Case Studies

Acton Relocation Management provided highly successful relocation planning and management for Morris & Spottiswood to support the refurbishment of a property in Birmingham for the ultimate client, a major retail and commercial financial services organisation.

Services featured:

• Relocation planning and management support on behalf of the principal contractor – Morris & Spottiswood – to liaise and interface between:
  • Arcadis, the principal project management company;
  • Specialists:
    • nominated move company and recycling contractor,
    • construction sub-contractors and M&E contractor,
    • multiple furniture suppliers and mobile racking contractor.
  • Professional services:
    • architect,
    • structural engineer,
    • financial controllers,
  • Client in-house services:
    • IT Services,
    • Facilities Management,
    • departmental move champions.
• Sequenced relocation of circa 2,900 staff movements over 13 phases within and between four properties in Birmingham city centre.
• All fabric works and moves completed on time.

“Thank you for all your hard work, which has clearly paid off”…(Read full Testimonial here)

Nick Knott, Senior Contracts Manager | Morris and Spottiswood

Floor clearance – Old furniture and carpet tiles environmentally recycled

Floor enhancement – New carpet and furniture installations following on from M&E and redecoration works

Floor ready to occupy – Desk build and locker installations complete

Floor re-occupation – Equipment and collaborative furniture relocation to refurbished floor

Staff welfare – Breakout areas equipped and furnished

Acton Relocation Management Ltd has project managed multiple business relocations for Balfour Beatty throughout the UK.

This case study focuses on specific projects in Scotland and Derby in the East Midlands, where businesses were brought together to rationalise the property portfolio.

Scotland

• Full project management, creating a plan for circa 450 staff to relocate out of seven buildings across the M8 corridor, located from Paisley in the west to Edinburgh in the east, into a new central Scottish office at Maxim 7, Motherwell.
• Chair of the Balfour Beatty project team, harnessing the input and managing the actions of key stakeholders representing each site:
• Balfour Beatty Construction (main contractor),
• Operational leads for each transferring business,

• IT services,
• Local Facilities Management,
• Group Property,
• Health & Safety
• Paperwork, furniture, and IT equipment audits
• Design & specification of the relocation strategy to undertake the moves over three consecutive weekends,
  • contractor procurement,
  • planning and management for the physical transfer of selected furniture and equipment from the existing sites,
  • on-site attendance for all moves.
• All client staff were back to work within the first hour, every Monday morning.
• Cost savings of £60,000 were generated by identifying re-usable assets via a furniture audit
• Selected furniture was redistributed to other BB projects principally Sheffield and Derby, enabling cost-efficient re-use.
• Five leased buildings were subsequently sustainably cleared of abandoned furniture and WEEE prior to being surrendered.

Scotland Head Office

Example of Scottish Office Interior

Derby

• Management and procurement exercise for three sites transferring to one, featuring:
  • C100 office staff,
  • R & D laboratory/engineering workshops,
  • Warehouse and stores.
• Chair of the Balfour Beatty project team, harnessing the input and managing the actions of key stakeholders representing each site:
  • Operational leads for all businesses involved,
  • IT services,
  • Local Facilities Management,

• Group Property,
• Health & Safety.
• Paperwork, furniture, and IT equipment audits.
• Relocation strategy design & specification,
  • contractor procurement,
  • planning and management for the physical transfer of selected furniture and equipment from the existing sites,
  • on-site attendance for all moves.
• Identification and procurement of specialist handling for:
  • Workshop equipment
  • R&D test rigs and associated analytical equipment
  • Warehouse stock & storage systems.
• Cost-effective redeployment of re-useable furniture from Scotland.

