Statement of Requirements
(for Space Projects)
<Project Name>
<Location (if applicable)>
<Client>
National Project Management System
Definition Phase
Version: November 23, 2015
Prepared by:
Date:
Lease Number:
SOR Template for Space Based Projects
Table of Contents
Section I - Statement of Requirements...............................................................................................................2
1.
Problem/Opportunity Definition ............................................................................................................2
2.
Background .............................................................................................................................................2
2.1 Project History.......................................................................................................................................2
2.2 Building Condition .................................................................................................................................2
2.3 Tenant Considerations ..........................................................................................................................3
2.4 Strategic Context...................................................................................................................................4
2.5 Stakeholders..........................................................................................................................................4
3.
Project Scope .........................................................................................................................................4
4.
Risk Considerations .................................................................................................................................5
5.
Project Identification Stage Funding Requirement .................................................................................6
6.
Appendices ..............................................................................................................................................6
Section II - Client Approval ..................................................................................................................................7
1.
Client Approvals Sought ..........................................................................................................................7
2.
Client Signature(s) ...................................................................................................................................7
Section III - PWGSC Approval ..............................................................................................................................8
1.
PWGSC Approvals Sought .......................................................................................................................8
2.
Source of Funds.......................................................................................................................................8
3.
PWGSC Signatures...................................................................................................................................9
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SOR Template for Space Based Projects
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. 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. 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)
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SOR Template for Space Based Projects
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 region1
Client
Occupancy
Starting Date
Name or
address
Fontaine
Monclair
Apr. 1, 2009
May 1, 2010
Saint-Joseph
Vincent Massey
May 1, 2010
Aug. 1, 2011
Expiry Date
Dec. 31, 2013
Mar. 31,
2013
Aug. 31, 2014
Mar. 31,
2016
Lease Expiry
Date
Office
Options
Left
Dec. 31, 2022
Apr. 30, 2020
Aug. 31, 2014
Jul. 31, 2036
1 X 5Y
Grand Total
m2u
117.6
1,350.
1
195.6
1,477.
0
3,140.
3
SPS
m2r
129.2
1,357.
9
225.9
2,429.
0
4,142.
0
m2u
Total m2r
m2r
129.2
1,357.9
752.8
884.3
225.9
3,313.3
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
Client
Lease No
OI
Funding
ABC
123456
4A000
0
Non-reimbursing
123457
4A000
1
Reimbursing
Type of
Space
FTEs
m2u
m2r
Parking
Occupancy
Expiry
Office
SPS
62
May 31, 2015
46
1,125.
6
562.8
844.2
2
Office
1,000.
0
500.0
750.0
3
May 31, 2015
2,250.
0
2,532.
6
5
Total for ABC
2.
1
108
Impact of current problem/opportunity on tenants (if applicable)
Additional tenant costs
Disruption of Program
Required relocation
In-service date
This information is from the OI List
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SOR Template for Space Based Projects
3.
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
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 PWGSC’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. Project Scope 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 PWGSC)
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.
- Date by which space is required
Length of term as required by client
2
If a Client Accommodation Requirement Questionnaire (CARQ) and/or a Tenant Requirement Package (TPR) were filled-out include them in the
appendices.
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SOR Template for Space Based Projects
2.
PWGSC 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
Client
X
Y
Z
Type of Space
Office – General
Administration
Office – Public Contact
Office – Quasi-Judicial
Total Usable Area Required
FTEs
183 Office
5 SPS
0
0
188
Space
Allocation
Limits
(m2u)
2,429.12
Requested
Space (m2u)
Variance
(+/-)
Utilization rate
(m2u /FTE)
2,430
0
12.92
0
0
2,429.12
0
0
2,430
0
0
n/a
n/a
12.92
Office Space Calculator
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)
4. 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.)
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SOR Template for Space Based Projects
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. 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).
REQUIRED SEED FUNDING
Item
FY1
20XX/XX
FY2
20XX/XX
FY3
20XX/XX
Statement of Requirement (SOR)
Project Complexity Risk Assessment (PCRA)
Preliminary Project Plan (PPP)
Functional Program (if required)
Consultant Feasibilities Studies
PWGSC Feasibility Report (FR)
Investment Analysis Report (IAR)
Project Charter
Contingency
TOTAL
Total Client Funded
Total PWGSC Funded
6. Appendices
1.
2.
3.
4.
Appendix A: Client Accommodation Requirements Questionnaire (if available)
Appendix B: Tenant Requirements Package (if available)
Appendix C: Security Requirement Checklist (SRCL)
Appendix D: WP 2.0 Space Allocation Standard Calculator(if applicable)
6
TOTAL
SOR Template for Space Based Projects
Section II - Client Approval
Note: This section only applies if client approvals are required
1. Client Approvals Sought
1.
2.
3.
Approval of the Statement of Requirements
Assignment of client representative(s) to the project team
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 PWGSC 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.
4.
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.
FY1
20XX/XX
Item
FY2
20XX/XX
FY3
20XX/XX
TOTAL
Total Client Funded
2. Client Signature(s)
The client representative endorses PWGSC 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
Approved by
(Authorized Client Representative(s)
– with Financial Signing Authority)
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SOR Template for Space Based Projects
Section III - PWGSC Approval
1. PWGSC Approvals Sought
1.
2.
3.
Approval of the Statement of Requirements.
Approval to initiate the documentation relevant to the development of this project to Project Approval
(PA) consists of – specify the goal of the project.
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.
Item
FY1
20XX/XX
FY2
20XX/XX
FY3
20XX/XX
TOTAL
Total PWGSC Funded
4. Assignment of a PWGSC project team to consist of:
Project Director
Leasing Officer
Senior Project Leader
Client Accommodation Services Advisor (CASA) /
Accommodation Manager
Senior Project Manager
Project Manager
Professional and Technical Resources
Senior Financial Advisor
Property Manager
Project OI Analyst
Other (specify)
2. Source of Funds
Identify the source of funds for the Expenditure Authority:
-
PWGSC Vote 1, Operating Expenditures and Contributions or Special Purpose Allotment, Real
Property
PWGSC Vote 5, Capital Expenditures , Real Property
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SOR Template for Space Based Projects
3. PWGSC 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
Recommended by
Approved by
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