Introduction
The opportunity
The Reserve Bank of Australia ABN 50 008 559 486 (the Bank) invites expressions of interest from respondents for the consolidation of multiple software products into an arrangement with up to two (2) authorised resellers.
Information about the Bank is available at www.rba.gov.au.
The Bank intends to conduct a multi-stage competitive tender process to procure the Supply. The purpose of the Request for Expression of Interest (RFEOI) stage (Stage 1) is to identify a shortlist of capable Respondents. The shortlisted Respondents may then be invited by the Bank to participate in a subsequent Request for Proposal (RFP) stage (Stage 2) where they will have the opportunity to submit proposals for the Supply.
How to respond to this RFEOI
Respondents are required to respond to this RFEOI by completing and submitting:
A completed and correctly executed Non-Disclosure deed (attached)
A completed Part 4 - Response Schedule, by the Closing Time and in the manner indicated in the Process Details.
Process Details
Process Conditions
Application of these Conditions
Overview
These Conditions apply to the Procurement Process undertaken by the Bank.
Respondents are bound by the Conditions
By lodging an Expression of Interest to the Bank in response to the RFEOI, the Respondent is bound by and agrees to comply with these Conditions.
How to read these Conditions
Definitions
In the RFEOI:
Interpretation
In the RFEOI,
headings are for the purpose of convenient reference only and do not form part of this RFEOI,
and unless the context otherwise requires:
a reference to a part is a reference to a part of the RFEOI;
a reference to a section is a reference to a section in the nominated part of the RFEOI and includes a reference to a subsection of that section;
a reference to a schedule is a reference to a schedule to the RFEOI;
the singular includes the plural and vice-versa;
a reference to one gender includes the other;
a reference to a person includes an individual, body politic, body corporate, trust or a partnership or any other entity;
a reference to an Act is a reference to an Act of the Commonwealth, State or Territory of Australia, as amended from time to time, and includes a reference to any subordinate legislation made under the Act;
a reference to a 'dollar', $, $A, $AUS or AUD means the Australian dollar unless otherwise stated;
a reference to a time is to Australian Eastern Daylight Time (AEDT);
the word includes in any form is not a word of limitation;
the meaning of ‘or’ will be that of the inclusive ‘or’, meaning one, some or all of a number of possibilities;
if a word or phrase is given a defined meaning, any other part of speech or grammatical form of that word or phrase has a corresponding meaning; and
a reference to a party includes that party's administration, successors, and permitted assigns, or its officers, employees, agents or advisers.
Inconsistency
If there is any inconsistency between the Parts of the RFEOI, the inconsistency will be resolved in the following descending order of precedence:
Part 2 - the Conditions;
Part 1 – Introduction;
Part 3 – Statement of Requirements; and
Part 4 – Response Schedules.
The Request for Expression of Interest
Request
The Bank requests that Respondents lodge Expressions of Interest to the Bank to supply, provide or perform (as applicable) the Supply.
Bank Contact
The Bank's point of contact for all matters in connection with the Procurement Process is the Bank Contact.
All RFEOI enquiries for information or requests for clarification in connection with the Procurement Process must be lodged in writing by either letter or email and addressed to the Bank Contact. Respondents must not communicate with the Bank's staff about the Procurement Process except in accordance with the RFEOI or any subsequent RFP.
Only written statements issued by the Bank Contact will be binding on the Bank. Respondents must not rely on any verbal statement made by the Bank or the Bank Contact.
Respondents are to note that no telephone call enquiries will be taken in connection with the Procurement Process.
Industry briefing
This Condition 3.3 applies if item 3 of the Process Details specifies that an industry briefing will be held.
Respondents must register their attendance for the industry briefing. Respondents should advise the Bank Contact of the names of the Respondent's representatives and their position within the Respondent's organisation by no later than 2 Business Days prior to the industry briefing, which is the time and date specified in item 2 of the Process Details.
Attendance at the industry briefing is strongly encouraged, as information provided at the industry briefing may not otherwise be made available to Respondents.
Responses to questions, unless approved by the Bank Contact to be withheld, will be provided to all Respondents through AusTender (if the RFEOI has been issued via AusTender) or otherwise via email to the Respondent Contact following the briefing.
Any information provided at the industry briefing will be provided subject to the Conditions.
Ownership of RFEOI
All documents comprising the RFEOI (and the intellectual property rights in them) are and remain the property of the Bank and each Respondent is permitted to use them only for the purpose of preparing an Expression of Interest and participating in the Procurement Process in accordance with the RFEOI.
Confidentiality of RFEOI
The Respondent must treat the RFEOI and any Confidential Information provided to the Respondent by or on behalf of the Bank in connection with the Procurement Process as confidential, and not disclose or use that information except as strictly required for the purpose of preparing an Expression of Interest and participating in the Procurement Process in accordance with the RFEOI.
The Respondent's obligation to keep information provided by the Bank confidential will not be taken to have been breached to the extent that the information:
is disclosed by the Respondent to its advisers, officers, employees, agents or subcontractors solely in order to conduct the Procurement Process;
is disclosed as agreed with the Bank;
is authorised or required by law or the listing rules of a stock exchange to be disclosed; or
is in the public domain otherwise than due to a breach of the relevant obligations of confidentiality.
The Bank may require a Respondent to execute a deed of confidentiality in the form required by the Bank and provide it to the Bank Contact, before being provided with information (including at an industry briefing or in or under the RFEOI).
The Bank may at any time require all written or electronically stored information (whether confidential or otherwise and without regard to the type of media on which such information was provided to Respondents) provided to Respondents (and all copies of such information made by Respondents) be:
returned to the Bank, in which case Respondents will be required to promptly return all such information to the address identified by the Bank; or
destroyed by Respondents, in which case Respondents will be required to promptly destroy all such information and provide the Bank with written certification that the information has been destroyed.
Public statements
Respondents must not make any public statement or provide any information to the media or any other third party in relation to the Procurement Process, without the prior written approval of the Bank or as required by law or the listing rules of a stock exchange.
Errors or deficiencies in the RFEOI
If a Respondent believes it has found a discrepancy, error, ambiguity, inconsistency or omission in the RFEOI or any other information given or made available by the Bank, the Respondent should promptly notify the Bank Contact setting out the issue in sufficient detail so that the Bank may take the corrective action, if any, it considers appropriate.
Variations and addenda to the RFEOI
The Bank may issue any variations and addenda to the RFEOI for any purpose.
If the Bank elects to vary or supplement the RFEOI or change the Conditions, it will make reasonable efforts to inform Respondents in accordance with this Condition 3.8.
Variations to the RFEOI or addenda will be issued via formal written addendum to the RFEOI and issued via:
AusTender - if the RFEOI has been issued via AusTender; or
email to the Respondent Contact.
If the RFEOI is issued via AusTender:
the Bank accepts no responsibility if a Respondent fails to become aware of any variation or addenda to the RFEOI which would have been apparent from a visit to the AusTender website; and
Respondents acknowledge that it is their responsibility to download from the AusTender website any variation or addenda to the RFEOI.
If the RFEOI is issued via email:
the Bank accepts no responsibility if a Respondent fails to become aware of any variation or addenda to the RFEOI because the email is not received or is filtered or filed in a junk or spam folder; and
Respondents acknowledge that it is their responsibility to monitor the email account of the Respondent Contact for any variation or addenda to the RFEOI.
On issue, each addendum forms part of the RFEOI.
Use of AusTender
This Condition 3.9 only applies if the RFEOI is issued via AusTender.
This RFEOI is available on the AusTender website at https://www.tenders.gov.au. Respondents should regularly check the AusTender website for any variation or addenda to the RFEOI.
AusTender is the Australian Government's procurement information system. Access to and use of AusTender is subject to terms and conditions. In participating in this Procurement Process, Respondents must comply with those terms and conditions and any applicable instructions, processes, procedures and recommendations as advised on AusTender at https://www.tenders.gov.au.
All queries and requests for technical or operational support should be directed to:
AusTender Help Desk
Telephone: 1300 651 698
International: +61 2 6215 1558
Email: Tenders@finance.gov.au
The AusTender Help Desk is available between 9am and 5pm ACT local time, Monday to Friday (excluding ACT and national public holidays).
Respondents should inform themselves of the security measures and other aspects of AusTender prior to using it for any matter related to the RFEOI. The Bank makes no representations or warranties about the security or unauthorised access to any information transmitted via the internet to, or from, AusTender or to or from the Bank and accepts no responsibility arising from any use or attempted use of AusTender by a Respondent.
Liability from reliance on information
This RFEOI is issued, and Expressions of Interest will be submitted and considered, on the basis that, and the Respondent acknowledges and agrees that:
all information which has been made available to Respondents is provided on the basis that no representation or warranty in relation to the suitability, accuracy, adequacy or completeness of the information, whether express or implied, is made by the Bank in relation to that information;
each Respondent must carry out all relevant investigations and make its own enquiries, review and evaluation in respect of:
all aspects of the Supply;
the suitability, accuracy, adequacy and completeness of any information provided by the Bank;
all information which is relevant to the risks, contingencies and other circumstances related to the Supply which could affect the decision to lodge an Expression of Interest
without reliance on the Bank or its Associates;
the Bank has no liability to any Respondent should any information provided in the RFEOI be unsuitable, inaccurate, inadequate or incomplete or if actual volumes, locations, environments or other relevant matters vary from the Bank’s current expectation;
the RFEOI does not contain any business, investment, legal or tax advice. Respondents must seek their own professional advice as appropriate;
neither the release of the RFEOI, nor any Contract, will imply that there has been no material change to the RFEOI since the date of preparation of the RFEOI or since the date at which any information contained in the RFEOI is stated to be applicable; and
to the maximum extent permitted by law, neither the Bank, nor its Associates, will in any way be liable to any person for any Claim arising in any way out of or in connection with any information, statement or other representations, actual or implied, contained in or omitted from the RFEOI or by reason of any reliance on them by any person.
Preparing an Expression of Interest
Conditions for Participation
The Respondent must meet the Conditions for Participation at item 4 of the Process Details to participate in the Procurement Process.
Subject to Condition 7.3, the Bank may exclude a Respondent from the Procurement Process if at any time before a Contract is executed, the Bank considers the Respondent does not meet any of the Conditions for Participation.
Responsibility of Respondents to inform themselves
The onus is on a Respondent to understand the contents of the RFEOI and the implications of being involved in the Procurement Process.
It is the sole responsibility of Respondents to obtain all information necessary and relevant to an Expression of Interest. The Bank will not accept responsibility for any misunderstanding arising from a Respondent's failure to comply with the RFEOI or any issues arising from ambiguity contained in any Expression of Interest.
The Respondent must ensure, and the Bank accepts any Expression of Interest on the condition, that the Respondent has:
examined the RFEOI (including any variations or addenda to the RFEOI), any documents referred to in the RFEOI, and any other information made available in writing by the Bank to Respondents for the purpose of tendering;
made its own enquiries to determine the adequacy, accuracy, suitability and completeness of any information provided by the Bank;
prepared its Expression of Interest based on its own investigations, interpretations, deductions, information and determinations;
satisfied itself as to the correctness and sufficiency of its Expression of Interest;
satisfied itself as to the nature and effect of any laws regulating the provision of the Supply; and
made its own interpretations, deductions and conclusions from the information made available and accepted full responsibility for such interpretations, deductions and conclusions.
In preparing its Expression of Interest, the Respondent must not rely on:
any representation, letter, document or arrangement, whether oral or in writing, or other conduct as adding to or amending the RFEOI other than amendments in accordance with Condition 3.8; or
any warranty or representation made by or on behalf of the Bank, except as are expressly provided for in the RFEOI.
All costs and expenses incurred by a Respondent in connection with the RFEOI, including the costs associated with preparing and lodging an Expression of Interest, responding to requests from the Bank, hosting site visits or attending industry briefings, interviews or contract negotiations, or taking any other action related to the Procurement Process, are the sole responsibility of the Respondent. To avoid doubt, the Bank will not be, and is not, liable for any Loss of the Respondent.
Requests for clarification
Any enquiries or requests for clarification in connection with the RFEOI must be made in writing to the Bank Contact by the date and time specified in item 2 of the Process Details (if any).
The Bank reserves the right to refuse to accept any enquiries or requests for clarification not made in accordance with Condition 3.2.
If the Bank considers that a Respondent's enquiry or request for clarification may be relevant to other Respondents, it will publish its response to all Respondents on a non-attributable basis in the form of an addendum by notice via AusTender (if the RFEOI has been issued via AusTender) or otherwise via email to the Respondent Contact.
Minimum content and format requirements
The minimum content and format requirements are set out at item 5 of the Process Details.
Subject to Conditions 4.8 and 7.3, if the Respondent does not comply with any one or more of the minimum content and format requirements in item 5 of the Process Details, it may be excluded from the Expression of Interest evaluation process.
Prime contractor
Unless specified otherwise in the RFEOI (e.g. that Consortium Expressions of Interest are permitted), the Bank requires that any Contract resulting from the Procurement Process will be entered between the Bank and a single legal entity (or multiple entities with joint and several liability) responsible for the delivery of the entire Supply.
Additional information in support of Expressions of Interest
In addition to the completed Response Schedules that are required to be lodged in accordance with the RFEOI, supporting information elaborating, clarifying or otherwise explaining the Expression of Interest may be lodged. Such information will be taken to form part of the Expression of Interest for all purposes of the RFEOI.
The Bank may choose not to consider information presented as supporting information which alters the completed Response Schedules.
Alternative Expressions of Interest
If specified in item 7 of the Process Details that Alternative Expressions of Interest are permitted:
the Respondent may lodge an Alternative Expression of Interest;
the Respondent must lodge a fully conforming Expression of Interest (in addition to any Alternative Expression of Interest); and
the Alternative Expression of Interest must be lodged in a separate document.
Unintentional errors of form
If, at any time, the Bank considers that there are unintentional errors of form in an Expression of Interest, the Bank may, in its sole and absolute discretion, allow the Respondent to correct or clarify the error, but may refuse to consider any new or different information that would materially alter the original Expression of Interest.
Lodging an Expression of Interest
Expressions of Interest must be lodged electronically
Expressions of Interest must be lodged electronically via:
AusTender and in accordance with the Expression of Interest lodgement procedures set out in the RFEOI and on AusTender; or
email to the Expression of Interest Lodgement Email Address,
as specified at item 8 of the Process Details and in accordance with the Expression of Interest lodgement procedures set out in the RFEOI.
Subject to Condition 5.4.1, Expressions of Interest lodged by any other means, including by hand or facsimile, may not be considered.
File format
Expressions of Interest may only be lodged in the following file formats unless other formats are permitted or required by the RFEOI:
Microsoft Word;
Microsoft Excel;
Microsoft PowerPoint;
Microsoft Project; and
EDITLodgement by email
If the Bank requires Expressions of Interest to be lodged by email, the subject line of the email must contain the RFEOI Title and the RFEOI number.
Before lodging an Expression of Interest by email, Respondents must:
take all steps to ensure that the Expression of Interest is free from anything that might reasonably affect usability or the security or operations of the Bank's computing environment; and
ensure that the Expression of Interest does not contain macros, script or executable code of any kind unless that specific material has previously been approved in writing by the Bank.
Lodgement by AusTender
Where there is any inconsistency between the Expression of Interest lodgement procedures set out on AusTender and those set out in the RFEOI, the RFEOI will prevail.
