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Northern
Arizona University
Purchasing Policy and Procedure
Off-campus Property Leases
POLICY:
LEASE JUSTIFICATION
University departments lease space off-campus when:
- appropriate on-campus space is not available,
-or-
- the program must be located elsewhere in the state.
This policy and procedure assumes a department seeking a
lease has received approval from its respective vice president/provost,
that a lease is necessary under particular circumstances and
the funding for the lease has been approved. It further assumes
the department has decided a lease is a better option than
buying a facility. Once these decisions are made, this policy
and procedure outlines the steps to be taken to obtain the
lease.
RESPONSIBILITIES OF THE USER DEPARTMENT
Real property leases are negotiated agreements and involve
one or more real properties that have been selected by the
user for their location and features.
The user department must fund the total costs of using off-campus
space. The cost of the lease typically includes base rent,
maintenance charges, insurance, utilities, and custodial services.
Costs that are not part of the lease include, but may not
be limited to, telephones, computer lines, tenant improvements
and remodeling, furniture, signage, and the capability to
dial five digit internal telephone numbers and access Computer
Services from an off-campus location.
Note also that many aspects of a lease are negotiable and
that such things as maintenance, utilities, and custodial
services may be provided by the landlord, by a University
department, or by a third party.
Regardless of how these services are provided, the user department
is responsible for paying for them. If such services are provided
by the landlord, these costs will be reflected in the lease
payment; if provided by a University department, they will
be charged back to the user department; and if provided by
a third party, the user department should take action to ensure
all needed services are coordinated to meet the expected move-in
date, following normal procurement procedures.
RESPONSIBILITIES OF Purchasing Services
Purchasing Services will assist the user to negotiate the
lease with the prospective landlord. Purchasing will review
and obtain the necessary approvals for the lease format and
language, obtain the user department's approval of the lease
terms, obtain necessary signatures and keep a copy of the
lease on file. Purchasing will handle any lease questions
or discrepancies, and act as a liaison between the user department
and the landlord. A report of all property leases will be
prepared annually and submitted to the Board of Regents.
Purchasing Services also handles the buying of goods and
services associated with the lease. Thus, the purchase of
furniture or the securing of a third party custodial contract
is handled through Purchasing Services.
Purchasing Services reviews requisitions (RQSs) submitted
for support payments made to a landlord under a lease.
RESPONSIBILITIES OF FACILITIES MANAGEMENT
For on-campus facilities, Facilities Management provides
building maintenance, grounds maintenance, building repair,
utilities, and custodial service. Such services are not provided
for off-campus leased space. In rare cases, a user department
may be able to contract for grounds maintenance and custodial
services from Facilities Management for lease facilities adjacent
to the campus.
RESPONSIBILITIES OF TELECOMMUNICATIONS AND COMPUTING SERVICES
Telecommunications and Computer Services may be able to provide
telephone access and access to administrative computer systems
to off-campus leased space. The user department should contact
Telecommunications and Computer Services to determine the
feasibility and cost of providing such services to the proposed
lease space.
PROCEDURE:
USER DEPARTMENT
- Obtain the approval of appropriate vice president/provost
for the off-campus lease.
- Submit a requisition (RX) for the lease and for any
associated utility or service requirements. The requisition
for the lease must include a precise description of the
property and the property location.
- Send a copy of the proposed contract (if one has been
received) with reference to the RQS document. If no contract
has been received Purchasing Services will obtain/develop
one.
Purchasing Services/USER
Negotiate final lease agreement.
Purchasing Services
- Obtain required contract signatures.
- Generate purchase orders following normal purchasing
procedures.
- Send contract copies to lessor and user department.
- Report lease (as required) to Board of Regents.
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