Feasibility report (for Space Projects)

Feasibility report (for Space Projects) (Word, 422KB)

<Project Name>
<Location (if applicable)>
<Client>

National Project Management System

Feasibility Phase

Version:  July 02, 2013
Prepared by:
Date:
Lease Number:

On this page

• Executive Summary
• 1. Problem/Opportunity Definition
• 2. Background
  • 2.1 Project History
  • 2.2 Building Condition
  • 2.3 Tenant Considerations
  • 2.4 Strategic Context
  • 2.5 Stakeholders
• 3. Project Scope
• 4. Identification and Analysis of Options
  • 4.1 Options Considered
  • 4.2 Analysis of Non-Financial Factors/Preliminary Risk Assessment
  • 4.3 Non-Feasible Options
  • 4.4 Feasible Options
    
• 5. Recommended Options for Further Analysis
• 6. Project Team, Approval and Signatures

Executive Summary

1. Statement of the problem/opportunity
   • Problem/Opportunity definition
2. Previous Approvals, decision or agreements (if applicable)
3. Special issues to Regional Investment Management Board/Real Property Investment Board (if applicable)
   • Risk management
   • Potential political consideration
   • Timing
   • Legal issues
   • Client issues
   • Department’s sustainable development targets
   • Heritage conservation
   • Public sensitivity
   • Recent or ongoing related projects
4. List options to be analyzed

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

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
2. Impact of current problem/opportunity on tenants (if applicable)
   • Additional tenant costs
   • Disruption of Program
   • Required relocation
   • In-service date
3. Client liaison activities (if applicable)
   • How client concerns are currently being dealt with
     

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.

Current client(s) occupancies affected by this requirement

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.

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
2. 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

1. Requirements (for Project scope^{Footnote 1})
   • 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 (page available on Government of Canada network only).
   • 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)
3. Operational parking requirements (as per the custodial parking policy)
4. Special considerations (if applicable)
   • Specific location within a building (ground floor, retail space, etc.)
   • Specific type of location
   • Security requirements (highly sensitive)
   • Heritage building
5. Client demand forecast (if applicable)
   • Factors influencing future demand
   • Likelihood of factors
   • Impact on client requirements
   • Future changes in funding levels
6. Occupancy commitments (client commitment vs. lease term)
7. Impact on space envelope and source of client funding (ECF or Non-Reimbursing)

Space Allocation Standards based on future project requirement

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.

4.0 Identification and Analysis of Options

4.1 Options Considered

• Identify and describe all reasonable options for satisfying the project requirements
• It is best to identify a greater number of options and then rule them out
• Some examples of options for space-based projects are the following:
  • Vacant crown inventory
  • Lease tender call for existing space
  • Renewal in-situ
  • Build-to-lease
  • Lease-purchase
  • Crown-construction
  • Acquisition of an existing building
  • Public-Private-Partnership (a P3 screening tool was developed for larger projects)
  • Space optimization of existing space

4.2 Analysis of Non-Financial Factors/Preliminary Risk Assessment

Advantage and Disadvantage and Preliminary Risk Assessment Table (example)

The table presents examples of options, their advantages, disadvantages, and preliminary risk assessments for each options.

Some examples of non-financial factors are the following:

• Project requirement satisfaction
• Client requirements satisfaction
• Strategic context
• Impact on diversity or balance of the inventory
• Timing requirements respected
• Support goals and objectives of PSPC Sustainable Development Strategy
• Suitability of accommodation
• Flexibility
• Ease of implementation
• Disruptions to tenants
• Strategic compatibility
• Good Neighbour Policy
• Environmental factors
• Federal presence
• Accessibility

Some examples of risk factors relevant to each option (ranked High, Medium or Low) are the following:

• Risk that the project may not fully rectify an identified problem
• Risk of user needs not being met
• Risk of changing requirements
• Risk of not meeting timing requirements
• Risk of cost overruns
• Risk of future performance being impaired
• Risk of environmental degradation

4.3 Non Feasible Options

• All options considered but not feasible
• Clearly explain why the eliminated options are not considered for further analysis
• Relate the client’s (or Regional Portfolio) strategy with the parameters of the options

4.4 Feasible Options

• Identify the options which are to be carried forward for in-depth analysis within the IAR:
  • Develop the main options analyzed
  • Clearly explain the details of each option (what they consist of)
  • Relate the client’s (or Regional Portfolio) strategy with the parameters of the options
  • Proposed Timeline (project milestones only)
  • Is a short term renewal required for implementation of one of the options (that is Crown construct or lease-purchase)

5.0 Recommended Options for Further Analysis

• Combine the results and summarize the key findings of the options analysis (determine which options were considered as feasible after non-financial analysis and risk assessment)
• Identify which options are recommended for further analysis in the preparation of the IAR

6.0 Project Team, Approval and Signatures

Date modified:

2019-11-06