Statement of Requirements (for Asset Projects)

Table of Contents

Section I - Statement of Requirements

A Statement of Requirement document is a proposal to an authority, stating a problem or an opportunity and seeking funding and approval to conduct Project Identification Stage activities.  The Statement of Requirements provides a broad description of the nature of the requirement, overall timing and any special considerations.

1.0 Problem/Opportunity Definition

  1. Key Issues (factors driving the initiation of the project)
    • Maintain or improve asset
    • Issues related to insufficient effectiveness of a system
    • Improving environmental performances
    • Possible Opportunity
    • Client Requirements
    • Emergency situation
  2. Previous approvals, decisions or agreements:
    • Regional Investment Management Board decision (RIMB)
    • Real Property Investment Board (RPIB)
    • Treasury Board approvals (TB)
    • Cabinet or Ministerial decision
    • Interdepartmental agreement

Note:This section should not include any indication of the proposed solution.  Its purpose is to concentrate on what drives the project.

2.0 Background

2.1 Project History

  • Short history
    • Relationship to other projects or programs (if applicable)

2.2 Building Condition

  1. Brief description of the building
    • Age, area, location, main characteristics, classification of the building, building owner
    • Environmental performance assessment (BOMA BESt, LEED, etc)
    • Heritage considerations
    • Strategic value of asset
  2. Future plans for use of asset
  3. Overall condition information from Building Condition Report, Properties Facilities Management, Building Management Plan, Asset Management Plan etc. (if appropriate)
    • Building systems (Architectural, Structural, Fire Alarm System, Interior Condition, Mechanical Systems, Electrical Systems, Indoor Air Quality, etc.)
    • Limitations
    • Recent renovations
    • Facility Condition Index (FCI) (if applicable)
    • Upcoming requirements
    • Operational, financial, environmental and functional performance
    • Project related problems and impacts
    • Accessibility
    • Impact of current problem on tenants (if applicable)

2.3 Tenant Considerations

  • List the Occupants
  • Type and amount of space occupied in form of a table (if appropriate)
Table Summary

The table presents the type and amount of space occupied by each client, and the Occupancy Instrument expiry date.

Client Type of space m2u m2r Occupancy Instrument (OI) Expiry Date
X Storage 473.9 494.3 August 31, 2013
Y Office
SPS
2,744
774.3
2,982.6
807.5
December 31, 2014
Z Office 6,900 7,495.1 September 30, 2015
    10,892.2 11,779.5  
  • Information on client changes, movement, issues etc. (if applicable)

2.4 Strategic Context

  1. Describe how the problem/opportunity relates to current strategies and plans, such as:
    • National Investment Strategy (NIS)
    • Regional Investment Strategy (RIS)
    • Community Based Investment Strategy (CBIS)
    • Portfolio Strategy
    • Strategic Action Plan
    • Asset Management Plan
    • Building Management Plan
    • Client Strategy (Explain the client’s long-term and short-term accommodation strategy, if applicable)
  2. Meet with the Portfolio Management Sector, Owner Investor Analyst, Asset Manager, Accommodation Manager and any other relevant stakeholders to ensure that all necessary background information is included; any additional directives from upper management, priorities, budget cuts, strategic and operating review, etc.

2.5 Stakeholders 

(Relevant groups who may be implicated in the problem/opportunity)

  1. List all the relevant stakeholders who have an involvement in the problem/opportunity
  2. Briefly describe their stake

3.0 Problem / Opportunity Definition

Highlight any special issues/requirements relative, but not restricted to the following:

  • Technical requirements
  • Level of urgency
  • Health and safety
  • Environmental requirements
  • Sustainable Development Strategy requirements
  • Requirement based on a current strategy
  • Policy requirements
  • Timing requirements
  • Security requirements
  • Accessibility requirements
  • Requirement to address the condition of the Asset
  • Heritage building
  • Client requirement
  • Other requirements

4.0 Risk Considerations

  1. Identify any potential risks that might come up when developing the project, any risks that might impact the success of the proposed project.  Some examples could be:
    • Risk of lack of funding
    • Risk of public perception of the established requirements
    • Risk of changing priorities in the Federal Government or department
    • Risk of client commitment to the project
    • Etc.
  2. Impact/Risk of not proceeding. State the risk(s) that management would be exposed to if approval to start the project is not granted.  Some risks could pertain to, but not restricted to:
    • Health and safety
    • Timing
    • Delays
    • Cost increase or escalations
    • Operational restraints
    • Effect on other related projects

5. Appendices

Section II - Approvals

1.0 PSPC Approvals Sought

  1. Approval of the Statement of Requirements.
  2. Approval to initiate the documentation relevant to the development of this project to Preliminary Project Approval (PPA).
  3. Approval of Expenditure Authority in the amount of $XX (total costs, substantive estimates, current dollars, including HST of $XX) to undertake the scope of work outlined in the table below in order to develop this project to the PPA.
Table Summary

The table shows source of funding (seed money) for a deliverable / service by fiscal year.

Item 20XX/XX 20XX/XX 20XX/XX TOTAL
Statement of Requirement (SOR)        
Preliminary Project Plan (PPP)        
Functional Program (if required)        
Consultant Feasibilities Studies        
PSPC Feasibility Report (FR)        
Investment Analysis Report (IAR)        
Contingency        
TOTAL        
Total PSPC Funded        
  1. Assignment of a PSPC project team to consist of:

Project Director

 

Senior Project Leader

 

Senior Project Manager

 

Project Manager

 

Professional and Technical Resources

 

Senior Financial Advisor

 

Property Manager

 

Project OI Analyst

 

Other (specify)

 

2.0 Source of Funds

  • Identify the source of funds for the Expenditure Authority
    • PSPC Vote 1, Operating Expenditures and Contributions or Special Purpose Allotment, Real Property
    • PSPC Vote 5, Capital Expenditures , Real Property

3.0 PSPC Signatures

Note: Refer to NPMS Procedure to identify position and obtain the appropriate approval(s) in signature block below.

Action

Date

Signature

Prepared by

Project Leader

 
 

 
 

Recommended by

 

 

Approved by