Bay House School Cleaning Specification
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GENERAL CLEANING SPECIFICATION
Bay House School
Introduction and additional information
Bay House School and Sixth Formis the lead academy in a multi-academy trust situated in Gosport and Fareham. The site consists of a number of blocks, ranging in age, over 3siteswithin a 1 mile radius and has approximately 2400students studying a full range of subjects. The School requires a high quality cleaning service that reflects the positive attitude of the teaching environment and is flexible when dealing with the changing demands in secondary education in a busy School. Close liaison with the School representative is essential to ensure that suitable cleaning is carried out pre Community use especially during School closure periods where periodic cleaning programmes have to be produced.
Floor plans of the buildings along with data sheet and floor covering details show rooms and areas defined as cleaning and non-cleaning areas within the site specification although do not necessarily reflect the numbering system adopted by the School. Rooms may change in use temporarily or permanently and it is expected that the contractor shall maintain the cleaning standard when this occurs. All plans are representative and are not to scale. Although care is taken in preparing the data and plans the contractors must satisfy themselves as to the accuracy of such information. If there is a discrepancy between the Site Data and the Numbered and Shaded Plan then the Site Data takes precedence.
Periodic cleaning requirements have been set to a level reflecting standard requirements and the daily cleaning regime has been increased accordingly to ensure that standards are maintained. Opportunities for additional work may arise during the School year and service providers are required to complete a price schedule for additional cleaning within the tender return documents.
The main kitchen and servery areas are not part of the daily term time cleaning requirement.
Hours may be bought in by variation for additional cleaning requirements by the Nominated Site Monitor. Variations may become permanent should the School Nominated Site Monitor identify a continuing cleaning requirement.
The School is closed for 10 days over the Christmas closure period and no access is available for this period
It should be noted that Bay HouseSchooloperates a no-smoking policy for the whole campus and that smoking is not allowed on any site under any circumstances.
CLEANING HOURS
The Main School, Enterprise Academy, Sports Hall and Military Road Changing Facilities requires a daily cleaning service Monday to Friday excluding public/bank holidays consisting of 39 term time weeks plus periodic cleaning in accordance with the cleaning specification and frequency chart.
Access for cleaning the main school, Enterprise Academy and Military Road Changing facilities are Monday to Friday term – time is 1600 – 2200. This is the period when the main daily term time clean is to take place, the area to be cleaned is 14113 m2. The Sports-Hall (Bay Community Hub) will require a morning clean 7 days a week, access available from 0500-0900The area to be cleaned is 2584m2 per day.
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Periodic Cleaning tasks are to be carried out during the February half-term, Easter, May half-term, Summer and October half-term closure periods. Access for cleaning Monday – Friday 0700 – 22.00 excluding public/bank holidays.
The scheduling of periodic tasks across the school year has to be tightly managed due to available access. The school have made different buildings/groups of buildings available for periodic cleaning at different times across the year. The cleaning contractor must complete the periodic cleaning as per the specification and frequency chart for the set groups of buildings as set by the school. See Section 12 Frequency Definitions 12.5 for details ofwhere and when periodic cleaning is to be carried out as per the specification and frequency chart.
During holiday periods a cleaning service is required in community areas noticibly the Sports Hall (Bay Community Hub) and Main Hall, it is suggested that 1 cleaner will be needed 1.5 hours per morning to clean where necessary.
Additional cleaning tasks to be raised by variation order
The Nominated Site Monitor may raise variation orders for any identified additional tasks to be carried out on site. Tasks may be of a similar nature to those carried out during the standard cleaning regime or may be other tasks as directed by the Nominated Site Monitor. Variations shall be raised in accordance with the Order Conditions of Contract. Examples of variations include:
Emergency cleaning*One-off cleans * Pre spot-clean for events
Cleaning after additional use*Cleaning of external areas, signs, etc.
Costings for additional tasks must be agreed by the Nominated Site Monitor before any work is undertaken.
Permanent variations to the frequency or substitution of tasks or for an increase or decrease in the cleaning area shall be authorised by the Authorised Officer only, in accordance with the Order Conditions of Contract.
Specialist Wood and Vinyl Floors
The Sports Hall (Bay Community Hub),Gymnasium,and main hall are to be cleaned as per the manufactures cleaning maintenance instructions and not as set out in this specification and frequency chart. The School will provide the Contractor with the manufactures cleaning maintenance schedule/instructions.The Contractor is required to provide any specialist cleaning materials as specified by the manufacturers cleaning maintenance schedule/instructions. These areas are still part of the daily cleaning schedule.
