Facilities Move Services Guide Guide... · including glass cabinetry, electronic equipment, unusually large items or items that cannot be moved safely by a two‐person crew via stairs

Kutztown University Facilities Move Services Guide March 2010

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Goals and Objectives . . . . . . . 3

. . . 3

Minor Move Support . . . . . . . 4

. . 7

. . 11

. . 19

Overview . . . . . .

Major Move Support . . . . .

Construction/Renovation Move Support . .

Attachment A – Where To Label Office Furniture .

Table of Contents

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document is to outline the roles and responsibilities of Kutztown University Facilities regarding support that can be provided with the available resources for moves and

ll scale capital necessary involvement and

ause of limited how these services are to

n/construction that versity departments to

cilities Services has been tasked and

The intent of this

relocations associated with normal campus operations and minor and fuconstruction/renovation projects. This guide will also describe the support required by the requesting department for a successful move becFacilities resources, how to request move support services, as well asbe funded.

As a result of changes in operations, organizational changes, or renovationaturally occur in an educational institution, it will be necessary for unibe involved in moves or relocations to some extent. Faresourced to provide limited move support services as outlined below:

1. Minor Move Support – This type of move can sometimes be peniversity labor crew and is characterized as follows:

rformed by the in‐house

s of a single office, limited number of c.)

an be accommodated services by this crew.

2. Major Move Support

uta. Very limited in scope (e.g. the conten

boxes/items, no systems furniture disassembly/assembly, etb. No specialized lifting or moving equipment is required. c. No specialized transportation or handling is required. d. This method will be used only when requested timelines c

without detriment to other already committed requests for

– This type of move would be beyond the capabilities of the in‐house labor crew to support due to manpower or equipment limitations and would be performed by a contracted moving company. This type of move would be characterized as follows:

Goals and Objectives

Overview

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a. Large in scope. Could include the relocation of an entire department or division with office furniture, equipment, etc.

b. Not directly associated with a construction or renovation project. equipment.

included, but would have to be t. Examples include pianos,

ne cannot be met by the timeline.

d by the VP for ll be the responsibility or

c. May include limited needs for specialized lifting or moving d. Specialized transportation and handing may be

contracted separately by the requesting departmenelectronic equipment.

e. This method will be used when customer requested timeliin‐house crews, but a contracted move provider can accommodate

f. This method will be used for off‐campus moves not approveAdministration and Finance. Coordination and costs withe requesting department.

3. Construction/Renovation Move Support – This type of move wo

that is directly related to an approved and funded renovation or constructionThis move would be identified as part of the project request and wcoordinated by the project manager assigned to the project asproject planning and coordination

uld be a major move project.

ould be planned and part of the normal

effort.

ures for requesting that n responsibilities, and funding requirements are included in the

this document.

ts of a single office, limited number of y, etc.)

is required. • No specialized transportation or handling is required. • Requested timelines that can be accommodated without detriment to other

already committed requests for services by this crew. • No boxes are needed/provided by Facilities.

More detailed information regarding the type of support, procedsupport, coordinatioremainder of

A Minor Move is characterized as follows: • Very limited in scope (e.g. the conten

boxes/items, no systems furniture disassembly/assemblg equipment• No specialized lifting or movin

Minor Move Support


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1. Requesting Support for a Minor Move To request support of the in‐house labor crew for a minor move, please submit a work order to the Facilities Work Control Center (WCC) using the TMA work order system. If

request fits into the Minor Move category, please submit a if your request is

bor crew is available to assist with minor moves during normal

house labor crew is extremely busy supporting the day‐to‐day operations ment, graduation,

ies, etc. and they are th a requested minor vance as possible. A

ed. If this lead time quest.

you are unsure if your movework order to the WCC and Facilities Management will determineconsidered minor or major and let you know.

