2019-10-08 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA   8 OCTOBER 2019




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SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                                          8 OCTOBER 2019

            Appendix 1 — Scope and Procedures
             Detailed below are the procedures performed as part of the Probity Advisory Services.
             1.  Planning Activities
                e   We obtained copies of relevant documentation for the Rufous Street Project, Stage 3 Tender
                    Process to obtain an understanding of activities undertaken to date by Council.
            2.  Security and Risk Management
                e   In utilising VendorPanel to manage the release and submission of all Tenders, we checked that
                    Council maintained appropriate access controls with the software provider and reviewed the audit
                    trail for documents submitted, requests for clarification and responses.
                e   Checked that Council has established a risk register for the Tender management of the project.
             3. Confidentiality and Conflicts of Interest
                e   Wechecked 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 a
                    copy of the Confidentiality and Conflicts Declaration.
                e   We supported the process to review and assess complaints or notified conflicts of interest, including
                    performing additional investigation when required.
                e   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
                e   Wewere provided with probity briefings to the panel members on 18 June 2019.
                e   Wechecked that Council has processes in place to:
                    o    Notify / advertise the release of the Tender to all interested parties (in accordance with Council
                         policies).
                    o    Notify all interested parties if there is any change made to the Tender information.
             5.  Evaluation Criteria
                e   Wechecked that each response document meets the mandatory conditions of a conforming Tender
                    response, outlined in the Tender documents (e.g. delivered on time).
                e   Wechecked that all suppliers have access to information about any change and have equal
                    opportunity to change their bids / submissions.
                e   Wechecked that Council has performed due diligence of short-listed responses (including
                    ownership, litigation, Director profiles, financial viability / security and past history, etc.).
                e   We attended and observed evaluation panel meetings.
                e   Wechecked 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).

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