CAv4

• Document No.

• Completed By:

• Date of Assessment:

  Date

• Contractor/Store:

• Type of Facility/Store:

• Store Number:

• Address:
  Address

• Name of Contact/s:

TSL/FSC Questions

• Are fridge cleaning records completed for all relevant activities and reviewed by contractor management in line with the fridge cleaning rota?

  Compliant

  Minor

  Moderate

  Major

• Definition required:

  Off

  On

• COMPLIANT
  - Fridge cleaning records are being completed for all relevant activities and reviewed by contractor management in line with the fridge cleaning rota.
  
  MINOR
  - During 1 week only gaps are present in fridge cleaning records, where activities have not been signed off as completed or 1 fridge has not been cleaned/rescheduled within 2 weeks.
  
  MODERATE
  - Not all fridges in the food section and cold rooms are listed on the rota/the rota is incorrect.
  - Gaps are present in fridge cleaning records where activities have not been signed off as completed on more than one week.
  - More than 1 fridge has not been cleaned /rescheduled within two weeks.
  
  MAJOR
  - There is no rota in place to show that fridge cleaning is carried out to the correct frequency.
  - Fridge cleaning records for 3 or more weeks have not been reviewed/signed off by the contractor manager/supervisor.

• Are the contractor cleaning standards for fridge cleaning and food hall areas as listed in Zone A and food storage areas of the cleaning specification acceptable?

  Compliant

  Minor

  Moderate

  Major

• Definition required:

  Off

  On

• COMPLIANT
  - The standards of fridge cleaning, cleaning of the food hall as listed in zone A and food storage areas of the cleaning specification are acceptable.
  
  MINOR
  - Contractor cleaning standards on non food contact surfaces require improvement i.e. ledges, floors and under till shelves/belts/scales.
  - During week 1 only gaps are present in food till cleaning records where activities have not been signed off as completed.
  
  MODERATE
  - Contractor cleaning standards for fridge cleaning, food hall as listed in zone A and food storage areas of the cleaning specification require improvement i.e. dust, staining and soiling is present on a recently cleaned unit.
  - Stockroom floors have a build up of dust and debris.
  - Gaps are present for more than 1 week in food till cleaning records where activities have not been signed off as completed.
  
  MAJOR
  - Cleaning: heavy soiling/debris is present on at least 2 fridges inspected suggesting units have not been cleaned as scheduled but signed as cleaned.
  - Heavy food build-up is present in food hall areas of zone A.

• Are the correct cleaning materials, colour coding system and chemicals in use by the contractor in all areas of the store? Are they correctly labelled and held in cleaning contractor designated areas? Is the contractor cleaning equipment left in a clean condition after use?

  Compliant

  Minor

  Moderate

  Major

• Definition required:

  Off

  On

• COMPLIANT
  - The correct cleaning and chemicals, as listed on the contractor Approved Products To Use list are in use by the contractor in all areas of the store. They are correctly labelled and held in cleaning contractor designated areas.
  - The correct colour coding system is in operation for cleaning equipment used by the contractor in all areas of the store.
  - All equipment and machinery used to clean are stored in a clean and dry condition.
  
  MINOR
  - Cleaning contractor chemicals are not being used in their designated areas.
  - Bristles of brushes seen are filled with dirt/debris.
  - Dirty disposable cloths are left lying around.
  - Cleaning equipment is not left in a clean condition after use; mops are stored away damp and odorous.
  
  MODERATE
  - One or more chemical containers in use by the cleaning contractor are not labelled or incorrectly labelled to identify their content.
  - Equipment is present with handles of a different colour to the head.
  - Mops left standing in buckets or dirty water.
  - Contractor storage area is not left in a clean and dry condition.
  - Green/yellow/blue/white colour coded equipment are stored together.
  
