Documents

There are many documents that should be disclosed at points during a PPP process.

The OCDS for PPPs documentType codelist includes a description of each document or element of information referenced in the World Bank PPP Disclosure Framework.

Representation

Each document can be represented using a Document object. This can contain:

  • A documentType code;

  • A short summary of the information required;

  • A direct link to the exact place where the further information is found;

The full set of fields for representing a document are shown below

Title

Description

Type

Format

Required

id

[string, integer]

Required

ID

A local, unique identifier for this document. This field is used to keep track of multiple revisions of a document through the compilation from release to record mechanism.

documentType

[string, null]

Document type

A classification of the document described, using the open documentType codelist.

title

[string, null]

Title

The document title.

description

[string, null]

Description

A short description of the document. Descriptions are recommended to not exceed 250 words. In the event the document is not accessible online, the description field can be used to describe arrangements for obtaining a copy of the document.

url

[string, null]

uri

URL

A direct link to the document or attachment. The server providing access to this document ought to be configured to correctly report the document mime type.

datePublished

[string, null]

date-time

Date published

The date on which the document was first published. This is particularly important for legally important documents such as notices of a tender.

dateModified

[string, null]

date-time

Date modified

Date that the document was last modified

format

[string, null]

Format

The format of the document, using the open IANA Media Types codelist (see the values in the 'Template' column), or using the 'offline/print' code if the described document is published offline. For example, web pages have a format of 'text/html'.

language

[string, null]

Language

The language of the linked document using either two-letter ISO639-1, or extended BCP47 language tags. The use of lowercase two-letter codes from ISO639-1 is recommended unless there is a clear user need for distinguishing the language subtype.

pageStart

[string, null]

Page start

When the information referenced exists within a large document, indicate the first page on which it can be found. This should refer to the printed page number, not the page number reported by software applications.

pageEnd

[string, null]

Page end

When the information referenced exists within a large document, indicate the last page on which it can be found. This should refer to the printed page number, not the page number reported by software applications.

accessDetails

[string, null]

Access details

A description of any special arrangements needed to access this document, for example: registering for access, paying a fee, or visiting a location to inspect the document.

accessDetailsURL

[string, null]

uri

Access details URL

A web address for information on any special arrangements needed to access the document.

author

[string, null]

Author

The names of the authors of the document.

unofficialTranslations

array[string]

Unofficial translations

The languages in which unofficial translations of the document are available, from the open language codelist. A BCP47 language tag is allowed, if there is a user need for the additional information.

Types

The full list of document types, and where they should appear, is given below.

Code

Title

Description

Extension

plannedProcurementNotice

Notice of planned procurement

A notice published by the procuring entity regarding their plans for future procurement, also known as a prior information notice. The procuring entity can use the notice of planned procurement as a tender notice.

OCDS Core

tenderNotice

Tender notice

The notice published by the procuring entity inviting interested suppliers to submit a request for participation, a bid, or both. This can be a link to a downloadable document, to a web page, or to an official gazette in which the notice is contained.

OCDS Core

awardNotice

Award notice

The formal notice that gives details of the contract award. This can be a link to a downloadable document, to a web page, or to an official gazette in which the notice is contained.

OCDS Core

contractNotice

Contract notice

The formal notice that gives details of a contract being signed and valid to start implementation. This can be a link to a downloadable document, to a web page, or to an official gazette in which the notice is contained.

OCDS Core

completionCertificate

Completion certificate

A completion certificate issued by a relevant authority providing evidence that works were completed to a certain level of quality. Completion certificates might only be relevant for particular kinds of contracting processes.

OCDS Core

procurementPlan

Procurement plan

Documentation that sets out the basis for this particular contracting process.

OCDS Core

biddingDocuments

Bidding documents

Documentation for potential suppliers, describing the goals of the contract (e.g. goods and services to be procured), and the bidding process.

OCDS Core

technicalSpecifications

Technical specifications

Tendering requirements that: lay down the characteristics of goods or services to be procured, including quality, performance, safety and dimensions, or the processes and methods for their production or provision; or address terminology, symbols, packaging, marking or labelling requirements, as they apply to a good or service.

OCDS Core

evaluationCriteria

Evaluation criteria

Documentation on how bids will be evaluated.

OCDS Core

evaluationReports

Evaluation report

Documentation on the evaluation of the bids and the application of the evaluation criteria, including the justification for the award.

OCDS Core

contractDraft

Contract draft

A draft or pro-forma copy of the contract.

OCDS Core

contractSigned

Signed contract

A copy of the signed contract. Consider providing both machine-readable (e.g. original PDF, Word or Open Document format files), and a separate document entry for scanned-signed pages where this is needed.

OCDS Core

contractArrangements

Arrangements for ending contract

Documentation of the arrangements for ending the contract(s).

