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Guide to Office Relocation - Part 3

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Prepare RFQ’s for Movers and Facility Requirements

An RFQ (Request for Quote) is a request that a company puts out when they want to hire contractors to perform a job, and is basically their way of encouraging contractors to bid against each other. The company that issues an RFQ then selects one of the vendors to take the job.

In order to minimize business downtime and unexpected costs, it’s important to prepare an RFQ for critical facility requirements such as: Insurance for property and casualty, HVAC systems, voice and data cabling and integrity, local telecom facilities and accessibility, and voice and data network circuits.

An RFQ is also important to clearly state your requirements to prospective moving vendors.  The following should be considered as components of your Move RFQ:  Time-line including dates for vendor site visits, special disassembly of office systems, modular furniture, and technology equipment, damage prevention concerns, timely setup for business resumption, and reservation of moving dates and times including contingencies.

Selecting a Commercial Moving Provider

Always select a moving company with a history of successful office moves, as they are different than residential moves and require different equipment and skills.  Costs will vary between companies as some charge an hourly rate and others are based on volume/weight.  You may also pay a premium if you opt to move during non-working hours or on the weekend.

Most commercial moving companies will offer two types of estimates: a non-binding estimate which means your final price will be based on the actual amount of hours and materials used on the job; and a binding estimate which gives you a guaranteed price that won’t exceed the amount quoted.

A non-binding estimate can be beneficial if:

  • You are not exactly sure of all the items you will be relocating ahead of the move date.
  • You are not sure if you will be ready and may require additional packing help.
  • Your move will involve an unusual amount of details, or the handling of sensitive equipment.
  • An elevator cannot be made available for exclusive use during part or all of the move.
  • Construction or other improvements that the mover has no control over may slow progress.

A  binding estimate or flat rate for the moving services is preferable if:

  • You want to guarantee your relocation budget.
  • You haven’t moved often, and are not familiar with the process.

Requirements you must meet in order to receive a binding estimate:

  • A detailed inventory in writing must be agreed upon by the client and the moving company.
  • Packing, tagging, assembly, etc.  - any service required must be in the written binding agreement.
  • Elevators must be for movers exclusive use.

In the next part of our series ‘Guide to Office Relocation’ - Part 4 we will explore other considerations surrounding selecting a commercial mover.

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