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RESPONSE - RFP - 7068 CUSTODIAL SERVICES 2010
ORIGINAL PROPOSAL, FOR SERVICES City of Fort Collins f Request for Proposal/ 706,8 Custodial Services 2010 Submission Deadline: Monday, October 12, 2009/at 2:30 PM f www.varsitycontractors.com • Item B Site Manager Qualifications Please provide resumes identifying the site manager and assistant site manager(s) who will be assigned to this facility. You may complete this form or attach their resumes. Please use names with the position titles. The qualifications of the site manager and the assistant site manager will be assessed as a fundamental indicator of the Vendor's qualifications. The designated site manager must be managing cleaning operations at a similar site, and be otherwise acceptable for this assignment. Failure to actually assign approved staff will be considered a breach of this contract. Vendor must guarantee the proposed site manager will remain as site manager for a minimum of one year, unless replacement is at the request of the City or if a change of site manager is otherwise agreed to by the City. Failure to comply with this requirement will be considered a breach of this contract. Name Qualifications/Experience Aaron Parker Colorado District Manager 2 Jim Pierce Colorado Operations Manager 18+ • Maria Ortiz Area Manager 15 yrs at the City Dedicated to City of Ft. Collins • Elza Gutierrez Area Supervisor 2 yrs as supervisor Dedicated to City of Ft. Collins Maria has served the City of Fort Collins locations for the past fifteen years. We believe that her qualifications meet the contract requirements set forth by the City of Fort Collins. Please review the following page for Maria's resume and specific qualifications. Varsity can guarantee that Maria and Elza will remain as the area manager and area supervisor respectively for the duration of the City of Fort Collins contract, unless the City of Fort Collins requests a replacement, or if a change of the site manager is agreed by the City of Fort Collins. Jim Pierce and Aaron Parker will also continue to serve the City of Fort Collins as off -site senior management for the i City of Fort Collins contract. 29 0 Work Requiring More than One Person (teams for lockout/ta out jobs 9 1 ) 1. If more than one person is required to lock or tag out equipment, each person shall place his or her own lock and tag on the energy isolating devices. 2. One member of the group is appointed primary person responsible for procedures and safety. Recordkeeping (see Forms section) 1. Lockout/Tagout Equipment Evaluation, Form A 2. Equipment Lockout/Tagout Procedures, Form B 3. Safe Startup Procedures, Form C 4. Lockout/Tagout Job Evaluation, Form D 5. Lockout/Tagout Training Record, From E • 0 Materials Handling Introduction Varsity Contractors requires that safety planning and practices for commonplace tasks be as thorough as for operations with unusual hazards. Commonplace tasks make up the greater part of the daily activities of most employees and, not unexpectedly, offer more potential sources of accidents with injuries and property damage. Every operation or work assignment begins and ends with handling of materials. Whether the material is a sheet of paper (paper cuts are painful) or a cylinder of toxic gas, accident risks can be reduced with thorough planning. Identifying obvious and hidden hazards should be the first step in planning work methods and job practices. Thorough planning should include all the steps associated with good management from job conception through crew and equipment decommissioning. Most of the material presented in this chapter is related to the commonplace and obvious. Nevertheless, a majority of the incidents leading to injury, occupational illness, and property damage stem from failure to observe the principles associated with safe materials handling and storage. A less obvious hazard is potential failure of used or excessive motorized handling or lifting equipment. The Corporate Risk Manager must be notified whenever it is desired to acquire a crane, forklift truck, or other motorized handling or lifting equipment from excess sources. Lifting and Moving iLifting and moving of objects must be done by mechanical devices rather than by manual effort whenever this is practical. The equipment used must be appropriate for the lifting or moving task. Only personnel trained and authorized to operate them must operate lifting and moving devices. • Employees must not be required to lift heavy or bulky objects that overtax their physical condition or capability. Manual Lifting Rules • Manual lifting and handling of material must be done by methods that ensure the safety of both the employee and the material. • It is Varsity Contractors policy that employees whose work assignments require heavy lifting be properly trained and physically qualified, by medical examination if deemed necessary. The following are rules for manual lifting: • Inspect the load to be lifted for sharp edges, slivers, and wet or greasy spots. • Wear gloves when lifting or handling objects with sharp or splintered edges. These gloves must be free of oil, grease, or other agents that may cause a poor grip. • Inspect the route over which the load is to be carried. It should be in plain view and free of obstructions or spillage that could cause tripping or slipping. • Consider the distance the load is to be carried. Recognize the fact your gripping power may weaken over long distances. • Size up the load and make a preliminary "heft" to be sure the load is easily within your lifting capacity. If it is not, get help. • If team lifting is required, personnel should be similar in size and physique. • One person should act as leader and give the commands to lift, lower, etc. 85 ® Two persons carrying a Ion piece of pipe or lumber should car it on the same shoulder • P rY 9 9 P� P�P carry and walk in step. Shoulder pads should be used to prevent cutting shoulders and help reduce fatigue. • To lift an object off the ground, the following are manual lifting steps: • Make sure of good footing and set your feet about 10 to 15 inches apart. It may help to set one foot forward of the other. • Assume a knee -bend or squatting position, keeping your back straight and upright. Get a firm grip and lift the object by straightening your knees - not your back. • Carry the load close to your body (not on extended arms). To turn or change your position, shift your feet - don't twist your back. • The steps for setting an object on the ground are the same as above, but in reverse. Mechanical Lifting • Employees must use mechanical devices for lifting and moving objects that are too heavy or bulky for safe manual handling. • Employees who have not been trained must not operate power -driven mechanical devices to lift or move objects of any weight. • Heavy objects that require special handling or rigging must be moved only by riggers or under the guidance of employees specifically trained and certified to move heavy objects. Rigging • Planning for safe rigging and lifting must begin at the design stage, and lifting procedures must be developed for assembly and installation. • The lifting procedure should be developed and discussed with the rigging crew fore person. • Responsibility for all rigging jobs is shared between the rigging crew and the customer. • The customer is responsible for defining and requesting the move, for providing technical information on relevant characteristics of the apparatus, including special lifting fixtures when required, for providing suggestions on rigging and moving, and for assigning someone to represent them both in planning and while the job is being carried out. The riggers are responsible for final rigging and for carrying out whatever moves have been designated. • Before any movement takes place, however, each representative must approve the rigging and other procedures associated with the intended move. • Each must respect the responsibility and authority of the other to prevent or terminate any action he or she judges to be unsafe or otherwise improper. • The supervisor must make certain that personnel know how to move objects safely by hand or with mechanical devices in the operations normal to the area and must permit only those employees who are formally qualified by training and certification to operate a fork truck, crane, or hoist. • The supervisor must enforce the use of safe lifting techniques and maintain lifting equipment in good mechanical condition. • Employees are required to observe all established safety regulations relating to safe lifting techniques. • Inspections • Each mechanical lifting or moving device must be inspected periodically. • Each lifting device must also be inspected before lifting a load near its rated capacity. • Defective equipment must be repaired before it is used. • The rated load capacity of lifting equipment must not be exceeded. • Material moving equipment must be driven forward going up a ramp and driven backward going down a ramp. • Traffic must not be allowed to pass under a raised load. • The floor -loading limit must be checked before mobile lifting equipment enters an area. • Passengers must not be carried on lifting equipment unless it is specifically equipped to carry passengers. Load Path Safety • Loads moved with any material handling equipment must not pass over any personnel. • The load path must be selected and controlled to eliminate the possibility of injury to employees should the material handling equipment fail. • Equipment worked on while supported by material handling equipment must have a redundant supporting system capable of supporting all loads that could be imposed by failure of the mechanical handling equipment. • A suspended load must never be left unattended but must be lowered to the working surface and the material handling equipment secured before leaving the load unattended. • Truck Loading • All objects loaded on trucks must be secured to the truck to prevent any shifting of the load in transit. • The wheels of trucks being loaded or unloaded at a loading dock must be chocked to prevent movement. Clean Work Areas All areas controlled by Varsity Contractors must be kept in orderly and clean condition and used only for activities or operations for which they have been approved. The following specific rules must also be followed: • Keep stairs, corridors, and aisles clear. Traffic lanes and loading areas must be kept clear and marked appropriately. • Store materials in workrooms or designated storage areas only. Do not use hallways, fan lofts, or boiler and equipment rooms as storage areas. • Do not allow exits, passageways, or access to equipment to become obstructed by either stored materials or materials and equipment that is being used. • Arrange stored materials safely to prevent tipping, falling, collapsing, rolling, or spreading - that is, any undesired and unsafe motion. • Do not exceed the rated floor capacity of stored material for the area. The load limit and the maximum height to which material may be stacked must be posted. • Place materials such as cartons, boxes, drums, lumber, pipe, and bar stock in racks or in stable piles as appropriate for the type of material. • Store materials that are radioactive, fissile, flammable, explosive, oxidizing, corrosive, or pyrophoric only under conditions approved for the specific use by the Corporate Risk Manager. • Segregate and store incompatible materials in separate locations. M. • Remove items that will not be required for extended periods from work areas and put them in warehouse storage. Call for assistance. • Temporary equipment required for special projects or support activities must be installed so that it will not constitute a hazard. A minimum clearance of 36 inches must be maintained around electrical power panels. Wiring and cables must be installed in a safe and orderly manner, preferably in cable trays. Machinery and possible contact points with electrical power must have appropriate guarding. The controls for temporary equipment must be located to prevent inadvertent actuation or awkward manipulation. When heat -producing equipment must be installed, avoid accidental ignition of combustible materials or touching of surfaces above 60 degrees C (140 F). Every work location must be provided with illumination that meets OSHA requirements. The property owner makes evaluation of illumination quality and requirements, but the supervisor of an area is responsible for obtaining and maintaining suitable illumination. • Areas without natural lighting and areas where hazardous operations are conducted must be provided with enough automatically activated emergency lighting to permit exit or entry of personnel if the primary lighting fails. • 0 Mechanical Guarding Introduction and Standards Mechanical guarding must encompass both the power transmission parts of all mechanical equipment and the points of operation on production machines. Guards must be provided where rotational motion, nip points, and cutting, shearing, punching, and forming mechanisms can cause injury to personnel or damage to tools and equipment. Mechanical guards must be designed or otherwise procured to meet the following specifications: • The guard must provide positive protection equal to that specified in ANSI 1315.1. • The guard must be considered a permanent part of the machine or equipment, capable of being easily or quickly removed or replaced. • The guard must not interfere with efficient operation or maintenance of the machine or give discomfort to the operator. • The guard must not weaken the machine structure. • The guard must be designed for a specific job and a specific machine. • The guard must be durable, resistant to fire and corrosion, and easily repaired. • The guard must not present hazards, such as rough edges, splinters, pinch points, shear points, or sharp corners. iMethods of guarding that must be considered include the following: • Enclosing the operation (preferred) • Interlocking devices • Moving barriers • Removal devices • Remote control • Two-handed tripping devices • Electronic safety devices Machines designed for fixed locations or large mobile equipment (such as a truck mount carpet machine) must be securely anchored to the floor, bench or truck/trailer bed to prevent walking or tipping. Employees may operate machinery only when properly trained and authorized to do so. Proper clothing and protective devices must be worn when specified by the supervisor or shop foreman. • • Noise Reducing Noise Exposure Using engineering controls, administrative procedures, or personal protective devices can reduce noise exposure. Engineering Controls: • Reduction of noise production at the source: • Proper design of new machines • Modification of present machines • Proper repair and upkeep of equipment • Use of appropriate mufflers • Use of vibration dampeners on machines • Reduction of noise transmission. - Increase distance between noise and personnel exposed • Construction of barriers between noise source and personnel • Sound treatment of ceilings and walls Administrative Procedures: • Job schedule changes • Personnel rotation Personnel Protective Devices: • Earplugs • Earmuffs all 0 Protective Equipment • Varsity Contractors will provide suitable equipment to protect employees from hazards in the workplace. • The District Manager/Mall Operations Director/Site Supervisor will advise on what protective equipment is required for the task, but the supervisor of the operation must obtain this equipment and see that it is used. • Protective clothing is not a substitute for adequate engineering controls. Protection Issued • Protective clothing will be issued to employees who work with hazardous material for the purpose of protecting their health and safety. • Corporate Risk Management is available for consultation as needed. Protective Shoes • Varsity Contractors encourages the wearing of closed toed, appropriate shoes. • For certain types of work the wearing of safety shoes is required by Company policy or by federal regulations. Examples are when employees are exposed to foot injuries from hot, corrosive, or poisonous substances; in shops, in equipment handling, or in construction jobs where there is a danger of falling objects; or in abnormally wet locations. 0 Protective Gloves • Varsity Contractors provides proper hand protection to employees exposed to known hand hazards. • The supervisor must obtain the suitable hand protection and ensure that it is used. • The individual department must maintain a supply of special or infrequently used hand protection. • Assistance in selecting the proper hand protection may be obtained by consulting the Risk Management Department. Head Protection • Varsity Contractors provides appropriate head protection devices for employees as needed to protect them from head or other injuries that could result from their working environment. • The supervisor must also maintain sufficient supply of head protection devices for visitors in the area. Eye Protection • Varsity Contractors provides appropriate eye protection devices for employees assigned to tasks in which an eye -injury hazard exists. • The supervisor of the operation is responsible for determining the need for suitable eye - protection devices and for ensuring that the employees use them. • The Corporate Risk Management Department and an appropriate Medical Services agency will assist the supervisor in defining eye -hazard operations and in selecting appropriate eye protection. a • The standard sign: CAUTION, EYE HAZARD AREA, DO NOT ENTER WITHOUT EYE • PROTECTION, must be posted in every area where eye protection is mandatory. • All employees who work in such an area must wear the eye protection issued to them. • Every visitor to the area must also be provided with suitable eye protection. Respiratory Protection Any operation that generates harmful airborne levels of dusts, fumes, sprays, mists, fogs, smokes, vapors, or gases or that may involve oxygen -deficient atmospheres requires the use of effective safety controls. This must be accomplished, as much as feasible, by accepted engineering control measures (for example, enclosure or confinement of the operation, general and local ventilation, and substitution of less toxic materials). When effective engineering controls are not feasible, or while they are being instituted, appropriate respiratory protection must be used in accordance with Varsity Contractors requirements as prescribed by OSHA in ANSI 288.2-1980, Standard Practices for Respiratory Protection. Responsibilities To ensure that the respiratory protection program is conducted in accordance with ANSI 288.2-1980, certain responsibilities are required of each employee, supervisor, Area/District Manager or Mall Operations Director, and the Corporate Risk Management Department. Employees are responsible for: • Wearing the respirator in accordance with the instructions and training received. • Maintaining and storing the respirator in good condition. • Returning the respirator at the end of the required use for overhaul, cleaning, and disinfection. Supervisors are responsible for: • Identifying those employees who may need to use respiratory protection (Local management or Corporate Risk Management will provide assistance upon request in this determination). • Ensuring that their employees have been properly trained and fitted. • Ensuring that their employees use the respirators as required. Management is responsible for: • Providing respiratory equipment. • Maintaining the equipment in good condition. • Fitting employees with proper respirators and providing training for their use. • Evaluating employee exposures and work conditions, including inspection of respirator use. •A • • • Tools Company Provided Tools Varsity Contractors provides hand and powered portable tools that meet accepted safety standards. A damaged or malfunctioning tool must not be used; it must be turned in for servicing and a tool in good condition obtained to complete the job. Employees must use the correct tool for the work to be performed; if they are unfamiliar with the operation of the tool, they must request instruction from their supervisor before starting the job. Supervisors are responsible for ensuring that their subordinates are properly trained in the operation of any tool that they are expected to operate. An employee is not permitted to use a powder -actuated tool unless instructed and licensed by the manufacturer. Grounding Tools that are not double insulated must be effectively grounded and tested. Testing must be accomplished before initial issue, after repairs, and after any incident that could cause damage, such as dropping or exposure to a wet environment. Grounded tools must always be used with an effectively grounded circuit. Any extension cord used with a grounded tool must be a three -wire, grounded type. Electric -powered hand tools used on construction sites, on temporary wired circuits, or in wet environments will be used in conjunction with an approved ground fault circuit interrupter (GFCI). The responsibility for implementing and maintaining this program rests with the individual supervisors involved. The group owning powered hand tools will maintain documentation of tool testing. Tools maintained in a tool crib and tested prior to issue are exempted from this requirement. Only qualified electrical personnel will make repairs of defective tools. Shop Rules Any Varsity Contractors facility housing shop tools is defined by OSHA as a shop. It is the responsibility of the person in charge of each shop to ensure compliance with the following practices: M Maria Ortiz 1917 S. Shields St K-2 Fort Collins, Co 80526 Email — mortiz@varsitycontractors.com Phone — 970-2219-4569 Work Experience 2007-Present - Varsity Contractors — Area Manager — Account: City of Fort Collins. 1997-2007- Varsity Contractors — Area Supervisor — Account: City of Fort Collins 1994-1997 - Varsity Contractors - Custodian — Account: Anheuser- Busch -Fort Collins. Education and Training 10- 2008 - Varsity JanOps Operating System — Certified JanOps Specialist. 6-2001 - Varsity — Professional Custodial Certification Program — Level 3 6-1990 — High School Graduate Qualifications Manage operations & administrative duties for forty-four of the City of Fort Collins Facilities. Lead, hire, train, schedule and inspect the work of twenty-three custodians and cleaning technicians. Experience Experience in construction and renovation cleaning, blood borne pathogen cleanup, and safety & risk management. Expert in recycling and green cleaning. Trained in providing professional customer service support, sales & marketing, supply ordering, equipment maintenance, budgeting and specialized floor care. 0 • Shop machines and tools are to be used only by qualified personnel. It is the responsibility of the person in charge of the shop to render a judgment as to who is qualified. The person in charge will take whatever action is deemed necessary to prevent a personal injury or damage to equipment. Equipment guards and protective devices must be used and must not be compromised. Approved eye protection (visitor's glasses) must be worn by anyone entering and/or passing through shop areas. Approved industrial safety eye protection must be worn by anyone working in a posted shop area. Shoes or boots covering the whole foot must be worn in shop areas. Persons using machine tools must not wear clothing, jewelry, or long hair in such a way as to represent a safety hazard. 92 • Safety Manual Acknowledgement The Varsity Contractors, Inc. Safety Manual is a resource of information about the company's policies and procedures for performing your job in a safe manner. Your signature below acknowledges your review of the Safety Manual and your understanding and acceptance that: 1. You are responsible for reading, understanding and following the policies in the Company Safety Manual; 2. The provisions of this Safety Manual are guidelines, statements of policy and procedures which may be changed by the Company at any time; 3. Management reserves the right to revise, modify delete or add to any and all policies, procedures, or work rules stated in this Manual at any time. However, any such changes will be in writing and must be approved by the Executive Committee of the company, - Name (print) • Date of Hire Cost Center Employee Signature Date • 95 • Item D Vendor Training Programs Training is considered a primary indicator of the Vendor's capability to meet the City's Quality requirements. Describe, or attach a copy of, the following training programs: 1. The cleaning training program you have found to be successful. 2. The management training program(s) for site managers and assistant site managers. 3. Training provided to ensure professional behavior of on -site staff. Please indicate the amount of resources committed to company -wide training: All Staff Percent of total revenue: 1 % Actual Dollars: $ 1, 106,91 7. 75 • Cleaner Level Percent of total revenue: 1 % Actual Dollars: $ 1, 106, 91 7. 75 Attach additional pages as needed CJ 31 • Varsity understands that the key to successful method and systems implementation rests largely upon training programs. Varsity is pleased to present our proposed technical staff training and cleaning methods to the City of Fort Collins. Through our rigorous orientation, start-up, and on-the-job training programs, City of Fort Collins can be confident in the capability and talent of Varsity staff. Staff Training The key to maintaining quality personnel is regular education and development. Varsity maintains ongoing training classes for both production staff and supervision using the web -based capability of Varsity University www.varsityuniversity.com . Initial training consists of the 3 Phases to Success Certification Training beginning with staff orientation for City of Fort Collins. In addition, using training guides from Varsity University, our supervisor will conduct employee orientation on site to orient the staff more fully with the facility. During the transition phase, training will be maintained on a monthly schedule. This intense training is necessary to guarantee a smooth transition. In addition to hands-on training, Varsity also maintains a regular training schedule via Varsity University. The following is a more thorough description of Varsity University. Varsity University • Varsity is dedicated to continuing training and staff development. We believe that the best method for providing professional, committed staff to City of Fort Collins is through encouraging continuing education in an easy, self -directed format. This belief has motivated Varsity to invest heavily in our corporate training department. The training department has developed an on-line training facility which we call Varsity University ( www.varsityuniversity.com ). Using this resource, our staff is able to participate in advanced training curriculums. Progress is monitored by our training mentors who guarantee the successful completion of the course and guide the staff through a curriculum that furthers their growth within the company. This growth and education is especially important to our customers since the skills taught are necessary for our teams to provide you with excellence in facilities services. The curriculum covers a comprehensive range of management and technical skills necessary to enhance the partnerships with our customers and cultivate the trust that we want our customers to feel about Varsity services. Some of these skills are: • Quality Assurance —Measuring the Product • TQM—Participative Management • CVM (Certified Varsity Manager) —Our Management Certification Course • Carpet Care —Extending the life of an asset • Safety —Protecting the health of our customers, our employees • Green Cleaning —Environmentally sustainable practices, policies, and procedures These are some of the topics that are part of the Varsity University curriculum. We also teach skills such as Customer Relations, Communications, Sexual Harassment, and other important topics for a professional manager and business professional. Although we're particularly proud of the accessibility and success rate of Varsity University, Varsity also conducts hands-on and live web conferencing courses. Particular courses, such as carpet and upholstery, are taught hands-on for best learning practices. Vektr, Varsity's Quality Assurance process, and Kronos, Varsity's unique timekeeping method, are both taught via live web conferencing. • All Varsity instructors are IICRC Certified and experts in their particular fields. In some cases instructors are in-house, such as particular District or Regional Managers, while other instructors come from corporations other than Varsity. Every instructor must have acurrent IICRC Certification to be eligible to teach a training course to Varsity staff. The learning process, including evaluation, is paramount for Varsity. All courses have pre -imposed assessments. Varsity employees are first given a baseline test to ascertain prior knowledge and experience. Following all Varsity courses, a post -assessment is given. In most circumstances this is a test, but hands-on courses have unique hands-on evaluation methods. Baseline results are then compared to after -course assessments for each individual employee and entire training groups. This program is designed to increase the value proposition that Varsity offers. All of our training and education is designed to improve the capability of our staff to enhance the partnership relationship that we cultivate with you. We truly intend to provide Peace of Mind in addition to servicing City of Fort Collins. On -the -Job Training The key to maintaining quality personnel is regular education and development. On-the-job training continues as needed in a continuous program of follow-up, reinforcement, and retraining. Varsity maintains ongoing training classes for both production employees and supervision on the Varsity University website. During the first 6-12 months of working at City of Fort Collins, formal training will be maintained on a biweekly schedule. This intense training is necessary to guarantee a smooth start-up. As the employees settle into a regular routine, the formal education is reduced to once a month. On-the-job training continues daily in a continuous program of follow-up, reinforcement and retraining. Topics for the training program are scheduled for a year in advance. However, the program is flexible so problem areas can be discussed as trends are identified in the Vektr quality program. Safety is an integral part of every training meeting, and safety training is included in every meeting. Proper procedures for working in hazardous areas, Material Safety Data Sheets (MSDS), chemical dilution and usage, and safe working practices are discussed regularly. Green Building cleaning techniques are also taught as part of the Varsity training program. Pertinent safety violations or accidents are also reviewed during the training process. JanOPS — Green Cleaning Program Janitor Training JanOPS training standards are the highest in the industry. These standards reflect the value we place on specialists' contribution to society and the belief that only certain people can develop the necessary skills, knowledge and attitudes to clean for SHAPE. JanOPS training is called SkillPolish123, meaning the training is as easy as 1, 2, 3 and involves three unique training programs: New Hire Certification CD Continuous Learning Point of Contact (POC) stickers New Hire training teaches process, equipment and chemicals used to get a facility in SHAPE. Each learner moves along a path of SEE, DO and TEACH to maximize retention. Training is tracked in order to assess compliance and effectiveness. Specialists must certify before they begin working. The JanOPS Continuous Learning program utilizes posters and four illustrated booklets. Specialists take ten minutes to review weekly topics covering SHAPE and the JanOPS cleaning system. POC training utilizes SHAPE -based stickers that are placed in locations of potential exposure. Specialists teach the JanOPS process using POCs to pass an audit recorded by their supervisor. Please see the following pages for Varsity's staff training manual. 0 VC(:g o im c � INTRODUCTION Welcome to the TrainerOPS Field Guide. As a /anOPS®supervisor, this is your guide for learning how to conduct training as the professional trainers do —smoothly and effectively. Have you ever con- sidered what leads to smooth and effective train- ing? Undoubtedly, a part of your answer would include the study of the content. This is certainly true. A trainer must have a thorough knowledge of what he/she is about to teach. For /anOPS, this means studying and learning the Cleaning System Field Guide and new -hire training tools inside and out. This is your first step to becoming a smooth trainer. As you are probably aware, there are many trainers who have a thorough knowledge of the material, but are still ineffective trainers. So, what about ef- fectiveness? How does a trainer become effective? First we need to look at what the word "effective" means. Effectiveness means value was created in the organization as a result of the training. Value means the training either lowered the company's cost through improved efficiency or reduced er- rors, or through sustaining the company's ability to grow. Training effectiveness that leads to value re- quires something more than studying the material. It requires that the content be retained and trans- ferred into performance on the job. if the content is not retained or transferred into performance, then the training had no value to the organization. This is where TrainerOPS helps out. TrainerOPS PRINCIPLES TrainerOPS is designed to help you assure special- ists retain what they learn and transfer those skills to the job. Retention and transfer can only be obtained through applying principles and discipline developed from the learning sciences. Without these principles and disci- pline, you cannot and will not deliver effective training. Unfortunately, much of what is labeled "training" lacks the principles and discipline to eam the title of "effective training." After studying this guide, you will be able to distinguish between what is merely labeled "training" and what is actually effective training that leads to value © 2007 Varsity Contractors, Inc. All rights reserved. creation. This guide will then demonstrate the discipline you must have in delivering training. This discipline is expressed as "standards'. As you meet TrainerOPS standards, you will deliver smooth, effective and value- added training. Let's team more about retention and transfer. Principles for Retention Because you have engaged in learning throughout your life, the principles that influence retention should be fairly intuitive. They are not new. Confu- cius, who lived circa 551 B.C., expressed these prin- ciples in what is now a Chinese proverb. He said, "What i hear, I forget. What 1 see, I remember. What I do, 1 understand." The wisdom Confucius por- trays in this proverb is what the learning sciences have confirmed. Learning is not the natural con- sequence of pouring information into the trainee's head. The human brain learns and retains when it is active, and for adults the learning is most effective when a healthy level of stress is involved. Confucius described a progression from the passive action of hearing to the active action of doing. We speak on average between 100-200 words per minute, but we are only able to listen attentively to 50 to 100 words per minute. This means passive learn- ing such as hearing contributes very little to retention. A The learning sciences pro- vide a learning pyramid c° s '' w showing the average retention rates for a Sff different types of 25 d�P instruction. No- e �tSCUSS 50'k tice where hearing p falls on the pyra- 0tc �y,1s5a0' mid; Confucius V 80°f0 was spot on. On NFRS average, a five per- cent retention rate is all you can expect from speaking or lecturing. Now take a look at what achieves the highest level of reten- tion —practicing and teaching others. Above all, your trainees need to try out the new skills as you train them —in other words, they simply need to "do it." Now think of how you delivered training in the past. Was it effective? Did you add value? One • • • thing is for sure, if you delivered the training using methods solely from the top of the pyramid, your training was not effective because it most likely was not retained. To maximize retention, you must use all layers of the pyramid. TrainerOPS is designed to take each specialist you train through each of the layers. Principle of Transfer Although high retention is essential to achiev- ing training effectiveness, it will not increase the value to the business on its own. Value will only be obtained when the skill, knowledge or attitude (SKA's) taught in the training is transferred into performance on the job. Transfer only occurs with a healthy dose of positive reinforcement. It is for this reason that training should be viewed as more than helping a person to learn a new SKA. The ul- timate goal of training is to ensure that the person improves performance or behavior on the job —and that the performance is sustained over a long peri- od of time. This requires principles of performance management. Since your JanOPS Operations Manual has an en- tire field guide dedicated to performance manage- ment (called PerformanceOPS), we will not cover all of the details of performance management in this guide. However, if you expect the behaviors asso- ciated with SKA's to stick, you must do one thing and do it well —create a sense of importance for use of the skills, knowledge and attitudes on the job. Do this and you're well on your way to maximiz- ing performance and creating real value from your training. TrainerOPS TOOLS TrainerOPS revolves around the use of four JanOPS training tools: TralnerOPS Tools 1. New -Hire Training Video 2. TrainerOPS Cards 3. Point of Contact Training (POC) 4. New -Hire Training Check Sheet We say "revolves around" because TrainerOPS is what you do as the trainer to apply these four tools smoothly and effectively as discussed above. The tools alone will not make you an effective trainer — it's your discipline in using the tools as they are de- signed that leads to training success! Let's review each of these four tools. New -Hire Training Video Whether you're starting a new account or training a new -hire, the New -Hire Training Video will help you train new specialists, kick off JanOPS behaviors and set the tone for performance in the operating system. As the _ manager or supervisor, your responsibility is to transfer what is teamed and por- trayed in the video to the t, j job. Jmrf)vr - WTnY yvgw The JanOPS New -Hire Train- ing Video includes versions for both large and small buildings. Each version is de- signed with the "Performance' from S.H.A.P.E.T"h (or SHAPE) in mind. The large building version runs approximately 30 minutes upfront to help the specialist overcome their learning curve quicker. The large building version helps specialists obtain a 30% retention rate as it demonstrates the actual du- ties for each specialist. The remaining 70 % will be achieved by meeting TrainerOPS standards. The small building version is designed to accom- modate managers who have multiple small build- ings.. The small building version runs approxi- mately 8 minutes, allowing managers to get to the "on-the-job" training as quickly as possible. The small building version teaches specialists key JanOPS principles, but does not demonstrate how to perform JanOPS skills or processes. Because of this, you as the manager need to be disciplined in meeting the JnnOPS standards for effective on-the- job training. Both the large building and small building versions are designed with your time and budget dollars in mind. As you perform "on-the-job" training to the TrainerOPS standard, you will also be cleaning the facility —thus maximizing retention and minimiz- ing the dollars you spend training. TrainerOPS Cards TrainerOPS Cards are job aids for you as a trainer. The TrainerOPS Cards work for both small and large buildings. The cards follow a typical workday. Training begins in the closet with Staging, moves throughout the building to teach Workflow and Du- ties, and ends back at the closet with Closing. The cards are designed so the specialist ai-_j cleans the building while being trained. TWIM (S CO41111 .. For example, the specialist not only learns about the closet standards and staging, but ac- tually stages to be- gin their duties. You are provided a TrainerOPS Card set in your JanOPS Supervisor Portfolio. The cards will help you learn to make TrainerOPS a natural part of your training routine. TrainerOPS Cards follow the JanOPS Cleaning System of Staging, Workflow, Du- ties, and Closing. Point of Contact Training (POC) This unique tool puts the training at the point where a process occurs. That's why it's called "point of contact" POC tools come in the form of cards or stickers that attach to cleaning equipment. By plac- ing the training at the point of contact, supervisors can use POC tools as they are teaching or reinforc- ing the Operating System. New -Hire Training Check Sheet The Training Check Sheet is your "stamp of ap- proval" that you trained your new -hire according to TrainerOPS standards. Both you and the new JanOPS specialist sign the Check Sheet signifying that each training step was completed. You send the completed Check Sheet to your District or Re- gional office with the rest of your new -hire paper- work. The Check Sheet is then entered into a train- ing database for tracking and reporting purposes. These are the four main JanOPS tools to help you become an effective trainer. Let's now look at the standards for using these tools. TrainerOPS STANDARDS TrainerOPS standards bring the four TrainerOPS tools together to help you maximize the retention level and increase the transfer rates through ap- propriate reinforcement. They also help you gain a vision of how TrainerOPS should be executed by providing you a benchmark for which you and your supervisor can gauge your performance. The first standard is simple. TralnerOPS Standard 1 All JanOPS Supervisors and Managers set a leadership tone for the training. When to Implement: After new -hire paper- work has been completed and Varsity Ori- entation DVD has been viewed. Your Time Target: 2 minutes Here's an example of setting a leadership tone: "John, thanks for applying and deciding to urork in this Position. We consider the work you do a nhaJor contribution to society. I'Ve have it unique mission. We take the mission seriously, but have fun with it. Out- mission is to improve yours and the building occupants' safety, health, assets, per- formance and environment We are determined to change the industry by showing society that with- out its, it would be a mess —literally. To achieve this omission requires that we think, clean and be- have differently than traditional cleaners. It requires that we pchfonn our duties within a system we call JonOPS." Now, go to the building where the specialist will be working to complete TrainerOPS Standard 2, Build- ing Security. The best time to discuss building secu- rity with your specialist is when you're walking up to the building. This puts security at the forefront of their mind. While entering the building, begin performing Standard 2. 