Supply and Implementation of a Recreation Facility Management System (RFMS) at Multiple Sites

REQUEST FOR TENDER

Tender No. 7 - 2014

Tenders must be lodged at the City of Bayswater Civic Centre, 61 Broun Avenue Morley WA 6062, by 4.00 pm on Tuesday 10 June 2014 (WA Standard time) CONTENTS

1 TENDER SUMMARY...... 4 1.1 The Principal...... 4 1.2 Project Summary...... 4 1.3 Strategic Issues...... 5

2 CONDITIONS OF TENDERING...... 6 2.1 Project Manager...... 6 2.2 System Implementation Officer...... 6 2.3 Definitions...... 6 2.4 Discrepancies and Queries...... 7 2.5 Alterations to the Scope or Other Aspects of the Tender...... 7 2.6 Obvious Material or Work...... 7 2.7 Qualitative Criteria...... 7 2.8 Lodgement of Tenders...... 7 2.9 Acceptance of Tenders...... 7 2.10 Tender Validity Period...... 7 2.11 Ownership of Tender Documents...... 7 2.12 Pre-qualification Requirements...... 8 2.13 In-House Bids Do Not Apply...... 8 2.14 Price or Rate Considerations...... 8 2.15 GST and Sundry Charges...... 8 2.16 Policies and Procedures That May Affect the Selection...... 8 2.17 Freedom of Information Disclosure...... 8 2.18 Alternative Tenders...... 8 2.19 Tenderers Duty to Inform Themselves...... 8 2.20 Risk Assessment...... 8 2.21 Canvassing of Elected Members...... 9 2.22 Identity of the Tenderer...... 9 2.23 Identification of Sub-Contractors...... 9 2.24 Clarification of Shortlisted Tenders...... 9 2.25 Preliminary Selection Process...... 9

3 SPECIFICATION...... 10 3.1 Summary...... 10 3.2 Qualitative Assessment...... 10 3.3 Criticality Rating...... 10 3.4 Tender Compliance...... 10 3.5 Response Column...... 11 3.6 General Requirements...... 12

i 3.6.1 Project Governance...... 12 3.6.2 Project Reporting...... 12 3.7 Implementation...... 12 3.8 Business Process Analysis...... 13 3.9 Acceptance Testing...... 13 3.10 Data Migration...... 13 3.11 Training...... 14 3.11.1 Implementation Training...... 14 3.11.2 Ongoing Training...... 15 3.12 Implementation Support and Maintenance...... 15 3.12.1 Innovation...... 15 3.12.2 Implementation...... 15 3.12.3 Ongoing Support and Maintenance...... 15 3.12.4 Development Lifecycle...... 16 3.12.5 Demonstrations...... 16 3.13 Integration...... 17 3.13.1 MS Office and Microsoft Exchange Server...... 17 3.13.2 Technology One Financials...... 18 3.13.3 ECM/Dataworks (Document Management System) 19 3.13.4 Access Control and RFID...... 19 3.13.5 Payment Gateway...... 20 3.13.6 General...... 21 3.13.7 Technical and Administration...... 21 3.13.8 Cloud or Hosted Solutions...... 30 3.14 Functional Specification...... 31 3.14.1 Point of Sale (POS)...... 32 3.14.2 POS Reporting...... 33 3.14.3 Merchandise / Stock Module...... 34 3.14.4 Merchandise / Stock Control Reporting...... 34 3.14.5 Bookings Module...... 35 3.14.6 Bookings Module Reporting...... 37 3.14.7 Programs Module – Swim School...... 37 3.14.8 Membership Module...... 39 3.14.9 Membership Reporting...... 40 3.14.10 Member Health and Fitness Modules...... 41 3.14.11 Member Retention Module...... 42 3.14.12 Additional Bookings Modules...... 42 3.14.13 Reporting General...... 42 3.14.14 Web-Based Interface...... 44 3.14.15 Accounts Receivable...... 45 3.14.16 Accounts Receivable Reporting...... 46 3.14.17 SMS and Email Integration...... 46 3.14.18 Self Service Kiosks...... 47 3.15 Implementation...... 48 3.15.1 Timeframes...... 48 3.15.2 Business Process Analysis...... 48 3.15.3 Acceptance Testing...... 48 ii 3.15.4 Data Migration...... 49 3.16 Training...... 50 3.16.1 Implementation Training...... 50 3.16.2 Ongoing Training...... 50 3.17 Support and Maintenance...... 51 3.17.1 Innovation...... 51 3.17.2 Post Implementation Support...... 51 3.17.3 This section has been deleted...... 51 3.17.4 Development Lifecycle...... 51

4 SPECIAL CONDITIONS OF CONTRACT...... 53 4.1 Tenderer to Become Contractor...... 53 4.2 Conditions of Contract...... 53 4.3 Technical Standards...... 53 4.4 Equipment Performance Requirements...... 53 4.5 Software licence...... 53 4.6 Labour and Materials...... 54 4.7 Acceptance Testing...... 54 4.8 Warranties and Guarantees...... 55 4.9 Support Services...... 55 4.10 Provision of Updates and New Releases...... 56 4.11 Period of Contract and Termination...... 56 4.12 Contract Variations...... 56 4.13 Management of Sub-Contractors...... 56 4.14 Record Keeping Requirements...... 57

5 TENDER SCHEDULES...... 58 Schedule 5.1 - Form of Tender...... 58 Schedule 5.2 - Capacity to Tender...... 59 Schedule 5.3 - Occupational Health and Safety Checklist...... 59 Schedule 5.4 - Price Schedules...... 60

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1 TENDER SUMMARY

1.1 The Principal The City of Bayswater ('the Principal') is a metropolitan local government located approximately eight kilometres north-east of central Perth. It includes the suburbs of Bayswater, Bedford, Embleton, Maylands and Morley and parts of Dianella, Mount Lawley and Noranda. Further information on the City of Bayswater can be found at www.bayswater.wa.gov.au. The Principal owns and operates three major recreation centres. The first is a large regional aquatic centre that trades as Bayswater Waves. It has outdoor and indoor heated pools, a wave pool and also provides gymnasium, group fitness classes and a crèche. The second is a major multipurpose centre in Maylands that trades as the RISE, which is an acronym representing its core service delivery points of Recreation, Information, Socialising and Entertainment. It provides a range of facilities including indoor playing courts, gymnasium and function centre. The third is a relatively small aquatic centre which is only open in the summer months, trading as Maylands Waterland. A fourth site trading as Morley Sport and Recreation Centre is owned by the Principal but currently managed by the YMCA. At this time it is outside the scope of this tender. The Principal also has approximately 50 community halls and sporting reserves that are available for hire. Many of these have between three and eight sub-locations which can be hired concurrently. All of the bookings for these are managed though the Principal's head office.

1.2 Project Summary Bookings for community hall and sport reserve hire are currently handled through Class® software, which is provided and supported by the Active Network.

The are currently TWO SITES (Bayswater Waves and 3 CENTAMAN turnstile software licences and 17 CENTAMAN POS, swim school and membership licenses currently provided and supported by Centaman Systems P/L using CENTAMAN Advantage and CENTAMAN Enterprise servers.

The Principal's financial system is provided through Technology One and there is no integration with the existing recreation systems. Transactions from Class and Centaman are currently run out as Excel reports, reformatted and loaded into the financial system.

The project objectives are to:

 Replace the existing recreation systems with a fully integrated turnstile and booking system.  Connect the new recreation system with the existing financial system to reduce the accounting administration.  Enhance the Principal - Customer relationship through additional access and messaging features.

An important part of the development of the new system will be to involve key users and the Principal will make staff available at mutually agreeable times for interviews in the scoping phase. The Principal has its own Information Technology team which will facilitate the testing and implementation phases; however the vendor will be expected to provide all technical development.

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It is expected that the system relationship will be:

Recreation Technology One Facility Exchange Server / Financials Management MS Outlook System

All integration is to be upwardly compatible as both the Vendor's solution and the existing ancillary applications change.

1.3 Strategic Issues Over the next twelve months, the local government sector will be going though a significant reform process and the State Government is currently considering a proposal to re-align the boundaries of City of Bayswater and the surrounding local governments (Town of Bassendean and City of Stirling. While the outcome of the reform has not yet been determined, the assumption at this stage is that the City of Bayswater will increase in size. This may have implications at the user end of the new system beyond 1 July 2015. For example, it is anticipated that the City of Bayswater will gain several more community halls for hire. The recreation facility management system must be able to provide for such changes.

In the long term, it is expected that the new system will support the Principal's business processes for at least the next decade.

