NHS Vaccination centre Case Study
The Covid-19 Vaccination Centre at the Royal Bath and West showground, located in Shepton Mallet, is the second largest in the South West of the UK, seeing up to 1000 people pass through the centre on a daily basis. Ten Three Cleaning were bought in to manage the cleaning and hygiene requirements for the Somerset NHS Foundation Trust.
We met with the NHS Regional Facilities Manager at the site to understand the scope of the project and the involvement required from Ten Three Cleaning. From that moment we had exactly 3 weeks to prepare a 16 hour a day, 7 day a week cleaning program that consisted of continuous site hygiene management (including sanitation and contact point cleaning), along with a deep clean of the entire facility at the end of the day (8pm). This would include provision of all cleaning supplies, equipment and consumables, along with the staffing, ongoing management of the site and CQC compliance.
Initially staffing was the major priority as the site is in a rural location with little to no surrounding population (as it is 10 minutes away from the centre of Shepton Mallet, which itself is a small town). We prepared our mobile team initially to enable us to guarantee the contract commencement on the required day. We also established that staff would need to be trained in the use of new chemicals the NHS introduced as a requirement for the cleaning of the site to meet CQC standards.
As this program was required to be set up in a short period of time with very little guidance from the client of their expectations due to the unknown nature of the vaccination centre, it was important for us to monitor and report our results. We implemented job specs that covered the basic requirement of the client to ensure that we were providing a service that was centred around safety and protecting everyone at the site. We had to be mindful of health and safety while doing so to ensure that visitors were not only safe from threat or spread of viruses but also basic health and safety requirements, for example, wet floors, trip hazards etc.
Our standard audit process was adjusted to ensure that constant feedback was provided to the client and allowed us to ensure that we were meeting standards. Audits were completed on a weekly basis with the results being forwarded directly to the Infection Control Officer and the Regional Facilities Manager. The flexibility of this process was instrumental in the early success of this program to ensure that any issues or necessary adjustments were identified and made at the earliest opportunity.
Along with the audit process being adjusted to suit the client requirements, we scaled our client communication process to have weekly phone calls between the Regional Facilities Manager and the Managing Director of Ten Three Cleaning to ensure that all aspects of the evolving cleaning program were frequently discussed and altered and improved where necessary.
The program has been in place since January 2020, since then we have consistently altered and adjusted the program to best suit the client’s requirements. This flexibility has enabled the client to operate freely with minimal disruption to service. Ten Three have scored consistently high through out the program on internal audits.
Edgemont view is a care home based in Bristol that homes 21 residents. The care home was hit very hard with the Coronavirus in 2020 with 11 deaths in the care home. Ten Three Cleaning were tasks with completing a full decontamination of the virus. Planning From the outset it was clear that this job was a dangerous and potentially life changing operation. This meant that extremely detailed planning of the job was necessary to ensure the safety of our team and the effective decontamination of the care home. Phone calls were held with the management of the care home to establish the exact details of their requirements, their safety concerns and other details that would enable us, and our team execute a safe and effective decontamination of the care home.We obtained the floor plans of the home to enable us to effectively plan safe a methodical clean of the premises. This included looking at safe entrances and exits of the premises, areas of higher risk (such as communal areas) and the layout of resident’s rooms.
Scope of works
To carry out the decontamination effectively we decided at a manual discontinuation would be the best course of action. We could not use fogging machines in the premises as there were residents still present, therefore there would be significant safety risks of inhaling atomised chemicals if using a fogging machine. We were tasked with using a manual decontamination procedure to methodically clean each room and area within the care home, eradicating the virus and rendering it safe for the residents
Ten Three Cleaning have a specialist decontamination team that have additional, specific training in decontamination as well as additional health and safety training. This team would be the one to complete the decontamination of the care home
A breakdown of our process:
The team arrived on site at 8:30am on Thursday morning. Their first task was to establish communication with the manager of the site and obtain permission for them to carry out the planned works. This was obtained and the team set to gearing up and creating an allocated safe zone. This is an area in which is separate to the premises that staff can put on the necessary PPE and then remove all PPE after the work has been complete.