Before lodging an Expression of Interest by AusTender, Respondents must:
ensure their technology platform, including infrastructure, operating system and browser revision levels, meets the minimum requirements identified on AusTender;
refer to AusTender's Help guidance, if required, on uploading Expressions of Interest;
take all steps to ensure the Expression of Interest is free from anything that might reasonably affect the usability, security or operations of AusTender or the Bank's computing environment; and
ensure the Expression of Interest does not contain macros, script or executable code of any kind unless that specific material has previously been approved in writing by the Bank.
Respondents must lodge their Expression of Interest in accordance with the requirements set out in Conditions 5.2 and 5.4 for file format/s, naming conventions and file sizes. Failure to comply with any or all of these requirements may result in the Expression of Interest not uploading successfully and/or may exclude the Expression of Interest from evaluation.
The Expression of Interest file name(s):
must incorporate the Respondent's name;
must reflect the various parts of the Expression of Interest they represent, where the Expression of Interest comprises multiple files;
must not contain \ / : * ? " < > | characters; and
must not exceed 100 characters including the file extension.
AusTender will accept up to a maximum of 5 files in any one upload of an Expression of Interest. Each upload should not exceed the combined file size limit of 5 megabytes. If an upload would otherwise exceed 5 megabytes, the Respondent should either:
transmit the Expression of Interest files as a compressed (zip) file not exceeding 5 megabytes; or
lodge the Expression of Interest in multiple uploads ensuring each upload does not exceed 5 megabytes and clearly identify each upload as part of the Expression of Interest.
When an Expression of Interest has been successfully lodged via AusTender, an official receipt is provided on screen. The receipt will record the time and date the Expression of Interest was received by AusTender and will be conclusive evidence of successful lodgement of an Expression of Interest. It is essential that Respondents save and print this receipt as proof of lodgement. A separate email confirming receipt of the Expression of Interest will also be automatically dispatched to the email address of the registered user whose details were recorded at login.
Failure to receive a receipt means that lodgement has not completed successfully. Where no receipt has been issued by AusTender, the attempted lodgement will be deemed to have been unsuccessful.
Lodgement also by hard copy
If it is specified in item 8 of the Process Details that certain documents are to be provided in hard copy, the Respondent must lodge those documents in a sealed envelope clearly marked with the RFEOI Title before the Closing Time at the Tender Box. Expressions of Interest (including any supporting documentation or materials) may not be lodged by fax. Original documents should be marked as "ORIGINAL."
An electronic copy of any original hard copies of the Expression of Interest and / or supporting documentation or materials lodged by the Respondent must also be lodged. In the event of any discrepancy between the “ORIGINAL” hard copy version and the electronic version, the “ORIGINAL” hard copy version takes precedence.
Time for lodgement
Expressions of Interest must be lodged in accordance with this Condition 5 on or before the Closing Time.
The Bank may extend the Closing Time and will issue an addendum notifying any decision to extend.
If an Expression of Interest consists of multiple uploads or emails, due to the number of files or file size, Respondents must ensure transmission of all files is completed before the Closing Time.
Discrepancies, errors or omissions
Should the Respondent become aware of any discrepancy, error or omission in the original Expression of Interest after the Expression of Interest is lodged the Respondent must lodge a correction in writing on or before the Closing Time, in the same manner as for the original Expression of Interest (i.e. to AusTender or to the Expression of Interest Lodgement Email Address).
Late or incomplete Expressions of Interest or corrupted files
Subject to Condition 7.3, any attempt to lodge an Expression of Interest after the Closing Time may not be permitted.
Subject to Condition 7.3, Expressions of Interest that do not include each of the completed Response Schedules that are required to be lodged in accordance with the RFEOI or with electronic files that cannot be read or decrypted, which the Bank believes to potentially contain any virus, malicious code or anything else that might compromise the integrity or security of AusTender and/or the Bank's computing environment, may be excluded from evaluation.
Liability from lodgement process
Respondents acknowledge that:
unauthorised access to information and data transmitted via the internet may occur;
lodgement of its Expression of Interest on time and in accordance with these Conditions is entirely its responsibility;
the Bank will not be liable for any Loss incurred by Respondents or any other person if, for any reason, an Expression of Interest or communication relevant to the RFEOI is not received on time, is corrupted or altered or otherwise is not received as sent, cannot be read or decrypted, or has its security or integrity compromised; and
the Bank does not take any responsibility for any problems arising from Respondents' infrastructure or internet connectivity.
Ownership of Expression of Interest Documents
All Expressions of Interest, including copies, become the property of the Bank on lodgement.
Notwithstanding Condition 5.11, the Bank may copy, amend, extract or otherwise deal with all or part of any Expression of Interest for the purposes of this Procurement Process.
Nothing in this Condition affects the ownership of intellectual property rights in any Expression of Interest.
Confidentiality of Expression of Interest
The Bank will treat as confidential any Expression of Interest lodged by a Respondent.
The Bank's obligation to keep information provided by the Respondent confidential will not be taken to have been breached to the extent that the information:
is disclosed to the Bank's Accountable Authority or the Bank's Subsidiaries, advisers, agents and contractors and their respective officers and employees solely in order to conduct the Procurement Process or to prepare and manage any Contract;
is disclosed to the Bank’s internal management personnel, solely to enable effective management or auditing of the Procurement Process;
is disclosed as procurement information for reporting purposes;
is disclosed as agreed with the Respondent;
is disclosed to the Bank's responsible Minister;
is disclosed in response to a request by a House or a Committee of the Parliament of the Commonwealth of Australia;
is shared within the Bank’s organisation, or with another Commonwealth agency, where this serves the Commonwealth’s legitimate interests;
is authorised or required by law to be disclosed (including, under the Freedom of Information Act 1982 (Cth) and the Privacy Act 1988 (Cth));
is disclosed to the Bank's insurers;
is in the public domain other than due to a breach of the relevant obligations of confidentiality; or
is otherwise treated under the Contract.
The Bank will only keep information contained in, or obtained or generated in performing, any Contract entered into as a result of the Procurement Process with the successful Respondent (if any), including any information sourced from the successful Respondent's Expression of Interest, confidential in accordance with the terms of the Contract. Further information on the Commonwealth's confidentiality policy is available at https://www.finance.gov.au/government/procurement/buying-australian-government/confidentiality-throughout-procurement-cycle.
In considering a request for confidentiality, the Bank will consider whether disclosure would cause detriment to the successful Respondent or a third party.
The Bank will also consider whether confidentiality is supported by the procurement principles of value for money, accountability and transparency.
The Selection Process
Evaluation
Respondents should address each Evaluation Criterion specified in item 9 of the Process Details by completing the Response Schedules.
Unless otherwise specified, Evaluation Criteria are not listed in any special order and may not be accorded equal weighting.
Following the Closing Time, Expressions of Interest will be screened against the Conditions for Participation and minimum content and format requirements in accordance with Conditions 4.1 and 4.4 respectively.
Expressions of Interest that meet Conditions 4.1 and 4.4, and are not otherwise excluded under these Conditions, will be evaluated to identify Expressions of Interest that best satisfy the Evaluation Criteria.
The Bank may:
use any relevant information obtained in relation to an Expression of Interest (provided in the Expression of Interest itself, otherwise through the RFEOI or by independent inquiry) in the evaluation of Expressions of Interest;
take into account information provided by a Respondent in response to one criterion in its evaluation of another criterion;
shortlist one or more Respondents and seek further information from them;
seek clarification or additional information from any Respondent for the purposes of Expression of Interest evaluation;
require the Respondent to give presentations (including capability demonstrations) regarding its Expression of Interest, attend interviews and / or host site visits to any of the Respondent's premises (or other premises where the Supply may be provided);
require any proposed subcontractors to participate in any presentations (including capability demonstrations), interviews or site visits;
enter into negotiations or discussions with one or more Respondents;
discontinue negotiations or discussions with a Respondent; or
at any time exclude an Expression of Interest from consideration if the Bank considers that the Expression of Interest is incomplete or clearly not competitive.
Any costs incurred by the Respondent in relation to any presentations, interviews and / or site visits will be borne by the Respondent.
Negotiations
The Bank may undertake, with one or more Respondents, detailed discussions and negotiations, including parallel negotiations, with the goal of maximising the benefits to the Bank of an Expression of Interest, as measured using the Evaluation Criteria. As part of this process, those Respondents participating in the negotiation phase may be asked to improve any or all aspects of their Expression of Interest.
Without limiting its other rights under the RFEOI or at law, if the Bank concludes that a Respondent involved in negotiations has retracted, or attempts to retract, any part of its Expression of Interest, the Bank may:
disqualify that Respondent's Expression of Interest;
terminate this Procurement Process;
re-enter negotiations with other Respondents (including or excluding that Respondent); or
exercise any other right reserved to the Bank under law or elsewhere in the RFEOI.
Selection
Subject to Condition 7.3, the Bank may or may not select one or more Respondents (a Shortlist) to invite them to participate in a subsequent Request for Proposal stage in its absolute discretion.
If the Bank selects a Shortlist, the Bank will promptly inform other Respondents of its decision that they have been unsuccessful.
Debriefing
Respondents may request an Expression of Interest debriefing following the shortlisting of Respondents and notification of the Respondent's status as successful or unsuccessful. Respondents should contact the Bank Contact to request a debriefing.
Within a reasonable period of a request pursuant to Condition 6.4.1, the Bank will determine at its absolute discretion whether to provide a written or oral debriefing and will notify the Respondent of its decision.
Respondents will be debriefed against the Evaluation Criteria. A Respondent will not be provided with information concerning other Expressions of Interest, except for publicly available information connected with the Procurement Process. No comparisons with other Expressions of Interest will be made.
Complaints
Any complaints arising out of the Procurement Process (other than any complaint made under Condition 10.3), must be directed to procurementcomplaints@rba.gov.au in writing, clearly identifying the issue of concern with evidence to support the complaint.
The Bank will consider the complaint and respond in a reasonable timeframe.
Discretions of the Bank
Discretions
The Bank may, without limiting its other rights under these Conditions or otherwise, at any time and without giving reasons:
demand the immediate return or destruction or deletion (including from all electronic records and systems) of the RFEOI (including any copies produced) or other material provided by the Bank in the connection with the Procurement Process by any person to which it has been provided;
provide additional instructions, information, clarification or vary the RFEOI or the Procurement Process;
suspend, postpone, cancel or terminate this Procurement Process or any part of it at any time;
vary or extend any time or date in the RFEOI;
exclude an Expression of Interest from consideration at any time, including if it is assessed as incomplete, uncompetitive or non-conforming to the requirements of the RFEOI;
make independent enquiries about any matter relevant to the evaluation of any Expression of Interest, including contacting a Respondent's past or current customers (whether or not nominated by the Respondent as a referee);
seek amended Expressions of Interest or call for new Expressions of Interest;
contract for part of the Supply only, enter into a Contract with more than one Respondent or exclude any part of the Supply from any Contract entered;
negotiate with one or more Respondents, or one of more persons who has not lodged an Expression of Interest, or enter into a Contract or other binding relationship for the Supply or a supply similar to the Supply outside the Procurement Process, without prior notice to any other Respondent;
suspend, postpone or terminate any negotiations being conducted at any time with any Respondent for any reason;
request clarification from any Respondent or anyone else on any aspect of an Expression of Interest;
consider any information in its evaluation of Expressions of Interest whether obtained from a Respondent or another source;
answer, or not answer, enquiries for information or requests for clarification received after the cut off time in accordance with Condition 4.3;
shortlist Respondents at any time after the Closing Time;
allow, or refuse to allow, a successful Respondent to enter into a Contract in the name of a different legal entity to that which lodged the Expression of Interest;
allow or not allow another legal entity to take over the Expression of Interest in substitution for the original Respondent;
publish or disclose the names of Respondents (whether successful or unsuccessful); or
exercise any other discretion.
Absolute discretions
Unless expressly provided to the contrary in the RFEOI, the Bank may give, modify, withhold, withdraw, make or exercise any action, approval, consent, decision or discretion or other function under the RFEOI at the Bank’s absolute discretion, whether subject to terms and at any time.
Commonwealth Procurement Rules may limit or prevent some discretions
Where:
these Conditions give the Bank a discretion (eg by using the word "may") in relation to a particular matter; and
the Commonwealth Procurement Rules apply to the Procurement Process and require the Bank to act in a certain way in relation to that matter,
the Bank will act in accordance with the Commonwealth Procurement Rules in relation to that matter.
Liability from the process
Invitation to treat
This RFEOI is an invitation to treat and must not be construed, interpreted or relied on, whether expressly or impliedly, as an offer capable of acceptance by any person to the extent permitted by law or as creating any rights or binding obligations whether based on contract (including a process contract), quasi contract, restitution or promissory estoppel, or other legal or equitable grounds, whether implied or otherwise.
Liability is excluded
To the maximum extent permitted by law, the Bank is not liable to any Respondent (whether a Respondent is successful or unsuccessful), and the Respondent must not make any Claim for any Loss suffered by any Respondent:
in responding to the RFEOI, and in lodging any Expression of Interest or in otherwise acting in reliance on the RFEOI;
arising out of or in connection with:
any Respondent's participation in or response to any discussions, negotiations, interviews, enquiries or requests for details or information whether before or after the Closing Time; or
any Respondent's participation in the Procurement Process generally; or
arising out of or in connection with the exercise, or failure to exercise, by the Bank of any of its rights, powers and discretions under these Conditions.
Indemnity
The Respondent indemnifies the Bank and its Associates from and against any Loss suffered or incurred by the Bank or its Associates arising out of, or in connection with a Claim brought by the Respondent or its Associates against the Bank or any of its Associates with respect to any of the matters or events identified in Condition 8.2.1.
Proper Conduct of Respondents
Competing Respondents
The Respondent must immediately notify the Bank if it receives confidential information of a Competing Respondent.
Unless the Bank consents otherwise, the Respondent must ensure that none of the Respondent or its Associates during the Procurement Process, in respect of the Supply are a Competing Respondent or an Associate of a Competing Respondent (collectively Competing Team Member).
The Respondent must immediately notify the Bank of any Competing Team Members.
If a Respondent anticipates or proposes that there will be a Competing Team Member, the Respondent should contact the Bank Contact to disclose that anticipated or proposed Competing Team Member and propose how the Respondent intends to manage the risks associated with that Competing Team Member.
The Bank may impose additional requirements or obligations, including by issuing addenda to these Conditions or requiring the execution of confidentiality and process agreements to ensure confidentiality, competitiveness or probity with respect to the Procurement Process in light of a Competing Team Member.
Without limiting Condition 7, the Bank may terminate or suspend the participation of a Respondent from the Procurement Process if the Respondent or its Associate fails to comply with the additional obligations or requirements under Condition 9.1.5.
Collusive behaviour and improper conduct in tendering
Respondents must not in relation to their Expressions of Interest or the Procurement Process:
engage in any collusive tendering, anti-competitive conduct or any similar behaviour with any other Respondent or any other person;
engage in misleading or deceptive conduct, including making false or misleading statements in their Expressions of Interest and / or to the Bank;
attempt to, or do anything that may be perceived as an attempt to, solicit information from or influence improperly any current or former Bank officer, employee, contractor, adviser or agent or use information obtained unlawfully or in breach of an obligation of confidentiality to the Bank;
violate any applicable laws or Commonwealth policies which apply to the Bank regarding the offering of inducements; or
act in an unethical or improper manner or contrary to any law.
