Electronic Document & Records Management System (including upgrade from HP TRIM to HP RM)

⁠⁠⁠The Department of Education and Training (DET) is seeking offers from suitably qualified organisations for the upgrade of DET’s Electronic Document and Records Management System (eDRMS) and ongoing support. The closing date of the Invitation to Offer (ITO) is Thursday, 11 February 2016. An industry briefing is scheduled for Tuesday, 19 January 2016.

The purpose of the ITO is to fulfil the immediate need to upgrade DET’s current eDRMS, HP TRIM v7.1, to the latest supported version of HP Records Manager, HP RM v8.x and to provide ongoing support. The requirement is to upgrade the eDRMS to a new version of substantially the same product due to functionality and continuing product support requirements.

The Department is seeking suppliers with demonstrated experience in the implementation of HP RM in enterprise environments of a similar size, scale and complexity as DET.

It is also the opportunity for DET to investigate the provision of the upgraded eDRMS ‘as- a-Service’.

The ITO comprises two (2) Options.
* Option A - On Premise Solution - a standard internal (On Premise) hosted model with Level 4 support only provided by the Contractor; and
* Option B – Software-as-a-Service (SaaS) Solution - a SaaS model with infrastructure, platform and support provided by the Contractor.

Offerors may submit separate responses for either Option A or Option B or for both Options.

For Option B offers only, as the data contained in HP TRIM inlcudes data classified as high as HIGHLY PROTECTED, it is mandatory that any Software-as-a-Service (SaaS) solution (including data backup and disaster recovery) must:
* Be hosted onshore in Australia; and
* Transmit DET’s data via a dedicated private network.

It is also Highly Desirable that any SaaS solution offered is co-located within the data centres where DET currently has a presence (i.e. NextDC or Polaris data centres), which are already connected, via a direct fibre connection, to DET’s network environment.

In the current version of DET’s HP TRIM instance, over 40,000 records are created per month by a user base of approximately 4,000 across all DET corporate business locations within Queensland. Current storage capacity is approximately 5TB with 3.5 - 3.6 million records. Current growth is approximately 40% per annum based on 70GB of data per month.

The overview of ITO details and the Conditions of Offer are provided in Sections 1 - 3, Background in Section 4 and ITO documents (such as Specifications, Attachments and Response Forms) specific to each Option are contained in separate zip folders.