JULY 2005
Checklist for Finalization of Lease
CO=Contracting Officer or designee; COTR=Contracting Officer's Technical Representative;
RS=Requesting Svc; ES=Engineering Svc; OT=Other Technical; Dir=VAMC Director or designee;
ACO=Administrative Contracting Officer; RE=Resident Engineer
Docs to be
Resp.
Involv.
Task
Submit to
Cmpltd/
Submtd
CONDITION SURVEY REPORT
COTR
Lessor
CO
---
---
Conduct Joint Condition Surveys
ES
OT
RE
Public
Buildings
Service
Lessor
CO
COTR
Prepare Condition Survey Report
Condition
File
Survey Report
GSA Form 1204
G
OVERNMENT FURNISHED PROPERTY
Lessor
Request Schedule of Desired Equipment
CO
Request
File
Delivery Dates from Lessor
ES
Order
Arrange for Delivery of Gov't Furnished
CO
File
COTR
Documents
Equipment Before Required Dates
Necessary
Carrier
Jointly Inspect Equipment upon Delivery
Lessor
CO
Notice to
Supplier
for Damage and Quantities; Report to
COTR
Carrier
File
the Carrier as Necessary
D
ESIGNATE AN ADMINISTRATIVE CO
ACO
Notify ACO of Delegation of Lease
CO
Letter of Notice
File
C
REATE A LEASE FILE
CO
Lease File
---
Create the Lease File
A
LTERATIONS AND IMPROVEMENTS
Verify Provision in Lease on ownership
CO
---
---
of Alterations and Improvements
R
ECORDING THE LEASE
Local Office
App. VA
Verify recording of lease or Arrange for
ACO
Lease
of Land
Staff
Recordation of Lease
Records
ACO
---
App. VA Staff
Follow Up on Recordation
Local
File Printed Receipt Documenting
Office of
ACO
Receipt
File
Recordation
Land
Records
VA DESIGN GUIDE
LEASE BASED OUTPATIENT CLINICS
SECTION 9-4
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