Schedule 5 - Request for Quotation
This Request for Quotation (including its attachments) is issued by the Department in accordance with clause 5 of the Deed of Standing Offer for the provision of ICT Contractor Services (SOD No. 11/1000006268), executed between the Department and the Vendor (the Deed).
RFQ number / 0380RFQ closing date / 2:00 pm – Tuesday, 21 July 2015
Note: responses must be received by the closing time to be considered. Late applications will not be accepted.
Department requirements for this RFQ
Item number / Description / Details /1. / Proposed Work Order Start Date* / Immediate start
*Note actual start date will be dependent on a satisfactory Security clearance prior to commencement refer item 22 below for further information
2. / Proposed Initial Contract Period / Contract until 30 June 2016.
3. / Contract Option Period / Option to extend for a further twelve (12) months.
4. / ICT Service Category / Category E – Service Delivery
5. / Personnel Category (Skill set) / Business and Financial Analysts (Business Analyst)
6. / Number of Specified Personnel required / Several
7. / Reduced activity period / The Department will notify a Christmas/New Year shut down period. Some specified personnel may be required to work during this period however prior approval will be required from their DIBP contract manager.
8. / Business Hours / Specified Personnel service arrangements are 40 hours per week. If it is necessary to exceed the 40 hours in any given week, written approval must be obtained prior to the work being undertaken.
Specified Personnel are required to complete DIBP ICT Contractor SAP Timesheet which must be submitted prior to close of business at the end of each week or as directed.
9. / Replacing Specified Personnel / Clause11.6 of the Terms and Conditions of Contract will not apply.
10. / Maximum no. of candidates per Vendor / Three (3)
11. / Services/work required / The services will include and not be limited to:
· Identify and convey (orally and in writing) the objective of a business need to the appropriate stakeholder level – enterprise, programme, operational and project levels;
· With business stakeholders, prioritise each business requirement according to its merits of enhancing business efficacy;
· With business stakeholders, present all pertinent business information to an agreed standard as required to enable solution design and application support in accordance with agreed and approved business requirements;
· In consultation with business stakeholders, develop innovative solutions to identified business challenges;
· Support the development of effective working relationships with stakeholders and include qualities such as ethics, trustworthiness and personal organisation;
· Work in and across teams for varying duration to achieve the identified work area outcomes;
· Organise, facilitate and co-facilitate workshops to extract business requirements and define new or improved business processes;
· Define and document new business practices and processes in a consistent and easily understood manner and facilitate the agreement and sign-off of these with appropriate stakeholders;
· Define and acquire ownership of the business requirements throughout the project lifecycle and verify that the solution will meet the business need and deliver targeted business outcomes;
· Facilitate the implementation of agreed changes to business practices and processes.
12. / Indigenous Opportunities Policy / Clause24 of the Terms and Conditions of Contract will not apply
13. / Methodology / Specified personnel will need to adhere to the following:
· DIBP’s Development framework and work standards;
· DIBP’s project management framework;
· Sparx Enterprise Architect (or other similar modelling tools).
14. / Monitoring & Measuring Performance / Specified Personnel will report to the Project Lead Business Analyst within the Future Traveller Platform Section. Specified Personnel’s performance will be monitored and assessed against the following:
· Quality and timeliness of required documentation and meeting business outcomes;
· Maintaining appropriate relationships with Stakeholders/Project team;
· Input into weekly performance meetings and weekly and monthly reports.
15. / Documentation / Specified Personnel will be required to produce the following documentation:
· Business Specifications;
· Test Strategies and Test Plans;
· Functional Specifications;
· Defect Resolution Specifications;
· Technical Specifications;
· Risk Management Plan;
· Requirements Management Plan;
· Use Case model and Use Case Specifications;
· High level and detailed business requirements documents; and
· Log of all agreed changes to business practices and processes.
16. / Skills knowledge transfer / Clause 35 of the Deed applies. Specified Personnel will be expected to transfer skills and knowledge to DIBP staff and ensure appropriate documentation is stored in accordance with DIBP’s recordkeeping policy and practices.
17. / Selection criteria
Please note the importance of responding to this Selection Criteria.
All criteria must be responded to by applicants.
