2019-10-08 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA   8 OCTOBER 2019




                                                      Page 50 of 69

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                                        8 OCTOBER 2019

            Current Status of the Tender
            At the conclusion of the Probity Advisory Services, the Tender had proceeded to the stage of a
            recommendation of a contract award to Council being prepared, detailing the evaluation team’s
            recommended outcomes. We understand this recommendation is due to be presented to the General
            Committee planned for 16 September 2019.

            Overall Probity Assessment
            Our overall assessment of the Tender processes identified the following:
            e   The Tender was undertaken in a manner that complies with Council’s procurement policy and the
                established Probity Plan.
            e   Alltenderers were given equal opportunity and were treated fairly and consistently.
            e   The Tender evaluation process was undertaken in a manner free of bias and the ranking is a true
                representation of the tenderers’ offers.

            Scope of the Engagement
            We provided Probity Advisory Services over the Tender and checked 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:
            e   Observation 1 — Late identification of potential conflict: The Probity Adviser was advised after
                tender responses closed on 14 August that the consulting engineer had been included in a tender
                response. The Probity Adviser provided recommendations to Council on how to manage perceived
                conflicts of interest during the Tender consideration process in relation to the consulting engineer. The
                outcome was to send out a confirming probity form to the engineer.
            e   Observation 2 - Consideration of confirming tenders: At the commencement of the Tender
                evaluation meeting, confirmation was obtained that the panel were not conflicted in being able to assess
                the conforming tenders as submitted.
            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, 17 April 2019 and subject to the limitations set out in Appendix 2 (Basis and Use of the Report).
            Yours sincerely
            Crowe

            John Zabala (FCA)
            Senior Partner

                                                                                                              Page | 2

                                                                                                              Page 50 of 69