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PROCUREMENT CONTRACTS ASSESSMENT WORKING TEAM - CONTRACT AWARDS UNDER CEO DELEGATION · Report
GENERAL COMMITTEE MEETING 19 JANUARY 2026
8.4 PROCUREMENT CONTRACTS ASSESSMENT WORKING TEAM -
CONTRACT AWARDS UNDER CEO DELEGATION
Author Acting Director Corporate Services, Margaret Gatt
Corporate Services Department
Index ECM/27.10 Council Meeting Reports
Attachments 1. Attachment 1 - General Committee Report - Awarded Contracts Table
EXECUTIVE SUMMARY
• In accordance with Council’s Procurement Policy, for any large-sized contractual
arrangements ($200,000 excluding GST or more) where the awarding of a contract occurs
under CEO Financial Delegation (up to $1,000,000 excluding GST) the process may be
supported by the Procurement Contracts Assessment Working Team (PCAWT).
• The PCAWT may be convened to provide an independent review of the procurement
process, prior to presentation to the CEO for award.
• As per the Policy, disclosure requirements have been introduced for the Director Corporate
Services to report these CEO delegated awards to Council bi-annually.
• For the period July 2025 – December 2025 four (4) relevant contracts were awarded under
PCAWT review and CEO delegated approval, as outlined in Attachment 1 of the report.
RECOMMENDATION
That Council note the report by the Acting Director Corporate Services to the General Committee
Meeting dated 19 January 2026 for contracts awarded under CEO Delegation, via the Procurement
Contracts Assessment Working Team, for the period 1 July 2025 to 31 December 2025.
REPORT
Ongoing market changes coupled with the competition for contractors has meant increased
challenges for local governments in procuring goods and services in a timely manner. As such, the
time it takes to award contracts is critical in Council’s ability to meet growing demands for goods and
services.
In this regard, Council established the Procurement Contracts Assessment Working Team (PCAWT)
in the 2017/2018 via an Organisational Guideline. The original intention of the PCAWT was to
provide increased review oversight for the awarding of contracts within the CEO delegation of $1
Million, that were sought via a public invitation to tender, and whereby expediting the award process
outside the normal Council meeting cycle was advantageous to Council.
More recently, the updated Procurement Policy adopted by Council in June 2024 incorporated
reinforced policy protocol for the PCAWT principles whilst also expanding its scope to be able to
consider any large-sized ($200,000 or more, exc. GST) contractual arrangements procured in
accordance with the Local Government Regulation 2012 and Council’s policies and guidelines i.e.
in addition to public tenders, the PCAWT may also convene to consider and review any large-sized
procurement activity including quotations (under panel arrangement or otherwise), and other forms
of procurement.
The inclusion of the PCAWT into policy, coupled with expanding the scope of procurement activity
the team considers/reviews aims to:
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GENERAL COMMITTEE MEETING 19 JANUARY 2026
• Continue to facilitate the award of public tenders, within CEO delegation, in order to expedite
contract award.
• Provide a mechanism for the additional review of any large-sized procurement activity,
between $200,000 - $1,000,000 (exc. GST), prior to recommendation to CEO for award.
• Enhance the existing governance and probity framework, for Council and CEO, for the
awarding of large-sized contracts by the CEO.
1. CEO Delegation
In accordance with Section 41 of the Council Register of Delegations – Council to Chief Executive
Officer (CEO), the CEO has been granted the authority (by Council) to:
(a) undertake the following procurement and contracting activities:
(i) invite written quotes for medium-sized contractual arrangements;
(ii) invite written tenders for large-sized contractual arrangements;
(iii) invite expressions of interest (following Council resolution);
(iv) invite offers for the sale of valuable non-current assets (other than sale of land) by written
tender or auction; and
(b) make, enter into, amend or discharge contracts (established by the aforementioned
methods) for up to $1,000,000 (excluding GST) for the:
(i) procurement of goods and services (including contracts about carrying out of works);
(ii) the disposal of valuable non-current assets (but not the sale of land);
(iii) the disposal of goods and assets (that are valuable non-current assets).
2. Procurement Policy
In accordance with Council’s Procurement Policy the Procurement Contracts Assessment Working
Team (PCAWT) has been established for the following purpose:
Where it has been identified that the award of a large sized contractual arrangement outside of
the normal Council meeting cycle is considered advantageous to Council, the convening of the
Procurement Contracts Assessment Working Team (PCAWT) may be requested. The PCAWT
may review requests for the award of large sized contractual arrangements up to the value of $1
Million (excluding GST) that have been sought in accordance with the Local Government
Regulation 2012 and Council’s procurement policy and guidelines.
3. Procurement Contracts Assessment Working Team (PCAWT)
The PCAWT’s role is to review specific requests to approve large-sized contractual arrangements
outside of the normal Council meeting cycle. The PCAWT is comprised of the following Council
Officers*:
1. Director, Corporate Services
2. Executive Officer Internal Audit and Corporate Performance
3. Procurement Manager
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GENERAL COMMITTEE MEETING 19 JANUARY 2026
(*Where one of the above officers is not available, or not suitable due to probity, a substitute officer
is sought to comprise the PCAWT.)