2 CONDITIONS OF TENDERING

2.1 Project Manager Tenderers should not act or rely on information provided by any person in relation to the scope of work other than, or as expressly authorised by:

Name: Darren Beltman Title: Manager Recreation Facilities Telephone: (08) 9276 6538 or 0417 530 759 The RISE: (08) 9208 2400 E-mail: [email protected] or

2.2 System Implementation Officer For the purposes of the tender, the System Administrator will be:

Name: Lindsay Roper Title: Business Systems Analyst Telephone: (08) 270 4114 E-mail: [email protected]

2.3 Definitions In this RFQ, the following terms shall have the meanings assigned to them as follows:-

'Contractor' means the person or persons whose tender is successful.

'Customer' means a person using the recreation services provided by the Principal.

'Deliverables' means the software, support services, contract material or other item to be supplied by the Contractor.

'Existing recreation systems means the Class and Centaman systems.

'Material' means any software, firmware, documented methodology or process, tools, object libraries, documentation or other material in whatever form, including without limitation any reports, specifications, business rules or requirements, user manuals, user guides, operations manuals, training materials and instructions, and the subject matter of any Intellectual Property Rights.

'Production Date' means the date on which the Support Period commences and will be:

(a) the date on which the relevant Software has been Accepted, rolled out for production and is ready for use by the Customer; or (b) where the Contractor is not providing implementation and ancillary services under this Contract, the date on which the relevant Software is supplied to the Customer.

'Principal' means the City of Bayswater.

'Recreation Facility Management System' (RFMS) means the intended replacement for the existing system.

'Services' means the services to be provided by the Contractor as specified in the Specification, and includes the supply of the Deliverables.

'SLA' means the Service Level Agreement to be developed by the Contractor

'Tender' means the person or persons submitting a tender proposal.

2.4 Discrepancies and Queries Tenderers should immediately notify the Project Manager of any discrepancy discovered in the RFT documents and obtain instruction as to how the discrepancy is to be resolved before submitting tenders.

2.5 Alterations to the Scope or Other Aspects of the Tender The Principal will issue an Addendum where matters of significance make it necessary to amend or supplement the RFT document. Tenderers must include acknowledge of receipt of the Addendum in the tender submission.

2.6 Obvious Material or Work The tender prices shall include any material or work which is obviously necessary for the satisfactory and efficient implementation of the new system or which would reasonably be expected to be provided or performed by the Contractor in accordance with accepted industry practice, even though such material or work may not be explicitly mentioned in the RFT.

2.7 Qualitative Criteria The tender selection will be based on the best outcome of costs and the r esponses to each item/requirement contained within the General Requirements, Integration and Technical Requirements and Functional Requirements sections of the Specification, which shall collectively form the Qualitative Criteria.

2.8 Lodgement of Tenders Tenders together with any other supporting documentation must be lodged by 4.00 p.m. WA Standard Time by Tuesday 10 June 2014 at the City of Bayswater Civic Centre, 61 Broun Avenue, Morley 6062.

Please clearly mark tenders for the attention of the Project Manager and include the tender reference number and description.

2.9 Acceptance of Tenders The Principal is not bound to accept the lowest tender and may reject any or all of the tenders received.

2.10 Tender Validity Period All tenders shall remain valid for acceptance for a minimum period of ninety (90) days from lodgement, unless extended by mutual agreement between the Principal and the Tenderer in writing.

2.11 Ownership of Tender Documents All documents, materials, articles and information submitted with the tender will become upon submission the absolute property of the Principal and will not be returned to the Tenderer at the

7 READ AND KEEP THIS SECTION conclusion of the evaluation process; however the Tenderer will be entitled to retain copyright and other intellectual property rights therein, except where otherwise provided under the Contract.

2.12 Pre-qualification Requirements There are no pre-qualification requirements for this Tender.

2.13 In-House Bids Do Not Apply The City of Bayswater is not competitively tendering for this requirement.

2.14 Price or Rate Considerations The tender containing the lowest tender prices will not necessarily be accepted, nor will the tender ranked the highest on the Qualitative Criteria.

2.15 GST and Sundry Charges The rate schedule must clearly show GST as a separate amount. Unless otherwise nominated in the tender submission, the rates shall be inclusive of all charges related to carrying out the supply and installation such as travel, accommodation, sub-contractors, contingencies, levies, duties, taxes and sundry charges. Any charge not stated in the Tender as being additional will not be allowed as a charge for any transaction under any resulting Contract.

2.16 Policies and Procedures That May Affect the Selection The Principal has a Code of Ethics which sets out requirements for declaring conflicts of interest and gift giving, which is applicable to employees and Elected Members of the City. Tenderers are advised to read the Code of Ethics, which is on the City of Bayswater website www.bayswater.wa.gov.au .

2.17 Freedom of Information Disclosure Documents and other information relevant to the Contract may be disclosed when required by law under the Freedom of Information Act 1992 or under a Court order. All Tenderers will be given particulars of the successful tender or advised that no tender was accepted.

2.18 Alternative Tenders An alternative tender may be considered provided that it is accompanied by a conforming tender.

2.19 Tenderers Duty to Inform Themselves Tenderers will be deemed to have examined the full Request for Tender (RFT) and any other information available in writing for the purpose of tendering including any separate documents issued by the Principal, examined all further information relevant to the risks, contingencies and other circumstances having an effect on their Tender which is obtainable by the making of reasonable enquiries; satisfied themselves as to the correctness and sufficiency of their Tenders including tender prices which will be deemed to cover the cost of complying with all the Conditions of Tendering and of all matters and things necessary for the due and proper performance and completion of the Contract and acknowledged that the Principal may enter into negotiations with a chosen Tenderer and that negotiations are to be carried out in good faith.

2.20 Risk Assessment The Principal may have access to and give consideration to any risk assessment undertaken by Dun and Bradstreet or any other credit rating agency and any information produced by a bank,

8 READ AND KEEP THIS SECTION financial institution, or accountant of a tender submitter and may consider such materials in the assessment.

2.21 Canvassing of Elected Members If a Tenderer, whether personally or by an agent, canvasses any of the Principal's Elected Members or Officers with a view to influencing the acceptance of any Tender made by it or any other Tenderer, then regardless of such canvassing having any influence on the acceptance of such Tender, the Principal may at its absolute discretion omit the Tender from consideration.

2.22 Identity of the Tenderer The identity of the Tenderer must be clear and will be taken to be the person, persons, corporation or corporations named as the tender submitter in the Form of Tender.

2.23 Identification of Sub-Contractors If a Tenderer proposes to engage sub-contractors for any aspect of the project work, (including middleware) the details of such arrangements are to be provided in the Tender.

2.24 Clarification of Shortlisted Tenders Shortlisted Tenderers may be required to clarify aspects of their tender submission prior to the award of the Contract. The clarification may be in the form of webinar or teleconference if it is not practical to attend an onsite meeting. Tenderers may be requested to demonstrate their proposed solution. It will be assumed that any solution demonstrated has been included as part of overall costing unless otherwise specified by the Tenderer.

2.25 Preliminary Selection Process Tenders will be evaluated on the information provided in the RFT and checked for completeness, and may not be considered further if they do not include the completed schedules.

3 SPECIFICATION

3.1 Summary The Specification is set out in three sections: the General Requirements, the Integration and Technical Requirements and the Functional Requirements.

3.2 Qualitative Assessment The assessment of tenders will be based the pricing schedules as well as the responses to the Specification. Shortlisted tenderers may be required to provide sufficient evidence to support their responses before the final recommendation is made. The assessment will be broadly distributed as follows:

Price schedules 60% *

Level 1 responses 0% **

Level 2 responses 20%

Level 3 responses 10%

*Price schedules will be assessed using the comparative method (lowest total price/each total price) x .60

*Level 1 responses will be treated on a Pass/Fail basis as they are mandatory requirements.

It is essential that Tenderers respond to each of the headings and questions contained within the sections of this RFT using the template provided.

3.3 Criticality Rating Level 1 - Features or functionalities which are mandatory as they support core business. Level 2 - Features or functionalities which are strongly preferred as they will add value to the core business. Level 3 - Features or functionality which may have some benefits but are not essential to conducting business.

3.4 Tender Compliance Tenderers must indicate the level of compliance of the proposed solution with the stated requirement in the Tenderer Compliance column. The response should be selected from one of the following:

FC - the proposed system is fully compliant with the requirement

PC - the proposed system is partially compliant with the requirement

NC - the proposed system does not comply with the requirement

UA - means the requirement is understood and agreed to

Where FC is nominated, it will be expected that some evidence can be provided to support the response.

Where PC is stated, supporting comments should be provided on what aspects of compliance are met and which are not.