Nothing in the RFEOI precludes the Bank from day-to-day contact with its current contractors necessary for the management of current operations systems and projects.
The Bank may involve the Australian Competition and Consumer Commission, or similar authority, in relation to any competition issues concerning a Respondent or its Associate.
By lodging an Expression of Interest, each Respondent warrants that neither the Respondent nor its Associates or subcontractors:
has attempted or will attempt to improperly influence an Associate of the Bank in connection with the evaluation of Expressions of Interest, nor approach any Minister, or Associate of the Bank concerning the Procurement Process other than the Bank Contact; and
except as notified in the applicable Response Schedule, are currently, and nor have any of them been in the previous 5 years, subject to any investigation, sanction, court proceeding, audit or the like in relation to anti-competitive conduct, bribery, corruption, collusive tendering or any similar behaviour under any law or imposed by any Australian or international body.
The Bank may at any time reject any Expression of Interest lodged by a Respondent that is engaging or has engaged in any collusive tendering, anti-competitive conduct or any other similar conduct in relation to the preparation or lodgement of Expressions of Interest or which does not otherwise comply with this Condition 9.2.
Conflict of interest
Each Respondent warrants that, except as notified in the applicable Response Schedule, at the time of lodging its Expression of Interest, no conflict of interest concerning itself or an Associate exists, or is likely to arise, which would affect participation in the Procurement Process, or subsequent entry into a Contract and the performance of the Supply by the Respondent.
A conflict of interest means any matter, circumstance, interest, or activity affecting the Respondent or its Associate which may or may appear to impair the ability of the Respondent or its Associate to perform the Contract diligently and independently. A conflict of interest may exist if:
the Respondent or its Associate has a relationship (whether professional, commercial or personal) with the Bank’s personnel involved in the evaluation of Expressions of Interest; or
the Respondent or its Associate has a relationship with, or obligations to, an organisation which would adversely affect the performance of the Contract or would bring disrepute to or embarrass the Bank.
The Bank may regard any participant in a Consortium Expression of Interest who separately lodges an Expression of Interest as having a conflict of interest.
If, at any time prior to entering into the Contract, an actual or potential conflict of interest concerning itself or its Associate arises or may arise, that Respondent must immediately notify the Bank Contact.
In the event of a conflict of interest being identified in relation to a Respondent the Bank may:
exclude the relevant Expression of Interest from further evaluation;
enter into discussions to seek to resolve the conflict of interest; or
take any other action it considers appropriate.
Without limiting this Condition 9.3, the Respondent must not, without the Bank's express prior written approval, permit any employees, former employees, contractors, former contractors or external advisors of the Bank, or information unlawfully or improperly obtained from the Bank, to contribute to or participate in the preparation of an Expression of Interest.
Laws and policy
Governing law
This RFEOI is governed and construed in accordance with, and any matter related to it is governed by, the laws applying in New South Wales.
The Courts of New South Wales have non-exclusive jurisdiction to decide any matter related to the RFEOI.
Commonwealth legislation and policy
Respondents should familiarise themselves with, and obtain their own advice in relation to the impacts of all relevant Commonwealth legislation and polices relating to the Procurement Process and the provision of the Supply including the following:
Public Governance, Performance and Accountability Act 2013 (Cth) and associated instruments and related Commonwealth guidelines;
Auditor-General Act 1997 (Cth);
Black Economy Procurement Connected Policy;
Building and Construction Industry (Improving Productivity) Act 2016;
Building and Construction Industry (Improving Productivity) (Accreditation Scheme) Rules 2019
Competition and Consumer Act 2010 (Cth);
Crimes Act 1914 (Cth) and the Criminal Code Act 1995 (Cth);
Cybercrime Act 2001 (Cth);
Fair Work Act 2010 (Cth);
Freedom of Information Act 1982 (Cth);
Government Procurement (Judicial Review) Act 2018 (Cth);
Indigenous Procurement Policy;
Ombudsman Act 1976 (Cth);
Parliamentary Works Committee Act 1969 (Cth);
Privacy Act 1988 (Cth);
Modern Slavery Act 2018 (Cth);
Public Interest Disclosure Act 2013 (Cth);
Work Health and Safety Act 2011 (Cth); and
Workplace Gender Equality Act 2012 (Cth).
The Bank may exclude from evaluation any Expression of Interest where:
the Respondent or Respondent Subcontractor has been named in Parliament as not complying with the Workplace Gender Equality Act 2012 (Cth);
the Respondent or Respondent Subcontractor is subject to a judicial decision against them relating to employee entitlements, not including decisions under appeal, and has not paid the claim;
the Respondent or Respondent Subcontractor is listed as a designated entity (Designated Entity) by the Minister for Foreign Affairs by notice in the Gazette under s 15 of the Charter of the United Nations Act 1945 (Cth) or s6 of the Autonomous Sanctions Regulations 2011 (Cth). A consolidated list of such persons, entities and associated assets is maintained by the Department of Foreign Affairs and Trade under the Charter of the United Nations (Dealing with Assets) Regulations 2008 (Cth) and can be found at https://www.dfat.gov.au/international-relations/security/sanctions/Pages/consolidated-list ;
the Respondent or its Associate has been convicted of, or is being investigated for, a criminal offence; or
the Respondent or its Associate is on a World Bank listing of ineligible firms and individuals, including the list of Debarred Firms and Individuals, or similar list or becomes the subject of an investigation or temporary suspension, which may lead to it becoming so listed; or
the Respondent has failed to or does not comply with or satisfy a law or Commonwealth policy relevant to the Supply or identified in Condition 10.2.1.
Government Procurement Act
This Condition 10.3 only applies if the Procurement Process is a Covered Procurement for the purposes of the Government Procurement Act.
If the Respondent has reason to believe that:
the Bank or an official of the Bank has engaged, is engaging or is proposing to engage in any conduct in contravention of the Relevant Commonwealth Procurement Rules in relation to this Procurement Process; and
the interests of the Respondent are affected by the conduct,
the Respondent may submit a complaint about the conduct in writing to the Bank's Accountable Authority.
The Respondent must do all things reasonably requested by the Bank, in accordance with any timeframes reasonably requested by the Bank, to cooperate with the Bank (including providing information or answering questions) in the investigation and attempted resolution of any complaint in respect of this Procurement Process.
A public interest certificate under the Government Procurement Act in relation to the Procurement Process:
is in force if specified in item 10 of the Process Details as being in force; or
may otherwise be issued by the Bank at any time during the Procurement Process (including after any complaint has been made by a Respondent under this Condition 10.3), in which case the Bank Contact will notify all Respondents of the issue of the public interest certificate by publishing on AusTender (if the RFEOI has been issued via AusTender) or otherwise via email to each Respondent Contact.
Without limiting the operation of the Government Procurement Act, if a Respondent makes a complaint under this Condition 10.3 and at the time of the complaint no public interest certificate is in force in relation to this Procurement Process, the Bank may suspend this Procurement Process in accordance with section 20 of the Government Procurement Act by notice published on AusTender (if the RFEOI has been issued via AusTender) or otherwise via email to each Respondent Contact.
Workplace Gender Equality Procurement
The Respondent acknowledges that Commonwealth policy prevents the Bank from entering into contracts with suppliers who are non-compliant under the Workplace Gender Equality Act 2012 (Cth) (the "WGE Act").
Environmental Protection
Respondents will consider environmental preservation and protection as it relates to the Supply. This may include the use of environmentally friendly products, packaging, recycling, waste disposal, handling of hazardous/dangerous materials and other environment-related issues as they relate to or have an impact on the Supply.
Work Health and Safety - General
The Bank requires its service providers to act in such a way as not to, by action or omission, place the Bank or any of its personnel in breach of their respective obligations under the Work Health and Safety Act 2011 (Cth). Respondents should be aware that they also may have their own obligations under the law in relation to work health and safety matters including under Work Health and Safety Act 2011 (Cth), Work Health and Safety Regulations 2011 (Cth) and the applicable State or Territory based work health and safety legislation.
Respondents should examine all information necessary to ascertain the risks, contingencies and other circumstances related to the work health and safety aspect of undertaking the Supply. The Respondent must establish and maintain safe systems of work and comply with its obligations including to preserve the health and safety of relevant workers.
Work Health and Safety - Principal Contractor
This clause 10.7 applies only if the Supply includes Construction Work the subject of a Construction Project (as defined in the WHS Regulations) to a value of $250,000 or more.
The successful Respondent from a subsequent RFP will be engaged as the Principal Contractor for the purposes of the WHS Regulations and will discharge the obligations of a Principal Contractor as required under the WHS Regulations.
Work Health and Safety - Accreditation Scheme
This clause 10.8 applies only if the Contract is for the Supply of building work (as defined in section 6 of the Building and Construction Industry (Improving Productivity) Act 2016 (Cth)) and valued in excess of $4 million (GST inclusive).
The Respondent's attention is drawn to the Work Health and Safety Accreditation Scheme (Scheme) described in section 43 of the Building and Construction Industry (Improving Productivity) Act 2016 (Cth). The Scheme is established by the Building and Construction Industry (Improving Productivity) Act 2016 and specified in the Building Industry (Improving Productivity) (Accreditation Scheme) Rules 2019.
Respondents seeking Scheme accreditation should lodge an application, addressing specific work health and safety criteria, to the Office of the Federal Safety Commissioner (OFSC). More information on the Scheme is available on the Federal Safety Commissioner website at www.fsc.gov.au or by contacting the OFSC on 1800 652 500.
Where the successful Respondent will be the head contractor and will carry out the building work covered by the Scheme it must:
be fully accredited under the Scheme at the award date of the Contract with the Bank to undertake the building work;
comply with all conditions of Scheme accreditation; and
maintain its accreditation under the Scheme while all building work is being carried out.
If the successful Respondent will not be the head contractor and instead engage another builder to carry out building work covered by the Scheme, the Respondent must:
not contract with a builder to carry out the building work who is not accredited under the Scheme at the time the Contract is entered into with the Bank;
require the builder contracted to undertake the building work remain accredited under the Scheme while carrying out the building work; and
require the builder contracted to undertake the building work comply with all conditions of Scheme accreditation.
At any time before the award date of the Contract, the Bank Contact may (in its absolute discretion) notify the Respondent that the Bank requires the Respondent to provide by the time and date stated in the notice evidence that:
it has obtained full accreditation in accordance with the Scheme (including any expiry dates for such accreditation); or
it has taken steps to obtain full accreditation in accordance with the Scheme.
If a Consortium Expression of Interest (as defined under Condition 2.1) has been lodged, it must provide the evidence specified in Condition 10.8.6 either:
for each participant; or
for at least one participant, together with evidence that all participants operate (or will operate) under the accredited person's system.
Statement of Requirements
Requirements for the Supply
Commercial terms
Response Schedules
Note to Respondents
The Response Schedules commence on the next page.
Respondents must complete all Response Schedules unless they are identified as optional.
No formatting changes are to be made.
Respondents may append supporting materials elaborating on or explaining the Expression of Interest.
Respondent
Respondent Entity
Note: The Bank requires the Respondent Entity to remain the same entity for the RFEOI and the RFP stage (if invited to participate in the RFP stage) unless specifically agreed.
Respondent Contact for this Expression of Interest
Response Deed
The Respondent must provide an executed deed in the form below. The deed must be printed, executed and witnessed, and then a scanned copy inserted here. The deed is available for download as a separate file at rba.gov.au/information/request-for-expression-of-interest-process-conditions/#request-for-expression-of-interest-response-deed
Respondent Entity Legal Structure
Legal Entity Type
The Respondent legal entity is a (tick the applicable legal entity type)
Private Company (or proprietary company)
Public Company (listed or unlisted)
Sole Trader
Partnership
Unincorporated joint venture or association
Incorporated association
Trust
Government department, agency or authority
Unregistered Legal Structures
If the Respondent Legal Entity is any of the following types, complete the details requested:
Partnership
Legal entity name (and ABN/ACN/ARBN if applicable) of each partner
Unincorporated joint venture or association
Legal entity name (and ABN/ACN/ARBN if applicable) of each joint venture participant or member of the association
Trust
Legal entity name (and ABN/ACN/ARBN if applicable) of each trustee
Name (and ABN/ACN/ARBN if applicable) of the trust
Respondent Ownership
Outline the ownership of the Respondent entity and provide a company group chart (if applicable).
If the Respondent is a company and is a member of a group of companies, complete this section.
Directors of Respondent
Please provide details of:
the current office bearers/directors of the Respondent; and
the identity of any company that has become insolvent with which any office bearer/director has been associated.
Suitability, Capacity and Capability
Respondent Background
Provide a brief description of the Respondent's background.
If not addressed above, please provide the following specific information:
The Respondent has been in business for years.
The Respondent has current employees.
The Respondent has current employees in Australia.
The Respondent has current employees in its Sydney office (if applicable).
What is the Respondent's history of acquiring or being acquired by other organisations?
If the Respondent is involved in any partnership with local or regional providers for the Supply, provide a brief description of those partnerships.
Values fit
Explain briefly how the Respondent's values align with the Bank’s. For further information about the Bank please refer to https://www.rba.gov.au/about-rba/
Relevant Experience
The Respondent should summarise their experience relevant to the Supply. The examples provided should focus on projects or supplies of a similar scale, scope and value to that contemplated for the Supply.
Proposed Team
Describe the proposed team of resources the Respondent considers appropriate to perform the Supply.
Subcontractors
Provide details of any subcontractors that the Respondent considers are required for the Supply. To the extent that the Respondent has not identified specific subcontractors, please identify the proposed scope of each subcontract and how the Respondent would ensure availability of a suitable subcontractor for it.
Insurances
Please provide details of relevant insurance held.
Financial Capacity
Please provide a copy of the last 3 years' audited financial accounts or annual report, for the Respondent individually and for the Respondent's corporate group (if applicable).
Please disclose any material change in position since the most recent audited financial accounts or annual report.
Proposed Supply
The Supply
Overview
Please update MS excel Response Schedule
Response Schedule - Stage 1 - Software Reseller Consolidation.
Commercial Terms
The Respondent must respond to the commercial terms addressed in Part 3 section 2 as follows:
Allocate each item in Part 3 section 2 a discrete row in the table and identify it in the “Reference” column.
Complete the Compliance column with one of the options below to indicate the level of compliance of the Expression of Interest against each requirement.
Provide details of any proposed departures to the Bank's proposed commercial terms or responses to information sought by the Bank.
Legal Declarations
Conflict of Interest
Having made all reasonable enquiries, the Respondent does not have any known actual or potential conflicts of interest in respect of the RFEOI, its Expression of Interest or the provision of the Supply, except as detailed here:
Workplace Gender Equality Act 2012 (Cth)
The Respondent has not been named in Parliament as not complying with the Workplace Gender Equality Act 2012 (Cth) (WGE Act), except as detailed here:
If the Respondent it is a 'relevant employer', the Respondent has complied with the WGE Act, except as detailed here:
Note:
A ‘relevant employer’ means being a non-public sector employer (including higher education institutions, trade unions and not-for-profit organisations) of 100 or more employees in Australia.
