Sustainable FACILITIES MANAGEMENT; Green cleaning Bronwyn Rice Sustainable Procurement Specialist

Session outline Green Cleaning defined and described The opportunity Researching the specification and selling the concept Evaluation and selection of Suppliers Key contract conditions and schedules

What is ‘green cleaning’? Green Cleaning is an integrated, comprehensive system, often defined as “cleaning for health without harming our environment.” Specifies for least hazardous product for the job; Minimises the range of products used; Buys in concentrate (reduces packaging, transport, storage, resources used as fillers and bulking agents); Specifies recycled and low embodied energy products; Uses energy and water efficient equipment; Employs modified methods and technologies; and Applies quality assurance for training, procedures. Not necessarily more expensive, in fact studies from USA and UK have shown savings in both materials and labour. Necessarily more labour intensive. What is important is a good understanding of the requirement of the product, eg some ‘green cleaning chemicals’ require longer dwell times before reaching optimum effectiveness. If used immediately the impression may be that they are not effective. Resulting in less clean or hygienic environments; in many instances, the environment is more healthy due to reduction of lingering chemicals and particulates.

Characteristics : No persistent bio-acumulates or toxic chemicals No ozone depleting substances Low, or no, volatile organic compounds No phosphates No carcinogens, mutagens or tetragens Energy efficient, minimise water use; Ergonomic and reduce injuries like back strain Contain recycled content (paper, plastic) and are durable, re-usable and recyclable.

Conventional practices Commonly used products contain toxic and hazardous substances: Phthalates (distribute fragrances and act as plasticisers), solvents (HCFC- 141), surfactants (alkyl phenol ethoxylates), volatile organic compounds (all known carcinogens) that act as dispersants; fragrances that contain skin and respiratory irritants, but require no other label than ‘fragrance’ disinfectant / antimicrobial (paradichlorobenzene) Makes work by doing work (Stripping, sealing and polishing of floors) Promotes the ‘hygiene myth’ that surfaces should be disinfected in order to be clean and safe. There is a growing theory that excessive use of disinfectants and chemicals is associated with increases in bacterial resistance, auto-immune diseases, allergies, respiratory problems like asthma and other hyper-sensitive conditions.

Benefits of Green Cleaning Better health for cleaners (dermatitis, asthma, conditions associated with chronic exposure to chemicals); A study in Washington state conducted several years ago revealed that six out of every 100 professional janitors were injured every year by the chemicals they used. Of these injuries, 40 percent involved eye irritation and burns, 36 percent caused skin irritation and burns, and 12 percent were a result of aspirating fumes. The cost for lost time and the treatment of such injuries totalled more than US$725 per incident[1]. Better health for workers and building occupants through improved indoor air quality (IAQ); associated with lower time lost due to illness amongst occupants, fewer allergies and incidents of hyper sensitivity; Reduced environmental impact, notably waterways, treatment works, aquatic creatures and plants, reduced waste to landfill, reduced toxic substances released into environment. Contributes points towards Green Star rating for Interior fit-out. [1] From ISSA (The worldwide cleaning association) website: http://www.issa.com/?m=articles&event=view&id=1533&page=1&lg=&category=99

Sourcing methodology Robust, best practice procurement practice

Project structure and governance Champions Steering Committee Project Team Internal stakeholders

Planning and analysis Spend Analysis Customer Survey Project Plan A sustainable procurement approach must be developed, delivered and maintained in complex, dynamic environments. Protracted, Considered, Thoughtful analysis reveals connections in what can seem at first chaotic. Stakeholder engagement elicits powerful analytical data for implementation. “Culture eats strategy for breakfast”

Planning and analysis Industry Analysis Supply Chain Mapping

Before Ancillary contracts managed by UNSW (window cleaning, continuous toweling, feminine hygiene, waterless urinals) 5 contractors + day labour + in-house staff Consumables purchased by UNSW ( hand soap, paper products, cleaning chemicals)

Researching the specification Journals and publications Internet Standards Site visits

Standards and Certifications for Green Cleaning Cleaning methods and materials contribute points toward ‘green building’ rating schemes: Green Star ratings through the Green Building Council of Australia. Leadership in Energy and Environmental Design (LEED) ratings through the U.S. Green Building Council. BREEAM Building Research Establishment Environmental Assessment Method in the U.K. Primary category is in indoor air / environment quality and considers emissions from furniture, paints, carpets, HVAC and cleaning products and methods. Ratings for machinery and products based on energy and water efficiency ratings, third party certification provided on health and environmental impact of chemicals (GECA in Australia, Green Seal and EcoLogo in U.S. and Canada, European Flower in U.K. and E.U.). Australian Environmental Labelling Association have standards for Cleaning Services and Cleaning Products that provide the basis of GECA certification.

The specification and contract structure Terms & Conditions included in Tender Package Green Cleaning specification a mixture of technical and performance based requirements Service Level Agreement Key Performance Indicators “carrot and stick” Cost (Structure, Total Cost of Ownership) transparent and understood shared cost savings

End Questions?