2. Advance Notice and Availabilitya. The in‐house la

working hours. b. The in‐

of the university such as special function setups, commenceDecision Makers Forum, open houses, Opening Day activitscheduled well in advance. To best assure they can help wimove please place your request to the WCC as much in adminimum of 2‐3 months advance notice is highly recommendis not possible, Facilities may not be able to support the re

c. Should the labor crew not be able to support your move as requested, you will be offered an alternative timeframe that they can support. time frame may include the option of performing the mat the requesting department’

This alternative ove on an overtime basis

s expense. If this alternative timeframe is not acceptable a contracted moving firm may be used to support the move (see

d Moving Service below).

ove, a contracted

Using A Contracte

3. Using A Contracted Moving Service Should the labor crew not be available to support your minor mmoving service may be used at the department’s expense. The Fa

Facilities,cilities annual

through the en‐end contracts with at

least two local moving companies to provide these services as needed on a by‐request basis. Should you decide to use these services, FPS will provide the following assistance:

a. An FPS representative will arrange a meeting between the requesting department and the move contractor to review the scope of the move.

operating budget does not include funding for these services.department of Facilities Project Services (FPS), maintains op


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b. FPS will receive and review the move contractor’s estimate for the move to assure the pricing is in accordance with the contract.

c. FPS will send the estimated pricing for the move to the requesting department

the estimated cost, process the necessary contractual paperwork and issue the Notice To

g company will then be asked to contact the requester on of the requester or be responsible for

artment personnel, and upon with the move

sible for overseeing move contractor.

ade a minimum of 4 the required move date to allow for proper planning and

processing of contracts.

r crew that occur Kutztown

d to provide funding. an overtime basis are

beyond the allocations made within the normal Kutztown University rovide funding for

on an

c. All costs incurred in utilizing a contracted moving service are the responsibility of the requester and they will be required to provide funding codes prior to any move services being scheduled. Contractual paperwork and a NTP will not be issued until funding is identified and encumbered for the move.

for funding. d. Once the department has provided funding for the move per

FPS willProceed (NTP) to the contractor.

e. The contracted movindirectly to schedule and perform the move at the directitheir representative. The department representative will receiving boxes from the contractor, distributing to depensuring all items are packed to meet the move agreed contractor. The department representative will be responthe move and providing needed direction to the

f. Requests to use a contracted move service should be mweeks prior to

4. Costs and Funding for Minor Moves

a. The costs for minor moves performed by the in‐house laboduring normal work hours have been allocated within the normalUniversity operating budget and the requester will not nee

b. Costs for moves performed by the in‐house labor crew onabove andoperating budget for Facilities. The requester will have to pthe overtime costs should they elect to have their move completedovertime basis.

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5. Limitations a. The in‐house labor crew is not allowed to perform move services beyond the KU

campus without the written approval of the Vice‐President for Administration

red by, or picking items m, vendors/suppliers. When items are purchased the contracts must be

rsonal items. ased equipment. This must be moved by the

nts can be made in

equipment. This oved by IT.

, please don’t ask. ssembly/assembly.

are not university owned, e.g.,

or rigging including glass cabinetry, electronic equipment, unusually large items or items that cannot be moved safely by a two‐person crew via stairs or an elevator.

abilities of the in‐house labor crew to support due to rmed by a contracted moving

company. This type of move would be characterized as follows: a. Large in scope. Could include the relocation of an entire department or division

with office furniture, equipment, etc. b. Not associated with a construction or renovation project.

and Finance. b. The labor crew is not responsible for moving items delive

up frowritten as “delivery and installation included.”

c. The labor crew will not move ped. The labor crew will not move le

company providing the equipment and these arrangemeconjunction with Purchasing.

e. The labor crew will not move computers, printers, or other dataequipment must be m

f. Facilities does not have storage space availableg. The labor crew will not move anything requiring disah. The labor crew will not move hazardous materials. i. The labor crew does not move items that

personal furniture brought from home for office use. j. The labor crew will not move items that require special handling

A Major Move would be beyond the capmanpower or equipment limitations and would be perfo

Major Move Support


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c. May include limited needs for specialized lifting or moving equipment. d. Specialized transportation and handing may be included, but would have to be

contracted separately by the requesting department. Examples include pianos,

ne cannot be met by s, but a contracted move provider can accommodate the timeline.

ved by the VP for the responsibility or

jor move, please submit a Project Request Form (PRF) to the found at:

tml. Once the PRF is and the PRF

for further action.

ajor Move category, a work order via

http://workorders.kutztown.edu/

electronic equipment. e. This method will be used when customer requested timeli

in‐house crewf. This method will be used for off‐campus moves not appro

Administration and Finance. Coordination and costs will be the requesting department.

