tender document - yarriambiack shire · 2020. 2. 19. · 34 lyle street, warracknabeal, vic. 3393 ....

34 Lyle Street, Warracknabeal, Vic. 3393

TENDER DOCUMENT

CONTRACT C262-2020

PROVISION FOR

REPLACEMENT OF CORPORATE SYSTEMS

Tenders Close – 2.00pm Wednesday 11th March 2020

Part 1 Page | 1 RFT for: Provision for Replacement of Corporate Systems RFT Reference No. C262-2020

Request for Tender (RFT)

RFT for: REPLACEMENT OF CORPORATE SYSTEMS RFT Reference Number C262-2020

Tender Closing Time and Lodgement Details

Tender Closing Time: Refer Schedule A, Item 2

Tender Lodgement: Tenders in response to this RFT may be lodged either electronically via the Council’s eTendering website; https://www.tenderlink.com/yarriambiack/ or by hard copy to the Tender Box at 34 Lyle Street, Warracknabeal, Vic. 3393, (PO Box 243, Warracknabeal, Vic. 3393).

If you require assistance completing your electronic submission, please contact: Electronic Tender Box Technical Help Desk - Phone: 1800 233 533 Email: [email protected]

With regards to hard copy Tender submissions, the Tenderer is required to ensure:

its Tender is placed in a sealed envelope marked with the RFT Reference Number and description of Goods and/or Services as shown on the front cover of this RFT but with no indication of the identity of the Tenderer.

https://www.tenderlink.com/yarriambiack/

mailto:[email protected]


Nominated Contact Officer(s)

General enquiries:

Contact Name: Helen Pollard

Position Title: Procurement & Contracts Officer

Contact Phone No.: 5398 0133

Contact Email Address: [email protected]

Specification/Technical enquiries:

Contact Name: Jessie Holmes

Position Title: Chief Executive Officer

Contact Phone No.: 5398 0101


Note: Tenderers must not seek information from any person(s) or rely on any information provided by any person(s) other than the Nominated Contact Officer(s)

Complaints Procedure If a Tenderer has a complaint about this RFT or the tender process that has not been resolved in the first instance with the Nominated Contact Officer(s) they may escalate the complaint in the following manner:

Any complaint about the RFT or the Tendering Process must be escalated to the Director Infrastructure & Asset Delivery in writing immediately upon the cause of the complaint arising or becoming known to the Tenderer. The details of the complaints contact person are given in the table below. The written complaint must set out:

a) the basis for the complaint (specifying the issues involved);

b) how the subject of the complaint (and the specific issues) affects the person or organisation making the complaint;

c) any relevant background information; and

d) the outcome desired by the person or organisation making the complaint.

The Director Infrastructure & Asset Delivery shall consider the complaint and provide a written response to the Complainant.

Complaints Contact Name: Michael Evans

Position Title: Director Infrastructure & Asset Delivery

Contact Phone No.: (03) 5398 0134




Structure and Purpose of this Request for Tender (RFT)

Part No. Document Title Purpose

Part 1 Conditions of Tendering

Conditions of Tendering

The purpose of this part is to set out the rules applying to the RFT documents and to the Request for Tender process. These rules are deemed to be accepted by all Tenderers and by all persons who respond to (or in the case of obligations regarding intellectual property rights, confidentiality, canvassing of officials, anti-competitive conduct and publicity) have received or obtained the RFT. Part 1 also includes:

o the requirements for the preparation and lodgement of a Tender;

o an overview of the Tender evaluation method and criteria; and

o the procedures and protocols governing communication between the Council and potential Tenderers during the Tender process.

Part 2 Proposed Conditions of Contract

Proposed Conditions of Contract

A draft copy of the Conditions of Contract that the Council proposes to enter into with the successful Tenderer (subject to any changes requested by the Tenderer in its Tender, which will be negotiated between the parties).

Part 3 Specification Specification

Provides details of the Goods and/or Services required, including outputs, deliverables and drawings (if applicable).

Part 4 Response Schedules Response Schedules

Contains the information and/or schedules to be provided by the Tenderer when submitting a Tender and may also specify any information to be provided by other means. This part may be in a template format for completion.


Part 1 - Table of Contents

1.1 Introduction 5 1.2 Summary of the RFT 5 1.3 Tender Briefing/Site inspection 5 1.4 Proposed Tender Timetable 5 1.5 Tendering Conditions 5 1.6 Definitions 6 1.7 How to prepare your Tender 7 1.8 Variation to the RFT 7 1.9 Council rights Post-Closing Time 7 1.10 Clarification of the RFT 7 1.11 Liability 8 1.12 Tenderers to inform themselves 8 1.13 Closure of Tender 9 1.14 Acceptance of Tenders 9 1.15 Late Tenders 9 1.16 Alternative Tender or Non-Conforming Tenders 10 1.17 Joint Offers 10 1.18 Statement of Non-Compliance, Departures and Assumptions 10 1.19 Tender Validity Period 10 1.20 Tenderer Mistakes/Errors 10 1.21 Clarification of a Tender 11 1.22 Identity of the Tenderer 11 1.23 Tendered Price 11 1.24 Ownership of Tenders 11 1.25 Confidentiality 11 1.26 Evaluation Methodology 12 1.27 Priority of Documents 12

2. Participation in the Tender Process 13

2.1 Costs of Tender 13 2.2 No obligation to enter into a contract 13 2.3 Canvassing of Officials 13 2.4 Improper assistance 13 2.5 Anti-Competitive Conduct 13 2.6 Publicity 14 2.7 Conflict of Interest 14 2.8 Statement of Business Ethics 14 2.9 Governing Law 14

SCHEDULE A: TENDER INFORMATION 15


Part 1: Conditions of Tendering 1.1 Introduction Yarriambiack Shire Council (Council) is located in the north west of Victoria (Wimmera Southern Mallee Region), about 340 kilometres south-west of the Melbourne CBD. It covers an area of 7,158 square kilometres with a population of approximately 7,000. The Yarriambiack Shire offers a relaxed atmosphere, affordable and unique accommodation options, safe and healthy family environments, no peak hour traffic and easy access to public land, lakes and recreational activities. The main towns are Hopetoun, Beulah, Brim, Warracknabeal, Minyip, Rupanyup and Murtoa.

Tenderers are encouraged to visit www.yarriambiack.vic.gov.au to obtain a detailed understanding of the Council.

1.2 Summary of the RFT The Council is seeking Tenders from appropriately qualified and experienced contractors for the provision of the Goods and/or Services. The Council’s detailed requirements are set out in Part 3 (Specification). This RFT sets out the general requirements for the Goods and/or Services and the terms and conditions of submitting a Tender.

1.3 Tender Briefing/Site inspection If the Council is to hold briefing session(s) / site inspection(s), the location(s), date(s) and time(s) will be specified in Schedule A, Item 1 of this Part 1 (Conditions of Tendering). A Tenderer must attend the briefing session if it is specified as ‘mandatory’. If a Tenderer fails to attend a mandatory briefing session, the Council, will, unless there are extenuating circumstances, disqualify the Tenderer from further participating in the process.

1.4 Proposed Tender Timetable Please refer to Schedule A Item 2 of this Part 1 (Conditions of Tendering), for the estimated timetable of key events and dates with regards to this Tender process.

1.5 Tendering Conditions

e-tendering https://www.tenderlink.com/yarriambiack/ is the electronic tendering system used for the electronic publication of information, including the RFT, online forum for clarification and questions, notifications and addenda and to accommodate the electronic submission of Tenders.

Tenderers electronically lodging a Tender must review and accept conditions shown on the electronic Tendering website prior to uploading their Tenders.

Electronic lodgement must be fully complete by Closing Time. The electronic link will cease at Closing Time and if your Tender submission is not complete, it will be deemed as a late submission and will not be considered by Council with regards to late submissions.

Similarly, the Council may not consider Tenders that contain corrupt files.

Any PDF files must be provided in Adobe PDF.

Hard copy submissions The Council accepts no responsibility for tenders received by post not being deposited in the Tender Box prior to the closing time and date stipulated.

http://www.yarriambiack.vic.gov.au/

https://www.tenderlink.com/yarriambiack/


No Facsimiled or Emailed Tender Submissions The Council will not consider facsimiled or emailed tenders.

1.6 Definitions Unless the context requires otherwise, the following terms used in this RFT have the meanings ascribed to them as set out below:

Alternative Tender – means a response to this RFT that does not comply with certain requirements of this RFT, but would only require minor adjustments to become a Conforming Tender. It includes a Tender covering only some of the Goods and/or Services.

Closing Time - means the Tender closing date and time for the receipt of Tenders, as set out in Schedule A, Item 2 (as may be updated by the Council and advised to all potential Tenderers in writing).

Conflict - means any actual or potential conflict of interest or duty, or any position that a reasonable person would perceive as giving rise to such a conflict.

Conforming Tender - means a Tender that complies with the requirements of this RFT.

Conditions of Contract - means the contract terms provided in Part 2.

Evaluation Criteria - means the factors which the Council will take into account in any evaluation of Tenders, as included in Schedule A, Item 4 (Evaluation Criteria).

Goods and/or Services - means the deliverable(s) which the preferred Tenderer will be required to provide to the Council, as described at a high level on the front cover of the RFT and in more detail in Part 3 (Specifications), once the Conditions of Contract have been agreed between the preferred Tenderer and the Council.

Nominated Contact Officer - means Council’s nominated Contact Person as set out on Page 2.

Non-Conforming Tender - means a Tender that does not comply with material requirements of this RFT but is not an Alternative Tender.

Period of Contract - means the contract duration

Request for Tender or RFT - means this document inviting Tenderers to submit a Tender to supply the Goods and/or Services on terms based on the Conditions of Contract.

Tender - means a Tenderer’s response documents in the form as specified in Part 4 (Tender Response Schedules) to provide the Council’s requirements as set out in Part 3 (Specification) - and constituting an offer by the Tenderer to the Council in reply to the RFT, to supply the Goods and/or Services on the terms specified in the Conditions of Contract (subject to any amendments to those terms agreed in writing by the parties, based on changes requested by the Tenderer in its Tender).

Tenderer - means a company, person or entity (including representatives) which submits a Tender pursuant to this RFT; and includes, where the context permits, prospective Tenderers and other recipients of this RFT.

Written Representation - means any statement, representation or warranty that has been made by the Council in writing either (a) in this RFT or (b) through the tendering process described in this RFT, and that is directed to Tenderers.


1.7 How to prepare your Tender o Carefully read all parts of this document and ensure you understand the requirements. Seek

clarification where required, as set out in clause 1.10 below.

o Lodge your fully completed Tender (in the form as specified in Part 4 (Tender Response Schedules) and including any other information required by this RFT) before the Closing Time, ensuring you have signed the Tender Declaration.

o Failure to provide the required information in the required format may render a Tender non-conforming and Council may exercise its rights under clause 1.16 (regarding non-conforming tenders).

1.8 Variation to the RFT In certain circumstances, the Council may need to do any of the following prior to the Closing Time by giving all potential Tenderers reasonable written notice of such:

o Change, vary or amend any information and/or to issue addenda to the RFT. Any such addendum will become part of this RFT;

o Defer the Closing Time or any other date under this RFT;

o Correct any ambiguity or mistake concerning or arising out of this RFT; and/or

o Suspend, terminate or abandon this tendering process.

Where the Council exercises these rights, it may seek amended Tenders.

1.9 Council rights Post-Closing Time In certain circumstances, the Council may need to do one or any combination of the following after the Closing Time:

o Cease to proceed with the process outlined in this RFT ;

o Accept all or part of a Tender at the price(s) tendered unless the Tender states specifically to the contrary;

o Reject any Tender;

o Accept one or more Tenders;

o Disqualify any Tender that does not include all the information requested or is not in the format required;

o Accept an Alternative Tender or Non-Conforming Tender (provided that it meets all mandatory Evaluation Criteria); and/or

o Obtain further information from the Tenderer for the purposes of clarification or explanation of its Tender. This includes holding interviews with some or all Tenderers, including any personnel nominated by the Tenderer in the Tender.

All Tenders lodged will become the property of Council and on no account will they be returned to Tenderers.

1.10 Clarification of the RFT If the Tenderer has any doubt as to the meaning of any part of this RFT it should seek clarification before submitting a Tender.

All requests for clarification must be submitted in writing and be directed to the Nominated Contact Officer(s) at least seven days prior to the Closing Time. The Council reserves the right not to answer requests after this period.


The Council is not obliged to respond to any question or request.

If the question or request is relevant to other prospective Tenderers, the Council will make available to such other prospective Tenderers details of such a question or request together with any response, in which event those details shall form part of this RFT.

