BUILDING AND WINDOW CLEANING SERVICES

Transcription

1 TENDER FOR BUILDING AND WINDOW CLEANING SERVICES TEN 2015/27 PART C (i) SPECIFICATIONS, SITE PLANS AND SUPPORT DOCUMENTATION Page 1

2 CONTENTS 1 SERVICE OVERVIEW ACCESS TIMES KEYHOLDING SWIPE ACCESS BUILDINGS WITHIN THE CONTRACT COMMUNICATIONS STAFFING UNIFORMS AND PROTECTIVE CLOTHING WASTE MANAGEMENT USE OF PREMISES DISPOSABLE MATERIALS INSPECTIONS CUSTOMER CARE RESOURCES SUSTAINABILITY CLIENTS RESPONSIBILITIES SAFETY INSPECTIONS AND MAINTENANCE REPORTING CLEANING SPECIFICATION APPENDICES..42 Page 2

3 1 SERVICE OVERVIEW 1.1 General The University of East London is seeking Competitive Tenders for Building and Window Cleaning. Competitive tenders will only be accepted from invited organisations. The tenders shall be strictly based on the requirements and conditions set out in the Contract documents. 1.2 The UEL community We are a vibrant University with a vision to bring transformational academic and enterprising opportunities to those in our region. We seek to do this through diversity, partnership and excellence in teaching and research. We have been educating individuals since 1898 and we are now one of the most diverse universities in the UK, with more than 120 nationalities represented on our campus The University of East London (UEL) is a global learning community. Our vision is to achieve recognition, both nationally and internationally, as a successful and inclusive regional university proud of its diversity, committed to new modes of learning which focus on students and enhance their employability, and renowned for our contribution to social, cultural and economic development, especially through our research and scholarship. We have a strong track-record in widening participation and working with industry Our Ambition and Values In emphasising our ambition to become London s leading university for Civic Engagement, we will effectively extend an invitation to all our students and staff to participate in the living lab that east London represents In doing so we will become best in class in confronting the very challenges that our students face. Many of our students are often the first in their family to attend university and invariably have already demonstrated levels of resilience and achievement that are remarkable in their own right In providing them with the opportunity to become change agents who help to transform their own communities, we will ensure that they are equipped with the levels of educational attainment and employment that they need to succeed in their future careers. In short, we will achieve recognition nationally and internationally as an institution that puts inclusivity alongside inspiration In achieving this, our values as an institution will continue to pivot around our four key commitments: Social Mobility Ensuring that our students have the opportunity to initiate change in their lives, maximise their potential and attain the educational experience that enables them to succeed in their chosen career, whatever their background Social Justice Ensuring we remain committed to the principles of equality and diversity and that we continue to stand against all forms of discrimination and injustice Page 3

4 Social Innovation Working with our communities to deliver applied and sustainable solutions to the societal and environmental challenges that we face Social Cohesion Empowering our students and staff to become ambassadors and active citizens for the long term benefit of their communities 1.4. Our Corporate Objectives Our strategy around civic engagement is supported by our four key corporate objectives, focused on: 1. Learning by doing learning, teaching, employability and student success We will connect our students to a successful future by broadening their horizons and extending their understanding, inspiring them to take on new challenges and transforming their life story, improving rates of educational attainment and graduate employment in the process. 2. Creating and disseminating knowledge and ideas that make a difference We will carry out research and enterprise to build a strong international reputation and collaborate with other educational establishments nationally and internationally to develop high-quality research that will benefit society and industry. 3. Connecting students, staff and communities We will explore and exploit new opportunities to build partnerships that benefit our students and our communities, facilitated and supported by our staff. 4. Developing our infrastructure and services facilities and people We will continue to invest in technology and in upgrading our estate and our facilities, so that our staff have the right spaces, systems and support to perform at their best and our students to reach their full potential. 1.5 Key Cleaning Service Objectives To provide a service which fully complies with the service standards and frequencies and meets the reasonable needs of all customers. To support UEL in maintaining its ISO standard accreditation and in achieving UEL s Environmental Sustainability Policy objectives. To provide a service that enhances UEL s public image and enhances the staff and student experience To award a contract that ensures the cleaning front-line staff are motivated, aligned to UEL core values and objectives and supported to consistently deliver the required standard. Page 4

5 1. 6 Required Services Set out in the following Sections of the specification is a description of the required cleaning services and operating policies for the provision of the Building and Window Cleaning Services, feminine hygiene and the Contractor s involvement with waste management. 2 ACCESS TIMES 2.1 The University will endeavour to accommodate the Contractor s operating times, although we would expect any cleaning undertaken during normal Office hours would have minimal disruption to the day to day working of the University and ensure that risks of accidents are removed. Additionally we would expect cleaning within the residences flats not to commence earlier than 9 am. To assist the Contractor in their planning of resource allocation the number of students studying on site for typical academic years is outlined in Appendix F of this document and Appendix B details the term dates for 2015/16 (for information). 3 KEYHOLDING 3.1 The Contractor may be required to take responsibility for keys, keypads and alarm codes in some buildings. The Contractor will be expected to maintain a list of key holders, and make this available for inspection by the Authorised Officer or Security. The security of our assets, students, visitors and residents is paramount. The Contractor s staff must ensure they fully comply with any instruction from the Authorised Officer, keep secure areas they enter which were previously locked unless otherwise instructed and ensure they maintain a secure key management policy. Unless the Contractor can demonstrate a safer method of securing keys all UEL keys must be kept on chains or other similar device at all times and attached to the nominated cleaner / supervisor. 3.2 When not in use all keys should be kept in a key Traka secure cabinet. 3.3 General Master keys (GMK) and Master Keys (MK) will not be issued to individual cleaning operatives. If the Contractor requires access to these keys then specific request must be made by Contract Management directly with security. 3.4 In the event of loss of keys/passes, the University reserves the right to charge the Contractor for the costs associated with any key / pass loss. This includes cost to replace locks or a suite(s) of locks. 4 SWIPE ACCESS 4.1 The Contractor will be required to adhere to the University security arrangements and all contract staff will be issued with a photographic ID pass by the University. The Contractor must ensure there is a management system in operation to return passes if staff leave the Contractor s employment. 5 BUILDINGS WITHIN THE CONTRACT 5.1 The buildings included within this contract, address and room classification and sizes are outlined in the following documents: Site Address and overview for buildings, Appendix A. Site Plans and floor coverings Document C (ii), Specifications, Site plans and Support Documentation, Site measurements. Page 5

6 6 COMMUNICATIONS 6.1 The Contractor will submit a proposal on methods of daily communication between the Contractor and the University. A provision should be made to provide the University with a Help Desk function (seven days a week between the hours of 6 am and 9pm) where matters of a cleaning nature can be monitored, logged and responded to. An out of hours emergency contact number should also be provided. See Document A, Schedule All agreed forms of communication ( , voic , memo, comms log etc), will be checked on a daily basis by the Contractor s nominated person/s, and any comments made by the Client must receive a written response acknowledging the comment and if necessary, detailing any action taken as a result of the comment, or reason why the comment was generated. 6.3 This is not intended solely as a complaint system, it should also be used by the client to inform the Contractor of any events occurring within the building that may impact upon cleaning operations. 6.4 Where cleaning tasks are not carried out on a daily basis, the Contractor will make the client aware of when they will be completed at the start of the Contract. Any alterations to these times/days are to be negotiated with the client and altered by way of a Contract Instruction. Standards will be continually monitored for the life of the Contract by the Authorised and/or nominated Officer(s) or Consultant. 6.5 Within toilet areas and any other identified areas required (by the University), the cleaning operative will put the time and date of his/her last cleaning operation / inspection within the specified area. All records to be retained for a minimum of 6 months and made available for inspection by the Authorised Officer on request. 7 STAFFING 7.1 Under no circumstances should the Contractor s staff allow their children or family or friends in University buildings or areas during staff working times. Should staff under the age of 18 be employed on the contract then this needs to be notified in advance to the Authorised Officer and full risk assessment and details of supervision arrangements supplied. Final authorisation to allow under 18 s on the contract remains at the discretion of UEL. 7.2 The Authorised Officer should be kept informed of staff changes and staff will be required to wear University issued identification cards at all times while on duty. 8. UNIFORMS AND PROTECTIVE CLOTHING 8.1 The Contractor shall ensure employees are properly and presentably dressed in appropriate uniforms of work and footwear, of a type and style approved by the Authorised Officer, at all times whilst on duty. 8.2 Personal protective clothing should be worn at all times appropriate to the job/activity being carried out and in line with all relevant Risk Assessment and Method Statements. 8.3 The Contractor shall ensure that all uniforms are kept properly laundered and shall be replaced as necessary. When requested to do so or when communicating with other persons as representatives of the Contractors employees shall disclose their identity as an employee of the Contractor and shall not avoid doing so. Page 6

7 8.4 At the commencement of the contract, the Contractor will be required to liaise with the Authorised Officer regarding appropriate identification badges for staff. Staff ID badges should be worn and visible at all times while working on UEL sites. 9 WASTE MANAGEMENT 9.1 The Contractor shall be responsible for taking refuse to the appropriate nominated storage container prior to collection by the refuse Contractor observing all waste and recycling colour coding and labelling. The Contractor shall provide the appropriate receptacles required for the removal of all waste to the nominated storage container (where necessary). 9.2 The Contractor shall ensure that all waste is disposed of safely and hygienically in the storage areas and waste is not left in such a way that it may cause a health and safety risk to a third party. Where waste is placed into large compactors / skips the Contractor is required to alert the Authorised Officer of the need to arrange for the containers to be collected. This should be done one working day prior to a container(s) reaching its capacity. 9.3 The Contractor will be required to co-operate with the University on waste minimisation, in particular the recycling of cans, glass, cardboard and other materials. Visual checks of waste and segregation of all recyclable materials is required prior to disposal. 9.4 The Contractor is encouraged to use the most sustainable method of waste disposal. 9.5 The Contractor is responsible for all waste management and handling at the Docklands Campus Monday to Friday excluding University closure days as follows: Academic buildings and catering outlets (see site maps) The Contractor at the start of the morning shift will facilitate the collection of approximately 16 x 1100L euro bins from the campus compactor area and distribute them to predetermined bin sites outside of each academic building with the use of a self-powered towing vehicle. In conjunction with building cleaning teams, once bins have been filled; tow bins back to compactor area where bins will be tipped into the appropriate compactor (general waste or recycling) in conjunction with compactor protocols. In addition approximately 10 x 1100L bins must be collected, emptied and returned from outside of the Edge canteen, Costa Coffee shop, print centre and bookshop. Residential and Sports Dock (See site maps) General Waste and Recycling Bins from all 10 residential blocks and the Sports Dock totalling approximately 32 x 1100L euro bins must be towed, emptied into the appropriate compactor and returned to each block empty on a daily basis. 9.6 The Contractor will sort refuse accordingly ensuring that bins are not over filled and locked after use. Orange sacks should be used for all recyclable refuse and clear sacks shall be used for all non-recyclable and food waste. The sack colour shall then be placed into the corresponding coloured euro bin; Orange lid for recycling and Grey lid for general waste and food. 9.7 All bin store areas are to be kept clean and tidy at all times with the Contractor ensuring that any waste which inadvertently falls out of bins during the waste management process is immediately Page 7

8 cleared up and the area fully swept after each operation. The bin compactor area at the Docklands Campus is also to be swept, disinfected and jet washed on a monthly basis. 9.8 UEL will provide the towing vehicle however the Contractor will be responsible for ensuring that this vehicle is fully charged overnight and reporting any defects or mechanical break downs through daily recorded inspections to the Authorised Officer. Also ensuring that all staff involved in the operation are fully and suitably trained; this includes the risk assessments and staff training records to be kept on site. The Contractor assumes responsibility for any damage, or loss of the vehicle during its operation. All rules and regulations for the operation of mechanical equipment must be fully observed as well as speed limitations on UEL service roads. 9.9 At Stratford there are approximately 20 x 1100L bins which are permanently situated behind the Temporary lecture theatres and 039 yard which is the rear of University House. The Contractor will be responsible for collection of waste from all buildings and the transportation to these areas on a daily basis At The USS Building there are approximately 6 x 1100L euro bins situated within the access controlled bin store room. The Contractor will be responsible for collection of waste from around the building and the transportation to this areas on a daily basis where bins should then be compacted. 10 USE OF PREMISES 10.1 The permission to enter and use University s premises does not constitute the grant of tenancy of any part of the premises and is for the duration of the contract period only, or for any further period as the Authorised Officer may stipulate The Contractor accepts that: the University's Premises are provided to the Contractor solely for the provision of their agents and for no other purpose unless agreed by the University in writing The University shall provide the Contractor with office space and PC access at each of the two main sites (Docklands and Stratford). There will be a cost associated with the provision of a PC and software and external calls made from the telephone line in the office space provided. In addition limited storage will be provided to accommodate cleaning materials and consumables. 11 DISPOSABLE MATERIALS 11.1 The Contractor will be responsible for providing at their own cost all consumables and any disposable equipment that is required in the normal course of providing the services Consumables and disposable materials should be chosen according to the least environmental impact i.e. card and paper should be chosen over plastic. This will include all waste and recycling coloured sacks and toilet paper. Page 8

9 12 INSPECTIONS 12.1 The University will conduct regular monthly audits of the Contractor s performance to the required specifications. Part of the process will be to audit the Contractor s systems. The Contractor must achieve a minimum of 90% satisfaction or mutually agreed standard; as decided by the Client; refer to Part B, Standard Conditions of Contact condition The Contractor shall permit any of the University s nominated staff or consultants, or the Environmental Health Officer to inspect, without prior notice and at any reasonable time, any premises, equipment, or materials used, or proposed to be used, by the Contractor in the provision of the services, and to test and take samples from them. The Contractor shall co-operate with the above staff or inspectors to facilitate the carrying out of such inspections A copy of any report documenting such inspections will be given to the Contractor. The Contractor will supply the Authorised Officer with copies of any reports that are received in respect of inspections by any Environmental Health Inspector or any other recognised authority. 13 CUSTOMER CARE 13.1 The Contractor shall ensure that all members, staff and other users are served promptly, effectively and courteously AT ALL TIMES and shall make every effort to meet customer s needs and to take account of personal and special circumstances The Contractor shall deal with any complaints received, whether orally or in writing, in a prompt, courteous and efficient manner. The Contractor must provide a monthly return to the Authorised Officer of all complaints that they have received including the action that was taken. This will also be measured as a KPI The Contractor shall introduce a complaints procedure to ensure that customer s complaints are dealt with effectively. 14 RESOURCES 14.1 The Contractor shall not use any telephone, photocopier, or any other university resources, other than pay phones installed in any University premises without the permission of the Authorised Officer or the Officer in charge of the premises unless in the case of an emergency. 15 SUSTAINABILITY 15.1 The University recognises its responsibility to carry out its procurement activities in an environmentally and socially responsible manner. We will strive to incorporate environmental and social considerations into our product and service selection process. We recognise that it is our responsibility to encourage our suppliers and Contractors to minimise negative environmental and social impacts with the products and services they provide. We will also strive to ensure that local and smaller suppliers are not discriminated against in the procurement process and specifications. Specifically we aim to: Give preference to products and services that can be manufactured, used and disposed of in an environmentally and socially responsible way and recognising whole life-cycle costs. Ensure non-discrimination against local and smaller suppliers and a commitment to International Labour Organisation Conventions regarding workers rights throughout the supply chain. Develop an internal review process of our own consumption so that we can reduce our usage of goods and materials. Page 9

10 Ensure that sustainability criteria are included in specifications to suppliers and are used in the award of contracts, in line with UEL s Sustainable Procurement Policy The Contractor should seek environmentally friendly alternatives for all cleaning products and provide an itemised list of these choices, to include: hand soaps and hand sanitisers, generalpurpose, degreasing, disinfectants, bathroom, glass, floor, carpet cleaner and upholstery care. The Contractor will document the type, volume and concentration of all chemicals used in the cleaning process The Contractor should purchase bin liners and paper products (toilet tissue, paper towels and napkins, hand towels) containing recycled material and/or FSC certification and/or made from tree-free fibers. The Contractor should seek minimal packaging and/or maximum use of recycled or biodegradable packaging for all consumables. Furthermore, the Contractor should demonstrate maximum use of reusable containers and maximum recovery of packaging material The Contractor should reduce the exposure of building occupants to potentially dangerous chemical, biological and particle contaminants, which adversely impact air quality, health and the environment. To achieve this, all chemicals should be locked in the appropriate storage units, a Material Safety Data Sheet for all chemicals and cleaning products should be stored with the chemicals, all Cleaners should be appropriately trained on handling chemicals, all containers are suitably labelled and chemical dilution systems should be adhered to The Contractor should seek energy efficient electrical equipment and provide an itemised list of these to demonstrate commitment to whole life-cycle costs when assessing product suitability. All powered cleaning equipment (purchased, leased or used by Contractors) should have high energy efficiency ratings; for existing equipment that does not, the Contractor should evidence a phase-out plan for its replacement with environmentally preferable products at the end of its useful life. This equipment is likely to include: vacuum cleaners, hot water extraction equipment, powered maintenance equipment such as floor buffers and automatic scrubbers, propane and battery powered equipment. Also, equipment should be selected based on its efficiency with reducing chemical consumption and prolonging the life of disposable parts The Contractor should ensure that the most economic use is made of lighting facilities during the cleaning operations, taking into account safety standards and practical working requirements. Unless specified, lights should not be left switched on in unoccupied rooms where cleaners are not working and should be switched off in each room after cleaning. The Contractor should partake in staff training, where necessary, relating to turning off lights on the University premises (and on waste and recycling, mentioned previously) The Contractor should provide documentation of its comprehensive green cleaning program upon contract award and also provide written updates, including a monthly record of supply purchases, equipment purchases (in line with environmental and energy standards) and staff training The Contractor should demonstrate its commitment to local community investment and its commitment to the International Labour Organisation Conventions regarding workers rights throughout the supply chain to include: abolition of forced labour, freedom of association and Page 10