Statement of claims no more than 800 words. / Mandatory/Essential Criteria:
• Specified Personnel must hold a current security clearance (Baseline Vetting as a minimum);
• Specified Personnel must be willing to undergo and obtain an Employment Suitability Clearance (ESC);
• Demonstrated experience in a business analysis role, aligning business solutions with business strategies, in a large-sized corporate organisation;
• Experience with Sparx Enterprise Architect (or other similar modelling tools);
• In-depth understanding of low level requirements modelling using BPMN;
• In-depth understanding of detailed requirements modelling using UML;
• In-depth understanding of one or both integration/interface specifications and data migration/co-existence specifications;
• Demonstrated strong written and oral communication skills;
• Demonstrated initiative, self-starter and ability to operate with minimal supervision;
• Process analysis, design and delivery capabilities;
• Technology requirements, analysis, delivery and testing experience;
• Strong analytical capabilities – situational analysis, problem and cause identification;
• Excellent report writing skills – able to write persuasive cases for change based upon situational analysis;
• Ability to develop innovative responses / solutions to identified business challenges;
• Demonstrated high level skills in stakeholder management and developing trusted and enduring relationships with business clients;
• Ability to work for large and diverse projects or program in a complex environment;
• Ability to effectively and flexibly operate in a complex, demanding and high risk environment with a high degree of responsibility;
• Ability to initiate opportunities for continuous improvement by identifying inconsistencies and risks in processes and systems;
• Ability to manage conflicts, issues and changes in order to ensure that stakeholders and the project team remain in agreement on the solution scope; and
• Demonstrated experience in industry best practice tools and techniques including process modelling and analysis; data modelling, use case modelling and descriptions.
18. / Intellectual Property Rights – ownership of Contract Material / The Department owns the Intellectual Property Rights in Contract Material.
19. / Limitation of liability – cap / $ 10 Million in the aggregate.
20. / Insurance / As set out in Item 10 of Schedule 1 - Deed Details.
21. / Fee structure / Hourly rates to be quoted in either half or full dollars, GST exclusive.
IMPORTANT: Agency’s fee structure should only be quoted in Schedule 6. Please do not include this information in the candidate’s CV
22. / Security requirements: Security Clearances and Employment Suitability Screening / Security Clearance:-
DIBP requires all specified personnel to have a minimum ‘Baseline Vetting’ security clearance prior to commencement unless otherwise specified.
Note: The Contractor will be required to meet the cost of any security clearances that are required.
Employment Suitability Screening:-
DIBP requires all specified personnel to obtain and maintain an Employment Suitability Clearance.
DIBP expects the Specified Personnel to adhere to current departmental security instructions.
23. / Other requirements / Please complete Schedule 6 submission for each specified personnel addressing the following:
· Indicate if specified personnel are currently working at DIBP or have previously worked at DIBP or ACBPS.
· Indicate if specified personnel have a financial interest in your company (Vendor).
· Specified personnel submitted must be Australian Citizen. Confirmation of specified personnel’s citizenship status is required.
· Indicate if specified personnel currently hold a security clearance and specify the level of clearance.
· Indicate the availability of the specified personnel.
· Provide a statement that vendor or nominated sub-contractors had been named as not complying with the Workplace Gender Equality Act 2012.
· Provide a statement that vendor and nominated sub-contractors agree to comply with DIBP policy of not engaging illegal workers.
· Provide a statement that vendor, or nominated sub-contractors, do not have any judicial decision against them (including any decisions under appeal) relating to unpaid employee entitlements
· Interstate specified personnel may be required to travel to Canberra for an interview. Phone interviews may not be considered.
· DIBP work order requirements – See Attachment A to this RFQ.
Attachment A
Separation Process
Prior to the completion of Services, the Specified Personnel must undergo DIBP’s separation process, as directed by the Department Representative.
Invoices
Tax invoices are to be submitted monthly in arrears and include the following information:
a. Title of Services, or reference to this agreement;
b. Name of the Specified Personnel;
c. Name of the Cost Centre Manager;
d. Contract number and or Standing Order number;
e. Relevant timesheets including number of hours worked by Specified Personnel in the billing period;
f. Timesheets approved by the appropriate DIBP financial delegate, including the cumulative total hours worked under this contract in the current financial year; and
g. Applicable amount of GST identified as a separate item.
h. Contractors ABN and address
Travel
Where Specified Personnel are required to travel on behalf of the department, the following travel payments and process for claiming payment will apply.
Airfares and Accommodation*:
· All domestic travel must have the prior written approval of an appropriate departmental delegate (PGPAAs23(3)) prior to the person travelling .The department will not pay for any travel, accommodation or expenses unless they have been pre-approved in writing by the department. International travel can only be approved by the relevant Deputy Secretary and must be cleared by the relevant First Assistant Secretary.
· Specified Personnel who are required to travel domestically or internationally on behalf of the department must travel economy class.
· All air travel, hire cars and accommodation must be booked by a departmental staff member through the department’s travel management company.
· The department will meet the cost of accommodation up to the rates set for non-SES.
· Specified Personnel must not provide their frequent flyer number or accrue rewards/point in relation to any travel undertaken on behalf of the department.
Meals and essential expenses*:
Expenditure on meals is in accordance with DIBP’s travel policy and subject to the following conditions:
· The maximum amount that will be paid for a ‘full day’ is the meals only amount as outlined in DIBP’s travel policy. A ‘Full day’ is defined as a working day that includes overnight accommodation and is greater than 8 hours in total travel time on the day of departure or return. Actual expenditure will only be reimbursed up to the maximum rates as outlined in DIBP’s travel policy.
· If the travel is overseas, the Specified Personnel can claim for meals only from the time of arrival at the destination to the time of departure (i.e. no amount will be paid in relation to meals for the period of time in transit).
