JOINT CIRCULAR
STATE OF NEW JERSEY
DEPARTMENT OF THE TREASURY
ORIGINATING NO.: 04-15-DPMC/OMB
AGENCY: DIVISION OF PROPERTY MANAGEMENT AND CONSTRUCTION
(DPMC)
OFFICE OF MANAGEMENT AND BUDGET (OMB)
EFFECTIVE DATE: 4/19/04
EXPIRATION DATE: INDEFINITE
SUPERSEDES: 97-14-GSA
SUBJECT: DELINEATION OF AUTHORITY BETWEEN OMB, DPMC,
AND THE OFFICE OF SMART GROWTH OF THE DCA, IN THE SPR APPROVAL PROCESS
ATTENTION: ALL DEPARTMENTS AND AGENCIES
FOR INFORMATION CONTACT: BERNARD McLAUGHLIN
PHONE: (609) 292-5111
Purpose
The purpose of this letter is to help provide a better understanding
of the separate functions of the Office of Management and Budget (OMB),
the Division of Property Management and Construction (DPMC) of the Department
of the Treasury, and the Office of Smart Growth of the Department of Community
Affairs (DCA), in the Space Planning Request (SPR) approval process.
Procedures
An SPR is initiated when an agency wishes to procure space for its operating
needs. An SPR Part 1 "OMB Pre-approval Form" is prepared by the requesting
agency and submitted to OMB for pre-approval. The requesting agency obtains
the approval of authorized representatives of its Organization/Unit, Division
and Department as well as that of the Chief Fiscal Officer prior to submission
to OMB. This approval constitutes a certification: 1) that all information
contained within the document is true and accurate; 2) the space requested
represents the minimum square footage necessary for the agency to perform
its function, and 3) the agency will comply with the DPMC Policy for Hazardous
Materials/Waste Remediation for State leased facilities. The agency must
indicate whether the request is for the renewal of an existing lease or
for new or additional space.
Concurrent with the above submission to OMB, the requesting agency submits
SPR Part 2, "Smart Growth Space Approval Request" to the Office of Smart
Growth of the DCA. The Office of Smart Growth of the DCA reviews the desired
location for compliance with applicable State of New Jersey and federal
growth standards and policies. After review, the Office of Smart Growth
of the DCA returns SPR Part 2 to the requesting agency indicating either
approval or disapproval or conditional approval. The agency should also
submit SPR Part 3, "DPMC Space Planning Request" to DPMC at this time.
The OMB pre-approval of SPR Part 1 consists of: 1) a verification that
the new program or program expansion has been approved; 2) a determination
that the programmatic need for the requested space is in accordance with
the DPMC standard space allocation and documented program requirements;
3) a determination of a funding source including the percentage of the
lease costs that are to be direct billed to the agency; 4) a verification
of the number of positions indicated are consistent with the number that
is approved for the program; and, 5) a verification of the maximum square
footage for the SPR. In the event that the agency is requesting an amount
of space that exceeds the DPMC standard space allocation, SPR Part 3 shall
be submitted to OMB in addition to SPR Part 1 for pre-approval. The agency
is required to provide a compelling justification for space in excess
of the standard. The approved SPR Part 1 is forwarded to DPMC; a disapproved
SPR Part 1 is returned to the agency.
Upon receipt of SPR Parts 1, 2 and 3, DPMC prepares a cost feasibility
analysis of all applicable costs associated with the acquisition and occupancy
of the requested space based upon the criteria specified in the pre-approved
SPR. DPMC forwards the completed SPR package to OMB for certification.
OMB certifies the amount of funds as detailed in the cost feasibility
analysis is available from the identified funding source. This certification
is signed by the OMB budget analyst and the OMB Deputy Director, and returned
to DPMC for action.
The DPMC is directed to negotiate leases for all state agencies and
determine any requirements for construction or renovation; solicit competitive
proposals for lease agreements and prepare recommendations in accordance
with the approved Statewide Space Master Plan. The DPMC will work with
the requesting agencies in developing the scope of work and plan design
to provide the most efficient and cost-effective space plan for the agency
and the State. The DPMC will procure space that does not exceed the cost
and size certified by OMB.
In the event that available space exceeds the OMB approved funding amount
by 5% or greater a revised Cost Feasibility Analysis shall be submitted
to OMB by the DPMC for recertification.
Upon conformance of the selected space with the certified SPR, the DPMC
will forward a Notice of Proposed Lease to OMB for approval.
Edmund F. Jenkins, Director
Division of Property Management and Construction |
Charlene M. Holzbaur, Director
Office of Management and Budget |
|