11 the right to collective bargaining, equal remuneration for men and women, absence of discrimination on the grounds of race, colour, sex, religion, opinion, social class or nationality. 16. CLIENTS RESPONSIBILITIES 16.1 Agree access times with the Contractor before the Commencement of the Contract Accept that anything other than minimal use of any area after cleaning operations are complete, is likely to have a detrimental effect on cleaning standards Provide the Contractor with a timetable of building usage which may impact upon cleaning operations, such as building refurbishment and out of hours events 16.4 Provide adequate time for periodic cleaning (where applicable) Provide adequate measures to control additional mess created by other Contractors, or pay an additional charge for the cleaning Contractor to remedy the situation Inform the Contractor via the Authorised Officer of any changes to floor surfaces prior to laying, (floors requiring special treatment may increase / reduce cleaning costs) In accordance with the Equality and Human Rights Commission 1 guidelines on the responsible procurement of cleaning services we will also endeavour to; Provide limited storage for the Contractor s equipment and materials (identified on site plans). Provide suitable access for the Contractor s staff to hot water and electricity (where available). Where space permits, provide appropriate welfare facilities such a lockers and changing areas. Allow Contractor staff access to the same facilities as client employees such as staff canteens, rest rooms and vending machines Invitation to client staff events Access to client s internal job vacancies 17 SAFETY INSPECTIONS AND MAINTENANCE REPORTING 17.1 The University has a duty of care towards its buildings users and requires the Contractor to implement a daily inspection, with supporting daily signed documentation of the following common areas (bedroom doors only during summer period where access has been required by the client to enter individual rooms). Fire doors (unless alarmed, or on magnetic locks) are operating, and are closed. All emergency escape routes (corridors, teaching space and stairways) are clear and not obstructed. Daily inspections of the Contractor dedicated cleaning cupboards and store rooms 1 Please see document found at for full list of client commitments Page 11

12 17.2 The Contractor s staff are required to immediately inform the Facilities help desk on extension 2000 or via (maintenance@uel.ac.uk) of any obvious safety concerns. 18 CLEANING SPECIFICATION 18.1 The specification below is for all sites/campuses within the contract. It is a mixture of input and output designed to give a greater flexibility as to how cleaning operations are carried out, while at the same time requiring that certain tasks be carried out to a at a specific frequency The University believes in innovation particularly where impact on the environment is concerned, methods requiring little or no chemical and a minimum of packaging are to be encouraged Any materials, machinery and equipment should be of a good quality, companies using their own labels on products manufactured by other companies are to be avoided. All materials, machinery and equipment intended for use on this contract should first be agreed with the Authorised Officer Any alterations to the contract will be made by way of a Contract Instruction. These instructions will only be able to be issued by the Authorised Officer or persons nominated by him/her All cleaning is to be carried out using appropriate materials and/or equipment i.e. in accordance with manufacturer s instructions and/or local (client) instruction. Wherever practicable, the Contractor will use methods/materials that require little or no chemical and/or water, such as micro fibre and flat mopping Where cleaning agents are to be used on surfaces/materials that may leech their colour i.e. carpet cleaning, a test should first be carried out in an inconspicuous area with the Authorised Officer s agreement The Contractors may use their own discretion as to whether mechanical or hand powered equipment is to be utilised unless specifically instructed otherwise All equipment, methods and materials to be used and provided by the Contractor including dispensers, are to be first agreed by the University s Authorised Officer. The University has a particular problem with pipes being blocked with paper etc. We are looking for products that dissolve quickly but are still suitable for purpose When wet mopping or machine cleaning, the Contractor is required to position warning signs around the area being mopped, these are to remain in situ until the risk of slipping upon the wet surface has passed. Minimum use of water should be made particularly when cleaning wooden floors and surfaces All mops, mop buckets, cloths, dusters, leathers, brushes or any other cleaning aids are to be thoroughly cleaned and hung to dry following their use each day. All such items are to be colour coded or marked to demonstrate that their use is only for within such areas Areas to be cleaned to a height requiring the use of access equipment, is not necessary. Page 12

13 Where practicable the use of extended reach equipment such as feather dusters should be incorporated Hazardous waste should be reported to the Authorised Officer, the cleaning operatives should not attempt to dispose of it themselves Cleaning operatives should not attempt to unplug computers or other specialised equipment without the consent of an authorised person such as a lecturer, technician or the Authorised Officer At no time are the Contractor s staff permitted to use fire exits as shortcuts, leave unattended fire doors propped open or use fire extinguishers to prop open doors The Contractor should assume that all cleaning is required 52 weeks of the year Monday to Friday excluding Bank Holidays and Christmas closure unless detailed otherwise within this specification. Page 13

14 SPECIFICATION CONTENTS 1. MINIMUM STANDARDS SPECIFICATION DEFINITIONS STUDENT RESIDENCES NON RESIDENTIAL ACCOMMODATION TOILETS 3.2 MIRRORS, NOTICEBOARDS & SIGNAGE 3.3 SKIRTINGS / LEDGES / SHELVES / REVEALS / ARCHITRAVES AND MOULDINGS / SILLS / TRUNKINGS / SWITCHES 3.4 FLOORS / STAIRS 3.5 WALLS 3.6 DOORS 3.7 FURNITURE 3.8 RADIATORS / CONVECTORS / PIPES / VALVES / FIRE APPLIANCES / HAND RAILS 3.9. WASTE, CIGARETTE AND RECYCLED BINS 3.10 CLASSROOMS / BOARDROOM SET-UP 3.11 EXTERNAL AREAS 3.12 DAY TIME CLEANER(S) 3.13 PERIODIC CLEANING 3.14 AUDIO VISUAL / COMPUTER / TELECOMMUNICATIONS / SPECIALIST EQUIPMENT 3.15 SAFETY INSPECTIONS 4. CALL OFF CLEANING RESIDENCES / CONFERENCE CLEANING 4.2 CLEANING OF CURTAINS 4.3 CAPTIVE TOWEL SERVICE 4.4 WINDOW CLEANING 4.5 STUDENT RESIDENCES ADDITIONAL CLEANS 5. ADDITIONAL ITEMS...40 Page 14

15 1. MINIMUM STANDARDS SPECIFICATION DEFINITIONS 1.1 GENERAL 1.2 HARD FLOORS 1.3 SOFT FLOORS Removal of loose debris Removal of impacted debris Spot mop Full mop Scrub Burnish/ Polish Spot clean Full suction clean ACCEPTABLE ON COMPLETION Free from litter, debris, dust and loose foreign matter. Free from impacted debris e.g. chewing gum, labels etc. Dry and free from spillages removable stains, superficial marks and loose debris. Has uniform appearance and is dry and free from spillages, removable stains, superficial marks and loose debris. no evidence of any accumulation of slurry of soaps, or residues of other cleaning agents See Appendix L for Sports Dock Dry and free from spillages, removable stains, ingrained dirt, scuffmarks and impacted debris. Of uniform appearance. Dry and free from removable stains, spillages, scuff marks and debris. Has even sheen. See Appendix L for Sports Dock Free from visible loose debris, dust, fluff and lint, removable stains and matter. Free from visible loose debris, dust, fluff and lint. Overall even appearance Free from impacted debris, dust, fluff and lint. Overall bright Deep clean appearance. Free from removable stains. Odour free. 1.4 VERTICAL SURFACES AND HIGH/LOW LEVEL INC. GLAZING Free from visible loose Dust debris, dust and cobwebs. Page 15 ACCEPTABLE BETWEEN CLEANING TASKS Debris arising from usage between cleans. Debris arising from usage between cleans. Debris and spillages arising from usage between cleans. Debris and spillages arising from usage between cleans. Debris and scuff marks arising from usage between cleans. Debris and scuff marks arising from usage between cleans. Debris arising from usage between cleans. Debris arising from usage between cleans. Debris arising from usage between cleans. Debris arising from usage between cleans UNACCEPTABLE Build-up of litter, debris, dust and loose foreign matter. Build-up of impacted debris. Build-up of spillages, removable stains, superficial marks and loose debris. Build-up of spillages, removable stains, superficial marks and loose debris or soap slurry, Having a non-uniform finish. Build-up of removable stains, spillages, ingrained dirt, scuffmarks and impacted debris. Of non-uniform appearance. Non-uniform appearance, build-up of removable stains, spillages, loose debris and scuff marks. Build-up of removable debris dust, fluff, lint, stains and matter. Accumulation of the above around soft floor edges and bases of furniture. Build-up of removable debris, dust, fluff and lint. Accumulation of the above around soft floor edges and bases of furniture. Build-up of impacted and loose debris. Removable stains. Unacceptable odour. Build-up of loose debris and dust on vertical surfaces and at points of

16 Damp wipe/soft wash Damp wipe/full wash ACCEPTABLE ON COMPLETION Free from impacted debris, dust, cobwebs and removable stains/ graffiti. Free from impacted debris, dust, cobwebs and removable stains, graffiti. Uniform appearance. 1.5 FURNITURE, FIXTURES AND FITTINGS Inc. MIRRORS and GLAZING Dust Damp wipe/wash Polish 1.6 SANITARY FITTI NGS INC. Toilets 1.7 External Areas Damp wipe/wash Deep clean Bins Litter pick Free from visible loose debris, dust and cobwebs. Free from impacted debris, dust, cobwebs and removable stains. uniform appearance. Dry, with no evidence of residual cleaning agents. Dry and free from removable stains, spillages and debris. Has bright even sheen. Free from finger-marks and smears Free from impacted debris, dust, removable stains, limescale, body fats and fluids. Uniform appearance. Dry and Odour free. Free from impacted debris, dust, removable stains, body fats and fluids, scale and verdigris. Uniform appearance. Dry and odour free. Free from impacted debris, dust, removable stains, and fluids. Uniform appearance. Dry and Odour free. Free from debris, litter, gum, cigarette ends, dirt, spillages or build-up of seasonal leafs. Page 16 ACCEPTABLE BETWEEN CLEANING TASKS Debris, dust and stains arising from usage between cleans. Debris, dust and stains arising from usage between cleans. Debris arising from usage between cleans. Debris, dust and stains arising from usage between cleans. Debris and marks arising from usage between cleans. Debris, dust and stains arising from usage between cleans. Residual odour. Debris, dust and stains arising from usage between cleans. Residual odour. Debris, dust and stains arising from usage between cleans. Residual odour. Debris, dust, litter, gum and leafs arising from usage and weather conditions between cleans. contact with horizontal surfaces. UNACCEPTABLE Build-up of impacted debris and dust on vertical surfaces. Removable stains. Build-up of impacted debris and dust on vertical surfaces and at points of contact with horizontal surfaces. Removable stains and smears. Build-up of loose debris and dust on horizontal surfaces and at points of contact with vertical surfaces. Build-up of impacted debris and dust on vertical surfaces and at points of contact with horizontal surfaces. Removable stains and smears. Non-uniform appearance/ build-up of removable stains, spillages, loose debris, marks and excess polish. Build-up of impacted debris, dust, limescale and fats on all surfaces and at points of contact with horizontal surfaces. Removable stains and smears. Build-up of impacted debris, dust, fats, scale and verdigris on all surfaces and at points of contact with other surfaces. Removable stains and smears. Build-up of impacted debris, dust, on all surfaces. Removable stains and smears. Build-up of removable debris, litter, cigarette butts, gum and seasonal leafs. Accumulation of the above around external seating, fixtures, walkways and paths.

17 2. STUDENT RESIDENCES The University offers 37 weeks residential student accommodation within the onsite Student Village at the Docklands Campus. We offer accommodation for both undergraduate and postgraduate students ranging from en-suite rooms in shared flats to studio apartments. The University has a duty of care towards its buildings users and requires the Contractor to implement a daily inspection, with supporting daily signed documentation of the following common areas (bedroom doors only during summer period where access has been required by the client to enter individual rooms). Fire doors (unless alarmed, or on magnetic locks) are operating, and are closed. All emergency escape routes (corridors, teaching space and stairways) are clear and not obstructed The Contractor s staff are required to immediately inform the Facilities help desk on extension 2000 or via (maintenance@uel.ac.uk) of any obvious safety concerns. Daily Housekeeper In addition to the evidenced daily clean outlined below; a provision shall be made between hrs for a Residencies Housekeeper to exclusively service the internal (up to flat doors) and external residential communal areas throughout the University; Monday to Friday and weekends 52 weeks excluding Bank Holidays. The Housekeeper must maintain the appearance of all areas as detailed in the daily specification. 2.1 Student Rooms Daily cleaning of student rooms will not be required during term time. At the end of Semester B, all rooms will require a turnaround clean see para 2.6 to this specification. In addition there should be provision for approximately 80 rooms to be deep cleaned at the end of Semester A End of Semester B, all rooms are to be turned-around prior to beginning of conference season. A maximum of rooms will be required by 1 st July in any given year, some may be required before depending on business needs The Contractor should make an allowance for the removal of approximately one bag of rubbish per room post June check out During Semester B, all student pod bathrooms are to receive a deep clean to remove the buildup of body fat and grime and descale toilet to alleviate the pressure of end of year cleaning. Midyear clean should be carried out to minimum spec. (see section 1.6) 2.2 Kitchens Once Per Week Floors All hard floor surfaces must be cleaned as per minimum spec (see section 1.2). Floors must be safe and not slippery. Some slight scuffing may be apparent but the dressing must be complete 2 This number is an estimate based on past year figures, so numbers may vary Page 17

18 and intact without evidence of powdering, discolouration or build up. In addition, there should be no evidence of food, debris, grease or spillages and the floors should be disinfected Furniture and equipment All furniture, fittings and equipment must be cleaned as per minimum spec (see section 1.5). All accessible surfaces of cookers, microwaves, toasters, kettles, heaters/fountains, vending machines and refrigerators must be free from dust, soil, removable stains, crumbs and food debris. In addition, there should be no evidence of carbon residue, grease or spillages and the surfaces should be disinfected. Equipment should only be cleaned in accordance with the manufacturer s instructions During term time only the exteriors of fridges should be cleaned as per minimum spec (see section 1.5) during non-term times the interiors of refrigerators must be dry, and free from soiling and food debris. Notify the residences Office if there is excessive ice within the freezers The interiors of microwaves must be dry and free from soiling and food debris Draining boards, sinks, wash hand basins, taps, overflow outlets, chains, plugs, pipework and supports must be cleaned as per minimum spec (see section 1.5 and 1.6). Cleaning staff must not wash students dishes but move them to one side in order to clean the areas listed Cupboards, external doors to of cupboards, exposed shelves, radiators, vents, and grills must be cleaned as per minimum spec (see section 1.5) All General Waste and Recycling bins must be emptied, cleaned and dried inside and out and replaced in their original locations Walls/doors/window frames All walls, skirtings, dado-rails, covings, radiators, pipes, vents, grilles, doors, door-frames, fittings and glass panels, window-frames and sills must be cleaned as per minimum spec (see section 1.4) In addition, there should be no evidence of food debris, grease or spillages and the surfaces should be disinfected The Contractor is asked to adopt a vigilant approach when entering kitchens and to be proactive in the reporting of all maintenance defects (to the Maintenance Help Desk), Health & Safety breaches or other anomalies (to the Residences Office). 2.3 Communal Areas: /Lifts/Stairwells/Corridors and Lobbies Monday to Friday excluding Bank Holidays (37 weeks) Daily All hard floor surfaces in corridors and lobbies must be cleaned as per minimum spec (see section 1.2) Floors must be safe and not slippery. Some slight scuffing may be apparent but the dressing must be complete and intact without evidence of powdering, discolouration or build up. Page 18

19 2.3.2 All carpets, mats and mat-wells and soft floor surfaces must be free from grit, dust and debris with no apparent stains. They must be clean and dry Any shopping trolleys or home delivery crates found within these areas to be immediately removed to a designated area as agreed with the Authorised Officer Carry out litter picking to seating areas outside of Aqua East and all benches, seating areas and walkways around residences. Remove all debris such as bottles, cans, newspapers, cigarette butts 3 and left over food. Damp wipe benches and tables as needed All ground floor walls/doors/window frames, skirtings, dado-rails, covings, radiators, pipes, vents, grilles, doors, door-frames, fittings and glass panels, window-frames and sills must be cleaned as per minimum spec (see section 1.4) Stairs including treads, risers, nosings, banisters, balustrades, handrails, ledges and protective wire guards where present must be cleaned as per minimum spec (see section 1.2). Treads and risers are to be treated as floors details above Walls and high level surfaces and fittings must be cleaned as per minimum spec (see section 1.4) to full height. Particular attention should be paid to the vented doors and grills on the ground floors to ensure these are damp wiped All body spills are to be included in the annual cost of cleaning. This includes the cost to carry out the clean-up as well as associated consumables and body spill kits. It is estimated that we experience approximately 20 of these per year. This figure is an estimate only as occurrences can increase or decrease depending on varying circumstances Clean lift(s) including floor, skirting, mirror, and panels and vacuuming out door runner using appropriate cleaning materials. Ensure all surfaces are cleaned as per minimum spec (see section 1.5). Chrome surfaces inside and outside of the lift should be polished to a high shine and free from finger marks All areas outside main entrance doors to each block must be swept daily and walls cleaned down around the door areas so they are free from debris/footmark. 2.4 Launderettes Located in Clare and Longbridge House, require the following service standard to be in evidence daily All hard floor surfaces must be cleaned as per minimum spec (see section 1.2). Floors must be safe and not slippery. Some slight scuffing may be apparent but the dressing must be complete and intact without evidence of powdering, discolouration or build up Furniture and equipment All furniture, fittings and equipment, including the external surfaces of the washing and drying machines, waiting chairs/benches must be cleaned as per minimum spec (see section 1.5) 3 Special attention must be made to the extraction and removal of cigarette butts which become embedded in the footpaths and gravel next to the footpaths. Page 19

