DPW Current Leasing Process

Step 1
Agency
Identifies Need Submits
Requests

FASCAP (5 yr..)
Approval
EM Request
Approval

Directs DPW to conduct Lease, Buy, Build Analysis

OPM
Reviews & Approves

RFS
Approved

Request for Space (RFS)

Not approved if square footage > 10%

RFS
Not
Approved

DPW Process
Management

DPW
Conducts Lease, Buy, Build
Analysis

Lease Renewal
Option
Step 2

Reviews & Approves Request

New Lease
Step 2
(or existing
lease w/o option

Step 2
Lease Renewal Option

Landlords
Submit Proposals

Advertising

Responses from LLs

DPW
Bid/Cont.

Proposals from LL.

Receives Ad from DPW, places ad

and receives responses

Advertise
Request

DPW Process
Management

DPW
Leasing

DPW
Leasing
Lease Renewal

Approves request

Agency
Resolve Issues

SPRB

Rent Control
Card

Renewal OK

Landlord

Lease Renewal Sign.

Fully Executed Lease

DPW
Leasing
End

Comptroller

Step 2
New Lease

DPW Process
Management

Approved Space Request Form

Approves Space Request

DPW Security
Conducts Audit
In Parallel

DPW
Leasing
Prepares Ad

DPW
Bid/Cont.

DPW
Leasing

Advertises, receives
LL Proposals

DPW & Agency Visit Sites &

Picks Site

Mayor
IT
Web-site

Agency

Board of Realtors

DPW
Leasing
Negotiates Lease
& Fit-Out

Landlord

As Built
Prelim Design

Agency
Reviews/Modifies
& Approves Plans

Agency Design & Est.

Or
LL Designs

DPW
Leasing
(Estimating, compiling costs)

Step 3
LPO
Check list #1

Landlord

Signed LPO
Financial
Affidavit

Step 3
New Lease
LPO

DPW
D. Comm/
Comm

SPRB
Visit site, etc.

LPO
OK/Not OK

LPO
OK

DPW
Leasing

DPW
Leasing

LPO

Agency

Lease Draft
& AG Check list #3

OPM
LPO
Approval

OK

Not OK
LPO
OK/Not OK

DPW
Leasing

LPO & SPRB

Check list #2

DPW
Leasing
Resolve Issues

Resolve
Issues
Re-write
Lease

AG
Check Lease for
Form (Content)

Draft Lease
OK

Step 4

Step 4
New Lease
Draft Lease
OK

Original Finalized
Lease

DPW
Leasing
Finalizes lease

Resolving Language Issues

DPW
Landlord

Lease Signature Process

D. Comm/
Comm

DPW
Leasing

SPRB
Sign.

DPW
Leasing

AG
Approval/Sign.

Approval/Signature
Lease OK

Signed Lease

DPW
Leasing

Fully Executed/
Final Lease

Step 5
New Lease
Landlord

Fit out

Step 5
New Lease
Agency
Rent Control Card

Move-in coord, Space

Planning, Data, T-Com, Etc..

Landlord

Day to Day Issues

Annual
Inspection
Unresolved LL/Agency Issues

DPW
Leasing
Fit-out
Comp.

DPW
Leasing
Prepares Rent Control Card

Comptroller

(Facil. Mgt. If Reqd)

End/ Lease
Recorded

Town Hall

Rent Control Card

Sent by Agency, last step