Once convened the PCAWT’s role is to undertake a review of the procurement process and
evaluation to ensure that the process was carried out in accordance with Council’s policies and
guidelines. The review may include, but is not limited to, the following:
• Reviewing the evaluation, including scoring, that has been submitted by the evaluation panel;
• Reviewing supplier responses to the invitation to tender/quotation;
• Consider consistency on evaluation, to other procurement outcomes and policy alignment;
• Clarifying any aspects of the procurement/evaluation process, and proposed award/contract,
with the evaluation panel chair and/or Procurement Advisor.
If the PCAWT is satisfied with the procurement process and the subsequent recommendation for
award, a recommendation (report) will be made to the CEO for consideration/award.
4. Reporting Requirements
In accordance with Chapter 6, Part 4, Local Government Regulation 2012, all contractual
arrangements worth $200,000 or more (exclusive of GST) are published via Council’s website, after
award.
To provide additional disclosure, as per policy, the Director Corporate Services will also report
PCAWT reviewed - CEO awarded contracts to Council on a bi-annual basis.
Link to Corporate Plan
Theme No. 5 – Excellence
This theme focuses on customer experience, financial sustainability, innovation and technology,
levels of service, governance, our employees and volunteers, funding streams and asset
management practices.
Previous Council Consideration
11.2.4. PROCUREMENT AND CONTRACTS ASSESSMENT WORKING TEAM - CONTRACT
AWARDS UNDER CEO DELEGATION
That Council note the report by the Director Corporate Services to the Services and Organisation
Committee Meeting dated 8 July 2025 for contracts awarded under CEO Delegation, via the
Procurement Assessment Working Team for the period 1 January 2025 to 30 June 2025.
Finance
Funding of these procurement activities occurs within adopted budgets. Where any procurement
requires additional funding, this is generally addressed through budget review.
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GENERAL COMMITTEE MEETING 19 JANUARY 2026
Risk & Opportunities
Risk Mitigation/Opportunity
Awarding contracts
The PCAWT/CEO process offers 2 stages of
outside of Council
review (PCAWT and CEO), in addition to the
Meetings perceived
original procurement evaluation, before a decision
as not being a robust
to award.
process.
A report must first be submitted to the PCAWT,
PCAWT Process Contracts may be
generally by the procurement evaluation chair,
awarded outside of
outlining the details of the procurement/project
Council Meetings,
and rationale for seeking the PCAWT. Should the
that may otherwise
PCAWT, or subsequently the CEO, deem that the
require
contract award should be considered by Council,
consideration/debate
the process can be directed through the normal
directly by Council.
Council Meeting cycle/options.
The PCAWT/CEO contract award process is only
Risk that a contract
available for large-sized contractual arrangements
award is made
Delegated Authority within the delegation of the CEO - $1,000,000
without delegated
(exclusive of GST), as outlined under Council
authority.
Policy.
In accordance with Part 4, Section 237 of the
Local Government Regulation 2012 Council
publishes the details of contractual arrangements
Transparency/visibility
of $200,000 (exc. GST) or more both, on
of awarding large-
Council’s public website and Tewantin Building
Transparency & sized contracts (within
public noticeboard.
Accountability CEO Delegation)
outside of Council
Council’s procurement policy requires that
Meetings.
contract awards via the PCAWT be reported to
Council bi-annually by the Director, Corporate
Services.
Human Rights
Human Rights Compatibility Statement
In developing this Report, the subject matter has been considered in accordance with the
requirements of the Queensland Human Rights Act 2019. It is considered that the subject matter
does not conflict with any human rights and supports a human rights approach to decision making
by Council. Council representatives will endeavour to act and make decisions under this report in a
manner that is compatible with human rights. This report should be read in conjunction with Council’s
Human Rights Policy.
Consultation
External Consultation - Community & Stakeholder
NA
Internal Consultation
Departments consulted:
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GENERAL COMMITTEE MEETING 19 JANUARY 2026
Office of the CEO, Mayor & Community Services Corporate Services
Councillors
Mayor & Councillors Director X Director
Chief Executive Officer Community Development Financial Services
Executive Officers Sport & Active Lifestyles Fleet
Community Engagement Arts & Culture Revenue Services
People & Culture Community Connection ICT
Governance Customer Experience X Procurement
Commercial Property
Strategy & Environment Development & Regulation Infrastructure Services
Director Director Director
Strategy & Sustainability Development Assessment Infrastructure Planning, Design
and Delivery
Economic Development & Local Laws Civil and Asset operations
Destination Management
Environmental Services Environmental Health Waste
Innovation & Digital Hub Building & Plumbing Building & Facilities
Property / Permits Disaster Management