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Property, Institutional & Government

State Agency Office Moving in Greater Boston

Build a room-by-room move plan that fits your agency's purchasing paperwork, building entry rules, and weekday service hours.

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State Agency Office moving in Boston and MetroWest: moving crew at work
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Planning a State Agency Office Move

Commonwealth offices move on the state's calendar. The fiscal year runs from July 1, so a move is often paid for from one year's funds and has to be ordered and done within it, or waits for the next appropriation. Your agency's purchasing staff decide how the service is bought, often through COMMBUYS, the state's purchasing system, and which Commonwealth forms a vendor has to return, such as the terms and conditions and a W-9. None of that is ours to decide, but it sets when we can be scheduled.

Once the order is issued, a state office move is mostly a weekday office move through a security desk. Buildings around Government Center and Ashburton Place screen visitors and deliveries, and regional offices in Worcester and Framingham have their own front desks and loading doors. We walk both suites, write the scope for purchasing, and label each desk, cabinet, and released carton by destination room. Program staff keep the case files and working papers they need at hand.

Who usually signs off
State agency facilities or operations lead, with the agency purchasing contact authorizing the order and the building contact setting access
Timing that works
Around the state fiscal year, which starts July 1, and inside the weekday hours the building's security desk allows; the order and vendor forms come first.

What typically moves

  • Program-office workstations and pedestals Tagged by station on the new floor plan.
  • Case-file cabinets and program shelving Moved after staff seal or release the contents.
  • Intake and mail-sorting units Emptied of live paperwork by staff before we wrap them.
  • Training-room tables and chairs Kept separate from office stations and set to the room diagram.
  • Reference manuals and library shelving Packed in shelf order by staff or by us, as the scope says.
  • Waiting-area seating and queue posts Set once the building releases the new public entrance.

Access and scheduling

Start with purchasing. We can supply a written scope, the vendor forms your purchasing contact sends us, and a certificate of insurance on request. Purchasing decides when the order is ready. If the move is being paid from this fiscal year's funds, build in time for that before June.

Then the buildings. State office buildings in Government Center usually route deliveries through a loading dock separate from the public entrance, reserve the freight elevator in hourly blocks, and check every crew member in at the security desk. Regional offices in Worcester or Framingham may share a building with private tenants and follow the landlord's rules instead. We plan around weekday windows and the desks your staff need until the last day.

Protection and handling

Staff decide what we touch. Case files, personnel files, and working papers stay with the program staff or go into cartons they seal and label; our crew moves closed cartons and never opens them. Cabinets are emptied or locked, and locked cabinets move with their keys held by the office manager.

State buildings tend to have long corridors and older elevators, so carts run on runners, corners and elevator cabs get pads, and loads are sized to the elevator. At the new suite, each piece goes straight to its labeled room, leaving corridors clear for staff and security. Desk-level computers are unplugged and reconnected at their new stations, and agency IT takes over from the wall jack. Anything left unlabeled goes to one holding spot for staff to sort.

Who does what

Some of this job belongs to other trades. The written plan names each one.

Purchasing method, Commonwealth forms, and the order
Your agency's purchasing staff choose how the service is bought and issue or amend the order.
Security desk, badges, and elevator bookings
Each building's facilities and security staff set entry rules and schedule the dock and elevator.
Case files and agency systems
Program staff control records; agency IT handles accounts, networks, and testing.

Not part of our work

  • Interpreting state purchasing rules or deciding whether vendor paperwork is complete.
  • Opening or sorting case files or deciding retention.
  • Issuing building credentials or configuring agency systems.

Around Boston and MetroWest

Commonwealth offices in Boston are concentrated around Government Center and Ashburton Place, in large civic buildings with separate public and delivery entrances. Regional offices sit in downtown Worcester, Framingham, and other hub cities, often in mixed-tenant office buildings with their own landlords and hours.

The crew that shows up

The Eastside Movers team gathered on an indoor staircase

State Agency Office Moving FAQs

Another question? Call (774) 421-9389.

What can we send purchasing before our state office has a move date?

A walkthrough scope: both addresses, the rooms, what is moving, whether we pack, and the access assumptions for each building. Purchasing adds whatever forms it needs from us. Once the order is issued, we can put the date on the calendar.

Can your crew check in through the security desk at Ashburton Place?

Yes, once your facilities contact gives us the building's process. Ask whether crew names are needed in advance, what ID is checked, whether an escort is required, and which entrance and elevator carry equipment. We follow those rules on the day.

Does the state fiscal year affect when our move can happen?

Often. The Commonwealth's fiscal year starts July 1, so if the move is funded from this year's budget, your purchasing staff may need the order issued and the work done before then. If it is funded from next year's, the order may wait until July. Your finance office will know which applies.

What if the Worcester receiving office has different access rules from Boston?

We plan them as two buildings. Send the Boston check-in and loading rules and the Worcester office's delivery window, elevator details, and room map. If the Worcester rules change the scope, such as a second day for the elevator, purchasing decides whether the order needs revising.

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Plan your business move

Tell us both addresses, the building rules you know about, and the dates you cannot move. We will send back a written plan and estimate.

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