Moving Procedures
There are a few steps that are required before your team starts preparing for a move or project at the Overlook III building. Please have your team review the requirements and follow the 5 steps listed below:
- We would need a property specific certificate of insurance from the tenant. This document must reflect all the insurance requirements as outlined in the lease agreement.
- We would need a certificate of insurance from each Vendor/Contractor that will be associated with your move/deliveries (if applicable). Their COI information from your vendors must be specific to the property. Please review the example of or sample of certificate of insurance with the exact wording required in the Certificate Holder and additional insured section located on the Overlook III Website.
- There are some additional requirements for any Telecommunications vendors. Please review the Telecommunication Vendor requirements outline in the Overlook III Tenant Handbook.
- Every tenant must complete an Authorization Activity Report (attached). Overlook III Authorization Form An authorized tenant associate must coordinate the use of a designated freight elevator and the loading dock by submitting a Certificate of Insurance and Authorized Activity Report to the property management office at least 72 hours prior to your scheduled project. Every AAR will need to include the name and the name of the tenant, suite number, date of the project, time that the project will begin, the time that the project will end, name of the vendor, their onsite representative with a contact number, details on the project, the name of the tenant associate who will be onsite during the project with their contact number, and their preassigned access card number. An AAR form must be submitted for each vendor, per day, even if they are employees. We do no permit multiply dates or vendors on a single AAR report. The tenant will be responsible to ensure that their vendor or employees is following all the rules, regulations and building protections measure.
- If the documentation meets the building requirements, your company will receive a confirmation via email and will coordinate access with our security officer.
The Moving Procedure, Insurance Requirements, Scheduling Access, and the Building Care & Protective Measures can be found the Overlook III tenant handbook located at www.overlookiiitenantportal.com
All tenant, contractors, vendors, or moving into, out of, or within the building must be coordinated with the property management office. Notification should be made as far in advance as possible and should include the proposed moving date, name of moving contractor, any on site personnel, estimate time to begin the project, and any details, associated with this project. An authorized tenant associate or contractor must contact the property management office to coordinate insurance certificate submission and ensure the use of a designate freight elevator. The property management office must be advised in writing of any special requirements in correction with your move. All paperwork must be on file at least 72 hours before a scheduled move or project.
- No items can be delivered or removed through the lobby.
- your vendor/employee should be advised that a pallet jack cannot be brought into the building. If you have a delivery on a pallet jack, it will need to be broken down on the loading dock.
Telecommunication Vendor Requirements
There several steps that are required prior to scheduling a telecommunication vendor at 2859 Paces Ferry Road, Atlanta, GA 30339.
- We recommend that your vendor come out and conduct a site visit.
- Your vendor will be required to submit a property specific or project specific Certificate of Insurance for the upcoming project.
- Your vendor would need provide the property management team the Scope of work, schematic, pathway for this project including any other floors they may need to access, conduit placement, and fire caulking. a.) The property management team may need to get access approval if this project requires access inside of any leased tenant space.
- The tenant will be required to complete the Notice of Telecom Request form including the vendor's information (locate at the bottom of the form) O3 Telecom Request form
- The exact network cabling area where your vendor has service should listed in the Scope of Work for this project.
- Your team will need to ensure that documentation for steps 1-4 to be submitted to the Property management office at least 72 hours prior your proposed project date.
- The property management team will review these documents and follow up with questions or concerns.
- Your team will receive and email clarifying the SOW and the tenant will be required to complete the Authorization request form for installation date.
- If approved, the tenant will receive a written confirmation, the AAR will be given to the onsite security officer, and the property management team will coordinate access on the approved installation date.
Scheduling Access Requirements
All tenants, contractors, vendors, or moving into, out of, or within the building must be coordinated with the property management office. Notification should be made as far in advance as possible and should include the proposed move or project date, name of your contractor, any details associated with this project. Please submit any special requirements in connection with your project in writing at least 72 hours before your vendor is scheduled to arrive on site.
Tenants are required to fill out an Authorized Activity Report per day/per vendor on any activity taking place (moving furniture or equipment in or out or within your suite). This form is also required for any type of delivery or project that is made to your suite, other than basic office supplies, UPS, or FEDEX, flowers, or items of that nature. Please be as detailed as possible regarding what is being delivered, removed, or relocated.
An authorized tenant associate must provide the following information to the property management office
- Submit each of their vendors property specific Certificates of Insurance O3 Sample Certificate of Insurance
Please note that if you have chosen to use your employees to perform a delivery, relocation, move, or other projects at Overlook III they will be viewed as a vendor and subject to follow the same rules and regulations as an outside contractor.
- Complete a detailed Authorization Activity Report form Overlook III Authorization Form
If you are planning to have items delivered, relocate, or move (within, around, into, or out of) the building this action must be scheduled within 1 of the time ranges below:
- Option 1 - Scheduled and completed before 7:00am - Monday - Friday or
- Option 2 - Scheduled to begin after 6:00pm - Monday - Friday or
- Option 3 - Saturday or Sunday (depending on the availability of the loading dock and freight elevator)
- Coordinate the use of a designated freight elevator and the loading dock.
- Provide their vendor with the Property rules, regulations, and Building Protection Measure
- Received written confirmation from the property management team.
Special notation: The Property management Office has the right to deny access to anyone who does not have the proper paperwork on file.