0 0 0 TralnerOPS Standard 2 Ensure specialist Is familiar with applicable entrance codes/alarm systems, emergency security procedures, and key usage. Refer to the New -Hire Training Check Sheet. When to Implement: Immediately upon ar- riving at the building. Your Time Target: 5 minutes TrainerOPS Standard 2 requires that you train the specialist on entry codes, alarm systems, and the proper use of building keys. Once you are in the building, take a moment to walk the facility and discuss the remaining building security procedures. Explain to the specialist that a key part of JanOPS is protecting customer assets and the safety of build- ing occupants, including himself. After ensuring the specialist can maintain a safe and secure building, it's time to get down to the details of what makes JanOPS such a unique and powerful system. TrclnerOPS Standard 3 Show New -Hire Training Video to specialist. When to Implement: After new -hire has been trained on building security procedures; be- fore new -hire is shown his/her job duties. Your Time Target: 8 minutes for small build- ing; 30 minutes for large building So, where is the best place to show the New -Hire Training Video? The answer: in the building where the specialist will be working. This allows you as the trainer to quickly and effectively transition to the "on-the-job" segment of the training, which is coming up in Standard 5. But before you train on duties, take a minute to ask your specialist a few questions about the video. TralnerOPS Standard 4 Create discussion by asking questions from the New -Hire Training Check Sheet. Com- pliment specialist on correct answers. When to Implement: Immediately after vid- eo is complete. Your Time Target: 3 minutes Example: "So John, can you remember from the video what the JarrOPS Workflow includes? Excellent, you really paid attention." There are four questions you should ask using the New -Hire Training Check Sheet.: 1. What is the JanOPS General Workflow? 2. What are the JanOPS Focus Areas? 3. What do you look for in a 5/25 scan? 4. What is the stop/go process and which areas/ surfaces do not apply? The questions represent key parts of the JanOPS Cleaning System. Asking them helps supervisors to increase the retention to 50% through discussion. Complimenting the specialist is not only an exam- ple of good interpersonal skills, but it reinforces the specialist's behavior of listening attentively through the rest of the training. Once you have met Standard 4, you are ready to begin Standard 5. Using the TrainerOPS Cards, perform "on-the-job" training while the specialist cleans the buiding. TralnerOPS Standard 5 Use TrainerOPS Cards to train specialists on the skills, knowledge, and attitudes required to get the building In SHAPE. When to Implement: After specialist has viewed video and answered questions on New -Hire Check Sheet. Your Time Target: N/A The degree to which you implement TrainerOPS Standard 5 will have the biggest impact on how ef- fective the training is and how much value you cre- ate for your operations. Because of this, there are some basic standards you must meet for each part of the JanOPS Cleaning System: Staging, Workflow, Duties, and Closing. Staging starts with the JanOPS posters. Standard 5.1: Staging (Posters) Ensure the specialist understands the content on the poster(s) and establish the content as a matter of Importance. Follow the Instruc- tions on the related TralnerOPS Card(s). Where to Implement: In the closet Your Time Target: 10 minutes Example: "Alright John., let's go over the JanOPS posters. Here is the JanOPS Creed you learned about in the video. The Creed really describes what we hired you to do —clean for SHAPE. Let's review it. Can you rend it out loud for me? Thanks. What part of the Creed stands out the most to you?" It's critical at this point that you don't just gloss over the posters. The standard requires that you review and ask all of the questions on the related TrainerOPS Card(s). By doing so, you will increase retention and transfer because you will be review- ing and setting an expectation for performance at the same time. You should review and ask the ques- tions for the lanOPS Creed, Learning Center, Dilu- tion Center, and Safety Center. The professionalism and discipline you show during this time is critical to both retention and transfer of training. Now you are ready to review the JanOPS stag- ing process and prepare the specialist to carry out JanOPS duties. Standard 5.2: Staging Review the general staging process and have specialist use POC (Point of Contact) Training to do the actual staging. Compli- ment the specialist on the use of the POC Training and for proper staging technique. Follow the steps on the related TralnerOPS Card. Where to Implement: In the closet Your Time Target: 5 minutes If you are in a large building, you will most likely train for a single specialty. You then work with the specialist to stage the equipment for that specialty by meeting the standard on the equipment's POC. If you are training for a small building, you will stage first for PaceOPS duties. Now that the specialist is properly staged, there is one more thing you must do before leaving the clos- et. Help the specialist adopt a safety attitude. Standard 5.3: Staging (Stretches) Establish a safety awareness and attitude. Help specialist overcome awkwardness of performing stretches. Using the TroinerOPS Card, perform JanOPS stretches with spe- cialist. Where to Implement: In or near the closet Your Time Target: 2 minutes Example: "Ok John. Let's review the JanOPS stag- ing process. JanOPS staging process helps you start the job off correctly by remembering our pur- pose in JanOPS, creating safety awareness and by • • • organizing so that we don't have to make repeated trips to the closet." Review the steps listed on your TrainerOPS Card. "Ok. We. already reviewed the Creed so let's perform our stretching. Do you knot, why we stretch before we begin? Studies slaw a 91 % reduction in injuries after a year of pre -work stretching exercises air the job. It also helps its in- crease our safety awareness before the job begins." Now move from the closet to the first open area where the specialist would begin duties according to the JanOPS workflow. In this open area, you meet Standard 5.4: Workflow. Standard 5A Workflow Ensure specialist understands the JanOPS General Workflow. Ask. questions from TrainerOPS Card for each of the five work- flow components. Where to ' Implement: ,Open area within building Your Time Target: 5 minutes Example: "Ok. John. Based ou what you have learned so far, can you demonstrate to ae what the JanOPS Work, lot, is?" Specialist should discuss or show a clockwise, top/down and dry to wet for rest - rooms. "Excellen t, you've got it down. What would you say are the benefits of working clockwise?" Let specialist respond and then compliment response. Follow this sequence through each of the work- flow components. Figuratively, you then move to the next station, which means you allow the specialist to begin their actual duties. But before you begin the duties, rein- force the importance of following JanOPS processes with exactness. Relnforce,process compliance. Yet expec. tation,foryconsistentand occurate comple- tion of JanOPS processes. Where WImplement: Starting point for per- forming duties (e.g.,. office,lobby, restroom, etc.) Your Time Target: I minute Example: "John, part o%your certification is to dent- onstrnte accurate completion of the JanOPS duties and SHAPE skills. In JanOPS, accuracy is very important as it assures the building will be cleaned for SHAPE. The biggest thing you can do to get the buildings in SHAPE is to perform JanOPS Pro- cesses the right way every time. This helps reduce errors and re -work to fix those errors. in addition, Performing the processes the JanOPS way will snake you more efficient, thus reducing the aaount of beading, lifting, and walking you have to do. You will have more energy and will perform your work snore safely. To help you learn the correct process and SHAPE skills, I may stop you and have you re- set to the JanOPS way." As you meet this standard, you are reinforcing the behaviors of being precise, skilled and professional, which are part of the lanOPS Creed. You have also prepared the specialist to meet Standard 5.6, per- forming JanOPS duties. Standard 5.6: Duties While, specialist performsthe actual du- fles, complete the four trainer steps from TrainerOPS Cards. Assure that specialist per- forms the duties properly and applies the correct SHAPEskills for the situation. Where fo„implement: Starting; pointfor per- forming duties (some as Standard:5.5); Your Time Target: approximately 1'hour The four trainer steps are as follows: Step 1. Review process with specialist using the duties POC's. Step 2. Demonstrate the duties so the specialist can seethe proper technique. Step 3. Validate SHAPE skills while specialist completes duties. Reset the specialist's performance when a skill is missed or performed improperly. Step 4. Share related fads. _ As the specialist performs his or her duties, you ac- tively observe their execution of both m the JanOPS process for that duty and - the specialist's use MAN ---- f SHAPE skills. _ -- o S s s Your TrainerOPS card provides the process and the SHAPE skills you should be validating. Each SHAPE skill includes a question you can ask to reinforce the skill or correct an error. Should a specialist perform a process step incorrectly or miss a SHAPE skill, you should use the following technique to coach the specialist. Example: "Okay, great. "[Providea compliment.] "You did a nice job using the 2 foot rule. Let's take a sec- ond and review." [Ask question that helps special- ist identify deficiency. In this case, the specialist passed over a cross -contamination touch point.] "What does it JanOPS specialist do in PaceOPS to contribute to health?" [If the specialist can answer the question, reassure him or her that it's correct and then demonstrate the proper process, step, or SHAPE skill.] Questions for reinforcing SHAPE skills or coaching the specialist are provided on each of the TrainerOPS Cards (within the SHAPE Skill Check section). Once you are confident the specialist can complete his or her duties the JanOPS way, you move back to the closet where you complete the next TrainerOPS standard. Standard 5.7: Closing Reinforce why JonOPS has a closing pro- cess and share the. standardized steps for closing. Supervisor should compliment spe- cialist's progress thus for. Follow the steps on the related TralnefOPS Card. Where to Implement: In the closet Your Time Target: 5 minutes Example: "John, eve are almost done. You've dome a great job following fire JanOPS Cleaning System. You are well on your carry to getting this building in SHAPE. Before you are certified as it JanOPS spe- cialist, I creed to review with you the JanOPS clos- ing process. Have you ever observed when you leave something out of order (say like your kitchen) that disorder will lead to snore disorder? Unless you in- tervene and clean it up, the mess will continue to get worse. This phenomenon occurs with all ordered systems. Any systent left on its own will move from a state of order to a state of disorder. The JanOPS Closing process ensures that the system doesn't fall out of disorder. Let me review the Closing steps for each specialty. After this, you're it certified JanOPS specialist!" Review the closing steps on your TrainerOPS card. After you have reviewed the steps, validate that the specialist completes them. Now it's time to wrap up the training. TrainerOPS Standard 6 is where you congratulate the specialist on completing the training and award certification. JIM PIERCE � FIRSIT OBJECTIVE: To manage a business to the highest quality standards in a cost effective program. PROFESSIONAL EXPERIENCE August 1985 to September 1992 Varsity Contractors, Inc. GTE Communications- Dallas, Texas I have worked extensively with the GTE over the past 7 years managing all types of buildings from large computer buildings, garages, C.D.C's and office buildings. I have directed or been involved in the start up and transition of major telephone contracts with US West (Mountain Bell), GTE, Contel, Service Merchandise, Collin Community College, University of Texas and Sprint Communications with multi -state areas started on the same day. 1992 To 2003 Project Manager Responsible to oversee company operations at the Anheuser-Busch location in Fort Collins, • Colorado. with an annual sales volume of $500,000. Responsibilities included intent public relations with the A-B site manager, training, V-System implementation and quality assurance. also scheduled all extracurricular activities and off site events including labor, transportation and safety. Consistently exceeded budget and quality targets frequently being recognized by A-B for providing the highest quality service as a contractor. 2003 to present District Operations Manager Responsible to see that all customer contract cleaning and specifications are met or exceeded. Responsible to see that cleaning standards are met or exceeded, to train and motivate all levels of management, staff, and work with a positive attitude and to provide this same attitude and service. Responsible for sales and growth in Denver District. Responsible to oversee all safety programs, goals, budgets and reports. Visited each customer at least bi-weekly. EDUCATION 1978 to 1982 University of Texas- attended majoring in Business Management and Sales. 0, • TralnerOPS Standard 6 Complete JanOPS Training Check Sheet and submit with new -hire paper work. Sign certificate and award to specialist. Present specialist with a JanOPS uniform. Commend specialist on a job well done. Your Time Target: 2 minutes In this final standard, you want to make sure the specialist feels a sense of accomplishment for what they have done. Don't undermine the significance of the certification by quickly saying "good job" or by casually handing over the certificate. It's in this standard that you also reinforce your expectations for the future. Example: "John, you did an excellent job learning the JanOPS system and performing your Work the JanOPS way. You are a quick learner. I'm impressed With What I've seen from you thus far. Nou; it's up to you to continue Working this zany in my absence. I Won't always be around to check on you, but I'm confident that I don't need to. I believe that you Will be dependable and Will perform your Work pre- cisely as you've been taught. Remember the JanOPS Creed?" jGo to poster and review Creed.] "You are precise, disciplined and skilled. As a token ofyour accomplishment, I Present you With your official JanOPS certificate and uniform. Well done!" CONCLUSION Remember back to the beginning of this guide when we talked about making the training smooth and ef- fective, and creating real value. Now you know how to do it. Simply follow the TrainerOPS Standards. That's all there is to it. Just as a JanOPS specialist is asked to be disciplined in performing his or her work, you as the manager must be even more disci- plined in performing your work —and this includes training and developing your employees. You have all of the training tools you need to make your train- ing experience successful and rewarding. The only thing left now is to use those tools to your benefit. Remember what Confucius said, "When I hear I forget, when I see I remember, when I do I under- stand." As you implement each TrainerOPS Stan- dard with discipline and precision you will under- stand just how powerful and effective the JanOPS new -hire training process is. • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Summa Position' #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0 5.835 40.845 Supervisor 2 0 11.43 80.01 Lead 4 0 31 217 Cleaner 1 3 45 103.55 724.85 Cleaner 2 0 6 11.7 81.9 Cleaner 3 0 0 0 0 Other 0 0 0 0 Floor Person 1 0 5.835 40.845 Totals 11 51 169.35 1185.45 • 0 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building 110 N Howes Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.01 0.05 Supervisor 1 0.02 0.1 Lead 0 Cleaner 1 1 0.05 0.25 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.01 0.05 Totals 3 1 0.09 0.45 • C, Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building 112 N Howes Position #FT . #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.01 0.05 Supervisor 1 0.02 0.1 Lead 0 Cleaner 1 1 0.4 2 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.01 0.05 Totals 3 1 0.44 2.2 U Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building 215 Mason Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.6 3 Supervisor 1 1.17 5.85 Lead 0 Cleaner 1 1 8 40 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.6 3 Totals 4 0 10.37 51.85 n �J n U Is Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building 281 N College Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.3 1.5 Supervisor 1 0.58 2.9 Lead 0 Cleaner 1 1 5.5 27.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.3 1.5 Totals 3 1 6.68 33.4 r� u 0 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building 906 E Vine Dr. Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.01 0.05 Supervisor 1 0.03 0.15 Lead 0 Cleaner 1 1 0.5 2.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.01 0.05 Totals 3 1 0.55 2.75 • • n U Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Buildine CIS Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.06 0.3 Supervisor 1 0.13 0.65 Lead 0 Cleaner 1 1 1 5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.06 0.3 Totals 3 1 1.25 6.25 • 0 LJ Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building City Hall Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.25 1.25 Supervisor 1 0.5 2.5 Lead 0 Cleaner 1 1 4 20 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.25 1.25 Totals 3 1 5 25 • 0 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Club Tico Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.06 0.3 Supervisor 1 0.13 0.65 - Lead 0 Cleaner 1 1 1.5 7.5 Cleaner 2 1 0.6 3 Cleaner 3 0 Other 0 Floor Person 1 0.06 0.3 Totals 3 2 2.35 11.75 0 -e AARON PARKER 3720 W 72"d Ave Westminster, CO 80030 PROFESSIONAL EXPERIENCE 2008 — Present Varsity Contractors, Inc. 303.428.3199 Westminster, CO • District Manager for Varsity Contractors, Inc. in Denver, Colorado. Responsibilities include marketing and growth, bottom -line (financial health), leadership and management of all Area Managers throughout Colorado, operational enhancement and customer relations. Under Aaron's direction operational controls have been implemented strengthening quality assurance and accountability. 2005 — 2008 Weaver Engineering, LLC. St. George, UT • Manager of firm operations and customer relations. Aaron's strengths in leadership and expertise of partner based communications proved highly effective in working with customer satisfaction & retention, loyalty, and repeat business. He managed Engineering technicians, ACAD draftsmen, and implementation of quality controls to greatly enhance the efficiency of plan production within the office. 2003 — 2008 Reliv Inc. St. George, UT • Manager & Sales Director of an organization of health and wellness products. Aaron successfully managed and trained over 100 representatives for Reliv. 1997 — 2004 Church Educational System St. George, UT • Educator for religious based instruction of high school aged youth. EDUCATION 1996 — 1998 Idaho State University Pocatello, ID • BA in Speech Communication 1994 —1996 BYU — Idaho Rexburg, ID • AA in General Studies (emphasis in Social Sciences) • 0 • Item .E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Down Town Maintenance Shop Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.01 0.05 Supervisor 1 0.01 0.05 Lead 0 Cleaner 1 1 1 5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.01 0.05 Totals 3 1 1.03 5.15 Ell • n LJ Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Downtown Restrooms Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.005 0.025 Supervisor 1 0.01 0.05 Lead 0 Cleaner 1 1 1.5 7.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.005 0.025 Totals 3 1 1.52 7.6 u • • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building EPIC Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.4 2 Supervisor 1 0.77 3.85 Lead 0 Cleaner 1 1 8 40 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.4 2 Totals 4, 0 9.57 47.85 0 U r� U Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Fleet Services Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.05 0.25 Supervisor 1 0.09 0.45 Lead 0 Cleaner 1 1 0.45 2.25 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.05 0.25 Totals 3 1 0.64 3.2 0 n �J • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Fossil Creek Maint Shop Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.02 0.1 Supervisor 1 0.04 0.2 Lead 0 Cleaner 1 1 0.15 0.75 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.02 0.1 Totals 3 1 0.23 1.15 r� U • • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Gardens at Spring Park Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.03 0.15 Supervisor 1 0.05 0.25 Lead 0 Cleaner 1 1 1.2 6 Cleaner 2 1 0.4 2 Cleaner 3 0 Other 0 Floor Person 1 0.03 0.15 Totals 3 2 1.71 8.55 i n �J • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Grandview Office Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.01 0.05 Supervisor 1 0.01 0.05 Lead 0 Cleaner 1 1 0.3 1.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.01 0.05 Totals 3 1 0.33 1.65 • n U • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings Building Grandview Shop Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.005 0.025 Supervisor 1 0.01 0.05 Lead 0 Cleaner 1 1 0.3 1.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.005 0.025 Totals 3 1 0.32 1.6 u t�J • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Library District Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.26 1.3 Supervisor 1 0.51 2.55 Lead 1 8 40 Cleaner 1 1 1.5 7.5 Cleaner 2 1 1.5 7.5 Cleaner 3 0 Other 0 Floor Person 1 0.26 1.3 Totals 4 2 12.03 60.15 • • • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Library Branch -Council Tree Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.15 0.75 Supervisor 1 0.29 1.45 Lead 0 Cleaner 1 1 3.5 17.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.15 0.75 Totals 3 1 4.09 20.45 • Item C Safety Data List OSHA Recordable Incident Rate: 6.43 2. List OSHA Lost Days Away Rate: 2 7. 3`0� 3. Do you have a written safety program ?Q 5_ No_ Please attach a description of the site specific safety program you would put in place. Attached. 4. Do you conduct job safety inspections? oYe�No Please attach a description. Attached. 5. Total employee hours worked last year: 6,344,100 Hours 6. Do you hold site safety meetings? Yes X No Please describe: Safety meetings are held monthly. Supervisors: YesX No Frequency 1 per month Employees: YesX No Frequency 1 per month New Hires: Yesy— No Frequency �er7 weeks 7. List your firm's insurance intra- and interstate Experience Modification Rates (EMR) or provide your inhouse data if you don't have EM R's, for the three most recent years. 2008 EMR 1 .12 ; 20 07EMR 1 .15 ; 20 06EMR 1 . 15 • 8. Do you have a written Hazard Communication program? Please attach a description. Yes, located in safety manual. 9. Describe your employee orientation and ongoing safety training programs, including personal safety training such as lifting restrictions. Please see the following pages. Attach additional pages as needed • 30 • • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Library Tech Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.04 0.2 Supervisor 1 0.07 0.35 Lead 0 Cleaner 1 1 0.25 1.25 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.04 0.2 Totals 3 1 0.4 2 • 0 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Linclon Center Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.19 0.95 Supervisor 1 0.36 1.8 Lead 1 7 35 Cleaner 1 1 4 20 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.19 0.95 Totals 4 1 11.74 58.7 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Martinez Farm Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.02 0.1 Supervisor 1 0.04 0.2 Lead 0 Cleaner 1 1 0.45 2.25 Cleaner 2 1 0.3 1.5 Cleaner 3 0 Other 0 Floor Person i 0.02 0.1 Totals 3 2 0.83 4.15 • • • • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Meter Readers Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.02 0.1 Supervisor 1 0.03 0.15 Lead 0 Cleaner 1 1 1 5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.02 0.1 Totals 3 1 1.07 5.35 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Mulberry Pool Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.06 0.3 Supervisor 1 0.13 0.65 Lead 0 Cleaner 1 1 1.5 7.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.06 0.3 Totals 3 1 1.75 8.75 • 0 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Buildine Mulberry Water Reclomation Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.01 0.05 Supervisor 1 0.01 0.05. Lead 0 Cleaner 1 1 0.5 2.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.01 0.05 Totals 3 1 0.53 o 2.65 • 0 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Museum Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.07 0.35 Supervisor 1 0.14 0.7 Lead 0 Cleaner 1 1 2.7 13.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.07 0.35 Totals 3 1 2.98 14.9 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Nix Farm Office Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.03 0.15 Supervisor 1 0.06 0.3 Lead 0 Cleaner 1 1 1 5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.03 0.15 Totals 3 .1 1.12 5.6 n �J • C. • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Buildine Northside Atzlan Center Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.41 2.05 Supervisor 1 0.8 4 Lead 1 8 40 Cleaner 1 1 1 5 Cleaner 2 1 2.4 12 Cleaner 3 0 Other 0 Floor Person 1 0.41 2.05 Totals 4 2 13.02 65.1 C] Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Old Town Restroom and Kiosk Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.005 0.025 Supervisor 1 0.0i 0.05 Lead 0 Cleaner 1 1 2 10 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.005 0.025 Totals 3 1 2.02 10.1 n U • Varsity has always conducted an aggressive safety program. In the janitorial services industry, safety is top priority. Varsity has implemented a successful safety program that includes communication with our employees and between team members and management, on going training programs, and a clearly - defined safety manual that is distributed to all employees at orientation. Safety is the first topic of training during orientation for our employees, and it is always first in the minds of our team members when on location at any job site, including the City of Fort Collins. Safety Meeting Topics Varsity holds mandatory safety meetings for all employees on a monthly basis. Our meetings include the most current information from OSHA and the State of Colorado, including the following topics: d6 Bloodborne Pathogens 4 Hazard Communications / Chemical Safety 4 Ladder Safety 46 Lockout / Tagout Procedures 46 Emergency Response Planning 46 Area Lift 46 Fall Protection 66 Accident Investigation • 46 Hazard Recognition Although the aforementioned training topics are only a sampling of the extensive Varsity training curriculum, Varsity is willing to incorporate any City of Fort Collins -requested safety topics at our monthly meetings. Aggressive Carrier Our insurance carrier is an important partner in the safety program. Our current supplier, CNA, conducts frequent education programs for management and staff. Scheduled site visits are conducted regularly. Materials regarding safer work techniques as well as MSDA and informational programs are stressed during these meetings. CNA is one of the most aggressive carriers in the industry. They are our partner in reaching our safety goals. Safety Record Although Varsity has compiled a reasonable safety record during the last few years, these results haven't been acceptable. By our measurement, our safety and risk management programs needed more intensity. To accomplish this objective, Varsity management created a Corporate Risk Manager's position and hired Rick Bulow to champion the program. Our goal this fiscal year is to achieve an ambitious 40 percent loss ratio. This can only be achieved through aggressive education and training. In a team effort with our carrier and Varsity's management team, we expect to reach that goal. Aggressive Educations Safety meetings are scheduled a minimum of once a month. More frequent, extemporaneous meetings are conducted if problems are occurring. The topics and associated materials are issued for the entire company annually. The materials are sent to the site in advance of the meeting to be reviewed by the presenter. Part of the education program is a staff review of any accident that occurred during the past • month. Accidents are discussed by the staff so all have an opportunity to comment on the reason for each accident and preventative measures to be taken. All mishaps are shared with the staff during safety process review. • • • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Operations Services Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.15 0.75 Supervisor 1 0.3 1.5 Lead 0 Cleaner 1 1 2.4 12 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.15 0.75 Totals 3 1 3 15 0 n U Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Park Sho Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.05 0.25 Supervisor 1 0.1 0.5 Lead 0 Cleaner 1 1 1.8 9 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.05 0.25 Totals 3 1 .2 10 r� u 0 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Police District One Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.02 0.1 Supervisor 1 0.04 0.2 Lead 0 Cleaner 1 1 1.5 7.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.02 0.1 Totals 3 1 1.58 7.9 • C] 0 Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Police Firing Range Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.03 0.15 Supervisor 1 0.06 0.3 Lead 0 Cleaner 1 1 0.6 3 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.03 0.15 Totals 3 1 0.72 3.6 A r� U • • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Police Services Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.81 4.05 Supervisor 1 1.58 7.9 Lead 0 Cleaner 1 1 8 40 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.81 4.05 Totals 4 0 11.2 56 • 0 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Pottery Studio Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.02 0.1 Supervisor 1 0.04 0.2 Lead 0 Cleaner 1 1 1.5 7.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.02 0.1 Totals 3 1 1.58 7.9 L' n LJ n LJ Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Senior Center Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.3 1.5 Supervisor 1 0.58 2.9 Lead 0 Cleaner 1 1 6 30 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.3 1.5 Totals 3 1 7.18 35.9 Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Spring Canyon Maintenance Sh Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.02 0.1 Supervisor 1 0.04 0.2 Lead 0 Cleaner 1 1 0.5 2.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.02 0.1 Totals 3 1 0.58 2.9 • • 0 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Streets Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.14 0.7 Supervisor 1 0.28 1.4 Lead 0 Cleaner 1 1 6 30 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.14 0.7 Totals 3 1 6.56 32.8 C] • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Traffic Operations Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.09 0.45 Supervisor 1 0.18 0.9 Lead 0 Cleaner 1 1 2 10 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.09 0.45 Totals 3 1 2.36 11.8 0 OSHA Compliance In cooperation with our insurance carrier, Varsity complies with OSHA directives. MSDS sheets are available to all employees. Safety equipment and clothing is supplied at all job sites. Employees failing to follow accepted safety procedures are reprimanded. Regular Audits Controlling the environment to prevent safety hazards is accomplished through safety audits. In this program, the work sites are toured by the regional manager, district manager and site supervisor to evaluate the facility and identify any safety problems that might exist. All aspects of safety are covered including receptacles, plugs, equipment, equipment storage, chemicals and work habits. Any maintenance items identified during these tours are punch listed and submitted to you for repair. The Varsity staff will also punch list safety needs during the course of each shift. This is a service that Varsity provides for our customers since we visit the entire site daily with special emphasis during the safety audit. This service is intended to help you maintain a safe working environment for all employees. During these audits, accidents or mishaps for the period are reviewed. • 0 0 Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. BUildinR TRANSFORT Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.04 0.2 Supervisor 1 0.09 0.45 Lead 0 Cleaner 1 1 1.5 7.5 Cleaner 2 0 Cleaner 3 0 Other, 0 Floor Person 1 0.04 0.2 Totals 3 1 1.67 8.35 �J 0 Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Transfort Cottage Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.01 0.05 Supervisor 1 0.02 0.1 Lead 0 Cleaner 1 1 0.5 2.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.01 0.05 Totals 3 1 0.54 2.7 C] 0 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Transit Center Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.05 0.25 Supervisor 1 0.1 0.5 Lead 0 Cleaner 1 1 2 10 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.05 0.25 Totals 3 1 2.2 11 • 0 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Utility Services Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.69 3.45 Supervisor 1 1.36 6.8 Lead 1 8 40 Cleaner 1 1 6.5 32.5 Cleaner 2 1 6.5 32.5 Cleaner 3 0 Other 0 Floor Person 1 0.69 3.45 Totals 4 2 23.74 118.7 0 • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Water Pollution Lab Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.05 0.25 Supervisor 1 0.11 0.55 Lead 0 Cleaner 1 1 0.6 3 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.05 0.25 Totals 3 1 0.81 4.05 • 0 n LJ Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Water Quality Lab Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.01 0.05 Supervisor 1 0.02 0.1 Lead 0 Cleaner 1 1 0.4 2 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.01 0.05 Totals 3 1 0.44 2.2 • • n �J Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Water Reclamation Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.09 0.45 Supervisor 1 0.17 0.85 Lead 0 Cleaner 1 1 3 15 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.09 0.45 Totals 3 1 3.35 16.75 • • • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality . requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Water Reclamation Engineering Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.01 0.05 Supervisor 1 0.03 0.15 Lead 0 Cleaner 1 1 0.5 2.5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.01 0.05 Totals 3 1 0.55 2.75 • n �J n LJ Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building Water Treatment Plant Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.12 0.6 Supervisor 1 0.24 1.2 Lead 0 Cleaner 1 1 4 20 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.12 0.6 Totals 3 1 4.48 22.4 C� • • Item E Staffing Commitment Please indicate the hours recommended under your program to achieve the quality requirements as noted in the RFP. Record the direct minimum hours you are contractually commiting, completing one form for each building. You will have 48 of them. Then complete one form that shows the total hours nightly and weekly for ALL buildings. Building YAC Position #FT #PT Nightly Hrs Total Weekly Hrs. Manager 1 0.04 0.2 Supervisor 1 0.07 0.35 Lead 0 Cleaner 1 1 1 5 Cleaner 2 0 Cleaner 3 0 Other 0 Floor Person 1 0.04 0.2 Totals 3 1 1.15 5.75 E VARSITY CONTRACTORS, INC. SAFETY MANUAL 2009 • Item F Recommended Service Program The Vendor is to use whatever frequency of work and procedure deemed to be most effective in achieving the Quality Specifications and Task Frequencies presented in the RFP. The Vendor shall document its recommended tasks and frequencies, etc. by type of room and present them as its Service Program. All services shall be performed as described in this proposal. This is an opportunity to demonstrate your company's technical and systems capabilities....that is, how your program is unique, different, or especially effective. We want to know how you intend to meet the Quality Specifications, reduced services, varied schedules and management of many locations throughout the City for the City of Fort Collins. The more tailored and precise your description, the better. We want to know how you will perform the day time cleaning requested. In what way will you prepare your team to accomplish this kind of a schedule to meet our needs to reduce energy costs by not cleaning in the evening hours? Please find the attached program on the following pages. is Attach additional pages as needed • 33 • Varsity Contractors would be pleased to continue to implement JanOPSO at the City of Fort Collins. JanOPS is Varsity Contractors' proprietary janitorial operating system. JanOPS is a fully -integrated cleaning system designed to sustain the health and safety of the City of Fort Collins's building occupants while extending the life of the City of Fort Collins's assets. JanOPS integrates environment sustaining technology, materials, equipment, performance management tools, processes, training, and the internet to deliver a unique and truly green operating system. It's not just a program. JanOPS is a comprehensive system for delivering sustainable janitorial systems. JanOPS is designed for the environment -- both outdoor and indoor. JanOPS improves the outdoor environment by reducing the environmental footprint created by janitorial services. JanOPS specifications require chemicals, supplies and equipment selected and tested for their ability to conserve natural resources like water, petroleum and ecosystems. JanOPS processes require fewer products and less of those products, reducing the amount of waste the operation creates. JanOPS is also designed to contribute to improved indoor air quality (IAQ). We spend over 90% of our time indoors where air contamination can be 25-100 times higher than the outdoors. JanOPS improves indoor air quality through a janitorial process with specially selected equipment and chemicals, and through focusing on frequently cleaning the City of Fort Collins' facilities. • JanOPS provides a consistent, universal system for managing janitorial services in a campus environment. S.H.A.P.E. is our acronym for the focus points of the JanOPS system: • Safety • Health • Asset Preservation • Performance • Environment S.H.A.P.E.® The SHAPE concept improves employee productivity, health, safety, indoor air quality (IAQ), and asset preservation. SHAPE is engineered to: • Reduce absenteeism • Enhance the mental health and physical well-being of building occupants and cleaning staff • Extend the life of facility -related assets, cleaning equipment and cleaning materials. • Improve the environment by reducing janitorial waste. Varsity is one of the first building service contractors to make cleaning sustainable by aligning product, process, and people to S.H.A.P.E. All of the JanOPS principals are maintained and delivered by a Varsity JanOPS specialist. JanOPS Specialist • Varsity believes that our JanOPS cleaning staff contributes significantly to the world —as protectors of health, assets, and the environment. Trained JanOPS Specialists work in teams to successfully perform entire cleaning process. The team concept requires less product, equipment, and labor than conventional • zone cleaning methods. Specialization takes less training time with a shorter learning curve to become effective. JanOPS offers four basic opportunities with a fifth option if necessary: • PacOPS • VacOPS • RestroomOPS • SpecialOPS • RecycleOPS JanOPS Specialists clean the City of Fort Collins's facilities in an organized fashion. JanOPS gains efficiency and effectiveness through specialization of the workforce. Organized into teams of skilled specialists, the Cleaning System requires less equipment, labor and supervision than traditional zone cleaning. It also fosters specialization allowing for skills to be refined, focus on a given task intensified and eventual performance improved. Specialization occurs through specialty roles. In a small facility requiring a single cleaner, the specialist performs each role in a standardized order and pattern. Focusing on a single role at a time simplifies the task so as to reduce missed steps or surfaces. Thus, even small facilities benefit from JanOPS specialization of labor. The cleaning system is divided into the following four steps: Staging Workflow Duties (SHAPE designed) Closing Staging The Cleaning System staging process is designed to help specialists start their job with the right attitude, • and to prepare supplies and equipment to increase productivity. Proper staging reduces repeated trips to the closet and the fatigue caused by all those trips. The staging routine is estimated to take six to fifteen minutes. It includes: Clocking in Reviewing the JanOPS Creed Stretching Completing weekly training (large buildings) Reviewing action items Stocking equipment according to POC Securing safety equipment and spray bottle holsters Workflow Workflow is designed to provide a consistent and memorable way for completing SHAPE duties. Team workflow moves clockwise through a building. Individual workflow moves clockwise through an office or cubicle, top down, and dry to wet. The standardized workflow leads to improved efficiency, quality and supervision. Duties Specialists complete their individual duties using SHAPE designed processes. Duties are design to be safe while improving health, asset preservation, performance and the indoor air environment. Closing The JanOPS closing process is designed for specialists' safety, efficiency and health. Safety comes from having a clean, organized closet free from harmful exposure. Efficiency comes from finding tools and • supplies quickly and following the same processes. Health comes from using approved chemicals (because of their reduced negative affects) and following JanOPS processes. • Closing duties help reset the operating system for the next shift or day. Closing duties include restocking supplies, performing maintenance routines for equipment, completing required maintenance logs, wiping down equipment and resetting the closet to JanOPS standards. Focus Areas Certain areas in any facility are more susceptible to the build up of harmful pollutants and contaminants. These Focus Areas require daily cleaning and added emphasis to reduce cross contamination. JanOPS Focus Areas are: 1. Rest rooms -- A five to ten minute dwell time is built into the cleaning process to effectively disinfect. IN addition, microfiber technology is used to increase bacterial removal from rest room surfaces. 2. Entrance ways -- JanOPS specialists focus daily on the first 25 feet of each entry way assuring dirt and pollutants do not transfer throughout a facility. 3. Hallways and Traffic Areas -- VacOPS Specialists focus heavy traffic areas to reduce build up of contaminants and to extend carpet life. 4. Food Areas -- JanOPS focuses on touch -points within food service areas and uses a standard dwell time of ten minutes to ensure disinfection. Microfiber towels are used applying and eight -side system to maximize bacterial removal and reduce cross contamination. 