California State University, Monterey Bay
OP-13: Cleaning Products Purchasing

Below is the Green Cleaning Policy.
GREEN CLEANING POLICY 2014
CALIFORNIA STATE UNIVERSITY MONTEREY BAY

This Green Cleaning Policy applies to the entire campus of California State University, Monterey Bay (CSUMB), including all building areas and grounds associated with CSUMB. Building areas consist of spaces such as offices, classrooms, public restrooms, locker rooms, events, dormitory, lounge and study rooms, public hallways and pathways, computer rooms, kitchenettes, and stairwells. Grounds addressed by this Policy include building exteriors and hardscapes surrounding buildings. The Policy applies to all custodial contractors working on the CSUMB campus, and adherence to it will be built into contracts with such contractors. Where existing Contractors do not currently comply with this Policy, they will comply within two years, or by 2017.
Goals

The goals of this Green Cleaning Policy and High Performance Cleaning Program are to provide the highest quality custodial services, and to minimize exposure of building occupants and maintenance personnel to contaminants that might compromise air quality, health, building finishes, building systems, and the environment. It will help preserve University property in a means that does not compromise environmental quality, and institutionalizes the University’s sustainability goals. This Policy fulfills the goals of the CSUMB Climate Action Plan. It meets the standards of the LEED EB: O&M Green Cleaning Policy, the Green Cleaning – Products and Materials credit, the Green Cleaning – Equipment credit, and the Green Cleaning – Custodial Effectiveness credit. It also meets the standards of the Association for the Advancement of Sustainability in Higher Education’s Sustainability Tracking, Assessment, and Rating System (STARS).
Responsible Parties

The Senior Director of Facilities Services and Operations is responsible for managing the implementation of this Green Cleaning Policy and High Performance Cleaning Program, while the Associate Director of Campus Planning is responsible for working with the Facilities Director to develop and maintain this Policy. This policy applies to all contractors providing custodial cleaning services to CSUMB. Details of this policy will be incorporated into request for proposals and contracts with independent custodial services companies. Currently, there are two companies providing services to CSUMB that must adhere to this policy.

Contact Title Telephone
John Marker Senior Director, Facilities Services and Operations (831) 582-4796
Anya Spear Associate Director of Campus Planning, LEED AP (831) 582-5098

 
Credit and Goal Fulfillment

This CSUMB Green Cleaning Policy meets the standards of the LEED EB: O&M Green Cleaning credits, and the standards for the Association for the Advancement of Sustainability in Higher Education’s Sustainability Tracking, Assessment, and Rating System (STARS) Green Product Purchasing and Sustainable Compensation credits. It also helps to fulfill many of the goals of the CSUMB Climate Action Plan.

Organization or Document Credit or Policy Goal Fulfilled Page Number in Policy
LEED Existing Buildings: Operations and Maintenance (EBOM) Green Cleaning Policy: required (no points) (all)
LEED Existing Buildings: Operations and Maintenance (EBOM) Green Cleaning – Purchase of Sustainable Products and Materials: 1 point 5
LEED Existing Buildings: Operations and Maintenance (EBOM) Green Cleaning – Sustainable Cleaning Equipment: 1 point 6
LEED Existing Buildings: Operations and Maintenance (EBOM) Green Cleaning – Custodial Effectiveness Assessment: 1 point 15
Association for the Advancement of Sustainability in Higher Education’s Sustainability Tracking, Assessment, and Rating System (STARS) Operations Credit 11 - Cleaning Product Purchasing 5
Association for the Advancement of Sustainability in Higher Education’s Sustainability Tracking, Assessment, and Rating System (STARS) Planning, Administration, and Engagement Credit 11 – Sustainable Compensation 13
CSUMB Climate Action Plan Waste 1 – Improve Detailed Time and Location Linked Waste Data 8
CSUMB Climate Action Plan Waste 2 – Analyze Audits and Adjust Waste Collection Infrastructure Accordingly 8
CSUMB Climate Action Plan Waste 3 – Develop a Waste Component for the “Culture of Sustainability” Campaign 8
CSUMB Climate Action Plan Waste 5 – Work with Procurement to Minimize Waste at the Source 5
CSUMB Climate Action Plan Procurement 4 – Explore Innovative Green Product and Services Purchase Options 5
CSUMB Climate Action Plan Food 3 – Expand Composting to all Food Service Venues 7
CSUMB Climate Action Plan Food 5 – Use Green Seal Certified Cleaning Products 5
CSUMB Climate Action Plan Eng 4 – Require that all New or Refurbished Campus Buildings be Designed and Built as USGBC LEED Silver Certified at a Minimum, Preferably at Gold or Platinum Certification Levels. (all)
Introduction

CSUMB Description and Strategic Plan
The growing California State University, Monterey Bay (CSUMB and the University Corporation) campus currently provides approximately 6,600 students an extraordinary opportunity to learn on a residential campus just one mile from the shores of the beautiful Monterey Bay. The diverse student body receives personal attention in small classes while pursuing degrees over 30 undergraduate and nine graduate majors.
Founded in 1994 on the former site of Fort Ord by educators and community leaders, CSUMB faculty and staff build on that legacy as they explore innovative ways to meet the needs of a new generation of students while simultaneously powering the Monterey County economy.
The 2013 Strategic Plan for CSUMB includes increasing institutional capacity, while also ensuring alignment of public and private resources with institutional priorities, incorporating planning principles of sustainable design and operations, with a dense walkable campus core, valuing natural resources, efficient transportation and social interaction between the university and its environs, among other key planning goals. This Green Cleaning Policy strives to align the University’s custodial services with those key provisions of the strategic plan. Custodial services for the University need to be strongly managed by its Contractors, and be environmentally preferable, sustainable, flexible, and able to grow with the University. They must also be in line with the CSUMB Climate Action Plan (http://sustainability.csumb.edu/campus-sustainability-committee).

General Campus Description

The CSUMB campus grew out of the old Fort Ord army base. The main campus address is 100 Campus Center in Seaside, California 93955. There are currently approximately 43 administrative buildings and classroom facilities, a library, a gymnasium, an aquatic center and 3 other athletic facilities, 3 dining facilities, 11 residence halls, a childcare facility, and a theatre. There is a total assignable square footage of approximately 1,026,000. Many of the old army buildings still exist on campus and are slated for demolition.

Green Cleaning Policy Description and Goals

This Green Cleaning Policy describes the required and desired custodial services for the CSUMB campus. It was assembled with input from stakeholder groups from almost every University function and department and with knowledge of previous successes and deficiencies. This Policy aims to reduce exposure of building occupants and custodial workers to potentially hazardous and toxic cleaning products, while simultaneously maintaining a healthy work environment free of biological and particle contaminants. This policy also aims to align with other CSUMB policies such as the Climate Action Plan and the Strategic Plan, both of which compel the University toward sustainability by minimizing waste, purchasing environmentally preferable products, and providing equitable pay and a safe working environment. These needs will be balanced with cost and quality associated with custodial services. For more details on procedural methodology for custodial services, please reference CSUMB 2014 Custodial Services Scope of Work, and the Appendices to this Policy.
 
High Performance Cleaning Program

Environmentally Preferred Purchasing (EPP); Materials and Products

This section meets the LEED EB: O+M Green Cleaning – Product and Materials credit.

CSUMB and its Contractors will purchase environmentally preferable products, wherever feasible, related to custodial services including bathroom paper products, trash-can liners, feminine sanitary supplies, janitorial cleaners, cloths/mops, and cleaning equipment such as vacuum cleaners and floor stripper/polishers. Demonstrating environmentally preferred purchasing is part of the CSUMB Climate Action Plan. Goal PRO4 states that CSUMB will “Explore innovative green product purchase options to meet existing needs.” Additionally, PRO1 states that CSUMB will “Achieve and document full compliance with State recycled content rules. The listed products will be purchased by the contractor and will be in compliance with the U.S. Environmental Protection Agency’s (EPA) comprehensive procurement guidelines for janitorial paper and plastic trash can liners, and the CSU Buy Recycled Handbook (http://www.calstate.edu/csp/recycle/info.shtml) which requires each campus spend at least 50% of all dollars in each product category on recycled-content products. When given a range of post consumer waste content, the contractor will purchase the highest range available.

