The relocation of a company is often challenging. It is the goal of Property Management to assist you with your move, making it as smooth and efficient as possible. Below is a Move-In Checklist from Property Management for your convenience.
The key to a successful, hassle-free move is frequent and effective communication and coordination between you, your moving company, and Property Management. Keeping that in mind, here is a list to help you with your move.
Notification of Move-In Date
Property Management should be notified as early as possible, at least 10 business days prior to a scheduled move-in date. Provide all relevant information needed to Property Management.
Move-In Representative
Tenant shall have a representative on-site during the move-in process. The name and contact information for that representative must be provided to Property Management prior to the move-in date.
Move-In Hours - Monday – Friday after 6:00 p.m., Saturday – Sunday, 7:00 a.m. to 6:00 p.m.
Notice of Service Installations and Deliveries
Provide notice to the Property Management at least 24 hours in advance of any vendor installations or deliveries. All deliveries of equipment shall enter the building via the loading dock.
Vendor/Contractor Access
All vendors and contractors working in the building or making deliveries will need to check in with the security guard at either the BOK Dock or the Visitors’ Desk located on Plaza Level. A temporary ID badge will be issued and must be displayed by the contractor/vendor while working within the building. A valid government-issued ID is required to check out a contractor’s badge. Failure to provide one will result in that contractor being denied access into the building.
Suite Keys
All keys for tenant leased premises will be issued by Property Management. Duplicate keys can also be obtained for an additional fee.
Service Elevators
Movement of all materials, equipment, supplies, and furniture, as well as all contactors associated with the move are restricted to using the service elevators. At no time should the passenger elevators be used to move equipment or personnel associated with the move.
Trash
The building can accommodate moderate amounts of trash that may accumulate as part of the move-in process. Packaging for equipment and furniture should be removed from the building by the delivery or moving company.
Please clearly label all trash with the word “TRASH” written clearly in large black print for night pick-up. All boxes should be broken down and labeled as trash. If minor assistance is needed with trash removal during the day, contact Property Management and a day porter will be dispatched. If large volumes of trash are anticipated, make special arrangements with Property Management.
Insurance
Property Management must receive insurance documentation for you and your moving company at least 72 hours prior to your move-in.
Moving Company Policy
In addition to proper proof of insurance, your moving company is also required to adhere to the property’s MOVING COMPANY REQUIRED PROCEDURES (following). Please furnish your moving company with a copy of the guidelines and make sure they have familiarized themselves with them prior to your move.
Additional Requests
All other requests or questions should be directed to Property Management.
Moving Company Required Procedures
The moving company must establish a firm arrival time with Property Management and provide the name and phone number of a contact person knowledgeable about the move.
A “moving route” must be established prior to the move.
Employees of the moving company will not be permitted access to any part of the building other than the predetermined “moving route”.
All employees of the moving company will need to check-in with the security guard at either the BOK Tower Dock or the Visitors Desk located on Plaza Level. A temporary ID badge will be issued and must be displayed by the contractor/vendor while working within the building. A valid government-issued ID is required to check-out a contractor’s badge. Failure to provide one will result in that contractor being denied access into the building.
All employees of the moving company are to be uniformed at all times.
All walls, door facings, elevator cabs and other areas along the “moving route” will be inspected by Property Management and moving company personnel before and after the move. It is the responsibility of the moving company to note any and all existing damages or defects.
The moving company must provide and install protective coverings on all walls, door facings, elevator cabs and other areas along the “moving route.” After completion of the move, the moving company will be held responsible for the repair of any damage caused during the move.
Clean Masonite sections are required as runners on all “sensitive” floor areas, such as marble or tile, where heavy furniture or equipment is being moved with wheel or skid type dollies. Masonite sections should be at least 1/4" thick. 4' x 8' sheets are required in the lobby area and corridors.
Move-ins that include large quantities of furniture, equipment, or supplies must take place after 10:00 p.m. on weekdays or on Saturdays or Sundays between the hours of 7 a.m. and 6 p.m. only with prior consent from Property Management.
Movement of all materials, equipment, supplies, furniture, and all contactors associated with the move are restricted to using the freight elevators. At no time should the passenger elevators be used to move freight or personnel associated with the move.
Be aware that during the move other vendors/contractors will also be using the freight elevators. Do not hold the elevator for excessive periods of time.
The freight elevators in the BOK Tower have the following dimensions:
Elevator # 25
| Height: | 8' opening 10' car height |
| Width: | 4' opening, 7'8" car width |
| Length: | 5' 11" |
Elevator # 26
| Height: | 8' opening, variable 10' to 14' 2" maximum car height |
| Width: | 4' opening, 5' 5 1/2" |
| Length: | 7' 4” |
Tenants moving into One Williams Center must use the loading docks. Deliveries will not be permitted through the lobby entrances unless prior approval has been obtained from Property Management.