RELOCATION CHECKLIST
Sign Lease
- Set Design and Engineering Budget
- Set Construction Budget
- Set Telecommunications Budget
- Set Security System Budget
- Set Furniture and Equipment Budget
- Set Administrative Budget for Project
- Consolidate, Review and Approve Budget
- Obtain Building Permit
- Construct New Facility
- Obtain Certificate of Occupancy
Telephone Equipment and Voice and Data Services
- Develop New System Requirements
- Select Vendors, Negotiate and Sign Contracts
- Advise GC of Requirements for Systems
- Place Orders for Telephone & Data Services
- Coordinate Telecom System and Data Equipment
Installations with Construction Schedule - Confirm All Telephone & Data Services Orders
- Install Voice and Data Cabling
- Install New Telephone Equipment
- Program Phone System Features
- Conduct Phone System Training
- Cut-over System
- Verify Old Lines Disconnected and Call Intercepts
Activated - Coordinate Removal of Current Equipment Not
Relocated
Security System
- Determine Requirements for Electronic Security
- Contract for Security System Installation
- Install System
- Develop Training & Procedure Plan for Operation and Maintenance
- Begin System Testing
Copy Equipment
- Determine Requirements for New Copiers
- Request Copier Proposals from Vendors
- Analyze Proposals
- Contract for New Copiers
- Submit Cut Sheets to Architect
- Arrange for Vendor Preparation of Equipment to be
Relocated - Coordinate Delivery of New Equipment with Relocation &
Construction Schedules
Mailroom Equipment
- Contract for New Equipment
- Prepare Equipment to be Relocated
Computer Equipment
- Determine Requirements for New Computer
Equipment - Contract for New Equipment
- Submit Cut Sheets to Architect
- Coordinate Delivery of New Equipment with Relocation &
Construction Schedules - Determine Data Cabling Requirements
- Identify Remote Communications Requirements
- Verify Proper Engineering of Computer Space
- Ensure Engineering of Computer Space Meets
Requirements - Determine Disposition of Old Computers
- Install Data Cabling
Audiovisual Equipment
- Determine Requirements for New Audiovisual
Equipment - Contract for New Equipment
- Coordinate Delivery of New Equipment with Relocation &
Construction Schedules
- Complete Furniture Inventory
- Produce Layout of Existing Furniture to be Relocated
- Incorporate New Furniture on Layouts
- Order New Furniture
- Determine Requirements for Signage, Interior
Landscaping & Artwork - Determine Which Items to Relocate
- Determine Whether Schedule Requires Use of Rental Furniture
- Coordinate Delivery Schedules With Relocation
and Construction Schedules - Coordinate Removal of Furniture with Relocation
Schedule - Monitor Installations
- Determine Number of File Cabinets to be
Electro-statically Painted - Contract with Painting Vendor
- Determine Schedule for Painting
- Contract with Used Furniture Vendors
- Conduct Employee Sale, If Appropriate
Coffee Service
- Determine Requirements for Coffee Service Equipment
for New Facility - Contract for Coffee Service
- Verify Proper Design and Engineering of Coffee Service
Areas - Arrange Pick-up of Current Coffee Service Equipment
- Coordinate Delivery of Coffee Service Equipment
with Relocation Schedule
Vending Service
- Determine Requirements for Vending Equipment for
New Facility - Contract for Vending Services
- Verify Proper Design and Engineering of Vending Area
- Arrange Pick-up of Current Vending Equipment
- Coordinate Delivery of New Vending Equipment
Break Rooms
- Determine Requirements for New
Refrigerator/Microwaves - Procure New Equipment, If Necessary
- Coordinate Delivery of New Equipment with Relocation
Schedule
Lease
Budget
Construction
Office Systems
Office Equipment
Furniture and Furnishings
Food Service Start Up
Operations
Administration
Relocation Logistics
Operating Procedures Development
- Develop Mail/Messenger Services Procedures
- Develop Employee/Visitor Parking Policy
- Develop Smoking Policy
- Develop Emergency Plans
