The importance of cleaning contract audits
As every Facility Manager knows, keeping track of all aspects of a cleaning contract is not always easy! Having the right information at the right time is powerful and allows swift interventions when necessary, improving overall compliance. One way to manage this is by using specific cleaning and FM audits. This blog looks at the importance of cleaning contract audits.
What is the purpose of a cleaning contract audit
The purpose of any audit is to maintain a clean and hygienic work environment for staff and visitors. A clean environment is important in the defence against infection and reducing the spread of germs and viruses, as well as creating a productive workspace. Fully understanding the cleaning results and adapting schedules accordingly also improves efficiencies and ultimately offers better client value.
How often to conduct an audit?
Depending on the size and nature of the premises, managers would typically conduct audits on a monthly basis. They should be scheduled in advance and if possible, should be jointly conducted with the client. This way identifies issues which can then be rectified. The walk around can include the whole building, or each month one area can be the focus, for example a floor or a building.
Benefits of a cleaning site audit
Raise the standard at the client premises
Keeping workplaces clean and hygienic is more important than ever and regular inspections help to keep track of standards and monitor performance.
Measuring the contract
Collecting consistent data each audit enables easy comparison and measurement. Key Performance Indicator (KPI) targets, agreed during the mobilization phase, can be monitored throughout the duration of the contract and changes made accordingly.
Identify issues early on
It's easy to identify any issues at an early stage so that cleaning teams are able to quickly take action and rectify. For example, missed areas can be added to a cleaning schedule or if there are upcoming events or changes these can be planned prior to the event.
Visual evidence and comments
Having the ability to include images and comments is very helpful. Images improve clarity and support the findings of the audit and are a very good reference to fully explain a score. Comments help to direct the corrective actions to ensure compliance.
What areas does a cleaning audit include?
The cleaning audit should include all elements of the cleaning specification. This would typically include the following:-
- Entrance mats, doors and reception areas
- Office desks, chairs, pedestals, lockers and other storage units
- Waste and recycling bins
- Carpets and hard flooring
- Washrooms and kitchens
- Doors and door frames
- Hallways, stairs and landings
- Skirting boards, ledges and pipes
- Windows and sills
Smart audits for real time visibility
Digital smart audits report on only the relevant items to an individual contract. They are paperless and can generate PDF reports quickly. These reports are very easy to share so that the client has real time visibility and information.
How to score areas?
Scoring is the power behind the audit and gives clients valuable insight into performance over time. Scores can be presented in any format, from a percentage to a range for example one to ten.
TemcoUK Facility Services uses smart software for cleaning contract audits
We have been using smart audit software for many years Temco, it is deeply embedded in our operational management process.
Our area managers all have access to audits and conduct them using mobile devices. We conduct monthly quality audits using smart cloud-based software and share them immediately with you in PDF format, so you have instant feedback. We also upload audits onto a secure online portal.
We've custom written our audits so they meet our specific requirements, we have written and adapted these over the years to create a meaningful document which we always share with clients. All areas receive a score 1-5 in relation to the compliance with specification. Audits include images, scoring and can be bespoke if you have specific reporting requirements.
We additionally conduct regular compliance audits. Any periodic work (such as carpet deep cleaning) is accompanied with a bespoke risk assessment method statement and a report with client sign off will be provided using this software.
If you would like to understand more about how we manage our contract or if you’re thinking of switching your cleaning provider, please contact Temco today 01895 520370.
What is a Commercial Builder and Sparkle clean?
Construction and building is messy work! For any office or other commercial renovation or refit project, there will be a lot of dust and dirt created. Cleaning is the final task to make the premises tidy and presentable and ready for handover or occupation. There can be a lot of confusion over what is included, so this blog explores what is a commercial builder and sparkle clean and what does it include.
The Building Phase
Cleaning should not be booked until all contractors and trades are finished with the construction work or renovation. This includes for example all the mechanical and electrical (M&E) works, carpentry, plastering, roofing, painting and decorating and the commercial refurbishment teams.
