City Departments rely on Real Property staff to negotiate property leases on private property, within market rates and within the timeframe and location identified to meet their needs. Tracking the time it takes to negotiate and enter into new lease contracts will assist client departments with fulfilling their programming needs within scheduled timeframes and budget. Delays increase the risk of market rate increases, causing a greater impact to the department's budget.

Client Departments usually contact Real Property by email or phone initially. Real Property and Facilities staff have coordinated efforts to streamline the leasing process between the two divisions. Space planning requests should originate with Facilities so that they can determine whether or not space is available in existing City facilities. If no space or insufficient space is available, or if the client department's programming needs are unique enough that they require the lease of private property (or purchase of additional land/property), the request will be forwarded to Real Property for servicing. Departments will complete the (dated) request for service form, which may start the processing time clock.

For FY2016 the target is to complete 90% of negotiated new leases within agreed upon time frames. This is a new measure for the department.

Real Property staff meets with client department after Facilities Division confirms that there is no/insufficient space available in City buildings to meet their programming needs. Currently using Excel spreadsheets to track existing leases statuses and new Request for Services form for Lease Space. May revise to include columns for "request for service" date and "lease execution" date. Receipt Date of Lease Request to Lease Execution Date=# of days/months to complete.

Actual = (Number of lease requests received and executed within previously agreed-to timeframe/ Total number of leases executed) x 100