Planning a Facility Move: What Your Agency Needs to Know

Relocating to a new facility is an exciting milestone for any transit agency - but it’s also a complex process that requires careful coordination, especially when it comes to technology and operations. At Avail, we’ve seen firsthand how overlooked technical details can lead to major disruptions. To help agencies avoid these issues, we’ve developed a comprehensive checklist and planning guide. 

Why Planning Ahead Matters

When agencies move without considering the technical requirements of the Avail system, they often encounter problems like:

• Connectivity failures
• Inaccurate schedule data
• Broken integrations with third-party systems
• Delays in service restoration

These issues typically require coordination between the agency’s IT team and Avail’s support and engineering teams, which can delay resolution and impact service delivery. 

Key Steps for a Successful Move

Here’s what your agency should do to ensure a smooth transition:

1. Include Key Stakeholders
   • Include all relevant agency stakeholders in early planning conversations to ensure a complete picture of the move. This may include:
     • IT – for infrastructure, networking, and integrations (See #3 Below)
     • Maintenance – for yard setup and equipment needs
     • Dispatch – for operational and schedule changes
     • Other teams – such as Planning, Safety, or Training
2. Notify Avail Early
   • Timeline: Contact Avail at least 6 months before your target move date.
   • How to Contact: Use this form to share your agency’s stakeholder contact information and key details about the move. This ensures we have everything we need to begin planning effectively.
     • Complete the form
   • Next Step: Once the form is submitted, Avail will schedule a kick-off planning meeting with your team to begin coordination.
3. Coordinate with Your IT Provider
   • Share the name and contact info of your IT company.
   • Discuss and document any new SSIDs and internet provider details.
   • Plan for IP/subnet address changes - both public and private.
4. Update Schedule Data
   If your buses will be garaged at a new location, your schedule data may need to be updated:
   • New garage or trigger box locations
   • Deadhead trips and trip start locations
   • Adjusted timepoints based on proximity to service areas
   • Notify and coordinate with your schedule provider
5. Review Hardware and Networking Changes
   • Firewall: Will it be replaced? Provide router make/model, firmware version, and public IP.
   • Avail System IPs: Update IPs for inventory handheld scanners and configure modems via Digi Remote Manager.
   • Wireless Access Points: Document make/model, static IPs, and subnetworks.
6. Address Third-Party Integrations
   If your agency uses any of the following, coordinate IP changes and support tickets:
   • Automated fare collection and automatic passenger counting
     • Ex: Fareboxes, APCs
   • Digital information displays
     • Ex: Wayside signage, internal kiosks
   • Fixed route scheduling packages
   • IT infrastructure and communications
     • Ex: Networking, modems, land mobile radio systems
   • Maintenance and yard management systems
   • Surveillance systems
7. Prepare the Yard and Facility
   • Share new yard schematics and layout
   • Schedule ITS pretesting before the move
   • Ensure both Avail and agency IT teams are on standby on move day
8. Track Open Action Items
   Keep a running list of tasks and responsibilities to ensure nothing falls through the cracks.

Final Thoughts

A facility move is more than just a change of address - it’s a shift in your operational ecosystem. By following this checklist and engaging with Avail early, your agency can avoid costly disruptions and ensure a seamless transition.

Don’t forget to fill out the Facility Move Coordination Form to kick off the process and keep our teams aligned from day one.

If you're planning a move, reach out to your Avail Regional Team today to get started.