How do we start the site selection process?
Due to budgetary requirements and procedures mandated by the Provost, we require that all groups start the process by submitting the Request for Space Form. This form gives useful information to assist you in locating space that will best suite your needs. For those groups in the evaluating stage, the Request for Off Campus Space can be a valuable resource. However, we are always available for any questions or concerns at (213) 821-3070.
How is space identified?
Based on the space requirements submitted, a survey of available space will be presented and site tours are coordinated so that the department can view the preferred listings.
How long is the relocation process?
Although each situation varies, the site selection and lease negotiation process can typically take 2 to 12 months, while the build-out process (constructing the physical workspace) can take between 2 to 12 weeks depending on the complexity. We recommend that groups begin evaluating present and future space requirements with ample lead time.
Who are the key staff required to attend tours?
During your initial site tour we recommend that the facilities manager and connectivity specialist be present to evaluate each locations characteristics and functionality as it relates to your specific requirements. We find it efficient to involve upper management once the search has been narrowed.
What cost can we expect to incur?
In addition to the basic rent costs, groups should be prepared to assess costs for common area maintenance expenses, utilities, parking, and other services such as connectivity, phones, moving, equipment/furniture purchases, and building freight elevator reservation to name a few.
Are we expected to negotiate rates with landlords?
We believe negotiations are a collaborative effort and it is our mission to work closely and openly with each group to achieve the most advantageous rate. Because of our ongoing relationships with many landlords, Real Estate & Asset Management Department representatives and associated brokers will act as the prime negotiators in negotiating all lease related items such as rental rates, tenant improvement allowances, parking as well as all other building charges.
What vendors can we use for relocation?
The Purchasing department has negotiated best-value contracts that offer USC groups a sufficient discount for selected vendors which can be found on the Purchasing department website . We recommend each group work directly with purchasing to coordinate additional vendors associated with the relocation process.
Once the lease is signed, how is payment submitted?
Once your lease has been executed and unless otherwise directed, you will be required to submit payment for base rent, operating expenses, security deposits and any additional funds required pursuant to the lease for the fiscal year by internal requisition.
A scanned copy of your internal requisition can be forwarded to David Cook at email@example.com for immediate processing. All original requisitions can be sent to our main office located at:
3335 S. Figueroa St., Unit G
Los Angeles,CA 90007
Mail Code 7271 Bldg UGW – 110
Attn: David Cook
Please note that all sundry charges will be billed monthly directly to your department as an individual charge which can be handled under a purchase order.
Are there any additional items we are required to submit?
We request that all groups provide contacts that will be responsible for your site as well as a list of departments and team members that will be housed in the space.