GPP Training toolkit 7 4 Indoor Cleaning Services

GPP Training toolkit 7. 4. Indoor Cleaning Services

GPP Training Toolkit Module 1: Introduction Module 4: Needs Assessment Module 2: Strategic Aspects of GPP Module 5: Circular Procurement Module 3: Legal Aspects of GPP Module 6: Market Engagement Module 7: Operational (Indoor Cleaning Services) Module 7. 4 – Indoor Cleaning Services 2

Environmental impacts Lifecycle of cleaning products/services • Raw material extraction and processing > non-renewable resources, CO 2 emissions, pollution • Manufacture > pollution • Distribution > CO 2 emissions • Use > CO 2 emissions, water use, health effects • Disposal > pollution, waste Module 7. 4 – Indoor Cleaning Services 3

Environmental impacts Choices which affect environmental impact • Cleaning product formulation and raw material use • Energy and water consumption in use-phase • Waste water discharge • Waste generation Module 7. 4 – Indoor Cleaning Services 4

Scope What is included in the EU GPP Criteria • Routine indoor professional cleaning services • Cleaning of glass surfaces that can be reached without the use of specialised equipment • Cleaning products/ accessories Module 7. 4 – Indoor Cleaning Services 5

Needs Assessment Defining real cleaning needs Three key questions: • What specific spaces need to be cleaned? • Do the cleaning needs and cleaning frequencies of these spaces differ? • What level of cleaning quality is required in these spaces Contract Performance Clauses Environmental management and staff training can also be required and improved over the life of a cleaning service For details see the GPP Criteria Example: contracting cleaning services based on quality performance requirements (CSCU, Spain) More information in: Module 4: Needs Assessment Module 7. 4 – Indoor Cleaning Services 6

Overview EU GPP indoor cleaning services approach • Require key competences and the application of key environmental management measures and practices from the service provider • Require adequate and frequent training for the staff of the service provider • Require the use of cleaning products with reduced environmental impact • Encourage cleaning product concentration at purchase • Require the use of cleaning accessories with reduced environmental impact (including microfiber products) • Require the use of energy efficient cleaning power equipment (including vacuum cleaners) • Require the supply of consumable goods with reduced environmental impact. Module 7. 4 – Indoor Cleaning Services 7

EU GPP Criteria Indoor cleaning services (2018) Examples: • Selection criteria (SC) –demonstrate competences and experience in providing environmentally conscious indoor cleaning services • Technical specifications (TS) – cleaning products used to perform tasks must be compliant with criterion 1 and 4 of the EU Ecolabel for hard surface cleaning products • Award criteria (AC) – points will be awarded in proportion to the quality of the environmental management system that tenderers commit to put in place to perform the contract • Contract performance clauses (CPC) – appropriate dosing and diluting apparatus must be made available to cleaning staff For full criteria see: • EU GPP Criteria for Indoor Cleaning Services Module 7. 4 – Indoor Cleaning Services 8

Verification Checking compliance with GPP criteria for cleaning What to ask for? When? • Test reports/ monitoring data • Ecolabels/ third party certification • Documentation proving compliance with requirements • Description of systems in place • Safety Data Sheets/ User instructions • Past experience descriptions and references • Compliance with GPP criteria needs to assessed both during evaluation of tenders and during the contract execution phase. For full verification instructions see: • EU GPP Criteria for Indoor Cleaning Services Module 7. 4 – Indoor Cleaning Services 9

Verification Examples from the criteria TS 1. 1 Use of ecolabelled cleaning products Core criterion: The following types of cleaning products (list of cleaning products to be defined by the contracting authority) to be used to perform tasks related to the contract must comply with criterion 1 (toxicity to aquatic environment) and 4 (excluded or restricted substances) of the EU Ecolabel for hard surface cleaning products Verification: tenderer must supply list of cleaning products that will be used to perform the contract, and provide documentation proving compliance. Products awarded the EU Ecolabel for hard surface cleaning products will be deemed to comply. Module 7. 4 – Indoor Cleaning Services 10

