Statement of Requirements (for Space 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.

Note: A Statement of Requirements must be written for each client within a project.

1.0 Problem/Opportunity Definition

  1. General Information
    • Client requirement
    • Occupancy Expiry Date
    • New Acquisition Date
    • Deadline to exercise lease option(s) (if applicable)
    • Location of space (address)
  2. Drivers
    • Program requirements
    • Current Accommodation not suitable (if applicable)
    • Possible opportunities
  3. Previous approvals, decisions or agreements:
    • Real Property Investment Board (RPIB)
    • Regional Investment Management Board decision (RIMB)
    • Treasury Board approvals (TB)
    • Cabinet or Ministerial decision
    • Interdepartmental agreement
  4. Special Involvement of other departments

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

  • Description of tenants
    • Short description of the relevant history of the client occupancy at this location
    • Date when the client first occupied the space   

2.2 Building Condition

  1. Brief description of building
    • Age, area , location, main characteristics, classification of the building, building owner
    • History of occupancy (When did the federal government begin leasing in this building? How was this space acquired initially?)
    • Environmental performance assessment (BOMA BESt, LEED, etc)
  2. Overall condition
    • Building Performance Report (Building-related problems and impacts)
    • Recent renovations, refresh projects or tenant service projects, and fit-up condition
    • Accessibility Report (if not available; must have a confirmation from Property Management on condition, and should include the estimated date that the report will be available)
    • Lease Condition Report (LCR) (if not available; must have a confirmation from Property Management on condition, and should include the estimated date that the report will be available)

2.3 Tenant Considerations

  1. Description of tenants
    • Background information on tenants
    • Inventory of current occupancies for Client Departments
    • Nature of program(s) that may be impacted by this requirement

Inventory of current occupancies in the region Footnote 1

Table Summary

The table presents, for each address or client, the Client occupancy starting date, the expiry date, the options left, the amount of office space occupied, the Special Purpose Space occupied, and the total amount of space occupied.

Name or address Client Occupancy Starting Date Expiry Date Lease Expiry Date Options Left Office SPS Total m2r
m2u  m2r  m2u m2r
Fontaine Apr. 1, 2009 Dec. 31, 2013 Dec. 31, 2022   117.6 129.2     129.2
Monclair May 1, 2010 Mar. 31, 2013 Apr. 30, 2020   1,350.1 1,357.9     1,357.9
Saint-Joseph May 1, 2010 Aug. 31, 2014 Aug. 31, 2014 1 X 5Y 195.6 225.9     225.9
Vincent Massey Aug. 1, 2011 Mar. 31, 2016 Jul. 31, 2036   1,477.0 2,429.0 752.8 884.3 3,313.3
Grand Total 3,140.3 4,142.0 752.8 884.3 5,026.3

Current client(s) occupancies affected by this requirement

Note:  for Special Purpose Space (SPS) and office, even if they are the same rate, they should always be shown separately

Table Summary

The table presents, for each client, the lease number, the occupancy instrument, the type of funding (reimbursing or not), the type of space, the number of FTEs, the amount of space occupied, the number of parking and the occupancy expiry.

Client Lease No OI Funding Type of Space FTEs m 2u m 2r Parking Occupancy Expiry
ABC 123456 4A0000 Non-reimbursing Office
SPS
62 1,000.0
500.0
1,125.6
562.8
2 May 31, 2015
123457 4A0001 Reimbursing Office 46 750.0 844.2 3 May 31, 2015
Total for ABC 108 2,250.0 2,532.6 5  
  1. Impact of current problem/opportunity on tenants (if applicable)
    • Additional tenant costs
    • Disruption of Program
    • Required relocation
    • In-service date
  2. Client liaison activities (if applicable)
    • How client concerns are currently being dealt with

2.4 Strategic Context

  1. Describe how the problem/opportunity relates to current strategies and plans
    • National Investment Strategy (NIS)
    • Regional Investment Strategy (RIS)
    • Community Based Investment Strategy (CBIS)
    • Portfolio Strategy
    • Strategic Action Plan
    • Lease Action Plan
    • Client Strategy (Explain the client’s long-term and short-term accommodation strategy)
    • Government of Canada Workplace 2.0 (WP2.0) fit-up standards

Meet with Portfolio Management, Owner Investor Analyst, Asset 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. Also, obtain a copy of the Accommodation Projects 101 Workbook, which explains PSPC’s accommodation project processes and helps guide you through the implementation of an accommodation project from start to finish.

2.5 Stakeholders

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

3.0 Project Scope Footnote 2

  1. Requirements
    • Space required: number of FTEs to accommodate, m2 of Special Purpose Space (SPS), m2 of storage (warehouse, training rooms, etc,)
    • Type of space (identify if any non-compliant space or SPS was approved by PSPC)
    • Swing Space (if applicable)
    • Geographical boundaries including justification of boundaries chosen
      • North: _________
      • South: _________
      • West: _________
      • East: _________
    • Identify the City and Province.  Identify unique program and/or operational requirements that may further restrict the geographic boundaries as per the Geographic Boundaries Procedure.This link is available only to clients with access to mySource, the PWGSC/PSPC intranet.
    • Date by which space is required
    • Length of term as required by client
  2. PSPC Space Allocation Limits (see table below)
    • Number of FTEs
    • Space entitlement  (m2u/ m2r) as per Space Allocation Limits (WP2.0)
    • Ratio m2u/FTE (current vs. WP2.0)
    • Determine if space is quasi-judicial; if yes, WP2.0 entitlement is different
    • If client is above m2u/FTE target, justification is required
    • Requirements for compliance to WP 2.0 fit-up standards and exemptions (non-compliant space)

Space Allocation Standards based on future project requirement

Table Summary

The table presents, for each client, the type of space, the number of FTEs, the space allocation limits, the requested space, the variance and the utilization rate.