20 2.5 Glazed areas on Ground floor The following required service standard is to be in evidence daily The glazed areas (doors and panels) to the ground floor entrance lobbies and additional glazed areas within these lobby areas to be cleaned as per minimum spec (see section 1.5) and posters All windows ledges on ground floor of residential areas to be clean and free from stains, marks dust and grime build up. Equipment: Under no circumstances must any computer or computer-related equipment be touched, moved, or disturbed in any way. Cleaners must ensure that only the correct power sockets are used for cleaning equipment i.e. not those specifically dedicated for computer use. If in doubt, cleaners should consult the University staff. 2.6 Post Semester B Turn-Around Following the end of Semester B when students vacate rooms the Contractor is required to conduct a turn-around clean to facilitate the rooms for use of summer conferencing. It is advised that the staffing level would need to be increased to deal with the demand during this short period Rooms will be released to the contractor on a flat by flat, block by block basis by Residential & Conferencing Services. RCS will endeavour to provide rooms which are vacated early to the Contractor, however the students are able to occupy until the last day of the tenancy and therefore no room is guaranteed to vacate until that point It is anticipated that 300 rooms will be required before the end of the first week. The remaining balance of rooms will be for the following week. In all years the full balance of rooms will be required by 1 st July Bedroom Vacuum carpets, dust and damp wipe furniture, clean pods and high level areas and shelving. Wash down of walls, doors, paintwork and window surround, remove all rubbish (allow for one bag of rubbish per room). Remove and dispose of all shower curtains Kitchens and corridors inside flats Clean all kitchen cupboards, remove grease, spillages etc. Wash down walls, skirting, paintwork, steam clean flooring, wipe down shelving, large volume of rubbish removal, clean oven, grill, hob and fridge freezer. Defrost fridge(s) and freezers(s). Clean the internal surfaces of all glazed areas Common Areas: All floor spaces up to and including flat door Vacuum, dust and remove all debris. Clean all lifts as in Clean Launderettes as in 2.4 above. Page 20

21 2.7 Pre Semester A Deep-Clean At the end of the summer conference season (usually occurs late August), rooms will require a deep clean and be handed back to the contractor on a block by block or flat by flat basis to facilitate occupancy of term time students The rooms will be required to be completed one week before the check in time to allow time for pre-check in inspections. a. 100 rooms (approximately) before 1 st September less one week b. 100 rooms (approximately) before International Welcome Programme start date c. Balance of rooms before Welcome Weekend less one week During this period, internal window cleaning (Inc. common areas and kitchens) should take place of all blocks to be ready prior to 1st September Bedroom Vacuum carpets, dust and damp wipe furniture, clean pods and high level areas and shelving. Wash down of walls, remove all rubbish (allow for one bag of rubbish per room). Steam clean extraction to; mattress, carpets, curtains and bedroom chair. Clean the internal surfaces of all glazed areas. Re-hang all shower curtains which will be supplied by the University Kitchens and corridors inside flats Clean all kitchen cupboards, remove grease, spillages etc. Wash down walls, skirting steam clean flooring, wipe down shelving, large volume of rubbish removal, clean oven, grill, hob and fridge freezer. Defrost fridge(s) and freezers(s). Clean the internal surfaces of all glazed areas. Vacuum carpets, wash down all walls, doors and paintwork in corridors inside flats. Floors moped, surfaces wiped down and all bins emptied Oven Cleaning In addition and as part of the oven cleaning regime, the glass panels on all oven doors and rubber seals must be unscrewed and surfaces cleaned throughout to minimum standard specification (see section 1.5). Training will be provided by the University maintenance team on best practice of removal of oven glass and rubber seals. This will then be the Contractor s responsibility to carry out on an annual basis as part of the pre semester deep clean Common areas: All floor spaces up to and including flat door Full carpet clean as per minimum specification (see 1.2) and detailed within subsequent para within Periodic Cleaning for non-residential accommodation. Clean the internal surfaces of all glazed areas. Wash down walls and paintwork as necessary. Clean all lifts as in Window Cleaning (see section 4.4 for specification) The Contractor is to carry out the cleaning of windows in accordance with a predetermined programme, to be agreed with the University. All times and dates are to be strictly adhered to. The Contractor will provide seven days written notice of dates to the Authorised Officer. Page 21

22 3. NON RESIDENTIAL ACCOMMODATION 3.1 TOILETS/SHOWER ROOMS Wash hand basins / sinks / taps / surrounds / pipes / shower trays The inside and outside of sinks and shower trays shall be cleaned daily and as necessary throughout the teaching day as per minimum spec (see section 1.6) The Contractor shall ensure that waste gratings are kept free from obstruction Urinals All surfaces are to be cleaned daily as necessary throughout the teaching day with a solution recommended by the manufacturer, or other such solution fit for the purpose. Particular attention should be paid to, flushing cisterns, flush pipes, urinal channels, water management devices, and other fittings. To avoid the build-up of uric acid, verdigris and other stain build up; the Contractor shall employ a programme of regular de-scaling Toilets The internal and external surfaces of pans shall be cleaned daily and as necessary throughout the teaching day as per minimum spec (see section 1.6) with particular attention being paid to traps. All WC. seats, covers, cisterns and lids, shall be disinfected daily, cleaned, dried, and polished. All other WC fittings shall be cleaned as appropriate to the fitting. To avoid the buildup of lime scale, the Contractor shall employ a programme of regular de-scaling Shower Curtains Shower curtains are to be cleaned as per minimum spec (see section 1.4). The frequency should be as is necessary to ensure that the curtains are maintained free of stains, marks and drips Mirrors Mirrors within W.C. areas shall be cleaned as per minimum spec (see section 1.4) as necessary throughout the teaching day Walls, cubicles, other surfaces, fixtures and fittings Shall be cleaned and dried as per minimum spec (see section 1.4) Grouting is to be treated with a fungal inhibitor where fungal growth is encountered Floors and skirting areas To be cleaned daily and as necessary throughout the teaching day using an appropriate cleaning agent and method cleaned as per minimum spec (see section 1.2). Particular attention should be given to edges, corners and skirting boards Electric hand driers (where applicable) and soap dispensers Electric hand driers shall be cleaned as per minimum spec (see section 1.6) daily and as necessary throughout the teaching day. Soap dispensers should be regularly checked / replenished to ensure at no times users of the facilities are without soap. Page 22

23 The University requires the Contractor to only use either antiseptic or antibacterial soaps within the toilet / hand washing areas Toilet brushes, holders, soap dispensers and Toilet Paper Holders (non-residential areas only) The Contractor is required to replace, where necessary, in W.C. s, toilet brushes and holders, sufficient soap dispensers and these shall be kept clean and free of drips and stains. Toilet paper holders and soap dispensers should be regularly checked / replenished to ensure at no times users of the facilities are without sufficient paper and soap. The Contractor shall use quick dissolving toilet paper to minimise the possibility of toilet blockage. If the Contractor wishes to implement alternative types of toilet paper or soap dispensers which are different from the existing, any additional cost will be at Contractor s expense Waste bins/baskets/feminine Hygiene Waste from all waste bins within WC. areas is to be removed daily, and as necessary throughout the day. The bins themselves are to be cleaned as per minimum spec (see section 1.6). The waste is to be removed and taken to the appropriate receptacle. The Contractor is asked to provide and manage the contract for all feminine hygiene bins (see appendix K). Bins are to be provided inside every female, dual sex and disabled WC. The bins are to be cleaned as per minimum spec (see section 1.6). The Contractor is to ensure that the appropriate collection frequency is in place so that bins do not over flow or smell. Bin shoot lids should be closed and excesses or protruding general waste (toilet paper, crisp packets) removed. Where necessary the Contractor will be responsible for rotating the bins with any surplus held in storage Aids for the disabled All rails, seats, guards, barriers are to be cleaned as per minimum spec (see section 1.4). Specialist equipment and seats are to be disinfected daily Frequency for the above: To be inspected for cleanliness and the replacement of consumables not less than every 2 hours between and In addition, all ground floor toilets in buildings detailed in the table below, must receive an additional clean and disinfection of toilet pans and urinals/troughs as per minimum spec (see section 1.6) during the afternoon (12noon ) in term weeks. Docklands Campus East Building Library AVA Building Stratford Campus Conference and Computer Centre University House Library Time, date and name of person undertaking inspection and cleaning to be noted on appropriate log sheets adjacent to toilets. Contractor must not complete the log sheets ahead of time or if the scheduled visit has not taken place Libraries and Computer Conferencing Centre (ST) Toilets and bins within the Libraries on all sites and Computer Conferencing Centre at Stratford to be cleaned 7 days per week (Monday to Sunday). Page 23

24 Sports Dock (DK) In addition to scheduled daily cleaning the Contractor is required to provide a janitor to provide cleaning services to the Sports Dock exclusively between the hours Monday Friday and Saturday and Sunday. Toilets and changing rooms on the ground, 1 st and 2 nd floors which are considered sports areas to be cleaned 7 days per week (Monday Sunday) and inspected and cleaned where necessary every hour between 0600 and All other toilets within the building i.e. teaching and office area toilets cleaned as per 5 day frequency schedule. The Sports Areas of the Sports Dock are open every day year round, with the exception of Christmas, Boxing and New Year s Day USS Building Toilets throughout the building to be cleaned 6 days per week (Monday to Saturday during teaching weeks and Monday to Friday during non- teaching weeks. See appendix B for academic calendar) as per minimum spec (see section 1.6). Toilets to be inspected for cleanliness and the replacement of consumables throughout the teaching day not less than every 2 hours between and term time ( non-term time). In addition all toilets in the building, must receive an additional full clean and disinfection as per minimum spec (see section 1.6) between in readiness for the start of evening classes. Time, date and name of person undertaking inspection and cleaning to be noted on appropriate log sheets adjacent to toilets. 3.2 MIRRORS, NOTICEBOARDS, TEACHING SPACE WHITE BOARDS & SIGNAGE All mirrors, notice boards, and signage, irrespective of material, are to be cleaned as per minimum spec (see section 1.5) All whiteboards to be wiped to remove all marks and lecture notes from previous days teaching. They should be thoroughly cleaned with appropriate solution where necessary to ensure any permanent pen marks or build up are removed daily. 3.3 SKIRTINGS / LEDGES / SHELVES / REVEALS / ARCHITRAVES AND MOULDINGS / SILLS / TRUNKINGS / SWITCHES All areas and locations To be cleaned as per minimum spec (see section 1.4). Area Schedule Comments Atrium 2 x Weekly 2 x weekly Only applicable during opening dates Bars See Appendix N. Classrooms/Boardroom 1 x weekly Computer Rooms 1x weekly Corridors 1x weekly Drama Rooms 1 x weekly Hospital/Clinical Daily Staff Kitchens/ Restrooms / Home Economics 2 x weekly Page 24

25 Computer Laboratories 4 /Workshops Lecture Theatres Library Meeting Rooms Nursery Offices Prayer Rooms Area Schedule Comments 1x weekly 1x weekly 1x weekly 1x weekly 2x weekly 1x weekly 1x weekly The Stratford Laboratories in University House are excluded undertaken by Lab Technicians Knowledge Dock Labs where there is clear access, excluding areas which are taped off 49 weeks annually (excluding 5 bank holiday days and 2 weeks Xmas closure) Gym, Studios, Aerobic spaces, Sports Dock (Sports Facilities) 2x Weekly changing etc. Reception Areas 2 x weekly Mon Fri common areas only Restaurants 2 x weekly Only applicable during opening dates See Appendix N. USS Building 1x Weekly 3.4 FLOORS / STAIRS To be cleaned as per minimum spec (see section 1.2 and 1.3). Area Schedule Comments Bins and removal of rubbish 7 days a week The Atrium (Docklands), is to be cleaned by way of a scrubber dryer using a twister pad The parts of the floor (irregular surface) needs to be cleaned by way of a scrubber dryer, this needs to be a brush rather than a twister pad Atrium 5 x Weekly due to the surface. Bars 7 x weekly Only applicable during opening dates See Appendix N. 3 x weekly + spot Bins emptied 5 days a week. Broken furniture and fittings should be reported to the Facilities Classrooms/Boardroom mop/vacuum help desk ext.2000 on a daily basis Computer Rooms 3 x weekly + spot mop/vacuum Bins x 5 per week. CC Building bins 6 days Corridors/stairs (main) 5 x weekly 4 It should be noted that Computer Laboratories are different from Computer rooms and contain specialist computer equipment and instruments and are restricted access areas. Page 25

26 Corridors/stairs (back) Drama Rooms Hospital Staff Kitchens/ Restrooms / Home Economics 1 x weekly 5 x weekly 5 x weekly 2 x weekly Computer Laboratories/Workshops 5 x weekly 3 x weekly + spot Lecture Theatres mop/vacuum Library Meeting Rooms Nursery 3 x weekly + spot mop/vacuum 1 x weekly 5 x weekly and as needed Page 26 As defined by Authorised Officer not at the discretion of the contractor The Clinical areas (Including waiting area) to be also cleaned in between clinics (early morning and mid-day) Knowledge Dock and AVA Where there is clear access, excluding areas which are taped off Bins emptied 5 days a week. Increase to two additional cleans per day during exam periods (noon and evening) 6 weeks per year. 49 weeks annually (excluding 5 bank holiday days and 2 weeks Xmas closure) Offices 1 x weekly Bins x 5 per week Bins emptied 5 per week. Prayer Rooms 2 x weekly Sports Dock (Sports See Appendix L for specialist cleaning regime Facilities) 7x Weekly Reception Areas 6 x weekly Hubs DK/ST 6 times per week during term time plus additional afternoon spot check to remove litter, empty bins as necessary. Docklands Reception only 5 days per week Restaurants 5 x weekly Only applicable during opening dates, See Appendix L and N. USS Building 6 x weekly Mon Sat (teaching weeks only) bins emptied 6 days a week Mats & Mat Wells: including barrier matting and lifts, to be cleaned daily. Polished floors will be machine buffed weekly or in accordance with any instruction issued by the Authorised Officer. The Sports Hall and all flooring within the Sports Dock should be cleaned while adhering to the guidelines as detailed in Appendix L of the tender document. It is important that the Contractor take careful note of all the cleaning techniques and specialist products required to maintain the flooring within the Sports Dock and cost appropriately. Any costs which result from damage to the floor due to the incorrect cleaning methods being employed will be passed on to the Contractor.

27 3.5 WALLS Painted wall surfaces All stains, marks including graffiti (internal) to be removed using agents, materials and methods that will not damage the wall covering. Such walls should be cleaned as frequently as is necessary as per minimum spec (see section 1.4). Graffiti (internal) is to be removed within 2 working hours of notification Papered wall coverings These surfaces should be cleaned as frequently as is necessary according to the exact demands of the individual surface. In all cases where cleaning agents are to be used, a small area should be tested in an inconspicuous spot first. Marks that cannot be removed must be reported to the client at the first opportunity. This should be cleaned as per minimum spec (see section 1.4) Specialist coatings These surfaces are to be cleaned as frequently as is required as per minimum spec (see section 1.4). Such areas are to be cleaned using only agents recommended by the coating manufacturer. The Contractor shall instigate a polishing programme in accordance with the manufacturer s specific instructions and at intervals to suit the covering where applicable. Area Schedule Comments Only applicable during opening dates See Bars As required Appendix N. Classrooms/Boardroom As required Computer Rooms As required Corridors As required Drama Rooms As required Hospital As required Staff Kitchens/ Restrooms / Home Economics As required Computer Laboratories/Workshops Lecture Theatres Library Meeting Rooms Nursery Offices Prayer Rooms As required As required As required As required As required As required As required Page 27 The Stratford Laboratories within University House are excluded undertaken by Lab Technicians Knowledge Dock Labs Where there is clear access, excluding areas which are taped off 49 weeks annually (excluding 5 bank holiday days and 2 weeks Xmas closure)

28 3.5.4 Daily Area Schedule Comments Sports Dock (Sports Facilities As required Reception Areas As required Restaurants As required Only applicable during opening dates See Appendix N. Not back of kitchen areas USS Building As required Glazing All glazing, irrespective of material, is to be cleaned as per minimum spec (see section 1.4) Internal surfaces of lift cars and external door faces To be cleaned with an appropriate cleaning agent and polished to a high lustre. Panels, switches, and rails are to be wiped, dried and polished with an appropriate agent. The frequency required is that to ensure all surfaces are maintained cleaned as per minimum spec (see section 1.4) and compliments the natural lustre of the surface. Floors are to be cleaned and graffiti and chewing gum removed daily. Notices All out of date notices should be removed, including the sticky tape and or blue tack daily. 3.6 DOORS Internal doors (all types) All door handles, push plates and push points are to be cleaned daily to minimum spec (see section 1.5) External doors (all types) As above but thresholds are also to be cleaned Door glazing (all types), includes glass panels / walls All door glazing, irrespective of material, is to be cleaned daily as per minimum spec (see section 1.5) Notices All out of date notices should be removed, including the sticky tape and or blue tack daily. Otherwise: Door furniture All door furniture including, closers, latches, openings, fire seals, signs, locks, kick plates push plates, hinges, floor springs and stops, are to be cleaned as per minimum spec (see section 1.5) and compliments the natural lustre of the individual surface as per frequency tabled below. Page 28

