Scope of Work

2023 - Janitorial Services Scope of Work — to be posted in Janitorial Zone Administration Times:

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• All work is to be scheduled with the Staples Site Manager 

• Weekly service is completed from April — October

• Bi-weekly service is completed from November— March

• From August 15 to September 15 - Evening start times should be delayed by 30 minutes

 

Contractor Cleaning Personnel:

• Shall be in uniform at all times, including closed toe shoes 

• Work to be performed Monday, Wednesday and Friday (2 people on site for 2 hours = 4 labour hours or 1 person on site for 4 hours)

• Shall be competent and properly trained annually, including Strip/Scrub crew 

• Shall check in with Site Manager upon arrival and will complete the mandatory Bag and Coat Check with Site Manager prior to departure 

• Will reference the Staples Scope of Work document, during every service, to ensure all work has been completed 

• Be committed to ensuring Site Manager's satisfaction with the service prior to departure

• Shall maintain the Janitorial Zone planogram in the receiving area ensuring cleaning product and equipment are stored correctly. Crew will advise store when product needs to be re-ordered 

• "Out of Order' signage needs to be posted on Washroom doors while cleaners are working 

• "Wet Floor" signage needs to be set-up when the floors are wet

 

Equipment and Supplies:

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Staples will be responsible for providing the following Supplies:

• Neutral Cleaner

• Glass Cleaner 

• Disinfectant 

• Toilet Bowl Cleaner

• Floor Stripper o Floor Wax o Winter B Gone Solution (winter months)

• Wet/dry vacuum 

• Clear waste bags

 

Contractor is responsible for providing and leaving the following equipment onsite: 

• 2 Dry Mops

• 2 Wet, Synthetic Mop heads and handles each of 2 different colours — 1 for washrooms; 1 for elsewhere — to be changed at least once per month 

• 1 Floor Scrubber, including pads

• 1 Burnisher, including pads; when using a propane burnisher, ensure provincial safety regulations are met and the machine does not cause a Carbon Monoxide hazard; monthly inspections to be completed; equipment to include C02 detector

• 1 Vacuum 

• 1 Deck Brush

• Other Contractor equipment that contractors are to provide but do not have to be left onsite: 

• Window Cleaning Equipment — i.e. Squeegees, Golden Gloves 

• Scrapers 

• Propane — not to be left on site

 

Staples site staff are able to use the Contractor equipment (i.e./ floor scrubber) when required. If so, they will be responsible for ensuring the machine is left in proper working order, including having the battery charged. 

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Contractor Responsibilities

• To provide Site managers with contact names and numbers, including supervisors for any service Issues that may arise

• Notify and communicate to Staples Site Manager and specific site(s) any Personnel changes (including

• Supervisors) as soon as is reasonably possible o To inspect all locations they service (once per month), document findings and make available to Staples upon request

• To update recurring work orders (RWO's) via the Staples Contractor Website

• For any missed cleans, the decision will be left to the Site Manager on make-up service or a credit being issued

 

Staples Site Manager Responsibility:

• The Site Manager must ensure a check in/check out with the cleaning crew on every visit, including a Bag Check.

• If the Site is not satisfied with the work performed, a work order is required to be submitted via the Hub to address the issue. This includes Missed Service Days, issues with Scope of Work, personnel issues.

• The Site is responsible for ordering cleaning supplies via www.eway.ca to maintain the Janitorial Zone planogram.  

 

Weekly Cleaning Activities

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Hard Surface Cleaning including VCT, laminate floors, ceramic, and vinyl plank

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• Dust mop floor surfaces 

• Sweep hard to reach areas such as stairs/copy/office areas 

• Scrape any debris off the floor that cannot be removed by wet mop/auto-scrubber (scraper to be provided by Contractor)

• Set up Wet Floor signs (supplied by Staples) 

• Scrub sales floor/hallways with auto-scrubber (provided by Contractor and kept on site in designated area by Staples)

• Remove all entrance and anti-fatigue mats prior to dust mopping/cleaning — replace prior to leaving 

• Wet Mop: vestibule/washrooms/offices/lunchroom/laminate furniture pad

• Polish using high speed propane Burnisher (provided by Contractor)

• Winter Maintenance (November-April) to include cleaning/sweeping/vacuuming out the automatic door tracks to ensure there is no debris build-up.

