Attachment V MOC-P LEED Green Cleaning Policy .pdf

NOAA Marine Operations Center-Pacific Green Cleaning Policy and Program Plan

LEED for Existing Buildings: Operations and Maintenance 01/12/2023

***HOW TO USE THIS TEMPLATE***

The following template provides a structure for developing a combined Green Cleaning Policy and Program Plan compliant with LEED for Existing Buildings: Operations and Maintenance (LEED-EBOM) requirements. When completed properly, this document can be submitted as evidence of compliance with IEQp3, IEQc3.1 and IEQc3.5.

The process for customizing this template for a specific property includes:

1. Reviewing best practices/sample language indicated in green for applicability to the project building and revising as necessary.

2. Inputting basic project-specific data where indicated in red (e.g., building name, name of responsible parties, etc.).

3. Verifying that subsequent to changes, the key elements remain in the document, including the sections addressing:

Scope Goals Responsible Parties Quality Assurance Control Process Cleaning Products Cleaning Equipment Hard-Floor and Carpet Maintenance Hand Hygiene Handling and Storage of Cleaning Chemicals Use of Chemical Concentrates and Dilution Systems Staffing and Training Occupant Feedback and Evaluation of New Technologies Time Period.

Edits of black text should be limited, and all changes should be carefully assessed to ensure that LEED requirements are still met, including addressing issues specific to this prerequisite/credit and adhering to the USGBC’s Policy, Plan and Program Model (downloadable from the USGBC website: EBOM Project Resources).

4. Working with service providers to incorporate requirements into contractual agreements.

SECTION 1: SCOPE

This Policy and Plan addresses environmental best practices for cleaning the interior of the NOAA Marine Operations Center-Pacific (MOC-P). Specifically, it addresses purchasing sustainable cleaning, hard-floor and carpet products, and entryway systems; procuring sustainable cleaning equipment; developing and implementing standard operating procedures for effective cleaning; promoting and improving hand hygiene; developing guidelines for handling cleaning chemicals; developing staffing and employee training requirements; collecting and addressing occupant feedback; and establishing procedures for use of chemical concentrates and dilution systems.

This building is located at 2002 SE Marine Science Drive, Newport, OR 97365.

SECTION 2: GOALS

http://www.usgbc.org/DisplayPage.aspx?CMSPageID=1844

The goal of this Green Cleaning Policy and Plan is to reduce the exposure of building occupants and maintenance personnel to potentially hazardous chemical, biological and particle contaminants, which adversely impact air quality, health, building finishes, building systems and the environment.

SECTION 3: RESPONSIBLE PARTIES

Ryan Harris, the MOC-P Facility Manager, with support from Julie Wagner, Environmental Compliance Specialist, is responsible for developing and managing the implementation of the Green Cleaning Policy and Plan.

Personnel involved with various elements of the green cleaning program shall carry out their tasks according to this policy, and report all relevant activities to the aforementioned parties. To ensure an effective and coordinated effort, the building staff responsible for overseeing the Green Cleaning Policy and Plan shall review all proposed cleaning activities before implementation.

Green cleaning strategies for the property shall include actions performed by the following contractors:

Function Company Name Primary Contact Phone Housekeeping xxx xxx xxx.xxx.xxx

SECTION 4: QUALITY ASSURANCE CONTROL PROCESS

The party(ies) responsible shall periodically evaluate the success of the Green Cleaning Policy and Plan. This evaluation may include producing and providing a report on an annual basis to senior management. Whenever possible, the annual report shall include an evaluation of the performance, safety, cost and environmental/public health benefits achieved as a result of its implementation.

Prior to implementation, the responsible party(ies) shall review all proposed cleaning activities. Upon reviewing proposed activities, the responsible party(ies) shall determine if they meet the criteria of the Green Cleaning Policy and approve or deny action.

The responsible party(ies) shall regularly communicate with all cleaning staff, and conduct regular site inspections and evaluations to ensure that the Green Cleaning Policy and Plan is in place and functioning as intended. In addition to ongoing quality control measures, Ryan Harris, Facility Manager and Julie Wagner, Environmental Compliance Specialist will review all practices and products (typically annually) to identify opportunities for improvement and expansion of environmentally friendly practices.