1. Requesting Support for a Major Move To request support for a maFacilities Work Control Center (WCC). Project Request Forms can behttp://www.kutztown.edu/admin/facilities/support/forms.shreviewed and approved, the user will receive notification of the approvalwill be forwarded for Facilities Project Services (FPS)

If you are unsure if your move request fits into the Minor or Mplease contact the WCC at x31594 or submit

.

provides a move s and construction projects

led with all other e scope and if

m their office to ONE “move coordinator” who’s

asset technician, and additional duty,

n of construction and renovation projects for the university as well as any moves associated with these projects. Moves not directly associated with a project will be a secondary priority. Additionally, most project and non‐project related major moves tend to occur during the same periods, which are winter or summer break, to minimize

2. Advance Notice and Availability

a. In general, FPS is not staffed to support moves and onlycoordinator for moves directly related to renovationproperly identified through the PRF process and as scheduprojects. However, if the requested move is of such a largresources are available, FPS will assign a move coordinator froassist the requester with the move. FPS hasactual defined responsibilities are as draftsperson, spaceminor projects manager. Move coordinator duties are an added,not specifically sponsored with funding by the University.

b. FPS’s primary responsibility is the coordination and executio


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disruption to university operations. Since this sometimes results in conflicting workload priorities, it is advisable to submit your PRF to the WCC in advance. A minimum of 4‐6 months advance notice is highly recommended.

3. A Major Move With a FPS Move Coordinator. a. If resources and project workload allow, FPS will assign a move coordinator to

a major move. PS is assigned to the move, the process will follow

ove Support section

assist the department withb. If a move coordinator from F

the procedures outlined in the Construction/Renovation Mof this document.

4. A Major Move Without a FPS Move Coordinator.

companies to r is not available FPS

g assistance: een the requesting scope of the move.

contractor’s estimate for the move contract. ve to the requesting

funding for the move per the paperwork and

eed (NTP) to the contractor. asked to contact the

ule and perform the move at the direction of

vi. FPS will provide required floor plans for the department move coordinator to use in planning the move.

vii. FPS will receive invoicing for the move once completed and work with the requester to approve the invoice and process for payment.

a. FPS maintains open‐end contracts with at least two local movingprovide such services as needed. If a FPS move coordinatowill still provide the followin

i. An FPS representative will arrange a meeting betwdepartment and the move contractor to review the

ii. FPS will receive and review the move to assure the pricing is in accordance with the

iii. FPS will send the estimated pricing for the modepartment for funding.

iv. Once the department has providedestimated cost, FPS will process the necessary contractualissue the Notice To Proc

v. The contracted moving company will then berequester directly to schedthe requester or their representative.


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b. The requesting department will be responsible for assigning a move coordinator. The departmental move coordinator is responsible for performing the following duties:

and destination; ii. Be able to answer any questions from the movers regarding placement of

rkstations at the

the distribution of moving boxes to be packed, and the

and labeling procedures and have authority to labeling properly

ix A and section “3. ation Move Support.

the movers; issues that arise during the move, some of which

nce of the move date: phone service

Telephone Facilities. uest to Telephone sfers and room

or switching extensions. ext. 31594 to order new keys and

nges may be required ks is needed to

accommodate large lock change requests. 4. If a copier or other office equipment is leased, contact service

company for individual move requirements and scheduling. 5. Call FPS for move‐day floor plans.

i. Know the area workflow and area layout – both at origin

boxes and equipment at the destination; iii. Know the numbered blueprints for all offices and wo

new site. iv. Coordinate

recycling of boxes for reuse or disposal. v. Know the proper packing

ensure that personnel in their areas do all packing andand in a timely manner. Please refer to AppendTagging and Labeling” under Construction/Renov

vi. vii.

