Foundations of Real Estate Management

BOMA International Foundations of Real Estate Management Module 4: Building Operations II Janitorial Services ®

Objectives Describe the three levels of cleaning: routine, prestige, and clinical Compare and contrast the four types of cleaning: policing, routine, periodic, and project work Compare and contrast the five types of cleaning contracts: fixed price, cost plus percentage, cost plus fixed fee, performance based, and incentive based List at least five materials used in green cleaning

Janitorial Services • Janitorial requests can be 25% to 50% of all service calls • Choose the right vendor • Janitorial service – not a commodity • A good janitorial company • Motivates • Trains • Focuses on the details

Janitorial Services Align everyone’s interests • Scope of work should define expectations of • Vendor • Property manager • Tenants

Janitorial Services Three levels of cleaning: • Routine • Prestige • Clinical

Managing Dirt…Before it Gets In Keep Dirt Out of Building • Walk-off mats • 10-12’ at all entrances (3-4 steps) • Removes dirt from shoes • Clean concrete/asphalt at entrances • Change HVAC filters

Types of Cleaning • Policing • Routine • Periodic • Project Work

Cleaning Contract 3 Components • Labor • Materials • Equipment

Cleaning Contract • Labor • Largest portion of the contract • Worker documentation • Union v. non-union labor • Compliance programs • Communication techniques • Non-English speaking employees • Uniforms

Cleaning Contract Cleaning Approaches • Area Cleaning • Team Cleaning

Cleaning Contract Materials • Expendable components • Paper goods, trash bags, cleaning products, etc. • MSDS • Sometimes included in contract and sometimes purchased directly by PM company

Cleaning Contract Equipment • Non-expendable components • Vacuums, floor scrubbers, floor cleaning machines, etc. • Vendor usually recoups these expenses over time.

Cleaning Contract Day cleaning™ • Cleaning during day v. night • Green practice – reduces electricity use

Cleaning Contract Types of contracts • Fixed price • Cost + percentage • Cost + fixed fee • Performance based • Performance evaluated against set of minimum standards – often by a 3rd party • Incentive based • Incentives for performance above standard and disincentive for performance below standard

Putting It Into Practice What are the advantages and disadvantages of each type of contract? • Fixed price • Cost + Percentage • Cost + Fixed Fee • Performance Based • Incentive Based

Vacancy Credits • Most contracts based upon 100% occupancy • Vacancy credit issued for vacant spaces • Vacancy credit worth less than proportional value of vacant spaces • Some services to vacant spaces

Green Cleaning • Improves IAQ • No VOCs, allergens, and odors • Products formulated differently • Biodegradable soaps • Green packaging • Dilution control system • Recycled paper products or high efficiency hand dryers • Microfiber mops and cloths

Green Cleaning Microfiber v. Cotton Fiber

Green Cleaning • Equipment changes • High speed cleaning machines have a vacuum attachment to capture dust • Extraction equipment must allow for carpet to dry within 24 hours • Vacuums have to meet higher standards for filtration and soil removal • Training • Green products may work differently

Green Cleaning For more information • Green Seal • LEED®

Window Cleaning • Frequency • Depends upon a number of factors • Exterior (1, 3, or 4 times per year) • Urban v. suburban • Interior (1 or 2 times per year) • Techniques • Low rise • Ladders and telescoping poles • High rise • Rope descent equipment (boatswain’s chair) • Swing stage scaffolding equipment

Window Cleaning Boatswain’s chair Photo courtesy Valcourt Building Services

Window Cleaning Swing stage scaffold Photo courtesy Valcourt Building Services

Window Cleaning ANSI/IWCA I-14.1 Window Washing Standard • PE must sign off on tie offs during installation and every year thereafter • Make sure vendor complies with standard

Carpet Cleaning • Carpet cleaning is preventive maintenance • Carpet is asset • Cleaning maintains appearance • Maintenance begins at installation • Keep carpeting looking great • Walk off mats • Sweep and power wash outside of entrances • Vacuum carpet regularly to keep dirt from being ground into the carpet’s backing • Remove stains every night • Remember – carpet is dirty before you see dirt

Carpet Cleaning • Interim maintenance • Routine cleaning to keep soil from building up in carpeting • Low-moisture method • Extends the useful life of the carpeting • Restorative maintenance • Cleaning when carpet is soiled badly • Hot water extraction • Improves appearance, but carpet degrades much faster

Carpet Cleaning Interim and Restorative Carpet Maintenance

Methods of Carpet Cleaning Bonnet Cleaning • Not preferred – uses rotary floor cleaning machine to clean the carpeting • May void the manufacturer’s warranty • Uses a great deal of water • Bonnet grounds dirt into the backing • Some of the foam stays in carpeting • Looks better when the work is completed, but gets dirty faster • Flattens the pile

Methods of Carpet Cleaning Dry Cleaning • Preferred method • Uses small amount of water + a dry chemical cleaning product • Powder binds to dirt and is vacuumed away

Methods of Carpet Cleaning Extraction • Preferred for restorative cleaning • Carpet is wet, and water/dirt is removed by a heavy duty vacuum (often truck mounted) • Recommended by manufacturers no more than once a year • Carpet wet longer – can lead to slip and falls

Methods of Carpet Cleaning Low Moisture Encapsulation • Chemical encapsulates the dirt and is vacuumed away • Pile is lifted as it is cleaned • “Green” cleaning method • No VOCs • Low energy use • Low water use

Foundations of Real Estate Management