5. Cross Contamination Points-- These are touch points such as door handles, fixtures, phone receivers and switch plates. A two -towel microfiber system is used to reduce cross contamination. Red towels are • for higher contamination areas and blue for lower contamination areas. JanOPS specialists are also taught to use an eight -side system so as to not contaminate other surfaces. Microfiber towels are three to five times more effective than traditional towels for removing contamination. Through their unique construction, micro fibers penetrate into uneven surfaces where bacteria thrive, removing 99.9% of bacteria from surfaces. Closet Standard For most janitorial companies, a closet is just a storage place. In the JanOPS Operating System, the closet is the heart of the Cleaning System. A clean and organized closet reinforces the attitude, tone and professionalism expressed in the JanOPS Creed. Closet Standards: Heavy items stored on lowest shelf or floor Cork board or panel mounted for communications Supplies organized neatly and cleanly Chemicals labeled and stored in control cabinets or below eye level JanOPS posters hung in visible and accessible places HAZCOM and Operations Manual mounted below posters First aid kit mounted Equipment in designated places Floors spotless and free of debris A closet that meets JanOPS standards helps establish a disciplined work environment from which other disciplined JanOPS behaviors can emerge. The status of the JanOPS closet can be a good indicator of the performance level being achieved within the Operating System. If a closet slips out of compliance, there is a good chance that other components are slipping as well. 0 • Team Cleaning Each JanOPS team at the City of Fort Collins' facilities is made up of individuals who are specially trained for their particular portion of the whole cleaning process. The Cleaning System uses the following specialty roles: PaceOPS VacOPS RestroomOPS SpecialOPS RecycleOPS PaceOPS The PaceOPS Specialist sets the pace for the team and begins duties approximately 15 minutes before other specialists. PaceOPS is always pared with a VacOPS Specialist. The two work together to form a double check system. PaceOPS follow the JanOPS General Workflow, moving clockwise throughout the facility and each individual area to be cleaned. As PaceOPS moves through the facility, he or she turns on lights and opens doors to facilitate VacOPS workflow. PaceOPS begins his or her duties using the 5/25 rule and the Stop/Go process. PaceOPS scans at 25 feet to increase awareness of safety issues like cords strung across a hallway. He or she also uses the 5 foot rule to perform the Stop/Go process. For PaceOPS, Stop/Go is a visual inspection to note detail cleaning that is needed such as dusting the edges of an office chair, changing a trash liner or removing fingerprints from a wall. PacOPS empties trash cans and sets them two feet from their original position. VacOPS will then double check that the trash was emptied. After capturing dust and emptying trash, PaceOPS moves to touch points and walls. Touch points are JanOPS focus areas. PaceOPS always cleans touch points which include telephone headsets, door handles and light switches. Closing tasks for PaceOPS are: Tie off fresh liner in brute Stock apron Put soiled towels in proper place Refill all-purpose cleaner bottles Reset closet to standard VacOPS VacOPS Specialists work to remove and capture dust and soil, preventing it from becoming airborne and adversely affecting the health of the cleaner and building occupants. VacOPS is paired with a PaceOPS Specialist and generally begins the shift 15 minuets after PaceOPS. Together, they work as a double check system, moving clockwise through a facility. VacOPS also cleans clockwise through each area, turning off lights, and closing and locking doors. This action contributes to the environment by reducing the electrical energy used during vacuuming. VacOPS begins his or her duties using the 5/25 rule and Stop/Go process. VacOPS scans at 25 feet to • increase awareness of safety issues like cords strung across a hallway. He or she also uses the 5 foot rule to perform the Stop/Go process. For VacOPS, Stop/Go is a visual inspection of the carpets. If there • is visible surface debris on the carpet, then the specialist stops the flow to vacuum the carpet. If not, the specialist continues with his or her duties. VacOPS cleans JanOPS focus areas such as entrances and traffic lanes, daily and thoroughly. After vacuuming under desks, VacOPS double checks that the trash has been emptied and moves it two feet back to its original position. Closing tasks for PaceOPS are: Empty backpack canister Wind cord properly Wipe down vacuum Hang vacuum Reset closet to standard Rinse cloth filer bag one time per week RestroomOPS RestroomOPS use a two -stage process of dry cleaning followed by wet cleaning to assure rest room bio- contamination is reduced to healthy levels. Soils like dust and left over materials like toilet paper and paper towel strands are much easier to remove from a surface when they are dry. By completing dry cleaning first, RestroomOPS is more efficient. The dry cleaning process is ordered in a way to eliminate repetition which, in turn, increases the specialist's production rate. The wet cleaning process is designed to maximize the kill rate of harmful microorganisms and neutralize the effects of contamination. Followed properly, the JanOPS rest room process will allow a ten minute dwell time in larger rest rooms and at lease five minutes in smaller ones. At ten minutes, the peroxide -based cleaner will disinfect most • common and harmful microorganisms. At five minutes, some disinfection will occur but rest rooms are still guaranteed to be sanitized. RestroomOPS uses a two -towel system to minimize cross contamination. Red towels are used to clean the most contaminated areas such as toilets, urinals and back splashes. Blue towels are used on surfaces considered less contaminated. RestroomOPS uses an eight -side system for cleaning by folding the towel so that eight sides can be used on separate fixtures. Most rest rooms can be cleaned with one red towel and blue towel. Red and blue towels are always kept separate. In large facilities with several rest rooms, RestroomOPS use high -capacity rest room charts to minimize time traveling to the JanOPS closet for supplies. RestroomOPS closing tasks are: Return cart to proper place Restock cart Refill chemical bottles Put soiled towels in proper place Remove gloves safely and discard Reset closet to standard SpecialOPS SpecialOPS Specialist's primary role is to preserve customer assets. This SHAPE goal is accomplished through daily, interim and restorative duties: Core Duties Sweep and mop floors Clean entry door glass Sweep and dust staircases Spot clean carpets Large Facility Duties Remove staged trash Remove staged recyclables Specialized Duties Extract Carpet stains Maintain hard floors Change light bulbs The duties actually performed will vary by facility. Depending on the size of the building, several SpecialOPS may perform a single duty. Regardless of duties assigned to SpecialOPS, he or she will perform those tasks in a clockwise workflow through the facility. In large buildings, SpecialOPS will lay a tarp over carpet near a utility elevator for trash drop off. PaceOPS and RestroomOPS specialists then drop off their trash bags as they become full. After trash has been staged, SpecialOPS cleans entrance windows. The JanOPS standard for entrance windows is to use a blue microfiber towel and peroxide cleaner for lightly soiled interior windows. A squeegee and window mop are used for external windows. For exterior windows, a few drops of plain dish soap is used in the window bucket. SpecialOPS then moves on to sweeping and mopping stairwells. The specialist uses the top down, dry to wet workflow. If a backpack vacuum can't be used to remove dry materials, the specialist uses a bucketless flat mop with a dry microfiber dust pad. The specialist then wet mops the stairs using a new mop pad. This bucketless flat mop dispenses enough chemical to keep the pad moist but not saturated. Mopping and carpet spotting follow. Finally SpecialOPS remove trash staged at the elevator SpecialOPS closing tasks are: Place soiled mops in proper place Rinse string mops Hang mop in proper place Rinse and wipe down mop buckets Put soiled towels in proper place Refill all-purpose cleaner Reset closet to standard RecycleOPS RecycleOPS are used in larger City of Fort Collins facilities where it makes sense economically to separate the trash removal duties from PaceOPS. RecycleOPS follow outlined recycling tasks related to sorting and removing waste from the facility. IPf SYSTEM _/ar>pvs PREPARE PROTECT mz� JanOPS and LEED Certification Varsity's JanOPS system can provide up to twelve points toward Leadership in Energy and Environment (LEED-EB) certification in areas of Sustainable Sites, Materials and Resources, and Indoor Air Quality. JanOPS transforms cleaning operations into a sustainable green cleaning system that is healthier for the cleaning specialist, building occupants, and the environment. Varsity is looking forward to providing the JanOPS program at the City of Fort Collins. Varsity's JanOPS operating system offers: ©Standardized processes rigorously engineered to improving health, PERFORM safety, environments, and asset preservation leading to best practice . cleaning strategies. • Best in the industry training practices and technology enabling detailed tracking and documentation of training to achieve continuous process improvement and compliance to JanOPS standards. • Best in the industry cleaning equipment, chemicals, and supplies that are designed to maximize the JanOPS specialist's ability to protect against health, environmental and asset risks. • Standard and customized quality and system audits delivered through Varsity's handheld and web based reporting system assuring compliance to JanOPS audited standards and open disclosure of Varsity's performance. • Fully integrated green cleaning program contributing to the City of Fort Collins's LEED certification. LEED Certification Experience Varsity has successfully assisted many customers seeking silver or gold LEED certification, including Bend Memorial Clinic and Midstate Electric Cooperative, Inc. The following are the requirements that Varsity fulfills for our customers who are seeking LEED certification: IEQ Credit 10.3 Green Cleaning: Low Environmental Impact Cleaning Policy 1 Point Intent Reduce exposure of building occupants and maintenance personnel to potentially hazardous chemical, biological and particle contaminants, which adversely impact air quality, health, building finishes, building systems, the environment and reduced deposition of contaminants in the buildings. Requirements Have in place over the performance period a low -impact environmental cleaning policy addressing: • Sustainable cleaning systems. • Use of sustainable cleaning products. • Use of chemical concentrates and appropriate dilution systems. • Proper training of maintenance personnel in the hazards, use, maintenance and disposal of cleaning chemicals, dispensing equipment and packaging. • Use of hand soaps that do not contain antimicrobial agents (other than as a preservative system), except where required by health codes and other regulations (i.e., food service and health care requirements). • Use of cleaning equipment that reduces impacts on IAQ. Submittals — Initial LEED Certification • Provide a copy of the low environmental impact cleaning policy adopted by your organization. • Provide documentation that this policy has been followed over the performance period. • Provide documentation/specifications on the chemical and cleaner dispensing and dilution equipment used. • Provide documentation identifying the date and activities associated with floor maintenance. • Provide documentation of cleaning worker training. Submittals — LEED Re -Certification • Provide an update of previous filings: • If the low environmental impact cleaning policy has not been changed, provide a letter documenting its continued existence and implementation. • Provide documentation that this policy has been followed over the performance period. • Provide documentation identifying the date and activities relative to floor care maintenance. • Provide documentation of cleaning worker training. • Provide documentation/specifications on the chemical and cleaner dispensing and dilution equipment used. LEED for Existing Buildings 113 • Provide documentation identifying the date and activities associated with floor maintenance. OR • If the low environmental impact cleaning policy has been changed, provide a copy of the low environmental impact cleaning policy adopted by your organization highlighting all changes. • Provide documentation that this policy has been followed over the performance period. • Provide documentation of cleaning worker training. • Provide documentation identifying the date and activities associated with floor maintenance. • Provide documentation/specifications on the chemical and cleaner dispensing and dilution equipment used. Potential Technologies & Strategies Have in place over the performance period a low -impact environmental cleaning products and housekeeping policy that addresses sustainable cleaning and hard flooring coating systems products and utilization of concentrated cleaning products. Floor coating products that are free of zinc are preferred. Vektr Quality Assurance Program Varsity is a quality -oriented company interested in achieving the goals and satisfaction of our clients. is Varsity has implemented seven strategies to accomplish excellence in quality: 1. Quantified Quality 2. Instantaneous Access/Connectivity 3. Enhanced Security 4. Customized Reports/Data Availability 5. Automated Work Order Creation 6. Computerized Follow Up/Web Tracking 7. Trend Analysis Vektr is a palm -based electronic quality audit program linked to Varsity's website and is designed to record, track, and report quality data to our customers. With the advent of the information age, Varsity has left the `manager with a clipboard' approach behind and taken advantage of the most current technology. As a facility is inspected, scores based on predefined quality levels are entered. When the handheld device is synchronized, the data becomes immediately accessible for review on a password - protected Varsity website. From this site, authorized personnel can view customized reports that emphasize your facilities' specific issues. Accurate and immediate data processing lets Varsity know where janitorial labor is meeting or exceeding expectations and where future consideration should be directed. Vektr gives Varsity the ability to manage your facility at levels which were previously unattainable so principals won't be required to waste their time addressing janitorial issues. Predetermined Standards While informal daily walkthroughs and inspections certainly serve a purpose, Varsity's Vektr system takes service to the next level with randomly scheduled walkthroughs with a detailed electronic inspection checklist. Additionally, this method prevents managers from creating a routine in which they inspect the same areas at the same time during every inspection. Consistency of quality is enhanced as each aspect of the City of Fort Collins' facilities are impartially evaluated against predetermined standards. By gathering data in a standardized form and by standardized procedure, any inconsistencies can be • discovered before they become problems. Here is an overview of some features of the Vektr quality program: Operating Compliance Functions • Monitors and tracks compliance issues • Facilitates recordkeeping to make compliance easier • Standardizes process within the organization • Structured process reduces employee dependency • Tracks and reports activity to maintain audit trail • Maintains comprehensive electronic documentation • Utilities for generating reports Quality Assurance Functions Internal Compliance inspections scheduled, monitored, and reported Scheduled documented, training Consistent quality standards maintained through comprehensive training supported by planned inspection Pre -established standards and metrics to measure results Audits designed to identify safety risks Audits encourage staff ownership and empowerment Culture of continuous process improvement '= Excessive Workman's Comp. & insurance premiums Reports and documentation available on-line in real time ®_ o VEKTRTM Improved Process • Drives continuous improvement P rovement Mobile Handheld Operating Compliance, • Creates a safer work environment Safety, r Quality Assurance • Reduces worker compensation claims Inspection Devices • Enhances communications through shared awareness • Enhances field expertise • Creates a sense of urgency with prioritized work orders • Generates automated work orders for inspection deficiencies • Provides photo accuracy with picture attachment capability • Defines Best Practices and standard methods • • Providing you with customizable operating compliance, safety, and quality assurance inspection check lists • Varsity Contractors Safety Mission Varsity's Safety Mission is to foster and promote an active interest in the health and safety of our Customers, Employees and Owners furthering our commitment in "Being the Standard of Excellence." It is the policy of Varsity Contractors, Inc. that accident prevention shall be considered of primary importance in all phases of operation and administration. It is the intention of Varsity Contractors, Inc. management to provide healthy and safe working conditions and to establish safe practices at all times by all employees. The prevention of accidents is an objective affecting all levels of our company and its operations. It is, therefore, a basic requirement that each supervisor make the safety of each employee an integral part of his or her regular management function. It is equally the duty of each employee to accept and follow established safety regulations and procedures. Every effort will be made to provide adequate training to employees. However, if an employee is ever in doubt about how to do a job or task safely, it is his or her duty to ask a qualified person for assistance. Employees are expected to assist management in accident prevention activities. Unsafe conditions must be reported immediately. Fellow employees who need help should be assisted. Every injury that occurs on the job, even a slight cut or strain, must be reported to a supervisor or manager and the Risk Management Department via the Accident Reporting Hotline (1-800-599-2774) as soon as possible. Under no circumstances, except emergency trips to the hospital, should an employee leave the work site without reporting an injury. When an accident occurs, everyone is hurt. Please work safely. Safety is everyone's business. Suggestions for updates to this manual should be submitted to Risk Management, 128 S Cole Road, Boise, ID 83709. Phone: (208) 375-7556; Fax: (208) 375-7612. 2 is VEKTRTM Web -Based Reporting • Verification of up-to-date compliance activities • Substantiation of future scheduled efforts • Records showing histories of inspections and self audits • Work order histories showing proactive corrective action • Real time data and easy retrieval • Customizable reports to meet and exceed audit requirements Customer Dashboard Varsity's online customer dashboard provides a single portal for customers to retrieve key information regarding their facilities and to assess key performance indicators. Varsity's customer dashboard is your portal to access Varsity's Vektr Information system —allowing you to submit work orders and providing you with real-time information regarding work -orders, periodic work, preventative maintenance, inspections, and other building information. Customers who contract with Varsity enjoy the following benefits from our customer dashboard: • Convenient work order creation • Real-time work order, periodic work and inspection management ® MyReports—Al lowing you to front your favorite reports for convenient retrieval • Contract information updates • Access to Varsity directory for contact information • Operational inbox summarizing key facility data points • Key performance indicators — displaying accurate, real-time contract performance Customer Service Customer Service is top priority for Varsity Contractors. To communicate peace of mind and repeatable success to the City of Fort Collins, Varsity Contractors has a 24/7 customer support center. While our competitors tout responsiveness and availability, Varsity actually delivers. Varsity's support center is staffed by highly professional and friendly agents to handle client requests. Our support center is available to our clients 24 hours a day, 7 days per week. This critical piece of Varsity's customer services ensures that you will never face a crisis alone. Our call center agents remain on the line with customers until proper help arrives at the site, and they continue to track emergencies online until they are satisfactorily resolved. For everyday, non -emergency service requests, call center agents have the ability to generate any type of report requested by our clients. Reports are useful to our clients, because they do more than communicate data and numbers. Varsity agents collect and analyze client data, enabling them to identify trends and make forecasts before emergency situations arise. As a result of the information available to our agents, they can assist our clients in the decision -making process. Our agents also have the ability to track account requests and work orders online. This information is immediately available to our clients with a simple phone call. Varsity Contractors understands that one communication path is simply not enough. Varsity also maintains a Customer Support Center online at www.varsitycontractors.com/support/. Our website provides multiple communication paths to suit customer needs, including our 24/7 phone lines, fax numbers, e-mail addresses, and password -protected individual building accounts. Varsity's enhanced communication model allows for customer peace of mind and assurance of quality janitorial and facilities service. Varsity operates according to an enhanced, proactive communication model. Proactive communication means that problems are resolved before they even become problems. Information is communicated to the City of Fort Collins, updating them via reports and response plans. In the event of unsatisfactory conditions, Varsity has also established a reactive communication plan. This involves the streamlining of work requests, schedule changes, and the City of Fort Collins' concerns from the support center to the appropriate regional, district, and project managers. All activity for the City of Fort Collins is tracked and reported in a format that suits your needs. Data and status of facilities and work orders are always available to our customers online with their own username and password. Monthly reports will be provided to the City of Fort Collins during the monthly project meetings where performance is evaluated, deficiencies are identified, and process improvements are planned. Varsity will report any and all aspects of the project that fulfills your needs. Between our 24/7 support center, interactive website, and multiple methods of communication, Varsity Contractors is committed to providing peace of mind and repeatable success to the City of Fort Collins. is 0 City of Ft. Collins. Item G • Productivity Standards Task/Function by type of space Icarpeted Non -carpeted Facility under 2000 Square Feet 2000 SF/hour 2000 SF/hour Facility under 10000 Square feet 4500 SF/hour 4500 SF/hour Facility under 40000 Square feet 5500 SF/hour. 5500 SF/hour Facility over 41000 Square Feet 6000 SF/hour 6000 SF/hour Above rates include are routine duties to deliver the City's quality standard Restroom Cleaning Hard Floor refinishing includes strip and refinish Buff hard floors Carpet spotting Windows Outside Policing Wall cleaning C. • 3 minutes per fixture 350 SF/hour 3000 SF/hour Included in SF production rate 2750 SF/hour 2750 SF/hour Included in SF production rate Included in SF production rate • City of Ft. Collins Floor Care Item H 1. Carpet Cleaning: a. Equipment & Chemicals: i. Varsity will use our truck mount systems and our #2 green seal chemicals to clean the carpets. Varsity's equipment produces heated extraction for the best results. b. Process: i. Varsity's carpet cleaning process is CRI Gold Certified. Our techs complete our Varsity internal certification program. We also have 15 IICRC certified specialists. For more information see "Imbedded File 1". 2. Hard Floors: (VCT) a. Routine Maintenance: i. VCT flooring will be swept, and mopped with a neutral cleaner, or cleaned with an auto -scrubber. b. Periodic Work: i. Frequency recommendation: 500 Sq ft per hour. 1. High use areas quarterly scrub and recoat. 2. Medium use areas semi-annual scrub and recoat. 3. Low use areas annual scrub and recoat. 4. Production rate 500 Sq ft per hour. c. Equipment and Chemicals: i. Varsity uses chemicals and equipment that are safe for the environment, increase sustainability through asset preservation, and promote general safety and health. Hard floor chemicals are manufactured by Johnson Diversy. GP Forwad, UHS, Bravo Heavy Duty Low Odor Stripper, Vectra Floor Finish, and Time Saver Floor Finish. d. Process: i. Varsity hard floor specialists are fully trained. Determination will be made to strip the floor or scrub and recoat. Using the chemicals above the floor will be stripped or scrubbed. Floor finish will then be applied for desired results and protection of the capital asset. Throughout the process all safety precautions will be taken with proper signage displayed and safety barriers placed. 3. Wood Floors: a. Routine Maintenance: • L Sweep, Mop and or Auto —scrub nightly with neutral cleaner. b. Periodic Work: isi. Screen and refinish as needed. ii. Production Rate 300 Sq ft per hour. 4. Stone Floors: a. Routine Maintenance: i. Sweep, mop and or auto -scrub with stone conditioner. b. Periodic Work: i. Deep clean with truck mount unit, and impregnate stone flooring Bi-annually. ii. Production Rate 100 Sq ft per hour. 5. Pulastic flooring: a. Routine Maintenance: i. Sweep floor with a clean, untreated dust mop. ii. Mix *Pulastic Mat Cleaner with hot tap water (approximately 120° — 130'), using a 30 to 1 water -to -cleaner ratio for typical weekly or monthly maintenance. b. Periodic Work: i. Auto -scrub floor with recommended chemicals to remove build-up. ii. Schedule as needed due to use of the floor. Likely once a month. iii. Production rate 1,000 Sq ft per hour. " 6. Marmoleum flooring: a. Routine Maintenance: i. Dust -mop and wet mop with a neutral cleaner. b. Periodic Work: i. Auto -scrub floor as needed with neutral cleaner. Once quarterly. ii. Production Rate 3000 Sq ft per hour. 7. Stained Concrete: a. Routine Maintenance: i. Dust -mop and wet mop with a neutral cleaner. b. Periodic Work: i. Auto -scrub floor as needed with neutral cleaner. Once quarterly. ii. Production Rate 3000 Sq ft per hour. 8. Sport Court flooring: a. Routine Maintenance: i. Dust -mop and wet mop with a neutral cleaner. b. Periodic Work: i. Auto -scrub floor as needed with "Profi" cleaner. Once quarterly. ii. Production Rate 3000 Sq ft per hour. 40 41 Item Proposed Equipment • List the type and quantity of equipment you are proposing for use at this facility. Enhancing efficiency and effectiveness, together with labor saving devices are considered essential to the achievement of the City of Fort Collins' cost and quality goals. Attach equipment description, model number or specification sheets which may prove helpful in evaluating your equipment recommendations. Please indicate the use or advantage of each recommendation. Please see the following pages. 36 Carpet Extraction All surface Rrestroom cleaning Carper Dryer Large area carpet sweeper Hard surface floor polisher Hard surface floor scrubber Grout cleaner High filtration (4 filters) vacuums Water recovery Equipment Standards All equipment has been researced and tested to meet S.H.A.P.E. S. safety H. health A. asset preservation P. performance E. environment X �n for S.X,A.p e. ?�®® X X X X X X ire"i f . M: 2 » Windsor's Admiral 8 increases your productivity with features that make your job easier. » Adjustable handle with easy -to -use, fingertip controls for superior maneuverability and operator comfort. » Brush setting easily adjusts to eight cleaning positions for maximum performance. » No -hose design makes it simple to fill and empty. » Optional hard floor cleaning kit increases versatility and value. f � r - 61 \�I MEN WINDSOR® Performance Features • A member of IM KKRCHER Floor Care WINDSOR* Technical Specifications Model: Order No.: ADM8 1.008-017.0 General Construction: Injection molded chassis with rotationally molded polyethylene tanks Vacuum Motor: Three stage, bypass, 1.5 hp (1,119 watts), 100 W/min (2.8 m3/ min), 120" (305 cm) waterlift Solution Pump: 100 psi (7 bar) Brush Motor: '1/3 hp (249 watts) AC with circuit breaker protection Brush: 15" (38 cm) wide, ABS bore, 14-row nylon bristle spiral pattern Solution Spray: Two -quick -disconnect jets Solution Tank: 8 gal (30 1) Recovery Tank: 8 gal (30 1) Vacuum Shoe: 17" (43 cm) wide, cast aluminum Wheels: Two, 10" dia. (25.4 cm) non -marking rubber Power Cable: 50' (15 m) detachable Dimensions (LxWxH): 45" (114 cm) x 17.5" (44 cm) x 36" (91 cm) Weight: 92 Ibs (42 kg) Approvals: c uO s UL Listed to U.S. and Canadian safety standards Specifications are subject to change without notice. 4ppet` AXD RVV�A�/ pJ. oq�AVYAI CP0.� Windsor Innovations Protect: 6R (9 Indoor Air Quality Water People Environment INNOVATIVE EQUIPMENT SOLUTIONS 02007 Windsor Industries, Inc. www.windsorind.com » 800-444-7654 All rights reserved. 1351 W. Stanford Ave. Englewood, CO 80110 USA A-348 0 vac [plac TM U I F7 o Portable Back Vacuum Clean faster with more comfort We] 'Mo noo Poo poM�@b0o DooC3 nooan© OGD@U @@Gg oWIMIRO7 p • 09040n0v oad (DM@Ooaon cU0o ©onOaQ non ©opoZ7 oa nonQ o00oa0a9) p DOMOM. 6bo0ao W On oP Un ggua @h@@ 4o a@@oMOuoda4o dO44orr M opoQ@ftF@ oP gob PogdOQoMofl4© ED do@ P@@'@ 00pb4 %W@Ogh4 @Rd h@VR@@a aW@ftnl n1 �uaOso© 4bo flob ooaOoP ED ©tOo4 opoPa40on pPonofift dO@VMp40no @0@@fiOR@ ED Rg@@@d @ofi@t(FU 4Oofl @Rd do©0p00 BVD@ @@@ dd9'abO6BV OD POW§OfI r @9fi4@d h6p WO4bOw ooa27 nO@W awd V@@@h o4 4bo op@V@4&F m & OsO4 04 ft@O@ @@gB@@ a4aftda5`d Wth 4bo M@@hgflo t , �y f Tom_ r Injury and Illness Prevention Program Overview Written Plan Every employer should have a written Injury and Illness Prevention plan. This is ours. Please read it carefully. While no plan can guarantee an accident free work place, following the safety procedures set forth in this manual will significantly reduce the risk of danger to you and your co-workers. Thank you all for our safety. Introduction to Our Program Company policy, as well as state and federal laws, makes the safety and health of our employees the first consideration in operating our business. Safety and health in our business must be a part of every operation, and every employee's responsibility at all levels. It is the intent of Varsity Contractors to comply with all laws concerning the operation of the business and the health and safety of our employees and the public. To do this, we must constantly be aware of conditions in all work areas that can produce or lead to injuries. No employee is required to work at a job known to be unsafe or dangerous to his or her health. Your • cooperation in detecting hazards, reporting dangerous conditions and controlling workplace hazards is a condition of employment. Inform your supervisor immediately of any situation beyond your ability or authority to correct. Employees will not be disciplined or suffer any retaliation for reporting a safety violation in good faith. Safety First Priority The personal safety and health of each employee of Varsity Contractors is of primary importance. Prevention of occupationally induced injuries and illnesses is of such consequence that it will be given precedence over operating productivity. To the greatest degree possible, management will provide all mechanical and physical protection required for personal safety and health, but our employees must bear primary responsibility for working safely and using all appropriate equipment. A little common sense and caution along with adherence to procedures can prevent most accidents from occurring. Individual Cooperation Necessary Varsity Contractors maintains a safety and health program conforming to the best practices of the total facility services industry. To be successful, such a program must embody proper attitudes towards injury and illness prevention on the part of supervisors and employees. It requires the cooperation in all safety and health matters, not only of the employer and employee, but also between the employee and all co-workers. Only through such a cooperative effort can a safety program 3 f e is L E '','v • •F^ � • 0 vechMcag SP80595caU01M B VP6 VP10 Order Number.: 1.014-007.0 1.014-005.0 Vacuum Motor: 1.7 hp (1295 watts), flow through design, with internal thermal protection, with 104" (264 cm) waterlift and 112 cfm of airflow Same Construction: Molded polyethylene housing Same Filter Bag Capacity: 6 quart 10 quart Vacuum Hose: 5' (1.5 m), 1.5" (3.8 cm) diameter Same Exhaust: Diffused for quiet operation Same Filtration: 4 stage Same Weight: 10 lbs. (4.5 kg) 11 lbs. (5 kg) Height: 19.8" (50.2 cm) 23.7" (60.2 cm) Width: 8.8" (22 cm) Same Depth: 8.5" (21.5 cm) Same Sound Level: 67 dBA Same Harness: Padded hip and shoulder harness with 1.5" (4 cm) straps Same ON/OFF Power Switch: Hip mounted for ease of use Same Tools: Wand, floor, upholstery, dusting and crevice tools included. Variety of optional tools available Same Approvals: (@. UL Listed to U.S. and Canadian safety standards Same -- Tools Included Specifications are subject to change without notice. designed for either right or left handed operators. Filter bags are easy to / .a. Swivel hose connection for access for quick disposal greater mobility VAC PufG Comfort harness Body constructed of tough -designed system has padded hip ----._._ molded polyethylene and shoulder straps, and is adjustable to different operators „ werful IT hp motor Po Hip mounted power switch is in easy view and reach � Four stage filtration of the operator ' a' Windsor Innovations Protect: Indoor Air Quality Water People Environment Hip rnou'�ted power switch is within easy reach of the operator. Padded = i hour I Z I F R harness increases comfort. a Chest strap for better weight distribution and operator comfort. l8wivellillose connection for greater mobility. Target Markets: • Cafeterias • Manufacturing Facilities • Warehousing/Distributions of Office Buildings • Education A member of KARCHER North America Bold Innovation. Expert Results. www.windsorind.com » 800-444-7654 1351 W. Stanford Ave. Englewood, CO 80110 USA © 2008 Windsor Industries, Inc. All rights reserved. A-369 New Chariot iScrub is now even more productive and easier to use — and best of all we are providing this added value at less cost. • Simple ,,NEW Clear, simple control panel significantly reduces training time and provides more consistent results ,,NEW Cleaning function control switch easily allows the operator to select the appropriate transport or cleaning mode • Agile » Ability to clean in tight, congested spaces » Full circle visibility for operator safety » Easy to transport around the building and cleans anywhere » Fits easily into any elevator » Productive » Increases productivity by up to 50% » Reduces operator fatigue » NEW EcoMode increases productive cleaning time by offering a quieter, less intrusive "Day Cleaning" mode ( ,NEW cylindrical deck model provides adjustable speeds for different cleaning applications » EcoMode also adds productivity by lengthening run times between recharging and refilling �Akli _ 1 k 4 Chariot Stand -On Auto Scrubbers As the industry's first stand-up platform of floor care equipment, the Chariot significantly increases productivity and cleaning quality by reducing operator fatigue. Chariot scrubbers offer all the maneuverability and access benefits of walk -behinds with the comfort and productivity benefits of a rider scrubber. The Chariot's small footprint and ultra -tight turning radius make it ideal for cleaning in busy, complex building layouts. The new EcoMode is a maintenance cleaning setting which scrubs with less battery usage, less water, less pressure and less noise which makes it ideal for day cleaning without disrupting workflow. Day Cleaning With EcoMode The cleaning industry is trending toward day cleaning, or cleaning when the facility is occupied. Facility managers want to save energy by reducing the amount of electricity used at night. Buildings are also occupied for more hours of the day, making it necessary for cleaning professionals to accommodate an in -use environment more often. The Chariot iScrub model was designed with day cleaning in mind. » The EcoMode cleaning function operates at a significantly reduced sound `I, measuring in at only 63 dBA making it ideal for noise -sensitive areas like hospitals and schools » Swinging squeegee picks up 100% of water leaving a dry, safe floor » EcoMode conserves water and extends cleaning time between tank refills by putting less water down ,> EcoMode also extends battery life -and productive run time — by reducing pad pressure and reducing draw on the vacuum motor » The unobtrusive design makes the Chariot unintimidating to people and its superior maneuverability allows it to be used without disrupting workflow Cleaning Function Control Switch The new, simplified drive controls and cleaning function dial improve the performance of the Chariot, making it easier to use, easier to train operators, and yielding more consistent cleaning results. The cleaning settings are programmed at each level so there is no guess work involved with choosing the correct setting. Transport speed high: A aa All: EcoMode (Maintenance Cleaning) Normal transport A7 '"v�� » Medium Speed » Low Water » Low Pad/Brush Pressure » Low Vacuum Transport speed low: �♦ For training and transporting A2 in high traffic areas. ,t C: Double Scrub Mode: Cleaning on low speed to increase chemical dwell time and agitation. No vacuum. B: Vacuum Only: Cleaning on medium speed with vacuum only - for water pick up. Productivity/Fatigue 150 and Total Area Serviced m 125 ■ Chariot i 100 ❑ Chariot EcoMode a m 75 d ❑ 28" Small Rider ,` so NJ 26" Walk behind 'v N ISSA 447 Practical 25 Simple drive controls make the Chariot extremely easy to operate Compact and highly maneuverable Aqua-MizerTm extends time between drain and refills by up to 50% (disc model only) Available in disc or cylindrical brush models The cylindrical brush system incorporates sweeping and scrubbing in one pass 9-- A2: Normal Cleaning Mode » Medium Speed » Medium Water » Medium Pad/Brush Pressure » Medium Vacuum 0111, 0 1 2 3 4 5 6 7 6 9 10 Time in Hours" A3: Heavy Cleaning Mode » Low Speed » High Water » High Pad/Brush Pressure » High Vacuum Additional benefits of the EcoMode: The Chariot EcoMode is also effective in increasing productivity. The lower battery draw increases run time by 20%, and the lower water flow can increase the time between dump and refills by up to 48 minutes. Cleaning Function Control Dial makes it simple to choose the appropriate cleaning mode On -board storage compartment Soft ride suspension system and forward leaning pad for comfortable ride Easy to step on and off Swinging squeegee designed for 100% water pick up.(Disc model only) maw WINDSOR° 0 Technical Specifications Model: iScrub 24 Scrub 26 SP Cleaning Path: 24" (610 mm) 26" (660 mm) Brushes, Pad Drivers: 2 x 12" (2 x 305 mm) 2 x 6" diameter x 26" length (2 x 152 mm x 660 mm) Brush Motor: 2 x 0.3 hp (200 watts) 2 x 0.8 hp (600 watts) Brush Speed: 300 rpm 500, 800, 1000 rpm Scrub Head Lift: Actuator Actuator Brush Pressure: 0-150 Ibs (0-63 kg) 0-63 Ibs (0-26 kg) Drive Motor: 0.75 hp (560 watts) 0.75 hp (560 watts) Transport Speed: 3 mph 3 mph Operating Speeds: 2.7 mph 2.7 mph d BA: Eco/Normal/High: 64/67/68.5 73 Tires: 10" (254 mm) solid scrubber compound 10" (254 mm) solid scrubber compound Solution Control: Aqua-Mizer system, solution pump with automatic shut-off in neutral Solution pump with automatic shut-off in neutral Solution/Recovery Capacity: 25 gal (95 Itr) 25 gal (95 Itr) Flow Rate: Day Cleaning (Eco Mode) Normal Cleaning Heavy Cleaning .25 gpm .4 gpm .5 gpm .25 gpm .4 gpm .5 gpm Vacuum Motor: 2 stage, 0.65 hp (470 watts) 2 stage, 0.65 hp (470 watts) Operating System: Automatic pre-set function dial Automatic pre-set function dial Electrical System: Ight Flooded - 36V 3 x 12V, 195 or 215 A/H batteries; AGM - 36V, 3 x 12V, 198 A/H batteries; chargers and battery exchange system also available Flooded - 36V 3 x 12V 195 or 215 A/H batteries; AGM - 36V 3 x 12V 198 A/H batteries; chargers and battery exchange system also available w/o Batteries: 558 Ibs (253 kg) 558 Ibs (253 kg) Dimensions (L x W x H): 51.5" x 26.5" x 50.75" (1310 mm x 673 mm x 1290 mm) 51.5" x 26.5" x 50.75" (1310 mm x 673 mm x 1290 mm) Squeegee Width: 33" (840 mm) 37" (940 mm) Debris Bin: N/A Easy to remove, no tools Specifications are subject to change without notice. Windsor Innovations Protect: Indoor Air Quality Water People Environment • A member of KARCHER North America Bold Innovation. Expert Results. www.windsorind.com , 800-444-7654 1351 W. Stanford Ave. Englewood, CO 80110 USA © 2009. All rights reserved. A-585 v n •I* » Change from interim to deep cleaning process at the turn of a switch —no mechanical changeover needed. » Floating, dual counter -rotating brushes agitate and permeate the cleaning solution into both sides of the carpet nap for even, thorough cleaning and improved carpet appearance. No operator adjustment needed. » With the interim method using the iCapsol encapsulating chemical, the carpet is dry and ready for traffic in approximately 20 minutes. » iCapsol interim cleaning process extends the time between scheduled deep extractions. » Floating vac shoe with glide strip provide consistent contact over uneven surfaces and increased solution pick-up. » Adjustable handle flips over to operate in walk -behind mode. » On -board, 8.5' accessory tool „11 � I � � Aw -- - t maw WINDSOR® 10 Technicao Sroecofoc aUans Model: Clipper DUO Construction: Steel chassis, Rotationally -molded polyethylene tanks Vacuum Motor: 3 stage, bypass, 1.5 hp (1,119 watts), 100 cfm (2.8 m3/min), 120" (3050 mm) waterlift Solution Pump: 100 psi (7 bar) —Restorative, 50 psi (3.5 bar) —Interim Brush Motor: 1/2 hp (604 watts) AC with circuit breaker protection Brushes: Two, 16" (40.6 cm), ABS core, Perform AlertTm bristle spiral pattern Cleaning Path: 16" (40.6 cm) Noise Level: 73 dBA Cleaning Rate Interim: Restorative: 10,560 ft2/hr @ 1.5 mph (981 m2/hr @ 2.4 kph) 3,520 ft2/hr @ 0.5 mph (327 m2/hr @ 0.8 kph) Flow Rate Interim: Restorative: 0.09 gpm (0.34 Ipm) 1.0 gpm (3.8 Ipm) Solution Spray: One quick -disconnect jet —Restorative One quick -disconnect jet —Interim Solution Tank: 10 gallon (37.8 Itr) Recovery Tank: 10 gallon (37.8 Itr) Vacuum Shoe: 18" (45.8 cm) wide, cast aluminum Wheels: 10" (25.4 cm), non -marking rubber Power Cable: 50' (15 m) detachable Dimensions (L x W x H): 30.25" x 21.5" x 49" (76.8 cm x 54.6 cm x 12.45 cm) Weight: 166 Ibs (75.3 kg) with cord Specifications are subject to change without notice. DU® Productivity ■Interim Cleaning Per Hour at 1.5 mph Restorative Deep Cleaning Per Hour at 0.5 mph n� TV of use and training r for detail work Five ways to use Windsor's DUO Carpet Extractors -• <<'< -� Encapsulation —Extends tim, elluetweeniifeleemextraction,s and reduces re -soiling. f Deep Extraction —Deep, restorative cleaning. Adjustable handle for pus operation of C►tipper DUO Pre -Spray and Rinse —Cleaning of surface soiling and extraction of soil in carpet while leaving the carpet free of shampoo or detergent, reducing resoiling. Target M"ark<ets�, Pre -spray and Extraction —Deep, restorative cleaning for very dirty carpet. •Education IRI SW Only —Surface cleaning of carpet and elimination of detergent and soap build up, brightening the •Hospitality carpet and reducing resoiling. •Contractors • Health Care i t 1 1 1 1 O 11 •• 1 1 1 1 1• 111 Grouthog • Grout cleaner The answer for the and grout cleaning The Windsor GrouthogTM is designed specifically to clean hard tiles and their grout lines quickly and efficiently. . Powerful and Easy to Use. The Grouthog is driven by a 1 /3hp motor that is thermally protected to ensure long, trouble -free performance. Its weight is concentrated over the brush for maximum cleaning efficiency, yet at only 49 pounds, it is light enough to control in confined areas. The adjustable handle and 40 foot cord ensures ease of operation. Designed Specifically for Grout The Grouthog usues a cylindrical rotating brush to remove dirt from groutlines while also cleaning the tile surface. Grouthog is perfect for concrete floors and docks, or for stripping finish from all types of hard surface flooring. \401 Optional Solution Tank �&L An optional four gallon tank with convenient solution release IL trigger is available for use with the Grouthog. LI k WINDSOR° a Castle Rock Industries company INNOVATIVE EQUIPMENT SOLUTIONS 0 • • Performance Features r • To change brushes, simply undo the forward thumbscrew, mount the new brush, and reassemble —it's done in seconds! glib ] tt • Saftey switching system prevents accidental start-ups. If cord is unplugged during use, the GROUTHOG won't start when reconnected until "on" switch is pushed. im F� • Convenient single lever adjusts handle height to six different positions, including flat -to -the -floor and upright for storage. a `9e • Rear splash guard and forward brush shroud keep cleaning solution on the floor and under control at all times. © 2005 Windsor Industries, Inc. All rights reserved. Technical Specifications Model Number: GH3 Brush Speed: 860 rpm Motor: 1 /3 hp, Thermally protected Brush Drive: Fiberglass timing belt Switches: Separate on and off saftey switches prevent accidental starting when plugged in. Power Cable: 40 Feet (12m) 18/3 SJTW vinyl covered Electrical: 115 volt, 60 Hz Motor Housing: Height: Width: Weight: 9 inches (23 cm) 16.25 inches (41 cm) 49 ppounds (22kg) Brush Specifications Part Numbers: 12019 — Universal STANDARD with GH3 14248 — Universal AGGRESSOR (optional) Construction: Polypropylene core with nylon brushes Cleaning width: 12'/2 inches (32 cm) Tank Specifications Part Number: GT4 Construction: High impact crosslink polyethylene Volume: 4 gallons (15 litres) Weight: 43/4 pounds (2 kg) Specifications are subject to change without notice. Windsor Industries manufactures a full line of innovative floor maintenance equipment including: o Carpet Extractors and Chemicals o Vacuum Products • Floor Scrubbers and Sweepers o Floor Machines and Burnishers �j WINDSOR' a Castle Rock IndusWes company 1351 W. Stanford Ave. Englewood, CO 80110 USA www.windsorind.com 800-444-7654 A-131 �adJU 3 Tm 280 Ds0 uKs Ra 'us Tm 200 Walk -Behind Battery Sweeper Fast, efficient sweeping indoors or outdoors - on hard floor or carpet. m CO laftftfidlifig P@01mmmm@ on mod@ (F@IgDo@ 09 &v@@Pofi@ @PPoo@0o@ffD@. ED CO - @@ dM @P@ff9ftR, ED b@= @W @M bMM 9@ M@N d*M ft dflV0@@@MD@R@M @M@@" m R^ FO=Wd GUI- fl N@M.