request for proposal (rfp) for preferred suppliers of ... · pdf filepreferred suppliers of...

Request for Proposal (RFP)

for

Preferred Suppliers of Callista Technical Support

to

University of Western Sydney

Reference: ITS2011-TFSD

February 2011

Version 2.0 8 February 2011

Document Control This RFP has been compiled for the University of Western Sydney ( 53-014-069-881 ). Document details Document Name Document Location RFP_Callista_Support_Supplier.DOC dfshare:RO:Student Systems:Systems:Tender

Documents Amendment History

Version Date Reason for Change Person Responsible 1.0 20/1/11 Initial draft Stephen Pritchard 1.1 2/2/11 Updated with URL and revised dates Stephen Pritchard 2.0 8/2/11 Final Stephen Pritchard

Distribution

Copyright Information © University of Western Sydney. This publication is copyright. Other than in accordance with the Copyright Act, no part of it may be reproduced, stored in a retrieval system or transmitted in any form or by any means without the prior written permission of the University of Western Sydney.

Date Person Reason Position Seema Deshmukh

Tony Fathers Initial draft Team Leader

Assistant Registrar, Systems Project Officer, Architecture Documentation Services

Final draft Team Leader

TABLE OF CONTENTS 1 Introduction .................................................................................................................1

1.1 Objective ..........................................................................................................1 1.2 Scope ................................................................................................................1

2 Terms of RFP ..............................................................................................................2 2.1 Conditions of Proposals ...................................................................................2 2.2 The University: ................................................................................................2 2.3 Confidentiality .................................................................................................2 2.4 Conflict of Interest ...........................................................................................2 2.5 Contract Details ...............................................................................................3 2.6 Date of Issue ....................................................................................................3 2.7 Registration of Interest .....................................................................................3 2.8 Deadline ...........................................................................................................3 2.9 Late Proposals ..................................................................................................3 2.10 Extensions to Closing Date ..............................................................................3 2.11 Submission of Proposals ..................................................................................4 2.12 Vendors to Inform Themselves ........................................................................4 2.13 Acknowledgments by Vendor ..........................................................................4 2.14 Proposal Presentation .......................................................................................5 2.15 RFP Enquiries ..................................................................................................6 2.16 RFP Information ..............................................................................................6 2.17 Proposal Evaluation .........................................................................................7 2.18 Appeals and Feedback .....................................................................................7

3 General Proposal Information .....................................................................................8 3.1 Contact Details .................................................................................................8 3.2 Financial Information ......................................................................................8 3.3 Vendor Resources ............................................................................................9 3.4 Pricing ..............................................................................................................9 3.5 Documentation .................................................................................................9 3.6 Reference Sites ................................................................................................9 3.7 Service Expectations ......................................................................................10 3.8 Specific Proposal Information .......................................................................10

4 Period of Contract and Reviews ................................................................................10 5 University IT Environment .......................................................................................11

5.1 Campus Locations..........................................................................................11 5.2 UWS Callista system .....................................................................................11

6 Scope and Specification of Projects ..........................................................................12 6.1 Objectives ......................................................................................................12 6.2 Project Management ......................................................................................12 6.3 Documentation ...............................................................................................13 6.4 Security ..........................................................................................................13 6.5 Privacy ...........................................................................................................13 6.6 Anti-discrimination ........................................................................................13 6.7 Occupational Health and Safety .....................................................................14 6.8 Record-keeping Requirements .......................................................................14 6.9 Maintenance of Records ................................................................................14 6.10 Data Security ..................................................................................................15 6.11 Default ...........................................................................................................15 6.12 Process Specifications ...................................................................................15 6.13 Specification of Services Required ................................................................15

7 Checklist ....................................................................................................................15

8 Glossary .....................................................................................................................16 Schedule 1 - Process Specifications .....................................................................................17 1 Ordering and Sales ....................................................................................................17

1.1 Electronic Payment ........................................................................................17 1.2 Payment .........................................................................................................17 1.3 Invoicing ........................................................................................................17

2 17 3 Staging, Software & Installation ...............................................................................18

3.1 Software Installation ......................................................................................18 3.2 Documentation ...............................................................................................18

4 Provision of Service ..................................................................................................19 4.1 Control of Staff ..............................................................................................19 4.2 Identification of Staff .....................................................................................19 4.3 Job Logging ...................................................................................................19 4.4 Job Tracking ..................................................................................................19 4.5 OH&S Training..............................................................................................20

