Tenant Handbook

Moving Procedures

An office space move requires a tremendous amount of coordination with many different people.  Bay Colony  Management will assist you in every way possible to ensure a smooth and comprehensive relocation.

It is also important that your moving contractor familiarize himself with this section thereby ensuring a timely, efficient and safe move.  Bay Colony Management requests that both customers and moving contractors adhere to these procedures.  All furniture moves must take place after business hours (Monday - Friday before 8am or after 6pm or weekends).

Customer Relocation Checklist
This checklist is to be used as a preparation guide for your move.

  • Select move date. 

  • Hire a moving contractor and provide him/her with information regarding building procedures and requirements.

  • Obtain name of moving contractor and person to contact.

  • Supply Bay Colony  Management Office with the moving contractor contact information.

  • Submit moving contractor’s Certificate of Insurance to the Bay Colony  Management Office evidencing the moving contractor’s insurance as detailed in the Certificate of Insurance section.  Certificates of Insurance should be sent or emailed to the Bay Colony  Management Office.

  • Schedule service elevator and loading dock for move with the Property Management Coordinator. 

Moving Procedures

  • The moving contractor will perform all services required to move the furniture contents, office machines, records, and supplies.  These services will include pick-up, delivery, and placement of the equipment to the designated location on the appropriate floor in the building. Freight or furniture may not be hauled on passenger elevators without permission from the Management Office.

  • All moving contractors working at Bay Colony must utilize union labor that will work in harmony with other labor at Bay Colony .

  • Each employee of the moving contractor must be bonded and uniformly attired in the same type and color uniforms plainly lettered with the moving contractor’s name. 

  • Reasonable care must be exercised at all times to prevent personal injuries and property damages. 

Inspection of the Premises
The moving contractor will be responsible for inspecting the assets to be moved and the facilities of the new location prior to the move.  The moving contractor will acquaint itself with the conditions existing at the new location, so that it may furnish such equipment and labor necessary to provide for the orderly, timely, and efficient movement of the assets.  The contractor will acquaint itself with all available information regarding difficulties, which may be encountered, and the conditions, including safety precautions, under which the work must be accomplished. Temporary staging of furniture and/or equipment in public areas is not permitted. Only furniture that can be put in place at the time of the move-in should be brought to the site.

Supervision, Labor, Materials, and Equipment
The moving contractor will furnish all supervision, labor, materials, supplies, and equipment necessary to perform all the service contemplated in an orderly, timely, and efficient manner.  Such equipment includes, among other things, dollies, trucks, etc. as may be required.  All materials and handling vehicles used in the interior of the building must have rubber-tired wheels and must be maintained free from grease, dirt or trackable material.  These vehicles are not allowed in passenger elevators.  Masonite floor covering material, provided by the mover, must be laid down to protect finished floors or carpeting and corridor walls prior to moving any material and then removed at the completion of the move.

Crating, Padding, and Packing Material
The moving contractor will take every precaution by means of crating and padding to safeguard property from damage.  All padding and packing materials are to be removed by the mover at the end of each day. They may not be left overnight.  The moving contractor must also furnish, install, and remove protective materials wherever necessary to protect the building from damage.

Floor and Wall Protection
The moving contractor must at all times protect and preserve all materials, supplies, and equipment.  All reasonable requests to enclose or specially protect such property will be complied with.  This means that:

  • All corners must be taped.

  • Masonite floor protection must be used on all floor surfaces.

  • Materials transported in elevators must not exceed weight restrictions.

  • Large, high-density items such as safes require special handling to ensure building and elevator floor loading limits are not exceeded.  The Bay Colony  Management Office must be notified at least one week in advance before a customer move that includes this type of equipment.

Clean-up After Move
The moving contractor must remove all Masonite, padding, and other trash after the move and ensure that no empty boxes are left behind. All areas are to be broom cleaned at the end of each workday.  Caution must be exercised so debris does not drop in the elevator shaft ways.  The Bay Colony  Management Office will remove any leftover material and a charge will be made to the customer for the post-move cleaning.

Permits, Franchises, Licenses or Other Lawful Authority
The moving contractor, at its own expense, will obtain and maintain any necessary permits, franchises, licenses, or other lawful authority required for effecting the movement, handling, and other services to be performed.  Before the move is made, the moving contractor may be required to produce evidence of such authority to the Bay Colony  Management Office.

Service Elevator Reservations
At least one (1) week prior to any customer move, it is necessary to reserve a service elevator by submitting the request via the work order system and calling the Property Management Coordinator at (781) 906-0550.  If a scheduling conflict precludes exclusive use, an alternate time may be necessary.  Any questions regarding elevator reservations can be answered by calling the Property Management Coordinator at (781) 906-0550.

Loading Dock Limitations

  • There is a truck load limit of 15 tons in the concourse and loading dock areas.

  • No more than two trailers are allowed in the service concourse at one time.

  • Engines must not be left running as fumes could enter the building.

  • All deliveries requiring the use of a truck with a 55 foot trailer must occur before 8AM or after 6PM on weekdays.