Terms and Conditions

The following terms and conditions apply to the purchase of supplies and/or services (“Services”). By accessing/navigating/examining our website or otherwise “using” this website and/or upon acceptance of the Order for Service (“Estimate”) prepared by Polar Bear Moving Company, LLC , purchaser (“Client”) agrees to adhere to all the provisions listed below.

General Terms

Estimates and Billing:

• Although Polar Bear Moving always tries to meet the scheduled start time, it is impossible to predict all of the possible variables, such as traffic and the duration of the previous move. Therefore, Polar Bear Moving cannot discount late arrivals.
• Local moves are billed by the hour consisting of the hourly rate, travel/truck fee, and the anticipated time range of the move.  The clock starts when we arrive on site and ends when you are satisfied with the placement of your belongings in your new residence.  Long distance and piece moves are billed at a flat rate.  This is not an exhaustive list of fees.  Additional fees may also apply.
• A hourly Estimate is a non-binding, general idea of how long a move will take under normal conditions. The actual move may take more time than estimated due to an insufficient inventory list, greater number of boxes, size and difficulty of moving certain items, greater distance, traffic, weather, undisclosed details, access to elevators/loading docks, and other unforeseen factors.
• All downtime is billable (waiting for elevator/loading dock setup, or property key holder is late, waiting for the customer etc.)
• A flat fee/rate is a binding Estimate and will not change so as long as your inventory and access details are accurate.
• In the event of loss or damage, all items are covered under released valuation (rate varies by state), unless Client opts for full valuation in writing prior to the start of the move at an additional cost.
• Over-sized items, such as pianos, large appliances, ultra large televisions, large china cabinets, safes, grandfather clocks and pool tables, cannot be simply transported on a hand truck and increase a possibility of injury to our movers. The fee to move such an item will depend on its size, weight and specific layouts of the pickup and delivery locations.
• We include basic dis/reassembly of beds and other furniture items as part of a move. There are pieces can be quite complex, such as bunk beds, large wardrobes and bookcases etc., which can make the task pretty time consuming. Letting us know your needs when filling out the estimate form helps us to provide the appropriate time and price estimate and to ensure we have enough movers assigned for the job.
• Furniture assembly service is different from basic furniture dissasembly and reassembly service that is provided as a courtesy to our clients. Fees vary for each item and depend on size and complexity of the assembly. 
• Failure to provide an accurate list of furniture and desriptions of pick up and drop off locations will result in a $250 penalty not including fees for any additional oversized items and flights of stairs above the second floor with no elevator access and overtime charges. Overtime charges start at $50/hr for a 2-men team. We appreciate your truthfulness and descriptions as they help maintain our schedule and provide for 5-star service throughout.
• Clients should notify us prior to the move if there is a cockroach or bed bug infestation. We reserve the right to cancel the move in cases of unsanitary living conditions or charge a $250 truck clean up fee if we do proceed with the move.
• Regular long carry charges are as follows: first 150ft are free of charge, for every additional 50 feet there is a $35.00 one-time fee for the entire move. 
• First flight of stairs with no elevator access is free of charge; each additional flight is $45-65/hr (depends on the size of the crew). 

Scheduling:

• Afternoon and evening moves do not have fixed start times. They will vary depending on when previous moves are finished.
• We kindly request that the Client is available two hours prior to and after the scheduled move time.
• All downtime is billable (waiting for elevator setup, property key holder is late, etc.)
• Client must notify Polar Bear Moving if a Certificate of Insurance (COI) is required by the buildings they are moving out of and into as soon as possible, but at least 72 hours in advance of move. It is clients responsibility to request these items from Polar BEar Moving in a timely fashion. Any delays due to omissions by building management or client will not be Polar Bear Moving responsibility.

