Question:
We appreciate the opportunity to respond to EOI T2025-007 for the Supply and Implementation of an Asset Management Information System.

To ensure our proposal is aligned with the council’s strategic, technical, and operational expectations, we respectfully seek clarification on the following points.

1. Can you provide sample data or schemas from existing asset registers to assess the complexity of data migration?

2. Are there any specific customizations currently in the existing system that you wish to replicate or retire?

3. For each asset group (e.g., transport, sewer, plant), are there unique reporting or compliance requirements we should be aware of?

4. Are there integrations beyond Civica Authority and ArcGIS we should plan for (e.g., document management, CRM, or HR systems)?

5. Is there an expectation for real-time sync or batch-based integration with ArcGIS and Authority?

6. Can you share any architecture documentation of your current IT infrastructure (e.g., servers, data flows)?

7. Do you expect the AMIS to be hosted on your infrastructure or is a cloud-hosted SaaS model preferred?

8. Is multi-tenancy or segregated environments required for testing, training, and production?

9. Are there any prescribed technology standards or preferred platforms (e.g., SQL Server, .NET, Java) that vendors must align with?

10. How many systems currently hold asset-related data? Can you name them?

11. Are there known data quality issues or gaps (e.g., missing condition assessments, inconsistent IDs)?

12. Will Council be responsible for cleansing/validating data, or is that expected from the vendor?

13. Do you require the solution to be ISO 27001 or PCI-DSS certified?

14. Can you clarify your expectations around data sovereignty – are there specific legislative requirements regarding Australian data residency?

15. What user authentication standards are currently in place (e.g., Active Directory, MFA)? Should these be supported?

16. Are the indicative concurrent user numbers expected to grow over time?

17. Should the pricing proposal include scalability provisions – e.g., additional licenses, modules, or storage?

18. Are license models like named users, role-based access, or device-based licensing acceptable?

19. Is there a preferred go-live timeline or are there specific milestones Council wants achieved in Year 1?

20. Can you describe the stakeholder groups that will be involved during design, testing, and training?

21. Is the Council open to phased rollouts by asset class or functionality?

22. What training formats are preferred – on-site, virtual, train-the-trainer, or a mix?

23. Should helpdesk support be available during business hours only or 24x7?

24. Will vendors be responsible for producing support documentation, or is co-authoring with Council expected?

25. Are there preferred payment terms (e.g., milestone-based, time & materials)?

26. Will Council accept any components of the solution being delivered by offshore personnel, if under local project management?

27. Should pricing exclude travel and accommodation or include an allowance?

28. What is the estimated size (in GB or TB) of existing asset data (structured and unstructured)?

29. What data formats are currently used (e.g., CSV, XML, Excel, Access, SQL, shapefiles, PDFs, images)?

30. How many records are there approximately in each major asset category (e.g., number of transport assets, number of stormwater assets)?

31. Are there large attachments (e.g., technical drawings, images, videos) linked to assets that must be migrated or integrated?

32. Do any asset records contain geospatial data beyond what’s managed in ArcGIS? If so, how is that currently stored?

33. What data retention policies apply — for example, how far back must asset maintenance history be retained?

34. Are there external data sources or feeds that should be integrated (e.g., sensors, external contractors’ data, IoT, third-party systems)?

35. Is there a central master dataset, or are the asset datasets fragmented across multiple departments or legacy systems?

36. Can the deadline for submission be extended?

37. What is the expected uptime or availability SLA (e.g., 99.9%, 99.99%) for the Asset Management Information System?

38. Does Council require high availability architecture, including automated failover and redundancy?

39. Are there performance benchmarks for response time, particularly for mobile users or asset search queries?

40. How many total users (including non-concurrent users) are anticipated to access the system within the next 3–5 years?

41. Are there peak usage periods (e.g., end of financial year, budget planning cycles) that we should consider when planning system capacity?

42. Should the solution be horizontally or vertically scalable to accommodate increased asset volumes, new departments, or cross-council collaborations?

43. Will Council require multi-tenancy or support for segmented environments (e.g., for separate operational units or joint ventures)?

44. Is there a preference or requirement for load balancing, performance monitoring tools, or analytics dashboards?

45. Will the solution need to scale across multiple geographic locations or support remote access during emergency or disaster recovery scenarios?

46. Are there any disaster recovery time objectives (RTO) or data recovery point objectives (RPO) Council expects?

47. Will vendors be permitted to conduct a discovery or site visit (virtually or physically) during the RFT phase to better assess integration and migration needs?

48. Will Council provide dedicated internal resources (e.g., SME, IT liaison, project sponsor) during the implementation to ensure timely decisions and validations?

49. Does the council have existing change management or user adoption frameworks that the project must align with?

50. Are there any budgetary constraints or pre-approved capital allocations already made for this project?

51. What is the envisaged total timeline for project delivery — from contract award to full implementation and handover? Are there preferred completion milestones for each major phase (e.g., data migration, configuration, training, go-live)?

52. Can the deadline for EOI submission be extended if further clarification or internal approvals are needed?

Thank you.