29 Area Schedule Comments 2 x weekly Only applicable during opening dates See Bars Appendix N. Classrooms/Boardroom 1 x weekly Computer Rooms 1 x weekly Corridors 1 x weekly Drama Rooms 1 x weekly All excluding the 24 curved doors (numbered) Daily to the Clinical cubical (These are cleaned by Hospital/Clinical the students as part of their training. Staff Kitchens/ Restrooms / Home Economics 5 x weekly Computer Laboratories/Workshops Lecture Theatres Library Meeting Rooms Nursery 1 x weekly 1 x weekly 1 x weekly 1 x weekly The Stratford Laboratories with University House are excluded undertaken by Lab Technicians Knowledge Dock Labs Where there is clear access, excluding areas which are taped off 5 x weekly 49 weeks annually (excluding 5 bank holiday days and 2 weeks Xmas closure) Offices 1 x weekly VCG suite at Docklands 5 x weekly Prayer Rooms 1 x weekly Sports Dock (Sports 7 x Weekly Facilities Reception Areas 5 x weekly 5 x weekly Only applicable during opening dates See Restaurants Appendix N. USS Building 5 x weekly 3.7 FURNITURE Chairs All chairs are to be cleaned as per minimum spec (see section 1.5). Any stains should be treated as soon as possible with an appropriate agent recommended by the manufacturer, with a sample test being carried out in an inconspicuous area firstly Metal furniture Frames and surfaces are to be cleaned as per minimum spec (see section 1.5) Page 29

30 Cleared surfaces only are to be cleaned; the Contractor is not to move items or equipment in order to apply cleaning Other furniture, desks / pedestals / draw units / coffee tables / cabinets cases / workbenches/ restroom kitchen furniture / handrails / sports equipment in Sports Dock All surfaces are to be cleaned as per minimum spec (see section 1.5). Cleared surfaces only are to be cleaned; the Contractor is not to move items or equipment in order to apply cleaning. Area Schedule Comments Only applicable during opening dates See Bars Daily Appendix N. Classrooms / Boardroom As required All waste material left on furniture should be removed on a daily basis Computer Rooms As required All waste material left on furniture should be removed on a daily basis Corridors As required Soft seating and coffee tables in the Atrium in the Docklands campus should be cleaned daily and rubbish removal hourly between Drama Rooms Hospital/Clinical Staff Kitchens/ Restrooms / Home Economics As required Daily Daily Computer Laboratories / Workshops Lecture Theatres Library Meeting Rooms Nursery Offices Prayer Rooms As required As required As required As required Daily As required As required The Stratford Laboratories within University House are excluded undertaken by Lab Technicians Knowledge Dock Labs Where there is clear access, excluding areas which are taped off All waste material left on furniture should be removed on a daily basis Increase to two additional cleans per day during exam periods (noon and evening) 6 weeks per year. 49 weeks annually (excluding 5 bank holiday days and 2 weeks Xmas closure) All waste material left on furniture should be removed on a daily basis Replenish soap in dispensers as necessary Page 30

31 Area Schedule Comments Sports Dock (Sports Facilities 7 x Weekly Reception Areas Daily + spot Only applicable during opening dates See Appendix N. All waste material left on furniture should be removed regularly throughout the day USS Building As required 3.8 RADIATORS / CONVECTORS / PIPES / VALVES / FIRE APPLIANCES All areas and locations To be cleaned as per minimum spec (see section 1.5). Bars Classrooms / Boardroom Computer Rooms Corridors Drama Rooms Hospital Staff Kitchens/ Restrooms / Home Economics Area Schedule Comments Monthly Monthly Monthly Monthly Monthly Daily Monthly Computer Laboratories / Workshops Monthly Lecture Theatres Library Meeting rooms Nursery Offices Monthly Monthly Monthly As needed Monthly Prayer Rooms Monthly Sports Dock (Sports Facilities Weekly Reception Areas Weekly Only applicable during opening dates See Appendix N. The Stratford Laboratories within University House are excluded undertaken by Lab Technicians Knowledge Dock Labs Where there is clear access, excluding areas which are taped off 49 weeks annually (excluding 5 bank holiday days and 2 weeks Xmas closure) Page 31

32 Area Schedule Comments Only applicable during opening dates See Restaurants Weekly Appendix N. USS Building Weekly 3.9 WASTE AND RECYCLING BINS AND CIGARETTE BINS (INTERNAL AND EXTERNAL) All General waste and Non -recycling bins are to be emptied daily, and recycling containers as necessary, and cleaned as per minimum spec (see section 1.6). Cigarette ashtrays/stub boxes including those located at the designated smoking shelters; are to be emptied and damp wiped daily. All bins in corridors and external areas should be monitored throughout the day emptying as required and not allowed to be over flowing 5 days per week in academic and teaching areas and 7 days per week in libraries, Sports Dock, open access computer areas and CC building at Stratford CLASSROOMS / BOARDROOM SET-UP Docklands only: Before the teaching day begins, where necessary the rooms will be returned to their correct layout. See Appendix C: Classroom Set- Up for details. Where possible the same style and colour of chair must be maintained and tables should be of the same height. Removing any unauthorised furniture, boxes and general clutter from around the room on a daily basis. Unused furniture etc. must not be stored within classrooms Writing tablets must be replaced on to chairs where they have been removed. The correct furniture in the correct layout to be undertaken, ensuring the room is available in a tidy state with appropriate and sufficient furniture no later than Any damaged furniture should be reported to the Facilities helpdesk on extension x2000. Unused writing tablets must not be stored within classrooms There are two exam periods during the academic year which generally fall in January and May. There will be minimal set ups during these periods. Classrooms will require checks to ensure desks are repositioned correctly in time for the next exam session EXTERNAL AREAS All external areas must be cleaned as per minimum spec (see section 1.7) The Contractor will have access to a battery operated Tennant 6100 ride on road sweeping machine or similar. This machine is stored overnight on the Docklands campus. It will be the Contractor s responsibility to ensure the machine is charged overnight and that this vehicle is secured when not in use. The Contractor must report any defects or mechanical break downs through daily recorded inspections to the Authorised Officer. Full training will be provided by the manufacturer but Contractor must maintain all the risk assessments associated. Some areas will need to be swept, litter picked manually or treated with a petrol powered blowing machine. Page 32

33 UEL will provide for the cost of necessary sundries to power this equipment i.e.: petrol, oil or lubricants The required service standard is to be in evidence daily (Mon-Fri). The following areas to be cleaned by 8.45 am and maintained until 9pm each day. For the Stratford Campus and USS Building particular attention to the main entrances to the site/campus/buildings must be made. Docklands - DLR entrance to University Square - University Square and steps - Entrances to Knowledge Dock, AVA, Library, West Building, North Building, Nursery - The road entrance to East Building - North and South entrances to Sports Dock - Covered walk way through Student Village East Residencies - Individual entrances to West Residencies - USS all external areas (including garden) Entrances, service areas, car parks, paving, paths, grounds, patios, parapets and the outside of buildings must be cleaned as per minimum spec (see section 1.7). Waste bins are to be emptied and replaced in their original locations and the contents disposed of in an agreed manner as appropriate throughout the day as necessary to ensure the bins do not overflow. External bins should be cleaned as per minimum spec outlined in section The skip and refuses enclosures at all sites should be inspected and swept daily. The compactor enclosure at the rear of the East building on the Docklands campus, under supervisor should be unlocked and all refuse removed and areas under and behind hopper unit swept after every use. The lids of any large bins/receptacles placed around the campuses must be kept closed at all times so refuse is not seen by users of the site Entrances, service areas, car parks, paving, paths, grounds, fire exits and the outside of the buildings must be maintained from needles and other hazardous materials. The Contractor must supply appropriate safety wear and disposal means to the cleaners. Advice can be sought from the University s Health & Safety advisor The Supplier shall remove weeds, grass, moss etc. from pathways and other hard surface areas of the premises. All areas cleared should be swept and left in a tidy appearance During times of adverse weather such as snow/ice the Contractor will be asked to provide manual labour for the purposes of snow/ice clearance. This will include shovelling snow to clear paths and spreading salt/grit to all university internal roads, walkways and disabled parking bays. The Contractor will also keep the Authorised Officer up dated with levels of salt and equipment notifying when anything needs replacing During autumn months and times of high winds all external roadways, pathways, paved areas, grassy spaces and surrounding grounds must be kept free from excess leafs. Leafs should be collected and disposed of through University waste and composting channels. This should be organised through the Authorised Officer. Page 33

34 All out of date notices should be removed throughout the day, including the sticky tape and or Blu-tack from around fences, lampposts gates or other external fixtures. DAY TIME CLEANING In addition to the daily specific requirement of the above specifications the Contractor is required to provide a daytime cleaning 5 and on call service. The table below gives a breakdown of the varying times and days this is required for each site. Campus Building Days Day Time Service Hours Docklands Campus All Buildings except Monday Friday SD and RES Docklands Campus Sports Dock (Covered in janitor remit) Monday Friday Saturday/Sunday Docklands Campus Monday Sunday Residencies (Covered by Housekeeper remit) Stratford Campus All Buildings Monday Friday USS Building Salway Road Monday Friday (Premises Assistant remit) USS Building Salway Road (day cleaner) Monday Saturday (term time only), (Monday Friday non term) It is expected that any callers to a Help desk function will get an immediate answer to all cleaning requests and requests of a hazardous or Health & Safety nature attended to within a 20 minute window. Calls of a none hazardous or Health & Safety nature should be responded to in a reasonable amount of time subject to work loads All calls originating during the day should be logged as following; category of job, caller and location as well as action taken and the time to close out or rectification. The Contractor will be measured against this information as part of the SLA and KPI agreements. The Contractor may wish to incorporate a Helpdesk system to manage this process Day time cleaning duties include: empty the litter bins and litter pick in the common areas, including waste left on tables and wipe down etc (in particular all reception areas and the Atrium within the East Building Docklands Campus) all areas to receive a visit at least every hour. Where possible and if no teaching is in session litter pick and empty bins in all classrooms and lecture theatre. The Contractor should not enter any classrooms where teaching is in session for the purposes of cleaning unless specifically asked to do so by the lecturer or Authorised Officer. 5 It should be noted that day time cleaner for offices and campus areas is in addition to Residencies Housekeeper, duties as set out in item Page 34

35 Respond to spillages, both solid and liquid are to be cleared within 20 working minutes of being reported as this would be classed as a Health &Safety issue. This also includes the occasional clean-up of body spills (see item 2.3.9, it is the Contractors responsibility to provide necessary PPE kits to deal with the appropriate spillage Respond to areas where cleaning was missed or access was not permitted earlier within the day Clear around the main waste collection points visit at least every 2 hours Visit and inspect all WC s on campus, replenish consumables, wipe down sinks, clean excess tissue paper, empty waste bins. Visit at least every 2 hours and complete log sheets There is a requirement for a mid-day clean of the floors within: Docklands The Edge Restaurant (East Building), sweep and spot mop as necessary late afternoon The Munch (Sports Dock) sweep and spot mop as necessary afternoon Stratford The Green Restaurant (Arthur Edwards Building) and Buzz Café (R Building), sweep and spot mop as necessary mid-morning The Authorised Officer shall at any time be able to redirect the Contractors cleaning operatives to carry out other cleaning duties should the need arise. On such occasions, the Authorised Officer will agree with the Contractor s staff what areas of their normal daily cleaning routine should be sacrificed to compensate. Cleaning staff will be expected on occasion to act on their own initiative i.e. when seeing a potentially hazardous spillage or blockage etc, they will ensure that the area is made safe and either clean it immediately or make the area safe and then report it to the Facilities Helpdesk ext PERIODIC CLEANING Will be carried out in a programme of which is to be agreed with the Authorised Officer These duties will include: Shower Curtains (non-residential) To be unclipped from hangers and washed in a solution recommended by the manufacturer, dried and re-hung upon existing hangers (three times per annum) Flooring All hard floors/stairs to be stripped, deep cleaned and re-sealed or whatever is appropriate for the surface on a quarterly basis. Where appropriate stripping of old polish and resealing with new coat of polish. Special cleaning arrangements are in place for the Sports Hall floor and also Page 35

36 flooring in The Edge and Green Canteens which will require stripping and sealing twice per year. See Appendix L and M for floor care instructions Carpet Cleaning The periodic deep cleaning of soft floor coverings is to be carried out at times to be agreed with the University. Full shampoo carried out to offices every 18 months with all other areas annually. Outside of this frequency spot cleans to be undertaken as necessary. This may be outside of the business day. Where possible all furniture is to be removed or the feet and bases protected. Using dry powder, sponges, hot water extraction or bonnet carpet skimming method according to the covering manufacturers instructions emulsify the soiling from the pile and surface and remove so that the surface is left clean and dry. The room contents must be replaced in their original position Other flooring Where appropriate a surface treatment i.e. polish, should be applied as per the manufacturers recommendations Catering Areas Docklands Monthly Ceiling vents within catering areas - Remove dust and clean Window Cleaning (see section 4.4 for specification) The Contractor is to carry out the cleaning of windows in accordance with a predetermined programme, to be agreed with the University. All times and dates are to be strictly adhered to. The Supplier will provide seven days written notice of dates to the Authorised Officer High Level Cleaning Cleaning is required at high level within the Sports Dock to include all vents, ducts, trucking, pipework, ventilation shafts, electrical and/or other cabling, light fittings, beams or any other high level building infrastructure. The Contractor is asked to devise a strategy to deliver this bearing in mind that this facility operates 363 days of the years and down time is to be kept to a minimum High level cleaning to other parts of the estate will be on a call off basis Audio visual / computer / telecommunications / specialist equipment The Contractor is not required to clean any of these items. Such equipment should not be moved, tampered with, or disconnected by the Contractor s personnel. Any cleaning of equipment of this time will be at specific request of Authorised Officer as a Call Off. Page 36

37 3.15 Safety Inspection The University has a duty of care towards its building users and requires the Contractor to implement a daily inspection, with supporting daily signed documentation of teaching rooms, lecture theatres, offices and common areas to ensure; Fire doors (unless alarmed or on magnetic locks) are operating and are closed. All emergency escape routes are clear and not obstructed. The Contractor s staff are required to immediately inform the Facilities help desk on extension 2000 of any obvious safety concerns University Square Stratford The USS Building operates at a higher specification than the rest of the campuses as this is a shared facility with Birkbeck University As well as the cleaning frequencies detailed throughout this document there is also the need for the Contractor to provide a Premises Assistant. This role is a hybrid of cleaning, portering and caretaking duties. See Appendix O. for Premises Assistant Job description and break down of daily duties Additional duties only in affect at USS building include: All clocks to be reset twice per year (to GMT and BST). Batteries should be replaced and clocks reset as necessary The interiors of refrigerators must be dry and free from ice, soiling and food debris and defrosted at regular intervals, but not less than three times per year or as directed. Microwaves must be cleaned on a weekly basis and their interiors must be dry and free from soiling and food debris All classrooms require setting up between for day time teaching all year round. This includes both UEL and Birkbeck rooms In addition Birkbeck University provide evening classes for their students so there is a requirement for their allocated classrooms only to be cleaned and set up for evening teaching between all year round. See Appendix P. for the set up methodology and Appendix Q details which room this will be applicable to. 4. CALL OFF CLEANING 4.1 Residences / Conferencing During the summer period (Mid/late June Early/mid-September) the majority of the students vacate the residential accommodation and the University maximises its income through Summer schools, conferences and ad-hoc room bookings. 400 rooms will be required in the Page 37

38 first week after the students move out. A number of rooms are likely to be occupied by academic students and will require the identical spec as per the above Residential cleaning There is no guarantee over the level of business likely to be generated, although the Contractor can be assured the University is actively looking at ways to maximise the Summer Residences occupation. The University have confirmed Language School business for the summer of 2016, which will see occupancy of up to 630 beds and this could increase up to the maximum number of bedrooms available Summer Language School business for cleaning purposes require; one mid-week clean and weekly clean/linen change. Weekly clean of kitchens as per Residential Spec. Further to language school students vacating, all bedrooms need full turn around cleans, the majority of these take place each Sunday over the summer months so the Contractor is advised to make appropriate resources available for this Bedrooms Only Specifications (Pick and Mix dependant on Clients requirements) Make Up (prior to guest arrival) - MU Clean room & shower pod if necessary Make up bed, taking linen from allocated store, replace mattress protectors where needed. Place towels on rack Place toilet roll on holder Empty bin/clear rubbish Daily Clean (guest in residence) - DC Clean shower, sink, WC, mirror and floor Replenish toilet roll as necessary leaving a weekend supply on Fridays Straighten and/or change towels Vacuum carpet/ spot clean if necessary Straighten bed linen Empty waste bin Weekly Clean (guest in residence) - WC Clean shower, sink, WC, mirror and floor Replenish toilet roll as necessary leaving a weekend supply on Fridays Vacuum carpet pulling out bed and vacuuming behind Dust all surfaces and wipe down as necessary Replace bed linen and towels, make up bed, taking dirty laundry to the allocated linen store Empty waste bin Turnaround Clean - TC Clean shower, sink, WC, mirror and floor Replenish toilet roll as necessary leaving a weekend supply on Fridays Vacuum carpet pulling out bed and vacuuming behind Dust all surfaces/wipe down as necessary Page 38