Client Type of Space FTEs Space Allocation Limits (m2u) Requested Space (m2u) Variance (+/-) Utilization rate
(m2u /FTE)
X Office – General Administration 183 Office 5 SPS 2,429.12 2,430 0 12.92
Y Office – Public Contact 0 0 0 0 n/a
Z Office – Quasi-Judicial 0 0 0 0 n/a
Total Usable Area Required 188 2,429.12 2,430   12.92

Office Space Calculator

  1. Operational parking requirements (as per the custodial parking policy)
  2. Special considerations (if applicable)
    • Specific location within a building (ground floor, retail space, etc.)
    • Specific type of location
    • Security requirements (highly sensitive)
    • Heritage building
  3. Client demand forecast (if applicable)
    • Factors influencing future demand
    • Likelihood of factors
    • Impact on client requirements
    • Future changes in funding levels
  4. Occupancy commitments (client commitment vs. lease term)
  5. Impact on space envelope and source of client funding (ECF or Non-Reimbursing)

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 client commitment to the project
    • Risk of lack of funding
    • Risk of public perception of the established requirements
    • Risk of changing priorities in the Federal Government or department
    • Etc.
  2. Identify how and when these risks will be mitigated through the next steps of the project (Feasibility Report, Investment Analysis Report, additional studies, etc.)
  3. 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

5.0 Project Identification Stage Funding Requirement

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 Project Approval (PA).

Table Summary

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

REQUIRED SEED FUNDING
Item FY1
20XX/XX
FY2
20XX/XX
FY3
20XX/XX
TOTAL
Statement of Requirement (SOR)        
Project Complexity Risk Assessment (PCRA)        
Preliminary Project Plan (PPP)        
Functional Program (if required)        
Consultant Feasibilities Studies        
PSPC Feasibility Report (FR)        
Investment Analysis Report (IAR)        
Project Charter        
Contingency        
TOTAL        
Total Client Funded        
Total PSPC Funded        

6.0 Appendices

  1. Appendix A: Client Accommodation Requirements Questionnaire (if available)
  2. Appendix B: Tenant Requirements Package (if available)
  3. Appendix C: Security Requirement Checklist (SRCL)
  4. Appendix D: WP 2.0 Space Allocation Standard Calculator(if applicable)

Section II - Client Approval

 Note: This section only applies if client approvals are required

1. Client Approvals Sought

  1. Approval of the Statement of Requirements
  2. Assignment of client representative(s) to the project team
  3. Client Funding

All fit-up components that exceed the standards must be funded by the client department. In addition, the department is responsible for any client costs associated with this project such as, but not limited to the following: horizontal voice and data, approved non-compliant requests, additional security requirements related to the move and fit-up and all associated consultant fees and PSPC fees related to the client funded portion fit-up, as well as furniture, fixtures and equipment (FFE). Lastly, client departments are financially responsible for both the rent and fit-up of any additional space that is deemed to be ECF reimbursing or fully reimbursing.

  1. Summarize the dollar amount per fiscal year to be funded by the client in the chart below to undertake the scope of work outlined in Section I, Statement of Requirements.  Full client cost will be established at the analysis phase. 
Table Summary

The table lists items and costs to be funded by the client by fiscal year.

Item FY1
20XX/XX
FY2
20XX/XX
FY3
20XX/XX
TOTAL
Total Client Funded        

2. Client Signature(s)

The client representative endorses PSPC to proceed with the Project Identification Stage of this problem/opportunity.  In doing so, the client representative agrees to pay for client costs identified in Section I, subsection 5, Project Identification Stage Funding Requirement, of this SOR, and agrees to seek funding for their portion of the Project Delivery Phase following Project Approval (approved IAR).

Action

Date

Signature

Recommended by

Client Representative

Space for Signature

Space for Signature

Approved by

(Authorized Client Representative(s) –
with Financial Signing Authority)

Space for Signature

Space for Signature

Section III - PSPC Approval

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 Project Approval (PA) consists of – specify the goal of the project.  
  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 PA.
Table Summary

The table lists items and costs to be funded by PSPC by fiscal year.

Item FY1
20XX/XX
FY2
20XX/XX
FY3
20XX/XX
TOTAL
Total PSPC Funded        
  1. Assignment of a PSPC project team to consist of:

Project Director

Space for Signature

Leasing Officer

Space for Signature

Senior Project Manager

Space for Signature

Client Accommodation Services Advisor (CASA) /Accommodation Manager

Space for Signature

Senior Project Manager

Space for Signature

Project Manager

Space for Signature

Professional and Technical Resources

Space for Signature

Senior Financial Advisor

Space for Signature

Property Manager

Space for Signature

Project OI Analyst

Space for Signature

Other (specify)

Space for Signature

2. 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. PSPC Signatures

Note: Refer to NPMS directive to identify position and obtain the appropriate approvals in signature block below.

Action

>Date

Signature

Prepared by

Project Leader

 
 

Space for Signature

Recommended by

Space for Signature

Space for Signature

Approved by

Space for Signature

Space for Signature

Footnotes

Footnote 1

This information is from the OI List.

Return to footnote referrer 1

Footnote 2

If a Client Accommodation Requirement Questionnaire (CARQ) and/or a Tenant Requirement Package (TPR) were filled-out include them in the appendices.

Return to footnote referrer 2