Builder and Sparkle clean specification
With so many elements to a builders clean, the scope varies enormously from client to client. This is why it’s vital to agree a cleaning specification in advance which is tailored to the specific project. Having a pre-agree specification will provide clarity to all parties. This will list all tasks included in the commercial builder and sparkle clean, which are typically the following:-
Internal tasks
- Clearing away debris and rubbish from the building work
- Vacuum carpets
- Mechanically scrub and clean hard floors with a scrubber dryer
- Damp wipe office surfaces such as desks, chairs and cupboards
- Clean internal glass partitions
- Remove all dust and visible marks including cupboards inside and out
- Clean all areas including stairwells, corridors and lift lobby area
- Clean washrooms including tiled area, sanitary units, appliances and partitions
- Deep clean kitchen including surfaces, appliances and shelves
- Clean internal windows including frames to remove dirt, paint splashes and adhesive residue from sticky duct tape
- Clean high-level fittings eg lights, ceiling tiles and air conditioning vents
- Removing old corporate branding such as vinyl graphics or glass manifestations
External tasks
- Window cleaning to leave clean and streak free
- Gutters, soffits and fascia cleaning to remove any construction mess
- Pathway and walkway jet-washing and resanded if necessary
- Litter picking of car parks, bike stores, smoking areas and patios
- Cleaning meeting booths or collaborative outdoor pods
Sparkle clean
Sparkle cleaning is the final step to delivering an immaculately clean area, from floor to ceiling. Often dubbed the handover clean, the aim is to give the project the ‘WOW’ factor. This work will include many elements of the builders clean such as cleaning window sills, removing finger marks, cleaning door handles and door vision panels. It may also include removing site health and safety signs and cleaning the adhesive marks left behind.
Attention to detail
Professional cleaning teams must be thorough and leave all surfaces clean and tidy, free from visible marks and dust. With larger areas sometimes it’s easy to miss small marks and stains, so leaving time at the end for a final check will pick up the finer details and ensure all parts of the specification are met.
TemcoUK Facility Services provides builder and sparkle clean services
TemcoUK provides builders and sparkle cleans to commercial property following construction work, office refurbishments or brand-new builds. Fully insured and trained with specialist cleaning equipment, our expert team provide professional cleaning services to get your office back up and running and ready for use.
Health and safety is our highest priority. We prepare Task and site specific Risk Assessment Method Statement (RAMS) and brief our team before any work starts onsite. And we follow all relevant health and safety control measures and wear the appropriate PPE as directed. We are SafeContractor and CHAS accredited as well as ISO9001 and ISO14001. Furthermore we are CIS (Construction Industry Scheme) registered for ease of invoicing.
All work will be accompanied by a report on completion showing before, during and after images and comments.
We often work out of hours to minimize disruption on site and will work with you to ensure we meet deadlines.
Temco has a wealth of experience of working with a wide range of clients from open plan office renovations to total refits. Following a free site survey where we will discuss your requirements and understand your objective, we provide a quote accompanied by a detailed specification.
If you need to arrange a builder sparkle clean, contact Temco today for a quote 01895 520370.
Cleaning advice for a COVID-Secure workplace
Since the lifting of COVID-19 restrictions in England on 19th July, the advice has changed from work from home if possible, to promoting a gradual return to the office. Industry experts predict that by September many office workers will be back at least some days in the office. Good hygiene has never been more important, and staff need to feel confident that their workplace is a safe. In this blog we look at cleaning advice for a COVID-secure workplace.
Current Government guidance requires employers to complete and implement a COVID-19 risk assessment and take action to prevent transmission, this includes
- One-way systems to minimise contact
- Social distancing
- Desk partitions if face-to-face working or allocating workstations to individuals
- Effective cleaning
Employers have a duty to keep staff and visitors safe whilst on their premises. Keeping the workplace clean and hygienic reduces the potential for coronavirus to spread and cleaning plays a major role.
5 Cleaning tips and advice for a COVID-Secure workplace
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Use anti-viral disinfectant cleaner
Using professional grade products proven to kill coronaviruses is key. Cleaning products which have been independently tested to EN14476 – the European Standard for Virucidal Effectiveness – guarantees that the product is effective and suitable for use not only against COVID-19 but also against a range of pathogenic viruses including Influenza A (H1N1 and Swine Flu).
Implementing a clear desk policy helps to keep surfaces clear so that cleaning routine are effective. Cleaners won't usually move personal items on desks, so having clear areas will make it easier to clean surfaces, keyboards and phones.
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Update Staff training to ensure cleaners understand how to clean effectively
COVID training is essential so that the team know how to clean and sanitise effectively. For example, understanding chemical contact time and correct clean cloth usage.
Contact time is the time stated by the manufacturer on how long the chemical needs to be left in order to kill the bacteria or virus. It is typically anything from a few seconds to 5 minutes. It matters because this is the time required for the chemical to be effective.
Using clean cloths is of paramount importance to avoid cross contamination when cleaning and sanitising. Used cloths should be cleaned at 60 degrees or sanitised after use.
