Leasing State Office Space

Process

  1. Negotiate terms of the lease with the landlord and include those terms on the state approved Private Landlord and State Agency Lease form.
  2. The agency sends the lease form to the agency's designated attorney general for approval.
  3. The designated attorney general forwards the approved lease form to Facility Management.
  4. Facility Management reviews, copies and forwards the approved lease form back to the agency.
  5. The agency and landlord sign the lease form. (Ensure that the parties signing the leases have the designated authority.)
  6. The agency sends one copy of the signed lease form along with a certificate of insurance and an endorsement to Facility Management. 
  7. The lease process is now complete.

For questions, contact Facility Management or 701.328.2471. Forms can be sent by inside mail, emailed, or mailed via the United States Postal Service to:

OMB - Facility Management Division
4th Floor State Capitol Building
600 E Boulevard Ave, Dept 130
Bismarck ND 58505-0130

Security Checklist for State Agencies Leasing Office Space

Perform a security evaluation of the facility with the landlord. Check for the following building security issues:

  • Multiple visitor entry points in the building: limited entrance points are preferable.
  • Multiple delivery points for parcel and mail deliveries: one manned delivery point is preferable.
  • Building hours open longer than state agency office hours: how long will it take to get a response from security or law enforcement individuals?
  • Availability of security personnel: how long will it take to get a response from security or law enforcement individuals?
  • Parking near or around the building: avoid visitor or delivery parking alongside or close to the building and designate parking spaces for delivery or visitor vehicles.
  • Contract services staff should have visible ID badges.
  • The presence of security surveillance cameras: does the building have cameras, and if they do, who monitors the cameras?
  • Above ground or underground connectivity to other buildings: are these points monitored or key controlled?
  • Controlled access to state agency offices with the use of keys or electronic devices: who else has access to the building or your office space?
  • Agency staff should have proper level of access according to their job requirements: no more and no less.
  • Background checks should have been performed on all staff or at least new hires (BCI checks).
  • Entrance barrier protection in place to control vehicular penetration into the building's interior space.
  • Appropriate lighting levels at all entrances for after hours access and egress for staff.
  • Staff training should be up-to-date for building evacuation.
  • Staff training should be in place for appropriate actions to bomb threats or terrorist threats.
  • Schedule a meeting with the building's landlord and request their participation in updating the file for any security items that the landlord refuses to correct and use this information as a basis for upcoming lease negotiations.
  • Any security items that are a high priority and that may require immediate action should be brought to the agency director's attention.