* kd" & (.WAN* 0 A:a- 0 .0 SERVICE PROGRAM • Vendor Cover Sheet 46 Varsity Location Map • Item A Management Structure a Corporate Organizational Chart • Item B Site Manager Qualifications J4 Staff Resumes • Item C Safety Data 46 Safety Manual • Item D Vendor Training Programs -46 Training Manual • Item E Staffing Commitment • Item F Recommended Service Program ,146 JanOPS — Green Cleaning Program -46 Vektr Quality Assurance Program a Customer Service • Item G Productivity Standards 0 Item H Floor Care Plan • in the best interest of all be established and preserved. Safety is no accident. Practice safety and the job will be safer. Safety Program Goals The objective of Varsity Contractors is a safety and health program that will reduce the number of injuries and illnesses to an absolute minimum, not merely in keeping with, but surpassing the best experience of other facility service providers. Our goal is zero accidents and injuries. General Safety Rules for All Employees It is the policy of Varsity Contractors that everything possible will be done to protect you from accidents, injuries and/or occupational disease while on the job. Safety is a cooperative undertaking requiring an ever-present safety consciousness on the part of every employee. If an employee is injured, positive action must be taken promptly to see that the employee receives adequate treatment. No one likes to see a fellow employee injured by an accident. • Therefore, all operations must be planned to prevent accidents. To carry out this policy, the following rules apply: • 1. All employees shall follow the safe practices and rules contained in this manual and such other rules and practices communicated on the job. All employees shall report all unsafe conditions or practices to the proper authority, including the supervision on the project, and, if corrective action is not taken immediately, a governmental authority with proper jurisdiction over such practices. 2. The supervisor shall be responsible for implementing these policies by insisting that employees observe and obey all rules and regulations necessary to maintain a safe work place and safe work habits and practices. 3. Good housekeeping must be practiced at all times in the work area. Clean up all waste and eliminate any dangers in the work area. 4. Suitable clothing and footwear must be worn at all times. Personal protection equipment (eye protection, gloves, hardhats, respirators, etc.) will be worn whenever needed. 5. All employees will participate in a safety meeting conducted by their supervisor once every month. 6. Anyone under the influence of intoxicating liquor or drugs, including prescription drugs that might impair motor skills and judgment, shall not be allowed on the job. If you are taking prescription drugs which may cause impairment, notify your supervisor prior to starting your shift. 7. Horseplay, scuffling, and other acts which tend to have an adverse influence on safety or well being of other employees are prohibited. 4 Radius 280 Radius 280 Deluxe Order Number.: 1.517.205.0 1.517-206.0 Performance (Pratical) 19,700 ftz/hr 19,700 ftz/hr Cleaning Path: 28" (700 mm) 28" (700 mm) Main Broom Length: 19" (480 mm) 19" (480 mm) Main Broom Diameter: 9.5" (240 mm) 9.5" (240 mm) Side Broom Diameter: 13" (330 mm) 13" (330 mm) Sweeping Method: Direct Throw Direct Throw Hopper Capacity: 1.7 ft3 (42 1) 1.7 ft3 (42 1) Filter: N/A Pleated, Automotive Style Noise Level: 69 dBA 69 dBA Power Source: 12W26 A/H 12V/26 A/H Charger: On -board On -board Dimensions L x W x H: 48.8" (1240 mm) x 28" (710 mm) x 45.2" (1150 mm) 48.8" (1240 mm) x 28" (710 mm) x 45.2" (1150 mm) Weight: 83.8 Ibs (38 kg) 105.8 Ibs (48 kg) Warranty: Windsor 10/3/3 Protection Plan. See full warranty for details Windsor 10/3/3 Protection Plan. See full warranty for details Specifications are subject to change without notice. Sweeping Dust Filter No Tool Side Broom Adjustment - - Siae Broom Windsor Innovations Protect: • Indoor Air Quality Water People .Environment Bold Innovation. Expert Results. www.windsorind.com » 800-444-7654 1351 W. Stanford Ave. Englewood, CO 80110 USA 6-Position Main Broom Adjustment Dust Control (Deluxe Only) Debris Hopper Filter Shaker NMI Main roller brush easily adjustable �I in six positions. 1 Active Dust Control with unique filter cleaning system (Deluxe model only). Direct Throw: the main brush sweeps the dirt forward into the container. The advantages are: reduced physical effort; easy to handle; less dust is generated. Target Markets: • Warehousing/Distributions • Hospitality • Education • Light Industrial • Airports o2008 All rights reserved. A member of KARCHER North America City of Ft. Collins Summary Information . Item J 1. Total Cleanable Square Feet 2. Total Daily Cleaner Staff Hours 3. Total Daily Supervisory Hours 4. Total All Daily Labor Hours 5. Number of Cleaners 596,889 159 Includes Leads 20 179 35.75 6. Number of Supervisors (Non -working leads) 2.3 7. Labor Productivity 3754.02 8. Supervisor ratio 7.95 • • • C7 Institution: City of Fort Collins Address: 300 La Porte, Bldg B, Fort Collins, Colorado, 80525 Facility representative: Joan Barrie Title: Custodial Contract Administrator Telephone number: 970-221-6592 Email: ibarrie@fcgov.com Years of Service: 9+ Length of current contract: approx 5 years Square feet under contract: 400,000 # Buildings involved: 44 # custodians: 23 Approximate cleaning budget: $48,000 / month Type of facility (e.g., municipality): Administrative / office, library, recreation, public use, Police, multi -use, etc. 2 Institution: City of Albuquerque Address: One Civic Plaza - 7th Floor, PO Box 1293, Albuquerque, NM 87103 Facility representative: JJ Jaramillo Title: Senior Administrative Assistant Telephone number: 505-768-2278 Email: ioiaramillo@cabq.gov Years of Service: 4 Length of current contract: 4 years Square feet under contract: 650,000 #Buildings involved: 42 # custodians: 36 Approximate cleaning budget: _ $55,000 / month Type of facility (e.g., municipality): Administrative / office, library, recreation, public use, Police, multi -use, etc. 3 Institution: Frontier Refining Address: PO Box 1588, Cheyenne, Wyoming, 82003 Facility representative: Robert Maliszewski Title: Administrative Manager Telephone number: 307-771-8846 Email: rmaliszewski@frontieroil-chey.com Years of Service: 18 Length of current contract: 1 year Square feet under contract: 100,000 # Buildings involved: 12 Approximate cleaning budget: Type of facility (e.g., municipality): 4 Institution: Address: Anheuser-Busch # custodians $23,000 /month 7 Oil Refinery, control rooms, office/Admin space 2351 Busch Dr, Fort Collins, Colorado Facility representative: Gina Roberti Title: Telephone number: 970-490-4503 Email: Years of Service: 16 Square feet under contract: 150,000 # Buildings involved: 6 Approximate cleaning budget: Type of facility (e.g., municipality): Length of current contract: Facility Maintenance Engineer gina.roberti@anheuser-busch.com 2 years # custodians: $49,000 /month manufacturing, food, administration, 5 Institution: Key Bank Address: 3300 East 1st Ave, Denver, Colorado, 8020E blic, industrial Facility representative: Clayton Ostrander Title: Property Manager Telephone number: 303-316-2308 Email: clavton a ostrander@kevbank.com Years of Service: 3 Length of current contract: 1 years Square feet under contract: 208,000 # Buildings involved: 55 Approximate cleaning budget: Type of facility (e.g., municipality): # custodians $21,000 /month Public Bankine facilities 3S At Varsity Contractors, we believe that we have the most comprehensive, well -developed janitorial system in the facility services industry. The following value adds are exclusively available to the City of Fort Collins when you continue to select Varsity Contractors as your service provider: 46 CIMS Certification, with Honors �6 ISSA and IFMA Member 46 Green Cleaning Certification e4 50+ Years Experience 46 National Footprint r6 Vektr Quality Assurance Process +6 Customer Support Center Varsity University CIMS Certification, with Honors Varsity Contractors is proud to be one of the nine cleaning organizations to successfully gain certification from CIMS. Varsity also received the additional designation of Certification with Honors. Certification with Honors is the highest designation available to those who comply with CIMS. We now have independent proof of our excellence in facility services. • Any organization seeking an ambitious CIMS certification is required to provide thorough documentation demonstrating compliance with the five core section of CIMS: quality systems, service delivery, human resources, health, safety & environmental stewardship, and management commitment. In addition, all organizations seeking certification must undergo an assessment of management and operational follow- through. Certification is only earned after successfully submitting documentation and passing a rigorous on -site evaluation by an ISSA-accredited, third -party assessor. Professional Memberships As a member of ISSA, BSCAI, BOMA, and IFMA, Varsity is privy to cutting -edge developments in the facilities services industry. Both organizations focus on enhancing professionalism, business knowledge and ethics, developing management systems, and implementing technological sophistication throughout the facilities services industry. Varsity consistently incorporates the most technologically and environmentally sound products and services to constantly improve the quality of our service. Green Cleaning Through green cleaning methods and LEED standards for personnel, chemicals, and equipment, Varsity strives to implement strategies that are environmentally -friendly and healthyfor our customers, our employees, and the earth. Varsity Contractors, Inc. is currently in the certification process under the US Green Building Council, a leading national coalition for building maintenance and design that promotes construction and operation of environmentally responsible, profitable, and healthy facilities, to ensure that through our janitorial practices the environmental impact is minimal. In addition to green products, equipment, and procedures, Varsity also implements LEED cleaning. LEED cleaning raises the stakes and takes green cleaning to an entirely new level. LEED cleaning implements green cleaning strategies to chemicals, equipment, and procedures, but also seeks to • evaluate every piece of the cleaning and service industry puzzle from an environmental perspective. LEED cleaning is a total shift of the traditional cleaning paradigm. a 'g Green Seal Products Under the Johnson Diversey, Inc. Johnson Wax Professional brand, the following Varsity products currently bear the Green Seal and are available for use at the City of Fort Collins: StrideTM Citrus Neutral Cleaner StrideTm Floral Neutral Cleaner G-ForceTm All -Purpose and Glass Cleaner G-ForceTM Washroom GlanceTm Non -Ammoniated Glass Cleaner CrewTm Bathroom Cleaner and Scale Remover General Purpose Cleaner Varsity products have been adjusted to 40% post consumer recycling materials. In conjunction with LEED standards, Varsity utilizes Microfiber cleaning cloths, Microfiber dust mops, and Microfiber wax applicators. Chemicals used for daily cleaning needs bear the Green Seal logo. Experience • Varsity has been in the facilities services industry since 1957. Varsity was originally developed to fund the college education of Don Aslett and Arlo Luke, our founders. Today Don Aslett serves as Chairman and Arlo Luke serves as CEO. In an industry where turnover is a problem, Varsity maintains a stable, consistent, talented management staff. National Footprint Varsity is a national service provider with locations in all fifty states and throughout Canada. This assures our customers that we have the necessary resources to competently and successfully execute all contracts awarded to Varsity. Vektr Quality Assurance Program Vektr is Varsity's proprietary palm -based, electronic quality audit program (httr)://vektr.com/). Gone is the "manager with a clipboard" approach to quality assurance. Vektr helps service contractors and building maintenance professionals nationwide manage work orders, periodic tasks, and quality inspection with our digital, web -based program. It ensures consistent, monthly quality audits, and also provides real time quality data to our customers on the Vektr website. Vektr revolutionizes the relationships between service technicians, supervisors, customers, tenants, and facility managers. It allows you to know the quality status of your operation, 24/7, from any location. It's a program that is not only convenient; it's state of the art. Customer Support Center The purpose of the Varsity Support Center is to provide exceptional customer service 24 hours per day, 7 days per week. We understand that the needs of our customers often extend beyond standard business • hours. That's why our highly professional and friendly agents handle customer requests and work orders, providing reliable support 24/7. • But at Varsity, we do more than just assist our customers; we enhance the communication of your entire company. By handling data, work requests, schedule changes, and emergency calls and complaints, we're able to collect and house information at one single location. This allows us to provide an information flow back to management, enabling them to be proactive about accounts, rather than reactive. Varsity University Varsity University provides continuing education in an easy, self -directed format. The curriculum covers a comprehensive range of management and technical skills, and is designed to improve the ability of our staff to cultivate a trusting partnership with our customers. (www.varsityuniversity.com). It also allows Varsity to guarantee the consistency and training of our staff to ensure that they are always providing excellence in facility services to our customers. • L_J City of Ft. Collins Consumable Supplies • Schedule 1 Item I Unit Cost Toilet Paper - Jr. Jumbo $ 29.49 Case Toilet Paper - Sm. Rolls $ 35.94 Case Paper Towels - Cormatic $ 39.80 Case Hand Soap Gallons $ 41.36 Case Shower Soap - Liters $ 45.56 Case Plastic Trash Liners Size:40X46 $ 28.47 Case Size:24X33 $ 14.70 Case Size:33X40 $ 13.48 Case Size:43X48 $ 20.47 Case Size: Toliet Seat Liners $ 34.60 Case Other Go -Jo $ 40.64 Case Multi -fold towels $ 19.04 Case Total Monthly Cost $ 3,921.00 . Total Yearly Cost $ 47,052.00 City of Ft. Collins Proposed Equipment Inventory 0 Schedule 2 Type of Equipment Make/Model I Total Cost lQuantity 1q Yrs Depreciation Monthly Cost VacPacs Windsor/Pro Team $ Complete $ Upright Vacs Windsor Versamatic $ Complete $ Floor buffers (slow speed) Windsor/NSS $ Complete $ Floor scrubbers Windsor/Nobles $ Complete $ Wet vacs Windsor $ Complete $ Carpet extractors -Windsor $ Complete $ Floor polishers Windsor/NSS $ Complete $ Carpet Spotter Nobles $ - Complete $ Wide Area Vac Windsor $ Complete $ Floor Fans Windsor $ Complete $ All „d formcunrwaward;mwpnpaiw • 0 City of Ft. Collins Overhead Breakdown Schedule 3 Item Cleaning Staff $ Amt. % 1 Mgmt/Supervision $ Amt. FICA $ 1,443.02 2.73% $ 481.01 0.91% State Unemployment $ 31.71 0.06% $ 10.57 0.02% Federal Unemployment $ 79.29 0.15% $ 26.43 0.05% Workers Comp $ 734.73 1.39% $ 311.86 0.59% General Liability $ 232.74 0.44% $ 77.58 0.15% Autolnsurance $ 153.74 0.29% Pension/Welfare Vacation • Training $ 39.64 0.08% $ 13.21 0.03% Health Insurance $ 237.94 0.8% $ 713.81 1.92% Overhead $ 4,356.81 8.25% $ 1,451.62 2.75% Profit $ 1,585.76 3% $ 526.59 1% Total Annual Cost $ 104,899.74 $ 45,197.10 Total Monthly Cost $ 8,741.64 $ 3,766.43 Percent of Total Price $ 0.17 $ 0.07 • 11 • LJ City of Ft. Collins Direct Staffing Expense Schedule 4 Day Staff # People Labor Rate/Hour Annual Hours Monthly Cost JanOPS Specialist (Cleaner) 31.1 8.50 30621 $ 21,698.88 JanOPS Floor Specialist Lead Supervisor 2 $ 10.00 4032 $ 3,360.00 Manager 1 20641 $ 3,000.00 Night Staff # People Labor Rate/Hour Annual Hours Monthly Cost JanOPS Specialist (Cleaner) JanOPS Floor Specialist 1 $ 9.00 2076 $ 1,554.00 Lead Supervisor Manager Weekend Staff # People Labor Rate/Hour Annual Hours Monthly Cost JanOPS Specialist (Cleaner) 4.65 8.50 4575 $ 3,240.63 JanOPS Floor Specialist Lead Supervisor Manager After Hours Response # People Labor Rate/Hour Annual Hours Monthly Cost JanOPS Specialist (Cleaner) 13.00 JanOPS Floor Specialist 18.00 Lead Supervisor Manager Summary of Total Staff # People Labor Rate/Hour Annual Hours Monthly Cost JanOPS Specialist (Cleaner) 37.75 8.50 35196 $ 24,939.51 JanOPS Floor Specialist 1 9.00 2076 $ 1,554.00 Lead Supervisor 2 10.001 4032 $ 3,360.00 Manager 1 1 2064 $ 3,000.00 • 8. Work shall be well planned and supervised to avoid injuries in the handling of heavy materials and while using equipment. 9. No one shall be permitted to work while the employee's ability or alertness is so impaired by fatigue, illness, or other causes that it might expose the employee or others to injury. It is the employee's responsibility to notify their supervisor if so impaired. 10. There will be no consumption of alcohol or controlled substances or illegal drugs on the job. 11. Employees should be alert to see that all guards and other protective devices are in proper places and adjusted, and shall report deficiencies promptly to the supervisor. If a deficiency exists, the employee must not use the equipment until it is remedied. 12. Employees shall not handle or tamper with any electrical equipment, machinery, or air or water lines in a manner not within the scope of their duties, unless they have received specific instructions. 13. All injuries must be reported immediately to the supervisor so that arrangements can be made for medical or first aid treatment. 14. When lifting heavy objects, use the large muscles of the leg instead of the smaller muscles of the back. 15. Do not throw things, especially material and equipment. Dispose of all waste properly and carefully. 16. Do not wear shoes with thin or torn soles. Employee's Agreement to Participate Every employer is required to provide a safe and healthful workplace and Varsity Contractors, Inc. is committed to fulfilling this requirement. A safe and healthful workplace is one of our highest priorities. The information in this manual constitutes a written injury and illness prevention program. While Varsity Contractors cannot anticipate every workplace hazard, the following general principals should guide your conduct. To be safe, you must never stop being safety conscious. Study the guidelines contained in this manual. Discuss the workplace situation with your supervisor. Attend all company sponsored training and safety meetings. Read all posters and warnings. Listen to instructions carefully. Follow the Code of Safe Work Place Practices contained herein. Participate in accident investigations as requested. Accept responsibility for the safety of yourself and others. Maintain all required documentation. By signing the safety manual acknowledgement in the appendix, each employee promises to read and implement this injury and illness prevention program. If you don't understand any policy, please ask your supervisor. Training 0 Employee safety training is another requirement of an effective injury and illness prevention program. While Varsity believes in skills training, we also want to 5 City of Ft. Collins Direct Supply Expense Schedule 5 Chemicals & Materials Case Item lQuantity I Cost Each I Annual Cost Monthly Cost Alpha HP $ 35.34 Crew NA $ 13.42 Glance $ 31.82 Vectra - Floor finish $ 41.59 Pro Strip - stripper $ 41.72 Time Saver - floor finish $ 103.94 Total project Chemical & Materials Cost Includes all material & chemicals • $ 31,747.20 $ 2,645.60 City of Ft. Collins Other Direct Ecpense SSchedule 6 Item lQuantity I Cost Each I Annual Cost I Monthly Cost Uniforms Included Included Licenses Included Included Travel NA NA Requiting Included Included Tools Included Included Postage included Included Vehicle (includes fuel) 2 $ 13,020.00 $ 1,085.00 • E City of Ft. Collins Summary Price Proposal Schedule 7 Direct Staff Number People Annual Hours Annual Cost Monthly Price % JanCIPS Specialist (Cleaner) 35.75 35196 $ 299,166.00 $ 24,930.50 0.471 JanOPS Floor Specialist 1 2076 $ 18,648.00 $ 1,554.00 0.029 Lead Supervisor 2 4032 $ 40,320.00 $ 3,360.00 0.064 Manager 1 2064 $ 36,000.00 $ 3,000.00 0.057 Direct Overhead Expense Annual Cost Monthly Price % FICA $ 27,589.38 $ 2,299.12 4.35% State Unemployment $ 603.36 $ 50.28 0.10% Federal Unemployment $ 1,449.96 $ 120.83 0.23% Workers Comp $ 19,706.70 $ 1,642.23 3.10% General Liability $ 3,723.84 $ 310.32 0.59% Auto Insurance $ 1,844.88 $ 153.74 0.29% Pension/Welfare Vacation Training $ 634.20 $ 52.85 0.10% Health Insurance $ 11,421.00 $ 951.75 1.80% Total $ 66,973.32 1 $ 5,581.11 10.55% Other Direct Expense Annual Cost Monthly Price % Consumables $ 47,052.00 $ 3,921.00 7% Equipment $ $ Supplies $ 31,747.20 $ 2,645.60 5% Admin & Overhead $ 69,701.16 $ 5,808.43 11.0% Profit $ 25,348.20 $ 2,112.35 4.0% Total Service Cost $ 634,955.88 $ 52,912.99 $ 52,912.99 $ 32,844.50 is • • City of Ft. Collins Building Information Summary ID# Map Building Location 5F Freq. Cleaning time Annual Price 29 B 110 N Howes 110 N. Howes St. 693 1 12am-12pm $ 480.00 30 B 112 N Howes 112 N. Howes St. 1,305 2 12am-12pm $ 1,080.00 32 B 215 Mason 215 N. Mason St. 61,066 5 4am-12pm $ 50,400.00 33 B 281 N College 281 N. College Ave. 30,648 5 4am-12pm $ 26,126.93 27 A 906 E Vine 906 W. Vine Dr. 1,350 5 12am-12pm $ 2,938.27 34 B cis 330 S. College Ave. 6,654 5 12am-12pm $ 7,433.28 35 B City Hall 300 LaPorte Ave. 25,990 5 4am-12pm $ 23,387.47 17 A Club Tico 1599 City park Dr. 6,586 7 12am-12pm $ 9,480.00 53 B Downtown Maintenance Shop 220 N. Howes St. 545 5 12am-12pm $ 3,912.00 52 B Downtown Restrooms 123 E. Oak St. 312 14 8am-8pm $ 6,234.40 18 A EPIC 1801 Riverside Ave. 40,515 7 12am-8pm $ 47,762.40 19 A Fleet services 835 Wood St. 4,773 5 12am-12pm $ 3,360.69 2 A Fossil Creek Maint shop 5833 S. Lemay Ave. 2,261 1 12am-12pm $ 1,248.00 3 A Gardens at Spring Park 2145 Centre Ave 2,669 2 12am-9am $ 4,480.69 20 A Grandview office 1900 W. Mountain Ave. 524 3 12am-9am $ 1,128.00 4 A Grandview shop 1901 W. Mountain Ave. 447 7 12am-10am $ 1,152.00 36 B Library District 201 Peterson St. 26,515 7 12am-10am $ 34,823.64 1 A Library Branch -Council Tree 2733 Council Tree 15,363 7 4am-10am $ 21,370.40 45 B Library Tech 256 W. Mountain Ave. 3794 1 12am-12pm $ 1,457.88 37 B Lincoln Center 417 W. Magnolia St. 19,019 7 12am-7am $ 38,184.00 5 A Martinez farm 600 N. Sherwood St. 1,993 7 12am-8am $ 6,228.00, 38 B Meter Readers 330 S. College Ave. 1,576 5 12am-7am $ 2,952.00 46 B Mulberry Pool 424 W. Mulberry St. 6,614 7 12am-6am $ 9,480.21 28 A Mulberry Water Reclamation 930 E. Mulberry St. 723 1 12am-9am $ 544.02 47 B Museum 200 Mathews St. 7,253 5 8am $ 8,928.00 6 A Nix Farm Office 1745 Hoffman Mill Rd. 3,113 5 12am-10am $ 2,675.64 48 B Northside Atzlan Center 112 Willow St. 42,054 7 12am-8am $ 52,257.24 40 B Old Town Restroom & Kiosk 13 Old town Sq 325 14 8am-8pm $ 9,315.00 39 B Operations Services 300 LaPorte Ave. 15,557 5 12am-10am $ 11,820.00 21 A Park shop 413 S. Bryan Ave. 5,479 5 12am-8am $ 8,880.00 42 B Police District One 15 Old town Square 2,100 5 12am-9am $ 2,801.88 8 A Police Firing Range 2554 Midpoint Dr. 3,078 3 12am-12pm $ 2,604.00 43 B Police Services 2221 S. timberline Rd. 82,589 7 4am-12pm $ 51,363.36 9 A Pottery Studio 1541 W. Oak St. 2,210 5 12am-8am $ 4,340.88 23 A Senior Center 1200 Raintree Dr. 30,510 7 11pm-7am $ 36,239.84 22 A Spring Canyon Maint Shop 3156 S. Overland Trail 1,998 1 12am-12pm $ 799.02 10 A Streets 625 9th St. 14,483 5 12am-8am $ 26,172.00 11 A Traffic Operations 626 Linden St. 9,519 5 12am-9am $ 9,407.16 24 A Transfort 6570 Portner Rd. 4,498 5 7am-9am $ 7,031.71 12 A TransfortCottage 6570 Fortner Rd. 1,137 5 6am-9am $ 1,836.12 51 B Transit center 250 N. Mason St. 5,008 5 12am-8am $ 9,887.98 25 A Utility Services 700 Wood St. 71,093 5 4am-12pm $ 39,907,80 13 A Water Pollution Lab 3036 Environmental Dr. 5,565 2 12am-9am $ 4,659.26 14 A Water Quality Lab 4316 LaPorte Ave 1,095 1 11am $ 3,435.94 15 A Water Reclamation 3036 Environmental Dr. 8,757 5 12am-9am $ 12,027.74 Water Reclamation - Engineering 3036 Environmental Dr. 1,450 5 12am-9am $ 2,209.69 16 A Water Treatment plant 4316 LaPorte Ave 12,400 5 1pm-3pm $ 15,372.04 26 A vAc 1415 E. Monroe Dr. 3,683 6 12am-8am $ 5,339.34 $ 634,955.92 City of Ft. Collins Price Review Schedule 8 1. Total Annual Price 2. Dollar Value of Credit Hours Supervisor credit hour Cleaner credit hour 3. Cost Per Square Foot $ 634,955.92 Leave blank as per Joan Leave blank as per Joan $ 1.06 Extra work Price Commitment I Hourly Rate ISF Price Construction/remodel clean up (inside) $ 25.00 0.18 Extra work off normal hours $ 15.00 Extra work during work hours $ 13.00 Body Fluid Clean-up $ 25.00 Floor finishing (new VCT) $ 18.00 0.15 • • emphasize safety training. All employees should start the safety training by reading this manual and discussing any problems or safety concerns with your direct supervisor. Safety training is not separate from the job we do. It is a key part. Safety and Health Training Training is one of the most important elements of any injury and illness prevention program. Such training is designed to enable employees to learn their jobs properly, bring new ideas to the workplace, reinforce existing safety policies and put the injury and illness prevention program into action. Training is required for both supervision and employees alike. The content of each training session will vary, but each session will attempt to teach the following: a) The success of Varsity's injury and illness prevention program depends on the actions of individual employees as well as a commitment by the Company. b) Each employee's immediate supervisor will review the safe work procedures unique to that employee's job, and how these safe work procedures protect against risk and danger. c) Each employee will learn when personal protective equipment is required or necessary, and how to use and maintain the equipment in good condition. d) Each employee will learn what to do in case of emergencies occurring in the workplace. Supervisors are also vested with special duties concerning the safety of employees. The supervisors are key figures in the establishment and success of Varsity's injury and illness prevention program. They have primary responsibility for actually implementing the injury and illness prevention program, especially as it relates directly to the workplace. Supervisors are responsible for being familiar with safety and health hazards to which employees are exposed, how to recognize them, the potential effects of these hazards, and rules and procedures for maintaining a safe workplace. Supervisors shall convey this information to the employees at the workplace, and shall investigate accidents according to the accident investigation policies contained in this manual. Monthly Safety Training Varsity has safety training every month. The purpose of the training is to convey safety information. The format of most training is a meeting wherein it will be the purpose to review, in language understandable to every employee, the content of the injury prevention program, special work . site hazards, serious concealed dangers, and material safety data sheets (MSDS). Each month, the supervisor will review a portion of the company's safe work practices or other safety related information. Whenever a new practice or procedure is introduced into the workplace, it will be thoroughly reviewed for safety. A sign-up sheet will be • passed around each meeting. If the training is not accomplished through a N meeting, a signed copy of acknowledgement from each employee trained will be maintained. A copy of the training topics and acknowledgements will also be placed in the file of each participating employee. Employee participation is mandatory and is compensable. i Employee Responsibility for Training Teaching safety is a two-way street. Varsity can preach safety, but only employees can practice safety. Safety education requires employee participation. Every month, a meeting of all employees will be conducted for the purpose of safety instruction. The employees will discuss the application of the Company's injury and illness prevention program application of general safety rules to specific situations. Remember, the following general rules apply in all situations: a) No employee should undertake a job that appears to be unsafe. b) No employee is expected to undertake a job until he/she has received adequate safety instructions, and is authorized to perform the task. • c) No employee should use chemicals without fully understanding their toxic properties and without the knowledge required to work with these chemicals safely. d) Mechanical safeguards must be kept in place. e) Employees must report any unsafe conditions to the job site supervisor and the local designated safety team member. f) Any work -related injury or illness must be reported to management at once! g) Personal protective equipment must be used when and where required. All such equipment must be properly used and maintained. Communication Supervisors and managers should communicate to employees their commitment to safety and to make sure that employees are familiar with the elements of the safety program'. Varsity communicates with its employees orally: in the form of directions and statements from your supervisor; written: in the form of directives and this manual; and by example. If you see a supervisor or manager do something unsafe, please tell that person. We sometimes forget actions speak louder than words. Employee's Responsibility i Each employee has a personal responsibility to prevent accidents. You have a responsibility to your family, to your fellow workers and to the Company. You will 17 be expected to observe safe practice rules and instructions relating to the efficient handling of your work. Your responsibilities include the following: • Incorporate safety into every job procedure. No job is done efficiently unless it has been done safely. • Know and obey safe practice rules. • Know that disciplinary action may result from a violation of the safety rules. • Report all injuries immediately, no matter how slight the injury may be. • Caution fellow workers when they perform unsafe act. • Don't take chances. • Ask questions when there is any doubt concerning safety. • Don't tamper with anything you do not understand. • Report all unsafe conditions or equipment to your supervisor immediately. • Always ask, "What can I do to prevent or correct a potential hazard?" • Practice what you learn and do your part to keep yourself and your coworkers safe. Accident Prevention Policy Posting A copy of applicable portions of this manual will be posted in the work area. It is the policy of Varsity Contractors to provide a safe and clean workplace and equipment and Ito maintain sound operating practices. Concentrated efforts shall produce safe Working conditions and result in efficient, productive operations. Safeguarding the health and welfare of our employees cannot be stressed too strongly. Accident prevention is the responsibility of each of us. Managers and supervisors at all levels shall be responsible for continuous efforts directed toward the prevention of accidents. Employees are responsible for performing their jobs in a sl fe manner. The observance of safe and clean work practices, coupled with ongoing compliance with all established safety standards and codes, will reduce accidents and make our Company a better place to work. Hazard Identification & Abatement This written safety and health plan sets out a system for identifying workplace hazards and correcting them in a timely fashion. Please review it carefully with • your supervisor. Remember, safety is everyone's responsibility. 8 • CJ • Safety Audits The best meth( workers' comp( avoid similar pr and in many c participate in < questions abou to the incident. please volunte( workplace safet d to establish a safer workplace is to study past accidents and nsation claims. By focusing on past injuries, Varsity hopes to )blems in the future. Therefore, whenever there is an accident, ises upon review of past accidents, you may be requested to safety audit interview. During the interview, there will be the nature of the investigation and the workplace safety related Please answer these questions honestly and completely. Also, r any personal observations and/or suggestions for improved Based upon the study of past accidents and industry recommendations, a safety - training program has been implemented. In addition to other preventative practices, there will be a group discussion of the cause of the accident and methods to avoid the type of accidents and injury situations experienced in the past. Work rules will be reviewed and modified based upon the study of these accidents. In addition to historical information, workplace safety depends on workplace observation. Your supervisor is responsible for inspecting your working area daily before and while you are working, but you are also responsible for inspecting the workplace. Each day, before you begin work, inspect the area for any dangerous conditions. Inform your supervisor of anything significant, so other employees, customers and guests are advised. You may also be given written communications regarding unsafe conditions or serious concealed dangers. Review this communication carefully and adjust your workplace behavior to avoid any danger or hazards. If you are unclear or unsure of the significance of (this written communication, contact your supervisor and review your planned actions before starting to work. It is better to wait and check, than to go ahead and possibly cause an injury to yourself and others. I Managers must provide written notice to employees of any serious concealed dangers of which they have actual knowledge. In addition to providing written notice of all serious concealed dangers to employees managers are required to report serious concealed dangers to either OSHA or an appropriate administrative agency within fifteen days, or immediately if such danger would cause imminent harm, unless the danger is abated. i Merely identifying the problem is not sufficient. The danger must be reported to the appropriate supervisor and the designated Safety Team Member, who then will correct the problem. If the danger cannot be corrected, then all employees will be warned Ito take protective action so that the danger will not result in any injuries. j 9 0 Workplace Inspections • In addition to the examination of records, work place safety inspections will occur periodically, when conditions change, and when a new process or procedure is implemented. During these inspections, there will be a review of the injury and illness prevention policy and Varsity Contractors' code of safe work practices. Accident Investigation A primary tool used by Varsity Contractors to identify the areas responsible for accidents is a thorough and properly completed accident investigation. The results of each investigation will be reduced to writing and submitted for review by management and Varsity's Risk Management department, and, if the accident resulted in serious injury, to Company attorneys. If the accident resulted in serious injury, the procedure may be directed by the attorneys to provide the most reliable evidence or description legally permissible. All investigations pursuant to the directions of legal counsel will be protected by all applicable privileges, if any. The attorney will provide more detail on this topic during the investigation. It is recommended that every job location and company vehicle should have a camera, with enough film to take pictures immediately after any occurrence. Some workplaces will have a digital or video camera. A written report should be prepared from notes and diagrams made at the scene. All statements should include the time and date given, and the town or county where the statement was made. If the statement is intended to be used in court proceedings, a suitable jurat (affidavit statement: a closing statement on an affidavit, giving details of the parties to it, the witnesses, and the place and time of signing) is required, otherwise, a simple statement that the description is sworn to be true under penalty of perjury with the date, place and time should be included. All pictures should be similarly identified. If a formal police report or other official investigation is conducted by any government agency, get the name and badge number of the official, or a business card, and find out when a copy of the official report will be available to the public. If you are requested to make a statement, you have the right to have the Company lawyer attend your statement at no cost to you. A satisfactory accident report will answer the following questions: 1. What happened? The investigation report should begin by describing the accident, the injury sustained, the eyewitnesses, the date, time and location of the incident 10 and the date and time of the report. Remember.' who, what, when, where and how are the questions that the report must answer. 2. Why did the accident occur? The ultimate cause of the accident may not be known for several days after all the data are analyzed. However, if an obvious cause suggests itself, include your conclusions as a hypothesis at the time you give your information to the person in charge of the investigation. 3. What should be done? Once a report determines the cause of the accident, it should suggest a method for avoiding future accidents of a similar character. This is a decision by the designated Safety Team Member and the supervisor on the project, as well as top management. Once a solution has been adopted, it is everyone's responsibility to implement it. 4. What has been done? A follow up report will be issued after a reasonable amount of time to determine if the suggested solution was implemented, and if so, whether • the likelihood of accident has been reduced. A copy of the written report must be maintained locally and a copy forwarded to the Corporate Risk Management office [PO Box 191189, Boise, ID 83719-11891 within 10 days of the occurrence. Accident Reporting Policy In the event of job -related injury or illness, Varsity provides workers' compensation insurance coverage. If an employee suffers an illness, injury or death arising out of and in the course of his or her employment, this program pays for necessary medical care, prescriptions, and statutory income benefits in the event of need for treatment, inability to work or death. If an accident occurs on the job... If an employee has a work related illness or injury, he or she must immediately contact their immediate supervisor or Risk Management (208-375-7556) who will give further direction on reporting the accident. Failure to promptly report work related injuries and illness may have an adverse impact on the ability to make a claim for or collect workers' compensation benefits. 11 • Following an accident: 1. Report all work related illness or injuries immediately to direct supervisor or Risk Management. 