1.11 Liability The Tenderer acknowledges that the Council (including the Council’s officers, employees, agents or advisers) will not be bound by any statement, representation or warranty made by, or on behalf of, the Council in relation to the RFT, the tendering process or the subject matter of this RFT, unless that statement, representation or warranty is a Written Representation. Subject to the last two paragraphs in this clause 1.11, if any Written Representation subsequently proves incorrect or incomplete, then the issue will be addressed through change control in the context of any ensuing contract between the Council and the Tenderer (each acting reasonably). While all due care has been taken in the preparation of this RFT, and while the Tenderer may rely on any Written Representations for the purposes of submitting its Tender, the Tenderer acknowledges that it must not otherwise rely on, and has no separate ability to claim against the Council (or the Council’s officers, employees, agents or advisers) in respect of, the adequacy, accuracy, reasonableness or completeness of the information communicated or provided in this RFT or through the tendering process. To the fullest extent allowed by applicable law, all statutory or implied warranties are excluded and of no effect and neither the Council, nor the Council’s officers, employees, agents or advisers will be liable for any loss, costs, expenses or damage:

o arising as a result of reliance on such information by Tenderer or any other person; or o otherwise incurred by Tenderers or any other persons at any time, in relation to the tendering

process, evaluation of Tender, any contract negotiation or the selection process generally. If a Tenderer finds any discrepancy, ambiguity, error or inconsistency in the RFT or any other information provided by the Council (other than minor clerical matters), the Tenderer must promptly notify the Council’s Nominated Contact Officer in writing, so that there is fair opportunity to consider what corrective action is necessary (if any).

Any actual discrepancy, ambiguity, error or inconsistency in the RFT or any other information provided by the Council will be corrected by the Council and provided (or the proper information made available) to all Tenderers without attribution to the Tenderer that provided the notice.

1.12 Tenderers to inform themselves The information in this RFT has been provided in good faith. It is intended only as an explanation of the Council's requirements and is not intended to form the basis of a Tenderer's decision on whether to enter into any contractual relationship with the Council.

By responding to this RFT, the Tenderer will be deemed to have acknowledged and agreed that it has done so on the basis that it has the necessary skills, knowledge and experience to provide the Goods and/or Services. Tenderers will be deemed to have:

o fully examined and understood the requirements of this RFT (including all documents and attachments referenced) and any other information made available by the Council to Tenderers in relation to this RFT;

o satisfied itself that it has a full set of the RFT documents and all relevant attachments;

o made its own enquiries and assessed all risks regarding this RFT and the tendering process;


o not relied upon any warranty or representation (whether oral or in writing or by conduct) made on behalf of the Council except where such warranty or representation is set out in this RFT or made in writing by Council through the processes specified by these Conditions of Tender;

o ensured that its Tender addresses all the requested information in Part 4 and is presented in the required format, is accurate and complete, and is not misleading in any way;

o acknowledged that the Council will rely on information provided by the Tenderer at all stages of this tendering process. Any information provided by the preferred Tenderer may (along with this RFT and the Tender itself) form part of the final agreed form of the Conditions of Contract;

o ensured that it complies with all applicable laws with regard to preparing its Tender (including but not limited to Australian Competition and Consumer Law and Occupational Health and Safety Requirements);

o met all costs and expenses related to the preparation and lodgement of its Tender, and will meet all of its costs and expenses arising from subsequent negotiation, and any future costs connected with or relating to the tendering process; and

o satisfied itself as to the correctness and sufficiency of its Tender including tendered prices.

1.13 Closure of Tender The Tender must be lodged by the Closing Time and by the method as outlined in Schedule A (as may be deferred by Council in its discretion).

Please refer to Part 4 for the list of documents to be completed and submitted by the Tenderer before the Closing Time and also refer to the earlier clause (1.5) regarding tendering conditions.

1.14 Acceptance of Tenders Unless otherwise stated in this RFT, Tenders may be submitted for all or part of the Council’s requirements and may be accepted by the Council either wholly or in part. The Council is not bound to accept the lowest price or any Tender (and may reject any or all Tenders).

The Council reserves the right to not accept a Tender (or any part of it) and is under no obligation to give reasons for not accepting a Tender. Tenderers will be informed in writing of the outcome of their Tender at the conclusion of the RFT process.

If any Tender is accepted by the Council, such acceptance shall be conditional upon both parties signing a contract for the Goods and/or Services, based on the Conditions of Contract (subject to negotiation of any amendments to those conditions requested by Tenderer in its Tender).

Whether or not required by Part 4, it would be helpful if the Tenderer were to provide with its Tender, a new version of the Conditions of Contract marked up with any changes the Tenderer would require.

1.15 Late Tenders Tenders lodged or received by Council after the Tender Closing Time are deemed to be late and will be disqualified and ineligible for consideration unless the Tenderer can clearly document to the satisfaction of Council that an event of exceptional circumstances caused the Tender to be lodged after the Closing Time.

Consideration of a Tender under this circumstance will be at the sole discretion of the Council.

The determination of the Council as to the actual time that the Tender was lodged is final. All offers lodged after the Closing Time will be recorded by the Council.

Unless the Council is satisfied there are exceptional circumstances, the Council will inform a Tenderer whose offer was lodged after the Closing Time of their ineligibility for consideration.


In the event of a hard copy submission, a late Tender will only be considered if the Tenderer satisfies the Council that the Tender and all other essential information was posted or lodged at a Post Office or other recognised delivery agency in sufficient time to enable the documents to have been received by the Council in the ordinary course of business before the Closing Time, or the Council receives those documents within such period as it decides to be reasonable in the circumstances.

1.16 Alternative Tender or Non-Conforming Tenders The Council reserves the right, in its absolute discretion, to consider an Alternative Tender or Non-Conforming Tender (provided that any mandatory Evaluation Criteria are met), but is not obliged to do so. If a Tenderer wishes to submit an Alternative Tender or Non-Conforming Tender it must also:

i. Submit a Conforming Tender; and

ii. Submit a copy of the clearly identified Alternative Tender or Non-Conforming Tender in a marked up form, which identifies all departures from the Conforming Tender. In order to be considered for evaluation, any such Alternative Tender or Non-Conforming Tender must:

1. Fully describe its advantages, disadvantages, limitations and capabilities;

2. Be fully costed;

3. Permit ready comparison of the alternative offer with complying Tenders; and

4. Expressly state where it does not comply with the terms of this RFT.

1.17 Joint Offers Council will not accept a joint offer from two or more Tenderers.

1.18 Statement of Non-Compliance, Departures and Assumptions The Tenderer must declare and detail any non-compliance with, departures from or assumptions in relation to, the RFT in its Tender, at item 10.1 Part 4, Response Schedules.

These non-compliances, departures or assumptions must address any material conditions or positions in relation to the Conditions of Contract and/or Part 3 (Specification).

Submitted Tenders will be deemed as accepting and complying with all of the Conditions of Contract and the Specification unless explicitly noted at item 10.1, Part 4, Tender Response Schedules.

1.19 Tender Validity Period All Tenders will remain valid and open for acceptance for three (3) months from the Closing Time unless extended by mutual agreement between the Council and the Tenderer(s) in writing.

1.20 Tenderer Mistakes/Errors The Council may, at its discretion, permit a Tenderer to correct an unintentional mistake or anomaly in its Tender after the Closing Time.

In no event will any correction be permitted if the Council reasonably considers that the correction would materially alter the Tender.

Such a variation may be made either:

i. at the request of the Council, or


ii. with the consent of the Council at the request of the Tenderer, but only if, in the circumstances, it appears reasonable to the Council to allow the Tenderer to provide correction.

If a Tender is varied in accordance with this clause 1.20, and if in the interests of fairness it is deemed necessary, the Council will notify in writing each other Tenderer whose Tender circumstances have the same or similar characteristics as the varied Tender, and provide that Tenderer with the opportunity of varying its Tender in a similar way.

1.21 Clarification of a Tender If in the opinion of the Council, a Tender is unclear in any respect, the Council may seek clarification from a Tenderer. Failure to supply clarification to the satisfaction of the Council may render the Tender liable to disqualification.

The Council is under no obligation to seek clarification and reserves the right to disregard any clarification that it considers to be unsolicited or otherwise impermissible.

1.22 Identity of the Tenderer The identity of the Tenderer is fundamental to the Council. The Tenderer (and the party to any ensuing contract with the Council) will be the company, person or entity (or in each case, multiple for joint Tenders) named as the Tenderer in the Offer Form in Part 4 (Tender Response Schedules).

The Council may reject any Tender that is not from or does not disclose a solvent legal entity capable of entering into a contract with the Council. The Tenderer must provide its Australian Business Number (ABN), or, if it does not have an ABN, the reason for not having one.

1.23 Tendered Price The price outlined in the Tender must quote all prices exclusive of GST.

The price tendered must be the total price, including all fees and costs. The pricing will be used by the Council for budgetary purposes and therefore constitutes a tendered price and quotation and not an estimate.

1.24 Ownership of Tenders Upon submission, all Tenders, documents and other information submitted by the Tenderer as part of or in support of a Tender will become property of the Council.

The Tenderer will retain copyright and other intellectual property rights contained in its Tender, however each Tenderer, by submission of its offer, is deemed to have granted an irrevocable royalty-free licence to the Council to reproduce, in whole or part, its Tender for the purposes of enabling the Council, or such persons or bodies as the Council reasonably considers necessary, to evaluate, clarify or vary the Tender or to negotiate any resulting contract.

Tenderers and other recipients of this RFT do not acquire intellectual property rights in the RFT documents and must not reproduce any of the RFT documents in any material form without the written permission of the Council other than for use strictly for the purpose of preparing a Tender.

1.25 Confidentiality Each Tenderer or other recipient of this RFT must keep confidential the RFT and any information provided by the Council in connection with the RFT including any information marked as confidential or which the Tenderer / recipient knows or ought reasonably to know is confidential or should be treated as such.


All Tenders received by Council will be held in confidence. The Tenderer acknowledges that the Council may disclose any information in the Tender to its professional advisors or if required by law (including, but not limited to, as required under the Freedom of Information Act 1982 (Vic)), or government policy.

1.26 Evaluation Methodology Tenders will be evaluated against the Evaluation Criteria set out in Schedule A, Item 4 of this RFT.

Information provided by the Tenderer in the Response Schedules (Part 4) of this RFT, will be the basis of the evaluation against these criteria. Tenderers are advised to respond clearly to all of the requirements listed in the Specification (Part 3) of this RFT.

In evaluating offers, the Council will have regard to:

(a) specific evaluation criteria identified in the list set out in Schedule A, Item 4 including mandatory requirements, if applicable;

(b) the overall value for money proposition presented in the offer; and

(c) the particular weighting assigned (in Schedule A, Item 4) to any or all of the criteria (noting that any criteria for which a weighting has not been assigned should be assumed to have equal weighting.)

Any Evaluation Criteria identified as Mandatory Criteria MUST be met by the Tenderer. For these criteria, a Tender will be assessed on a Yes/No (Pass/Fail) basis. If a Tender fails to fully comply with those evaluation criteria, it will be excluded without further consideration.

Tender will be assessed against other (non-mandatory) Evaluation Criteria, using a weighted scoring process based on information provided with the Tender.

Council may, in its sole discretion, seek clarification from any Tenderer regarding information contained in the Tender and may do so without notification to any other Tenderer.

A Tenderer may be invited to a one-on-one evaluation interview in order to review and clarify the Tender and to enable Council to interview key personnel identified in the Tender.

1.27 Priority of Documents If there is any inconsistency between Part 1 (Conditions of Tendering) of this RFT and any other parts of the RFT, then unless it is expressly stated that the other part was intended to override this Part 1 (and except where the inconsistency is identified prior to the Closing Time (in which case, clause 1.9 will apply), the terms of this Part 1 (Conditions of Tendering) will prevail to the extent of that inconsistency.


2. Participation in the Tender Process 2.1 Costs of Tender Tenderers remain responsible for all costs incurred by them in connection with their Tenders whether before or after the Closing Time and whether incurred directly by them or their advisers including costs arising as a direct or indirect consequence of amendments made to the RFT by the Council. For the avoidance of doubt, the Council shall have no liability whatsoever to Tenderers for the costs of any negotiations conducted in the event that the Council decides not to accept any Tenders.

2.2 No obligation to enter into a contract By issuing this RFT, Council is under no obligation (whether equitable or legal) to proceed either in whole or in part with the procurement to which the RFT relates. Council is not committed contractually or in any way to any person who may receive the RFT or submit a Tender.

