Templ 2 - custodial checklist rev 2.25.26.docx

Department of Defense, Veterans and Emergency Management – Military Bureau Evaluation of Service Tour - Custodial Checklist

Date of Tour:

Time:

Location:

Program Administrator/Designee:

Contractor:

Note this checklist is only for the following locations – use Templ 1 – custodial checklist rev 2.25.26 for all other locations:

FMS#1 Saco, FMS#2 Auburn, FMS#3 Bangor (B#250), FMS#5 Caribou, NMRC, Brewer Armory, Lewiston AFRC, Norway Armory, Sanford Armory, Skowhegan Armory, Westbrook Armory and Camp Keyes Building 5, 8, 12, 14, 17, 35 & 37 (one contract) Rating: E = Excellent G = Good (Meets Expectations) NI = Needs Improvement N/A = Not Applicable

NOTES:

1. Some tasks may not pertain to some facilities. Place N/A in the notes if not at your facility.

2. Pictures should be taken where they can be and submitted with the form.

Instructions for Evaluations

· There should be an agreed upon schedule for periodic performance evaluation tours, at a minimum of monthly.

· If additional evaluations are deemed necessary, this will be scheduled by the Program Administrator or their designee via written email notification a minimum of three (3) business days prior to requested meeting.

Contractor Performance:

· If the Contractor receives a combination of four or more negative responses to yes or no questions and Needs Improvement or Unacceptable ratings for services rated during the Evaluation of Service Tour, it will be documented as poor performance.

· The Contractor will be given two (2) weeks from the date of the Evaluation Tour to correct all issues discovered during the Evaluations of Service Tour.

· If the issues are not resolved during that timeframe the contract could be terminated due to documented poor performance with a thirty (30) day notice.

· If the Contractor receives three (3) evaluations that receive the poor performance rating for the facility, the contract could be terminated due to documented poor performance.

· Poor performance may be considered in the evaluation of a subsequent bids submitted by the Contractor.

· The Contractor will have fifteen (15) calendar days from the date notified to appeal any termination of contract decision based on the Evaluation of Services Tours.

· The appeal must be addressed to the Director of the Division of Procurement Services.

Daily/Weekly Tasks

Check trash receptacles in common areas, empty if required and insert new liners.

(The provider will be responsible for physically removing and disposing of trash from the facility to the Department’ supplied dumpster(s).)

Y or N

Empty recycling receptacles (zero sort).

(The provider will be responsible for physically removing and disposing of trash from the facility to the Department’ supplied dumpster(s).)

Y or N

Sweep or vacuum and damp mop floors of indicated common areas (see map) this includes the elevator and stairwells. Note this excludes the assembly hall floor.

· Vinyl Composite Tile

· Ceramic Tile

· Rubberized Flooring Y or N

Restrooms

· Complete hygienic cleaning of rest rooms; replace toilet tissue, paper towels, soap, etc.

· Clean, sanitize and polish all glass/mirrors and porcelain fixtures.

· Clean and sanitize all tile surfaces (toilet areas and showers).

· Wash and sanitize all waste containers.

· Clean and polish all chrome fittings.

· Remove spots and stains from all areas adjacent to hand sinks.

Y or N

Y or N

Dust, clean and sanitize all exercise equipment and exercise mats/matting, with appropriate material (not slippery).

Vacuum equipment i.e. treads walking surfaces, feet pedals, etc.

Y or N

Deep Recessed Aluminum Foot Grilles – Walk Off Mats (see specific cleaning standards for MEARNG requirements).

Y or N

Monthly Tasks

Deep Recessed Aluminum Foot Grilles – Walk Off Mats (see specific cleaning standards for MEARNG requirements).

Y or N

Thoroughly clean all shower curtains and replace them if needed.

(Estimated replacement 4x per year.)

Y or N

Drill Hall Floors (Sweep and damp mot (using 2 bucket method)

Quarterly Tasks (During Jan, Apr, July & Oct)

Semi Annual (between March & May 30 and again between September and November 30)

Annual Tasks (to be completed within 90 days of start, or renewal of contract)

Supplies Provided & Environmental Requirements

Contractor provided an adequate supply of

· toilet paper,

· paper towels,

· trash bags,

· liquid bathroom soap,

· urinal tablets and

· shower curtains.

