Mandated agencies need to follow a two-stage approval process before acquiring, renewing or ending a lease.
Before you renew, end, or start looking for a new lease:
Ideally, you should have a detailed, long-term plan for your agency's property portfolio needs. It should outline the high level intentions for each property in the portfolio. Individual properties need to go through the two-stage approval process separately, unless bulk approval is given by Government Property Group (GPG).
Engage with us early to indicate your intentions with each property, before undertaking any market research or engagement. Ideally, you should be talking to us about your future plans when renewing leases for a final term. We recommend speaking with us 3 to 5 years before your current lease expires. We can help agencies work together and assist with the leasing process. Your Senior Property Portfolio Specialist (SPPS) is your main contact at GPG when it comes to discussing your requirements. If you are unsure who your SPPS is, email the Government Property Group team.
If you are renewing a lease and we endorse your renewal strategy, you won't need stage 2 approval.
If we approve the proposed intentions, you'll proceed to stage 2.
If declined, GPG will engage with you to work on alternatives.
When you have stage 1 approval, you can:
Your agency – or GPG, in certain cases where we have identified an opportunity – engages with the market to acquire a new lease. You need to ensure that your agency follows the Government Procurement Rules. For new buildings, government agencies are required to use GETs to approach the market to ensure the market is aware of the opportunity and that All-of-Government procurement rules are being followed.
Find a space that meets your requirements and write a business case.
When you have completed the business case, fill in the approval application form and email it to the Government Property Group team.
Select the appropriate form:
Include details appropriate to the application, like commercial terms and information on asbestos, capital fit-out costs, NABERSNZ rating, or seismic resilience. Include as much information as possible to avoid delays in the approval process.
We aim to process approval requests within 10 working days. If we need extra information it can take longer.
Once we have processed your application, we'll send you an electronic copy of the approval.
Applications completed in retrospect will be noted, and we will send an email to acknowledge their submission.
Use the Government Standard Lease templates as a starting point.