Contract_Exhibit_-_Environmental_Requirements_for_Janitorial.docx

EXHIBIT __

JANITORIAL CONTRACT REQUIREMENTS

1. Purpose This Exhibit establishes sustainability requirements for janitorial services to support the City’s environmental policies, climate goals, and compliance obligations, including but not limited to SB 1383, waste reduction, pollution prevention, and responsible resource use.

2. Recycling and Waste Diversion Requirements

2.1 Participation in the City’s Three-Waste Stream Recycling Program The Contractor shall fully participate in the City’s Three-Waste Stream Recycling Program, which includes trash, recycling, and organics.

· Mixed recycling and trash containers are located at desks throughout City facilities.

· Mixed recycling and organic recycling containers are located alongside trash containers in employee lunchrooms, workrooms, kitchenette areas, and other public and employee spaces.

2.2 General Waste Collection Responsibilities

The Contractor shall:

· Empty all interior trash, recycling, and organic collection containers during each scheduled service period.

· Deposit collected materials into the appropriate designated exterior collection containers.

· Take reasonable steps to reduce contamination of recycling and organics containers, including removing obvious contaminants observed during routine servicing.

2.3 Recycling Requirements

· Recyclable materials shall be placed loose or in paper bags in designated exterior recycling collection containers. Plastic bags are prohibited.

· Recyclable materials shall not be commingled with trash or organics.

· Flattened cardboard placed next to interior recycling bins shall be deposited into exterior recycling collection containers.

2.4 Organics Collection Requirements

· All interior organic collection containers shall use liner bags that meet ASTM D6400 standards for industrial compostability.

· Food-related organic waste placed in exterior organic collection containers shall be contained in ASTM D6400-rated compostable plastic bags.

2.5 Contamination Monitoring

· If the Contractor observes repeated or excessive improper disposal by City staff, the Contractor shall promptly notify the designated Facility Manager.

· The Contractor shall immediately notify the Facility Manager upon observing hazardous waste (e.g., batteries or fluorescent bulbs) placed in City waste receptacles so the waste can be addressed prior to improper disposal.

3. Environmentally Preferable Procurement, Use, and Practice Requirements

3.1 Procurement of Environmentally Preferable Products

Where fitness and quality are equivalent, and where use does not negatively impact health, safety, or operational efficiency, the Contractor shall prioritize procurement of Environmentally Preferable (EP) products, including products with recycled content. EP products shall be procured when guidelines indicate that their overall life-cycle costs are lower than environmentally harmful alternatives.

3.2 Environmentally Preferable Paper Products

To comply with SB 1383 recovered organic waste product procurement requirements, the Contractor shall ensure that all paper products procured under this contract meet or exceed the City’s minimum post-consumer recycled content requirements by fiber weight, unless a written exemption is granted by the City.

3.3 Environmentally Preferable Cleaning Products

The Contractor shall use cleaning products certified by recognized environmental standards, including:

· Green Seal (GS-37 for cleaning products)

· EPA Safer Choice

· Cradle to Cradle Certified™

· LEED-compliant cleaning products The Contractor shall ensure that janitorial and cleaning products:

· Contain non-toxic ingredients and are free from harmful chemicals such as ammonia, chlorine, or volatile organic compounds (VOCs).

· Are biodegradable and non-polluting.

· Use minimal packaging and recyclable or reusable containers.

· Utilize refillable, reusable, or bulk dispensing systems where feasible to reduce packaging waste.

· Are coordinated with the City to reduce unnecessary liner use, particularly in offices and restrooms where feasible.

3.4 Environmentally Preferable Equipment

The Contractor shall:

· Limit the use of disposable cleaning products (e.g., paper towels) and prioritize reusable microfiber or fiber cloths.

· Use cleaning methods and equipment that minimize water consumption where appropriate.

· Use energy-efficient equipment, including ENERGY STAR-rated products where applicable.

· Regularly maintain and repair equipment to extend lifespan and minimize waste.

4. Other Sustainable Practices The Contractor shall:

· Promptly report observed leaks, running fixtures, or water waste to the City’s Contract Manager.

· Refrain from disposing of cleaning solutions, mop water, or chemicals into storm drains or outdoor areas.

· Store janitorial supplies and equipment to prevent leaks, spills, or outdoor exposure.

5. Exemption Requests The Contractor may request an exemption from Environmental Preferable Purchasing and Use requirements for specific products if one or more of the following conditions can be demonstrated:

· The environmentally preferable product is not available at a reasonable cost compared to non-preferable alternatives.

· The environmentally preferable product does not meet City quality, safety, or performance standards.

· The environmentally preferable product is unavailable within a reasonable timeframe.

All exemption requests must be submitted in writing to the Sustainability Division and approved by the City prior to procuring non-compliant products.

6. Employee Training and Environmental Responsibility The Contractor shall ensure that all janitorial staff receive regular training on:

· Environmentally preferable cleaning techniques

· Proper use of green cleaning products

· Sustainability best practices

· Materials accepted in each waste stream at serviced facilities

7. Reporting and Documentation Upon request and within forty-five (45) business days, the Contractor shall provide documentation demonstrating compliance with environmentally preferable practices and products, including but not limited to:

· Product certifications

· Vendor compliance statements

· Sustainability reports

· Employee training records Documentation demonstrating the use of environmentally preferable products shall be provided with any product purchase reimbursement requests.

8. Breach of Contract Failure to comply with these Janitorial Contract Requirements may be considered a breach of contract.

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