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Enhanced cleaning with a focus on High frequency touchpoint cleaning
Reviewing and updating cleaning schedules is important to make sure the tasks reflect the new requirements. Touchpoints are areas which are frequently touched within an office, such as
- door handles, push plates and stair rails
- light switches and lift panels
- kitchen appliance handles
- coffee machines, printers and photocopier buttons
Identifying and focusing on these touchpoints will reduce the risk of cross contamination. The visible presence of cleaners or day housekeepers sanitising throughout the day will provide additional reassurance to returning staff that their workplace is hygienic and safe.
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Antimicrobial solutions for hygienically safe workplace environments
Next generation surface protection provides hygiene solutions which are highly suitable for the workplace. Antimicrobial protective pads and wraps are effective against SARS-COV-2 and reduce the requirement for continual cleaning in high traffic areas. Using silver ion technology they degrade the biological makeup of pathogens, resulting in a much lower risk of cross contamination.
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Sanitisation, Fogging and sanitiser supply
Specialist backpack machines can dispense a fine spray to disinfect all surfaces quickly and in a targeted manner. Delivering a liquid layer of detergent which dries quickly provides very effective virus control and allows cleaning teams to respond quickly to suspected or confirmed cases of COVID-19.
For a COVID-Secure workplace another good way to promote hand hygiene in the office is to ensure hand sanitiser is readily available. This should be the building entrance, in communal areas and in meeting rooms. Together with hand washing, sanitiser reduces the risk of virus transmission. Sanitiser is available in individual bottles or in bulk 5l bottles as required.
TemcoUK Facility Services provides commercial daily office cleaning
TemcoUK provides a full range of office cleaning services which prevent the spread of COVID-19. From touch point cleaning to sanitisation and fogging, we keep workplaces hygienic and safe. Check out our services here.
Our fully trained specialist teams can carry out site or area sanitisations, and we work in line with government and industry guidelines.
Contact us for more information or for a free quote.
What does an Office Deep Clean consist of?
Daily office cleaning includes the general tasks involved in keeping an office clean, carried out on a regular basis and following a specification. A deep clean compliments this, providing a more thorough clean than can be achieved during normal office cleaning. This blog looks at what an office deep clean consists of.
Regular vs Office deep cleaning – what's the difference?
Regular cleaning tasks would typically include vacuuming, cleaning and sanitising desks and chairs, emptying waste bins and mopping hard floors. It can also include cleaning washrooms, showers and changing rooms, kitchen and breakout areas as well as entrances and reception spaces.
A periodic deep clean reaches hard to access areas such as behind, below or above items of furniture and equipment. And it often covers areas which are too busy during normal office hours. It might also include higher level jobs such as cleaning air vents and light fixtures or the tops of cupboards and kitchen appliances which are not easily accessible.
Periodic cleaning uses specialist chemicals, equipment (eg Prochem) and processes which have been specially formulated for the intended job. For example the professional carpet cleaning products contain different chemicals and manufacturers design these for industrial rather than domestic use.
An office without specialist periodic deep cleaning over time never quite feels as clean and hygienic as one with it.
Why is it important?
The importance of having a welcoming, clean and hygienic office for employees and visitors is more important than ever. Not just cleaning the visible dirt, but also the hidden dangers such as bacteria and germs.
Deep cleaning is essential to prevent the build up of dirt which often hides behind or under furniture. Furthermore it can be extremely cost effective as it helps to protect and extend the life of carpets and soft furnishing, reducing the need to replace often.
Finally, cleaning the lesser used areas will often expose repairs or essential works, for example slow water leaks or pest infestations.
How often to schedule?
This depends on many aspects such as the office layout, usage and the use of space.
Professional contract cleaners will be able to audit the space, understand the requirements and suggest a cleaning schedule to reflect the individual workplace.
Examples
Carpet deep clean
Coffee and tea stains are the most common, but other problems are often ink, mud, food and juice marks. Using a pre-treatment and specialist carpet cleaning extractor equipment and chemicals, even stubborn marks can be removed.
Hard floor deep clean
High traffic areas become dirty over time. Specialist equipment for scrubbing, buffing and polishing can revive hard floors and help protect them. Stripping and reapplying fresh polish to seal the surface transforms floors, making them pristine and gleaming again.
Upholstery and furniture deep clean
Dirty and stained furniture is unsightly, unhygienic and gives a bad impression to staff and visitors. Professional cleaning removes a multitude of marks including spillages of food and drink, dye from clothes and general dust and dirt and will leave furniture looking clean and fresh.
Washroom deep clean
Professionally deep cleaning washrooms effectively removes the build up of dirt and germs which thrive in warm and moist conditions. The service thoroughly cleans toilets, urinals and sanitary ware as well as accessing the hard to reach areas behind pipework and the tops of mirrors and partitions. It also includes mechanically scrubbing hard floors with disinfectant and descaling where applicable.
