Process & Procedure
A brand new lease negotiated by OGS for new lease space.
Agency/OGS Division of Leasing Services
OGS Division of Leasing Services will initiate a project to secure a leased location on behalf of the agency once the programmatic requirement is established. Working collaboratively with the agency, OGS Leasing Services will oversee the full execution of a lease contract. The lease project ID, which is created by OGS Leasing Services, is the identifier to track all costs associated with the said lease and as such should be included on all coding lines for the lease.
OGS Division of Leasing Services
OGS Leasing Services will notify the BSC and agency via email including a proposed lease letter, abstract of economic clauses, and pro‐calc. These documents indicate that OGS Leasing Services is preparing to send the lease contract to Office of the State Comptroller (OSC) and request the generation of a Single Transaction Summary (STS).
Agency
If the 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 Leasing Services documents, the BSC will determine the appropriate amount of funding required on behalf of the agency using the BSC’s dollars and sense form, and work with the agency to obtain a Lease Purchase Request Form.
Agency
The agency will review and finalize a new 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 value of the contract. The total value will equal the total dollar value of the STS. Additionally, to establish the contract, at least one contract line with coding will need to be provided.
Business Services Center
Based on information from OGS Leasing Services and the agency, the BSC will enter the contract requisition into SFS and electronically submit to the agency for review and approval.
Agency
The agency will approve the contract requisition in SFS.
Business Services Center
Upon agency approval, the BSC will generate and execute an STS and provide this document electronically to both the agency and OGS Leasing Services.
Lease Execution
The lease is reviewed and executed in the following order: Agency → Landlord → OGS Commissioner → Office of the Attorney General (AG) → OSC.
Business Services Center
Once the BSC receives a commencement letter from OGS Leasing Services, we will create a purchase order. Once dispatched, we will link the lease in the real estate module and inform accounts payable. As soon as payments are brought current, the BSC will notify OGS Leasing Services and the lease will be made active.
Office of the State Comptroller Lease Package Requirements
- Cover letter
- STS/AC 340S
- B-1184
- Agency contact information
- Complete lease agreement
- Original signatures
- Additional signature pages
- Advertisement
- Need, site and cost justifications
- Vendor responsibility documentation