5 Communication Expectations ...................................................................................20 5.1 Responsibility for Communication ................................................................20 5.2 Weekly Reports ..............................................................................................20 5.3 Complaints .....................................................................................................20

6 Insurance ...................................................................................................................21 7 Company Profile .......................................................................................................21 Schedule 2 – Specification of Services required ..................................................................22 1 Introduction ...............................................................................................................22 2 Local enhancements, extensions and interfaces to Callista .......................................22 3 Callista upgrades – DBA and Middleware support ...................................................22 4 Other upgrades and enhancements ............................................................................22 5 Back-filling for staff absences ...................................................................................22

RELEVANT DATES

Date of Issue: 8 February 2011 Registration of Interest: 21 February 2011 Closing Date: 2:00 pm (EST), 28 February 2011

Request for Supply of Callista Technical Support Page 1 February 2011

1 Introduction

1.1 Objective

The University of Western Sydney (“the University”) is committed to being a university of international standing and outlook, achieving excellence through scholarship, teaching, learning, research and service to its regional, national and international communities, beginning with the people of Greater Western Sydney. Computer based information systems are a critical success factor in achieving this mission. For management of Student Records, and general administration of academic activity, the University has implemented the Callista Student Management System from Callista Software Services (CSS) in Victoria. The University has an ongoing agreement with CSS. The Registrar’s Office (RO) is the business owner of the system, and technical support is shared between the RO Systems Group and sections of the University’s Information Technology Services (ITS). Some technical support is also provided by CSS, under the terms of the contract. Ongoing, day-to-day technical support is provided by ITS and RO staff, but additional technical expertise is needed for any activity or projects beyond day-to-day operation. These projects will typically include Callista software upgrades, Oracle database upgrades, middleware upgrades, implementation of new Callista modules or new functionality, development of new UWS functionality (UWS modifications) and contract support may also be required from time to time to back-fill for UWS permanent staff who are on leave or seconded to other work.

1.2 Scope

In order to fulfil these support requirements, the University intends to select one or more vendors to be the preferred suppliers of Callista technical support to the University. The vendors must demonstrate that they can supply Callista, Oracle database, Oracle middleware customisations and UNIX expertise to a high level, and can comply with the University’s process and documentation standards. The requirement for personnel will vary from time to time, depending on business requirements, and budgetary constraints. It is understood that a vendor may not be able to supply a particular resource at short notice, and that arrangements for each project would need to be negotiated on a case-by-case basis. The University intends to develop a strong professional relationship with the chosen vendors in the running, development and support of Callista at UWS. This RFP covers the supply of technical expertise in Callista, Oracle database administration, applications server administration, Oracle Forms and Reports development, Java Server Faces and documentation. Vendors are invited to tender for supply of any or all of these services. The University may choose one vendor to supply


all services, or different vendors for different services, for example, one supplier for DBA-related services, and another or others for Forms Reports and dvelopment work.

2 Terms of RFP

2.1 Conditions of Proposals

This Request for Proposal does not constitute an offer. In particular, it is not an offer to enter into a contract:

2.1.1 For the supply of any goods or services; or 2.1.2 To conduct the request for proposal process in any particular manner.

2.2 The University:

2.2.1 Is not bound to accept the lowest priced proposal or any proposal. 2.2.2 Need consider no proposal unless made in accordance with this

Request for Proposal but the University may in its absolute discretion consider any proposal that does not so accord.

2.2.3 May consider and enter into a contract for the supply of goods or services of the type specified in this RFP on such terms as it deems appropriate, including terms not set out in this RFP, with any vendor whether such vendor submitted a proposal or not.

2.2.4 Reserves the right to select a vendor or group of vendors whose proposal(s) do not meet mandatory requirements and/or strictly comply with all of the stated specifications in this Request for Proposal document.

2.2.5 Reserves the right to accept or reject any vendor’s response in whole or in part and to reject all responses and, if necessary, to seek other alternatives at any time it chooses.

2.2.6 Reserves the right to review and amend any part of the arrangements associated with this RFP and other supporting documentation without prior notice in the event of changes to State or Commonwealth Government policy or legislation.

2.2.7 Shall not be responsible for any costs incurred by vendors in the course of preparing a response to this Request for Proposal.

2.2.8 Need not order any services or a minimum number of services from any successful vendor.

2.3 Confidentiality

2.3.1 Participating vendors and the University shall treat any information provided in the course of this process as confidential and shall not release details of the same without the written consent of the other party. However, the contents of vendors’ responses may be disseminated to University stakeholders and will become the property of the University.

