Information Management Policy Suite Uplift

⁠⁠⁠1. Objective

Coal LSL is seeking a suitably qualified vendor to develop a modern, compliant Information Management (IM) policy and guideline suite to address identified gaps and inconsistencies across current documentation.

2. Background

Coal LSL has identified that its existing IM artefacts:

• Are partially outdated
• In some cases exist only as informal guidance
• Are incomplete across key domains

The organisation intends to uplift its IM framework through a targeted policy suite redesign, leveraging:

• National Archives of Australia (NAA) templates and guidance
• Contemporary Commonwealth entity practices

3. Scope of Services

The vendor is required to deliver a complete IM policy suite, using a modular and concise design approach.

3.1 Mandatory Deliverables

Core Policy

• Information / Records Management Policy (redraft)

Supporting Standards and Guidelines

The following artefacts have been hypothesised as the necessary suite for indicative purposes. 

• Information Classification and Handling Standard
• Normal Administrative Practice (NAP) Policy
• Version Control Standard
• Information Disposal Standard
• Digitisation and Redaction Guideline
• Records Release and Request Procedure
• Naming Convention Standard 

During discovery, the vendor is required, with consideration to its legislative, policy and industry better practice considerations, propose the supporting artefacts to be delivered for subsequent approval and delivery.

3.2 Required Design Principles

The policy suite must:

• Be concise and modular (“one topic, one document”)
• Clearly define intended audiences
• Use plain English suitable for business users
• Leverage NAA templates and boilerplate content where applicable

3.3 Optional Deliverables (Pricing Required Separately)

Vendors are requested to, optionally, separately price:

• Policy framework architecture (visual)
• Implementation roadmap (“plan on a page”)
• Supporting templates (classification schemas, registers)
• Awareness/training materials

4. Delivery Approach

Vendors must propose a structured methodology aligned to:

Phase 1 – Discovery

• Review existing artefacts
• Identify reuse opportunities and gaps

Phase 2 – Drafting

• Develop draft policy suite
• Ensure internal consistency and alignment

Phase 3 – Review

• Facilitate stakeholder engagement
• Incorporate feedback

Phase 4 – Finalisation

• Deliver governance-ready artefacts

5. Deliverables and Acceptance Criteria

5.1 Deliverable Requirements

All deliverables must:

Align with relevant legislation and:

• Archives Act requirements
• Privacy Act obligations (where applicable)

Be suitable for internal governance approval

Include:

• Purpose, scope and applicability
• Roles and responsibilities
• Compliance and enforcement provisions

5.2 Acceptance Criteria

Deliverables will be accepted where:

• They meet Coal LSL governance standards
• They are fit for purpose and implementation-ready
• They require minimal further revision

6. Timeframe

Coal LSL expects delivery to align with:

• Draft policy suite available within approximately 3 months

Vendors must confirm feasibility and provide a detailed schedule.

7. Pricing Requirements

Vendors must submit:

• A fixed-price proposal covering all mandatory deliverables.
• A rate card for additional T&M scope should be provided

A breakdown of deliverables by phase (preferred)

7.1 Payment Milestones (Indicative)

Milestone

Payment

Completion of discovery 20%

Draft suite delivered 40%

Final suite delivered 30%

Final acceptance 10%

8. Vendor Response Requirements

Vendors must include:

8.1 Corporate Capability

Relevant experience in:

• Information Management policy development
• Commonwealth / public sector engagements
• NAA-aligned frameworks

8.2 Key Personnel

• Named resources
• Relevant qualifications and experience
• Role descriptions

8.3 Methodology

• Proposed approach for delivery
• Stakeholder engagement model
• Quality assurance controls

8.4 Sample Deliverables

• At least one example IM policy or equivalent artefact

8.5 Pricing

• Fixed total price
• Optional items pricing
• Assumptions and exclusions

9. Evaluation Criteria

Submissions will be assessed against:

Criterion

Weighting (indicative)

Relevant experience and capability 30%

Quality of methodology 25%

Quality of sample deliverables 20%

Pricing and value for money 15%

Resource capability 10%

10. Governance and Engagement

Coal LSL will:

• Provide access to existing artefacts
• Facilitate stakeholder engagement
• Coordinate governance review

The vendor is responsible for:

• Document drafting
• Version control
• Maintaining consistency across the suite

11. Risks and Constraints

Key Risks

• Limited quality or availability of existing artefacts
• Stakeholder availability for review cycles
• Overly complex policy outputs inconsistent with intent

Constraints

• Fixed-price delivery
• Defined scope (policy suite only — no implementation phase)

12. RFQ Conditions

Coal LSL is not obliged to accept the lowest or any quote

Coal LSL may:

• Request clarification
• Enter into negotiations
• Terminate the RFQ process