NPY Women’s Council invites a proposal and quotes from suitably qualified IT experts for the identification and migration of a client management system to replace Communicare.  

NPY Women’s Council programs require a system to record case management notes, The data stored in this system is used to manage clients and assist NPY Women’s Council with its internal improvement. It is also used to report to funding bodies report through a funding portal DEX. Each of NPY Women’s Council programs uses Communicare in a different way.
Communicare was designed for clinical use and is not entirely suitable for NPYWC’s need.
NPY Women’s Council is seeking to migrate to a more modern application that is a better fit within the next 18 months.

The proposal must address the requirements for the project including: 
1. How the organisation currently uses Communicare 
2. Research and document the workflow of possible replacement systems 
3. Review output 
4. Migration and training identification 

Project
The project consists of 4 stages, which should ideally be run congruently in order to maintain momentum and keep within the time constraints.
Stage 1
Discovery – Document how each program uses Communicare and have a wish list of features for each program
Stage 2
Research - Document the workflows of each of the candidate replacements
Stage 3
Consolidate – Review the previous two rounds output and produce a document of each of the candidates suitability.
Stage 4 
Migrate – Working with NPYWC and the chosen candidate produce a timeline for migration including training.

Method of addressing Tender

Electronic submission: npywc.tenders@npywc.org.au 
Tender No: 10072024
Nominated Contact Person for General Enquiries
    Name    Coralie Petit
    Tel    08 8958 2348
    E-mail    admin.teamleader@npywc.org.au 
Nominated Contact Person for Technical Enquiries   
    Name    Grant Anderson
    Tel    08 8958 2315
    E-mail    npywc.tenders@npywc.org.au 

SECTION 1 - GENERAL INFORMATION (Background)
Ngaanyatjarra Pitjantjatjara Yankunytjatjara Women’s Council (NPY Womens Council) is an Aboriginal Corporation that works to deliver health, social and cultural services for indigenous families in the tristate (Northern Territory, South Australia and Western Australia) region of the Ngaanyatjarra, Pitjantjatjara and Yankunytjatjara (NPY) lands of Central Australia.
NPY Womens Council has programs working in the following areas:
-     Domestic and Family Violence
-     Youth 
-     Child & Family Wellbeing Services (including Child Nutrition and Intensive Family Support Services)
-     Aged care, Disability and Respite (including NDIS, MyAged Care)
-     Ngangkari (Traditional Healers) and Suicide Prevention Program
-     Tjanpi Desert Weavers Social Enterprise
-     NPY Womens Council also auspices Empowered Communities 

NPY Womens Council employees comprise of town staff who are based in both Alice Springs, remote based staff who are based in the remote communities of the NPY region and travelling staff who work in the Alice Springs office 50% of the time and travel out to NPY communities to work for 50% of the time. Approximately 50% of the NPY Women’s Council workforce identify as indigenous.

For more information refer to our web site:
https://www.npywc.org.au/


SECTION 2 – GENERAL CONDITIONS OF TENDER
Content of Tenders
Tenders must:
1.    be written in English;
2.    be lodged with NPY Women’s Council no later than the Closing Time;
3.    contain details of any conflict of interest of the Tenderer;
Enquiries
All enquiries in relation to this Request or the Services must be directed to the Nominated Contact Person
Lodgement Requirements
Tenderers may lodge a Tender by e-mail. 

Tender must:
1.    be received by NPY Womens Council prior to the Closing Time;
2.    be marked “Private and Confidential” and;
3.    be sent to the email address set out on the Cover Page.
Late Lodgement and Failure to Comply
NPY Women’s Council will not consider any Tender which fails to comply with the Conditions.
Tenderer Status
It is mandatory that a Tenderer:
1.    has a registered Australian Business Number (ABN)

Tenderer to Inform Itself
Obligation to Review Tender Documentation
Tenderers are required to familiarise themselves with:

1. The terms of this Request; and
2.    any other documentation or information that they will need to have regard to when providing the Services of its Tender is successful, prior to submitting a Tender.

Seeking Clarification

If a Tenderer has any doubt as to the meaning of any portion of this Request, then the Tenderer may:

1.    seek clarification from the Nominated Contact in writing; or
2.    when submitting its Tender include a statement of the interpretation upon which it relies and upon which the Tender has been prepared.

Variation of Tender
1.    A Tenderer may vary their Tender at any time in accordance with this clause.
2.    Tenders may be varied:
a.    for the purpose of:
i.    providing NPY Womens Council with further information by way of clarification or explanation; or
ii.    correcting a mistake or anomaly;
or 
iii.    suggesting additional or amended terms including:

b.    either:
i.    at the request of NPY Womens Council, or
ii.    with the consent of NPY Womens Council at the request of the Tenderer, but only if, in the circumstances, it appears to NPY Womens Council reasonable to allow the Tenderer to make the variation.
c.    If a Tender is varied, NPY Womens Council will provide all other Tenderers whose Tenders have the same or similar characteristics as the Tender that was varied with the opportunity to vary their Tenders in a similar way.

