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Designing Smart Cities: Maintenance of Public BuildingsRedesigning urban logistics and transport for a climate neutral Berlin 2050

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Implement

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The area was built in the late 1800s as an epidemic centre for Berlin and extended in the Post-War years. Following the closing of the hospital faciliies in 2001, BIM took

over the area's management in 2004.

Complex maintenance tasks require over 1000 problems per year to be solved by External Service Providers (ESP). They usually need at least 2 trips to fix an issue, the

first one just to inspect what kinds of materials and tools are needed. This results in large expenses for BIM, fixing times of over 4 weeks on average, huge CO2 for

driving to and away from the site and unsatisfied tenants.

Built in the 19th century, the area is named after 1st Guard Dragoner Regimen,who owned the barracks there. First used for military purposes until 1920, then the barracks were repurposed to civil use. It was about to be sold to a private investor but after protests from civil soiety, the ownership of the area was transferred from

the Federal Government to the City of Berlin. This is a place where history, democracy, peace, mobility and the struggle for a public interest-oriented

urban development meet.

Dozens of repair orders issued every month, repairers make average 1-3 trips to the for each case.That refers to 7.000 kg CO2 emissions annually, which can be

minimized with innovative solutions.

Turmstraße 21 - Maintenance Hub

Dragonerareal - HUBitat

Turmstrasse 21

Plot size82.147 m2

20 building units

8272 residents /km2

Obentrautstraße 19-21

Plot size47.000 m2

15 building units

13187 residents /km2

Alt-Friedrichsfelde is an enormous building complex constructed in East-Berlin during the 80s. Tenants range from Education over Tax offices to Police and Third party commercials.

The current maintenance system requires huge effort on communciation, paperwork and driven distsances, resulting in high costs and unnecessary CO2 emissions

Alt-Friedrichsfelde 60

Plot size103.959 m2

20 building units

4952 residents /km2

Alt - Friedrichsfelde - Fix IT

A maintenance hubto reshape the maintenance processes. Built of containers and contains tools

and materials necessary for reoccuring maintenance tasks on-site.

Intelligent, digitalized storage systemsmart orientation support for accelerating maintenance tickets

Local means of tranportationE-cargo bikes enable neighbouring BIM managed areas to profit from the

Hub as well. Responsibility for the Maintenance Hub lies with the local Facility Management.

The Maintenance Hub saves costs and organizational effort for BIM, speeds up the repairing time, thus making tenants happier.

Ecological impact saves 34t CO2

emissions for the Turmstraße 21 alone - per year!

The nitial investments covered by BIM, with supporting subsidies from the City of Berlin. Cooperation with the Facility Management to ensure the Hub is man-aged appropriately, as well as the External Service Provider, for whom the Hub

needs to be beneficial.

A micro-hub for urban freight deliveries of maintenance and repair orders.

It is portable and adaptable as it is built by containers.

A storage areafor construction materials and delivery services.

Recreation areafor repair service provides and contractors to provide standars and quality.

Direct representationof BIM on the site for developing quick responses

to any occuring issues.

A online platformthat brings information and interaction together

Event reportdirect and automated digital forms

An overview mapthat provides information about all current events and accessible to all partici-pants

A rating systema uniform communication channel

A number of key partners is necessary to make the project successful. BIM, Gegenbauer, object managers and also the craftsmen. Last but not least, we need the software engineers and developers to make the app.

Social impactLess stress, better communication, overview for more transparency and orien-tation for everyone involved, tenants’ satisfaction

Economical impactfocusing on actual maintenance work, learning how to fix problems and less external firms have to come

Ecological impactShort term imapcts are based on paper and CO2 reduction.Moreover, less maintenance routes taken promises savings up to 3 t CO2 / a.

Our goal is to reduce CO2 emissions caused bymaintenance trips; effective-

ness in services and enhanced experience for repairers.

Social impactSaving up to 60-120 hours of working time

Ecological impactfor construction materials and delivery services.

Our key partners are Berliner Immobilienmanagement GmbH (BIM), delivery providers, delivery companies, maintenance companies (ESPs) and architec-ture and construction companies.

Urban Design Thinking (UDT) applies Design Thinking Methods in relation to a particular ur-ban space.

The method starts by first immersing oneself into the topic in the Understand, Empathize and Define Phases, solely focusing on accurately describing the problem while locally engaging with residents and stake-holders.

During the Ideate, Prototype and Test phases, it is about finding solutions to the specified problem and testing them with local users, incroporating their feedback for an improved solu-tion. Lastly, by creating a business model in the Implementation phase, we conclude the pro-cess.Multiple iterative stages enables the constant development of perspective through chal-lenges and presents new insights for creative solutions.