SECTION 5: CLEANING PRODUCTS

PERFORMANCE METRICS AND MEASUREMENT

The practices listed below shall be implemented, to the extent practicable, with a target goal of <90%> of products complying, based on cost. The Responsible Party shall assign staff to track purchase rates of both compliant and noncompliant products.

PRACTICES TO OPTIMIZE USE OF SUSTAINABLE CLEANING PRODUCTS

Cleaning products and materials, including hard-floor and carpet-care products, used at MOC-P shall, when possible, meet the requirements of IEQc3.3: Green Cleaning, Purchase of Sustainable Cleaning Products and Materials.

Product types subject to these requirements include, but are not limited to, bio-enzymatic cleaners, hard-floor cleaners, carpet cleaners, general-purpose cleaners, specialty cleaners, odor control, disinfectants, disposable janitorial paper products and trash bags, and hand soaps.

IEQc3.3: Green Cleaning, Purchase of Sustainable Cleaning Products and Materials Criteria:

The cleaning products meet one or more of the following standards for the appropriate category:

o Green Seal GS-37, for general-purpose, bathroom, glass and carpet cleaner use for industrial and institutional purposes o Environmental Choice CCD-110, for cleaning and degreasing compounds o Environmental Choice CCD-146, for hard-surface cleaners o Environmental Choice CCD-148, for carpet and upholstery care.

Disinfectants, metal polish, floor finishes, strippers or other products not addressed by GS-37 or Environmental Choice CCD-110, 146, or 148 shall meet at least one of the following standards for the appropriate category:

o Green Seal GS-40, for industrial and institutional floor-care products o Environmental Choice CCD-112, for digestion additives for cleaning and odor control o Environmental Choice CCD-113, for drain or grease-trap additives o Environmental Choice CCD-115, for odor-control additives o Environmental Choice CCD-147, for hard-floor care o California Code of Regulations maximum allowable VOC levels for the specific product category.

Disposable janitorial paper products and trash bags meet the minimum requirements of one or more of the following programs for the applicable product category:

o U.S. EPA Comprehensive Procurement Guidelines for Janitorial Paper and Plastic Trash Can Liners o Green Seal GS-09, for paper towels and napkins o Green Seal GS- 01, for tissue paper o Environmental Choice CCD-082, for toilet tissue o Environmental Choice CCD-086, for hand towels o Janitorial paper products derived from rapidly renewable resources or made from tree-free fibers.

Hand soaps meet one or more of the following standards:

o No antimicrobial agents (other than as a preservative) except where required by health codes and other regulations (i.e., food service and health care requirements) o Green Seal GS-41, for industrial and institutional hand cleaners o Environmental Choice CCD-104, for hand cleaners and hand soaps.

APPROVED PRODUCT LIST

The products listed below are approved for use. Products beyond those listed here must be submitted for approval prior to use.

<INCLUDE BUILDING-SPECIFIC PRODUCTS IN THE TABLE BELOW.>

Product Type Manufacturer/Product Name Sustainability Criteria Met e.g., Toilet Tissue e.g., LINUS Papers/EcoGreenSoft Tissue e.g., EPA Comprehensive Procurement Guidelines

SECTION 6: CLEANING EQUIPMENT

All newly acquired cleaning equipment shall comply with the criteria listed below. The Responsible Party shall assign staff to track the percentage of all equipment that meets the criteria, based on cost or number of pieces of equipment, with a target of <40%> of equipment comply by <September 30, 2013>.

PRACTICES TO OPTIMIZE USE OF SUSTAINABLE CLEANING EQUIPMENT

Purchase Criteria All new equipment acquisitions shall comply with the requirements of IEQc3.4: Green Cleaning, Sustainable Cleaning Equipment:

Vacuum cleaners meet the requirements of the Carpet and Rug Institute “Green Label” Testing Program— Vacuum Cleaner Criteria and are capable of capturing 96% of particulates 0.3 microns in size and shall operate with a sound level less than 70dBA.

Carpet extraction equipment for restorative, deep cleaning is certified by the Carpet and Rug Institute’s “Seal of Approval” Testing Program for deep-cleaning extractors.

Powered floor equipment—e.g., electric and battery-powered floor buffers and burnishers—is equipped with vacuums, guards and/or other devices for capturing fine particulates, and operates with a sound level less than 70dBA.