 

Notes for Weekly Hard Floor Surface Cleaning

• Move all rolling baskets prior to dust mopping and cleaning — replace prior to leaving 

• If store associates move photocopiers those areas are to be dust mopped and cleaned

• Auto-scrubber to be emptied and cleaned after each use 

• Pads to be removed and placed in secure location by cleaners after each use 

• Mops to be rinsed out and hung after each use 

•  Brooms to be hung after each use

 

Carpet Areas

• Vacuum carpeted areas, including Furniture Pad, permanent mats with upright vacuum (provided by contractor), move chairs to allow access under desk areas

• Vacuum entrance mats

• Spot clean as required

• For sites with permanent mats, an annual extraction will be completed in April – May

 

Washrooms

• Wet mop with synthetic mop head, specific for washroom areas only (different handle colour) 

• Empty waste receptacles and replace with clear waste bag (supplied by Staples)

• Disinfect Fixtures Including but not limited to sink/faucet/toilet/urinals/baby change table/hand dryers/paper towel dispensers, door handles (disinfectant cleaner supplied by Staples) 

• Clean mirrors (glass cleaner supplied by Staples)

• Spot clean partitions ana walls as required 

• Replenish supplies, including paper towel, toilet paper rolls and hand sanitizer dispenser (provided by Staples)

 

Note:

• If cleaners notice a repair needed in the washroom (i.e./ toilet clogged, hand dryer not working) please report it to the Staples Site Manager and Contractor Cleaning Supervisor

 

Lunchroom:

• Detailed cleaning of the countertops, table, sink, etc. o Spot clean the front of the fridge o Empty waste receptacles

 

Waste and Recycling Removal

• Empty Waste and Recycling receptacles on sales floor/lunchroom/office areas/washrooms; Place in appropriate receptacles in receiving area, according to the stores program 

• Replace bags with clear waste bags (supplied by Staples)

 

Window Cleaning — Vestibule Area

• Using proper squeegee (provided by contractor) and glass cleaner, clean interior and exterior glass within Vestibule area 

• Dust window ledges

 

Winter Service (November — April)

 

Permanent Mats:

Using the wet/dry vacuum and the Winter B Gone solution — cleaners are to clean the permanent mats while on site.

 

Process:

• put down Easy pak winter cleaning solution 

• agitate with deck brush to breakdown salt and dirt build up accumulation. 

• use wet vacuum to pick it up

• Time spent is about 10 minutes per mat

• Maintenance of Polished Concrete Floors

• Sweepers and Scrubbers 

• Dust mop or broom dirt from floors prior to using floor scrubber 

• Sweeper and scrubbers must have soft bristle brushes

• Turn down pressure setting on sweeper to minimal setting 

• Do not allow scrubber brushes to continue to rotate when scrubber is not moving. This will cause double 'donut' shadows to be left on the polished concrete.

 

Floor Squeegees

• Utilize a cleaning solution containing a "conditioner" to lubricate the squeegee and enhance cleaning 

• A squeegee made from the softest rubber available is recommended for polished concrete.

 

Cleaning Chemicals

• Use diluted pH neutral cleaner (pH 7) at manufactureffs recommended dilution ratio 

• pH neutral cleaner is a mild cleaner. Normally one (1) to two (2) ounces per gallon of water are required to hold dirt in suspension enabling the scrubbers vacuum to remove it from the floor

• If the cleaning solution is too strong, not properly diluted, it will chemically etch a polished concrete floor

 

Notes:

• Soft nylon bristle brushes (with a thickness of between 15 to 20 thousandths is recommended) 

• Bristle brushes shall be replaced when worn to 50% of original length or one (1) inch thickness.

• Bristles should be kept clean and free of dirt build up; brushes should be flushed daily with clean water 

• Dirt brushes act as an abrasive scrubbing pad 

• Short/Stiff bristles, too much pressure, infrequent cleaning and the wrong cleaning solution will dull/harm the shine of polished floors Scrubbers should be stored with brushes in the "up" position

 

Monthly Activity

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Notes for Monthly Hard Surface Cleaning 

• Move all shopping carts to have the corral area swept and cleaned. Items to be replaced prior to leaving. 

• Move all chairs under the chair wall by the furniture pad and sweep under them. Replace items prior to leaving.

 

Waste/Recycling Receptacles:

• Spot cleaning the outside of the waste and recycling receptacles, including the bins in the lunchroom, washrooms and sales floor

 

Annual Activity

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Exterior Windows - ANNUAL

• Using appropriate squeegee (supplied by Contractor) and glass cleaner (supplied by Staples) clean all interior and exterior doors and windows (if store is multi-level, the additional floors will be negotiated separately) 

• Contractor must acknowledge and close annual no charge Window cleaning work orders to verify work completion.

• Store must sign off on annual window cleaning and Contractor must be able to produce approved documents should there be any inquiries.

