Local service guide
Office relocation and setup in Laval, QC
Office relocation in Laval calls for a mover with a written inventory, an agreed loading plan and clear responsibility for furniture assembly and IT handover. Before committing to the date, check the destination’s occupancy certification and any public-road occupation requirements with the City. Then coordinate building access, electricity and your IT provider around a reopening test, rather than treating truck unloading as completion. [1] [2]
Define the move before requesting quotes
Give each bidder the same inventory: desks, chairs, cabinets, boxed files, monitors, printers and equipment needing special handling. Include photographs, furniture dimensions and a destination floor plan. Identify pieces that need disassembly and say whether staff or movers will pack desk contents.
Describe access at both addresses. Ask building managers about loading docks, elevator reservations, door clearances, floor protection and permitted working hours. Give bidders the route from truck to suite, including stairs and any shared corridors. Request a site visit if you cannot describe that route with confidence.
Ask for separate scope lines for packing, transport, assembly, storage and IT work. Specify who supplies crates, removes packaging and returns for adjustments. For an hourly quote, request the crew size, minimum charge, travel charges and treatment of waiting time. For a fixed quote, ask which changes permit an extra charge and who must approve it.
Check the mover and agree on damage handling
Ask who will operate the truck, including any subcontractor. The Commission des transports du Québec says that, subject to exceptions, operators of heavy vehicles registered in Québec or outside Canada must register in the RPEVL to operate in Québec. Its online record service lets you consult information including the safety rating. Ask the bidder which registration applies to its operation and check the relevant record. [4]
Request proof of insurance and written explanations of coverage limits, deductibles and exclusions for computers, furniture and stored goods. Ask how the mover handles a damage claim and whether your business insurer needs advance notice. Photograph valuable items and record existing damage before packing.
Name one person who can authorize changes during the move. Put that person’s contact information in the work order, along with the inventory, delivery address, access arrangements and agreed completion tasks. Avoid approving an undefined allowance for extra work.
Separate equipment transport from IT setup
Choose who will disconnect, transport, reconnect and test each type of equipment. Ask the mover to identify its IT scope in writing. Give your IT provider responsibility for the network plan, backups and access credentials, and agree who handles printers, phones and meeting-room equipment.
Label equipment by destination room and workstation. Keep a matching inventory so staff can identify missing items without opening unrelated boxes. Arrange secure handling for confidential records and decide who keeps custody of backup media and sensitive devices.
Agree on a reopening test before the crew arrives: power up designated workstations, connect to the network, place a phone call and print a document. Reserve time for corrections before staff need the office. For a phased move, identify which team moves first and how employees will work while their equipment is unavailable.
Budget from the scope and access plan
Build your budget from written quotes for your inventory and access conditions. Keep mover charges, building charges, municipal fees and IT work on separate lines. Ask each supplier to identify taxes, exclusions and cancellation terms so you can compare the amount payable for the same work.
For public-road occupation, Laval lists a $53 permit analysis and issuance fee, plus occupation charges that depend on the street, occupied width and strategic high-density status. The City also provides a conditional first-24-hours exemption on local streets and collectors when the occupied area lies within permitted on-street parking. That exemption does not apply on arterial roads. Have the applicant confirm the applicable charges for your loading plan. [1]
Selected Laval local-street occupation fees per day
Local details that affect your job
Confirm the destination’s occupancy status
Laval requires an occupancy certificate to validate the premises’ use. Before finalizing the schedule, ask the City how the proposed use and floor area affect your application. Prepare a scaled layout and, if you rent, the lease or rental offer with the suite address, area, proposed use and rental period. The City says it sends an application-status email within five business days; treat that as an update, not a promised approval date. [2]
Allow time for public-road occupation approval
A container or other device encroaching on public space generally requires Laval’s road occupation permit. The City gives a processing period of 10 business days, increasing to 15 when traffic-signal intervention is necessary, and requires receipt of the permit before road occupation. It lists declaration-only exceptions, including certain arterial-road traffic or parking obstructions lasting 30 minutes or less outside peak hours. Ask the City to classify your exact truck and loading arrangement before relying on an exception. [1]
Coordinate the business electricity account
For a business electricity account with Hydro-Québec, give at least 30 days’ notice of the planned moving date. Hydro-Québec charges nothing for an online address-change request and lists a $25 fee plus GST and QST for a request through a representative. If dates change, update them in Customer Space. Confirm with the landlord who holds the account before assigning this task. [3]
Choose the next step for your move
| Situation | Next step | Confirm before booking |
|---|---|---|
| New use or changed occupied floor area | Check occupancy certification with Laval. | Application documents and approval status. |
| Container or equipment encroaching on public space | Ask Laval whether a permit or declaration applies. | Applicant, processing time and traffic-control arrangements. |
| Mover using a heavy vehicle | Ask which RPEVL registration applies and consult the relevant record. | Operator identity and safety information. |
| Business electricity account moving with you | Give Hydro-Québec at least 30 days’ notice. | Departure and arrival dates, plus account responsibility. |
| Servers, phones or shared printers need reconnection | Assign an IT lead and define acceptance tests. | Who handles each device and resolves failed tests. |
Your hiring checklist
- Confirm the proposed use, occupied area and occupancy application status with the City.
- Send bidders one inventory, photographs and a destination floor plan.
- Reserve loading access and elevators at both buildings.
- Assign responsibility for checking road occupation requirements and arranging any required approval.
- Check the truck operator’s applicable registration, insurance and damage terms.
- Assign packing, furniture assembly, IT reconnection and packaging removal.
- Coordinate electricity and internet arrangements with the landlord and suppliers.
- Complete a workstation and network test before staff return.
Frequently Asked Questions
Does an office move require a Laval permit?
Check occupancy certification and loading access as separate matters. Laval requires occupancy certification for specified use and floor-area changes. A public-space obstruction may require a road occupation permit or a declaration, depending on the arrangement. Describe both the destination use and loading plan to the City. [1] [2]
How far ahead should I arrange approvals and utilities?
Hydro-Québec asks for at least 30 days’ notice. Laval lists 10 business days for road occupation permit processing, or 15 if traffic-signal intervention is necessary. Confirm occupancy approval separately and leave room in your schedule for incomplete documents or changes. [1] [2] [3]
Does setup include reconnecting computers?
Define that in the contract. Ask the bidder to list furniture assembly, monitor mounting, cabling, network configuration and equipment testing as separate tasks. Assign anything outside the mover’s agreed scope to your IT provider or another named supplier.
What should I ask before accepting the lowest quote?
Ask whether the bidder priced the complete inventory, both access routes, packing, assembly and waiting time. Check insurance terms and damage procedures. Request written approval rules for extra work, then compare the total for the same scope.
Sources and scope
This guide combines the sources below with practical planning guidance. Figures apply to the stated geography and period; request a written quote for your property.