Streamlining Facility Solutions for a Logistics Leader in Indiana

Overview 

Since September 2018, City Wide Facility Solutions has partnered with a prominent logistics company in Indiana to manage facility services across its expansive 100,000+ square foot property. The facility operates 24/7, with over 500 employees rotating 8-hour shifts. With hundreds of trucks moving in and out each day, and high-security protocols in place, this site demands consistent, responsive support across all areas of operations. 

By consolidating services under City Wide, the client eliminated the complexity of managing multiple vendors and gained a dependable, proactive partner with a single point of contact. 

Challenges 

Before working with City Wide, the logistics company struggled with: 

• Vendor Overload: Multiple contractors led to inconsistent communication, accountability issues, and operational inefficiencies. 
• Project Coordination Gaps: Coordinating larger initiatives without centralized oversight delayed completion and created internal frustrations. 
• Decentralized Oversight: Without a single contact person, managing repairs and routine services took valuable time away from the internal team’s priorities. 

Facility Solutions Manager: The Key to Seamless Coordination 

One of the most impactful improvements to the facility’s management was accessing a dedicated Facility Solutions Manager (FSM) with City Wide to serve as the sole point of contact for all services. The FSM: 

• Oversees all vendor relationships and ongoing work 
• Sends weekly project updates and monthly tracking spreadsheets 
• Proactively communicates delays, approvals, and completions 
• Ensures timely escalation and resolution of any concerns 

The FSM is supported by an onsite janitorial supervisor, providing daily visibility and immediate responsiveness to operational needs. 

Solutions 

City Wide implemented a comprehensive program tailored to the demands of this fast-paced, secure facility: 

Janitorial Staffing: 

• 15 full-time janitors and 1 supervisor cover three shifts, 7 days a week: 
• 1st Shift: 5 janitors + 1 supervisor 
• 2nd Shift: 5 janitors 
• 3rd Shift: 5 janitors 

Expanded Services: Over time, City Wide has managed projects across multiple trades: 

• Painting 
• Snow removal 
• Landscaping 
• Restroom and bathroom remodels 
• Commercial kitchen repairs 
• Tile work, door and window replacement 
• Plumbing repairs 
• Reverse osmosis installation 
• Floor care: strip & wax and carpet cleaning 

Rapid Response: Most repair requests are completed within days. Larger projects vary based on scope and material availability but progress quickly. 

Security & Compliance: All vendors adhere to site-specific security protocols, ensuring proper check-in/out procedures for any work performed in regulated areas. 

Project Spotlight: Parking Lot Expansion

City Wide oversaw the successful completion of a 19,000 sq ft parking lot expansion into an unused field adjacent to the facility. The project involved land regrading, drainage considerations, and full paving and striping. 

Despite weather interruptions and an unexpected need for additional river rock, the project remained on track. City Wide ensured steady progress through consistent updates, quick decision-making, and strong contractor collaboration. 

Key factors in its success: 

• Transparent communication from all three engaged contractors 
• Same-day change orders when unexpected needs arose 
• Weekly progress reports to the Operations Manager 
• Flexible coordination with site teams to minimize disruption 

Following completion, the site leadership was so impressed with the clean new striping that City Wide was awarded a follow-up striping job for the remaining yard. 

Results 

Operational Simplicity 

Site leaders now work directly with the FSM, no longer needing to juggle multiple vendors. This streamlined model has significantly improved service response times and clarity. 

Reliable Staffing 

Since City Wide assumed full management of the account in 2023, there have been no janitorial staffing issues. The onsite supervisor ensures any minor issues are resolved immediately and escalated when needed. 

Increased Productivity 

The facility’s Operations Manager no longer spends time chasing updates or managing contractors. With weekly update emails and monthly review spreadsheets, they stay informed without being burdened. 

Positive Feedback 

Leadership has praised City Wide’s ability to simplify facility operations. They’ve often noted how much easier it is to work with a single partner who ensures things are handled correctly the first time. 

Management Capabilities 

City Wide’s proven ability to manage secure, labor-intensive environments makes them a trusted partner in high-volume, high-stakes logistics operations. Through consistent communication, proactive problem-solving, and scalable support, City Wide continues to help this Indiana-based facility operate more efficiently, every shift, every day.