The table below describes the recommended disclosure approach at typical stages of the procurement process. Not all stages outlined below are applicable to all public private procurement processes.
| PROCUREMENT RELATED DISCLOSURE GUIDELINES FOR PUBLIC PRIVATE PARTNERSHIPS | |
| MILESTONE | DISCLOSURE GUIDANCE AND RATIONALE |
| Request for Qualifications document (RFQ) | • Disclosure is recommended. Generally the RFQ should be publicly available such as on a project website or through a link to the BC Bid website. In addition, addenda to the RFQ will be made available to proponents who register through the BC Bid process. |
| Name and number of parties who respond to the RFQ | • Disclosure of the number of respondents is recommended. • Disclosure of names is generally not advised, but should be determined based on the specific project and its circumstances. The ability to attract qualified respondents may be affected by disclosing names at this stage; as such, names should generally be disclosed only when shortlists are established or qualifying stages are reached. Further, disclosure of names may not be meaningful as respondents may choose not to continue in the competitive process, and have not yet been qualified to proceed to the next stage of procurement. • It is recommended that the nature of respondents be characterized and that context about the number be provided (i.e., if teams are expected to consolidate in later stages). |
| Name and number of parties who are short-listed at RFQ stage and receive the Request for Proposals document | • Disclosure of the number and names of successful parties is recommended. |
| Request for Proposals (RFP) | • Disclosure of the RFP is recommended. |
| Draft Project Agreement | • Disclosure of the draft Project Agreement is not recommended given that this contract is the basis for commercial negotiations, is subject to change and could harm the negotiating interests of the Province, and of proponents, in future projects. |
| Name of preferred proponent | • Disclosure of preferred proponent is recommended; however, the timing of this disclosure needs to be such that the government's negotiating position will not be harmed. Disclosure of a preferred proponent may be best at a stage when evaluation and decision making are sufficiently advanced, so that the information reflects the likely outcome of the procurement process. |
| Report of the Fairness Adviser (if applicable) | • Disclosure of the final report is recommended at or soon after financial close. • There may be interim opinions issued at earlier stages in the process. |
| Project Report: Achieving Value for Money (following conclusion of an agreement) | • Disclosure of a final Project Report: Achieving Value for Money for the project soon after financial close is recommended. This is the stage when a commitment is made. o Final value for money assessment should include a Multiple Criteria Analysis for the project; a value for money analysis of the final agreement achieved versus a base case, such as a public delivery option for the project if one was considered; and any further innovations/savings captured during the procurement process. This report will also include the objectives, costs and benefits, and risks of the project. |
| Final Project Agreement | • Disclosure is recommended within 60 days of financial close, protecting information that is personal, proprietary or commercially confidential. |
| Proposals from Proponents | • Disclosure of proposals from proponents and respondents is not recommended because disclosure of these documents could significantly harm the commercial and competitive interests of the proponents, and the ability of the government to attract the best possible project at the best cost. |