Act as liaison to the employees and Make decisions about could impact a whole program area.

viii. Coordination of the following items WELL in adva1. Call Telephone Services at ext. 34650 to ensure

changes are identified, scheduled, and completed.Services is a separate organization from

2. Send a written copy of phone service reqservices. Include all necessary number trannumbers requiring new service and/

3. Call Work Control Center atcoordinate distribution schedule. Lock chafor some moves. A minimum of 4‐6 wee

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6. The need for boxes will be determined by a mover representative (Professional movers will estimate quantity and deliver boxes approximately 3 weeks prior to move date unless otherwise

inator). able but “anchored”

it Work Order Requests to after move is complete.

xes, furniture and equipment in in Appendix A.

oxes once unpacked and e moving company.

listed under the ent Representative

erly completed and followed.

ion move would be a major move that is directly related to an This move would be planned and

coo normal project pla

1. Requesting Support for a Construction/Renovation Move The need for move support services will be identified during the design phase of the project and no formal request needs to be made.

directed by the departmental move coord7. If bulletin boards, chalkboards, or move

shelving are to be moved, submdismount for moving day, and re‐install

8. Packing, purging unnecessary materials. 9. Apply moving labels to bo

accordance with attached information10. Designating a collection point for b

coordinating pickup of these boxes by thix. Assuring that the applicable items

Construction/Renovations Moves, Departmresponsibilities section of this document are prop

A Construction/Renovatapproved and funded renovation or construction project.

rdinated by the project manager assigned to the project as part of thenning and coordination effort.

Construction/Renovation Move Support


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2. Advance Notice and Availability a. FPS will provide a move coordinator for moves directly related to renovations

and construction projects. The assigned move coordinator will work closely with, of, the KU construction project manager to coordinate

port is integral to the

. Delineation of Responsibilities on Project Manager

M will have overall responsibility for ensuring that move coincide with the

operations and the dinate the following:

ation via telephone

communication with Facilities to rs.

d communication with lace to relocate/install

iv. Coordination for any required utility connections to office systems re after it is installed.

and under the guidancemove details with the affected department(s).

b. Advance notice is not required since this type of move supproject planning and design.

3

a. KU ConstructiThe KU Construction Pdetails and move date(s) are properly coordinated so as toproject schedule and pose minimal disruptions to KUacademic mission. The KU Construction PM will also coor

i. Transfer/establish phone service to the new locservices.

ii. Installation of locks in the new area andensure a plan is in place for keys to be issued to use

iii. Installation of data service in the new location anInformation technology to ensure a plan is in pcomputers.

furnitu

b. FPS Move Coordinator the affected

inate all of the move details as outlined below: at origin and destination;

ii. Be able to answer any questions from the movers regarding placement of boxes and equipment at the destination;

iii. Know the numbered blueprints for all offices and workstations at the new site.

The FPS Move Coordinator will be responsible for working withdepartments to outline and coord

i. Know the area workflow and area layout – both


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iv. Coordinate the distribution of moving boxes to be packed, and the recycling of boxes for reuse or disposal.

v. Know the proper packing and labeling procedures and have authority to their areas do all packing and labeling properly

ers; estimates from, contract with, and guide/direct the contract

Make move day decisions about issues that arise during the move, some

d dates with the KU Construction Project anager.

ve Coordinators

dividual as a move act between the move

Construction PM will facilitate the ing:

plan for any and establishing

es that are needed so the department Telephone Services

lock plan and hierarchy, in the new location.

detailed plan to relocate existing computers, printers, etc. and to arrange for the purchase/installation of any new equipment.

v. Work directly with Purchasing to coordinate the purchase and installation of any new systems furniture. Installation must also be coordinated with

ensure that personnel in and in a timely manner.

vi. Act as liaison between the employees and the movvii. Obtain move

movers. viii.