At the time of the writing, those guidelines listed the following characteristics:

EPA's Recommended Recovered Fiber Content Levels for Commercial/Industrial Sanitary Tissue Products

Product Postconsumer Fiber (%) Total Recovered Fiber (%)
Bathroom Tissue 20-60 20-100
Paper Towels 40-60 40-100
Paper Napkins 30-60 30-100
Facial Tissue 10-15 10-100
General Purpose Industrial Wipers 40 40-100
CSU Buy Recycle Content Requirements
Product Categories Content
Requirements (Percent) Procurement
Mandates (Percent)1
Paper products (PP) 30% Postconsumer 50%
Printing and writing paper (PW) 30% Postconsumer 50%
Plastic products (PL) 10% Postconsumer 50%
Reused or Refurbished No Minimum No requirement

Products and their required EPP characteristics:

• Bathroom paper such as paper towels, toilet paper, and toilet seat covers will have the highest recycled content available and no less than 80% post consumer waste and 100% recycled and be processed chlorine free, while remaining within a 10% cost differential, or cheaper than paper without these environmental qualities.
• Cleaning Products will be Green Seal Certified, according to the CSUMB Climate Action Plan Goal FOO5. Products will be concentrated to minimize transportation costs. It is preferable that the contractor use automated mixing and dilution equipment. If not, clear directions and proper staff training must be employed to ensure adequate concentration of the product used. If no Green Seal Certified product is available or environmental alternatives exist, specific requests will be considered by the responsible parties of this Policy. Copies of the MSDS (spell out) for each cleaning compound will be available on site to all custodial personnel.
• Cleaning cloths and mops: Use washable, reusable microfiber cloths, sponges, mops.
• Recycled plastic can liners with at least 30% post-consumer waste (pcw) will be procured to line trash cans and will be black or brown. Where possible, re-use of effective and non-soiled liners will be employed to reduce consumption of plastic trash can liners. Compostable liners will be used for all food waste collection in dining facilities and shall be green to distinguish them from regular waste. In the near future, it is expected that the entire university will convert to a 3-stream waste collection (waste, mixed recycling, and compostable). Compostable bags must be Certified Compostable, meeting ASTM D6400 specifications. Contractors will be expected to meet this future goal. Recycle bins do not require trash can liners, unless they are in vicinity of food services such as the three main dining facilities or where regular food consumption occurs. In these instances, liners will also have 30% pcw recycled content, and will be clear so that the contents can be inspected by the custodial staff prior to disposal in a larger exterior bin.
• Entrance Mats: entrance or “track-off mats, in good working order will be utilized at each building entrance where foot traffic occurs. The mats should be replaced as often as necessary to be in “good order”, so that they may serve the purpose of reducing the soil that enters into the building, but no less than monthly. Traffic and mud mats with recycled content, preferably recycled tires and plastic will be procured. Traffic and mud mats will be placed at the entrances to all buildings and more prevalent in food services and the gymnasium to reduce cleaning needs and impact to buildings. Specifically, they will be heavily placed in the University Center, World Theater, Alumni & Visitor Center, the Student Center, the dance studio, the Otter Express, the gymnasium, the aquatic center, and the Field House. These mats will be replaced with clean ones on a monthly basis, and the dirty mats will be cleaned off-site.
• Hand soaps will be free of microbial agents and will be Green Seal Certified.
• Waterless Urinal Cartridges will be utilized. They must be specific to the types of urinals present on campus. The cartridges will be replaced based on the toilet manufacturer’s specifications and required testing. Currently the campus has two different types of waterless urinals: approximately 10 Falcon, and 25 Waterless type urinals. However, it is expected that all the urinals will eventually be waterless on campus.
• Fluorescent lamp and light bulbs: All fluorescent bulbs shall be re-boxed and disposed of as a hazardous waste, per State of California requirements. Disposal by businesses of fluorescent light bulbs and other mercury-containing bulbs are regulated under the Resource Conservation and Recovery Act (RCRA) Universal Waste Rule (UWR) and Subtitle C hazardous waste regulations.

Equipment

This section meets the LEED EB: O+M Green Cleaning – Equipment credit.

Where feasible, all new equipment acquisitions for use at CSUMB will comply with criteria established by the LEED EB: O+M Green Cleaning – Equipment credit, as follows:

• All powered equipment: will include safeguards, such as rollers or rubber bumpers, to avoid damage to building surfaces. Equipment will also feature ergonomic design to minimize vibration, noise, and user fatigue. If a machine is battery operated, it will include environmentally preferable batteries (for example, gel, absorbent glass mat, or lithium-ion), except in applications requiring deep discharge and heavy loads where performance or battery life is reduced by the use of sealed batteries.
• Vacuum cleaners: will be certified by the Carpet and Rug Institute Seal of Approval/Green Label Vacuum Program, and will operate with a maximum sound level of 70 dBA or less.
• Carpet extraction equipment: will be certified by the Carpet and Rug Institute’s Seal of Approval Deep Cleaning Extractors and Seal of Approval Deep Cleaning Systems program.
• Powered floor maintenance equipment: will have vacuums, guards, or other devices for capturing fine particles, and will operate with a maximum level of 70 dBA.
• Propane-powered floor equipment: will have high-efficiency, low-emissions engines with catalytic converters and mufflers that meet the California Air Resources Board or EPA standards for the specific engine size. They will be operated with a sound level of 90 dBA or less.
• Automated scrubbing machines: will be equipped with variable-speed feed pumps and either 1) on-board chemical metering or 2) dilution control systems for chemical refilling, or 3) use tap water only, with no added cleaning products.

Custodial contractors will create an inventory of the existing power cleaning equipment that is used at CSUMB. At least 40% of the existing equipment used must comply with the criteria above. For equipment that does not comply, a plan will be developed by the contractor which includes the expected life of all non-complying equipment, and the date by which each will be replaced by a product that meets LEED criteria.

Recycling, Compost and Trash

Custodial staff play an integral role in ensuring that waste from CSUMB is diverted from the landfill appropriately. Green Waste is currently contracted to haul recycling, compost and trash from CSUMB. Definitions of what classifies as recyclable, compost and trash can be found at the end of the document, Section VI. The removal of the recyclables collection dumpsters by Green Waste and recycling is currently scheduled for Monday pickup of each week throughout the year. On the scheduled routine cleaning day for a particular building or area, custodial crews must remove the contents of all indoor recyclable and waste containers and transfer contents to the appropriately colored and labeled outdoor collection dumpster.

All custodial employees will be trained on what materials are recyclable, compostable or trash and which indoor bins should be emptied into which outside dumpster. For example, the campus uses compostable cups, plates and cutlery. Where “wet waste” is being transferred to outdoor bins (such as the waste from coffee shops and dining facilities), a durable, sealed plastic bin on wheels will be utilized to transfer the waste to exterior bins to avoid tracking and staining of sidewalks and prevent storm water pollution.

Custodial carts must be outfitted with both recycling and trash disposal. Under no circumstances can these waste streams be combined. Where feasible, these carts will be small enough to fit in a vehicle and/or custodial storage closet but large enough to hold the necessary materials. It is the custodial staff’s responsibility to ensure that recycling, compost, and trash make it into the appropriate exterior bins with proper segregation of both and that the exterior bins are not over-filled. If an outside trash ,recycling or compost dumpster is full, custodians should choose another nearby bin with more capacity. Communication of any deficiencies in segregating waste streams will be identified and remedied. If custodial staff notice that building occupants are consistently mixing trash and recyclable wastes, it will be communicated to CSUMB Facilities staff by a supervisor with specifics on the location where proper segregation is not occurring. If exterior waste receptacles are over-filled, it will also be reported with specifics on location. This will also help CSUMB meet Climate Action Plan Goal WAS1 “Improve detailed time and location linked waste data” If there are minor deficiencies that are easily remedied, custodial staff will simply remove items from the inappropriate waste stream and place it in its proper receptacle. This extra step is key to the University’s waste diversion goals as mandated by AB 75 (http://www.calrecycle.ca.gov/stateagency/requirements/AB75.htm which requires the University to divert over 50% of its waste from the landfill. The CSU has further goals for all campuses to reduce solid waste disposal by 80% by 2020 and move to zero waste http://www.calstate.edu/cpdc/sustainability/policies-reports/documents/CSUSustainabilityReport2014.pdf In areas where problems are noted, custodial staff will carry notes that can be left on desks and with area staff regarding proper waste segregation. These notes will be provided by CSUMB. This will be critical in carrying forth the Climate Action Goal WAS3 “Develop a waste component for the “Culture of Sustainability” campaign.