OCDS Core

contractSchedule

Contract schedules

Any document which contains additional terms, obligations or information related to the contract, such as a schedule, appendix, annex, attachment or addendum.

OCDS Core

physicalProgressReport

Physical progress reports

Documentation on the status of implementation, usually against key milestones.

OCDS Core

financialProgressReport

Financial progress reports

Documentation providing dates and amounts of stage payments made (against total amount) and the source of those payments, including cost overruns, if any. Structured versions of this information can be provided through contract implementation transactions.

OCDS Core

finalAudit

Final audit

Documentation of a final audit carried out at the end of contract implementation.

OCDS Core

hearingNotice

Public hearing notice

Documentation of any public hearings that took place as part of the planning for this contracting process.

OCDS Core

marketStudies

Market studies

Documentation of any market studies that took place as part of the planning for this contracting process.

OCDS Core

eligibilityCriteria

Eligibility criteria

Detailed documents about the eligibility of bidders.

OCDS Core

clarifications

Clarifications to bidders questions

Documentation that provides replies to issues raised in pre-bid conferences or an enquiry processes.

OCDS Core

shortlistedFirms

Shortlisted firms

Documentation providing information on shortlisted firms. Structured versions of this information can be provided using the bids extension.

OCDS Core

environmentalImpact

Environmental impact

Documentation of assessments of the environmental impacts (e.g. impacts on flora, fauna & woodlands, areas of natural beauty, carbon emissions etc.) and mitigation measures (e.g. pollution control, low carbon solutions, sustainable timber etc.) for the contracting process.

OCDS Core

assetAndLiabilityAssessment

Assessment of government's assets and liabilities

Documentation covering assessments of the government's assets and liabilities related to this contracting process.

OCDS Core

riskProvisions

Provisions for management of risks and liabilities

Documentation covering how risks will be managed as part of this contracting process.

OCDS Core

winningBid

Winning bid

Documentation of the winning bid, including, wherever applicable, a full copy of the proposal received.

OCDS Core

complaints

Complaints and decisions

Documentation of any complaints received, or decisions in response to complaints.

OCDS Core

contractAnnexe

Annexes to the contract

Copies of annexes and other supporting documentation related to the contract.

OCDS Core

contractGuarantees

Guarantees

Documentation of guarantees relating to a contracting process or contract.

OCDS Core

subContract

Subcontracts

Documentation detailing subcontracts and/or providing a copy of subcontracts themselves. Where OCDS data on the subcontracts exists, this can be declared using the relatedProcess block.

OCDS Core

needsAssessment

Needs assessment

Documentation of the needs assessments carried out for this contracting process addressing demand for the project or investment from the affected communities or users.

OCDS Core

feasibilityStudy

Feasibility study

Documentation of feasibility studies carried out for this contracting process, providing information on net benefits or costs of the proposed goods, works or services.

OCDS Core

projectPlan

Project plan

Documentation of project planning for this contracting process, and, where applicable, a copy of the project plan document.

OCDS Core

billOfQuantity

Bill of quantity

Documentation that provides itemized information on materials, parts and labour, and the terms and conditions for their provision, providing information that would enable bidders to price work effectively. Structured versions of item and quantity information at each of tender, award and contract stage can be provided using units within the items building block.

OCDS Core

bidders

Information on bidders

Documentation on bidders or participants, their validation documents and any procedural exemptions for which they qualify.

OCDS Core

conflictOfInterest

Conflict of interest

Documentation of conflicts of interest declared or uncovered.

OCDS Core

debarments

Debarments

Documentation of any debarments issued.

OCDS Core

illustration

Illustrations

Images intended to provide supporting information. The URL for images should be directly to an image file that applications can display as part of a gallery of images. At the tender stage, images can be illustrations of goods, works or services needed or for sale. At the implementation stage, images can be illustrations or visual evidence of physical progress.

OCDS Core

submissionDocuments

Bid submission documents

Documentation submitted by a bidder as part of their proposal.

OCDS Core

contractSummary

Contract summary

Documentation providing an overview of the key terms and sections of the contract. Commonly used for large and complex contracts.

OCDS Core

cancellationDetails

Cancellation details

Documentation of the arrangements, or reasons, for cancellation of a contracting process, award or specific contract.

OCDS Core

tariffs

Tariffs

For providing tariff and pricing schedules.

Tariffs

tariffMethod

Tariff method

For summarizing the method by which tariffs are set and linking to detailed documentation of the methods for setting tariffs. This might include written documentation and spreadsheets providing the models used to calculate tariffs.

Tariffs

tariffReview

Tariff review

For summarizing the arrangements for the review and regulation of tariffs and linking to detailed documentation that covers how tariffs are regulated. This is important to explain to users why they are paying what they are paying and the scope for changes to payment structures.