2.3 Canvassing of Officials Any Tenderer or other recipient of this RFT who solicits or attempts to solicit support for its Tender or otherwise seeks to influence the outcome of the Tender process by:

a) offering any inducement, fee, or reward, to any member or officer of the Council, including Councillors, or to any person engaged by the Council, or acting as an adviser for the Council; or

b) canvassing any persons referred to in this document; or

c) contacting any member or officer of the Council, including Councillors or any person engaged by Council, about the RFT or any process relating thereto, except as authorised by this RFT;

d) causing or inducing any person to enter such agreement or to inform the Tenderer of the amount or approximate amount of any rival Tenderer; or

e) canvassing any of the persons as set out above in connection with the RFT or the outcome of the Tender process,

will be disqualified from involvement in the RFT process.

2.4 Improper assistance Tenderers must not seek or obtain the assistance of employees, agents or contractors of the Council in the preparation of their Tender. In addition to any other remedies available to it under law or contract, the Council may, in its absolute discretion, immediately disqualify a Tenderer that it believes has sought or obtained such assistance.

2.5 Anti-Competitive Conduct Tenderers (and other recipients of this RFT) must not engage in any collusion, anti-competitive conduct or any other similar conduct with any other Tenderer or any other person in relation to the preparation, content or lodgement of their Tender. This includes, but is not limited to, the Tenderer:

a) fixing or adjusting the amount of its Tender by or in accordance with any agreement or arrangement with any other Tenderer; or

b) entering into any agreement or arrangement with any other Tenderer that it shall refrain from tendering or as to the amount of any Tender to be submitted; or

c) paying (or offering or agreeing to pay) any sum of money, inducement or valuable consideration, directly or indirectly to any person for doing, having done, causing, or having caused to be done, any act or omission in relation to any other Tender or proposed Tender; or


d) communicating to any person other than the Council the amount or approximate amount of its proposed Tender (except where such disclosure made in confidence in order to obtain quotations necessary for the preparation of the Tender, for insurance or contract guarantee bonds and/or performance bonds or professional advice required for the preparation of a Tender).

Where such actions are drawn to the Council’s attention, relevant Tenderers will be disqualified from any further involvement in this tender process.

2.6 Publicity Recipients of this RFT must not undertake any publicity activities with any part of the media in relation to the RFT, tendering process or Tender without the prior written agreement of the Council, including agreement on the format and content of any publicity.

2.7 Conflict of Interest The Tenderer represents that it has not placed itself in a position that may give rise to any Conflict in connection with the RFT and Tender. Alternatively, the Tenderer must:

(d) disclose any Conflict in its Tender;

(e) notify the Council if any Conflict arises after lodgement of its Tender; and

(f) indicate the strategy it has in place to manage the Conflict.

The Council may disqualify a Tenderer from the tendering process if the Tenderer fails to notify the Council of any Conflict or if the Council is not satisfied with the strategy the Tenderer has in place to manage the Conflict.

2.8 Statement of Business Ethics Council is committed to the highest standards of honesty, fairness and integrity in all its business dealings. Council’s procurement activities shall be carried out to the professional standards required by best practice and in compliance with key legislative requirements as well adhering to all provisions consistent with the Victorian Local Government Best Practice Procurement Guidelines. Council’s Procurement Policy sets out the standards of behaviour and is available for viewing on our website.

2.9 Governing Law These conditions of tendering are governed by the laws of the State of Victoria and the parties submit to the exclusive jurisdiction of the courts of that State.


SCHEDULE A: TENDER INFORMATION Item 1: Tender

Briefing/ Site Inspection:

Date Time Location Mandatory?

34 Lyle Street Warracknabeal Vic 3393

Tenderers are invited to attend a tender briefing/site inspection.

Please contact Helen Pollard on (03) 5398 0133 or via email [email protected] to book an appointment date and time.

Item 2: Tender Timetable

The timetable below provides details of key events and dates with regards to this Tender process. The Council reserves the right to extend these dates at its sole discretion.

Event Date

Clarification and Questions Close 4 March 2020

Tender Closing Time 11 March 2020 2:00 pm

Intended completion of evaluation of Tenders 20 March 2020

Intended contract commencement date It should be noted system to be fully functional by 30 September 2020

By Negotiation

Item 3: Documents to be submitted by the Tenderer

The following documents need to be completed and submitted by the Tenderer:

Part 4 – Completed Response Schedules, including any attachments

Marked up version of Conditions of Contract (if any changes are required)

Any additional supporting documentation to Tender

Signed Tenderer’s Declaration



Item 4: Evaluation Criteria

Mandatory Criteria: (pass/fail)

The following Mandatory Criteria will be used in the evaluation of Tenders. The mandatory compliance criteria are not weighted and scored. Tenderers either meet the standard or they do not.

Mandatory requirements Complies

Satisfaction of Insurance Requirements Yes/No

Willingness to negotiate based on proposed conditions of Contract with reasonable amendments

Yes/No

OH&S Policy and accreditation Yes/No

Financial Capacity Yes/No

Other Examples of mandatory criteria (depending on the requirements/risk of procurement):

Essential Key Accreditations;

Essential Registration and/or licenses

Quality Management / Environmental Management third party ISO accreditation.

Conflicts of Interest

Registration or licensing of contractors

Where an Act requires that a contractor (as defined by the Act) be registered or licensed to carry out the work described in the RFT, the Tenderer shall state in the appropriate Response Schedule, its registration or licence number. The Tender may not be considered if the Tenderer fails to provide such registration or license number.

OHS Obligations

Lodgement of a Tender will itself be an acknowledgement and representation of requirements in relation to OHS, which the Tenderer will comply with all relevant legislation and agrees to provide periodic evidence of compliance, and give access to all relevant information to demonstrate compliance for the duration of any contract that may be awarded.

Financial Capacity

Tenderers must have sufficient financial capacity to provide the Goods and/or Services. As part of its Tender, Tenderers are to provide all financial information as requested in Part 4, the Response Schedules / or give consent to the Council to complete a financial risk assessment review by its appointed credit rating agency or representative.

In submitting a Tender, the Tenderer will be taken to have given consent to the Council accessing this financial viability / risk assessment and information, including any personal information contained therein.


Tenderers who are identified as a financial risk as a result of these reviews may, at Council’s discretion, be removed from further participation in the evaluation process.

Weighted Evaluation Criteria:

Tenders will be evaluated and scored against the following criteria:

EVALUATION CRITERIA RELATIVE WEIGHTING

Price – Price of the tendered works 25%

Performance capability – Quality of previous work, quality of previous client relationships

30%

Organisational Capacity – Staff numbers, qualifications, skills, experience

30%

Social Procurement & Local Supply (includes environment, sustainability, job creation, benefits to the community)

15%

Environmental Policy and Commitments

Council are committed to improving environmental outcomes through the consideration of environmental factors when determining overall value for money in the procurement of goods and/or services. Consideration of environmental factors is reflected in the requirements of this RFT.

END OF PART 1 – CONDITIONS OF TENDERING

RFT: Replacement of Corporate Systems RFT Reference No. C262-2020

Part 2: General Conditions of Contract Council is seeking a minimum two year contract with the option of three additional one year extensions. The contract shall be administered in accordance with the Victorian Government Purchasing Board (VGPB) General Conditions for the Provision of Services. The Council is Yarriambiack Shire Council. The Contractor is Contractor’s Address Postal Address Facsimile Number Email Address Contractor’s Representative The Commencement date is by negotiation with the contractor; how it should be noted system to be fully functional by 30 September 2020. The contract documents are:-

• Letter of Acceptance • Contract Agreement • Tender Submission • General Conditions for the Provision of Services (VGPB) • Specification

The initial contract term is to inserted once determined by negotiation. The option terms are three additional one year extensions by agreement with the parties. The Period before Expiry by which Option must be exercised is 90 days. The Supervisor is Director Business & Strategy Performance. The postal address of Council is PO Box 243 Warracknabeal Vic 3393. The facsimile number of Council is 03 5398 2502. The email address of Council is [email protected]


RFT: Replacement of Corporate Systems RFT Reference No. C262-2020

The hours on each day during which the Contractor’s Representative is to be available and able to be contacted are 9.00 am to 5.00 pm. The payments to be made to the Contractor are monthly on the second Friday. Claims for payment for WUC done to the last day of the previous month.

General conditions for the

provision of Services

Version 1.1

Contents

1. Term of Agreement .......................................................................................... 1

2. Provision of Services ....................................................................................... 1

3. Price for the Services ....................................................................................... 1

4. Invoicing and payment ..................................................................................... 2

5. Failure to perform ............................................................................................ 2

6. Intellectual Property Rights .............................................................................. 2

7. Data ................................................................................................................. 3

8. Liability ............................................................................................................. 3

9. Warranties ....................................................................................................... 3

10. Termination ...................................................................................................... 3

11. Insurance ......................................................................................................... 4

12. Confidentiality, privacy and data protection ..................................................... 4

13. Access ............................................................................................................. 5

14. Sub-contracting ................................................................................................ 5

15. Compliance with Law and Policy ..................................................................... 5

16. GST ................................................................................................................. 5

17. Dispute Resolution ........................................................................................... 5

18. General ............................................................................................................ 5

19. Entire Understanding and order for precedence .............................................. 6

20. Survival ............................................................................................................ 6

21. Definitions ........................................................................................................ 6

22. Interpretation.................................................................................................... 8

General conditions for the provision of Services 1

General conditions for the provision of Services

1. Term of Agreement

(a) The Agreement begins on the Commencement Date and continues until the Completion Date, unless extended in accordance with clause 1(b) or terminated earlier in accordance with these terms. If no Completion Date is specified, the Agreement will come to an end when all Services have been completed and all payments required to be made under the Agreement have been made.

(b) A party may, by the provision of notice in writing, request the Agreement be extended beyond the Completion Date. The Agreement may only be extended for the period or periods as agreed to by the parties in writing.

2. Provision of Services

(a) The Supplier must provide the Services to the Organisation in accordance with this Agreement and any reasonable directions given by the Organisation from time to time.

(b) The Supplier must:

(i) complete the Services by the Completion Date and any other date(s) for delivery of the Services specified in the Purchase Order;

(ii) promptly notify the Organisation as soon as it becomes aware of any delay or possible delay in the supply of the Services in accordance with the Agreement;

(iii) provide fit for purpose Services in a timely and efficient manner using the standard of care, skill, diligence, prudence and foresight that would reasonably be expected from a prudent, expert and experienced provider of services that are similar to the Services; and

(iv) use appropriately skilled and qualified Personnel to provide the Services.

(c) After performance of the Services or delivery of any deliverable provided as part of the Services, the Organisation will undertake such reviews as it considers necessary to determine whether the Services or deliverable(s) are fit for purpose and comply with this Agreement. After reviewing the Services or deliverable(s), the Organisation may notify the Supplier in writing:

(i) of its acceptance of the Services or deliverable(s) if it is satisfied that the Services or deliverable(s) are fit for purpose and comply with this Agreement; or

(ii) if the Services or deliverable(s) are not fit for purpose or do not comply with this Agreement, in which case clause 2(d) will apply.

(d) If the Organisation notifies the Supplier that the Services or deliverable(s) are not fit for purpose or do not comply with this Agreement, the Supplier must promptly rectify the non-compliance following which the Organisation will undertake further review of the Services or deliverable(s) under clause 2(c). This process will continue until, at the Organisation's discretion, the Organisation:

(i) waives, in writing, the requirement for the Services or deliverable(s) to comply with this Agreement;

(ii) is satisfied that the Services or deliverable comply with this Agreement and accepts the Services or deliverable(s) in accordance with clause 2(c)(i);

(iii) conditionally accepts the Services or deliverable(s), subject to the Supplier agreeing to rectify the non-compliance within a reasonable timeframe and on such terms as the Organisation specifies; or

(iv) subject to the Organisation having provided the Supplier with at least two opportunities to rectify the non-compliance under clause 2(c)(ii), immediately terminate this Agreement by written notice to the Supplier.

If the Organisation terminates this Agreement under this clause 2(d)(iv), the Organisation will be entitled to a full refund of all moneys paid to the Supplier in respect of the Services or deliverables which the Organisation is unable to use following termination.

3. Price for the Services

(a) The Rates and Fees payable for the Services are fixed, and inclusive of all taxes (excluding GST), for the duration of the Agreement.

(b) The Supplier may not charge the Organisation for any additional fees or charges, or recover any expenses or other costs from the Organisation.


4. Invoicing and payment

(a) Upon completion of the Services, or as otherwise specified in the Purchase Order, the Supplier must submit an invoice to the Organisation at the address specified in the Purchase Order. Each invoice submitted by the Supplier must contain all information required in a tax invoice for the purposes of the GST Act, together with such other information as the Organisation may reasonably require.

(b) On or following acceptance of the Services, the Organisation will pay the invoiced amount, less any amount required by Law, within 30 days of receipt of an accurate invoice. If the Organisation disputes the invoiced amount, it must pay the undisputed amount (if any) and notify the Supplier of the amount in dispute. The parties will endeavour to resolve any such dispute in accordance with clause 17.