Where NC is nominated, it will be expected that the proposed solution does not comply with the requirement and the Tenderer does not propose the development of the solution to provide any level of compliance.

Where UA is nominated the Principal will assume that the Tenderer has fully read, understood and agreed to the requirement.

3.5 Response Column Where 'Provide an Overview' is requested, Tenderers should address the request in the table areas provided and the information should be clear, concise and to the point and where possible. Tenderers should not use attachments for information requested but may include items such as supporting documentation in formats other than standard brochures or white papers.

Tenderers may be requested to detail their response to the level of compliance. Any item contained in the specifications that requires further detail will be clearly identified as 'Detailed Response Required'.

Where a 'Detailed Response' is required, Tenderers should address the request in the table areas provided, such information should be clear, concise and to the point. There is no limit to the response of this question, however additional detail should be specific to the question and not simply standard brochures.

If an attachment or supporting documentation response is nominated, the attachment must have a specific reference e.g. Functional Requirements Item No., Attachment A.

Tenderers M UST clearly identify any field not catered for.

Where 'Understood and Agreed' is nominated, the Principal will assume that the Tenderer has fully read, understood and agreed to the requirement.

If Tenderers require the Principal to sign a Confidentiality Agreement to obtain copies of documentation, plans or other intellectual property, the requirement must be clearly included in the tender response.

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3.6 General Requirements

3.6.1 Project Governance Tenderers must nominate the following personnel and their level of responsibility when submitting a response to this Request for Proposal.

No. Question Response Account Manager Members of the Tenderers project team:

Contacts for detailed escalation procedures (if other than Project team)

Resumes and detail of relevant experience

For the following questions 5 - 39, Tenderers are asked to respond to items listed in the tables using one of the following options: a) Understood and Agreed; b) Other (if other is nominated please provide details); or c) See Attachment (if an attachment response is nominated the attachment must have a specific reference).

3.6.2 Project Reporting

No. Question Response If successful, the Tendererer will be required to provide project reporting during the term of the project and must provide sample reports used from previous. Project reporting will include: Project management meetings with the successful Tenderer’s nominated Project Manager and any relevant staff that the Principal may request. Project reporting will include the minutes of each meeting, including action items. Sample reports used from previous implementations will be provided on request.

3.7 Implementation

No. Question Response 9. As part of the response, all tenderers are required to submit a Draft Implementation Plan which should be in MS Project or similar format. As a guide, 1 September 2014 is the anticipated Production Date.

10. The implementation plan must include:  The delivery timeframe of each module;  Activities to be undertaken for each module;  Resources required (both Principal and Tenderer);  Any dependencies; and  Estimate of anticipated downtime.

3.8 Business Process Analysis

No. Question Response Tenderers are required to detail their process and methodology for reviewing, analysing and making recommendations on adapting the Recreation Facility Management System to the Principal’s current Business Processes and/or recommending improvements to the Principal’s Business Process.

3.9 Acceptance Testing

No. Question Response Tenderers are required to submit a draft (pro forma) Acceptance Test Plan with their proposal. The Acceptance Test Plan should include the following but not be limited to:  Roles and responsibilities;  Acceptance test cycle;  Test Criteria;  Test Conditions; and  Defect logging and resolution procedures.

3.10 Data Migration

No. Question Response Tenderers must detail their methodologies for data Provide a detailed migration where relevant. This must include their response recommendation on the merging of the two (2) current databases utilised at the following sites: Bayswater Waves and Maylands Waterland (Centaman software) and The RISE and Recreation Services Department (Class software) into one (1) database. Data migration documentation must include but not be limited to:  The methodologies to be used for each module;  Identification of any issues;  Identification of any manual input that maybe incurred by Principal staff; and  Any data cleansing that may have to be undertaken.

No. Question Response Tenderers are required to detail their experience Provide a detailed migrating data from CLASS or similar systems. response Tenderers are required to detail their experience Provide a detailed migrating data from Centaman or similar systems. response Tenderers are required to list the last three (3) sites Provide a detailed that they have migrated and the applications that response were migrated from. Tenderers must indicate whether they or the Provide a detailed Principal's staff will be required to undertake the response data migration. As per Schedule 5.4.5 System Implementation and Configuration, Tenderers should identify any other costs that would be involved in Data Migration, including training the Principal's System Administrator.

3.11 Training

3.11.1 Implementation Training

No. Question Response Tenderers are required to provide a training Provide a detailed schedule and costing for each proposed module, to response be undertaken at an approved venue of the Principal as per Schedule 5.4.4 Implementation Training. Training Schedules must include:  Timing;  Delivery method;  Training basis - Full training for all administrators, management, staff or module champions and “train the trainer”;  Suggested Attendees;  Maximum number of attendees per session;  Pre-requisites required;  Session duration;  Facilities and equipment required; and  Nominated trainer. Training schedules must detail training to the Provide a detailed specific training groups: response  System Administrators and IT technical team  Management Team -Team Leaders, Centre Directors and coordinators  Employees and general system users Tenderers are required to submit details of the nominated trainer’s skills/experience. 1

3.11.2 Ongoing Training

No. Question Response Tenderers are required to provide details for the Provide a detailed provision of ongoing training services. response Include post-implementation training in Schedule 5.4.7 Other Costs (If Applicable). Training Service details: Provide a detailed  Range of services available; response  Training schedules for the upcoming 12 months; and  Facilities available.

3.12 Implementation Support and Maintenance

3.12.1 Innovation

No. Question Response Tenderers may submit in their proposal any innovative options that may be of interest to the Principal for support during the implementation phase(s) of the project and the on-going support and maintenance.

3.12.2 Implementation

No. Question Response Tenderers are required to submit a proposal for support during the implementation phase of each module. The proposal should discuss the:  Issue logging and tracking mechanisms;  Resolution procedures;  Response times;  Resolution times; and  Escalation procedures.  Number of staff;  Hours of operation;  After Hours support;  Remote Access Support;  Other forms of support other than telephone;  Location of their Support Desk.

3.12.3 Ongoing Support and Maintenance

No. Question Response 30. Tenderers will be required to specify the ongoing support and maintenance in the SLA.

31. The SLA should specify the:  Number of staff available to support the RFMS;  Support options available for each module;  Issue logging and tracking mechanisms;  Cost of support options;  Hours of operation;  Resolution procedures;  Resolution times;  Response times;  Escalation procedures;  Quality Assurance; and  Location of the support desk.

3.12.4 Development Lifecycle

No. Question Response The successful Tenderer will be required to provide a plan of the development lifecycle for the proposed solution. The plan should include but not be limited to:  A five (5) year strategic plan for future product development;  A data management lifecycle plan;  Upgrade methodology;  Support for third party integration;  Support for existing ancillary application integration; and  Details of the major milestones achieved over the previous 5 years.

If Tenderers require the Principal to sign a Confidentiality Agreement to obtain the plan they must do so before submitting a response.

3.12.5 Demonstrations

No. Question Response Shortlisted Tenderers may be requested to demonstrate any aspect of their solution to verify that it will perform any or all of the functions which have been stated as complying with the requirements. Shortlisted Tenderers will be required to demonstrate and explain all modules/items contained in the Integration; Technical Specification and Functional Specification sections of this Request for Proposal. Where applicable, Tenderers may be required to demonstrate the integration between their proposed solution and third party products or existing ancillary applications relevant to the Principal. Demonstration and explanation of the ad-hoc report writing tools proposed.

An agenda detailing the demonstration requirements for each module will be forwarded to shortlisted Tenderers who are requested to demonstrate their solution. Tenderers will be allowed a maximum of half a day for the demonstration.

3.13 Integration

3.13.1 MS Office and Microsoft Exchange Server The following information is intended to give an overview of what the Principal will be expecting from the integration with MS Office, in order to answer the questions below. a) For some reporting, the Principal may choose to use MS Office (in particular MS Word and MS Excel) as the presentation format. It is expected that the output for these reports will be able to be generated from the proposed solution without the need to re-key data. b) It is expected the proposed solution will be able to merge outputs from the proposed solution with MS Office templates automatically and seamlessly. This is to be available for all data types e.g. comments, free text, drop down list entries etc. c) The ability to create these report templates within MS Office must be possible using the standard functions within MS Office and should not require the need for Principal staff to be skilled in computer programming languages.

No. Question Level Compliance Response Provide details on the 1 Provide an Overview compatibility of the proposed solution with Microsoft Office 2010 and include any known limitations. The system must have the 1 Provide an Overview ability to directly interface to MS Office from all modules. The system must have the 2 Provide an Overview ability to export and auto- populate to MS Office applications, including templates, from system screens, modules, enquiries and reports without re-keying data. Please detail whether the 1 Provide an Overview above integrations already exist at other client sites and what would need to be built as part of the implementation. Please list the sites where the integration exists. Any associated costs should be separately identified in Schedule 5.4.5 Integration Installation and Configuration.

