REVIEW LGOV-NSW TENDER LOCAL-E-2 Initial Review of Tender Documents to determine questions for the Briefing Meeting 2002/11/02 09:30 - 13:00 - Review tender documentation 14:00 - 16:00 - prepare summary word documents 21:45 - 00:30 - prepare draft questions for consideration 2002/11/03 07:30 - 10:00 - contact and e-mail OIC LZIG members 16:30 - 18:30 - review ITU Standards including X.500 and X.400 20:45 - 23:00 - prepare Web pages Aa) htm 2 Kb:Fax Back Briefing Registration Form Aa) doc 78 Kb:Fax Back Briefing Registration Form Ab) htm 94 Kb:Parts A&B - Enhancing Services to Country NSW A - General Conditions of Tender B - Specifications Ab) doc 355 Kb:Parts A&B - Enhancing Services to Country NSW A - General Conditions of Tender B - Specifications Ac) htm 182 Kb:Part C - Response to Tender Ac) doc 582 Kb:Part C - Response to Tender Ad) htm 135 Kb:Parts D, E and F - Lgov NSW - Networking the Nation D - Backround Information on Lgov NSW E - On-line Service Delivery Initiative F - Conditions of Contract Ad) doc 519 Kb:Kb:Parts D, E and F - Lgov NSW - Networking the Nation D - Backround Information on Lgov NSW E - On-line Service Delivery Initiative F - Conditions of Contract B OSD Plans - Executive Summary Ba) pdf 233 Kb: Executive Summary C OSD Project Overview Ca) pdf 114 Kb: Project Overview D OSD Project Briefs Da) htm 93 Kb:e-Procurement Brief Da) doc 300 Kb:e-Procurement Brief Db) zip 455 Kb:Portal Development Brief 1.2 Mb doc Dc) pdf 265 Kb:Standards Development Brief Dd) pdf 367 Kb:Extended Services Brief De) pdf 413 Kb:e-Mapping Development Brief REVIEW TENDER Ab) htm 94 Kb:Parts A&B - Enhancing Services to Country NSW Section A - General Conditions of Tender 1 Tenderers Responsibilities - read and accepted 2 Definitions 3 Completion of Tender 4 Lodgment of Tenders 5 Schedule of Key Tender Dates 6 Tender for Part Or Whole Requirement 7 Alternative Tenders 8 Tendered Price to Cover All Costs 9 Alterations and Erasures 10 Caveats 11 Goods and Services Tax [GST] 12 Selection / Evaluation Criteria 12.1 Selection Criteria to be used a Depth Knowledge - track record - individual expertise people involved b Resources & capacity to provide prompt, authoritative & appropriate services c understanding operating environment Lgov NSW & Local Government d demonstrated experience in providing services of the Category tendered e appropriate mechanism for avoiding or dealing with conflicts f quality assurance procedures g commercial/financial viability of the organisation h compliance with terms and conditions of the contract i competitive & cost effective cost structure demonstrating value for money 12.2 Possible short list by Evaluation Committee 12.3 Details made available during presentation contribute towards assessment 12.4 The Evaluation Committee reserves right to consult nominate referees 13 Access to Tenderer's Premises During Evaluation Period 14 No Economic Opportunity 15 Codes of Practice and Tendering 15.1 All tenderers must comply with the Code of Practice and Code of Tendering for New South Wales Government Procurement. The demonstrated ability of a Tenderer to comply with the Codes is an essential condition of all tenders. 16 Post Evaluation Negotiations 17 Execution of Formal Agreement 18 Statement of Compliance 19 Tenders to inform themselves 20 Tender Validity Period - 6 months 21 Competitive Neutrality Section B - Specifications a Introduction Tenderers may tender for one or more of the Services detailed below: 1 Electronic Services; 2 Electronic Mapping; 3 Electronic Procurement; 4 Security and Standards and 5 Hosting Services. 1. e-Services A range of popular local government services will be available for use by members of the community. These will include 1 Community Publishing 2 Tourism 3 Library Information 4 Council Requests 5 Facility bookings (eg, public art galleries, community arts centres, city festivals, youth theatre, markets, cemeteries, school holiday programs, family day care registration, sports facilities) 6 Inspectorial services (eg building inspections, plumbing inspections, roads, food premises health inspections) 7 Animal control (eg animal registrations, stray and lost animals, obedience training) 8 Damage reporting (eg roads, street lights, nature strips, council parks) 9 Freedom of Information (eg lodgment of application) 10 Sewerage (eg portable toilets bookings, septic waste applications, public toilets maintenance request) 11 Development and Building (eg conveyancing) 12 Miscellaneous (eg abandoned vehicles, dead animals, environmental hazards etc) All of these services will be accessible remotely using the existing Local-e Website facility. 