Simplified statement of requirements for Asset Projects and Tenant Service Projects

Simplified statement of requirements for Asset
Projects and Tenant Service Projects (Word, 342KB)

On this page

• Section I—statement of requirements
  • 1. Problem/Opportunity Definition
  • 2. Background
    • 2.1 Building Condition
    • 2.2 Tenant Considerations
    • 2.3 Strategic Context
  • 3. Project Considerations
  • 4. Risk Considerations
  • 5. Appendices
• Section II—Client Approval
  • 1. Client Approvals Sought
  • 2. Client Signature(s)
• Section III—Public Services and Procurement Canada Approval
  • 1. Public Services and Procurement Canada Approvals Sought
  • 2. Public Services and Procurement Canada Source of Funds
  • 3. Public Services and Procurement Canada Signatures

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:

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

2.3 Strategic Context

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

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". 

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)

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 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

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: Real Property Services (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

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). 

Section III—Public Services and Procurement Canada Approval

1. Public Services and Procurement Canada 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 Harmonized Sales Tax (HST) of $) to undertake the scope of work outlined in the table below in order to develop this project to the PA

4. Assignment of a PSPC project team to consist of:
   • Project Leader
   • Project Manager
   • Professional and Technical Resources
   • Property Manager
   • Other (specify)
5. 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. Public Services and Procurement Canada 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. Public Services and Procurement Canada Signatures

Date modified:

2019-11-06