The team entered the premises and quickly set about ensuring that all health and safety measures were in place. A major consideration of care homes (and other premises in which there are potentially venerable people present) is supervision when entering residents’ rooms to negate the issue of liability. This also provided residents piece of mind that we were there to help as team members can look intimidating when in full PPE (full coverall suits, heavy duty black gloves, shoe covers, respirators and eye protection).
Once H&S was taken care of the team then moved to carrying out the methodical manual decontamination process. Using a highly concentrated disinfectant chemical in tandem with spraying systems they worked thought the 21-bedroom care home over the course of the following 2 days.On completion of any job that Ten Three Cleaning take on we seek a job satisfaction feedback review from out clients. Within this review we have a scoring system of 1 – 10 as a general satisfaction review of the work carried out. On this occasion the team obtained a 10/10 review with the client saying: “The team were extremely professional while working on site and respectful of our residents” In review, Ten Three Cleaning took on a job that was extremely dangerous with such vital importance to ensure safety of our clients. The 2-day job was meticulously planned and completed with professionalism and respect with safety as the prominent element.
The show attracts over 300 trade-stands from businesses both national and international, and with over 300 cattle competing, the Largest Farming Event in the South West is an essential date in the farming calendar.
Ten Three Cleaning were requested by The Royal Bath and West Showground (an existing client) to carry out the cleaning and hygiene maintenance along with a full site deep clean after the event. Initial planning meetings were set up with the site management in which the event schedule, requirements and expectations were laid out. This meeting enabled the Ten Three Cleaning team to put together proposals of price, scheduled and works without constant interference to the site managements busy schedule. Such proposals were then submitted to the site management, in which new innovative ways of planning were produced that allowed for a quicker and more precise quoting and scheduling document to be created for later events. From the initial planning meeting there were 2 more brief planning meeting held with the site management, in which more intricate details were discussed along with health and safety, timings and general questions.
Scope of works
After scheduling and offering advice as to how best manage the hygiene requirement whilst at the show we settled on a plan that consisted of:A preclean of the whole site that focused specifically of toilet areas, foyers and accommodation. The supply of and distribution on any consumables needed for the show which included; toilet rolls, hand soaps and bin bags. (This area was a challenge as previous contractors provided no real quantities of consumables that would serve the event.)The maintenance of all hygiene and cleaning requirements throughout the show. This would include; regular checks of toilets and replenishment of toilet rolls and hand soap, any ad hoc cleaning requirements such as mopping up spillages and litter picking and emptying bins into larger skips. A deep clean of the entire site, this would include; all toilets, all halls and pavilions, all communal areas such as foyers and suites, sweeping of all areas, industrial floor scrubbing, litter picking and removal of rubbish.
Once planning and scheduling had been finalised, along with the exact cleaning requirements for the show we then looked towards our team to execute what is quite frankly a huge event. We had already devised an event cleaning team which consisted of some existing members of staff along with new members of staff to specifically deliver event cleaning (as we hold the contract for the site and deliver event cleaning all year round), overseen by a team supervisor and our management team.
A breakdown of our process:
On the initial day of pre-cleaning the site, all staff were gathered and an onsite briefing was delivered by the team supervisor. This broke down the team’s task and responsibilities along with providing health and safety information. The teams then set to work, spending pre-allocated time in each assigned area before systematically moving on to the nest section. All work was then checked and signed off by the team leader. Strong channels of communication were upheld at this point as traders and other site staff/ event organisers were also using the time to set up areas ready for the show. This was all factored into SSOW (safe systems of work) and risk assessments along with the scheduling to ensure we were not in traders or site staff’s way.
Moving to the event days, Ten Three Cleanings staff were on site prior to gates opening to the public. This enables teams to check and replenish toilet facilities and make last minutes checks to ensure the highest hygiene standards possible (not easy when 600 cattle are being paraded around).
During the show, teams systematically moved between facilities ensuring they were kept tidy and clean along with ensuring all consumables were topped up. Constant radio communication was maintained between the event organisers and cleaning teams to ensure that they were quick to act upon ad hoc requests. The outcome of both these procedures was a well maintained site, in which the event organisers had piece of mind and could focus on other aspects of the event. On conclusion of the event, the team gathered once again the day after and received another onsite briefing delivered by Ten Three Cleaning Operations Manager. This briefing tasked specific individuals to certain areas and/or tasks along with laying out clear health and safety guidelines around the deep clean. This in turn enabled the team to fit a detailed schedule and meet the quick turn around times required by the event organisers.
