Signing the contracts on the respective PPP projects in federal highways construction results in extensive rights and obligations for the contracting parties. Contract management for PPP projects was therefore established by BMVI on the part of the public sector, with the aim of
Contract management thus constitutes the fourth phase in the value for money assessment process.
VIFG’s concrete tasks here are
The implementation of the contract management can be distinguished in three main steps.
In order to described the objectives of contract management for the PPP projects in the federal highways sector, the road construction authorities of the federal states must report to the BMVI. On the one hand, it is essential that all important information on the individual PPP projects are available across the federal states in standardised form. On the other hand, the administrative expenses for the preparation of the reports should be kept as low as possible (for example with the use of templates and standardised work flows).
Financial data for the reporting are thus primarily generated from the FMS of VIFG while technical aspects and clarifications on financial data are provided by the road construction authorities of the federal states and DEGES.
VIFG supports the BMVI when reporting on this basis. An instruction sheet for the preparation of reports was designed by VIFG - in accordance with the BMVI - to ensure a largely common format. This instruction sheet for the implementation of contract management was sent to the road construction authorities of the federal states and DEGES in 2009 so that the first projects could be reported on in this form after one year.
Initially, the reporting was done on a semi-annual basis and offered new insights. In 2012, it was therefore decided to revise the reporting format and content, a task that was assumed to a large extent by VIFG. The reasons for an adjustment were particularly as follows:
To do so, the report cycle was rearranged - reporting is now carried out only once a year. The point of contact for central processes at the federal government within the context of contract management and the regularly scheduled dates for the exchange of experience became part of the instructions.
In terms of content, the classification structure particularly was adjusted to ensure that individual information can be requested more precisely and the information requirement adapts to the specific phase of the project (for example no reporting on the construction after completion). The different model structures also had to be taken into account in the instruction in different ways. Moreover, the querying with regards to financial issues was adjusted in a revised structure.
Annual reporting for each PPP project in the federal highways sector is divided, and will continue to be divided into the following sectors for the respective reporting period in the future:
Technical reporting serves the performance monitoring of private contracting partners (contractor or concessionaire). The status of the construction is therefore represented by a target/actual construction period comparison during the construction phase. Additionally, there is an assessment of the quality of the planning, construction, operational service, maintenance and management performance of private partners.
The data collection and preparation for all financial transactions (for example claims on regular payments, any initial financing, compensation payments to the private partner, etc.) is carried out by the FMS of VIFG. Additional explanations are required in certain cases (for example compensation payments to private partners or even contractual penalties due to deviations from the specifications), which are provided by the road construction authorities of the federal states or the DEGES on their behalf with their reports.
The final adapted version of the updated instruction sheet was finalised in January 2013 and was sent out to the road construction authorities of the federal states and DEGES by the BMVI in February 2013. As a result of the reorganised regular cycle, the first reporting by the VIFG was due in autumn of 2013.