2. e-Mapping This activity is designed to develop a portal that allows 1) OSG compliant 2) remote web based authoring of spatial views for easy dissemination of spatial information to users on such functions as: location of services and facilities etc. 4.1 Putting Council Data Online 4.2 Give Councils the ability to develop web-mapping applications 4.3 Deliverables 3. e-Procurement The overall objective of this Project is to provide seamless systems for councils to engage in cost effective, rapid, self-documenting e-Procurement activities. The Logistics Association of Australia defines procurement as obtaining the right goods or services in the right quantity, quality and place at the right time and the right price. The development of the Internet and associated software has enabled the introduction of e-Procurement, a new approach to procurement that can assist in meeting business objectives in a far more effective and efficient manner. Managing the purchase of goods by electronic means has demonstrable advantages to local government, yet the take up of e-Procurement has been slow. NSW local government collectively spends approximately two billion dollars per annum on purchasing goods and services. These purchases are mostly co-ordinated via traditional procurement practices with a paper-based system linking councils to their various suppliers. This involves a largely manual process for council officers and suppliers, keying in purchase orders, delivery dockets and receipts. 5.1 Scope 5.2 Issues Appearing below are some specific issues facing local government in the introduction of e-Procurement: a The desire to maximise council expenditure in the local region to support local businesses b Many small to medium local businesses are likely to have limited resources to meet online requirements c A desire to minimise barriers to entry so as not to disadvantage small suppliers d The remote location of some councils could create service delivery issues with certain suppliers having difficulty meeting service expectations in remote locations e There is significant risk and barriers to entry for one local government agency to implement e-Procurement alone f The need for a secure trading environment g The need for accountable purchasing practices h The real benefits of e-Procurement are achieved when undertaken as part of a much larger group with similar purchasing requirements i Local government has limited resources to develop, implement and maintain e-Procurement initiatives. The large number of local government authorities and variety in size, location and local needs will results in a variety of different demands and needs from the adopted e-Procurement approach j There are a number of financial systems in place within local government in NSW that will need to interact with the adopted e-Procurement system k Education and awareness of regional suppliers and SMEs l Getting SMEs to integrate and use e-Procurement m Business mode obsolescence 4. e-Security & Standards This will entail the development of common Principles, Policies and Standards for the implementation steps of the other service categories. The areas that need to be covered include: 1 Metadata Development Standards 2 Table AGLS Metadata Elements 3 Customer Transaction Web Site Development Principles (eg Web environment, Content Management and Workflow Management) and 4 Implementation Policies (including Security, Privacy, Authentication and Accessible Use). 5. Hosting Services The overall objective of the Hosting Services component of the Online Services Delivery Initiative is to provide an Online Services Technology infrastructure to support the direction and priorities of Local-e applications. To achieve this the following key strategies will be implemented: 1 Hosting and Network services for the Technology Infrastructure that provides high reliability and excellent response time for Council and Community users 2 Service Level agreements that document the Ongoing Hosting services that will be provided to meet agreed performance criteria. 6. On going maintenance and development support services 6 e-Security & Standards 6.1 Policy and Standards Development 6.2 Metadata Standards 6.3 Security Policy 6.4 Privacy Policy 6.5 Customer Transaction Management 6.6 Authentication Policy 6.7 Acceptable Use Policy 6.8 Deliverables 7 Hosting Services 7.1 Critical success Factors 7.2 Strategy 7.3 Implementation Approach 7.4 Deliverables 8 Selection Criteria 8.1 Mandatory Selection Criteria a Insurance 1 Public Liability Insurance $ 10,000,000 2 Professional Indemnity Insurance $ 10,000,000 b Fixed Price 8.2 Other Selection Criteria a Knowledge and Experience b Quality of Staff c Experience in Local Government and / or the Public Sector d Experience in nominated Category of Work e Conflicts of Interest f Quality Assurance g Commercial and Financial viability h Compliance with contract I Value for money Section C - Response to Tender Ac) htm 182 Kb:Part C - Response to Tender 1 TENDER RESPONSE 2 TENDERER'S DETAILS 3. RESOURCES 4. FINANCIAL CONSIDERATIONS 5. COMPANY DIRECTORS 6. PROPOSED STAFFING 7. INSURANCES 8. REFERENCES 9. COMPETITIVE NEUTRALITY 10. APPROVED GOVERNMENT SUPPLIER 11 PRICING SCHEDULE AND OTHER INFORMATION TO BE PROVIDED BY TENDERERS 11.1e-Services in accordance with the specification detailed in Section B. 11.2 e-Mapping services in accordance with the specification detailed in Section B 11.3 e-Procurement services in accordance with the specification detailed in Section B. 11.4 Hosting Services in accordance with the specification detailed in Section B. 11.6 Security and