2. When necessary, seek immediate medical attention at a Varsity Contractors preferred provider or the closest facility if the injury is life threatening. See your immediate supervisor for a list of preferred providers in your area. (A list can be found on the Varsity Contractors, Inc. web site.) 3. Report medical status to supervisor within one (1) hour of receiving medical attention and supply him or her with a work status report from the doctor. The supervisor/manager must immediately (within 24 hours of the occurrence) forward the paperwork to Risk Management so a claim may be filed. Post Accident Drug/Alcohol Screening Policy Varsity Contractors, Inc. is a drug -free work place. Employees under the influence of drugs or alcohol while working for Varsity, may endanger t themselves, their co-workers and the public. To help ensure that drugs or alcohol do not play any part in an on the job accident, Varsity Contractors has a policy of post accident drug/alcohol screening. This policy applies to all accidents whether an injury occurs or not. Within 8 hours of any accident, any and all involved employees must report to a designated medical provider for a post accident drug/alcohol screen test. • An accident is defined as: ❑ An on the job injury regardless of whether the employee seeks medical attention for the injury and/or ❑ When the employee is involved in an auto accident as the driver or passenger (no matter who caused it) or ❑ If the employee is involved in damaging property (no matter who owns it) or o If the employee is involved in bodily injury of any other person (whether another employee or any one else). 12 Workers' Compensation Claims An injury or illness that results in first aid or medical treatment may be reported to Varsity's workers' compensation insurance carrier. Report the event to Risk Management by completing and sending the Report of on the Job Injury forms found on the web site. Varsity Accident Reporting Hotline What is the Varsity Accident Reporting Hotline? It is a required accident reporting method to be used by ALL Varsity Staff assigned with the responsibility to report any and all types of accidents, incidents or losses which have occurred to: 1. A Varsity employee 2. Damage to Varsity property or automobiles 3. Damage to Customer/Client Property caused by a Varsity Employee 4. Injury to someone other than a Varsity employee caused by a Varsity • employee The phone call is required any time an accident or incident of any type occurs. This call should be made if anything occurs which could potentially result in any kind of claim. If in question, call the hotline! Calls should be made for things such as, but not limited to, an auto accident, a worker injury of any type, a slip or fall by a customer or employee, damage to any property (ours or the customer's), etc. This sort of occurrence should be called in immediately. The call must be made as soon as possible after the accident or incident occurs but no later than within 24 hours of the occurrence. The "HOTLINE" is available 24 hours a day, seven days a week, 365 days a year. The "HOTLINE" will not by answered by a live person. An answering machine will always answer the call. The voicemail box will be activated to allow you to report all the details of any type of accident or potential insurance claim. When you call, it is necessary to speak clearly and in a tone and manner in which it can be understood. Be prepared to give the following information: 1. Name of Person making call 2. Your phone number 3. Your location. (Site/District/Area as well as City & State) 13 • • Item I Proposed Equipment 4 Equipment Summary 46 Equipment Information • Item J Summary Information • Item K Reference List • Additional Information from Varsity PRICING INFORMATION • • Schedule 1 Consumable Supplies • Schedule 2 Proposed Equipment Inventory • Schedule 3 Overhead Breakdown • Schedule 4 Direct Staffing Expense • Schedule 5 Direct Supply Expense • Schedule 6 Other Direct Expenses • Schedule 7 Summary Priced Proposal • Schedule 8 Price Review • Building Information Summary 0 0 4. The injured party's name (or description of property damaged) 5. The injured party's job title (if applicable) 6. Description of the accident: Who, What, When, Where and How 7. Describe the injury /accident or property loss/damage 8. Describe what was/is required for injury — (i.e. taken to emergency room, first aid applied at site and employee returned to duties or sent home, etc.) 9. How, where, when can you be reached by the Risk Management Department. What happens next? The Risk Management Department will: 1. Check the voicemail box regularly 2. Call you to get additional details 3. Assist the operation on what paperwork needs to be completed and when. They will also assist the operation in completing necessary paperwork, as needed, and ensuring it is turned in on time and as required by law. 4. Report the claim as appropriate 5. Follow up on the handling of the claim 6. Work with all parties to conclude the matter expeditiously Thank you for adhering to this required policy and procedure. If you have questions always feel free to call the Corporate Risk Management Department at (208) 375-7556 or your immediate Supervisor. Records Varsity Contractors maintains local records of employee training, hazard identification and abatement, and accident investigation. A report is sent monthly to Corporate Risk Management on compliance to the monthly safety training requirement. A sample spreadsheet for this reporting is included in this manual Forms Appendix. A copy of all accident investigations is sent within 10 days of the date of the accident to Corporate Risk Management. 14 0 OSHA Records OSHA Medical vs. First Aid Treatment Medical treatment means the management and care of a patient to combat disease or disorder. The following is considered First Aid, under OSHA rules, but the injury MUST still be reported to your supervisor and Risk Management: 1. Using wound coverings such as bandages, Band-AidsTM, gauze pads, etc., or using butterfly bandages or Steri-StripsTM 2. Using a nonprescription medication at a nonprescription strength 3. Administering tetanus immunizations 4. Cleaning, flushing or soaking wounds on the surface of the skin 5. Using hot or cold therapy 6. Using any nonrigid means of support such as elastic bandages, wraps, nonrigid back belts 7. Using temporary immobilization devices while transporting an accident victim 8. Drilling a fingernail or toenail to relieve pressure, draining fluid from a blister 9. Using eye patches 10. Removing foreign bodies from the eye using only irrigation or a cotton swab 11. Removing splinters or foreign materials from areas other than the eye by irrigation, tweezers, cotton swabs or other simple means 12. Using finger guards 13. Using massages 14. Drinking fluids for relief of heat Anything else must be considered "medical treatment" for purposes of entering on the OSHA 300 Log. Copies of required accident investigations and certification of employee safety training should be maintained by the local designated Safety Team Member. A written report will be maintained on each accident, injury or on-the-job illness requiring medical treatment. A record of each such injury or illness is recorded on OSHA Log and Summary of Occupational Injuries Form 300 according to its instructions. Supplemental records of each injury are maintained on OSHA Form 301, or Employers Report of Injury or Illness Form. Every year, a summary of all reported injuries or illnesses is posted no later than February 1, for three months, until April 30, on OSHA Form 300A. These records are maintained for five years from the date of preparation and must be updated appropriately for every recordable accident's outcome during that period. 15 At the end of the year, a copy shall be forwarded to the Corporate Risk Management office. Safety Equipment and Protective Clothing Proper safety equipment is necessary for your protection. The Company provides the best protective equipment it is possible to obtain. Use all safeguards, safety appliances, or devices furnished for your protection and comply with all regulations that may concern or affect your safety. Wear your gear properly —all snaps and straps fastened, cuffs not cut or rolled. Your supervisor will advise you as to what protective equipment or clothing is required for your job. Certain jobs require standard safety apparel and appliances for the protection of the employee. Your supervisor is aware of the requirements and will furnish you with the necessary approved protective appliances. These items shall be worn and effectively maintained as a condition of your continued employment and part of our mutual obligation to comply with the Occupational Safety and Health Act. Safety goggles, glasses and face shields shall correspond to the degree of hazard, i.e., chemical splashes, welding flashes, impact hazard, dust, etc. Do not alter or replace an approved appliance without permission from your supervisor. Appropriate gloves shall be worn when working with acids, caustics or other corrosive materials or with bodily fluids or biological materials. Specified footwear must be worn. No jewelry shall be worn around power equipment. Hearing protection appliances (approved muffs or plugs) shall be worn by all employees working within any area identified as having excess noise levels. Your supervisor will instruct you in the proper use of the appliance. Smoking and Fire Safety Fire is one of the worst enemies of any facility. Learn the location of the fire extinguishers. Learn how to use them. You can help prevent fires by observing the smoking rules as stated in company policy: 16 6.03.21 SMOKING/SMOKELESS TOBACCO We have designated all of our Varsity office and warehouse facilities as nonsmoking areas. Employees who work in these areas may smoke or use smokeless tobacco only on breaks, and only outside the building. Employees who work on customer premises may not smoke or use smokeless tobacco during their assigned work time. They may smoke only while on break, and then only in areas designated by their supervisor. Areas designated for this purpose might include the break room or lounge where the employee takes breaks, or possibly outside the building, as long as it is permitted in that area by the customer's representative. In no case are Varsity employees to smoke or use smokeless tobacco in general office or work areas of the buildings they clean, regardless of the customer's policy regarding smoking or smokeless tobacco in those areas. • 17 Employee Responsibilities Safety and Health Rules Objective To provide guidelines for the establishment of a safe and healthful work environment. Scope Applies to everyone employed by the company. References Federal, state and local standards, e.g., OSHA, ADA, EEOC, State labor codes. Responsibilities • All persons including management shall abide by safety, health and environmental rules. • Management personnel shall fairly and consistently enforce and follow safety, health and environmental rules. • Employees shall report any infractions of these safety, health and environmental rules to management. Employee Rules • Proper footwear and clothing shall be worn at all times. Open -toed shoes, sandals, shower clogs and flip-flops are forbidden. • Do not wear loose clothing or jewelry nor keep long hair in a down position where there is danger of catching such in moving machinery. • Horseplay, running, fighting or any activity that may result in injury or waste will not be tolerated. • All employees will wear, as required, the personal protective equipment assigned to them and maintain it in a sanitary condition. • Do not operate any machine with which you are unfamiliar. • Machines must never be repaired until after the machine is turned off, the circuit is broken at the power source (including lockout), and a warning tag is placed at the controls. Each person involved in maintenance must have his/her own personal padlock to ensure total lockout of power until all work has been completed. • Any defects in materials, machinery, tools and equipment must be reported immediately to a supervisor. • Do not leave tools, materials or other objects on the floor which might cause others to trip and fall. • Do not block exits, fire doors, aisles, fire extinguishers, gas meters, electrical panels or traffic lanes. • If any object is too heavy to move without strain, ask for help! • 18 • Observe the correct position for lifting. Stand with feet slightly apart, assume a squatting position with knees bent, and tuck in chin. Tilt head forward, grasp the load with both hands, and gradually push up with the legs — keeping the back straight and avoiding any abrupt movement. • Do not distract others while working. When approaching a machine operator for any purpose, do so from the front of the side in a way that he or she will see the person coming and will not be shocked or surprised. If conversation is necessary, first make sure the machine is turned off. • Do not allow oil, wax, water or any other material to remain on the floor where the employee or others may slip. Report any spills to the supervisor. Take precautions to warn others of hazards such as wet floors, falling objects, people working, etc. • When handling hazardous materials, follow prescribed safety procedures and use required safety equipment. When using secondary containers filled by others, ensure that they are labeled as to their contents and hazards. • Use or possession of intoxicating or unlawful substances by any employee during working hours is forbidden and any violation will be sufficient cause for dismissal. Any employees reporting for work while under the influence of intoxicating or unlawful substances will not be allowed to assume their duties. • Employees shall keep their working areas and walkways clear of debris and trash. • Employees must keep management personnel aware of their work location. They may enter unauthorized areas only with the supervisor's permission. They should never work alone in an isolated area until arrangements have been made for periodic contact with another employer or supervisor. • Riding on equipment by other than the authorized operator is strickly forbidden. No passengers allowed. • Speeding or operating any company equipment in an erratic or dangerous manner is forbidden. • Report any unsafe condition to a supervisor. • Check out all equipment safety devices to be sure they are operating properly. Do not operate equipment that is not operating safely. Report any safety hazards to the supervisor. • Contact lenses are not to be worn by people working with chemicals. • No one except authorized personnel shall operate any main electrical switches. • There shall be no tampering with fire fighting equipment — such as fire extinguishers and fire hoses — or any emergency equipment. • The maximum speed limit in the parking lot is 10 miles per hour. Be thoughtful and courteous when driving in the parking lot. • Eye protection must be worn when cleaning restrooms, where human blood exposure exists, and where there is danger of flying materials which may injury the eye. 19 • Ear be by in the protection shall worn employees working noisy areas of facility. Ear protection is mandatory in all departments if noise exceeds 85 dbs. • Gloves must be worn to protect hands exposed to hazardous substances, cuts or burns. Gloves must be avoided when working on a moving machine, especially gauntlet type or loose -cuff type gloves. Before gloves may be used, the supervisor must approve the gloves and the operation on which they are to be used. • Respirators or masks, as appropriate, must be worn as required by employees when exposed to excessive dust, fumes. • Safety belts and lifelines must be worn, buckled and inspected daily. • Supervisors are responsible to see that all employees understand the purpose of all safety devices and the importance of using them. • Only maintenance and authorized personnel are to perform any type of maintenance on equipment or machinery. • Bypassing any safety device or procedure will not be tolerated and is cause for disciplinary action, up to and including discharge. • No employee is to remove any guard from a machine at any time or operate any machine without a specified guard. • Negligent behavior jeopardizes everyone's safety and cannot be allowed. Repeated or flagrant disregard of any safe practice or standard is cause for discipline up to and including discharge. • All injuries, no matter how slight, are to be reported immediately to the supervisor. • No employee is allowed to clean the floor, his clothing or his body with air hoses. • Containers are not to be stacked or placed on work tables or in storage areas in an unstable manner. • Care must be taken in the stacking of materials and parts in boxes, cartons, bins or pallets to avoid dumping or spilling items on the floor. Items dropped will be picked up. Do not place anything within 18 inches of overhead sprinkler heads. • There is to be clear space around all fire extinguishers so they are easily accessible. • Waste materials of any kind — paper, lunch scraps, etc. — are to be deposited in proper containers provided for that purpose. No trash, open flammables, nor flammable soaked rags will be left in a storage closet or trash cart. • No one is to give issued safety equipment to another employee to use. There is a danger of spreading infection by using such personal equipment. • If safety equipment is destroyed through carelessness or loss, the employee will be charged when new equipment is issued. When equipment is worn out through normal use, it is to be returned to the supervisor to be exchanged for new equipment. 20 • Unattended machines must be turned off and unplugged. • All materials, etc. are to be kept in their proper storage areas. • Employees should keep themselves in physical condition to do a day's work in an alert manner. • When cleaning in offices, restrooms, etc., keep interior doors open, when possible, to avoid a swinging door hazard. • Removing labels from supplies is forbidden. • Before mixing chemicals, solutions, etc., carefully read and follow instructions. Never mix ammonia and bleach, or bleach and toilet bowl cleaner. • Use equipment only for the purpose for which it was intended. • Do not use electrical equipment with wet hands or while standing on a wet surface unless the equipment was designed to be used in such a manner. • Smoke and eat in designated areas only or in accordance with local regulations. Smoking and eating while working is not allowed. • Company vehicles will be operated only by their assigned driver who must possess a current Varsity Driver's License subject to company requirements. The use of safety belts for all people in a company vehicle is mandatory. • An area should be maintained at each job site for posting safety information. Likewise, a first aid kit shall be maintained and kept in an accessible but secure location. • Never reach into a waste container. • Know the location of fire extinguishers, fire alarm boxes, and exits. • Do not climb higher than the third rung from the top on a straight or extension ladder or the second tread from the top of a stepladder. • Scaffolding and its attendant ropes, hooks, claims, and systems will be inspected to its use. Only properly trained personnel will inspect and use scaffolding and its attendant hardware. • Elevators must be locked out while being cleaned. Bypassing the locking device, such as jamming a tool under the elevator doors to make the elevator inoperable, will not be allowed. Inform the supervisor if the lockout device fails to operate properly and do not clean the elevator until repairs have been made by a trained, qualified person. • Retrieving items that fall into elevator shafts or inaccessible areas is forbidden. Report to your supervisor immediately. Supervisors, upon learning of lost items, will contact the responsible authorities for recovery, if necessary. • Make sure all ladders are at a safe angle and firmly anchored. • Be sure all electrical equipment is properly grounded and functioning. Don't use equipment with frayed cords or missing group prongs. • Don't tape electrical power cords. Replace them. • Make sure that moving parts come to a complete stop before removing covers from any equipment. • Do not enter unlighted areas. 21 • Keep dust mops away from furnaces, light bulbs, and other heat sources. Dust mops should not be stored sitting flat on the floor, but should be covered with a plastic bag and clipped on the wall. • Obey all safety rules, government regulations, signs, markings and instructions which apply. 22 Drugs and Alcohol Policy for Drivers of Company Vehicles Varsity Contractors, Inc. is dedicated to the health and safety of our drivers. Drug and/or alcohol use may pose a serious threat to driver health and safety. Therefore, it is the policy of Varsity Contractors, Inc. to prevent the use of drugs and abuse of alcohol from having an adverse effect on our drivers. The federal government has recognized the serious impact of drug use and alcohol abuse. The Federal Motor Carrier Safety Administration (FMCSA) has issued regulations, which require an alcohol and controlled substances testing program. Varsity Contractors, Inc. has established a program based on these regulations, though not required by law to do so. The purpose of the FMCSA issued regulations is to establish programs designed to help prevent accidents and injuries resulting from the misuse of alcohol or use of controlled substances by drivers of commercial motor vehicles. The company bases our policy on these regulations and is committed to maintaining a drug -free workplace. In addition, we also have implemented a mandatory drug and/or alcohol program for all individuals who drive company vehicles. While some drivers may not be subject to the requirements of FMCSA, all will be subject to the minimum requirements of our Drug and Alcohol Policy. It is the policy of Varsity Contractors, Inc. that the use, sale, purchase, transfer, possession, or presence in one's system of any controlled substance (except medically prescribed drug within prescribed limits) by any driver while on the company premises, engaged in company business, operating company equipment, or while under the authority of Varsity Contractors, Inc. is strictly • prohibited. Disciplinary action will be taken as necessary up to and including termination of employment. Neither this policy nor any of its terms are intended to create a contract of employment or contain the terms of any contract of employment. The company retains the sole right to change, amend, or modify any term or provision of this policy without notice. This policy is effective January 1, 2004, and will supersede all prior policies and statements relating to alcohol or drugs. Drugs and Alcohol Procedures Regulatory Requirements In addition to the Varsity Contractors, Inc. policy applying to all drivers of company motor vehicles, any drivers who operate commercial motor vehicles that require a commercial driver's license under 49 CFR Part 383 are subject to the FMCSA's drug and alcohol regulations, 49 CFR Part 382. 23 • Vendor Cover Sheet Firm Varsity Contractors, Inc. 1. Location of Corporate Headquarters and Local Office& Web site. Corp: 315 South Fifth Ave., Pocatello, Idaho 83201 Local-,: n ve., Westminster, Colorado 80030 www,;varsitycontractors.com Contacts: Aaron Parker & Jim Pierce Titles: District Manager & District Ops. Manager 303-428- Phones and Faxes: 3 0 3 - 4 2 8 - Emailaparker@varsitycontractor 3199 (Phone) 1342 (FAXI .com Number of miles from local office to City of Fort Collins: 58 2. Key Personnel: (name, title, phone number): Scott Evans, Regional Manager; Aaron Parker, District Manager; Jim Pierce, District Ops. Manager; Maria Ortiz Area Manager; Elza Gutierrez, Area Manager 3. Number of years in Custodial Business: 52 4. Active Geographic Market: National International X Regional (describe): All Fifty States and T r-ougFout Canada • Local (describe): Throughout Colorado, specifically Ft. Collins, Denver area, Colorado Springs, Greeley, Pueb10, Westminste *Include the cities and states comprising the outer boundaries of the geographic areas in which you currently have business: You may provide a list or attach a marked map. 5. Management personnel to be contacted for more information: Name:Aaron Parker Email:aparker@varsitycontractors.com Phone number: 303-428-31 99 Title: Dist. Manager 6. Company is: Individually Owned_Partnership_Disadvantaged Business Enterprise Corporation X State of incorporationIDOther (explain) 7. Federal Employer Identification Number: 82-029241 3 10/02/2009 Signature of Company Representative Date: m Doles, VP -Marketing Print Name • 27 01 Non Regulatory Requirements The Federal Motor Carrier Safety Regulations (FMCSRs) set the minimum requirements for testing. The company's policy in certain instances may be more stringent. This policy will clearly define what is mandated by the FMCSRs and what is company procedure. Who is Responsible It is the company's responsibility to provide testing for the driver that is in compliance with all federal and state laws and regulations, and within the provisions of this policy. The company will retain all records related to testing and the testing process in a secure and confidential matter. Varsity Contractors, Inc.'s alcohol and drug program administrator who is designated to monitor, facilitate, and answer questions pertaining to these procedures is: Dorothy Ricks Director of Legal PO Box 1692 Pocatello, ID 83201 Phone: (208) 232-8699, x 317 Fax: (208) 233-6293 The driver is responsible for complying with the requirements set forth in this policy. The driver will not use, have possession of, abuse, or have the presence of alcohol or any controlled substance in excess of regulation established threshold levels while on duty. The driver will not use alcohol within 4 hours of performing a 'safety -sensitive' function, while performing a 'safety - sensitive' function, or immediately after performing a 'safety -sensitive' function. All supervisors must make every effort to be aware of a driver's condition at all times the driver is in service of the company. The supervisor must be able to make reasonable suspicion observations to determine if the driver is impaired in some way, and be prepared to implement the requirements of this policy. Definitions When implementing and interpreting the drug and alcohol policies and procedures required by the FMCSA as well as the policies and procedures required by the company, the following definitions apply: e Actual knowledge means actual knowledge by an employer that a driver has used alcohol or controlled substances based on the employer's direct observation of the driver, information provided by the driver's previous employer(s), a traffic citation for driving a company vehicle while under the influence of alcohol or a controlled substance, or a driver's admission of alcohol or controlled substance use under the provisions of Sec. 382.121. Direct observation as used in this definition means observation of alcohol or controlled substance use and does not include observation of driver behavior or physical characteristics sufficient to warrant reasonable suspicion testing under Sec. 382.307 • Alcohol means the intoxicating agent in beverage alcohol, ethyl alcohol, or other low molecular weight alcohols including methyl and isopropyl alcohol. •Alcohol concentration (or content) means the alcohol in a volume of breath expressed in terms of grams of alcohol per 210 liters of breath as indicated by an evidential breath test. *Alcohol screening device (ASD): A breath or saliva device, other than an evidential breath • testing device (EBT) that is approved by the National Highway Traffic Safety Administration 0 (NHTSA) and placed on a conforming products list (CPL) for such devices. • Alcohol use means the consumption of any beverage, liquid mixture, or preparation, including any medication, containing alcohol. • Breath Alcohol Technician (or BAT): An individual who instructs and assists individuals in the alcohol testing process, and operates an evidential breath testing device (EBT). • CFR means Code of Federal Regulations. • Collection site: A place designated by the company, where individuals present themselves for the purpose of providing a urine specimen for a drug test. • Commercial motor vehicle for Varsity Contractors, Inc. means a motor vehicle or combination of motor vehicles used in commerce to transport passengers or property. • Confirmation (or confirmatory) drug test means a second analytical procedure performed on a urine specimen to identify and quantify the presence of a specific drug or drug metabolite. • Confirmation (or confirmatory) validity test means a second test performed on a urine specimen to further support a validity test result. • Confirmed drug test means a confirmation test result received by an MRO from a laboratory. • Consortium/Third-party administrator (C/TPA) is a service agent that provides or coordinates the provision of a variety of drug and alcohol testing services for the company. C/TPA's typically perform administrative tasks concerning the operation of the company's drug and alcohol testing programs. This term includes, but is not limited to, groups of employers who join together to administer, as a single entity, the DOT type drug and alcohol testing programs of its members. C/TPA's are not "employers." • Controlled substances mean those substances identified in 49 CFR, Section 40.85. In accordance with FMCSA rules, urinalyses will be conducted to detect the presence of the following substances: • Marijuana • Cocaine • Opiates • Amphetamines • Phencyclidine (PCP) Detection levels requiring a determination of a positive result shall be in accordance with the guidelines adopted by the FMCSA in accordance with the requirements established in 49 CFR, Section 40.87. • Designated employer representative (DER) is an individual identified by the employer as able to receive communications and test results from service agents and who is authorized to take immediate actions to remove drivers from safety -sensitive duties and to make required decisions in the testing and evaluation processes. The individual must be an employee of the company. Service agents cannot serve as DERs. • Disabling damage means damage that precludes departure of a motor vehicle from the scene of the accident in its usual manner in daylight after simple repairs. •Inclusions: Damage to motor vehicles that could have been driven, but would have been further damaged if so driven. •Exclusions: • Damage which can be remedied temporarily at the scene of the accident without special tools or parts. • Tire disablement without other damage even if no spare tire is available. • Headlight or taillight damage. • Damage to turn signals, horn, or windshield wipers, which make them inoperative. • Driver means any person who operates a commercial motor vehicle. This includes, but is not limited to: full time, regularly employed drivers; casual, intermittent or occasional drivers; leased drivers and independent, owner -operator contractors who are either directly employed by or under lease to an employer or who operates a commercial motor vehicle at the direction of or with the consent of an employer. • Drug means any substance (other than alcohol) that is a controlled substance as defined in this policy and 49 CFR Part 40. • Evidential breath testing device (EBT). A device approved by the National Highway Traffic • Safety Administration (NHTSA) for the evidential testing of breath at the 0.02 and 0.04 alcohol 25 concentrations, placed on NHTSA's Conforming Products List (CPL) for "Evidential Breath Measurement Devices" and identified on the CPL as conforming with the model specifications available from NHTSA's Traffic Safety Program. • FMCSA means Federal Motor Carrier Safety Administration, U.S. Department of Transportation. • Licensed medical practitioner means a person who is licensed, certified, and/or registered, in accordance with applicable federal, state, local, or foreign laws and regulations, to prescribe controlled substances and other drugs. • Medical Review Officer (MRO): A person who is a licensed physician (Doctor of Medicine or Osteopathy) and who is responsible for receiving and reviewing laboratory results generated by the company's drug testing program and evaluating medical explanations for certain drug test results. • Performing (a safety -sensitive function) means a driver is considered to be performing a safety -sensitive function during any period in which he or she is actually performing, ready to perform, or immediately available to perform any safety -sensitive functions. • Prescription Medications means the use (by a driver) of legally prescribed medications issued by a licensed health care professional familiar with the driver's work related responsibilities. • Refuse to submit (to an alcohol or controlled substances test) means that a driver: *Fails to appear for any test (except pre -employment) within a reasonable time, as determined by the company, consistent with applicable regulations, after being directed to do so by the company. This includes the failure of a driver (including an owner -operator) to appear for a test when called by a C/TPA; *Fails to remain at the testing site until the testing is complete (except pre -employment if the driver leaves before the testing process begins); *Falls to provide a urine specimen for any required drug test (except pre -employment if the driver leaves before the testing process begins); • In the case of a directly observed or monitored collection in a drug test fails to permit the observation or monitoring of the driver's provision of the specimen; *Falls to provide a sufficient amount of urine when directed, and it has been determined, through a required medical evaluation, that there was no adequate medical explanation for the failure; *Falls or declines to take a second test the employer or collector has directed the driver to take; *Falls to undergo a medical examination or evaluation, as directed by the MRO as part of the verification process, or as directed by the DER (In the case of a pre -employment drug test, the Employee is deemed to have refused to test on this basis only if the pre -employment test is conducted following a contingent offer of employment); *Fails to cooperate with any part of the testing process; or *Is reported by the MRO as having a verified adulterated or substituted test result. • Safety -sensitive function means all time from the time a driver begins to work or is required to be in readiness to work until the time he/she is relieved from work and all responsibility for performing work. Safety -sensitive functions include: • all time at an employer or shipper plant, terminal, facility, or other property, or on any public property, waiting to be dispatched, unless the driver has been relieved from duty by the company; • all time inspecting equipment as required by Secs. 392.7 and 392.8 or otherwise inspecting, servicing, or conditioning any commercial motor vehicle at any time; • all time spent at the driving controls of a commercial motor vehicle in operation; • all time, other than driving time, in or upon any commercial motor vehicle, except time spent resting in a sleeper berth (a berth conforming to the requirements of Sec. 393.76); • all time loading or unloading a vehicle, supervising, or assisting in the loading or unloading, attending a vehicle being loaded or unloaded, remaining in readiness to operate the vehicle, or in giving or receiving receipts for shipments loaded or unloaded; and 26 • all time repairing, obtaining assistance, or remaining in attendance upon a disabled vehicle. • Screening test (or initial test) means: • In drug testing, a test to eliminate "negative" urine specimens from further analysis or to identify a specimen that requires additional testing for the presence of drugs. • In alcohol testing, an analytical procedure to determine whether a driver may have a prohibited concentration of alcohol in a breath or saliva specimen. • Screening test technician (STT): A person who instructs and assists employees in the alcohol testing process and operates an alcohol -screening device (ASD). • Stand -down means the practice of temporarily removing a driver from the performance of safety -sensitive functions based only on a report from a laboratory to the MRO of a confirmed positive drug test for a drug or drug metabolite, an adulterated test, or a substituted test, before the MRO has completed verification of the test results. • Substance abuse professional (SAP): A person who evaluates employees who have violated a DOT type drug and alcohol regulation and makes recommendations concerning education, treatment, follow-up testing, and aftercare. A SAP must be: • A licensed physician (Doctor of Medicine or Osteopathy); • A licensed or certified social worker; • A licensed or certified psychologist; • A licensed or certified employee assistance professional; or • A drug and alcohol counselor certified by the National Association of Alcoholism and Drug Abuse Counselors Certification Commission (NAADAC) or by the International Certification Reciprocity Consortium/Alcohol and Other Drug Abuse (ICRC). 4) Alcohol Prohibitions Part 382, Subpart B, prohibits any alcohol misuse that could affect performance of safety - sensitive functions. This alcohol prohibition includes: • Use while performing safety -sensitive functions; • Use during the 4 hours before performing safety -sensitive functions; • Reporting for duty or remaining on duty to perform safety -sensitive functions with an alcohol concentration of 0.04 or greater; • Use of alcohol for up to 8 hours following an accident or until the driver undergoes a post -accident test; or • Refusal to take a required test. NOTE: Per FMCSA regulation (Sec. 382.505), a driver found to have an alcohol concentration of 0.02 or greater but less than 0.04 shall not perform, nor be permitted to perform, safety -sensitive functions for at least 24 hours. Company policy forbids the use or possession of alcohol on company or customer property or in company vehicles. Drug Prohibitions Part 382, Subpart B, prohibits any drug use that could affect the performance of safety -sensitive functions. This drug prohibition includes: • Use of any drug, except when administered to a driver by, or under the instructions of, a licensed medical practitioner, who has advised the driver that the substance will not affect the driver's ability to safely operate a commercial motor vehicle. (The use of 27 marijuana under California Proposition 215 or the use of any Schedule I drug under Arizona Proposition 200 is not a legitimate medical explanation. Under federal law, the use of marijuana or any Schedule I drug does not have a legitimate medical use in the United States.); • Testing positive for drugs; or • Refusing to take a required test. Company policy forbids the use or possession of any controlled substance on company or customer property or in company vehicles. • All drivers will inform his/her immediate supervisor of any therapeutic drug use prior to performing a safety -sensitive function. He/she may be required to present written evidence from a health care professional which describes the effects such medications may have on the driver's ability to perform his/her tasks. • An employee of Varsity Contractors, Inc. transferring to a driving position is also subject to and must pass a urine drug test as a condition of the transfer. • An employee who tests positive for controlled substances will face the same consequences as any other company driver who tests positive for drugs. • Reasonable Suspicion Testing (Sec. 382.307): If the driver's supervisor or another company official designated to supervise drivers believes a driver is under the influence of alcohol or drugs, the driver will be required to undergo a drug and/or alcohol test. •The basis for this decision will be specific, contemporaneous, articulable observations concerning the appearance, behavior, speech, or body odors of the driver. • The driver's supervisor or another company official will immediately remove the driver from any and all safety -sensitive functions and take the driver or make arrangements for the driver to be taken to a testing facility. •The person who makes the determination that reasonable suspicion exists to conduct an alcohol test may not administer the alcohol test. • Per FMCSA regulation, reasonable suspicion alcohol testing is only authorized if the observations are made during, just preceding, or after the driver is performing a safety sensitive function. • Per FMCSA regulation, if the driver tests 0.02 or greater, but less than 0.04, for alcohol the driver will be removed from all safety -sensitive functions, including driving a commercial motor vehicle for at least 24 hours, but per Varsity Contractors, Inc. policy, the driver will be immediately terminated from employment. • If an alcohol test is not administered within two hours following a reasonable suspicion determination, the program administrator will prepare and maintain a record stating the reasons why the test was not administered within 2 hours. • If the test was not administered within 8 hours after a reasonable suspicion determination, all attempts to administer the test shall cease. A record of why the test was not administered must be prepared and maintained. • A written record of the observations leading to an alcohol or controlled substance reasonable suspicion test, signed by the supervisor or company official who made the observation, will be completed within 24 hours of the observed behavior or before the results of the alcohol or W. Icontrolled substances test are released, whichever is first. • A driver awaiting the results of a reasonable suspicion drug test will be suspended without pay. Post -Accident Testing (Sec. 382.303): Drivers are to notify his/her immediate supervisor as soon as possible if they are involved in an accident. • According to FMCSA regulations (Sec. 382.303), if the accident involved: • a fatality, • bodily injury with immediate medical treatment away from the scene and the driver received a citation, or • Disabling damage to any motor vehicle requiring tow away and the driver received a citation the driver will be tested for drugs and alcohol as soon as possible following the accident. The driver must remain readily available for testing. If the driver isn't readily available for alcohol and drug testing, he/she may be deemed as refusing to submit to testing. A driver involved in an accident may not consume alcohol for 8 hours or until testing is completed. If the alcohol test is not administered within 2 hours following the accident, the driver's supervisor/manager will prepare a report and maintain a record stating why the test was not administered within two hours and forward a copy of the report to the Risk Management department within 24 hours. If the alcohol test is not administered within 8 hours following the accident, all attempts to administer the test will cease. A report and record of why the test was not administered will be prepared and maintained. The drug test must be administered within 32 hours of the accident. If the test could not be administered within 32 hours, all attempts to test the driver will cease. The driver's supervisor/manager will prepare and maintain a record stating the reasons why the test was not administered within the allotted time frame and forward a copy of the report to the Risk Management department within 24 hours. Random Testing (Sec. 382.305): Varsity Contractors, Inc. will conduct random testing for all drivers as follows: • Varsity Contractors, Inc. will use a company wide selection process based on a scientifically valid method, prescribed by FMCSA regulations. • The random testing will be spread reasonably throughout the calendar year. All random alcohol and drug tests will be unannounced, with each driver having an equal chance of being tested each time selections are made. • A driver may only be tested for alcohol while he/she is performing a safety -sensitive function, just before performing a safety -sensitive function, or just after completing a safety -sensitive function. • Once notified that he/she has been randomly selected for testing, the driver must proceed immediately to the assigned collection site. 29 IRefusal to Submit According to Sec. 382.211, a driver may not refuse to submit to a post -accident, random, reasonable suspicion, or follow-up alcohol or controlled substances test required by the regulations. A driver who refuses to submit to such tests may not perform or continue to perform safety -sensitive functions and must be evaluated by a substance abuse professional as if the driver tested positive for drugs or failed an alcohol test. Refusal to submit includes failing to provide adequate breath or urine sample for alcohol or drug testing and any conduct that obstructs the testing process. This includes adulteration or substitution of a urine sample. Refusal to submit to alcohol and/or drug testing without qualified medical proof as to reasons for not submitting to said random drug testing when called to do so shall be cause for immediate termination. Alcohol Testing Procedures Note: All or some of these procedures may or may not be performed upon you at your alcohol testing procedure. If you are not required to take a DOT type regulated test, you may not have to take all the tests. However, Varsity Contractors Inc. reserves the right to have any test taken at any time for purposes of determining whether a person is under the influence of drug and/ or alcohol. • Alcohol testing will be conducted at an assigned collection site by a qualified breath alcohol technician (BAT) or screening test technician (STT), according to 49 CFR Part 40 procedures. Only products on the conforming products list (approved by the National Highway Traffic Safety Administration (NHTSA)) and Part 40 requirements will be utilized for testing under this policy. • The testing will be performed in a private setting. Only authorized personnel will have access, and are the only individuals who can see or hear the test results. • When the driver arrives at the testing site, the BAT or STT will ask for identification. • The driver may ask the BAT or STT for identification. • The BAT or STT will then explain the testing procedure to the driver. The BAT or STT may only supervise one test at a time, and may not leave the testing site while the test is in progress. • A screening test is performed first. When a breath testing device is used, the mouthpiece of the breath testing device must be sealed before use, and opened in the driver's presence. Then the mouthpiece is inserted into the breath testing device. • The driver must blow forcefully into the mouthpiece of the testing device for at least 6 seconds or until an adequate amount of breath has been obtained. • Once the test is completed, the BAT must show the driver the results. The results may be printed on a form generated by the breath testing device or may be displayed on the breath testing device. If the breath testing device does not print results and test information, the BAT is to record the displayed result, test number, testing device, serial number of the testing device, and time on the alcohol testing form. If the breath testing device prints results, but not directly onto the form, the BAT must affix the printout to the alcohol testing form in the designated space. • When an alcohol screening device (ASD) is used, the screening test technician (STT) must L 30 check the device's expiration date and show it to the driver. A device may not be used after its expiration date. • The STT will open an individually wrapped or sealed package containing the device in front of the driver and he/she will be asked to place the device in his/her mouth and use it in the manner described by the device's manufacturer. • If the driver declines to use the device, or in a case where the device doesn't activate, the STT must insert the device in the driver's mouth and use it in the manner described by the device's manufacturer. The STT must wear single -use examination gloves and must change the gloves following each test. • When the device is removed from the driver's mouth, the STT must follow the manufacturer's instructions to ensure the device is activated. • If the procedures listed above can't be successfully completed, the device must be discarded and new test must be conducted using a new device. Again, the driver will be offered the choice of using the new device or having the STT use the device for the test. • If the new test can't be successfully completed, the driver will be directed to immediately take a screening test using an evidential breath testing device (EBT). • The result displayed on the device must be read within 15 minutes of the test. The STT must show the driver, the device, and it's reading and enter the result on the ATF. • If the reading on the EBT or ASD is less than 0.02, both the driver and the BAT or STT must sign and date the result form. The form will then be confidentially forwarded to the company's designated employer representative (DER). • If the reading on the EBT or ASD is 0.02 or more, a confirmation test must be performed. An EBT must be used for all confirmation tests. • The test must be performed after 15 minutes have elapsed, but within 30 minutes of the first test. The BAT will ask the driver not to eat, drink, belch, or put anything into his/her mouth. These steps are intended to prevent the buildup of mouth alcohol, which could lead to an artificially high result. • A new, sealed mouthpiece must be used for the new test. The calibration of the EBT must be checked. All of this must be done in the driver's presence. • If the results of the confirmation test and screening test are not the same the confirmation test will be used. • Refusal to complete and sign the alcohol testing form or refusal to provide breath or saliva will be considered a failed test, and the driver will be removed from all safety -sensitive functions until the matter is resolved. Drug Testing Procedures Note: Allor some of these procedures may or may not be performed upon you at your alcohol testing procedure. If you are not required to take a DOT type regulated test, you may not have to take all the tests. However, Varsity Contractors Inc. reserves the right to have any test taken at any time for purposes of determining whether a person is under the influence of drug and/ or alcohol. 