  MAJOR
  - A chemical not listed on the contractor Approved Product To Use list is in use by the contractor in areas of the store or stored in the contractor storage areas.
  - Chemicals listed for use in specific areas are being used elsewhere.
  - Coloured cleaning equipment and cloths (toilet areas only) are in use in food areas (including the food section)
  - Non red coloured cleaning equipment and cloths are in use in the toilets areas.
  - Red cleaning equipment is stored together with other colour coded equipment resulting in direct cross contamination e.g. red mop in yellow bucket.
  

• Are the cold room(s) cleaning standards acceptable and has the cold room(s) been cleaned in accordance with the required frequency?

  Compliant

  Minor

  Moderate

  Major

• Definition required:

  Off

  On

• COMPLIANT
  - Cold room cleaning standards are acceptable and it/they have been cleaned in accordance with the required frequency.
  
  MINOR
  
  MODERATE
  - Staining/soiling is present in recently cleaned areas of the cold room(s). This includes walls, floors, door, ceilings, fans and under racking.
  
  MAJOR
  - Heavy food build up is present suggesting there is no cleaning taking place.

• Are the contractor cleaning standards in Hospitality, ISB and Staff Catering areas acceptable?

  Compliant

  Minor

  Moderate

  Major

• Definition required:

  Off

  On

• COMPLIANT
  - Contractor cleaning standards in Hospitality, ISB and Staff Catering areas are acceptable.
  
  MINOR
  - Non-food debris is present in Hospitality, ISB and Staff Catering suggesting that they are not cleaned regularly.
  
  MODERATE
  - Soiling/odour or food debris present in Hospitality, ISB and Staff Catering suggesting that they are not cleaned regularly.
  
  MAJOR
  - Heavy food build up is present in Hospitality, ISB and Staff Catering units.

• Are the correct contractor due diligence cleaning records (for the relevant Hospitality, ISB and Staff Catering units) completed by contractor staff for all items cleaned and are they reviewed by contractor management in line with the cleaning instruction?

  Compliant

  Minor

  Moderate

  Major

• Definition required:

  Off

  On

• COMPLIANT
  - Contractor cleaning records (for the relevant Hospitality, ISB and Staff Catering units) have been fully completed by contractor staff for all items cleaned. Correct versions are in use.
  
  MINOR
  - The current versions of cleaning records are not in use.
  - Equipment is signed for that is not in use.
  
  MODERATE
  - Gaps are present in cleaning records, where specific activities have not been signed off as cleaned over recent weeks and have not been identified through management review.
  - Periodic cleaning activities have not been signed off.
  - Sample checks are being signed off by the cleaner.
  
  MAJOR
  - There are no records in place to show that specific Hospitality or Refresh units are being cleaned.

• Are laundry visits being carried out as part of the specification?

  Compliant

  Minor

  Moderate

  Major

• Definition required:

  Off

  On

• COMPLIANT
  - Laundry visits are being carried out to the specification.
  
  MINOR
  - 1 missed visit in the last 12 weeks which has been logged by the store.
  
  MODERATE
  - 2 or more missed visits in the last 12 weeks which have been logged by the store.
  
  MAJOR
  - 2 or more consecutive missed visits in the last 12 weeks which have been logged by the Store.

TSL/FSC Scoring

• Final score

  1 or more Major

  2 or more Moderate

  1 Moderate

  1-7 Minor

  Pass

Foodhall - Acceptable Cleaning Standards as stated in agreed Cleaning Specification

• Foodhall floor including vacuuming of produce matting

  Pass

  Fail

  N/A

  Not Inspected

• Floor under raised racking

  Pass

  Fail

  N/A

  Not Inspected

• Till points - belted and high activity

  Pass

  Fail

  N/A

  Not Inspected

• Foodhall office and Collect by Car

  Pass

  Fail

  N/A

  Not Inspected

• Refrigeration units - visual inspection required of unit cleaned within the last 7 days

  Pass

  Fail

  N/A

  Not Inspected

• Are the M&S store staff switching off, pulling out mobiles when applicable, emptying, checking cleaning standards and switching the units back on?

  Yes

  No

  N/A

• Is the ambient cleaning rota being adhered to?

