2019-07-09 Services & Organisation Committee Agenda

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Dm Crowe Horwath.
                  PART OF FINDEX

 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 Surf Club EOI to obtain an
       understanding of activities undertaken to date by Council.
 2.  Security and Risk Management
     = In utilising VendorPanel to manage the release and submission of all EO!, 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.
     « Checked that Council has established a risk register for the EO| management of the project.
 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 appropnate personnel. We checked that all
       Council staff associated with the EOI have been briefed regarding confidentiality and that all Council
       employees involved with the EOI process have signed and retumed to Management a 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.
     « For any identified Conflicts of Interest, we checked that Management have taken appropriate action to
       disclose the conflict and minimise the impact on the EOI evaluation process.
 4. Timeframes and Briefing Sessions
     « We provided probity briefings to the panel members on 12 June 2019.
     » We checked that Council has processes in place to:
       o Notify / advertise the release of the EO! to all interested parties (in accordance with Council
           policies).
       o Notify all interested parties if there is any change made to the EO! information.
 5.  Evaluation Criteria
     » We checked that each response document meets the mandatory conditions of a conforming EOI
       response, outlined in the EO! 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 responses (including Ownership,
       litigation, Director profiles, financial viability / security and past history, etc.).
     « We attended and observed evaluation panel meetings.
     » 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).

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