2018-05-22 Special Meeting Agenda

SPECIAL MEETING REPORT   22 MAY 2018




                         Page 12 of 16

SPECIAL MEETING REPORT                                                                              22 MAY 2018

        /). Crowe Horwath.
                          PART OF    FINDE

        Appendix 1 — Scope and Procedures
        Detailed below are the procedures performed as part of the Probity Advisory Services.
        1.  Planning Activities
            « We obtained copies of relevant documentation for the Peregian Beach Digital Hub to obtain an
              understand of activities undertaken to date by Council for the Digital Hub Tenancy.
        2.  Physical Security and Risk Management
            « We checked that Council has physical security procedures in place (e.g. document register, data
              room, electronic file lock-down / restriction, etc.); and
            « Checked that Council has established a risk register for the procurement and overall contract
              management of the project / tender.
        3.  Confidentiality and Conflicts of Interest
            « We checked that Council has processes in place to observe that confidential and commercially
              sensitive information is protected and only accessible by appropriate personnel. We checked that
              all Council staff associated with the tender have been briefed regarding confidentiality and that
              all Council employees involved with the tender process have signed and returned to Management
              a8 copy of the Confidentiality and Conflicts Declaration;
            « We supported the process to review and assess complaints or notified conflicts of interest,
              including performing additional investigation when required; and
            « For any identified Conflicts of Interest, we checked that Management have taken appropriate
              action to disclose the conflict and minimise the impact on the tender evaluation process.
        4.  Timeframes and briefing sessions
            « We provided probity briefings to Council staff prior to Industry Briefings:
            « We attended and observed two (2) Industry Briefings held on 28 March and 6 April 2018; and
            « We checked that Council has processes in place to:
               o  Notify / advertise the supplier briefing sessions to all interested parties (in accordance with
                  Council policies):
               eo Record minutes from the Supplier Briefing sessions and make this information available to
                  all interested parties: and
               o  Notify all interested parties # there is any change made to the tender information.
        5.  Evaluation Criteria
            « We checked that each tender meets the mandatory conditions of a conforming tender response,
              outlined in the tender documents (e.g. delivered on time);
            « We checked that all suppliers have access to information about any change, and have equal
              opportunity to change their bids / submissions;
            » We checked that Council has performed due diligence of short listed tenderers (including
              Ownership, litigation, Director profiles, financial viability / security and past history, etc.);
            « We attended and observed evaluation panel meetings: and
            « We checked that the evaluation criteria has been applied uniformly and that the evaluation panel's
              recommendations are justifiable (e.g. documented reasoning for the preferred tenderers that is
              clear and defensible).

                                                                                                   Page 12 of 16