Distinguishing Waste and Recyclables –
Recyclables are materials separated out of the waste stream to be reprocessed into a new product. All materials listed below must be kept separate from the waste stream. The list below is subject to change per mutual agreement between CSUMB and CSUMB’s contracted hauler. Note that some labeled compostable “plastic” materials look similar to recyclable plastic materials.
Paper (staples and tape are acceptable):
YES: Newspaper & inserts, Magazines & catalogues, Books (hardback and softback), Shoe boxes, Junk mail & coupons, Paper bags, Computer paper, Carbonless paper, Envelopes (plastic window OK), Coffee cups – cardboard, Egg cartons – cardboard, Frozen food packaging –cardboard, Cereal & cracker boxes, Juice boxes and cartons (non-aseptic), Cardboard (unwaxed and flattened)

NO: Carbon, Blueprints, Tissues & paper towels, Waxed cardboard or paper, Food soiled paper, Pizza boxes, diapers, Aseptic juice boxes and cartons, paper plates, Envelopes (e.g. padded, Tyvek), Ice cream cartons, Photographs – polaroid, Take-out food containers (e.g. fast food).

Mixed Glass:
YES: Beverage bottles, Broken glass, Dishware – glass, Glass jars, Blue glass, Windows – uncoated/unlaminated, Wine bottles,

NO: Light bulbs, Ceramics, Mirrors, Cookware – glass (e.g. baking pans, Pyrex TM), Eye glasses, Art glass,

Metal:
YES: Aerosol cans, Aluminum foil, foil trays and pans (clean), Beverage and soda cans, Can lids, Car parts – small (no fluids), Food and soup cans, Hangers – metal/wire, Keys, Electrical motors

NO: Foil wrapped beverage pouches, Fuel tanks – valve on (e.g. helium, propane, gas)

Plastics & Film Plastics:
YES: Baskets-plastic, Beverage bottles (e.g. soda, juice, water), Bleach and detergent bottles, Buckets (remove metal handles), Coat hangers – plastic, Coffee cup lids, Crates – plastic, Flower pots – plastic, Food containers (e.g. cottage cheese, yogurt), Hoses, Baby wipe containers, Bottles (e.g. Shampoo, Conditioner, Mouthwash), Cords (e.g. phone, computer, appliance, x-mas lights), Bread bags, Bubble wrap, Cellophane bags (e.g. pasta, salad, candy, cookies), Dry cleaning bags, Newspaper bags, Plastic wrap, Shopping bags, Shrink wrap, Produce bags.
NO: PVC pipes, Credit cards, CDs & DVDs, Shoes, Rubber bands, Gloves (latex, single use and disposable), Styrofoam/Polystyrene foam, Tarps, Webbing mesh, Utensils – plastic (e.g. spoon, forks, knives)
Electronic Waste:
YES: Appliances – small (e.g. coffee maker, toaster), Calculators, Cameras, Cell phones and chargers, Computer mice, Cords – tied up (e.g. telephone, computer), Keyboards, PDAs, Radios, Telephones
Certain items such as Computer monitors, TV’s, Laptop, tablets and household batteries cannot be placed inside of a collection container for safety and environmental reasons. To dispose of these properly please contact the Waste Hauler for collection.
NO: Car batteries, Fluorescent light bulbs (tubes, CFLs), Fire extinguishers

Distinguishing Compost: For the purpose of this POLICY, compostable waste is food waste, compostable containers and cutlery that meet the ASTM D6400 standard for compostability, soiled paper products and paper towels.

The University is collecting compostable materials campus-wide to meet Climate Action Plan Goal FOO3 “Expand composting to all Food serving venues.” It also continues to expand waste sorting across campus and at major events.

It is the responsibility of custodial staff to:
• Guarantee that all custodial employees keep the recyclables and compost material separate from the waste stream. Under no circumstance is it acceptable for the contents of an indoor recyclables or compost container to be placed in the trash.
• Correctly removing, transferring and emptying the contents of each indoor recycling and compost collection into the correct and corresponding 96-gallon cart or outdoor collection dumpster.
• Return all indoor recycling collection containers to their proper location after removing, transferring and emptying the contents.
• Empty and return event sorting stations to agreed upon locations.
• Educate custodial crews on which materials are acceptable in the recyclables, compost and waste containers.
• Properly train custodial crews on the correct location and placement of indoor recycling containers in each building and the exact location of the corresponding recyclables dumpster for collection and removal by the hauler.
• Ensure custodial crews notify the CSUMB FSO Manager if containers are missing, dirty, improperly placed or signage is missing and/or damaged.

All indoor recycle containers must be returned to their correct location each night after the contents are properly emptied; if the indoor recycle containers were not in their correct location when the contents were removed for transfer, then the custodial staff must return the indoor recyclables containers to their correct location. Sorting stations set up for events must be emptied and returned to the agreed upon location.

Hard-Floor and Carpet Maintenance

The Policy’s approach to cleaning and preserving hard floor and carpet maintenance is to use few or no harmful chemicals, to remove irritating dust, dirt and other contaminants, and to protect and preserve the floors and carpets. Particular attention will be paid to the cleaning of entryways to reduce the initial infiltration of dirt and debris. Completed floor and carpet tasks will be logged as part of the overall cleaning logs maintained for each building. Green Seal Certified products will be used wherever feasible.

Entryways

Traffic and mud mats will be placed at the entrances to all buildings to decrease contaminants inside the buildings, reduce cleaning needs, as well as impacts to the buildings. Particular attention will be paid to food service areas and the gymnasium. The mats will be vacuumed daily and replaced with clean ones on a monthly basis. Where feasible, the mats installed should be 8 feet long; where this is not feasible, the matting should fit safely within the available space and entryway design.

Protection of Vulnerable Building Occupants

To protect building occupants who might be particularly sensitive to cleaning, such as pregnant women, children, asthmatics, elderly occupants, individuals with allergies and highly sensitive individuals, cleaning products used at CSUMB are limited to environmentally preferable products. Green Seal certified products are stipulated unless unavailable and CSUMB staff approve a comparable replacement. These products contain either low or no volatile organic compounds, and hand soaps contain no microbial agents. The majority of the cleaning will occur after business hours when occupants are unlikely to be present. Regular monitoring will be performed to ensure a high level of cleanliness, thus minimizing the presence of irritants.

Hand Hygiene

Hand hygiene is essential to maintaining health and preventing the spread of infections. Emphasis must be placed on frequent hand-washing with soap and water, or with an alcohol-based hand sanitizer containing at least 60% alcohol.

To support frequent, effective hand-washing:
• Restrooms will always be equipped with soap.
• Restrooms will display proper hand hygiene instructions.
• Hands-free dispensers will be used for custodial paper products to eliminate levers and cranks that users share.
• Public reception areas will be equipped with hand sanitizer.
• Hand hygiene protocols will be incorporated into staff training.

Sanitizer and Disinfectant Use

All sanitizers and disinfectants used at CSUMB will meet the standards of Green Seal GS-41, for industrial and institutional hand cleaners. Hand soaps and sanitizers must include no antimicrobial agents, other than as a preservative, except where required by health codes and other regulations (for example, food service and health care requirements).

At the time of this writing, no products used to sanitize or disinfect can be termed “non-toxic”. All contain chemicals that kill microorganisms, and so can be hazardous to people and the environment. It is the policy of CSUMB to use sanitizers and disinfectants only when and where it is necessary. In situations where such products are required, only those that are safest will be used.

