Building Maintenance Vendors

The Division of School Facilities partners with schools to ensure all New York City public schools are safe and welcoming environments for student learning. This partnership involves two workstreams: general maintenance and improvement projects.

Below is information about the policies we operate under and the forms and applications required by Building Maintenance Vendors to request a negotiated service for non-routine procurements and improvement projects.

For information relevant to all vendors, visit General Information for Vendors.

Guidelines for Preventing the Spread of the Novel Coronavirus (COVID 19)

New York City Department of Education, Division of School Facilities (NYCDSF) has a number of vendors (i.e. contractors, consultants, maintenance service providers, and others) who regularly access our premises. In response to the COVID-19 pandemic, and to ensure the safety of our workforce and community, NYCDSF has instituted the following guidelines.

Safety Policies & Rules

Contractors and subcontractors must adhere to the general guidance from the New York City Department of Health and Mental Hygiene, US Occupational Safety and Health Administration (OSHA), the Center for Disease Control, New York State Department of Health, and the New York City Department of Health and Mental Hygiene to reduce COVID-19 transmission and infection.

  • Contractors must post Federal, New York State and New York City guidelines and directives throughout the job site.
  • Non-essential in-person campus visits or meetings must be cancelled until further notice. Such meetings can be conducted via teleconference or videoconference.
  • Contractors must ensure that workers with symptoms of COVID-19 do not report for work at any DOE facility. Symptoms (defined by the CDC) include: fever, cough, shortness of breath, sore throat, chills, repeated shaking with chills, muscle pain, headache, or new loss of taste or smell.
  • Contractors must train workers according to relevant CDC guidelines on what PPE to wear, how to put it on, and how to remove it.
  • Contractors must provide and maintain hand sanitizer in/or around all portable bathrooms.

COVID-19 Prevention Plan

Contractors must submit a COVID-19 Prevention Plan via e-mail to Umran Malik (UMalik3@schools.nyc.gov) Director of Contracts Administration stating that employees must do the following:

  • Frequently wash hands with soap and warm water for at least 20 seconds. When soap and running water are unavailable, employees may use an alcohol-based hand rub with at least 60% alcohol.
  • Wear applicable Personal Protective Equipment (PPE) and masks that cover their nose and mouth while in school buildings. (It is the Contractor’s responsibility to make sure their employees are properly fitted for the masks worn.)
  • Avoid touching eyes, nose, or mouth with unwashed hands.
  • Cover their face with the inside of their sleeve when coughing and sneezing.
  • Avoid close contact with people who are sick.
  • Stay home when they are sick.
    • Contractor’s COVID-19 Provision Plan must also include:
      • Provisions for taking employees’ temperature before their start schedule.
      • Procedures for employees who have tested positive for COVID -19 to return to work.

Job site cleaning & disinfecting

  • Contractors must submit a job site cleaning and disinfection plan prior to project construction.
  • This plan must ensure all work areas will be disinfected with EPA approved disinfectants.
  • Contractors must disinfect the job site daily:
    • Using disinfectant spray bottles that contain bleach diluted with water (1 to 10, respectively) to spray and wipe down vehicles and other heavy equipment, work area platforms, communal equipment and tools, etc.
    • According to DOE routine facility disinfection protocol.
    • Upon any worker testing positive for COVID-19.

Job site waste

  • Job sites must utilize disposable hand towels.
  • Waste must be disposed of in no-touch enclosed trash receptacles.
  • Containers must be emptied frequently.
  • Waste removal must be conducted by workers wearing PPE, including nitrile, latex, or vinyl gloves.

COVID-19 Cases: Possible & Confirmed

  • Possible job site case
    • Immediately remove any worker who reports or exhibits COVID-19 symptoms (i.e. fever, cough, sore throat, or shortness of breath) from the job site.
  • Confirmed job site exposure – report all incidents to Umran Malik (UMalik3@schools.nyc.gov)
    • Report the last day worker reported to the job site.
  • Report all coworkers who worked within 6 feet of the worker who tested positive for COVID-19.
    • Prior to returning to work, any worker who tested positive for COVID-19 and any potentially exposed worker must have been self-quarantined for 14 days and have been symptom-free for 3 consecutive days. Report and confirm identified COVID-19 positive worker and exposed worker subject to self-quarantine periods for 14 days or 3-days symptom free, whichever is longer.
    • Confirmed off-site exposure
    • Report when a worker has been exposed off-site to an individual who tested positive for COVID-19.
    • Worker must follow the self-quarantine procedure mentioned above.
  • Submitting Reports

Workers’ Responsibilities

  • Workers must comply with NYCDSF’s COVID-19 policies and may be denied entry or asked to leave DOE worksites and facilities at any time for failure to do so.
  • Upon request of DOE authorized personnel, workers must submit to pre-entry screenings for COVID-19 symptoms at DOE facilities.
  • Workers must adhere to relevant OSHA personal protective equipment (PPE) requirements to prevent workplace exposure to the novel coronavirus, SARS-COV-2, that causes COVID-19.
  • Workers must use a mask that covers their nose and mouth at all times while on job sites, except while eating lunch. Anyone not wearing the appropriate face covering will be removed from the job site.
  • Workers must maintain social distancing (6 feet) during lunch.
  • Workers are required to wear gloves at all times except while eating lunch.
  • Workers must not share PPE and must sanitize reusable PPE per manufacturer’s recommendation prior to each use.
  • Workers must regularly wash hands with soap and warm water for at least 20 seconds. When they are unable to wash their hands, workers may use an alcohol-based hand sanitizer that contains at least 60-95% alcohol.
  • Workers must keep change areas orderly and clean.
  • Workers should coordinate staggered breaks to avoid large groups in common break areas.
  • Workers must clean and disinfect all commonly used areas throughout the workday.
  • Workers should avoid sharing tools to the greatest extent possible; including devises such as phones, iPads and computers and must regularly disinfect all reusable supplies and equipment.
  • Workers should change out of work clothes prior to arriving home and wash clothes in hot water with laundry soap.

Out of an abundance of caution, NYCDSF has implemented travel restrictions that must be followed by all vendors. Any vendor personnel who has travelled to a country, of which the CDC has issued a Level 2 or 3 Travel Health Notice – even if the person did not deplane – is not allowed in any of our facilities for 14 days from the day of return.

Please be advised that on August 24, 2021, the New York City Commissioner of Health signed an Order that requires COVID-19 vaccination of contractors of DOE or the City who work in person in a DOE school or DOE building; an FAQ is also available.

The relevant language is summarized below:

All staff of contractors of DOE and the City who work in-person in a DOE school setting or DOE building, including individuals who provide services to DOE students, must provide proof to their employer no later than September 27, 2021 or prior to beginning such work that:

  • they have been fully vaccinated; or
  • they have received a single dose vaccine, even if two weeks have not passed since they received the vaccine; or
  • they have received the first dose of a two-dose vaccine, and they must additionally provide proof that they have received the second dose of that vaccine within 45 days after receipt of the first dose. Self-employed independent contractors hired for such work must provide such proof to the DOE.

In addition, please notify your staff that all DOE staff and contractors must wear a face covering at all times while in DOE buildings, except while eating or drinking, regardless of the individual’s COVID-19 vaccine status.

Please sign and submit the attached certification to evidence that your company is complying with the new policy by 9/13/2021 and upload it directly to your PASSPort vendor profile or send it to the NYCDOE at COVIDCertification@schools.nyc.gov if you do not have a PASSPort account.

For further information please consult the Commissioner’s Order or contact the Vendor Hotline at vendorhotline@schools.nyc.gov

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