2.3.2 Vendors shall not make any public statements in relation to this document without the prior written consent of the University.

2.4 Conflict of Interest

Vendors must declare any potential conflict of interest or pecuniary interest by way of


business or other association with the University, its affiliated organisations or the staff of the University or its affiliated organisations. All contact regarding their proposal must be via the University contact specified in clause 2.15. The vendor cannot contact staff involved with this Request for Proposal or approach other staff members from the Information Technology Services or other University bodies (e.g. Library) regarding the RFP. Doing so will breach the conditions of the RFP and the University will have the right to reject any proposal received from the vendor concerned.

2.5 Contract Details

The Contract will be negotiated with the vendors chosen by the University as preferred suppliers of the equipment, software and associated services. Vendors may assume that the contract will be based on this RFP and their submitted proposals.

2.6 Date of Issue

This RFP has been issued on February 8th, 2011 by Information Technology Services, University of Western Sydney.

2.7 Registration of Interest

Vendors who intend to submit a proposal are asked to register their interest with the University contact specified in clause 2.15 by no later than February 21st, 2011

2.8 Deadline

The closing date/time for proposals is 2:00pm (EST), February 28th 2011

2.9 Late Proposals

The University reserves the right to accept any late proposal. Any acceptance of a late proposal will be entirely at the discretion of the University. Normally, lateness due to normal postal delivery delay will NOT be considered as an acceptable reason for a late proposal.

2.10 Extensions to Closing Date

Extensions to the RFP closing date may be granted entirely at the discretion of the University. A vendor should request an extension in writing and provide a detailed explanation of the reasons for the extension. Until receipt of written confirmation of extension of the close date or time, participating vendors must assume that no extension exists.


2.11 Submission of Proposals

Three (3) paper copies of the proposal, together with one (1) additional copy on CD-ROM in Adobe Acrobat PDF format, must be placed in a sealed envelope. All copies must be marked with the name of the RFP (“Proposal for Preferred Supplier of Callista Technical Support”) and RFP reference (ITS2011-TFSD). Any vendor may be disqualified if any copy of their proposal is found to have material differences from any other copy of their proposal. The sealed envelope will be either:

2.11.1 Lodged in the Tender Box located in Building L4, Hawkesbury Campus, University of Western Sydney, Bourke Street, Richmond, NSW, by the advised closing time (see Section 2.8), OR

2.11.2 Sent by pre-paid post to The University of Western Sydney, Locked Bag 1797, Penrith NSW 2751; marked for “The Tender Box”; and received by the University before the advised closing time (see Section 2.8).

2.12 Vendors to Inform Themselves

2.12.1 Vendors submitting proposals are required to acquaint themselves with all conditions relating to the RFP and to carry out such inspections as may be required prior to submitting a proposal. If a vendor has any doubt as to the meaning of any portion of the RFP it shall either:

2.12.1.1 Ask the University contact specified in clause 2.15 for clarification which clarification shall be valid only if issued in writing; or

2.12.1.2 When submitting its proposal, include a statement of the interpretation upon which it relies and upon which its proposal has been prepared.

2.12.2 Any clarification given pursuant to this clause may also be issued to any other vendor who has submitted, or may submit, a proposal.

2.13 Acknowledgments by Vendor

Each proposal will be made on the basis that the vendor acknowledges that:

2.13.1 It does not rely on any representation, letter, document or arrangement whether oral or in writing or other conduct, as adding to or amending this RFP;

2.13.2 It does not rely in making its offer upon any warranty or representation made by or on behalf of the University except such as are expressly provided herein but has relied entirely upon its own enquiries and inspection;

2.13.3 The University will not be responsible for any costs or expenses incurred by any vendor in preparing and lodging a proposal;

2.13.4 It will be deemed to have considered and become fully aware of and conversant with the entire contents of the RFP;

2.13.5 It is responsible for ascertaining for itself all conditions which may affect its proposal and obtaining all the information necessary for the submission of an accurate and fully conforming proposal;


2.13.6 It will be deemed to have inspected, gained a thorough knowledge of, fully considered and assessed the value and characteristics of the University’s Information System environment;

2.13.7 It will be deemed to have obtained its own advice in respect of the terms and effects of the RFP;

2.13.8 It will be deemed to have obtained its own advice in respect of the state of repair and condition of the University’s Information System environment and have obtained knowledge as to all and any defects whether latent or patent as regards to the design and construction, state of repair or otherwise of the University’s Information System environment;

2.13.9 If any onsite work is undertaken it will be required to comply with the University’s contractor safety management plan;

2.13.10 Any proposal submitted by it shall be an offer to enter into a contract with the University upon the terms outlined in this RFP and the University may accept such offer; and

2.13.11 That it will not be the exclusive supplier of technical support services. These services may or may not include the supply of computer software and associated materials to the University.