39 Replace bed linen and towels, make up bed, replace mattress protectors where needed taking dirty laundry to the allocated linen store Empty waste bin/clear rubbish Empty all cupboards and drawers, disposing of any rubbish and returning any left items to the Conference / Residences office Return any cups/kitchen equipment to the kitchen and clean if necessary Embassy Clean Summer School EM As per TC clean but all student personal affects to be left in the room 4.2 Cleaning of Curtains Programme The work is to be carried out at a time and to a schedule agreed with the University. The Contractor should provide safety ladders and other appropriate equipment Method of Cleaning Take down curtains, drapes and soft pelmet ting. Protect surrounding area. Remove all dust, dirt, stains and soiling from rails and fixings Remove all hooks from curtains and pack for dispatch to laundry/dry cleaners as appropriate On return from laundry replace all hooks and re-hang. On completion curtains shall have a neat and tidy appearance. 4.4 WINDOW CLEANING All levels / locations / areas CLEANING OF WINDOWS AND OTHER GLAZED AREAS. It should be noted that all residential ground floor ledges, sills and frames (internal and external) should be cleaned as part of the window cleaning process The Contractor is to carry out the cleaning of windows in accordance with a predetermined programme, to be agreed with the University. All times and dates are to be strictly adhered to. The Contractor will provide seven days written notice of dates to the Authorised Officer. Method of cleaning All floors and furniture shall be adequately protected prior to the commencement of work Glass shall mean both sides of glass of every description (unless an external only clean is requested) All glazing shall be cleaned throughout the premises, unless otherwise stated. Access to locked areas shall be in conjunction with the normal daily clean, or the Contractor can contribute towards the cost of a security guard to unlock the relevant areas Glazing shall be left clean, dry and free from smears. There must be no evidence of run marks, stains or finger marks on glass, window-ledges, sills, paintwork or surrounds. Page 39

40 The Contractor is to wash all accessible windows and ledges internally as and when required by the Authorised Officer, leaving the surface free from, stains, marks, smears, sticky tape and dirt (excludes the roof of the East Building Atrium). Health and Safety working at Height The Contractor will be informed of any safety facilities provided by the University such as fire extinguishers, alarm systems or emergency exits etc. The Contractor shall be deemed to have satisfied himself as to their proper working order. Where such equipment is not provided or available the Contractor shall provide the specialist access equipment. The cost of providing such access equipment shall be borne by the Contractor and included in the tender price The Contractor must ensure that all employees carrying out this work are aware of and comply with, the Health and Safety Executive Guidance Note GS 25 "Prevention of falls to window cleaners". A full risk assessment and method statement must be provided by the contractor prior to any window cleaning activity commencing and a permit to work must be obtained from the Maintenance Department before any work commences. The Contractor must ensure that all personnel complete relevant Health & Safety inductions which are in line with contract specific requirements. The Contractor is responsible for identifying any areas that cannot be cleaned or has excessive costs attached for whatever reason and include the details within their tender submission. 4.5 STUDENT RESIDENCES ADDITIONAL CLEANS All levels Throughout the year, for a variety of reason, students vacate their accommodation and the facilities require cleaning in preparation for new arrivals There is no guarantee over the level of additional cleaning requirements likely to be generated, On average approx 200 room changes occur during term time where the Residences team may require the following cleans of the bedroom spaces: Bedrooms and Studios Specifications (Pick and Mix dependant on University s requirements) 1. Basic Clean - BC Vacuum Carpets, dust & damp wipe furniture and fittings. Clean pods and high levels shelves. 2. Basic Clean with Carpet Extraction - BCCE As above in addition steam extraction to badly soiled carpet. Page 40

41 3. Deep Clean with Carpet Extraction DCCE 1 & 2 plus wash down of walls, large volume of rubbish removal, mattress steam clean, steam extraction to carpets and curtains 4. Deep Clean with vacuum - DCV Full deep clean as above without steam extraction 5. ADDITIONAL ITEMS 5.1 The University has an additional area where the above detailed specifications are enhanced or varied to meet business need; The Clinical Education (CE) Building at the Stratford Campus. This is priced under Document A, Schedule 11d. 5.2 Clinical Education Building Stratford For the CE Building the Contractor is invited to read the NHS National cleaning specification attached as Appendix H and provide appropriate costings to enhance the standard University cleaning and frequencies, to match those of the NHS for this areas only NHS auditors regularly carry out independent cleaning audits of their clinical and waiting areas and score on their findings. Full details of the NHS National Specification for cleaning and details of this scoring methodology can be found at: Page 41

42 APPENDICES Appendix A: Site addresses & overview 43 Appendix B: Academic Calendars. 46 Appendix C: Docklands Classroom Set-Up..52 Appendix D: Health & Safety Policy...54 Appendix E: Equality & Diversity Policy.65 Appendix F: Student Numbers on Site Appendix G: Environmental Policy.72 Appendix H: NHS Cleaning Specification for Clinical Education Building, ST 74 Appendix I: Space Measurements.. 89 Appendix J: Consumables List Appendix K: Femminie Hygiene.92 Appendix L: Sports Dock Floor Care Insturctions Appendix M: Canteen Floor Care Instructions.105 Appendix N: Canteen Opening Times Appendix O: USS Premises Assistant Job Descripton 112 Appendix P: USS Room Set-up Methodolgy Appendix Q: USS Room Information.117 Page 42

43 Appendix A. (3 pages) SITE ADDRESSES & OVERVIEW Postal Address: DOCKLANDS Campus University Way London E16 2RD Our dynamic, ultra-modern campus in London's historic Docklands area is one of the most instantly recognisable locations in East London. With its stunning waterfront location opposite London City Airport, innovative architecture, fantastic facilities and proximity to other London icons such as the Thames Barrier, the Dome and the soaring towers of Canary Wharf, Docklands Campus is a truly inspirational place in which to study and live in London. Docklands Campus today provides everything you would expect from a modern university campus, and much more - from state-of-the-art learning and teaching facilities to contemporary student village which houses over 1,200 students, as well as shops and a launderette. The campus provides a modern, well-equipped learning environment, with purpose-built lecture theatres and seminar rooms, a 24/7 multimedia learning resource centre, and a multimedia production centre with audio and visual labs and studios. Docklands also benefits from being close to the major financial and trading centre of Canary Wharf, and is at the heart of the Thames Gateway region, the fastest-growing region in London and the southeast and an area rapidly increasing in economic importance. We are very much at the centre of this expansion, thanks to our close links with many local industries and businesses, and the expertise we deliver in areas such as entrepreneurship, product design, creative industries, computing and IT. In addition, the Petchey Centre for Entrepreneurship, named after its benefactor, businessman and philanthropist Jack Petchey OBE, brings together an exciting range of activities that are making Docklands a key centre for the commercial and business regeneration of Thames Gateway. With activities such as the East London Inventors' Club, the Hothatch Business Generator and the Knowledge Dock Network, the Centre will provide a focus for teaching, networking and sharing knowledge around entrepreneurship, supporting new business start-ups and social enterprise among students and local people. For Architecture and Visual Arts (AVA) students, the specially designed AVA complex, opened in 2004 by renowned Turner Prize-winning artist Grayson Perry, offers purpose-built open studio space together with gallery, exhibition and installation areas, providing a stimulating and creative environment. Subjects taught at Docklands include: Architecture, Art and Design, Engineering, Media and Communications, Surveying, Social Sciences, Computing, Cultural Studies Page 43

44 Postal Address: STRATFORD Campus Water Lane London E15 4LZ United Kingdom Our Stratford Campus brings together the historic and the modern, providing you with some of the very latest in teaching and learning facilities, yet in a warm, elegant setting ideal for study. And, with a range of exciting new facilities opening or in development, and the myriad benefits that will spring from the nearby Olympic Park and Stratford redevelopment, our rapidly developing campus is an exciting and dynamic place in which to study. The main building on campus, University House, is an historic listed building dating from the 19th Century and housing lecture theatres, laboratories, teaching rooms and home to our 24/7 multimedia library and learning resource centre. The adjacent Passmore Edwards Building, is one of the area's most beautiful buildings, with its striking architecture, colourful frescoes and domed roof. Both buildings have been extensively refurbished and upgraded as part of our 110million campus development programme. The Health & Bioscience laboratories have been extensively refurbished and refitted. The Passmore Edwards Building, also refurbished, now provides a stunning and inspirational learning environment. Based in the Arthur Edwards Building, our School of Psychology houses a range of wellequipped studios, laboratories and workshops, including a Virtual Reality Lab, as well as a further lecture theatre. On the ground floor is the attractive Café on the Green, a light and airy place to meet and relax throughout the day. The Centre for Podiatry and Physiotherapy, part of our School of Health & Bioscience, is a state-of-theart clinical facility for study and research, combining clinics, laboratories and some of the most advanced equipment in the country, making this one of the finest and most modern facilities of its kind. The Buzz Bar located in the R Building and recently refurbished; offers a choice of soft furnishing and coffee shop type feel with a choice of high end snacks and lunches. Stratford is home to the following subjects: Biosciences Health Sciences Psychology Sport Sciences Education Distance & E-Learning Business Studies Page 44

45 Postal Address: UNIVERSITY SQUARE STRATFORD (USS) 1 Salway Road London E15 1NF United Kingdom University Square is a unique partnership between Birkbeck, University of London and the University of East London. Offering both day time and evening courses. The joint vision of the two distinguished and complementary institutions has created a major new university campus to meet the growing aspirations of local people at a time of great change and opportunity in east London. University Square Stratford is one of London s most modern and well-equipped campuses. It serves 3,400 students and is the base for our courses in law and criminology, dance and performing arts, and the Master of Business Administration (MBA). Modern facilities include: performing arts spaces; three performance studios; the Harvard lecture theatre, with live lecture capture technology; the multimedia Weston Learning Centre; a dedicated MBA suite and teaching space; a 300-seat specialised tiered lecture; and a simulated courtroom for mooting experience. The campus is close to new Stratford developments such as Westfield Stratford City - Europe s largest indoor shopping mall and next door to Picture House cinema, Theatre Royal theatre, Stratford Circus arts centre and much more, alongside many other shops, cafés, bars and restaurants. USS is home to the following subjects: Law and Criminology Dance and Performing Arts Master of Business Administration (MBA) Page 45

46 Appendix B. (5 pages) SAMPLE ACADEMIC YEAR 2015/16 UNIVERSITY OF EAST LONDON USS Building USS OPENING TIMES Student Academic Calendar for Student Academic Calendar for Good Friday - 25 March 2016 CLOSED Good Friday - 25 March 2016 CLOSED Easter Monday - 28 March 2016 CLOSED Easter Monday - 28 March 2016 CLOSED Early May Bank Holiday - 2 May 2016 CLOSED Early May Bank Holiday - 2 May 2016 CLOSED Spring Bank Holiday 30 May 2016 CLOSED Spring Bank Holiday 30 May 2016 CLOSED Summer Bank Holiday 29 August 2016 CLOSED Summer Bank Holiday 29 August 2016 CLOSED Christmas - 25 Dec 2015 to 3 Jan 2016 CLOSED Christmas - 24 Dec 2015 to 3 Jan 2016 CLOSED UEL TEACHING Comments USS TEACHING W/C No UG W/C Comments USS Mon-Fri Opening USS Sat Opening 21-Sep-15 1 Induction Week 21-Sep-15 08:00 22:00 08:00 18:00 28-Sep-15 2 Teaching 28-Sep-15 Teaching Term 08:00 22:00 08:00 18:00 starts Mon 28 Sep 05-Oct-15 3 Teaching 05-Oct-15 Teaching 08:00 22:00 08:00 18:00 12-Oct-15 4 Teaching 12-Oct-15 Teaching 08:00 22:00 08:00 18:00 19-Oct-15 5 Teaching 19-Oct-15 Teaching 08:00 22:00 08:00 18:00 Page 46

47 26-Oct-15 6 Teaching 26-Oct-15 Teaching 08:00 22:00 08:00 18:00 02-Nov-15 7 Teaching 02-Nov-15 Teaching 08:00 22:00 08:00 18:00 09-Nov-15 8 Teaching 09-Nov-15 Teaching 08:00 22:00 08:00 18:00 16-Nov-15 9 Teaching 16-Nov-15 Teaching 08:00 22:00 08:00 18:00 23-Nov Teaching 23-Nov-15 Teaching 08:00 22:00 08:00 18:00 30-Nov Teaching 30-Nov-15 Teaching 08:00 22:00 08:00 18:00 07-Dec Teaching 07-Dec-15 Teaching Term ends 08:00 22:00 08:00 18:00 Fri 11 Dec 14-Dec Teaching 14-Dec-15 08:00 22:00 08:00 18:00 21-Dec Student Vacation Campuses Closed From 25th Dec - 3rd Jan 21-Dec-15 Page 47 BBK closed 24 Dec - 1 Jan 28-Dec Student Vacation Campuses Closed 28-Dec-15 BBK closed 24 Dec - 1 Jan 04-Jan Student Vacation/Assessment 04-Jan-16 Teaching Term starts Mon 4 Jan Mon-Wed 08:00 22:00 Thu 24 Dec 08:00 15:00 Closed Closed Sat 26 Dec Closed Sat 2 Jan (TBC) 08:00 22:00 08:00 18:00 11-Jan Assessment & Exams 11-Jan-16 Teaching 08:00 22:00 08:00 18:00

48 18-Jan Teaching 18-Jan-16 Teaching 08:00 22:00 08:00 18:00 25-Jan Teaching 25-Jan-16 Teaching 08:00 22:00 08:00 18:00 01-Feb Teaching 01-Feb-16 Teaching 08:00 22:00 08:00 18:00 08-Feb Teaching 08-Feb-16 Teaching 08:00 22:00 08:00 18:00 15-Feb Teaching 15-Feb-16 Teaching 08:00 22:00 08:00 18:00 22-Feb Teaching 22-Feb-16 Teaching 08:00 22:00 08:00 18:00 29-Feb Teaching 29-Feb-16 Teaching 08:00 22:00 08:00 18:00 07-Mar Teaching 07-Mar-16 Teaching 08:00 22:00 08:00 18:00 14-Mar Teaching 14-Mar-16 Teaching Term ends 08:00 22:00 08:00 18:00 Fri 18 Mar 21-Mar Teaching 21-Mar-16 BBK closed Mar Mon-Thu 08:00-22:00 Closed Sat 26 Mar (TBC) 28-Mar Student Vacation Campuses Open 28-Mar-16 BBK closed Tue-Fri 08:00- Closed Mar 22:00 04-Apr Student Vacation Campuses Open 04-Apr-16 08:00 22:00 08:00 18:00 11-Apr Teaching 11-Apr-16 08:00 22:00 08:00 18:00 Page 48

49 18-Apr Teaching 18-Apr-16 Teaching Term 08:00 22:00 08:00 18:00 starts Mon 18 Apr 25-Apr Studyfest 25-Apr-16 Teaching 08:00 22:00 08:00 18:00 02-May Exam & Assessment 02-May-16 Teaching Tue-Fri 08:00-08:00 18:00 Prep 22:00 09-May Assessment & Exams 09-May-16 Teaching 08:00 22:00 08:00 18:00 16-May Assessment & Exams 16-May-16 Teaching 08:00 22:00 08:00 18:00 23-May Assessment & Exams 23-May-16 Teaching 08:00 22:00 08:00 18:00 30-May Marking 30-May-16 Teaching Tue-Fri 08:00-08:00 18:00 22:00 06-Jun Pre Board 06-Jun-16 Teaching 08:00 22:00 08:00 18:00 13-Jun Assessment Board 13-Jun-16 Teaching 08:00 22:00 08:00 18:00 20-Jun Assessment Board 20-Jun-16 Teaching 08:00 22:00 08:00 18:00 27-Jun Student Vacation 27-Jun-16 Teaching Term ends 08:00 22:00 Closed Fri 1 Jul 04-Jul Student Vacation 04-Jul-16 08:00 18:00 Closed 11-Jul Assessment & Exams 11-Jul-16 08:00 18:00 Closed Page 49

50 18-Jul Assessment & Exams 18-Jul-16 08:00 18:00 Closed 25-Jul Student Vacation Campuses Open 25-Jul-16 08:00 18:00 Closed 01-Aug Student Vacation Campuses Open 01-Aug-16 08:00 18:00 Closed 08-Aug Student Vacation Campuses Open 08-Aug-16 08:00 18:00 Closed 15-Aug Student Vacation Campuses Open 15-Aug-16 08:00 18:00 Closed 22-Aug Student Vacation Campuses Open 22-Aug-16 08:00 18:00 Closed 29-Aug Student Vacation Campuses Open 29-Aug-16 Tue-Fri 08:00- Closed 18:00 05-Sep Student Vacation Campuses Open 05-Sep-16 08:00 18:00 Closed 12-Sep Sep-16 08:00 18:00 Closed Page 50