Kitchen deep clean
This could include fully cleaning cupboards and drawers inside and out, and removing all items from shelves and worktop to clean and sanitise. It would also include a full clean to any appliances such as the fridge, microwave, toaster and dishwasher to remove all dirt and debris.
TemcoUK Facility Services provides office deep clean services
TemcoUK provides a full range of office deep cleaning services in London, Berkshire, Buckinghamshire, Surrey and Hertfordshire.
Fully insured, our teams highly trained, qualified and experienced in providing commercial cleaning services. Reliable and professional, we directly employ all staff and don't use agencies.
We supply a clear and detailed specification as part of the quotation process so you know exactly what the the job will include. We will also send task and site specific Risk Assessments and Method Statements (RAMS) and any other required Health and Safety documentation. This also identifies any appropriate PPE for the operatives to wear during the job.
Our team will conduct a full clean tailored to your individual requirements and we use the latest and most appropriate equipment for the best results.
You’ll also receive a post cleaning report showing the before, during and after photos and including a sign off sheet.
Contact us if you'd like to find out more.
Commercial Property Management Cleaning Services
Property management is a specialist role which requires in-depth knowledge of a wide range of services. Commercial cleaning is just one of the operational support functions and often managed alongside security and catering. This blog is a quick guide to commercial property management cleaning services.
Keeping buildings clean and safe
From multi tenanted office buildings to residential blocks of flats, the priority is to keep a clean and safe environment for staff, visitors and residents.
Areas that are clean and well presented also create a good first impression and demonstrate that good hygiene practices are in operation.
Overview of Cleaning Services
The types of job are many and varied and this will be tailored to individual buildings, but typically it includes the following:-
Common parts - Commercial property management cleaning services
Common parts within a building are the communal areas such as stairwells, corridors, lifts and washrooms. For multi-tenanted buildings it may also include main lobby or reception areas too.
Maintaining the washrooms will involve not just cleaning the toilet bowls and sinks but also cleaning the floors and mirrors. And not forgetting replenishing consumables such as toilet paper, soap and hand towels. It may also include washroom services such as maintaining the feminine hygiene and nappy bins and air freshener solutions. Spaces that have shower and changing areas will require effective cleaning.
These high traffic areas tend to have a lot of wear and tear and additional periodic deep cleaning is often required to maintain their appearance. Examples are carpet cleaning, hard floor scrubbing or polishing and high level dusting to remove unsightly cobwebs, dust and debris.
Having a regular and effective sanitisation program in place for high frequency touchpoints will promote a healthy environment for all users.
Manage waste and recycling
Property Managers will require service contracts for the collection of waste from the building. Depending on requirements these contracts can cover general waste, recycling and green waste as well as specialist services such as industrial or bulky waste. Additionally waste providers can offer innovative solutions to help property managers achieve sustainability targets for the building for example zero to landfill.
Maintain external areas
External areas such as patios, lawns or roof gardens may require landscaping or bespoke cleaning solutions. Car parking areas and walkways may require specialist work such as jet washing and litter picking to keep them looking clean and maintained.
It is also worth considering if additional services such as winter gritting is necessary.
External window cleaning
First impressions really do matter and professional window cleaning can transform the appearance of a building, improving its appearance and presentation. Specialist reach and wash or high level systems produce excellent results, removing dirt and debris. The building design and layout will dictate the optimum service, with specification and frequency pre-agreed.
Pest Control services
Controlling pests in a commercial environment in vital. Quite apart from the damage to reputation and confidence, pests can physically damage property, destroy caballing and pose a health and safety risk if left unchecked. Insects, rodents and birds can spread disease and property managers must meet legal requirements to provide a safe environment.
Vacant Property Cleaning
Providing cleaning within vacant commercial property is important to maintain standards and ensure buildings are presented well, in preparation for new client viewings or to maintain cleaning and hygiene standards during a transition period.
Disinfection and Sanitisation Services
From regular scheduled sanitisations to one off disinfection requests, having access to these services helps to reduce the spread of infection. The following may be provided for suspected or confirmed cases of COVID-19: Touch Point Surface Cleaning, Local Area Sanitisation and Fogging.
Residual longer lasting anti-viral surface protection can also be provided for door handles, handrails and lift panels.
More information on commercial property management can be found here.
TemcoUK Facility Services – keeping workplaces clean
Based in Uxbridge, West London, Temco has over 20 years’ experience of providing reliable and responsive cleaning to property owners, manager and estate management companies.
Clear and transparent pricing allows easy allocation of costs to the relevant parties and we can tailor this to individual requirement.
We deliver to clients in the commercial and residential sectors. This includes professional property management cleaning and associated FM services. Our priority is a clean environment for staff, visitors and residents. We have a proven track record of delivering professional, best in class services to clients.