Y or N Y or N Y or N Y or N

Contractors furnishing products with appropriate levels of recycling content

· Toilet Paper with at least 20% post-consumer fiber

· Paper Towel with at least 40% post-consumer fiber

· Trash Bags with at least 10% post-consumer content

Misc. Items

Evaluation Tour Attendees (must Sign & Date)

Facility Contact_______________________________________________________

DFE Contact__________________________________________________________

Vendor/Provider Contact_______________________________________________ Return completed sheet (pages 1-5 at least) to Ken Merrifield – DFE kenneth.r.merrifield.nfg@army.mil

Standards and Services:

Standards: The following standards shall be used in inspecting custodial services:

i. Plumbing Fixtures and Dispenser Cleaning - Plumbing fixtures and dispensers are clean when free of all deposits and stains so that item is left without dust streaks, film, odor, or stains.

ii. Dusting - A properly dusted surface is free of all dirt and dust, dust streaks, lint and cobwebs.

iii. Sweeping - A properly swept floor is free of all dirt, dust, grit, lint, and debris except imbedded dirt or grit.

iv. Spot Cleaning - A surface adequately spot cleaned is free of all stains, deposits, and is substantially free of cleaning marks.

v. Damp Mopping - A satisfactorily damp mopped floor is without dirt and dust, marks, film, streaks, debris, and standing water.

vi. Metal Cleaning - When cleaned, all surfaces are without deposits or tarnish, and with a uniformly bright appearance. Cleaner is removed from adjacent surfaces.

vii. Glass Cleaning - Glass is clean when all accessible glass surfaces are without streaks, film, deposits, and stains and has a uniformly bright appearance and adjacent surfaces have been wiped clean. Extreme care and correct materials must be used to avoid damage and scratching on all surfaces.

viii. Finish Removal - Finish removal is accomplished when surfaces have all finish dirt removed down to the floor material, floor is left free of all dirt, stains, deposits, debris, cleaning solution, and standing water, and the floor has a uniform appearance when dry. Plain water rinse and pickup must follow removal operation immediately.

ix. Scrubbing - Scrubbing is satisfactorily performed when all surfaces are without imbedded dirt, cleaning solution, film, debris, stains, marks, and standing water in all areas and floor has a uniformly clean appearance. A plain water rinse must follow the scrubbing process immediately.

x. Light Fixture Cleaning - Light fixtures are clean when all components, including bulbs and tubes are without insects, dirt, lint, film, and streaks. All articles removed must be replaced immediately.

xi. Buffing of Finished Surfaces - Finished surfaces shall be buffed sufficiently to obtain maximum gloss and have a uniform appearance free of surface dirt.

xii. Baseboard Cleaning - After cleaning, the surfaces of all baseboards (wood, resilient, ceramic) will have a uniformly clean appearance, free from dirt, stains, streaks, and cleaning marks.

xiii. Window Cleaning – Shall consist of cleaning the entire window area, which includes the glass and vinyl or wooden part of the window frame, sash and any blinds attached to the windows. Cleaning shall be accomplished with a glass or all-purpose cleaning agent and is considered clean when all surfaces have a uniformed surface free from dirt, stains, streaks and cleaning marks.

xiv. Entryway Cleaning - Shall consist of cleaning the entire exterior and interior of the entryway to include on the exterior the area of the door, the doorframe the exterior wall area encompassed by the overhang, and concrete stoop. Cleaning shall be by use of a cleaning solution or warm soap and water and is considered clean when all surfaces have a uniformed surface free from dirt, stains, bugs or any part of bugs or vermin, cobwebs, streaks, or cleaning marks.

Services: The following services shall be performed, complying with the standards detailed in item a.:

i. Preliminary Cleaning - The facility will be given a complete top to bottom cleaning of all rooms, floors, rugs, walls, doors and windows, (both exterior and interior), entryways, and moldings.

ii. Cleaning Restrooms - This work includes a complete hygienic cleaning of all plumbing fixtures, lavatories, toilet bowls, dispensers, wainscots, grout lines, doors, mirrors, handicapped accessible handrails, stall partitions, as required, and filling all paper/soap dispensers, as needed. Scouring powder may be used on plumbing fixtures or may be used for water closets and urinals, if required, on approval by the Agreement Administrator. All stains, spots, mold and/or mildew shall be removed from wainscots, grout lines and stall partitions, using a damp cloth with detergent. Floors shall be dry-swept and then damp mopped using a department approved germicidal cleaner. Water used in cleaning restrooms must be clean at the start of the cleaning process and disposed of once cleaning is complete. The water cannot be used in cleaning other areas of the building. Rags and mops used in cleaning restrooms cannot be used in other areas of the building until washed using a germicidal cleaner.

iii. Cleaning Slop Sinks, Vending Machines, and Drinking Fountains - All items will be cleaned using detergent or scouring powder, if required. Water cabinets, water chillers or drinking fountains shall be wiped using clean, unused damp cloth. Do NOT use a cloth, already used for cleaning other items to clean the water cabinets, water chillers or drinking fountains.

