TN 31 (11-96)

DI 39527.025 Repairs and Alterations -- DDS Office Space

A. Policy

1. Repairs and maintenance

Repairs and maintenance may be included in the rate for service and maintenance.

2. Amortization

Major repairs and replacements may be amortized over a period of years provided the total costs for space on an annual basis  do not exceed comparable rental costs.

3. Alterations

SSA funds will be authorized to pay for necessary alterations when the:

  1. a. 

    Landlord is unwilling to pay for necessary alterations;

  2. b. 

    Improvements are not the landlord's responsibility under terms of the lease; and

  3. c. 

    Alterations are needed to:

    • improve utilization of space,

    • meet environmental or security specifications, or

    • house special equipment.

      EXAMPLE: Computer or word processing equipment.

CAUTION: Electronic data processing (EDP) equipment often has special environmental or structural needs. To lessen alteration costs, select buildings which can reasonably be expected to meet EDP needs without major alterations.

4. RO approval

  1. a. 

    RO approval must be obtained before the DDS can enter into agreements to:

    • amortize the cost of alterations by agreeing to an increase in rent for a stipulated period of time; or

    • pay for repairs or alterations in order to obtain lower rental rates.

  2. b. 

    RO approval is not needed for minor alterations not exceeding $1,000 providing:

    • such alterations are not the responsibility of the landlord; and

    • sufficient obligational authority is available.

B. Examples

1. Repairs and maintenance

Repairs and maintenance include, but are not limited to:

  • painting,

  • repairs to plaster,

  • patching roofs, and

  • minor repairs to doors, elevators, electrical equipment, etc.

2. Major repairs and replacements

Major repairs and replacements include, but are not limited to:

  • structural changes to buildings,

  • new roofs,

  • new heating systems, etc.

To Link to this section - Use this URL:
DI 39527.025 - Repairs and Alterations -- DDS Office Space - 11/20/1996
Batch run: 04/01/2013