Instructions for completion of a Client Accommodation Requirements Questionnaire (CARQ)

The CARQ is currently being revised. Please visit Client Accommodation Requirements Questionnaire (CARQ) to obtain the latest version.

BACKGROUND

The Project Inception Stage requires that a Client Accommodation Requirements Questionnaire be completed by the client department representative with guidance and assistance by the Public Services and Procurement Canada (PSPC) representative when required. The questionnaire will help determine the type of client demand for which space will be provided (e.g. new program, expansion of program or renewal of on-going program). The questionnaire is to be completed at the beginning of the Definition Phase and will provide specific client department information, such as the client department's special purpose spaces, parking requirements, base building and facilities' requirements or security requirements. The document will also indicate the funding sources for the demand. Both the client department representative and the PSPC representative are required to sign the questionnaire.

Important: When completing the questionnaire, please press the TAB key to complete the fields in the form by moving from field to field. If there are any corrections to make in the fields already completed, you may return and click in those fields with the help of the mouse to make the correction.

For any questions regarding the questionnaire, please feel free to contact your regional Client Accommodation Services Advisor, PSPC.

GENERAL - PROCESSING THIS FORM

The Public Services and Procurement Canada (PSPC) representative shall provide the client department representative with the most recent version of this form.

The client department representative shall arrange the completion of this form.

The client department representative shall authorize the client requirements and funding sources identified in the form.

The PSPC representative shall review and authorize the client requirements identified in the form.

PART A - CONTACT INFORMATION

1. PSPC Representative

Enter the PSPC representative's title, full name, telephone number and email address.

2. Client Department Representative

Enter the client department representative's title, full name, telephone number and email address.

PART B - CLIENT DEPARTMENT INFORMATION

3. Originating Government Department or Organization

Enter the department or client organization name or the envelope number and name.

4. Branch or Directorate

This block may be used to further identify the area within the department or organization for which the space will be provided.

5. Type of Client Demand

Select one of the boxes and briefly explain the type and origins of the client space demand as required.

6. Existing Occupancy Information

This section is to be filled out if the client demand is related to a Renewal of an On-going Program

  1. Current Occupancy Instrument Number(s)

    Identify all Occupancy Instrument Number(s) related to the client demand. For ease of reference, it is recommended that the Occupancy Instrument and corresponding annexes be attached to the CARQ when completed.

  2. Current Location(s) - Address

    Identify the current locations/Real Property Unit (RPU) name/address of existing occupancies to help narrow down and identify the location of the existing occupancies.

  3. Does the space meet your requirements or are alterations or improvements required?

    The client representative should identify if the current space meets the needs of the occupants, is in good condition and whether or not there are improvements required.

  4. Does the current space include employees now reporting to Shared Services Canada and/or Special Purpose Space related to Shared Services Canada's functions?

    Respond yes or no to Question 6d). If yes, include the office population and/or SPS population (FTE and/or non-FTE) for Shared Services Canada in section 7, Anticipated Population, and section 8, Special Purpose Space, respectively.

    Please enter the full name, telephone number and e-mail address of the Shared Services Canada representative.

7. Anticipated Population

Using the chart provided, indicate the current approved population (FTE and non-FTE) at occupancy start date and the anticipated (growth) population at mid-term occupancy for office space and Special Purpose Space for the client department or agency including Shared Services Canada, where applicable. When completing this questionnaire, the client department or agency representative must consult with a counterpart representative in Shared Services Canada until an official agreement has been reached and/or completed between both organizations, as required.

Please refer to the Best Practice: Office Space Allocation - Population Data, Effective Date: July 2008 This link is available only to clients with access to The Source, the PWGSC/PSPC intranet. (PDF Version 80 KB) (Help with Alternative Formats). The PSPC representative can provide the client department or agency representative with a copy of this best practice upon request.

  1. Total Office Population

    Enter the total office population (FTE and non-FTE), based on full-time equivalency.

  2. Total Special Purpose Space Population

    Enter the total Special Purpose Space (SPS) population (FTE and non-FTE), based on full-time equivalency.