(c) Payment of an invoice is not to be taken as evidence that the Services have been supplied in accordance with the Agreement but must be taken only as payment on account.

(d) Simple interest, as at the penalty interest rate fixed for the time being under the Penalty

Interest Rates Act 1983 (Vic), accrues on a daily basis on any Overdue Amount and is payable by the Organisation to the Supplier on demand.

5. Failure to perform

(a) If the Supplier fails to perform any Services or deliver any deliverable(s) in accordance with this Agreement the Organisation:

(i) will not be required to pay for those Services or deliverable(s) until they are provided in accordance with the Agreement; and

(ii) may issue a notice to the Supplier requiring the Supplier to remedy any default or re-perform the Services or deliverable(s) within the time specified by the Organisation (which time must be reasonable having regard to the nature of the relevant Services or deliverable(s)).

(b) If:

(i) the default referred to in clause 5(a) above is incapable of being remedied or re-performed; or

(ii) the Supplier fails to remedy the default or re-perform the non-compliant Service(s) or deliverable(s) within the time specified in the notice issued under clause 5(a)(ii),

the Organisation may either have the Services or deliverable(s) remedied or re-performed by a third party or do so itself. In either case, the Supplier must pay the reasonable costs incurred by the Organisation in doing so.

(c) Nothing in this clause 5 derogates or otherwise limits any other remedy available to the Organisation at Law.

6. Intellectual Property Rights

(a) Ownership of any Contract Materials will vest in the Supplier from the time of its creation. The Supplier irrevocably and unconditionally grants to the Organisation a perpetual, non-exclusive, royalty-free, worldwide and transferable licence (including the right to sub-license) to exercise all Intellectual Property Rights in the Contract Materials to the extent necessary to allow the Organisation the full use and enjoyment of the Services.

(b) All Pre-Existing Intellectual Property used by the parties in connection with the provision of the Services or the creation of Contract Materials remains the property of the relevant party or its licensors.

(c) The Supplier hereby irrevocably and unconditionally grants to the Organisation a perpetual, non-exclusive, royalty-free, worldwide and transferable licence (including the right to sub-license) to use any of the Supplier's Pre-Existing Intellectual Property incorporated in or otherwise required to use the Contract Materials or the Services. The licence granted to the Organisation under this clause is limited to use of the relevant Pre-Existing Intellectual Property by the Organisation for the purposes of the Organisation and for no other purpose.

(d) The Organisation grants the Supplier a non-exclusive, non-transferable, royalty-free licence to use the Organisation's Pre-Existing Intellectual Property for the sole purpose of performing, and only to the extent required to perform, the Services and comply with its obligations under the Agreement during the Term.

(e) The Supplier undertakes that the Services may be used in any way by the Organisation, without identifying any person as the individual responsible for creating any particular material comprised in it, without infringing the Moral Rights of any person.

(f) The Supplier must, upon request by the Organisation, do all things necessary (including executing any documents) to give full effect to this clause 6.


7. Data

(a) Data will remain (and, if necessary, will become) the property of the Organisation. The Supplier will assign to the Organisation from the date of creation all Intellectual Property Rights in any Data created by or on behalf of the Supplier.

(b) The Supplier must only use the Data to the extent necessary to perform its obligations under the Agreement.

8. Liability

(a) The Supplier indemnifies, and will at all times keep the Organisation and each of its Personnel indemnified, against any liabilities, losses, damages, costs and expenses (including all legal and settlement costs determined on a full indemnity basis) or compensation arising out of, or in any way in connection with, any:

(i) personal injury, including sickness and death;

(ii) property damage; (iii) breach of an obligation of confidence or

privacy, whether under this Agreement or otherwise;

(iv) fraudulent acts or omissions; (v) wilful misconduct or unlawful act or

omission; (vi) breaches of logical or physical security; (vii) loss or corruption of Data; (viii) third party claim arising out of a breach

of the Agreement by the Supplier or its Personnel (including breach of warranty) or any negligent act or omission of the Supplier or its Personnel; or

(ix) infringement or alleged infringement of the Intellectual Property Rights or any other rights of any person, including any third party,

which was caused, or contributed to by, any act or omission of the Supplier or any of its Personnel.

(b) The Supplier’s liability to indemnify the Organisation under clause 8(a) is reduced to the extent that any wilful, unlawful or negligent act or omission of the Organisation or its Personnel contributed to the liability, loss, damage, cost, expense or compensation.

(c) To the extent that the indemnity in clause 8(a) refers to persons other than the Organisation, the Organisation holds this clause on trust for those other persons.

9. Warranties

The Supplier represents and warrants to the Organisation that:

(a) (Capacity) it has the right to enter into the Agreement and perform the Services;

(b) (Purpose) where the Organisation has, either expressly or by implication, made known to the Supplier any particular purpose for which the Services are required, the Services will be performed in such a way as to achieve that result;

(c) (Conflict) it and its Personnel do not hold any office or possess any property, are not engaged in any business or activity and do not have any obligations whereby duties or interests are or might be created in conflict with or might appear to be created in conflict with its obligations under the Agreement;

(d) (IP) it is entitled to use and deal with any Intellectual Property Rights which may be used by it in connection with the provision of the Services and to grant to the Organisation the licences contemplated by this Agreement;

(e) (Trust) it has not entered into the Agreement on behalf of a trust; and

(f) (No infringement) the receipt of the Services and the possession or use of any deliverables by the Organisation will not infringe the Intellectual Property Rights or other rights of any person or any Laws.

10. Termination

(a) The Organisation may terminate the Agreement with immediate effect (or with effect from a specified date) by giving notice in writing to the Supplier if the Supplier:

(i) fails to provide the Services in accordance with the Agreement;

(ii) breaches any provision of the Agreement and, where that breach is capable of remedy, fails to remedy the breach within 10 Business Days after receiving written notice requiring it to do so (or such later date as may be specified in that notice);

(iii) breaches any provision of the Agreement that is not capable of remedy;

(iv) or any of its Personnel involved in the provision of the Services commits fraud, dishonesty or any other serious misconduct;

(v) commits any act or does anything that may be prejudicial or otherwise detrimental to the reputation of the State; or

(vi) suffers from an Insolvency Event.


(b) The Organisation may terminate the Agreement without cause on notice to the Supplier.

(c) If the Agreement is terminated pursuant to clause 10(b), the Organisation will pay the Supplier:

(i) for the Services performed in accordance with the Agreement up to the date of the termination; and

(ii) the unavoidable and substantiated costs incurred by the Supplier as a direct result of the termination, excluding any loss of profit,

and the Organisation has no other liability to the Supplier in relation to that termination.

(d) When the Organisation issues a notice under clause 10(b), the Supplier will immediately comply with any directions given in the notice and do all that is possible to mitigate its losses arising from the termination of the Agreement.

(e) The Supplier may terminate the Agreement by giving at least 20 Business Days written notice to the Organisation if the Organisation fails to pay amounts due under this Agreement.

(f) Termination or expiry of this Agreement will not prejudice any right of action or remedy which may have accrued to either party prior to termination or expiry.

(g) On termination or expiry the Supplier must immediately, following instructions by the Organisation, cease using all materials that contain any Data or Confidential Information by either destroying the materials or returning the materials at no additional cost to the Organisation.

11. Insurance

(a) The Supplier must obtain and maintain insurance cover during the Term and, if requested by the Organisation, for a period of up to 7 years after the Services have been completed, sufficient to cover any loss or costs that may be incurred and for which the Supplier may be liable in connection with the Agreement, including professional indemnity and, if applicable, public and product liability insurance to the value specified in the Purchase Order or, if no value is specified, to a value sufficient to cover any loss or costs that may be incurred.

(b) On request, the Supplier must, within 10 Business Days, provide the Organisation with evidence of the currency of any insurance it is required to obtain under this Agreement.

(c) Where the required insurance is due to expire, on request by the Organisation, the Supplier must provide evidence of the replacement insurance prior to the expiry of the initial insurance.

12. Confidentiality, privacy and data

protection

(a) The Supplier and its Personnel must keep the Confidential Information confidential and secure and must not disclose or otherwise make available any Confidential Information to any other person.

(b) The Supplier consents to the Organisation publishing or otherwise making available information in relation to the Supplier (and the provision of the Services):

(i) as may be required to comply with the Contract Publishing System;

(ii) to other Victorian Public Entities or Ministers of the State in connection with the use of the Services;

(iii) to any public sector agency (of the State, any other state or territory or the Commonwealth) for the purposes of benchmarking, provided that it will not identify the Supplier;

(iv) to the office of the Auditor General appointed under section 94A of the Constitution Act 1975 (Vic) or the ombudsman appointed under the Ombudsman Act 1973 (Vic);

(v) to comply with Law, including the Freedom

of Information Act 1982 (Vic); or (vi) to the IBAC.

(c) The Supplier acknowledges that it will be bound by the Information Privacy Principles, Health Privacy Principles and any applicable Code of Practice (together, Privacy

Obligations) with respect to any act done or practice engaged in by the Supplier for the purposes of the Agreement, in the same way and to the same extent as the Privacy Obligations would have applied to the Organisation in respect of that act or practice had it been directly done or engaged in by the Organisation.

(d) The Supplier acknowledges that the Organisation is bound by the Protective Data Security Standards. The Supplier will not do any act or engage in any practice that would contravene or give rise to a breach of a Protective Data Security Standard in respect of any Data collected, held, used, managed, disclosed or transferred by the Supplier, on behalf of the State, under or in connection with the Agreement.


13. Access

When at the Organisation's premises, the Supplier must, and must ensure that its Personnel:

(a) protect people and property;

(b) prevent nuisance;

(c) act in a safe and lawful manner;

(d) comply with the safety standards and policies of the Organisation (as notified to the Supplier); and

(e) comply with any lawful directions of the Organisation or its Personnel.

14. Sub-contracting

(a) The Supplier must not sub-contract to any third person any of its obligations in relation to the Services without the prior written consent of the Organisation (which may be given conditionally or withheld in its absolute discretion).

(b) The Supplier will not, as a result of any sub-contracting arrangement, be relieved from the performance of any obligation under the Agreement and will be liable for all acts and omissions of a sub-contractor as though they were the actions of the Supplier itself.

15. Compliance with Law and Policy

(a) The Supplier must, in performing its obligations under the Agreement, comply with the Laws relevant to the provision of Services by the Supplier under the Agreement and with the ‘Victorian Industry Participation Policy’ (if applicable).

(b) Where, in the course of providing the Services, the Supplier or its Personnel:

(i) supervise or work with Public Sector Employees;

(ii) undertake work that is of a similar nature to the work undertaken by Public Sector Employees at a premises or location generally regarded as a public sector workplace; or

(iii) use or have access to public sector resources or information that are not normally accessible or available to the public,

the Supplier must (and must ensure that its Personnel) comply with the VPSC Code of Conduct.

(c) The Supplier acknowledges that:

(i) the Supplier Code of Conduct is an important part of the State's approach to procurement and describes the State's minimum expectations regarding the conduct of its suppliers;

(ii) it has read and aspires to comply with the Supplier Code of Conduct; and

(iii) the expectations set out in the Code are not intended to reduce, alter or supersede any other obligations which may be imposed on the Supplier, whether under the Agreement or at Law.

16. GST

(a) The terms used in this clause have the same meanings given to them in the GST Act.

(b) Unless otherwise expressly stated, all prices or other sums payable or consideration to be provided under or in accordance with the Agreement are exclusive of GST.

(c) If GST is imposed on any supply made under or in accordance with the Agreement, the recipient of the taxable supply must pay to the party making the taxable supply an amount equal to the GST payable on or for the taxable supply. Subject to the recipient first receiving a valid tax invoice, payment of the GST amount will be made at the same time the consideration for the taxable supply is to be paid or provided in accordance with the Agreement.

17. Dispute Resolution

(a) If any dispute arises under or in connection with this Agreement (Dispute), either party may at any time give written notice to the other (Dispute Notice) requesting that a meeting take place to seek to resolve the Dispute in good faith.

(b) If the Dispute is not resolved in 15 Business Days it will be referred to mediation (Mediation) conducted by the Australian Disputes Centre (ADC) in accordance with the ADC mediation guidelines (Guidelines) with each party bearing their own cost.

(c) If the parties fail to settle the Dispute at Mediation, the parties may agree to submit the dispute for resolution to final and binding arbitration.

(d) The parties will continue to perform their respective obligations under this Agreement pending the resolution of a Dispute.

18. General

(a) The Agreement is governed by and is to be construed in accordance with the Laws. Each party irrevocably and unconditionally submits to the exclusive jurisdiction of the courts of Victoria and any courts which have jurisdiction to hear appeals from any of those courts and waives any right to object to any proceedings being brought in those courts.


(b) Time is of the essence in relation to the provision of the Services.

