Case History - Federal Building
Internal communications and relations are almost as important. The
commitment of division managers, supervisors, union and staff must be obtained
early on in the project and maintained throughout the course of the project. This
can be fostered best through frequent and thorough communications via
meetings and newsletters. Encourage participation of all staff to the full extent
permitted by their position and duties. Talk about the progress of the project,
display photographs, arrange regular tours of the new developing site for key
personnel and an Open House for all staff prior to the move.
Funding
Successful planning depends in large measure on the earliest possible
commitment of funds to support the financial requirements of a relocation. The
Area Director and the station director should be working with a budget for the
project that is fixed and adequate to support essential requirements for
operations (e.g., you can move with old furniture but you cannot move without a
phone system that meets your needs for communication and public service
within requirements established by others such as GSA--your old phones may
not be compatible with switching equipment to be installed or existing at your
new/renovated facility).
You should determine as early as possible the full extent of available funds
and estimate the costs for all required new equipment and furniture and their
shipment and installation. If your budget exceeds minimum requirements you
may have the luxury of planning for amenities such as new furniture (system or
free-standing, new chairs and other amenities aimed at improving the
environment for office staff). Prioritize and commit to expenditures as early as
possible. You will be dependent upon your procurement services provider to
report any changes to prices initially quoted. Expect these usually minor
changes and leave some cushion in your budget.
Select your provider of procurement services only after thorough analysis of
who can provide the best service - GSA or VA. GSA charges a fee for their
service. Beware of hidden costs such as delivery, unpacking and assembly, and
installation. Cultivate awareness of your project with your service providers and
make them allies, not enemies.
Page 5-2
VA Design Guide
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