iv. Sweeping - All tile, wood, or concrete floors, stairways, landings, and stoops shall be swept with brush or mop or mechanical brush-vacuum sweeping without damage or disfigurement of furniture, doors, or base trim. Oil treated mops shall not be used. Dust, dirt, and debris shall be removed to receptacles provided for this purpose on the building exterior. Furniture shall be reset upon the completion of sweeping.

v. Vacuuming - Carpeting and furniture shall be vacuumed and the dirt, dust and debris removed to receptacles provided by the Provider on the building exterior. Spots shall be removed from rugs and carpets as they occur. A commercial/industrial vacuum cleaner equipped with a HEPA filter must be utilized.

vi. Carpet Shampooing - Carpeting shall be cleaned using commercial/industrial grade self-contained equipment capable of providing 50 PSI (pounds per square inch) of cleaning solution with an extractor capable of 100 inches of water lift and shall use water with a minimum temperature of 140 degrees F. Turbo drying of the shampooed carpet shall be performed utilizing a high-speed fan(s). Bonnet cleaning is NOT acceptable (other than for spot cleaning).

vii. Damp Mopping Floors - Damp mop all resilient tile floors, terrazzo, quarry tile, ceramic tile, rubberized flooring, and concrete floors, including stairs and landings, using cotton or sponge mops, appropriate stain removal agents, unheated water and detergent, if required, using as small amount of water as possible. Follow with clean water rinse and pick up again using as small amount of water as possible. Where floor drain exists, water will be added periodically to prevent traps from becoming dry.

viii. Floor Scrubbing - Scrub floors by using deck brush, cylindrical or disc type machine or automatic machine scrubber and detergent solution using as small amount of water as possible followed by plain water rinse and pick up. This scrubbing will be followed by the application of a floor finish system applied in accordance with the manufacturer’s specifications. Baseboards shall be thoroughly cleaned after buffing.

ix. Finish Removal - Removal or stripping of all finish down to the flooring material, using compound specifically prepared for this purpose, with steel wool or brush agitation as required, followed by rinsing with plain water to remove all finish material, solution, dirt and film form baseboard edge to baseboard edge.

x. Floor Waxing and Finishing – Floors must be completely free of anything that will become part of the finish before starting. All floor waxes or finishes (i.e., carnauba, acrylic, polymeric) will be compatible with floors on which they are applied and shall be applied in accordance with the manufacturer’s recommendations.

xi. Floor Touchup - Application of finish material and buffing in heavy traffic areas between primary refinishing as required.

xii. Buffing - All finished and terrazzo floors shall be buffed periodically to remove traffic marks, heavy soil, etc., to be followed by sweeping, vacuuming, or dust mopping to pick up loose residue.

xiii. Turned-Out Lights - Turn off all lights when not in use. Only specific areas being worked in will be illuminated.

xiv. Dusting Horizontal Surfaces Other Than Furniture, Fixtures, and Equipment - Dust with treated dust cloth or vacuum all horizontal surfaces of windows, window ledges, radiators, stair rails, baseboards, tops of acoustical panels, exterior wall mounted electrical conduit and other horizontal surfaces.

xv. Glass Cleaning - Clean all mirrors, glass cases, desktops, windows and glass at building entrances using plain water or cleaning solution prepared for the purpose. Adjacent trim shall be wiped clean with a damp cloth. Scouring powder shall not be used.

xvi. Metal Cleaning and Polishing - Hardware, bars on doors, doorknobs/handles, kick plates, and all other bright work shall be polished using approved polishing compound.

xvii. Dusting Interior Walls and Ceilings - Beginning at the highest point, dust shall be first removed room all surfaces and exposed overhead pipes and equipment with untreated dusters or by vacuuming. Cobwebs shall be removed with an upward stroke to avoid streaking.

xviii. Cleaning Doors and Trim - Clean doors and adjacent trim not otherwise cleaned.

xix. Cleaning Light Fixtures - Dust all accessible components of light fixtures, including bulbs and tubes with a cloth or yarn duster. Unless specified in Rider A, each fixture shall be washed not less than twice per year on a rotation basis.

xx. Empty Recycling Bins – Empty all recycle bins, when recycling program is practiced, located in corridors and other areas where specifically noted and remove recyclable (paper, cardboard, etc.) items from building or deposit in collection facility/area provided for this purpose. Any recyclable products will be reduced and sorted by the department prior to removal.

xxi. Empty Waste Receptacles - Empty all waste receptacles located in corridors and other areas where specifically noted and remove trash from building and deposit in collection facilities provided for this purpose.

xxii. Disposing of Hazardous Material – If the Provider is required to dispose of hazardous material, the Provider must dispose of the material abiding by all State, Federal and local laws. Ignorance of the laws will not remove the Provider from legal repercussions. Any fines, legal fees or other costs associated with improper disposal will be passed on to the Provider. The hazardous material cannot be thrown out with the “regular” trash or recyclables.