Propane-powered floor equipment has high-efficiency, low-emission engines with catalytic converters and mufflers that meet California Air Resources Board (CARB) or Environmental Protection Agency (EPA) standards for the specific engine size, and operate with a sound level of less than 90dBA.

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

Battery-powered equipment is equipped with environmentally preferable gel batteries.

Powered equipment is ergonomically designed to minimize vibration, noise and user fatigue.

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

Record-keeping A log shall be kept for all powered cleaning equipment to document the date of purchase and all repair and maintenance activities. Vendor cut sheets for all equipment used onsite shall be stored onsite. When cleaning equipment replacement is necessary, acquisition dates and supporting documentation shall be retained to demonstrate that all newly acquired equipment complies with the specifications.

APPROVED EQUIPMENT LIST

The equipment listed below is approved in the event of new equipment acquisition. Equipment beyond that listed here must be submitted for approval prior to acquisition.

<INCLUDE BUILDING-SPECIFIC EQUIPMENT IN THE TABLE BELOW.>

Equipment Type Manufacturer/Model Sustainability Criteria Met e.g., Vacuum e.g., ASA/EcoTornadoclone XL650 e.g., CRI Green Label

SECTION 7: HARD-FLOOR AND CARPET MAINTENANCE

Floor-care maintenance shall consistently be performed according to written protocols, without exception. QC checks will be used to ensure 100% adoption.

PRACTICES TO OPTIMIZE HARD-FLOOR AND CARPET MAINTENANCE

The floor and carpet maintenance program at MOC-P is designed to use few, or no, harmful chemicals; remove and eliminate irritating dust, dirt and other contaminants; and protect and preserve floors.

To minimize chemical use, the Contractor shall reduce the frequency of stripping or removing coatings to that which is able to maximize the floor’s longevity, while conserving cleaning and floor restoration materials and minimizing occupants’ exposure to harmful chemicals.

A written floor maintenance plan and log shall be maintained, which details the number of coats of floor finish being applied as the base and other applications (top coat), along with all relevant maintenance/restoration practices and the dates and duration of these activities.

SECTION 8: ENTRYWAY SYSTEMS

Protocols promoting effective use of entryway systems shall be wholly adopted. Quality control checks shall be used to ensure 100% adoption.

PRACTICES TO OPTIMIZE USE AND MAINTENANCE OF ENTRYWAY SYSTEMS

For all entryways and entrances into MOC-P that are equipped with walk-off mats, grilles or grates, these shall be cleaned daily.

Grates; Grilles shall be vacuumed and surface cleaned daily. Grille/grate wells shall also be cleaned during this process and mopped weekly.

The walk-off mats shall be professionally cleaned on a weekly basis and thoroughly vacuumed onsite on a daily basis. The flooring beneath the mats shall be vacuumed and mopped on a weekly basis as well.

Most Secondary entrances shall also have walk-off mats to capture initial loose particles entering the building.

These mats must be vacuumed dailyand the floor beneath shall be vacuumed and mopped on a weekly basis.

SECTION 9: HAND HYGIENE

Protocols promoting hand hygiene shall be wholly adopted. QC checks will be used to ensure 100% adoption.

PRACTICES TO OPTIMIZE HAND HYGIENE

All restroom facilities, including those in guest rooms, public areas and back-of-house spaces shall include appropriate hand soaps. (See Section 5.)

Per regulations, hand-hygiene notices will be placed in all employee rest rooms.

SECTION 10: HANDLING AND STORAGE OF CLEANING CHEMICALS

Protocols governing safe handling and storage of cleaning chemicals shall be wholly adopted. QC checks will be used to ensure 100% adoption.

PRACTICES TO OPTIMIZE HANDLING AND STORAGE OF CLEANING CHEMICALS

The following protocols have been established to mitigate spills, leaks and mismanagement.

Storage

Cleaning chemicals are stored in a single-locked janitorial closet on the ground floor of each building. Workers access chemicals at the beginning of their shift and as needed.

<Provide additional information about handling and storing cleaning chemicals here.>

MSDS Storage

The Custodial Contractor is required to provide accurate MSDSs for all cleaning chemicals delivered to the building.

MSDSs are filed, in duplicate, in the janitorial closets and provided to the Facility Manager office in clearly labeled binders.

The cleaning chemical supplier maintains a toll-free hotline that can be called in the event of spills or accidents to access safety data and protocols.