3.13.2 Technology One Financials The following information is intended to give an overview of what the Principal will be expecting from the integration with Technology One Financials (currently v11.09.04.011), in order that you can answer the questions below.

The proposed solution must provide appropriate integration to: a) Seamlessly integrate with Technology One Financial System, in order to transfer income (deferred revenue, unearned revenue), accounts receivable, and payment data from the sites to the central financial system; and b) Allow the batch import of data/information from Technology One Financials to populate nominated data fields in the proposed solution (e.g. nominated one or more General Ledger account codes).

No. Question Level Compliance Response The system will have the ability 1 Provide an overview to create within a specific date range a file suitable for import into the Principal’s Technology One Financial System The system will have the ability 1 Provide an overview for all banking details (Cash, EFTPOS, Credit Card etc.) to be available in electronic format for integration into Principal’s Technology One Financial System Tenderers must provide an 1 Provide an overview overview of the level of integration available between the proposed solution and Technology One Financials. Any associated costs should be detailed in Schedule 5.4.5 Integration Installation and Configuration. Tenderers are to detail whether 1 Detailed Response the above integrations already Required exist at other sites and what would need to be built as part of the implementation. List the sites where the integration exists. Tenders are to confirm if the 1 Detailed Response system will support multiple Required bank accounts, multiple debtor control accounts and refund/clearing accounts for purposes of separately accounting for bond monies that are receipted/ transferred/ refunded for facility hire.

3.13.3 ECM/Dataworks (Document Management System) The following information is intended to give an overview of what the Principal could be expecting from the integration with ECM, in order that you can answer the questions below.

The proposed solution must provide appropriate integration to: a) Identify and configure record links between the proposed solution and ECM (e.g. via ECM document references); and b) Allow authorised users to toggle between the proposed solution and ECM to launch linked documents (in ECM).

No. Question Level Compliance Response Tenderers are to provide an 3 overview of the level of integration available with ECM. Tenderers must detail whether the 3 above integrations already exist at other sites and what would need to be built as part of the implementation. Please list the sites where the integration exists. Any associated costs should be detailed in Schedule 5.4.5 Integration Installation and Configuration Tenderers are to confirm if the 3 proposed system has the ability to directly interface ECM from all modules and screens to view, open, create and manage files in ECM, based on user access.

Should you be shortlisted it may be required that all integration responses for MS Office, MS Outlook, Technology One Financials and ECM be presented. It is anticipated that the demonstration will be scenario based and cover the questions listed in this section and your responses.

3.13.4 Access Control and RFID Access control within The RISE (gymnasium) is currently controlled through a biometric finger vein device. Access control to Bayswater Waves is currently controlled with magnetic strip cards , and this card can be scanned at specified access points to gain entry to the facility or individual rooms such as the gymnasium via turnstile(s).

The following information is intended to give an overview of what the Principal will be expecting from the integrations with present membership cards and other equipment, in order that you can answer the questions below.

No. Question Level Compliance Response The Principal is looking at options for 2 Detailed Response RFID technology for access control, Required locker access and kiosk use. Tenderers should indicate their software’s ability to incorporate

options for RFID technology. Tenderers should indicate their 1 Detailed Response software’s ability to accommodate Required the current system (described above) of a purchased barcode being scanned into the system. These barcodes can be scanned at access points to gain entry to the facility or specific rooms such as the gymnasium. Members shall have the ability to 1 Detailed Response have at a minimum two (2) different Required authentication methods (swipe cards, RFID, Biometric Scan).

3.13.5 Payment Gateway It is envisaged that new and existing members will be able to pay using their credit or debit card linked to a payment gateway.

No. Question Level Compliance Response Tenderers must nominate which 1 Detailed Response payment gateways their proposed Required solution is integrated with. Information must be provided on the process of information exchange, the security and encryption used, and the PCI compliance. If a single payment gateway is 1 Detailed Response integrated with the software, Required please provide the name and details of that provider, and whether this would require a separate contract to be entered into. The Tenderer can indicate the 1 Detailed Response ability of the proposed system to Required manage the credit card payments on behalf of Principal. Information must be provided on how the electronic payments are managed and how this is integrated to the proposed software. The Tenderer may also wish to 2 Provide an highlight alternative options in the Overview payment management \ payment gateway solutions, outlining how they compare to the preferred payment gateways, and an indication regarding ongoing costs and transaction fees

Tenderers should provide an 2 Provide an overview on how the system will Overview handle disputed transactions (ie Dishonoured payments)

3.13.6 General There will be cases where the Principal may want to integrate / interface with other third party applications currently not specified. The Principal may wish to determine the opportunities that the proposed solution provides to undertake this work.

No. Question Level Compliance Response Integration / interface tools that 2 Provide an the proposed solution offers. Overview The skill level required to use 2 Provide an these tools. Overview How and when these tools have 2 Provide an been used at other client sites. Overview Data extraction utilities within the 2 Provide an proposed solution. Overview Data import utilities within the 2 Provide an proposed solution. Overview Integration with ODBC compliant 2 Provide an databases. Overview

Demonstration Requirement: Should you be short listed it will be required that these generic tools will be demonstrated. .

3.13.7 Technical and Administration No. Question Level Compliance Response Support for Microsoft Active Directory 1 Detailed (AD). Response Required Usernames/passwords to be the 2 Detailed same as the underlying network Response logons, preferably without requiring a Required separate logon to access the product. (Single Signon) Capability of (server) operating within 1 Detailed a SAN/VMWare (virtualised) Response environment. Included in this Required response should be the details of other clients currently working in this environment. Tenderers are requested to confirm 1 Detailed that the hardware already installed Response and operating within the Principal’s Required environment will be satisfactory for the operation of their proposed system.

No. Question Level Compliance Response If the environment is not satisfactory Tenderers must recommend what changes are required. Provide a detailed response as to the 1 Detailed following: Response The proposed solution must be Required compatible with Principal IT environment, Client SOE and current communication links (bandwidth). If the proposed solution is not compatible with the Principal IT environment, Tenderers must recommend what changes are required. Tenderers must provide 2 Detailed methodologies for client installation Response and software distribution both over Required the Local Area Network (LAN) and Wide Area Network (WAN) (incorporating Internet solutions).

The proposed solution must support 2 Detailed connectivity utilising Citrix Published Response Applications (Citrix Gateway) and/or Required Terminal Services environment and must support both ODBC and API connections. Detail the expected bandwidth which 1 Detailed the proposed solution will require to Response provide the functionality that is listed Required within this RFT. List the compatibility with the 1 Detailed commonly used web browsers e.g. Response IE, Chrome and Safari and any Required known limitation, detail the version and service pack requirements. The proposed solution should utilise 1 Detailed thin client or Internet based Response technology. Required Please include an explanation of the Web based solution, and address whether there are any additional components required e.g. DLL’s, Java. Tenderers should take into 2 consideration and allow for up to 2 environments to be installed namely:  Production and Test;  Both databases will be accessible from all PC’s This requirement has been DELETED The proposed solution should 1 Provide an support Web servicing. Overview

No. Question Level Compliance Response  Tenderers must provide their 1 Detailed recommended Server Response specifications; Required  Tenderers must provide their recommended PC specifications for the proposed version of the proposed solution and versions to be released over the following 18 months.  The proposed solution must 1 Detailed operate within a MS SQL Response database platform. This response Required is to include the specific database version and service pack currently being used; and  Tenderers are required to detail when this version will need to be upgraded. Identify any software version 1 Provide an dependencies for the proposed Overview solution. Process for communicating major 1 Detailed and minor functionality upgrades Response and maintenance releases Required Provision for software patches and 1 Provide an version updates within the annual Overview service and maintenance fee costs. Detail the level of involvement of 1 Detailed the supplier in the process of Response undertaking system maintenance / Required upgrades. A system upgrade must be 2 Provide an performed with no requirement for Overview staff to physically visit the end user's PC Tenderers are required to provide 1 Provide an an overview of the process for Overview distributing, receiving and installation of patches and version updates. Describe how the following may be 2 Provide an achieved: Application upgrades must Overview include updated documentation of System User instructions. All software upgrades must be fully 1 Provide an tested and documented at the Overview supplier's cost, before delivery and installation. The Tenderer must support the 1 Provide an current and previous releases of all Overview components which are part of the system (if applicable) Version control procedures should 1 be proven and meet appropriate standards when a software