Tariffs

tariffIllustration

Tariff illustration

For linking to graphs and reports on the change over time in tariff prices. Use the relevant image media type when linking to PNG or JPEG or GIF graphs to allow applications to directly display this content.

Tariffs

valueForMoneyAnalysis

Value for money analysis

A summary of the value for money analysis carried out for the project, along with supporting figures, calculations and business case, based on projected or actual procurement outcomes.

OCDS for PPPs Extension

serviceDescription

Service descriptions

A high-level description of the services

OCDS for PPPs Extension

estimatedDemand

Estimated demand

A narrative describing the estimated demand to be served (annually) by the project.

OCDS for PPPs Extension

projectAdditionality

Project additionality

A description of the additionality provided by the project

OCDS for PPPs Extension

financeAdditionality

Finance additionality

A description of the additionality provided by the finance method

OCDS for PPPs Extension

pppModeRationale

Rationale for PPP modality

A description of the reasons for choosing to conduct this project as a PPP

OCDS for PPPs Extension

evaluationCommittee

Evaluation committee details

Information on the constitution of the evaluation committee

OCDS for PPPs Extension

requestForQualification

Request for qualification

The set of documents issued by the procuring authority that constitute the basis of the qualification and potentially the pre-selection of candidates (the short list). Qualified (or short-listed candidates) will then be invited to submit a proposal (or to enter into a new phase prior to bid submission, such as a dialogue phase or interactive phase).

OCDS for PPPs Extension

minutes

Minutes

Minutes of pre-bid meetings, or other relevant meetings.

OCDS for PPPs Extension

negotiationParameters

Negotiation parameters

A description of the parameters for negotiation with the preferred proponent

OCDS for PPPs Extension

riskComparison

Risk comparison

Risk comparison of other financing methods

OCDS for PPPs Extension

discountRate

Discount rate and risk premium

An explanation of the discount rate, and any risk premium used, including information on project-specific circumstances that justify the risk premium rate used.

OCDS for PPPs Extension

equityTransferCaps

Equity transfer caps

Details of any restrictions on the transfer of equity by shareholders or other relevant participants in the project. Certain contracts provide for caps on equity transfer in different stages of the contract, especially during the construction stage and for a few years thereafter.

OCDS for PPPs Extension

financeArrangements

Security and step in arrangements

Details of any rights granted to a lender to access value in the event of default by a borrower and any rights granted to a party to "step in" to the shoes of another party, for example, a right granted to a lender or public authority to take over temporarily the operation of a project in case of failure to perform by a private party.

OCDS for PPPs Extension

guaranteeReports

Fiscal commitments and contingent liabilities disclosure reports

Reports detailing the fiscal commitments of the public authority to the PPP, for example known payments that need to be made if the PPP proceeds or payment commitments whose occurrence, timing and magnitude depend on some uncertain future event, outside the control of the public authority.

OCDS for PPPs Extension

grants

Grants

Information on grants given to support the project. Grant information ought to detail the total value of subsidy, and/or the value of subsidy as a proportion of the overall project value, as well as providing information on the nature of the grant. For capital subsidies paid during construction of a project, or operating subsidies paid during operation, details of periodicity of grant payments, and particular grant milestones, ought to be provided.

OCDS for PPPs Extension

servicePayments

Service payments

Service payments are payments made by the public authority or purchaser to the private provider for infrastructure services (applicable in some types of Public Private Partnership projects). The documentation ought to cover the total number of payments and their periodicity, as well as the methodology used for calculating payments and the indexation used.

OCDS for PPPs Extension

landTransfer

Land transfer

Details of land transferred on lease or other basis by government, including details of property numbers with the quantum of land transferred, zoning information and conditions of transfer.

OCDS for PPPs Extension

assetTransfer

Asset transfer

Details of asset, human resource of personnel transfers, including documentation of the conditions of transfer.

OCDS for PPPs Extension

revenueShare

Revenue share

Documentation of any revenue share arrangements, including revenue share on the base-case and upside for a public private partnership project.

OCDS for PPPs Extension

otherGovernmentSupport

Other government support

Documentation of any other government support, including non-complete clauses or provision for revenue shortfall loans.

OCDS for PPPs Extension

defaultEvents

Defaults

Information on events of default

OCDS for PPPs Extension

termination

Termination

Information on contract termination

OCDS for PPPs Extension

handover

Handover

Contractual provisions for, or reporting on, handover of assets back to the state, including details of condition of assets and any other conditions of handover.

OCDS for PPPs Extension

financialStatement

Financial statement

Audited financial statements of the project company

OCDS for PPPs Extension

performanceReport

Performance report

Performance assessment reports

OCDS for PPPs Extension