  Yes

  No

  N/A

  Not Inspected

Store wide - Acceptable Cleaning Standards as stated in agreed Cleaning Specification

• Hard and resilient flooring

  Pass

  Fail

  N/A

  Not Inspected

• Carpeted areas

  Pass

  Fail

  N/A

  Not Inspected

• Fitting rooms including flooring, mirrors, vertical surfaces, fixtures and fittings

  Pass

  Fail

  N/A

  Not Inspected

• Textile till points

  Pass

  Fail

  N/A

  Not Inspected

• Sales floor mirrors

  Pass

  Fail

  N/A

  Not Inspected

• Customer service points

  Pass

  Fail

  N/A

  Not Inspected

• Customer seating areas

  Pass

  Fail

  N/A

  Not Inspected

• Bureau de Change

  Pass

  Fail

  N/A

  Not Inspected

• M&S Bank

  Pass

  Fail

  N/A

  Not Inspected

• Customer staircases and landings

  Pass

  Fail

  N/A

  Not Inspected

• Escalator treads and handrails

  Pass

  Fail

  N/A

  Not Inspected

• Customer lifts including scenic both internal and external

  Pass

  Fail

  N/A

  Not Inspected

• Fire extinguishers

  Pass

  Fail

  N/A

  Not Inspected

• Internal doors

  Pass

  Fail

  N/A

  Not Inspected

• Telephones

  Pass

  Fail

  N/A

  Not Inspected

• Store entrances

  Pass

  Fail

  N/A

  Not Inspected

• Barrier matting

  Pass

  Fail

  N/A

  Not Inspected

• External shop front

  Pass

  Fail

  N/A

  Not Inspected

• Shop front doors

  Pass

  Fail

  N/A

  Not Inspected

• Customer toilets including baby changing facilities

  Pass

  Fail

  N/A

  Not Inspected

Back of House - Acceptable Cleaning Standards as stated in agreed Cleaning Specification

• Staircases and landings

  Pass

  Fail

  N/A

  Not Inspected

• Corridors - carpeted

  Pass

  Fail

  N/A

  Not Inspected

• Corridors - hard and resilient flooring

  Pass

  Fail

  N/A

  Not Inspected

• Staff locker rooms including tops of lockers

  Pass

  Fail

  N/A

  Not Inspected

• Male staff toilets

  Pass

  Fail

  N/A

  Not Inspected

• Female staff toilets

  Pass

  Fail

  N/A

  Not Inspected

• Offices including fixtures, fittings and furniture

  Pass

  Fail

  N/A

  Not Inspected

• Stockrooms

  Pass

  Fail

  N/A

  Not Inspected

• Goods lift(s)

  Pass

  Fail

  N/A

  Not Inspected

• Training academy

  Pass

  Fail

  N/A

  Not Inspected

Cleaning Contractor

• Is the current Management Structure in place?

  Yes

  No

  N/A

  Not Inspected

• Is the current H&S Policy displayed?

  Yes

  No

  N/A

  Not Inspected

• Is the accident form/contact/procedure displayed?

  Yes

  No

  N/A

  Not Inspected

• Is the accident book available/being used? Any completed forms in the book?

  Yes

  No

  N/A

  Not Inspected

• Have any RIDDOR reportable accidents been reported correctly and on time?

  Yes

  No

  N/A

  Not Inspected

• Are the COSHH data sheets on site, up to date and relevant for all chemicals per the current APTU list?

  Yes

  No

  N/A

  Not Inspected

• Are the risk assessments on site current versions and have the area managers signed them?

  Yes

  No

  N/A

  Not Inspected

• Is the current Employers Liability Insurance displayed?

  Yes

  No

  N/A

  Not Inspected

• Is the current Contract Specification displayed?

  Yes

  No

  N/A

  Not Inspected

• Are the current Contractor Approved Products To Use List/Contractor Approved Problem Solvers/Occasional Use Products List displayed?

  Yes

  No

  N/A

  Not Inspected

• Is the Colour Coding Chart displayed?

  Yes

  No

  N/A

  Not Inspected

• Is the Environmental Policy displayed?