How Daily Office Cleaning is adapting to Hybrid Working
The cleaning industry has been adapting fast to the pandemic to ensure every office environment is safe and inspires confidence to returning staff. This blog looks at how daily office cleaning is adapting to hybrid working. For more information, please check out our latest white paper.
Changes in office use
The traditional five-day office only working week is unlikely to return. Most staff have adapted rapidly to the pandemic and have worked productively from home since March 2020. The change has become the new norm, causing an enormous shift in office use.
Offices however will not disappear and many surveys such as from PWC reveal that one third of organisations believe they will reduce their office footprint by more than 30%. The same survey showed that 71% of respondents plan to increase investment in technology that enables agile working.
Communication and Collaboration
Offices will become collaborative hubs, used to add value for collaboration and communication. The aim is to foster and build the team mentality that is vital to a vibrant business. In addition it is essential for younger workers to have access to the office for mentoring and to learn and understand the business and its culture.
Team days
Reducing and changing the office space will mean that different teams might need to be allocated different days to avoid overcrowding. Offices will have to adapt accordingly. Many are already undergoing refits to radically change the space, making it more flexible for the fluid requirements of hybrid working.
Rethinking Office Cleaning for hybrid working
Office Cleaning has changed dramatically becoming more strategic with targeted areas receiving more frequent attention. As most cleaning providers have experienced, this has resulted in a re-assessment of every aspect of the cleaning process to ensure absolute clarity for clients. They will have pared every specification down to its constituent elements, task by task, to ensure every aspect is appropriate in this new world.
And of course every site is different. This means significant planning and tailoring to the cleaning schedules like never before to ensure staff understand and implement new client protocols, taking into consideration use levels, social distancing and office occupancy.
Range of Solutions
Cleaning providers work with a number of approaches to cover every contingency.
- Daily Cleaning: Using anti-viral products proven to kill coronaviruses and conforming to EN14476.
- Reactive Cleaning: having mobile teams to quickly respond to suspected or confirmed COVID cases.
- Preventative Cleaning: installing long lasting surface protection to high frequency touch points such as door handles and push plates, and using products which offer residual protection.
Up-skilling the cleaning team
The enhanced and precise demands resulting from the pandemic carry through to the cleaning requirements for the hybrid office, so high quality and well-trained staff are essential.
COVID training needs to be meaningful including the basics, how to clean and sanitise effectively and how to work within individual office protocols.
Alignment with Facility Manager (FM) teams
Close cooperation between cleaning providers and FM teams is key to deliver a work environment that is safe from COVID. Implementation can be in a number of ways.
- Matching the cleaning to office use, reflecting for example team changeover times or busier days. It should also incorporate daily priorities and be adjusted to the new demand, with cleaning schedules updated.
- Cleaning should reflect client daily priorities and be adjusted when required to prioritise sanitisations. For example on a busy day with more staff in the office, then desk sanitisation prioritises carpet vacuuming.
- Having sufficient stocks of essential supplies becomes increasing important. This would include for example soap, sanitizer and hand towels.
- To give confidence to staff, cleaners may undertake more frequent cleaning of kitchens and washrooms and any communal area.
- There is a wide range of innovative products which can be deployed on client sites to maintain hygiene and cleanliness. Examples include data driven cleaning, antimicrobial surface products with residual protection and robotic cleaning.
TemcoUK Facility Services – keeping workplaces clean
Based in Uxbridge, London, Temco has been delivering professional office cleaning services since 2001, keeping workplaces safe, clean and hygienic.
We are agile and client focused and have adapted our business in the past 18 months to reflect the new requirements of daily commercial office cleaning. We have an excellent record of professionally managing cleaning contracts, and provide a full range of services to cover all client needs.
Is it time to change your commercial cleaning contractor?
If you're not receiving the service or support from your current cleaning contractor, then switch! Daily office cleaning is more important than ever in the current environment. In this blog we look at the reasons why it may be time to change your commercial cleaning contractor.
The most common reasons why clients change commercial cleaning contractor
As an established company providing commercial cleaning services, these are some of the most common reasons we hear which prompt clients to change their commercial cleaning contractor.
No support for Contract cleaning staff
Staff on site need support and management. Training is a key part of this, not only in health and safety but also chemical training and using the correct methods to clean and sanitise. Lines of communication need to be clear and responsibilities explained and understood.
Ensuring schedules are in place and being implemented provides compliance and reassurance that the cleaning specification is being carried out correctly.
Contract documentation should be available such as company insurance and policy documents and health and safety notices.
