Process & Procedure
Overview
This process was created to ensure that OGS and OSC have a true cost for all leased facilities. These purchases are processed through the contract module in SFS as an ‘OPL’ (One Time Purchase – Lease) contract separate from the lease contract. This includes all requests for goods or services at a leased facility, not included in the scope of the lease contract.
Agency
The agency initiates a request to process a one‐time lease transaction (OPL to us via email to the OGS contract mailbox). The subject line of the email should read: “OPL Contract Needed,” along with the lease number. For prompt processing, the email should contain a completed OPL requisition request form along with the invoice/quote from landlord (subcontractor, or vendor), and any additional supporting documentation required according to the checklist (see below).
Business Services Center
We will review the OPL request in its entirety. If no further documentation is required, we will then enter the contract requisition in SFS, and once finalized, will contact the agency for review and approval of the requisition. If additional information is required, we will reach out to the agency with further instructions/requirements.
Agency
The agency will review and approve the contract requisition in SFS and a contract header will be established.
Business Services Center
We will review the contract, change the status to pending OSC, generate an STS and forward to OSC with all supporting documents for contract approval.
Office of the State Comptroller
The Office of the State Comptroller (OSC) will review STS and supporting documents for approval. Once they have reviewed all the documentation, they will approve the contract and send a letter to us indicating the transaction has been approved. If OSC has any questions pertaining to the STS and backup documentation submitted, they will contact us directly.
Business Services Center
We will create a contract release to generate a purchase order. Once dispatched, we will send a copy of the purchase order to the agency, and accounts payable, requesting payment if invoices were previously attached.
Agency
The agency will enter the invoices into FileNet and reference the approved PO number received.
Business Services Center
We will process the invoice for payment.
Confirming OPL – work has been completed and invoices are attached/received.
Non‐Confirming OPL – work has not yet been completed and an estimate/work order was received. Invoices will be submitted via FileNet/email later.
Document
Checklist
If paying the landlord directly:
- Section of the lease verifying expense is not covered.
- Quote: Name listed matches the existing lease vendor name (exactly).
- Fair & Reasonable Letter (if required): Name listed matches the existing lease vendor name (exactly).
If paying a management (parent) company (or third-party vendor):
- Section of the lease verifying expense is not covered.
- Quote: name listed matches the management company name.
- Fair & Reasonable Letter (if required): Name listed matches the management company name.
- Additional Documentation Required - Proof of the following:
- Workers' Compensation insurance
- Liability insurance
- Disability insurance
- Vendor responsibility profile
- If over $100,000, Vendor Responsibility Questionnaire