10 Expense Lease Process Responsibilities

Departments should recognize the responsibility and effort required to enter into an expense lease with a third-party landlord and consider the level of coordination and process management with various offices including Physical Plant, IT, General Counsel, Compliance, Contracting and Purchasing.

Visit: HSC OP 72.06 Leasing of Space and Facilities or Expense Lease Process Guidelines for more information.

Contact contracting@ttuhsc.edu with questions.

1. Contact Space Committee

Prior to soliciting or contracting for leases, provide evidence of Campus Space Committee approval in compliance with HSC OP 61.21 Institutional Space Policy.

2. Develop Plan

Request a planning meeting with Purchasing/Contracting, IT and Facilities to outline a strategy for property identification, funding, and necessary TTUHSC resources.

3. Define Specs

Draft a list of departmental specifications for leased space in section 5.4 Specifications of RFP Template (Lease of Space).

4. Identify Acquisition Method

Initiate the appropriate acquisition method: Direct Negotiation (state or local entity), Competitive Solicitation (private entity) or Sole Source Justification (affiliated hospital).

5. Establish Leasing Team

Establish lease contract/solicitation team including Facilities, IT, General Counsel, Compliance, Contracting and/or Purchasing, as appropriate.

6. Obtain Funding

Prior to execution of a lease contract, submit a TechBuy non-catalog requisition to cover recurring monthly lease costs associated with the current fiscal year.

7. Initiate Contract

Initiate appropriate lease contract with the Contracting Office through the TTUHSC Contracting System.

8. Schedule Services

Schedule moving, space renovation, signage, IT network access, custodial, maintenance, utilities, security, etc. These costs are the responsibility of the department leasing the space.

9. Designate Managers

Designate a location manager and contract manager to establish POs and maintenance service orders, review contractual obligations, and manage contract expiration and vacate actions.

10. Oversee Revisions

For proposed revisions, re-engage the Leasing Team for guidance. Notify Facilities, IT and Contracting if the leased space changes to another location within the same building.