Gun Buy Back Scheme - The Australian National Audit Office

ensure maintenance of appropriate documentation. A tangible
management trail provides protection for all concerned, including
those who may have to take decisions later in the process but who,
for whatever reason, may not have been involved in the early
stages of decision-making or assessment.
Changes in DDB Needham’s proposal to the MCGC
3 160 The issue of alleged changes in DDB Needham’s presentation to
the MCGC in comparison with its first presentation to the
OGIA/client department evaluation committee was also discussed
at Senate Estimates hearings. 17 Evidence given at these hearings
indicated some changes of emphasis between the presentations
rather than significant changes in concept. The ANAO considers
that the changes of emphasis were not significant enough to affect
the fairness of the process and that some minor improvements are
to be expected. However, the ANAO noted that relevant policy
documents provide no guidance on:
• the extent to which such changes of emphasis may be permissible; or
• action to be taken if significant changes are made to a proposal.
Selection methodology
3 161 The ANAO noted that the evaluation committee used a different
approach to select public relations firms for shortlisting to that used
in selecting advertising firms. OGIA told both Senate committees
and the ANAO that the evaluation committee selected the top three
public relations firms from a ranked order of merit, while in the case
of advertising firms, the evaluation committee did not rank the
proposals.
3 162 Instead, the evaluation committee decided to include DDB
Needham (Adelaide) on the shortlist as a ‘contrasting proposal’.
The ANAO acknowledges that the different nature of public
relations and advertising functions may justify different selection
methodologies. Nevertheless, it should be clear to all participants
in the process exactly what criteria are to be applied and how the
selection process is likely to be and is actually managed.
3 163 The ANAO considers that ranking of suitable proposals on merit
should be undertaken as a matter of course. Where special
17 Senate Finance and Public Administration Legislation Committee Consideration of Estimates on
30 September, 22 October and 7 November, and the Senate Legal and Constitutional Legislation
Committee Consideration of Estimates on 23 October and 19 November 1996.
78 The Gun Buy-Back Scheme