phosphate-free, non-corrosive, non-combustible, non-poisonous, non-reactive, bio-based and fully biodegradable. In addition, floor finishes and floor maintenance products that are free of heavy metals, such as zinc are preferred.

The intent of this Green Cleaning and Maintenance Policy is to improve the health and well-being of building occupants and maintenance personnel by reducing their exposure to potentially hazardous chemical, biological, and particulate contaminants that are common with standard cleaning products and practices. The Contractor shall adhere to all guidelines listed below.

Sustainable Cleaning Products and Materials:

Sustainable purchasing methods shall be implemented for all cleaning materials and products, disposable janitorial paper products, and trash bags used in the certified building. A log shall be kept of all cleaning products and materials to document that they meet the following requirements. USDA BioPreferred Site General cleaning products:

· General-purpose, bathroom, glass, and carpet cleaners: Green Seal GS-37

· Cleaning and degreasing compounds: Environmental Choice CCD-110

· Hard-surface cleaners: Environmental Choice CCD-146

· Carpet and upholstery care: Environmental Choice CCD-148

Disinfectants, metal polish, floor finishes, and strippers:

· Floor care products: Green Seal GS-40

· Digestion additives for cleaning and odor control: Environmental Choice CCD-112

· Drain or grease traps additives: Environmental Choice CCD-113

· Odor control additives: Environmental Choice CCD-115

· Hard floor care: Environmental Choice CCD-147

· Disinfectants, metal polish, floor finishes, and strippers not to exceed maximum allowable voc levels.

Disposable janitorial paper products and trash bags:

· Comprehensive Procurement Guidelines for Janitorial Paper and Plastic Trash Can Liners

· Paper towels and napkins: Green Seal GS-09

· Janitorial paper products to be derived from rapidly renewable resources or made from tree-free fibers.

Hand soaps:

· No anti-microbial agents (other than as a preservative) except where required by health codes and other regulations.

· Industrial and institutional hand cleaners: Green Seal GS-41

· Hand cleaners and hand soaps:

Environmental Choice CCD-104 Sustainable Green Cleaning Equipment:

All janitorial equipment used in the certified building shall be selected according to the guidelines listed below and shall serve to reduce building contaminants and minimize environmental impacts with each use. A log shall be kept for all powered cleaning equipment to document the date of equipment purchase and all repair and maintenance activities and shall include vendor specification sheets for each type of equipment used in the certified building. Cleaning equipment shall meet the following requirements:

· Vacuum cleaners shall be certified by the Carpet and Rug Institute "Green Label" Testing Program (www.carpet-rug.org) for vacuum cleaners and operate with a sound level ofless than 70dBA.

· Carpet extraction equipment used for restorative deep cleaning shall be certified by the Carpet and Rug Institute's "Seal of Approval" Testing Program for deep-cleaning extractors.

· Powered floor maintenance equipment (including electric and battery-powered floor buffers and burnishers) shall be equipped with vacuums, guards, and/or other devices for capturing fine particulates and operate with a sound level of less than 70dBA.

· Automated scrubbing machines shall be equipped with variable-speed feed pumps and onboard chemical metering to optimize the use of cleaning fluids or shall use only tap water with no added cleaning products.

· Battery-powered equipment shall be equipped with environmentally preferable gel batteries.

· Powered equipment shall be ergonomically designed to minimize vibration, noise, and user fatigue.

· Equipment shall be designed with safeguards, such as rollers or rubber bumpers, to reduce potential damage to building surfaces.

Standard Operating Procedures:

It shall be standard operating policy for the janitorial company to encourage all employees and staff to become familiar with the approved cleaning products and procedures, whether or not all staff will be involved in the cleaning of the certified building. A log shall be kept of all cleaning products and materials, indicating the date of purchase and quantity purchased, and including manufacturer's instructions for use and documentation that the product's sustainable features meet the requirements set forth in the "Sustainable Cleaning Products and Materials" section of this policy.

All employees that will be involved in the cleaning and maintenance of the certified building shall be thoroughly trained in the hazards, use, maintenance, disposal, and recycling of cleaning chemicals, dispensing equipment, and packaging for all cleaning products, materials, and equipment used in the building.

If a new item is introduced to the cleaning palette at any point, it shall be added to the log and a training seminar shall be held for all staff that may potentially use the product. All required and recommended manufacturer's instructions shall be discussed in these seminars and shall be followed at all times. It shall be standard policy that all product packaging be recycled whenever possible.

Hand Hygiene Strategies:

Each restroom in the certified building is equipped with easily accessible soap dispensers to encourage the regular washing of hands. Building tenants will be encouraged to incorporate a standard for washing hands and/or using waterless hand sanitizer to avoid the spread of germs.

Handling and Storage of Cleaning Products and Materials:

All cleaning supplies and products shall be stored in designated areas (i.e., janitor's closets) only. At no time should the janitorial company leave any product unattended in any other location in the building. Should a product require mixing or preparation prior to its use, such preparation shall occur in a designated area only, and the product shall be ready for use before being moved out of such area. Cleaning and maintenance staff shall be familiar with the manufacturer's handling and storage requirements and shall always follow them. Should a product be spilled or mishandled at any point, manufacturer's recommended instructions shall be strictly followed during cleanup and removal, and all traces of the product shall be thoroughly removed from the location where the incident occurred. Such situations shall be documented in the log, including documentation of the cleanup procedure.

Building-Specific Staff Training:

Cleaning and maintenance staff shall be familiar with the requirements and limitations of all surfaces and building finishes that they will be cleaning in the certified building, so as not to damage the building in any way. All required and recommended manufacturer's cleaning instructions for building finishes shall be adhered to at all times. Packaging shall be properly disposed of, recycled when possible, and placed directly in the exterior trash/recycling area rather than left in the building for tenants to deal with. All chemicals shall be properly disposed of, recycled when possible, following the strictest environmental and manufacturers' requirements.

Feedback and Evaluation Procedures:

It is recommended that the janitorial company perform an annual "building appearance audit" in accordance with APPA Leadership in Educational Facilities' "Custodial Staffing Guidelines" to determine the appearance level of the facility. Any feedback on the cleaning quality given by building occupants shall be taken into consideration, and adjustments shall be made to improve the quality of cleanliness whenever necessary. The building owner's representative shall make an annual evaluation of the cleaning program's effectiveness and bring any problem areas to the attention of the janitorial company's representative.