Analyzing Building Use and Floor Plan

To set up a Planned Commercial Maintenance Program several aspects need to be taken into consideration.

1. The type of building involved, single or multistory, size of building. This will determine to a large extent the type of carpet cleaning equipment that will be used.

2. The type of commercial activity involved needs to be considered. This will determine the length of time between cleanings, how much time is allowed to complete the cleaning,  and whether or not the building or area can be shut down during the cleaning process.  The type and amount of traffic has a bearing on the cleaning schedule.

3. The exterior of the building is an important area for planned maintenance. A lot of soils are tracked in or carried in with air currents. Proper cleaning of parking lots and entrance aprons to buildings, entrance mats both exterior and interior should be planned.

4. A floor plan of each level of the building needs to be considered and areas assigned a category for proper cleaning schedules to be determined. Potential sources for a copy of the floor plan include an evacuation plan and blueprints.

Note on a facility map the primary areas of concern:

–     Track-off areas

–     Funnel areas

–     Main traffic areas

–     Spot prone areas

5. The next step in the analysis is that the type of floor covering in each area needs to be determined. Where they are located in relation to each other and in the building should be taken into consideration.  A hard surface floor preceding carpet will require the carpet to be vacuumed and cleaned more frequently, due to soils being tracked off of the tile floors.  As you proceed further into the building, or in the case of a high rise, up the floors in a building, it is especially important to note the type of floor covering. The first are where carpet is the dominant floor covering really serves as a giant “walk-off mat” for the rest of the building and will need to have more frequent deep, restorative cleanings. The square footage of each area needs to be known.

A. Hard surface:

Concrete:  Sealed, unsealed, polished, stamped. Painted, type of paint, waxed, condition, grade level.

Vinyl: Type, Manufacture, Condition, Previous maintenance, Manufacturer’s recommended maintenance

VCT or Resilient tile: Type, Condition, Age, Asbestos content, intended use, types of floor finish needed, types of floor machines that can be used in that location.

Wood: Type – solid, engineered, laminate. Type of finish, condition

Ceramic tile, Saltillo

Terrazzo – polishing techniques

Stone – geology, construction, polishing techniques

B. Carpet:

• Type of carpet,  type of construction, type of fibers, style, dye methods, manufacturer’s  cleaning recommendations, type of installation.

Components of a Planned Maintenance Program

1. Soil Prevention: Attention should be given to the exterior of the building to see that the parking lots are being properly maintained and cleaned. The entrance of the building needs to be power-washed to prevent dirt from being tracked in. Proper mats should be utilized outside the entrance and inside the entrance of the building and properly maintained. One way to properly maintain these mats is to use a professional cleaning service for mats. These mats need to be large enough to allow people to make about three to four footsteps across the mat to properly clean shoes. All potted plants need to have plastic protectors placed under them to prevent stains on the carpet.

2. Daily Maintenance: Most areas need to be vacuumed daily and check for spots.

3. Interim Maintenance Cleaning: This is the carpet cleaning that is done in between corrective or restorative cleaning. This is accomplished by low moisture encapsulation carpet cleaning or surface hot water extraction cleaning. Other methods employed may be absorbent pad, absorbent compound, or dry foam shampoo carpet cleaning. This is done on an as needed basis.

4. Restorative or Corrective Cleaning: This is accomplished using a truck-mounted or high performance portable hot water extraction machine. In some severe cases the carpet can be cleaned with a shampoo system first which gives superior agitation and then followed with a HWE to insure complete removal of the detergents.

Recommended Cleaning Frequencies

Assign Area Designations

Each area of the building needs to be assigned a category based upon the amount of traffic it receives or type of area it is. Then a maintenance program can be established based upon each area. Always consider the profile (high-medium-low) of the area by understanding the usage and importance of an area: areas that customers go; VIP offices, conference rooms, etc…

Note that in your cleaning schedule, all procedures that are in red and underlined are the variables in method and frequency which may be employed. This also can be used to customize to the specific equipment and brand being employed.

Putting the Plan on Paper

• Prepare and use drawings. Color code each room of carpet to the category it fits best.
• You can use a word processing program such as Microsoft Word® to customize procedures
• You can use a graphics program (Microsoft Publisher®, Adobe InDesign) or even a painting program to make the color coded map.
• You will note in each section below that the terms and words that are italicized are those that are variable to your specific client and to your company. These are the areas where you customize the quote to fit your company and the facility you are bidding on.

