7. Gate 4: tender decision
Gateway review 4 confirms that the recommended tender decision is appropriate, before the contract is placed with a supplier.
This review phase provides assurances about the processes used to select a supplier.
It assesses whether:
- the process has been well managed
- the business needs are being met
- both the client and the supplier can implement and manage the proposed solution
- the necessary processes are in place to achieve a successful outcome after contract award.
- Confirm the business case and benefits plan.
- Check that all necessary statutory and procedural requirements were followed throughout the procurement process.
- Confirm that the recommended contract decision is likely to deliver the specified outputs/outcomes on time, within budget and will provide value for money.
- Ensure that management controls are in place to manage the project through to completion.
- Ensure there is continuing support for the project.
- Confirm that the approved procurement strategy has been followed.
- Confirm that the department and implementation plans of both the client and the supplier/partner are achievable.
- Check that the business has prepared for developing new processes where needed and for implementing and operating new services or facilities, as well as the transition process.
- Confirm that there are plans for risk management, issue management and change management.
- Confirm that the technical implications have been addressed.
- Confirm that the proposed procurement is within the financial approvals, with adequate budget to accommodate it.
- Construction - refer to construction insurance and monthly reports guidelines.
- Commissioning - refer to commissioning of facilities guidelines.
- Infrastructure Planning and Delivery (IPD) branch provides BERC quarterly reports on delivery against time, costs.
- IPD monitor delivery against time, costs and quality.
- IPD overviews construction commissioning.
- Service division overviews operational commissioning.
The following documentation, where applicable, should be available before the review starts:
- the transaction documents executed for the procurement
- project management documents including:
- strategies for managing the risks and issues, and plans and risk log showing that risks were identified and managed.
- the plan for implementing business change and plans for handling future change.
- the service management.
- the benefit management strategy, benefit management plans and responsibilities for delivery.
- the procurement strategy.
- the operational requirements and draft contract.
- Documentation detailing:
- confirmation that the procurement strategy approved at Gateway 3 Review has been followed.
- confirmation that the negotiated and agreed solution remain within the original criteria.
- confirmation that probity has been maintained throughout the procurement process.
- tealistic plans from the supplier for development and implementation.
- an evaluation report containing recommendation and justification of the selected suppliers.
- outline project plans through to completion and plans for the next stage.
- an updated project time plan developed with the selected suppliers.
- an updated communication plan.
- confirmation of adequate funds/budget and authority to proceed.
Key sign offs
- IPD sign off quarterly reporting.
- Any changes to endorsed scope / TEI / timeframes to be signed off by division.