Preparedness:

• It is the Client’s responsibility to be packed and ready to go on moving day, unless they are using our packing services. Extra charges/time may apply if the Client is not packed or is still packing.
• Scheduling parking/elevator/loading dock times is the Client’s responsibility prior to the day of the move.
• Any changes to the Client’s move (additional items or boxes, location changes, etc.) should be brought to Polar Bear Moving attention as early as possible. Failure to do so may result in the move taking longer than the estimated time frame and in a $250 penalty.

Furniture and Packing Care:

• Polar Bear Moving will not be held responsible for damages to items the Client chooses to not have padded and/or shrink wrapped.
• Polar Bear Moving will not be held responsible for damages to items or property when the Client chooses to have force applied to items during course of move.
• Polar Bear Moving does it’s best to point out previous furniture damage, and can not be held responsible for any item that is damaged prior to moving.
• Due to a lack of structural integrity, Polar Bear Moving is not liable for damage that occurs to any furniture made of pressed wood or particleboard.
• Polar Bear Moving will not be held responsible for damages to items within boxes not packed by Polar Bear Moving, unless physical damage is done to the box during the move.
• Polar Bear Moving will not be held responsible for large (8 sq. ft. or greater) fragile items that are required to be crated in order to move the item safely (ie: works of art/statues, slabs of marble/granite, panes of glass/mirrors, etc.). If Client should choose to have Polar Bear Moving move such item not crated it will be at Client’s risk.
• Client must notify Polar Bear Moving of any items of extraordinary value ($100 per pound or greater) that will be handled by Polar Bear Moving.  These items must be packed by Polar Bear Moving or by the Client in the presence of the Polar Bear Moving Crew Leader.  These items must be explicitly listed on the Bill of Lading and acknowledged by Polar Bear Moving and Client via signatures.
• All fragile items must be packed and labeled appropriately.  Polar Bear Moving reserves the right to pack any items not already packed and will charge the Client for time and materials.  Polar Bear Moving is not responsible for any items the client chooses not to have boxed.
• Appliances and other electronic devices: Polar Bear Moving will not be held liable for any internal components of an appliance and/or electronic device. When moving appliances & electronics it can be necessary to tilt or turn these in a position that is other than upright. Doing this can cause loose components that are inside to come loose. Also, vibrations in the truck can also cause components that may have already been loose to come apart. Therefore, Polar Bear Moving, does not warranty the internal components of any appliance or electronic device unless external damage is visible that would support damage. 
• Polar Bear Moving is not responsible for damages to floors, walls, doors, and painted surfaces. 
• If you don’t have the original box for us to pack your TV in, we typically wrap TV’s with moving blankets for transport and tightly secure them in the truck, but if you want extra protection we also sell TV boxes (can accommodate up to 80′).

Cancellations:

• Notice of cancellation must be given 72 hours prior to the day of the Client’s move via email or phone (voicemail cancellations not accepted). 

           if you cancel or reschedule a planned move within 72 hours of appointment, we charge a $150 fee (plus any processing fees). 

           Same day cancellations will be charged the quoted minimum of the move.

• Polar Bear Moving at any time, with or without written notice, may interrupt all or any part of the work to be performed hereunder and may make reasonable changes within the general scope of the Services. Polar Bear Moving shall not be liable for any costs incurred resulting from such changes or termination of Services.

Other:

• Polar Bear Moving is unable to remove any permanently affixed item such as carpeting, plumbing or electrical fixtures, etc.
• Polar Bear Moving will not reassemble cribs.
• Polar Bear Moving will not disconnect or reconnect any water or gas lines.
• Polar Bear Moving will not mount flat screen TV’s or wall coverings.
• Polar Bear Moving will not transport clients, live animals, hazardous (including, but not limited to chemicals, paint, fuel, firearms and ammunition) or perishable items.
• Polar Bear Moving promotional offers and discounts cannot be combined.
• Polar Bear Moving reserves the right to refuse to move any item that is not specifically mentioned in Client’s inventory.
• Polar Bear Moving will not be responsible for any lawn, shrubs, trees, or anything else that may get damaged due to parking somewhere at a customer’s request. If Polar Bear Moving’s truck gets stuck or damaged due to parking somewhere at the Client’s request, Client is responsible for any towing or other charges that result from said damage. 
• Wall damage: Shipper understands that oversized furnture does not easily fit through small hallways, stairwells, doorways and accessways espeically furniture that was not designed for apartments. Carrier will advise customers of this possibility before trying to fit oversized items in or out of premises.

