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Current ATM View - RFT DFAT WO494405

Asset Management System SaaS

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RFT DFAT WO494405
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Department of Foreign Affairs and Trade
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81112500 - Software as a Service (SaaS - Cloud)
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21-Apr-2020 2:00 pm (ACT Local Time)
Show close time for other time zones
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19-Mar-2020
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ACT, NSW, VIC, SA, WA, QLD, NT, TAS, Overseas
Canberra, Sydney, Melbourne, Adelaide, Perth, Brisbane, Darwin, Hobart
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Request for Tender

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Yes
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All Agencies
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No
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No

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The Department is seeking a “commercial off the shelf” (COTS) system provided as a Software as a Service (SaaS) offering on a PROTECTED cloud service, which can be configured to the Department’s information and organisational context. The Department is not seeking to implement a bespoke system that requires extensive customised development.

The management of the Department’s security assets is currently distributed between the Canberra Office and overseas missions. Procurement of security assets for overseas missions is sourced and managed through a variety of means including the Department’s Diplomatic Security Division (DSD), project implementations, and by staff at overseas missions.

The Department records information on the security measures in place at overseas missions. However, with security measures recorded in various ways, including in the Canberra Office and at overseas missions, there is little assurance on whether records are accurate, current or complete.

The Successful Tenderer is required to provide a System that is accessible to all Department staff, in approximately 180 locations across 87 countries. Some locations have intermittent or poor internet connections.

The System will be administered by DSD in Canberra. Staff at overseas missions will need access to view and update information for the security assets at their mission, as well as submit requests about their assets. For staff at overseas missions, managing the security assets is only a small part of their job, so the System must be simple and easy for them to use infrequently, approximately a couple of times a month.

Financial asset management for security assets is conducted in the Department’s SAP financial management system, and those processes will continue in that system. The System will focus on the operational and engineering management of the security assets, such as details of the systems and components, operational status, corrective and preventive maintenance, warranty details, and use of the assets and consumables. It is important that the financial information in SAP and the asset information in the System reconcile.

As well as assisting the overseas missions and DSD to manage the security asset itself, information from the System will inform financial and risk management of the Department’s people, information and assets.

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There is no industry briefing 

Key dates relating to the RFT are:

  • Deadline for Submission of Tenderer Questions: 2.00pm Canberra time, 14 April 2020;
  • RFT Closing Time 2.00pm Canberra time, 21 April 2020
  • Anticipated Contract Commencement, July 2020
The Department may extend the Closing Time at its sole discretion and will issue an addendum notifying any decision to extend. 
 
Contract Term:
  • Initial period 3 years including transition;
  • Option periods: up to 2 periods, each of up to two years in duration

All enquiries relating to this RFT must be directed to the Contact Email: assetmanagement.rft@dfat.gov.au

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The mandatory conditions for participation are:
a) The Tenderer and any subcontractors proposed must not be named as not complying with the Workplace Gender Equality Act 2012 (Cth).
b) Tenderers must acknowledge and agree to contract as a single legal entity.
c) The Tenderer (and any of its proposed subcontractors) is not subject to an adverse Court or Tribunal decision (not including decisions under appeal) for a breach of workplace relations law, work health and safety law, or workers’ compensation law, or if the Tenderer is subject, that the Tenderer has fully complied, or is fully complying with the Court or Tribunal order.
d) The Tenderer (and any of its proposed subcontractors) must not be listed on the World Bank List or any similar List maintained by a development donor or be the subject of an informal investigation or temporary suspension which could lead to the Tenderer becoming so listed. A Tenderer must immediately notify the Department if it becomes listed, investigated or suspended by the World Bank or any development donor prior to the award of contract.

The Department will exclude a response from further consideration if the Tenderer does not meet the following condition for participation:
a) the Tenderer either:
i) holds a Valid and Satisfactory Statement of Tax Record by the Closing Time; or
ii) has a receipt demonstrating that a Statement of Tax Record has been requested from the Australian Taxation Office by the closing time, and holds a Valid and Satisfactory Statement of Tax Record no later than 4 business days from the closing time; and
b) the Tenderer holds a Valid and Satisfactory Statement of Tax Record for any first tier subcontractor that it proposes, as part of its response, to engage to deliver goods or services with an estimated value of over $4 million (GST inclusive).
Note to tenderers: Tenderers should apply for a Statement of Tax Record and should ensure that their subcontractors apply for a Statement of Tax Record within sufficient time to meet these conditions for participation. Tenderers should note that this requirement applies to both domestic and foreign entities.

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Anticipated Contract Award - July 2020

Transition - estimated to be 3 to 6 months from contract signature

 

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Tenders are to be lodged electronically via www.tenders.gov.au only. Physically lodged, emailed or faxed Tenders will not be accepted.
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