Supplier declaration for a cleaning company
We started working with a cleaning company. The story goes like this: someone who is known to all the employees of our company because he used to work at us a few year ago, lost his job (at another company) and decided to open a cleaning company. The Director felt sorry for him, and decided to start working with his company. And I have to make sure that I manage to integrate the company in our quality handbook.
Cleaning used to be done by our own employees. We work in one shift, starting at 6 or 7 depending on how much work we have that day and finish around 16.00. The cleaning employees used to start later (around 9,10-12), work in production and after production clean for an average of 4-5 hours/day. This also means that several hours per day they were alone in the building. The first question that rises with the new company is Food Defense. We are letting "strangers" walking unsupervised in the company, outside working hours, with full access to production and storage (they have to clean there, so they need access). Does anyone have the same issue or something similar to this? How are you dealing with it?
As I have supplier declaration for agencies of temporary workers, service providers, I have to make one also for the cleaning company. I already have some ideas, like only use cleaning agents from our approved list, follow our cleaning instruction, respect colour coding, leave cleaning equipment clean. But does anyone have a declaration that I can use as starting point?
Do you have cameras installed in your facility? Keycard controlled access? If not, IMO you would almost have to hire someone to act as a supervisor to the cleaning crew, who are essentially a contract service provider (therefore should have some sort of supervision). They need a contact point for not only safety and security, but also who are they contacting if something goes wrong or in case of emergency? It's a big risk.
This would of course involve gmp compliance for contractors, screening as applicable, proof of proper sanitation training and use of PPE.
In addition, just like all contrations your company should be escorting while on-site.
A few thoughts:
Depends on your program's definition of employee. Is it how they are paid, or how they relate to the management structure within the company? If they are steady, stable workers (contract or not) these elements wouldn't necessarily increase any risks.
Get them to provide an authorized employee list or even an authorized supervisor list, train them all and possibly make an exception for cleaners in your policy.
Do a risk assessment - if they are not present during active production where product is open the actual risk of undetected adulteration is likely lower.
For food defense maybe require everyone they send to have a background check.
Pre-op checklist can also help cover any remaining risks.