Oregon State University
OP-3: Building Operations and Maintenance

OSU Green Cleaning Policy PURPOSE The purpose of this policy/program is to establish high performance cleaning procedures for all campus buildings, and to reduce occupant and custodial personnel exposure to potentially hazardous chemicals. SCOPE This policy covers best practices for cleaning the interior of campus buildings. The specific areas covered by this policy include: • Purchasing environmentally preferred cleaning products, materials, and equipment • Developing and implementing standard operating procedures for effective cleaning • Promoting and improving hand hygiene • Vulnerable populations • Procedures for handling cleaning chemicals • Staffing and employee training requirements • Collecting and addressing occupant feedback • Establishing procedures for use of chemical concentrates and dilution systems GOALS The goal of this policy is to minimize the impact of cleaning activities on building occupants and custodial personnel; to use environmentally preferred cleaning products, equipment, and strategies; and to protect indoor air quality, building finishes and systems, and the environment. OSU employs GCA Cleaning Services for the university's major cleaning needs, and selected GCA in part based on its sustainability-related practices. This selection was made via a competitive RFP process. RESPONSIBLE PARTIES The Facilities Services Department, Joe Majeski Director, is responsible for implementing this policy at the campus in coordination with the building’s custodial services vendor, GCA Cleaning Services. The Facilities Services Department is responsible for completing the performance evaluation described in the Performance Evaluation section. The custodial services vendor is responsible for supporting and/or participating in training and education programs that promote the goals of this policy. Additional information from GCA, the primary OSU custodial contractor: GCA has a strong commitment to purchasing Green Seal or Ecologo cleaning products. Through GCA's management information system, GCAware, Operations Managers order cleaning supplies not only based on low cost and customer satisfaction, but also on Green certification. Purchasing products with green certification is important to GCA. PROCEDURES AND STRATEGIES GCA's CustomGreen cleaning program, which is also supported by a CustomGreen cleaning policy, offers the following: • Custodial effectiveness assessments • A central email address is made available for feedback and comments and these are addressed in a timely manner. • Standardized sustainable cleaning processes and procedures • Implementation strategies crafted with experience-based best practices • Experienced, invested, interested, and accountable management • Certified sustainable chemicals, products, tools, and equipment at competitive prices • Continuous improvement training for all associates GCA provides ongoing training on a monthly basis to all staff, totaling at least 14 hours per person annually. Additionally, new staff receives training in all subjects upon being hired. GCA’s employee training program is designed to educate employees on their responsibilities for promoting healthy spaces through safe, environmentally sustainable cleaning practices. Training topics cover the follow material: • Safety • Entryway system care and cleaning • General cleaning • Restroom care • Hard floor care • Carpet care • Chemical mixing and dilution • Tools and equipment • Chemical use, storage and disposal • Recycling and waste sorting Cleaning Products Performance Metrics and Targets: 80% of the cost of cleaning products purchased will comply with the sustainability criteria outlined by IEQc3.3: Green Cleaning – Purchase of Sustainable Cleaning Products and Materials: Cleaning products meet at least one of the following standards for the appropriate product category: • Green Seal GS-37, for general-purpose, bathroom, glass and carpet cleaner use for industrial and institutional purposes • Environmental Choice CCD-110, for cleaning and degreasing compounds • Environmental Choice CCD-146, for hard-surface cleaners • Environmental Choice CCD-148, for carpet and upholstery care Disinfectants, metal polish, floor finishes, strippers or other products not addressed by GS-37 or Environmental Choice CCD-110, 146, or 148 meet at least one of the following standards for the appropriate category: • Green Seal GS-40, for industrial and institutional floor-care products • Environmental Choice CCD-112, for digestion additives for cleaning and odor control • Environmental Choice CCD-113, for drain or grease-trap additives • Environmental Choice CCD-115, for odor-control additives • Environmental Choice CCD-147, for hard-floor care • California Code of Regulations maximum allowable VOC levels for the specific product category Disposable janitorial paper products and trash bags meet the minimum requirements of one or more of the following programs for the applicable product category: • U.S. EPA Comprehensive Procurement Guidelines for Janitorial Paper and Plastic Trash Can Liners o For toilet paper – 20 to 60% postconsumer recycled content o For paper towels – 40 to 60% postconsumer recycled content o For facial tissue – 10 to 15% postconsumer recycled content o For plastic bags – at least 10% postconsumer recycled content • Plastic Trash Can Liners o Less than 0.70 mil thick • Green Seal GS-09, for