SPECIFICATION AND SCHEDULE OF WORKS FOR COMMUNAL INTERNAL AREA CLEANING To be read in conjunction with the preliminaries and conditions of contract For the avoidance of doubt the specification for student accommodation is as per our general needs accommodation and the specification for Supported Housing is as per our Sheltered Housing. Communal area floor and paintwork cleaning 1) The work specified below is to be carried out in halls, corridors, bin stores, landlord s cupboards and stairwells in general need blocks. 2) The work specified below is to be carried out in communal lounges, kitchens, guest bedrooms, bathrooms, WC s, halls, laundry rooms, corridors, bin stores, Scheme Manager s offices, landlord s cupboards, stairwells and any other internal communal area in sheltered schemes. Fortnightly frequency: Litter pick and sweep entrances, to include all loose materials, objects and litter which are detrimental to the housing environment. Vacuum all internal communal carpeted floors. Sweep and then mop all internal communal hard floors including vinyl and concrete floors (excluding carpeted floors) with clean water and a suitable detergent, and rinse with clean water. Clean mats and mat wells as necessary. Wipe with clean water and suitable detergent all items of sanitaryware and white goods. Dust and wipe down all kitchen units, worktops, radiators, fire extinguishers, furniture, window frames and cills (internally only), glazing (internally only), skirtings, notice board perspex covers, hand rails, electric face plates (dry wipe only) and any other communal fixture or fitting. Remove cobwebs internally throughout communal areas and externally around main communal front entrance only. Sweep out, disinfect and wash with water all internal and external refuse storage areas using Jeyes fluid or similar approved, and rinse with clean water. Remove and dispose of any cigarette ends from external communal ash receptacles. Wash down with clean water and suitable detergent all sheltered scheme signage internally and externally. Monthly frequency: 1 Clean wood fixtures and fittings with a suitable polish, to include stair banister rails. 2 Clean filters on washing machines and tumble dryers in communal laundry rooms 3 monthly frequency Food waste bins at sheltered schemes only to be cleaned once every 3 months with water, suitable detergent and disinfectant. Work to be carried out during September, December, March and June each year.
Annual frequency: Carpeted flooring, where applicable, to be shampooed in accordance with good practice between 1 September and 30 October each year. All internal communal light fittings and diffusers to be cleaned between 1 September and 30 October each year. Works to include removing the diffuser, dust and clean with suitable cleaner and replace on completion. The Contractor is deemed to have included for gaining access to the internal communal lights within his tender figure. No additional costs will be paid to the Contractor for ladders, trestles, scaffolding etc that may be required to gain access to the lights. Annual cleaning of bulk waste bins at general needs blocks of flats and sheltered schemes with water, suitable detergent and disinfectant. Work to be carried out between 1 and 30 September each year. Annual deep cleaning of internal vinyl floors in blocks of flats and sheltered schemes to be carried out during March each year using suitable specialist floor cleaning solution. Window, door and cladding cleaning specification Six-weekly frequency: All internal and external communal windows and doors in flatted blocks and sheltered schemes shall be cleaned internally and externally by thoroughly washing down by hand with clean water and a suitable cleaning agent, using wet leather or rubber squeegees, followed by rinsing with clean water and polishing with dry scrim. The contractor shall pay particular attention to the corners of doors. This method of cleaning is to be used for all windows, including those on first floor level and above. Windows to individual flats at elderly person sheltered schemes shall be cleaned externally only by thoroughly washing down with clean water and a suitable cleaning agent, using wet leather or rubber squeegees, followed by rinsing with clean water and polishing with dry scrim. Window and door frames and external cills, and internal reveals forming part of the window or door to be cleaned internally and externally to all communal windows and doors but externally only to individual flat windows at elderly person sheltered schemes. This work shall be included in cleaning operations by washing down with a mild detergent and polishing dry afterwards. External sub cills shall be cleaned by brushing down with a wire brush. All debris is to be bagged in plastic bags and removed from site the same day, and disposed of correctly. When it is necessary to stand on window cills, adequate protection will be provided by the contractor, and cleaned down afterwards. The internal surfaces of windows shall be reached by means of step ladders to prevent damage to walls and partitions. All fittings removed to facilitate cleaning shall be replaced and made good. This applies to Mount View Court, Henley on Thames only - If the tenant is not at home when the Contractor calls a not in card is to be posted through the door. The card is to include the Contractor s contact details. Should the tenant contact the Contractor, the Contractor is to arrange a mutually agreeable time to return and complete the window cleaning. Annual frequency All PVCu white shiplap external cladding to communal areas shall be cleaned by washing down with specialist PVCu cleaning solution, and thoroughly polished. All PVCu white shiplap external cladding to individual flats/ properties in the schedule of addresses shall be cleaned by washing down with specialist PVCu cleaning solution, and thoroughly polished. Carry out a deep clean of roof lights (Velux or similar) externally and internally with water and a suitable cleaning detergent using wet leather or rubber squeegees, followed by rinsing with clean
