Currently a Tenant in Leased Space
Welcome to life off campus! Here are resources and information to guide you through your tenancy
in leased space.
ALL desired modifications to the leased premises (i.e. moving walls, modifying electrical, plumbing or
ventilation, painting, re-carpeting, etc.) must have prior approval by Landlord. Reconfiguring furniture,
moving telecommunications, hanging pictures or projector screens, etc. do not require landlord approval.
If in doubt about the project or how to proceed, contact the
REO Tenant Services
Manager .
Modification work must be coordinated and contracted through the Landlord or, in certain buildings,
UW Facilities Alterations Department – see below. Under no circumstances shall the UW tenant or REO
pay outside contractors directly for construction work. Work can only be done through the following
options:
Tenant Improvements – Landlord’s contractor:
Tenant requests REO to coordinate work through Landlord’s contractor and provides budget number.
Landlord contracts with vendor who performs the work. Landlord invoices REO the actual cost plus management
fee, if any. REO confirms work was performed satisfactorily, reimburses Landlord and charges tenant’s
budget. REO actively assists tenants in managing the project with the landlord from the time the work is
requested through completion and invoicing.
Tenant Improvements – UW Alterations:
Tenant can have work performed by UW Alterations, if scope is under $35,000 and Alterations has been
authorized by the Landlord to perform work in that particular building. Contact
Facilities Services
or REO for a list of approved buildings or more information. Note: UW Alterations cannot compete with
landlord’s contractor. If tenant gets a bid from Landlord’s contractor first, tenant must use Landlord’s
contractor even if a second bid from UW Alterations is lower.
Tenant Service Requests – miscellaneous day-to-day work requests:
Hanging pictures, installing shelves or adding an electrical outlet, for example, (day-to-day requests
for work estimated under $3000) can be requested through the landlord via a tenant work order form.
Click here for a sample form that
can be faxed to the landlord if the landlord does not have their own
form. If landlord is unwilling to work with a tenant on small projects, please contact
the REO Tenant Services Manager immediately
for assistance.
To report a service problem or request additional cleaning or supplies, please contact the
landlord directly. If landlord is unresponsive or the matter is not resolved within 48 hours, please contact the
REO Tenant Services
Manager for assistance.
Hot/Cold:
Report hot or cold calls or issues related to the HVAC system to the property manager or landlord.
Note that acceptable temperature ranges are from 66 degrees to 76 degrees with a target average of around
70 – 72 degrees. If extreme hot or cold temperatures persist for more than 24 hours after notifying the
landlord, contact the REO Tenant Services
Manager for assistance.
Indoor Air Quality:
If tenant suspects a problem with the indoor air quality – perceived lack of fresh air, air circulation,
odors, etc. – contact the landlord or property manager to report the problem. If the problem persists
for more than 48 hours after notifying the landlord, contact the
REO Tenant Services
Manager for assistance.
REO may recommend contacting Environmental Health
& Safety to get appropriate testing and recommendations
Monthly staff commuter parking is the responsibility of the individual or the department to arrange and
is not arranged or paid through REO. Only business-related parking (parking for visitors, patients and
vendors) can be addressed in the lease and charged as rent. This is typically limited to 1-2 stalls per
1000 square feet of rented space and rates in the University district range from $75-$125 per month per
stall. Please see the Parking Services
for information concerning alternative transportation.
Contact the Purchasing Department to procure
new and used office furniture and equipment from vendors on state contract. Contact Property and Transport Services
to procure used/surplussed UW furniture or to dispose of unwanted office furnishings and equipment.
Most leased facilities, like most campus buildings, are not monitored by security guards.
Buildings typically have restricted access after hours and require a card key or hard key to access
building lobbies and parking areas in the evenings and on weekends. Below are some added measures
tenants can take to secure their suites and property:
Install card reader access controls on suite door:
Tenant can choose to install a card reader on the suite door and issue card keys to staff and vendors
who need access to the space. This is recommended for departments that have a high turnover rate
student employees every quarter, for example) or that want to control and monitor access.
