Iowa Administrative Code › Agency 441 - Human Services Department › Title I - General Departmental Procedures › Chapter 2 - Contracting Out Department of Human Services Employees and Property › Rule 441-2.5 - Requirements Prior to Leasing

Current through Register Vol. 47, No. 3, July 24, 2024
The following shall be required prior to the leasing of
				  campus buildings or grounds.
(1)
Referral to contract manager.
A campus superintendent or
				designee may show available space to a potential lessee but has no authority to
				approve any leasing arrangements or to commit buildings or grounds to potential
				lessees. Superintendents shall notify the contract manager if contacted by a
				potential lessee. If space is available or expected to be available on the
				campus, the superintendent shall direct all entities interested in pursuing
				lease arrangements to contact the contract manager in the department's central
				office.
(2)
Written
				proposal.
The potential lessee shall submit a written program proposal
				to the contract manager that contains, at a minimum, the following information:
a. A brief history and description of the
				business operations of the potential lessee, including documentation of
				nonprofit status if needed.
b.
				Details regarding the proposed usage of the leased space or grounds.
c. If the proposal is to lease space for
				office use, the information submitted shall include the type of business to be
				conducted in the leased space, the proposed number of employees to be housed in
				the space, the expected hours of operation, and the numbers and types of
				persons expected to use the office for business purposes.
d. If the proposal is to provide either
				residential or nonresidential treatment, habilitation, care or educational
				services in the leased space, the information submitted shall include a
				detailed program description specifying the age, numbers and types of persons
				to be served, the habilitation or treatment modalities to be used, including
				the guidelines for admission to service, and the anticipated referral sources
				(e.g., other institutions, courts, persons from Iowa or other
				states).
e. If the proposal is to
				provide either residential or nonresidential treatment, habilitation, care or
				educational services, written documentation of all applicable approvals,
				certifications, accreditations, or licenses that authorize the potential lessee
				to provide the proposed service shall be submitted. Failure to obtain or
				maintain legally required approvals, certifications, accreditations, or
				licenses shall prevent the development of or cause the termination of lease
				agreements. Temporary leasing arrangements may be considered if deemed
				necessary in order for the lessee to receive the needed documentation per the
				above.
f. A description of the
				potential lessees' service and support expectations of the department such as
				whether department employees will be needed to assist the program and what
				arrangements the lessee intends to make for services such as janitorial,
				laundry, and food services.
g.
				Identification of proposed renovations that will be needed in order for the
				lessee to carry out its proposed activities. The lessee shall propose how and
				by whom the renovations would be completed. The lessee shall be responsible for
				the full cost involved in all renovations, and all renovations must comply with
				applicable federal, state, and local requirements including, but not limited
				to, the Americans with Disabilities Act, and health, safety, and fire
				codes.
h. Verification of terms and
				conditions that allow the department to have a cost-neutral lease (rent must
				cover expenses).
i. Other
				information deemed necessary by the contract manager.