View of OGS office space under construction.

Tenant Representatives

Summary

Tenant Representatives are identified by the agency to act as liaisons on behalf of their agency to disseminate information to internal staff. All building-related emergencies are to be reported directly to the building manager through the Tenant Representative. All non-emergency related building issues are to be reported using AiM. Tenant Representatives are also responsible for amending all fire safety violations. Tenant Representatives should identify volunteers to maintain the Tenant Safety Organization (TSO) with a current list of all new and active volunteers (including AED operators) by providing the current list directly to the building manager, while removing inactive TSO volunteers as they depart their respective agency.

 

Visitor Access

VMS Visitor Access

The Office of General Services utilizes a Visitor Management System in majority of its State Office Buildings. VMS is an electronic system that records, organizes, schedules all expected and unexpected visitors. VMS utilizes a feature called “watchlist” for any possible security threats to the building.

For OGS-owned and managed facilities with a Visitor Management System (VMS), the agency’s designated representatives can enter their approved visitors into the visitor access system. VMS, allows agencies to safely control the flow of visitors into their offices.

The agency’s designated VMS representative is responsible for including such critical information as the duration of the visit, as well as other such important information as the floor and specific floor location to be visited.

Contact OGS Security ID for visitor access assistance at [email protected] or call (518) 474-6292

 

Non-VMS Visitor Access – Where Applicable

There are Office of General Services buildings that do not have the VMS system.  These buildings utilize a logbook with a sign in roster.

Each visitor will sign into the logbook with name, time, who they are seeing, and reason for visit. The visitor will sign out with a time when the visit is finished.

Each visitor will receive a sticker that needs to be worn on the outside of the clothing or jacket.  The sticker needs to be visible at all times during the visit. 

 

ID Cards

 

Agency Employee Onboarding

Each agency has their own process for onboarding employees as they enter the respective agency. Assigned Security ID representatives submit the applications for the issuance of employee ID cards through their agency’s process. Once received, the average turnaround time for employee ID cards to be issued is approximately two weeks upon the completion of the application process.

Agency Employee Offboarding

For employees leaving state service, the agency’s Security ID representative must collect the employee’s ID and return it to OGS Security ID for proper deactivation. 

 

Additional information can be found at https://ogs.ny.gov/real-estate/id-cards 

Or by contacting OGS Security ID at:

Email: [email protected]

Phone: (518) 474-6292

 

External Agency MEDIP

 

Work Order

Tenants can submit work requests through their immediate supervisors. The immediate supervisor shall forward this request to their agency tenant representative. The tenant agency representative will review the request and forward a customer service request using the OGS AIM Maintenance Work Management system to the Facilities Manager for approval and completion.

 

Submit a Work Order

Log into the OGS Building Management Tenant Request Portal to submit a work order for building repairs or maintenance. Common examples of tenant requests include:

  • Patching walls, adjusting doors
  • Lock repairs
  • Electrical (receptacle) repairs
  • Restroom and cleaning supplies
  • Indoor temperature complaints
  • Light bulb changes

 

Tenant Request Login

 

Use of Property

It is the policy of the New York State Office of General Services to use state property in accordance with Parts 300 and 301 of Title 9 of the New York State Code of Rules and Regulations, which includes:

  • Government Activities
  • Educational, Cultural or Civic Activities
  • Charitable Activities
     

How to Apply

 

TAR

Tenant Alteration Request (TAR) projects include all work that alters space owned or leased by New York State agencies. A TAR project generally involves 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 workstations
  • Increase or decrease in the number of workstations
  • Construction/reconfiguration of additional offices or conference rooms (unless restricted by building codes)
  • Tenant security system modifications

 

Tenant Alteration Request (TAR 101) Form

 

Lease Expense 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. Learn more about the process and how to request an audit:

 

Request a Lease Expense Audit