PROCUREMENT CONTRACTS ASSESSMENT WORKING TEAM - CONTRACT AWARDS UNDER CEO DELEGATION

CEO Delegation

In accordance with Council's 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).

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.

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 (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 of 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.

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.