2.14 Proposal Presentation

The University may require short listed vendors to present their proposals and answer questions in writing.


2.15 RFP Enquiries

Enquiries relating to the technical detail of the proposal should be directed in writing to:

Seema Deshmukh

Team Leader Business Information Technology Production Services

Information Technology Services University of Western Sydney Locked Bay 1797 PENRITH NSW 2751 Telephone: 02 9678 7734 (Business hours) Mobile: 0404 010 629 (Business hours only) Facsimile: 02 9678 7111 E-mail: [email protected]

or;

General written enquiries regarding the RFP process should be directed to:

Tony Fathers Project Officer, Architecture Documentation Services Information Technology Services University of Western Sydney Locked Bay 1797 PENRITH NSW 2751 Facsimile: 02 9678 7111 E-mail: [email protected]

2.16 RFP Information

Information regarding this RFP and associated documentation (including this document) will be published on the official UWS Web site at the following location:

http://www.uws.edu.au/information_technology_services/its/it_contracts

Vendors are urged to check this Web site on a regular basis for any updates.

mailto:[email protected]�

http://www.uws.edu.au/information_technology_services/its/it_contracts�


2.17 Proposal Evaluation

When considering the proposals, the University may have regard to:

2.17.1 The financial standing of the vendor; 2.17.2 The technical abilities of the vendor; 2.17.3 The reputation of the vendor; 2.17.4 Past dealing between the vendor and the University; 2.17.5 The vendor’s level of experience with the Callista Student System; 2.17.6 The ability of the vendor to provide ongoing services for the duration

of the contract; 2.17.7 The cost of the services as specified in the proposal; 2.17.8 The scope of any warranty as specified in the proposal; and 2.17.9 The level of user documentation to be provided as specified in the

proposal.

2.18 Appeals and Feedback

There is no appeal from a decision of the University in relation to this Request for Proposal whether it is a decision in relation to the process or the award of any contract.

The University endeavours to promote a transparent and equitable RFP process. Any feedback or issues in relation to the RFP should be addressed to the University contact specified in clause 2.15. If the issue is not resolved with the University contact or if it is not appropriate to raise the matter with the University contact, then the matter should be raised with:

Phil Costley Manager, Business Services Information Technology Directorate University of Western Sydney Locked Bay 1797 PENRITH NSW 2751 Telephone: 02 9678 7042 (business hours) Facsimile: 02 9678 7111 E-mail: [email protected]


3 General Proposal Information

3.1 Contact Details

Vendors must provide the following contact details for its employee who is managing its response to this RFP:

Name Job title Postal Address Street Address Business telephone number Business facsimile number Business email

3.2 Financial Information

3.2.1 The University reserves the right to conduct an independent investigation of a potential vendor’s financial situation by appropriate firms. It is a condition of the proposal that vendors agree to an independent financial check being conducted if required.

3.2.2 Vendors must provide evidence of their current financial stability by providing at least two (2) of the following items. Financial information that is submitted in response to this requirement that is identified as confidential will be considered and returned to the proposer in lieu of retaining such information as part of the public record if so requested by the vendor.

• Last Annual Report. • Statement of income and Retained Earnings for the last three (3) years. • Statement of changes in financial position for the last three (3) years. • Balance sheet for the last three (3) years. • Opinions concerning financial statements from a Certified Public

Accountant for the last three (3) years. • Latest Interim balance sheet and income statement.

3.2.3 Vendors who have been in business for less than three (3) financial years and are therefore not able to provide the above financial information may still be considered provided that they can demonstrate financial stability to the University’s satisfaction.

3.2.4 The vendor must provide its • A.C.N. or A.R.B.N; and • A.B.N.


3.3 Vendor Resources

3.3.1 The University’s campuses are distributed around the Sydney Metropolitan Area. The University will provide workspace on one of these campuses for any contractor required to work on-site.

3.3.2 The vendor must demonstrate it has qualified and technically competent personnel to support the areas of expertise identified (Callista, Oracle and Unix). Each proposal shall include a description of the professional and technical experiences, background, qualifications and expertise of the vendor’s key staff potentially available to be assigned to support projects during the term of the contract.