Category 1:  Severe Traffic Areas:

Examples: Airports, Entries to Hospitals, Malls & Theaters

Cleaning schedule:

1. Vacuuming: All areas need to be vacuumed with a commercial grade vacuum cleaner on a daily basis. Consider use of a pile lifter monthly. Vacuums which use HEPA filters are recommended.
2. Spot Cleaning: All areas need to be spot cleaned as needed by a trained professional using proper techniques to insure the use of proper chemicals, agitation, and rinsing. Standard procedures do not require pre-spotting, rather the carpet should be cleaned normally then spots cleaned after, if residue remains.
3. Interim (Appearance) Maintenance Cleaning: Carpet needs to be cleaned on a weekly basis using a low moisture encapsulation cleaning system.
4. Restorative Cleaning: This should be performed on a monthly basis to remove any residues from Interim Maintenance Cleaning procedures, to remove deeply imbedded soil, refresh the texture of the carpet and for overall indoor air quality. This should be done utilizing a Hot Water Extraction truck mounted equipment or a High performance portable machine.

Category 2:  Heavy Traffic Areas:

Examples: entrances, showrooms, lobbies, corridors, stairs, hallways, retail sales floors, executive offices, clerical office areas, food service areas, elevators, channeled traffic flow areas, break rooms, mail rooms

Cleaning schedule:

1. Vacuuming: All areas need to be vacuumed with a commercial grade vacuum cleaner on a daily basis. Consider the use of a pile lifter on a monthly basis. Vacuums which use HEPA filters are recommended. .
2. Spot Cleaning: All areas need to be spot cleaned as needed by a trained professional using proper techniques to insure the use of proper chemicals, agitation, and rinsing. Standard procedures do not require pre-spotting, rather the carpet should be cleaned normally then spots cleaned after, if residue remains.
3. Interim (Appearance) Maintenance Cleaning: Carpet needs to be cleaned on a weekly basis using a low moisture encapsulation carpet cleaning system.
4. Restorative Cleaning: This should be performed on a quarterly basis to remove any residues from Interim Maintenance Cleaning procedures, to remove deeply imbedded soil, refresh the texture of the carpet and for overall indoor air quality. This should be done utilizing a Hot Water Extraction truck mounted equipment or a High performance portable machine.

Category 3:  Medium Traffic Areas:

Examples: some hallways, shared offices, conference rooms

Cleaning schedule:

1. Vacuuming: All areas need to be vacuumed with a commercial grade vacuum cleaner on a daily basis. Consider the use of a pile lifter on a quarterly basis. Vacuums which use HEPA filters are recommended.
2. Spot Cleaning: All areas need to be spot cleaned as needed by a trained professional using proper techniques to insure the use of proper chemicals, agitation, and rinsing. Standard procedures do not require pre-spotting, rather the carpet should be cleaned normally then spots cleaned after, if residue remains.
3. Interim (Appearance) Maintenance Cleaning: Carpet needs to be cleaned on a monthly basis using a low moisture encapsulation carpet cleaning system.
4. Restorative Cleaning: This should be performed every six months to remove any residues from Interim Maintenance Cleaning procedures, to remove deeply imbedded soil, refresh the texture of the carpet and for overall indoor air 1uality. This should be done utilizing a Hot Water Extraction truck mounted equipment or a High performance portable machine.

Category 4:  Light Traffic Areas:

Examples: Private Offices & Cubicles

Cleaning schedule:

1. Vacuuming: All areas need to be vacuumed with a commercial grade vacuum cleaner on a weekly basis. Vacuums which use HEPA filters are recommended. .
2. Spot Cleaning: All areas need to be spot cleaned as needed by a trained professional using proper techniques to insure the use of proper chemicals, agitation, and rinsing. Standard procedures do not require pre-spotting, rather the carpet should be cleaned normally then spots cleaned after, if residue remains.
3. Interim (Appearance) Maintenance Cleaning: Carpet needs to be cleaned on an as needed basis using a low moisture encapsulation carpet cleaning system.
4. Restorative Cleaning: This should be performed every six months to remove any residues from Interim Maintenance Cleaning procedures, to remove deeply imbedded soil, refresh the texture of the carpet and for overall indoor air quality. This should be done utilizing a Hot Water Extraction truck mounted equipment or a High performance portable machine.

Each Customized Program Should Include:

• Color Coded Map
• Written Procedures Plan
• Daily, Weekly, Monthly, Quarterly, Annual Procedures
• Follow-Up On Every Job
• Emergency Response Plan
• Water Damage and Intrusion Plan