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Agency Identifies Need Submits Requests

DPW Current Leasing Process Step 1. Directs DPW to conduct Lease, Buy, Build Analysis. FASCAP (5 yr..). Agency Identifies Need Submits Requests. OPM Reviews & Approves. DPW Conducts Lease, Buy, Build Analysis. Approval. EM Request. Approval. RFS Approved. RFS Not Approved.

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Agency Identifies Need Submits Requests

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

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

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

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

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

  6. 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 (Facil. Mgt. If Req’d) Comptroller Rent Control Card Sent by Agency, last step DPW Leasing Prepares Rent Control Card Fit-out Comp. Town Hall End/ Lease Recorded

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