3.3.3 The description shall show that the vendor’s personnel possess the skills and experience in the applicable functional services to be provided. Responses should include representative résumés and samples of the staffing structures used to service clients similar to those proposed for this RFP. Vendors must include the vendor’s general education levels and certification standards for its personnel.

3.4 Pricing

3.4.1 The vendor will provide full-pricing details, including hourly rates across the total range of services offered.

3.4.2 All prices must be Australian dollars and exclusive of GST. In the event of changes in terms or rate of imposition of the GST, the University shall be entitled to recover any reduction in the GST charged on any transaction between the vendor and the University under the relevant GST legislation from the vendor. The purchaser shall only be required to pay such GST to the vendor upon receipt of a tax invoice complying with relevant GST legislation.

3.4.3 The vendor will supply a price list of services that it offers the University.

3.4.4 All prices stated in the vendor’s proposal (including any attached price list) will be considered firm for a period of 90 days from the final lodgement date of this RFP as specified in clause 2.8 unless otherwise stated by the vendor.

3.5 Documentation

Work associated with each project must be fully documented in accord with the project plan. UWS modifications, such as new forms, reports, scripts and interfaces should be documented in accord with existing standards and practices. Any additional or new procedures or modules will need operational documentation to enable ongoing maintenance by UWS staff. The vendor will use the universities existing procedures and systems in the management and allocation of tasks (job logging and tracking).

3.6 Reference Sites

Vendors must provide details of at least two reference sites, where work was provided and delivered in a similar manner to that which is proposed for the University. By


submitting a proposal to the University, vendors are consenting to the University obtaining from a credit-reporting agency, a credit report containing commercial information about the commercial creditworthiness of your business and information about your commercial activities.

3.7 Service Expectations

The University expects its vendors to work with it to achieve a service that is efficient and cost effective. Where a successful vendor fails to meet the needs of the University, they may jeopardise their relationship with the University. The submission of a response to this document indicates that you are prepared to accept such conditions. The University expects the vendor to respond promptly to all enquiries by its staff regardless of the staff member’s seniority within the University.

3.8 Specific Proposal Information

It is essential that vendors respond to all requirements as stated in this RFP. In their response document, vendors should indicate whether they are able to fulfil the categories outlined in the schedules. If a charge is to be made for any of the services outlined, please indicate the amount and nature of such charge that will be made by you. In some cases, vendors will be asked to accept certain conditions that the University deems as not negotiable. These terms are indicated by the inclusion of an Accepted/Not Accepted option in the requirement. Where applicable, please indicate your acceptance of the requirement. Non-acceptance of any one of these items may jeopardise the overall response in evaluation. You are encouraged to insert any comments you consider necessary in relation to any of the requirements including requirements that the University has indicated are non-negotiable.

4 Period of Contract and Reviews Successful vendors will be required to enter into a contract (to be prepared by the University and submitted to successful vendors) with the University. The term of the contract will be three years, with the University having the option to extend the contract term for one further year. The contract will include, among other things, the University’s requirements concerning performance, warranties and indemnities. A copy of the University’s standard terms and conditions is available upon request.

A failure to ensure satisfactory levels of performance relevant to the mentioned indicators will result in the University seeking to terminate the contract.


5 University IT Environment

5.1 Campus Locations

The University has six main campuses located across the Greater Western Sydney area: • Parramatta campus (near Rydalmere) • Bankstown campus (near Milperra) • Campbelltown campus • Penrith campus (between Kingswood and Werrington) • Hawkesbury campus (near Richmond) • Blacktown campus (part of the Nirimba education precinct, and located near

Quakers Hill).

The University also has “out-posted” staff in offices at a number of other locations: • Westmead precinct • Parramatta CBD • Liverpool CBD • Sydney CBD

5.2 UWS Callista system

5.2.1 UWS’ Callista is currently at release 13.0, which is the current supported release.

5.2.2 The underlying Oracle database is at release 11g R2 and is installed on a Sun Solaris M4000 domain. An approximately matching domain on another M4000 server is available for DRP requirements. These servers run Solaris 10.8.

5.2.3 The Oracle Application server is 11gR2 (mid-tier only), and is installed on 4 Sun v490 machines. These installations run Oracle Forms, Reports, JSF and other Callista-specific applications via Oracle OC4Js. These servers run Solaris 10.8.

5.2.4 User access to applications is controlled by a Cisco Content Switch. User access to Callista applications is through VIPs defined on the Content Switch. Where appropriate the Switch balances load across several application servers.

