Agency Identifies Need Submits Requests OPM Reviews & Approves DPW Current Leasing Process Step 1 FASCAP (5 yr..) Approval EM Request Approval DPW Process.

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Presentation transcript:

Agency Identifies Need Submits Requests OPM Reviews & Approves DPW Current Leasing Process Step 1 FASCAP (5 yr..) Approval EM Request Approval DPW Process Management Reviews & Approves Request RFS Approved RFS Not Approved Request for Space (RFS) Not approved if square footage > 10% Lease Renewal Option Step 2 New Lease Step 2 (or existing lease w/o option DPW Conducts Lease, Buy, Build Analysis Directs DPW to conduct Lease, Buy, Build Analysis

DPW Process Management Approves request DPW Leasing DPW Bid/Cont. Receives Ad from DPW, places ad and receives responses Comptroller DPW Leasing Advertise Request Proposals from LL. Responses from LLs Step 2 Lease Renewal Option Agency SPRB Lease Renewal Resolve Issues DPW Leasing “End” Renewal OK Landlord Lease Renewal Sign. Fully Executed Lease Rent Control Card Landlords Submit Proposals Advertising

Step 2 New Lease DPW Leasing Prepares Ad DPW Leasing DPW & Agency Visit Sites & Picks Site DPW Process Management Approves Space Request IT Web-site Board of Realtors Mayor DPW Bid/Cont. Advertises, receives LL Proposals Agency DPW Leasing Negotiates Lease & Fit-Out Landlord DPW Leasing (Estimating, compiling costs) Agency Reviews/Modifies & Approves Plans Agency Design & Est. Or LL Designs Landlord As Built Prelim Design LPO Check list #1 Financial Affidavit Signed LPO Step 3 Approved Space Request Form DPW Security Conducts Audit In Parallel

Step 3 New Lease DPW Leasing Agency LPO Approval OKNot OK DPW D. Comm/ Comm DPW Leasing LPO OK/Not OK OPM LPO DPW Leasing LPO OK/Not OK SPRB Visit site, etc. LPO & SPRB Check list #2 Resolve Issues LPO OK DPW Leasing AG Check Lease for Form (Content) Lease Draft & AG Check list #3 Resolve Issues Re-write Lease Draft Lease OK Step 4 LPO

Step 4 New Lease DPW Leasing Finalizes lease Draft Lease OK Landlord DPW D. Comm/ Comm Approval/Signature DPW Leasing DPW Leasing SPRB Sign. AG Approval/Sign. DPW Leasing Lease OK Landlord Fully Executed/ Final Lease Fit out Signed Lease Lease Signature Process Step 5 New Lease Original Finalized Lease Resolving Language Issues

DPW Leasing Prepares Rent Control Card Step 5 New Lease Agency Comptroller Rent Control Card Landlord DPW Leasing (Facil. Mgt. If Req’d) Annual Inspection Unresolved LL/Agency Issues Move-in coord, Space Planning, Data, T-Com, Etc.. Day to Day Issues Town Hall End/ Lease Recorded Fit-out Comp. Rent Control Card Sent by Agency, last step