Verification Examples from the criteria AC 3 Environmental management systems Points will be awarded in proportion to the quality of the environmental management system that tenderers commit to put in place to perform the contract. (A list of environmental management system measures to be evaluated are provided in the EU GPP Criteria for Indoor Cleaning Services) Verification: The tenderer must provide a description of the measures that will be put in place to fulfil the requirements of an environmental management system. Environmental management systems certified against standard ISO 14001 will be deemed to fulfil points a) – d) of measures to be accounted for. Environmental management systems registered under EMAS will be deemed to fulfil all the measures listed in the criteria. Module 7. 4 – Indoor Cleaning Services 11

Market Availability Verifying sustainable cleaning services and products GPP Criteria for cleaning services can be verified by the EU Ecolabels for: • Indoor Cleaning Services (new) • Hard Surface Cleaning Products (3901 awarded) • Textile Products (2625 awarded) • Rinse-Off Cosmetic Products (2205 awarded) Credibility matters! • Other ecolabels do exist for cleaning, but the quality can vary – procurers should choose ‘Type I’ ecolabels i. e. verified by a third party and awarded on the basis of life cycle costs. See Module 3 (Legal) for more on ecolabels For more on products and services awarded EU Ecolabel visit EU Ecolabel Product catalogue Module 7. 4 – Indoor Cleaning Services 12

Using Ecolabels in GPP Adding further criteria to your tender As well as verification, Type I ecolabels can be a source of additional criteria Some ecolabel criteria – but not all – can be used in a tender. For example, EU Ecolabel for Indoor Cleaning Services ü Criterion O 8: The applicant shall have an appointed service manager and put in place procedures for monitoring, assessing and improving cleaning quality × Criterion M 6: The applicant shall provide the means for staff to sort solid waste generated at the applicant’s premises into the appropriate waste stream categories. The EU Ecolabel for textile products criteria can be found in – Commission Decision 2018/680/EU Module 7. 4 – Indoor Cleaning Services 13

Legislation supporting GPP REACH Regulation (EC) No 1907/2009 REACH places the responsibility on companies (instead of public authorities) to identify and manage risks posed by chemicals, and to provide safety information to users. Chemicals which are carcinogenic, mutagenic, toxic for reproduction, or which are persistant, bioaccumulative, and toxic may be identified as Substances of Very High Concern (SVHC) and added to the REACH Candidate List. Companies have a legal requirement to report concentrations of SVHCs above 0. 1% on request by consumers. More information in: • REACH Candidate List for SVHCs Module 7. 4 – Indoor Cleaning Services 14

Life Cycle Costing LCC of indoor cleaning services LCC = considering all the costs that will be incurred during the lifetime of a product, work or service Staff wages represent the largest share of cleaning services cost, meaning: 1. Cost of green products insignificant to overall cost 2. Green cleaning practices can reduce cleaning time and create cost benefits LCC example: Microfibre textiles • More expensive product leads to ~1% increase in cost • Increased efficiency of product leads to ~10% reduction in staff time = 9% overall reduction in LCC For more on the LCC of cleaning services see the Technical Background Report Module 7. 4 – Indoor Cleaning Services 15

Further guidance Contracting cleaning services based on quality performance requirements (CSCU, Spain) Introducing green criteria to cleaning services contract (National Environmental Guard, Romania) GPP Helpdesk For further support on GPP, contact the EU’s free Helpdesk Green procurement of cleaning products (City of Ghent, Belgium) Toolkit developed for the European Commission by ICLEI - Local Governments for Sustainability Module Author: ICLEI – Local Governments for Sustainability Owner, Editor: European Commission, DG Environment, 2019 Photos: courtesy of Pixabay. com under Creative Commons CCO Disclaimer: This toolkit is an indicative document of the Commission services and cannot be considered binding to this institution in any way. Neither the European Commission nor any person acting on behalf of the Commission is responsible for the use that might be made of the information in this document. Module 7. 4 – Indoor Cleaning Services