1.4 TENDER FOR THE SUPPLY, INSTALLATION, AND SUPPORT OF A HOME AND COMMUNITY CARE SOFTWARE MANAGEMENT SYSTEM
(CF2012060; BM:BL)
Responsible Director: Bruce Mackay
RECOMMENDATION
That Council:
1. Accepts the tender of Campana Systems Pty Ltd for
a) the supply, installation and configuration of a Home and Community Care Management System for the GST inclusive sum of $259,846, and b) an initial three year maintenance agreement for the Home and
Community Care Management System for the GST inclusive sum of $184,425; and
2. Authorises the Chief Executive Officer, at her discretion, to approve: a) an additional 3 one X one year annual maintenance agreements, in
accordance with the contract value and documentation for the GST inclusive sum of $184,425; and
b) up to a further $300,000 over six years, (estimated $50,000 pa) for hardware and software related services, all GST inclusive; and
3. Authorises the Chief Executive Officer to execute the contract agreement.
INTRODUCTION
This report seeks Council’s approval for the procurement of a Home and Community Care Management System.
BACKGROUND
A Home and Community Care Management System is a software package which provides council with a computerised system to manage the delivery of home care, meals on wheels, community transport and other related services to our community. The Information Technology strategy as previously presented to Council, highlighted the need for the current software to be replaced to provide for current and future reporting, compliance and technology requirements. The proposal is to implement a new Home and Community Care Management System that will support Council in:
a) Providing a more responsive and updated system with additional capabilities to support this range of services;
c) Support the efficient ordering and delivery of the Meals on Wheels service;
d) Providing improved reporting of these services to other levels of government;
e) Providing software support to this software system.
The primary operational beneficiaries of this proposed software will be the Aged Care area including our day care and meals on wheels facilities.
The scope of works includes the following elements:
• Provision, installation and configuration of Home and Community Care Management software;
• Migration of the existing information from the old management system; • Training of managers and staff;
• Configuration of software for information exchange with the Aurion Payroll System, Pathway Land Information System and the Oracle Financial System; PUBLIC NOTIFICATION
The tender for the Home and Community care software system was advertised in ‘The Age’ newspaper on 14 January 2012. The tender was also placed online at www.monash.vic.gov.au between 14 January 2012 and 10 February 2012.
HOME AND COMMUNITY CARE MANAGEMENT SOFTWARE REQUIREMENTS The software will incorporate the following aspects:
• Recording the assessment of services required; • Scheduling of necessary services;
• Rostering of staff to provide these services;
• Management of Meals on Wheels provision including menu and stock management;
• Management of services to ensure clients are billed correctly for services; • Relevant interfaces to payroll systems to ensure correct staff salary and other payments;
• Integration with the current Oracle Financial System TENDERS RECEIVED
• Campana Systems Pty Ltd • Database Consultants Australia • Intrahealth Limited
Tender pricing for the initial supply of a software system, configured to Council’s minimum needs, basic training of staff, data conversion ranged from $259,846 to $980,500 including GST. These prices reflected the supply of a minimum range of products and services that could be assessed on a like for like basis. The final recommended tender prices reflect allowances for professional services,
adequate training of the new software, ongoing maintenance, developments costs and software licensing costs.
TENDER EVALUATION PROCESS The evaluation panel consisted of:
• Carolyn McClean Director, Community Services; • Dawn Ellis Manager, Aged Services;
• Brian Lane Manager, Information Technology.
In accordance with Council’s Tender Evaluation Panel Terms of Reference, Conflict of Interest & Confidentiality forms have been signed by all Evaluation Panel Members. Other staff and contractors involved in the evaluation of aspects of the tender also completed Conflict of Interest & Confidentiality forms, which are located on the tender evaluation file.
The tenders were assessed according to the following process: Phase 1:
• Cost, based over a 6 year contract life (60%); • Compliance with Functional Specification (15%); • Experience and Solution Support (5%);
• Implementation Plan (5%);
• Technical Fit of Proposed Solution (5%); Phase 2
• Verification of Functional Specification by software demonstrations and Product Usability (5%);
• References and site visit investigations (5%).
After the completion of the first phase of evaluation, a shortlist of tenderers was developed, which were evaluated in phase two. Full details of the Tender Evaluation are available in the Tender Evaluation Report, circulated separately. SHORTLISTED COMPANIES
In order to establish the total cost of ownership over a six year period, a comparative financial assessment of the submissions was performed. Where necessary, additional information was sought from the relevant tenderer, including clarification of the pricing submitted. After this evaluation, two companies were shortlisted for interviews and software demonstrations. These were:
• Campana Systems Pty Ltd • Database Consultants Australia
DISCUSSION
Campana Systems Pty Ltd has been assessed, based upon Council’s criteria, as best meeting Council’s requirements. They submitted the lowest price compared to the other tenderers and have been assessed as best satisfying Council’s functional requirements. Its performance and ability has been satisfactorily investigated through other reference sites. From a price perspective, they rated the lowest initial price and the most cost effective solution based on a cost of ownership over six years.
After software demonstrations the system was shown to be highly functional, and modular allowing for future flexibility. Their experience was deemed to be very high with a large number of implementations throughout Australia and overseas. They showed a high level of understanding of the sector, with training and local support offered in Melbourne. From a technology perspective, they would fit well within the current IT environment. Overall Campana Systems Pty Ltd’s tender was assessed as representing the best value for Council.
FINANCIAL IMPLICATIONS
Having regard to total costs, modelled over a six year period, Campana Systems Pty Ltd represented the most cost effective tender.
The Campana Systems Pty Ltd contract price of $259,846 (GST inclusive) includes software installation, data conversion, and professional services. Additionally, six years of maintenance and support on the initial installation, is estimated at a GST inclusive sum of $368,850 in total.
A further provision of $300,000 (GST inclusive) is sought as a contingency for specific hardware, software and related services over the six years of this contract. The nature and variety of Council services that are supported by this software and the likelihood of legislative or government reporting changes relating to these services indicates that it is prudent to financially provide for these changes. Additional requirements could include expanded software functionality, additional reporting requirements or further specialised training. The analysis confirms that Campana Systems Pty Ltd has an advanced technical solution, a high level of expertise and experience, and a competitive price. Funds are available for this project from the approved 2012/2013 Information Technology capital and operating budgets and the proposal is consistent with the Council’s information technology investment strategy. The project aligns with the Strategic Objectives of the Council Plan, namely “Our Community” and “Our People and Organisation”.
CONCLUSION
It is recommended that Council award Campana Systems Pty Ltd, the tender for the supply, installation and support of a Leisure Facility Management System, with a three year maintenance contract and 3 one year maintenance extensions at the discretion of the Chief Executive Officer.
