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REQUIREMENTS AND POLICIES MANUAL

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Leased Space Program

    Title:

    Leased Space Program

    Publication date:

    3/17/2017

    Effective date:

    6/23/2016

    BRIEF

    Policy Summary

    This policy describes the program for leasing off-site space to accommodate laboratory, office, and other support needs when space at the Berkeley Lab main site is not available. The Leased Space Program has sole responsibility for leased space functional programming, acquisition, lease negotiation, approvals, tenant improvements, budgeting, invoice approvals, and liaison services between leased-space occupants and the building landlord for lease related issues.  This policy also applies to licensed space.

    Who Should Read This Policy

    This policy applies to all Berkeley Lab divisions and departments.

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    Lease Manager
    Facilities Division

    Title:

    Leased Space Program

    Publication date:

    3/17/2017

    Effective date:

    6/23/2016

    POLICY

    Purpose

    This policy defines the Berkeley Lab Leased Space Program and ensures that the Laboratory complies with all University of California policies and Contract 31 requirements when entering into agreements for leased real property. For the purposes of this policy, licensed real property is considered a form of a lease.

    B. Persons Affected

    This policy applies to all Berkeley Lab divisions and departments.

    C. Exceptions

    Not applicable

    D. Policy Statement

    Under certain circumstances, off-site space may be leased to accommodate space needs. The Facilities Division has been designated by the Deputy Director for Operations as the sole authorized agent for initiating, and gaining laboratory approval for, the acquisition of real estate services and leased space for the Laboratory. Requests for off-site space must be made by memo or email to the Lease Manager in the Facilities Division.

    E. Roles and Responsibilities

    The Facilities Division will assess the amount, type, and other requirements of the space being requested, obtain Laboratory approval to identify and acquire appropriate leased space, and engage the Procurement Department for support services. The Procurement Department will facilitate the procurement process (solicitation, proposals, evaluation of property options), DOE and UC approval processes, execution of the lease and any modifications thereto. The Facilities Division will coordinate with the Budget Office for financial resource allocation and manage the tenant improvements, fit-ups, and moves into the space. Following beneficial occupancy, the Procurement Department will administer the lease and assure timely payment for tenant improvements, rent, operating expenses, and any restoration costs upon termination of the lease.

    Leased-space occupants must notify the Facilities Division Lease Manager of any improvements or alterations needed within the leased space during the term of the lease. The Facilities Division will assess the specific parameters of the modification request, obtain Laboratory and landlord approvals as required, and request lease amendments, as needed, from the Procurement Department. The Facilities Division will manage the modifications of the space, typically through the landlord. The Facilities Division and Procurement Department will manage and conduct activities associated with lease extensions or renewals and closeout upon the termination or end of the lease term.

    F. Definitions/Acronyms

    Term

    Definition

    Landlord

    Owner of the building where space is leased

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    None

    I. Related Berkeley Lab Policies

    J. Contact Information

    Lease Manager
    Facilities Division

    K. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    0

    W. Llewellyn

    Re-write for wiki (brief)

    All

    Minor

    9/21/2012

    1

    K. Porter

    Re-write for wiki (policy)

    All

    Minor

    6/23/2016 1.1 D. Lockhart Minor clarifications per periodic review All Minor
    3/17/2017 1.2 M. Stoufer Update "Associate Laboratory Director for Operations" position title to "Deputy Director for Operations" All Editorial

    DOCUMENT INFORMATION

    Title:

    Leased Space Program

    Document number

    09.06.005.000

    Revision number

    1.2

    Publication date:

    3/17/2017

    Effective date:

    6/23/2016

    Next review date:

    6/23/2019

    Policy Area:

    Contracting Services

    RPM Section (home)

    Facilities Management

    RPM Section (cross-reference)

    none

    Functional Division

    Facilities Division

    Prior reference information (optional)

    RPM Section 1.20

    Source Requirements Documents

    • 48 CFR 917.74, Acquisition, Use, and Disposal of Real Estate
    • U.S. Department of Energy (DOE) Contract No. DE-AC02-05CH11231, Section I, Clause I.70 - DEAR 952.217-70, Acquisition of Real Property (March 2011)
    • Procedure 8, Acquiring Real Property by a Contractor Lease (Issue Date: July 23, 2012), DOE Office of Sciences Management System)

    Related Berkeley Lab Policies

    Implementing Documents

    None

    Other References

    • No labels

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