Government Office moving in St. Johns County and Jacksonville: moving crew at work

Property, Institutional & Government

Government Office Moving in St. Johns and Jacksonville

The purchase order comes first, the building sets who enters, and your department decides the order records and desks move.

(904) 209-9277

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Northeast Florida St. Johns + Duval + Beyond

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Planning a Government Office Move

A county or city department can’t book a mover the way a private office does. Before a date goes on the calendar, purchasing has to approve the scope, collect a quote, and issue a purchase order, and the PO’s description becomes the job we do. If the scope changes halfway through, say an extra floor or a second records room, the department goes back to purchasing, not to us.

Once the PO is in place the move looks like any office move with more rules. A St. Johns County department relocating between administration buildings, or a City of Jacksonville division moving between downtown floors, still has permit or service counters that must reopen on time, staff who work from shelves of active files, and furniture that carries a fixed-asset tag. We move the counters, workstations, shelving, and closed records cartons in the order your records coordinator sets. Staff pack what they work with. Anything tagged as surplus goes through the agency’s surplus process, not into our truck.

Who usually signs off: Department administrator or facilities lead coordinating with the purchasing office and the staff member responsible for records
Timing that works: After purchasing approval and a purchase order, in a building-permitted window around public desk hours and department work; a backup date during storm season

What typically moves

Permit and service-counter modules Freestanding counter sections tagged by window number and set first at the new location, so the public side reopens on schedule.
Division workstations and seating Tagged by seat, keeping the fixed-asset tags visible; our crew unplugs each computer and its screens and hooks them up again wherever the seat lands.
Active-file shelving and lateral cabinets Emptied into numbered cartons by staff, or moved locked and loaded when the cabinet and the floor allow it.
Closed records cartons Carried in the release order the records coordinator gives us, shelf by shelf, and placed to the new shelf map.
Conference-room and hearing-room tables Tables and stacked chairs for public meetings or board hearings, wrapped and set to the room diagram.
Public lobby displays and brochure racks Moved empty; staff restock current forms and notices so outdated versions don’t go back on display.

Access and scheduling

Government buildings vary, but most have a facilities or security contact who issues the rules: a visitor or vendor sign-in, identification for each crew member, a loading door away from the public entrance, and elevator hours that fit around the public counters. We get those rules in writing when the PO is issued and plan the carry to them.

Purchasing often asks for a W-9 and an insurance certificate naming the agency before it releases the order, and we supply both. Counter moves usually happen after public hours on a Friday so service resumes Monday. Records go last, after the desks and shelving are standing, so cartons can go straight onto the shelves. Between June and November a county’s emergency operations can take over staff time with little notice, so we hold a second date that the department can move to.

Protection and handling

Public records stay under the department’s control. Florida treats most government records as public, with retention periods the department already follows, so your staff choose which boxes travel, which reach the end of their retention period first, and which go to the records center. Our crew moves sealed, numbered cartons and doesn’t open or reorganize them.

Fixed-asset tags matter at inventory time, so we keep tags visible and don’t pad over them with tape. Counter sections and cabinets travel blanket-wrapped and strapped. Government floors often have heavy daily foot traffic, and we lay runners and pad elevator walls before the first trip. At the new building, shelving is checked level before a carton goes on it, and the first carton on each run is matched to the shelf map with your records coordinator before the rest follow.

Who does what

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

Purchase order, scope, and any change order: Purchasing writes the PO and any amendment to it; the department’s named contact approves what’s on the list.
Building entry and visitor rules: Facilities or security staff set sign-in, identification, and routes; we follow them and send crew details when asked.
Networks, phones, and department software: The agency’s IT staff move service and test each workstation once our crew has the desk hardware plugged back in.

Not part of our work

Advising on purchasing rules, bid thresholds, or the agency’s vendor requirements.
Opening or sorting public records, or ruling on how long any of them is kept.
Disposing of tagged surplus property outside the agency’s surplus process.

Around St. Johns County and Jacksonville

St. Johns County departments work from offices in St. Augustine and satellite buildings serving Ponte Vedra Beach and Nocatee; City of Jacksonville divisions sit in the downtown core around Bay St and Forsyth St. Downtown loading often means a reserved curb or a shared dock.

The crew that shows up

Mover wheeling a hand truck of boxes along a walkway

Packed boxes staged indoors partway through a move

Government Office Moving FAQs

Another question? Call (904) 209-9277.

Can we hold a move date while the purchase order is still being processed?

We can pencil one in, but it isn’t firm until the PO is issued. Send the draft scope and we’ll confirm it matches the job, so purchasing doesn’t need to amend the order later. Once the PO arrives, we lock the date and ask facilities for the building rules.

How do we move active permit records after the public desk closes?

Staff box the active files by shelf at the end of the last public day and seal each carton with its shelf number. We move the counter and shelving that evening, set them at the new location, and bring the cartons in last. The records coordinator checks the order before the desk reopens.

Our furniture has fixed-asset tags. Will that cause a problem at the next inventory?

It shouldn’t. We keep the tags visible, record which tagged pieces go to which room if your property custodian wants a list, and don’t tape over them. Anything your staff mark as surplus stays behind for the agency’s surplus process.

What if two divisions need the same freight elevator on moving day?

We split the day. One division loads in the morning, the other after a set changeover time, and each has its own labels and its own contact. If facilities can only give us one window, we stage the second division’s load so it’s ready the moment the elevator frees up.

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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.

Call (904) 209-9277

Mon–Sun 8:00 AM – 7:00 PM