BUILDING CLEANING CONTRACT OFFICE SPECIFICATION AND SCHEDULES

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1 BUILDING CLEANING CONTRACT OFFICE SPECIFICATION AND SCHEDULES August 05

2 Contents Specification Specification -6 Cleaning Schedule Offices, Reception & General Areas West Wing, City Offices, 68 St Georges Street.. - Washroom/ Toilets Lifts 4-5 Vending Areas. 4-5 Kitchen Areas External Duties 6 Areas. 6 Annex Details of Existing Facilities.. 7 Office Cleaning Contract August Specification

3 SPECIFICATION.0 General This Specification covers that part of the Services for the City Offices (Colebrook Street), West Wing (Broadway) and 68 St Georges Street, Winchester. The Services comprise the following:- (i) office cleaning services (ii) provision of cleaning materials and supplies, toilet rolls, soap, and paper towels in kitchens and toilets (iii) carpet cleaning The Services and frequency shall be as detailed in the Cleaning Schedule in the Appendix to this Specification. Save where otherwise specified, the Contractor shall be responsible for all costs incurred in providing the Services including in particular the costs of staff, equipment, materials, consumables, and cleaning of linen. The Council will issue the Contractor with adequate access keys to the Premises. It is the Contractor s responsibility to inform the Authorised Officer immediately (or in any event within 4 hours) if a cleaner leaves or any keys are lost or stolen. The Contractor must be able to account at all times for all keys issued to the Contractor and shall ensure that all keys are returned at the end of the Contract Period. At any time the Contractor may be required to make available all access keys for audit purposes. The Contractor shall be responsible for checking that all doors and windows are closed and secure before leaving the Premises..0 Office Cleaning Daily cleaning in each of the Premises is to be carried out at times to be agreed with the Authorised Officer any alterations to cleaning times must be agreed by the Authorised Officer. Subject to below (68 St. Georges Street), cleaning is not required for Saturdays, Sundays or Public Holidays. The times and days when the monthly, four monthly and six monthly cleaning is to be carried out shall be agreed in advance with the Authorised Officer. Office Cleaning Contract 3 August Specification

4 The current occupiers of 68 St Georges Street require Monday to Saturday cleaning. 3.0 Cleaning Materials Save as otherwise specified, all cleaning equipment, materials and supplies relating to this Contract shall be provided by the Contractor. This includes cleaning materials, equipment, toilet rolls, soap, and paper towels. Towels for the E-motion machines in the toilets and kitchen areas will be supplied and paid for by the Council. All materials and consumables shall be of a quality and type acceptable to the Authorised Officer. Arrangements for delivery of materials and supplies shall be agreed in advance with the Authorised Officer. The Contractor shall be permitted to use storage cupboards as designated by the Authorised Officer for the storage of cleaning materials and equipment in connection with the Contract. The Contractor shall be responsible for ensuring the safe and secure storage and documentation for all substances required for the performance of the Contract which are affected by the Control of Substances Hazardous to Health Regulations 988 (COSHH). 4.0 Carpet Cleaning The Contractor shall clean all carpets in the Premises on an arranged basis. The dates of such visits shall be agreed with the Authorised Officer in advance. All carpet cleaning shall take place over weekends. (NB this service is to be separately priced in the Form of Tender, under Carpet Cleaning and the frequency of cleaning of carpets will be agreed with the Authorised Officer). 5.0 Inspection / Monitoring All faults reported by members of the Council s staff will be entered into the Customer Cleaning Report and Action Book held on the Premises, signed and dated by either a member of the Council s Facilities Section. At the start of every shift the Contractor s Cleaning Supervisor or their representative should check the book and ensure that any recorded faults are corrected immediately and any actions are noted in the log which should be signed daily by the Contractor s Cleaning Supervisor or representative. The log should also be used to communicate to the Authorised Officer (via the Facilities Section) any requests or issues. A full meeting will be held between the Authorising Officer or designate and the Contractor s Site Manager to discuss progress of the Contract Office Cleaning Contract 4 August Specification

5 and the standard provided on a monthly basis. Minutes of the meeting will be taken by the Contractor and distributed to all parties. Monitoring/inspection will be undertaken at least three times per week by the Authorised Officer and will be recorded on a Quality Cleaning Report Form (provided by the Contractor). During the inspection the standard of work will be graded on the traffic light system, green good, amber mediocre & red failure to meet required standard. Any faults found will also be recorded. A copy will be sent directly to the Contractor s Site or Regional Manager who shall discuss all findings with the Contractor s onsite Cleaning Supervisor to ensure that all faults are rectified as soon as possible. Office Cleaning Contract 5 August Specification

