New Jersey Administrative Code › Title 17 - TREASURY - GENERAL › Chapter 11 - STATE LEASING AND SPACE UTILIZATION › Subchapter 1 - GENERAL PROVISIONS › Section 17:11-1.3 - Definitions

Current through Register Vol. 56, No. 14, July 15, 2024
The following words and terms, when used in this chapter,
				  shall have the following meanings, unless the context clearly indicates
				  otherwise.
"Advertisement" means a public notice of a need for available
				  space that is advertised in newspapers, periodicals and/or the internet.
"Change order request" means a document requesting
				  authorization for modification or variation from an original scope of
				  work.
"Committee" means the State Leasing and Space Utilization
				  Committee.
"Construction documents" means the drawings and
				  specifications, as prepared, signed and sealed by licensed architects and
				  engineers, necessary to obtain all applicable permits for the
				  construction/renovation of space and the associated certificate of occupancy.
				  These drawings and specifications may include, but are not limited to, general
				  construction, electrical, plumbing, HVAC, fire protection and
				  telecommunications.
"Cost effective" means the least expensive space procurement
				  alternative that can be demonstrated to conform to criteria provided by DPMC in
				  the Request for Leased Space Proposal and to the operational concerns and
				  restrictions of the State agency.
"Coterminous amendment" means a change that amends the
				  substance of an existing lease to include additional space and provides that
				  the lease term for the additional space will terminate on the same date as the
				  original lease.
"Disclosure Statement" means a document formulated by DPMC,
				  and required of all lessors seeking to do business with the State, that elicits
				  information related to ownership and other interests in the property, tax
				  liabilities and possible conflicts of interest.
"Division of Property Management and Construction (DPMC)" is
				  the organization formed pursuant to a reorganization which occurred subsequent
				  to the passage of P.L. 1992, c. 130. Pursuant to Reorganization Plan No.
				  003-1997 (filed May 8, 1997, effective July 7, 1997), 29 N.J.R. 2498(a) (June
				  2, 1997), Governor Whitman abolished the General Services Administration and
				  reorganized the Department of the Treasury's Division of Building and
				  Construction, Division of Facilities Management, the Office of Real Property
				  Management, and the Office of Leasing Operations into the newly created
				  Division of Property Management & Construction (DPMC) in the Department of
				  the Treasury, and transferred the functions of the General Services
				  Administrator under P.L. 1992, c. 130, to the Division Director (the
				  Director).
"Lease" means the agreement, approved by the Committee in
				  accordance with
				  52:18A-191.4 and
				  52:18A-191.5, and fully executed
				  by the State and the lessor that contains the terms and conditions under which
				  the lessor will provide and the State will take a leasehold interest in certain
				  specified real property.
"Leased space proposal" means the documents formulated by
				  prospective lessors that contain pertinent cost and site information including
				  rental, renovations and services. Leased space proposals serve as the basis for
				  DPMC's evaluation of the cost-effectiveness of each proposal submitted in
				  response to the competitive process.
"Notice of proposed lease (NPL)" means the documents
				  submitted to the Committee prior to the execution of the lease that contain
				  statutorily required information and recommend the proposed lease agreement to
				  the Committee.
"Proposed lease agreement" means the terms and conditions of
				  the leased space proposal submitted by a prospective lessor, as modified by
				  negotiations between DPMC and the prospective lessor, and recommended by DPMC
				  to the Committee.
"Project description" means a brief outline of the State
				  agency's project requirements.
"Property Profile Form (PPF)" means a standardized document
				  formulated by DPMC that provides an overview of property offered to the State
				  by a potential lessor. Information requested on the form includes property
				  size, location, names of property owners and authorized negotiator.
"Renewal option" means a provision in a previously negotiated
				  and approved lease by which the State, at its sole option, may exercise a right
				  to continue to occupy a space for a specified time period beyond the expiration
				  date of the original lease term.
"Request for Leased Space Proposal (RFP)" means the
				  solicitation document developed by DPMC for a specific space requirement. The
				  RFP consists of a Scope of Work based on the SPR, the time and date specified
				  for the submission, the format of the proposal, and other information specified
				  by DPMC.
"Scope of Work (SOW)" means a document developed by DPMC that
				  identifies in detail the components of the space planning request or components
				  of the project description, which the potential lessor must address in the
				  leased space proposal. The SOW outlines the components of the space as it
				  pertains to construction-related practices and finishes and identifies
				  schedules and cost breakdowns required to be addressed by each potential
				  lessor.
"Space Planning Request (SPR)" means a document developed by
				  DPMC to be completed by State agencies to document pertinent information and
				  justify requests for the authorization, development, procurement and management
				  of space. Information to be provided includes position numbers, employee names
				  and titles, square footage requirements and special program needs, such as site
				  requirements, location, legislative mandates, computer and client space
				  provisions.
"State agency" means any department, division, office, board,
				  commission, council, or bureau in the Executive branch of State
				  government.
"State Space Plan" means the space utilization plan developed
				  by DPMC, in accordance with
				  52:18A-191.3.
"Tenant agency" means any State agency that is occupying a
				  State leased facility.
"Tenant Service Request (TSR)" means a document developed by
				  DPMC and used by a tenant agency to request that DPMC obtain a cost proposal
				  from the landlord or a contract vendor for specific work to be performed for
				  the tenant agency. Information to be provided includes building location,
				  specific need, site of requested service, full description of work, funding
				  source and contact person.