paper towels and napkins • Green Seal GS-01, for tissue paper • Environmental Choice CCD-082, for toilet tissue • Environmental Choice CCD-086, for hand towels • Janitorial paper products derived from rapidly renewable resources or made from tree-free fibers Hand soaps meet one or more of the following standards: • No antimicrobial agents (other than as a preservative) except where required by health codes and other regulations (i.e., food service and health care requirements) • Green Seal GS-41, for industrial and institutional hand cleaners • Environmental Choice CCD-104, for hand cleaners and hand soaps Hand sanitizers meet the following standards: • Waterless and alcohol-based Cleaning Equipment Performance Metrics and Targets 100% of newly acquired cleaning equipment will comply with the sustainability criteria outlined by IEQc3.4: Green Cleaning – Sustainable Cleaning Equipment: • Vacuum cleaners meet the requirements of the Carpet and Rug Institute “Green Label” Testing Program – Vacuum Cleaner Criteria, are capable of capturing 96% of particulates 0.3 microns in size, and operate with a sound level less than 70dBA • Carpet extraction equipment for restorative, deep cleaning is certified by the Carpet and Rug Institute’s “Seal of Approval” Testing Program for deep-cleaning extractors • Powered floor equipment – e.g. electric and battery-powered floor buffers and burnishers – is equipped with vacuums, guards and/or other devices for capturing fine particulates, and operates with a sound level less than 70dBA • Propane-powered floor equipment has high-efficiency, low-emission engines with catalytic converters and mufflers that meet California Air Resources Board (CARB) or Environmental Protection Agency (EPA) standards for the specific engine size, and operate with a sound level of less than 90dBA • Automated scrubbing machines are equipped with variable-speed feed pumps and onboard chemical metering to optimize the use of cleaning fluids. Alternatively, the scrubbing machines use only tap water with no added cleaning products. • Battery-powered equipment is equipped with environmentally preferable gel batteries • Powered equipment is ergonomically designed to minimize vibration, noise and user fatigue • Equipment is designed with safeguards, such as rollers or rubber bumpers, to reduce potential damage to building surfaces Comprehensive communications protocol with client, building occupants and facilities maintenance staff • Inside Air Quality monitoring • Recycling programs, duct cleaning, filter changing, etc. • Appropriate documentation, tracking, and auditing • Procedural posters, educational materials, and visual aids • Eligible for LEED-for Existing Buildings Operations and Maintenance certification points: Meets green cleaning pre-requisite • GREENGUARD-compliant program with Green Seal compliant products GCA's CustomGreen program offers "triple bottom-line" benefits, including environmental, economic, and social benefits, such as: • Healthier workplace • Improved air quality • Improved employee retention and productivity • Improved occupant satisfaction • Improved facility value • Happier, healthier employees • Reduced environmental impacts • Reduced liability, legal costs, and insurance risks • Reduced operating costs • Reduced consumption of natural resources • Waste diversion of products and materials GCA Safe handling and storage of chemicals • Cleaning chemicals will be stored in the janitor closets to prevent access for other occupants. • Cleaning staff will receive training on the various hazards of different toxic chemicals and how to address spills. • Spills will be cleaned and handled according to the manufacturer safety data sheets provided by the manufacturer. • All spills will be handled carefully. As soon as a spill of a non-sustainable product occurs, the responsible party must be notified. If the spill occurs in an area to which typical building occupants have access, the area will be roped off and building occupants will be informed to stay clear of the area. • Safety data sheets for all of the cleaning chemicals used in the building will be retained and hazard information will be highlighted. This information will be clearly displayed in all janitor closets. Hand hygiene strategies • All restrooms will be equipped with [hands-free soap dispensers, faucets, and towel dispensers]. • Hand sanitizers meeting UL EcoLogo 2783 standard for Instant Hand Antiseptics (formerly Environmental Choice CCD 170) will be available at key locations in buildings. Provisions for vulnerable occupants • Vulnerable occupants include women who are pregnant, children, elderly occupants, and individuals with asthma, allergies, or other sensitivities. • As much as possible, only sustainable cleaning products will be used. Please refer to the goals and tracking sections of this policy for additional information. • Any cleaning that involves the use of carpet cleaners, or if at any point the use of a non-sustainable cleaning product is required, this cleaning will be performed after regular business hours.

The Sustainability Office has created a customized, in house analytical tool to calculate the energy use index of all major campus buildings. We have also created, with the help of a consultant, a planning tool to help guide investments in energy related projects. This Integrated Energy Planning Model helps guide decisions for the 100 largest OSU facilities.