Using GIS map to Improve Contract Management

About the Program

Category: County Administration and Management (Best in Category)

Year: 2018

Maintaining consistency in the administration of contracts that provide for recurrent services is one of the main challenges of any facilities operation. Personnel turnover and vagueness of contractual terms can cause fluctuations in service levels and impact budgets. By using GIS tools such as detailed maps showing site conditions and distinguishing hardscape and greenscape areas to define the scope of its snow removal and landscaping contracts, the Department of General Services (DGS), Division of Facilities Management (DFM) increased contract efficiency and reduced operational costs. Approximately six hundred maps (greenscape and hardscape combined) were developed by contractors and in-house personnel, allowing DGS/DFM to redraft the replacement solicitations changing from previous time and material approach to a fixed cost per services framework. This has simplified contract management functions of DGS/DFM personnel while providing cost reductions.