No. Question Level Compliance Response modification is required. Tenderers are required to provide 1 Provide an an overview of the process and Overview costs (where known) of future software development. The proposed solution should 1 Detailed provide appropriate safeguards to Response ensure minimal loss or corruption of Required data in the event of a hardware failure. The response should include an explanation about the process to ensure minimal loss of data in the event of a failure. The Application development 1 Provide an language is to be an industry Overview standard programming environment. Included in the response should be details of the standard programming environment used by the proposed solution. This requirement has been DELETED No Response required The system configuration must be 2 accessible to all sites and client workstations This requirement has been No Response DELETED required The proposed solution must allow 1 Detailed for different levels of access to Response data, modules and menu functions Required as configured by the Administrator for individual staff / groups. Security options available within the 1 Provide an proposed solution specifically Overview including the following: The Administrator must be able to control the level of data available to individual staff. At a minimum this should include menus, tables and fields that can be viewed, updated and printed. The system must allow the 1 Administrator to add, make inactive and reactivate users, user groups, and staff. 100. The system must have the ability to 1 Provide an disable or enable logins to the Server Overview for all clients or particular groups with an appropriate message displayed to the user, including timing out unused sessions 101. The system should provide the 1 Detailed following user-related reports: Response Required 24 COMPLETE AND RETURN THIS SECTION

No. Question Level Compliance Response  Users by user group;  Users by system function;  Users by security classification;  User groups by system function;  User groups by security classification;  System functions by user;  System functions by user group; 102. The Administrator must have the 2 Provide an capability to determine default Overview settings, layout and lock down depending on individual user and user group requirements. 103. The proposed solution must provide 1 Provide an audit functions to enable the Overview Administrator to easily determine current system users at any given time and which datasets are opened. 104. Auditing capabilities for each module, 1 Provide an detailing reporting and enquiry Overview options. Included in the response should be details about any known limitations and specifically include a response to the following statement: Auditing should include date / time and user name stamping for all modifications, with an option to switch on / off per module. 105. The administrator must be able to 1 Provide an control the deletion / retention of all Overview audit reports 106. The system shall provide auditing 1 reports based on a specified user or specified function 107. The proposed solution must ensure 1 Detailed that staff only access information that Response their security level allows, e.g. if a Required user cannot access information via a menu option then they should not be able to view the information via a report. 108. The proposed solution should 1 Detailed provide appropriate security to Response prevent different staff from Required concurrently editing the same data. Included in your response should be an explanation of the process of limiting file access. 109. This requirement has been No response DELETED required 110. The system must ensure that there 1 Provide an is automatic consistency between Overview application security controls and

No. Question Level Compliance Response database security controls. (ie all access control can be granted through application console, as opposed to SQL server) 111. The system must identify each user 1 as they logon 112. The system must log security 1 Provide an violations (i.e. unsuccessful logons) Overview by showing date, time, terminal ID, user ID and password attempted. 113. The system must provide the 1 Provide an following password security Overview functions (if no single sign-on available):  Passwords must be valid for a period of time defined by the System Administrator;  Encrypted password storage;  Provide the user with the ability to change their password  User ID must be disabled after a number of unsuccessful attempts to be defined by the System Administrator;  Allow a minimum password length to be set;  Prevent password reuse; and  Restrict access to external users. 114. The system must allow the System 1 Provide an Administrator to monitor the extent Overview of usage for all environments, including queries and reports generated by users and summary statistics of data usage 115. The proposed solution must allow 2 Detailed for multiple concurrent users; Response  The ability for end-users to Required change font sizes on individual workstations;  The proposed solution must have the ability to utilise function keys / keyboard shortcuts for navigation;  The system will setup hot keys or auto-text keys for data entry to save key strokes e.g. current date;  Drag and drop;  The system must auto spell check field entry at the screen ‘save’ level; and  Screens will be clearly identified and fields labelled.

No. Question Level Compliance Response 116. Concurrent display of multiple 2 windows and simple switching between these windows; 117. Provide an overview regarding each 3 Provide an of the following: Overview  The proposed solution must provide options for customising of menus and data descriptions; and  Individual staff must have the ability to customise and save views. 118. Where tables or lists are displayed, 1 it must be possible to sort a column by selecting the column header. Long lists must allow for filtering to navigate quickly. 119. The system must support the use of 1 default file locations for functions such as import and save. 120. The proposed solution should 2 Provide an provide drill down capabilities Overview across modules. Include in your overview the drilldown capabilities of the proposed solution. 121. The proposed solution will have 1 centralised name and address and membership information and this data will be accessible and used across all modules. 122. The system must enable the 1 generation of ad hoc queries or specially customised queries on any field or combination of fields in the database. 123. The system must enable standard 2 enquiries to be stored and made available to users. 124. The system must present reports to 1 the following:  On screen;  Printer;  Email; 125. The system must be able to store 1 reports for future use. 126. The system must output reports in 1 Detailed the following formats: response  PDF; MS Word; MS Excel; CSV; required Text 127. The system must allow report 1 specifications to be saved and copied. (Custom reports) 128. The system must allow the 1 scheduling and queuing of reports. 27 COMPLETE AND RETURN THIS SECTION

No. Question Level Compliance Response 129. The system must possess the 1 following for all reports:  To - From date filters;  Ascending sort for all report fields in the table; and  Descending sort for all report fields in the table. 130. The system must allow authorised 2 users to select which fields they require in a new report 131. The system must allow authorised 2 report creators to set multiple parameters for a new report 132. The system must enable reports to 2 be able to be selectively run in background or foreground, with ability to schedule for overnight processing. 133. The successful Tenderer will be 1 required to supply complete and comprehensively documented database schemas. 134. The Tenderer must supply 1 documented entity relationship diagrams clearly defining the relationships between all entities and attributes. 135. The Tenderer must supply a 1 comprehensive documented data dictionary clearly defining all entities and attributes. The data dictionary must be automatically updated whenever a change to the database structure is made. 136. The Tenderer must supply 2 documentation describing all database views, stored procedures and queries. 137. All interfaces must be 2 comprehensively documented (including data, primary/foreign keys, file/message formats, interface methods, and timing). 138. Technical documentation should 1 Detailed explain fully how the software would response impact on database administrators, required network administrators, and general staff. 139. Tenderers are to provide a detailed 1 Detailed response as to how the following response may be achieved: The proposed required solution must include an on-line help 28 COMPLETE AND RETURN THIS SECTION

No. Question Level Compliance Response facility. Help documentation should be easy to use and intuitive for both system administrators and general staff. 140. All Help documentation must be 2 Detailed customisable, with the ability to add response Principal specific documentation. required 141. The system must automatically 2 update all clients with the latest help file (if applicable) 142. The proposed solution must be able 1 Detailed to recover from either a module or response system malfunction. The recovery required process must ensure open transactions do not need to be re- entered. 143. When entering data, the system must 1 support comprehensive rule checking and real-time validation including display of field descriptions for confirmation or appropriate error / warning message where invalid. 144. The system must be able to put a 1 process on 'hold' letting the user carry out an enquiry, and then return to the original transaction. 145. The system must provide batch and 1 real-time processing when appropriate. 146. The system must provide user- 1 defined export of transactions/records to other software systems. 147. The system must support 1 retrospective changes to data (e.g. for a previous period) subject to strict security. 148. All modules of the system must 1 access a common database. 149. The system must enable user 1 defined queries to be built and stored within the database environment. 150. The system needs to have an 2 effective archiving tool plus ability to access archived data. 151. The system must have the ability to 2 create output files for archival purposes on a periodic basis, for example, monthly, and retrieve them easily. 152. The system must not require users 1

No. Question Level Compliance Response to be logged off to perform:  Administrative functions; and  Full or incremental backups. 153. The system must log all error 1 messages in a log file. 154. The error log file must be available 1 for viewing and printing. 155. The proposed solution must be able 1 to import data from external sources or legacy systems. 156. The system must provide a 2 scheduling tool for scheduling imports, exports and reports. 157. This requirement has been DELETED No response required 158. The system must allow data 2 imported from other modules or software, to pass through the same validations as records input directly. 159. Tenderers are to provide a detailed 1 Provide an response as to the following: Overview The ability of the proposed solution to use various Social Media tools such as:  SMS, LinkedIn; Twitter; Facebook; Foursquare or others (please specify).

3.13.8 Cloud or Hosted Solutions This section specifically relates to Tenderers who will be offering Cloud or Hosted Solutions. Tenderers are to respond to items listed in the table below using one of the following options:  Understood and Agreed;  Other (if other is nominated please provide details); or  See Attachment (if an attachment response is nominated the attachment must have a specific reference).