At the RFP stage, the Bank will require any 'relevant employer' responding to the RFP to provide a current letter of compliance from the Workplace Gender Equality Agency which indicates the respondent's compliance with the WGE Act.
Work Health and Safety
The Respondent's organisation (or any of the current or former directors or senior managers) have not been convicted of an offence or had fines or sanctions imposed under any WHS law (including common law) within the past five years, except as follows:
Modern Slavery
The Respondent Organisation has complied with Modern Slavery Laws, except as detailed here:
In this section 4.4, the following terms are defined:
Employee Entitlements
The Respondent does not have any unpaid claims in respect of judicial decisions relating to employee entitlements, except as detailed here:
Sanctions
The Respondent is not listed as a designated entity (Designated Entity) by the Minister for Foreign Affairs by notice in the Gazette under s 15 of the Charter of the United Nations Act 1945 (Cth) or s6 of the Autonomous Sanctions Regulations 2011 (Cth) and does not intend to engage a subcontractor who is listed as a Designated Entity, except as detailed here:
Changes to Information
If at any time prior to announcement of the outcome of the RFEOI stage any information provided in this Schedule changes, the Respondent will advise the Bank of that change within 2 Business Days.
| REQUEST FOR EXPRESSION OF INTEREST Software Reseller Consolidation |
| Procurement Reference: IT – 25/157/07 - OT Closing Time: 2.00pm (Sydney time) on |
| Contact Details | Contact Details | Contact Details |
|---|---|---|
| Bank Contact | Name: Roshni Shah E-mail: procurement@rba.gov.au | |
| Timetable | Timetable | Timetable |
| Timetable | The indicative timetable for the Procurement Process is set out below: | |
| Briefing | Briefing | Briefing |
| Industry Respondent briefing (Process Condition 3.3) | ||
| Expression of Interest requirements | Expression of Interest requirements | Expression of Interest requirements |
| Conditions for Participation (Process Condition 4.1) | The Respondent exists as a legal entity at the Closing Time. The Respondent lodges the Response, including all Schedules, on or before the Closing Time. The Respondent is not one of the entities listed as terrorists or subject to sanctions. The Respondent declares it does not have any unpaid claims in respect of judicial decisions relating to employee entitlements. The Proposal must include a completed and signed Non-Disclosure deed. The Respondent must be able to provide reselling services in Australia for 6 or more out of 13 Software of the Software’s provided in MS Excel Response Schedule - Stage 1 - Software Reseller Consolidation. The Respondent must be an existing authorised reseller in Australia for the software products being resold to the Bank and be comfortable with the Bank confirming authorised reselling capabilities directly with the OEM. | |
| Minimum Content and Format Requirements (Process Condition 4.4) | The Expression of Interest must be in English. The Expression of Interest must include a completed and signed Response Deed. | |
| Consortium Expressions of Interest (Process Condition 4.5) | Consortium Proposals permitted. | |
| Alternative Expressions of Interest (Process Condition 4.7) | Alternative Expressions of Interest permitted. | |
| Method of Lodgement (Process Condition 5.1) | Expressions of Interest must be submitted electronically via . | |
| Evaluation Criteria | Evaluation Criteria | Evaluation Criteria |
| Evaluation Criteria (Process Condition 6.1) | Evaluation against Conditions of participation (Process Details, clause 4) | |
| Complaints | Complaints | Complaints |
| Government Procurement Act - Public Interest Certificate (Process Condition 10.3) | ||
| Complaints submission | E-mail: procurementcomplaints@rba.gov.au |
| Term | Definition |
|---|---|
| Accountable Authority | As defined in the Public Governance, Performance and Accountability Act 2013 (Cth). |
| Alternative Expression of Interest | An Expression of Interest that does not conform to the RFEOI but achieves the objectives of the RFEOI in a different manner. |
| Associate | A person is an Associate of the Respondent if the person is: (a) a Respondent Subcontractor; (b) a Related Body Corporate of the Respondent or a Respondent Subcontractor; or (c) a director, officer, employee, consultant, advisor, auditor or agent of a person in paragraphs (a) or (b). A person is an Associate of the Bank if the person is: (d) a contractor of the Bank; (e) a Related Body Corporate of the Bank or a contractor of the Bank; or (f) a director, officer, employee, consultant, advisor, auditor or agent of the Bank or a person in paragraphs (d) or (e), but not if the person is the Respondent or an Associate of the Respondent. |
| AusTender | The Australian Government's procurement information system, available at www.tenders.gov.au, that provides (among other things) centralised publication of Australian Government business opportunities, access to RFEOI documentation and addenda and proposal response lodgement functionality. |
| Bank Contact | The contact for all enquiries regarding the RFEOI, as specified in item 1 of the Process Details. |
| Business Day | Each day where banks are open for business in Sydney except Saturdays, Sundays and public holidays. |
| Claim | A notice, investigation, demand, claim, action, proceeding, prosecution, litigation or suit threatened or brought by or against a person, whether arising in contract, tort (including negligence), in equity (including unjust enrichment), for contribution or indemnity, under statute (including the Competition and Consumer Act 2010 (Cth) or any equivalent State or Territory legislation) or otherwise including for a Loss or a Remedy. |
| Closing Time | The closing date and time specified in item 2 of the Process Details. |
| Commonwealth | The Commonwealth of Australia. |
| Competing Respondent | A person responding to the RFEOI, other than the Respondent. |
| Conditions for Participation | See item 4 of the Process Details. |
| Consortium Expression of Interest | An Expression of Interest where there are 2 or more contracting parties (other than the Bank) responsible to deliver the Supply and they are not jointly and severally liable to the Bank for each other's performance. |
| Construction Work | The physical works, a description of which is set out in the Statement of Requirements, which the Respondent must design (to the extent required by the Contract), construct, and hand over to the Bank in accordance with the Contract. |
| Contract | The contract resulting from the Procurement Process that is entered between the Bank and the successful Respondent (if any). |
| Covered Procurement | As defined in the Government Procurement Act. |
| Evaluation Criteria | See item 9 of the Process Details. |
| Government Procurement Act | The Government Procurement (Judicial Review) Act 2018 (Cth). |
| Indigenous Enterprise | An organisation that is 50% or more Indigenous owned that is operating a business. |
| Indigenous Procurement Policy | The Commonwealth's Indigenous Procurement Policy, as amended from time to time, available at www.niaa.gov.au/resource-centre/indigenous-affairs/commonwealth-indigenous-procurement-policy. |
| Loss | Any money, cost, expense, fee, loss, damage, interest, liability, loss of opportunity, profit, anticipated profit, business, business opportunities or revenue, or (to the extent not prohibited by law) a fine or penalty, or other amount or detriment of any kind whatsoever, whether direct, indirect, consequential, present, future, fixed, unascertained, actual or contingent, which for the avoidance of doubt includes consequential loss. |
| Principal Contractor | Has the same meaning as the term 'principal contractor' under the Work Health Safety Act 2011 (Cth) and the WHS Regulations |
| Process Condition or Condition | A section in this Part 2. |
| Process Details | The information in the section headed "Process Details" in Part 1. |
| Procurement Process | The procurement process for the Supply, including the RFEOI stage and any subsequent RFP stage. |
| Related Body Corporate | As defined in the Corporations Act. |
| Relevant Commonwealth Procurement Rules | As defined in the Government Procurement Act. |
| Remedy | Any entitlement, damages, compensation, contribution, indemnity, injunction, specific performance or other legal equitable or statutory remedy of any kind whatsoever. |
| Respondent | An entity that lodges, or where the context permits, is proposing to lodge, an Expression of Interest. |
| Respondent Contact | The person nominated by the Respondent in the Expression of Interest (or as subsequently updated) to receive communications from the Bank in relation to the Procurement Process. |
| Respondent Subcontractor | A subcontractor or a proposed subcontractor of the Respondent in respect of the Supply. |
| Response Deed | A deed poll binding the Respondent to comply with the Conditions in the form required in the Response Schedules. |
| Response Schedules | The response schedules set out in Part 4. |
| RFEOI | This Request for Expression of Interest, including all Parts and Response Schedules and any variations and addenda issued in accordance with Condition 3.8. |
| RFEOI Title | See the cover page of Part 1. |
| Statement of Requirements | The requirements in Part 3. |
| Expression of Interest | An Expression of Interest (including any attachments) lodged in response to the RFEOI, or any amendments or clarifications to it, or any other information provided by or on behalf of the Respondent to the Bank in the course of the RFEOI stage of the Procurement Process. |
| Expression of Interest Lodgement Email Address | The email address (if any) specified in item 8 of the Process Details. |
| Subsidiary | As defined in the Corporations Act. |
| Supply | All or any part of the goods or services, including Construction Work (if applicable), as described in the Statement of Requirements. |
| Tender Box | The box labelled "Tender Box" in the Bank's premises at: Loading Dock, Gate 2 162 Phillip Street Sydney NSW 2000 Phone (02) 9551 9196 |
| Timetable | See item 2 of the Process Details. |
| WHS Regulations | The Work Health and Safety Regulations 2011 (Cth) |
| Respondent | Details |
|---|---|
| Legal entity name | |
| Trading name | |
| Australian Business Number (ABN) / Australian Registered Body Number (ARBN) / foreign entity tax registration number (as applicable) | |
| Business address |
| Contact Person | Details |
|---|---|
| Full name | |
| Title | |
| Direct phone number | |
| Mobile phone number | |
| Email address |
| The Respondent expresses interest in offering to supply, deliver and perform (as applicable) the Supply required by the RFEOI in accordance with the Respondent's Expression of Interest. The Respondent agrees to and is bound by the Process Conditions in Part 2. The Respondent confirms that the information in its Expression of Interest is true, accurate, complete (to the extent requested) and not misleading. Capitalised terms in this deed have the meaning given to them in the RFEOI. Executed as a deed poll for the benefit of the Reserve Bank of Australia |
|---|
| Ultimate holding company | Details |
|---|---|
| Legal entity name | |
| Trading name | |
| Australian Business Number (ABN) / Australian Company Number (ACN) / Australian Registered Body Number (ARBN) (as applicable) or for foreign entities tax registration number | |
| Registered Office Address | |
| Business address (if different) |
| Insurance Type | Cover per Incident and in Aggregate | Name of Entity Insured | Expiry Date |
|---|---|---|---|
| Public and products liability | |||
| Workers compensation | |||
| Professional indemnity |
| Reference | Compliance | Details |
|---|---|---|
| Complies / Does not comply / Partially complies | ||
| Term | Definition |
|---|---|
| Modern Slavery | An act or practice that would constitute modern slavery within the meaning of the Modern Slavery Act 2018 (Cth) or the Modern Slavery Act 2018 (NSW). Some examples are: slavery servitude forced labour trafficking in persons forced marriage child labour debt bondage other slavery-like practices. |
| Modern Slavery Laws | Any anti-Modern Slavery laws or regulations applying to the Respondent Organisation (or any member of it) whether in Australia or any other jurisdiction. Some examples of laws that may apply to the Respondent Organisation are: Modern Slavery Act 2018 (Cth) Modern Slavery Act 2018 (NSW) Divisions 270 and 271 of the Criminal Code 1995 (Cth) Modern Slavery Act 2015 (UK) California Transparency in Supply Chains Act 2010 EU Directive 2014/95/EU |
| Respondent Organisation | The Respondent and its Related Bodies Corporate. |
Introduction
About the Australian Taxation Office (ATO)
The Australian Taxation Office (ATO) is the Australian Government’s principal revenue collection agency. Its role is to manage and shape tax, excise and superannuation systems that support and fund services for Australians, by:
collecting revenue;
making it easy for the community to understand and comply with obligations;
administering the goods and services tax (GST) on behalf of the Australian states and territories; and
administering major aspects of Australia’s superannuation system.
The scale of the Australian revenue ecosystem is significant. Over the 2023-24 financial year, the ATO collected over $610.6 billion in net taxes, received over 20.8 million individual current-year income tax returns, resulting in over 10.9 million refunds, and contributing to total refunds paid of $49.5 billion. In addition, the ATO served 11.5 million individuals, 4.2 million small businesses, 910,000 employers and 595,000 super funds.
The ATO is located in 22 buildings across Australia and as at 30 June 2024, the ATO had more than 21,000 total employees.
Further information about the Australian Taxation Office can be found on its website at www.ato.gov.au.
Background
The ATO Portfolio & Value Management Branch supports the ATO to prioritise, govern, deliver and navigate change and realise value from programs and projects across the ATO’s Investment Portfolio. The ATO’s Investment Portfolio is in excess of $1B of expenditure and presently includes more than 500 active initiatives.
In 2023, the ATO initiated the P3 Modernisation project to support the transition from its existing Project Portfolio Management (PPM) solution, which is nearing end of life, to a new PPM solution.
The existing PPM solution is used to manage and oversee all aspects of the ATO Investment Portfolio, as well as enabling effort recording functionality across the ATO to support both project/program and business as usual (BAU) needs.
The existing PPM solution is nearing end of life, no longer delivers a contemporary user experience for our staff and does not provide sufficient functionality to support our evolving and maturing ATO Investment Portfolio and needs.
The ATO is seeking a new PPM solution that will deliver improved functionality, a more contemporary user experience, and enhanced integration with a range of existing core systems and processes.
Alongside the replacement of the PPM solution, we are also aiming to improve how we work, rationalise bespoke system and manual solutions, and future-proof our P3 processes to better support our corporate and government obligations.
About this Part
This RFT Part 2 – Statement of Requirements details the ATO’s requirements for a PPM solution including scope, Product(s) functional, non-functional and technical specifications (as applicable), and Service requirements. More detail on the PPM solution requirements can be found in RFT Part 5 – Draft Contract and its Schedules and Attachments.
What are we looking to procure?
The ATO is seeking to transform the way in which it manages projects, programs and Investment Portfolio (P3) through the modernisation of its Project Portfolio Management (PPM) solution.
The ATO seeks to procure a suitable Supplier, to provide a PPM solution via commercial off-the-shelf Software (COTS) or Software as a Service (SaaS) product(s) and associated Services. The Supplier will be a systems integrator and will implement and integrate the Product(s) into the ATO environment.
The ATO requires the Supplier during the Contract Term to provide and implement the Product(s) (being the COTS or SaaS products).
The ATO requires the Supplier to provide system support over the term of the contract and any exercised option periods.
The ATO requires the Supplier to implement the Product(s) during the Initial Contract Term of three years and requests the solution be implemented within an agreed timeframe (e.g. 6 - 9 months).
It is the ATO’s preference to obtain Software licences directly from the Software vendor. However, if the Tenderer proposes to provide Software licences, once the Services cease, the ATO expects to retain full ownership of all licenses of the Products implemented by the Supplier(s) for a period of at least three years, comprising of an Initial Contract Term of three years and optional extension periods of three (3) + two (2) + two (2) exercised at the ATOs sole discretion.
The ATO seeks a PPM solution (being COTS or SaaS products) that can integrate with existing ATO work management systems, financial corporate systems and resource management systems to source and export information.