Not only do we carry out cleaning of large-scale areas, we do so within time limitations and consistently meet those time constraints. During the day, all pavilion floors were swepted and scrubber dried(11,900 square meters), a total of 15 toilets (94 individual cubical) were deep cleaned, 10 suites were deep cleaned , 4 accommodation huts had an equivalent end of tenancy clean, 54 accommodation rooms were deep cleaned and all foyers and offices were cleaned.
From an operational point of view, this event took in depth planning to ensure all aspects were meticulously covered. A task that was removed from the clients ‘to do’ list and instead carried out by our experienced and professional management team. Ten Three Cleaning completed all cleaning tasks while maintaining the site and upholding hygiene standards along with turning out a well-presented professional team to the public, an element that is imperative when working for a client and in front of the public.
Effective communication was a priority to maintain understanding and
provide updates to the event organisers. A task achieved by the team
supervisor and company management that was apparent in the minimal
requested received by the event organisers whilst the event was in effect. In
review, the whole team received glowing comments from the Bath and West
CEO, Rupert Cox along with praise from the whole site management team.
Scope of works
Ten Three Cleaning were tasks to carry out a high level and deep clean of one of our client’s sites. The facility in question was a large pavilion building roughly 120m (L) x 30m (W) x 15m (H) which consisted of a large concrete floor, 5 large toilets (ranging from 5 – 15 cubicles in each), 10 suites, a balcony stretching all the way around the main floor, 6 staircases and 2 foyers.
For the High Level Clean our aim was to remove all cobwebs, dust and debris from walls and horizontal surfaces (i.e. RSJ Lips, light cases, pipework etc) from 2 meters and above to the roof junction.
For the Deep Clean our aim was to implement an intensive cleaning process in all areas to significantly improve the visual effect along with using sanitation chemicals to ensure that all areas were left safe as well as clean.
Due to the nature of the clean there were a number of addition factors to consider when planning for the job. For the high level clean, there are specific qualifications required to operate the machinery required to access the areas. These qualifications are already held by members of the Ten Three Cleaning team however a quick check to ensure they were in date was done.
Secondly, the access equipment itself needed to be booked and hired. This involved ensuring that plant insurance was in effect and the delivery/ collection dates of the equipment coincided with the clean dates themselves. In addition, all health and safety equipment and precautions needed to be considered and but into effect, for example; harnesses for the boom lift, bump caps for the teams, hi-vis where necessary, SSOW’s, risk assessments and necessary insurances.
With regards the deep clean, the correct staffing and scheduling needed to be organised as we were on a very tight schedule and needed to hit daily progress goals to ensure we achieved the project on time.
The day prior to the clean, all equipment and supplies were taken to the site (including all access equipment) so we were able to hit the ground running the next day.
On day 1, our Operations Manager met the team (of 5) at the site and carried out a job and safety briefing. This ensured that all team members were fully aware of the job specs and our primary targets. Questions were asked to ensure that everyone knew exactly what they had to do and that the team were fully aware of the health and safety regulations and precautions.
Our experienced team soon set to work and began to methodically work through the specified areas as per the job specs.
Shortly after starting the project the team spoke to the site manager to ensure that he was happy with the quality of work that was being carried out. Of course, he was, but more importantly, on large scale jobs this ensures that the correct standards and expectations are being met from an early stage. This removes any issue of completing a job only to establish there are different expectations from the client, this ultimately ensures that everyone is happy with the work carried out.
As part of the deep clean, the team carried out floor scrubbing of the lower floor and the whole balcony area. This was completed using a ride-on floor scrubber operated by one of our qualified team.
In addition, all floor level ceilings were de-cobwebbed and cleaned using extendable poles and brushes along with interior glass, walls and doors.
The work was completed in a time effective, safe, and efficient manner. On inspection, the clean that was carried out was to the standard that Ten Three had initially proposed and met the required expectations from the client. When the sign off procedure was completed (a process in which our team leader walks with the client through the target areas to ensure they are satisfied with the work completed) we attained a 10/10 sign off. it.