MOVING POLICY AND PROCEDURES

The moving policy and procedures apply to small and large office moves, and to the moving of office furniture and equipment (including replacement furniture) in excess of a single item.

The moving policy is developed with the following objectives.

1. To enable moving activity to occur in an efficient manner.
2. To minimize interruption to other tenants and occupants.
3. To maintain security for the building and other tenants.
4. To avoid damage to building finishes.

All moves must be coordinated with and approved by building management office. Any moving of furniture and equipment that is not scheduled and approved will be shut down and access privileges revoked.

Scheduling

▪ Book early. Please contact the building management office (604-688-7900) as early as possible to book your move. We will reserve the freight elevator for your exclusive use so that your move can be efficient and will not be interrupted by other activities.

▪ First come, first serve. The freight elevator will be available on a first come first serve basis. If someone else has the freight elevator, you will have to select another time.

▪ Moving Hours. To avoid business interruption to other tenants, large moves may only occur after regular business hours (i.e. after 5pm on Monday to Friday, or on weekends). Only small moves (i.e. a few pieces of furniture) may occur during regular business hours. However, the freight elevator will not be locked off during regular business hours and other people may use the freight elevator during the same time.

Moving companies

▪ We can refer you to qualified movers and furniture installers. Contact the building management office for more information.

▪ While it is not mandated to use certain movers, we do reserve the right to withhold approval to permit certain moving companies in our building.

▪ Movers must be able to provide proof of insurance (see below).

Damage to building finishes

▪ Use caution: Some building finishes are very susceptible to damage. These include elevator finishes, the stain grade wood doors, frames and casings, wallpaper and so on. A number of these materials are very expensive to fix or replace. Also, certain materials (i.e. wallpaper) may no longer be available, thus requiring the replacement of large areas (i.e. an entire elevator lobby) instead of one piece. Thus, extreme caution should be taken to ensure these finishes are not damaged.

▪ Corner protectors: We recommend the use of corner protectors on all door frames, including the elevator doors. We also recommend that protective coverings are installed on any wallpapered walls opposite the elevator, and any walls or doors that are likely to be affected.

▪ Inspection: Prior to any moving activity, a representative from Permanent Enterprises will inspect the elevators, common areas and the premises. Any pre-existing damage will be recorded. We will re-inspect the same areas promptly after the move. Any new damage is deemed to have occurred as a result of the moving activities.

▪ The cost of repair or replacement of any damaged finishes is the responsibility of the tenant. All common areas and improvements must be in the same condition as before the move. To ensure quality, UPG will undertake the repair of any damaged surfaces. We will not permit the moving company to “patch things up”. The cost of any repairs will be invoiced to the tenant.

Removal of Data and Telephone wires

▪ DO NOT CUT any data or telephone wires
▪ Wires should be carefully removed from furniture and left coiled.

Insurance

▪ Prior to work commencing on site, the moving company must submit a certificate of insurance evidencing comprehensive commercial general liability insurance at limits and conditions that are satisfactory to Permanent Enterprises. In addition, the moving company must submit the WorkSafeBC letter for the most recent quarter, confirming the company is in good standing with WorkSafeBC.

▪ The certificate of insurance must name Permanent Enterprises Limited as an additional insured.

Route

▪ In order to avoid damage to finishes and to avoid interruption to other businesses, movers are not permitted to use the following areas:

• the passenger elevators (elevators 1-3)
• the main lobby
• the main entrance doors

▪ All moves must use the freight elevator only. Use the back doors at the alley to access the freight elevator. Do not move any items in or through the main lobby.

Washroom facilities

▪ Movers and furniture installers may use the washroom facilities on the floor that they are working on, but not on any other floors.

Freight elevator

▪ The freight elevator has a capacity of 2,500 lbs (1,136 kg). The door openings are 3’-6” wide x 7-0” high. The interior of the elevator is 8’-5” high x 5’-3” wide x 5’ deep.
▪ The building’s back door is 38.5” wide x 90” high.
▪ The lowest point in the back door hallway is 75.5” high.
▪ During an authorized move, the freight elevator will be put on independent service to avoid other parties calling the elevator.
▪ No furniture, dollies or moving boxes are permitted in the passenger elevators at any time.

Loading dock

▪ There is no loading dock available.
▪ Vehicles must park in the back lane. Permits for parking in the lane must be obtained from City of Vancouver.

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Security staff

▪All moves will be supervised by building security staff, who will:
1. provide access
2. monitor the moving activities
3. be available to answer questions
4. maintain a security presence
5. ensure compliance with the building’s moving policies and procedures.

▪ The movers are to follow the reasonable instructions and directions by the security officer.

▪ The security staffing cost will be invoiced to the tenant by Permanent Enterprises. Typical cost is approximately $35-$45 per hour, depending on the time of day and duration of the move.

Information needed

Please provide us with the following information within the timelines noted.

▪ At the time of booking:
a. Proposed moving date(s) and times;
b. Expected duration of the move (number of hours);
c. Approximately quantities of items to be moved (i.e. number of office suites, number of workstations).

▪ Approximately 1 week before the move:
a. The name and contact information for the moving company;
b. Any update/changes on duration of the move and the quantity of items to be moved.

▪ Minimum 24 hours before the move:
a. Insurance certificate and Worksafe BC letter from the moving company;
b. Name and contact information (including cell phone number) for the tenant staff member who will be on site during the move. A move will not be approved without confirmation of a tenant staff member being present on the day of the move.