(c) The Agreement may only be varied or replaced by a written document executed by the parties.

(d) A waiver of any right, power or remedy under the Agreement must be in writing and signed by the party granting it. The fact that a party fails to do, or delays in doing, something the party is entitled to do under the Agreement does not amount to a waiver.

(e) Any provision of the Agreement which is invalid or unenforceable is to be read down, if possible, so as to be valid and enforceable, and, if that is not possible, the provision will, to the extent that it is capable, be severed to the extent of the invalidity or unenforceability, without affecting the remaining provisions.

(f) The Organisation may set off against any sum owing to the Supplier under the Agreement any amount then owing by the Supplier to the Organisation.

(g) Subject to clause 18(h), a party may not assign any right under the Agreement without the prior written consent of the other party. The Supplier will be responsible for acts and omissions of any assignee.

(h) The Organisation may, by notice in writing to the Supplier, assign its rights, transfer its obligations or novate the Agreement to any Victorian Public Entity in the event of any State government restructure or other re-organisation or change in policy.

19. Entire Understanding and order for

precedence

(a) In the event and to the extent of any inconsistency between these General conditions for the supply of services and the Purchase Order, the General conditions will prevail to the extent of the inconsistency. If the inconsistency remains incapable of resolution by reading down, the inconsistent provisions will be severed from the Purchase Order without otherwise diminishing the enforceability of the remaining provisions of the Purchase Order.

(b) This Agreement contains everything the parties have agreed in relation to the Services. No party can rely on an earlier written document or anything said or done by or on behalf of another party before this Agreement was executed.

20. Survival

Clauses 3, 4, 6, 7, 8, 9, 10(c), 10(d), 10(f), 10(g), 11(a), 12, 14(b), 17, 18, 20, 21 and 22 of this Agreement survive the termination or expiry of this Agreement or the completion of the provision of Services and may be enforced at any time.

21. Definitions

In this Agreement, unless the context otherwise requires:

Agreement means the agreement for the provision of the Services consisting of these General conditions for the provision of services and the Purchase Order.

Business Day means a day which is not a Saturday, Sunday or public holiday (being a public holiday appointed as such under the Public Holidays Act 1993 (Vic)) in Melbourne.

Code of Practice means a code of practice as defined in, and approved under, the Privacy and Data Protection Act 2014 (Vic).

Completion Date means the date by which the provision of the Services must be completed by the Supplier, as specified in the Purchase Order.

Commencement Date means the date on which the provision of the Services will commence, as specified in the Purchase Order.

Confidential Information means any technical, scientific, commercial, financial or other information of, about or in any way related to, the Organisation, including any information designated by the Organisation as confidential, which is disclosed, made available, communicated or delivered to the Supplier, but excludes information which:

(a) is in or which subsequently enters the public domain, other than as a result of a breach of an obligation of confidentiality;

(b) the Supplier can demonstrate was in its possession prior to the date of the Agreement;

(c) the Supplier can demonstrate was developed by it independently of any disclosures previously made by the Organisation;

(d) is lawfully obtained by the Supplier on a non-confidential basis from a person who is not bound by a confidentiality agreement with the Organisation or otherwise prohibited from disclosing the information to the Supplier; or

(e) is required to be disclosed pursuant to Law, court order or other legal process.

Contract Materials means any materials (including any Intellectual Property) which the Supplier creates (whether alone or jointly with any other person) in performing the Services. Contract Publishing System means the system of the Victorian Government requiring publication of details of contracts entered into by Victorian Government departments, bodies and agencies, including any replacement or amended system.


Data means all data, information, text, drawings, statistics, analysis and other materials embodied in any form which is:

(a) supplied by or on behalf of the Organisation in connection with this Agreement (Input Data); or

(b) generated, placed, stored, processed, retrieved, printed, accessed or produced utilising the Input Data, the Services or the deliverables.

Fees mean a fixed fee payable to the Supplier for the provision of the Services, as specified in the Agreement.

GST Act means the A New Tax System (Goods and Services Tax) Act 1999 (Cth).

Health Privacy Principles means the health privacy principles set out in the Health Records Act 2001 (Vic).

IBAC means the commission established under the Independent Broad-based Anti-corruption Commission Act 2011 (Vic) and includes any other organisation that may, from time to time, perform the functions of the commission.

Information Privacy Principles has the meaning given in the Privacy and Data Protection Act 2014 (Vic).

Insolvency Event means, in relation to the Supplier, any of the following:

(a) anything that reasonably indicates that there is a significant risk that the Supplier is or will become unable to pay debts as they fall due;

(b) a step being taken to have a receiver, receiver and manager, liquidator or provisional liquidator appointed to the Supplier or any of its assets; or

(c) the Supplier ceasing, or indicating that it is about to cease, carrying on business.

Intellectual Property Rights means all intellectual property rights at any time recognised by law, including all present and future copyright, all proprietary rights in relation to inventions (including patents), registered and unregistered trademarks, trade secrets and know-how, registered designs, circuit layouts, and all other proprietary rights resulting from intellectual activity in the industrial, scientific, literary or artistic fields. Laws means:

(a) any statute, regulation or subordinate legislation of the Commonwealth of Australia, the State or local or other government in force in the State of Victoria, irrespective of where enacted; and

(b) lawful requirements of any government or government department or other body or a governmental, semi-governmental, judicial, municipal, statutory or public entity or authority (including a statutory authority or a State-owned enterprise), a self-regulatory authority

established under statute or a stock exchange (wherever created or located) or a person (whether autonomous or not) who is charged with the administration of a law.

Moral Rights has the meaning given to that term in the Copyright Act 1968 (Cth) and includes a right of a similar nature that is conferrable by statute, and that exists or comes into existence anywhere in the world.

Organisation means the department, body or agency of the State party to this Agreement.

Overdue Amount means an amount (or part thereof) that:

(a) is not, or is no longer, disputed;

(b) is due and owing under a tax invoice properly rendered by the Supplier in accordance with this Agreement; and

(c) which has been outstanding for more than 30 days from the date of receipt of the invoice (or the date that the amount ceased to be disputed, as the case may be).

Personnel of a party includes the officers, employees, agents, contractors and sub-contractors of that party.

Pre-Existing Intellectual Property means all materials owned by or licensed to a party as at the date of the Agreement or developed by or on behalf of a party independently of the Agreement.

Protective Data Security Standards means any standard issued under Part 4 of the Privacy and Data Protection Act 2014 (Vic) and any policies or protocols issued by the Organisation to ensure compliance with those standards.

Purchase Order means any form of order or purchase issued by the Organisation for the provision of Services, made under or incorporating these General conditions for the provision of services.

Public Sector Employee has the same meaning as in section 4(1) of the Public Administration Act 2004 (Vic).

Rates means the monetary amount (whether charged on an hourly, daily, weekly or other time-related basis) payable to the Supplier for the provision of the Services, as specified in the Purchase Order.

Services means the services, and includes any deliverables provided as part of the services, specified in the Purchase Order and as provided under this Agreement.

State means the Crown in right of the State of Victoria.

Supplier means the entity supplying the Services under the Agreement. Supplier Code of Conduct means the Code of Conduct issued by the Victorian Government for suppliers providing goods or services to the Victorian Government (as amended from time to time).


Term means the duration of this Agreement from the Commencement Date to the Completion Date or otherwise as extended in accordance with clause 1(b). Victorian Public Entity means:

(a) a public sector body as defined in section 4 of the Public Administration Act 2004 (Vic);

(b) a statutory corporation, a State owned company, a State body or a State business corporation as those terms are defined in the State Owned Enterprises Act 1992 (Vic);

(c) a "Council" as defined in the Local

Government Act 1989 (Vic); or

(d) an entity which receives the majority of its funding from any of the entities listed in paragraphs (a) to (c) or any entity under the control of any of the entities listed in paragraphs (a) to (c).

Victorian Public Sector Commission (VPSC) Code of Conduct means the Code of Conduct for Victorian Public Sector Employees 2015 issued by the Public Sector Commission pursuant to section 61 of the Public Administration Act 2004 (Vic).

22. Interpretation

Unless expressed to the contrary, in this Agreement:

(a) words in the singular include the plural and vice versa;

(b) any gender includes the other genders;

(c) if a word or phrase is defined its other grammatical forms have corresponding meanings;

(d) 'includes’ and 'including' are not words of limitation;

(e) no rule of construction will apply to a clause to the disadvantage of a party merely because that party put forward the clause or would otherwise benefit from it;

(f) the obligations of the Supplier, if more than one person, under the Agreement are joint and several and each person constituting the Supplier acknowledges and agrees that it will be causally responsible for the acts and omissions, including breaches of the Agreement, of the other as if those acts or omissions were its own;

(g) the rights of the Supplier, if more than one person, under the Agreement, including the right to payment, jointly benefit each person constituting the Supplier (and not severally or jointly and severally); and

(h) a reference to:

(i) a person includes a partnership, joint venture, unincorporated association, corporation and a government or statutory body or authority;

(ii) a person includes the person’s legal personal representatives, successors, assigns and persons substituted by novation;

(iii) any law, legislation or legislative provision includes any statutory modification, amendment or re-enactment, and any subordinate legislation or regulations issued under that legislation or legislative provision; and

(iv) a party or parties is a reference to the Organisation and the Supplier (as the case requires).

© State of Victoria 2017

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RFT262-2020 Replacement of Corporate Systems Part 3 Specification of Requirements

RFT C262-2020 Corporate Systems - Yarriambiack Shire Council Part 3 Page: ii

TABLE OF CONTENTS 1 INTRODUCTION ............................................................................................................................................................ 1

1.1 Purpose ........................................................................................................................................................ 1 1.2 Yarriambiack Shire Council ......................................................................................................................... 1

2 SYSTEMS REQUIREMENTS ......................................................................................................................................... 2

2.1 Core Property Components........................................................................................................................ 2 2.2 Optional Modules: Customer Management ............................................................................................. 3

3 CURRENT SYSTEMS ENVIRONMENT ....................................................................................................................... 4

3.1 YSC Systems Map ........................................................................................................................................ 4 3.2 Current Systems in Use by The Council, Outside Scope but Requiring Integration ............................... 5

4 FUNCTIONAL REQUIREMENTS: CORE BUSINESS MODULES ............................................................................. 6

General Requirements ...................................................................................................................................... 6 Property Management System (PMS) ............................................................................................................. 7 Rating Management System (RMS) ................................................................................................................. 8 Receipting and Payments Management System (RPMS) ............................................................................. 10 Accounts Receivable Management System (ARMS) ..................................................................................... 11 Local Laws Regulatory Modules ..................................................................................................................... 13 Local Laws Permit Systems (LLPS) .................................................................................................................. 14 Records Management System (EDRMS) ........................................................................................................ 15

5 OPTIONAL MODULE: CUSTOMER MANAGEMENT ............................................................................................ 16

Customer Request Management Capability ................................................................................................. 16

6 OTHER FUNCTIONS .................................................................................................................................................... 19

Integration Requirements .............................................................................................................................. 20 Data Migration Requirements ........................................................................................................................ 21 Other Requirements ....................................................................................................................................... 22

RFT C262-2020 Corporate Systems - Yarriambiack Shire Council Part 3 Page: 1

1 INTRODUCTION

1.1 PURPOSE

Yarriambiack Shire Council (YSC) – being the Council – wish to procure replacement systems to support their;

- Customer, Property, Rating, Records Management and Regulatory functions. Whilst the primary system in place for most of the functionality is currently Authority Civica, it is anticipated that harmonising and updating the systems used will potentially offer significant long-term benefits to the Council and greater efficiencies in integration. YSC is committed to the replacement of its current systems to begin the 2020/2021 financial year afresh and require the system to be fully functional by 30 September 2020.

1.2 YARRIAMBIACK SHIRE COUNCIL

YSC is a relatively small regional Council with circa 115 FTE and 136 head count. The Council supports a wide range of typical local government activities including a significant capital works program, and services ranging from libraries, depots, waste and recycling facilities, swimming pools, community services and roadworks across a large network. Council requires a broad range of systems functionality to support the efficient and effective operation of many of its functions. Council’s business systems are somewhat typical of a local government authority, comprising of a core or ‘enterprise’ system and a number of dedicated systems handling specialised functions. A key objective for YSC through its corporate suite of strategies is to enable continual improvements to Council’s customer service. Council’s ability to manage its risk and compliance obligations are also important considerations. Key near-term priorities include replacement of YSC’s customer, property, records management and regulatory systems, which form the subject of this tender. The rollout of Office 365 has recently taken place and Council is committed to a new website before the end of 2020 and implementation of Xero from 1 July 2020. YSC is putting in place a program structure to ensure good governance, and in particular Council recognises the importance of managing towards an overarching target state architecture including integration to ‘single sources of truth’ for each of Council’s major data entities. As such integration capabilities are an important consideration.