By implementing and integrating the new PPM solution the ATO expects to achieve benefits, including:
Created staff capacity from decreased manual processes and effort required to manage projects and programs
Increased Portfolio, Program & Project Management maturity
Increased end user/staff satisfaction in the use of P3 tools
Decreased need for manual registers in P3
Increased usage and uptake of digital reports and dashboards
Decreased errors in data and processing
The ATO has a range of User Types who will require tailored access to the functionality of the new PPM solution. Annual user volumes are based on the number of current users using the existing PPM solution, however these volumes may increase or decrease over time depending on business needs. User Types and expected annual volumes are listed below:
The ATO’s existing PPM solution on average processes more than 188,000 transactions per month, however monthly transaction volumes for the new PPM solution are expected to increase due to improved functionality and features. The monthly transaction volumes may increase or decrease over time depending on business needs. A further breakdown of the key transaction types (not exhaustive) is listed below:
The ATO requests licensing pricing be provided on a per user basis as user types and annual user volumes will vary depending on business needs.
Where possible the ATOs preference is to licence directly with the Software vendor. Where the Software vendor has an existing contract with the ATO or a Whole of Government contract with the DTA and the requirements are within scope of that contract, the ATO may use that contract to purchase software products and related support services.
Tenderer should include software licence or subscription proposals and costs in its Tender, including an initial three (3) year term, and optional extension periods of three (3) + two (2) + two (2), exercised at the ATOs sole discretion.
The Supplier’s Products must be able to achieve the ATO’s own Security Approval to Operate (SATO). To attain SATO, the Supplier must provide the ATO with sufficient documentation to allow Security Risk Assessments to be undertaken on the hosting solution. The documentation required may be slightly different depending on the hosting solution (on-premises or cloud-based). Examples of required information/documentation include (but are not limited to):
Technical design documentation (Logical Solution Architecture and Physical & Operations Solution Architecture);
System Security Plan;
Statement of Applicability (SoA);
IRAP assessment report;
Audit logging plan;
Continuous monitoring plan;
Security standard operating procedures; and
Incident Response, disaster recovery and backup plans.
If the Supplier’s proposed solution and Products will be managed on premises, the Supplier must be willing to participate in an IRAP assessment as part of the Cyber Security Assessment process.
Integration with the ATO’s Identity and Access Management System. The options available for identity management include Active Directory Federation Service, AzureAD and Microsoft AD and the preferred option will be dependent on the hosting solution proposed by the Supplier for the Products.
Security classified information (including data) is OFFICIAL: Sensitive, however due to the aggregated volume of data and the commercial sensitivities, solutions rated to the PROTECTED level will be strongly favoured. This means that the data is considered official information and/or commercial data with confidentiality obligations for any contractors/service providers who are performing work on behalf of the ATO.
The Supplier must undergo Cyber Security Vendor Evaluations in accordance with the PSPF Directive to assess third party cyber supply chain risk and must be willing to partake in an annual review for the life of the contract.
Description of Required Products and Services
ATO Requirements
The ATO requires a Supplier who will provide the required Products and Services consisting of a Project Portfolio Management solution that includes provision of Products (being SaaS or COTS tool) and Services to deliver the below capabilities:
Initiative management: ability to create and manage a multi-level hierarchy of P3 initiatives (portfolios, programs, and projects). (Refer 5.1.1)
Reporting & analytics: ability to create dynamic performance, governance, and conformance reports and dashboards for all P3 initiatives. (Refer 5.1.2)
Training and guidance (ongoing): ability to provide on-demand system training and guidance materials. (Refer 4.3.03 & 5.1.3)
User roles and permissions: ability to create, manage and assign a range of user role types which contain different levels of permissions granting tailored access to information and functionality. (Refer 5.1.4)
Benefits management: ability to record, manage and track financial and non-financial benefits for P3 initiatives. (Refer 5.1.5)
Risk management: ability to identify, assess, store and manage risks for P3 initiatives. (Refer 5.1.6)
Issue management: ability to identify, assess, store and manage issues for P3 initiatives. (Refer 5.1.7)
Financial management: ability to record, manage and track budget, forecasts and actuals including operating, sustainment, and capital expenses for all P3 initiatives. (Refer 5.1.8)
Change control: ability to create, manage and record formal change requests for projects and programs. (Refer 5.1.9)
Change management: ability to record and manage project and program change impacts for various stakeholder groups. (Refer 5.1.10)
Schedule management: ability to create and manage project and program schedules. (Refer 5.1.11)
Resource management: ability to plan, schedule, allocate and manage resources for P3 initiatives. (Refer 5.1.12)
Effort management: ability to record and manage time spent per day (e.g. effort recording) for users working on P3 initiatives. (Refer 5.1.13)
Lessons learned: ability to identify, assess, store and manage lessons learned for P3 initiatives. (Refer 5.1.14)
Governance management (including decision management): ability to record and manage a range of P3 information for initiatives. (Refer 5.1.15)
Strategy management: ability to align P3 initiatives with strategic organisational goals. (Refer 5.1.16)
Prioritisation management: ability to prioritise P3 initiatives using initiative information or an assigned ‘value’ rating. (Refer 5.1.17)
Document management: ability to store, organise and retrieve a range of digital documents for P3 initiatives. (Refer 5.1.18)
Dependency management: ability to record and manage dependencies between projects and programs. (Refer 5.1.19)
Collaboration: ability to allow multiple users to create, edit and review information and reports for initiatives. (Refer 5.1.20)
Workflow and approvals: ability to digitise and automate the organisations P3 approval processes. (Refer 5.1.21)
Version control: ability to log, track and make visible changes made to an initiative, including who made the change, when the change was made and what change was made. (Refer 5.1.22)
Notifications and reminders: ability to configure a range of standard and bespoke notifications and reminders. (Refer 5.1.23)
Quality control: ability to detect and notify users of grammatical, spelling and information formatting errors. (Refer 5.1.24)
Administration, use and performance monitoring: ability for the ATO to manage, monitor and report on use volume and response time of solution features and configuration items to inform ongoing maintenance needs and assist resolve IT incidents and problems. (Refer 5.1.25)
The ATO requires the Supplier:
to provide Integration Services to Implement, Support and Configure the Products, and to train ATO Personnel on their use. This includes identity integration, SATO requirements (mandatory) and routines to make data ingestion and extraction as efficient as possible; and
to install, configure and train ATO personnel to use the Products provided as part of the required Products and Services to deliver the outcomes described in this Statement of Requirement.
Tenderers should include their proposed Implementation Schedule by outlining their proposed Implementation Plan in:
Schedule H – Tender Response Form – Implementation Plan; and
Part 4b – Tender Response Form – Pricing - The ATO expects the volume of Services required by the Supplier(s) to configure and maintain the Products to reduce over time as ATO personnel build knowledge and operational capability internally to manage the Products. The ATO intends to perform these functions independently without requiring ongoing assistance from the Supplier(s) engaged as part of the implementation process.
The Supplier is to advise any additional enabling tooling or technology (e.g. scheduling tools, additional licences or infrastructure) that is required as part of their tender response which will be evaluated by the ATO during the initial evaluation.
The Supplier’s Products must be able to securely integrate with existing ATO processes and must be able to meet the broader Commonwealth and ATO's security and architecture requirements.
The Products supplied by the Supplier should ideally require minimal configuration to meet the ATO’s functional and non-functional requirements described below.
The Tenderer is to provide its proposed hosting solution to achieve best value for money outcomes for the ATO. This includes for example: up-front, perpetual licensing; pay-as-you-consume charging; ATO on-premises deployment; ATO cloud-hosted COTS or SaaS software; or combinations of these arrangements to meet the ATO’s requirements specified in this Statement of Requirements.
The ATO has an architectural preference (where possible), that the hosting solution is in the same environment.
This Statement of Requirements describes the ATO’s requirements. Tenderers must complete and submit the accompanying Tender Response Forms, providing information on their proposed solution including Products and Services and the extent to which they can meet the ATO’s requirements set out in this Statement of Requirements.
Terminology
This section describes the terminology used in this Statement of Requirements to indicate the criticality of an ATO requirement, including Product functional and non-functional requirements. The following definitions apply in relation to the priority of the ATO’s requirements described in this Statement of Requirements:
Mandatory: Mandatory refers to requirements that are important and central to the outcome and that failure to satisfy any one mandatory requirement will highly likely result in the solution being considered unviable. These requirements are vital for any solution. The ATO is most interested in how Tenderers can meet these mandatory requirements.
Desirable: Desirable refers to requirements that are necessary for business operations and should be delivered. These requirements would make a significant contribution to a viable solution but will not carry as much weight into an evaluation as those classed as “Mandatory”.
Optional: Optional refers to requirements that are nice to have, but the solution will still function effectively without them.
Services Requirements
The ATO requires the Supplier to design the solution, install, configure and successfully implement the product.
The Supplier must provide the high-level installation, configuration and implementation requirements described in the table below.
Service Requirements
Supplier resources
Training and Documentation
Configuration Support
Operational Support
Personnel Security
Product Requirements
Functional Requirements
This section describes the functional business requirements for the PPM solution.
Initiative Management
Reporting and Analytics
Training and Guidance
User Roles and Permissions
Benefits Management
Risk Management
Issue Management
Financial Management
Change Control
Change Management
Schedule Management
Resource Management
Effort Management
Lessons Learned
Governance Management
Strategy Management
Prioritisation Management
Document Management
Dependency Management
Collaboration
Workflow and Approvals
Version Control
Notifications and Reminders
Quality Controls
Administration, Use and Performance Monitoring
Non-Functional Requirements
This section describes the non-functional requirements for the PPM solution.
Data
Hosting
Encryption
Availability, Data Recovery, and Incident Response Time
Archive and Data Retention
Migration
Security
User Provisioning (Authorisation)
Authentication
Event / Audit Logging and Monitoring
Appearance
Accessibility
User Interface
Branded Portal
Technology
Integration
Scalability
Configuration
Performance
Applicable Legislation, Guidelines and Standards
The Supplier must comply with all applicable requirements including Commonwealth Legislation, Guidelines and Standards in providing the required Products and Services.
Schedule N (Applicable Requirements) of RFT Part 5 – Draft Contract lists the Legislation, Guidelines and Standards that will apply in any resultant Contract.
Regarding the standards listed in this Appendix, respondents will be required to demonstrate their compliance with relevant Commonwealth Legislation, Guidelines and Standards.
Glossary of Terms
ATO Minimum Security Requirements
Respondents must complete the Security Requirements referred to in requirement 4.3.07.
| For more information on doing business with the Australian Government see Selling to the Australian Government: A Guide for Business, available on the Department of Finance website https://www.finance.gov.au/procurement/. |
|---|
| User Types | User Types | Expected volume per annum |
|---|---|---|
| Effort Recorder | Requires the ability to record, edit and submit their daily time information against assigned tasks / deliverables for project(s) or BAU tasks. | Up to 4,100 |
| Project Management | Requires the ability to read, write, edit and report on all aspects of their project(s), including ‘Effort Recorder’ functionality. | Up to 1,500 |
| Program Management | Requires the ability to read, write, edit and report on all aspects of their program(s) including the individual project(s) within the program, including ‘Effort Recorder’ functionality. | Up to 200 |
| Portfolio Management | Requires the ability to read, write, edit and report on all aspects (including resource management) of their portfolio including subsequent programs(s) and project(s) within the portfolio. For instance, a portfolio may be all projects and programs within a Group (e.g. ICT) or Branch. It may also be a custom group of projects and/or programs from across various Groups. This includes ‘Effort Recorder’ functionality. | Up to 100 |
| Portfolio Advisor / Enabler | Requires the ability to create, read, write, edit and report on all aspects of their project(s), programs and portfolios that they have responsibility for and/or all initiatives within the entire investment portfolio. They also require the ability to add/remove users to the system, add information to restricted fields (e.g. benefits information) and create/delete initiatives. This includes ‘Effort Recorder’ functionality. | Up to 100 |
| Project Sponsor | Requires the ability to read, write, edit, approve and report on P3 information for projects, programs and portfolios that they are responsible for. | Up to 250 |
| IT System Administrator | Requires the ability to configure, monitor and make updates to the system. | Up to 15 |
| Business Administrator | Requires ability to configure initiatives including deleting records. | Up to 15 |
| Total Expected Annual Users = Up to 6,265 | Total Expected Annual Users = Up to 6,265 |
| Transaction Type | Average Transactions Per Month | Peak Periods (if applicable) |
|---|---|---|
| Resource Creation | 87 | |
| Resource Modification | 827 | First month of the financial year |
| Resources Accessing System | 4,919 | |
| Project Updates (Save, Publish, Check in) | 19,113 | Schedule creation first and last month of the financial year |
| Resource Effort Recording | 163,000 | Last day of the working month First day of the working month (before 12pm) Last day of the financial year First day of the financial year (before 12pm) |
| ID | Description | Priority |
|---|---|---|
| 4.1.01 | The supplier must provide evidence of the solution being compliant with all Australian government standards, guidelines, policies, principles, and frameworks in regard to: Physical, personnel, and cyber security Information management Privacy Data management Digital servicing Change Management, e.g. future upgrades, and patching Audit logging. | Mandatory |
| 4.1.02 | The supplier must meet the ATO’s mandatory minimum-security requirements before commencing work for the ATO, applicable to all contracted professional services carried out by supplier’s personnel, including subcontractors. These requirements include, but not limited to satisfying the ATO Pre-engagement Integrity Check process (with police records check) and all supplier’s personnel (including subcontractors) being assessed as suitable by ATO Personnel Security according to their roles or access levels. Additionally, any personnel must be able to obtain requested clearances (minimum BASELINE) from AGSVA at their own expense before commencing work in the ATO. Where ATOnet Access is required, the personnel must also complete all relevant mandatory training as part of ATO induction. | Mandatory |
| 4.1.03 | The supplier must not allow ATO data and information to be commercialised or monetised by them or any third party. | Mandatory |
| 4.1.04 | The supplier must not remove ATO and customer information or allow ATO and customer information to be removed from the ATO's premises or systems without the ATO's written consent. | Mandatory |
| 4.1.05 | The supplier must adhere to the Office of the Australian Information Commissioner (OAIC) and Australian Competition & Consumer Commission (ACCC) mandates to ensure that ATO retains ownership of all data created in and generated by the operation of the new solution. | Mandatory |
| 4.1.06 | The supplier must ensure that no ATO Material or Commonwealth Data is changed by the supplier or Supplier Personnel except where required to perform the services in accordance with the contract or with the express prior written approval of the ATO. This includes taking or accessing Commonwealth data from outside of Australia. | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 4.2.01 | The supplier should demonstrate their experience and/or suitability in designing, implementing, and delivering PPM solutions to government agencies and/or private industry, preferably at a similar scale. | Desirable |
| 4.2.02 | The supplier must provide evidence of adequate resource pool for the duration of the contract, including but not limited to, design, implementation, migration, and ongoing Business-As-Usual (BAU) support. | Mandatory |
| 4.2.03 | The supplier should have the capability, capacity, availability and suitability of the nominated onshore resources, skills, and credentials in delivering the required services. | Desirable |
| 4.2.04 | The supplier must have capacity throughout the Implementation period to maintain the currency and compliance of the Products including platform and any integrations that are implemented, at the request of the ATO. | Mandatory |
| 4.2.05 | The supplier and Supplier Personnel engaged to provide the Required Supplies including Services and Products must have the appropriate skills, qualifications, and experience to deliver the required outcomes in accordance with the ATO’s requirements specified in this Statement of Requirements. Resumes may be requested by the ATO from shortlisted Tenderers. | Mandatory |