No. Question Level Compliance Response 160. Outline the Business Continuity 1 Detailed response Procedures of the Cloud or Hosted required Solution. 161. Outline the Backup Procedures of 1 Detailed response the Cloud or Hosted Solution. required 162. Specify the location of the Data 1 Detailed response Centres which will be used for the required Cloud or Hosted Solution. Principal’s preference is for these Data Centres to be located in Western Australia/Australia.

No. Question Level Compliance Response 163. Outline the Access Procedures for 1 Detailed response the Data Centre. required 164. Outline the Standard, Polices, 1 Detailed response Frameworks and Acts that the Data required Centre and the Cloud or Hosted Solution compiles to with and provide any Certifications or Audits that have been undertaken e.g.  Australian Privacy Act  The State Records Act 2000 (WA)  ISO 27001;  Australian Government Protective Security Policy Framework;  Australian Government Information Security Manual. 165. The Successful Tenderer will be 1 required to include the Cloud or Hosted Solution in the SLA.

3.14 Functional Specification The primary objective of this RFT is to select a fully integrated Recreation Facility Management System that is best aligned with the Principal’s business practices, statutory obligations and reporting requirements.

In no particular order of priority, the following points summarise the functionality and business benefits Principal expects from the system.  Fully integrated Recreation Facility Management System;  Ease of use and deployment;  Flexible reporting capabilities;  Improved integrity and accuracy of information;  Sound system of internal controls;  Ease of integration with Principal’s other business applications;  Provides a concept of user ownership of data;  Provides opportunities for process change.

It is imperative that the proposed solution meets at least the following criteria and that the Tenderer can demonstrate the experience and capability to implement the solution within the rollout timelines outlined in the City of Bayswater project schedule identified in the Request for Proposal document.

No. Question Level Compliance Response 166. Provide an Overview of the 1 Provide an following: overview In order to understand how your product will fit within our functional requirements, detailed above, p r ovide an overv i ew of how your proposed solution is structured –

i.e., component modules or a total system, and if the solution is based on component modules how will this fit within our functional requirements. Where the functionality does not currently exist within the solution, provide an overview of the time and cost to develop and implement the functionality.

3.14.1 Point of Sale (POS) Used daily for the processing of all entries into the facility. It is also used for the sale of merchandise and other ad hoc goods and services, and is linked to the swim school and memberships modules for the processing of payments from these areas.

The POS will: No. Question Level Compliance Response 167. Be compatible with the Principal's 2 Provide an current Point of Sale (POS) hardware. overview If not compatible, please detail required hardware and costs in Schedule 5.4.3 Hardware Supply and Installation 168. Ability to make certain programs and 1 services available only at required times and have buttons either invisible or inactive the remainder of the time 169. Have the ability to have 'hot keys' for 2 regular transactions on touch screen/keyboard 170. Allow transactions to be voided during 1 a transaction. 171. Have the ability to calculate discounts 1 and correct change. 172. Have the facility to calculate GST, 1 and to show both GST inclusive and GST free items. 173. Have the ability to view and edit all 2 modules through POS. 174. Have the ability to perform cash drops 1 during a shift. 175. Have a sale on hold function. 2 176. Not allow the end of day balance to 2 be calculated if there is a sale currently on hold. 177. Have the ability to create hot-keys 2 buttons on the touch panel, and edit current buttons according to set access levels. 178. Have the ability to issue, track and 2 receipt gift vouchers.

No. Question Level Compliance Response 179. Have the ability to provide refunds, 1 with dollar limits set per user. 180. Have the ability to provide refunds as 1 the same transaction type. 181. Not allow transactions to be 1 backdated. 182. Have the ability to clear all Sales on 2 Hold at the end of the day. 183. Have the ability to identify multiple 1 users per POS. 184. Have security that requires a code 2 and comment on a no sale button. 185. Have Group Exercise with a 1 countdown of tickets facility, as they are handed out. 186. Have Group Exercise that will allow a 1 start time to be set before tickets can be handed out. 187. Be able to operate on a stand-alone 2 Provide an basis in case of loss of overview Communications to central database. 188. Be able to automatically link to 1 Provide an EFTPOS, including Credit Cards and overview Debit Cards (Integrated EFTPOS) 189. Utilise the existing Touch Screen 1 Provide an technology utilised on-site. If not overview compatible, replacement technology and pricing should be detailed in Schedule 5.4.3 Hardware Supply and Installation.

3.14.2 POS Reporting The proposed system will have the ability at a minimum to produce the following POS reports:

No. Question Level Compliance Response 190. Daily Cash Balancing Report. 1 191. GL Summary and Detail Report. 1 192. Customer Adjustments Report. 1 193. Payments status Report for 1 dishonoured payments. 194. Refunds Processed Report. 1 195. Journal Entries Report. 1 196. Voided (No Sale) Transactions 1 Report with comments. 197. Will have POS reports which can be 1 run at any time include: sales figures for every product or service daily, monthly yearly, end of day, end of

shift 198. Cash Variance Report. 1 199. Tenderers should include a full list of 1 Detailed the POS reports that are currently Response available within the proposed solution Required and provide sample reports.

3.14.3 Merchandise / Stock Module The Merchandise / Stock module will: No. Question Level Compliance Response 200. Have inventory control including 1 Provide an reorder points, numbers in stock, Overview discount administration, back ordering and profit analysis. (Robust inventory management) 201. Allow the recording of supplier 1 information. 202. Have the ability to enter all stock 1 received and delivery information. 203. Have the ability to conduct a stock 1 Provide an take which automatically updates Overview stock numbers on the system. 204. Have the ability to make old stock 1 items inactive. 205. Issue low stock level warnings. 2 206. Enable barcode scanning for retail 1 sales through the POS module utilising the current equipment at the Principal’s sites. If not compatible replacement technology and pricing should be detailed in Schedule 5.4.3 Hardware Supply and Installation 207. Compatible with a portable scanner 2 that can be used for stocktaking and either uploaded live or in bulk at the end of the stock take

3.14.4 Merchandise / Stock Control Reporting The proposed system will have the ability at a minimum to produce the following Merchandise / Stock Control reports.

No. Question Level Compliance Response 208. Sales figures for every product or 1 service daily, monthly, yearly. 209. Stock reorder. 1 210. Current stock levels. 1 211. Variance between current stock 1 levels and previous stock take. 34 COMPLETE AND RETURN THIS SECTION

212. Tenderers should include a full list of 1 Detailed the POS reports that are currently Response available within the proposed solution Required and provide sample reports.

3.14.5 Bookings Module The bookings module at the Recreation Centre’s will be used for the management of room hire, lane and pool hire, birthday party bookings, facility leases and invoicing, as well as the management of internal facility bookings such as group fitness classes. It should also be linked to the swim school, for booking space produced in the booking of swim lessons.

The bookings module for the Recreation Services Department will allow officers to book community halls and sports facilities within the network for regular and casual users. It should enable individual elements within each facility to be booked, i.e. pavilions, sports grounds, cricket nets etc. The system shall provide ability to receipt bond monies into a separately identifiable GL (bank) account. End of day reports and financial exports shall separately identify receipt of bond and booking monies.

The Bookings module will: No. Question Level Compliance Response 213. Easy to navigate booking system that 1 requires minimal staff training 214. The proposed solution must have a 1 Provide an central calendar to enable flagging of Overview weekends, public holidays and so on. The central calendar function must be available at module level. Tenderers are required to detail any known limitation. 215. Ability to easily add optional extra’s 1 to bookings, for example stage hire, dance floor, after hours tariff etc. 216. Ability to record attendance numbers 1 for bookings. This will need to be manually entered and adjusted by staff on the day of the booking 217. Ability for payments to be made by 1 Provide an charging a specific fee for the facility, Overview by the number of attendees or a combination of both. For example: A school swimming carnival may have a set fee of $700 for the pool hire and then an additional fee of $2.70 per student in attendance on the day. (Please note that these fees are reviewed annually) 218. Allow recurring bookings that can be 1 rolled forward for any nominated period in a tentative format

No. Question Level Compliance Response 219. Allow bookings to be printed / 1 emailed 220. Ability to define which facilities 1 Provide an customers can view availability and Overview what time frame into the future 221. Ability to manage availability of 2 Provide an equipment selected for bookings. For Overview example: City of Bayswater has only one stage available at The RISE, when this is booked for one event, it is not available for other bookings 222. Ability to have a checklist available 2 for post function to assess eligibility of security bond. For example, a staff member could walk around the room with a mobile device and record cleanliness of room and return of equipment 223. Have the ability to view venues, 1 sports facilities, rooms and lanes availability at one time using linking of resources 224. Allow Bookings to be made for varied 1 time blocks 225. Allow bookings to be attached to 1 Detailed member contact details, account Response holders or casual users and all required information is stored in central database 226. Have bookings differentiated for 2 booking types e.g. Casual, regular, organisation, internal. 227. Allow linking of security bond 1 payments to either a specific booking or a customer account encompassing all their bookings with receipt of bond monies to a separately identifiable GL account 228. Allow to receive part payments for 1 bookings 229. Have the ability to archive/complete 2 old bookings 230. Have the ability to create 1 invoices/contracts and statements with attached notes from the booking 231. Have the ability to put notes in an 1 Provide an account to be viewed at POS overview 232. Have online enquiries and payments 1

No. Question Level Compliance Response 233. Have the ability for sales staff to book 1 new members into an assessment with an instructor 234. Allow all bookings to be viewed live 1 at different POS stations at various sites

3.14.6 Bookings Module Reporting No. Question Level Compliance Response 235. Occupancy of resources by time/day 1 236. Deposit and full payments 1 237. Tenderers should include a full list of 1 Detailed the Bookings module reports that are Response currently available within the Required proposed solution and provide sample reports.