2 SYSTEMS REQUIREMENTS

2.1 CORE PROPERTY COMPONENTS

Core Module

Description

Property Management System (PMS)

Council is seeking a PMS capable of delivering the outputs that Council is seeking for the administration and management of the Property Information Database. YSC has operated PMS as a module of its Authority enterprise software system since 2008.

Rating Management System (RMS)

Council is seeking a RMS capable of delivering the outputs that Council is seeking for the administration and management of the Rating responsibilities and related functions. YSC has operated RMS as a module of its Authority enterprise software system since 2008.

Receipting and Payments Management System (RPMS)

Council is seeking a RPMS capable of delivering the outputs that Council is seeking for the administration and management of the receipting and payments. YSC has operated RPMS as a module of its Authority enterprise software system since 2008.

Accounts Receivable Management System (ARMS)

Council is seeking a ARMS capable of delivering the outputs that Council is seeking for the administration and management of the receipting and payments of accounts. YSC has operated RPMS as a module of its Authority enterprise software system since 2008.

Animal Management System (AMS)

Council is seeking a AMS capable of delivering the outputs that Council is seeking for the administration and management of the animal management functions. YSC has operated AMS as a module of its Authority enterprise software system since 2008.

Infringements Management System (IMS)

Council is seeking a IMS capable of delivering the outputs that Council is seeking for the administration and management of the infringement issue and compliance framework. YSC has operated IMS as a module of its Authority enterprise software system since 2008

Records Management System (EDRMS)

Council is seeking a EDRMS capable of delivering the outputs that Council is seeking for the administration and management of the Records Management Functions. YSC has operated with a paper based filing system.

Local Laws Permits System (LLPS)

Council is seeking a LLPS capable of delivering the outputs that Council is seeking for the administration of the various Local Laws applicable, and the customer service obligations that have been set both now and into the future. YSC has had the Authority enterprise system in place for LLPS purposes since 2008, however the majority of Local Laws permits are recorded and tracked via spreadsheet, with a small number of the permits being recorded as specific registers in the current LLPS.


2.2 OPTIONAL MODULES: CUSTOMER REQUEST MANAGEMENT

The Council is currently considering utilisation of their Asset Management software as the Customer Request Management System, however consideration of other options is part of this RFT. Optional Module Description

Customer Request Management System (CRMS)

Council wishes to procure a replacement system to support the efficient and effective management of requests received from its customers. Such a system should help to improve the Council’s ability to:

• Resolve customer queries in a timely and accurate fashion; • Ensure that Council is easy to deal with; • Communicate with customers regarding the status of their request; • Identify and handle repeat complaints; • Identify customer service improvement opportunities.


3 CURRENT SYSTEMS ENVIRONMENT

3.1 YSC SYSTEMS MAP

The following provides a diagrammatical view of the major applications in place at YSC:


System Commentary

Authority Customer Requests

Whilst part of the Authority enterprise system, this function needs replacement.

Xero YSC is implementing Xero financials – with associated applications. Open Office Health Manager

This system is deployed as a standalone system, with no integration between the two systems for Customer/Property details.

Records Management

No formal records management system is in place, but YSC has utilised consistent file and folder naming.

POZI- GIS This product is utilised across the business, with links to the Authority database for key information which is presented and available from the various GIS layers.

Greenlight This product provides for Building and Planning workflow. Currently no integration with other systems.

Assetfinda Current Asset Management system with no integration.

3.2 CURRENT SYSTEMS IN USE BY THE COUNCIL, OUTSIDE SCOPE BUT REQUIRING INTEGRATION

Function Yarriambiack

Financials Authority (Civica) Financial Budgeting and Reporting BIS Purchasing No system Payroll Authority (Civica) Human Resources Information System (HRIS) No system Customer Request Management (CRM) Authority (Civica) Property, Rating and Regulatory Management Authority (Civica) Rate Modelling Authority (Civica) Risk Management RelianSys Corporate Planning and Audit Management RelianSys Geographical Information System (GIS) Pozi, MapInfo Pro Works Management Assetfinda Asset Management Assetfinda Health Management Open Office (Health Manager) Community Services Administration/ Aged and Community Care

Haccpack

Inspection and Maintenance Software Assetfinda Emergency Management Crisisworks Planning and Building Greenlight Maternal Child Health CDIS Records Management No system


4 FUNCTIONAL REQUIREMENTS: CORE BUSINESS MODULES

GENERAL REQUIREMENTS

Regulatory Module

Primary Purpose

Key Functions

Workflow Workflow tools will be required across numerous functions within the Corporate systems. A single workflow tool should be provided which can interact with all relevant modules.

Flexible definition of workflow stages and actions as required for the process. Triggering of document creation, data updates, status updates and other information based on undertaking the workflow steps. Ability to route and manage workflows within relevant security permissions.

Notes and Memo Information

Flexible definition of notes and/or memo information will be required across most functions.

Recording of user-defined notes against relevant transactions, master files and related entities.

Provision of alerts and reporting of certain note/memo types when accessing or reporting relevant records.

Bulk Updating Facilities for Bulk Updating of Information Bulk updates should be available for all functions. Tenderers are requested to describe the functions available for bulk updating of information within the system.

Reporting Standard Reporting and User Defined Reporting is required.

Standard reports must exist for each major functional area that supports the base processing for that function. For each module area listed, standard reporting should be detailed.

User-defined reporting tools will be required for all modules. Tenders are requested to describe the end user reporting functions available for bulk updating of information within the system.

Extracts of information into Office tools – particularly MS Excel, Power BI and related tools – will be required. Tenders are requested to describe the end user reporting functions available for bulk updating of information within the system.


PROPERTY MANAGEMENT SYSTEM (PMS)

Regulatory Module

Primary Purpose

Key Functions

Property Database

Core property database, which contains all properties of interest to the Council, including properties that may not be rateable. Includes properties which Council own or may manage on behalf of other relevant bodies.

Property based, allowing a property to have as many individual land parcels as required, with each parcel potentially having its own parcel description. Address information recorded formally, not in free-form text fields. Property types, Land Use and other user-defined data fields. Linkages to Land Victoria Map Base. Management of historical property information combined with easy and effective subdivisional processing. Support tracking of communications to customers – such as newsletters and other communications – with record of all communications being managed by the system. M1 process for property / address updating to DELWP must be supported, with generation of the M1 return directly from the system.


RATING MANAGEMENT SYSTEM (RMS)

Regulatory Module

Primary Purpose

Key Functions

Rating Manage the Rating functions – including annual rates, supplementary rating and special rates schemes and charges.

Full linkage to Customer, Property, Finance and other regulatory databases. Management of the annual rating process and related instalments in accordance with regulatory requirements, including the Processing of Fire Services Levy. Management of payment processing, including arrears, payment plans, interest processing and other components as required. Production of notices via interface with external printer and in-house printing, or electronic formats such as e-mail as may be required. Capacity to import PEXA Notice of Acquisition files, or other electronic forms of notifications. Pensioner Rebates processing and returns need to be supported by the system including submission of DHHS returns. This should also include single and annual batch verification of pensioner details. Production of electronic files in lieu of rate notices for high volume owners, such as the PREMIS file format for DHHS Capability for FSPL reporting and management, including balancing with the SRO Supplementary Notices processing, including subdivision of properties, updates of property information and generation of relevant notices and payment processes.

Land Information Certificates

Management of production of LICs for customers.

Full linkage to Customer, Property and other regulatory databases, facilitating automated production of LICs from various sources.


Regulatory Module

Primary Purpose

Key Functions Electronic lodgement of requests for LICs, including electronic distribution to the customer. Single or account payment capabilities for LIC processing.

Valuations Integration with the VM2020 system for management of valuations.

Provision of feed of information to the Valuations system to support processing of valuations. Provision of feed of information from the Valuations system where revaluations occur, or where subdivisions/building completion activities have taken place which should trigger supplementary rates processing.

Electoral Roll Management of the electoral roll processing.

Generation of the CEO’s roll using information recorded in the system.

Rates Modelling

Modelling for Rating parameters

Rate modelling/estimating for revaluations and annual budget process at a minimum, with options for modelling of rate values for a number of years forward as required.


RECEIPTING AND PAYMENTS MANAGEMENT SYSTEM (RPMS)

Regulatory Module

Primary Purpose

Key Functions

Receipting and Payments Management System

Management of receipts received from any number of sources, including counter, bank statement, credit card, payment portal or other receipts.

Integration to all debt generating modules – including core and optional modules - including linkages to all relevant modules for recording of payment against relevant business transaction. Front-office capability for receipting at customer service or other locations, including full banking and reconciliation. Integration with EFT-Pos and related functions, with full management of EFT-Pos machine settling and generation of bank account entries for effective bank reconciliation. Back-office capability for processing of electronic receipts received from third parties such as Bank Statement, Credit card providers, Bpay, Australia Post, Macquarie payment services and others. Electronic payment options for all types of payments received by Council, through deployment of payment facilities on web sites. Management of multiple receipting locations, with cashier drawer management.


ACCOUNTS RECEIVABLE MANAGEMENT SYSTEM (ARMS)

Regulatory Module

Primary Purpose

Key Functions

Debtors Recognising that a significant portion of debt raised by Council is specific to some form of regulatory module, debtors as a function is typically managed as part of the regulatory function.

Full linkage to Customer, Property and other regulatory databases. Generation of sundry debt from a variety of sources external to the system should be facilitated through electronic means rather than use of manual and/or paper forms. Bulk import of debt details from external systems such as Aged Care and/or others as required. Effective management of creation of invoices with appropriate costing to General Ledger based on income types. Generation of Statements, and/or Invoice Statements. Ageing reports based on commercial terms such as 30-60-90-120-day ageing, as well as options for flexible ageing such as 7-14-21-28 day ageing, or other schemes as required. Ageing reports based on commercial terms such as 30-60-90-120-day ageing, as well as options for flexible ageing such as 7-14-21-28 day ageing, or other schemes as required. Reporting and effective management of outstanding, including passing outstanding debts to the Debt Management module automatically.

Debt Management

Provision of a single view of property and/or customer debt, with capabilities to effectively manage payment plans and other activities.

Full linkage to Customer, Property and other regulatory databases. Single view of customer debt from all various sources, including regulatory modules. Workflow based approach for management of all types of debts, typically broken into two styles of management based on whether the debt is customer or property based.


Regulatory Module

Primary Purpose

Key Functions Recording of debt management actions, including follow-up calls, tracking of payment promises and other information payment arrangements. Establishment of formal payment plans and tracking of compliance with payment plans. Management of formal actions through prosecutions processes.


LOCAL LAWS REGULATORY MODULES

Regulatory Module

Primary Purpose

Key Functions

Animal Management System (AMS)

Management of Animal Registrations and related processing.

Full linkage to Customer, Property and other regulatory databases. Management of annual renewal notices and registrations including fees and payment processing. Registration of new / amended animal details using a number of channels including electronic (via web site), customer request or in-person attendance at Council offices. Management of Pound, including animal pickups and related processes. In-field capability for remote workers.

Infringement Management System (IMS)

Management of Infringements raised by Council under various regulatory functions such as Local Laws Permits, Enforcements or other functions.

Full linkage to Customer, Property and other regulatory databases. Ability to view infringement images online via website. In-field recording of Infringements via mobile Infringements device. Integration with VicRoads for management of registered owner information, with appropriate security in accordance with VicRoads requirements. Generation of Fees at appropriate stages through the workflow including lodgement, courtesy letters and other stages. This should include appropriate integration from the Cash Receipting function. Utilisation of workflow process for management of the entire infringement’s workflow, incorporating courtesy letters, reminders and other related functions. Workflow should assist in management of infringements prosecuted through Fines Victoria, or specifically by Council.


LOCAL LAWS PERMIT SYSTEMS (LLPS)

Regulatory Module

Primary Purpose

Key Functions

Property Compliance Permits

Management of relevant permits associated with a Property such as Fire & Related Hazards, as well as various related permits such as Footpath Dining, A-Frames, Asset Protection and others.

Full linkage to Customer, Property and other regulatory databases. User-definition of the various permits that may be issued, including linkage of permits to appropriate Local Laws or other regulatory acts. Generation of Fees at appropriate stages through the workflow including lodgement and related activities. This should include appropriate integration from the Cash Receipting function. Utilisation of workflow process for management of the entire workflow, incorporating lodgement, renewals, inspections and related activities. In-field recording of Permits and related activities via mobile device.

Local Law Permits

Similar in nature to Property Compliance permits, these permits will be typically linked to people and not necessarily to a property.

