Section 2000.4040 Lease Administration

Section 2000

Section 2000.4040  Lease

Administration

a)         Officials or employees of the departments for which the CPO

will acquire leased space shall at no time, before or after a space request is

submitted to the CPO or after a lease agreement is made, directly or indirectly

contact lessors, offerors, or potential offerors for the purpose of making oral

or written representation or commitments or agreements with respect to the

terms of occupancy of particular space, tenant improvements, alteration and

repairs, unless authorized by the CPO.  Consequently, when it is ascertained by

the CPO that an unauthorized contact has been made, lease acquisition action

may be deferred until its nature and impact can be determined.  Whenever an

unauthorized contact is judged by the responsible Secretary of State leasing

official to be detrimental to the State's interest, further leasing action may

be suspended for such time as may be required to eliminate or minimize the

detrimental impact.

b)         Lessors, offerors, or potential offerors, or their agents,

shall be referred to the appropriate Secretary of State office.

c)         Departments shall not negotiate lease terms, negotiate

settlements, withhold rentals, or vacate a leased property without the prior

approval of the CPO.  Departments are encouraged to deal with minor

landlord/tenant problems (i.e., minor repairs, building comfort complaints,

etc.) at a local level.  Any significant difficulties shall immediately be

reported to CPO for handling. All problems shall be noted on the local level on

the forms provided by the CPO for this purpose and proper records maintained

for use in the event a specific problem goes unresolved and further action is

required.

d)         Each department is responsible for budgeting sufficient money

in appropriate line items to cover all obligations.  Payments are to be made by

the occupying Department and will not be considered the responsibility of the

CPO

forms provided by the CPO for this purpose and proper records maintained

for use in the event a specific problem goes unresolved and further action is

required.

d)         Each department is responsible for budgeting sufficient money

in appropriate line items to cover all obligations.  Payments are to be made by

the occupying Department and will not be considered the responsibility of the

CPO.

e)         Except when deemed by the CPO to be in the best interest of

the State, no department may incur rental obligations before occupying the

space rented.