Process & Procedure
Agency/OGS Real Estate Services
The agency and OGS Real Estate Services (OGS RES) determine if the renewal option in the expiring lease contract will be used and work with the landlord. OGS RES will send a letter to the agency, the landlord and us noting the addition (or subtraction) of funding along with any other changes to the terms and conditions of the lease.
OGS Real Estate Services
OGS RES will notify us and the agency via an email including a lease renewal letter, abstract of economic clauses, and pro‐calc. These documents indicate that OGS RES is preparing to send the modified lease contract to Office of the State Comptroller (OSC), and request the generation of a Single Transaction Summary (STS).
Agency
If a transaction is over $50,000, the agency will request a B-1184 from the Division of the Budget. The B-1184 is a contractual pre‐approval request, which must be in an approved status prior to submission to OSC. This request allocates and authorizes funds for the duration of the contract. As such, it must be included in the OSC submission package.
Business Services Center
Based on the OGS RES documents, we will verify the appropriate amount of funding required on behalf of the agency using our dollars and sense form and work with the agency to obtain a lease purchase request form.
Agency
The agency will review and finalize a Lease Purchase Request form. This form includes information such as agency, lease number, lease contract begin and end dates, vendor information as well as the total, updated value being added.
Business Services Center
Upon agency review and approval of the lease purchase request form, we will generate and execute an STS and provide this document electronically to both the agency and OGS RES.
Business Services Center
Once we receive the OSC approval from OGS RES, we will create a purchase order or bring over additional funds to the existing purchase order (if required). Once dispatched, we will link any additional terms in the real estate module and inform the A/P Lease Unit. As soon as payments are brought current, we will notify OGS RES and the lease will be made active.