5.2.5 RO access to Forms, Reports and JSF applications is typically through Microsoft Internet Explorer on PCs connected via 10/100Mbps Ethernet connections which are trunked (1Gbps Ethernet) into a collapsed backbone campus LAN.

5.2.6 Student access is provided through a Callista Java component (Callista Connect).

5.2.7 There are various interfaces to other University systems through database links, views and flat-file extracts.


6 Scope and Specification of Projects

6.1 Objectives

The University’s objectives in choosing vendors are to: 6.1.1 Enhance and extend existing (permanent or contract) staff, who

manage day-to-day Callista support. 6.1.2 Provide additional expertise and manpower to facilitate non-routine

work, including upgrades, system enhancements and changes, tuning and process reviews, and implementations of new products or interfaces.

6.2 Project Management

6.2.1 Each new project will have a project implementation plan, which may be developed in consultation with the contractor, or prior to commencement of the project. This will be followed throughout the contract to ensure that all project requirements are met in a timely manner.

6.2.2 These plans shall be made up of the following items: 6.2.3 A Scope containing:

• An approximate Work Breakdown Structure that details times and how various parts of the project tie together.

• A list of exclusions surrounding the implementation of the project. • Any assumptions that have been made.

6.2.4 Approach • The vendor must explain the approach that will be taken with the

implementation of the project. • The University will require fortnightly progress meetings following

the kick-off meeting to which the vendor must send a suitably informed representative. This meeting will review any change proposals and any deviations from the project plan.

6.2.5 Roles and Accountabilities • For larger projects, the vendor may be asked to provide a Project

Manager who will be responsible for the delivery of the project. In that case it is expected that the Manager will be an experienced project manager and not a sales person.

• A Project Steering Committee will be established for larger projects, which will monitor and review progress, and negotiate any changes to the project plan.

• For smaller projects, the contractor will just report to a UWS-nominated team leader.

• For most projects, the University will make available staff with the necessary knowledge to assist the vendor in the project. Such University staff members are to play an active part in the project.

6.2.6 Schedule • Each project will have a project schedule. • There will be agreed key milestone dates. • The vendor must explain key information required from the


University by key milestone dates. • Any variance to the schedule or milestones must be negotiated by the

Project Committee or team leader. 6.2.7 System Acceptance Testing and Handover

• The vendor must propose a list of functional criteria and system test plans that will demonstrate that the project has met or exceeded its objectives.

6.3 Documentation

6.3.1 Electronic and/or hard-copy versions of system manuals and user guides for all modifications and enhancements are to be provided upon completion of each project, or embedded in the case of smaller deliverables (such as customisation, forms, reports, JSF or interfaces).

6.3.2 A comprehensive project report is to be provided (in electronic format), on project sign-off.

6.4 Security

The vendor acknowledges that, in the event it enters into a contract with the University in relation to this RFP, it will inform its personnel of the provisions of any legislation relating to secrecy and security. The vendor further acknowledges that prior to being granted access to documents, materials or information pursuant to this RFP or any contract, any such personnel may first be required to provide the University with an acknowledgment that he or she is aware of any applicable legislation or security instructions.

6.5 Privacy

The vendor acknowledges that, in the event it enters into a contract with the University in relation to this RFP, it will comply with:

6.5.1 The Privacy Act 1988 (Cth); 6.5.2 Such other Commonwealth, State or Territory legislation related to

privacy, which is relevant to this RFP or any resultant contract with the University;

6.5.3 Any directions made by a Privacy Commissioner relevant to this RFP or any resultant contract with the University; and

6.5.4 Any policies of or directions relating to privacy which is given by the University.

6.6 Anti-discrimination

The vendor acknowledges that, in the event it enters into a contract with the University in relation to this RFP, it will:

6.6.1 Comply with its obligations, if any, under the Equal Opportunity for Women in the Workplace Act 1999 (Cth);

6.6.2 Not enter into a subcontract with an entity named in a report tabled in Commonwealth Parliament by the Director of Equal Opportunity for Women in the Workplace as a supplier that has not complied with the Act;


6.6.3 Comply with such other Commonwealth, State or Territory legislation relevant to anti-discrimination as may be relevant to this RFP or any resultant contract with the University; and

6.6.4 In relation to any contract that results from this RFP, use its reasonable endeavours to provide employment opportunities to Aboriginal and Torres Strait Islander people where there are positions available and there are Aboriginal or Torres Strait Islander people available with suitable qualifications and expertise.