31 0 • Drug testing will be conducted at a designated collection site. Specimen collection will be conducted in accordance with 49 CFR Part 40 and any applicable state law. The collection procedures have been designed to ensure the security and integrity of the specimen provided by each driver. The procedures will strictly follow federal chain of custody guidelines. • A drug testing custody and control form (CCF) will be used to document the chain of custody from the time the specimen is collected at the testing facility until it is tested at the laboratory. • A collection kit meeting the requirements of Part 40, Appendix A must be used for the drug test. • The collection of specimen must be conducted in a suitable location and must contain all necessary personnel, materials, equipment, facilities, and supervision to provide for collection, security, and temporary storage and transportation of the specimen to a certified laboratory. • When the driver arrives at the collection site, the collection site employee will ask for identification. The driver may ask the collection site person for identification. • The driver will be asked to remove all unnecessary outer garments (coat, jacket) and secure all personal belongings. The driver may keep his/her wallet. • The driver will then wash and dry his/her hands. After washing hands, the driver must remain in the presence of the collection site person and may not have access to fountains, faucets, soap dispensers, or other materials that could adulterate the specimen. • The collection site person will select, or allow the driver to select, an individually wrapped or • sealed container from the collection kit materials. Either the collection site person or the driver, with both individuals present, must unwrap or break the seal of the collection container. The seal on the specimen bottle may not be broken at this time. Only the collection container may be taken into the room used for urination. • The driver is then instructed to provide his/her specimen in a room that allows for privacy • The specimen must consist of at least 45 ml of urine. Within 4 minutes after obtaining the specimen, the collection site person will measure its temperature. The acceptable temperature range is 90 to 100 degrees Fahrenheit. If the specimen temperature is outside the acceptable range, the collector must note this on the CCF and must immediately conduct a new collection using direct observation procedures outlined in Sec. 40.67. Both specimens must be sent to the lab for testing. The collector must notify both the DER and collection site supervisor that the collection took place under direct observation and the reason for doing so. • The collection site person will also inspect the specimen for color and look for signs of contamination or tampering. If there are signs of contamination or tampering, the collector must immediately conduct a new collection using direct observation procedures outlines in Sec. 40.67. Both specimens must be sent to the lab for testing. The collector must notify both the DER and collection site supervisor that the collection took place under direct observation and the reason for doing so. • The 45mL sample provided must be split into a primary specimen of 30 ml and a second specimen (used as the split) of 15 ml. The collection site person must place and secure the lids on the bottles, place tamper -evident bottle seals over the lids and down the sides of the bottles, and write the date on the tamper -evident seals. The driver then initials the tamper -evident bottle seals to certify that the bottles contain specimens he/she provided. All of this must be done in front of the driver. • All identifying information must be entered on the CCF by the collection site person 32 L� • The CCF must be signed by the collection site person, certifying collection was accomplished in accordance with the instructions provided. The driver must also sign this form indicating the specimen was his/hers. • The collector is responsible for placing and securing the specimen bottles and a copy of the CCF into an appropriate pouch or plastic bag. • At this point, the driver may leave the collection site. • The collection site must forward the specimens to the lab as quickly as possible, within 24 hours or during the next business day. Laboratory analysis: • As required by FMCSA regulations, only a laboratory certified by the Department of Health and Human Services (DHSS) to perform urinalysis for the presence of controlled substances will be retained by Varsity Contractors, Inc. The laboratory will be required to maintain strict compliance with federally approved chain -of -custody procedures, quality control, maintenance, and scientific analytical methodologies. • All specimens are required to undergo an initial screen followed by confirmation of all positive screen results. • Results: According to FMCSA regulation, the laboratory must report all test results directly to Varsity Contractors, Inc.'s medical review officer (MRO). All test results must be transmitted to the MRO in a timely manner, preferably the same day that the review by the certifying scientist is completed. All results must be reported. • The MRO is responsible for reviewing and interpreting all confirmed positive, adulterated, substituted, or invalid drug test results. The MRO must determine whether alternate medical explanations could account for the test results. The MRO must also give the driver who has a positive, adulterated, substituted, or invalid drug test an opportunity to discuss the results prior to making a final determination. After the decision is made, the MRO must notify the DER. • If the MRO, after making and documenting all reasonable efforts, is unable to contact a tested driver, the MRO shall contact the DER instructing him/her to contact the driver. The DER will arrange for the driver to contact the MRO before going on duty. • The MRO may verify a positive, adulterated, substituted, or invalid drug test without having communicated with the driver about the test results if: • the driver expressly declines the opportunity to discuss the results of the test; • neither the MRO or DER has been able to make contact with the driver for 10 days; or • within 72 hours after a documented contact by the DER instructing the driver to contact the MRO, the driver has not done so. • Split Sample: As required by FMCSA regulations, the MRO must notify each driver who has a positive, adulterated, substituted, or invalid drug test result that he/she has 72 hours to request the test of the split specimen. If the driver requests the testing of the split, the MRO must direct (in writing) the lab to provide the split specimen to another certified laboratory for analysis. • The driver will be responsible to pay for the testing of the split specimen. S • If the analysis of the split specimen fails to reconfirm the results of the primary specimen, or if 33 I� *Aana North Dakota i main L_JI Sierra Pacific ® �arrnontOregon IdahMinnes d New Hamps Michi an Esa ❑ South Dakota g Massac .en Northeast �� Wisconsin d NewYorR���---�} 1N- • 1 'Rhode Y• _. . • (: •l Pr • 7 �• Conned Ensign 4 •rA Nebraska Iowa r®� ,�CNewJersey a ® Nevada (� • �� ®�• p �,%� Dellaware G.�l Utah .'.as �` (' Maryland Inwana West Northwest n ® Colorado �� Virgiria California ® • Kansas® ® Kentucky Virginia Missouri, I Great Basin (® Oklahoma e nes e � Affiliate Pinnacle Ne'*Xico �c! carols Network Locations 0 ' h ® OOCxas Hawaii Island the split specimen is unavailable, inadequate for testing, or unstable, the MRO must cancel the test and report the cancellation and the reasons for it to the DER and the driver. • Specimen Retention: Long term frozen storage will ensure that positive urine specimens will be available for any necessary retest. Varsity Contractors, Inc.'s designated drug testing laboratory will retain all confirmed positive specimens for at least 1 year in the original labeled specimen bottle. Confidentiality/ Record -keeping • All driver alcohol and controlled substance test records are considered confidential (Sec. 382.401). For the purpose of this policy/procedure, confidential record keeping is defined as records maintained in a secure manner, under lock and key, accessible only to the program administrator. • If the program administrator is unavailable, Dorothy Ricks, Legal & Benefits Director will have access to the alcohol and controlled substance records. • Driver alcohol and controlled substance test records will only be released in the following situations: • to the driver, upon his/her written request; • upon request of any agency with regulatory authority over Varsity Contractors, Inc.; • upon request of state or local officials with regulatory authority over Varsity Contractors, Inc.; • upon request by the United States Secretary of Transportation; • upon request by the National Transportation Safety Board (NTSB) as part of an accident investigation; • upon request by subsequent employers upon receipt of a written request by a covered driver; • in a lawsuit, grievance, or other proceeding if it was initiated by or on behalf of the complainant and arising from results of the tests; or • upon written consent by the driver authorizing the release to a specified individual. All records will be retained for the time period required in Sec. 382.401. Driver Assistance Driver Education and Training (Sec. 382.601): • All drivers will be given information regarding the requirements of Part 382 and this policy by their supervisor. All drivers will be given a copy of this policy. • Supervisor Training: According to FMCSA regulation, all employees of Varsity Contractors, Inc. designated to supervise drivers will receive training on this program. The training will include at least 60 minutes on alcohol misuse and 60 minutes on drug use. The training content will include the physical, behavioral, speech, and performance indicators of probable alcohol misuse and drug use. The training allows supervisors to determine reasonable suspicion that a driver is under the influence of alcohol or drugs. • Referral, Evaluation, and Treatment (Sec. 382.605): According to FMCSA regulation, a list of is 34 t substance abuse professionals will be provided to all drivers who fail an alcohol test or test positive for drugs. • According to FMCSA regulations, prior to returning to duty for Varsity Contractors, Inc., a driver must be evaluated by a SAP and must complete the treatment recommended by the SAP. Successful completion of a return to duty test and all follow-up tests is mandatory. • According to FMCSA regulation, no person who has failed an alcohol or drug test, or refused to test, will be allowed to perform safety -sensitive functions until the referral, evaluation, and treatment requirements have been complied with. The following company disciplinary measures apply to all reasonable suspicion, post -accident, and random tests: • Controlled Substance Positive Test Result: Upon notification that a driver has a drug test result of positive, adulterated, substituted, or invalid, the driver will be given the option of requesting a test of the split sample within 72 hours. If the driver has requested a test of the split sample, the driver will suspended without pay until the results of a split sample test are obtained. If the driver doesn't request a split sample test or the split sample test confirms the initial positive, adulterated, substituted, or invalid drug test result, the driver will terminated from employment immediately. If the split sample testing disputed the initial test results or if the initial test results are designated invalid, the driver will be reinstated. • Refusal to Test: A driver's refusal to test for alcohol or controlled substances will be considered a positive test result. Adulteration or tampering with a urine or breath sample is considered conduct that obstructs the testing process and is considered a refusal to test. A driver whose conduct is considered a refusal to test will be terminated from employment immediately. • Failed Alcohol Test Result: Upon notification that a driver has failed an alcohol test (0.02% BAC or greater), the driver will be terminated from employment immediately. 35 I Accident Reporting Policy It is the policy of Varsity Contractors, Inc. to provide a safe and healthful workplace for our employees, to quickly and effectively address identified workplace hazards and provide appropriate management of any injuries or illnesses. Employee safety is a primary organizational objective, as much as our commitment to customer service and profitability. In the event of job -related injury or illness, Varsity provides workers' compensation insurance coverage. If an employee suffers an illness, injury or death arising out of and in the course of his or her employment, this program pays for necessary medical care, prescriptions, and statutory income benefits in the event of need for treatment, inability to work or death. If an accident occurs on the job... If an employee has a work related illness or injury, he or she must immediately contact their immediate supervisor or Risk Management (208-375-7556) who will give further direction on reporting the accident. Failure to promptly report work • related injuries and illness may have an adverse impact on the ability to make a claim for or collect workers' compensation benefits. C,p Following an accident: 4. Report all work related illness or injuries immediately to direct supervisor or Risk Management. 5. When necessary, seek immediate medical attention at a Varsity Contractors preferred provider or the closest facility if the injury is life threatening. See your immediate supervisor for a list of preferred providers in your area. 6. Report medical status to supervisor within one (1) hour of receiving medical attention and supply him or her with a work status report from the doctor. The supervisor/manager must immediately (within 24 hours of the occurrence) forward the paperwork to Risk Management so a claim may be filed. 36 Post Accident Drug/Alcohol Screening Policy Varsity Contractors, Inc. is a drug -free work place. Employees under the influence of drugs or alcohol while working for Varsity, may endanger themselves, their co-workers and the public. To help ensure that drugs or alcohol do not play any part in an on the job accident, Varsity Contractors has a policy of post accident drug/alcohol screening. This policy applies to all accidents whether an injury occurs or not. Within 8 hours of any accident, any and all involved employees must report to a designated medical provider for a post accident drug/alcohol screen test. An accident is defined as: ❑ An on the job injury regardless of whether the employee seeks medical attention for the injury and/or ❑ When the employee is involved in an auto accident as the driver or passenger (no matter who caused it) or ❑ If the employee is involved in damaging property (no matter who owns it) or ❑ If the employee is involved in bodily injury of any other person (whether another employee or any one else). • Return to Work Policy (RTW) It is the policy of Varsity Contractors to provide our workers who have become ill or injured on the job with the best possible recovery program so that they can return to work with minimal emotional and financial disruption in their lives. We endorse a Return to Work policy that endeavors to return ill or injured workers to their regular assignments as soon as possible. Our goal is to increase productivity and our employee's sense of job security, while reducing premium costs and temporary disability payments. In order to return ill or injured workers to the job as soon as possible, Varsity attempts to provide temporary work tasks or hours tailored to the physical capabilities of employees who are injured on the job. We try to bring our employees back to work immediately following an illness or injury. We will ask employees to perform only those job functions that the medical provider has agreed can be safely performed during the recovery process. All alternative and modified job assignments will be structured to meet the physical capacities and therapy needs of the injured worker. Studies have confirmed that returning people to work as soon as possible after an illness or injury is one of the more effective forms of rehabilitation. Our RTW program should enable our ill or injured workers to return to productivity much • earlier in their healing process. The program also reduces Varsity's workers' 37 compensation costs and helps ensure cost-effective administration of this aspect of Varsity's employee benefit plan. The success of our RTW program depends on all employees, supervisors and management understanding and adhering to the roles and responsibilities outlined in this policy. Roles/Responsibilities Employer A. Establish clear, consistent return -to -work practices and procedures. B. Provide all employees with orientation/training in Varsity's Return to Work program. C. Ensure that company return -to -work policies and procedures are uniformly followed. D. Report all accidents to Varsity's Accident Reporting Hotline (800-599- 2774) within 24 hours of the occurrence. E. Where appropriate and when possible, direct injured workers to established preferred providers. Immediate Supervisor A. Understand and adhere to Varsity's RTW policy. B. Ensure that direct report employees receive a thorough RTW orientation and that they understand Varsity's RTW policy and procedures. C. Maintain close communications with the injured employee throughout the healing process. D. Follow up with medical providers and injured employees regarding prescribed therapy and recovery process. E. Conduct job hazard analysis for jobs and implement programs /processes to reduce the risk of worker injury. F. Follow established RTW program guidelines for every employee involved in a lost time injury. III or Injured Employee A. Report all injuries, no matter how slight immediately to your immediate supervisor. B. Report to the designated medical provider for a post accident drug/alcohol screen immediately or at the latest within 8 hours of the injury. An employee has the right to refuse to submit to drug testing, however such refusal will be grounds for termination of employment. C. Cooperate with investigation of the claim by your supervisor and Risk Management. D. Inform your medical provider of our company's Return to Work policy. E. Return to work following medical treatment and report to your immediate supervisor. If it's not medically possible to return to work, report to your 38 • supervisor via phone immediately following each medical evaluation and once each week if excused for a longer period of time. F. Report to work in your temporary or modified job assignment following a temporary, modified or light duty job offer by Varsity Contractors. G. Follow your medical provider's recommendations with respect to established work restrictions, limitations, therapies and physical capacities. H. Return to your normal work assignment as soon as your medical provider deems it is safe. OSHA Medical vs. First Aid Treatment Medical treatment means the management and care of a patient to combat disease or disorder. The following is considered First Aid, under OSHA rules, but the injury MUST still be reported to your supervisor and Risk Management: 15. Using wound coverings such as bandages, Band-AidsTA4, gauze pads, etc., or using butterfly bandages or Steri-StripsTM 16. Using a nonprescription medication at a nonprescription strength 17.Administering tetanus immunizations • 18. Cleaning, flushing or soaking wounds on the surface of the skin 19. Using hot or cold therapy 20. Using any nonrigid means of support such as elastic bandages, wraps, nonrigid back belts 21. Using temporary immobilization devices while transporting an accident victim 22. Drilling a fingernail or toenail to relieve pressure, draining fluid from a blister 23. Using eye patches 24. Removing foreign bodies from the eye using only irrigation or a cotton swab 25. Removing splinters or foreign materials from areas other than the eye by irrigation, tweezers, cotton swabs or other simple means 26. Using finger guards 27. Using massages 28. Drinking fluids for relief of heat Anything else must be considered "medical treatment" for purposes of entering on the OSHA 300 Log. Workers' Compensation Claims An injury or illness that results in first aid or medical treatment may be reported to Varsity's workers' compensation insurance carrier. Report the event to Risk Management by completing and sending the Report of on the Job Injury forms found on the web site. 39 • Job Hazard Analysis Program The identification of hazards is a crucial component of any successful safety program, and requires careful attention. This chapter is designed to train and educate employees at all levels how to administer a practical and reliable hazard identification system. What is Job Hazard Analysis? Job hazard analysis is a careful study and record of each step of a job, focusing on the identification of existing or potential hazards to workers' health and safety. By describing hazards in detail, it enables those concerned to devise methods and procedures that can reduce or eliminate these hazards. It is especially well suited to the discovery of hidden dangers, this achieving one of the principal objectives of any comprehensive audit. Hidden dangers are the most insidious because they threaten us without knowing it and keep us from taking appropriate precautions. Finding the Baseline The effort to identify job hazards must start with a comprehensive "baseline" examination of work and working conditions at the place of employment. This audit begins with a study of how various work tasks are performed and what hazards are presented at each step of each job. It continues with inspections of equipment and personnel at work, and it makes prompt corrective action possible. The audit enables key personnel to recognize most hazards and potential hazards before accidents occur. It also generates a checklist for routine inspections and allows attention to be focused on some of the less obvious hazards that may be present. Finally, as a baseline measurement, this analysis provides a yardstick against which to compare later audits. Job Safety Classes Classifying your workforce into job safety classes is a convenient way of expediting your job hazard analyses. Groups of employees with common work assignments, locations and work conditions may be grouped together using this method. The method may be used whenever a particular group of jobs has the same hazard potential. By establishing job safety classes for your workforce, you will be able to assess hazards for an entire area or facility, instead of having to make the assessment for every employee in the plan. General Conditions In conducting a job hazard analysis there are a number of standard questions you should ask about the general condition under which the job is performed. Note that these are just suggestions; you should add more questions of your own having to do with your particular environment. • Are there materials on the floor that could trip a worker? • Is lighting adequate? • Are there any electrical hazards that could accidentally be activated at the job site? • Are there any explosive hazards associated with the job or likely to develop? • Are there tools (including hand tools), machines and equipment in need of repair? • Is there excessive noise in the work area, hindering worker communication? • Is fire protection equipment readily accessible, and have employees been trained to use it? • Are emergency exits clearly marked? • Are motorized vehicles properly equipped with working brakes, overhead guards, backup • signals, horns, steering gear, and identification, as necessary? • Are all employees operating vehicles and equipment properly trained and authorized? .X • Are employees wearing proper personal protective equipment for the jobs they are performing? • Have any employees complained of headaches, breathing problems, dissiness or strong odors? • Have tests been made of oxygen deficiency and toxic fumes? It is also useful to take pictures of a worksite to make a more detailed analysis possible. Breaking Down the Job Nearly every job can be broken down into steps. In the first part of the job hazard analysis, list each step of the job in order of occurrence as you watch the employee performing it. Be sure to record enough information to describe each job action, but dot not make the breakdown too detailed. Later, go over the job steps with the employee. Identifying Hazards After you have recorded the job steps, next examine each step to determine the hazards that exist or that might occur. Ask yourself questions that could help mitigate the hazards such as: • Is the worker wearing protective equipment, including safety belts, harnesses, etc? • Are work positions and movements appropriate? • Did the worker lift properly? • Are the appropriate chemicals being used? • Are the chemicals being used properly? • Were appropriate signs and barricades put up? • Is the flow of work organized properly? • Are there fixed objects that could cause injury? • Is the equipment being used in good repair? • Is the worker doping the work in an ergonomically proper way? • Do environmental hazards: dust, chemicals, radiation, heat or excessive noise result from the performance of the job? Repeat the job observation as often as necessary until all hazards have been identified. Action to be Taken Once you have identified the steps in each job process and determined any hazard exposure, you must take the appropriate steps to correct any deficiencies or correct any potential hazards. The person conducting the hazard analysis review should compare the results of any potential hazards discovered to the way the job is currently being accomplished. New procedures should then be determined to correct any concerns. These may include additional training, updated or repaired equipment, additional tools, appropriate clothing, shoes, different chemicals, etc. It is the job of the district, site, mall or project manager to ensure any deficiencies are corrected in a prompt and appropriate manner. The Company Risk Manager may be consulted for any assistance necessary. All of the steps and procedures related to Job Hazard Analysis should be documented on the "Job Hazard Analysis Form: found at the end of this chapter and then acted upon in order to prevent potential hazards from becoming actual accidents. • 41 • Conclusion is Job Hazard Assessment and Analysis is an important part of each employee's job. All should be sensitive to and aware of potential hazards that exist and report them to their supervisor immediately. We don't expect or want any employee to work in an unsafe environment. Your safety is our ultimate concern. Job Hazard Analysis Review A job hazard analysis is an objective in-depth analysis of a specific job with the goal of finding and correcting hazards. Set Job Hazard Analysis Priorities ❑ Jobs or tasks that have caused accidents and injuries ❑ Jobs or tasks that have caused "near misses" ❑ New jobs ❑ Jobs with changed processes and procedures ❑ All other jobs Conduct a Job Hazard Analysis Create pre -analysis checklist to identify and correct hazards in conditions under which the job isperformed: ❑ Is there adequate lighting? ❑ Could eo le trip over materials on the floor? ❑ Are there live electrical wires? ❑ Are tools, machines an d other equipment in good repair? ❑ I Do machines have guards in lace? ❑ Are noise levels high enough to interfere with communication? ❑ Are fire alarms and portable extinguishers readily available? ❑ Are em rgency exits clearly marked? ❑ I Is personal protective equipment available, in good condition, and used when necessary? ❑ I Is the work area ventilated? List all specific job steps and create checklist to identify possible hazards: ❑ I Include each step ❑ I Describe each step in adequate detail ❑ Include inspection and use of protective equipment ❑ Detail job set-up procedures ❑ Include condition, use, and safety of equipment and machinery ❑ Identify any machine parts or exposures that could create risk if injury ❑ Detail actual steps followed while performing the job to identify any movements or positions that could create risk of injury ❑ Note procedures to follow when it's necessary to shut down equipment ❑ I Include organization and placement of parts, tools, etc. ❑ I Include hazards created while performing job — dust, chemicals, heat and excessive noise Determine best way to eliminate/reduce Identified hazards. ❑ Fix clear-cut problems, such as replacing missing machine guards ❑ Seek ways to eliminate, combine or rearrange job steps to eliminate or reduce hazards ❑ Identify equipment that could be used to reduce hazard ❑ ..Chang a tools, add ventilation or make other physical changes to reduce hazard ❑ Detail new job steps to follow after changes are made ❑ I Identify hazards that can't be reduced and seek ways to eliminate job or do it less often Periodically repeat job hazard analysis for each job or task. 42 • • Use job hazard analysis techniques on an ongoing basis. ❑ View work objectively, with an eye to hazards ❑ I Continual) ask, "What could to wrong here?" ❑ I Watch out for general hazards, such as inadequate lighting. Identify and correct unsafe conditions: ❑ Overloaded circuits that could cause fires ❑ Frayed insulation on electrical wires that could cause fires ❑ Fire hazards from welding or cutting done outside well -ventilated, fireproofed areas or areas that are screened off ❑ Combustible materials near lights or machinery ❑ Flammable scrap not placed in covered, airtight metal containers ❑ Chemical containers left open when not in use, creating inhalation, spill or fire hazards ❑ Unlabeled containers whose hazards are unknown ❑ I Substances without MSDSs to detail their hazards and protective instructions ❑ Inadequate ventilation in areas where chemicals are used, creating possible fire or inhalation risks ❑ Lack of protective clothing and equipment or unins ected protective clothing and equipment ❑ Blocked or cluttered aisles or stairways ❑ Open drawers ❑ Leaks ors ills that aren't cleaned up promptly ❑I Cords, cables or air hoses left on or near the floor where they could be tripped over ❑ I Trash that is not disposed of promptly and properly ❑ I Anything that doesn't look, smell or "feel" right Identity and correct all possible unsafe acts: ❑ Failing to follow safety procedures or rules ❑ Failing to read and use information on chemical labels and material safety data sheets ❑ Failing to use assigned protective clothing and equipment ❑ Removing a machine guard ❑ Smoking in a prohibited area ❑ Wearing contaminated work clothing out of the work area ❑ I Speeding through the plant on a forklift truck ❑ I Skipping steps or cutting corners on job procedures ❑ Letting personal concerns and problems distract from the job ❑ Doing a job on "automaticpilot" ❑ Fooling around or showing off on the job ❑ I Assuming safety is someone else's responsibility ❑ I Being afraid or embarrassed to ask questions 43 Item A Management Structure Please provide your company's organization chart including position titles, names and years of service for management personnel. Also, please describe the role in site support your off -site management staff will provide. For example, how often will your area manager visit the site? What will be accomplished during those visits? Please be specific, as the evaluation team will not assume the site will be adequately supported unless you provide the details. Name Position Yrs of Service with Varsity Arlo Luke Chairman 50+ Mark Browning President & CEO 45+ Eric Luke Senior VP 20+ Larry Kirby Divisional VP 30+ Scott Evans Regional Manager 15+ Aaron Parker Jim Pierce Maria Ortiz Elza Gutierrez Attach additional pages as needed U Colorado Manaeement Team Colorado District Manager Colorado Operations Manager Area Manager Dedicated to City of Ft. Collins Area Supervisor Dedicated to City of Ft. Collins 28 2 18+ 15 yrs at the City 2 yrs as supervisor 0 Fleet Management SCOPE This policy applies to all company vehicles and personal vehicles used for company business and designated drivers. DEFINITIONS Driver. Any person who drives a Varsity vehicle or drives a personal vehicle on Varsity business. Varsity Driver's License: A card issued by Risk Management to Varsity Drivers who qualify by having a valid state driver's license and acceptable driving history. DOT/FMCSR Regulated Drivers: Any person who drives a Varsity Commercial Motor Vehicle (CMV) vehicle with a Combined Gross Vehicle Weight Rating (CGVWR) of 10,001 pounds or more. See section on DOT Regulated Drivers for specific additional requirements. POLICIES • All drivers must have valid drivers license for state of residence. If a driver has recently moved to a new state, a new state license must be obtained within the state required time frame. • All drivers must have a current Varsity Driver's License (renewable annually). • In order to be issued a Fuel card from the Fleet Manager, a driver must have a current Varsity Driver's License. Contact the Fleet Manager regarding how to obtain. • Employee owned vehicles used on company business will have adequate liability insurance at limits set by state Financial Responsibility laws. • The Risk Management Department shall review Motor Vehicle Records (MVR's) of all drivers at the time of application for a Varsity Driver's License, annually thereafter at renewal and following a motor vehicle accident. • Driving privileges may be forfeited for the following o Any current (within the past 36 months) cited D.U.I. on MVR or known by management o Accumulation of more than 5 points in Varsity's Driver's License Program during a 36 month period. Violation Points At Fault Accident 1 each Miscellaneous moving violation 1 each Speeding — 15 conviction 1 Speeding — 2" and subsequent convictions 2 each Excessive speed 15 mph or more over limit 3 Careless/negligent/reckless driving 4 DUI or DWI Disqualification Suspended or revoked license' Disqualification "Within last 12 months, other than for no liability insurance coverage or insufficient funds. o Leaving the scene or failure to report an accident o Suspended or revoked state driver's license o Allowing unauthorized person to operate a company vehicle o Three at fault accidents in a five year period o Failure to provide required company maintenance records. • Use or possession of alcohol or other drugs is prohibited while operating a company vehicle or operating a personal vehicle while on company business. 44 C] • Company vehicles shall not be modified (including towing packages) without company approval. • Company vehicles shall not be used for illegal purposes or for hire. • Company vehicles shall not be operated outside the continental U.S. and Canada. • Company vehicles or mobile equipment are to be used by Varsity employees only and only for business, subject to allowances for managers according to Policy 2.05.11: o Area managers: Company business, driving to and from work if authorized by district/site/facility manager. o District/siteMacility managers: Company business, driving to and from work, minimal personal use around town. Extensive personal use must be reimbursed at the rate established by the IRS. No long personal trips or out of town use. o Corporate officers: Company business, driving to and from work, short range personal use. Long personal trips must be reimbursed at the rate established by the IRS. • Company vehicles shall be maintained in a clean and safe condition. • Current required documentation (i.e. insurance card, registration card, accident reporting kit) shall be maintained in company vehicles at all times. • Restraint systems must be worn and/or in use by all occupants at all times. • Use of company vehicles must comply with individual company management policies. • Scheduled Vehicle Inspections Vehicle inspections should be recorded and completed at least daily, weekly or monthly depending on operational use or law. • If DOT regulated, a truck preventative maintenance checklist must be done daily. • If not DOT regulated, a preventative maintenance inspection with checklist should be completed monthly. • A critical item inspection with checklist should be completed monthly on vans and pick-up trucks and quarterly on passenger cars. • Accidents • Any accident involving Company vehicles (included private, rented, or leased vehicles used on official Company business) must be immediately reported to the driver's supervisor and to the Varsity Claims Reporting Hotline (1-800-599-2774). This includes accidents involving only the Varsity vehicle, those involving other vehicles in addition to a Varsity vehicle and break-ins or other damage to the Varsity owned/leased vehicle. If the driver is unable to make a report, another employee who knows the details of the accident must make the report. • It Is Varsity Contractor's policy that employees should not admit to responsibility to any outside party for vehicle accidents occurring while on official business. It is important that such admissions, when appropriate, be reserved for the company and its insurance carrier. • The law requires that each driver involved in a vehicle accident must show his/her license on request by the other party. Be sure to obtain adequate information on the drivers involved as well as on the owner of the vehicles. Names, addresses, driver's license numbers, vehicle descriptions, and registration information are essential. In addition, a description of damages is needed for completion of accident reports. If the accident is investigated by local security or police agencies, request that a copy of the security or police report be sent to Varsity Contractors, or obtain the name and department of the investigating officer. A printed booklet titled "Vehicle Accident Report Kit" is to be kept in each official vehicle to assist in collecting required information and may be obtained from the Risk Management Department. 