Standards Services in accordance with the specification detailed in Section B. 12. TENDER VALIDITY PERIOD 13. PRICE BASIS 14 SELECTION CRITERIA 15. SPECIFICATION 16. STATEMENT OF COMPLIANCE 17. DECLARATION BY TENDERER Ad) htm 135 Kb:Parts D, E and F - Lgov NSW - Networking the Nation Section D - Background Information on Lgov NSW 1 General Profile In NSW there are 172 Local Councils of which 42 are metropolitan councils and 130 are country councils. The Lgov NSW represents all 172 local councils in NSW. In addition, 18 special purpose county councils (with functions like noxious weed control, flood mitigation and water supply) and 8 regional waste boards are members. In essence there are 2 separate groups: 1 The Local Government Association of NSW which includes 77 local councils, 3 county councils and 8 waste boards; and 2 The Shires Association of NSW which includes 96 local councils and 15 county councils. 2 Networking the Nation It is a Commonwealth grants program providing over $400 million in funding to not-for-profit organisations to support activities and projects aimed at addressing a range of telecommunications needs in regional, rural and remote Australia. Part of this funding has been allocated to Local Government to support regional and rural local government authorities in using telecommunications to deliver improved services and benefits to their communities. 3 Generic Organisation Structure 4 Strategic Framework 5 Strategic Building Blocks 6 Stakeholders Section E - Background on the Online Services Delivery Project 1 Project Background 2 Key Aspects of the Online Services Delivery Project 3 Project Objective Develop and implement efficient and reliable electronic service delivery systems for use by local councils and communities. 4 Applications and information environment The "Front End" systems are the face to the public at large. These are the applications that will enable all members of the community to interact online with Local Councils and, through them, to all other levels of government. Section F - Conditions of Contract 1. INTERPRETATION PROVISIONS 1.1 Definitions 1.2 Interpretation 2. ENGAGEMENT 3. CONTRACTOR'S OBLIGATION 3.1 Due Diligence 3.2 Knowledge of Requirements of the Principal 3.3 Contractor's Personnel 3.4 Timely Provision of Services 3.5 Extension of Time/Delay 3.6 Principal's Materials and Contract Material 3.7 Co-Operation by the Contractor 3.8 Approvals 3.9 Confidentiality 3.10 Contractor's Representative 3.11 Additional Service 3.12 No Sub-contracting/No Assignment 3.13 No agency/no employment/no partnership 3.14 Compliance with Statutory Requirements 3.15 Conflict of Interest 3.16 Access to Contractor 3.17 Criminal Record Checks 4. PRINCIPAL'S OBLIGATIONS 4.1 Provide Information 4.2 Assistance does not give rise to duty of care 4.3 Principal's Representative 5. FEES 5.1 Payment of Fee 5.2 Set-Off 5.3 Payment no Acceptance or Waiver 5.4 Additional Contractor's Expenses 5.5 Fees Time Schedule 6. VARIATIONS 6.1 Request 6.2 Consequences of Variation or Proposed Variation 6.3 Variation Fees 7. COPYRIGHT AND INTELLECTUAL PROPERTY 7.1 Ownership 7.2 Delivery of Contract Material 7.3 Warranty and Indemnity 7.4 Limitations on Use of Principal's Materials and Contract Material 8. INDEMNITY AND RELEASE 9. MINIMUM INSURANCE REQUIREMENTS 10. KEEPING OF RECORDS 10.1 Records 10.2 Access 11. TERMINATION 11.1 Termination by the Principal other than for Default by the Contractor 11.2 Termination by the Principal for Default by the Contractor 12. INCONSISTENCIES 13. GOODS AND SERVICES TAX 14. YEAR 2000K AND LEAP YEARS WARRANTY 15. DISPUTE RESOLUTION 16. MISCELLANEOUS 16.1 Waiver 16.2 Amendments 16.3 Entire Agreement 16.4 Severability 16.5 Notices 16.6 No Merger 16.7 Counterparts 16.8 Legal Costs 16.9 Rights Cumulative 16.10 Legal Costs SCHEDULE 1 - Specified Personnel and job category SCHEDULE 2 - The Services SCHEDULE 3 - The Tender SCHEDULE 4 - The Fee REVIEW PROJECT BRIEFS A E-PROCUMENT Da) htm 93 Kb:e-Procurement Brief a Executive Summary To meet the Project objectives a number of options were considered including: 1. An Individual Council model where each Council provides its own e Procurement capability; 2. The Lgov NSW model where Lgov NSW provides a central e Procurement facility; 3. Outsourcing all e Procurement functions to an external provider. DPWS could fill this role and they already have plans in place to implement this approach; 4. Combination of the Lgov NSW and Outsourced approaches above (Options 3 and 4); or 5. Implementation of a Community Portal which provides the best features of the above models yet enables a heightened community focus to apply to the access mechanism. The Community Portal is the preferred approach and it is recommended future developments be based on this approach. b Current Environment 2.1 NSW Local Government Purchasing activity at local government is recorded by each council's enterprise financial system. The audit of current systems undertaken by the Lgov NSW has shown a range of over 20 different enterprise financial systems in use throughout local government in New South Wales. The majority of councils use either Fujitsu (30%) or Sanderson (24%), although there are different versions and levels of implementation across councils using these systems. Other financial systems in use by several councils include: · Practical · Administrator · Civic View · Financial One 2.2 State Government 2.3 Federal Government c Scope of e-Procurement Activities d Issues e Benefits of e-Procurement f Options considered B PORTAL DEVELOPMENT BRIEF Db) zip 455 Kb:Portal Development Brief 1.2 Mb doc Could not open Word doc - 1.2 Mb C STANDARDS BRIEF Dc) pdf 265 Kb:Standards Development Brief 1. EXECUTIVE SUMARY 2. INTRODUCTION. 