JULY 2005
Finalization, Administration,
The CO notes information regarding the leased
space on the Condition Survey Report including:
and Closeout of Lease
The age of the building;
Narrative
Its general condition and appearance;
This section addresses the finalization of the
Type of construction;
lease for the new OPC from Conditional
Condition of ceilings, walls, floors, lighting;
Acceptance to Closeout of the Lease. Because
most leases of the type addressed by this
Condition of paint or other finishes; and
Design Guide include the appointment of an
Other items necessary to describe the
Administrative Contracting Officer (ACO),
premises accurately.
responsibility for these activities is shown here
as that of the ACO. Although this does not
GOVERNMENT FURNISHED PROPERTY
relieve the Contracting Officer of the ultimate
responsibility, there are a number of reasons to
Space alterations may include equipment that is
designate an ACO. [Refer to Designating an
furnished by VA but installed by the Lessor. The
Administrative Contracting Officer (ACO)
CO is responsible for providing materials in a
below.]
timely manner to coordinate with the con-
struction schedule.
CONDITION SURVEY REPORT
The CO requests a schedule of desired equip-
The COTR/RE and ACO should conduct joint
ment delivery dates from the Lessor.
condition surveys with the Lessor's represent-
tative at both the start of the lease and the end
The CO arranges to have equipment delivered
of the lease.
before the required dates to prevent delays in
the alteration of the space.
The COTR/RE and ACO prepare a, GSA Public
Buildings Service Condition Survey Report GSA
The CO and Lessor jointly inspect the
Form 1204, to document the condition of
equipment upon delivery to check for damage
facilities at the date of occupancy [See Appendix
and confirm quantities. If shortage or damage is
A]. Because this may be used for comparison
found, the instructions on the Government's bill-
purposes when VA vacates the facilities,
of-lading for reporting to the carrier should be
particular care should be taken in recording
followed.
conditions. When required, the following factors
may be taken into consideration:
The CO should include equipment delivery and
installation requirements in the contract docu-
The inclusion in the lease contract of a
ments, including requirements to:
specific clause requiring the Government to
restore, or not to restore, the premises;
Accept delivery of equipment on established
The type and nature of the operation within
dates;
the space which could result in damage
Take steps to correct shortages or damage
considered to be other than normal wear
in transit;
and tear;
Be responsible for proper storage and
Alterations and improvements to the
protection;
premises to be made by VA prior to initial
occupancy;
Provide any additional transportation; and
Alterations and improvements to the
Uncrate, assemble, and install equipment.
premises made after initial occupancy, if
known; and
DESIGNATING AN ADMINISTRATIVE
CONTRACTING OFFICER (ACO)
Lessor's refusal to waive restoration or
objection to alterations and/or improvements
The CO acting within the scope of his/her
required by VA.
delegation may enter into leases. Each dele-
gation to procure a lease carries with it exclusive
authority to administer that lease. In certain
VA DESIGN GUIDE
LEASE BASED OUTPATIENT CLINICS
SECTION 9-1
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