of which could impact a whole program area. ix. Coordinate all move details an

M

c. The Department Representative(s)/MoEach department to be moved should designate an inrepresentative. This representative will be primary contcoordinator and the department. The KU Department representative in accomplishing the follow

i. Working with Telephone Services to develop a detailednumbers that are to be transferred to the new locationany new telephone numbers that are needed.

ii. Identifying any new telephonrepresentative can work directly with purchasing andto purchase and install any new telephones.

iii. Working with Facilities to establish a detailedaccordance with KU policies, for

iv. Working with Information Technology to establish a


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the KU PM to ensure it coincides with the project constructions schedule. See the Newly Purchased Furniture, Fixtures, and Equipment (FFE) section, item 12, below.

uipment. Items such as able filing units, postage machines, or other specialty

. The Department if you have special

ith the vendor well in

bulletin boards, chalkboards, pictures, maps, moveable but “anchored” moved, the

rk Order Request to and re‐install after the items if they are

ounted. artment employees are aware of, and comply with, the

his or her the actual move.

e and consolidate files normally in the new

s possible after the move. To accomplish our goal , please follow the

s, radios, posters, e, and returned when the

has been fully prepared to receive them. The contract movers’ liability and contract requirements preclude responsibility for damage to these items. Therefore, the movers will not relocate personal items.

vi. Coordination of the relocation of any special eqcopiers, movequipment may have to have professional servicingRepresentative should notify the appropriate vendorsequipment so proper arrangements can be made wadvance.

vii. Ifshelving, or other items affixed to the walls are to bedepartment representative must submit a WoFacilities to dismount these items for moving day,move is complete. The move contractor will movedism

viii. Ensure that depfollowing move procedures: 1. Each employee is responsible for purging and packing

office; this must be complete prior to the start ofPlease use the move as an opportunity to purgand books. Our goal is to have you functioningoffices as soon aand have little, if any, interruption of your workdirections contained herein.

2. Personal items such as plants, vases, family photoetc. should be taken home prior to the movnew location


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3. Tagging/Labeling. a. Labeling is one of the key steps in executing an efficient move.

You will be given the appropriate labels for your use during move coordinator

all items going to your ld anyone deviate n the ones provided. lacement of your

b. Labels specifically designed for office moving will be furnished ve. They have a light

mage the finish on curl up on boxes and pe over the label. Be

to prevent any possible damage, and to avoid confusion with possible future

ber is to be used on legibly with a thick

l you use. Use the same address on coordinator can

r items. are in full view.

on the top please do not over‐pack

y allow it to crush or ged on top, not on the

screen. All components of your data equipment should be individually labeled since they more than likely will be disconnected from each other. Please review Attachment A “Where to Label Office Furniture”, for more information.

the move. These will be distributed by thebefore the move to enable you to codenew site. Under no circumstances shoufrom this procedure or use tags other thaOtherwise, we cannot guarantee proper pitems.

to you. Use only these labels for your moadhesive backing so they won’t dafurniture; if you find that the label edges some surfaces simply put one piece of tasure all labels are removed after your move

moves. c. The new location/building and room num

each label as your “address”. Please writemarker. Address each labeevery item going to your area. Your movegive you the proper address for you

d. Please place labels on your items so theyCartons should be tagged on either end, notbecause they are stacked. Therefore, or under‐pack any container that macollapse. Data equipment should be tag


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4. Packing Materials a. Boxes and tape specifically designed for office moving will be

furnished by the move contractor and distributed by the move

eanuts”, or other rials will not be provided and must be

. re assembled according to the

and are filled to capacity, tend to crush during lidate your belongings his will help conserve

possible damage. label) as you pack

ow what each box ontains in case you need to find something prior to

xes) that are already they have a lid and

f. If you have something that does not fit logically into a box label it.

special needs, estions, or unusual items to be packed. After you unpack these

boxes at your new office, disassemble them so they are flat and stack these boxes will

5. Desks, Credenzas, Storage Cabinets and Bookcases

All contents of this furniture should first be purged. Items to be kept should then be removed from the furniture, and packed. Small items,

coordinator prior to your move. b. Bubble wrap, packing paper, styrofoam “p

such packing matepurchased by the department if desired

c. Be sure that all cartons amover’s directions printed on themwhenever possible. Half‐empty cartons transport. If you cannot fill a box, consowith someone in your immediate area. Tcarton space and prevent

d. You may want to number the boxes (not thethem and keep an inventory so you kncunpacking.

e. If you have boxes (other than moving bopacked, they can go as they are, providedare larger than a shoebox.

