Relocation Management Services

While KGO normally provides full Relocation Management Services for our clients, our flexibility enables us to provide partial services in any fashion, depending on the needs of the client.

Relocation Plan & Schedule
Budget Development
Personnel Plan
Move Committee
Moving Company Selection
Move Guidelines
Furniture Coordination
Vendors Coordination
Change of Address
Artwork and Signage
Security Vendor
Pre-Move Services
On-site Move Supervision
Post- Move

 

Relocation Plan & Schedule

KGO will develop a relocation plan and schedule for the project, which will be updated periodically and managed for timely completion of tasks by the Project Team members. This relocation plan and schedule will address move-related tasks to ensure a well-coordinated move. We will also coordinate the room layout to ensure the furniture being relocated can be accommodated in the new offices.

 

Budget Development

We will create a relocation budget that will include money for all relocation activities and a contingency. Throughout the project, we will monitor costs against the budget and, when necessary, we will take the steps required to help ensure that the budget is met.

 

Plan

KGO will work with the Project Team to determine factors and priorities affecting the schedule. The plan will clearly outline tasks and responsibilities. It will include the coordination of activities performed by all move-related vendors.

 

Move Committee

KGO will coordinate the organization of the move committee, which will include members from each unit who will assist KGO during staff meetings. We will work with the move coordinators to resolve move-related conflicts and will update the schedule to ensure completion of the tasks in a timely manner. KGO will coordinate relocation schedules and the phasing of move day activities.

 

Moving Company Selection

We will pre-qualify moving contractors and develop a list of potential bidders. Based on the pre-qualification, at least three (3) moving companies will receive invitations to bid. A detailed RFP will be developed establishing a specific scope of work to include special requirements, freight elevator availability and landlord restrictions. All bidders will be invited to a walk-through of the space and a question and answer session. The bids will be evaluated on the basis of price, the move plan proposed, the completeness of the proposal, favorable references and previous experience. We will then recommend a vendor and assist in the negotiation of final pricing and terms of the contract.

 

Move Guidelines

KGO will develop relocation policies and procedures that establish specific guidelines for packing, tagging, preparing equipment and offices, damage reporting, etc. and ensure that these procedures are maintained. 

 

 

Furniture Coordination

KGO will help verify what existing furniture will be re-used, what furniture will be sold or stored and verify that any new furniture delivery is on-schedule. Also KGO will assist with the coordination of the delivery, layout planning and proper installation of the furniture and conduct a walk-through after furniture installation.

 

Vendors Coordination

KGO will monitor the activities of move-related vendors without directly interfering with their tasks and ensure that all contractors and vendors are on-schedule in the performance of their tasks and will not delay the work of others or the move-in schedules. As schedules change, vendors will be informed and coordinated.

Hallway-Relocation

 

 

Change of Address

KGO will verify that a list of clients and vendors to be notified of a change of address has been created, verify the arrangements for printing the move announcements, and confirm that new stationery and business cards have been ordered.  We will help determine a mailing schedule that considers any global clients. We will also confirm that the Post Office has been notified of the firm’s new address.

 

Artwork and Signage

KGO will help identify an artwork handling vendor and prepare a scope of services to address inventory, crating, storage, moving and re-hanging the firm’s artwork. We will coordinate the work of this vendor with the other move- related vendors.

 

We will also determine the requirements to relocate any signage as well as any logo or name plates, etc. We will help you identify, hire and manage a vendor responsible for this work.

 

Security Vendor

KGO will assist in the hiring of a security vendor via soliciting bids, evaluating those bids and making a recommendation to you. Once the successful security vendor is selected, we will coordinate the work of that vendor with the landlord and the general contractor. We will also insure that all new access and ID cards are issued to the employees.

 

Pre-Move Services

There are many pre-move activities that must be planned. These include a pre-move briefing conducted by KGO for every unit; distribution of a relocation handbook with inventory checkout sheets, pre-printed labels for each employee and move updates distributed via e-mail. KGO will conduct a walk-through of each space prior to the move to verify that no obstacles to the move process exist. KGO will also develop contingency plans to address potential issues.

 

On-Site Move Supervision

KGO will direct, manage and supervise the moving company, ensure the proper protection is in place at both send and receive locations, answer any move- related questions by the various vendors, verify the correct delivery and installation of new and existing furniture and equipment and document any damages.
KGO will coordinate the distribution of the welcome packages, which include problem report forms for employees to report deficiencies. 

 

Post-Move

 KGO will conduct a walk-through of the spaces with the moving company’s supervisor and develop a detailed punchlist. KGO will coordinate and resolve warranty claims and/or corrections required of the move contractor.

 

KGO will survey the area with the move coordinators to resolve discrepancies, make adjustments and collect request forms from staff for items such as missing or damaged furniture, construction issues or telecommunication problems.