Updates to PEMS EOI in response to Industry comment

Draft EOI – Comment received from Industry / EOI Updates
The industry briefing indicated that best of breed modular solutions would be considered (Fleet Reservation was mentioned). If a vendor only complies to a percentage of the 15 functional requirements, is there a process for these to be considered? / New section 1.7. There is no expectation that a vendor needs to respond to all of the 15 core capabilities for their EOI response to be considered. If a vendor chooses to respond to all capabilities and forms a consortium to enable this, the expectation is that the solution provided by the consortium in the EOI would carry through to any subsequent RFP.
Given that the EOI will form a shortlist for the RFT, how will best of breed modular solutions that align to certain functional requirements be handled at the RFT stage? / New section 1.8. Where a vendor provides a solution for a percentage of the 15 core capabilities as opposed to all 15 of the core capabilities, the response will be considered in context of the strength of the solution for the capabilities being responded to. The ability to integrate those capabilities with an overall PEMS solution; and the costs will also be taken into consideration.
Is it expected for compliance that consortium’s be formed in the market as part of the EOI response to deliver all 15 functional requirements? / The intent of the EOI responses is to inform the solution and provide tender quality pricing for the second pass business case. Factors considered for handling the best of breed modular solutions will be dependent on the EOI responses and the ensuing decision from the second pass business case process. These factors will be fully explored, communicated and documented in any subsequent RFP.
Is a vendor able to submit two responses to this EOI? / New section 1.10. Finance will accept more than one response from a vendor where each response provides details of different solutions.
Attachment D Terms and Conditions of EOI - Observation: Section 3 through 10 appears to be a duplicate paragraphs? 3 =7, 4=8, 5=9, 6=10 / Duplicate sections removed and numbering addressed.
1.2 – Identify, Document and Implement implies that there will be significant effort on the supplier’s part to scope functions, processes, and detail requirements. These services may be difficult to price without providing tenderers further information such as number and complexity of processes, and details of existing systems and data. / Removed ‘document and implement’.
1.3.2 – Why specifically only HR and Payroll system edits, and validation? / Reference to HR and Payroll system removed.
1.3.8 - Seems redundant as 2.16 discusses all capabilities using single-sign-on. / 1.3.8 removed.
2.2.1 – By specifying that the Payroll and HR systems must leverage the Integration and data service components you preclude, or complicate the option of using a HR system that also performs the Payroll capability. / Created new 2.2.2. Removed HR / Payroll integration capability to new 2.2.2 and added alternative for HR system to also perform the payroll function.
2.2.2 & 2.2.3 – “ability to integrate with the M&PS & IPEA self-service portal”, implies that the self-service portal already exists. / Updated – removed reference to M&PS & IPEA.
2.2.8 – the PEMS solution includes a Document and records management capability. Here you have described integration with third-party Document and Records Management systems. This implies that there must be integration with multiple DRMS that are not part of the PEMS solution. The reasoning is to manage documents centrally which is contrary to integrating with multiple external repositories. Why is payroll the only capability that requires this? / Deleted from 2.2.8 and moved to a new 2.15.8 in Document and Records Management section to reflect that it must interface with all components of the system.
2.4.16 – Unbounded Requirement, please define Channel: Email, SMS, Voice Message, Carrier pigeon? / Added ‘e.g email, SMS.’
2.5.1 – Is the intent to source near real time flight info from every international airline in the world? / Updated to reflect sourced from Finance’s travel management system.
2.11.3 - Please define all Channels. / Changed to: ‘The CRM capability must facilitate recording of all interaction by or on behalf of the client, including advice, claims, requests, resolutions, file notes and comments.’
2.11.13 – third-party Workflow system implies a workflow system not provided by the PEMS solution. / Reference to third party removed. Reference changed to workflow capability.
2.12 – Does the term Administrator refer to a IT system administrator, or a system user performing administrative work. / Updated to reflect M&PS and IPEA administrators in sections 2.12.1, 2.12.3 and 2.12.14 and system administrators in 2.12.6.
2.13 Incorrect heading / Updated heading to ‘Reporting and Data Visualisation’.
2.14.2 For downloadable forms it may be difficult and costly to perform validation, business rules and auto population as that would require the data and rules to be included in the form download. Consider softening requirement for downloadable forms. / Removed the world downloadable. Changed to ‘both online and via the web portal’.
2.15.6 – Which Web Chat systems are envisaged? / The Web Chat capability will depend on the PEMS solutions offered. No specific Web Chat system is identified at this EOI stage. No changes made to EOI.
3.2.1 - How would this be measured? Monthly or Quarterly / Updated to reflect monthly.
3.2.6 – No specified Recovery Point Objective. This is the point in time that data is recovered to, and determines the acceptable amount of data that might be lost due to unplanned outage. This may impact infrastructure cost / No change made to EOI. Vendors to provide responses in accordance with industry accepted standard, balanced with cost implications.
3.4.3 – Further information as to the types of users (parliamentarians, administrators, suppliers, public) may help pricing the solution, as many products have different costs based upon users required functions. Concurrent usage is very useful as it helps determine infrastructure costs and for some products the licensing. / Added clarification (current and former parliamentarians, MOPS Act employees, M&PS and IPEA administrators, the public). No change made to concurrent usage - as per existing EOI, concurrent usage is approx 20% of the concurrent user numbers.
3.6.2 – Without knowing to what level of security classification the information held by the system will be it is difficult to price this. A Protected environment is more expensive than an unclassified environment. / The data is most likely to be classified as Unclassified Dissemination Limiting Marker (UDLM), not Protected.

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