6 CLEANING SCHEDULE Appendix.0 Offices, Reception Meeting Rooms, Members Rooms and General Areas West Wing, City Offices and 68 St Georges Street Note: On no account should any cleaner use polish on any computer screens or reception telephone consoles.. Daily Operations (g) (h) (i) (j) (k) Dust and wipe clean surfaces, e.g. desks, tables, chairs, storage cabinets and shelves within normal reach. Dust fittings e.g. notice boards, picture and direction signs. Dust equipment e.g. control panels, photocopiers, fire extinguishers and telephones. Dust all other exposed surfaces within normal reach e.g. skirting fascias, windowsills, sockets and switches. Clean internal glass door panels and screens within reach, remove finger marks etc. Clean and vacuum the draught lobby in main reception. Empty waste bins and replace liners where necessary (all waste bins must have a liner), remove rubbish to grey bins in the bin store. When carrying out this task cleaners are advised not to leave rubbish sacks on carpets as this can cause staining. Bags should be placed on a trolley and taken to the bin stores provided. Empty green recycling bins into the special recycling bags provided and remove to paper store area. Vacuum carpeted areas; sweep and damp mop all hard floor coverings. Clean marks from carpets and walls. The Contractor shall report to the Authorised Officer any marks that cannot be removed, and the Authorised Officer may either instruct the Contractor to take further appropriate action (either under the Specification or by special arrangements) or take other action as the Authorised Officer considers appropriate. Buff all door handles and doorplates. Vacuum internal fire escapes routes in West Wing and 68 St Georges Street Sweep and damp mop staircases in City Offices. Office Cleaning Contract August 05

7 (l) (m) Spot clean walls and doors Clean glass in reception for Parking Enquires. Weekly Operations (g) Damp clean desks, tables, chairs, storage cabinets and shelves within normal reach. Damp clean and buff doors and surrounds. Damp clean internal windowsills. Polish and buff brass balustrades. Scrub paved floor area in draught lobby in main reception, City Offices. Sweep outside entrance and exit areas of West Wing and 68 St Georges Street Check and remove cobwebs around the buildings.3 Monthly Wash all waste paper and recycling bins. Disinfect all phones thoroughly..4 Four Monthly Clean carpets all sites. (NB this service is to be separately priced in the Form of Tender, under Carpet Cleaning and the frequency of cleaning of carpets will be agreed with the Authorised Officer).5 Six Monthly Wet extract all furniture upholstery (such work to take place at weekends only and agreed with Authorised Officer). Deep clean of Members rooms and meeting area. Office Cleaning Contract August 05

8 .0 Washroom / Toilet Areas All Premises. The Annex sets out the toilet facilities (and associated requirements) to be cleaned under the contract.. Daily Operations (g) (h) (i) (j) (k) (l) (m) Dust, disinfect and wipe clean fittings, e.g. mirrors, coat hooks, shelves, pipes, radiators and door fittings. Disinfect and wipe clean furniture, e.g. wash basins, taps, urinals, and WC s, ensuring the undersides are cleaned. Dust, disinfect and wipe clean equipment, e.g. soap dispensers, hand dryers, E-motion towel dispensers and sanitary disposal units. Clean marks from, walls, doors, inside and outside cubicles and any glazed surfaces. Dust, disinfect and wipe clean all other exposed surfaces within normal reach. Polish and buff door handles and doorplates. Vacuum carpeted areas, wash clean all hard floor coverings. Clear drain grids of any debris. Check soap dispensers and top up if necessary. Check toilet tissue dispensers and top up if necessary. Check E-Motion machines and change towel as necessary, also remove and replace rechargeable batteries (held in Facilities). Replenish soap dispensers in disabled toilets. Replenish hand towels in the City Office Annexe.3 Weekly Operations Polish and Buff all hard surfaces to fittings and equipment. Descale and scrub clean wash basins, taps, urinals and WC s. Damp clean door surrounds. Damp clean, disinfect cubicle walls and skirting fascias. Office Cleaning Contract 3 August 05