Emergency Procedures <PROVIDE SITE-SPECIFIC INFORMATION REGARDING PROCEDURES FOR ADDRESSING POTENTIALLY

HARMFUL ACCIDENTS.>

SECTION 11: USE OF CHEMICAL CONCENTRATES AND DILUTION SYSTEMS

Dilution systems and chemical concentrates shall be wholly utilized for the following product types:

<LIST CHEMICALS FOR WHICH DILUTION SYSTEMS SHALL ALWAYS BE USED.>

PRACTICES TO OPTIMIZE USE OF CHEMICAL CONCENTRATES AND DILUTION SYSTEMS

Chemical concentrates and dilution systems are used according to the procedures below to minimize risk to staff and occupants, and to conserve resources.

Dilution System Description <PROVIDE A DESCRIPTION OF THE DILUTION SYSTEMS, INCLUDING THE MANUFACTURER, SYSTEM

COMPONENTS, LOCATION IN THE BUILDING, ETC.>

Protocol for Use <PROVIDE PROCEDURAL STEPS FOR APPROPRIATE USE OF DILUTION SYSTEMS, AND/OR INDICATE WHERE

THESE PROTOCOLS ARE RECORDED.>

Maintenance <PROVIDE DESCRIPTION OF MAINTENANCE PROCEDURES, THE INDIVIDUAL OR ENTITY PROVIDING

MAINTENANCE, ETC.>

SECTION 13: VULNERABLE BUILDING OCCUPANTS

To protect vulnerable building occupants, such as pregnant women, children, asthmatics, elderly occupants, individuals with allergies and highly sensitive individuals, the Contractor’s cleaning staff at MOC-P shall use only low/no VOC cleaning products; they shall perform routine cleaning and floor restoration activities after working hours when the majority of occupants have left the building; the staff shall limit the number of cleaning chemicals used in the building; and they shall maintain a high level of cleanliness thus minimizing the presence of irritants.

SECTION 14: STAFFING AND TRAINING

All cleaning personnel shall receive regular training. Vendors shall supply evidence of compliance with training requirements prior to contract award or renewal.

PRACTICES TO OPTIMIZE STAFFING AND TRAINING

All cleaning staff and managers shall receive environmental safety and health training, addressing, at minimum, hazards associated with the use, disposal and recycling of cleaning chemicals, dispensing equipment and packaging.

Training Topics

<INCLUDE A LIST OF TOPICS COVERED IN YOUR TRAINING PROGRAM.>

SAMPLE TOPICS INCLUDE:

Employee safety and health compliance as it relates to the cleaning program Regulatory compliance standards—OSHA, EPA, and other local, state, and federal rules and regulations Unsafe attitudes and conditions in the work place through Job Safety Analysis—OSHA JSA or JHA (Job Hazard

Analysis) Employee performance improvement, such as accident prevention and record-keeping Compliance with health and safety rules, and regulation and confidentiality issues Safe chemical storage and handling Disposal and recycling of cleaning chemicals, dispensing equipment and packaging <Provide additional information about the staffing and training program here.>

Annual Training Hours All workers shall receive <x> hours of training <monthly> <quarterly> <annually>.

Staffing Plan To meet cleaning objectives within the building, minimum staffing requirements must be met. Factors such as occupancy rates, seasonal variations and other considerations should be taken into account when adjusting the staffing plan.

Under typical conditions, total cleaning staff time shall be not less than <x> hours per day. Generally, <x> staff members work <x> hours per day to meet these requirements.

SECTION 15: OCCUPANT FEEDBACK AND EVALUATION OF NEW TECHNOLOGIES

All guests and employees shall have a mechanism by which to provide feedback on cleaning practices.

PRACTICES TO OPTIMIZE OCCUPANT FEEDBACK AND EVALUATE NEW TECHNOLOGIES AND PROCEDURES

MOC-P will gather occupants’ feedback about the green cleaning program through occasional surveys. Occupants are also encouraged to alert the Facility Management office at any time to any issues relating to the green cleaning program.

In addition, management regularly researches and integrates new green cleaning technologies into the building’s green cleaning procedures.

SECTION 16: TIME PERIOD

This policy shall take effect on <Date> and shall continue indefinitely or until amended and/or replaced by a subsequent green cleaning policy.