City of Antwerp
How do you manage a cleaning contract for more than 400 buildings? And how can you, as a city, make agreements that you can actually monitor? These were questions that the city of Antwerp encountered when they put out a tender for a contract management program in the summer of 2019. This is why they chose GRIP.
✓ Clear ✓ Accurate ✓ Control
About the city of Antwerp
The city of Antwerp is the largest in Belgium in terms of population. Tourists can experience and experience a lot. With more than 204 km² of land, there are plenty of museums, shops, restaurants and other cultural locations to visit. But Antwerp of course contains more, think of: nurseries, public buildings, police stations, municipal counters and district houses. The city currently manages more than 400 buildings.
Location: Antwerp
Area: 204.5 km2
Number of buildings: 400
Number of inhabitants: 529,417
Number of employees: 7,000 – 8,000
Case category: cities
Services:
KPI dashboard
Contract management
With such a large number of buildings under management, each of which needs to be provided with adequate cleaning, Antwerp was looking for a user-friendly tool that could not only manage contracts and scale up and down, but also one that would help them to focus on the current state of affairs. to judge. With GRIP’s contract management and KPI dashboard, Antwerp has everything the city needs to be spic and span.
Division of roles & digitization
In addition to many locations, a city like Antwerp also has many people involved in their facilities. Think of department heads, patrimonial managers and building managers. The biggest challenge the city faced was the division of roles and authorizations of the various facility stakeholders. For building managers, for example, the authorization had to be more limited than for contract managers. For example, it had to be possible for the building manager to submit a request for quotation, and then have the contract manager agree or not. Once this process had been completed, the supplier could then start submitting the quotation in accordance with the price agreements from the contract.
Another challenge was the digitization of the process: complicated calculations via email and Excel often led to errors in agreements. These calculations had to be converted to automated calculations within the program.
Step-by-step implementation plan
To make the transition easier for all different stakeholders in Antwerp, GRIP helped with an implementation plan with a number of components:
Implementation calculations to GRIP Facility
Explanation to those directly involved in the City of Antwerp
Explanation to those directly involved with Facilicom as a supplier
GRIP Facility was a new product for all involved. With the implementation plan and various explanation rounds on location in Antwerp, all parties involved could be familiarized with the program step by step. Extra support could be provided at any time with the support lines.
Control on a gigantic cleaning contract
The new working method may have taken some getting used to, but in the meantime the employees of Antwerp can hardly imagine that they used to do everything via e-mail and Excel. With GRIP, they now have control over their huge cleaning contract, which is divided over several plots.
Not only are all calculations now calculated automatically, but also the KPI results for e.g
Step-by-step implementation plan
To make the transition easier for all different stakeholders in Antwerp, GRIP helped with an implementation plan with a number of components:
Implementation calculations to GRIP Facility
Explanation to those directly involved in the City of Antwerp
Explanation to those directly involved with Facilicom as a supplier
GRIP Facility was a new product for all involved. With the implementation plan and various explanation rounds on location in Antwerp, all parties involved could be familiarized with the program step by step. Extra support could be provided at any time with the support lines.
Control on a gigantic cleaning contract
The new working method may have taken some getting used to, but in the meantime the employees of Antwerp can hardly imagine that they used to do everything via e-mail and Excel. With GRIP, they now have control over their huge cleaning contract, which is divided over several plots.
Not only are all calculations now calculated automatically, the KPI results for technical quality, for example, that are kept by Atir Belgium, Facilicom and Antwerp, are now also logged via the GRIP dashboard. This way there is always control over the performance agreements and the finances.
Improve together
And our collaboration doesn’t stop there. Antwerp helps itself and GRIP to improve further with regular evaluations. Moreover, the next step is already in sight: in the future, Antwerp employees would like to work with a customer service solution for complaints, reports and additional requests that they can link to GRIP, so that part of the current operation is automated.
This may make work even easier for all involved in the near future.
Also GRIP on your cleaning contracts?
With the various possibilities within GRIP, we offer the complete package, and with on