PROCUREMENT ASSESSMENT WORKING TEAM - CONTRACT AWARDS UNDER CEO DELEGATION · Report

GENERAL COMMITTEE MEETING                                                           20 JANUARY 2025


•    Provide a mechanism for the additional review of any large-sized procurement activity, between
     $200,000 - $1,000,000 (exc. GST), prior to recommendation to CEO for award.
•    Enhance the existing governance and probity framework, for Council and CEO, for the awarding
     of large-sized contracts.

1.   CEO Delegation

In accordance with Section 41 of the Council Register of Delegations – Council to Chief Executive
Officer (CEO), the CEO has been granted the authority (by Council) to:
a. undertake the following procurement and contracting activities:
         i.   invite written quotes for medium-sized contractual arrangements;
         ii. invite written tenders for large-sized contractual arrangements;
         iii. invite expressions of interest (following Council resolution);
        iv. invite offers for the sale of valuable non-current assets (other than sale of land) by written
            tender or auction; and
b. make, enter into, amend or discharge contracts (established by the aforementioned methods)
   for up to $1,000,000 (excluding GST) for the:
         i.   procurement of goods and services (including contracts about carrying out of works);
         ii. the disposal of valuable non-current assets (but not the sale of land);
         iii. the disposal of goods and assets (that are valuable non-current assets).

2.   Procurement Policy

In accordance with Council’s Procurement Policy the Procurement Assessment Working Team
(PCAWT) has been established for the following purpose:

Where it has been identified that the award of a large sized contractual arrangement outside of the
normal Council meeting cycle is considered advantageous to Council, the convening of the
Procurement Contracts Assessment Working Team (PCAWT) may be requested. The PCAWT may
review requests for the award of large sized contractual arrangements up to the value of $1 Million
(excluding GST) that have been sought in accordance with the Local Government Regulation 2012
and Council’s procurement policy and guidelines.

3.   Procurement Assessment Working Team (PCAWT)

The PCAWT’s role is to review specific requests to approve large-sized contractual arrangements
outside of the normal Council meeting cycle. The PCAWT is comprised of the following Council
Officers*:
1. Director Corporate Services
2. Executive Officer Internal Audit and Corporate Performance
3. Procurement Manager
*Where one of the above is not available, or not suitable due to probity, a substitute officer is sought
to comprise the PCAWT.

Once convened the PCAWT’s role is to undertake a review of the procurement process and
evaluation to ensure that the process was carried out in accordance with Council’s policies and
guidelines. The review may include, but is not limited to, the following:
•    Reviewing the evaluation, including scoring, that has been submitted by the evaluation panel;
•    Reviewing supplier responses to the invitation to tender/quotation;