Building Maintenance Vendors

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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.

Approved Work Forms

Contracts and Bid Forms

Subcontractor Forms

Tax-Exempt Information

Standards Specifications

Dust Mitigation Resources

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.

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