Other aspects of this Green Cleaning Policy serve to reduce the need for sanitizers and disinfectants. For example, proper hand hygiene and the use of washable, reusable microfiber for cloths, sponges and mops reduce the spread of infectious microorganisms. Maintaining regularly cleaned matting at entryways also minimizes the amount of dirt and microorganisms that enter buildings.

Safe Handling and Storage of Cleaning Chemicals

Training: Where feasible, custodial staff will receive ongoing training to ensure consistent, quality work. Included in this program will be the training of employees in the proper use, handling, and disposal of chemicals, safety procedures for different chemical products, and the safe operation of equipment. Also included will be safety/OSHA requirements including blood borne pathogen exposure control, hazard communication, and illness and injury prevention. Training records will be kept.

Protective Gear: Employees will be supplied with protective eye-protection, gloves, and clothing, as required, and must use these supplies as directed.

Storage: All equipment and supplies will be kept in locked closets or storage areas when not in use. Chemicals must never be left unattended in public areas. All waste will be disposed of in a legal manner.

Labels and Materials Safety Data Sheets (MSDS): All chemical supplies issued to custodial personnel will have labels, which name the product, define the instructions for use, and any pertinent safety or warning instructions. Employees should not use any product that is unlabeled, or that has unknown contents. MSDS sheets will be retained for all cleaning products, and be available on site to all custodial personnel. Employees must follow warnings on chemical labels and MSDS sheets and use products only as directed.

Hazardous Spill Plan: Where necessary, custodial staff will utilize an appropriate spill plan to address the cleanup and disposal of all the different cleaning products that are used. Spills will be cleaned up as soon as they occur to minimize impacts on safety and the environment. Employees should refer to instructions for proper spill cleanup and disposal, and report all spills immediately to a supervisor.

Toxics Reduction in Ware Washing and Laundry

In food service areas, strategies will be employed to reduce food waste and keep areas clean to minimize the potential for pests. Where feasible, garbage, compost and recycling cans will be emptied daily, and not allowed to over-fill. Cans will be kept clean. If any pests do occur, they will be addressed using Integrated Pest Management (IPM) to minimize the need for pesticides.

All cleaning products for both ware washing and laundry care will be Green Seal Certified, to reduce toxicity, increase biodegradability, and ensure container recycling.

Conservation of Energy, Water, and Cleaning Chemicals

CSUMB strives to promote resource conservation and pollution prevention, as evidenced by the CSUMB Climate Action Plan. The Climate Action Plan is designed to help the University eliminate its carbon footprint by 2030. CSUMB has already accomplished, and will continue to accomplish, significant upgrades throughout the campus in lighting, solar panel installation, HVAC systems, low-flow toilets, irrigation, and storm water infiltration, among other measures. Written in 2013, the CSUMB Climate Action Plan details the sustainability goals and strategies of the University.

Custodial employees will be made aware of the sustainability goals of CSUMB through the employee training, with a focus on how their actions make a difference. For example, employees will be trained to reduce energy while using power machines, to turn off unnecessary lights, to minimize water use while cleaning, and how to use automated mixing and diluting equipment to eliminate chemical waste.

The Betco Fast Draw Chemical Management System used by CSUMB is specifically designed to conserve energy, water and chemicals, and enhance safety for custodial employees. It provides the following benefits:
• Use of cold water saves energy
• Spill proof design eliminates the potential for chemical contact with the cleaning staff.
• Metering insert delivers accurate dilutions, reducing chemical and water waste, as well as cost.
• Utilizes two metering tips for low and high flow dilution.
• Number and color coded to eliminate cleaning staff misuse.
• Multiple green products for environmentally responsible cleaning.
• NAFTA tri-lingual labels for multi-cultural work force.
• Curved siphon tubes allow complete product evacuation eliminating waste.
• Docking cap design ensures reliability and consistent chemical dispensing.
• Approved - American Society of Sanitary Engineers (ASSE) back flow device prevents
• contamination of water supply.
• Simple and quick chemical change improves productivity with no cross contamination.
• Safety stop feature on selector dial prevents accidental chemical dispensing.
MANAGEMENT AND STAFFING

Best Practices and Required and Preferred Third Party Certifications

Custodial services will be conducted meeting the requirements for International Sanitary Supply Association Cleaning Industry Management Standard for Green Buildings (ISSA-CIMS GB) (http://www.issa.com/?id=cims_green_building). It is required that a service provider maintains ISSA-CIMS and ISSA-CIMS GB certification throughout the duration of a contract. The contractor must meet all 6 areas of management best practices of the CIMS standard:
• Quality systems
• Service delivery
• Human resources
• Health, safety, and environmental stewardship
• Management commitment
• Green Building (GB)
The main custodial cleaning contractor for CSUMB was selected based on their ability to meet this policy and a detailed Scope of Work and their ISSA-CIMS GB Certification. Contractors not currently having ISSA-CIMS GB Certification must obtain it within two years of implementation of this policy, by January 2017. The Contractor must sustain the certification throughout the duration of the contract.
Additional third party certifications that are preferred of Contractors performing custodial services, but not required are California Green Business Certification (www.greenbusinessca.org) and Green Seal Standard for Commercial Cleaning Services (GS-42) or (http://www.greenseal.org/GreenBusiness/Standards.aspx?vid=ViewStandardDetail&cid=3&sid=30).
Equitable Pay and Access to University Resources

Employees must receive at least the minimum wage set forth by the California State University Salary Schedule for a Custodian Range A/1 or Lead Custodian Range A/1. These salary schedules meet the criteria for the Association for the Advancement of Sustainability in Higher Education STARS credit PA 9: Employee Compensation, and ensure that all workers earn sustainable compensation.

URL in hyperlink for Custodian Range A/1: http://www.calstate.edu/HRAdm/SalarySchedule/Salary.aspx

URL in hyperlink for Lead Custodian Range A/1:
http://www.calstate.edu/HRAdm/SalarySchedule/Salary.aspx

Employee compensation will be re-evaluated at least once every three years as part of contract negotiations to ensure that wages remain equitable.

In addition, where feasible, custodial staff will receive information on the resources that the University can offer to them or their family members. While CSUMB serves students from the entire state of California, 35 percent of undergraduates come from Monterey, San Benito and Santa Cruz counties. The Campus prides itself on making higher education accessible to traditionally underserved and low-income populations. Seventy-two percent of students receive some form of financial aid. Fifty-two percent of students are among the first generation of their family to go to college. CSUMB staff encourages custodial staff working on campus to reach out to them about the educational possibilities for their family.

Contractor and Corporate Manager Involvement

Superior Management of custodial staff is necessary to accomplish the current and future custodial needs of the University. Consistent quality control/assurance, collaboration, and communication of custodial services at CSUMB are extremely important to all of the stakeholders surveyed. Therefore it is key that there be an appropriate level of chain of command to ensure consistent and quality services. Equally important is longevity in the Manager and Supervisor to prevent loss of service. A contractor providing custodial services to CSUMB will have a Manager at their corporate office that designs the services to meet this POLICY, and oversees a full-time onsite Supervisor who ensures that the work is executed. The Manager is responsible for ensuring accountability of the Supervisor and that the Supervisor is meeting all the aspects of this Policy. Where the Supervisor is not available or deficient, the Manager will fill in.

Use of Technology

Custodial staff will utilize technology wherever feasible for tracking and reporting purposes. Proper use of technology will enhance employee accountability, QA/QC, cost tracking and effective invoicing. The use of electronic cleaning checklists and QA/QC checklists are highly preferred. Technology can aid a Supervisor to effectively track the work completed, verify and audit at least 15% of the completed work each day, and have a paperless and handheld means of tracking the work. It also helps the University meet a Climate Action Plan goal (PRO3) of “Ensure that all the procurement office operations possible are electronic rather than paper.”