Infrequent manager visits
Cleaning area or regional managers should be regular visitors to review the contract. Scheduled client meetings are ideal opportunities to discuss service and delivery, and plan for upcoming events or changes. For example staff returning to the workplace after the lifting of government work from home restrictions from 19th July. This is also where mangers review equipment, check stock ordering and amend staff shifts to cover holiday.
Re-occurring staff issues, especially around payroll
Nothing infuriates and demotivates cleaning staff more than incorrect pay, especially if payroll errors are made again and again. This comes down to accuracy with timesheets and communication between supervisors or managers and head office. Any pay queries that are escalated to managers or head office should be dealt with and resolved as a matter of urgency, ideally within 24 hours.
Paying the correct amount at the correct time should be the priority of every cleaning company.
Lack of clarity
What exactly is the cleaning contractor responsible for and how often should each task be done? These are basic but fundamental issues and any cleaning contractor should have clear documentation in place which details this.
Accurate and up to date specification and schedules should be available, detailing all tasks contained in the contract. These could include for example frequency of office carpet vacuums, and how often sanitisations of frequently touched surfaces (eg door handles) take place.
Providing transparency on the cleaning service leaves no room for misunderstandings and ensures a clean and hygienic workplace.
Cleaning contract not meeting expectations
It’s certainly time to change providers when the cleaning standards are simply not being met. Sometimes these slip over time and when left unchecked become accepted.
A new contractor would take time to understand the exact service requirement and incorporate this into a clear and transparent operating plan. Furthermore a new contractor can offer a fresh perspective, and challenge what has become the norm in terms of both operations and the conduct and performance of staff.
Lack of reporting and contract information
Quality audits and work schedules ensure cleaning staff consistently maintain high cleaning standards at all times. It can also include associated facility management service documentation such as washroom services or waste collections.
Online portals are an ideal method of sharing key information. This can also include other information such as the contract, invoicing summary, list of consumables ordered by month and health and safety information such as COSHH and risk assessments.
Not meeting SLA
Good Service Level Agreements (SLA) monitor the fundamentals of a contract - without these being met, contract compliance is often compromised. A quality cleaning contractor will want SLA’s at the core of their operation. They will also be willing and able to share these with clients, proving that the correct foundations are on site and in place to deliver a professional service.
TemcoUK Facility Services is a professional commercial cleaning contractor
Based in Uxbridge, TemcoUK provides daily office cleaning services in and around London.
Many clients trust Temco for their commercial daily office cleaning and the associated facility management services including waste management, washroom services and pest control. If you're thinking of switching your commercial cleaning contractor, we'd love to help.
8 questions Facility Managers should ask contractors when tendering office cleaning
The pandemic has further highlighted the important role played by professional Facility Managers, and office cleaning is just one of many services that FM’s are responsible for. In this blog we take a look at 8 questions Facility Managers should ask contractors when tendering office cleaning.
Choosing the right office cleaning contractor often starts with a formal document such as a Request for Quotation (RFQ) or Invitation to Tender (ITT).
Here are some important questions to ask.
1) How will the office cleaning contractor deliver the service?
How to deliver the cleaning specification is fundamental. Sample cleaning schedules and work plans should be part of the return document, as well as a proposed shift pattern and staffing profile. This can be amended by the successful contractor as necessary to reflect unique requirements, but the basic information should be in place from the start.
2) How will the contract be supported by Managers and Head Office?
One of the most common reasons why clients get frustrated with their cleaning contractor is that the staff are not supported by their cleaning manager or the head office. A monthly review of the contract keeps the lines of communication open and are ideal opportunities for service issues to be discussed or amended if situations change.
One way to monitor is through Quality Audits, to systematically ask a range of questions relating to the cleaning standards, room by room or floor by floor. They also help by engaging teams to work together to achieve service excellence.
The Manager has a crucial role to ensure that cleaning products are in stock, that staff training is up to date and that payroll is accurate. Incorrect pay is one of the most demotivating issues for staff.
3) Does the office cleaning contractor have the relevant accreditations & organisational structure
Core information to demonstrate that correct documentation is in place, and would include:-
- Professional accreditations – for example ISO9001, ISO14001, SafeContractor and Contractor Health & Safety Assessment (CHAS)
- Insurance – Employers Liability and Public Liability
- Financial stability – checking a credit-worthiness score gives an indication of financial strength and checking accounts at Companies House provides further insight
- Policies and corporate standards –for example in relation to environmental and sustainability issues, data protection, right to work and many more.
4) Health and Safety
Having the correct health and safety documentation in place is vital. This will include Control of Substances Hazardous to Health Regulations (COSHH), valid task and site risk assessments are in place and staff have been trained on Safe Systems of Work (SSOW). Risk Assessment and Method Statement (RAMS) should be available for all periodic work.
