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UCLA Policy 880.2:
Requests for Off-Campus Real Estate Leasing
Issuing Officer:
Associate Vice Chancellor, Business & Financial Services
Responsible Dept:
Real Estate Office
Effective Date:
January 1, 1999
Supersedes: UCLA
Procedure 410.2, dated 5/1/79
I. REFERENCES
1. UCLA Policy 880,
Space Management, 4/28/99.
2. UCLA Procedure
880.1, Requests for Additional Space or Modifications to Existing
Space, 4/28/99.
3. University of
California Lease Administration Manual;
4. UCLA Delegation of
Authority, Rental Agreements and Leases of Real Property, 5/1/89, from
Chancellor Albert Carnesale to Vice Chancellor Pete Blackman [sic],
Associate Vice Chancellor Sam J. Morabito , Director, Campus Services
Enterprises Brad Erickson [sic] and Director, Real Estate Wayne Brandt
[sic].
II. BACKGROUND
UCLA Policy 880
sets forth responsibilities for campus space management, describes factors
to be considered in the analysis of new space requests, and specifies
certain space inventory reporting requirements. This procedure addresses
the acquisition off-campus leased space.
III. STATEMENT
The Real Estate Office is
responsible for the review and analysis of all off-campus requests for
leased space. Circumstances under which departments would generally be
encouraged to seek an off-campus space lease are as follows:
- Suitable campus space is not
available;
- Program type is non-instructional
(excepting UCLA Extension);
- Length of need is temporary (e.g., ten
years or less);
- Fund source is extramural; and
- Interaction factors are minimal with
little need for contiguous space, campus support facilities, or access
to campus operations.
In the event that these
circumstances are not present or, for other reasons, in the opinion of the
Real Estate Director alternatives to an off-campus lease should be
explored, the requestor shall be referred to Campus Capital Programs, or
to Health Sciences Capital Projects, as appropriate.
IV. PROCEDURES
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RESPONSIBILITY
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ACTION
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Department, School,
or Unit Head (Requestor)
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Completes
Department Authorization for Leased Space form (attached) containing
basic requirements and both program and funding authorizations and
submits to Real Estate Office.
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Real Estate Office
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Reviews
Authorization form for completeness and requests additional
information from Requestor as needed.
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If Authorization is
complete with appropriate signatures to commit program and funds,
initiates search and analysis of lease options.
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Engages third-party
real estate brokers or other professionals as needed, subject to
approval of Requestor, to identify target properties.
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Prepares Letters of
Intent (proposals) in consultation with Requestor and submits to
landlords or building owners of target properties.
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Distributes
information on basic lease terms to senior campus officials via
monthly Real Estate/Pending Lease report.
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Following execution
of Letter of Intent, prepares lease in consultation with Requestor
and in accordance with UC Lease Administration Manual.
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Coordinates all
physical due diligence on target property in accordance with UC
policies.
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Signs lease or
obtains appropriate signature on lease in accordance with Lease
Administration Manual.
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Distributes
executed lease to Requestor, Office of the President, Landlord, and
retains one executed original of lease in Real Estate Office files.
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Performs or
coordinates design and construction of improvements to space as
needed in consultation with Requestor, in accordance with UC
policies.
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Provides
information to Requestor on physical move issues including
telecommunications, information technology, equipment purchases, and
moving services.
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Provides basic
lease and space information to Facilities Management and tracks
lease in Real Estate Lease database.
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Administers lease
and approves all requests for payments of rent or other costs
pursuant to the lease. Enforces rights and obligations of University
as contained in the lease. Prepares check requests or establishes
rent to be paid automatically and forwards to accounting.
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Maintains all
current and inactive lease files according to UC Records Management
policies.
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Accounting
Department
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Verifies that check
requests or approved invoices are in conformance with executed
lease, and prepares and mails rental payment checks.
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V. ATTACHMENTS
A.
Department Authorization for Leased Space
Issuing Officer
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Sam J. Morabito
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____________________________________________
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Associate Vice
Chancellor, Business & Financial
Services
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