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RELOCATION MANAGEMENT SERVICES Organized for speed, innovation and value to create workplaces that respond to business performance needs Project Schedule Relocation Management Services provide the client with a single-point resource to plan and the direct the move process. Our objective is to unburden the client to be able to focus on core responsibilities and to assure a smooth and timely transition into the new facility. Pre-Move Activities Critical Path Planning Conduct client interviews to gather information regarding critical move data: Project profile. Critical Dates. Vendor Information. Equipment Information. Building Information. Summarize and Database the Schedule Information Input into Microsoft Project. Identify and document potential conflicts. Review with client and gain approval. Project Cycle Phased Floor Plan

Relocation Managment

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Page 1: Relocation Managment

RELOCATION MANAGEMENT SERVICES

Organized for speed, innovation and value to create workplaces that respond to business performance needs

Project Schedule

Relocation Management Services provide the client with a single-point resource to plan and the direct the move process. Our objective is to unburden the client to be able to focus on core responsibilities and to assure a smooth and timely transition into the new facility.

Pre-Move Activities Critical Path Planning Conduct client interviews to gather information regarding critical move data:

Project profile.

Critical Dates.

Vendor Information.

Equipment Information.

Building Information.

Summarize and Database the Schedule Information

Input into Microsoft Project.

Identify and document potential conflicts.

Review with client and gain approval.

Project Cycle

Phased Floor Plan

Page 2: Relocation Managment

RELOCATION MANAGEMENT SERVICES

Organized for speed, innovation and value to create workplaces that respond to business performance needs

Furniture Inventory Conduct a physical inventory of all furniture to be relocated:

Identify by description, manufacturer and condition.

Sort by pieces to be reused.

Coordinate existing furniture into re-use layout.

Vendor Communication

Review the preliminary schedule with all vendors.

Identify and document potential conflicts.

Revise accordingly.

Work Flow Chart

Page 3: Relocation Managment

RELOCATION MANAGEMENT SERVICES

Organized for speed, innovation and value to create workplaces that respond to business performance needs

Site Survey

Move Data Base Create and maintain a data base of employee information including:

Name

Existing address

New address

New phone number

Department

Scheduled Move Day

Building Requirements

Coordinate with the respective Building Managers:

Review the relocation schedule.

Identify any move restrictions.

Reserve elevators and loading docks.

Arrange janitorial services.

Employee Information

Page 4: Relocation Managment

RELOCATION MANAGEMENT SERVICES

Organized for speed, innovation and value to create workplaces that respond to business performance needs

Equipment/Vendor Review

Secure information on all equipment and service vendors.

Identify leased/owned equipment.

Notify leasing companies of move schedule.

Review equipment prep procedures for the move.

Obtain quotes for equipment prep.

Arrange for services to relocate.

Identify Security Requirements

Building security.

Move content security.

Arrange for move security services as required.

Issue Move Bid Package Information to Include:

Critical Path Schedule.

Estimates of personnel and contents moving.

Building restrictions.

Pre-Move activity requirements.

Insurance requirements.

Conduct walk-through at origin and destination.

Review and Award moving Contract

Review bids for content and completion.

Provide cost analysis spread sheet to the owner for review.

Recommend moving contractor.

Bid Documents

Page 5: Relocation Managment

RELOCATION MANAGEMENT SERVICES

Organized for speed, innovation and value to create workplaces that respond to business performance needs

Purge Day Organize employee cleanup prior to move:

Identify document and material disposal procedures.

Schedule trash removal with building.

Newsletters Create Move Newsletter to include:

Packing instructions.

Time lines for relocation activities.

Help Center information.

Employee activities.

Internal Communication and Coordination Assist in identifying internal move activities:

Printing of addressed materials.

Issuing security badges and keys.

Notifying vendors/customers of move.

Notify post office.

Setup temporary mailroom procedures for move.

Project Schedule

Page 6: Relocation Managment

RELOCATION MANAGEMENT SERVICES

Organized for speed, innovation and value to create workplaces that respond to business performance needs

Coordinate Refurbishing of Existing Furniture

Identify furniture to be refurbished from existing inventory.

Prepare refurbisher bid documents.

Issue bid documents to qualified vendors.

Review bid proposals with the owner representative and award contract.

Supervise refurbishing process.

Move Meetings

Chair move meetings with internal representatives

Issue meeting minutes and follow up on all action items.

Page 7: Relocation Managment

RELOCATION MANAGEMENT SERVICES

Organized for speed, innovation and value to create workplaces that respond to business performance needs

Meeting Notes

Meeting Notes

Move Activities

Tagging & Staging

Tag move contents with appropriate labels.

Coordinate tags with new furniture drawings.

Setup color-coding for move phasing.

Conduct Building Inspection

Review site conditions at both origin and destination prior to move.

Review site conditions post move.

Document a punchlist of damages and resolve with sub-contractors.

Welcome Booklet Create a Welcome Booklet to include:

Building information. Orientation information on equipment and furnishings. Other information as requested by the owner.

On Site Supervision

Provide on site supervision at both origin and destination.

Blue color code #0000FF

Red color code #FF0000

Purple color code #CC00FF

Green color code #0000GG

Orange color code #0000FF

Yellow color code #0000YY

Page 8: Relocation Managment

RELOCATION MANAGEMENT SERVICES

Organized for speed, innovation and value to create workplaces that respond to business performance needs

Post Move Activities Help Center

Coordinate vendor Help Desk during and after move.

Close Out Report Prepare project close out report to include:

Identify unresolved issues.

Identify damages.

Review invoices.

Review insurance claims.

Remaining Furniture Disposal

Identify remaining furniture.

Solicit quotes for buy-back.

Arrange for disposal of remaining furniture.

Floor Plan

Floor Plan

Web Page

Reports

Drawings