PROJECT AREAS

URBAN DESIGN THINKING METHODOLOGY

ParticipantsBangyan Gao, Bengisu Aydos, Lucia Forcioli-Conti, Robina A. Kienitz, Nga Ngo Thuy, Boris Kagan, Katharina Wu, Laura Natalia Morales Charry, Polina Aslamova, Tunca Beril Basaran, Christian Möckel, Lea-Sophie Sonnenberg, Shiyang Lyu, Sima Bhattarai

Project CoordinationKilian Flade, M. Sc. Benno Gerlach, Malte Hager, Dipl.-Ing. Christian Kloss, Prof. Dr. Dodo zu Knyphausen-Aufseß, Prof. Elke Pahl-Weber, M.Sc. Cornelia Schlott, Dipl.-Ing. Maren Wendland

Institute of Urban and Regional Planning

Prof. Elke Pahl-WeberChair of Urban Renewal and Sustainable DevelopmentSekretariat B7Hardenbergstraße 40a10623 Berlin

Institute of Technology and Management

Prof. Dr. Dodo zu Knyphausen-AufseßChair of Stra tegic Leadership and Global Management Sekretariat H92Straße des 17. Juni 13510623 Berlin

The maintenance of modern buildings with their diverse

functionality and general complexity is a large contrib-

utor to global CO2 emissions. The City of Berlin, ev-

er-changing, ever-growing, wants to be carbon-netural

by 2050 and poses the question: Is there a way to re-or-

ganize maintenance logistics so that it still fulfills all nec-

essary tasks while being ecological sustainable?

Understand

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Empathize Define Ideate Prototype Test Implement

PROBLEM

FixIt: Alt-Friedrichsfelde 60A platform to map maintenance issues and ease communication

SOLUTION

KEY FACTS

KEY PARTNERS

BENEFITS

How could we redesign processes of repairing and maintenace jobs forpublic buildings in a sustainable and climate-neutral way?

Tenants in Alt-Friedrichsfelde 60 range from Education over Tax offices to Police and Third party commercials. The current maintenance system requires huge effort on communciation, paperwork and driven distsances, resulting in high costs and unnecessary CO2 emissions.

It is located in the far east of Berlin and takes 30- 60 minutes to drive from the city center (Potsdamer Platz). The area is quite big with different entrances. There are district office of Lichtenberg, College HWR, social welfare department, department of statistics on the site. What's more, Gegenbauer also has an office on site.

Our solution is to create a platform called Fix It which is:1. a direct and automated event report in digital form2. provides an overview of all current events on a map and is accessible to all participants3. a uniform communication channel with a rating system

- S o c i a l : l e s s s t r e s s , b e t t e r c o m m u n i c a t i o n , o v e r v i e w f o r more transparency and orientation for everyone involved, tenants' satisfaction

- Economical : focusing on actual maintenance work, learning how to fix problems and less external firms have to come

- Ecological : Paper reductionShort term: reduction of emissionLong term: digitalized archivLess maintenance routes: savings up to : 3 t CO2 / a, if the problem could be fixed by the maintenance workers on site

A number of key partners is necessary to make the project successful.BIM, Gegenbauer, object managers and also the craftsmen. Last but not least, we need the software engineers and developers to make the app.

Complex maintenance tasks on the area require over 1000 issues per year to be solved by External Service Providers (ESP). They usually need at least two trips to fix an issue, the first one just to inspect what kinds of materials and tools are needed. Only then with the second trip, the actual repairing work can start.

This results in large expenses for BIM, fix-ing times of over 4 weeks on average, huge CO2 emissions for driving to and away from the site and unsatisfied tenants.

If BIM wants to reach its emission reduction goals, they need to change the way mainte-nance currently operates.

We propose a Maintenance Hub to re-shape the maintenance process. The Hub contains tools and materials nec-essary for reoccurring maintenance tasks on-site and is constructed from repurposed containers.

An intelligent, digitalized storage sys-tem along with smart orientation sup-port helps to accelerate maintenance tickets in such a way that they can be solved in only one trip.

Local means of transportation such as electric cargo bikes provide sus-tainable transport on-site and neigh-boring BIM-managed areas to profit from the Hub as well. The local Facili-ty Management assumes the respon-sibility for the Maintenance Hub.

We count on numerous key partners to ensure success of the Maintenance Hub.

First of all, BIM needs to make an initial investment, possibly with supporting sub-sidies from the City of Berlin. Furthermore we need to closely cooperate with the Facility Management to ensure the Hub is managed appropriately, as well as the External Service Providers, for whom the Hub needs to be beneficial.

