U.S. Department of Transportation
Federal Highway Administration
1200 New Jersey Avenue, SE
Washington, DC 20590
202-366-4000
Note: The Project Manager/Project Board/individual made responsible for the procurement of this project must obtain the Accountable Officer's approval for their Project Specific Procurement Process Checklist once Sanctioning Authority approval to proceed and procure the project as a PPP, has been obtained.
The attached Procurement Process Checklist has been compiled by the Project Manager to reflect the specific needs of the project and approved for use by the Accountable Officer.
To be completed by the Project Manager/ Individual responsible for the Project:
Name: ____________________________ (Block Capitals)
Signature: ___________________________
Date: ____________________________
To be completed by the Accountable Officer:
Name: ____________________________ (Block Capitals)
Signature: ____________________________
Date: ____________________________
The steps outlined below are not in Chronological order
| Main Requirement | Further Detail | Completed | Not Required | Not Completed |
|---|---|---|---|---|
| Preliminary Appraisal —as per the Capital Appraisal Guidelines | Needs analysis | |||
| Preliminary Appraisal —as per the Capital Appraisal Guidelines | Options Appraisal | |||
| Preliminary Appraisal —as per the Capital Appraisal Guidelines | Cost Benefit Analysis | |||
| National Development Finance Agency | Advice of the National Development Finance Agency sought | |||
| PPP Assessment | A document, following the guidelines, proposing the most suitable procurement approach | |||
| Vires Assessment | Confirmation that the Sponsoring Agency has the statutory power or vires to enter into a PPP arrangement, e.g. is the Sponsoring Agency detailed in the Schedule to the State Authorities Public Private Partnerships Arrangements Act, 2002 | |||
| Stakeholder Consultation | Stakeholder consultation: As required by relevant guidelines | |||
| Project Board | Nomination of the Project Board | |||
| Project Board | Agreement of reporting relationships | |||
| Project Board | Procurement Process Checklist agreed with Accountable Officer | |||
| Legal Opinion | Any legal advice sought by the Project Board must be from a current member of either the Law Society of Ireland or The Honourable Society of Kings Inns or from another source of equal legal recognition and standing | |||
| The identification and valuation of relevant State assets | In the context of the project, and within the role of the NDFA the identification and valuation of relevant State Assets | |||
| Ground conditions survey | Record that any civil engineer engaged by the Project Board to carry out the survey holds a recognised degree in civil engineering, or is a chartered engineer, or possesses another qualification of equal recognition and standing | |||
| Ground conditions survey | Ground conditions survey to be carried out by a civil engineer | |||
| Procurement Procedure | Compliance with EU and National Procurement guidelines | |||
| Procurement Procedure | Selection of Preferred bidder in accordance with the agreed Tender Evaluation Procedure | |||
| Documentation provided to tenderers | Confirmation that the Project Board has put a system in place to ensure that all documentation issued by the Board, particularly to tenderers, is consistent. | |||
| Tenderer Management and Evaluation Methodology agreed | The Project Board has agreed a methodology which identifies the approach and timeline for the development of the evaluation criteria; the equitable treatment of all tenderers and their queries; the management of conflict resolution and conflict of interest issues and facilitates feedback to the unsuccessful candidates. | |||
| Public Sector Benchmark | Completion of the Public Sector Benchmark prior to seeking Expressions of Interest | |||
| Public Sector Benchmark | Confirmation that the Public Sector Benchmark was not amended during the procurement process | |||
| Affordability Cap | Affordability Cap received from Sanctioning Authority | |||
| Affordability Cap | Agreed Financial and Contract Close within the approved Affordability Cap | |||
| Sanctioning Authority | Approval received to appoint client advisors and draft the Public Sector Benchmark | |||
| Sanctioning Authority | Approval of the Affordability Cap and to procure the project | |||
| Sanctioning Authority | Project Board has communicated any/all breaches or potential breaches of the Affordability Cap to the Sanctioning Authority | |||
| Value for Money Comparison | Evaluation of the preferred tender against the PSB and the Affordability Cap | |||
| Retention of Project related documents | Confirmation that the Project Manager / Project Board has put a system in place to ensure that all project related documentation is retained by the Sponsoring Agency. | |||
| Adherence to Guidelines | Record adherence to Department of Finance PPP Guidance | |||
| Adherence to Guidelines | Record adherence to Sectoral PPP Guidance | |||
| Adherence to Guidelines | Record adherence to criteria identified in the documentation issued by the Project Board to the tenders |
To be completed by the Process Auditor prior to submission of the checklist to the Accountable Officer as part of the Pre-contract Award Report:
Name: ____________________________ (Block Capitals)
Signature: ____________________________
Date: ____________________________
OFFICE OF INTERNATIONAL PROGRAMS FHWA/US DOT (HPIP)
400 Seventh Street, SW
Washington, DC 20590
Tel: (202) 366-9636
Fax: (202) 366-9626
E-mail: international@fhwa.dot.gov
www.international.fhwa.dot.gov
Publication No.FHWA-PL-07-001
HPIP/1-06(3.5)EW
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