Meeting papers

SERVICES & ORGANISATION COMMITTEE MEETING                                                8 JULY 2025


7.4         PROCUREMENT AND CONTRACTS ASSESSMENT WORKING TEAM -
            CONTRACT AWARDS UNDER CEO DELEGATION


Author            Procurement Manager, Scott Ison
                  Procurement | Corporate Services Department
Index             ECM/ 27.10 Council Meeting Reports
Attachments        1.   S&O Report - PCAWT Contract Awards Q3 & Q4 - Attachment 1


EXECUTIVE SUMMARY
In accordance with Council’s Procurement Policy, for any large-sized contractual arrangements
($200,000 excluding GST or more) where the awarding of a contract occurs under CEO Delegation
(up to $1,000,000 excluding GST) the Procurement Contracts Assessment Working Team (PCAWT)
may be requested to convene to provide independent procurement process review. Additionally, as
per the Policy, additional disclosure requirements have been introduced for the Director Corporate
Services to report these CEO delegated awards to Council bi-annually.
For the period January 2025 – July 2025 ten (10) relevant contracts were awarded under PCAWT
review and CEO delegated approval, with a total value of $4,862,256.37 million GST exc.

RECOMMENDATION
That Council note the report by the Director Corporate Services to the Services and Organisation
Commitee Meeting dated 8 July 2025 for contracts awarded under CEO Delegation, via the
Procurement Assessment Working Team for the period 1 January 2025 to 30 June 2025.


REPORT
Over recent years market changes coupled with the competition for contractors has meant increased
challenges for local governments in procuring goods and services in a timely manner. As such, the
time it takes to award contracts is critical in Council’s ability to meet growing demands for goods and
services.
In this regard, Council established the Procurement Assessment Working Team (PCAWT) in the
2017/2018 via an Organisational Guideline. The original intention of the PCAWT was to provide
increased review oversight for the awarding of contracts within the CEO delegation of $1 Million, that
were sought via a public invitation to tender, and whereby expediting the award process outside the
normal Council meeting cycle was advantageous to Council.
More recently, the updated Procurement Policy adopted by Council in June 2024 incorporated
reinforced policy protocol for the PCAWT principles whilst also expanding its scope to be able to
consider any large-sized ($200,000 or more, exc. GST) contractual arrangements procured in
accordance with the Local Government Regulation 2012 and Council’s policies and guidelines i.e.
in addition to public tenders, the PCAWT may now also convene to consider and review any large-
sized procurement activity including quotations (under panel arrangement or otherwise), and other
forms of procurement.
The inclusion of the PCAWT into policy, coupled with expanding the scope of procurement activity
that the team considers/reviews, aims to:
   •  Continue to facilitate the award of public tenders, within CEO delegation, in order to expedite
   contract award.
   • Provide a mechanism for the additional review of any large-sized procurement activity,




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