The area was built in the late 1800s as an epidemic center for Berlin and extended in the Post-War years. Following the closing of the hospital facili-ties in 2001, Berliner Immobil-ienmanagement GmbH (BIM) took over the area’s manage-ment in 2004.

Due to its age, the area requires intense maintenance currently managed by the Facility Man-ager Gegenbauer GmbH.

The Maintenance Hub saves costs and organizational effort for BIM, avoids approximately 34 tonnes of CO2 emissions per year for the Turmstraße 21 alone.

Moreover, it speeds up the repairing time, thus making tenants happier. All these benefits also apply to sur-rounding BIM-managed areas such as the Turmstraße 22 or the correction facility JVA Moabit.

Turmstraße 2110559 Berlin-MitteBuildings: 20Plot size: 82,159 sqmNet Floor Area: 85,159

KEY FACTS

BENEFITS

PROBLEM

SOLUTION

KEY PARTNERS

Turmstraße 21Historic Area in Inner-City Berlin

HUBitatDragonerareal

Each recreation container (modu-les) combines with storage. The storage module has 4 different locker sizes for perfect usage. In these lockers, goods can be stored safely with a chip-code and it’s accessible 24/7. The quantity of the modules can be easily chan-JHG�DV�+8%LWDW�LV�¿H[LEOH�DQG�adaptable.

6 120months

spatial analysis & market assessment

construction FRQFHSW�H[HFXWLRQ

beneficary relations

negotiations with repair companies

stakeholders meeting

parcel delivery concept

conceptual design

neighborhood

meetings

BIM financial

supportcontainers

received

logistics concept

physical design

investment plan

Recreation & administrative module

Storage module I

Storage module II

Lockers

Bengisu Aydos, Boris Kagan, Katharina Wu, Laura Natalia Morales Charry, Polina Aslamova, Tunca Beril Basaran

Fix It

How could we redesign processes of repairing and maintenace jobs forpublic buildings in a sustainable and climate-neutral way?

Problem

HUBitatDragonerareal

By changing the material and servi-ce circulations in urban areas, we shorten the time that the repairer gets to the site without necessarily going to baumarkt.

Therefore the time spent in traffic and purchasing of material is saved. That results in the repairer can quickly get to the area and fix the problem! At the end of the day we aim to see satisfied customers.

What we are doing differently is bringing the parcel deliveries and material deliveries together to make our business model econo-mically sustainable. With the funds from Berlin authorities and BIms contributions the initial costs of establishing the hubs and services can be covered- which is around 25000. T

the monthly expenses are 7000 euro on average, adds on. The graphic the marginal costs and benefits which indicates that the project will not be directly making money for us until 21th month. Me-anwhile, it will be still beneficial for repairers. What matters in here is the increasing amount in CO2 saved.

6 120months

spatial analysis & market assessment

construction concept execution

beneficary relations

negotiations with repair companies

stakeholders meeting

parcel delivery concept

conceptual design

neighborhood

meetings

BIM financial

supportcontainers

received

logistics concept

physical design

investment plan

Site interviews

Urban distribution center

14.7 km 8 km

Building suppliesstore

material purchase

first inspection at site

lunch break

material delivery execution of repair job

Repairer’s office

Dragoner Areal

repair material

repairer

working hours

avoidable trip avoidable trip

Materials and service circulation

12 18 21 2460

40.000

30.000

20.000

10.000

40.000

30.000

20.000

10.000

12 months18 months21 months24 months 6 months

months

marginal benefit

CO2 saved/gr

marginal cost

equilibrium

Revenue

Key actions

RenterIf something happens we should deal by ourselves, the management is so slow!

CaretakerIt seems that BIM is not as competitive as the private sector.

Facility ManagerI have a pile of repair orders to issue, it would be nice to have a different system.

How to enhance the quality of services and provide better experience for customers&repairers?Climate neutrality?

The customers come to us directly. They do not want to involve other maintenan-

ce management companies such as BIM. Because the necessary thing is answer their urgent needs quickly. On the other hand, I

don’t want to work with BIM. They ask too many formalities even for small repair issues. Most importantly, the traffic in the area is

too much congested, that takes time to reach there.

low

Place of interaction

Relevance on tools & services office

vehicle

06:00-07:00Preparation for the work

07:00-Office tasks Repair order

Material search Onsite work-17:00

DragonerAreal

high

Daily routine of a repairer

Time & purpose

Interaction withobjects

CO2 saved

Total tripssaved

Revenue

Userexperience

Workingtime saved

Serviceefficiency

Bengisu Aydos, Boris Kagan, Katharina Wu, Laura Natalia Morales Charry, Polina Aslamova, Tunca Beril Basaran