3.14.7 Programs Module – Swim School The Swim School module should manage all of the bookings, rosters and payments for the swim school. The set should allow for the creation of a range of class levels with age and skills based requirements, as well as provide for cancellations, waiting lists, credit applications. Staff should be able to search for and find class availability simply and efficiently.

Each swimming term should be able to be copied over either with or without students enrolled, carrying over a certain amount of information as required.

Direct debit options for swim school participants should be a feature of this module. The Programs Module – Swim School will have: No. Question Level Compliance Response 238. The ability to delete classes 1 239. The ability to do a customised course 1 search including level, day, time and number of vacancy 240. The ability for batch rollover of 1 courses 241. A calendar function which can 2 Provide an exclude nominated Public Holidays overview and facility closures from batch rollovers and fee allocation. 242. The ability to have waiting lists for 1 each activity 243. A reoccurring class to be set i.e. 1 Start and finish date, number of weeks 244. The ability to allow courses to charge 1 multiple class fees, allow effective dates to be set, and allow pro-rata

No. Question Level Compliance Response 245. A swim school report that includes % 1 re enrolment and enrolment statistics across periods 246. The ability to debit monthly and term 1 member payments 247. The ability to print Swim School 2 Certificates 248. The ability to track past and current 1 skills acquisitions relating to each course level 249. The capacity to track and deduct 1 credits in accordance with the centre policy 250. The ability to display enrolments by 1 class 251. The ability to produce swim school 1 membership cards 252. The ability to display financial status 2 of class participants e.g. Paid / Unpaid 253. The ability to utilise existing student 1 information for re enrolment 254. A customer rewards facility 2 255. The ability to Manage Class waiting 1 lists 256. The ability to print Swim school 1 classes with current skills 257. The ability to merge / export class 1 Provide an member details into other products, overview such as: Word, Excel, CSV, PDF and TXT 258. The ability to store relevant Medical 2 Details of students, and indication on a class list that information is available for this participant 259. The ability to refund with 1 authorisation and reason field/notation 260. The ability to customise confirmation 1 and invoices for bookings and automatically send via email. 261. The ability to display family booking 2 summary. 262. The ability to be linked with the 2 facility bookings and Swim School/programs module. 263. The ability to allow a class to be held 1 Provide an from sale to others while the overview transaction is taking place. 38 COMPLETE AND RETURN THIS SECTION

No. Question Level Compliance Response 264. Mobile device (eg. Tablet) 1 functionality to alter class and enrolment details remotely. 265. Ability to recognise an additional 2 child from the one family and automatically provide a discount.

3.14.8 Membership Module The membership module manages the sale, transfer, upgrade, suspension, cancellation and payments for all memberships within the Recreation Centre’s. It will allow for the development of a variety of membership types, terms and prices to suit the different user demands.

The membership module will:

No. Question Level Compliance Response 266. Allow the recording of basic 1 demographic details, emergency contacts, contact details, and photo ID. 267. Allow the recording of membership 1 details such as expiry dates, payments and suspensions 268. Allow the recording of members visits 1 to each Centre 269. Have the facility to display members 3 messages upon entry 270. Have the ability to track advertising 2 effectiveness e.g. link promotional codes to a membership 271. Record membership histories for 1 retention analysis 272. Allow any workstation to maintain 1 details about members 273. Allow access to members details via 1 entry of member number, surname 274. Track facilities used by each member 2 - e.g. Which centres, classes, group exercises 275. Have the ability to track members' 3 purchases in facility stores and kiosks. Ability to then link this to a member rewards program 276. Have the ability to suspend a 1 member for a specific date driven period. 277. Have the ability to set minimum and 1 maximum suspension periods

No. Question Level Compliance Response 278. Have the ability to differentiate 2 between members who have a fixed term membership expiry date and direct debit members who have requested that their member cease on a particular date 279. Have the ability to exclude members 2 on suspension from non-usage reports 280. Have the ability to set up automatic 1 reactivation for members coming out of suspension 281. Have the ability to keep members 2 who up/downgrade active as opposed to cancelling their current membership and starting a new membership. 282. Have the ability to utilise existing 1 Provide an membership details when setting up overview class enrolments, venue bookings or adding family members to the membership 283. Have the ability to stop a members 1 access to the facility for any reason 284. Have the ability to automatically 1 calculate pro rata and first monthly fees for new members. 285. Have the ability to automatically 1 calculate suspension fees. 286. Allow access to the following Centres 1 Provide an (Waves, The RISE and Maylands overview Waterland) using the same membership card. 287. Be capable of recording 2 staff/customer communications 288. Ability to merge member accounts 1 289. Ability for members to read and 1 acknowledge terms and conditions on screen when joining to allow for paperless system 290. Ability to email Receipts, 1 membership contract terms and conditions to client automatically upon joining

3.14.9 Membership Reporting The proposed system will, as a minimum, be able to produce the following membership reports.

No. Question Level Compliance Response 291. Centre usage by date/time 1 292. Members expiring in a given period 1 293. Non attendance 1 294. Demographic details 1 295. Retention analysis 1 296. Outstanding payments 1 297. Members in suspension for a given 1 period 298. New members 1 299. Total Membership by Type, Term 1 and Fee. 300. Tenderers should include a full list 1 Detailed of the Membership reports that are response currently available within the required proposed solution and provide sample reports.

3.14.10 Member Health and Fitness Modules The Recreation Centres do not currently utilise any exercise software to manage the health profiling and fitness programming of its members or to manage the personal training and gym attendance bookings for assessments.

This section requests information from Tenderers on their ability to offer products/modules to support this function.

The Member Health and Fitness modules should:

No. Question Level Compliance Response 301. Allow for recording of detailed 2 Provide an member health records and Overview assessment details. 302. Have the ability to print both basic 2 Provide an and detailed reports with fitness Overview test details. 303. Have the ability to link with 2 Provide an Membership and membership Overview retention module. 304. Have the ability to print members 2 Provide an workouts with instructional Overview pictures where required. 305. Have the ability to record 2 Provide an members workouts. Overview 306. Have Goal setting and tracking. 2 Provide an Overview 307. Web based member access. 2 Provide an Overview 308. Ability for staff to build a database 2 Provide an of exercises to be selected when Overview building and printing member workouts.

3.14.11 Member Retention Module The Member Retention module will: No. Question Level Compliance Response 309. Have automated and scheduled 1 Provide an communications with member’s Overview e.g.4 weeks after joining, a member will receive a message via their default means of communication email and / or SMS. 310. Allow automatic and scheduled 1 communications with predetermined messages. e.g. monthly messages about the facility 311. Have a members benefit and 2 rewards program 312. Have automated appointment 1 reminders 313. Have automated low and non- 2 attendance report for staff follow up

3.14.12 Additional Bookings Modules This section requests information from Tenderers on their ability to provide booking modules for the listed business areas: No. Question Level Compliance Response 314. Crèche bookings. 2 Provide an Overview 315. Personal Training bookings – 1 Provide an Scheduling of staff appointments Overview for health consultations and personal training. 316. Personal training is available to be 2 Provide an purchased in bulk, ideally Overview customers will be able to purchase in bulk online, book sessions online and the system should automatically manage their number of visits. 317. Fixture and Competition 2 Provide an scheduling. Overview

3.14.13 Reporting General The reports listed in the table below are in addition to the reports listed in the individual sections of this document.