5) How will the account be managed?
Contracts are managed via Key Performance Indicators (KPI) and Service Level Agreement (SLA) which give information on how the contract is performing against pre-agreed targets. These should be available on a regular basis, for example in a secure online portal, and reviewed at client meetings.
Open communications and proactive management are also vital for successful contract management.
6) Onsite staff training
Training ensures compliance and consistency and reduces the risk of injury at work. Staff training would include health and safety, effective cleaning including COVID, chemical expertise and site safety and security procedures.
7) Professional Equipment and chemicals
Using professional equipment and chemicals which have been selected for the specific environment will raise the cleaning standards and enhance the customer experience. With so many products available, asking questions early in the tender process will identify if these comply with the tender requirements, for example do they have the desired environmental credentials?
8) Wide range of services
Finally, having a contractor who can offer additional facility management services makes it easier to manage the contract. Examples are high-level window cleaning or pest control. Additionally, finance teams will prefer one consolidated supplier invoice.
Professional office cleaning services from TemcoUK Facility Services
Temco has been delivering professional office cleaning services to a wide range of clients across many sectors including pharmaceutical and corporate clients.
We professionally manage our contracts with transparency and maximise operational efficiency. Our area managers schedule visits at least monthly to client sites and we have an excellent record of contract management.
If you are looking to change providers, please get in touch.
What does commercial Daily Office Cleaning include?
Commercial daily office cleaning includes a wide range of tasks including vacuuming and sanitising desks and tables to maintain the cleanliness of the office environment. The main tasks are carried out on a daily basis and follow a cleaning specification with the tasks allocated by day. Depending on the requirements of the client and office space, some lower frequency tasks are on a weekly, monthly or quarterly schedule.
Work schedules are provided for the cleaning staff to ensure nothing is missed and that the office consistently maintains high cleaning standards at all times.
COVID-19 has increased the requirement for sanitisations and this is now a key role for cleaning teams.
Daily office cleaning tasks
Typical daily office cleaning tasks would include vacuuming, sanitising and cleaning desks, tables and chairs. Tasks vary by area:-
General daily office cleaning
- Cleaning desks, chairs and pedestals free from visible dust, dirt and stains
- Sanitise high contact touch points
- Vacuuming carpeted area
- Mopping hard floor areas
- Cleaning glass partitions
- Emptying waste and recycling bins
- Spot clean windowsills and skirting boards
- Replenishing sanitising stations
Washroom and shower areas
Tasks reflect the high levels of hygiene required, these are typically:-
- Clean and sanitise toilets bowls, urinals and cubicle doors
- Clean sinks, taps, shower and accessories
- Refill soap and hand towels dispensers
- Replenish toilet roll paper
Reception areas
The focus for tasks is to create a good impression:-
- Clean entrance doors and mats
- Clean and sanitise the reception desk
- Sanitise lift panels and buttons
Periodic cleaning tasks
Periodic deep cleaning provides a more thorough clean than can be achieved during normal office cleaning and usually forms part of the cleaning contract. Examples are washroom and carpet deep cleans.
Non-standard tasks
Clients often ask for additional non-standard tasks to be added to the specification, for example:-
- Cleaning or flushing out the bean to cup coffee machine
- Cleaning work pods or individual booths
The office cleaning needs to reflect the client needs, and some additional tasks are often required to support the extended office environment, for example:-
- Exterior cleaning eg smoking area, entrance and work pods
- Jet washing patio and outdoor areas
- Litter pick external areas eg car park
- Cleaning bike sheds and outdoor bin storage areas
Lower frequency cleaning tasks eg weekly cleaning
Some tasks do not require daily attention such as:-
- Waste bins are emptied daily, but the bins themselves may be scheduled for a full weekly clean to maintain hygiene and eliminate odours
- Fire extinguishers do not require daily cleaning and often scheduled for a weekly damp wipe
- Windowsills are spot cleaned each day to remove visible marks and stains, but often these are fully cleaned each week, fortnight or month depending on the location and office environment
Day House-keeping office cleaning
Some companies want a day housekeeper to maintain areas through the day, especially around midday during the busy lunch time period. These tasks may include regularly sanitising of frequently touched points in the communal areas and stocking up washroom consumables.
Client-centric daily office cleaning
Whatever the individual requirements of the daily office cleaning contract, the primary aim is to deliver the right solution for the client. For some this includes out of hours cleaning and sanitising, for others it’s a visible cleaning presence during the day to ensure areas are safe and clean.
How long does it take to clean an office?