2.1 OBJECTIVES....................5 2.2 APPROACH......................5 3. METADATA STANDARDS 3.1 BUSINESS REQUIREMENTS 3.2 ISSUES..............................7 3.3 FUNCTIONAL REQUIREMENTS..8 3.4 SCOPE OF WORK 4. SECURITY POLICY........10 4.1 BUSINESS REQUIREMENTS....10 4.2 ISSUES............................10 4.3 FUNCTIONAL REQUIREMENTS 10 4.4 SCOPE OF WORK 5. PRIVACY POLICY...........12 5.1 BUSINESS REQUIREMENTS 12 5.2 ISSUES............................12 5.3 FUNCTIONAL REQUIREMENTS 13 5.4 SCOPE OF WORK 6. CUSTOMER TRANSACTIONS MANAGEMENT 6.1 BUSINESS REQUIREMENTS 15 6.2 ISSUES............................16 6.3 FUNCTIONAL REQUIREMENTS..16 6.4 SCOPE OF WORK 7. AUTHENTICATION POLICY 7.1 BUSINESS REQUIREMENTS 21 7.2 ISSUES............................21 7.3 FUNCTIONAL REQUIREMENTS 22 7.4 SCOPE OF WORK 8. ACCEPTABLE USE POLICY 8.1 BUSINESS REQUIREMENTS...24 8.2 FUNCTIONAL REQUIREMENTS..24 8.3 SCOPE OF WORK D EXTENDED SERVICES BRIEF Dd) pdf 367 Kb:Extended Services Brief 1 EXECUTIVE SUMMARY 3 2. INTRODUCTION................4 2.1 OBJECTIVES....................4 2.2 APPROACH......................4 3. COMMUNITY PUBLISHING MODULE 3.1 BUSINESS REQUIRMENTS 3.2 ISSUES..............................7 3.3 FUNCTIONAL REQUIREMENTS..8 4. TOURISM INFORMATION MODULE 4.1 BUSINESS REQUIRMENTS 4.2 ISSUES............................11 4.3 FUNCTIONAL REQUIREMENTS 11 5. LIBRARY INFORMATION 5.1 BUSINESS REQUIRMENTS 5.2 ISSUES............................12 5.3 FUNCTIONAL REQUIREMENTS 12 6 COUNCIL REQUESTS & BOOKINGS 6.1 BUSINESS REQUIRMENTS 6.2 ISSUES............................15 6.3 FUNCTIONAL REQUIREMENTS 15 E E-MAPPING BRIEF De) pdf 413 Kb:e-Mapping Development Brief Contents 1 Executive Summary...............................................................................................3 1.1 Objectives.......................................................................................................4 1.2 Target Audience .............................................................................................4 1.3 Methodology ..................................................................................................4 2 Business requirements............................................................................................5 2.1 Vision.............................................................................................................5 2.2 Rationale ........................................................................................................5 2.3 LGOV Web-services: Modular "Building Blocks" approach .......................5 2.4 Baseline Analysis ...........................................................................................5 2.5 User types and roles .......................................................................................7 2.6 Use-cases........................................................................................................8 3 Functional Requirements .....................................................................................10 3.1 Technical Service Issues ..............................................................................10 3.2 Access Clients..............................................................................................11 3.3 Standards ......................................................................................................12 3.4 Data ..............................................................................................................12 4 Solution Design....................................................................................................14 4.1 Shared Web Server Model...........................................................................14 4.2 Interoperable GIS Architectures ..................................................................14 4.3 LGOV Solution Architecture .......................................................................17 5 Implementation issues..........................................................................................19 5.1 Services Architecture ...................................................................................19 5.2 Custom development....................................................................................19 5.3 Roll-out plan ................................................................................................19 6 Conclusion ...........................................................................................................22