Leasing – Client Agency Information

This section outlines the leasing services process for agencies requesting:

• Additional space or new lease requirements; or
• Lease project initiation 24-30 months prior to the lease termination date.

To proceed with a lease space request, agencies must submit a Tenant Alteration Request (TAR-101) accompanied by an initial DOB/Chamber approval to proceed.

See Detailed Lease Process Mapping

Tenant Alteration Request (TAR) projects include all work that alters space owned or leased by New York State agencies. A TAR project generally involves new or revised space requests, the altering of workstation layouts, minor changes to the location of walls and/or paths of ingress/egress; and requires space planning services, development of construction documents, and a building permit. Common examples include: 

• Request for space in a new location or increase/decrease of space in an existing location.
• Change in usage of existing rooms (ex. converting an enclave to an office, etc.).
• Reconfiguration of doors, interior walls, and windows (unless restricted by building codes).
• Reconfiguration of or an increase/decrease in the number of workstations.
• Construction/reconfiguration of additional offices or conference rooms (unless restricted by building codes).
• Tenant security system modifications.

Agency Contact to complete and submit TAR-101 form to [email protected]. 
 

Download Tenant Alteration Request (TAR-101) Form

An estimated lease project timeline and guide to client agency responsibilities is included to assist agencies in understanding project steps and specific roles and responsibilities. Specific questions or inquiries can be made to the Project Manager assigned to the Leasing project. 

View Detailed Timeline

Providing lease expense review services to agencies that occupy OGS-negotiated leased space.

Why Audit?

The OGS Lease Audit Unit acts on behalf of the tenant agencies to exercise some control over reimbursements to landlords. The Lease Audit Unit will ensure that landlords are reimbursed in accordance with the lease document. As a result, the Lease Audit Unit may identify: 

• Accounting errors;
• Incorrect billings; and
• Cost savings for the agency. 

What We Do

The Lease Audit Unit will: 

• Review landlord invoices for operating expenses, real estate taxes, and other pass-through charges. 
• Request supporting documentation (such as general ledgers and invoices) from the landlord and examine to identify charges that are not compliant with the specific lease document. 

The Process

• A request is made to the OGS Lease Audit Unit by an agency for a review of a landlord invoice. 
• A preliminary review of the landlord invoice is conducted, and the risk of misstatement is assessed. 
• A review is initiated. OGS requests the landlord's records and supporting documentation. 
• Review findings are documented and sent to the landlord for examination and agreement. 
• A final determination letter is issued from OGS to the requesting agency explaining the audit findings and financial impact if any. 

Contact us by email: [email protected].

To streamline processes and improve the service to our clients, we offer the following guidance for lease compliance situations that may arise during the life of a lease. This guidance is intended to assist agency property managers and facility contacts to understand when to involve OGS Leasing Services. The following information includes typical actions expected to be taken by the Landlord, building managers, designated agency contacts and OGS construction managers.

We are hopeful these guidelines will assist you in your role as an Agency Contact. Please be assured that we stand ready to answer any of your questions and to assist you in any way possible.

Lease Compliance Guidelines

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