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Administrative Policies - Policy 0032

State of Vermont
Agency of Administration
Department of Buildings & General Services

Policy 0032 

Title: Use of Cleaning Products in State Facilities and Leased Properties
Date of Issue:  April 14, 2010
Supersedes: Policy dated July 1, 2004
 
PURPOSE
 
In order to comply with Executive Orders 02-04 and 14-03, the State of Vermont will specify, buy, and use only Environmentally Preferable Custodial Cleaning Products in state owned and leased facilities.
 
Environmentally Preferable Cleaning Products (EPP) are defined as products that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purposes. Products on the Environmentally Preferable Custodial Cleaning contracts meet or exceed the criteria established.  
 
Use of any non Environmentally Preferable custodial cleaning product is only allowed if you secure a signed waiver for use.  You must file a request with the office of Purchasing and Contracting where it will be approved or disapproved.  A copy of the approved waiver must be maintained and made accessible at the work location where the product is approved for use and provided to the office of Workplace Safety. Requested waivers shall typically be for use of a specific product, for a specific purpose, at a specific location.
 
 POLICY
 

  1. State Contracts: Only the products designated on state contracts are authorized for use unless a waiver is on file. Unless otherwise stated, waivers will only be approved for products with existing EPP contract vendors. When utilizing products, custodians and contract janitorial staff will follow manufacturer's instructions for use. For a complete list of current contracts visit: http://bgs.vermont.gov/purchasing-contracting/contract-info/current and click on Custodial Supplies.

The following steps should be taken toward obtaining safe and effective products:

  • Step A. Environmentally Preferable (EP) contract items should be selected when available for the intended use. These products have been selected as they meet the established safety, health and environmental criteria, and were found to clean effectively when tested in state buildings. There may be options for the same type of use on other EP custodial product contracts.
  • Step B. A waiver request must be submitted to The Office of Purchasing and Contracting for review when there is not a product on contract that meets the need (waiver form attached).
  1. Purchasing and Contracting: Products shall be ordered following regular purchasing procedures for items available on contract. If you have any questions or issues contact the Purchasing Agent for this commodity at (802) 828-2217.
  2. Workplace Safety: All contracts have product training requirements that require the vendor to provide some service and training on use of products. This is in addition to any training provided by your immediate supervisor. Additional safety and health training should be facilitated through The Department of Buildings and General Services Office of Workplace Safety.
  3. Bleach: The storage of a small amount of bleach as the preferred method of disinfecting a blood spill is permitted. A small amount is defined as one quart. Surfaces which may have been contaminated by blood from emergency medical situations shall be disinfected with sodium hypochlorite (bleach) 1/10 - 1/100 (¼ cup of bleach per gallon of water) solution for at least 10 minutes as soon as feasible after contact. 
  4. Critical Product Exclusion Criteria: The mandatory exclusions for all cleaning products used by state employees or contractors within state facilities are as follows. A complete list of requirements.
  • No Persistent, Bioaccumulative, and Toxic Chemicals (Note: biocides in disinfectants are exempt from this criterion.)
  • No Carcinogens, Mutagens And Teratogens
  • No Ozone-Depleting Compounds
  • Low Volatile Organic Compounds (VOCs)
  • No Hazardous Waste Characteristics
  • No Phosphate or Phosphonates
  • No Combination Cleaner-Disinfectants   

Attachments

Waiver for Custodial Cleaning Products Form

Department Approval:  Gerry Myers, Commissioner
Agency Approval Required:  Neale F. Lunderville, Secretary