Relocating a government-facing office in the DC area is a high-stakes move. Security protocols layer over strict contracting rules, while the city itself adds its own maze of permits, timelines, and traffic constraints to deal with. For contractors, agencies, and firms, every step carries weight; any missteps can ripple through compliance, operations, and relationships in ways that are costly to fix.
A move can be prompted by the end of a lease, a shift in operational needs, or the requirements of a new contract, but the process demands precision from start to finish. Coordinating with GSA schedules, handling secure materials, and complying with DC permit rules are details that require careful attention at all times. This article provides useful tips to make your office move in DC go as smoothly as possible.
Contracting Requirements For Government Moves
Government-related office moves often begin with contract compliance. For agencies, contractors, and firms working under federal guidelines, the General Services Administration Multiple Award Schedule offers the proper contracting pathway.
Office relocations fall under Special Item Number 541614OR within the Office Management category. Using the correct SIN in solicitations allows pre-move planning, sequencing, furniture reconfiguration, and related materials to be included in a task order.
When government property is part of the move, the FAR 52.245-1 Government Property clause applies. The regulation covers custody, inventory records, loss reporting, and disposal. Department of Defense projects may require adherence to DFARS provisions as well. Aligning your relocation plan with these rules from the start prevents delays and compliance issues.
Disposal of federal assets is subject to the Federal Management Regulation, which outlines how items must be screened, transferred, donated, or sold. Integrating a disposal track into the move timeline helps avoid last-minute bottlenecks.
Meeting Security Protocols For Sensitive Materials
Contractors and agencies dealing with Controlled Unclassified Information (CUI) must meet the standards set by both NIST SP 800-171 and 32 CFR Part 2002.
In a physical move, these standards mean maintaining documented access controls, locked storage, and a chain of custody for boxes containing CUI. Both the departure and arrival locations require secure conditions. Classified materials fall under separate rules such as 32 CFR Part 2001 and the DoD Manual 5200.01, Volume 3.
Under the rules, transportation and handling are tightly controlled, and movers without security clearances should not come into contact with classified holdings. Many agencies use staged safes, cleared couriers, or in-house transport methods to comply with the directives.
Access to federal buildings during a move may require Homeland Security Presidential Directive-12 credentials or adherence to agency escort policies. Contractors should expect to provide rosters, complete background checks, and follow visitor management processes well in advance of the moving date.
Organizing Records Before Moving Day
Records management is more than boxing files and placing them on a truck. For instance, the National Archives and Records Administration requires agencies to apply their records schedules, separating permanent from temporary records and preparing transfers as necessary. Moving unsorted or outdated files can create long-term storage problems and compliance risks.
Federal policy now requires that permanent records be transferred to NARA in electronic formats after June 30, 2024. Agencies can use a relocation as an opportunity to digitize holdings or transfer older records to Federal Records Centers.
When transferring records, follow NARA’s process, which includes completing Standard Form 135, using the Electronic Records Archives system, and preparing pallets for shipment.
If the mailing address of your office will change, coordinate with your agency’s mail manager and follow the requirements in 41 CFR Part 102-192. The process includes updating USPS records and adjusting internal mail stops to keep correspondence flowing without any interruption.
Managing DC Logistics & Local Permits
Moving trucks need legal staging areas in Washington, DC. The Department of Transportation’s Temporary Occupancy Permit system grants permission to reserve curb space and post the necessary signs. Securing the correct frontage and hours in advance helps avoid fines and conflicts with other street uses.
Truck routes are also regulated; the DDOT Truck Map outlines designated streets and restrictions. Any vehicle exceeding standard size or weight limits must secure permits and adhere to approved routes only.
Furniture and equipment disposal in DC falls under local commercial waste regulations, which means that businesses must use licensed commercial haulers and have a recycling program in place. Any construction or move-out debris cannot be placed in residential pickup streams.
Special handling applies to universal waste such as lamps, batteries, and aerosols under EPA 40 CFR Part 273. Registration with the Department of Energy and Environment is required for companies handling hazardous or universal waste.
Maintaining Business Continuity During A Move
For contractors and agencies, an office relocation can disrupt essential functions if not managed carefully. FEMA’s Federal Continuity Directive 1 offers a framework for keeping operations steady during disruptions. Identifying mission-essential tasks, dependencies, and potential alternate work locations in advance allows for a smoother transition.
The U.S. Office of Personnel Management’s operating status announcements can affect moving schedules, and weather events or security conditions can limit access to loading docks, freight elevators, or roadways. Building contingency time into the move schedule reduces the risk of delays in your relocation.
Telework arrangements can also limit potential downtime. Using staggered occupancy and phased seating plans avoids having all staff transition at once, keeping parts of the team operational throughout the process.
Coordinating IT Systems & Secure Equipment Disposal
Information technology cutover is a central part of any modern office move. Planning for network and phone systems before the move date reduces interruptions.
For offices with multi-line telephone systems, Kari’s Law requires direct 911 dialing and on-site notification, while the RAY BAUM’S Act mandates dispatchable location information in emergency calls. Updating floor and room data ahead of occupancy supports compliance.
When decommissioning equipment such as desktops, printers, or copiers, follow NIST SP 800-88 standards for media sanitization. The process should be documented with certificates specifying the method used, whether it’s clearing, purging, or destroying the media.
Moving Forward With Confidence
An office move in the DC area, especially for those involved in government-related work, is a project that demands precision, security, and strong coordination. Careful preparation allows for a seamless transition while daily operations carry on uninterrupted.
At Moving Masters, we bring over 40 years of specialized commercial and government moving experience to every project. Our long-term, highly trained team manages every detail of the relocation, from pre-move planning to secure transport and setup, using state-of-the-art equipment designed for high-value assets.
Call us today at (301) 278-8988 to speak directly with a relocation expert. You can also quickly request your free estimate or send us your project details through our convenient online contact form.
