Closed ATM View - NHMRC 16/064
Grant Management System Front-end Enhancement and/or Replacement
Canberra
NHMRC is in the process of conducting a program of Information and Communication Technology (ICT) initiatives to address components of the Commonwealth Government policy to Protect and Streamline Health and Medical Research Funding and reduce the administrative burden on the research community.
One of the initiatives focuses on enhancing NHMRC’s grants management system (RGMS). RGMS is a single, integrated system (based on Computer Associates (CA) proprietary Project and Portfolio Management (PPM) software) supporting NHMRC’s end to end grants management process. The RGMS application front end and external assessment elements are not intuitive or easy to use, given that many researchers may only come into contact with the system once or twice a year. This impacts adversely on research grant applicants, peer reviewers and external assessors; and ultimately upon NHMRC’s reputation.
RGMS was originally implemented in 2009 and NHMRC is now using little of the original PPM functionality. The majority of grants management functions have been custom built within PPM to meet NHMRC’s specific needs. Due to the extensive modifications ongoing support and maintenance is time consuming and costly, requiring full-time internal development staff backed-up by CA support. Ultimately RGMS’ technical, usability and functional limitations mean that its on-going viability as an end-to-end solution, including a 10-year service life, is uncertain and requires a strategic response.
To this end, NHMRC seeks opportunities to replace either components of or all of RGMS in order to reduce administrative burden and simplify grant administration processes for the research community.
NHMRC will consider the following alternative approaches to fulfilling its business needs:
•Option A – A new front-end, integrated with the back-end functionality currently existing in RGMS.
oFront-end in this Request for Expression of Interest means those functions that predominately impact external users of RGMS, that is: user registration, log-in and credential recovery, application, CV/profile, rebuttal, assessment/peer review, grant award, external user post-award reporting and notification portal.
oRGMS shall continue to manage back-end functions (i.e. grant post award-administration processes that are used by internal NHMRC staff), and be the primary and authoritative data repository for all grants management information.
•Option B – Complete replacement of RGMS.
This EOI process is the first stage of a two-stage process for identifying and engaging a service provider to assist NHMRC implement and operate Option A or Option B (the Services).
Stage 1 – Request for Expression of Interest. The purpose of Stage 1 is to:
•Better understand the capability of the market in relation to NHMRC’s requirements; and
•Create a shortlist of organisations to approach for inclusion in a Stage 2 prequalified Request for Tender (RFT) process.
Stage 2 – Request for Tender. Following Stage 1, the NHMRC may conduct a prequalified RFT with shortlisted EOI respondents. The prequalified RFT process may include:
•Allowing each invited tenderer the opportunity to participate in technical workshops with NHMRC personnel (conducted separately with each tenderer);
•Providing invited tenderers with access to relevant NHMRC systems and information;
•Providing invited tenderers with relevant NHMRC data sets to allow creation of solution prototypes;
•A demonstration of solution prototypes by tenderers.
NHMRC expects that any contract resulting through this process will include a number of specific service levels and a corresponding regime concerning performance reporting and service credits.
Tenderers must be lodged electronically via AusTender.
Expressions of Interest must substantially include the information sought in Attachment B – Response Form.
Expressions of Interest, including all attachments and supporting material, must be written in English.
Respondents should direct any queries arising from this Request for Expression of Interest to the NHMRC Contact Officer identified on the cover page via email only. Telephone enquiries will not be taken.
NHMRC is not bound contractually, or in any other way to the Respondents who respond to this Request for Expression of Interest. NHMRC reserves the right not to proceed with this EOI process or any part of it, and to suspend or vary the Request for Expression of Interest and/or its Requirement or the Requirement at any stage.
NHMRC in its discretion, may choose to, or choose not to, engage in any other process following the completion of this EOI process, regardless of the suitability or appropriateness of EOI Responses received from the Respondents.
The Conditions for Participation are detailed at section 4.9 of the Request for Expression of Interest document
Evaluation of EOI responses is expected to be completed by end September 2016.
NHMRC may conduct a Stage 2 approach to market to select a solution and service provider in late 2016.