Answered on 29/Apr/2025 01:35 PM:


Thank you for your enquires in relation to Nambucca Valley Council’s Expression of Interest for the Supply and Implementation of an Asset Management Information System.

Prior to submitting an enquiry prospective respondents should familiarise themselves with the Expression of Interest process NSW Council’s are obliged to follow via Department of Premier and Cabinet (Local Government) - Tendering Guidelines for NSW Local Government.

The ‘Expression of Interest’ in this instance shall establish a preliminary shortlist of companies/suppliers from which Council will invite to tender with the view to establishing a term contract with Council of between three and five years. The ‘select tender’ from shortlisted respondents will additionally contain a detailed Technical Specification which will largely address the questions you have posed.

Respondents are to rely upon the issued EOI Documents to frame their submission together with their own experience and skills in operating within the local government Asset Management Information System environment. There is no intention to extend the closing date for submissions to the EOI at this point in time.

Question:
Greetings,

As the documentation is silent on whether there will be a requirement for or consideration of software escrow services as part of a risk mitigation strategy, could you, let me know the following, …

1. Has software escrow been considered as a risk mitigation/intellectual property strategy for the software component of the solution?

2. If it has, has it been discarded?

3. If software escrow is required, how will the Council go about selecting its software escrow agent, given the cost of software escrow services is typically less than $900 per annum?

Kind regards

Answered on 29/Apr/2025 03:50 PM:


Thank you for your enquires in relation to Nambucca Valley Council’s Expression of Interest for the Supply and Implementation of an Asset Management Information System

Prior to submitting an enquiry prospective respondents should familiarise themselves with the Expression of Interest process NSW Council’s are obliged to follow via Department of Premier and Cabinet (Local Government) - Tendering Guidelines for NSW Local Government.

The ‘Expression of Interest’ in this instance shall establish a preliminary shortlist of companies/suppliers from which Council will invite to tender with the view to establishing a term contract with Council of between three and five years. The ‘select tender’ from shortlisted respondents will additionally contain a detailed Technical Specification which will largely address the questions you have posed.

Respondents are to rely upon the issued EOI Documents to frame their submission together with their own experience and skills in operating within the local government Asset Management Information System environment. There is no intention to extend the closing date for submissions to the EOI at this point in time.

Question:
we are looking for detailed descriptions of the following core modules:

Asset Register – Including asset hierarchy, classification, identification, lifecycle tracking, and GIS integration.

Maintenance & Work Order Management – Covering preventive/reactive maintenance, resource planning, work order lifecycle, and performance tracking.

Condition Monitoring & Inspections – With mobile-enabled inspections, condition scoring, defect logging, and assessment methodology integration.

Asset Accounting—Addressing valuation, depreciation methods, CAPEX/OPEX classification, and financial compliance.

Mobility – Detailing mobile app capabilities, offline support, GPS/location services, and real-time sync.

General Features – Such as dashboards, reporting tools, notifications, access control, and third-party integrations.

Additionally, please include how the system will address non-functional requirements (e.g., security, access management, data governance, availability, and compliance). Thanks.

Answered on 29/Apr/2025 03:50 PM:


Thank you for your enquires in relation to Nambucca Valley Council’s Expression of Interest for the Supply and Implementation of an Asset Management Information System.

Prior to submitting an enquiry prospective respondents should familiarise themselves with the Expression of Interest process NSW Council’s are obliged to follow via Department of Premier and Cabinet (Local Government) - Tendering Guidelines for NSW Local Government.

The ‘Expression of Interest’ in this instance shall establish a preliminary shortlist of companies/suppliers from which Council will invite to tender with the view to establishing a term contract with Council of between three and five years. The ‘select tender’ from shortlisted respondents will additionally contain a detailed Technical Specification which will largely address the questions you have posed.

Respondents are to rely upon the issued EOI Documents to frame their submission together with their own experience and skills in operating within the local government Asset Management Information System environment. There is no intention to extend the closing date for submissions to the EOI at this point in time.

Question:
Good afternoon,

Is Council able to provide a copy of their Standard Council Services Contract to assist with the response at Attachment G.

Kind Regards,

Answered on 29/Apr/2025 03:51 PM:


Thank you for your enquires in relation to Nambucca Valley Council’s Expression of Interest for the Supply and Implementation of an Asset Management Information System.

Prior to submitting an enquiry prospective respondents should familiarise themselves with the Expression of Interest process NSW Council’s are obliged to follow via Department of Premier and Cabinet (Local Government) - Tendering Guidelines for NSW Local Government.

The ‘Expression of Interest’ in this instance shall establish a preliminary shortlist of companies/suppliers from which Council will invite to tender with the view to establishing a term contract with Council of between three and five years. The ‘select tender’ from shortlisted respondents will additionally contain a detailed Technical Specification which will largely address the questions you have posed.

Respondents are to rely upon the issued EOI Documents to frame their submission together with their own experience and skills in operating within the local government Asset Management Information System environment. There is no intention to extend the closing date for submissions to the EOI at this point in time.