Agency Assessment and Readiness Workbook

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AGENCY ASSESSMENT AND READINESS
Please note, at any point you can save your progress by scrolling to the bottom of this form.

Name

First

Last

Title

Phone

Agency / Organization

City

State

Project name

Brief project description & rationale.

SECTION 1: Identifying Your Agency’s Need

ISSUE DEFINITION & SCOPING

1. As you examine your capital improvement plans, you will identify various needs. From service provisions, revenue, transfer of risk, to speed of delivery, what issues does your agency need to address?

What challenges might you encounter when addressing those needs?

2. Where does most of the complexity in the project lie? (e.g., financial, political, design, technical, talent)

3. What does success look like during procurement, construction and delivery? (for you)

What does success look like during procurement, construction and delivery? (for the community)

4. Have you tried to tackle this problem before?

5. Do other issues such as stakeholders, financial, or market conditions impact your ability to deliver the project?

6. Is it clear that there is sufficient Public Sector Agency authority to undertake the project and associated procurement process?

7. What strengths or advantages do you think a private sector partner might offer to address your goals?

GOVERNANCE

1. Does your agency’s need require more than one division or organization to solve?

2. Do you think you might be reliant on others, such as external private partners, or internal financial support/elected board approval) to provide funding?

3. Who will need to approve the final decision regarding the project’s delivery method and the ultimate project contracts (e.g., CEO, Board of Directors, City of Council, Mayor, Governor)?

4. Who would oversee:

a) planning the project?

b) delivering the project?

c) operating and maintaining the project?

Mission/Policy/Aligned Interest

1. Has it been or will it be difficult to mobilize project partners?

2. Would external partners benefit from the development of this project, or might they directly utilize space within the project, if it is a building?

3. Do you have the political support from the highest level for the project in general, and for it to be potentially be delivered as a P3?

4. Does the P3 delivery model fit into your agency’s current culture, and that of your partners?

5. Are there any opponents to this project, or this project being delivered as a P3, that have already been identified?

Feasibility and Implementation

1. Has a feasibility study been completed to determine the suitability of a P3?

2. Has a financial plan been completed for the project?

3. Have any studies been completed to determine the feasibility of traditional (non P3) delivery methods?

4. Have any studies been done to suggest a P3 is the right solution? (i.e. Value for Money or Business Case Analysis)

5. Do you have the legal authority to implement a P3?

Please provide link to legislation determining legal authority.

If no link exists, please upload the document determing legal authority.

Click or drag a file to this area to upload.

6. Is it clear that alternatives to the project were considered?

7. Does your required schedule for the project permit the schedule typically required to plan and procure a P3 project (18-24 mos)?

SECTION 2: Resources and Funding

Resource Assessment

1. Is there clear evidence of political and financial commitment to the project?

2. Is the Public Sector Agency’s plan to meet the ongoing commitments associated with the P3 project sustainable?

3. In your opinion what resources might be needed? (i.e., financial, human capital, infrastructure, knowledge, money, support)

4. Have you identified resources to support a P3, such as hiring advisors?

5. Have you identified your project champion, and does that person have the capacity beyond their current duties to manage this project?

6. Have you identified synergies of interest and stakeholder groups for P3 support or participation?

7. What internal capacities and resources are available? Have you connected with those resources?

8. Are partners willing to commit resources to support the P3?

9. How long do you think your resources can last, both in terms of staff capacity as well as funding during the assessment and procurement phases?

10. Are there sufficient resources to complete the technical studies required to get the project procurement ready (e.g., Geotech, hazmat, utilities mapping)?

Resource Acquisition and Funding

1. Have you identified the necessary resources to achieve your objectives?

2. Have you identified the needed resources to hire outside advisors? (Have developers approached you about their opinion of ‘not needing advisors’? Is this important to you, and if so, why?)

3. Understanding the difference between Funding and Financing – what Funding sources do you think you have to support the development of your P3 Project?

4. What strategies do you have to raise any public funds or debt to close any Funding Gaps?

5. Will the project generate any revenues? If so, what level of analysis has been completed, e.g., preliminary projections (level 1), investment-grade revenue forecasts (level 3)?

6. Has there been any analysis of whether this project would qualify for Federal grants or loans?

7. Do you have direct ability and capacity to issue debt to support the project (or indirectly through a sister agency)?

SECTION 3: Risk Assessment

Challenges and Risks

1. What are potential challenges or problems in building/sustaining the P3?

2. How would you assess the window of opportunity for this P3 (political, economic, social, institutional, technological, etc.)?

3. How will you incorporate knowledge and lessons-learned for the success of the P3?

4. Will the project generate any revenues? If so, what level of analysis has been completed, e.g., preliminary projections (level 1), investment-grade revenue forecasts (level 3)?

Quick Risk Assessment: On a scale of 1-10, 10 being the highest, rate your challenges in terms of risk

Political support

Selected Value: 0

Agency capacity

Selected Value: 0

Willing project champion

Selected Value: 0

Funding availability

Selected Value: 0

Post procurement O&M

Selected Value: 0

Your project, or intended project delivery methodology, has market interest

Selected Value: 0

Stakeholder pushback

Selected Value: 0

Change in the composition of your elected/appointed body/members

Selected Value: 0

Environmental Clearance (NEPA or state/local)

Selected Value: 0

Approvals and Permits

Selected Value: 0

Legal authority or other regulatory/procurement policy challenges

Selected Value: 1

SECTION 4: Agency Organization

Champion

1. Have you identified your project champion?

2. Who else within your organization can lend weight and credibility to the P3?

3. How will your agency maintain consistent messaging about the project?

4. Do the right Public Sector Agency bodies, individuals and/or departments have sufficient authority to execute the requirements of a P3 transaction?

Critical Leadership Roles and Functions

1. Is it clear who is making the decisions for the project?

2. Do you have the right people in the right places to develop your P3?

3. What Roles and Functions do you think are vacant?

4. Is it clear who will be involved with overseeing the project?

5. Do the assigned individuals have sufficient authority to execute the requirements of the P3 transaction?

6. Are the members of the project team and their roles and responsibilities clearly defined?

Project Team Governance Structure

1. Please outline your project governance structure, drawing lines to and from the main decision maker and project champion.

Please upload your governance structure indicating the current decision making process.

Click or drag a file to this area to upload.

CONCLUSION

Based on the working through this workbook do you think that your initial definition of the scope of the project and the challenges you are facing changed? If so, in what way?

Based on the changes in your definition and challenges what steps are you thinking of taking to address the challenges?

Are there any other questions or comments would like to add?

Save and Resume Later

ISSUE DEFINITION & SCOPING

GOVERNANCE

Mission/Policy/Aligned Interest

Feasibility and Implementation

Resource Acquisition and Funding

Challenges and Risks

Champion

Critical Leadership Roles and Functions

Project Team Governance Structure

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