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Lease File Checklist

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PricewaterhouseCoopers LLP (PwC) prepared an FY 2000 Management Letter under contract to the Office of Inspector General (IG) that addressed leasing. The leasing matter was included in the IG’s Report Number A001012/B/F/F01012 and transmitted by the Regional Inspector General for Auditing to the Acting Commissioner on May 29, 2001.

PwC “reviewed the leasing files to ensure the files were properly documented” and found some “discrepancies.” A small percentage of the files did not include either copies of newspaper advertisements or price negotiation documentation. Accordingly, the report recommended that PBS “Establish a standardized contract file format in accordance with the GSAM so that individual pieces of documentation can be located more easily.” PBS management agreed with the recommendation and, in October 2001, issued guidance to Leasing Specialists instructing them to use the lease file checklist to organize lease files and to include the lease file checklist in the lease file.  In addition, PBS provided a guidance document to be used in coordination with the Checklist and that explains the policy requirements for each task.

In June 2012, the GSA PBS Office of Leasing issued templates for Request for Lease Proposals (RLP) and Lease for the models that were developed through the PBS Lease Reform initiative.  Lease models have tailored the lease acquisition documents to the size, complexity, and security level of the lease transaction.  This includes dividing the solicitation for offers into two documents, a Request for Lease Proposals (RLP) and Lease for each model except the On-Airport model that does not use an RLP. 

In accordance with the PwC recommendation, the PBS Office of Leasing issued LAC 2013-02 with new Lease File Checklists for the respective lease models:

NOTE: The lease file checklists are best viewed with Adobe Reader (free download here) and the "Interactive Lease File Checklist (ALL MODELS)" requires Microsoft Excel.

 

 

CONTACTS

John Thomas
(202) 501-2454

Tamim Chowdhury
(202) 501-0864


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