6.7 Occupational Health and Safety

The vendor acknowledges that, in the event it enters into a contract with the University in relation to this RFP, it will, when using the University’s premises;

6.7.1 Comply with all reasonable directions of the University, including but not limited to documented procedures relating to occupational health, safety and security in effect at those premises. This obligation extends to all procedures which are notified to the Vendor by the University or which might reasonably be inferred by the vendor in all the circumstances; and

6.7.2 Comply with all applicable Commonwealth, State and local government laws, regulations and procedures relating to occupational health and safety.

6.8 Record-keeping Requirements

The vendor acknowledges that, in the event it enters into a contract with the University in relation to this RFP, it will comply with and follow any reasonable directions by the University which are relevant to any applicable Commonwealth, State or Territory legislation relating to record-keeping requirements.

6.9 Maintenance of Records

The vendor acknowledges that, in the event it enters into a contract with the University in relation to this RFP, it will at all times maintain full, true, and up-to-date accounts and records relating to such contract. Such accounts and records must:

6.9.1 Include appropriate audit trails for transactions performed; 6.9.2 Record all receipts and expenses in relation to the Services performed

for the University; 6.9.3 Be kept in a manner that permits them to be conveniently and

properly audited; 6.9.4 Be drawn in accordance with any applicable Australian Accounting

Standards; 6.9.5 In the case of any service performed on a time and materials or cost

plus basis, identify the time spent by the vendor’s personnel in performing that service; and

6.9.6 Be made available to the University as required for the performance of the vendor’s obligations under such contract.


6.10 Data Security

The vendor acknowledges that, in the event it enters into a contract with the University in relation to this RFP, it will:

6.10.1 Comply with all University data security requirements in respect of access to and use of University data;

6.10.2 Comply with any statutory obligation relevant to data security; 6.10.3 Prohibit and prevent any person who does not have the appropriate

level of security clearance from gaining access to University data; and 6.10.4 Notify the University immediately and comply with all directions of

the University if the vendor becomes aware of any contravention of the University's data security requirements.

6.11 Default

The contract to be entered into by the vendor will include provisions relating to default and termination. The University will have the right to terminate for breach of essential (including if the vendor becomes insolvent) and for unremedied non-essential terms. The default provisions will include notice periods for giving notice of default or termination.

6.12 Process Specifications

See Schedule 1.

6.13 Specification of Services Required

See Schedule 2.

7 Checklist

Vendors must register their interest in the proposal (clause 2.7).

Proposals must be correctly lodged by the deadline (clause 2.8).

Vendors should check that the following information is contained in their proposal:

• Acknowledgement that they have read, understand and agree to the general terms and conditions of this RFP (clause 2.13).

• Contact details (clause 3.1) • Evidence of their current financial status (clause 3.2) • Details of vendor resources (clause 3.3) • Price list of services (clause 3.4.3) • A summary of documentation to be provided (clause 3.5) • A list of reference sites (clause 3.6) • Acknowledgement that they have read, understand and agree to the other clauses

in section 3. • Details of project management (clause 6.2)


• Documentation (clause 6.3) • Acknowledgement that they have read and will be bound by clauses 6.4 to 6.11

inclusive. • Completed copies of the specifications schedules (Schedules 1 and 2).

8 Glossary

ITS Information Technology Services — the governing body for IT at the University.

UWS University of Western Sydney which includes six campuses and other Sydney-based satellite sites.

RO Registrar’s Office – the department that provides student administration

services to the University.


Schedule 1 - Process Specifications

1 Ordering and Sales Ordering and Sales

1.1 Electronic Payment

Do you provide a system by which the University can pay its accounts for purchased services electronically? If so, provide details. Yes ___ No ___ Comments:

1.2 Payment

The vendor agrees to being paid 30 days after delivery of an invoice or the deemed delivery of the service whichever is the later. Accepted ___ Not accepted ___ Comments:

1.3 Invoicing

The vendor agrees to supply a tax invoice to UWS at least monthly for the duration of any contract. The invoice must have an invoice number, invoice date, GST component and itemise labour and any other items (eg, travel, accommodation, toll fees, etc) Accepted ___ Not accepted ___ Comments:

2


3 Staging, Software & Installation Staging, Software & Installation

3.1 Software Installation

The vendor agrees to only install software approved by the University, and that any install shall be done according to the manufacturer’s specifications, and conforming to any acceptance criteria specified by the University. Accepted ___ Not accepted ___ Comments:

