DOCUMENT 1
FOI 21/22-1431
Approval to proceed
For the Provision of a Grants Management System
Business owner: Strategic Advice, Research and Inclusion Division
UPDATED MAY 2018
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FOI 21/22-1431
Table of contents
1
Purpose ....................................................................................................................................... 3
2
Background and the requirement ................................................................................................ 3
3
The stakeholders ......................................................................................................................... 4
4
The contract manager ................................................................................................................. 5
5
Estimated cost and resources ..................................................................................................... 5
6
Method of procurement ...............................................................
Error! Bookmark not defined.
7
Forward-year commitment agreement ........................................................................................ 5
8
Value for money .......................................................................................................................... 6
9
Proposed timetable ..................................................................................................................... 6
10 Risk assessment ......................................................................................................................... 6
11 Key documents............................................................................................................................ 7
12 Procurement connected policies ................................................................................................. 7
13 Author .......................................................................................................................................... 7
14 Clearances for procurement to proceed .....................................
Error! Bookmark not defined.
15 Spending approver ...................................................................................................................... 7
ATTACHMENT A—FUNDS AVAILABILITY ............................ ERROR! BOOKMARK NOT DEFINED.
ATTACHMENT B—PROCUREMENT POLICIES .................................................................................. 8
1
Workplace Gender Equality ........................................................................................................ 8
2
Australian Industry Participation.................................................................................................. 8
3
Building Code .............................................................................................................................. 8
4
Disability Action Plan obligation .................................................................................................. 8
5
Environment Policies ................................................................................................................... 9
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APPROVAL TO PROCEED (LIMITED TENDER OR EXEMPTION)
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FOI 21/22-1431
To: Ian Frew, Chief Information Officer
1
Purpose
1.1
The purpose of this submission is to seek your approval to proceed to initiate a new
procurement through an Open Tender using the DTA Computer Services Panel
SON:3413842 procurement method in accordance with the Commonwealth
Procurement Rules (CPRs).
2
Background and the Requirement
2.1
The Information Linkages and Capacity Building (ILC) Branch of the National
Disability Insurance Agency is responsible for approximately $400M of grant
funding over the next three years. This funding is designed to provide organisations
with grants in four streams with varying expected outputs and outcomes.
2.2
By February 2020 it is expected that the number of projects being administered by
ILC wil reach almost 1000. At the same time the Program Delivery team within ILC
that is responsible for managing the grantees wil double. As the current
management is done through a Microsoft Excel based system, a dedicated Grant
Management System is required to meet the needs of the branch over the coming
years.
2.3
Currently the data captured from the ILC Grants Program is very disparate and
almost exclusively manual carrying a high risk of human error.
2.4
ILC currently manages grants through a suite of Microsoft Excel spreadsheets that
are used both internally by the ILC Branch, but also by assessment organisations
and grantee organisations. Al evaluations and reporting is conducted manually
through manipulation of data in a Microsoft Excel environment. Alongside this, the
ILC Branch uses the FOFMS system as the primary payment system. There is only
a manual interface with this. ILC also currently sub-contracts the development and
administration of the application process, including the application form technology,
from Department of Social Services.
2.5
As the Agency has matured, it increasingly found the need for a dedicated Grant
Management System to meet the needs of ILC and NDIA more broadly.
2.6
There are two primary objectives and a number of secondary objectives to
implement a dedicated Grant Management System.
a) The first primary objective is to deliver a centralised grant management system that
allows for effective and efficient management of approximately 1,000 projects by a
team of 17 grant managers across multiple programs.
b) The second primary objective is to provide monitoring and evaluation capability within
the Grants Management System to capture, analyse and report against:
a. grantee reports,
b. anonymised surveys of individuals who benefit or participate in grant projects,
c. application data and
d. any other relevant data both internal and external data sources.
c) The secondary objectives for this project are for future phases and therefore
capability needs to be supported but wil not be required for the initial phase of the
project. These objectives are:
a. Payment interface capability. Currently the branch uses the FOFMS system
to trigger and track payments to grantee organisations. The capability to build
an interface into a future payment delivery system wil be essential. The ability
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APPROVAL TO PROCEED (LIMITED TENDER OR EXEMPTION)
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FOI 21/22-1431
for grant managers to administer payments within the Grant Management
System wil be essential.
b. Internal Grant Application Form capability. Currently the branch utilises the
Community Grants Hub application forms, which are built on the platform
utilised by the Department of Industry. To achieve flexibility and control we
may need to bring this functionality in-house. The ability for the branch to
design, deploy and assess applications wil need to be demonstrated so that
future capability is available.
2.7
The intended approach to market is an Open Tender inviting nominated vendors to
be approached (refer section 3) to provide a response addressing the full
requirement as stated in the attached Schedule 1: Statement of Requirement.
2.8
The requirement covers:
(a) Provision and configuration of a hosted software product capable of delivering
to the agency’s requirements as detailed in the Statement of Requirement.
(b) A mutually negotiated and agreed ongoing licencing and support agreement
for the software product.
(c) Development of design and delivery documentation as required by the
delivery project (to be agreed with the successful applicant), and gain NDIA
approval of these documents.
(d) Technical support during project delivery, inclusive of all build, test,
deployment of post-deployment support activities.
(e) Remediation of product defects during the test phase in accordance with
project timeframes.
2.9
Further details are attached and they are in the Statement of Requirement.
3
Method of Procurement
3.1
A Open Tender Approach wil be conducted through the DTA Computer Services
Panel SON:3413842. The EOI wil be released to the following Vendors who are all
highly regarded in their respective sector and have been identified as the most
suitable in the current specialised market for the provision of a dedicated Grants
Management App/Solution:
3.2
The following Panellists wil be invited to respond:
(a) IBM Grants Mgmt. Solution;
(b) Microsoft Grants Mgmt. Solution;
(c) OMNIGRANTS (F1 Solutions);
(d) SmartApps (Salesforce); and
(e) SAP Grants Mgmt. Solution.
4
The stakeholders
(a) Office of the Chief Executive Officer (CEO);
(b) Office of the Scheme Actuary (OSA)
(c) People with Disability (both Participants and non-participants), their families,
carers, community and the disability services;
(d) Office of the CIO;
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APPROVAL TO PROCEED (LIMITED TENDER OR EXEMPTION)
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