2016-12-12 General Committee Agenda

GENERAL COMMITTEE MEETING AGENDA   12 DECEMBER 2016




                                        Page 57 of 81

GENERAL COMMITTEE MEETING AGENDA                                                           12 DECEMBER 2016

       »—      Crowe Horwath.

       *  The tender evaluation process was undertaken in a manner free of bias and the ranking is a true
          representation of the tenderers offers.
       1.5   Scope
       We performed Agreed Upon Procedures in accordance with the scope included as Appendix 1 to this report.

       A summary of the scope elements reviewed and findings identified is included in the table below:

        Scope Element                                                                     Findings Identified
        Review Project / Tender Documentation                                            -
        Probity Plan                                                                      1
        Physical Security and Risk Management                                            -
        Confidentiality and Conflicts of Interest                                        -
        Timeframes and Briefing Sessions                                                 2
        Procurement Method / Approach to Market                                          -
        Supplier Briefings                                                               -
        Evaluation Criteria                                                              3; 4,5

       1.6   Exclusions

       The probity audit was restricted to the performance of the Agreed Upon Procedures outlined in Appendix 2
       and did not cover the following:
       «  The actual evaluations of tenders and / or proposals (other than observation of these processes); and
       =  Any legal undertakings if probity was breached or conflicts exist.
       1.7   Limitations

       The scope of our work was subject to the following limitations:
       =  The Probity Auditor services have only covered the Waste Management 2017-2024 tender processes up
          to the report to Council setting out the evaluation results and the evaluation team’s recommended
          outcome. The scope of work has not included consideration of post evaluation processes such as
          recommendation approval, contract finalisation, final contract awards and unsuccessful offeror briefings.
       *  The Probity Auditor services have not provided assurance or advice on the technical content or
          appropriateness of service design or specifications of the Waste Management 2017-2024 tender
          processes.
       1.8   Summary of Findings
       A number of findings, summarised below, were identified during the performance of the Probity Auditor
       services. In each case, recommendations raised were actioned by Council Management in a timely manner
       and to the satisfaction of the Probity Auditor:
       ©  Finding 1 — Revisions to Draft Probity Plan: A number of revisions were proposed to Council's draft
          Probity Plan. These revisions were accepted by Council Management and implemented prior to the
          release of tender documents to the market. Additionally, probity briefing sessions were held with Council
          staff and prospective tenderers and a memo on probity considerations was issued to Councillors.

      The relationship you can count on                                                      ee            S22 ae

                                                                                                   Page 57 of 81