Change Management

Implementation Four pilot buildings with nominated contact Active communications and liaison

Implementation Training for contractor and University staff Audits for verification and fine tuning service delivery

2 + years later Costs and variations contained and managed to contract conditions Benefits extended to other university operations

2 + years later Continuing innovation: Wagtail floor and window technology Dyson hand-dryers Chemical free scrubbers

Critical success factors Planning, research and analysis Know your business, know the opportunities in the market, research innovation Governance and Structure A transparent and robust process delivers reliable results Contract and Supplier Management Clear deliverables, measures and cost structure; a partnership approach Change Management Early adopters, active communications, small steps before full roll out

References, sites, Harvard University Rutgers University Royal Roads University, British Columbia Macquarie University and Monash University – though not a comprehensive program in either instance.

Examples from U.S.A. Harvard University Provide training for Supervisors and Cleaning Staff; utilise training through major suppliers like Johnson Diversey Use Green Seal certified products and micro-fibre cloth technologies HEPA filters for vacuums, walk off mats at entries, Stopped stripping and sealing stone and tiled floors in some areas – results in lower gloss, requires communication with clients. Uninstalled ‘auto’ deodoriser dispensers in toilets Cleaners turn lights off when leaving room / building

Rutgers University Internal team of FM and Procurement identified desirable characteristics using Green Seal Standard 37 as benchmark Invited top 7 suppliers of cleaning products to demonstrate their ‘green cleaning’ products and dispensing systems, plus msds for review. Ascertained which companies provided training in LOTE Trialed products with Cleaning staff to get ‘buy-in’ and identify most effective products over 3 month period Measured dispensing system resulted in reduction of 50% of products in use Reviewed other methods and technologies at same time Review of sick days taken by 240 FM staff 12 months after conversion found 12% fewer days taken.

Royal Roads U British Columbia “Chemical Free Cleaning Program” commenced in 2000. Utilises colour coded microfibre cloth technology Cloths used wet (capillary action) and dry (electrostatic action) depending on task Enzyme cleaner used to clean cloths Costs and Benefits: • Reduced environmental impact due to reduced resource (e.g. paper towels and rags) and chemical use; • Saves time and money as cleaning with micro-fibre cloths/mops is more efficient than traditional means; • Fewer allergic reactions chemicals as the system is virtually chemical free; • Fewer incidences of back and shoulder problems in custodial staff as no heavy mops and buckets; • Reduced chance of spills and chemical related accidents as system is virtually chemical free; • Improved public safety as chance of slipping on wet floors is greatly reduced as wet mop leaves only a thin film of water that dries in a mere 20 seconds. • Micro-fibre cloths can be reused at least 500 times; • Cloths and mops are light and can be laundered in great quantity; • The cloths and mops take up less space and therefore reduces transport costs and required space for storage closets; • Initial investment in the system is significant ($12,000), however, Royal Roads save $XXXX/year on chemicals and XX on labour costs, as the system is more efficient.

End Questions?

Cold water cleaning of microfibre cloth technologies Colour based visual cleaning systems Cold water cleaning of microfibre cloth technologies Red for washrooms Yellow for specialty Ergonomic tools Green for food Blue for general

Products and technologies Citrus based cleaners High Efficiency Particulate Air (HEPA) filters in vacuums Water efficient walk behind scrubbers

Technologies and products text Dilution control systems allow purchasing in bulk, less exposure for cleaners and controls the ‘more is better’ urge. Bulk chemicals are diluted and used through colour coded reusable bottles

Which ingredients are high risk? ACIDS Hydrochloric acid Phosphoric acid Corrosive: Causes blindness Damages skin Disrupts POTW CAUSTICS Sodium hydroxide Sodium metasilicate Potassium hydroxide SOLVENTS Perchloroethylene Butoxyethanol Ethanolamine Toluene HCFC-141 Causes cancer Poison (absorbs though skin & poisons liver, kidneys, and fetus) Depletes ozone layer SURFACTANTS Alkyl phenol ethoxylates Endocrine disruption DISINFECTANTS Sodium hypochlorite Paradichlorobenzene Quaternary ammonium chloride Corrosive & reactive Corrosive & CNS depressant

@ UNSW before ‘Sparkle’ Glass Cleaner contains ethyleneglycol, 2-butoxy ethanol, ammonium hydroxide. ‘Ceramica’ tile cleaner contains glycol ether, ethanolamine. ‘Vectra’ floor cleaner contains dipropolene glycol methyl ether, acylic polymer ‘Remove’ carpet shampoo contains butyl Icinol ‘Go Getter’ toilet cleaner contains phosphoric acid, surfactant, quarternary ammonium compound, is classified as a poison and has a pH of 1. ‘Big Shot’ air ‘freshener’ contains “perfume”, “antimicrobial”, “Surfactant” and does not list specific ingredients because our labelling laws don’t require it for these types of materials. 95% of perfumes are synthetic compounds derived from petroleum, most are classified as irritants, sensitisers and some as carcinogenic (source - U.S. EPA) Products listed with “Non-hazardous materials” note that the product fumes on burning, has a pH of 12.5-13.5 (scale is logarithmic and tops out at 14) and is caustic.