xxiii. Washing Waste Receptacles - Wash all waste receptacles to keep in sanitary condition. Washing shall be accomplished with brush and detergent solution. The use of cleaning agents harmful to paint or receptacle material, will not be permitted. Receptacles will be left free of deposits, dirt, streaks.

xxiv. Cleaning and Polishing Furniture - Wood and finished metal surfaces shall receive furniture polish with rubbing as necessary for cleaning, followed by polishing with a clean, dry cloth or electric buffer. Leather coverings shall be thoroughly cleaned with a combination cleaner, and polish followed by polishing with a clean, dry cloth. When cleaned or polished, all surfaces shall be of uniform appearance, free of deposits, streaks, or film. All spillages shall be wiped clean with a damp cloth.

xxv. Vacuum All Upholstered Furniture - Vacuum all upholstered surfaces to remove dust and lint (includes acoustical panels/systems furniture partitions).

xxvi. Mat Cleaning - Remove mats at entrances and remove all dirt and dust deposits and then replace mats in proper location.

Specific Cleaning Standards/Services for MEARNG:

i. Deep Recessed Aluminum Foot Grilles – Walk Off Mats

· November, December. January, February, March

i. Weekly - Vacuum to clean the debris between the rails.

ii. Weekly - Remove foot grilles and clean frames and pans.

· April, May, June, July, August, September, and October

i. Weekly vacuum to clean the debris between the rails.

ii. Monthly remove foot grilles and clean frames and pans

ii. Instructions for Foot Grills

· Each time you clean the frames and pans, make sure there are no residues or particles under the grilles. Vacuum frames and pans.

· If the units are attached to a drain, ensure that nothing is blocking the water flow to the drain.

· Never apply wax or other polishing products to the surface of the grilles; this would create a slippery surface that could cause slips and falls.

iii. Maintenance for Vinyl Composite Tile (VCT)

· Sweep, dust mop or vacuum the floor daily to remove dust, dirt, grit and debris that can damage the floor and become ground into the surface.

· Spot mop as needed. Any spills should be cleaned up immediately.

· Damp mopping of the floor should be performed on a regular or daily basis depending upon traffic and soil levels in the space.

· Use a properly diluted neutral (pH 6 to 8) detergent solution, such as Armstrong Flooring S-485 Commercial Floor Cleaner.

iv. Maintenance for Concrete Flooring

· Clean up spills as fast as possible. Less time on the floor means less chance of staining.

· Pick up large debris by hand.

· Sweep or dust-mop the entire floor (dirt left on floor will abrade and dull the surface).

· Auto-scrubbing with LS Klean, which contains lithium silicate, helps the pads clean the floor.

· Auto-scrub entire floor.

a. Dilute the cleaners as recommended with clean water in an auto scrubber with light head pressure.

b. Choose a soft cleaning pad based on –pad manufacturer recommendations.

c. Use a mop for hard-to reach areas.

v. Maintenance for Ceramic & Terrazzo Tile

· Sweep, dust mop or vacuum the floor daily to remove dust, dirt, grit and debris that can damage the floor and become ground into the surface.

· Spot mop as needed. Any spills should be cleaned up immediately.

· Damp mopping of the floor should be performed on a regular or daily basis depending upon traffic and soil levels in the space.

· DO NOT use scouring pads, steel wool, sandpaper or other abrasive products.

· DO NOT use oil based or solvent based cleaning products, spray butt of chemical mop treatments.

· Avoid cleaners containing ammonia, bleach, abrasives, or other hazardous/polluting compounds.

· Use a properly diluted neutral (pH 6 to 8) detergent solution, such as Armstrong Flooring S-485 Commercial Floor Cleaner.

vi. Maintenances for Rubber Floor – Physical Fitness Rooms

· Thoroughly vacuum or sweep.

· Damp mop with mild detergent using a microfiber or sponge mop. Use a two-bucket system and change water frequently.

vii. Maintenance for Carpet

· Daily removal of spots and spills helps maintain the carpet’s appearance and reduces the probability of a permanent stain.

· For liquid spills, blot up as much of the liquid as possible with a clean white cloth. If the spill is semi-solid or has hardened, gently scrape it with a spoon or spatula and then blot the spot with damp sponge.

· When removing oily stains such as paint, grease, tar, asphalt, always check for color fastness, by applying your cleaning solution to an inconspicuous area of the carpet. Spray or pour the solvent onto a white cloth and press it onto the carpet.

Hot Water Extractor for carpet

Not responsibility of Custodial Services (Don’t)

· Clean TV’s

· Inside of refrigerators

· Inside of microwaves