The cleaning specification
1Cleaning standard
1.1A good cleaning standard is required with an absence of soil, dust, dirt, stains, marks and odours. It is expected that the required cleaning standard be recognisable to the skilled, competent and experienced contractor and be dependent upon good practice, suitable materials and equipment and properly trained, to recognised industry standards, and supervised staff. Furthermore, the standard should follow the guide to each task set out in section 7 of this specification and the frequency chart.
1.2The method of cleaning and use of materials and equipment shall be the most appropriate for carrying out each task in each room or type of area taking into account the use to which each room or area is put, the specification and the condition of the room or area prior to cleaning.
1.3All surfaces shall be maintained so as to preserve and enhance their existing condition, polished surfaces shall be maintained in a polished state and the building will show a well-cared for, bright and pleasing appearance.
2.Cleaning requirements
2.1The contractor's general responsibilities are subject to the provisions of the contract and on the days and between the times specified, to provide to the entire satisfaction of the Authorised Officer and his Nominated Site Monitors the efficient and safe cleaning of the premises to the required standard.
2.2The contractor will supply sufficient supervision and cleaning operatives together with recognised and approved cleaning equipment and materials and will take full responsibility for the adequacy and safety of all operations and will comply in all respects with current Health and Safety legislation as required in the Order Conditions of Contract. The Authorised Officer will approve all equipment and materials, and additions or substitutions will not be implemented without prior written approval from the Authorised Officer or their Nominated Site Monitor.
2.3The contract performance shall be monitored on site by a Nominated Site Monitor to ensure that all cleaning operations are completed to the specification standard. Any such operations which, in the opinion of the Nominated Site Monitor, do not comply with the specified requirements shall, where possible and reasonable, be repeated at the expense of the Contractor to provide the correct standard, and such action taken as is required to eliminate a repetition of the failure to comply with the specification.
2.4Failure to meet the required standard within the time specified shall be dealt with in accordance with the Order Conditions of Contract.
2.5A Record Book will be provided by the Contractor at this site and shall be maintained jointly by the Nominated Site Monitor and the Contractor in an agreed location. It shall be used to record all events affecting the contract at that site, including details of all additional works carried out and work substitutions agreed.
2.6The Contractor will provide a Signing In book at this site. All contract staff shall sign in this book on arrival, including all area supervisors and management, and shall sign out when leaving the establishment. All records shall be maintained accurately, truthfully and clearly at all times.
2.7The Record Book and Signing In book shall be kept in a location determined by the Nominated Site Monitor. Under no circumstances is either book to be removed from site without the prior, written consent of the Nominated Site Monitor.
3.Cleaning times
3.1The contractor will be free to arrange for cleaning work to be carried out each day, as specified within the options detailed in this specification. It should be noted that times of entry might vary between different areas within the School and the contractor must ensure that a suitable and sufficient system is in place so that all areas are cleaned during the available times. Cleaning undertaken outside of the stated hours is subject to the written approval of the Authorised Officer or Nominated Site Monitor prior to the work being performed.
3.2All wet cleaning of hard floor surfaces to be completed by 07:00 to enable drying before 08:00 Please note 3.6
3.3The contractor shall not adjust the times at which cleaning operatives carry out the cleaning without the prior, written consent of the Authorised Officer. The Contractor's staff are expected to attend at regular times and any short-term flexibility is at the discretion of the Nominated Site Monitor.
3.4Where there is a requirement to undertake cleaning over weekends this will be identified, detailing the available times, by the Nominated Site Monitor prior to the works being carried out.
3.5Because of the nature of the School it may be necessary on occasions to deny the contractor’s staff access to certain areas of a building during the specified times. Where the cleaning of these areas cannot be re-scheduled during the specified times, the Nominated Site Monitor will determine with the contractors site representative whether these areas shall be cleaned at a later time for which a variation order will be raised, or an alternative and equal cleaning task substituted, all of which must be recorded in the Daily Record Book by the Contractor.
3.6Care shall be taken by the Contractor at all times as other site users may be present during the times when cleaning operatives are on site. Professional cleaning practices and appropriate warning signs shall be used at all times.
4.Standards of cleaning
4.1The actual level of input together with the methods, equipment and materials to be used shall be appropriate to the level of usage and the type of area to be cleaned.
4.2The following descriptions and definitions identify areas to be cleaned and the methods that would normally be adopted to achieve the required cleaning standard.
5.Area definitions: Non-Hygiene areas
1Classroom: General
Teaching areas used exclusively for the purpose of general teaching such as languages, mathematics, history, etc.
2Classroom: Computer and sound studios
Teaching areas used exclusively for computer studies. The presence of IT and related equipment requires cleaners to take extra care in these areas. Carpets may be of the anti-static variety and, if so, shall be treated accordingly. Excessive use of 'wet' cleaning methods is to be avoided.
