A very important part of the RFQ should be a request to the suppliers asking them to tell you the information they need to submit a meaningful bid on your project. All too many requests for fixed-price proposals have yielded less-than-satisfactory results because the request was not specific enough. The list of information requirements, provided by the vendors, can be used as a guide by your procurement specialist writing the Request for Proposal (RFP).

With knowledge of what a mover needs in order to provide an accurate bid, a complete inventory, and your precise timing requirements, you now have the basis for writing a tightly-specified Request for Proposal (RFP). You should also specify required experience with moving labs, along with references, insurance requirements, communications requirements, and the procedures for dealing with move day contingencies. Floor plans for the origin and the destination, and information about loading docks and their availability should also be included.

With specific respect to moving evidence, make sure your mover has had experience with these kinds of moves and is aware of the particular requirements. Don’t hesitate to check with past clients to learn of any problems that may have occurred.

Another source of assistance can be the manufacturers of equipment you are moving. Equipment may require protection that only the manufacturer is in a position to know about or supply. The manufacturer, more likely than a mover, will be aware of special power-down, power-up requirements. There may be a need for pre-move and/or post-move calibration of instruments. In general, the same expertise required for original installation is needed to move and re-install your high-end forensic technology. Manufacturers’ services can be expensive however, so decide carefully when such help is truly needed.

By carefully specifying the nature of the move, by planning well in advance, and by getting the right kind of help, your move can be anxiety-free.

Michael R. Benham is a consultant with Spectrum Strategies, a planning and management firm with a focus on facilities and real estate. He has worked on project management, process improvement, and organizational design for Pfizer, Ameritech, Ford, and others. Before joining Spectrum Strategies, Mr. Benham worked in planning and management for local and regional government organizations in the Chicago metropolitan area. Michael may be reached at (248) 262-1846or mrbenham@spectrumstrategies.com