| 4.2.06 | The supplier must have ability to work collaboratively with other ATO staff, contractors and vendors. | Mandatory |
| 4.2.07 | The supplier must provide a list of nominated key personnel who will have access to the platform (e.g. Lead Architect, Service Delivery Manager, incident response team lead, IT Security Advisor, Account Manager). Any access by the Service Supplier to the ATO’s hardware or software is only with the explicit approval on a per case basis, clear identification and recording of the individual gaining such access. | Mandatory |
| ID | Description | Priority | Priority |
|---|---|---|---|
| 4.3.01 | The supplier must provide training to ATO resources and undertake knowledge transfer activities on the operational aspects of the provided product to enable the ATO to independently manage the products, including any modifications to configuration settings. Training support should include product training materials. | Mandatory | Mandatory |
| 4.3.02 | The supplier must provide the ATO a Training Plan to train and transfer knowledge to ATO resources based on the User Types described to enable them to operate the new solution. The Training Plan should address all the following elements: The purpose, goals, objectives, and scope of the Training Plan including but not limited to: Approach to training and knowledge transfer to ATO resources. Training Delivery methodology, content, schedule, and timeline. Timeframe and scope for business process development and optimisation. Target Audience and participants, roles, and responsibilities. Training resources, materials, guides, processes, or methods relating to training or knowledge sharing. Approach to evaluating training effectiveness. | Mandatory | Mandatory |
| 4.3.03 | The supplier should provide an eLearning Portal or similar that enables new User Types to undertake training on utilising the software. | Desirable | Desirable |
| 4.3.04 | The supplier should provide a point of contact that can support questions during the project and post-project. | Desirable | Desirable |
| 4.3.05 | The supplier must develop and maintain system documentation that adheres to standard ATO documentation templates and requirements to support the design, implementation and support of the platform. Examples of documentation include: Standard Operation Procedures Audit Logging System Security Plans Security Risk Management Plans Technical Designs Architectural Documentation. | Mandatory | Mandatory |
| 4.3.06 | The supplier must provide the following internal organisational documentation to demonstrate how they comply with the requirements: system security plans (incl. data security plan), system risk assessments / security risk management plans, security incident and disaster recovery and business continuity arrangements, other relevant system security documentation organisational policies and documented processes for personnel security management physical security management arrangements specific plans to manage the security of the information held on solution. This documentation should be updated annually (or as needed, e.g. when significant changes occur), and approved by the ATO. | Mandatory | Mandatory |
| 4.3.07 | The supplier must complete the ATO’s Minimum Security Requirements documentation (See Section 8). | Mandatory | Mandatory |
| 4.3.08 | The supplier must handle ATO data and information that has been assigned a Dissemination Limited Marker (DLM) or security classification, in accordance with Australian Government Protective Security Policy Framework (PSPF) security requirements for that material and ATO information and cyber security policies. | Mandatory | Mandatory |
| 4.3.09 | The supplier must provide the ATO with an Implementation Plan detailing implementation approach (including the transition from the existing PPM solution to the new PPM solution), milestones, status updates (including tracking against plan, issues/risks), methodologies, processes, timeline, and effort. | Mandatory | Mandatory |
| 4.3.10 | The supplier must propose an implementation approach that details how it will implement the new solution, complete it and have it operational within an agreed timeframe (e.g. 6 - 9 months); from implementation, training etc. through to transition out of the Supplier. The implementation approach must align with the timeframe requirements to have all Products implemented within an agreed timeframe (e.g. 6 - 9 months) after the Contract Start Date. | Mandatory | 4.3.11 |
| The supplier must provide a Risk Management Plan outlining how it will manage risks throughout the Contract Term. | Mandatory | 4.3.12 | The supplier must provide the ATO with all installation, configuration and implementation documentation for Supplier-provided software including its support and maintenance. This may include but is not limited to: Configuration and Installation guides Compliance certifications Product user manuals Complete software handover documentation, technical documentation and support documents that include a full description of included and excluded functionality; and Documentation to enable the ATO to understand any changes to software required including updates and security patches for support and maintenance to assist with planning for future updates. |
| Mandatory | 4.3.13 | The supplier must propose an integration approach in its initial proposal outlining how their solution will securely integrate with existing ATO systems. | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 4.4.01 | The supplier must be responsible and accountable for the activities for the configuration of the supplier’s product to meet the requirements listed in tabled Sections 5 below of this Statement of Requirement (SoR) document and in accordance with any manufacturer requirements including recommended practices and procedures. | Mandatory |
| 4.4.02 | The supplier must comply with all relevant Commonwealth financial, data, and system security and legislative requirements, including but not limited to the Australian Government Protective Security Policy Framework (PSPF). | Mandatory |
| 4.4.03 | The supplier must adhere to Australian data protection and privacy regulations. | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 4.5.01 | The supplier must support and maintain the supplier-provided products throughout the implementation and contract duration. The supplier must provide at a minimum, 8am to 5pm operating hours for weekday (excluding public holidays) and options for 24x7 enterprise software support services for products during the contract period. The supplier must provide application support within a 7am to 7pm bandwidth The supplier must provide cyber and critical incident management support 24x7 The supplier must provide 24x7 security event monitoring, unless hosted by the ATO. | Mandatory |
| 4.5.02 | The supplier must allow the ATO to perform performance testing, penetration testing and vulnerability assessments prior to deployment of a significant change (for example on an annual basis). The supplier will be required to provide support with the assessments and remediate all security defects with endorsement from the ATO before acceptance of the system. | Mandatory |
| 4.5.03 | Incident and fault reports must be provided to the ATO on a regular basis, with a Priority 1 and 2 Incident reports submitted to the ATO within a reasonable timeframe (e.g. 14-60 business hours of the relevant Incident). | Mandatory |
| 4.5.04 | The supplier must provide ability to perform core platform updates with zero to minimal outage window. | Mandatory |
| 4.5.05 | The supplier must ensure that when the system is unavailable, users must be kept informed e.g. Site maintenance pages. | Mandatory |
| 4.5.06 | The supplier must provide responsive and ongoing customer helpdesk and technical support and maintenance services for the contract duration, with issue resolution within reasonable timeframes. | Mandatory |
| 4.5.07 | The supplier customer helpdesk and technical support should be an onshore/AU worker. | Desirable |
| 4.5.08 | The supplier should ensure that all monitoring is non-intrusive to function or performance of the solution. | Desirable |
| 4.5.09 | Capability to support the monitoring, measuring and reporting of transactions and workflows to ensure that the SLAs are maintained for reliable service, including those negotiated with third parties. | Mandatory |
| 4.5.10 | The supplier must comply with agreed Support and SLA requirements. | Mandatory |
| 4.5.11 | The supplier must adhere to the OAIC and ACCC mandates to ensure that ATO retains ownership of all data created in and generated by the operation of the platform. | Mandatory |
| 4.5.12 | The supplier must comply with any directions from the ATO or the OAIC to undertake, or assist the ATO to undertake, any privacy assessments that may be required to implement the project, including privacy threshold assessment and privacy impact assessments if required. The supplier will implement any recommendations arising from such assessments. | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 4.6.01 | The supplier must notify the ATO when its personnel are no longer working for the ATO and ensure that: - all ATO physical access tokens held by Service Supplier Personnel (such as building access cards and keys) have been returned to the ATO - all Service Supplier Personnel access to ATO resources has been removed. | Mandatory |
| 4.6.02 | The supplier must ensure that direct to the ATO’s system, hardware or software (e.g. in the case of an on-premises managed solution) by the Service Supplier or the Service Supplier Personnel is absolutely restricted to those Service Supplier Personnel who have been approved by the ATO and who have a need for such access, and that access is limited to the minimum access necessary to enable the Service Supplier to comply with its obligations under the Contract. | Mandatory |
| 4.6.03 | The supplier should ensure that indirect access to the ATO’s system, hardware or software by the Service Supplier or the Service Supplier Personnel is restricted to those Service Supplier Personnel who have been approved by the ATO and who have a need for such access, and that access is limited to the minimum access necessary to enable the Service Supplier to comply with its obligations under the Contract. | Desirable |
| 4.6.04 | The supplier must maintain a secure physical environment from where they are operating to protect the ATO's resources, which are under its control i.e. all proposed sites. | Mandatory |
| 4.6.05 | The supplier must maintain certification for their physical locations from where they are operating, as per standards outlined in the PSPF and ATO policy. | Mandatory |
| 4.6.06 | The supplier must allow the ATO to periodically inspect the supplier’s premises during the life of the relationship to ensure continued compliance with the ATO’s requirements. | Mandatory |
| 4.6.07 | The supplier must provide and have endorsed by the ATO with an assessment by an independent accredited assessor detailing the facilities compliance with each element of a physical security zone. | Mandatory |
| 4.6.08 | The supplier must provide the ATO with a point of contact for the management of security issues. | Mandatory |
| 4.6.09 | The supplier must maintain and have endorsed by the ATO a site security plan for each site that includes the ‘as built’ documentation and local security procedures. | Mandatory |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.1.01 | The solution must have the ability to create and manage a multi-level hierarchy of P3 initiatives (portfolios, programs, and projects). | |
| 5.1.1.02 | The solution must have the ability to view, modify and report on the hierarchy of P3 initiatives (Refer 5.1.1.01) | |
| 5.1.1.03 | The solution must have the ability to record information in configurable fields to capture meta-data for each initiative. This may include for example: Schedule Governance Benefit Risk Financial Etc. | |
| 5.1.1.04 | The solution should allow the system fields and field names to be configured to align to the ATOs P3 frameworks and terminologies. | |
| 5.1.1.05 | The solution should have the ability to provide configurable lifecycles for P3 initiatives (e.g. from initiation through to closure). | |
| 5.1.1.06 | The solution should allow the mapping of P3 initiatives that meet certain criteria, to create custom portfolios (e.g. a selection of projects and/or programs). | |
| 5.1.1.07 | The solution should allow P3 initiatives to be categorised into one or more ATO project or program types (e.g. Corporate Project, Policy Project, BSL project, etc.). | |
| 5.1.1.08 | The solution should allow the governance requirements to be tailored based on the various project or program types (Refer 5.1.1.07) (e.g. workflows, gate requirements, mandatory fields). | |
| 5.1.1.09 | The solution should allow projects and/or programs to transition through their relevant lifecycle (e.g. from the Initiation phase to the Closure phase). | |
| 5.1.1.10 | The solution should allow configurable fields (both pre-populated e.g. drop downs and free text) in the above requirement (Refer 5.1.1.03) to be added, modified, or removed as business needs change and evolve. | |
| 5.1.1.11 | The solution should allow projects or programs to be classified and re-classified in line with the ATOs security classifications (Official, Official: Sensitive, Protected) (e.g. once an initiative is publicly announced it may change from Protected to Official). | |
| 5.1.1.12 | The solution should be able to cater for additional P3 initiative hierarchy levels beyond the standard project, program and portfolio. | |
| 5.1.1.13 | The solution should have the ability to manage a backlog of ‘ideas’ that would not form part of the multi-level hierarchy of P3 initiatives (e.g. new policy proposals or concept briefs that are yet to be approved to become formal projects or programs). |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.2.01 | The solution must allow users to create and build dynamic performance, governance, and conformance reports and dashboards for all P3 initiative hierarchy levels (Refer 5.1.1.01 & 5.1.1.12) including: From pre-configured templates (e.g. status reports, timesheet compliance, benefits report, risk report) Based on bespoke / custom requirements on an ongoing basis (built as needed). | |
| 5.1.2.02 | The solution should allow all P3 initiative information contained on the system to be available for use in reports and dashboards (Refer 5.1.2.01). This includes for example: Benefits reports Risk reports Timesheet compliance reports Etc. | |
| 5.1.2.03 | The solution should have configurable business rules that can be used to inform P3 initiative reporting and dashboards (e.g. Red, Amber, Green status, thresholds for financial tolerances). | |
| 5.1.2.04 | Reports and dashboards should automatically update based on configurable controls and rules (e.g. only once a timesheet is approved will the report be updated). | |
| 5.1.2.05 | Reports and dashboards should support historical point in time (i.e. snapshotted) information which is filterable by date. | |
| 5.1.2.06 | The solution should allow finalised reporting content to be stored, viewed and managed (e.g. a project sponsor approved status report). | |
| 5.1.2.07 | The solution should allow reports and dashboards to be exported in range of formats. This includes for example (but is not limited to): PDF MS Excel MS PPT MS Word. | |
| 5.1.2.08 | Reports and dashboards should contain a range of field and data types - free text (e.g. brief initiative status update), visuals/graphs, financial information, and RAG status (Red, Amber, Green). | |
| 5.1.2.09 | The solution should have the ability to analyse quantitative information to generate insights and trends. | |
| 5.1.2.10 | The solution should allow reports and dashboards to be ‘rolled up’ based on multi-level hierarchy of P3 initiatives (e.g. project reports rolling up to program level, and program to portfolio), and drill down to lower layers (e.g. projects being able to select from their parent program, or portfolio). | |
| 5.1.2.11 | The solution should have the ability to analyse qualitative information to generate insights and trends. |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.3.01 | The solution should have the ability to provide ‘in the moment’ and in context guidance to users (e.g. help text, prompts). | 5.1.3.02 |
| The solution should have the ability to incorporate and/or link to a range of existing ATO templates and guidance materials. | 5.1.3.03 | The solution should provide users with the ability to provide feedback about their experience to inform continious improvement activities (e.g. to identify capability gaps to using the system efficiently). |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.4.01 | The solution must be able to manage several users role types each with tailored and configurable access to information and functionality (e.g. Project Sponsor, Project Manager, Program Manager, IT System Administrator, Portfolio Manager, Timesheet User). | 5.1.4.02 |
| The solution must allow access to specific initatives and data (including access to documents) to be restricted based off unique users permissions and/or role types. | 5.1.4.03 | The solution should allow select information fields (e.g. budget allocation, benefits) to be restricted to change by only select unique users and/or role types. |
| 5.1.4.04 | The solution should be able to filter data that is available for reporting (e.g. data within project status reports) based on user permissions (e.g. someone with a higher access can see additional data within a report vs someone with less access). | |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.5.01 | The solution should allow financial benefits information to be stored, managed, and tracked for all supported P3 initiative levels (project, program, portfolio). | 5.1.5.02 |
| The solution should allow non-financial benefits information to be stored, managed, and tracked for all supported P3 initiative levels (e.g., project, program, portfolio). | 5.1.5.03 | The solution should be configurable to align terminology and fields to the ATOs Benefits Management Framework. For example, this includes: Benefit name Benefit description Deliverable Outcomes Etc. |
| 5.1.5.04 | The solution should allow all benefits information (Refer 5.1.5.01 & 5.1.5.02) to be viewable and managed beyond initiative closure for benefits realisation and reporting purposes. | 5.1.5.05 |
| The solution should be able to quantify the variance between benefits forecast and benefits realised. | 5.1.5.06 | The solution should allow P3 initiatives benefits to be mapped to outcomes and metrics, with a one to many relationship. |
| 5.1.5.07 | The solution should allow for benefits to be ‘rolled up’ based on the multi-level hierarchy of P3 initiatives (e.g. project benefits rolling up to program level, and program to portfolio), and filter down to lower levels (e.g. projects being able to select from their parent program’s, or portfolio benefits). | Desirable |