9 Polish and buff glazed tiled areas. Machine scrub, wash, disinfect and dry all hard floor surfaces..4 Monthly Operations Dust clean ventilation grills..5 Three Monthly Operations Deep cleaning of urinals, wash basins, toilets and vent axias. 3 Lifts City Offices West Wing and 68 St Georges Street 3. Daily Operations (g) Dust and Wipe clean fittings e.g. signs and control panels. Dust and wipe clean all other exposed surfaces within normal reach. Polish and buff mirrors. Remove marks from walls and floors including doors (both sides). Vacuum and damp mop floors. Remove debris from floor runners. Clean stainless steel finishes 3. Monthly Operations Damp clean and buff fittings. Damp clean door surrounds. Damp clean whole of wall surface. 4.0 Vending and tea points kitchen areas All Premises 4. Daily Operations Wipe and clean water coolers including drip trays. Empty and wash rubbish bins, replace liners. Office Cleaning Contract 4 August 05

10 (g) (h) (i) (j) Clean all sinks and taps. Damp clean, polish and buff all hard surfaces e.g. vending machines, fridges etc. Dust and wipe clean all other exposed surfaces within normal reach e.g. tables, skirting, fascias, windowsills, sockets and switches. Vacuum any seating. Vacuum carpeted areas; sweep and damp mop all hard floor coverings. Remove all stains from walls and carpets. Empty the Save a cup bins and take them to the bin store for Recycling. The bin should also be emptied of dregs and cleaned. Clean kitchen sink and taps, damp dust/polish all surfaces, spot clean walls and doors. Wet mop floor and fully vacuum. Clean microwave and fridge on Fridays in all premises. 4. Weekly Operations Thoroughly clean and disinfect Save a cup bins. Scrub clean hard floor covering in vending areas. 4.3 Monthly Operations De-scale water cooler drip-trays, sinks and taps. 5.0 Kitchen Areas All buildings 5. Daily Operations Dust and wipe clean fittings, e.g. work tops, shelves, sink units, taps, radiators and pipework. Dust, disinfect and wipe clean all other exposed surfaces within normal reach. Sweep, wash and disinfect hard floor coverings. Remove marks from walls, doors and glazed surfaces. 5. Weekly Operations Polish and buff all hard surfaces to fittings and equipment. Office Cleaning Contract 5 August 05

11 Damp clean door surrounds. Disinfect and wipe clean inside of surface units. Polish and buff glazed tiled walls. Wipe out internal of fridges/microwaves every Friday. 5.3 Monthly Operations Damp clean ventilation grills. Thoroughly scrub clean all hard floor coverings. 6.0 External Duties City Offices and 68 St Georges Street 6. Daily Operations Remove marks from doors, walls and outside glazed doors. Sweep clean and remove rubbish from staff entrance and exits at City Offices West Wing 68 St Georges Street, and rear of lift at City Offices. Remove litter. Empty all exterior bins by exits. 6. Weekly Operations Buff clean outside lettering at City Offices. Polish and buff brass door fittings. Damp clean door surrounds. Wash clean exterior glazing to windows and doors. Sweep clean bin store at City Offices. Damp clean outside light diffusers. 7. Floor Areas 7. West Wing sqm City Offices sqm 68 St Georges Street sqm Office Cleaning Contract 6 August 05

12 Annex List of Existing Facilities Office Cleaning Contract 7 August 05

13 List of Existing Facilities GENTS TOILETS SITE Wash Room Comprising of: Cubicle Urinal Soap Dispenser Paper Towel Dispenser Basins City Offices - Ground Floor - st Floor - nd Floor - Annexe x Toilet - West Wing - st Floor - 3 rd Floor - 4 th Floor - Office Cleaning Contract August 05

14 DISABLED TOILETS SITE City Offices Wash Room Comprising of: Cubicle Urinal Soap Dispenser Paper Towel Dispenser Basins Baby Changing Reception West Wing Ground Floor - West Wing nd Floor - Unisex Toilets SITE Wash Room Cubicle Soap Dispenser Paper Towel Dispenser Basins Baby Changing 68 St Georges Street st Floor nd Floor Office Cleaning Contract August 05

15 LADIES TOILETS SITE Wash Rooms Cubicles Soap Dispenser Paper Towel Dispenser Basins City Offices - Ground Floor - st Floor - nd Floor - Annexe 3 x toilet West Wing - nd Floor - 4 th Floor Office Cleaning Contract 3 August 05

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