45 • In case of collision with an unattended vehicle or other property, the driver of the moving vehicle is required by law to notify the other party and to exchange information pertaining to the collision. If unable to locate the other party, leave a note in, or attached to, the vehicle or other property giving the driver's name, address, and vehicle license number. • The driver and any Varsity employee passengers of any Varsity Contractors vehicle involved in an accident must submit themselves to a drug test within eight (8) hours of the accident at an approved testing facility. (See Preferred Provider List on Varsity web site.) • The driver of any Varsity Contractors vehicle involved in an accident must call the Varsity Accident Reporting Hotline at 1-800-599-2774 within 24 hours of the accident and be prepared to provide Risk Management with accident details. • The supervisor should interview the driver and any passengers and complete the Notice of Loss form (see Forms Appendix). Within 24 hours of the accident, the completed form must be sent to Risk Management so damages may be estimated and repairs scheduled. PROCEDURES 1. Company Driver's License Program Varsity requires that all employees who drive a Varsity owned or leased vehicle or drive their own or a rental vehicle in the course of their jobs have a company issued driver's license. Because of our control over those we allow to drive vehicles on company business our insurance carrier takes that into consideration in computing lower automobile insurance rates. The Varsity Driver's License is renewable annually. It is a laminated business card sized card printed on orange paper with the Claims Reporting Hotline number on a white card on the back. It has an expiration date on the license and a unique number. The front of the license looks like this. - Name & Address Other No employee shall be allowed at any time to drive a Varsity owned, leased or rented vehicle or their own vehicle on Varsity business without a Varsity Driver's License. The Varsity fleet manager will not issue a Fuel personal identification number (PIN) to any driver without confirmation of a Varsity Driver's License having been issued from Risk Management. E MVRs will be obtained on each driver annually, post accident and upon notification of any infractions. The status of the Varsity Driver's License will be determined with each MVR. If a Probationary license has been issued, MVRs will be obtained quarterly. If the vehicle to be driven is regulated by Federal Motor Carrier Safety Regulations (FMCSR), see section on DOT Regulated Equipment Driver's Qualifications for additional requirements. Those drivers must have the DOT Endorsement box checked on their Varsity Driver's License before driving a regulated vehicle. Application Procedure 1. Area management identifies employee who needs to drive a Varsity Company vehicle or their own vehicle in the course of her/his job. a. If the vehicle to be driven is regulated by Federal Motor Carrier Safety Regulations (FMCSR), see section on DOT Regulated Equipment Driver's Qualifications for additional requirements. 2. Employee completes the Company Driver's License Application form. (Page 1) 3. Employee reviews and signs the Fleet Safety Policy. (Page 2) 4. Employee completes the Written Test. (Page 3) 5. Licensed Area Manager or Supervisor and Employee drive Company vehicle and Area Manager or Supervisor completes Driving Test form. (Page 4) 6. Employee reads and signs Fair Credit Reporting Act Disclosure and Authorization form. (Page 5) 7. Employee keeps "A Summary of your Rights Under the Fair Credit Reporting Act" and a copy of signed Disclosure and Authorization form. (Pages 5, 6, 7 and 8) 8. Area Manager or Supervisor makes a photocopy of the Employee's current State Driver's License. Please enlarge by 200% and lighten the copy so it is completely legible. Make sure the copy includes the complete Driver's License and does not cut off any part. 9. Area Manager or Supervisor sends a copy of the entire package (Pages 1, 2, 3, 4, and 5, copy of State Driver's License) to Risk Management: Varsity Risk Management 128 S Cole Road Boise, ID 83709 Fax: (208) 375-7612 (It may be faxed, but please also mail a copy of the documents to Risk Management.) 10. The originals of the application should be maintained in the employee's file. 11. Risk Management, upon receipt of properly completed and legible package, will request a Motor Vehicle Record for the applicant and will issue the Company Driver's License if the applicant is within Company Policy Guidelines. Anticipated turn around time is 3-5 working days. 12. Call Risk Management at (208) 375-7556 if you have any questions about the application procedures. MVR Review Process Management will evaluate driver performance during annual performance reviews and after vehicular accidents. Vehicular accidents will result in accumulation of points towards the employee's driving record. If a driver has an accident and is issued a citation, each shall be considered a separate incident for purposes of assessing points. An "at fault" vehicular accident receives 1 point and the citation is valued per the Violation Point System. Annually MVRs are run and reviewed on each company driver. 47 An MVR is reviewed and compared to the criteria in the Driver Point Classification System. If the report indicates 3 violation points or less, and has no "questionable" information, a company driver's license is issued and sent to the District/Site/or Mall office. Driver Classification Points Excellent 0 Satisfactory 1-3 Conditional 4-5 Unsatisfactory 6 or more Violation Point System (Based upon prior three (3) years driving record) Violation Points At Fault Accident 1 each Miscellaneous moving violation 1 each Speeding — 1 s conviction 1 Speeding — 2" and subsequent convictions 2 each Excessive s eed 15 mph or more over limit 3 Careless/negligent/reckless driving 4 DUI or DWI Disqualification Suspended or revoked license* Disqualification *Within last 12 months, other than for no liability insurance coverage or insufficient funds. The Risk Management Department, for any of the following reasons, shall contact a District/Site or Mall Manager. If appropriate, the Regional Management may be contacted in regard to any listed issues as necessary. The copy of driver's license does not match the state in which the employee lives. The manager will be asked to have the employee get a driver's license for the correct sate and send in a copy to Risk Management. States have a time limit on how long they will honor an out of state driver's license. It varies from 30 days to one year; or when the out of state license expires, whichever comes first. When that time limit is up the state no longer considers the license valid and neither does Varsity. MVR shows lack of auto liability coverage. The manager will be asked to have the employee provide a copy of the auto liability certificate of insurance to the Safety Manager as proof of current coverage. This applies to drivers of company vehicles as well as those who drive personal vehicles for company business. The Risk Manager may request that driving privileges in regards to company business be stopped, if the appropriate insurance information is not obtained and verified in a timely manner. PROVISIONAL DRIVER'S LICENSE If it is determined a driver applicant has 4-5 points on her/his MVR, a provisional license will be issued which places the driver into a probationary status for a period of one year or until MVR points total 3 or fewer. PROBATION IS DEFINED AS: 1) driving a Company vehicle or personal vehicle for Company business is allowed 2) no further vehicle violations of any type or kind are incurred 48 0 3) the driver is not involved in any at -fault accident(s) To violate any of the above conditions is grounds for immediate loss of driving privilege. An MVR will be run every three months to review the driving record for any additional activity. By the end of the probationary period, if no additional citations or points are assessed, probation will be discontinued. All Varsity drivers are subject to an annual MVR review. At each yearly review all additional traffic citations and at -fault accidents will be considered. Driving privileges may be revoked (depending on the points assessed) or probation invoked. If a driver loses her/his driving privilege and it is "key" to her/his work responsibilities, she/he may not be able to keep the same position, wages or other benefits; nor is there any guaranty of further employment. DENIAL OF DRIVER"S LICENSE If it is determined a driver applicant has 6 or more points on her/his MVR, has a DUI within the past 3 years, has had her/his State driver's license suspended or revoked or is disqualified for any other reason by the State a Varsity Driver's License will be denied to that applicant. When a Varsity Driver's License is denied, a letter will be sent to the Regional Vice President indicating the reasons for denial and dates when the applicant may be eligible for resubmitting an application. The RVP will sign the document, forward to the applicant's manager for signature and discussion with the applicant. The local manager will sign, obtain the applicant's signature and return the original to Risk Management. A copy shall be kept in the employee's file. If, for any reason, the local management wishes to obtain a waiver of a denial and have a Provisional Driver's License issued, an appeal may be made to the Regional Vice President (member of the Executive Committee). The RVP will discuss any waivers with the Risk Manager and a decision will be made regarding whether or not a waiver will be granted. 2. Commercial Motor Vehicles (CMV): DOT/FMCSR Regulated Equipment What is a Commercial Motor Vehicle (CMV)? • A Commercial Motor Vehicle (CMV) is an individual truck or truck and trailer combination having a Gross Vehicle Weight Rating (GVWR) of 10,001 pounds or more used for commercial purposes. • Such vehicles are subject to regulation of the US Department of Transportation (DOT) Federal Motor Carrier Safety Regulations (FMCSR). Requirements for vehicles: 1. Display on Vehicle a. Varsity's DOT # 888374 b. The word "Private" c. Display must be able to be read from 50' away (2" lettering) 2. Additional Equipment in the Vehicle a. B,C type mounted fire extinguisher b. Applicable hazard triangles 3. Log Book a. Driver must carry a log book for the days they exceed 100 air miles from base b. Exemptions from log book requirements: i. The driver operates within a 100 air mile radius of the normal working location; ii. The driver, except a driver salesperson, returns to the work reporting location and is released from work within 12 consecutive hours; iii. A property -carrying commercial motor vehicle driver has at least 10 consecutive hours off duty separating each 12 hours on duty; iv. A property -carrying commercial motor vehicle driver does not exceed 11 hours maximum driving time following 10 consecutive hours off duty; or v. The motor carrier that employs the driver maintains and retains for a period of 6 months accurate and true time records showing: 1. The time the driver reports for duty each day 2. The total number of hours the driver is on duty each day 3. The time the driver is released from duty each day; and 4. The total time for the preceding 7 days in accordance with §395.80)(2) for drivers used for the first time intermittently. 4. Maintain Record of Daily Vehicle Inspection a. Must be done daily before the truck and trailer move and recorded on the form (see Forms Appendix). b. Records must be kept in the truck for one month following the inspection. c. Records over one month old are to be filed in the Risk Management office. 5. Stop at Port of Entry/Weigh Stations Vehicle must stop at all weigh stations if unlicensed or local signs indicate all vehicles over a certain weight limit are to stop. a. Trucks cannot exceed gross combined vehicle weight or any single axle weight. 6. District/Mall Management Responsibilities a. Ensure all equipment is identified and appropriately marked. b. Notify Risk Management initially and when changes occur regarding: i. Identification of regulated equipment 3. Commercial Motor Vehicle (CMV) Drivers There are two classes of DOT/FMCSR regulated drivers: Local and Interstate • Local: Those who drive within 100 air miles from their home base without crossing state lines. • Interstate: Those who drive in excess of 100 air miles from their home base and/or cross state lines. Requirements for Local CMV Drivers 1. Current State Driver's License • If required, by the State, must be "for hire driver's license"/chauffeur license 2. Current Varsity Driver's License 3. DOT medical card 50 Requirements for Interstate CMV Drivers 1. Current State Driver's License • If required by the State, must be "for hire driver's license"/chauffeur license 2. Current Varsity Driver's License 3. DOT medical card 4. Use log book according to DOT requirements (see Log Books) Log Books Requirements All drivers and passengers who may drive and are classified as "interstate drivers" must maintain a Log Book wherein they keep record of hours worked, driven and ridden. The Log Book must be updated before proceeding onto the road on any given day. The Log Book must be completed only by the individual whose name is on the Log Book with strict adherence to the Hours of Service (HOS) regulations. These are: Property -Carrying Commercial Motor Vehicle drivers may not drive: ✓ More than 11 hours, following 10 hours off duty. ✓ Beyond the 151" hour after coming on -duty, following 10 hours off duty, ✓ After 60/70 hours on -duty in 7/8 consecutive days. After every 60 to 70 hours worked there will need to be a 24 hour rest period. These additional rules also apply: • ✓ Drivers may extend the 14-hour on -duty period by 2 additional hours IF THEY: ✓ Are released from duty at the normal work reporting location ✓ for the previous 5 duty tours; AND ✓ Return to their normal work reporting location and ✓ are released from duty within 16 hours; AND ✓ Have not used this exception in the previous 7 days, except ✓ following a 24-hour restart of a 7/8-day period. The Log Book must reflect that these rules have been followed. • Driver Qualification Files All DOT regulated drivers are required to provide information in addition to a normal Varsity employment application. If a Varsity employee already has a Varsity Driver's License but later becomes a driver of a FMCSR regulated vehicle, that driver must complete the Application for Qualification (DOT AQ1). The hiring manager must submit all of the following required documents to Risk Management prior to the employee being allowed to drive a regulated vehicle. In addition, the applicant must undergo a DOT physical examination to obtain the DOT medical card. If a person is applying for employment involving a FMCSR regulated vehicle, their initial application should include these documents. The following checklist outlines documents which must be included in the DQ file which will be kept on file in the Risk Management office. 51 Field Driver Qualification Records Checklist (Field Office provides to Corporate Risk Management who maintains files) Requirement Date Driver's Application for Employment DOT AQ ❑ Fair Credit Reporting Act Disclosure Statement ❑ Past Employers Responses Concerning Driver's Employment ❑ Record of Road Test Form ❑ Certificate of Road Test DOT CRT ❑ Driver's Medical Examiner's Certificate ❑ Certification of Violations/Review of Driving Record ❑ Driver Logs for past 6 months over 30 days old ❑ Daily Vehicle Inspection Records over 30 days old ❑ Safety Performance History Records Request DOT SPH ❑ Previous Employee Safety Performance History❑ Driver Statement of On -duty Hours for Newly Hired Drivers DOT 7 ❑ Alcohol & Drug Testing Records DOT PEC: DOT CSA ❑ Drug and Alcohol Requirements Varsity drivers of CMVs are not subject as a matter of course to the drug and alcohol regulations of FMCSRs. However, some regions or contracts require pre -employment and random testing. Varsity does require post accident drug and alcohol testing. Within 8 hours of any accident, the driver and all Varsity employee passengers shall have a 5 panel drug screen urinalysis and alcohol screen at a provider listed on the Varsity Web Site as a preferred provider or other location where the employee(s) may see treatment for any injuries sustained in an accident. District/Mall Management Responsibilities 1. Ensure all applications and other paperwork on Field Driver Qualifications Checklist is completed and forwarded to Risk Management. 2. Ensure all drivers maintain appropriate and current records. 3. Notify Risk Management initially and when changes occur regarding: i. Identification of CMV drivers 4. "How's My Driving?" Safe Driving Program Varsity has contracted with DriverCheck for a proactive safe driving program. Through Observation Reports and proper management actions, including counseling, our drivers have the opportunity to change unsafe habits and attitudes before a collision occurs. The program allows Varsity management to take an active and informed role in driver safety, reinforcing our commitment to safe and courteous driving and allows us to protect our drivers, company assets, profitability, and image as well as protecting other motorists and the property and lives of others. DriverCheck maintains a call center which receives these calls 24 hours a day, 365 days a year and notifies Varsity Risk Management of the caller's observation. You will receive decals to be applied to the rear of all Varsity vehicles and trailers which have an alpha -numeric identifier, a toll free telephone number and a question "How's my driving?" • Read the Driver Guide and the Manager's Guide. • Introduce the program to your drivers in a positive manner 52 r� • Give each driver a Driver Guide and each program manager a Manager's Guide. • Apply the decals to the appropriate vehicles; Varsity Unit # shown for each decal. • When Observation Reports arrive, counsel your drivers. Use the Collision Countermeasures developed by ✓DriverCheck and the National Safety Council. Then, complete the online report through the link in the report you received. Notify Risk Management of any additions, deletions or other changes of your fleet locally. Request replacement decals for any that are lost, worn or defaced. • • 53 Varsity current has two management positions specifically dedicated to the City of Fort Collins contract. Maria Ortiz is Varsity's Area Manager specifically assigned to the City of Fort Collins contract. Maria has worked with the City of Fort Collins for twelve years. Elza Gutierrez is Varsity's Area Supervisor exclusively dedicated to the City of Fort Collins. Elza has worked for two years at the City of Fort Collins as a project supervisor. Both Maria and Elza are on -site at the City of Fort Collins, and they handle all management, administrative, and operational tasks associated with the City of Fort Collins contract. Jim Pierce is Varsity's District Operations Manager for the City of Fort Collins. Jim conducts quality audits and operational visits at the City of Fort Collins once per month. Aaron Parker is Varsity's District Manager. Aaron visits the City of Fort Collins on a monthly basis to assess the success of contract objectives at the City of Fort Collins. If any changes to management or operations are necessary, Aaron ensures that all changes are implemented immediately. The following information outlines the methods Varsity uses to manage the City of Fort Collins account: Management Techniques • Effective delegation • Management Coaching • Team building �.e Facilitating the process —continuous process improvement • Accountability & responsibility Technical Process • Vektr Palm platform, web -based Quality Audit and Work Order Program for quality, frequency work and work order tracking and reporting • Computerized floor care schedule • Process flow charts for technical procedures • Written procedures for all technical processes • Regular process improvement meetings with staff • Process analysis —statistical, situational, qualitative Management Components • TQM—Total Quality Management o Partnering with City of Fort Collins o Proactive vs. Reactive Management o Project Committee —Varsity / City of Fort Collins joint participation ` o Quality Assurance —Varsity/ City of Fort Collins joint participation o Mutual planning, mutual budgeting, and mutual engineering • BLOODBORNE PATHOGENS EXPOSURE CONTROL PLAN Cost Center: Date of Preparation: Facility: In accordance with OSHA Bloodborne Pathogens Standard, 29 CFR 1910.1030, the following exposure control plan has been developed: A. Purpose The purpose of this exposure control plan is to: 1. Eliminate or minimize employee occupational exposure to blood or certain other body fluids; 2. Comply with the OSHA Bloodborne Pathogens Standard, 29 CFR 1910.1030. B. Exposure Determination OSHA requires employers to perform an exposure determination concerning those employees who may incur occupational exposure to blood or other potentially infectious materials. The exposure determination is made without regard to the use of personal protective equipment (i.e., employees are considered to be exposed even if they wear personal protective equipment). This exposure determination is required to list all job classifications in which all employees may be expected to incur such occupational exposure, regardless of frequency. At this facility the following job classifications are in this category: (list job classifications) In addition, OSHA requires a listing of job classifications where some employees may have occupational exposure. Since not all employees in these categories would be expected to incur exposure to blood or other potentially infectious materials, task or procedures that would cause these employees to have occupational exposure also are required to be listed in order to clearly understand which employees are considered to have occupational exposure. The job classifications and associated tasks for these categories are as follows: Job Classification Task/Procedure C. Implementation Schedule and Methodology OSHA also requires that this plan include a schedule and method of implementation of the various requirements of the standard. The following complies with this requirement: 54 • Compliance Methods Universal precautions will be observed at this facility in order to prevent contact with blood or other potentially infectious materials. All blood or other potentially infectious material will be considered infectious regardless of the perceived status of the source individual. Engineering and work practice controls will be used to eliminate and minimize exposure to employees at this facility. Where occupational exposure remains after employing these controls, personal protective equipment shall also be used. At this facility the following engineering controls will be employed: (List controls, such as gloves, etc.) The above controls will be examined and maintained on a regular schedule. Hand washing facilities shall be made available to employees who incur exposure to blood and other potentially infectious materials. OSHA requires that these facilities be readily accessible after exposure. (If hand washing facilities are not feasible, the employer is required to provide either an antiseptic cleanser in conjunction with clean cloth/paper towels or ® antiseptic towelettes.) When these alternatives are used, the hands are also to be washed with soap and running water as soon as feasible thereafter. Employers who must provide alternatives to readily accessible hand washing facilities should list the location, tasks and responsibilities to ensure maintenance and accessibility of these alternatives. (List name of position/person, e.g. supervisors) shall ensure that after the removal of personal protective gloves, employees wash their hands and any other potentially contaminated skin area immediately or as soon as feasible with soap and water. They shall also ensure that if employees incur exposure to their skin or mucous membranes those areas are washed or flushed with water as soon as feasible following contact. 2. Contaminated Equipment / Area (Insert name of positlon/person) is responsible for ensuring that equipment tMal is contaminated wit blood or other potentially infectious materials is decontaminated as necessary unless the decontamination of the equipment is not feasible. 3. Personal Protective Equipment (PPE) PPE Provision (Insert name of position/person) is responsible for ensuring that the following provisions are met. All personal protective equipment used at this facility will be provided without cost to employees. Personal protective equipment will be chosen based on the anticipated exposure to blood or other potentially infectious materials. Protective equipment will be considered appropriate only if it does not permit blood or other potentially infectious materials to pass through or reach employees' 55 • • clothing, skin, eyes, mouth or other mucous membranes under normal conditions of use and for the time the protective equipment is used. All personal protective equipment will be cleaned, laundered and disposed of by the employer at no cost to employees. All repairs and replacements will be made by the employer at no cost to employees. Gloves Gloves shall be worn where it is reasonably anticipated that employees will have hand contact with blood, other potentially infectious materials or contaminated items or surfaces. Disposable gloves used at this facility are not to be washed or decontaminated for reuse. Contaminated gloves must be properly disposed in leak -proof containers. WIR 4. Hepatitis B Vaccine and Post -Exposure Evaluation and Follow -Up General Varsity Contractors, Inc shall make available the Hepatitis B vaccine and vaccination series to all employees who have occupational exposure and conduct post -exposure follow-up to employees who have had an exposure incident. The (insert position/person) shall ensure that all medical evaluations and procedures including the Hepatitis B vaccine and vaccination series and post -exposure follow-up, including prophylaxis, are. - Made available at no cost to the employee • Made available to the employee at a reasonable time and place; • Performed by or under the supervision of a licensed physician or by or under the supervision of another licensed health care professional; and • Provided according to the recommendations of the U.S. Public Health Service. All laboratory tests shall be conducted by an accredited laboratory at no cost to the employee. Hepatitis B Vaccination (insert name of position/person) is in charge of the is Hepatitis B vaccination program. (Where appropriate: We contract with to provide this service.) Hepatitis B vaccination shall be made available after an employee has received the training in occupational exposure (see Section 13, "Information and Training") and within 10 working days of initial assignment to all employees who have occupational exposure unless the employee has previously received the complete Hepatitis B vaccination series, antibody testing has revealed that an employee is immune or the vaccine is contraindicated for medical reasons. Participation in a pre-screening program shall not be a prerequisite for receiving Hepatitis B vaccination. If the employee initially declines Hepatitis B vaccination but at a later date (while still covered under the standard) decides to accept the vaccination, the vaccination shall then be made available. All employees who decline the offered Hepatitis B vaccination shall sign an OSHA -required waiver indicating their refusal. If a routine booster dose of Hepatitis B vaccine is recommended by the U.S. Public Health Service at a future date, such booster doses shall be made available. Post -Exposure Evaluation and Follow-up All exposure incidents shall be reported, investigated and documented. When any employee incurs an exposure incident, it shall be reported to (list who has responsibility for investigation of exposure incidents): Following a report of an exposure incident, an exposed employee shall immediately receive a confidential medical evaluation and follow-up, including at least the following elements: 57 • Documentation of the route of exposure and the circumstances under which the exposure incident occurred. • Identification and documentation of the source individual, unless it can be established that identification is unfeasible or prohibited by state or local law. Employers may need to modify this provision in accordance with applicable local laws on this subject. Modifications should be listed here: The source individual's blood shall be tested as soon as feasible and after consent is obtained in order to determine HBV and HIV infectivity. If consent is not obtained, the (insert name of position/person) o shall establish that legally required consent cannot be obtained. When the source o individual's consent is not required by law, the source individual's blood, if available, o shall be tested and the results documented. • If a source individual is already known to be infected with HBV or HIV, testing for the source individual's known HBV or HIV status need not be repeated. • Results of the source individual's testing shall be made available to an exposed employee, and the employee shall be informed of applicable laws and regulations concerning disclosure of the identity and infectious status of the source individual. 0 Collection and testing of blood for HBV and HIV serological status will comply with the following: • a) After consent is obtained, an exposed employee's blood sample shall be collected (as soon as feasible) and tested. • b) The employee will be offered the option of having his or her blood collected for testing of the employee's HIV/HBV serological status. The blood sample will be preserved for up to 90 days to allow the employee to decide if the blood should be tested for HIV serological status. All employees who incur an exposure incident will be offered post -exposure evaluation and follow-up in accordance with the OSHA standard. All post -exposure follow-up will be performed by: (name of clinic) Name: Telephone Number Address: hours open R Information Provided to the Health Care Professional(s) The (Distdct/Site, or Mall Manager) shall obtain and provide the employee with a copy of the evaluating health care professional's written opinion within 15 days of the completion of the evaluation. The health care professional's written opinion for HBV vaccination shall be limited to whether HBV vaccination is indicated for an employee and if the employee has received such vaccination. The health care professional's written opinion for post -exposure follow-up shall be limited to the following information: • A statement that the employee has been informed of the results of the evaluation; and • A statement that the employee has been told about any medical conditions resulting from exposure to blood or other potentially infectious materials which require further evaluation or treatment. NOTE: All other findings or diagnoses shall remain confidential and shall not be included in the written report. S. Information and Training (insert name of position/person) is assigned to ensure training upon initial assignment to tasks where occupational exposure may occur and that training is repeated within 12 months. Training shall be tailored to the education and language level of an employee and offered during his/her work shift. The training will be interactive and cover the following: • A copy of the standard and an explanation of its contents; • A discussion of the epidemiology and symptoms of bloodborne diseases; • An explanation of the modes of transmission of bloodborne pathogens; • An explanation of the Varsity Contractors, Inc Bloodborne Pathogen Exposure Control Plan (this program) and how to obtain a copy; • The recognition of tasks that may involve exposure; • An explanation of the use and limitations of methods to reduce exposure. For example, engineering controls, work practices and personal protective equipment; • Information on the types, use, location, removal, handing, decontamination and disposal of PPEs; • An explanation of the basis of selection of PPEs; • Information on the Hepatitis B vaccination, including efficacy, safety, method of administration and benefits and that it will be provided free of charge; • Information on appropriate actions to take and persons to contact in an emergency involving blood and other potentially infectious materials; 59 .7 • An explanation of the procedure to follow if an exposure incident occurs, including the method of reporting and medical follow-up; • Information on the evaluation and follow-up required after an employee exposure incident. The person conducting the training shall be knowledgeable in the subject matter. Employees who received training on bloodborne pathogens in the 12 months preceding the effective date of this policy need only receive training in provisions of the policy that were not covered previously. Additional training will be provided to employees if there are any changes in tasks or procedures affecting the employee's occupational exposure. 6. Recordkeeping Medical Records (insert name of positionlperson) is responsible for maintaining medical records (indicated below). These records will be kept (insert location) . (lf you contract for post -exposure follow-up and Hepatitis B vaccination evaluation, make sure that your contract language includes provisions for recordkeeping that are consistent with the requirements of 1910.20.) Medical records will be maintained in accordance with OSHA Standard 29 CFR 1910.20. These • records are confidential and must be maintained for at least the duration of employment plus 30 years. The records will include: Training Records (insert name of position/person) is responsible for maintaining the following training records. These records will be kept (insert location) Training records must be maintained for three years from the date of training. The following information will be documented: • The dates of the training sessions; • An outline describing the material presented; • The names and qualifications of persons conducting the training; and • The names and job titles of all persons attending the training sessions. Availability All of an employee's records are available to the employee in accordance with 29 CFR 1910.20 All of an employee's records are available to the Assistant Secretary of Labor for the Occupational Safety and Health Administration and the Director of the National Institute for Occupational Safety and Health upon request. • • Transfer of Records If this facility is closed or there is no successor employer to receive and retain the records for the prescribed period, the Director of the NIOSH shall be contacted for final disposition. 7. Evaluation and Review (District/Site, or Mall Manager) is responsible for annually reviewing this program, its effectiveness and for updating this program as needed. 8. Dates All provisions required by this standard will be implemented by: (insert date for implementation of the provisions of the standard). 9. Outside Contractors While the written exposure control plan does not have to address information obtained from and provided to outside contractors, you may wish to establish standard operating procedures for these situations and append them to this document. 61 0 Agriculture and Landscaping Potable Water Potable water shall be provided in all places of employment, for drinking, washing of the person, cooking, washing of foods, washing of cooking or eating utensils, washing of food preparation or processing premises, and personal service rooms. Portable drinking water dispensers shall be designed, constructed, and serviced so that sanitary conditions are maintained, shall be capable of being closed, and shall be equipped with a tap. Open containers such as barrels, pails, or tanks for drinking water from which the water must be dipped or poured, whether or not they are fitted with a cover, are prohibited. A common drinking cup and other common utensils are prohibited Toilet Facilities Except as otherwise indicated in this section, toilet facilities, in toilet rooms separate for each sex, are provided in all places of employment. The number of facilities to be provided for each sex shall be based on the number of employees of that sex for whom the facilities are furnished. Where toilet rooms will be occupied by no more than one person at a time, can be locked from the inside, and contain at least one water closet, separate toilet rooms for each sex need not be provided. 0 Where women will not use toilet facilities, urinals may be provided instead of water closets. This requirement does not apply to mobile crews or to normally unattended work locations so long as employees working at these locations have transportation immediately available to nearby toilet facilities, which meet the other requirements of this section. The sewage disposal method shall not endanger the health of employees. Toilet paper with holder shall be provided for every water closet. The requirements of this subsection do not apply to mobile crews or to normally unattended work locations. Showers Showers are mandatory on exit from the job site when residual chemicals allowed to remain on the skin between work shifts could cause a serious occupational illness. The employer is responsible for identifying such potential hazards and for insisting that the employee shower at the end of the shift. Whenever showers are required the showers shall be provided, as follows: • One shower shall be provided for each 10 employees of each sex, or numerical fraction thereof, who are required to shower during the same shift. • Body soap or other appropriate cleansing agents convenient to the showers shall be provided as specified in this section. • Showers shall be provided with hot and cold water feeding a common discharge line. 62 • • Employees who use showers shall be provided with individual clean towels. Change rooms equipped with storage facilities for street clothes and separate storage facilities for the protective clothing shall be provided, if employees are subject to contamination with toxic materials. Food and Beverages on Premises This section shall apply only where employees are permitted to consume food or beverages, or both, on the premises. Eating and drinking areas: No employee shall be allowed to consume food or beverages neither in a toilet room nor in any area exposed to a toxic material. Waste disposal containers: Receptacles, constructed of smooth, corrosion resistant, easily cleanable, or disposable materials, shall be provided and used for the disposal of waste food. The number, size, and location of such receptacles shall encourage their use and not result in overfilling. They shall be emptied not less frequently than once each working day, unless unused, and shall be maintained in a clean and sanitary condition. Receptacles shall be provided with a solid tight -fitting cover unless sanitary conditions can be maintained without use of a cover. Sanitary storage: No food or beverages shall be stored in toilet rooms or in an area exposed to a toxic material. Food handling: All employee food service facilities and operations shall be carried out in accordance with sound hygienic principles. In all places of employment where all or part of the • food service is provided, the food dispensed shall be wholesome, free from spoilage, and shall be processed, prepared, handled, and stored in such a manner as to be protected against contamination. 63 0 • Aggressive cost reduction program o Targeted annual reduction —mutually established o Mutual evaluation of scope of work vs. cost of results o Productivity enhancements —team cleaning, equipment upgrades, chemical recommendations Quality Assurance Audit Schedule • Crew Leads: Daily • Project Supervisor: Weekly • Area Manager: Weekly • District Operations Manager: Monthly • District Manager: Monthly • Regional Manager: Quarterly Varsity utilizes Vektr, our electronic, hand-held quality assurance program. Vektr provides a sophisticated, electronic program to manage operating compliance, safety, and quality assurance. This web -based program not only provides a systematic approach to delivering operating compliance, safety, and quality assurance, but comprehensive utilities to track, monitor, and report results in a customer accessible environment. Varsity is committed to the effective use of computerization, electronics and the internet to provide high levels of technology to our team. The value-added program will provide the City of Fort Collins with a consistent, accountable quality audit program with comprehensive real time reports to evaluate the status of the City of Fort Collins' program daily. • Emergencies Organization Varsity Contractors requires that during every emergency an organized effort be made to protect personnel from further injury and to minimize property damage. All of Varsity's resources can be made available to respond to an emergency. Each supervisor must know what to do during an emergency in his or her area and must be certain that his or her employees understand their roles. Building Emergency Plan A specific emergency plan for each building or facility must be prepared under the direction of the Building Manager. Varsity employees must learn, practice and be ready to use this emergency plan for each building in which we are working. A Building Manager must be appointed and oriented for each building or complex. Generally, the Building Manager is the person in charge of a building or facility. The Building Manager has specific responsibility for the preparation, updating, and implementation of the emergency plan for this area. This responsibility includes recommending personnel to attend indoctrination and training programs. Specifically, each plan must contain the following information and procedures as appropriate for each building: • The names of the Building Manager, Deputy Manager, and Assistant Manager(s). • A list of people with specific duties during an emergency and a description of their duties. For example, specific people should be assigned to supervise evacuation and to carry out a rapid search of the area (assuming this can be done safely). • Floor plans showing evacuation routes, the location of shutoff switches and valves for the utility systems (water, gas, electricity), and the locations of emergency equipment and supplies (including medical). • Indications on the floor plans of areas where specific hazards (i.e., toxic, flammable, and/or radioactive materials) exist. Location and description of special hazards or hazardous devices should be included in the text together with shutdown procedures if applicable. • Designation of a primary assembly point for evacuees, well away from the building. An alternate site should also be designated in case the first choice cannot be used. • Reentry procedures. No one should reenter an evacuated building or area without specific instructions from the Building Manager or other person in charge. • Department Head and Supervisor responsibilities regarding emergency preparedness and action procedures. • Emergency plans for facilities or equipment requiring an Operational Safety Procedure (OSP). Operational Safety Procedures Operational Safety Procedures for individual facilities or pieces of equipment must include emergency plans for the facilities or equipment. 