Other smaller projects are also undertaken for Balfour Beatty included:

Croydon to Redhill | Sunderland to Newcastle | Rochester to Folkestone | Liverpool to Liverpool

“Balfour Beatty would recommend and endorse Acton Relocation Management’s services for any individual or organisation undertaking similar office moves and relocations”… (Read full Testimonial here)

Alan Young, Commercial Manager | Balfour Beatty, Regional and Construction Services UK

“They bring a wealth of experience that ensured the project avoided the hazards and pitfalls that a novice mover could fall foul of”… (Read full Testimonial here) 

Neil Platt, Asset & Compliance Manager | Balfour Beatty, Service and Living Places

Acton Relocation Management provided highly successful advanced relocation planning support, plus relocation project management to DRS Data Services Ltd for their entire new property project and business migration, which completed ahead of schedule and under budget and featured:

Advanced Relocation Planning

• Liaison with all parties for completion of the Agreement to Lease & Full Lease, Licence to Alter, and Wayleave for fibre installation
• Chair of the DRS project team, harnessing the input and managing the actions of key stakeholders:
  • Operational departments,
  • IT services,
  • Facilities Management,
  • HR,
  • Health & Safety,
  • Legal services,
  • Finance,
  • Marketing
• Liaison with Cat A base build main contractor
• Specification, procurement, and planning for the Cat B fit out (undertaken by Stirling Grey) of the c48,000 square feet interior featuring:
  • construction (including installation of a full mezzanine floor),
  • M&E, power & data
  • Fire detection, alarm, and fire suppression system (undertaken by DAS Fire)
  • Staff welfare provisions
  • Branding
• Financial management, risk review and management reporting
• Capital allowances review
• Dilapidations at surrendered units

Relocation Project Management

• Strategy, design & specification for the relocation from the existing local operation – housed in four neighbouring units – serving c250 staff
• Invitation to movers to bid, including adherence to client’s Due Diligence protocols
• Host movers’ surveys and questions
• Manage bid reviews, assessment, and support client procurement process
• Liaison with equipment OEMs
• On-site management of the physical relocation for all equipment, and environmental clearance of unwanted ff&e to facilitate dilapidations.

“Very well done. Great outcome for us all given your hard work and professional guidance”…(Read full Testimonial here)

Bernadette Brooks, Managing Director | DRS Data Services

“Your drive and passion certainly played a significant part in getting this critical project across the line”… (Read full Testimonial here)

Mark Collins, Director of Operations | DRS Data Services Ltd

Base Build

Mechanical and Electrical

Staff Welfare

Equipment Relocation

Project Completed

Acton Relocation Management executed the planning and move project management for the transfer of services from Birmingham Dental Hospital and School of Dentistry into its new site at Pebble Mill, Edgbaston.

The new clinic is the first integrated dental hospital and school built in the UK for almost 40 years.  The innovative building design offers better assimilation and more flexibility in providing tailored services to patients. World-class research facilities offer a modern learning environment for over 600 students and trainees.

Clinical services services include emergency dental care, restorative dentistry, oral surgery and medicine, orthodontics and paediatric dentistry.

The Project Requirement

The relocation encompassed eleven dental and imaging clinics, six research and production laboratories, Clinical Skills teaching areas, a supporting reference library, management and administration offices for approximately 300 staff, and other associated hospital services.

The Project Approach

Alongside the new hospital build project team and two incumbent clients –  Birmingham Community Healthcare NHS Foundation Trust and University of Birmingham – we provided relocation analysis and planning, and redeveloped an existing move plan to deliver a more effective transfer strategy.

We established an operationally efficient and cost effective move programme to include:

• Relocation schedule
• Migration mapping of people, files and equipment
• Specialist handling requirements for laboratory and clinic equipment including OEM liaison for sensitive, fragile and heavy research equipment.
• CoSHH transfers
• Sensitive sequential packing and unpacking services
• Management of protocols for transfers of drugs, sterile equipment, infection control measures and Information Governance.
• Compilation and delivery of Move Instructions across all disciplines.

The Project Outcome and Benefits

Through well-organised resourceful planning and stakeholder engagement, we project managed a successful move, augmented by effective internal and external communication.

