UAF Facilities Services

All requests or inquiries regarding leasing of facilities from external entities must be directed to the Division of Administration and Real Estate Management. No commitment may be made on behalf of the University, either orally or in writing, except by persons that have formal delegations of authority for real property contract execution. Persons making unauthorized commitments may be held responsible for financial commitments.

The process of procuring off-campus space generally takes between eight to twelve weeks. Please plan accordingly when requesting space.

Department requesting space shall:

Complete following Off-Campus Space Request Form
Coordinate with Telephone Services and Computer Services to install/transfer phone and data lines
Ensure financial responsibility for procurement costs, lease costs, phone/data line installations, recharge fee
Possible coordination of utilities and/or janitorial contracts

Division of Real Estate Management shall:

Obtain Vice Chancellor approval for any new space lease
Verify University space standards
Conduct market analysis for space and develop approximate cost estimate
Send market analysis to department to verify available funding to cover actual costs (Lease costs, possible travel, advertising costs)
Prepare RFP/IFB
Advertise RFP/IFB in local paper and online for three weeks
Open bids/proposals and prepare bid tabulation
If RFP, schedule trip with department for on-site inspection of all offered spaces. If only one proposal received, review with photographs taken by department on location (possibly no travel required)
If RFP, committee will rate proposals
Notify department of actual cost for space and request concurrence and confirm account number to charge lease payments
Encumber funds for fiscal year
Negotiate and execute lease

Contact Information:
* Required Fields
*	Requesting Department:
*	Contact Name:
*	Contact Phone:
	Contact Fax:
	Contact Email:
	UAF P.O. Box #:
New Lease Information:
*	We would like to issue an:	IFB (The responding bidders agree to the specifications and conditions and quote a price. Provided that the bid is legal, the least expensive bid is chosen based solely on price. Negotiation is not allowed). RFP (The responding proposals are not compared based solely on price. This allows comparison of other items besides price along with negotiation of terms and conditions with eligible proposals).
*	Start Date:
	Length of Term:
	Options to Extend?
*	General area of required space:	(Fairbanks, Anchorage, Juneau, etc.)
	Facility should be located:	(Distance from certain location; i.e. less than 2 miles from UAF campus.)
	Justification for limiting location:
	Moving Costs should be:	included excluded for prospective building owner.
	Space Needs:	(Please include any special needs and the titles of each person occupying space; i.e. 40 person conference room; 100 sf storage area, reception counter with waiting area, two Professor offices, three student work areas, two admin stations, 20 person classroom, etc)
*	Proposed Usage:	(Please be specific --- include typical activities to be performed.)
	Representatives for Evaluation Committee:	(Names of two individuals.)
	Parking Requirements:	Employees and visitors: (Maximum number of employees and visitors at facility at one time.) Headbolts? Yes No
	Additional information:

For assistance or questions with this form, call 907-474-6962

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Main Number: (907) 474-7000 | Website Contact: 474-7346
Physical Address: 803 Alumni Drive, Fairbanks, AK Mailing Address: P.O. Box 757380, Fairbanks, AK 99775 - 7380