Full linkage to Customer and other regulatory databases. User-definition of the various permits that may be issued, including linkage of permits to appropriate Local Laws or other regulatory acts. Generation of Fees at appropriate stages through the workflow including lodgement and related activities. This should include appropriate integration from the Cash Receipting function. Utilisation of workflow process for management of the entire workflow, incorporating lodgement, renewals, inspections and related activities. In-field recording of Permits and related activities via mobile device.


RECORDS MANAGEMENT SYSTEM (EDRMS)

Regulatory Module

Primary Purpose

Key Functions

Records Management

An EDRMS system which will include all functionality reasonably expected to be part of a Records Management system for councils of the size of Yarriambiack Shire Council

Full integration with the Council’s existing other Corporate Systems and applications Be VERS compliant Be able to integrate with the leading local government software systems in the current marketplace. Automatic recording of correspondence – through document generation of MS-Word or other documents – into the Records Management system as part of the generation of the document/s from the Regulatory system. Ensuring adequate meta data is established on documents deposited in the Records Management to facilitate easy recall and review. Viewing of records management content for particular regulatory entities – such as Customers, Properties, Planning/Building applications etc – either from the Records Management or Regulatory system. Ability to electronically store/attach documents to an entity in the system – Property, Customer, Valuation, Infringement etc.


5 OPTIONAL MODULE: CUSTOMER MANAGEMENT

CUSTOMER REQUEST MANAGEMENT CAPABILITY

Major Functionality Area

Key Functions

Administrative functions allowing the system to be configured to the requirements of YSC.

Full linkage to Customer, Property and other regulatory databases. Definition of catalogue of services provided by the business, combined with definition of responsible officers, expected timeframes and targets, service workflows and other relevant activities. Ability for business-defined task types or flags to be added to requests such as ‘complaint’ or ‘urgent’. Configurable user access controls to maintain integrity, security and confidentiality of data as relevant. Use of Questionnaires as part of the customer service activity to assist in guiding the provision of information to the customer, or pre-loading the customer request when required. Use of Templates for different types of customer requests, which support preloading of the customer request information.

Support the use of a Knowledge Base for common information and knowledge.

Capability for Knowledge Base for recording of service information which is easily searchable and used in provision of customer services. Capabilities to support the use of a completed customer request as the source of a Knowledge Base Article. Workflow for the management of knowledge base articles – from initial creation and authorisation, through to periodic review and update.

Customer Management Single view of customer information, incorporating all call history and related information. Recording of customer contact preferences. Capability to integrate with other customer databases, particularly Authority Name and Address Register (NAR).



Key Functions

Lodgement and Assignment of Requests

Customer Service centre lodgement with lookup capabilities for customer, address, property, request ID, and other linked information. Capability for generation of customer request from Council’s GIS system, including passing of spatial location information to the request. Online lodgement capability via Council’s web site, including capability for tracking of status and related information. Automated creation of customer requests from email receipts. Online lodgement via commonly used mobile applications – such as Snap-Send-Solve – with automated generation of customer request. Tools such as fuzzy logic, prompts and field validations to aid in ensuring data integrity. Ability to generate an automated or optional acknowledgement email to the customer. Methods for recording ‘quick calls’ where customer requests are actioned and closed as part of a single activity with a customer service officer, including possible integration with telephony systems used in customer service centres. Ability for customer requests to be assigned to multiple officers at the same time, and have multiple tasks/workflow options if required. Ability for responsible officer to receive notification of new jobs via the application, email, and other applicable methods, with the ability for the officer to choose their preferred method.

Tracking and Management of customer requests through the life cycle of the request

Tracking and management of the customer request through the system, including recording all actions undertaken by relevant officers. Ability for officers to enter time-stamped notes relevant to the customer request. Management of timeframes with automated escalations to appropriate council officers where time frames are not met.



Key Functions Automatic integration with Asset Management system, allowing requests to be passed to the Asset Management system and managed within that system. Automatic integration with Planning, Building and Amenity systems, allowing requests to be passed to relevant systems and managed within those systems. Capabilities for 3rd party use of the system – such as via Council’s contractors. Capabilities for integration to 3rd party systems. Ability to link outbound correspondence to the initiating customer request. Ability to link or consolidate related queries (e.g. several queries relating to the same fallen tree, or the same query from the same customer received through multiple channels) In-field capability for mobile officers.

Tracking and management of attachments, including attachments from lodgement, through to documents, photos and other information recorded during the delivery of the customer request. Ability to issue surveys to customers regarding satisfaction with request handling.

Reporting and Audit Full audit history of all actions and activities against a customer request.

Search capabilities across all customer requests, with capabilities for search on all fields captured on the customer requests.

Ability for custom and out-of-the-box reports including items such as request status, request types and completion timeframes, accessible and configurable by administrators and end users.

Ability for reports to be scheduled for distribution according to timeframes defined by administrators or end users as required.


6 OTHER FUNCTIONS

Regulatory Module

Primary Purpose

Key Functions

Property Leases and Licenses

Tracking and management of leases for Council owned or managed properties.

Full linkage to Customer, Property and other regulatory databases.

Generation of fees at appropriate stages through the workflow including lodgement, inspections and other appropriate points. Fees to be based on user-defined criteria using attributes from the register. This should include appropriate integration from the Cash Receipting function.

Renewal capabilities for licenses and leases based on anniversary.

Bonds A module to track and record Bonds, Guarantees, and other security deposits made in conjunction with specific regulatory functions.

Full linkage to Customer, Property and other regulatory databases.

Generation of fees at appropriate stages through the workflow including lodgement, inspections and other appropriate points. Fees to be based on user-defined criteria using attributes from the register. This should include appropriate integration from the Cash Receipting function.

Workflow for release of security deposits integrated with the initiating regulatory module such as Planning, Property Leases and others.

Registers Establishment of User Defined Registers to track and manage applications and other functions

Full linkage to Customer, Property and other regulatory databases. Electronic lodgement capabilities, including tracking of status for customers, via customisable web portal. Generation of fees at appropriate stages through the workflow including lodgement, inspections and other appropriate points. Fees to be based on user-defined criteria using attributes from the register. This should include appropriate integration from the Cash Receipting function.


INTEGRATION REQUIREMENTS

Whilst the Council wishes to understand capabilities for an appropriate integration platform to facilitate integration to 3rd party systems, some specific integration points should be noted: 3rd Party Module

Primary Purpose

Key Functions

Financials Integration to a SaaS financials system with a modern, open API, such as Xero

Chart of accounts integration is likely to be required, allowing income components in the regulatory systems to be assigned to appropriate chart of accounts entities. Journal generation from income activities needs to be processed through to the General Ledger at an appropriate level of summarisation (or detail). Bank Reconciliation will be impacted as a direct outcome of Cash Receipting functions. Drilldown from ledger transactions through to the source transaction in the Regulatory system is viewed as a significant improvement.

Assetfinda Integration to Assetfinda Asset Management system

Accounting and property integration.

GIS Spatial representation of all types of information is part of the overall ICT Strategy for the GIS.

Linkage of Regulatory module information through to the GIS for display as layers within the GIS is considered mandatory. All types of regulatory information should be able to be presented. Initiation of specific business transactions from the GIS should be possible. This will include such things as Customer Request/s, any Regulatory permit or other appropriate transactions. Drilldown from GIS through to the source transaction in the Regulatory system is viewed as a significant improvement.


DATA MIGRATION REQUIREMENTS

Component Summary

Key Functions

YSC

Mandatory Modules Data Migration

Property and Customer Records from Authority Rating information and history from Authority. Accounts Receivable information and history from Authority Animal Control History – registrations and impoundings – from Authority Infringement Management History – from spreadsheets Local Law Permit histories

Optional Other Modules

Customer Requests:

• At least open requests at time of system changeover, with consideration of historical information; from Authority

• Knowledge Base information.


OTHER REQUIREMENTS

Component Summary

Key Functions

Technical Deployment

Deployment of the proposed system Preference is for SaaS deployment, with consumption-based pricing for licensing, with fully managed environment for deployment of new releases and other functions. Cloud Hosting – where the system is managed in the cloud by Council staff – will be considered but is not preferred.

Technologies Replacement system/s must be deployed using modern technologies.

Browser based user interface, preferably based on HTML 5 or similar technologies offering significantly improved ease of use for end users. Adaptive design, incorporating secure use of the system/s on any type of device ranging from desktop computer, through to tablets, mobile phones or other mobile device capabilities. The system should allow any modern browser to operate the system. Integration with Office 365 for generation of document/s from the system. SQL/Server 2016 or above storage of data, including potential use of SQL/Azure or equivalent. Use of Open Web-based API/Web Service type access for integration purposes.

Part 4: Response Schedules

This Part contains the Response Schedules to be completed and submitted to Council as part of the RFT.

Part 4 Page | 1 RFT for: Replacement of Corporate Systems RFT Reference No. C262-2020

Part 4 - Table of Contents Instructions to Tenderers 3

1. Tender Form 4

1.1 Tenderer’s Details 4 1.2 Tenderer’s Declaration 5

2. Compliance 6

2.1 Statement of non-compliance, departures or assumptions 6 2.2 Alternative Tender or Non-Conforming Tenders 8 2.3 Financial Capacity Information 8 2.4 Current Insurance Certificates 9 2.5 Statement of Conflict 10 2.6 Statement of Threatened or Pending Litigation 10 2.7 Compliance with legislation, relevant regulations and codes 11

3. Occupational Health and Safety Management 12

3.1 OH&S Systems, Policies and Management 12

4. Quality Management 13

5. Environmental Management 14

5.1 Environmental Management Systems 14 5.2 Environmental management objectives and measures 14

6. Tender Summary 15 6.1 Overview and History 15 6.2 Summary of Tender 15

7. Relevant experience and past performance 16 7.1 Relevant Experience 16 7.2 Experience and References 16

8. Capability and Capacity 18

8.1 Ability to meet requirements 18 8.2 Business structure/Project Team Structure 18 8.3 Proposed Key Personnel/Account Management 18 8.4 Subcontractors and Consultants 19 8.5 Proposed Subcontractor / Consultant Management Methodology 19

9. Delivery Methodology and Project/Implementation Plan 20

9.1 Methodology 20 9.2 Project/Implementation Plan 20

10. Performance Management 21

10.1 Performance Benchmarking/Key performance Indicators 21 10.2 Risk Management 21 10.3 Customer Service Plan 21

11. Integration of Current Systems 22


12. Schedule of Prices 23

Update the table of contents last – after all feedback is incorporated and formatting finalised. To do this, left click in the table, then right click and select ‘Update Field’.


Instructions to Tenderers

Format of Tender

The Tenderer is to complete the response schedules (Part 4) in the fields as indicated and retain the same format as provided by the Council. Tenderers must respond to the requirements in the Specification (Part 3) and Proposed Conditions of Contract (Part 2) in accordance with the Conditions of Tendering (Part 1) of this RFT.

Any attachments, supplementary material, graphics or data should be attached at the end of this document and referenced to the relevant field/section of this template.

Notes Regarding Responding to this RFT

Before responding to the evaluation criteria, Tenderers must note the following:

o All information relevant to your answers to each criterion are to be contained within your Tender;

o Tenderers are to assume that the Evaluation Panel has no previous knowledge of the Tenderers organisation, activities or experience.

o The responses provided form part of the Council’s Tender evaluation assessment and is to be completed by Tenderers.

Tenders that do not satisfy criterion identified as Mandatory Compliance Criteria will be deemed non-compliant and excluded from further participation in the evaluation process.

For Tenderers - Guidance Notes have been provided in this document where appropriate to assist Tenderers to complete the Schedules. Guidance Notes can be identified by their Red font. Ensure all Guidance Notes, including this one, are deleted prior to submitting you response.


1. Tender Form

1.1 Tenderer’s Details

Tenderer’s Details

Registered Name:

Trading Name:

Date Established:

Business Type:

Note – if trading as a trust, a copy of the Trust Deed must be attached and provided in the response

ABN: ACN:

Registered Office Address:

Principal office in Victoria (if applicable):

Mailing Address:

Telephone Number:

General Email Address: Website Address:

Key Contact Details:

Contact Person Name:

Position title:

Address:

Telephone Number: Mobile Phone:

Email Address:


1.2 Tenderer’s Declaration

Tenderer’s Declaration

Tenderers are to sign and return this declaration. A digitally signed document or image of the signatures will suffice.

The Tenderer warrants that it has the full set of RFT documents as follows:

Part 1 – Conditions of Tendering

Part 2 – Proposed Conditions of Contract

Part 3 – Specification

Part 4 – Response Schedules

and Addenda

Please list addenda numbers or ‘N/A’ (please delete this note prior to submission)

By signing below, the Tenderer confirms that the information provided in this Tender is true, correct and complete: Signed for and on behalf of the Tenderer:

Tenderer:

Name:

Position:

Address:

Signature of Tenderer’s authorised officer:

Date of signing:


2. Compliance 2.1 Statement of non-compliance, departures or assumptions The Tenderer is required to submit a conforming Tender in accordance with the RFT.

