Eastern Waste Management Authority Inc. (East Waste) invites tenders from for the provision of the following Services over a THREE (3) year period with an option to extend for a further TWO (2) years:

East Waste utilises a unique cost allocation method to charge the constituent Councils which is based on data captured by GPS tracking technology in our fleet vehicles. Common fleet operating costs are assigned to Member Council’s based on the time spent in each Council area undertaking the task. The time is measured by GPS tracking technology fixed to each collection vehicle. East Waste administration aggregates the GPS data and assigns a percentage to each Council, which will be used by the successful firm to allocate a cost known as a common fleet cost.

In consideration of East Waste’s unique requirements and consistent with the requirements of Chapter 8 of the Act– Accounts, financial statements and audit of the Act the Local Government (Financial Management) Regulations 2011 and Part 19 of the Charter, East Waste will require the approved provider to:

Prepare and present annual financial statements; and

Present quarterly statutory and non-statutory financial reports (in accordance with the requirements of the Act and Regulations) which will include, but may not be limited to:

Budget review – a presentation of financial position against budget

Statement of changes in equity

Cash flow statement

Statement of comprehensive income

Statement of financial position

Profit and loss statement

Common fleet costing (GPS based costing)

Specific activity based financial reports (hard waste, bin financing etc.)

Fixed assets

Depreciation schedule

Treatment of the Long Term Financial Plan if and when required.

Provide ad-hoc advice and respond to specific requests when required.

Attend regular scheduled ‘face-to-face’ meetings with relevant East Waste staff i.e. once a month or quarter (can be discussed with the preferred candidate); and

Whilst not essential, East Waste would like to explore the possibility of a representative of your organisation to work out of the East Waste office one day a month and work with relevant staff. Any comments or possibilities in response to this request are welcomed.

In addition to the administrative requirements of the engagement, East Waste places high value on the relationship with its contractors. Regular consistent communication and repeatable quality are essential. East Waste would expect the successful organisation to provide regular updates regarding changes to relevant legislation, ATO requirements and changes to your personnel managing the East Waste account.

The Scope of Services Include the following:

Monthly & Quarterly reporting, including the following:

Monthly / Quarterly statement of comprehensive income

Monthly / Quarterly statement of financial position

Monthly / Quarterly cash flow forecast / summary

Monthly / Quarterly income & expense budget analysis

Monthly / Quarterly key performance report

Monthly / Quarterly observations & commentary

Monthly BAS review and lodgement (including assistance with fuel tax credits)

Quarterly statement of changes in equity

Quarterly activity-based income & expenses (for hard waste, litter and bin repairs/replacements)

Quarterly income & expense budget analysis (year to date)

Quarterly income & expense budget analysis (extrapolated)

Presentation of Budget Review Quarter 1, Quarter 2, Quarter 3 aligned with the timing and format prescribed by the Act and Regulations;

Review of Budgets – Uniform presentation of finances (first review and second review, Section 9-1 (a))

Review of Budgets – Model Financial Statements and Financial Indicators (Section 9-1 (b) and (c)

Monthly maintenance of the asset register, including the following:

Monthly depreciation report

Reconciliation of asset and depreciation accounts

Recording of capital purchases and sales

Annual Statutory Financial Statements, including the following:

Authority Certificate

Statement of comprehensive income

Statement of financial position

Statement of changes in equity

Statement of cash flows

Preparation of Note 1 to the financial statements

Yearly common fleet costing (GPS based costing)

Liaising with the auditors as requested

Assistance with establishment of Annual Budget.

AASB 16 (Lease Reporting)

Preparation and lodgement of Fringe Benefits Tax

Lodgement of annual Taxable Payments Report (TPAR)

Annual Reporting

a report showing the audited financial result of the council for the previous financial year compared with the estimated financial result set out in the budget (Section 10)

a report showing the audited financial result of the council for the previous financial year compared with the estimated financial result set out in the budget (Section 10)

Adjustments and updates to the Long Term Financial Plan

Where not specifically listed, the Act and Regulations will prevail in regards to required reporting.