Occupancy Planning and Requirements Development

The PBS occupancy planning process standardizes milestone dates, requirements terminology, and responsibilities as customer agency Occupancy Agreements (OA) approach expiration.

Following the planning process is critical to achieving PBS and our customers’ mutual goals of:

  • Reducing Spending
  • Reducing Space and Overall Footprint
  • Increasing Space Utilization

View the PBS Planning And Requirements Process Customer Fact Sheet/

Occupancy Planning and Requirements Gathering Topics

Client Project Agreement

The Client Project Agreement (CPA) is a collaborative document that helps define a project’s strategic requirements and other occupancy considerations. The Regional Planning Manager and other GSA team members will work with you on completing the CPA.

To learn more about the CPA you can view Part 1 [PDF - 146 KB]and Part 2 [PDF - 167 KB].

Requirements Definitions

Strategic Requirements represent high level information that establish basic project parameters. This information includes existing occupancy information, total square feet, approximate headcount, location, use of space, parking, and utilization rate (UR) for the follow on project. Identifying strategic requirements on time is critical to a project's overall success.

Functional Requirements are developed from the strategic requirements by the GSA Project Manager and project team. This refined data set defines the new space’s parameters, operations, expectations, schedule, and cost goals. Functional requirements include, but are not limited to, a verified total square footage, headcount, and geographic location. The Project Manager reviews the functional requirements and the initial project management plan/schedule with the customer at the project kick-off meeting.

Technical Requirements refine the strategic requirements into the specific details needed to deliver the project. Technical requirements include agency-specific requirements, agency-specific security information, basic space plans and adjacency plans. This is the final step in the requirements-gathering process before a Request for Lease Proposals (RLP) can be issued or a construction project can begin in owned locations. These details will inform the Project Management Plan.Note: Initial schedule, costs, and an OA will be shared prior to lease award.

Project Lifecycle and Milestones

(milestone dates are for non-prospectus projects. Prospectus project milestones noted separately)

Identification Phase - 36-30 Prior to OA Expiration*
18-12 months prior to OMB submission (prospectus projects)

  • PBS Point of Contact**: Regional Planning Manager
  • Activities
    • Determine Strategic Requirements
    • Sign Client Project Agreement***
    • Draft OA Sent (not mandatory)

Initiation Phase - 30-29 months prior to OA Expiration
12-11 months prior to OMB submission (prospectus projects)

  • PBS Point of Contact: Regional Planning Manager
  • Activities
    • Assign Project Manager
    • Project Team Kick Off
    • Develop Preliminary Schedule

Planning Phase - 29-24 Months Prior to OA Expiration
53-36 months prior to OA expiration (aligns with CILP+ date)++ (prospectus projects)

  • PBS Point of Contact: Project Manager
  • Activities
    • Determine Technical Requirements
    • Finalize Project Management Plan, Schedule, and Budget
    • Obtain Funding Commitment, Sign Draft OA

Execution Phase - 24-0 Months Prior To OA Expiration
36-0 months prior to OA expiration+++ (prospectus projects)

  • PBS Point of Contact: Project Manager
  • Activities
    • Determine Final Requirements Package
    • Request Lease/RFP Issued
    • Project Award
    • Design
    • Construction

Close Out Phase - Substantial Completion

  • PBS Point of Contact: Project Manager
  • Activities
    • Final Inspections
    • Punch List
    • OA Finalized to Begin Rent Payments

* In some cases, factors beyond expiration can trigger engagement and strategic requirements development.
** Certain PBS personnel, such as the Lease Contracting Officer, will remain involved at multiple phases
*** Or other form of written documentation showing acceptance of the strategy in the CPA

+ Capital Investment and Leasing Program Prospectus (CILP)
++ Once strategic requirements are identified, project manager secures technical requirements over next 24 months
+++ Typical duration, actual schedule may vary

Training and Resources

Last Reviewed: 2021-07-22