JULY 2005
SUCCEEDING LEASES
The Planning Process. The need to consider
A succeeding lease is a lease contract entered
acquiring a succeeding lease provides the VA
into to provide continued occupancy at a
with the opportunity to re-evaluate the
location where VA does not have a renewal
adequacy, suitability, and efficiency of its current
option and where no significant changes in
premises. Questions that should be answered
space or alterations are required. Succeeding
by the Using Service include:
leases for the continued occupancy of space in
a building may be entered into when a cost
Are the current adjacent activities and
comparison analysis has been conducted and
amenities appropriate and adequate given
the results indicate that an award to an Offeror
the current mission of the agency?
other than the present lessor for the current
space would result in substantial relocation and
Is there vacant or under-utilized space within
duplication costs to the VA that are not expected
the leased premises?
to be recovered through competition. Suc-
Do certain features of the building decrease
ceeding leases may not be used to replace
the efficiency of the space utilization,
temporary leases awarded using expedited
especially when compared to similar,
procedures. The ACO should review earlier
available space in the marketplace?
sections in this Design Guide, in which the
procedures for acquiring a new lease are
Is the location of the premises within the
described. When advertising, indicate that the
building conducive to the projected expan-
VA' current lease is expiring.
s
sion requirements of the Using Service?
Has the percentage of open space and
The procedures for procuring a succeeding
closed offices within the revised space plan
lease are generally those utilized to procure a
significantly changed?
new lease. The following is a summary of the
modified procedures that must be followed when
Has the use of technology significantly
procuring a succeeding lease:
changed the need for space utilization within
the leased premises?
Establish the Requirements
Is the present geographical location
The beginning of every lease
Authority.
satisfactory for continued service to area
acquisition is the receipt by the ACO of a
veterans?
delegation of leasing authority. The ACO must
request and receive from that office which
The Using Service and the ACO should consult
originally gave leasing authority a delegation of
with Engineering Service or its comparable
leasing authority for the succeeding lease.
element when determining the adequacy,
suitability, and efficiency of the leased premises.
Lead Time. Creating full and open competition
is the biggest challenge facing an ACO who is
If the ACO determines that acquiring new space
procuring a succeeding lease. VA must com-
best satisfies the space requirements, then the
municate clearly to prospective lessors and the
ACO must follow the procedures for acquiring a
present Lessor that it is ready, willing, and able
new lease. If the ACO determines that the
to relocate to satisfy the space requirement. The
current premises can accommodate the space
most convincing evidence VA can offer is the
requirement with only minor changes or
commencement of the lease acquisition
alterations, then the Using Service should
process sufficiently in advance of the lease
prepare a complete set of specifications which
expiration date to realistically permit
can become part of the SLA or succeeding
relocating, if necessary. An important point to
lease.
remember is that successful negotiations with
the present Lessor are not guaranteed.
Creating Competition and Surveying the
Negotiations may reach an impasse, or the
Market
present Lessor may choose not to offer the
Recall that time is the most precious resource
space to VA because doing so would not be in
available to the ACO when he or she is
the Lessor' best interest.
s
The need for
procuring a succeeding lease since expedient
adequate time to prepare for these contin-
use of it convinces the present Lessor and
gencies cannot be overly emphasized.
prospective lessors that relocating is a valid
VA DESIGN GUIDE
LEASE BASED OUTPATIENT CLINICS
SECTION 9-10
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