(such as a lamp), do not pack it but Contact your FPS move coordinator if you havequ

them where instructed. To save unnecessary costs,be re‐used.


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such as paper clips, rubber bands, and pens, can be put in a large envelope and packed in a box. Please go through all your materials and dispose of anything you do not need. Personal furniture should be

the faculty or staff the move. Your

6. Filing Cabinets and Shelving vertical file cabinets do not need to be boxed. The

to be put in boxes. ved with contents

inside.

Leased) for the

achable cords; cords that red tightly with a

properly prepared for If you need help,

ct the move coordinators. Any trays, paper caches, or other items that can be easily removed from an office machine should be

a box.

postage machines, or ve to be moved by the

g after the move is t Representative should notify the

appropriate vendors if you have special equipment so proper arrangements can be made with the vendor well in advance. Moving of special equipment will be at the department’s expense unless it is specifically included in the project budget.

clearly labeled as such. It is the responsibility ofmember to take personal furniture home prior topersonal office furniture will not be moved.

The contents ofcontents of lateral filing cabinets and shelves needLateral file cabinets and shelf units will not be mo

7. Office Machines (NOTTypewriters and office machines should be disconnectedmove contractor. Pack dust covers and detcannot be detached should be rolled and securubber band or tie. All equipment should bemoving (packed, backed up and disconnected).conta

packed in

8. Special Equipment Items such as copiers, movable filing units,other specialty equipment may have to haoriginal vendor and require professional servicincompleted. The Departmen


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9. Data Equipment

Information Technology will move all data equipment and this ent will not be handled by the contracted movers.

Do not

equipm

10. Telephones pack your telephone in a box. Secure the cord to it with a

e and new room ed immediately into the

lus Items” are to be disposed of

e arrangements for move contractor to

are to remain and it is department’s responsibility to determine the disposition

Newly Purchase Furniture, Fixture, and Equipment (FFE) stalled as part of a

ill typically not have any al. In this case, the chasing to select and

st be written as “furnish and install” whereby the supplying vendor delivers, assembles, and installs all purchased items. Delivery dates must be coordinated with the FPS Construction PM to coincide with the project schedule. Deliveries not properly

rubber band or tie, and label it with your namnumber, so that it can be moved and pluggphone jack in your new office.

11. “Surpa. Clearly identify and label any items that

and the move coordinator will makdumpsters to be available and for theplace these items in the dumpster.

b. KU has no storage for surplus items thattheof these items.

12. It is common for new FFE to be purchased and inproject.

a. Smaller projects with limited scope wFFE support from the design professiondepartment will work directly with purpurchase all new FFE items. Contracts mu


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coordinated and arriving prior to the project being able to accommodate the FFE will be rejected.

b. Larger, capital projects will typically contract with the design ith development and selection of FFE

PM will facilitate FFE the Department fessional, and the

these meetings will be ased, identify costs, Once this FFE list is uotations and put must be coordinated

de with the project dinated and arriving

odate the FFE will be rejected.

professional to assist witems. In this case, the FPS Constructioncoordination meetings that will include representative(s), Purchasing, Design ProFPS Construction PM. The purpose of to develop a list of FFE items to be purchand ensure the costs are within budget.finalized, Purchasing will solicit actual qpurchase orders in place. Delivery dates with the FPS Construction PM to coincischedule. Deliveries not properly coorprior to the project being able to accomm

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Attachment A – Where To Label Office Furniture


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Documents

Facilities Move Services Guide Guide... · including glass cabinetry, electronic equipment, unusually large items or items that cannot be moved safely by a two‐person crew via stairs