Offer to NPY Women’s Council
Once lodged with NPY Women’s Council, a Tender represents an offer to NPY Womens Council to enter into the Contract, which will remain open for acceptance for thirty  days after the Closing Time.

Consideration and Acceptance of Tenders
Lowest Tender

NPY Women’s Council is not required or obliged to accept any Tender, even if that Tender has the lowest price.

Nothing in this Request will be deemed to:

1.    be an offer by NPY Womens Council to enter into an agreement with any Tenderer; or
2.    require NPY Womens Council to accept any Tender
Confidentiality
Information provided in this Request or imparted to any Tenderer as part of this process is confidential to NPY Women’s Council and must not be used by the Tenderer for any other purpose, or distributed to, or shared with any other person or organisation. Information supplied by a Tenderer will not be treated as commercially confidential unless specifically requested by the Tenderer.

By submitting a Tender, each Tenderer acknowledges that:

1.    NPY Women’s Council is under statutory obligations concerning the management and public release of information held by it; and
2.    it will not object to the release of any information contained in a Tender in accordance with those statutory requirements or claim damages from NPY Womens Council arising from such release.
Assessment Criteria
All Tenders considered by NPY Women’s Council will be assessed having regard to the criteria set out below (in no particular order), the matters set out in this Request as well as any other matter NPY Womens Council determines to be relevant. NPY Women’s Council will determine the weight given to each of the matters listed below in its absolute discretion and may also take other matters into consideration when assessing Tenders.

1.    Overall Local knowledge including Aboriginal organisation (Not-for Profit Sectors)
2.    Tendered Price
3.    Available resources and expertise 
4.    Capacity to deliver a quality service on time
5.    Other added value services provided by the Tenderer 
6.    The Occupational Health & Safety and environmental capacity, capability and compliance of the Tenderer. 
Cancellation
This agreement may be terminated by NPY Women’s Council immediately if:
(a)    the Tenderer is in breach of any term or condition and fails to remedy such breach for a period of ten (10) days after written notice calling upon it to do so; or
(b)    the Tenderer goes into liquidation, administration or commences to carry on business under receivership.
In addition, NPY Womens Council is entitled to terminate this tender for any reason and at NPY Womens Council’s sole discretion upon 30 days written notice to Tenderer.
Cost of Tender
NPY Womens Council will not be liable for any costs incurred by a Tenderer in connection with their Tender whether before or after the submission date, whether incurred directly by them or their advisors and regardless of whether such costs arise as a direct or indirect consequence of any amendments made to this Request by NPY Womens Council at any time.
Rights of Unsuccessful Tenderers
Unsuccessful Tenderers are not entitled to:

1.    request reasons for the choice of the successful Tenderers; or
2.    otherwise seek to challenge or question the validity of the determination made by NPY Womens Council
Reliance on Information
1.    The information contained in the Request or provided in the course of the tender process is provided by NPY Womens Council in good faith. Such information is intended only as an explanation of NPY Womens Council’s requirements and is not intended to form the basis of a Tenderer’s decision on whether to:
a.    submit a Tender; and/or
b.    enter into any contractual relationship with NPY Womens Council
2.    The information provided in this Request does not purport to be all-inclusive or to contain all information that a Tenderer may require to complete their Tender or provide the Services.
3.    NPY Womens Council will not be liable for any loss or damage arising as a result of reliance on the information it provides during this tender process.
Code of Conduct
NPY Women’s Council has adopted a ‘Code of Conduct’ (Code) policy with the aim of ensuring that its functions are undertaken efficiently, impartially and with integrity. A copy of NPY Women’s Council’s Code of conduct is attached. Refer to Annexure 1 Attachment 10

All Tenderers must comply with the terms of the Code when dealing with NPY Womens Council concerning this Request. Any breach of the Code my result in a Tender being disregarded.

In addition to the terms of the Code, a Tenderer must not engage in any unethical or uncompetitive activity or attempt to improperly influence the evaluation of Tenders including the canvassing of staff of NPY Womens Council or representatives. Any Tenderer who engages in such conduct will be disqualified from the tender process without prejudice to any civil remedies available to NPY Womens Council or criminal liability arising on account of those actions.

Sub-Contracting of Services
Tender to advise If any of the Services are to be sub-contracted.

Declaration of Compliance and Conflict of interest

Tenderer is to complete and return the declaration