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52 Appendix C (2 Pages) Docklands Morning Classroom Set up (term- time only) Room Number Room Name Location Capacity Category Furniture Type AVA.1.49/51 AVA.1.49/51 - AVA Building 15 flat room tables and chairs Studio 15 Design AVA.G.26 AVA.G.26 - AVA AVA Building 50 flat room chairs only Lecture Theatre DL.3.02 DL.3.02 Docklands Library 30 flat room chairs with writing tablets DL.3.03 DL.3.03 Docklands Library 30 flat room chairs with writing tablets DL.3.04 DL.3.04 Docklands Library 30 flat room tables and chairs DL.3.05 DL.3.05 Docklands Library 30 flat room tables and chairs DL.3.06 DL.3.06 Docklands Library 25 flat room tables and chairs DL.3.12 DL.3.12 Docklands Library 25 flat room tables and chairs DL.3.14 DL.3.14 Docklands Library 25 flat room tables and chairs DL3.18 DL3.18 Docklands Library 25 flat room tables and chairs DLHA East Building Atrium East Building - Docklands Atrium Page 52 multi-use Seating Area Sofas & Coffee Tables EB.1.01 EB.1.01 East Building 50 flat room chairs with writing tablets EB.1.03 EB.1.03 East Building 50 flat room chairs with writing tablets EB.1.04 EB.1.04 East Building 45 flat room tables and chairs EB.1.07 EB.1.07 East Building 50 flat room tables and chairs EB.1.08 EB.1.08 East Building 40 flat room chairs with writing tablets EB EB East Building 40 flat room tables and chairs EB.1.39 Board Room East Building 20 meeting room board room EB.1.40 EB.1.40 East Building 30 flat room tables and chairs EB.1.41 EB.1.41 East Building 50 flat room tables and chairs EB.1.42 EB.1.42 East Building 25 flat room tables and chairs EB.1.44 EB.1.44 East Building 30 flat room tables and chairs EB.1.45 EB.1.45 East Building 30 flat room tables and chairs EB.1.46 EB.1.46 East Building 30 flat room chairs with writing tablets EB.1.62 EB.1.62 East Building 25 flat room tables and chairs EB.1.63 EB.1.63 East Building 36 flat room tables and chairs EB.2.40 EB.2.40 East Building flat room specialist workstations EB.2.41 EB.2.41 East Building 30 flat room chairs with writing tablets

53 EB.2.45 EB.2.45 East Building 32 flat room tables and chairs EB.2.46 EB.2.46 East Building 36 flat room tables and chairs EB.2.88 EB.2.88 East Building 60 flat room tables and chairs EB.3.11 EB.3.11 East Building 40 flat room chairs with writing tablets EB.3.12 EB.3.12 East Building 30 flat room tables and chairs EB.3.15 EB.3.15 East Building 30 flat room chairs with writing tablets EB.3.16 EB.3.16 East Building 70 flat room tables and chairs EB.3.17 EB.3.17 East Building 30 flat room chairs with writing tablets EB.3.18 EB.3.18 East Building 25 flat room chairs with writing tablets EB.3.19 EB.3.19 East Building 60 flat room tables and chairs EB.G.06 EB.G.06 East Building 120 tiered room tiered seating EB.G.07 EB.G.07 East Building 25 flat room chairs with writing tablets EB.G.08 EB.G.08 East Building 90 tiered room tiered seating EB.G.10 EB.G.10 East Building 50 flat room chairs with writing tablets KD.1.28 KD.1.28 Knowledge Dock 30 flat room tables and chairs KD.1.29 KD.1.29 Knowledge Dock 30 flat room tables and chairs KD.1.30 KD.1.30 Knowledge Dock 25 flat room tables and chairs MLT Main Lecture Docklands Library 400 tiered room tiered seating Theatre NB.2.05 NB.2.05 North Building 100 flat room tables and chairs SD.1.03 SD.1.03 Sports Dock 44 flat room tables and chairs SD.1.04 SD.1.04 Sports Dock 44 flat room tables and chairs SD.1.08 SD.1.08 Sports Dock 50 flat room tables and chairs SD.1.09 SD.1.09 Sports Dock 50 flat room tables and chairs SD.1.22 SD.1.22 Sports Dock 25 flat room tables and chairs SD.1.23 SD.1.23 Sports Dock 35 flat room tables and chairs SD.1.24 SD.1.24 Sports Dock 36 flat room tables and chairs WB.1.01 WB1.01 West Building 40 flat room tables and chairs WB.2.01 WB.2.01 West Building 60 flat room chairs with writing tablets WB.2.03 WB.2.03 West Building 40 flat room tables and chairs WB.2.04 WB.2.04 West Building 40 flat room tables and chairs WB.2.05 WB.2.05 West Building 40 flat room tables and chairs WB.2.06 WB.2.06 West Building 40 flat room tables and chairs WB.2.07 WB.2.07 West Building 25 flat room chairs with writing tablets WB.3.01 WB.3.01 West Building 70 flat room chairs with writing tablets WB.3.02 WB.3.02 West Building 70 flat room chairs with writing tablets WB.G.02 WB.G.02 West Building 237 tiered room tiered seating Page 53

54 Appendix D. (12 Pages) HR Services UNIVERSITY OF EAST LONDON. Health and Safety Policy Statement Organisation and Arrangements for Implementation. 1. DECLARATION Transformation for Excellence, our University Strategy for , highlights our longer-term vision and identifies our strategic objectives. Our occupational health and safety management (OHSM) system needs to be fully aligned to support its success. In particular, the OHSM system will assist in developing an outstanding workforce, meet specific OHS needs for our Global Reach initiatives, a first-rate student and staff experience and a thriving research culture. We accept our corporate responsibility for all health and safety matters, as set out in the Health and Safety at Work etc., Act 1974 and all other specific health and safety legislation applicable to our undertakings. We will maintain a working environment where the health, safety and welfare of our staff, students and others is assured. We will not only comply with the relevant legislation, but will take whatever positive action is required to prevent ill-health, injury and loss and to promote wellbeing, good practice and continuous improvement. This policy statement assigns managerial and functional responsibilities to facilitate the implementation of our Health and Safety objectives. Our Board of Governors, Vice Chancellor and University Leadership Team (ULT) are committed to procedures published in the Health and Safety Handbook, which comprises our Health and Safety arrangements. We will take all reasonably practicable steps, in consultation with our Board of Governors, staff and students, to promote and maintain a positive safety culture and high standards of safety throughout our premises, paying particular attention to and empowering our managers to achieve the following objectives: 1.To ensure all significant risks arising from our activities are assessed and appropriate control measures are implemented, with relevant records retained; Page 54

55 2.To provide and maintain plant, structure, fabric, equipment and a working environment that is safe and without risk to health; 3.To base the design, operation and maintenance of safe systems of work on sound risk management principles; 4.To provide information, instruction, training and supervision that is relevant and appropriate to our activities; 5.To provide and maintain safe access and egress to and from all sites and places of work; 6.To monitor, evaluate and audit the effectiveness of health and safety plans and strategy; 7.To bring to the attention of staff the annual review of the Health and Safety Policy Statement. John Joughin Vice Chancellor Mark Stephens Chair of Board of Governors June 2015 June RESPONSIBILITY FOR THE MANAGEMENT OF HEALTH AND SAFETY Effective health and safety management depends on commitment, co-operation and effort by all. The identification of responsibility and accountability for health and safety, within our university, is a key part of both the safety management system and the development of a positive safety culture. All staff, whatever their position, have responsibilities to comply with this Health and Safety Policy. Supervisors in laboratories, workshops, and practical classrooms, at whatever level, have obligations to ensure that they do not endanger the health and safety of students and staff. School or Service Safety Co-ordinators have responsibilities detailed within this Health and Safety Policy. Managers are both responsible and accountable for the health and safety of staff, students and visitors within their area of responsibility. All staff and students have a duty to take care of their own health and safety, not to endanger others and to co-operate fully with these health and safety arrangements. All staff must report to their line manager or Head of Health and Safety, without delay, any work situation that could pose an imminent and serious danger. All Schools and Services are required to produce their own documentation, systems and procedures to implement or supplement this policy and the further guidance in the Health and Safety Handbook. Page 55

56 3. ORGANISATION AND ARRANGEMENTS FOR IMPLEMENTATION 3.1 Board of Governors Our Board of Governors is ultimately responsible for providing a healthy and safe environment for its staff, students and visitors. The Governors have stipulated that all schools and services must be committed to achieving utter compliance with the requirements of our Health and Safety Management system and relevant policies and procedures. The Board receive an Annual report on all matters pertaining to occupational health and safety. 3.2 The Vice-Chancellor The Vice-Chancellor (VC) is responsible to the Board of Governors for ensuring, so far as is reasonably practicable, compliance with the health and safety policy framework laid down by the Board and for ensuring full management commitment. The VC is a member of the Board of Governors and Chair of the Corporate Management Team, which means that all Occupational Health and Safety reports are brought to the VC's attention, along with regular progress reports regarding follow-up actions. 3.3 The Deputy Vice-Chancellor and Chief Operating Officer The Deputy Vice-Chancellor & Chief Operating Officer (DVC & COO) is our Health and Safety Champion at Board level, and as such is responsible for providing our Governors with the Page 56

57 necessary assurances on our health and safety performance and seeking their support on future initiatives. The DVC & COO is also responsible to the Vice-Chancellor for implementing the necessary organisation, allocating staff responsibilities and making detailed arrangements, to ensure that the objectives of the Policy are met and that standards continually improve. The DVC & COO is also the Chair of the Health and Safety Committee and provides advice and direction on health and safety to our University Leadership Team. 3.4 The Health and Safety Committee The Health and Safety Committee acts as a forum to focus communications and consultation on health, safety and welfare matters and provide leadership in effective management of health and safety. The Health and Safety Committee Terms of Reference require it to: 1.maintain an effective safety management system and monitor compliance via audit and inspection reports; 2.be responsible for ensuring that schools and services appoint staff with a responsibility for health and safety; 3.ensure staff receive adequate and appropriate health and safety training and that students are properly inducted in health and safety; 4.keep under review our legal obligations and health and safety measures and ensure that the University Leadership Team is fully advised of any significant changes and their likely impact on UEL; 5.oversee the drawing up and implementation of health, safety and welfare policies, and keep these under review; 6.promote good practice in safety systems and occupational health including first aid; 7.set standards for good health and safety practice across UEL; 8.receive and consider reports of accidents, incidents and 'near misses', ensuring that appropriate remedial action is taken and where necessary making recommendations for the improvement of health and safety to the Corporate Management Team; 9.ensure that a complete record of occupational accidents and ill-health is maintained; 10.receive and review minutes and reports from school / service Health and Safety Co-ordinators, Radiation Protection Supervisors and the Biohazards Committee and make recommendations, where necessary, for the improvement of health and safety to the Corporate Management Team; 11.through its Chair, have the authority to stop, or suspend, any activity, or prohibit the use of plant and machinery, if such action is deemed necessary to prevent serious injury or ill health; 12.make an annual report to our Board of Governors and the Corporate Management Team. 3.5 The Health and Safety Unit The Health and Safety Unit (HSU) is part of Corporate Services and its role is to assist us in meeting our obligations in relation to health and safety legislation. The HSU includes the Head of Health and Safety, Occupational Health Advisor, Health and Safety Advisor and an Administrator. The HSU is Page 57

58 supported by an external Occupational Health Physician and specialist Occupational Health staff. The HSU: 1.advises staff and managers on all aspects of occupational health, and health and safety, including advice on developments in health and safety legislation and advising those responsible for arranging insurance for specific hazards in our work; 2.provides advice and support to managers in order for them to effect appropriate and timely remedial action on being alerted to hazards with unacceptable levels of risk; 3.provides appropriate information, instruction and training; 4.monitors the effectiveness of health and safety performance through audit and ensures, where necessary, that corporate policy is enforced; 5.provides advice on health surveillance, where appropriate; 6.acts as the point of contact with enforcement agencies; 7.liaises with specialists, including referral for treatment and assessment; 8.collates and reports on incident and ill-health statistics; 9.prepares an annual Health and Safety Plan in consultation with the Health and Safety Committee; 10.assists and advises Deans of Schools and Directors of Service in their compilation and maintenance of up-to-date health and safety records. This is done either directly, or via the Health and Safety Co-ordinators. Where necessary, the Head of Health and Safety will have the authority to stop, or suspend, any activity which poses a serious imminent danger. 3.6 Deans of Schools and Directors of Services Deans / Directors are responsible and ultimately accountable for health and safety matters affecting staff, students and visitors within their school or service. They are the key health and safety managers within our university in terms of delivering our health and safety objectives. However, they may delegate duties for day-to-day management of health and safety responsibilities to their Health and Safety Co-ordinators and other nominated staff. Deans/Directors must ensure that: 1. School or Service Health and Safety Co-ordinator i.a member, or members, of staff are nominated as "School / Service Health and Safety Coordinator", that the UEL Head of Health and Safety is informed of the nomination in writing and the name or names are displayed on notice boards; ii.they have nominated an appropriate number to reflect the size or complexity of the school or service; iii.such Health and Safety Co-ordinators and others with health and safety responsibilities have sufficient authority and resources to undertake their safety duties; Page 58

59 iv.the Health and Safety Co-ordinator has sufficient authority to act on behalf of the Dean / Director, which includes the remit to stop activities which pose immediate danger, pending investigation. 2. Risk Assessment i.risks to health and safety are assessed consistently and that appropriate control measures are used in accordance with the Management of Health and Safety at Work Regulations 1999 (as amended), together with any additional relevant regulations, such as the Control of Substances Hazardous to Health Regulations They must also ensure that work is not permitted to start, in any activity with attendant risks, unless a suitable and sufficient risk assessment has been completed and suitable control measures implemented; ii.risk assessments are reviewed regularly - risk assessment forms and related guidance can be found in the Health and Safety Handbook or on the Health and Safety Unit's web pages 3. Inspection Teams i.inspection teams are appointed (to include School/Service Health and Safety Co- ordinators) and Trade Union Representatives are invited to accompany the team during inspections; ii.school/service inspections are undertaken at least once per semester with a record of all inspections and remedial actions maintained for 3 years; iii.sufficient time is allocated to inspection team members to enable them to carry out their duties. 4. Local arrangements i.a written school or service health and safety policy and arrangements, which outlines local arrangements for health and safety, is current and in force; ii.appropriate and timely remedial action occurs on being alerted to hazards with unacceptable levels of risk; iii.an up-to-date set of health and safety records is kept; 5. Accidents, Incidents and Reporting arrangements i.the Dean / Director must ensure that arrangements are in place so that all incidents, accidents, dangerous occurrences, hazards, fires, malicious fire alarms, violent incidents and ill-health are reported to the Head of Health and Safety on the appropriate form; ii.the facts of any reportable accident/incident are established, wherever possible, before the site is disturbed or evidence removed; iii.ill-health, accidents, or incidents, are investigated and the investigation recorded, to ensure lessons are learned and measures implemented to prevent recurrence; iv.accidents or incidents which result in a fatality, certain specified injuries and or over 7 days of sickness absence must be reported to the Health and Safety Executive ( Page 59

60 Relevant dangerous occurrences must also be reported to the HSE. It is the responsibility of the Deans / Director to check whether the accident or incident must be reported to the HSE; further information is available in the sub-policy ' Accidents, Dangerous Occurrence, Ill Health & Violent Incident Management & Reporting Procedure '; A copy of this report must be sent to the Head of Health and Safety. 6. Information, instruction and training i.both existing and new staff are given appropriate health and safety information and induction training; ii.information on health and safety hazards is provided for everyone who undertakes work within the school or service. This includes contractors, cleaners and maintenance staff; iii.students are given induction and relevant training in health and safety matters, including fire safety, which can be verified (e.g. by signing off); iv.relevant safety information and instructions issued by the Head of Health and Safety are provided to all staff and students; v.safety training needs are identified and that staff and students are provided with training relevant to their area of work, with refresher or further training at appropriate intervals; vi.that contractors are provided with appropriate information prior to commencing work in their school or service. 7. Consultation i.that there is effective communication and adequate consultation concerning health and safety with all members of staff and staff representatives, including recognised trade union representatives. 8. Staffing and Supervision 9. Fire i.arrangements for deputising are made to ensure adequate cover is made for staff absences, including ensuring that alternate supervision is available for students. i.fire precautions and fire procedures are observed and that the fire evacuation procedure is prominently displayed at suitable points within the school and service areas e.g. adjacent to all fire alarm call points. 10. Electrical i.all portable electrical appliances are regularly inspected and tested (in accordance with current regulations) and labelled and that fixed installations are tested at least every five years. 3.7 School or Service Health & Safety Co-ordinators Page 60

61 1. Policy and procedures i.be fully familiar with our university's Health and Safety Policy and their school or service Health and Safety Policy; ii.periodically review health and safety procedures within their area of responsibility. 2. Check and review Check that: i.safe working practices and procedures, together with any necessary risk assessments for project work (especially for postgraduate students), are complied with; ii.adequate precautions are taken regarding any special hazard in, or about to be introduced into the school or service; iii.plant, equipment and processes within their areas are being maintained, as required by any relevant statutory provision, and that staff and students are suitably informed, instructed, trained and supervised to avoid risks to their health and safety; iv.a high standard of housekeeping is maintained within their areas; v.sufficient suitable personal protective equipment is available and used within their areas. 3. Inspections and investigations i.conduct or co-ordinate systematic health and safety inspections and accident investigations, to identify unsafe or unhealthy conditions or work practices, and monitor that preventative action is recommended and pursued. 4. Advice, liaison and communication i.liaise with the Head of Health and Safety and HSU; ii.advise and assist their Dean / Director on any revision of the school or service health and safety policy; iii.disseminate health and safety information and reports and pass such reports to appropriate members of staff and students within their School or Service; iv.act with the delegated authority of the Dean / Director in matters of urgency; v.refer promptly to their Dean / Director, or the Head of Health and Safety any health and safety problems which cannot be resolved locally on a timescale commensurate with the risk. 5. Records i.maintain adequate health and safety records, where appropriate, as required by relevant statutory provisions or UEL, or school / service safety policy. Page 61

