Among other things, the "Planning" sub-project will define the requirements that the future property must meet, for example in terms of accessibility, barrier-free access, employee safety, meeting rooms and the municipal vehicle fleet. With the aim of optimizing space throughout the city ("space management"), employees will also examine synergies in or with existing city administration buildings.

The tasks also include rough and detailed planning for the occupancy of the new building, which is carried out together with the departments and on the basis of "new work" models. In addition, the inventory of the departments in the City Hall must be recorded and, if necessary, disposed of or put to another use. The necessary workplace equipment for the new property must be planned and procured.

In connection with the city's IT infrastructure, the sub-project will also involve planning and implementing the relocation of the central network node for the entire administration, which is currently located in the City Hall, to new central premises. A scalable network and telecommunications infrastructure must be defined, planned and implemented for the new property itself.

The planning and organization of the actual move to a new property are also part of the "Planning" sub-project. For example, the order in which the offices and departments are to be relocated needs to be clarified. Following the move, the sub-project should assume a "landlord function", for example clarifying (relocation) defects, drawing up house rules, etc.

The "Renting" sub-project, which will be based at the municipal building management department, will be responsible for obtaining and documenting rental offers and contacting potential landlords. The employees are also tasked with obtaining the necessary information and documents on potential rental properties, coordinating and accompanying viewings, obtaining opinions from the specialist departments and other bodies involved and communicating with the providers. In the sub-project, an evaluation matrix is to be created and maintained, offers "first evaluated" and the research results prepared for the steering group, the administrative board or other committees.

Other tasks include assessing the market price of real estate offers, evaluating the properties from a construction perspective and examining and evaluating any necessary structural adjustments. The sub-project will take the lead in contract negotiations, provide commercial support for the fit-out work after the contract has been signed and take over the long-term management and administration of the property during the rental period.

A project team made up of representatives from both sub-projects will take on overarching tasks. Among other things, it will plan and manage the budget, ensure technical reporting to the committees and develop future models for "new work", for example for "activity-based working", room booking systems or digital access control. The steering group keeps an eye on the overall process and should have a decision-making function on key issues and prepare the decisions of the Administrative Board.

At its meeting, the Council approved the creation of the additional positions required: nine positions in the "Planning" sub-project (two of which had already been created at an earlier stage) and four positions in the "Leasing" sub-project. All positions will be permanent in order to secure the experience and expertise gained in the project for the subsequent major building-related projects lasting several years (including the move back to the City Hall or the move to the new property) and to strengthen rental management in the long term.