Employee Training

Custodial staff working at the University will be provided with an employee training program to be approved by the University and the Corporation. All employees must attend the employee training program. Ongoing training is very important for consistent, quality work. Employee training will include at least the following:
• Green cleaning practices, including among other topics the use, disposal and recycling of cleaning chemicals, proper use of dispensing equipment, and reading and disposing of packaging
• Safety/OSHA requirements including blood borne pathogen exposure control, hazard communication, and illness and injury prevention
• Safe handling and disposal of chemicals
• Recycling/Trash/Compost segregation
• Storm water pollution prevention strategies
• Equipment use
• Technology use including time and task tracking
• Customer service and communication with CSUMB staff
• Best practices and proper cleaning techniques
• Schedule of routine cleaning and how to respond to special needs cleaning
• Access, security, and alarms
• Hand hygiene
• Supervisor training on quality assurance and quality control, managing employees, and ramping up or down to meet special needs
• Sustainability goals of CSUMB, and how employees can conserve energy, water, and cleaning chemicals

 
Custodial Effectiveness Assessment and Reporting

This section, along with the sections on Employee Training, meets the LEED O&M Green Cleaning – Custodial Effectiveness credit. CSUMB intends to ensure that the highest quality custodial services are performed throughout each building.

Inspections and Monitoring

Inevitably, there will be some failures or shortcomings. It is the custodial staff supervisor’s responsibility to both catch those failures and to correct them. The onsite supervisor must ensure that all aspects of this Policy are being delivered. This Policy requires that the custodial contractor be responsible for both identifying any shortcomings and implementing practices to remedy them. At least 15% of the routine, defined, space work must be verified as completed according to this Policy by an onsite supervisor every day. All annual and monthly cleaning functions (100%) will be inspected, such as floor stripping and window cleaning.

Ideally, technology will be employed to use time-stamped checklists to inspect the work completed and record and report any deficiencies and their corrective actions. The inspection checklists used is subject to input from the CSUMB FSO Manager and staff. The checklist shall include all areas of the operation serviced by the Contractor as well as each task required to be performed. Every invoice will contain a report on QA/QC that includes a report on QA/QC findings, their corrective actions, and any communications with CSUMB staff on any shortcomings.

In order to monitor the quality of work performed by custodial staff, the University and the Corporation’s representatives will conduct random inspections of areas cleaned following the schedule of cleaning. The intent of this Policy is to receive acceptable quality, complete and uniform custodial services throughout each building.

Communication and Reporting

If CSUMB staff identify deficiencies or determine that the work is not meeting this POLICY, it will be reported to the onsite supervisor. If the deficiency continues, it will be reported to the Corporate Manager of the custodial Contractor. Additionally, reports on cleaning of spaces must be provided in the spaces cleaned. For instance, a simple monthly cleaning log with a date completed and staff initials that can be hung on the wall in front of the door or on the wall by the door, or made available online. That way CSUMB staff can verify completion and understand cleaning routines. Logs of these communications will be kept by the contractor and reported monthly.

Any special cleaning needs requested by CSUMB staff will be tracked and documented.

Monthly reports will include the following:
• Completed work logs (as defined in Section II. F. Cost Tracking and Invoicing) that include the University Function, Building, types of routine spaces cleaned in that building, and frequency.
• QA/QC Report documenting any shortcomings and their remedies.
• Report on communication with CSUMB staff, both on potential shortcomings and any facility problems identified.
• Any special cleaning needs requested and accomplished during the month and their costs.
• Invoice demonstrating costs by University Department/Function and space (see section IV. Basic Custodial Requirements).

Annual Audit

The custodial contractor will also conduct an annual audit in accordance with APPA Leadership in Educational Facilities’ Custodial Staffing Guidelines: http://www.appa.org/files/general/allcustodialanalysis.pdf . This self-analysis tool will help all parties understand the complexities of the custodial operation and identify ways to improve it.

Occupant and Custodial Feedback

Feedback from building occupants and custodial employees is encouraged to continue to improve the Green Cleaning Program. Building occupants can offer comments via the University’s online work control system. Employees are encouraged to speak directly to their supervisors, or may use the method employed by the building occupants.

Upon selection of a new custodial contractor, this Policy will be revisited with a group of representatives from each University Department to maintain and progress cleaning quality standards and the University’s Sustainability goals.

Signed:

_____________________________ _____________________________
John Marker, Senior Director FSO Anya Spear, Associate Director of Planning

This policy shall take effect on ______________________________ and shall continue indefinitely or until amended and/or replaced by a subsequent Green Cleaning Policy.

 
Appendix A Basic Custodial Requirements

Routine Cleaning Definitions

Space Type Cleaning Frequency Cleaning Requirements
a. Offices, Cubicles and Admin Areas 1/week • Empty trash/recycling, replace liner if soiled or wet, damp wipe receptacles
• Light dusting of cleared surfaces
• Vacuum entire carpet
• Sweep and wet mop all hard surfaces.
• Spot clean carpets
• Replace all non-working lights/lamps and clean bugs/diffusers per reachability policy
• Clean window sills/ledges which are cleared of miscellaneous items
b. Common Areas 3/week • Empty trash/recycling, replace liner if soiled or wet, damp wipe receptacles.
• Dust all furniture and cleared surfaces.
• Spot clean walls
• Spot clean carpet
• Spot clean door glass. Full clean entry door glass weekly
• Clean and polish drinking fountains
• Vacuum entire carpet and/or sweep and wet mop all hard surfaces wall to wall, moving light furniture and equipment when necessary, including hallways and stairwells.
• Clean hand rails
• Replace all non-working lights/lamps and clean bugs/diffusers per reachability policy
• Sweep and remove debris from the exterior entries or exits of buildings to at least a ten foot radius from exterior doors.
• Additional requirements for hallways and stairwells:
• Hallways are considered a common area and must be cleaned according to the common area routine above, including behind doors and in corners, and around fixture bases, removing gum, paper and all loose debris
• Remove gum
• Remove graffiti from the walls. If the graffiti cannot be removed, report to the CSUMB FSO Manager
• Empty and clean ashtrays and urns, maintaining metal surfaces bright and streak free
• Clean drinking fountains, maintaining metal surfaces bright and streak free
• Dust fire extinguishers
• Remove cobwebs, clean air vents and grills. Corridor floors must be burnished once a week.

Space Type (continued) Cleaning Frequency Cleaning Requirements
c. Classrooms 3/week • Empty trash/recycling, replace liner if soiled or wet, damp wipe receptacles
• Clean white and green boards, and all trays. Whiteboards to be cleaned with a specific whiteboard cleaner only. Clean erasers. Clean walls surrounding whiteboards (note-only whiteboards in classrooms are cleaned, not offices)
• Empty pencil sharpeners
• Clean desk and table tops
• Arrange furniture
• Vacuum entire carpet and/or sweep and wet mop all hard surfaces wall to wall, moving light furniture and equipment when necessary, including in hallways and stairwells.
• Spot clean carpets
• Replace all non-working lights/lamps and clean bugs/diffusers per reachability policy.
d. Restrooms 5/week • Empty trash, replace liner if soiled or wet, damp wipe with disinfectant all receptacles.
• Restock all bathroom paper supplies and feminine sanitary supplies.
• Replace waterless urinal cartridges according to manufacturer’s instructions.
• Sweep and wet mop floor with disinfectant cleaner
• Clean all ceiling vents monthly
• Clean/disinfect: mirrors, sinks/counters, fixtures, toilets/urinals, partitions, doors front and back, door plates and knobs.
• Spot clean walls. Fully clean once per month.
• Replace all non-working lights/lamps and clean bugs/diffusers per reachability policy.
e. Campus-Wide Annually • Hard surface floors- strip and refinish
• Carpeted surfaces- shampoo extraction method
• Clean Window Interiors/Exteriors and door windows and side glass
Monthly • Clean/Service Ceiling vents
• Perform high/low dusting including window sills and ledges
• Machine scrub all restroom floors
• Clean/dust window blinds
• Spot clean walls free of dirt, fingerprints, smudges and stains
• Clean light switches and surrounding wall
Weekly • Polish or Burnish all common area floors
• Spot clean all common area carpets
• Replace all non-working lights/lamps and clean bugs/diffusers per reachability policy
 
Space Type (continued) Cleaning Frequency Cleaning Requirements
f. Dining Areas 7/week

