4.1. The Submittal Process

4.1.1. After the real property transaction is authorized by the Board, the Office of Land Management (OLM) will notify the Legal Department and provide them with project information as described in the applicable procedure.

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4.1.2. The Legal Department will work on any applicable agreements, and work with the Attorney General’s Office on preparation of any necessary deeds or other instruments, and review of title work. The Legal Department will coordinate the submission of real property contracts to the Attorney General’s Office for approval as to the form. Upon approval by the Attorney General, the Legal Department will notify OLM to prepare the OSC submittal package and provide OLM with a copy of the approved contract.

4.1.3. OLM will prepare the OSC submittal package, with the assistance of Purchasing and/or the Legal Department as needed. OLM will then send the submittal package to OSC and file a copy of the package in the Project Record.

4.2. Contents of the OSC Submittal Package

In order to ensure consistency in submittals, OLM should include the following information in each submittal:

• OSC SUBMITTAL COVER LETTER⁺ summarizing the project
• Executive Summary consisting of:
• Identification of property including property identification number, type of transaction (e.g., sale, acquisition, etc.), location, address and parties;
• Parcel number;
• Action requested (e.g., approval of the agreement for sale);
• Description of transaction involved;
• Authority of Canal Corporation (Corporation) to conduct the transaction and review;
• History of the parcel and reason for transaction and related transactions not included in the submittal;
• Description of other real property transaction processes that will be required after approval of the agreement (e.g., easements, etc.);

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• Involvement of other State agencies in the transaction, if applicable;
• Summary of appraisals conducted and value, including internal and consultant reviews (if applicable);
• Description of competitive process. The description of the process should include how the property was advertised, interest in, reasoning for selection of the party involved in the transaction. If a competitive process was not used, describe the reason;
• Review by the Canal Recreationway Commission (CRC) and Board;
• State Environmental Quality Review Act (SEQRA) status; and
• List of Attachments.

• Original copy of the signed Agreement and additional needed signature pages (i.e., vendor, agency)
• CRC recommendation and Board approval
• Appraisal(s) and appraisal reviews
• Survey map, specifications and other project information
• SEQRA determination
• For negotiations requiring preparation of an explanatory statement, a copy of the explanatory statement and any comments received regarding the statement
• Clean Batch Transmittal
• AC-340 Encumbrance Document or P-Contract Data Sheet
• Vendor Responsibility Profile, Agency Certification and Vendor Disclosure (questionnaire and attachments), as required for the type and amount of the transaction
• Procurement Record (Request For Proposal, Invitation For Bid, procurement record checklist, certified bid tabulation, etc.)

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