The Lease Process
Below is 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.
If you have further questions concerning the lease process, please call Real Estate Services at 415.353.4750
PROJECT PHASES
Detailed Site Analysis & Site Selection
Project Initiation Phase
- Contact Real Estate Services to discuss your potential needs
- Obtain necessary approvals & submit a Request for Services
- Define program requirements
- Confirm availability of existing space
- Determine location criteria
- Establish financial parameters
- Prepare project budget and schedule
- Create leasing strategy
Market Research & Analysis Phase
- Conduct market survey and property tours
- Generate multiple-site analysis
- Develop negotiating strategy
Detailed Site Analysis & Site Selection Phase
- Comparative lease and financial analysis
- Evaluate alternate sites
- Phone and data capabilities
- State Fire Marshal (SFM)
- Americans with Disabilities Act (ADA)
- Seismic Safety Policy
- Environmental Assessment
- Zoning
- Community Relations
- Long range planning
- Identify preferred site(s)
- Begin negotiations
Negotiations Phase
- Negotiate economic terms
- Make proposal(s) and counter-proposals
- Identify compliance issues
- State Fire Marshal (SFM)
- Americans with Disabilities Act (ADA)
- Seismic
- Conduct space planning
- Develop work letter agreement
- Draft Lease Agreement (application/pdf, 273.5 kB, info)
Contract Execution Phase
- Draft final contract documents
- Prepare Regents item and background analysis, if needed
- Obtain all required approvals
- Execute contract
Delivery and Occupancy Phase
- Schedule inspections and obtain certificates of occupancy
- Coordinate delivery of furnishings, IT and other equipment
- Install artwork, signage and plants
Ongoing Lease Administration
- Confirm lease commencement
- Start rental payments
- Administer contract
- Exercise options
- Obtain insurance certificates
- Arrange payment for rent adjustments and operating expenses
- Audit lease expenses
- Process property tax exemptions