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Pickfords moves NATO to its iconic new building

04 January 2019

One of Europe’s most prestigious and complex office relocations was successfully completed earlier this year by a consortium led by Pickfords Business Solutions.

The challenge was to relocate the North Atlantic Treaty Organisation (NATO) headquarters in Brussels to its brand new, highly secure, 254,000 square meter facility, located just across the road in the city.

After residing for more than 50 years in a temporary complex, the delegations and embassies that work together at NATO headquarters were ready to take up official residence when the new building was completed by June 2018.

NATO Headquarters operates as a multi-tenant facility hosting 47 independent entities, 29 national embassies and NATO’s staff elements in separate offices.

Over the years, NATO evolved from hosting 12 allied delegations to 29 allies, 19 partner delegations and multiple NATO staff elements and had outgrown its original building.

The striking design for the new NATO Headquarters suggests the fingers of two hands interlaced in a symbolic clasp of unity and protection. The main building provides each allied nation with embassy-level security while offering common spaces where delegates and staff meet and work.

The 42-hectare campus includes office and conference spaces as well as media and commercial facilities. The structure and organization of the main building were designed with a focus on sustainability incorporating chilled slabs, natural ventilation, geothermal energy, green roof and rain-water capture.

The NATO allies agreed in 1999 to build a new headquarters, ground was broken in the fall of 2010 and the building was handed over to NATO in May 2017.

The relocation was to be the most visible element of a multi-year project and was understandably, to be a huge undertaking, not only because of the sheer size and complexity of the move itself, but also due to the stringent security and safety requirements.

NATO started the planning for the transition and the move to the new NATO HQ in 2011. In 2013 a leading global consultancy was retained to develop the initial relocation strategy and create the subsequent Request for Proposal (RFP) to appoint a suitable removals contractor.

This challenge was sent out to the European business moving market to identify a contractor that had the necessary capabilities to plan, manage and execute a move of this scale and complexity.

The move

It was clear, from the site visit that the sheer scale of the buildings presented real challenges.

Pickfords needed to move 4,200 staff, 19 linear km of documents, some of them highly classified, more than 200 safes, ICT equipment, printing equipment, valuable artwork and technical workshop equipment.

This was simply not going to be like any other “office move”. A joint team was organized, with security cleared staff, from The Office Moving Alliance , members which included Pickfords, Mondial in Holland and AMT from France.

After a very robust due diligence process followed by a “best and final” offer, the contract was awarded to Pickfords and its team members and the extensive project planning phase began.

The challenges

The biggest challenge was the planning and execution of a move that would allow NATO to continue its work unimpeded during the transition, even in the event of an international crisis and had to be perfect in every way, given NATO’s 24/7 defence and deterrence mandate as enshrined in the North Atlantic Treaty.

It was made clear that regardless of the number of people involved, the number of consultations and meetings it would take, through to the environmental disposal of any unwanted furniture there was to be no disruption to NATO business during this time.

The solution

A six person project management team was assigned to the project which included the most experienced and seasoned personnel from AMT, Mondial and Pickfords.

The meticulous planning phases took more than a year and a half to complete. After the initial consultations with each delegation and respective NATO’s core departments, a number of move champions within each respective department or delegation were nominated to become the single points of contact for each entity.

Working in collaboration with the transition office team plus the respective project managers, it was important to ensure every detail had been covered.

A variety of topics were included in this process - from how to pack the crates through to the more complex aspects of how to manage security and access.

It was also agreed during the planning process that a centralised and physical helpdesk should be set up onsite to answer any questions from the members.

A back office function was available by phone and email while a “Welcome Desk” was set up in the middle of the atrium of the new NATO HQ.

The move execution was led by a senior project management team from Pickfords that included Clive Johnson, Robin Standley and John Worsfold, who between them can count on a combined business moving experience of nearly 100 years.

The move execution phase started last March and was planned to be completed on 14 June. Pickfords deployed a workforce of 40 together with six quality champions to audit the work in progress to ensure quality was applied at the highest level.

Pickfords provided five specialist vehicles from the UK, an electronic hoist to gain access to the higher floors from the outside, plus numerous other pieces of ancillary equipment plus grounds and building protection.

Over 8,000 crates were delivered and utilised on a scheduled rotation which enabled the packing, moving and unpacking during the move programme. In total there were more than 42,000 individual crate movements.

Summary

Ultimately, the move of NATO Headquarters and 4,200 people went smoothly and without a break in its ability to continue its mission. The move was executed without any health and safety or security incidents and with no loss of material.

The move planning and execution was delivered on-budget and was completed one day ahead of schedule. The director of the NATO Headquarters Project and Transition Office, Bogdan Lazaroae, described the move project as a “once in a generation endeavour that was smoother than anticipated, executed at a level of quality.

"The move exceeded the already high quality incorporated in the planning and was a testimony to the experience and professionalism of both the Pickfords/Mondial/AMT team and the NATO staff.

"The quality and success of the move was universally recognized and praised across the organization by the Secretary General and the national delegations.”

Martin Budd head of Pickfords Business Solutions said: “We are delighted to have safely delivered NATO to this new iconic building.

"With such a high profile and the absolute need for perfection in every area I am proud to say that this was a successful collaboration between three of Europe’s leading specialists within the Office Moving Alliance.

“Working so closely together for such a length of time with the Transition team at NATO, plus our OMA partners Mondial Movers from the Netherlands and AMT from France, this has been a career and business highlight, as for credibility, moves could rarely be as complicated as this.”


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