3.2 Documentation

The vendor agrees to include comply with the University’s documentation standards and procedures, and to document all work. Accepted ___ Not accepted ___ Comments:


4 Provision of Service Provision of Service

4.1 Control of Staff

The vendor agrees to take full responsibility for controlling the quality of its staff or its contractors or agency, the work conducted and the services provided. The vendor agrees to provide staff with the relevant expertise to conduct the work or provide the service. Accepted ___ Not accepted ___ Comments:

4.2 Identification of Staff

The vendor agrees that all staff working on its behalf will be clearly identifiable and able to provide appropriate identification on request. Accepted ___ Not accepted ___ Comments:

4.3 Job Logging

The vendor acknowledges University procedures for logging problems and requests and can work with the current procedures: 1) University staff provide RO or ITS Work Requests. 2) The request is reviewed and passed on to the contractor if appropriate, with additional information if necessary, and if within the scope of the current contract. 3) The contractor attends to the matter in a timely manner, providing feedback to the requester as appropriate. Accepted ___ Not accepted ___ Comments: Outline any online method used by you for job logging. Can this be configured to provide automatic notification to University email addresses when a job is logged? Outline your problem Escalation Procedures here:

4.4 Job Tracking

Outline any method of online job tracking used by you. Can this be configured to provide automatic notification to University email addresses when a job is actioned or resolved? Comments:


Provision of Service

4.5 OH&S Training

Any of the vendors staff who enter upon University land or premises must first undergo a half day training course provided by the University in the University’s occupational health and safety procedures and policies. Accepted ___ Not accepted ___ Comments:

5 Communication Expectations Communication Expectations

5.1 Responsibility for Communication

The vendor agrees to take responsibility for communicating with the University about their services. Accepted ___ Not accepted ___ Comments:

5.2 Weekly Reports

The contractor may be asked to provide weekly reports on progress to the appropriate Team Leader. Accepted ___ Not accepted ___ Comments:

5.3 Complaints

Detail: 5.3.1 The process you will use for handling complaints and

disputes in the first instance; and 5.3.2 The indicators you will use to demonstrate the level of

your performance and resolution of complaints. Comments:


6 Insurance Insurance The vendor has a suitable public liability insurance and workplace cover and shall provide details of this below. Details of Public Liability Insurer & Policy: Supplied ___ Not supplied ____ Comments: Details of Workplace Cover: Supplied ___ Not supplied ____ Comments:

7 Company Profile

The vendor must provide the following information about the vendor’s Australian operations:

Company Profile Office Locations: Range of services: Number of employees in Sydney: Number of employees in Australia: Number of quarters in last 3 years of continuous net profit: Number of years trading: Contact people within company: List Names & position titles: Head of Company:


Schedule 2 – Specification of Services required

1 Introduction Contractors or Consultants will be required for projects directly related to Callista use and support. Within any one year the total number and scope of these projects will be limited by available budget, amongst other factors. Many of these projects will be undertaken wholly or in part by UWS permanent staff, but contract assistance is likely to be needed, particularly in the following areas of work:

2 Local enhancements, extensions and interfaces to Callista This would in general require Oracle Forms and Reports skills, JSF skills, PL-SQL programming skills, and facility with UNIX shell scripting. Familiarity with the Callista product would also likely be a requirement, and knowledge of other specific products may also be required, depending on the nature of the project.

3 Callista upgrades – DBA and Middleware support Callista upgrades occur usually twice a year, and take 2 to 3 months of planning and work to complete. For each upgrade UWS requires at least one DBA and one middleware specialist, in addition to ITS permanent staff, to either perform the work or cover for the production-support DBA, or to perform the work associated with the upgrade. The work includes running Callista-supplied scripts in accord with documentation, performing all necessary pre-upgrade checks and attending to any problems revealed by these, and performing any Oracle software upgrades or changes associated with or required by the Callista upgrade. Upgrades are performed first on non-production environments, and rolled into production only after user-acceptance testing is complete

4 Other upgrades and enhancements

There may from time-to-time be other upgrades, involving hardware including load testing and performance timing, such as migrating to new servers, or a new server architecture. There may also be implementations of new, or previously unused Callista products, or associated software and hardware. These projects could also require DBA middleware or programmer/analyst skills in addition to, or complementary to UWS in-house resources

5 Back-filling for staff absences

Contractors may be sought to cover or back-fill for UWS staff away on more than 2 weeks leave if in-house secondments are not available.