• Empty trash/recycling, replace liner if soiled or wet, damp wipe receptacles,
• Dust all furniture and cleared surfaces
• Wipe/disinfect all eating surfaces and tables
• Spot clean walls
• Spot clean door glass. Full clean entry door glass and side glass weekly
• Clean and polish drinking fountains
• Vacuum entire carpet and/or sweep and wet mop all hard surfaces wall to wall, moving light furniture, mats and equipment when necessary, include in hallways and stairwells, clean hand rails
• Utilize extra “track-off” mats in high traffic areas.
• Replace all non-working lights/lamps and clean bugs/diffusers per reachability policy.
• Carpets, floors, skylights, HVAC vents cleaned.
• Extra trash/recycling removal is required in dining areas Monday through Friday from 2-3pm. Wet, leaky trash needs to be removed in a sealed hard plastic bin on wheels to avoid staining and prevent Stormwater pollution.
• Special events cleaning before/after.
Nightly • Dining Commons, Otter Express, and Monte’s- nightly cleaning after the last meal is served
 
Space Type (continued) Cleaning Frequency Cleaning Requirements
g. Athletics: Gymnasium, Aquatics Center & Field House 3/week

Perform all routine services related to offices, bathrooms, common areas, and campus-wide on the dictated frequency AND the following additional requirements:
Daily • Dry sweep and wet clean/scrub the gym floor daily after midnight using disinfectant. Thoroughly clean the locker room and showers daily, with particular attention to floors and tile walls.
3/week • Thoroughly clean the exercise equipment in the gym
• Floor/Bleachers: floors must be swept and wet mopped with a green seal disinfectant. Food/drink spills must be removed. Bleachers must be moved out and swept and wet mopped underneath. Top of the bleachers must be dusted and cleaned with all-purpose cleaner. Remove food/drink spills from bleachers. Replace bleachers back against the walls.
• Weight room: sweep floor and wet mop with disinfectant. Dust ledges. Clean windows and mirrors, to be streak free. Dust air vents and grills.
• Racquetball court floors must be thoroughly swept and floors wet mopped with disinfectant. Plexiglas/Glass doors and wall must be free of dust, fingerprints and smudges. Dust air vents and grills.
1-2/week • Gym floor machine clean twice a week Thursday and Monday night with a T7. CSUMB will supply the T7.
• Indoor events Friday and Saturday in the gym. Bathroom runs out of supplies. Supplies restock Friday after midnight
50/year • Sporting event schedule will be provided annually so that gymnasium cleanup occurs after each game (approximately 50 games/year).
• Removal of Recycling and Waste from events in the fields and other athletic areas. These wastes must be hauled to an appropriate and NOT overfilled exterior waste bin (see Map #2)
h. Kitchen Areas in Admin Bldgs. and Common Areas of Residence Hall 3/week Kitchen areas shall be cleaned according to the dining area routine with the addition of:
• Scrub and disinfect sink, remove all soap, hard water build up, and any items clogging the drain above and below. Do not use abrasive cleaners.
• Restock and clean paper towel dispensers
• Metal surfaces are to be cleaned and free of streaks.
 
Space Type (continued) Cleaning Frequency Cleaning Requirements
i. Student Life/Student Center 7/week All Common Areas, Classrooms and Bathrooms are cleaned 7/week, in addition to the other routine cleaning frequencies of classrooms (3/week) and offices (1/week).
• The Student Center is a high traffic area and is used for showcase tours for prospective students and their parents, therefore extra attention is required and consistency in the cleaning routine is critical.
• Extra periodic trash/recycling removal is required in the student center. Trash can be wet and needs to be removed in a sealed hard plastic bin on wheels to avoid staining sidewalks and prevent Stormwater pollution (especially by Starbucks).
• Special events cleaning before/after
j. Residence Halls- Common Areas and Public Restrooms Only Daily
7/week Follow all routine cleaning for common areas and public bathrooms only. Dorm rooms are not cleaned by the Contractor, unless it is a special request by staff. Following are additional Residence Hall requirements:
• Inspect residence halls for any unexpected custodial cleanups. Corridors, lounges, kitchens, mailrooms, laundry, and recycling/trash are to be inspected.
• Empty trash/recycling, replace liner if soiled or wet, damp wipe receptacles
• Custodial services must be on-call during the summer for special needs: there are significant emergency needs for residence halls, such as student exit/new student entrance cleaning of dorm rooms, vomit, plumbing problems, and pet and pest cleanup.
• Damp wipe floors, kitchen counters and appliances. Do not clean any student dishes or personal items. Clean interior of kitchen appliances.
• Pick up debris and litter at all entrances within 30 feet of doorways.
• Spot and stain removal of carpets.
Weekly • Sweep laundry room floors, behind machines. Damp wipe machines. Clean lint filters.
Monthly • Carpets will be bonneted once a month.
k. Library 7/week The library shall be cleaned according to routines listed under common areas, classrooms, offices, and bathrooms depending on the space but cleaning shall be done 7 days a week. Sunday is the busiest day in the library and needs extra attention after closing on this day.
l. Health Center/Student Disability 5/week
All exam rooms and bathrooms are cleaned 5 days a week, using the common area and campus-wide routine cleanings, meeting rooms (common area) are cleaned 3/week according to routine schedule, with the addition of the following:
• Glass partition between reception and admin cleaned nightly
• Extra disinfection during flu season- doorknobs, surfaces, countertops.
• Alarm must be deactivated before cleaning and reset after cleaning.
• Hazardous and infectious waste receptacles are not to be removed or touched.

Space Type (continued) Cleaning Frequency Cleaning Requirements
m. University Police Department (UPD) 3/week

3/week The UPD shall be cleaned during daytime hours (generally by one of the Daytime Service Attendants), according to the routines listed under common areas, classrooms, offices, and bathrooms depending on the space, as well as:
• Sweep/Wet Mop/disinfect three holding cells, clean toilets per bathroom routine cleaning.
n. Special Needs Daily
Childcare Center floor in the toddler room needs extra attention, in addition to routine cleaning.
3/week World Theater needs cleaning 3/week following common area/campus-wide routine, including the seating area. Custodial staff not to touch the sets onstage.
As-needed The University Center, the Athletics Department, the Alumni Center and other buildings sometimes have conferences and events and need kitchens and meeting rooms cleaned before/after.
As-needed Graffiti: all graffiti must be removed. If Graffiti cannot be removed, notify CSUMB FSO manager as soon as possible.

 
Below are the approximate square footages of the routine cleaning spaces throughout the CSUMB campus:

Sum of Assignable Square Footage
Row Labels Total
Classroom 96128
Common Areas 248389
Custodial Space 3903
Greenhouse 702
Gymnasium 20655
Library 50355
Not cleaned unless by request: Electrical and Telecom 83274
Office Admin 152954
Private Residence Hall Not Cleaned 256228
Restroom 57465
Warehouse Not Cleaned 8204
Dining Area 15665
General Storage Not Cleaned Unless by Request 28632
Residence Hall Kitchen 1903
Laundry 978
Grand Total 1025435

 
Appendix B Space Definition

Campus Departments

1. Academic and Office Buildings (State-supported)
i) Faculty and Staff Offices
ii) Public and Common Use Spaces
iii) Peets’ (Library) and Starbucks’ (Student Center) lounges (hybrid State and Corporation)
2. Residence Halls (University Corporation-supported)
3. Student Life
i) Student Center
ii) Black Box Cabaret
4. University Corporation Facilities
i) Dining Commons
ii) Otter Express
iii) Monte’s Restaurant
iv) Child Development Center
v) University Corporation Building
5. University Performances & Special Events
i) Conferences & Events
ii) Summer Conferences and camps
iii) Summer Arts
iv) World Theater
v) Commencement
vi) Alumni & Visitors’ Center
vii) University Center, Main quad
6. Athletics
i) Otter Sports Center
ii) Aquatic Center
iii) Field House
iv) Freeman Stadium
v) Sports Field restrooms
7. Health and Wellness Center/Student Disability
8. Emergency Response
9. Extra Services
10. Library
11. University Police
 
Appendix C Terminology and Definitions

Definitions ––- Whenever used in this or related document, the terms or pronouns used in lieu shall be defined as follows:

University - California State University, Monterey Bay.

