Simplified Statement of Requirements for Asset Projects and Tenant Service 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. Problem/Opportunity Definition

  1. The key issues and factors driving the initiation of the project are the following:
This table is only an example and contains no data.
Type of Factor/ Issue Driving Factor (Yes/No) Brief Description
Maintain or improve asset    
Issues related to a system    
Environmental performances    
Previous approvals, decisions or agreements    
Portfolio Decision    
Client Requirements    
Emergency Situation    
Health and Safety    
Other project(s) or program(s)    

Note: For all items identified “Yes” as a driving factor, provide a brief description in the table above. This section should not include any indication of the proposed solution. Its purpose is to concentrate on what drives the project. 

2. Background

2.1 Building Condition

  1. Brief description of the building
    • Age, location, classification of the building, building owner
    • Identify special building characteristics which must be taken into consideration, such as heritage designation, strategic value of the asset, service agreements, etc...
    •  Future plans for use of this asset based on Owner Investor/ Portfolio Management
  2. Overall condition information from Building Condition Report, Properties Facilities Management, Building Management Plan, Asset Management Plan etc. (if appropriate)
    • Facility Condition Index (FCI) (if applicable)
    • Key or critical project related problems and impacts

2.2 Tenant Considerations

  • List all the building occupants (preferably in order or importance based on occupancy or impact). 
  • For tenant services projects, provide all relevant information on the client accommodation strategy, anticipated changes, related tenant direct or tenant services projects, identified fit-up projects, issues etc. (if applicable) which must be taken into consideration and could affect the recommendation and approval of this Simplified Statement of Requirements
  • Identify whether the client is currently in conformance with both the Government of Canada Workplace 2.0 Fit-up Standard and the Space Allocation Standard. 
  • Identify the type and amount of space occupied in form of a table (if appropriate) or attach a copy of the relevant Occupancy Instruments as appendix documents. 
Table Summary

The table presents, for each client, the type and amount of space occupied in square meter usuable and in square meter rentable, the Occupancy Instrument expiry date and lease expiry date. 

Client Type of space m 2u m 2r Occupancy Instrument (OI) Expiry Date Lease Expiry Date (if applicable)
X Storage 473.9 494.3 August 31, 2016  
Y Office 2,744 2,982.6
December 31, 2018  
SPS 774.3 807.5  
Z Office     September 30, 2015  
    10,892.2 11,779.5    

2.3 Strategic Context

The problem/opportunity relates to current strategies and plans as identified below:

This table is only an example and contains no data.
Strategies/ Plans Relates (yes/no/NA) Justification (for “no” / “NA”)
Asset Management Plan    
Building Management Plan    
Strategic Action Plan    
Client Accommodation Strategy(ies)    
Regional Investment Strategy (RIS)    
Portfolio Strategy    
Community Based Investment Strategy (CBIS)    
Sustainable Development Strategy    

3. Project Considerations

The project must take into consideration the following issues/requirements which may impact the options analysis and the eventual solution. Elaborate and provide necessary details below for all issues identified as “considerable” or “major”. 

This table is only an example and contains no data.
Special Issues/ Requirements No identified Issues/ Not applicable Minor Issue Considerable Issue Major Issue Details (for “Considerable”/ “Major” Issues)
Technical requirements          
Level of urgency          
Health and safety          
Environmental requirements          
Timing or project schedule          
Project funding          
Security requirements          
Accessibility requirements          
Heritage building          
Client requirements          
Other requirements          

4. Risk Considerations

  1. Identify any potential risks that might come up when developing the project or any risks that might impact the success of meeting the project requirements. Elaborate and provide sufficient information for all risk factors which are identified as having a Medium or High risk level (based on the probability and impact)
This table is only an example and contains no data.
Risk Factor Probability (L/M/H)  Impact (L/M/H) Risk Level (L/M/H) Details (for factors with a “M” / “H” risk level)
Lack of PSPC funding        
Lack of client funding        
Meeting established timelines        
Public scrutiny        
Changing priorities        
Client engagement/ commitment        
Other        
  1. 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 are not restricted to:
    • Health and safety
    • Timing
    • Delays
    • Cost increase or escalations
    • Operational restraints
    • Effect on other related projects

5. Appendices

List the relevant Appendix documents such as the Building Management Plan or Client Occupancy Instruments (Lease Out documents) as applicable. 

Section II – Client Approval

Note: This section only applies to tenant service projects

1. Client Approvals Sought

  1. Approval of the Simplified Statement of Requirements
  2. Assignment of client representative(s) to the project team
  3. Client Funding: RPS Revolving Fund for tenant services (SSA)
  4. Summarize the dollar amount per fiscal year to be funded by the client to undertake the scope of work outlined in the table below in order to get to Project Approval. Full client cost will be established at the analysis phase. 
This table is only an example and contains no data.
Item FY1
2015/16
FY2
2016/17
FY3
2017/18
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 above, and agrees to seek funding for their portion of the Project Delivery Phase following Project Approval (approved IAR). 

Table Summary

This table indicate who recommended and approved this Simplified Statement of Requirements, the date and signature.

Action Date Signature

Recommended by
Client Representative

   

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

   

Section III – PSPC Approval

1. PSPC Approvals Sought

  1. Approval of the Simplified Statement of Requirements. 
  2. Approval to initiate the documentation relevant to the development of this project to Project Approval (PA). 
  3. Approval of Expenditure Authority in the amount of $ (total costs, substantive estimates, current dollars, including HST of $) to undertake the scope of work outlined in the table below in order to develop this project to the PA
This table is only an example and contains no data.
Item 2015/16 2016/17 Total
Simplified Statement of Requirement (SSOR)      
Preliminary Project Plan (PPP)      
Functional Program (if required)      
Consultant Feasibilities Studies      
Investment Analysis Report (IAR)      
Contingency      
Total      
Total Client Funded (as per Section II)      
Total PSPC Funded      
  1. Assignment of a PSPC project team to consist of:
    • Project Leader
    • Project Manager
    • Professional and Technical Resources
    • Property Manager
    • Other (specify)
  2. Consultation has or will take place with the following additional key stakeholders in the development of this project:
    • Owner Investor
    • Accommodation Manager/ Service Advisor
    • Professional and Technical Resources
    • Other (specify)

2. PSPC Source of Funds

  • Identify the source of funds for the  Expenditure Authority
    • PSPC Vote 1, FA&H Special Purpose Allotment, Real Property B123
    • PSPC Vote 5, Capital Expenditures , Real Property B141

3. PSPC Signatures

Note: Refer to NPMS Directive for Real Property Projects to identify position and obtain the appropriate approvals in signature block below. 

Table Summary

This table indicate who prepared, recommended and approved this Simplified Statement of Requirements, the date and signature.

Action Date Signature
Prepared by
Project Leader
   
Recommended by    
Approved by