Lease Administration

Management Concepts

How long?

  • 5 days
  • online, in person

Management Concepts


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Who should attend

This course is designed for leasing specialists, real property managers, or contracting officer’s representatives.

About the course

Signing the lease is only the beginning—what comes next can impact costs, tenant satisfaction, and the success of an acquisition management program. Leasing personnel must first understand the activities before, during, and after occupancy to successfully navigate lease administration. You will examine real estate contracts, explore contract management issues, and learn the steps of termination processes through case studies and exercises. This a required course for obtaining GSA Leasing Specialist Certification.

Learning Objectives

  • Explain the elements of a real estate contract and the forms of ownership
  • Discuss the purpose and application of lease clauses
  • Manage the postaward activities leading up to occupancy, during move in, and after occupancy

Course Topics

Introduction to Real Estate Lease Administration and Management

  • Importance of Lease Administration
  • Definitions and Principles of Real Property Ownership
  • Real Estate Leases vs. Other Types of Contracts
  • Roles and Responsibilities in Lease Administration
  • Historical Perspective
  • GSA Lease Reform
  • The Phases of Lease Administration
  • Summary

Elements of a Real Estate Contract

  • Legal Categories of Contracts
  • Elements that Create a Valid Express Contract
  • Satisfying Contract Elements in the Award of Leases
  • Satisfying Contract Elements in Lease Administration Transactions
  • Summary
  • Case Studies

Purpose and Application of the General Clauses in Lease Administration

  • GSA Form 3517B, General Clauses
  • Clauses for Small and Simplified Leases
  • Summary
  • Exercise: General Clauses

Postaward Activities Leading up to Occupancy

  • Lease Execution and Document Distribution
  • Tenant Improvement Process
  • Kickoff Meeting
  • Construction of Tenant Improvements
  • Dealing with Changes
  • Revisions to the Construction Schedule
  • Coordinating the Involvement of Government Vendors
  • Acceptance Inspection
  • Postaward Activities Leading to Occupancy for Small and Simplified Leases
  • Summary
  • Exercise: Office Space Layout Modifications Case Study

Determination of Substantial Completion and Activities at the Time of Occupancy

  • Fundamentals of Substantial Completion
  • Separate Testing and Verification
  • Measuring the Completed Space
  • Coordination of Activities to Move into New Space
  • Utilities Paid Directly by the Government
  • Resolution of Debits and Credits for Build-Out
  • Lease Modifications for Actual Effective Date and Measurement
  • Following Up on Punch List Items after Substantial Completion
  • Establishing the Post-Occupancy Relationship with the Lessor
  • Documents the Lessor may Request after Occupancy
  • Summary
  • Case Studies

Lease Administration Actions after Occupancy within the Scope of the Contract

  • Payee Changes
  • Change to the Lessor Ownership
  • Rent Payment Issues
  • Estoppel Certificates — Statement of Lease
  • Assignment of Claims
  • Periodic Inspections and Monitoring the Lessor's Performance
  • Resolving Nonperformance under Clause 10
  • Damage to the Premises by Fire or Other Casualty
  • Separate Payments for Utilities
  • Summary
  • Exercise and Case Studies

Rent Adjustments

  • Operating Costs Adjustments
  • Real Estate Tax Adjustment Paragraphs
  • Administering Leases with Stepped Rents
  • Summary
  • Case Studies

Alterations and Repairs in Leased Space

  • Overview
  • Specifications for Alterations
  • Acquisition Plan
  • Independent Government Cost Estimate
  • Negotiation and Award
  • Administration of Alteration Projects
  • Monitoring Performance
  • Final Inspection
  • Acceptance
  • Government-Furnished Property
  • Building Codes and Local Requirements
  • Documentation
  • Summary

Miscellaneous Lease Administration Actions after Occupancy

  • Expanding the Square Footage After Award
  • Reducing the Square Footage
  • Negotiating Extensions of the Lease Ending Date
  • Administering Leases in Holdover Status
  • Exercising Termination Notices Included in the Lease
  • Negotiating Early Termination When There is No Termination Notice in the Contract
  • Succeeding/Superseding Lease
  • Exercising Renewal Options in Leases
  • Actions When Moving Out of Expired or Terminated Leases
  • Summary
  • Case Studies

Formal Legal Issues in Lease Administration

  • Lessor Default
  • Lessor Bankruptcy
  • Foreclosure on the Property by a Mortgagee
  • Claims and Disputes
  • Lease Condemnation
  • Summary
  • Case Studies

Documentation, Closeout, and Settlement

  • Recordkeeping and Lease Files
  • Closeout and Settlement
  • Summary

Lease Administration at Management Concepts

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Full disclaimer.

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