Meeting papers

GENERAL COMMITTEE MEETING                                                         20 JANUARY 2025


8.4     PROCUREMENT ASSESSMENT WORKING TEAM - CONTRACT AWARDS UNDER
        CEO DELEGATION


Author              Director Corporate Services, Trent Grauf
                    Corporate Services Department
Index               43.14 Procurement - Procedures and Guidelines
Attachments         1.   Attachment 1_General Committee Report - PCAWT Contract Awards


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 contract occurs under CEO Delegation
(up to $1,000,000 excluding GST) the process is supported by Procurement Assessment Working
Team (PCAWT) which is convened to provide independent procurement processes 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 noting.

For the period July 2024 – December 2024, nine (9) relevant contracts were awarded under PCAWT
review and CEO delegated approval with a total value of $4.1 million.

RECOMMENDATION
That Council note the report by the Director Corporate Services to the General Committee dated 20
January 2025 regarding contracts awarded under CEO delegation, via the Procurement Assessment
Working Team for the period 1 July 2024 to 31 December 2024.


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
the team considers/reviews aims to:
•     Continue to facilitate the award of public tenders, within CEO delegation, in order to expedite
      contract award,




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