Public authority move Berlin
As your specialised moving partner for government offices and public institutions in Berlin, we plan and support relocations with particular care. The aim is a transparent process that respects your internal procedures and minimises disruption. Together we develop tailored solutions for securing files, IT equipment and mobile office infrastructure, as well as for the handover at the new location.
Expert public authority moves in Berlin — structured and reliable
Our experience with public institutions
Public authority moves have their own requirements: sensitive documents, permanently installed technology and regular opening hours for the public demand precise coordination. We work with clear lines of communication and traceable documentation so that everyone involved is informed at all times and decisions can be made on a sound basis.
Planning and process of your move
Solid advance planning reduces risks. In discussions with your administration, we clarify access requirements, necessary approvals and the order in which rooms are handed over. Based on the site inspection, we draw up a schedule containing agreed time windows and responsibilities.
- Initial meeting and site inspection to determine space requirements and special features
- Preparation of a detailed time and room plan with a list of priorities
- Preparation: traceable inventory and numbered packing
- Coordination of delivery/collection, taking access roads and entrances into account
- Transport with an orderly handover at the destination and labelling of the rooms
- Assembly, placement of furniture and technical equipment, and final coordination
Secure handling of sensitive documents
The confidential handling of files has top priority. We support you with secure packing, clear labelling and the preparation of inventory lists. If you wish, you retain control at all times over access to and traceability of individual boxes or server components.
Logistical focal points in Berlin
Within the city, narrow access roads, no-parking zones and changing roadworks require forward-looking planning. We coordinate with property managers, clarify the required parking permits and plan loading zones and time windows so that public traffic is affected as little as possible.
Contact and next steps
After your enquiry, we arrange an on-site appointment to record the conditions precisely. On this basis, you receive a written summary of the points discussed and a clear proposal for how to proceed. Communication and coordination are transparent and documented.
Moves for public institutions: what is involved
Authorities, public offices, schools, libraries and other public institutions move differently from private companies. There are procurement rules, responsibilities at several levels, sensitive files and often ongoing services for citizens that should be disrupted as little as possible. We follow your specifications and provide the documents you need for your procedures.
Quote and procurement
For the award of public contracts, several comparative quotes are often obtained. Our quote itemises staff, vehicles, working hours, packing material, assembly and disposal individually so that it is transparent and comparable. If you have your own specification of services, we are happy to price it.
Files, archives and data protection
- Transport of files in locked and numbered containers
- Handover only to named contact persons
- Dismantling and reassembling archive shelving in the order in which the files are stored
- Separate transport of particularly sensitive documents according to your specifications
Moving during ongoing operations
Many institutions move in stages: floor by floor or department by department, so that opening hours can be maintained. We plan the sequence together with you and, if necessary, work at weekends or in the evenings. In schools, the holidays are a good option.
Access to properties
Public buildings often have special access rules: registration with the gatekeeper, name lists of staff, loading zones in the inner courtyard. Let us know these requirements early, and we will plan accordingly. We apply for the no-parking zone in front of the building – see No-parking zone Berlin.
Related services
For administrations with many workstations, similar principles apply as for an office move. There are separate pages for laboratories and medical facilities, for example Laboratory relocation Berlin. General information on costs can be found under Moving company Berlin costs.
Typical challenges in public authority moves
Public authority moves are often large, but above all they are multi-layered. Besides desks and cupboards, there are archives with fixed filing systems, public areas, technical rooms and sometimes special inventory such as safes or public building art. Then there are the responsibilities: who decides on the room plan, who grants access, who signs off the work? The earlier these questions are clarified, the more smoothly the move runs.
Archives in the right order
Archive shelves are emptied in the order in which they will be refilled at the destination. Each container receives a number that corresponds to the shelf and compartment at the new location. This way, after the move every file is back where it belongs, and work can continue without lengthy searching.
Several locations, one project
Sometimes several offices are merged at a new location, or one location is spread across several buildings. In that case, we plan the transports so that the departments move one after the other and do not get in each other’s way at the destination. A joint schedule with fixed contact persons on both sides is the most important basis for this.
After the move
On completion, we walk through the rooms with your responsible staff. We take care of minor adjustments straight away, such as a cupboard that should stand against a different wall after all.
