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 Campus Planning  Department 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 Campus Planning Department at [email protected].

E. Roles and Responsibilities

The Campus Planning  Department 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 Campus Planning  Department 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 Campus Planning  Department of any improvements or alterations needed within the leased space during the term of the lease. The Campus Planning  Department 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 Campus Planning Department will manage the modifications of the space, typically through the landlord. The Campus Planning Department 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

G. Recordkeeping Requirements

None

H. Implementing Documents

None

I. Related Berkeley Lab Policies

Space Management Policy

J. Contact Information

Campus Planning Department

[email protected]

K. Revision History

DOCUMENT INFORMATION

Source Requirements Documents

• 48 CFR 917.74, Acquisition, Use, and Disposal of Real Estate
• Contract 31, Clause I.112, DEAR 952.217-70, Acquisition of Real Property (MAR 2011) (prev. I.070)
• Procedure 8, Acquiring Real Property by a Contractor Lease (Issue Date: July 23, 2012), DOE Office of Sciences Management System)

Related Berkeley Lab Policies

Space Management Policy

Implementing Documents

None

Other References

• U. S. Department of Energy Real Property Desk Guide,  Revised 2011

• U.S. General Services Administration Leasing Desk Guide