Please provide comments or explanations as required to specify and/or clarify the breakdown of any part-time employment (number of months/years), office population and/or SPS population applicable to the client department or agency and Shared Services Canada.

8. Special Purpose Space

Special Purpose Spaces (SPS) are additional non-standard areas required by a department or agency to accommodate specific activities that are unique and essential to departmental programs. They are NOT included in the support space allocation. Examples of SPS include: laboratories, health units or clinics, meeting or training complexes which serve outside groups, processing space, departmental libraries, warehouses, very large file storage areas, trade shops, large mail rooms, and hearing rooms. For more details please refer to the Guidelines for Special Purpose Space This link is available only to clients with access to The Source, the PWGSC/PSPC intranet.. The PSPC representative can provide the client department or agency representative with a copy of this guideline upon request.

Using the chart provided please indicate the SPS category, population and usable square metres applicable to the client department or agency and Shared Services Canada's functions, where applicable, and attach a justification for each requirement. If the chart provided on the questionnaire is not sufficient to list all SPS requirements, please attach additional information as required.

9. Preferred Term of Occupancy

  1. Anticipated occupancy start date?

    Enter the anticipated occupancy start date. If a start date is not known or not yet determined, please identify the Fiscal Year at a minimum.

  2. Length of Occupancy

    Enter the preferred length of occupancy in years and months for the term of the occupancy and options (e.g. 3X1 year, 4X6 months). Typically, occupancies range from 5 years to a maximum of 10 years.

  3. Comments

    Provide comments as required.

10. Hours of Operation

Hours of operation are related to the standard accommodations required to support the programs mandate and additional services/costs may be required as a result of the information provided in this section.

  1. Identify typical hours of operation/occupancy

    Typically most accommodations hours of operation are Monday to Friday between the hours of 6:00am and 6:00pm, however if 24/7 hours of operation is required or any unique hours of operation are required, please check the appropriate box and enter the hours in the spaces provided.

  2. Shift workers

    If shift workers will be accommodated as part of this space demand please select yes and indicate the hours of operation outside the standard Monday to Friday between the hours of 6:00am and 6:00pm operational requirements. If there are no shift workers that will be accommodated as part of this demand please select no. If the space provided is not sufficient, please attach additional information as required.

  3. Extended hours of operation/occupancy?

    If extended hours of operation/occupancy are required, please indicate the frequency as follows: Never, Regular, Occasional or Other - specify.

    By identifying a Regular extended hours of operation/occupancy the client departmental representative acknowledges that this demand is in support of an ongoing requirement for extended hours of building operation and this service will be identified as an additional service when the occupancy instrument is created at a later date.

11. Geographic Boundaries

Define location and provide justification for geographic restrictions, if required. Enter the city and province.

Indicate any unique program and/or operational requirements that may further restrict the geographic boundaries (e.g. requirements related to client services, security as determined by a Threat and Risk Assessment, legislation, connectivity, etc.). If any, specify the requirements and provide a justification. Note: Geographic boundaries that are restrictive will require tenant department senior level authorization.

12. Other Location Requirements

Respond yes or no to Questions 12a) and 12b) and provide an explanation and details for all yes responses.

13. Parking Requirements

  1. Minimum Operational Requirements

    Identify the quantity of parking spots required for government fleet vehicles (Crown), shift workers, visitors or clients, and/or Ministers' Regional Offices in the space provided.

  2. Additional Operational Requirements

    Identify the quantity of parking spots required to support the department's mandated program or duty to accommodate persons with disabilities in the space provided.

    All requests for parking for Additional Operational Requirements must be authorized in writing by the client department's assistant deputy minister or an equivalent level. Furthermore, all parking for additional operational requirements is to be funded by the client department.

  3. Special Parking Requirements

    If larger or unique Crown parking is required to accommodate special government fleet vehicles, please provide the quantity and explain the unique nature of the vehicle(s), parking size, location, proximity, etc.

