Office Cleaning Guidance

Interim guidance on cleaning DCF offices during COVID-19.

DCF Office Cleaning Guidance

March 18, 2020

This document provides guidance to staff on cleaning DCF Area Office, Regional Offices, the Training Development Center, and Central Office with regard to COVID-19 concerns. The guidance summarizes existing cleaning protocols already in place as well as outlines a protocol for when DCF offices will be “deep cleaned” to address COVID-19 exposure in the workplace. The protocol also provides guidance on how to access deep cleaning services.

Current Guidance to Landlords

• On March 13, 2020, Martha Goldsmith, Director of the DCAMM Office of Leasing, sent a letter to all Commonwealth landlords requesting they implement enhanced cleaning services such as (see Appendix A for the full text of the letter. Appendix B also includes standard language in leases regarding cleaning):
  • Frequent cleaning of high-touch points such as doorknobs, handles, elevator buttons, and countertops
  • Ensuring restrooms are well stocked with soap and paper products to support recommended hand-washing
  • Have hand-sanitizer stations in common areas and workspaces to support good hygiene if possible 
• To help assuage employee concerns about the frequency of the enhanced cleanings, AAMs/RAMs should reach out to landlords and ask them to post the dates and times of the enhanced cleanings. (See Appendix C for a sample chart janitorial staff may use to document cleanings)  
• Employee concerns with regard to their landlord’s compliance with the DCAMM request should be raised to the AAM or RAM for the office (or the Administrative Operations Director for CO and TDC).
• AAMs/RAMs in turn should reach out to landlords to discuss. 
• AAMs/RAMs may escalate unsatisfactory responses to the CO Administrative Operations Director and EHS Facilities for follow-up.

Guidance for a COVID-19 Exposure 

The CDC has drafted guidance with regard to what, when, and how to clean in the event of a COVID-19 exposure. The text of that guidance can be found in Appendix D. In the event of a COVID-19 exposure, the following cleaning protocols will be followed by DCF locations, consistent with CDC guidelines.

Scenario	Action Steps	How to Obtain
A. Employee or recent visitor tests positive (or presumptive positive) for COVID-19 and was recently in the office	Close off all areas used by the ill person if identifiable  Wait as long as practical before beginning cleaning and disinfection to minimize potential for exposure to respiratory droplets (at least 24 hours) Open outside doors and windows to increase air circulation in the area if possible Schedule deep clean of impacted area The remainder of the office may remain open if the exposed area can be isolated	AAM notifies landlord, RAM, DCF Admin Operations Director, and EHS Facilities of a confirmed exposure AAM requests landlord schedule deep clean of impacted areas If landlord requests additional funding, obtain a quote and notify RAM, DCF Admin Operations Director, and EHS Facilities. Decision will be made whether to proceed or contract directly for the service If landlord will not manage the deep clean, DCF Admin Operations Director will work with Procurement to obtain the cleaning services from an external vendor
B. Employee or recent visitor is suspected of being positive for COVID-19 and was recently in the office	Elevate concerns to the RAM, DCF Admin Operations Director, and EHS Facilities for guidance DCF Admin Operations Director and EHS Facilities will connect with DCF Medical staff (and DPH) to seek guidance	Follow guidance from DCF Admin Operations Director and EHS Facilities
C. Employee or recent visitor is exposed to an individual who tests positive for COVID-19; Employee or recent visitor was recently in the office; Positive individual has not been to the office	Employee should follow directives from their healthcare provide and/or DPH (e.g., self-quarantine). Office will not be deep cleaned at this time If employee subsequently develops symptoms and tests positive for COVID-19, follow steps in Scenario A	N/A

For more information, contact your RAM or the DCF Area Operations Director.

 
Appendix A: DCAMM Letter to Landlords of Leased Property

To: Property Managers and Landlords 
From: Martha Goldsmith, Director, DCAMM Office of Leasing
Date: March 13, 2020

As part of DCAMM’s ongoing plan to monitor and respond to the spread of COVID-19, we wanted to alert you to the steps we have taken to mitigate the spread of the disease in state owned facilities and request that you do the same for state-leased facilities. 

As building managers, your services play an integral role in stopping the virus from spreading. We have already taken multiple precautionary steps in our buildings and ask that you do the same. Specifically, we ask that you:

• Ensure that the janitorial services you provide to our premises and the building common areas include frequent cleaning of high-touch points such as doorknobs, handles and elevator buttons, and countertops.
• Ensure that restrooms are well stocked with soap and paper products to support recommended hand washing.
• Have hand sanitizer stations in common areas and workspaces to support good hygiene if possible.

I have attached a flyer that state agencies are placing in all Commonwealth facilities, in common areas, like bathrooms, elevator lobbies and stairwell doors to remind employees and the public of good habits to stop the spread of germs.  We ask you post this in similar locations in your buildings. 

As conditions change and the situation evolves, please continue to refer to the information about COVID-19 in Massachusetts and best practices in the workplace on the following websites:

The latest information about COVID-19 in Massachusetts is available at www.mass.gov/covid-19-updates-and-information.

The latest Centers for Disease Control information about COVID-19 is available here.

Thank you for your support of the Commonwealth’s efforts to improve preparedness across the state. 

Regards,

Martha

 
Appendix B: Example of Standard Lease Language

Section 1.8 Janitorial Services: Landlord must provide janitorial services of a professional cleaning-service company that consistently, adequately, and sufficiently supervises the employees of such company and ensures that standard office-cleaning practices are followed and performed at all times. Landlord must require such company to carry comprehensive liability insurance for not less than $2,000,000 combined single limit, and Workers Compensation insurance covering all person employed by such company in the Building  and appurtenant areas, issued by a carrier or carriers qualified to conduct business in the Commonwealth of Massachusetts as an additional insured. Landlord must provide Material Safety Data Sheets for all cleaning products used on-site to Tenant and User Agency. Services include:

Daily: Empty waste baskets; remove trash; wash and clean all fixtures, counter, and floors in restrooms and Staff Support Rooms; replenish paper, soap, hand-sanitizing products in all restrooms and supply and replace all liners for waste and sanitary napkin receptacles; replenish paper and hand-sanitizing products in all Staff Support Rooms; sweep or dry-mop uncarpeted floors (including lobbies and corridors); vacuum carpeting with HEPA-filtered vacuum; clean drinking fountains and H2O points of use.

Weekly: Wash all uncarpeted floors; dust furniture and all horizontal surfaces, including, by way of example and not limitations, fixtures, blinds, window sills, and convection units; buff uncarpeted floors; clean all door-entry window glass, visual glass panels on room doors, all glass panels on room doors, all glass sidelights, all office visual-glass panels, and all modular-furniture Plexiglas panels.

Quarterly: Strip, wax, and buff uncarpeted floors; vacuum air diffusers and return grilles. 

Semi-Annually: Clean carpet using a cleaning method consistent with carpet manufacturer instructions; wash windows (inside and outside); damp- wash air diffusers, return grilles, and surrounding walls and  ceilings.

Annually: Wash blinds; dust all high surfaces.

As Needed: Supply and replenish all paper and soap and hand-sanitizing products in restrooms; supply and replace paper towels in Staff Support Rooms, supply and replace all liners for all waste and sanitary napkin receptacles; exterminate pests; spot clean carpets.