| 5.1.5.08 | The solution should allow various P3 initiative deliverable options to be recorded and mapped to expected benefits and/or outcomes to allow options modelling to be undertaken (i.e. allowing users to see how benefits and outcomes change based on deliverable scope changes). | |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.6.01 | The solution should have the ability to identify, assess, classify, store, and manage risks (i.e. a running commentary) for the multi-level hierarchy of P3 initiative types supported. | 5.1.6.02 |
| The solution should be configurable to align terminology and fields the ATOs Enterprise Risk Management Framework. This includes for example: Risk ID Status Name Description Etc. | 5.1.6.03 | The solution should have the ability to ‘roll up’ risks based on the multi-level hierarchy of P3 initiatives (e.g. from the project level to the program, and portfolio levels). |
| 5.1.6.04 | The solution should allow risk review dates to be set allowing users to be notified when the review is due. | |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.7.01 | The solution should allow for P3 initiative (project, program, portfolio) risks to be escalated to an issue. | |
| 5.1.7.02 | The solution should have the ability to identify, assess and manage issues aligned to the multi-level hierarchy of P3 initiative types (project, program, portfolio). This includes for example: ID Status Name Description Etc. | 5.1.7.03 |
| The solution should have the ability to ‘roll up’ issues based on the multi-level hierarchy of P3 initiatives (e.g. from the project level to the program, and portfolio levels). |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.8.01 | The solution must have the ability to record, manage and track budget, forecasts and actuals including operating, sustainment, and capital expenses for all supported P3 initiative levels adhering to Australian Accounting Standards and Principles. | |
| 5.1.8.02 | The solution must have the ability to manage the financial health of all supported P3 initiative levels (e.g. burn rates, variances, etc.). | |
| .1.8.03 | The solution must have the ability to ‘roll up’ financial information based on the supported multi-level hierarchy of P3 initiatives (e.g. from the project level to the program, and portfolio levels). | |
| 5.1.8.04 | Budget, forecasts and actuals must be recorded against a specific SAP Cost Code, such as Work Breakdown Structure (WBS) Codes. | |
| 5.1.8.05 | Budget, forecasts and actuals must settle to a specific cost centre, this can be done using WBS codes. | |
| 5.1.8.06 | Budget, forecasts and actuals must settle to a WBS phase at the task level. Phases are set by our accounting system, SAP. | |
| 5.1.8.07 | Resource cost rates must be updatable, based on updated activity rates. | |
| 5.1.8.08 | Supplier cost tasks must be capable of recording general ledger (GL) codes. | |
| 5.1.8.09 | Supplier cost tasks must be capable of recording purchase order numbers. | |
| 5.1.8.10 | The solution should have the ability to record multiple funding and expenditure sources for projects and programs budgets. | |
| 5.1.8.11 | Supplier costs metadata should be sourced directly from our accounting software, SAP. | |
| 5.1.8.12 | Common project financial metrics should be available such as: Earned Value, Cost Performance Index, etc. | Optional |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.9.01 | The solution should have the ability to create, manage and record formal change requests (including decisions) to projects and programs, including (but not limited to) changes to scope, benefits, schedule, and budget. | 5.1.9.02 |
| The solution should allow change request tolerances to be configured to align to the ATOs Decision Making Matrix (e.g. a variance against approved budget exceeds 5% therefore Committee A and Committee B approval is required). | 5.1.9.03 | The solution should have the ability to allow change requests to be approved on system by the relevant approver(s). |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.10.01 | The solution should have the ability to collect and record project and program change impacts for different stakeholder groups. |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.11.01 | The solution must have the ability to allow users to create and manage project and program schedules. This can be achieved using the solution itself and/or via ingesting industry standard third-party scheduling software (Refer 5.1.11.03). A schedule may include the following for example: Deliverables and milestones (names, dates, progress, status) Forecast dates, duration and cost Dependencies Cost attribution (cost code, cost type) Resources. | 5.1.11.02 |
| The solution must have the ability to assign cost centres/codes to schedule tasks. | Mandatory | 5.1.11.03 |
| The solution should have the ability ingest and present project and program schedules from industry standard third-party software (e.g. Microsoft Project Professional). | 5.1.11.04 | The solution should allow users to edit and manage ingested schedule information on system (Refer 5.1.11.03). |
| 5.1.11.05 | The solution should allow users to select the scheduling software to suit the scheduling requirements (e.g. complexity) of the project or program. | 5.1.11.06 |
| Where updates are made to ingested scheduled information on solution these changes should flow back to the source software (Refer 5.1.11.03). | 5.1.11.07 | The solution should have the ability to store, manage and track project tasks (both within schedules and independently of schedules). This may include for example: Task name Assigned to Start date Due Date Etc. |
| 5.1.11.08 | The solution should allow dependencies to be established and managed across multiple schedules. | |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.12.01 | The solution must have the ability to customise and manage various resource types, including time, staff (including teams of staff) and finance for projects, programs, and portfolios. | 5.1.12.02 |
| The solution must have the ability to assign resources, both actual (e.g. John Smith – a named project manager, sourced from a known resource list) and generic (e.g. a generic project manager resource as the actual person is not known yet) to project level tasks. | 5.1.12.03 | The solution must have the ability to track and analyse the actual effort spent on tasks by resources to determine whether it’s tracking to be under or over forecast in terms of effort and being completed within the forecast timeframe |
| 5.1.12.04 | The solution must allow users to request, review, approve, modify, and assign resources. | |
| 5.1.12.05 | The solution should have the ability to analyse resources to determine their current capacity (e.g. over or underutilisation/allocation). | 5.1.12.06 |
| The solution should have the ability to analyse resources (e.g. their capacity) to determine their future availability (e.g. based on approved leave or commitments to other projects). | 5.1.12.07 | The solution should have the ability to integrate a resource schedule plan with the project or program schedule. |
| 5.1.12.08 | The solution should have the ability to ingest, store and view staff information, including skills/ proficiencies (e.g. developer, business analyst), position information (e.g. APS levels), employment type (on-going, contractor), leave (available, unavailable), location and salary. | 5.1.12.09 |
| The solution should have the ability to create and manage resource plans, including resource types, resource descriptions, their quantities, and the duration they are needed. | 5.1.12.10 | The solution should allow users to complete ‘what-if scenario planning’ based on changes to scope, budget, and resources. |
| 5.1.12.11 | The solution should have the ability to drill down to the individual resource level (i.e. a single staff member) to view what projects they are allocated to and in what capacity. | |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.13.01 | The solution must allow users to record total time spent per day (e.g. effort recording) at the project and project task levels (e.g. via staff timesheets to capture actual expenditure). | 5.1.13.02 |
| The solution must allow users to record and submit their effort at the project and project task level to a nominated approver. | 5.1.13.03 | The solution must allow designated users to approve, reject and edit submitted effort recording information from users. |
| Mandatory | 5.1.13.04 | The solution must be able to convert effort recording information (e.g. hours worked) into financial actuals. |
| 5.1.13.05 | The solution should allow all users to easily filter and/or organise the initiatives (including tasks) they are assigned to for effort recording purposes. | 5.1.13.06 |
| The solution should have the ability to record user effort information in multiple formats (e.g. HH:MM, vs decimal time). | ||
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.14.01 | The solution should have the ability to record lessons learned allowing users to store, assess and manage this information for the multi-level hierarchy of P3 initiative types (project, program, portfolio). This includes for example: Title Description Theme Date raised Category/metadata tags Etc. | 5.1.14.02 |
| The solution should have the ability to ‘roll up’ lessons learned based on the multi-level hierarchy of P3 initiatives (e.g. from the project level to the program, and portfolio levels. |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.15.01 | The solution must have the ability to record and manage a range of key information for P3 initiatives. This includes for example: Project description Project Sponsor, Project Manager & other supporting personnel Governing body Scope, Objectives & milestones Assurance requirements e.g. DOF Gateway Reviews, DTA Reporting (including due dates) Mandatory artefacts. | 5.1.15.02 |
| The solution should have the ability to record decisions allowing users to identify, store, and manage decisions for projects, programs and portfolios. This includes for example Decision Decision type (e.g. scope change, budget allocation) Decision maker (e.g. committee, SAO etc) Data (e.g. financial decisions) Actions resulting Status. | 5.1.15.03 | The solution should be able to configure and manage ‘checklists’ for each initiative type (Refer 5.1.1.07) and/or each initiative phase to ensure required tasks and/or artefacts are completed prior to a project progressing in its lifecycle. This includes for example: Mandatory artefact completion and sign-off Fields completed in system (e.g. compliance / assurance checks) Governing body. |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.16.01 | The solution should have the ability to record organisational goals and/or outcomes. | 5.1.16.02 |
| The solution should allow initiatives to be aligned to organisational goals and outcomes. | 5.1.16.03 | The solution should have the ability to visualise the mapping of initiatives to organisational goals / outcomes. |
| 5.1.16.04 | The solution should have the ability to track progress towards the achievement of organisation goals and/or outcomes based on portfolio performance. | |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.17.01 | The solution should allow projects and programs to be prioritised based on an assigned value rating. | 5.1.17.02 |
| The solution should allow projects and programs to be prioritised using initiative information, including (but not limited to) benefits, ROI, strategic alignment, risk, ease of implementation and resource availability. |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.18.01 | The solution should have the ability to store, organise and retrieve a range of digital documents that are linked to initiatives. This includes document management and storage capabilities, with document management controls for management and identification of documents via document type, visibility status, and retention date requirements. | 5.1.18.02 |
| The solution should allow documents to be classified in line with ATO/APS security classifications (Official, Official: Sensitive, Protected). | 5.1.18.03 | The solution should have the ability to export information into project documentation templates (e.g. project financials exported in the Project Management Plan, benefits information into the Benefits Management Plan). |
| 5.1.18.04 | The solution should enable in-tool document viewing capability, allowing users to view documents, without downloading to users’ local devices’ download folder location by default. | Desirable |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.19.01 | The solution should have the ability to record and manage dependencies (relationships) between projects, programs. This includes for example Title Description Initiative name Dependency direction Business area impacted Etc. | 5.1.19.02 |
| The solution should allow for different types of dependencies to be recorded (e.g. technical, schedule, resource, and information). |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.20.01 | The solution should allow multiple users with appropriate accesses to collaborate on initiatives, including creating, editing, and reviewing information and reports. |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.21.01 | The solution should allow various workflows to be created, modified, or removed as business needs change and evolve (e.g. a workflow to transition between phases). | 5.1.21.02 |
| The solution should have the ability to capture and store approvals by nominated approvers (e.g. status reports, initiative stage gate transition, project documentation). This includes (but not limited to: Digital signatures Time stamps. |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.22.01 | The solution should maintain a log of changes (i.e. version control) for initiative information, including who, what and when changes were made. | 5.1.22.02 |
| The solution should have the ability to roll back changes (e.g. undo) from the version control log. | 5.1.22.03 | The solution should maintain a log of changes (i.e. version control) for documents stored on the system. |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.23.01 | The solution should have the ability to configure notifications and reminders for a range of different scenarios (e.g. reminders for reporting based off due dates, reminders for overdue effort recording, risk review is due). | 5.1.23.02 |
| The solution should allow users to manage preferences for notifications and reminders, including: Opting in and out of notifications for individual scenarios Selecting notification channel preferences. | 5.1.23.03 | The solution should allow certain notifications and reminders to be centrally configured by designated user role types (e.g. to make some reminders mandatory for all users). |
| 5.1.23.04 | The solution should have the ability to send notifications and/or alerts to users in system. | 5.1.23.05 |
| The solution should have the ability to send notifications to users off-system (e.g. via email, MS Teams). | ||
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.24.01 | The solution should have the ability to automatically undertake spelling and grammatical checks to content added to the system by users. | 5.1.24.02 |
| The solution should have the ability to detect and notify users of potential errors to content formatting in the system (e.g. incorrect symbols or financial formatting). | 5.1.24.03 | The solution should have the ability to set character limits to certain fields (e.g. project background has a character limit of 800). |
| ID | Requirement Description | Priority |
|---|---|---|
| 5.1.25.01 | The solution must monitor and report on user access events, user access level, type of event and volumes. | 5.1.25.02 |
| The solution must monitor and report on system performance, including response time, throughput, availability and error rates. |
| ID | Description | Priority |
|---|---|---|
| 5.2.1.1.01 | The solution must be hosted in a secure, single tenant, Australian sovereign Software as a Service (SaaS) and have current IRAP accreditation up to PROTECTED unless it was hosted by ATO (on-premises, Azure, or AWS). | Mandatory |
| 5.2.1.1.02 | The solution must support different levels for staging (e.g. Development / Testing / Pre-prod / Production) environments to allow change management control and testing. This must include testing configuration changes and system-to-system integrations before applying changes to production environment. | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 5.2.1.2.01 | The solution must ensure the confidentiality and integrity of data by implementing industry-standard at-rest encryption techniques, whereby all sensitive data in the system, including personal, financial and recruitment details, is encrypted using a robust algorithm, e.g. AES-256, with encryption keys securely managed and frequently rotated. | Mandatory |
| 5.2.1.2.02 | The solution must ensure the confidentiality and integrity of data by implementing industry-standard in-transit encryption techniques, whereby all network-transmitted data, both internal and external, is encrypted using secure protocols, e.g. TLS 1.3 protocol or higher, including user-server and inter-component data exchanges. | Mandatory |
| 5.2.1.2.03 | The solution must enable IP address restrictions to Australian IP addresses only for ATO back-office users. | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 5.2.1.3.01 | The solution must have high availability, strong disaster recovery and business continuity protocols in place, to minimise downtime and data loss in case of unforeseen events. | Mandatory |
| 5.2.1.3.02 | The solution should have a continuity plan and incident reporting procedures (e.g. prompt notification of any identified issues/outages and ensure incidents can be resolved quickly). | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 5.2.1.4.01 | The supplier must adhere to the National Archives of Australia (NAA) mandate on Records Management Regulations, Policy, and Guidance: Advocated by maintaining and providing ATO a record of the data being consumed or retained as part of the solution, including ATO transaction or related data, and ensure confidentiality and integrity of the data throughout its lifecycle. | Mandatory |
| 5.2.1.4.02 | The solution must have the ability to delete or archive data based on flexible criteria or parameters (e.g. date/timeframe or selected data sets) to enable the ATO to meet its record retention requirements. | Mandatory |
| 5.2.1.4.03 | The solution must be capable of allowing data stored within the system to be transferred to the ATO in a secure and auditable way while maintaining relationships between different datasets retaining authenticity, reliability, useability and integrity. | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 5.2.1.5.01 | The solution and subsequent implementation plan must support a comprehensive migration to facilitate transfer of data from the current PPM system to the new system (ensuring adherence to legacy data retention requirements). Migration must ensure data integrity, minimal downtime, and support for thorough testing and validation processes to guarantee a smooth transition. | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 5.2.2.01 | The solution must comply with the Australian Government’s Information Security Manual (ISM) controls, including Essential Eight maturity level 2 requirements. | Mandatory |
| 5.2.2.02 | The solution must enable the ATO to validate its security controls, allowing for penetration testing or validation of previous penetration testing. | Mandatory |