62 3.8 Radiation Protection The Dean is responsible for ensuring suitable and sufficient arrangements for radiation protection in his or her school. These arrangements are to be detailed in the school health and safety policy and are to include the responsibilities of the Radiation Protection Advisor and appointed Radiation Protection Supervisors, in accordance with the Ionising Radiation Regulations Approved Code of Practice Biohazards Committee The Biohazards Committee meets as and when necessary to advise our university on measures necessary to ensure the health and safety of all persons engaged in work covered by legislation on Genetic Manipulation and Radiation, including risk assessments Other Committees Schools and services are encouraged to include a safety committee or management group in their arrangements for health and safety Students' Health and Safety We have obligations towards our students and Deans/Directors are expected to ensure that students are given sufficient information, instruction and induction and that there is effective communication of safety aspects where relevant. All students should take reasonable care for their health and safety. They must abide by our university's rules and regulations and co-operate with supervisors to enable them to fulfil their obligations. They must not interfere intentionally, or recklessly misuse, anything provided for health and safety Children on University Premises Children (under the age of 16 years) may be allowed access to general teaching areas with the express consent of the relevant School academic but this will only be in exceptional circumstances, with appropriate supervision and where it does not cause disruption to teaching. Where permission has been granted by the School or Service, it is the responsibility of parents/visitors to supervise and accompany children and young persons at all times, except when children or young persons have been placed in the care of duly appointed UEL nursery staff. In any case, children must never be left unaccompanied anywhere on UEL premises. Under no circumstances must children be allowed into potentially high risk areas such as laboratories and workshops, unless it is for the purpose of approved research activity, school visits or during open days. Wherever such open days or visits involving children take place, a suitable and sufficient risk assessment must be carried out and appropriate control measures implemented. Page 62

63 Members of staff who have or are likely to be undertaking regulated activity with children and/or vulnerable adults as defined by the Safeguarding Vulnerable Groups Act (2006), as amended by the Protection of Freedoms Act (2012) must undergo Disclosure and Barring Service (DBS) checks on a regular basis and it is the responsibility of the Dean or Director concerned to notify HR Services of that and HR Services will conduct the checks. Please see UEL s Policy on the Safeguarding of Children and Vulnerable Adults on HR Services web site for further information about regulated activity and the safeguarding scheme: 01.uel.ac.uk/hrservices/documents/emhandbook/Safeguarding.pdf 3.13 All staff All staff must take care of their own health and safety and that of others who may be affected by their actions and: 1.follow health and safety policies and procedures and support the implementation of safety arrangements; 2.not intentionally, nor recklessly, interfere with anything that has been provided for health and safety purposes; 3.report any failings in health and safety policies or procedures or any situations or incidents where they consider that they, or others, are in immediate or imminent danger; 4.report all accidents and incidents to their line manager; 5.use any equipment, material or substance provided in accordance with any training and / or instruction. UEL staff should report any matters pertaining to health and safety, which they are unable to resolve directly, to their Dean/Director or Health and Safety Co-ordinator. They may in turn refer any such matters, which cannot be resolved locally, to the Health and Safety Committee via the VCG office or the Health and Safety Unit. MONITORING Arrangements for monitoring have been described in the previous section "Organisation and arrangements for implementation", with specific roles assigned functions and responsibilities for monitoring. REVIEW This Policy will be subject to an annual review and changes will be brought to the attention of all staff. Page 63

64 HEALTH AND SAFETY SUB-POLICIES AND CODES OF PRACTICE UEL produces as appendices to this policy, detailed sub-policies and codes of practice, some of which are listed below, available from the following link: Accidents and Dangerous Occurrences Reporting Procedures Asbestos Contractors Control of Legionellosis Control of Substances Hazardous to Health (COSHH) School / service health and safety policies School / service inspections Display screen equipment (DSE / VDU) Electrical safety Emergency procedures Evacuation procedures for wheelchair users and other people with restricted mobility Event activities on University premises Fieldwork code of practice Fire First aid Health and Safety law (general) Late working in Laboratories and Unattended Experiments Manual handling Office safety Permit to work system Personal security Risk assessment Smoking Working alone Working at height Workshop safety Deans/Directors may need to develop specific codes of practice (CoP) to cover special hazards in their areas where these are not adequately covered in the general policies and codes of practice; the HSU can on request assist in the development of such CoP's: Factually reviewed June 2015; Review date June Page 64

65 Appendix E. (6 Pages) Equality and Diversity Policy Equality, diversity and inclusion are in our DNA. We will continue to demonstrate our commitment to equality and inclusion by recruiting and supporting a diverse staff and student body, where everyone has the same opportunity to achieve their full potential and can contribute to making UEL the best it can be. UEL Corporate Plan The University of East London plays a pivotal role in the progression, development and success of its students and staff. As an institution it enables students and staff to apply their knowledge and skills in ways that contribute significantly to both local and global communities. In order for this to happen UEL aims to provide staff and students with wholly inclusive working and learning environments. Equality of opportunity, diversity and inclusion are terms that represent the values of UEL and underpin all that it aims to achieve. At UEL we are committed to working together to build a learning community founded on equality of opportunity - a learning community which celebrates the rich diversity of our student and staff populations. Discriminatory behaviour has no place in our community and will not be tolerated. Within a spirit of respecting difference, our equality and diversity policies promise fair treatment and equality of opportunity for all. In pursuing this aim, we want our community to value and to be at ease with its own diversity and to reflect the needs of the wider community within which we operate. We call on all members of our community to make a personal commitment to these aims. 1. Scope This Policy applies to all members of our Board of Governors, staff and students, visitors, contractors, sub- contractors, service providers, and anyone else associated with the functions of the University. This Policy covers all sites on which UEL carries out its activities. UEL recognises that many members of the public use the services of the University, for example the Sports Dock, or attend conferences on site. UEL takes seriously its responsibility to these people and affirms that they will be treated with respect and in accord with this Policy. Likewise, it is not acceptable for staff or students to be treated unfairly by service users or visitors. UEL has rigorous systems in place for ensuring that all contractors comply with this Policy. 2. Commitments 2.1 UEL commits to the policy that people are not privileged or subject to less favourable treatment on the grounds of: Sex Race/Ethnicity/National Origin Age Sexual Orientation Page 65

66 Disability Maternity and Pregnancy Gender Reassignment Religion & Belief (including philosophical and lack of any religion & belief) Whilst the above represent protected characteristics under the Equality Act 2010, UEL goes beyond that and the commitment also extends to marital status and family circumstance 6, trades union membership, type of contract (whether full-time, part-time or fixed-term) or any other irrelevant distinction. (See Appendix 1 for a summary of the Equality Act 2010 and definitions of the different types of discrimination, including examples). 2.2 UEL is committed to providing a positive working and learning environment where diverse skills and experiences are applied to learning and teaching, support services, research, consultancy, administration and management. 2.3 UEL is committed to providing equal access to the full range of organisational facilities and will consider adjustments to working and learning practices, where appropriate, in order to accommodate a more diverse and inclusive University community. 2.4 UEL is committed to tackling inequality in learning and work and is seeking to become an organisation that empowers the disadvantaged, promotes good relations between members of all groups, and is representative of its communities in terms of governor, staff and student profiles. 2.5 UEL will take any form of discrimination seriously and will investigate any allegations, taking action as appropriate. It will seek to resolve any conflicts arising from differences in culture, background or expectations in accordance with this Policy. 2.6 UEL recognises that there may be subtle and unconscious forms of bias and so will aim to (through training and awareness raising) raise awareness of how unconscious bias can affect decisions, judgements and actions. 3. UEL Equality and Diversity Objectives 3.1 The University Corporate Plan commits to providing a fair and inclusive environment for all and more specifically has the following aims: The gender and Black, Asian and Minority Ethnic (BAME) mix of our senior staff will be representative of the population of London by 2020 We will achieve Athena SWAN Silver Standard by 2020 We will have closed the attainment gap such that levels of achievement are equitable for all students 3.2 To support and help realise these aims, the People Strategy 2020 has the following objectives for : A representative workforce for our students and our communities 6 Family circumstance refers to employees who have children or other caring responsibilities and may require flexible working. Page 66

67 Measure: Participate in external benchmarking activities. A collective understanding and sign up to equality, diversity and inclusivity at UEL Measures: Develop up to date inclusivity charter working with staff, students union and staff unions by September Schools and Services to have completed local action plans. Providing a safe environment free from bullying and harassment with clear and confidential support Develop learning interventions that support staff in facilitating a fair, diverse and inclusive culture e.g. unconscious bias; targeted courses on disability. 3.3 The selection of a small number of priority objectives is in keeping with the Equality Act 2010 and provides a realistic basis by which the University can measure progress and performance in meeting the objectives. 3.4 The Learning and Teaching Strategy also has a strong emphasis on equality and diversity with the following aim: Provide an outstanding education and experience for our students based on inclusion, partnership and celebration of diversity 4. Equality and Diversity: Governance 4.1 Our Board of Governors will ensure that its own actions promote equality and diversity. Through their words and behaviours, Governors will champion and promote equality, diversity and inclusion. 4.2 In considering its own composition and filling vacancies, the Board will seek to ensure that its membership embraces the widest possible variety of backgrounds and views, consistent with the need to maintain a Board with the skills and experience necessary to carry out its responsibilities. 4.3 Governors will devote time to their personal development and continuous learning on issues around equality, diversity and inclusion. 3.4 When discharging its primary responsibilities as set out below, the Board will take particular account of this Policy: Considering the educational character and vision [or mission as designated in the Articles of Government] of UEL; Exercising general oversight of its many activities; Appointing the Vice-Chancellor and the Clerk to the Governors, and other Senior Post holders as designated in the Articles of Government; Setting a framework for pay and conditions of other staff. Page 67

68 5. Responsibilities 5.1 Every member of our community has a moral and legal responsibility to promote fair and equitable treatment within that community and to respect its diversity. Overall responsibility for working with our community in support of these aims lies with the Vice-Chancellor. 5.2 The Director of Student Success is responsible for matters relating to equality of opportunity for students. The Director of Corporate Services is responsible for matters relating to equality of opportunity in employment and inclusion of UEL facilities. Both Directors are responsible for developing strategies and policies which meet legislation and best practice, for monitoring the impact of these on different protected characteristics, and for providing relevant statistics. 5.3 Deans of Schools and Directors of Services are responsible for implementing this Policy and for identifying local equality and diversity challenges and issues such academic performance, putting into place SMART objectives and plans to address them. 5.4 All staff and students are responsible for ensuring that their actions are carried out in accordance with this Policy. They may be held personally to account should their actions fall sort of the requirements of this Policy in any way. 5.5 The development and monitoring of this Policy is supported by the Equality and Diversity Manager in liaison with the Equality and Diversity Committee who has responsibility for leading new initiatives that will promote respect for diversity, promote genuine equality of opportunity, and tackle any barriers to fair treatment, progression and inclusion for all members of our community. 6. Applicability 6.1 This Policy covers all aspects of employment and academic life, including advertisements, recruitment, induction, pay, conditions of service, staff development, change management, promotions, grievance and disciplinary procedures, performance management, course development, student admissions, learning and teaching, and assessment. It applies also to relationships with other institutions and with suppliers and contractors. The Policy applies to the treatment of potential as well as existing employees and students. 7. Implementation and Monitoring 7.1 Equality and Diversity Committee The Equality and Diversity Committee, reporting to the University Leadership Team (ULT), will be responsible for the co-ordination of policy initiatives. These initiatives will be developed in consultation with students and staff. Students and staff will be regularly informed of their responsibilities towards the promotion and implementation of relevant policies and procedures. Support will be provided by the Equality and Diversity Manager. 7.2 Training Regular training and development will be provided to assist with implementation, delivered, both online and in face-to-face meetings. Innovative ways will be sought to meet the needs of an Page 68

69 increasingly complex set of issues across both staff and student spheres. Topics such as unconscious bias will be explored to provide additional dimensions to the diversity domain. 7.3 Equality and Diversity Leaders Each School and Service shall appoint a member of staff to act as an Equality and Diversity Leader to help tackle local E & D issues and to act as a channel of communication, consultation and advice. Training will be arranged for the Leaders by the Equality and Diversity Manager, who will co-ordinate their activities. 7.4 Equality Analyses Under the Equality Act 2010 the University is required to demonstrate that we have paid due regard of equality issues when deciding the design and delivery of policies and services. We are required to evidence that we have paid due regard to: Eliminate unlawful discrimination, harassment and victimisation and other conduct prohibited by the Act. Advance equality of opportunity between people who share a protected characteristic and those who do not. Foster good relations between people who share a protected characteristic and those who do not. An Equality Analysis is a systematic process of ensuring that we have paid due regard to the above requirements. There are also a number of additional benefits to undertaking equality analyses including transparency, accountability and an improved service, etc. Regarding ensuring due regard. The Government advices that; Compliance with the Equality Duty involves consciously thinking about the three aims of the Equality Duty as part of the process of decision-making. That will entail understanding the potential effects of the organisation s activities on different people, but there is no prescribed process for doing this. Keeping a simple record of how decisions were reached will help public bodies show how they considered the Equality Duty. An EA enables us to evidence that we have systematically considered the potential equality impact of a policy or service review. EA guidance and templates will be made available on the HR services website. 7.5 Monitoring Data UEL will use both quantitative and qualitative measures of various equality and diversity-related data, benchmarking against external data where possible. This will include demographic data using staff and student data systems, staff and student satisfaction levels through surveys (both national and internal) and any other insightful measure. An annual staff and student profile report will be developed. Where possible, data will be collected for all the protected characteristics under the Equality Act Communication and Consultation 8.1 An Annual Report will be made through the Equality and Diversity Committee, to the Board of Governors and to ULT on the progress of the Equality and Diversity. The Report will be Page 69

70 published on the University website and made available to all members of the University and to the general public. The report will include information on: The outcome of the relevant year s monitoring of statistics, targets and policies; Specific measures adopted to promote equal opportunities; Assessment of progress against identified priorities, targets and timetables. 8.2 In light of the above, where necessary, recommendations will be provided on where improvements could be made. 8.3 UEL Staff and student networks exist for staff with disabilities and staff of black or minority ethnic background and for staff and students who are gay, lesbian, bisexual and transgender to assist in communication, consultation and the development of policies and equality initiatives. 9. Complaints 9.1 Complaints of discrimination on the grounds of the areas covered by this Policy should be brought using the appropriate Grievance Procedures for staff or students via the Personal Dignity Policy. 9.2 Students, staff or members of the public may approach UEL managers, the Equality and Diversity Manager, HR Services, the Students Union or UEL s other recognised trade union representatives at any time if they believe there has been a contravention of these policies or procedures. 10. Contact Details For further information or guidance regarding any of the issues covered in the policy, please contact: Irfaan Arif Equality and Diversity Manager T: I.Arif@uel.ac.uk Page 70

71 Appendix F. STUDENT NUMBERS ON SITE The attached tables gives an overview of the student numbers on site for the last three academic years. Numbers for 2015/16 will be available in School School - Full Name 2014/5 Campus ACE Architecture, Computing & Engineering DL Cass Cass School of Education and Communities ST HSB Health, Sport & Biosciences ST HSB Health, Sport & Biosciences DL 534 Psychology Psychology ST RDBS Royal Docks Business School Business & Law Business and Law DL 438 Business & Law Business and Law ST 684 Business & Law Business and Law USS 1270 SS Social Science DL 825 LSS Law & Social Sciences LSS Law & Social Sciences ADI Arts & Digital Industries USS ADI Arts & Digital Industries DL Com Hons Combined Honours ST Com Hons Combined Honours DL DH/USS ST DL Totals Page 71

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73 Environmental policy compliance There is an increasing awareness of the need to conduct cleaning operations in a way that is environmentally friendly. This means minimising the whole range of environmental impacts associated with cleaning including energy consumption and waste disposal. The bidder must demonstrate its capacity to carry out this service in an environmentally sound manner. This must include evidence of the regular (at least quarterly) training of staff on environmental aspects of cleaning activities, together with specific environmental management measures which are routinely applied, monitored and reviewed for improvement. An environmental management system (such as EMAS, or ISO 14001) if covering and attesting environmental management capacities as laid down in the selection criteria, shall be recognised as evidence of compliance, as will other evidence of equivalent environmental management measures. The Contractor should: a) Use products with minimal environmental impact. The ecological and packaging requirements for the EU Ecolabel or recognised equivalent for the relevant products must be met. The Contractor will be required at tender stage to submit a list of products to be used with proof of compliance with the above specification. b) Every six months, a list of products used should be submitted to the Client to ensure continuing use of environmentally friendly products. c) Optimise the range of cleaning products used, considering the need for each product and avoiding unnecessary usage. d) Decrease the use of products through reviewing cleaning plans and techniques e.g. correct dosing. e) Paper towels and toilet tissue must be manufactured from 100% recycled post-consumer waste and chlorine-free products. f) Decrease the quantity of packaging used and ensure the recyclability of the packaging that is used. g) Reduce the number of bags used e.g. bin liners, wastepaper bin liners. h) Use reusable microfibre cloths and apply dry-cleaning techniques where appropriate. i) Carry out the work in the most energy efficient way e.g. no lighting should be left on in unoccupied areas unless required by the Client Page 73

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89 Appendix I SPACE MEASUREMENT Room by room measurements, where available and confirmation of spaces excluded from contract The spreadsheets detail the detailed measurements for the various buildings within the cleaning contract, separating the areas which will be excluded. Documents can be found in attachment: Site Measurements and Financial Schedule 11 Templates.XLS supplied along with this tender document. Page 89