· Expenses related to essential transport costs such as taxis, parking or tolls may be reimbursed if approved by the appropriate delegate and original receipts are provided to verify the expenditure.
Disallowable expenses:
Specified Personnel will not be reimbursed or claim for reimbursement on the following:
· Non-business related items (such as, personal telephone calls, mini-bar expenses, laundry expenses, private taxi services);
· Accommodation costs that have been met by any other person or entity;
· Meal costs:
- where meals are provided at an event they are attending;
- that have been met by any other person or entity;
- where accommodation expense includes meal (eg breakfast), even if the Specified Personnel sources their meals elsewhere;
- for the period of time in transit or during a flight;
· Airport lounge membership;
· Excess personal baggage;
· Accompanied travel;
· Compensation for non-commercial accommodation such as staying at the home of a family member or friend.
Invoicing – Travel Expenses:
· The department must be provided with a separate correctly rendered tax invoice for all travel expenses. Such invoices may only be submitted to the department after the expenses have been incurred, in accordance with replacement clause 15.9.
· Supporting documentation, e.g. original copies of receipts and delegate approval must be provided with the invoice to verify and support actual expenditure.
· Specified Personnel cannot claim travel expenses for which they have been reimbursed as a tax deduction.
· Specified Personnel cannot claim travel time as actual hours worked.
*In circumstances where travel is longer than 21 days in duration, the travel payments listed above do not apply.
ICT Contractor Panel - RFQ 0380 – Business Analyst
Schedule 6 – Standard form of quotation
Quotation1) [insert name of Vendor] submits a Quotation in accordance with the Deed entered into between the Department and the Vendor to supply the Services specified in RFQ no. [insert]. The Vendor confirms that the terms and conditions specified in the Terms and Conditions of Contract and the Department's RFQ will apply in the event that this Quotation is accepted by the Department.
2) This Quotation will remain valid for a period of 30 days from the date of submission.
3) The Vendor acknowledges that no binding contract (express or otherwise) is created between the Department and the Vendor until the parties execute a Work Order.
Date and RFQ no. / [insert date and the Department's RFQ number]
Vendor account manager / [insert name and contact details]
Specified Personnel / [insert name(s) of each candidate on offer. Identify no more than the maximum number of candidates specified in the RFQ (or if no number is specified, no more than 3)]
Personnel Category (skill set) / [insert from Department's RFQ (eg ICT Infrastructure Management – software and middleware developers)]
Subcontractors / [insert names, ABNs and ACNs of any subcontractors that the Vendor proposes to use to perform the Services. Otherwise insert ‘not applicable’]
Note: The Vendor must provide information about any proposed subcontractor as requested by the Department (ie this information may be requested after submission of the Quotation to assist in the Department's evaluation of the Quotation. To avoid doubt, this will include any independent contractors engaged by the Vendor.
Reduced activity period / [insert response to the reduced activity period(s) specified by the Department in the RFQ.]
Business and Working Hours / [insert response to the Working Hours specified by the Department in the RFQ]
Vendors must provide the information set out below for EACH CANDIDATE/SPECIFIED PERSONNEL offered under this Quotation:
Name of candidate/Specified Personnel / [insert full name]
Responses to selection criteria specified in the RFQ / [insert responses to the selection criteria specified in the RFQ (eg If the criteria in the RFQ is designated as 'mandatory/essential' and ‘desirable’ provide a response to each of the criteria as follows:]
Mandatory/Essential criteria
[insert list and response to each of the criteria]
Desirable criteria
[insert list and response to each of the criteria]
Fee structure / [include details of the fee structure required in the RFQ (e.g. hourly rates quoted in half or full dollars on a GST exclusive basis)]
Note: The rates specified here must not exceed the Capped Rates.
Curriculum Vitae / [attach CVs]
Referees / [insert contact details for at least 2 professional referees]
Other requirements / [insert response to items listed under 'Other requirements' of the RFQ]
· Indicate if specified personnel are currently working at DIBP or have previously worked at DIBP or ACBPS.
· Indicate if specified personnel have a financial interest in the company (Vendor).
· Indicate the availability of the specified personnel.
· Indicate if specified personnel currently hold a security clearance and specify the level of clearance.
· Confirm specified personnel’s citizenship status.
· Interstate specified personnel may be required to travel to Canberra for an interview.
· Provide a statement that Vendor or nominated sub-contractors have not been named as not complying with the Workplace Gender Equality Act 2012
· Provide a statement that Vendor or nominated sub-contractors do not have any judicial decision against them (not including any decisions under appeal) relating to unpaid employee entitlements.
· Provide a statement that no specified personnel, including those engaged by any subcontractors, are illegal workers. An illegal worker is a person who:
i. has unlawfully entered and remains in Australia
ii. has lawfully entered Australia, but remains in Australia after his/her visa has expired, or
iii. is working in breach of his/her visa conditions.
ICT Contractor Panel - RFQ 0380 – Business Analyst