  Yes

  No

  N/A

  Not Inspected

• Are the Area/Regional Managers contact details correct and displayed?

  Yes

  No

  N/A

  Not Inspected

• Are the current A3 Due Diligence Sign Off Sheets displayed on site and in use?

  Yes

  No

  N/A

  Not Inspected

• Is the Certificate of Insurance up to date?

  Yes

  No

  N/A

  Not Inspected

• Do all cleaning operatives have completed and up to date training records? (must be refreshed every 12 months)

  Yes

  No

  N/A

  Not Inspected

• Is there an up to date training matrix available?

  Yes

  No

  N/A

  Not Inspected

• Are the Site File contents up to date?

  Yes

  No

  N/A

  Not Inspected

• Are all operatives wearing correct uniforms and ID badges?

  Yes

  No

  N/A

  Not Inspected

• Is all machinery in a well maintained and acceptable condition?

  Yes

  No

  N/A

  Not Inspected

• Is all machinery PAT tested to statutory requirements?

  Yes

  No

  N/A

  Not Inspected

• Is the cleaning compound(s) clean and tidy?

  Yes

  No

  N/A

  Not Inspected

Washroom Services

• What type and quantity of mats are held by the store?

• Are the mats located in the correct areas as per guidelines?

  Yes

  No

  N/A

  Not Inspected

• Are the mat exchanges made regularly as per the contract schedule?

  Yes

  No

  N/A

  Not Inspected

• Does the number of feminine hygiene units match the contract schedule?

  Yes

  No

  N/A

  Not Inspected

• Are the correct number of feminine hygiene exchanges made regularly as per the contract schedule?

  Yes

  No

  N/A

  Not Inspected

• Are the feminine hygiene units located correctly as per M&S guidelines?

  Yes

  No

  N/A

  Not Inspected

• Does the number of nappy bins match the contract schedule?

  Yes

  No

  N/A

  Not Inspected

• Are the correct number of nappy bin exchanges made regularly as per the contract schedule?

  Yes

  No

  N/A

  Not Inspected

• Are the allocated nappy bins correctly located as per M&S guidelines?

  Yes

  No

  N/A

  Not Inspected

• Does the number of air fresheners match the contract schedule?

  Yes

  No

  N/A

  Not Inspected

• Are the air fresheners located in customer toilets only as per the M&S guidelines?

  Yes

  No

  N/A

  Not Inspected

• Are the correct number of air freshener checks made regularly as per the contract schedule?

  Yes

  No

  N/A

  Not Inspected

• Is the store satisfied with the service they receive from Mayflower Washrooms?

  Yes

  No

  N/A

  Not Inspected

Laundry Services

• Is the laundry collected weekly as per the contract schedule?

  Yes

  No

  N/A

  Not Inspected

• Are the correct amount of uniforms collected and returned each week?

  Yes

  No

  N/A

  Not Inspected

• Is the store satisfied with the laundry cleaning service?

  Yes

  No

  N/A

  Not Inspected

Window Cleaning

• Is the store satisfied with the window cleaning service provided?

  Yes

  No

  N/A

  Not Inspected

• Are the window cleaners wearing uniforms and photographic ID?

  Yes

  No

  N/A

  Not Inspected

• Are the relevant SSOW skilled in Section 8 of the Site File?

  Yes

  No

  N/A

  Not Inspected

Periodic Cleaning

• Is the store satisfied with the standards of their periodic cleaning?

  Yes

  No

  N/A

  Not Inspected

• Do the periodic cleaning teams wear the correct uniform and have photographic ID?

  Yes

  No

  N/A

  Not Inspected

• Are the relevant SSOW filled in Section 9 of the Site File?

  Yes

  No

  N/A

  Not Inspected

Clean As You Go (CAYG)

• Is Clean As You Go being carried out?

  Yes

  No

  N/A

  Not Inspected

Audit Summary

• Action summary:

• Any other comments:

• Helistrat signature:

  Sign

• M&S store signature:

  Sign