 

On-call Service

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Strip/Scrub

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Our goal is to maintain a high shine "wet look" floor. We want to present a clean and well maintained image to our customers. Store traffic and geographic location will play a role in determining the frequency of the periodic work required to achieve and maintain this standard. As our representative on site it is the expectation that our Contractors will recommend and advise (based on floor appearance) when a strip/scrub is required.

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Strip and Wax

The Strip and Wax cleaning includes removal of all layers of old floor finish and any imbedded dirt right down to the bare VCT and then reapplying several coats of fresh floor finish as protection against dirt build-up brought on by foot traffic from daily wear. This Strip and Wax cleaning includes the laminate floor in the furniture area. 

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Remove all displays/rolling baskets/boxes/chairs (responsibility of Staples)

• Move all copy equipment on wheels (responsibility and discretion of Staples)

• Dust mop floor and pick up waste (using a putty knife or scraper to pick up gum and labels). 

• Set up Wet Floor signs 

• Use an edging tool or scraper to clean the edges.

• 5 coats of wax to be used for the Strips 

• The finish will be applied to the edge, but not the kick plates or on the carpet border strip.

• Cleaners shall follow manufacturer specifications for using the wax product, and proper auto-scrubber pads and Burnisher equipment

 

STRIPS - Shall take place during the months of April and May; will take two to three full overnight shifts depending on store size

 

Scrub and Wax:

A scrub and wax includes the process of top scrubbing which means the removal of top layers of floor finish which are typically imbedded with dirt. Even though daily floor care procedures are performed, the top layers of finish have dirt imbedded in them from foot traffic and abrasive soils. This includes the laminate floor in the furniture area.

• Remove all displays/rolling baskets/boxes/chairs (responsibility of Staples/BEG)

• Dust mop floor and pick up waste (using a putty knife or scraper to pick up gum and labels). 

• Set up Wet Floor signs o 3 coats of wax to be used for the Scrubs 

• Cleaners shall follow manufacturer's specifications for using the wax product, and proper auto-scrubber pads and Burnisher

 

SCRUBS - Shall take place during the months of October— November; will take one overnight shift

 

Contractor Responsibility:

Contacting Staples Site Manager to confirm dates of Strip/Scrub at least two weeks in advance

• Advising Store - quantity of product to order. Ensuring the product has arrived, prior to start of project 

• Ensuring Work Order (WO) has been received, prior to start of project 

• Contractor to follow up with the Site Manager after the Strip/Scrub to ensure satisfaction

• One list is to be provided to Staples Facility Services group with dates of work completed, including WO # and Store comments advising of satisfaction 

• For the waste disposal of unused product, Contractor will adhere to local laws. It is generally acceptable to be disposed of through the sanitary line (ie/the mop sink or toilet). Please review with Site Manager prior to disposal.

 

Store Responsibility:

• To confirm dates with the Contractor o To submit 2 work order requests — one for NOVAR (BAS) to have the HVAC/Lighting kept on overnight for the work to be completed; one for having the Strip/Scrub completed o The required product is to be ordered via www.ewav.ca

 

Notes for both Strips and Scrubs:

• Schedules are to be coordinated with the store at least two weeks in advance. This is to ensure product is ordered and HVAC & Lighting Schedules are updated.

• Two cleaning staff minimum; cleaners to be locked in the store and will not be let out until the opening manager arrives the next day o Cleaners may need management to provide access to one or more office.

• Store sections being cleaned each night to be determined in advance with the store

 

Washroom Sanitization: on call service

Inspect the Area

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• Flush toilets and urinals. Put toilet seats in the down position

• Inspect for damaged areas around toilets and walls and report to site manager to prevent further damage

• Pick up excess paper and garbage 

• Remove any objects in the way of cleaning (garbage cans, plungers)

• Locate electrical plugs and vents to avoid directly spraying.

• Dust any high vents, dispensers or areas you won't be cleaning

• Set up Wet Floor signs (supplied by Staples)

 

Cleaning Process

• Spray chemical and cover entire surface area of each fixture and the floor 

• Blast chemical into any floor drains to help kill bacteria and odour 

• Agitate the entire floor surface with the Deck brush, paying attention to grout lines and heavy traffic areas.

• Sanitize wall surfaces (up to waist height) including high-touch surfaces like door handle or push plate and light switch.

• Rinse all fixtures and mirrors.

• Use the squeegee to clean water from the mirrors and other flat surfaces

• Use a towel 10 Wipe the Faucets, and Fixtures so they Sparkle 

• Vacuum the entire floor to remove all standing water, bacteria and dirt. 

• Replace any objects removed for cleaning

 

Notes: Frequency of service activity will vary by Site. A separate no charge work order will be issued for track