Leasing State Office Space
- Negotiate terms of the lease with the landlord and include those terms on the state approved Private Landlord and State Agency Lease form.
- The agency sends the lease form to the agency's designated attorney general for approval.
- The designated attorney general forwards the approved lease form to Facility Management.
- Facility Management reviews, copies and forwards the approved lease form back to the agency.
- The agency and landlord sign the lease form. (Ensure that the parties signing the leases have the designated authority.)
- The agency sends one copy of the signed lease form along with a certificate of insurance and an endorsement to Facility Management.
- 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.