The last tasks of the process in the Structuring and Pre-launching Phase will include the following.
- Formally raising the necessary approvals, packaging all tender documents, and running a control check. This is explained below; and
- Planning the Tender Phase/tender process. The tender process should be carefully planned. This involves programming the works to be done and planning the resources that will be needed (including the role of advisors and the information technology (IT) needed to handle the tender process). It also involves determining the roles and responsibilities of the project team needed to manage the process from project launch to contract signature (which is the object of chapter 6).
Before launching the tender, the procuring authority should satisfy itself that all analyses and exercises have come to a satisfactory conclusion. It is good practice to develop a check list and confirm/check that all relevant conditions of preparation and structuring are met. Box 5.37 provides an example of a checklist. Each country’s and procuring authority’s processes will, to some extent, be distinct. The check list will obviously have to match the requirements of the PPP framework, the project, and the analysis carried out during the preparation and structuring cycle of the PPP.
Some or all of the reports, and the tender documentary package itself, may be subject to approvals by different areas or departments within the government (for example, the general attorney’s office, finance secretary, comptroller, and so on), which will depend on the respective framework (the legal or regulatory prescriptions embedded in the procurement law and/or the institutional framework of the respective PPP market).
To ensure that authorizations will be received in a timely manner, the project team should consider providing progress reports (even informally) to the respective decision-makers throughout the structuring process so as to avoid last minute rejections of the project documents or affordability tests.
In some tender processes under the two-stage approach, the final tender package and final approvals may not occur in one single milestone. However, the RFQ may be issued first and the RFP published after selecting the bidders (with or without a short list). Also, certain aspects of the tender regulations may be subject to refinement during a dialogue phase (competitive dialogue processes), including the contract (see appendix A to chapter 4).
Packaging the documents and reports: After all of the previous requirements are accomplished and verified by the project team, a package/file with the final versions of the documents and reports should be distributed to the government entities in charge of assessing the project prior to the government’s final approval.
 This check list is an example, and it is based on that provided by the PPP Guidelines of the Río de Janeiro Municipal government, sponsored by the World Bank. Additionally, EPEC provides a check list before launching (page 25) in its Guide to Guidance. How to Engage with the Private Sector (PPPIAF, 2011) and also suggests a checklist (pages 109-110).