Purpose

To define authority and establish procedures for the procurement of space through external property leasing.

Scope

University wide and applies to leasing of space not owned by Memorial University.

Policy

1.     The Board of Regents approves any space lease in excess of 12 months or where the value is within public tender thresholds.

2.    The Manager of Space Planning, Facilities Management in consultation with the applicable space committee determines whether suitable space is available on campus to fit the requirements of the requesting department or that external space is required.

3.    Where a requirement for external space has been recommended by the applicable space committee, Strategic Procurement and Facilities Management ensures that proper procedures are observed for the lease of such space

4.    The requesting department is responsible for all cost incurred in obtaining the property such as advertising, consultants, etc.

5.    The requesting department is responsible for all operating costs associated with the leased properties including maintenance, utilities, insurance, etc.

6.    Strategic Procurement will provide advice on the appropriate sourcing strategy and ensure that all leased space is sourced in accordance with the Public Procurement Act.

7.    A lease contract stating the terms and conditions of the lease will be required regardless of the length of the term or dollar value. Where the lease term is in excess of 30 days, documents must be executed through Facilities Management. Failure to provide such a contract will render the lease null and void.

Related Documents

Space Policy
Purchasing Policy
Public Tender Act

Procedures: