2018-05-22 Special Meeting Agenda

SPECIAL MEETING REPORT   22 MAY 2018




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SPECIAL MEETING REPORT                                                                              22 MAY 2018

         Jr Crowe Horwath.
                            PART   OF FINDE

           » Alltenderers were given equal opportunity and were treated fairly and consistently: and
           «= The tender evaluation process was undertaken in a manner free of bias and the ranking is a tue
             representation of the tenderers’ offers.

           Scope of the Engagement
          We provided Probity Advisory Services over the Digital Hub Tenancy and check Council's approach to
           market is in accordance with the Local Government Framework. A summary of the activities / procedures
           performed are included in Appendix 1.

           Summary of Observations
          Two (2) observations, summarised below, were identified during the performance of the Probity Advisory
          Services. In each case, recommendations raised were actioned by Council Management in a timely
           manner and to the satisfaction of the Probity Advisor:

           =  Observation 1 -— Approach to Social Media and promotion of tender: The Probity Advisor
              provided recommendations to Council on how to promote the tender to potential applicants through
              social media channels without creating bias (perceived or actual) towards potential applicants and
              ensuring the integrity of the Evaluation Panel members was not compromised.          These
              recommendations were accepted by Council.
           *  Observation 2- Approach to manage potential Conflicts of Interest: The Probity Advisor
              provided recommendations to Council on how to manage conflicts of interest during the tender
              process. These recommendations were accepted and implemented by Council.

          A detailed listing of all procedures performed is included in Appendix 1 to this letter. These procedures
          were undertaken and no further observations were identified.

           Basis and Use of this Letter
          This letter has been prepared in accordance with the objectives, scope and approach set out in the
           Proposal Letter dated 12 March 2018 and subject to the limitations set out in Appendix 2 (Basis and
           Use of the Report).

          Yours sincerely

           ROBYN COOPER
           Lead Partner Risk Consulting

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