Before requesting proposals, the project team should establish the schedule for the project or servicing initiative as well as establishing key milestones. The schedule should clearly reflect the local government's own timeframe for completion of the project or initiation of a service.
The schedule should include the following key milestones:
• Activities to be carried out by the local government in requesting and evaluating proposals
- securing required approvals prior to the proposal call (e.g., by Council or the Board)
- selecting the evaluation team
- drafting and advertising the RFEI/RFQ
- drafting and advertising the RFP
- evaluation of the RFP
- information meetings with proponents
- public meetings
- meetings with Council or the Board
- selection and notification of successful partner
- debriefing of non-successful partners
• Activities related to negotiation of contract
- selection of negotiating team
- drafting and finalization of Memorandum of Understanding
- public process including advertising, notification, disclosure of agreements, counter petition process and assent of electors
- preparation of contract documents
- ratification of draft contract
- securing of financial approvals (Council, the Board, regulatory agencies)
• Project rollout
- project/service initiation
- construction milestones (if applicable)
- completion of construction (if applicable)
- commissioning of service