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.
Purpose
- 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.
Deliverables
- Construction – refer to Construction Insurance and Monthly Reports guidelines
- Commissioning – refer to Commissioning of Facilities guidelines
Key Actions
- CMB provides ERC quarterly reports on delivery against time, costs.
- CMB monitor delivery against time, costs and quality.
- CMB overviews construction commissioning.
- Service Division overviews operational commissioning.
Documentation
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
- Realistic 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
- CMB sign off quarterly reporting.
- Any changes to endorsed scope/TEI/timeframes to be signed off by Division.