0 Supervisors Responsibilities e Before an emergency, the supervisor must: • Ensure that those under his or her supervision are familiar with the plan for the building, particularly the recommended exit routes and how to report an emergency. • Maintain familiarity with the shutdown procedures for all equipment used by those under his or her supervision. During an emergency, the supervisor must: • Render assistance to the person in charge during an emergency, as required. • Know the location and use of all safety equipment on his or her floor. • Keep employees from reentering an evacuated area until reentry is safe. • No Loitering Policy Employees not involved in the emergency must stay away from the scene and follow the instructions issued over the public address system or directly from the person in charge. The sounding of a fire bell means immediate evacuation by the nearest exit. Employees must not reenter an area that they have evacuated until notified that it is safe to return. Employee Responsibilities Employees, other than emergency -response groups, involved in any emergency greater than a minor incident are expected to act as follows: • If there is threat of further injury or further exposure to hazardous material, remove all injured persons, if possible, and leave the immediate vicinity. If there is no threat of further injury or exposure, leave seriously injured personnel where they are. • Report the emergency immediately by phone. State what happened, the specific location, whether anyone was injured, and your name and phone number. • Proceed with first aid or attempt to control the incident only if you can do so safely and have been trained in first aid or the emergency response necessary to control the incident. • Show the ranking emergency -response officer where the incident occurred, inform him or her of the hazards associated with the area, provide any other information that will help avoid injuries, and do as he or she requests. 65 E Fire Safety Introduction Policy and planning for fire safety at Varsity Contractors takes into account the special fire hazards for specific operating areas, the protection of high -value property, and the safety of employees. These ends are met by: • Non-combustible or fire -rated materials and construction practices suitable to the assigned uses of buildings and facilities. • Alarm systems and automatic extinguishing systems. • Availability of suitable hand extinguishers and local hose lines for use before firefighters arrive. • Access to professional fire department, always staffed and trained in the control of emergencies that could occur at the Company. The Fire Department makes the initial response to all requests for emergency aid received on the emergency telephone number: 911. This chapter covers the fire safety responsibilities of employees and supervisors and sets forth the fire safety rules and procedures. Fire Department The local Fire Department is responsible for protecting people and property from fires, explosions, and other hazards through prevention and expeditious control of such events. In addition, the Fire Department provides first -response rescue and transportation services in medical emergencies. The Fire Department's inspection staff is responsible for ensuring compliance with fire safety and protection requirements and for reviewing all plans and procedures for compliance with these requirements; for inspecting and testing automatic fire protection and alarm systems and ensuring their maintenance and repair; for conducting fire safety and protection inspections; and for providing fire prevention recommendations. Other responsibilities include training employees in fire safety equipment, practices, and procedures. All these fire protection and response functions are performed in conformance with OSHA regulations, State law, and nationally recognized standards and guidelines for fire and life safety. The Fire Chief and the Fire Marshall have the authority to enforce applicable requirements of the Uniform Building Code; the Uniform Fire Code; National Fire Protection Association Codes (including the Life Safety Code), Standards, and Recommended Practices; and the fire protection provisions of OSHA Orders. All employees must immediately report fires, smoke, or potential fire hazards to the Fire Department (dial 911). All employees must conduct their operations in such a way as to minimize the possibility of fire. This means applying rules such as keeping combustibles separated from ignition sources, avoiding needless accumulations of combustible materials and being careful about smoking and then only in specifically designated areas and not while working. .: • Supervisors are responsible for keeping their operating areas safe from fire. The supervisor, who best knows the day-to-day nature of his/her operations, is responsible for notifying the Area or District Manager or Mall Operations Director of operations that change the degree of fire risk and will therefore require a change in the planned fire protection provisions. Supervisor Responsibilities Supervisors must ensure that their personnel are properly instructed regarding potential fire hazards involved in their work and around their workplaces, the proper precautions to minimize fires, and the procedures in case of fire. The local Fire Department also offers formal courses and training materials on fire prevention and response: • Fire Safety • Fire -Extinguisher Operation • Self -Contained Breathing Apparatus Class A Combustibles Class A combustibles are common materials such as wood, paper, cloth, rubber, plastics, etc. Fires in any of these fuels can be extinguished with water as well as other agents specified for Class A fires. They are the most common fuels to be found in non -specialized operating areas of the work place such as offices. Safe handling of Class A combustibles means: • Disposing of waste daily. • Keeping work area clean and free of fuel paths, which can spread a fire, once started. • Keeping combustibles away from accidental ignition sources such as hot plates, soldering irons, or other heat or spark -producing devices. • Keeping all rubbish, trash, or other waste in metal or metal -lined receptacles with tight- fitting covers when in or adjacent to buildings. (Exception: wastebaskets of metal or of other material and design approved for such use, which are emptied each day, need not be covered.) • Using safe ashtrays for disposal of smoking materials and making sure that the contents are extinguished and cold to the touch before emptying them into a safe receptacle. • Planning the use of combustibles in any operation so that excessive amounts need not be stored. • Storing paper stock in metal cabinets and rags in metal bins with automatically closing lids. • Making frequent inspections and checks for noncompliance with these rules in order to catch fires in the potential stage. Class B Combustibles Class B combustibles are flammable and combustible liquids (including oils, greases, tars, oil - base paints, lacquers) and flammable gases. Flammable aerosols (spray cans) are treated here. Cryogenic and pressurized flammable gases are treated elsewhere in this manual. The use of water to extinguish Class B fires (by other than trained firefighters) can cause the burning liquid to spread carrying the fire with it. Flammable -liquid fires are usually best extinguished by excluding the air around the burning liquid. Generally, this is accomplished by using one of several approved types of fire -extinguishing agents, such as the following: • Carbon dioxide • ABC multipurpose dry chemical • Halon 1301 (used in built-in, total -flood systems) • Halon 1211 (used in portable extinguishers) IA • Fires involving flammable gases are usually controlled by eliminating the source of fuel, i.e., closing a valve. Technically, flammable and combustible liquids do not burn. However, under appropriate conditions, they generate sufficient quantities of vapors to form ignitable vapor -air mixtures. As a general rule, the lower the flash point of a liquid, the greater the fire and explosion hazard. It should be noted that many flammable and combustible liquids also pose health hazards. NOTE: The flash point of a liquid is the minimum temperature at which it gives off sufficient vapor to form an ignitable mixture with the air near the surface of the liquid or within the vessel used. It is the responsibility of the user to ensure that all Class B combustibles are properly identified, labeled, handled, and stored. If assistance is required, contact the Responsible Safety Office. Safe handling of Class B combustibles means: • Using only approved containers, tanks, equipment, and apparatus for the storage, handling, and use of Class B combustibles. • Making sure that all containers are conspicuously and accurately labeled as to their contents. • Dispensing liquids from tanks, drums, barrels, or similar containers only through approved pumps taking suction from the top or through approved self -closing valves or faucets. • Storing, handling, and using Class B combustibles only in approved locations, where vapors cannot reach any source of ignition, including heating equipment, electrical equipment, oven flame, mechanical or electrical sparks, etc. • Never cleaning with flammable liquids within a building except in a closed machine approved for the purpose. • Never storing, handling, or using Class B combustibles in or near exists, stairways, or other areas normally used for egress. • In rooms or buildings, storing flammable liquids in excess of 10 gallons in approved storage cabinets or special rooms approved for the purpose. • Knowing the locations of the nearest portable fire extinguishers rated for Class B fires and how to use them. • Never smoking, welding, cutting, grinding, using an open flame or unsafe electrical appliances or equipment, or otherwise creating heat that could ignite vapors near any Class B combustibles. Electrical Fires There are many combustible materials, including electrical equipment, oxidizing chemicals, fast - reacting or explosive compounds, and flammable metals, which present specialized fire safety and extinguishing problems. If such hazards exist in the work area, contact your local Fire Department for specifics. Welding and Other Permits As part of the local Fire Department's program to control and reduce fire hazards, a permit system is in effect to cover welding, burning, or other operations with a high fire hazard. Typically, operations that require a permit are: • Welding (arc, oxyacetylene, or heliarc) • Soldering (which requires an open flame) • Use of a torch (for cutting, bending, forming, etc.) • Use of tar pots (for road work or roofing, etc.) • Open fires for any purpose • Spray painting •: • To obtain additional information or to request a permit for these operations, call the Fire Department on it business line, not the emergency 911 number. Portable Heaters The use of these devices, whether privately or company owned, is allowed only where there is no chance of causing injury to personnel or of creating a fire hazard. This provision obviously requires common sense in safely locating such devices and ensuring that they do not operate when they are unattended. These devices may not be used in locations where: • Flammable or explosive vapors or dusts may be present. • Smoking, eating, or drinking is prohibited because toxic or radioactive materials may be present. • The area has been designated as unsafe for such devices. The following practices should be carried out when operating portable heating appliances: • Do not place the appliance on unstable or readily combustible materials. • Maintain a clearance of at least 12 inches between the appliance and combustible materials. • Ensure that either Underwriters Laboratories, Inc., or Factory Mutual Research Corporation approves the appliance. • Connect the appliance directly to a proper electrical outlet using only the cord with which it was originally equipped. • Do not use extension cords in lieu of permanent wiring. • Do not operate appliances during off hours if they are unattended unless a timer installed by an electrician controls them. The timer will automatically de -energize the appliance during off hours and energize it not more than 30 minutes before the arrival of personnel. If 24-hour operation is desirable, the proposed operation and arrangement must be reviewed by the local Fire Department and a permit obtained. This permit must be posted near the operating appliance for the information of off -shift personnel who may be checking the area. Fire Fighting Equipment This section describes the fixed and portable equipment that is provided in working areas for fire protection. The fixed equipment includes automatic sprinklers, detectors and alarms, fire doors, etc. The portable equipment consists of fire extinguishers and hoses to be operated by employees before the arrival of the local Fire Department. Fire Detectors Several types of automatic fire detectors are used throughout, according to particular needs and purposes. All of them will detect fire (by one of several means) and transmit an alarm to the fire station. In the many buildings equipped with evacuation alarm bells, the automatic detectors activate those alarms, as do the manual pull boxes. In some cases, automatic detectors activate automatic extinguishing systems. The Fire Department always dispatches firefighters and apparatus to the scene of any automatically activated alarm. Sprinkler Systems Many buildings are provided with automatic sprinkler systems. The sprinkler heads contain a fusible element (most commonly fused at 212 degrees F), which, on melting, opens the head and 0 starts a spray of water. The resulting flow of water in the piping activates an alarm at the fire station, and firefighters are dispatched. Automatic sprinkler heads can be damaged if they are subjected to mechanical abuse. A protective cage should be installed where such damage is possible. Heat inadvertently applied to the sprinkler head can also activate the sprinkler when no actual fire is present. Normal heat sources should therefore be kept away from sprinkler heads. To avoid decreasing the flow or spread of water or altering the spray pattern, do not allow material or furniture to be located too near the sprinkler head. Allow at least 18 inches of clearance around sprinkler heads Sprinkler system control valves must be kept accessible for Fire Department use. Allow at least 3 feet of clearance (enough for a man. to pass through easily) around such valves. Alarm System In most buildings, evacuation alarm bells are automatically activated when fire is detected. They can also be activated manually at strategically located pull boxes. The emergency actions of personnel and the evacuation procedures for each building or operating area are usually set forth in the Operational Safety Procedures for each building and posted near the main entrance or fire exit or elevator. Never use the elevator in case of a fire. Fire Doors Automatic fire doors and dampers may be provided at strategic points to close and block the spread of smoke and fire when automatic detectors sense these. Automatic fire doors must never be blocked or left in disrepair so that they cannot close and latch automatically as intended in the event of a fire. Self -closing fire doors are those doors designed and installed to close each time after being opened. They too must never be blocked, wedged, or tied open. If such doors must be kept open, the self -closers must be replaced with approved automatic smoke -activated release hold - open devices. Fire Exits Each Varsity employee must identify all fire exits in each facility and identify a route for prompt evacuation. Exit corridors must not be used for storage. The Life Safety Code, NFPA 101, requires that buildings designed for human occupancy must have continuous and unobstructed exits to permit prompt evacuation of the occupants and allow necessary access for responding emergency personnel. The intent of the Code is to keep exits free from obstructions and clear of combustible materials. Attention to housekeeping, therefore, is very important. "Temporary" storage of furniture, equipment, supplies, or anything else is not permitted in exit ways. Combustibles, including recyclable waste paper, are not permitted in exit ways. Metal lockers with ends and tops ferried to the walls and that do not interfere with minimum exit width requirements may be installed in exit corridors when approved by the Fire Department. The following requirements must be met for storage locker/cabinets: • Cabinets will be permitted on one side of the corridor only. • Cabinets must end at least 6 ft from the corridor exit door. 70 Cabinet ends must be at least 12 in. from the edge of the doorway on the latch side and • from the edge of the door leaf when fully opened into the corridor. • The cabinets must not be more than 20 in. deep by 37 in. wide by 72-3/4 in. high. • The cabinets must be all metal construction with positive latches to prevent spillage of contents in the event of an earthquake. • All doors must return automatically to the closed position when not held open manually. • A 45 degree -angle fairing must be provided from the wall to the corridor corner of the cabinet. Fairing must be provided at both ends of cabinet or bank of cabinets. " A 45 degree -angle fairing must be provided at the top of the cabinets from the outside corridor edge of cabinet to the wall. • All cabinets must be anchored to the wall firmly enough to withstand 0.5g of lateral acceleration (or a lateral load equal to '/ the total dead weight of the cabinet and its contents) in the event of an earthquake. • Liquids and chemicals are not to be stored in corridor lockers. • All cabinets must be kept locked, with one key being retained by the Building Manager. • All cabinets must be labeled with the contents and the name, address, and telephone number of the assigned user. Mechanical Equipment Rooms Mechanical equipment rooms contain boilers, blowers, compressors, filters, electrical equipment, etc. Such rooms must be separated from other areas of a building by fire-resistant walls and doors. To maintain the integrity of these separations, the fire doors must never be left open. Fan rooms house ventilation equipment which often includes automatic shut down and dampers activated by interlocking with the building smoke and fire detectors. Fire dampers and other automatic shutdown provisions must not be disabled without Fire Department approval (as for temporary maintenance procedures). Mechanical equipment rooms and fan rooms must not be used for storage of any kind. Construction Areas Construction areas under control of either Varsity Contractors or outside contractors must be maintained in a fire -safe condition and accessible to emergency response forces. Life Safety Code The Life Safety Code of the National Fire Protection Association, NFPA 101, requires that emergency lighting be provided for means of egress in certain areas. The Code states emergency lighting is required in exit corridors in any office -type building where the building is two or more stories in height above the level of exit discharge. In industrial occupancies such as laboratories and shops, the Code requires emergency lighting in all exit aisles, corridors, and passageways. Emergency lighting may be installed in areas where not required by the Code when such areas present an egress hazard during a power failure. Although elevators are not considered a means of egress within the jurisdiction of the Life Safety Code, they do require emergency lighting. (Titles 8 and 24 require that emergency lighting be maintained in an elevator for a period of at least four hours.) Several types of emergency lights that satisfy the specifications of the Life Safety Code are 71 Battery Type - Only rechargeable batteries may be used. The rating of the battery must be such that it provides power for illumination for one and one-half hours in the event of a failure of normal lighting. Generator Type - when an electric generator provides emergency lighting, a delay of not more than 10 seconds is permitted. Exit sign lights, when burned out, should be reported for service. No Smoking Varsity's smoking policy is: "We have designated all of our Varsity office and warehouse facilities as nonsmoking areas. Employees who work in these areas may smoke or use smokeless tobacco only on breaks, and only outside the building. Employees who work on customer premises may not smoke or use smokeless tobacco during their assigned work time. They may smoke only while on break, and then only in areas designated by their supervisor. Areas designated for this purpose might include the break room or lounge where the employee takes breaks, or possibly outside the building, as long as it is permitted in that area by the customer's representative. In no case are Varsity employees to smoke or use smokeless tobacco in general office or work areas of the buildings they clean, regardless of the customer's policy regarding smoking or smokeless tobacco in those areas." Smoking is forbidden in certain areas for fire safety reasons. Such areas include the following: • Where flammable gases or liquids are stored, handled, or used. 10 • Where significant quantities of combustible materials, such as paper, wood, cardboard, or plastics are stored, handled, or used. • Where liquid- or gaseous -oxygen is stored, handled, or used. • Within 20 ft. of a smoke detector. • In tape and record storage vaults and computer equipment areas. Large rectangular signs consisting of white backgrounds with red letters stating "NO SMOKING" indicate areas that are designated "No Smoking" areas for fire safety reasons. • 72 HAZARD COMMUNICATION PROGRAM 1. Introduction Varsity Contractors Inc has developed a comprehensive Hazard Communication (Hazcom) program to ensure that information on the hazards of chemicals used in our operations is communicated to our employees. The program is intended to meet all requirements of OSHA's Hazard Communication Standard, CFR 1910.1200. Due to the fact that the OSHA Standard defines "hazardous chemical" very broadly, nearly all chemical substances in our work areas are covered. These include purchased chemicals, process by-products, laboratory chemicals, and hazardous chemical waste. The Varsity Contractors Hazcom program applies to all work areas where employees have the potential to be exposed to chemicals during routine operations, non -routine tasks, and chemical spill emergencies. The Hazcom program consists of five basic elements as listed below: • A written Hazcom program • An inventory of hazardous chemical products • An inventory of Material Safety Data Sheets • A labeling procedure for hazardous material containers • A Hazcom employee training program It is Varsity Contractors policy to provide employees a safe and healthy work environment. It is • also a management objective to maintain an effective Hazcom program consistent with federal, state, and local health and safety regulations. To attain this objective, all Varsity Contractors employees must include Hazcom compliance as an essential consideration in all phases of their work. The Varsity Contractors Hazcom program is a cooperative effort between management and employees. • 2. Definitions 1. Hazardous Substance: Any substance which is a physical or health hazard or is included in the List Of Hazardous Substances as listed by local, state, or federal regulations. 2. Health Hazard: A substance for which there is statistically significant evidence based on at least one study conducted in accordance with established scientific principles that acute or chronic health effects may occur in exposed employees. The term "health hazard" includes substances that are carcinogens, toxic, or highly toxic agents, reproductive toxins, irritants, corrosives, sensitizers, hepatotoxins, nephrotoxins, neurotoxins, agents which act on the hematopoietic system, and agents that damage the lungs, skin, eyes, or mucous membranes. 3. Label: Any written, printed, or graphic material displayed on or affixed to containers of hazardous substances that is used to describe their contents. 4. Material Safety Data Sheet (MSDS): Written or printed material concerning a hazardous substance, which is prepared in accordance with GISO 5194 (g). 5. Physical Hazard: A substance for which there is scientific evidence that it is a combustible liquid, a compressed gas, explosive, flammable, an organic peroxide, an oxidizer, pyrophoric, unstable (reactive) or water -reactive. 73 0 0 0 9 3. Written Hazcom Program Safety Director • Designates a Hazcom coordinator for Varsity Contractors district/site or mall operations • Approves the written Hazcom program • Ensures workplace compliance with the written Hazcom program and OSHA.CFR 1910.1200. Managers/Supervisors • Maintains an inventory of all hazardous substances used or stored in the workplace. • Maintains an MSDS file/binder for inventoried hazardous substances. • Trains new employees on specific hazards and safety precautions for hazardous substances. • Trains all employees on hazards of a newly introduced chemical product. Examples of this specific training include: a. Personal protective equipment to be worn. b. Health and physical hazards of each chemical product. c. Review of the Varsity Contractors written Hazcom program. • Ensures that all chemical containers have proper labeling. Employees • Follow all chemical safety procedures applicable to their job tasks. If unsure of proper procedures, request instructions from manager/supervisor. • Report to manager or supervisor any unsafe or potentially unsafe chemical safety problems or issues. Chemical safety suggestions to management are encouraged. 0 Hazcom Program Coordinator is the District/Site or Mall Manager • Coordinates Hazcom Standard compliance activities. • Maintains an up-to-date hazardous substance inventory for all areas. • Requests current MSDSs directly from chemical manufacturers and suppliers. • Posts in a conspicuous place (usually the janitors closet) a list of all hazardous substances present at that location (account) and a notice of where additional information concerning those substances is available. • Ensures that area managers and supervisors are aware of their Hazcom program functional responsibilities. • Ensures that managers and supervisors are aware of hazardous chemical container labeling requirements. • Maintains a copy of the OSHA Hazard Communication Standard. • Maintains Hazcom training documentation. The following sections briefly highlight the policies and regulatory compliance program of Varsity Contractors concerning hazardous chemicals in the workplace. Labeling Varsity Contractors will use and preserve the chemical manufacturer or supplier's labels already on containers when purchased. Whenever any materials are transferred to other secondary containers, the new container will immediately be labeled with the chemical or product name as it appears on the manufacturer's label, with the only exception being one -day -use containers. The new container label will also include the appropriate hazard warnings per OSHA requirements. Material Safety Data Sheets (MSDS) The Hazcom Coordinator is responsible for obtaining and distributing MSDSs to managers and supervisors for all chemical substances in the account. MSDS files/binders are maintained by 74 area managers and supervisors and are easily accessible to employees by being kept in a designated janitor's closet. Chemical Inventories An inventory of chemical products used or stored is maintained by each area manager and supervisor and posted in the designated janitor's closet. The Hazcom Coordinator maintains a master inventory of all chemical products used or stored within the district/site or mall. All inventories are updated as new chemicals are introduced or old chemicals phased -out. Updated inventories are posted and copies are provided to the Hazcom Coordinator noting new chemical additions. Employee Information and Training Employees will be trained when they are first employed and prior to any actual potential exposure to hazardous chemicals. Employees will also be trained whenever any new chemical hazard is introduced in the workplace because of process change or job transfer. The Varsity Contractors training focuses on the following subjects: • Details of the written Hazard Communication program and OSHA standard, including how employees can obtain copies of the plan and use detailed information on chemical hazards (physical and health effects of the substances, signs and symptoms of overexposure). • Methods used to identify locations of hazardous chemicals in the workplace and how to detect their presence. Also, how to lessen or prevent overexposure to these hazardous substances. • Steps employees should take to protect themselves from chemical hazards, including appropriate work practices, personal protective equipment, and emergency procedures for spills and leaks and possible exposures. •6 Explanations of the labeling system and Material Safety Sata Sheets. Documentation: Training records for all employees trained will be retained for review by outside regulatory agencies. Non -routine Tasks and Emergencies: Employees who may be involved with non -routine tasks and emergency situations will be trained regarding special chemical hazards. Records will document this training. Emergency situations refer primarily to response to accidental chemical spills and leaks. Notification and Information A. On -site Contractors On -site contractors shall be informed of chemical hazards to which their employees could possibly be exposed while working for Varsity Contractors Inc. The Hazcom coordinator has the responsibility for making available to contractors and their subcontractor's information normally available to Varsity Contractors employees. Contractors and subcontractors are responsible for training their own employees on Hazcom. B. Varsity Contractors Employee Information: All employees, or their designated representatives, may obtain further information on the Hazcom program, chemical inventory lists, MSDSs, and the OSHA Hazard Communication Standard by contacting the Varsity Contractors Hazcom coordinator. 75 0 Hazard Warnings Introduction Every reasonable method to warn employees and the public of hazards and dangers and to inform them of the actions required must be utilized. Signs, characteristic lights, and audible alarms as additional safeguards for built-in mechanical and physical protection must be used. To ensure uniform response by personnel, the warning signs and devices must be of the same type for similar hazards. Obtaining and installing the appropriate warning systems is the responsibility of the group needing them. Contents and Configuration Signs must conform to the colors, symbols, lettering size, and proportions as specified by Varsity Contractors, except that radiation signs must conform to the requirements stated in 10 CFR 20. Every warning sign must include the following components: • An approved heading that indicates the relative hazard • A statement of the type of hazard • A statement of what to do or not to do in the area Specific Signs and Use • • Placards: • RESTRICTED AREA. AUTHORIZED PERSONNEL ONLY. W. • HIGH VOLTAGE, TURN OFF POWER BEFORE SERVICING • Barriers: • 77 Ladders and Scaffolds Ladders • Ladders must be in good condition, made of suitable material, of proper length, and of the correct type for the use intended. • Damaged ladders must never be used; they should be repaired or destroyed. • Ladders used near electrical equipment must be made of a non -conducting material. • Stored ladders must be easily accessible for inspection and service, kept out of the weather and away from excessive heat, and well supported when stored horizontally. • A portable ladder must not be used in a horizontal position as a platform or runway or by more than one person at a time. • A portable ladder must not be placed in front of doors that open toward the ladder or on boxes, barrels, or other unstable bases. • Ladders must not be used as guys, braces, or skids. • The height of a stepladder should be sufficient to reach the workstation without using the top or next to the top steps. Bracing on the back legs of stepladders must not be used for climbing. • The proper angle (75-1/2 degrees) for a portable straight ladder can be obtained by placing the base of the ladder a distance from the vertical wall equal to one quarter of the vertical distance from base to top of ladder's resting point. • Ladders must be ascended or descended facing the ladder with both hands free to grasp the ladder. . • Tools must be carried in a tool belt or raised with a hand line attached to the top of the ladder. • Extension ladders should be tied in place to prevent sideslip. Scaffolds • All scaffolds, whether fabricated on site, purchased, or rented must conform to the specifications found in ANSI A10.8, Safety Requirements for Scaffolding. • Rolling scaffolds must maintain a 3:1 height to base ratio (use smaller dimension of base). • The footing or anchorage for a scaffold must be sound, rigid, and capable of carrying the maximum intended load without settling or displacement. • Unstable objects such as barrels, boxes, loose brick, or concrete blocks must not be used to support scaffolds or planks. • No scaffold may be erected, moved, dismantled, or altered unless supervised by competent persons. • Scaffolds and their components must be capable of supporting at least four times the maximum intended load without failure. • Guard rails and toe boards must be installed on all open sides and ends of scaffolds and platforms more than 10 ft above the ground or floor. • Scaffolds 4 feet to 10 feet in height having a minimum horizontal dimension in either direction of less than 45 inches must have standard installed on all open sides and ends of the platform. • Wre, synthetic, or fiber rope used for suspended scaffolds must be capable of supporting at least 6 times the rated load. No riveting, welding, burning, or open flame work may be • performed on any staging suspended by means of fiber or synthetic rope. Treated fiber or approved synthetic ropes must be used for or near any work involving the use of corrosive substances. 78 All scaffolds, boson's chairs, and other work access platforms must conform with the • requirements set forth in the Federal Occupational Safety and Health Regulations for Construction, 29 CFR 1926.451, except where the specifications in ANSI A10.8 are more rigorous. Floors • Workroom floors must be in a clean and, as much as possible, dry condition. • Drainage mats, platforms, or false floors' should be used where wet processes are performed. • Floors must be free from protruding nails, splinters, holes, and loose boards or tiles. • Permanent aisles or passageways must be marked. • Floor holes must be protected by covers that leave no openings more than one inch wide. • Standard railings and toe boards must guard floor openings into which persons can accidentally walk. • Standard railings must guard open -sided floors, platforms, and runways higher than four feet. • Toe boards must be used wherever people can pass below or hazardous equipment or materials are below. Fall Arrester Systems Required When workers are required to work from surfaces that are in excess of 7-1/2 ft above an adjacent safe work place and are unprotected by railings, the following procedures and guidelines must be applied: • Before selecting personnel for work at elevated workstations, supervisors must consider the workers' physical condition, such as medical problems, fear of heights, and coordination. • Approved fall -arrester systems are required for all work at heights of 10 or more feet. A recommended fall -arrester system consists of a full body -harness, a lanyard consisting of 1/2 inch nylon rope or equivalent with a breaking strength of 5400 pounds and a maximum length to provide for a fall no greater than 6 feet, Sala -type fall -arrester block (optional), and an anchored hook-up location Alternate equipment must be approved by the local Responsible Manager in consultation with Corporate Risk Management as necessary. • Fall -arrester systems are recommended for light work at heights between 7-1/2 and 10 feet. • Fall -arrester systems are not required when work is being done while standing on a ladder. Ladders should be tied off. • Use of a controlled descent device is not necessary unless it is impossible to reach a stranded person by another means. Corporate Risk Management will advise, on request, regarding usage and procedures. It is the responsibility of the supervisor to plan the intended work sufficiently to ensure that job planning and proper precautions have been taken. Corporate Risk Management is available for consultation. 79 0 Personnel Platforms • • Work may be performed from a crane -suspended platform where another procedure is not possible because of structure design or work site conditions. • Personnel platforms must be designed by a qualified engineer and reviewed by the Corporate Risk Manager. • The suspension system must minimize tipping. • The platform must be designed with a minimum safety factor of 5 based on the ultimate strength of the members, and the design must conform to 29 CFR 1926.550(g). :1 • Energy Control Program (lockout/tagout) Purpose The purpose of this program is to establish procedures for the safe control of energy through locking and tagging of equipment and machinery at all Varsity Contractors, Inc. locations or work sites. This program supports compliance with the Occupational Safety and Health Administration Lockout/Tagout Standard as found in 29 CFR 1910.147 and applies to all company employees authorized to perform maintenance and service activities on equipment or processes which present energy hazards and to any employees who are affected by these activities. Definitions Affected Employee. An employee whose job requires him/her to operate or use a machine or equipment on which service or maintenance is being performed under lockout/tagout, or whose job requires him/her to work in an area in which such service or maintenance is being performed. Affected employees must be informed when lockout/tagout is being performed. Authorized Employee: A person who locks and tags machines or equipment in order to perform service or maintenance on that machine or equipment. Energy Isolating Device: A mechanical device that physically prevents the transmission or release of energy, including a manually operated electrical circuit breaker, a disconnect switch, a line valve, a block and any similar device used to block or isolate energy. Lockout. The process used to identify, cut off and secure all energy sources before beginning repairs, adjustments or maintenance. A lockout device is used to secure equipment or machinery in the "off' position, ensuring that the equipment or machinery cannot be operated. Lockout Device: A lock (either key or combination type) that holds an energy isolating device in a safe position and prevents the machine or equipment from energizing. Servicing and Maintenance: Workplace activities that require lockout/tagout on the equipment before beginning the activity because employees may be exposed to the unexpected energization or startup of the equipment or the release of hazardous energy. Servicing and maintenance includes constructing, installing, 81 U setting up, adjusting, inspecting, modifying, lubricating, cleaning or unjamming and making tool changes. Tagout: Attaching a tag to the lock on the power source that has been shut off, indicating the time, reason for the lockout and the name of the person doing the work. The tag acts as a warning not to restore energy to the equipment or machinery. Zero Energy State: All energy has been controlled in machinery or equipment. Responsibilities The Program Administrator: Corporate Risk Manager The Program Administrator is responsible for: 1. Issuing and administering this program and making sure that the program satisfies the requirements of applicable federal, state or local lockout/tagout requirements. 2. Providing initial and annual training of employees on lockout/tagout procedures. 3. Maintaining the training records of all employees included in the training sessions. 4. Verifying through periodic audit that the energy control program effectively protects employees servicing powered equipment. The Maintenance Supervisor The Maintenance Supervisor is responsible for: 1. Assuring that all employees who are authorized to service equipment within the facility have received training on appropriate lockout/tagout procedures and energy control plans. 2. Completing energy control plans for each specific piece of equipment or process within the facility. 3. Assuring that appropriate energy isolation devices are available for all equipment or processes within the facility. 4. Assigning locks to authorized employees. 5. Coordinating activities of contractors that may affect lockout/tagout and energy control procedures within the company. 82 Managers and Supervisors Whose Departments Contain Energized 9 P P 9 Equipment Department managers and Supervisors are responsible for: Ensuring that only authorized employees services the equipment and machinery in their department. Authorized Employees: Authorized employees are responsible for: 1. Complying with the company's energy control program. 2. Following all safe shutdown and startup procedures. 3. Communicating activities to all affected employees and other authorized employees. 4. Ensuring the security of their own locks and keys. Affected Employees: Affected employees are responsible for: Advising the maintenance department when equipment needs servicing, following the direction of the authorized employee as it affects the operation of their equipment. Program Activities General 1. All equipment that contains energy of any form will be locked out prior to being service or maintained. 2. All employees who are authorized to work on equipment or machinery in the company will follow appropriate company lockout/tagout procedures. 3. Contractors who perform work on company equipment will comply with company lockout/tagout procedures. 4. An energy control plan will be completed for all pieces of equipment requiring lockout. This plan will identify all energy isolation points to be locked and tagged, as well as any special information required to safely achieve a zero -energy state. 5. Lockout checklist and safe startup checklist will be used during all service and maintenance activities to ensure the safety of both authorized and affected employees. E:393