water and polishing with dry scrim. The Contractor is deemed to have included for gaining access to all roof lights within their tender figure. No additional costs will be paid to the Contractor for ladders, trestles, scaffolding etc. that may be required to gain access to the roof lights. Extra Care Schemes Daily frequency: Staff sleep over en-suite room Daily clean of bedroom area, wipe surfaces & vacuum.. Communal bathroom (assisted) Daily clean of all surfaces Kitchen and Dining area Daily clean once per day after lunchtime meals service. Wipe down surfaces, clean spillages, vacuum Entrance hall to be vacuum/mop on a daily basis also litter pick and sweep entrances, to include all loose materials, objects and litter which are detrimental to the housing environment. Internal Rubbish area residents/carers will place their rubbish in smaller bins in the internal bin store, advised that the cleaner is to move this from the internal store to the larger external bins Weekly frequency: Communal lounge & conservatory - vacuum and wipe down of surfaces on a weekly basis Communal Laundry to be cleaned weekly, vacuum, wiped down, floor washed, filters emptied Communal Toilets to be cleaned once per week, and also to deal with accidents as/when Communal Bathroom (not assisted) Weekly clean of bathroom & vacuum & wipe down of surfaces on a weekly basis Communal kitchen in lounge to be cleaned once per week, and deal with any spillages, community events/occasions as/when 2 x Ground floor offices Weekly clean, vacuum and wipe down of surfaces Staff sleep over en-suite room Weekly clean of bathroom Information suite Weekly clean, vacuum and wipe down of surfaces Glass panels in hallways & on communal doors, kick plates, and handrails throughout communal hallways wipe down of surfaces on a weekly basis Carpets throughout communal hallways vacuum on a weekly basis Scooter store Weekly sweep through 2 x lifts Vacuum and polish glass weekly Guest en-suite room As requested by Scheme Manager (on average once per week) Staff room (kitchen area, bathroom, lounge) Weekly clean of bathroom & vacuum & wipe down of surfaces on a weekly basis Communal bathroom (non-assisted) Weekly clean of all surfaces (may need to be reviewed depending on usage)
TV Room Weekly clean and deal with any spillages, community events/occasions as/when Sun room Weekly clean and deal with any spillages, community events/occasions as/when Activities room Weekly wipe surfaces and vacuum plus occasional ad hoc cleans following activities (to be advised by Scheme Manager) on average once per week Sun terraces Weekly sweep and empty of butt bins & remove and dispose of any cigarette ends from external communal ash receptacles. Fortnightly frequency: External bin store area Sweep out, disinfect and wash with water all internal and external refuse storage areas using Jeyes fluid or similar approved, and rinse with clean water. 2 x stairwells Vacuum & dust fortnightly Monthly frequency: Photos wall mounted pictures and ornaments throughout the scheme To be polished/dusted on a monthly basis 3 Clean filters on washing machines and tumble dryers in communal laundry rooms Annual frequency: All internal communal light fittings and diffusers to be cleaned. Works to include removing the diffuser, dust and clean with suitable cleaner and replace on completion. The Contractor is deemed to have included for gaining access to the internal communal lights within his tender figure. No additional costs will be paid to the Contractor for ladders, trestles, scaffolding etc. that may be required to gain access to the lights. The Contractor shall include within his tender a price for carrying out the following work upon request: AOB Carpeted flooring, where applicable, to be shampooed in accordance with good practice (this will be scheduled annually, but may have additional requests) Linen for guest room upon request from scheme manager strip bed linen, wash & iron ready for next use. Use of onsite laundry equipment is allowed to complete this. Costed Window Cleaning Service for general needs tenants, leaseholders and shared owners. Throughout the year The Contractor is to provide a costed window cleaning service to Soha s tenants, leaseholders and shared owners. The Contractor shall provide for cleaning individual flat windows by thoroughly washing down with clean water and a suitable cleaning agent, using wet leather or rubber squeegees, followed by rinsing with clean water and polishing with dry scrim. The Contractor shall quote for all window cleaning work to individual flats using the hourly rate provided in the Form of Tender which shall include for all labour, materials, plant, machinery and tools required to provide this service.
Works completion form The Contractor is to complete a works completion checklist form (Preliminaries and General Matters appendix G) on completion of work at each site, and post a copy of the form on the block/ scheme notice board. The cost of completing this form and posting it on the block/ scheme notice board is deemed to be included in the Contractors tendered price for carrying out the cyclical communal cleaning work described above. Quarterly programme of works The Contractor is to supply and display their quarterly programme of works, at or near the beginning of every quarter, on the notice boards within both general needs blocks and sheltered schemes. The cost of preparing this programme and posting it on the block/ scheme notice board is deemed to be included in the Contractor s tendered price for carrying out the cyclical communal cleaning work described above. Weekly site inspections The Contractor shall undertake a minimum of 3 site inspections each week and shall provide Soha with electronic weekly reports detailing the inspections undertaken, any performance/ workmanship issues identified and progress of work compared with agreed programme (See from - PGM appendix F). The cost of carrying out these inspections and producing the reports for the Employer is deemed to be included in the Contractor s tendered price for carrying out the cleaning work described in the schedule of works, works specification and Form of Tender FT/1. If for whatever reason the Contractor is unable to carry out any cleaning work in accordance with the agreed programme of works, the Contractor is to notify the Estates and Neighbourhoods Manager immediately.