| 5.2.2.03 | The solution must scan all uploads for threats and block infected files. | Mandatory |
| 5.2.2.04 | The solution must adhere to Australian data protection and privacy regulations during the scanning process. | Mandatory |
| 5.2.2.05 | The solution must comply with all relevant Commonwealth financial, data, and system security and legislative requirements, including but not limited to the Australian Government Protective Security Policy Framework (PSPF). | Mandatory |
| 5.2.2.06 | The solution must enable depersonalisation of datasets copied from a production instance into non-production environments, supporting the ATO to adhere to privacy laws. | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 5.2.2.1.01 | The solution must support a system for cross-domain identity management (SCIM) interface for provisioning of ATO's user and role details. | Mandatory |
| 5.2.2.1.02 | The solution should enable break-glass account access to the ATO in the event of critical incidents and technical emergencies. | Desirable |
| ID | Description | Priority |
|---|---|---|
| 5.2.2.2.01 | The solution must require back-end privileged users to access the solution via MFA (Essential 8 ML2 or higher). | Mandatory |
| 5.2.2.2.02 | The solution must allow for users to authenticate via Single Sign-on (SSO), Microsoft Entra ID. | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 5.2.2.3.01 | An Event Log is a chronological collection of records that documents the sequence of Events affecting a System. An event is any action or activity that impacts an IT System. This occurrence could originate from operating systems, networks, servers, infrastructure, database or applications. The solution must enable complete Event Log trail capability including but not limited to: Audit Logs An Audit Log is an Event Log that specifically relates to providing a verifiable history of access or change to data. Audit Logs are used specifically to help detect and support investigations into fraudulent activity or adherence to regulatory and ATO policies. Security Logs A Security Log is an Event Log that contains information used in the monitoring, detection and response to unauthorised security actions including changes to security configurations. Privileged Access Management Logs Privileged Access Management Logs are Event Logs that relate to all privileged access activities including but not limited to System Admins, Server Admins, Database Admins, Application Admins and Network Admins. This includes both ATO and third party access. Performance and System Health Related Logs Performance and health-related logs are Event Logs that capture data about the operational state, efficiency and stability of systems, applications and processes. They include events such as resource usage, response times, errors, warnings and status updates to help monitor performance, identify system issues and maintain overall health and functionality. Unique user identifiers must be used to identify specific users and their actions. Permission to access, distribute, delete, modify or alter Event Logs must be heavily restricted. Event Logs must be either stored, or transferred, to a centralised secure storage facility outside of the system for long term retention in line with Archives Act and ATO Policy. Event Logs must be maintained in a searchable format for at least 12 months. Event Logs must be analysed in a timely manner for the detection of anomalies or security events within the system. | Mandatory |
| 5.2.2.3.02 | The solution should maintain the ability to deliver logs generated by the services or systems managed by the Service Supplier to the ATO’s designated Security Incident and Event Management (SIEM) system including: authentication and authorisation data such as login, logout, accesses, and denials, including those of privileged users; and configuration or state changes to any system or log management components. perform any required integration activities with the ATO's SIEM System and/or other log transfer integrations. audit logs must be generated, securely maintained, and retained in accordance with ATO policy (within the ATO central log store or an alternative where this is not possible) Deliver the user application audit logs to ATO’s Centralised Audit Logging (CAL) product. The user application audit log will provide information on who does what, when, where and for what result. The user application audit log must be generated, securely maintained, and not tampered with in accordance with ATO’s standards. | Desirable |
| ID | Description | Priority |
|---|---|---|
| 5.2.3.1.01 | The solution must conform to WCAG 2.1 Level AA at a minimum. | Mandatory |
| 5.2.3.1.02 | The solution conforms to WCAG 3.0 or above. | Desirable |
| ID | Description | Priority |
|---|---|---|
| 5.2.3.2.01 | The solution should have an intuitive and user-friendly interface, with dashboards and functionality to accommodate users of varying technical expertise and align with the Australian Government Architecture's Digital Service Standard 2.0. | Desirable |
| 5.2.3.2.02 | The solution must be a contemporary Portfolio and Project Management (PPM) system, accessible via a web-browser that is compatible with ATO’s Standard Operating Environment (SOE), Microsoft Edge (Chromium Based) and offers advanced functionality and features for delivering ATO's Portfolio Management capability requirements (refer to section 5.1 above). | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 5.2.3.3.01 | The solution should enable hosting and management of an ATO portal (web-based), customisable/configurable with ATO’s branding, style, and content through the workflow management system, allowing for the ATO to manage updates to content. | Desirable |
| ID | Description | Priority |
|---|---|---|
| 5.2.4.1.01 | The solution must demonstrate an ability to align with “best practice” industry standard integration patterns that support robust error handling and traceability capabilities and apply appropriate integration security controls and monitoring. This includes monitoring and traceability of real-time integrations, allowing roll-back or records that failed integration to retrigger processes. | Mandatory |
| 5.2.4.1.02 | The solution and suite must natively provide a robust set of integration services and capabilities, facilitating seamless connectivity with other systems and applications including existing ATO solutions. The solution should enable configuration of data elements included in the integrations to ensure sufficient data share between operational systems. Alternatively, it has demonstrated success working with industry leading enterprise integration platforms. | Mandatory |
| 5.2.4.1.03 | The solution should enable workflow automation and seamless data sharing via system-to-system integration, allowing for updates to and from records based on status triggers between ATO source systems (including but not limited to SAP). | Desirable |
| 5.2.4.1.04 | The solution should integrate with the analytics and intelligence platforms, e.g. Microsoft Power BI. | Desirable |
| 5.2.4.1.05 | Where real-time application programming interface (API) integration is enabled, the solution must enable best practice API key management, rotation, and authentication standards. | Mandatory |
| 5.2.4.1.06 | Where integration uses SFTP for bulk data exchange, the solution must support option for secure shell (SSH) authentication protocols. | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 5.2.4.2.01 | The solution must be scalable, allowing for management of volume change, sensitive data, ensuring optimal performance during peak periods (such as end of month for finalising effort management). (Refer to Section 2(i) for volume information). | Mandatory |
| 5.2.4.2.02 | The auto-scaling system should alert administrators via their chosen method when scaling costs exceed a set limit within a billing cycle. Administrators should be able to adjust this limit and alert settings. | Desirable |
| ID | Description | Priority |
|---|---|---|
| 5.2.4.3.01 | The solution must be built with contemporary, innovative, and flexible architecture to accommodate future security patching, updates, and enhancements. | Mandatory |
| 5.2.4.3.02 | The solution must have capability to support validation of software changes and roll back changes to prior releases. | Mandatory |
| ID | Description | Priority |
|---|---|---|
| 5.2.4.4.01 | The solution must allow for real-time high-volume simultaneous usage, enabling all defined user types of access to perform all allowable functions in real-time. | Mandatory |
| 5.2.4.4.02 | The solution should have ability to monitor and provide information about the systems health. | Optional |
| ID | Legislation, Guidelines, Standards |
|---|---|
| 6.01 | Privacy Act 1988 This Act regulates the handling of personal information about individuals. This includes its collection, use, storage, and disclosure. |
| 6.02 | Digital Service Standard (DSS) All customer-facing elements of the solution will be designed and implemented in line with the government Digital Service Standard. The principles and approaches of the Digital Service Standard are entrenched in our agile delivery approach and will also be applied to non-customer-facing services. |
| 6.03 | Protective Security Policy Framework (PSPF) The PSPF provides the appropriate controls for the Australian Government to protect its people, information, and assets, at home and overseas. |
| 6.04 | Information Security Manual (ISM) This standard refers to the security of government ICT systems. It provides agencies with a set of detailed controls that can be implemented to mitigate risks to their information and ICT systems. The ISM complements the PSPF. |
| 6.05 | Cloud Computing Policy The policy explains the government’s vision, goals, and actions in the use of cloud computing. Agencies are required to use cloud services for new ICT services when replacing any existing ICT services, whenever those cloud services are fit for purpose, offer the best value for money, and provide adequate management of risk to information and ICT assets. |
| 6.06 | Australian Government Branding Design Guidelines This provides guidance to all Australian Government departments on the use of the Australian Government logo by Australian Government departments and agencies. |
| 6.07 | Web Content Accessibility Guidelines version 2.0 (WCAG 2.0) Web Content Accessibility Guidelines (WCAG) 2.0 covers a wide range of recommendations for making Web content more accessible to a wider range of people with disabilities, including blindness and low vision, deafness and hearing loss, learning disabilities, cognitive limitations, limited movement, speech disabilities, photosensitivity, and combinations of these. |
| 6.08 | Web Content Accessibility Guidelines version 3.0 (WCAG 3.0) Web Content Accessibility Guidelines (WCAG) 3.0 will provide a wide range of recommendations for making web content more accessible to users with disabilities. Following these guidelines will address many of the needs of users with blindness, low vision and other vision impairments; deafness and hearing loss; limited movement and dexterity; speech disabilities; sensory disorders; cognitive and learning disabilities; and combinations of these. |
| 6.09 | Digital continuity 2020 This explains the elements of digital continuity and lists the Digital Transition Policy requirements. The aim of digital continuity is to ensure that digital information can be used in the way that is required, for as long as required and no longer. |
| 6.10 | Mitigate Cyber Security Incidents This guidance addresses targeted cyber intrusions, ransomware and external adversaries with destructive intent, malicious insiders, 'business email compromise' and industrial control systems. The Essential 8 mitigation strategies for targeted cyber intrusions are mandatory for Australian Government organisations. |
| 6.11 | Australia’s Cyber Security Strategy This outlines the Australian Government’s strategy on the maintenance of security online and the protection of freedom online. |
| 6.12 | Indigenous Procurement Policy It is government policy to stimulate Indigenous entrepreneurship and business development, providing Indigenous Australians with more opportunities to participate in the economy. Purchases from an Indigenous enterprise may be in the form of engagement of an Indigenous enterprise as a subcontractor, and / or use of Indigenous suppliers in the Supplier's supply chain. |
| 6.13 | Commonwealth Fraud Control Framework Outlines the Australian Government’s requirements for fraud control that covers prevention, detection, investigation, and reporting strategies. |
| 6.14 | National Anti-Corruption Commission Act 2022 This Act covers the establishment of the NACC and its purpose. The future solution will help support detection of fraud and corruption activities and support the NACC. Also supports obligations to meet investigation requirements. |
| 6.15 | Australian Security Intelligence Organisation Act 1979 Provide mechanisms for monitoring in line with requirements of the Australian Security Intelligence Organisation Act 1979[1] (Part IVA) TOP SECRET-Privileged Access Standard for insider threat management |
| 6.16 | Public Governance, Performance and Accountability Rule 2014 Provides mechanisms for detecting incidents of fraud and suspected fraud in line with requirements of the Public Governance, Performance and Accountability Rule 2014 (Part 2-2, Division 1, Section 10) Preventing, detecting and dealing with fraud. |
| 6.17 | Essential Eight Strategies to Mitigate Cyber Security Incidents This guidance addresses targeted cyber intrusions, ransomware and external adversaries with destructive intent, malicious insiders, 'business email compromise' and industrial control systems. The Essential 8 mitigation strategies for targeted cyber intrusions are mandatory for Australian Government organisations. |
| 6.18 | Infosec Registered Assessors Program (IRAP) Consider that the potential solution may undertake an IRAP assessment. |
| 6.19 | Information Management Standard for Australian Government Supports Australian Government agencies to create and manage business information by outlining principles and expectations to meet business, government and community needs and expectations. |
| 6.20 | Australian National Audit Office Auditing Standards 2023 This standard outline auditing requirements for organisations. |
| 6.21 | Whole-of-Government Hosting Strategy Provides policy direction and guidance on Australian Government hosting ecosystems. |
| 6.22 | Australia’s Artificial Intelligence Ethics Framework Guides businesses and governments to responsibly design, develop and implement AI. |
| Acronym/Term | Expanded | Definition |
|---|---|---|
| API | Application Programming Interface | A source code-based specification intended to be used as an interface by software components to communicate with each other. |
| ATO | Australian Taxation Office | A government statutory agency and the principal revenue collection body for the Australian Government. The ATO collects income tax, goods and services tax (GST) and other federal taxes. The ATO also has responsibility for managing the Australian Business Register, delivering many Australian Government payments, and administering key components of Australia's superannuation system. |
| ATO back-office user | This refers to ATO staff who have access to ATOnet (internal ATO network) and an assigned user ID, who require access to the system to perform their duties. | |
| DSS | Digital Service Standard | The Digital Service Standard ensures digital teams build Government services that are simple, clear, and fast. |
| Evaluation Criteria | The evaluation criteria for the RFQ as outlined in RFQ SPC-10798. | |
| ISM | Information Security Manual | The manual is the standard which governs the security of Government ICT systems. It complements the PSPF. |
| PPM | Project Portfolio Management | Program Portfolio Management (PPM) represents the function that has the highest-level strategy and fiduciary decision-making responsibility in an enterprise portfolio. The PPM function has responsibility for strategy and investment funding, program management, and governance. |
| Privileged user | A ‘privileged user’ is a user who can alter or circumvent a system’s security measures. This can also apply to users who could have only limited privileges, such as software developers, who can still bypass security measures. A privileged user can have the capability to modify system configurations, account privileges, audit logs, data files or applications. | |
| PSPF | Protective Security Policy Framework | The PSPF is the government’s protective security requirements developed to assist Australian Government entities to protect their people, information, and assets, at home and overseas. The PSPF provides policy, guidance and better practice advice for governance, personnel, physical and information security. |
| P3 Initiatives | Project, Program and Portfolios | Project: In the ATO project work achieves a new or changed outcome or product, has defined time, cost and performance parameters, is a unique set of coordinated activities with definite starting and finishing points. Also projects are undertaken by an individual or team using approved project management processes. Program: refers to the management of related projects as a collective whole to better achieve shared outcomes. Programs often have one or more of the following characteristics: a focus on achieving overall business strategies, outcomes and value rather than individual deliverables or sets of deliverables; size and breadth; usually large and may cross a number of government agencies, several Business Lines; contains work that needs to be managed in a coordinated way to deliver the strategies, outcomes and value more effectively than via separate projects; carries significant risk to our reputation if business; strategies, outcomes and value are not achieved as planned; contains constituent elements, for example: projects, business-as-usual activities or sub-projects. Portfolio: A collection of projects, programs and business-as-usual within a sub-plan grouped together to facilitate effective management of work to meet strategic business directions and outcomes and ensure optimal delivery capabilities and benefits realisation. |
| Respondent | The supplier (or a member of a Responding Group) that has lodged a Proposal for RFQ SPC-10798 | |
| SaaS | Software-as-a-Service | Software as a service (SaaS) allows users to connect to and use cloud-based apps over the Internet. |
| SFTP | Secure File Transfer Protocol | SFTP, or Secure File Transfer Protocol, is a secure file transfer protocol that uses secure shell encryption to provide a high level of security for sending and receiving file transfers. |
| Tenderer | The Tenderer (or a member of a Tendering Group) that has lodged a Proposal for this RFQ. |
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| Lorem ipsum | Lorem ipsum | Lorem ipsum | |
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| 1 | In eleifend velit vitae libero sollicitudin euismod. | Lorem | |
| 2 | Cras fringilla ipsum magna, in fringilla dui commodo a. | Ipsum | |
| 3 | Aliquam erat volutpat. | Lorem | |
| 4 | Fusce vitae vestibulum velit. | Lorem | |
| 5 | Etiam vehicula luctus fermentum. | Ipsum |