UCSF Real Estate Services: The Lease Process

185 Berry Street
Suite 4601
San Francisco
CA 94143-0287
tel: 415.353.4750
fax: 415.353.4751

This page provides a general overview of how UCSF lease projects are developed and implemented. The steps and the delegated responsibilities may vary depending on the specific circumstances of each project. Real Estate Services works closely with each department and guides them through the entire lease process.

Click here for a list of Forms & Documents associated with leasing space. If you have further questions concerning the lease process, please call Real Estate Services at 415.353.4750

Click here for a printable version (PDF) of the information on this page.

PROJECT PHASES
(Click on each phase for a detail view of the process)

Project Initiation

Market Research & Analysis

Detailed Site Analysis & Site Selection

Negotiations

Contract Execution

Tenant Improvements

Delivery & Occupancy

Ongoing Lease Administration

Project Initiation Phase

· Identify need for lease space

· Define program requirements

· Confirm no existing space

· Establish location criteria

· Establish financial parameters

· Establish project schedule

· Develop leasing strategy

· Submit Request for Services

Market Research & Analysis Phase

· Determine need for and select broker

· Negotiate brokerage agreement

· Conduct market survey and property tours

· Comparative site analysis

· Develop negotiating strategy

· Prepare potential site listing

Detailed Site Analysis & Site Selection Phase

· Comparative lease and financial analysis

· Evaluate alternate site impacts

· State Fire Marshal (SFM)

· Americans with Disabilities Act (ADA)

· Environmental

· Community relations

· Long range planning

· Identify preferred site(s)

· Prepare Letter of Intent

Negotiations Phase

· Negotiate transaction structure

· Proposal(s) and counter-proposals

· Negotiate compliance issues

· State Fire Marshal (SFM)

· Americans with Disabilities Act (ADA)

· Space planning/Tenant Improvement (TI)

· Develop/negotiate work letter agreement

· Confirm source of funds

· Contract reviews and approvals

· Prepare Lease Review Forms

· Draft Lease Agreement

Contract Execution Phase

· Prepare final contract documents

· Final Tenant Improvement (TI) plans

and specifications

· Regents' Item and background analysis

· Obtain all required approvals

· Contract execution and distribution

Tenant Improvements Phase

· Finalize construction documents

· Plan approvals

· Construction

· Monitor compliance with lease terms for

scope, schedule, and costs

Delivery and Occupancy Phase

· Final inspections

· Delivery of premises

· Furnishings and equipment

· Physical move

Ongoing Lease Administration

· Confirm lease term

· Start rental payments

· Administer contract

· Interpretation of agreement

· Insurance Certificates

· Rent adjustments

· Notice requirements

· Property tax

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