The Tenderer is required to identify any non-compliances, departures from, or assumptions to the Tender that do not fully meet all of the requirements of the RFT including any addenda issued and any other documents that form part of the RFT.

All such non-compliances, departures and assumptions must be fully documented in the table below.

Compliance with the RFT

This Tender is fully Compliant with all of the requirements of the RFT and the proposed Conditions of Contract.

[ ] Yes

[ ] No

if the answer is ‘No’ the Tenderer must complete the table below

All non-compliances, departures or assumptions made by the Tenderer, including those related to the proposed Conditions of Contract are listed in the table below

[ ] Yes

[ ] No

Any non-compliances or changes sought to the proposed Conditions of Contract (Part 2) are provided in a marked-up version Microsoft word document

[ ] Yes (‘marked-up’ version attached)

[ ] No proposed changes sought


Table of Non-compliance, departures and/or assumptions

Compliance Item Type

NC=non-compliance

PC=Partial compliance

D=Departure

A=Assumption

Part Clause Description and explanation for Non-

compliance/partial compliance departure or assumption

Proposed Variances/amendment (if applicable)

[Note to Tenderers – add additional rows as required]


2.2 Alternative Tender or Non-Conforming Tenders The Tenderer is reminded if it wishes to submit an Alternative Tender or Non-Conforming Tender, it must also submit a Conforming Tender and submit a copy of the clearly identified Alternative Tender or Non-Conforming Tender in a marked up form, which identifies all departures from the Conforming Tender. In order to be considered for evaluation, any such Alternative Tender or Non-Conforming Tender must:

1. Fully describe its advantages, disadvantages, limitations and capabilities;

2. Be fully costed;

3. Permit ready comparison of the alternative offer with complying Tenders; and

4. Expressly state where it does not comply with the terms of this RFT,

and cross reference to the appropriate clause number in Part 3 – Specification. [word limit – xx words]

[enter response]

2.3 Financial Capacity Information Council may request financial information from the Tenderer, which may include (but is not limited to):

i. Financial Statements for last 3 (three) years, such as a balance sheet, profit and loss statement, statement of cash flows, notes to the Financial Statements,independent Auditors Report (or an Accountant’s Report).

ii. Names and contact numbers of major suppliers and/or major subcontractors.

iii. Details of any additional information that will assist in an understanding of the Financial position


2.4 Current Insurance Certificates Meeting the Council’s insurance requirements is a mandatory criterion. Please provide detail of insurance coverage as required in the table below against each of the insurance requirements detailed. The levels of cover detailed are the minimum acceptable levels of cover and will be required to be maintained for the term set out in the Conditions of Contract.

Please also submit as an attachment current certificates of Currency for the Insurances detailed below

Insurance Type Minimum Insurance

Amount Required

Specific Insurance Requirements

Name of Insurer

Insured Amount

Policy Number Policy Expiration

Copy of Certificate of Currency

Attached? (Y/N)

Council Requirements Tenderers to Complete

Public Liability $10 million

Professional Indemnity & Liability $5 million

Products Liability $5 million


2.5 Statement of Conflict

Item Statement of Conflict

1 The Tenderer confirms that it has no Conflicts in connection with this RFT and its Tender and has nothing to declare.

[ ] Yes

[ ] No

If ‘No’, the Tenderer is to complete Item 2 below

2 If there is a Conflict in connection with this RFT and the Tenderer’s Tender, the Tenderer has disclosed it below, together with the strategy it has in place to manage it.

[ ] Yes

[ ] No

[enter details of Conflict and strategy to manage it]

2.6 Statement of Threatened or Pending Litigation

Threatened or Pending Litigation

Does the Tenderer have any threatened or pending litigation, claims, or undischarged judgements or orders against it?

[ ] Yes

[ ] No

If the answer is ‘Yes’, the Tenderer must provide a statement, on company letterhead and duly authorised by its legal representative, that provides the particulars of any threatened or pending litigation, claims, or undischarged judgements or orders.

This Statement of Threatened or Pending Litigation must be attached to the Tenderers response to this tender.


2.7 Compliance with legislation, relevant regulations and codes

Compliance with legislation, relevant regulations and codes

Has the Tenderer been in default of any fine issued for a breach of legislation, including OH&S or Environmental legislation, regulations or requirements and/or served with a notice in the last five (5) years?

[ ] Yes

[ ] No

if ‘Yes’ please provide details of the breach in the response area provided below

[provide details of any recent breaches, prosecution or fines]


3. Occupational Health and Safety Management 3.1 OH&S Systems, Policies and Management

OH&S Systems, Policies and Management

Does the Tenderer have a third party accredited OH&S management system?

[ ] Yes

[ ] No

if ‘Yes’, please provide details of the accreditation in the response area provided below and attach a copy of the current certification

If you answered ‘no’ to the above, does the Tenderer have OHS management system?

[ ] Yes

[ ] No

if ‘Yes’, please provide details of the accreditation in the response area provided below

Does the Tenderer have a current OHS Policy? [ ] Yes

[ ] No

Does the Tenderer have OHS training strategy for all employees? [ ] Yes

[ ] No

Are specific OH&S responsibilities clearly assigned to employees or sub-contractors involved with the planning, supervision and execution of works and services?

[ ] Yes

[ ] No

If ‘Yes’ provide details of your reporting & investigation procedures in the response area below or submit a copy of your Standard Incident Report Form.

Does the Tenderer have a process for OHS hazard identification, assessment, investigation and control?

[ ] Yes

[ ] No

Has the tenderer identified the risks associated with its routine operations and developed standard operating procedures or safe systems of work to minimize or eliminate those risks?

[ ] Yes

[ ] No

If ‘Yes’ provide/attach a summary listing of procedures or work instructions


[enter additional details of OH&S Systems]

4. Quality Management

Quality Management System

Does the Tenderer have a current certification of its Quality Management System to AS/NZS ISO 9001:2016?

[ ] Yes

[ ] No

If the answer is ‘Yes’, please provide as an attachment, a copy of your current certificate of certification.If ‘no’, please complete the next question

Quality Management Systems

Does the Tenderer have any documented Quality Management System or quality assurance systems implemented?

[ ] Yes

[ ] No

If the answer is ‘Yes’, please provide details in the area provided below.

[enter additional details of Quality Management Systems]


5. Environmental Management 5.1 Environmental Management Systems

Environmental Management

Does the Tenderer have a third party accredited environmental management system?

[ ] Yes

[ ] No

if ‘Yes’, please provide details of the accreditation in the response area provided below and attach a copy of the current certification

Does the Tenderer have environmental management system?

[ ] Yes

[ ] No

if ‘Yes’, please provide details of the accreditation in the response area provided below

Does the Tenderer have a current environmental Policy? [ ] Yes

[ ] No

Does the Tenderer have a process for environmental hazard identification, assessment and control?

[ ] Yes

[ ] No

[provide any additional information on environmental systems here]

5.2 Environmental management objectives and measures If/when requested, please submit details of:

environmental management objectives proposed for the work under the Conditions of Contract;

key environmental management actions proposed for the work under the Conditions of Contract; and

the persons who will be responsible for managing the actions proposed.


6. Tender Summary

6.1 Overview and History Provide a brief overview and history of your company (2-3 paragraphs). Include the number of years you have been in business in the current capacity.

[provide overview and history of your company, years in operation, goods/services offered, location etc.]

6.2 Summary of Tender Please provide an Executive Summary of your Tender in the response space provided below.

[enter response]


7. Relevant experience and past performance 7.1 Relevant Experience Tenderers must provide detailed information to demonstrate the Tenderer’s experience and capability in relation to this RFT.

[enter response]

7.2 Experience and References Please provide detail of 3 previous contracts /similar projects, completed within the last 5 years in the table provided below.

Contract / Project 1

Contract / Project Name

Client

Date Completed

Contract / Project Value

Project Details

Referee

Name

Position

Organisation

Phone Number

Email




Client

Date Completed


Project Details

Referee

Name

Position

Organisation

Phone Number

Email



Client

Date Completed


Project Details

Referee

Name

Position

Organisation

Phone Number

Email


8. Capability and Capacity 8.1 Ability to meet requirements Detail current work related to the requirements detailed in Part 3 – Specification. [word limit – [xx] words

[enter response]

8.2 Business structure/Project Team Structure Provide details of your business structure and the business units relevant to the delivery of the procurement; OR Attach a diagram of your business structure/project team structure

[enter response and cross reference diagram, attaching it at the end of this document]

8.3 Proposed Key Personnel/Account Management Detail the experience and expertise of each key staff member and their role in the delivery of the procurement.

Provide details of the proposed key personnel in the table below

Proposed Key Personnel 1

Name

Position

Proposed Role & Responsibility

Qualifications / Experience

Proposed Key Personnel 2

Name

Position

Proposed Role & Responsibility

Qualifications / Experience

Note to Tenderer – Copy and paste table as required to accommodate all Key Personnel


8.4 Subcontractors and Consultants Provide details of external resources (sub contractors and or consultants) to be engaged in connection with the provision of the procurement.

Name and Address of

Subcontractor /Consultant

Description of Goods/Services

to be subcontracted

Relationship/Period

working in this capacity

(in years)

What % of work does the subcontractor

/consultant complete? (%)

Confirmation of satisfactory qualifications,

experience, OHS and Environmental performance

8.5 Proposed Subcontractor / Consultant Management Methodology Please provide detail of your methodology to manage the proposed subcontractors / consultant in the response space provided below. [enter response]


9. Delivery Methodology and Project/Implementation Plan

9.1 Methodology Provide details of the methodology proposed to be used in the provision of the Goods and/or Services. Detail timelines, methodology, delivery method, resources etc. [enter response]

9.2 Project/Implementation Plan Submit a program in MS Project or in the form of a bar chart or network diagram detailing key milestones and dates to satisfy the contract / project over its complete term.

The program is to be attached to the Tender response. [enter reference to attachment]


10. Performance Management 10.1 Performance Benchmarking/Key performance Indicators Provide details of how you would propose that your performance be monitored (whether by yourself and / or by the Council), and what internal measures and benchmarks are in place? [enter response]

10.2 Risk Management Provide a Risk Management Plan to identify risk areas, processes; activities etc. to ensure policies, systems, practices are in place as to manage risks associated with the Goods and/or Services.

The Risk Management Plan is to be attached to the Tender response.

Provide details of your project delivery risk management strategies and practices that would be applicable in the context of this procurement. [enter response]

10.3 Customer Service Plan Provide details of the Customer Service Plan you intend to implement for the provision of this procurement. Include methodology, timing of feedback, complaints procedures and scope of reports. [enter response]


11. Integration of Current Systems Please indicate in the table below if the functions as detailed are able to be integrated. Costs associated with the integration should be included in the Schedule of Prices.

Function Yarriambiack Able to Integrate

Financials Authority (Civica)

Financial Budgeting and Reporting BIS Purchasing No system

Payroll Authority (Civica) Human Resources Information System (HRIS) No system

Customer Relationship Management (CRM) Authority (Civica) Property, Rating and Regulatory Management Authority (Civica)

Rate Modelling Authority (Civica) Risk Management RelianSys

Corporate Planning and Audit Management RelianSys Geographical Information System (GIS) Pozi, MapInfo Pro

Works Management Assetfinda Asset Management Assetfinda

Health Management Open Office (Health Manager)

Community Services Administration/ Aged and Community Care

Haccpack

Inspection and Maintenance Software Assetfinda

Emergency Management Crisisworks

Planning and Building Greenlight

Maternal Child Health CDIS

Records Management No system


12. Schedule of Prices The tenderer shall include as part of its tender submission a detailed pricing proposal relating to each key deliverable including implementation costs. Commentary around availability of each core function is recommended. The tendered should include at a minimum, a monthly or annualised ongoing cost and any minimum contract periods that are applicable. Failure to include these prices will result in the tender being marked as non-conforming. The tenderer should also include hourly rates for each of its consultants and sub-consultants for consideration in case of variations to the scope of the contract. The consultant may nominate a payment structure, which is to be approved by Council.

Function

Available Yes/No Provide comments if needed

RATE or PRICE (exclusive of GST)

Core Business Modules

General Requirements

Property Management System

Rating Management System

Receipting & Payments Management System

Accounts Receivable Management System

Local Laws Regulatory Modules

Local Laws Permit System

Records Management System


Function

Available Yes/No Provide comments if needed

RATE or PRICE (exclusive of GST)

Other Functions

Property Leases and Licences

Bonds

Registers

Optional Module

Customer Management

Integration

Data Migration

Other requirements

Total Cost to Council

END OF PART 4 – RESPONSE SCHEDULES