Legal Terms

Invoicing and Payment:

As full consideration for the Services provided, Client will tender payment to Polar Bear Moving (“Fee”).  All charges shall be invoiced upon completion of Services less any deposit paid upon booking. If Client is not providing payment prior to or at time of performance of Services, Client agrees to make full payment upon completion of Services. Failure of Client to make payment for Services may result in collections proceedings, legal proceedings, and any other remedies afforded Polar Bear Moving by law. Notice of any disputes regarding the Services or Fee should be provided in writing as soon as possible, but no later than seven (7) business days following conclusion of the Services.  Client agrees that failure to raise a timely dispute shall be deemed a waiver of their right to dispute the Fee and Client shall promptly owe the full Fee owed to Polar Bear Moving as invoiced.

Warranty:

No warranties express or implied are made by Polar Bear Moving.

Indemnification:

The Client hereby agrees to defend, hold harmless and indemnify Polar Bear Moving from and against any and all liabilities, damages, losses and judgments, including attorney fees, and all other costs and expenses which may be incurred by reason of loss or damage to property or by reason of injury or death of any person directly resulting from or caused by the negligent acts or omissions of the Client and/or his/her agents, officers, employees, or any person acting on behalf of Client during the performance of Services. Notwithstanding the foregoing, if the act or omission of Polar Bear Moving is a factor contributing to any claim for which Polar Bear Moving seeks indemnity hereunder, the respective liabilities of the parties to one another regarding such claim shall be in proportion to the relative fault of the parties.

Limitation of Liability:

IN NO EVENT SHALL POLAR BEAR MOVING’S LIABILITY FOR ANY CAUSE OF ACTION WHATSOEVER EXCEED THE COST OF THE PRODUCT OR SERVICE GIVING RISE TO THE CLAIM, WHETHER BASED IN CONTRACT, WARRANTY, INDEMNITY OR TORT (INCLUDING NEGLIGENCE AND STRICT LIABILITY) OR OTHERWISE. IN NO EVENT SHALL POLAR BEAR MOVING BE LIABLE FOR ANY SPECIAL, INCIDENTAL, CONSEQUENTIAL OR OTHER SUCH INDIRECT DAMAGES, WHETHER ARISING OUT OF OR AS A RESULT OF BREACH OF CONTRACT, WARRANTY, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY OR OTHERWISE.

Disputes:

For any dispute that may arise, Polar Bear Moving and Client agree to seek an amicable resolution of such dispute through good faith negotiations. Any controversy or claim arising out of or relating to this contract, which can’t be resolved through good faith negotiations, shall be settled by arbitration administered by the Moving Authority Arbitration Program.

Governing Law:

This agreement shall be governed by the laws of the State of Maryland, without regard to its choice of law principles.  In the event any provision of this agreement is rendered unenforceable by law, this agreement shall be construed and enforced as if such provision had not been included herein and the validity and enforceability of the remaining provisions shall not be affected thereby.

Changes can be made/added to this agreement at any time.

IT IS YOUR RESPONSIBILITY TO READ ALL SECTIONS OF THIS DOCUMENT. FAILURE TO READ BEFORE SIGNING THE CONTRACT WILL NOT RELIEVE YOU OF ANY RESPONSIBILITIES OR RELIEVE POLAR BEAR MOVING COMPANY FROM PROTECTION THAT IS AFFORDED WITHIN THIS DOCUMENT!