City of Ottawa P3 Policy - The Canadian Council for Public-Private ...
City of Ottawa P3 Policy - The Canadian Council for Public-Private ...
City of Ottawa P3 Policy - The Canadian Council for Public-Private ...
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FINANCE AND ECONOMICDEVELOPMENT COMMITTEEREPORT 3110 APRIL 2013219 COMITÉ DES FINANCES ET DUDÉVELOPPEMENT ÉCONOMIQUERAPPORT 31LE 10 AVRIL 2013Contract Management and On-Going Monitoring<strong>The</strong> <strong>P3</strong> Agreement shall define the roles, responsibilities and accountabilities <strong>of</strong>the <strong>City</strong> and <strong>P3</strong> Partner <strong>for</strong> the term <strong>of</strong> the contract. Annual reports shall update<strong>Council</strong> on the <strong>P3</strong> partner’s financial and service level per<strong>for</strong>mance. <strong>The</strong> <strong>P3</strong>Agreement shall stipulate that the <strong>P3</strong> partner shall be responsible <strong>for</strong> reportingannual budgets i.e., <strong>for</strong> project management, preventive maintenance, etc., andthe reporting <strong>of</strong> key per<strong>for</strong>mance indicators.Responsibilities<strong>City</strong> <strong>Council</strong> shall approve the authority to deliver a project using a <strong>P3</strong>approach, selection <strong>of</strong> the <strong>P3</strong> delivery model, the procurement strategy, selection<strong>of</strong> the preferred partner, and authorization to finalize a business agreement.<strong>The</strong> department shall act as the administrative authority <strong>for</strong> the <strong>P3</strong> project andshall select and lead a team <strong>of</strong> staff subject matter experts (SME’s) through thefollowing:• Stages <strong>of</strong> assessment• Negotiation <strong>of</strong> legal agreements• Implementation and project delivery• Monitoring <strong>of</strong> technical provisions <strong>of</strong> the contract• Reporting on the private partner’s financial and service level per<strong>for</strong>mance• Conducting compliance audits• Issuing non-per<strong>for</strong>mance notices• Seeking remediation <strong>of</strong> non-per<strong>for</strong>mance issues.Supply Branch shall ensure that the spirit and guiding principles <strong>of</strong> the <strong>P3</strong> <strong>Policy</strong>are adhered to throughout the process; lead the procurement process inaccordance with the Purchasing By-law; and coordinate the submission <strong>of</strong> anannual report on the <strong>P3</strong> partner’s financial and service level per<strong>for</strong>mance to <strong>City</strong><strong>Council</strong>.Legal Services or, alternatively, external legal counsel retained by the <strong>City</strong> Clerkand Solicitor to act on behalf <strong>of</strong> the <strong>City</strong>, shall review and approve all contractualdocuments that comprise the <strong>P3</strong> Agreement.Monitoring/ContraventionsGeneral Managers/Directors shall oversee the assessment <strong>of</strong> <strong>P3</strong> opportunities,selection <strong>of</strong> <strong>P3</strong> delivery model, implementation and monitoring <strong>of</strong> the <strong>P3</strong>
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