Key features:

• Main move was reduced from sixteen days and undertaken in nine
• Client support was minimised to feature only management attendance, avoiding overtime costs for 50+ clinical staff
• Clinical services were resumed more quickly than planned after unpacking was minimised to two days
• Sequential transfer of c6,800 patient Model boxes to three different storerooms, each with different handling requirements.
• Sequential transfer of c1,200 Production Laboratory Model boxes to align with new laboratory software package.
• Arranged external storage solutions, to accommodate delivery issues created by building delays
• Planning and operational support to the main Project team hosting the dedication ceremony and site visit by HM Queen Elizabeth II, where she unveiled a commemorative plaque.  

Client Testimonials

“… Highly impressed and delighted by the professionalism, knowledge and experience…instantly brought to the project. Communication, guidance and direction was clear and concise…and the move strategy enabled the hospital to maintain a service delivery for as long as possible, but also regained its operational status quickly…”

Mike Clarke, Project Manager | New Birmingham Dental Hospital School of Dentistry. Read full testimonial here

“… [Glyn] took a complete lead on everything to do with the actual move, guiding the Project, Operational and Clinical teams on high-level principles and immense detail….. you were able to tailor your approach to meet all situations. Your communication skills are excellent…”

Kath Jakeman, Associate Director | Birmingham Community Healthcare NHS Foundation Trust. Read full testimonial here

“… From the outset, we were impressed with the knowledge, attention to detail and understanding of laboratory moves…”

Gay Smith, Laboratory Manager | University of Birmingham, Birmingham Dental Hospital and School of Dentistry Read full testimonial here

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The Local Government Ombudsman appointed Acton Relocation Management to provide project management support for two separate projects: the transfer of 40 staff across York, followed by the movement of 90 staff for their headquarters across Coventry.  Both moves facilitated the transfer of two of this government body’s offices from private to public sector accommodation.

The project brief required the formulation and presentation of a clear and effective relocation strategy for each site, identification and management of risk, plus assistance with selection and procurement of suitably capable move companies, followed by subsequent oversight and control.

It was also important to the client that support was provided to their in-house facilities teams, as well as production and delivery of clear advice and instruction to stakeholders at all levels.  It was necessary to be aware of and assist with the operational and cultural change occurring within LGO, and support its communication across the organisation.

Both moves were executed four months apart on a Thursday afternoon and evening, completed on Friday, with staff being able to work from home or alternative accommodation whilst the physical transfers took place.

Based on public sector procurement protocols, the project required a managed migration of re-useable furniture, current files and archive records, plus IT equipment, followed by redistribution of assets to other bodies or certified environmental clearance.  Selected furniture with a residual value was identified and sold within the used furniture market, helping to off-set some project costs.

“… LGO were pleased to engage Acton Relocation Management as a cost effective solution to providing valuable experience and additional resource. We were pleased with the diligent and transparent manner that costs were controlled on our behalf…” (Read full Testimonial here)

Matt Holden, Facilities and Operational Support Manager | Local Government Ombudsman

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Acton Relocation Management was commissioned to manage this relocation project from inception to completion, transferring 110 staff across Liverpool.

We were required to liaise with divisional departmental heads, on-site Facilities management, Balfour Beatty IT services (National and divisional) plus other third parties in order to develop a comprehensive transfer programme.

The existing server was identified as a risk to the business if transferred, necessitating the  dedicated back up and transfer of data from the existing hardware to a new system affording greater capacity and more appropriate services.

Development of the transfer programme also featured management of the schedule for the interiors and fit-out programme at the new premises.  Their service included: space planning & design; new furniture supply; network cabling installation to suit VOIP telephony; construction of server room, storage & meeting rooms; kitchen and breakout areas.

The relocation featured general & personal filing/storage, desktop IT, selected furniture and shared equipment, plus clearance of abandoned furniture, a full catering kitchen and several large safes.

Mid-week movement of general files preceded the main relocation, which was undertaken and completed within a single weekend. Balfour Beatty staff were well placed to unpack quickly on Monday morning and many were operational virtually immediately.