Public authority moves in practice
Public institutions have special rules: contracts are put out to tender, access is secured, and many documents may only be moved under certain conditions. At the same time, services for citizens must continue with as little interruption as possible. Here we describe how we approach such moves in practice.
Specification of services and survey
In tenders, a specification of services describes what is to be moved. Even so, an on-site survey is often worthwhile. It shows us the routes within the building, which lifts are available and whether quantities have changed since the specification was drawn up. We submit questions about the tender via the designated channels so that all bidders receive the same information.
Security and access
In many official buildings, our staff need to register, carry an ID badge or be accompanied. We provide the names of the deployed staff in advance and comply with the house rules. We only enter areas requiring special protection by arrangement and, if required, only when accompanied by employees of the authority.
Keeping citizen services running
Where citizens have appointments, the move should disrupt public traffic as little as possible. We therefore often move public areas outside opening hours, for example in the late afternoon or at the weekend. We set up counters and waiting areas first at the new location so that operations can restart quickly.
Locked containers
For confidential documents, we use lockable containers or sealed boxes. The containers are numbered and counted at handover and on arrival. This makes it possible to trace at any time where a container is. We do not see the contents. The authority decides who packs and who opens.
Old furniture and inventory
Public institutions often have inventoried furniture and equipment. Before anything is disposed of, it usually has to be written off. We agree with the responsible office which items are moved, which are put into storage and which are handed over. On request, we prepare lists that help with the inventory.
Several construction phases
When buildings are renovated, departments sometimes move in stages, first into temporary premises and later back again. We plan such moves as a whole, even if months pass between the stages. Furniture that is not needed in the meantime can stay in our storage facility.
Documentation after completion
After the move, the authority receives an overview from us of what was moved: number of containers, furniture and equipment per area, date and time of the handovers. If the tender requires certain records, we comply with them. On request, there is a joint acceptance inspection on site, at which outstanding points are recorded and dealt with promptly. This way, the contract ends with a clear conclusion that the administration can also record in its files.
A fixed contact person on your side
Public authority moves run most smoothly when there is one person in-house who is authorised to make decisions. They know the room allocation, release keys and access cards and talk to the caretaking team, IT and the staff council. On our side, they are matched by a project manager who is involved from the first appointment to the acceptance. Questions such as “Where does the cupboard from room 214 go?” can thus be settled in two minutes instead of across three departments.
Planning a move? We are happy to advise you.
Free on-site survey and a binding fixed-price quote – with no hidden costs.
FAQ - Frequently Asked Questions
How do you ensure the traceability of file movements?
We work with consecutively numbered packaging and digital inventory lists that are logged at handover. This means that every box or file unit can be clearly assigned.
Can the move be carried out in coordination with ongoing administrative procedures?
Yes. Together with you, we plan time windows that take operational procedures into account. These include coordinated partial moves, staggering by department or agreed quiet periods during public opening hours.
How much does a public authority move in Berlin cost?
A public authority move is usually calculated according to a specification of services: number of workstations, metres of files, security requirements, floors and time windows. We prepare a quote with all items that can also be compared in procurement procedures. General cost factors under Moving company Berlin costs.
What does a public authority move with Lion Umzüge include?
Planning with the responsible office, numbered and locked file containers, dismantling and setting up workstations, transport of IT and furniture, and placement according to the room plan. We schedule the work so that public traffic and deadlines are disrupted as little as possible.
How soon can a public authority move be scheduled?
We usually plan public authority moves several months in advance, because procurement, coordination and space planning take time. For individual departments or partial moves within a building, an appointment is also possible at shorter notice.
Can I combine several services for a public authority move?
Yes. For authorities, we provide on request a packing service for files, an assembly service for office furniture, clearance of discarded inventory and storage of furniture that will only be needed later.
How are my goods insured during a public authority move?
For public authority moves, the statutory liability of 620 euros per cubic metre of loading volume applies (Section 451e of the German Commercial Code, HGB). We discuss higher liability amounts, as often required in tenders by public contracting authorities, in advance.
Request a public authority move in Berlin
Send us the key details of your institution or call us on 030 612 964 73. We inspect the premises and prepare a written quote with all individual items, as is usually required for procurement procedures. You can find out more about us at your moving company Berlin.
If you would like to arrange a no-obligation consultation or a site inspection, please get in touch with us. We develop a moving strategy tailored to your authority and accompany the process through to the proper handover at the new location.
