2016-12-12 General Committee Agenda

GENERAL COMMITTEE MEETING AGENDA   12 DECEMBER 2016




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GENERAL COMMITTEE MEETING AGENDA                                                           12 DECEMBER 2016

       y       Crowe Horwath..

       »  Finding 2 — Attendance at Briefing Session: One (1) prospective tenderer had more than the allowed
          number of attendees at the briefing session.  At the point Council became aware of this, the Probity
          Auditor asked the prospective tenderer to have their extra attendees leave the briefing session. As these
          representatives had attended a site visit, all other prospective tenderers were offered the opportunity for
          an additional two (2) members of their organisation to undertake a site tour.
       «  Finding 3 — Scoring sheet Template Calculation Errors: Calculation errors were identified in the
          scoring sheet template prepared by Council. These errors were corrected prior to the commencement of
          the tender evaluation process,
       »  Finding 4 - Approach to Referee Interviews: The Probity Auditor provided recommendations to
          Council on the manner in which to perform referee interviews to ensure consistency in approach. This
          included developing a standardised set of questions and having the interviews completed by a staff
          member not included in the evaluation team. These recommendations were accepted by Council.
       «  Finding 5 - Evaluation Meetings with Short Listed Tenderers: The Probity Auditor provided
          recommendations to Council on the manner in which to undertaken negotiation meetings with shortlisted
          tenderers,  This included having the Probity Auditor attend the meetings as an independent observer.
          These recommendations were accepted by Council.

       A detailed listing of all Agreed Upon Procedures performed and Findings identified are included in
       Appendix 2 to this report.
       1.9   Basis and Use of this Report
       This report has been prepared in accordance with the objectives, scope and approach set out in Appendix 1
       and subject to the limitations set out in Appendix 3 (Basis and Use of the Report).

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