Government contractors, agencies, and firms in Washington, DC know that relocating an office is rarely as simple as packing boxes and booking a truck. Contract timelines, strict security requirements, and complex building or permit rules can make the process far more involved than a standard commercial move. One missed step can lead to delays, compliance issues, or unexpected costs.

Government moves prompted by contract completions, shifts in operational needs, or a search for better accommodations benefit from a clear and well-structured plan.

The following checklist breaks down the planning stages, permits, security measures, and logistical details that matter most when moving within the DC area.

Building a Dedicated Move Team

Relocations for contractors, agencies, and government-focused businesses demand coordination among multiple departments. A dedicated move team should include representatives from facilities or real estate, IT, records management, security, contracting, and legal.

Federal tenants in GSA-managed space should involve their GSA Lease Account Manager or Project Manager early to align on schedule, scope, and any Reimbursable Work Authorizations. Acting as the central hub for decisions, this team will keep communication organized and consistent from start to finish.

Understanding Local Permits And Access Requirements

Securing proper permits and arranging building access early can prevent costly delays. The District Department of Transportation (DDOT) manages public-space permits for truck parking and curb lane use through its TOPS portal. 

Businesses can set up an account, identify required permits, and print official Emergency or Reserved No Parking signs from designated kiosks. DC regulations require posting these signs in advance, typically 72 hours before use on unmetered streets and 24 hours before use on metered blocks.

Truck routing in DC has specific restrictions, especially when it comes to oversized or overweight vehicles. Permits may be triggered when dimensions exceed certain thresholds, such as 8 feet 6 inches in width or 13 feet 6 inches in height. Routes should be planned with DDOT freight tools to avoid prohibited streets and bridges. 

For federal facilities, advance coordination with the property’s security office is essential, as some locations have loading dock screening, size limitations, or credential requirements for routine access.

Meeting Insurance And Compliance Standards

Work on government installations often falls under strict insurance requirements. For example, Federal Acquisition Regulation clause 52.228-5 outlines minimum insurance types and amounts. Contracting officers will specify these details, and some GSA facilities may require naming the United States as an additional insured. 

Contractors must also confirm their mover’s licensing, including federal registration with the FMCSA for interstate work and local licensing in DC through the Department of Licensing and Consumer Protection.

Planning Records And IT Relocation

Relocating records and IT systems requires attention to security, regulations, and continuity of operations. For federal agencies, records moves should align with National Archives and Records Administration (NARA) policy. 

NARA offers guidance on scheduling, disposition, and transfer procedures, including requirements for shipments to Federal Records Centers. Large transfers may need palletizing, and standard cartons have specific dimensions to match archival storage needs.

Digital recordkeeping rules are also changing, and after June 30, 2024, permanent records must be transferred to NARA in electronic formats with proper metadata. As a result of this change, purge and packing plans will need to account for what can and should be digitized before relocation begins.

For devices and storage media, NIST standards apply to data protection, transport, and sanitization. Using locked containers, encryption, and custody logs provides accountability, while proper destruction methods prevent unauthorized access to sensitive information.

Coordinating Security Requirements

Government-related relocations often involve controlled unclassified information or sensitive equipment. NIST SP 800-171 standards apply to contractors handling certain data, and Department of Defense contracts may include CMMC program requirements. 

Moving teams must align transport procedures to their documented security plans, using tamper-evident seals, locked bins, and in some cases, escorts. Clear chain-of-custody documentation is an important protection during transit.

For federal sites, all personnel without permanent credentials may require escorts, and background checks should be completed in advance. Building management or GSA tenant coordinators can confirm these requirements along with loading dock schedules and protection materials, such as corner guards or floor coverings, needed during the move.

Managing Logistics And Permits As The Move Approaches

As move day draws closer, permit applications should be finalized through DDOT’s TOPS system. Proper signage must be posted within the required time frames, and proof of posting should be available on-site in case of enforcement checks.

Truck routes need another review to confirm there are no conflicts with height, weight, or restricted-road rules, as oversized or overweight loads may require additional escorts or equipment. Coordination with freight elevator access, dock availability, and any after-hours service charges should be confirmed with the property’s management.

Hazardous or regulated waste, such as batteries, mercury devices, or aerosol cans, should be handled according to Environmental Protection Agency and DC Department of Energy and Environment guidelines. For lithium batteries, federal packaging and marking rules apply during transport.

Preparing For An Organized Move Day

Labels linked to floor plans help crews place items accurately in the new location. Sensitive materials, such as controlled information or personal data, should be kept separate and documented through a chain-of-custody process. 

If any records are going to Federal Records Centers, staging them in approved cartons and scheduling deliveries in advance will avoid disruptions.

Having physical copies of permits, proof of postings, and access lists on hand reduces the chance of delays at security checkpoints. Noise regulations in DC typically allow moving operations from 7 a.m. to 7 p.m. on weekdays and Saturdays, and special permits are required outside those hours.

Conducting Post-Move Verification

The first 48 hours after relocation are a good time to validate that IT systems are functioning, inventory is complete, and no assets or data are missing. 

All seal logs and asset lists should be reconciled promptly, and any cyber incidents involving covered defense information must be reported according to contract requirements, often within 72 hours.

Records inventories should be finalized, and plans for transferring permanent records to NARA in electronic format should be confirmed. For surplus government property, the GSA Personal Property Management process provides an official channel for transfer, donation, or sale rather than disposal.

Making Your Next Move Streamlined And Secure With Moving Masters

Relocating a government-focused business in Washington, DC, demands precision, experience, and strict attention to compliance. 

With more than 40 years of specialized commercial and government moving experience, Moving Masters understands the complex requirements involved, from permit coordination to secure transport of sensitive assets. Our long-term, highly trained team uses specialized equipment and proven methods to deliver reliable, on-time results for every move.

Call us at 1-(301)-278-8988 to discuss your upcoming relocation, or request your free estimate through our online scheduling page. You can also reach us directly using our contact form to start planning with a dedicated project manager.