Contractor - The individual, partnership, or corporation whose proposal is submitted and accepted based on the request for proposal and who enters into a contract with the University and the Corporation.

Common Areas - includes lobbies, hallways, corridors, stairwells, conference rooms, group study areas, dens, mailrooms, and kitchens in the residence halls, etc.

Office - includes administrative areas with cubicles and walled offices or desks areas in open spaces.

Facilities Services & Operations (FSO) and Service Contracts Manager (CSUMB FSO Manager)- - Individual as designated by the Director of Facilities Services and Operations to be responsible for the day-to-day execution and coordination of the services encompassed by this contract. He is responsible for the daily monitoring of this contract and the quality assurance inspections of the campus buildings.

Contract Manager - Representative of the Contractor responsible for overall performance and quality of services as specified herein.

Contractor Site Manager - On site representative of the Contractor who has the responsibility for day-to-day management of the contract operations and supervision of Contractor’s employees.

Corporation – The University Corporation, California State University, Monterey Bay, a 501-c (3) non-profit public benefit corporation an auxiliary organization that supports the University,

Quality Assurance - A method used by the University and the Corporation that monitors the Contractor’s Quality Control Program.

Quality Control - A method used by the Contractor to control quality of goods and/or services provided.

Monthly Billing Requirements: Monthly billing will ideally be broken down by Buildings, which are identified by University function/department and by Corporation or State cleaned buildings. A detailed list of monthly services provided must be attached to each invoice. A breakdown of which buildings should be listed on each invoice is defined in Section IV Space Definition, and in Map #1 and Attachment B.

Dust or Dusting: thoroughly remove dust and cobwebs from all flat surfaces (i.e. counters, all ledges, window sills and furniture), mini blinds, air vents and grills in a manner that results in permanent removal of the dust from the building.

Damp Wipe: damp wipe doors, walls and trash receptacles free of dirt, fingerprints, smudges and stains.

Glass cleaning (interior): clean glass on doors and windows, dirt, fingerprints, smudges and stains. Replace screens.

Sweeping/Dust Mopping: floors should be thoroughly dust mopped or swept from wall to wall using either a broom and/or microfiber mop, including behind doors and in corners, and around fixture bases, removing gum, paper, paper clips, tacks, etc.

Wet Mopping/Spot Mopping: Wet/Spot mop floors removing spills, spots and stains from wall to wall. Mops cannot be the same as used in the restrooms and should be appropriately labeled or otherwise identified for specific intended use. Washable microfiber mops will be used wherever possible.

Floor Stripping and Refinishing: Employ a Green Seal certified stripper and refinishing product. Floors shall be kept adequately wet during the stripping operation. Dry stripping shall NOT be done. Prior to machine operation, an emulsion of chemical stripper in water should be applied to soften existing coats of floor finish. The machine used to remove the wax existing floor finish should be run at slow speed (173-190 rpm) during the stripping operation. The appropriate abrasive pad possible should be used to strip wax existing floor finish. Do not operate a floor machine with an abrasive pad on unfinished floors. All old finish, scuffmarks, and residue will be thoroughly removed. After stripping and before application of new wax floor finish, the floor should be thoroughly cleaned, rinsed, and free of all other remaining residue while wet and rinsed with a neutralizing cleaner before applying a floor finish. All chairs and light, movable furniture will be moved prior to stripping and returned to their proper place. All splash marks and residue will be wiped clean from baseboards, walls, desks, and other furniture.
Stripping and re-waxing/finishing is normally done during University breaks, such as the Summer Break, Spring Break, or the Winter Break.

Refinishing: Vinyl tile, linoleum sheet vinyl, slate and terrazzo floors will have no less than two coats of an approved non-skid floor finish applied after stripping. Floor finish residue will be thoroughly cleaned from baseboards, walls, and office furniture. No debris will remain on the floor.

Burnishing/Buffing: Floor will be high speed buffed/polished to a maximum luster according to the routine.

Vacuuming: Vacuuming is to be done from wall to wall on all carpeted surfaces according to the routine, including behind doors and in corners, and around fixture bases, removing gum, paper, paper clips, tacks, etc. Light furniture will be moved as necessary to accomplish vacuuming the entire surface of the carpet.

Carpet Stain Removal: carpet stains are to be removed on every day and area is scheduled to be cleaned, or when requested by FSO. A stain remover is to be applied first, and bonnet cleaned, shampooed or extracted after, so no stain can be detected.

Carpet Bonnet/Shampoo/Extraction: Carpets are to be cleaned according to the routine. Stains must be removed prior to cleaning. Stains cannot be visible after the carpet is cleaned.

Arranging Furniture: Furniture must be properly arranged, restored exactly as possible to its normal or proper layout.

Locks: Leave all doors locked, unless otherwise directed.

Desk items: No items shall be moved on any desk without the consent of the individual.

Waste and Recyclables- Recyclables are materials separated out of the waste stream to be reprocessed into a new product. All materials listed below must be kept separate from the waste stream. The list below is subject to change per mutual agreement between CSUMB and CSUMB’s contracted hauler. Custodial will be notified in the event of a change.

Paper (stables and tape are acceptable)
YES: Newspaper & inserts, Magazines & catalogues, Books (hardback and softback), Shoe boxes, Junk mail & coupons, Paper bags, Computer paper, Carbonless paper, Envelopes (plastic window OK), Coffee cups – cardboard, Egg cartons – cardboard, Frozen food packaging –cardboard, Cereal & cracker boxes, Juice boxes and cartons (non-aseptic), Cardboard (unwaxed and flattened)

NO: Carbon, Blueprints, Tissues & paper towels, Waxed cardboard or paper, Food soiled paper, Pizza boxes, diapers, Aseptic juice boxes and cartons, paper plates, Envelopes (e.g. padded, Tyvek), Ice cream cartons, Photographs – polaroid, Take-out food containers (e.g. fast food).

Mixed Glass
YES: Beverage bottles, Broken glass, Dishware – glass, Glass jars, Blue glass, Windows – uncoated/unlaminated, Wine bottles,

NO: Light bulbs, Ceramics, Mirrors, Cookware – glass (e.g. baking pans, Pyrex TM), Eye glasses, Art glass,

Metal
YES: Aerosol cans, Aluminum foil, foil trays and pans (clean), Beverage and soda cans, Can lids, Car parts – small (no fluids), Food and soup cans, Hangers – metal/wire, Keys, Electrical motors

NO: Foil wrapped beverage pouches, Fuel tanks – valve on (e.g. helium, propane, gas)

Plastics & Film Plastics
YES: Baskets-plastic, Beverage bottles (e.g. soda, juice, water), Bleach and detergent bottles, Buckets (remove metal handles), Coat hangers – plastic, Coffee cup lids, Crates – plastic, Flower pots – plastic, Food containers (e.g. cottage cheese, yogurt), Hoses, Baby wipe containers, Bottles (e.g. Shampoo, Conditioner, Mouthwash), Cords (e.g. phone, computer, appliance, x-mas lights), Bread bags, Bubble wrap, Cellophane bags (e.g. pasta, salad, candy, cookies), Dry cleaning bags, Newspaper bags, Plastic wrap, Shopping bags, Shrink wrap, Produce bags.
NO: PVC pipes, Credit cards, CDs & DVDs, Shoes, Rubber bands, Gloves (latex, single use and disposable), Styrofoam/Polystyrene foam, Tarps, Webbing mesh, Utensils – plastic (e.g. spoon, forks, knives)
Electronic Waste
YES: Appliances – small (e.g. coffee maker, toaster), Calculators, Cameras, Cell phones and chargers, Computer mice, Cords – tied up (e.g. telephone, computer), Keyboards, PDAs, Radios, Telephones
Certain items such as Computer monitors, TV’s, Laptop, tablets and household batteries cannot be placed inside of a collection container for safety and environmental reasons. To dispose of these properly please contact the Waste Hauler for collection.
NO: Car batteries, Fluorescent light bulbs (tubes, CFLs), Fire extinguishers

Compost
For the purpose of this POLICY, compostable waste is food waste, compostable containers, cutlery, soiled paper products and paper towels.

