In addition to data sought from jurisdictions regarding the initial expectations, data was also sought on the ongoing performance of PPP Project Co by way of other documents that may exist like:
• Gateway Review reports
• extracts of agency project progress reports on actual outcomes during the contract management phrase as they pertain to contracted KPIs, and financial matters such as on-going contractual payments and abatements, and
• extracts of project progress reports, as may be prepared for agency project control committees, pertaining to tracking actual costs against business case cost estimates (capital and recurrent), and time performance outcomes.
The PPP Project Co. and their FM providers produce, on a regular basis, comprehensive facilities management reports. There is also frequent evidence that there are regular meetings between service providers and the FM providers, and in a number of cases oversight by PPP Project Co through regular meetings with all parties. Internal government documentation indicates that mostly the PPP Project Cos are meeting and, in some cases, bettering contractual KPIs and that abatements are often applied if the service is not being delivered to the right standard.
There was no evidence of upward price adjustments for the scope of services originally contracted nor was there any evidence of risks being transferred back to government. Variations and modifications to the contracts were being undertaken where new services or changed requirements were required.
There was strong evidence of whole-of-life maintenance being undertaken such as routine maintenance, upgrades and refurbishments as envisaged by the original contracts. Some issue that required interpretation like what constitutes vandalism in schools formed part of the learning curve in the early years of some contracts.
There was also strong evidence that unforeseen events like flooding were repaired and reinstated promptly and that the FM companies had good tracking records of events that occurred frequently. Where responses to logged maintenance jobs were not done in a timely manner, abatements were applied.