14. Base Building and Facilities Requirements

Respond yes or no to Questions 14a) to 14k) and provide an explanation and details for all yes responses.

If there are unique Base Building and Facilities Requirements associated with this demand that are not addressed by 14a) to 14k) please make use of 14l) to add your additional comments.

15. Security Requirements

Respond to the Questions 15a) to 15f) and provide an explanation and details as required.

For assistance with the completion of the Security Requirements Check List (Form# TBS 350-103), contact your Organization Security Authority. If you need assistance obtaining the name of your Organization Security Authority, contact PSPC's Canadian Industrial Security Directorate in the Industrial Security Sector, Departmental Oversight Branch, for assistance.

16. Funding Sources

  1. Identify the source of funding for this project fit-up and rent

    Please indicate how this demand will be funded. The typical sources of funding are an approved Treasury Board expansion/new program, by making use of headroom available in the client department's Space Envelope, or by proceeding with an Expansion Control Framework (ECF) reimbursing occupancy.

    For ECF/reimbursing occupancies, please provide the Interdepartmental Settlement/Internal Transaction organization and reference codes in advance of the billing start date.

    For information related to the client departments' Space Envelope and available headroom, contact PSPC's Client Consultancy and Real Property Solutions in the Real Property Branch.

  2. Confirm client funding is available for this project, related to client-funded elements

    Some examples of client-funded elements are: approved non-compliant fit-up, furniture costs, Information Technology infrastructure costs, enhanced client requirements costs, and costs for additional services.

    For more information regarding the client funding responsibilities, refer to The Government of Canada Workplace 2.0 Fit-up Standards, specifically Chapter A8.4, Additional Direct and Indirect Costs.

PART C - ADDITIONAL INFORMATION

17. Workplace 2.0

  1. Please check the box in this section if you require information on Workplace 2.0, a Government of Canada-wide initiative to renew the federal public service workplace (e.g. information on the Government of Canada Workplace 2.0 Fit-up Standards, accreditation process, change management, etc).

    The Workplace 2.0 initiative was developed to support the Clerk of the Privy Council's commitment to public service renewal. The objective is to modernize the workplace to attract, retain and enable public servants to work smarter, greener and healthier to better serve Canadians. Three 'pillars of renewal' define the Workplace 2.0 initiative: 1) The Workplace – updating the physical aspects, 2) The Back Office – updating policies, processes and systems, and 3) The Way We Work – providing new technologies that allow employees to connect, collaborate and communicate across government and with Canadians. For more information, please refer to the Workplace 2.0 page on GCpedia.

  2. Identify the level at which you would like the project accredited (e.g. bronze, silver, gold). Workplace 2.0 Accreditation is a standard of excellence to demonstrate that your office is a modern, sustainable, connected workspace where employees have a flexible and healthy work environment. For more information, please refer to Workplace 2.0 Accreditation on GCpedia.

18. Accommodation Projects 101 Workbook

To obtain a copy of the Accommodation Projects 101 Workbook, please refer to GCpedia. The workbook and its related annexes are available to all government departments. The workbook is a tool that details PSPC's accommodation project processes in order to successfully guide clients from start to finish and to help better understand how to achieve 'best value for the Crown' in their accommodation projects.

19. Additional Comments and/or Requirements

If you wish to add additional comments or elaborate on your requirements associated with any section please make use of the space provided.

PART D - SIGNING AUTHORITIES

20. Client Department Representative

This block is to be completed and signed by the appropriate project authority within the client department or organization (e.g. the person responsible for this project or the person who has knowledge of the requirement at the client department or organization). This person may on occasion be contacted to clarify information on the form.

21. PSPC Representative

This block is to be completed and signed by the appropriate project authority within PSPC (e.g. the person responsible to facilitate this demand). This person will typically be a Regional Accommodation Manager or Client Accommodation Services Advisor.

22. Questionnaire Revision Tracking

This box is to be completed by the appropriate representative to keep a record of any revisions made to the questionnaire after it has been signed by all parties.