CSUMB has developed a detailed scope of work that is adhered to by contract and by inspection for their custodial services contractor. The contractor was selected based on their ability to adhere to the scope of work.

CSUMBs contractor is an ISSA Certified Custodial Service Provider. They also adhere to a detailed scope of work by contract that specifies everything from waste management to required purchases (recycled content and green seal certified cleaners).

J. Environmentally Preferred Purchasing (EPP); Materials and Products

The Contractor is responsible for purchasing products related to custodial services including bathroom paper products, trash-can liners, feminine sanitary supplies, janitorial cleaners, cloths/mops, and cleaning equipment such as vacuum cleaners and floor stripper/polishers. Wherever feasible, the most environmentally preferable product will be purchased. Demonstrating environmentally preferred purchasing is part of the CSUMB Climate Action Plan. Goal PRO4 states that CSUMB will “Explore innovative green product purchase options to meet existing needs.” Additionally, PRO1 states that CSUMB will “Achieve and document full compliance with State recycled content rules. The listed products will be purchased by the contractor and will be in compliance with the U.S. Environmental Protection Agency’s (EPA) comprehensive procurement guidelines for janitorial paper and plastic trash can liners, and the CSU Buy Recycled Handbook (http://www.calstate.edu/csp/recycle/info.shtml). When given a range of post consumer waste content, the contractor will purchase the highest range available.
At the time of writing this SOW, those guidelines listed the following characteristics:

EPA's Recommended Recovered Fiber Content Levels for Commercial/Industrial Sanitary Tissue Products

Product Postconsumer Fiber (%) Total Recovered Fiber (%)
Bathroom Tissue 20-60 20-100
Paper Towels 40-60 40-100
Paper Napkins 30-60 30-100
Facial Tissue 10-15 10-100
General Purpose Industrial Wipers 40 40-100
Products to be purchase by Contractor and their required EPP characteristics:

• Bathroom paper such as paper towels, toilet paper, and toilet seat covers will have the highest recycled content available and no less than 80% post consumer waste and 100% recycled and be processed chlorine free, while remaining within a 10% cost differential, or cheaper than paper without these environmental qualities.
• Cleaning Products will be Green Seal Certified, according to the CSUMB Climate Action Plan Goal FOO5. Products will be concentrated to minimize transportation costs. It is preferable that the contractor use automated mixing and dilution equipment. If not, clear directions and proper staff training must be employed to ensure adequate concentration of the product used. If no Green Seal Certified product is available or environmental alternatives exist, Contractor will request specific allowances from CSUMB staff. Within fifteen (15) days after award, the Contractor shall submit MSDS, technical sheets, and a list and sample of all proposed chemical supplies to the CSUMB FSO Manager for approval or rejection prior to use of the items in performance of work. If the Contractor subsequently desires to change, materials, the proposed change shall be submitted to the CSUMB FSO Manager, along with MSDS and technical sheets, for approval prior to use. Should the Contractor fail to provide acceptable chemical supplies as determined solely by the University and the Corporation, costs may be deducted from Contractor’s payment to furnish appropriate supplies. All chemical supplies issued to custodial personnel shall have labels, which name the product, define the instructions for use, and any pertinent safety or warning instructions. Copies of the MSDS will be available on site to all custodial personnel.
• Cleaning cloths and mops: Use washable, reusable microfiber cloths, sponges, mops.
• Recycled plastic can liners with at least 30% post-consumer waste (pcw) will be procured to line trash cans and will be black or brown. Where possible, re-use of effective and non-soiled liners will be employed to reduce consumption of plastic trash can liners. Compostable liners will be used for all food waste collection in dining facilities and shall be green to distinguish them from regular waste. In the near future, it is expected that the entire university will convert to a 3-stream waste collection (waste, mixed recycling, and compostable). Compost is only currently collected and therefore bins are only available, at the 3 dining facilities; the Dining Commons, the Otter Express, and Monty’s. However, eventually, compostable waste (generally food and paper towels) will be collected throughout the facility. Compostable bags must be Certified Compostable, meeting ASTM D6400 specifications. The Contractor will be expected to meet this future goal. Recycle bins do not require trash can liners, unless they are in vicinity of food services such as the 3 main dining facilities, Starbuck’s and Peet’s Coffee. In these instances, liners will also have 30% pcw recycled content, and will be clear so that the contents can be inspected by the Contractor prior to disposal in a larger exterior bin.
• Entrance Mats: Contractor shall provide and maintain in good working order “track-off” mats at each building entrance where foot traffic occurs. The mats should be replaced as often as necessary to be in “good order”, so that they may serve the purpose of reducing the soil that enters into the building, but no less than monthly. The University and the Corporation retains the right to have mats changed upon request at no cost to the University or Corporation. Traffic and mud mats with recycled content, preferably recycled tires and plastic will be procured. Traffic and mud mats will be placed at the entrances to all buildings and more prevalent in food services and the gymnasium to reduce cleaning needs and impact to buildings. Specifically, they will be heavily placed in the University Center, World Theater, Alumni & Visitor Center, the dance studio, the Otter Express, the gymnasium, the aquatic center, and the Field House. These mats will be replaced with clean ones on a monthly basis, and the dirty mats will be cleaned off-site.
• Hand soaps will be free of microbial agents and will be Green Seal Certified.
• Waterless Urinal Cartridges will be supplied by contractor. They must be specific to the types of urinals present on campus. Currently the campus has two different types of waterless urinals: approximately 10 Falcon, and 25 Waterless type urinals. The cartridges must be changed to manufacturers’ specifications.
• in two buildings. However, it is expected that all the urinals will eventually be waterless on campus. The cartridges will be replaced based on the toilet manufacturers specifications and required testing.
• Floor sealers and finishes, strippers, disinfectants, and body shampoo will also be stocked and supplied by the Contractor.
• Feminine sanitary products will be stocked and supplied by the Contractor. Contractor shall provide necessary sanitary napkins/tampons to stock and re-supply the vending machines located in the women’s restrooms. The Contractor shall be required to provide products at his cost and to service the vending machines, which dispense tampons and sanitary napkins. The Contractor shall be responsible for stocking and maintaining the machines in an operable condition. The Contractor at his option and expense may remove and return to the University and the Corporation the existing machines and install his own machines. If the Contractor installs his own machines, the University and the Corporation shall not be responsible for the damage or theft of the machines or its contents, to include any monies. The Contractor shall promptly repair or replace damaged or stolen machines. If the Contractor elects to use the University or the Corporation’s machines, the University or the Corporation will repair or replace them, if damaged or stolen. However, the University and the Corporation shall not be responsible for the damage or theft to their contents, to include any monies.
• Equipment: The Contractor shall furnish all equipment to properly perform the work defined in this contract. Maintenance and replacement of the equipment is the responsibility of the Contractor. The equipment shall be maintained in a manner such that it can perform its intended purpose and function. The Contractor shall replace equipment, which does not perform as designed or performs in such a manner that it fails to meet the specifications. If replacement of an item is deemed necessary, it shall be replaced within two (2) working days.
• Fluorescent lamp and light bulb replacements as specified by CSUMB lighting policy. The Contractor shall supply and issue to staff all fluorescent and incandescent bulbs of types specified by CSUMB. Replacement of lamps is not required in residential units. No fluorescent bulbs shall be disposed of on campus. It is the responsibility of the contractor to dispose of all fluorescent and incandescent bulbs properly. All fluorescent bulbs shall be re-boxed and disposed of as a hazardous waste, per State of California requirements. Disposal by businesses of fluorescent light bulbs and other mercury-containing bulbs are regulated under the Resource Conservation and Recovery Act (RCRA) Universal Waste Rule (UWR) and Subtitle C hazardous waste regulations.
Note: Burned out fluorescent lamps and incandescent light bulbs that can be reached safely from a 6 foot step ladder will be replaced on the routine service schedule in all areas. Contractor is responsible for reporting to the CSUMB FSO Manager work control system any burned out lamps that can not be reached from a six (6) foot ladder.