Attachment H - Agency Preparations for Painting - FINAL.pdf

Rev. 01/2025 Page 1 of 2

Division of Real Estate Development & Management 4050 Esplanade Way

Tallahassee, FL 32399-0950

Ron DeSantis, Governor Pedro Allende, Secretary

ATTACHMENT H

AGENCY PREPARATIONS FOR PAINTING:

GUIDELINES FOR PACKING WORKSPACES

Please refer all questions to the REDM Facilities Manager or the Agency-designated Move Coordinator.

Offices and workstation areas will be painted or renovated at night and over the weekend according to a pre-arranged schedule. Employees will be notif ied of the time designated for workspace painting or renovation.

Any area being painted or renovated must be prepared and left unlocked. The Contractors will move the furniture and boxes as they work in the areas to be renovated.

The Contractors will schedule their work with the DMS representative and the Agency representatives. If an area is not prepared on the specified date, then work will not occur, and will be re-scheduled at a later date that is convenient to the DMS schedule, or potentially not re-scheduled, depending on DMS’ schedule and available funding.

All valuables, breakable, or fragile items must be removed by employees from the area being renovated, including any common areas. Plants must also be removed. It is strongly suggested that employees take these items home and return items to the building only when the renovations have been completed for the entire section or floor.

Computers, printers, faxes, or phones: Make sure all pieces are labeled. Each piece will be moved by each agency’s IT Team. The painters will not move electronic equipment.

Copiers will not be moved by the Contractors. The copier warranty may be void if the equipment is moved by anyone other than the designated repair person, so it is the responsibility of each agency to have all copiers moved at the appropriate time during the renovation.

If there are pictures, plaques, or other items on the walls, please remove these from the walls and store them in an area other than the area to be renovated. If the items are to be returned to the same hanger on the wall, please circle the hanger with a pencil only (pens or markers can be too diff icult to cover again). The circled hangers will be left in place. For other hangers or nail holes not marked, these will be removed, patched, and painted. If there are room number signs or suite signs that cannot be removed, please tape around the perimeter of the sign with painter’s tape.

Boxes should be stacked on the floor within each office or cubicle. As each area is painted or renovated the boxes will be removed and then replaced in the area. Please stack boxes in the middle of the room, not against the walls to avoid wall damage.

Overloading boxes will damage the box and the weight is unsafe for employees and Contractors. Proper ergonomics must be used when lifting boxes: use your legs, not your back. Employees should ask for help in moving any box or item that is too heavy or use a dolly.

Label all boxes with Name, Office or Cubicle Number, and an indication of the contents. After renovation, please unload all boxes as soon as possible and return the empty boxes to the Agency-designated area. All boxes will be re-used by others, so care must be taken in labeling, opening, and storing boxes.

Label every item of moveable furniture with a Name and Office or Cubicle Number. This includes, but is not limited to, desks, chairs, tables, f ile cabinets, and bookcases.

Rev. 01/2025 Page 2 of 2

There are two varieties of f ile cabinets: laterals and verticals. The construction differs and therefore there are different rules for moving. Every lateral f ile cabinet must be unloaded before moving it. Moving any lateral f ile cabinet containing files or supplies will cause the cabinet to warp. Only vertical f ile cabinets may be moved with their contents intact. File cabinets are engineered for safety so only one drawer may be opened at a time.

Forcing drawers will jam the mechanism. Every file cabinet should be locked or have the drawers taped with masking tape prior to moving.

All items must be removed from bookcases and open shelving. A bookcase or shelving may crack or break if it is moved while it contains books or binders. Shelves must be removed and taped together, then the bound shelves labeled. All shelf pegs/clips should be placed in a sealed envelope and taped inside the bookcase.

Desks or credenzas may need to be moved. Please unload all storage drawers and bins in order to make the furniture safe to move. Storage cabinets must also be emptied and doors locked or taped shut. If the storage cabinets have moveable shelves, these also must be removed, taped, and labeled, similar to the process for bookcases.

The Contractors working on the renovation are professionals hired by the Department of Management Services under the terms and conditions of the DMS Contract. All employees of the Contractors are pre-approved by FDLE and the Department of Management Services’ Inspector General’s staff. The Contractors use products specified in these contracts and the scope of work is defined under these Contracts. Please make every effort to prepare all areas for renovation, so that work can progress efficiently, and so employees and visitors can soon utilize the renovated workspaces.

Please ask your Supervisor or Agency Moving Coordinator if assistance is needed or if there are any questions.