Seamless Relocation of Uxbridge Library for the London Borough of Hillingdon

Introduction:

This case study details the successful relocation of Uxbridge Public Library, a significant undertaking managed by Jamie Briggs Removals (JBR) on behalf of the London Borough of Hillingdon. The project involved a complex multi-level decant from the library’s former High Street premises to a newly established facility within the Council chambers, situated approximately half a mile away. This document outlines the logistical challenges, meticulous planning, and professional execution that ensured the continuity of library services for the community. It serves as a testament to the expertise required for such specialised removals and offers valuable insights for other libraries and local authorities contemplating similar transitions.

Project Scope and Challenges:

The relocation encompassed the transfer of an extensive collection, estimated at 1500 linear metres (approximately 45,000 volumes) of modern library stock, alongside a substantial quantity of static and mobile shelving units. The original library building presented several logistical complexities:

• Multi-Level Operation: The existing library spanned five floors, with the mobile library system housed on roller racking within the basement.
• Restricted Vertical Movement: While a small lift was available, its dimensions were insufficient for transporting the assembled bookcases, necessitating their manual descent via stairwells.
• Pedestrian Zone Access: The High Street location imposed stringent loading restrictions within a pedestrianised zone (07:30 – 10:30 daily), demanding precise timing and coordination.
• Limited Rear Access: A basement loading bay offered rear access, suitable primarily for smaller items and packed crates.

The destination library, located solely on the ground floor of the Council chambers, presented its own set of considerations, including integration with ongoing building works and the delayed installation of a new roller racking system.

Strategic Planning and Execution:

Jamie Briggs Removals adopted a phased approach, meticulously planning each stage to mitigate disruption and ensure the efficient transfer of assets:

Stage One: Inventory, Packing, and Preparation (5 days)

• A comprehensive inventory assessment was conducted to understand the precise volume and categorisation of the library’s collection.
• Utilising industry-standard 1-metre library crates, JBR’s experienced team expertly packed approximately 700 crates of books. Employing best practices in library removals, where feasible, crates were double-packed with two rows of books, maximising space efficiency while ensuring the integrity of the collection.
• Each crate was meticulously labelled with a unique shelf location identifier, facilitating accurate sequential shelving at the destination.
• The library team undertook the packing of a smaller volume of materials from office areas.
• Packed crates were strategically stacked, up to three high, in designated areas near the lift entrance to streamline subsequent movement.

Stage Two: Bookcase Dismantling and Relocation (Initially planned for 5 days, extended due to building works)

• Recognising the limitations of the existing lift, JBR’s skilled removal technicians carefully part-dismantled the static bookcases into manageable sections, typically one, two, or three shelf units. Wall-mounted single-shelf units were also professionally detached.
• The dismantled bookcase sections were then expertly maneuverered down stairwells, employing specialised handling equipment and techniques to prevent damage to the units and the building’s fabric.
• The transportation of the bookcase sections to the new library was scheduled prior to the book crates to allow a separate contractor to commence positioning and installation.
• Unforeseen delays due to building works at the new site significantly restricted access, extending the duration of this critical phase.

Stage Three: Book Crate Transfer and Sequential Unpacking (Initially planned for 3 days, extended due to building works and roller racking delays)

• Following the initial positioning of the bookcases, the meticulously labelled crates of books were transported to the new library.
• Adhering to the unique shelf number system, JBR’s team unpacked the crates directly onto the designated shelves in precise sequence, ensuring the logical organisation of the library’s collection.
• The original timeline for this stage was significantly impacted by the ongoing building works, which continued to impede access and workflow.
• A further complication arose from the delayed installation of the new roller racking system, necessitating temporary storage solutions and adjustments to the unpacking schedule.

Outcome and Lessons Learned:

Despite the unforeseen challenges posed by the building works and the delayed installation of the roller racking, Jamie Briggs Removals successfully completed the relocation of Uxbridge Library. The project ultimately required an additional four days beyond the initial 12-day schedule.

Conclusion:

The successful relocation of Uxbridge Library by Jamie Briggs Removals demonstrates the company’s expertise and adaptability in managing complex logistical challenges within the specialist field of library and archive removals. This case study provides valuable insights for other libraries and local authorities undertaking similar projects, highlighting the need for meticulous planning, experienced personnel, and flexible project management to ensure a seamless transition and the continued provision of vital community services.

Feedback from our client, Stephen the Library manager and Alan the Project Manager

Very impressed with our work rate and flexibility. Working in the areas/tight schedule and work force around them. Understand our ability to only move so much material/books at a time.

Very happy with our crew and so complimentary of Jake. Jake has been brilliant at communication with them and with the JBR crew. Alan and Stephen both said how controlled and determined he is, and to get the work done in a manic environment. Jake looked very in control and with our crew and the central moves team we have subbed.

Slight note though – one of the central move team was wearing crocs at the old library, we asked him to change.

Also, Julian was great with the clients when discussing next steps and the need to charge more than what was quoted due to the further days works needed to complete the move.

Survey / Quote:

We invited Jamie Briggs along with four other suppliers to quote for the project to relocate our current High Street Library and Museum location to The Civic Centre (Middlesex Suite) where the new library will be located. There was approximately 1600 LM of modern books to pack and mov, along with bookcases and furniture. 

During the first and subsequent contacts, they were very professional, knowledgeable and communicated very well with us on all aspects of the moves. They immediately allocated a project manager (Julian) and Operations Manager (Jack) so we had a key point of contact for any aspects of the work. 

An initial 15 day schedule of works along with resources and daily tasks was drafted and agreed to complete all moves.

Challenges:

The existing library was split across 4 different levels which caused problems around moving books and furniture to the loading bay and or front door..

As with many projects, there were delays on our side which Jamie Briggs were very flexible and supportive to with many changes each day. They remained totally focused and looked at different ways to support us with matters that were often caused by delays from other contractors. The programme of works was shared, discussed and amended accordingly.

We had a great working relationship with all staff from Jamie Briggs. I would highly recommend them and if required discuss directly with anyone who is considering their services.