Please contact REO Tenant
Services Manager for more information.
Install a Security System for you suite:
Contact
UW Purchasing about installation and monthly monitoring for a security system.
Purchase Equipment Insurance:
While it is not mandatory it is highly recommended that departments purchase equipment insurance
through the Office of Risk Management for high value items such as laptop computers, servers, A/V equipment,
etc. These types of items are not automatically covered by the University’s insurance.
Keep Valuables Locked:
REO advises tenants to secure items such as laptop computers, digital cameras,
projectors and other electronic devices in a locked cabinet to reduce the risk of theft.
Contact C&C Customer Care Center for the following
types of data and telecommunications needs:
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To report an interruption with phone or ethernet service
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To request moving a phone or fax line from one existing outlet to another
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To request an existing ethernet port be “livened-up”
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To request a new phone/data outlet be installed
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To add additional features or upgrade current level of service
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To terminate service at the end of the lease term and planning to vacate
Some but not all leased facilities receive campus mail delivery service. Contact
Mailing Services
to determine the nearest established mail stop or inquire about the cost and feasibility of adding
your building to their route.
Like departments on campus, each department is required to create its own Emergency Evacuation
and Operation Plan for leased space.
Environmental Health & Safety has a template
to assist you. Contact REO Tenant Services
Manager if you
have questions. You may also need to contact the landlord or property manager to incorporate specific building emergency
information into your department plan.
If your program is growing and you find you need additional space you must first complete the
CASPO space request form . Once CASPO
has approved the request for additional space REO can begin negotiating with the landlord if additional space is available in the
building or locating additional space at another location.
REO will email a renewal inquiry to the tenant approximately 6 months prior to the lease expiration date.
Lease Extension/Renewals:
If tenant plans to stay in current space and would like to rrenew the lease:
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Determine how long you would like to renew the lease and let REO know by responding to the Renewal Inquiry email.
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Forward email with your specific renewal term request to your department head/chair and Dean for their (departmental) email approval.
Please include in the email the budget/department that will be responsible for rent related to this renewal.
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Determine any building issues or concerns you may have about your space. The
REO Tenant Services Manager will be
contacting you or your onsite occupant to discuss any building issues or concerns you may have about your space.
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Once REO receives all departmental approvals we will forward your request to CASPO (Capital and Space Planning
Office) for their approval.
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Once all approvals have been received by REO the Asset Manager will negotiate any changes in terms etc.
with the Landlord and draft the renewal documents.
Lease Terminations:
If tenant plans to terminate and vacate the premises, begin planning your move as soon as possible.
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Respond to REO Renewal email and let us know of your intent to vacate.
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Contact
Property and Transport Services to schedule UW movers. Note that moves may have to be coordinated with
the property manager to comply with building hours, policies and restrictions.
Contact the REO Tenant Services
Manager for assistance.
-
Contact
C&C Customer Care Center to terminate service and/or arrange for phones to be forwarded to a new location.
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Collect building and suite keys (both hard keys and electronic card keys) as well as garage access controls (if any) from staff to return to property manager
upon termination.
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REO Tenant Services Manager will arrange a pre-move inspection with tenant and property manager to review conditions and note what, if any, damage that is the
responsibility of the tenant to repair. REO Tenant Services Manager will follow up with tenant and property manager for a final walk-through.
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For Laboratories: Contact
Environmental, Health & Safety (EH&S) at least 60 days prior to lease termination for information about lab
decommissioning and close-out procedures. REO Tenant Services Manager will work closely with the tenant and EH&S to ensure that all decommissioning work is
completed by the termination date.
Miscellaneous Invoice charges:
Contact the REO Tenant Services
Manager if you have a question or concern about a charge that appears on your BAR
for miscellaneous work performed by the landlord on the tenant’s behalf.
UW Budget # Assignment:
Contact
UW Grants and Contracts for questions regarding Budget # assignment.
UW Budget Recharge changes:
Contact
REO Accounting using the
Rental Budget Recharge Request Form to make changes or update budget information for monthly rent and operating expenses recharged by the Real Estate Office.
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