“… skills, experience, knowledge and professionalism … in managing and liaising with stakeholders (at all levels), contractors and in-house service providers… led to the interiors fit-out, exchange of IT system and subsequent move all being executed to the highest standard…” (Read full Testimonial here)

Rob Harrison, Senior Property Manager | Balfour Beatty Group

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Workbox UK Ltd appointed Acton Relocation Management to undertake a space utilisation and workplace study at Boots’ 4000 staff capacity administrational headquarters in Beeston, Nottingham.

The project aim was to help the company understand its current working practices, use of space, and inter-departmental relationships.  We liaised with the incumbent FM provider (InterserveFM) and circa 40 departmental representatives/champions using workshops, one-to-one meetings, data collation and questionnaire analysis/discussion, in order to establish:

• Use of workspace – desk sizes and use, departmental adjacencies.
• Site attendance, home working/hot desks.
• IT facilities and needs.
• Storage facilities, types and use.
• Meeting room needs – type, regularity of use, suitability, booking system.
• Breakout space – availability, needs and use.

A summation of the findings and detailed supporting analysis, followed by a report with recommendations, was presented to Boots’ property management team, enabling them to move forward with their own review of how to make best use of the accommodation, improve conditions and enable staff to work better.

“…. an excellent and comprehensive experience and would look to utilise their services with similar projects in the future…” (Read full Testimonial here)

Stuart Thacker, Director | Workbox UK Ltd

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Severn Trent Water occupy three floors in the main office building at the Raynesway site, housing some 400 staff.

They wished to re-align groups of staff to enhance working practices and gain better synergies across departments and within contracts.

Acton Relocation Management brought together and chaired meetings of key Severn Trent Water staff, their IT project manager, and the onsite FM providers, Mitie.

Assessment of current versus proposed seating plans, and associated use of storage furniture – by volume and type – enabled a two phase move programme to be developed.  This included detailed mapping of storage files from existing to new cabinet locations within and between floors, along with the movement of selected IT equipment and specifically identified ergonomic furniture.

Further analysis by the IT project manager for the myriad of internal patching changes, harmonisation of changes for the external contractors, and desktop placements were dovetailed into the programme.

Overarching collaboration with Mitie ensured controlled site access, all within a clearly defined health and safety managed environment.

Clearance and housekeeping exercises were also undertaken prior to the phased move weekends, enabling best practice to be re-established where beneficial.

“… Having experienced many similar moves in the past I found Glyn’s role to be invaluable in allowing me as Site Manager to focus on things that affected my own role or my client interests…” (Read full Testimonial here)

Dean Simpson, Service Delivery Manager | Severn Trent Water Raynesway and Spondon Property Services

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PR Associates Ltd, Chartered Building Consultants for the school, invited Acton Relocation Management to assist with project management for the transfer of furniture and teaching equipment from existing classrooms and store rooms to the school’s new building extension.

We agreed the specification for the work with the school’s management team and teaching staff – for whom it was particularly important to be able to continue their duties with the least disruption – before then undertaking the invitation and instruction of movers.

After managing the procurement exercise and appointment, we held a joint planning meeting with the chosen mover – particularly addressing the health & safety issues of undertaking the move during term time with pupils and staff on site – and subsequently managed their service delivery throughout the move process.

“… we knew we could rely on Acton Relocation Management to act with complete professionalism and take the pressure from us having to organise this part of the project…” (Read full Testimonial here)

Richard Pill MCIOB, BSc (hons), BEng (hons) | PR Associates | Chartered Building Consultant 

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Cancer Research UK (CRUK) and The Medical Research Council (MRC) were planning the merger of staff and assets from three laboratories: Lincolns Inn Fields, Mill Hill and Potters Bar, all into the brand new Francis Crick Institute at St Pancras.

Acton Relocation Management was commissioned to provide consultancy support and guidance to the CRUK and MRC Procurement teams with the construction of their Invitation to Tender (ITT), for issue to prospective move companies.

“…I would recommend Acton Relocation Management’s services to any organisation contemplating a business relocation…” (Read full Testimonial here)

David Lyon, Head of Procurement | CRUK

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