90 Appendix J. (2 Pages) Consumables list Below are indicative quantities of consumables used by the University at each Campus in an average month. Figures have been supplied by the incumbent but it is expected that Contractors will make whatever adjustments deemed necessary. Please note that storage space for consumables in limited so although it is expected that consumables be well stocked there is not enough room for excess amounts of stock on site. Docklands Site Product Ordered qty Docklands Campus - C Fold Green Hand Towels 1ply (18 in a box) 78 Consumables Docklands Campus - Clear Sacks (Pack 200) 340 Consumables Docklands Campus - Katrin 2ply Toilet Roll (36 rolls per pack) 197 Consumables Docklands Campus - Selden Bath & Shower Gel ( 5 ltrs) 102 Consumables Docklands Campus - Standard Jumbo 2Ply White (6 per pack) 700 Consumables Docklands Campus - TC Lotion Soap Spray (6 per pack) 35 Consumables Docklands Campus - White Square Bin Liners (Pack 1000) 20 Consumables Docklands Campus - Compactor Sacks ( pack of 100) 282 Consumables Docklands Campus - Wheelie Bin Liners ( pack of 100) 57 Consumables Docklands Campus - 18 Micron Orange Sacks 406x730x875 (500 per pack) 235 Consumables Docklands Campus - 26 Micron Orange Sacks 762x1055x1340 (150 per pack) 172 Consumables Docklands Campus - Dropmatic/Pendomatic Toilet Rolls (36 per pack) 35 Consumables Docklands Campus - Citrasel Beaded Hand Cleaner 5 Ltr 12 Consumables Docklands Campus - Soap Dispenser - PL20LMWH (units) 10 Consumables Docklands Campus - Std Centrefeed 150m 2 Ply Blue - BCF22 (Case of 6) 4 Consumables Docklands Campus - Std Centrefeed Dispenser White (Each) 3 Consumables Docklands Campus - Soap Bulk Anti Bac Neutral 5ltr 54 Consumables Docklands Campus - 23 Micron Orange Sacks 320x550x740 (500 per pack) 60 Consumables Docklands Campus - Consumables DSP31 Dispenser Small Multifold Towels Plastic White Each 2 Page 90

91 Docklands Campus - Consumables Docklands Campus - Consumables DIS011 Jumbo Toilet Paper Dispenser (units) 10 DSP25 Soap Dispener (Each) 10 Stratford Site Product Ordered qty Stratford Campus - Clear Sacks (Pack 200) 119 Consumables Stratford Campus - Compactor Sacks (Pack 100) 84 Consumables Stratford Campus - Selden Bath & Shower Gel (5 ltrs) 106 Consumables Stratford Campus - Standard Jumbo 2Ply White (6 per pack) 755 Consumables Stratford Campus - TC Lotion Soap Spray (6 per box) 18 Consumables Stratford Campus - C Fold Green Hand Towels 1ply (18 per box) 79 Consumables Stratford Campus - Dropmatic/Pendomatic Toilet Rolls (36 per pack) 5 Consumables Stratford Campus - Katrin 2ply Toilet Roll (36 per pack) 80 Consumables Stratford Campus - White Square Bin Liners (Pack 1000) 6 Consumables Stratford Campus - 18 Micron Orange Sacks 406x730x875 (500 per pack) 5 Consumables Stratford Campus - Consumables Soap Bulk Anti Bac Neutral 5ltr 44 USS Site Product Ordered qty USS Building - Mini Jumbo Toilet Rolls 12x200m (6 per pack) 190 Consumables USS Building - Soap Bulk Anti Bac Neutral 5ltr 8 Consumables USS Building - Compactor Sacks (100 per pack) 12 Consumables USS Building - Selden Bath & Shower Gel (5 ltrs) 36 Consumables USS Building - White Square Bin Liners (Pack 1000) 9 Consumables USS Building - Consumables Clear Sacks (Pack 200) 13 Page 91

92 Appendix K. Feminine Hygiene Hygiene bins are located in every female, disabled and unisex toilet on campus. The collection frequency will vary from weekly to 4 weekly collections depending on location and student numbers. Current arrangements for the provision of feminine hygiene bins are as follows: Feminine Hygiene Bins Service Frequency UEL - Docklands Campus 87 Weekly UEL - Docklands Campus 26 Fortnightly UEL - Docklands Campus 73 Monthly UEL - Docklands Sports Dock 18 Weekly UEL - Docklands Sports Dock 20 Fortnightly UEL - Stratford Campus 56 Weekly UEL- Stratford Campus - New 21 Weekly Library UEL - Stratford Campus 59 Monthly UEL - USS UEL 7 Weekly UEL - USS UEL 24 Fortnightly Total 391 It is the responsibility of the Contractor to manage this contract and adjust quantities and frequencies as per demand. Contract is currently with PHS Page 92

93 Appendix L (12 pages) Sports Dock floor cleaning regimes Arena 2. Page 93

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96 Arena 1. & 2 nd Floor Studio Page 96

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101 Sports Dock corridors, walkways and landings Page 101

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104 Sports Dock - Fitness Centre and Strength and Condition suite Jaymart Blade-Runner Cleaning & Maintenance Blade-Runner is a heavy-duty, dense and very durable elastic flooring product. Nevertheless, like with every other product, constant dirt and poor maintenance can cut back the life span and durability substantially. Therefore: 1) Always keep the floor clean of all debris, dirt and sand. 2) Sweep and/or vacuum floor on a regular basis. 3) Blade-Runner can be damp mopped using a solution of water and a light detergent. 4) Heavy stains are removed by scrubbing with a nylon brush, using a high concentration of a mild detergent. Wash out with clean water. 5) To enhance the appearance of Blade-Runner, we would suggest that two coats of neat Nova Restorer Maintainer is applied to a fully clean floor surface. Maintenance can be carried out by using diluted Nova Restorer Maintainer and the surface restored by one coat of neat Nova Restorer Maintainer when necessary. Caution 1) Avoid abrasive alkaline or cheap cleaners. 2) Keep surface free of grit, oil, gasoline and acids. Page 104

105 Appendix M. Edge and Green Canteen floor care instructions Manual Mopping of Amtico Design Tiles in commercial areas Applicable to Amtico Signature, Amtico Marine, Amtico Spacia, Amtico First Date of issue: 24th January 2013 Vacuum entrance mats and crevices at all entrances MANUAL MOPPING Manual Mopping is used for soil removal in small or congested areas (including within large floors) and some mark removal. Spray cleaning may be required for heavier surface marking. Put out signs to warn people that cleaning is in progress Prepare a solution of Amtico International FloorCare Maintainer diluted in accordance with the instructions on the label. Using a two-bucket mopping system, apply solution using a damp mop to remove soiling Mop using overlapping strokes Rinse the mop frequently and change the solution as necessary Allow entire floor area to dry thoroughly Remove caution signs Ensure all equipment is cleaned thoroughly after use and stored safely TIPS I n conditions of heavy soiling, perform a pre-wash by preparing a solution of Amtico International FloorCare Maintainer diluted in accordance with instructions on the container and pre-wash heavily soiled areas. W here dirt has become ingrained over time we would recommend that the floor is deep cleaned. See Periodic Maintenance of Amtico Design Tiles in commercial areas document. To help remove stubborn scuff marks use a non-abrasive 3M red pad or equivalent. Page 105

106 Any surface marking that is not removed by routine Manual Mopping may be removed by occasional Spray Cleaning. See the Spray Cleaning of Amtico Design Tiles in commercial areas document. S pills of water, grease, food, chemicals and other foreign matter or use of inappropriate cleaning products may cause the floor to become slippery. Wipe up spills immediately with an absorbent cloth, then wash thoroughly with a properly diluted Amtico International FloorCare Maintainer or Spillage Remover until the spill area is completely clean. Rinse and allow to dry thoroughly. A t least once a year the floor should be scrubbed thoroughly to remove in-grained dirt and floor dressing if applied. Please refer to the Periodic Maintenance of Amtico Design Tiles in commercial areas document. Page 1 of 1 Page 106

107 Amtico Signature Periodic Maintenance of Amtico design tiles in commercial areas Date of issue: 24th January Guide to Stripping and deep Cleaning Information for stripping a floor to remove in-grained soiling and floor dressing if applied. Before commencing work, put out signs to warn people that cleaning is in progress. Sweep floor to remove debris and vacuum entrance mats. Prepare a solution of amtico international FloorCare Stripper using warm water as per instructions on the label. Carefully follow all safety instructions, particularly noting that the floor can become slippery during the stripping process. Apply plenty of solution over a manageable area using a mop and bucket. Allow minutes contact time. Agitate the solution using either a low speed rotary machine with a green 3M (or equivalent pad) or with a mop. Edges will need to be agitated manually. Do not allow the slurry to dry. Remove slurry with wet vacuum machine or mop and bucket. Rinse floor twice with clean water, allow to dry. Guide to application of dressing If a protective finish is required or if you are seeking to restore the appearance of an older Amtico design tile floor, an application of Amtico international FloorCare dressing is an option. Dressings can be applied following stripping of Amtico design tile floors. Ensure floor is clean and completely dry prior to applying dressing. Do not use the same equipment for stripping as that used for application of Amtico international FloorCare dressing. Pour a quantity of Amtico international FloorCare dressing into bucket. Load a clean flat applicator mop with dressing. Starting at the furthest point from the exit apply a thin even coat around the perimeter and fill in with overlapping passes and allow to dry (for approx 30 minutes in good ventilation). Apply second coat at right angles to the first. Allow to dry. Do not buff for 24 hours. All equipment should be cleaned thoroughly after use and stored safely. Page 107

108 Scrubber Drying Amtico Design Tiles in commercial areas Applicable to Amtico Signature, Amtico Marine, Amtico Spacia, Amtico First Date of issue: 24th January 2013 Vacuum entrance mats and crevices at all entrances SCRUBBER DRYING LARGE AREAS Scrubber Drying can be used for soil removal in large installations and some mark removal. Put out signs to warn people that cleaning is in progress Prepare solution of Amtico International FloorCare Maintainer and pour in to the dispensing tank. The scrubber dryer should be fitted with a red or blue 3M nylon scrubbing pad (or equivalent) or brush Scrub entire floor area Ensure vacuum pick up is operating efficiently Once entire floor area is dry remove caution signs Ensure all equipment is cleaned thoroughly after use and stored safely TIPS Spills of water, grease, food, chemicals and other foreign matter may cause the floor to become slippery. Wipe up spills immediately with an absorbent cloth, then wash thoroughly with a properly diluted Amtico International FloorCare Maintainer until the spill area is completely clean. Rinse and allow to dry thoroughly. Any surface marking that is not removed by Scrubber Drying, may be removed by occasional Spray Cleaning. See Spray Cleaning of Amtico Design Tiles in commercial areas document. Soiling in congested areas should be removed using Manual Mopping. See Manual Mopping of Amtico Design Tiles in commercial areas document. At least once a year the floor should be scrubbed thoroughly to remove in-grained dirt and floor dressing if applied. Please refer to the Periodic Maintenance of Amtico Design Tiles in commercial areas document. Page 108

109 Appendix N. (3 Pages) Easter Monday - 28 March 2016 Early May Bank Holiday - 2 May 2016 Spring Bank Holiday 30 May 2016 Summer Bank Holiday 29 August 2016 Christmas - 25 Dec 2015 to 3 Jan 2016 inc - 10 days in total UEL TEACHING Typical Catering Outlet Opening Days Docklands Docklands Docklands Docklands Docklands Docklands Docklands Stratford Stratford Stratford USS Edge Costa Street food Starbucks Page 109 K.Dock Sports Dock Bar The Green Buzz (Starbucks) UNIVERSITY House W/C No UG M to M to F M to F M to F M to F M to F M to S M to S M to F M to F M to F F 21-Sep-15 1 Induction Week Sep-15 2 Teaching Oct-15 3 Teaching Oct-15 4 Teaching Oct-15 5 Teaching Oct-15 6 Teaching Nov-15 7 Teaching Nov-15 8 Teaching Nov-15 9 Teaching Nov Teaching 30-Nov Teaching 07-Dec Teaching 14-Dec Teaching USS

110 21-Dec Student Vacation 28-Dec Student Vacation 04-Jan Student Vacation/Assessment 11-Jan Assessment & Exams 18-Jan Teaching 25-Jan Teaching 01-Feb Teaching 08-Feb Teaching 15-Feb Teaching 22-Feb Teaching 29-Feb Teaching 07-Mar Teaching 14-Mar Teaching 21-Mar Teaching 28-Mar Student Vacation 04-Apr Student Vacation 11-Apr Teaching 18-Apr Teaching 25-Apr Studyfest

111 02-May Exam & Assessment Prep May Assessment & Exams May Assessment & Exams May Assessment & Exams May Marking Jun Pre Board Jun Assessment Board Jun Assessment Board Jun Student Vacation Jul Student Vacation Jul Assessment & Exams Jul Assessment & Exams Jul Student Vacation Aug Student Vacation Aug Student Vacation Aug Student Vacation Aug Student Vacation Aug Student Vacation Sep Student Vacation Sep Total Opening Days per Year

112 Appendix O. (3 Pages) USS Premises Assistant Job Description JOB DESCRIPTION Post: Premises Assistant Hours: Location: 8 am to 4 pm, Monday to Friday but requirement to be flexible to cover varying times to include some early mornings, late evenings University Square Stratford Responsible to: Support Services Officer Job Summary: Stratford University Square has been purpose built by the University of East London and Birkbeck, University of London to deliver academic courses to their respective students and undertake commercial activities. The Premises Assistant will provide efficient and effective caretaking support to Stratford University Square including portering and general upkeep of the premises and grounds. The post holder will need to be proactive and be able to identify tasks that require attention. It is essential that the postholder can communicate effectively and understand written and verbal communications. The following duties and responsibilities are intended to give a broad indication of the variety of tasks that the post-holder may be asked to undertake, and are expressed in sufficient detail to distinguish the grade of the post. It should be noted that a job description is not an exhaustive list of activities, and employees may be asked to carry out other duties commensurate with the grade of the post. The job description may also be amended to take account of changed circumstances, and employees will be consulted when this is necessary. Duties & Responsibilities: General Carry out portering requests around the campus completing jobs within deadlines. Co-ordinate the preparation and room set-ups for conferences/events, exams and meetings. Set rooms up according to provided room lay out plans. Responsible for ensuring clear and safe pedestrian access to the building particularly in adverse weather conditions i.e. clearing snow, gritting etc. Inform appropriate persons on salt and grit stock levels. Collect confidential and plain white paper from around the building periodically and on demand. Store centrally in the Loading Bay for collection at Stratford campus. 112

113 Collect electrical goods from around the building for WEEE recycling as advised. Compact/compress general and recycled waste 1100ltr euro bins on a daily basis. Ensure bins are presented for collection and returned to bin store area. Clear blockages, remove foreign matter from sinks, toilets and drains etc. and clean up spillages as required. Ensure that gullies, drains etc. are kept free from debris and that the grounds are kept litter free. To report emergencies in the case of faults with gas, electric and water supply. To be aware of the location of all stop cocks, gas and electric emergency isolation points and take necessary action as directed by the Facilities Manager or the University s maintenance team. To dispose of waste materials in a safe, hygienic manner, ensure external rubbish is compacted and stored appropriately, that waste is available for collection as required, that bins are emptied and the bins store is kept clean and tidy. To manage the Loading Bay and ensure that it is kept in a safe and tidy state at all times. Receive goods in and deliver these to the relevant School/Service/Contractor/member of staff in good time and that corridors, fire exits and public areas are not obstructed. This will include the manual handling and distribution of heavy packet, parcels and furniture including assisting delivery drivers. To monitor stock levels of all consumable items including grit, and to order and replenish supplies in accordance with current procedures. Ensure compliance with the University s Environmental Policy. To carry out general grounds and gardens maintenance duties. Sweep pathways and yard areas, pick up litter and be responsible for the removal of all debris from paths and all doorways. To ensure spills etc. are cleaned away and general and public areas are maintained to an acceptable level of cleanliness as advised by the Support Services Officer. Take responsibility for and safe guard any keys issued. Undertake specialist mandatory equipment training. To pro-actively monitor Health & Safety within the premises to ensure compliance with University policy and procedures. To maintain a professional working relationship with all service providers within the building and members of both universities. To carry out any other reasonable duties within the overall function of the job. To be aware of the responsibility of all employees to maintain a safe and healthy environment for staff, students and visitors. 113

114 To ensure that all duties are carried out to the highest possible standard. To have a commitment to identifying and minimising risk, report all incidents and report to the manager, any risks which need to be assessed. Identify and report through approximate channels any breaches in Health and safety, security, cleaning or maintenance which may be observed while conducting daily duties. To maintain a professional working relationship with other departments within the University of East London. To actively promote University Policy in terms of Security and Personal Safety at all times. To work flexibly on occasional weekends, with time off in lieu during the week. To work within the University s Equal Opportunities/Equality and Diversity Policy. Any other duties commensurate with the grade and in line with the requirement of the post. 114

115 Appendix P. (2 Pages) USS Building Class Room Set Up Methodology All operatives will receive training in the requirements for the various classroom layouts. Training will also be given in manual handling and health and safety procedures. A minimum of two operatives will carry out the work to ensure that desks and chairs are lifted into position properly. This will also ensure that manual handling regulations are followed. The cleaning team should print a report off the Kinetics room booking system (for Birkbeck ) twice a day for the day time and evening requirements per room. This report will also note when a special chair is required in a room for students who are registered with the disability office. Furniture will be of the same colour and type in each room. Cleaning operatives will place the furniture in position according to the required layout; any spare furniture should be neatly stacked at the side of the room. Under no circumstances should any spare furniture be stored in corridors. All chairs and tables must be positioned in the correct format; any furniture not complying with the uniform will be removed from the room and returned to their correct location. Where appropriate writing tables which have been removed from chairs must be replaced. Damaged furniture will be isolated and reported to the Facilities Manager / Support Services Officer. Whiteboards should be thoroughly cleaned before the start of the day and evening sessions with an appropriate solution to ensure any permanent pen marks or build up are removed. Any catering or hospitality leftovers such as cups, plates and tea urns should be collected and returned to the catering outlet on the ground floor. Spillages and stains to be removed from upholstered furniture and fixtures on a daily basis to keep in a clean and tidy position. Ensure all blinds are positioned correctly. Upon vacating the room, switch off the lights and close or lock the door as instructed. 115

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