- Develop Office Supplies Ordering & Distribution
Procedures - Develop Computer Report Distribution Procedures
- Develop Computer System Training & Operating
Procedures - Develop File Room Utilization Procedures
- Develop Storage Area Utilization Procedures
- Develop Records Retention Policies
- Develop Library Operations Policies
- Develop Employee Owned Items in Work Place
Policies - Develop Telephone System Training & Directory
Procedures - Develop Receptionist Procedures
- Develop Mail Distribution Procedures
- Develop Conference/Board Room and Training Room
Scheduling & Usage Policies - Develop Word Processing System Procedures
- Develop Building Security Training & Operational Procedures
- Consolidate, Review, and Approve New Procedures
- Incorporate New Procedures in Training Programs
- Advise Employees of New Procedures
Purge Campaign
- Develop Procedures for a Purge Campaign
- Distribute Purge Campaign Procedures to
Employees
Printed Materials
- Identify/Control Printing of Materials with Current
Address - Place Moratorium on Ordering of Materials
with Current Address - Design and Order Materials with New Address
- Deliver Materials with New Address
Move Newsletters
- Publish Employee Move Newsletter
Insurance Policies
- Confirm Adequate Insurance for Property & Liability
per Lease and Contract - Consult Insurance Carrier on Transport Insurance
- Notify Insurance Carrier of Required
Changes/Riders
Telephone Directory
- Update Telephone Directory, Distribute to Staff,
and Clients
Orientation Pamphlet
- Prepare and Distribute New Facility Orientation
Pamphlet
Notifications
- Develop List of Clients, Vendors etc. to be Notified
- Design/Select/Order Move Notification Cards
- Mail Move Notifications
Postal Service
- Contact Local Postmaster for Delivery and Pick-up
Schedules - Coordinate New Mailing Address with Printed
Materials, Notifications - Obtain New PO Boxes and Mailing Permits, if
Needed - Establish Forwarding Accounts at Current Post
Office - Monitor Old PO for Mail Accumulation
Janitorial Services
- Arrange for Start-Up Janitorial Services at New Facility
- Arrange for Special post Move Clean Up at Old Locations
Basement Storage
- Determine File Volume Relocating to New Facility
- Determine File Volume Relocation to Off-Site Storage
- Procure Off-Site Storage, If Necessary
- Provide File Cabinet Specifications to Architect
- Ensure Space Requirements for Files is Adequate
Dedication Ceremony
- Plan and Organize Dedication Ceremony
- Develop List of Invitees
- Design/Order/Deliver Invitations
- Mail Invitations
- Hold Dedication Ceremony
Mover Selection
- Develop Move Specifications
- Prepare and Distribute RFP to Move Vendors
- Conduct Bidders Conference/Walk-Through
- Recieve and Evaluate Proposals
- Select and Contract for Move Services
- Conduct Move Preparation Meetings with Move Vendor & Building Managements
Relocation Team Meetings
- Organize Relocation Teams
- Develop Agendas & Meeting Schedule
- Conduct Relocation Team Meetings
Move Preparation
- Assign Move Resposibilities to Staff
- Determine Label Color Coding Scheme for New Facility
- Develop and Distribute Move Procedures, Packing/Placard Instruction
- Arrange for Communications Between New and Old Facilities
- Coordinate Trash removal During Deliveries with Building Management/General Contractor
- Provide Extra Dumpsters, As Required
- Confirm Move Schedule with Moving Representatives & Building Managements
- Deliver Boxes/Labels to Current Locations
- Tag Furniture/Equipment in Accordance with Placards
- Determine Building Protection Requirements, Coordinate with Building Management/Move Vendor
- Pack Offices
- Hang Directionals, Placards, and Room Number Signs at New Facility
- Conduct Pre-Move Walk-Throughs with Mover for Existing Building Damage
- Execute Move
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KGO Project Management 1425 K Street, NW, Suite 240, Washington, DC 20005 phone: 202.552.0002 fax: 703.476.7008 |
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