Page 78 - VYSNOVA PROGRAM MANAGEMENT GUIDE 20200625

ANNEX I: Field Office Administration

ANNEX I: Field Office Administration
Office and Project residence lease policy

Identification of Project Offices
When a project requires the establishment of a new field office, the in-country PM or their in-country
designee (whether CONUS or OCONUS) will research offices for rent and present three options with
market research information to the CEO for a final decision. The market research required for the
business case includes:

• Data on average price ranges for office space in the area (include data sources)
• The maximum capacity of the office spaces in comparison with the capacity needs of the
project
• Pictures of the three options and consumer reviews
• Any costs included or excluded in the monthly rent (e.g. amenities included, utilities
excluded, renter’s insurance, etc.)
• Who is financially responsible for repairs and maintenance of the office space?
• What are the transportation options for employees and other known frequent visitors?
• What are the lease, renewal, and sublease terms?
• Background information on the landlord and management company

Establishment of Office and Project Residence Leases
When office space has been identified, the draft lease will be reviewed by Vysnova’s Counsel, the PM,
and COO before execution by the COO. Counsel may also request that the local lawyer review the
document(s). If the lease is in a language other than English, the lease will be sent to a pre-approved
translator before review. Seek guidance on translators from the COO. All draft and final leases, as
appropriate, will be prepared in parallel, newspaper column format presenting both the official
language of the host country and the English translation.

Once the final documents have received approval from Vysnova Counsel, the COO, and the PM,
Vysnova issues a power of attorney to either the Start-Up team lead and / or the PM to authorize the
signing of an office lease on the company’s behalf. The final copy of the signed lease(s) will be sent to
the PM and Contracts Administrator (CA).
On residential properties, expatriate staff enter into lease agreements with landlords on their own;
Vysnova is not a signatory on residential leases. The PM, Counsel, and COO are available to review
the residential lease upon request.

Office and Project Residence Lease Renewals
The PM is required to provide the Counsel, and COO with a draft of the proposed renewed/new office
lease and/or project residence lease (translated in parallel, if applicable) 60 days prior to the expiration
of the current lease(s). Once approved by the COO and Vysnova Counsel, the PM will be issued the
power of attorney to signed lease(s) and provide a copy to the CA by email Contracts@vysnova.com.
Office and Project Residence Lease Termination
Copies of termination documents will be sent to the PM who will, in turn, provide copies to Counsel
and the CA at Contracts@vysnova.com.

Copyright 2020 Vysnova Partners Inc. All rights reserved.

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