Contractor Management System - Early Market Engagement

⁠⁠⁠Summary of opportunity and Customer/Principal objectives

The Department of Housing and Public Works (DHPW) Building and Asset Services (BAS) partners with other government agencies to manage their building, construction and maintenance activities to ensure the safety and sustainability of their assets and facilities. Organisations that wish to qualify for work with BAS are required to undertake a registration process that includes a number of checks and balances prior to becoming a BAS Contractor that may be eligible for work. BAS currently has a complex and manual system for the registration and verification of BAS Contractors, with information being managed across separate systems with varying levels of automation. The current approach also has a range of limitations as it relates to tracking contractor site attendance and activity which is required to ensure traceability into work undertaken on government sites.

BAS are seeking innovative responses from the market for a Contractor Management System to better understand potential Contractor Management Solutions that will solve a number of current challenges, including:

• Providing a simple way for Contractors and Personnel to register with BAS via an on-line portal that allows self-guided registration;
• Contractor - The Organisation providing service, i.e. the entity invoicing for the work (a business), may be a company, partnership or sole trader (ABN etc).
• Personnel - Engaged via a Contractor to carry out work under their direction and may be an individual (such as an individual contractor or an employee) of an organisation (such as a subcontractor organisation).
• Customers - Queensland Government departments who utilise the system.
• Providing a simple way for non BAS Contractors and Personnel performing work on government sites to register;
• A way to automatically validate licence details of Contractors and Personnel;
• Improving operational efficiency through automation and workflow of all processes;
• Maintain, and make available to Customers, a central register of Contractors who have been assessed in terms of registration with appropriate professional bodies, the holding of appropriate insurances, the holding of appropriate licences and the completion of WH&S inductions;
• Managing site access through simplifying and automating the validation and verification of Contractor and Personnel licences and capabilities on-site;
• Capturing site attendance information for Contractors and Personnel with minimised manual processes and use of innovative technology solutions;
• Maintaining and accessing information about the site attendance of Contractors and Personnel engaged by or on behalf of the DHPW and/or Customers, including the nature of the engagement;
• Delivering improvements to safety and quality via the adoption of standardised business processes related to the delivery of building and maintenance works, for all Contractors and Personnel;
• Improving the end-to-end traceability of Contractor activities down to the Personnel level;
• Improving access to up-to-date Contractor and Personnel information at Customer sites;
• Improving visibility into Contractor and Personnel activities;
• Implementing an intuitive and effective user-interface design for improved navigation and data entry capabilities; and
• Ensuring that the functionality and features built into the new technology are flexible enough to cater for any future legislative changes or new business requirements.

The Customer has issued this Early Market Engagement with the objectives of:

• Engaging the market to identify innovative approaches and potential solutions to solve the defined problem;
• Gather indicative cost information to support the business and procurement planning processes; and
•  Inform the upcoming Invitation to Offer (ITO) process.

Note: No presentations may be required by Suppliers as part of this EME process.