Moving Procedures
All tenants and/or vendors must be coordinated with the property management office any proposed project that is scheduled to take place on the property. An authorized tenant associate is required to coordinate and present their vendor's property specific Certificate of Insurance. The insurance requirements are listed below. Overlook III Sample COI
Notification should be made as far in advance as possible and should include the proposed project date, name & contact information of your vendor or contractor, any details regarding the project, estimated time your project will begin and end the project via an Authorized Activity Report. Overlook III Authorized Activity Form
If there are any special requirements submit then in writing and/or discuss them with the property management office prior to your vendor arriving on site to prevent a possible delay or cancellation of your project.
Your vendor's Certificate of Insurance (specific to the property) and Authorized Activity Report should be submitted into the Overlook III tenant Portal at www.overlookiiitenantportal.com at least 72 hours before a scheduled project. Both documents are required to access any location outside of the tenant's leased space (including the loading dock and freight elevator). If the documentation is acceptable, you will receive a confirmation email.
Your vendor 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 broken down on the loading dock.
Scheduling Access Requirements
Only small deliveries are permitted during the normal operating day. A small delivery is defined as a single trip, it does NOT include furniture or any other heavy/bulky items and can be completed from start to finish in less than 20 minutes. The only exception to this policy is a copy machine.
The normal operating day Monday-Friday from 7:00am - 6:00pm.
If you are planning a large delivery of furniture, heavy, or bulky items which are intended for a move, delivery, or relocation (within, or around the building must schedule to end for completion by 7:00am, begin after 6:00pm, Monday-Friday before 7:00am. As a tenant you also have the option to schedule your projects to take place on a weekend.
Should your company choose to use their 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 rule and regulations as an outside contractor.
If an employee or vendor is permitted unaccompanied access by a tenant, it is the sole responsibility of the tenant to provide their guest with a key or a building access card.
The security officer will NOT provide access.
Each tenant is required to complete an Authorized Activity Report per vendor/per day on each 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.
The Property Management Office has the right to deny access to anyone who does not have the proper paperwork on file.