This depends on the size and layout of the office! No layout is ever the same even if the footprint is, and a site visit can ascertain the hours required. No one size fits all and tailoring the cleaning to client requirements will provide the best service.
TemcoUK Facility Services provides commercial daily office cleaning
TemcoUK provides daily office cleaning services in and around London UK including Berkshire, Buckinghamshire, Surrey and Hertfordshire. Based in Uxbridge located in the London borough of Hillingdon, areas covered include Harrow, Wembley and central London.
We use smart scheduling tools to produce detailed specifications for full client transparency, and all tasks agreed in the contract become daily cleaning tasks.
Many clients trust Temco for their commercial daily office cleaning and the associated facility management services including waste management, washroom services and pest control.
The Benefits of using a Professional Office Contract Cleaning Company
With many organisations starting to plan for the return to the office as lockdown restrictions ease, staff are seeking reassurance that their workplaces are clean and hygienic. It’s no surprise therefore that Facility Managers are reviewing their options and looking at the benefits of using a professional office contract cleaning company to manage their cleaning provision. Cleaning plays a major role in the defence against reducing the spread of transmission and infection from coronavirus in the office environment.
There are many benefits of outsourcing office contract cleaning.
Compliance & Accountability
Professional cleaning companies offer compliance in areas such as staff vetting and health and safety, offering reassurance through certification and trade accreditations such as ISO 9001, ISO 14001 and SafeContractor. Strict industry standards are followed to ensure compliance and safety.
Professional specification and contract reporting
Accurate specification and schedules can be created detailing all the tasks that have been agreed in the contract. These typically would include how often hard floors are swept and damp mopped, and in these COVID times whether frequently touched surfaces (such as door handles and push plates) are to be sanitised throughout the day or not.
These provide transparency on the service, leaving no room for misunderstandings.
Professionally trained staff
Training needs to be comprehensive and include not only chemicals, equipment and consumables but also health and safety such as manual handling, control of substances hazardous to health (COSHH), PPE and warning signage. Up to date risk assessments for cleaning tasks should always be available and regularly reviewed. Selecting companies that directly employ staff further ensures compliance.
Complete Solutions
Professional companies will be able to offer a wide range of sanitising and hygiene solutions. For example disinfections and fogging for instant response to suspected or confirmed COVID outbreaks, or surface protection options for longer term solutions
Sustainable solutions
For organisations that have sustainability at their core, having a choice of cleaning materials matters. Professional office contract cleaning companies can access commercial ranges of environmentally friendly solutions. One such example is the SoluPak. The range offers a unique cleaning concentrate, packed in water-soluble film sachets and all packaging is 100% biodegradable and plastic free, and the film dissolves to become part of the cleaning solution. The amount of plastic is dramatically reduced using only reusable plastic trigger bottles. Plus, all products have the following accreditations: Ecolabel, Vegan and Cruelty-Free
Focus on core business
Outsourcing the office cleaning to a professional company allows organisations the focus on their core business. The cleaning industry is well-established with safety and compliance at its heart.
Specialist equipment and chemicals
Professional cleaning companies have access to specialist equipment and chemicals and these will have been tested and independently certified. An example would be ensuring anti-viral cleaning materials are approved to EN14476 to give peace of mind that the products are effective and compliant.
Understanding dilution and manufacturers contact or kill time is another important factor as this determines how long the chemical needs to work.
Investing in the latest cleaning equipment not only increases productivity but also greatly enhances the finished result. Take the iMop for example. This modern, easy to use scrubber dryer cleans even faster than a conventional scrubber and is up to 70% faster than wet mopping. The two counter-rotating brushes scrub deeper for 90% cleaner surfaces when compared to standard mopping. The iMop technology leaves floors dry which reduces slip hazards, and as it is battery operated there are no trailing cables which eliminates trip hazards. Faster, cleaner and safer!
Service excellence, Visible difference, Positive results
Experienced cleaning companies are good at what they deliver, so the end result is consistent service excellence which makes a visible difference to the look and feel of any business.
A clean and hygienic office also has a positive effect on workplace productivity, plus additional benefits including increased motivation and better staff mental wellbeing. In these uncertain times where many UK workers are concerned about returning to the office, having the highest cleanliness standards in place is essential to give staff reassurance that the office is safe.
TemcoUK Facility Services provides professional office contract cleaning in London and the surrounding areas
Based in Uxbridge, London, Temco has been delivering professional office cleaning services for over 20 years to many organisations, from blue chip and corporate head office buildings to industrial and educational environments, keeping workplaces clean, safe and hygienic.
Temco is agile and very client focussed and has an excellent record of professionally managing cleaning contracts. This offers safety and compliance as standard via rigid reporting, training, auditing and effective health and safety procedures.