3.Classroom: Multi-use
Classrooms used for a wide range of dissimilar teaching activities, which may include practical lessons (use of clay, paint, etc.) as well as general lessons. This may also include corridors used for teaching purposes.
4.Science Laboratories and Prep rooms
Teaching areas used for science related subjects. The presence of chemicals and science apparatus requires cleaners to take extra care in these areas. A greater number of sinks will normally be found in rooms of this type.
Scientific equipment (balances, fume cupboard interiors, experiments, etc.) is not to be cleaned by the contractor. The transference of soilage may occur from these areas to adjacent rooms and corridors and will have to be cleaned as part of the daily requirement.
5.Craft Design and Technology
Teaching areas used for a variety of craft related subjects, such as woodwork, metalwork, art and design, engineering, etc. All equipment, machine tools, etc. found in these rooms are not to be moved or cleaned by the contractor unless a variation order is raised, at which time the contractor shall carry out a risk assessment of the task(s) to be carried out.
The presence of high levels of dust and portable cutting equipment requires that cleaners take extra care in these areas during the standard cleaning operation.
Sinks in the art rooms are heavily used and all soilage and paint debris must be removed from all surfaces and surrounds during the cleaning operation. Where substances can not be removed during the normal routine cleaning operation (e.g. resistant dyes) then the Site Supervisor shall bring this to the attention of the Nominated Site Monitor who will determine the course of action to be taken.
The transference of soilage may occur from these areas to adjacent rooms and corridors and will have to be cleaned as part of the daily requirement.
6.Assembly and Dining Halls
Areas used for a variety of functions which will include student gatherings, large meetings, dining and Performing Arts activities. These areas have high ceilings in excess of five metres and are subjected to heavy use. Students do not always maintain good levels of discipline in these areas and high levels of soilage should be expected.
7.Sports Halls and Gymnasia
Areas used normally for sports activities, although they may be used for functions as described in paragraph 6 above. These areas normally have high ceilings and floors that may require special cleaning methods.
8.Offices, Staff rooms and Libraries
Standard office accommodation and staff areas. Such areas normally receive less heavy use and more care from users. These areas may contain IT and other similar equipment requiring the cleaners to take special care.Care should also be taken not to disturb paperwork.
9.Stairs and Landings
Stairs to include the tread nosing risers and side panels. Stairs, understair areas and landings are usually prone to high levels of traffic attracting above average quantities of dust, litter and debris. Cleaning must not only include the surfaces of the stairs but also handrails and balustrades. Ceilings over stairwells may be very high and may require special safety equipment or cleaning methods. Attention to the health and safety of cleaning staff and site users is especially important in these areas.
Where ground floor areas are included within the defined area of the stairs, the cleaning tasks and frequencies for corridor floors are to be adopted. Polish is not to be applied to stair treads or half landings.
10.Corridors, Entrances and Cloakrooms
Corridors and entrances although normally free from or containing few obstructions, carry high levels of traffic. The cleaning input should reflect these facts. Cloakrooms may be separate or included within the boundaries of a corridor/entrance.
Entrances attract water, mud, leaves and debris trodden in from outside which will require extra attention in the autumn and spring terms. Displays and exhibitions may be found in these areas on occasion and extra care must be taken around these. The main reception area is a prestigious area and must be cleaned as such.
6.Area definitions: Hygiene areas
These areas must be cleaned to the required standard and frequency without fail. Cleaning methods should encompass germicidal techniques and the use of appropriate specialised chemicals. The build up of lime scale or water deposits on any surface, including vertical surfaces (e.g. tiled surfaces behind urinals or basins) is not acceptable at any time.
11.Toilets, Showers and Changing Rooms
Such areas include toilets, showers, changing rooms, saunas, medical rooms and all similar where there is a higher risk of cross infection and therefore, a specific requirement for a safe, healthy and hygienic environment. These areas may be located near to teaching areas where the spread of debris and soilage is likely, in the same manner as paint in areas near to the art rooms. All such debris is to be expected and effectively removed.
12.Pottery Rooms and Kilns
Areas where the use of clays and glazes is prevalent. Pottery dust is dangerous and glazes may be hazardous to health. Wet cleaning techniques must be used wherever possible to prevent the build up of pottery dust and the use of dry brooms is not permitted in any circumstance. Vacuums in these areas must have a fine filter (0.3 microns) and all electrical equipment used in these rooms must be double insulated. Contractors must have full regard for the health and safety of their cleaning operatives and supply suitable and sufficient Personal Protective Clothing in these areas.