No. Question Level Compliance Response 318. The proposed system will have 1 the ability to write custom reports if standard reports cannot produce the required outcome 319. The successful Tenderer will be 1 required to provide samples and a list of standard/built-in reports 320. The proposed system will have 1 the ability to produce reports for postcode analysis 321. The proposed system will be 1 capable of generating reports to conduct mail outs - mail and email 322. The proposed system will be able 1 to perform a bulk report of soon to expire credit cards 323. The proposed system will allow 1 the user updating of organisation logo and contact details on every report 324. The proposed system will provide 1 Statistics income from each resource day/month/year 325. The proposed system will have 1 the ability to run a report to check for expired credit cards prior to executing direct debit run. 326. The proposed system will have 1 the ability to produce classes reports that include: - Printout of day participants with class, time, facility, and instructor - Generation of mail merge lists for each activity - Waiting list reports - Attendance analysis listing members attending which classes - Vacancy lists - Class list with skills and class dates - Deposit and Full payments 327. The proposed system will have 1 the ability to allow the Swim School module to generate a report of Non Attendees by class and day 328. The proposed system will have 2 the ability to view members who are inactive with personal training 329. The proposed system will have 2 the ability to view only members who have personal training

No. Question Level Compliance Response 330. The proposed system will have 2 the ability to view members who are running low on personal training sessions 331. The proposed system will report 1 which members attend a certain group Exercise Class 332. The proposed system will provide 1 a mail merge of client contact details for non-rolled over enrolments

3.14.14 Web-Based Interface No. Question Level Compliance Response 333. The Web Based interface will have 1 Provide an the ability to conduct online Overview bookings for selected facilities. Terms and conditions will need to be provided to the customer through that process. Some facilities will be approved automatically when booked; others will need to be approved by staff after submitting a booking request. 334. The Principal currently uses the 1 Provide an Verdi Content Management Overview System (CMS) as their public facing website, the system must be able to be configured into this environment 335. The Web Based interface will 1 Provide an allow new members to join and Overview pay online (facility memberships) 336. The Web Based interface will 1 provide for online enrolment and re-enrolment for swim-school customers into programs 337. The Web Based interface will 2 Provide an allow members to view and update Overview their membership information 338. The Web Based interface will 2 Provide an allow online payments for swim Overview school, bookings and memberships. 339. The Web Based interface will 2 Provide an allow access to bookings and Overview swim school module to view current bookings 340. The Web Based interface will 1 Provide an allow web based access to Overview facilities bookings including the ability to view the availability of venues, rooms or lap lanes at

specific times. Some facilities will be approved automatically when booked; others will need to be approved by staff after submitting a booking request. 341. The Web Based interface will 1 Provide an allow terms and conditions to be Overview provided to the customer through an online booking process (where applicable) 342. The Web Based interface will 2 Provide an allow web based access for Overview members to sign up for consultation appointments and personal training 343. The Web Based interface will 2 Provide an allow nominated personal trainers Overview and consultants to log in while off site to change their specific appointments 344. The Web Based interface will have 2 Provide an the ability to join mailing lists from Overview the website 345. Please provide details on existing 2 Detailed clients within Australia (Western Response Australia) using this web Required functionality (Name, Company, Contact details), and the manner in which payments are occurring and relevant compliance (PCI). 346. The Web Based interface will have 1 Detailed the ability to perform direct debit Response and online payments with Required seamless integration.

3.14.15 Accounts Receivable The Account Receivable module will: No. Question Level Compliance Response 347. Provide a debtors systems built 1 Detailed into the software (that can handle Response two debtors control accounts). Required 348. Have the ability to automatically 3 debit member bank details. 349. Have the ability to link to a direct 3 debit company. 350. Have the ability to have instalment 3 payment plan. 351. Have the ability to raise / generate 1 invoices for all modules of the system. 352. Have the ability to generate 1 unique receipt number for each payment.

353. Have the ability to provide 2 flexibility in the frequency of direct debit schedule, e.g. Fortnightly, monthly. 354. Allow the Charter of Accounts GL 1 codes, capable 8 to 14 alphanumeric characters e.g. 000000.0000.0000. 355. Allow the Charter of Accounts GL 1 codes, to record a status i.e. Taxable/non-taxable, active/inactive. 356. Allow the Charter of Accounts GL 1 codes, to be exchanged to and from the Financial System. 357. Be capable of billing multiple 1 debtors for a single organisation e.g. Workcover. 358. Ability to generate and email/print 1 invoices in bulk as required ie Monthly.

3.14.16 Accounts Receivable Reporting The proposed system will have the ability at a minimum to produce the following Accounts Receivable reports.

No. Question Level Compliance Response 359. Aged Debtors Report with ability to 1 group by elements (ie. Site location, responsibility, debtor types) 360. Debtors Outstanding Report \ 1 Individual debtors statements. 361. Detail which A/R reports can’t be 1 printed retrospectively (ie specifying retrospective dates as report parameters).

3.14.17 SMS and Email Integration The SMS and Email Integration module will: No. Question Level Compliance Response 362. Allow the sending of bulk SMS and 1 Detailed / or Email messages to the Response following: Required  All Members; or selected  Swim School Participants; and  Class Participants. 363. Have the ability for messaging 1 members in the classes module (e.g. if teacher is ill). 364. Have the ability to schedule SMS 2 and email communications

independently. 365. Have the ability to send bulk 1 email/SMS reminders for swim- school re-enrolments. 366. Allow the identification of a default 1 contact method for each member. 367. Support the use of different SMS 2 providers. 368. If a single SMS provider is 2 Detailed integrated with the software, Response please provide the name and Required details of that provider, and whether this would require a separate contract to be entered into. 369. Please provide details on existing 2 Detailed clients within Australia (Western Response Australia) using the SMS Required functionality (Name, Company, Contact details).

3.14.18 Self Service Kiosks The Tenderer should indicate the ability of their software to accommodate a kiosk style self- service terminal and the hardware and software format that this would take. Kiosks should enable members to book into classes, renew their membership and update account information.

Pricing for the purchase of kiosk hardware should be detailed in Schedule 3 RFT Pricing Document– Table 3 Hardware Supply and Installation.

Potential for casual entry sales to the facility should also be considered.

No. Question Level Compliance Response 370. Tenderers should indicate the 1 Detailed ability of their software to Response accommodate a kiosk style self- Required service terminal. Tenderers must include both hardware and software requirements for any proposed Self Service Kiosks. 371. The Kiosk must have the ability to 1 Provide an enable members to book space in Overview group fitness classes. 372. The Kiosk must have the ability to 2 Provide an enable members to renew or Overview purchase membership products. 373. The Kiosk should provide the 2 Provide an ability to sell casual entry with Overview coded receipt for turnstile access. 374. The Kiosk must have integrated 1 EFTPOS to allow for payment.

For the following questions 378 - 399, Tenderers are to respond to items listed in the table below using one of the following options:

a) Understood and Agreed; b) Other (if other is nominated please provide details); or c) See Attachment (if an attachment response is nominated the attachment must have a specific reference).

3.15 Implementation

3.15.1 Timeframes No. Question Level

375. As part of the response, Tenderers are required to submit a Draft Implementation Plan; the plan should be attached as a separate document in MS Project format (Office 2010 suite), for baseline purposes please use 1 August 2014 as the start date, with the expected completion (go- live) date 1 September 2014. 376. The implementation plan must include:  The delivery timeframe of each module;  Activities to be undertaken for each module;  Resources required (both Principal and Tenderer);  Any dependencies; and  Estimate of anticipated downtime.

3.15.2 Business Process Analysis

No. Question Response 377. Tenderers are required to detail their process and methodology for reviewing, analysing and making recommendation on adapting the Recreation Facility Management System to Principal’s current Business Processes and / or recommending improvements to Principal’s Business Process.

3.15.3 Acceptance Testing

No. Question Response 378. Tenderers are required to submit a draft Acceptance Test Plan with their proposal.

379. The Acceptance Test Plan should include the following but not be limited to: Roles and responsibilities; Acceptance test cycle; Test Criteria; Test Conditions; and Defect logging and resolution procedures.

3.15.4 Data Migration

No. Question Response 380. Tenderers must detail their Provide a detailed response methodologies for data migration where relevant. This must include their recommendation on the merging of the two (2) current databases utilised at the following sites: Bayswater Waves and Maylands Waterland (Centaman software), The RISE and Recreation Services Department (Class software) into one (1) database. 381. Data migration documentation 382. must include but not be limited to:  The methodologies to be used for each module;  Identification of any issues;  Identification of any manual input that maybe incurred by Principal staff; and  Any data cleansing that may have to be undertaken. 383. Tenderers are required to detail Provide a detailed response their experience migrating data from CLASS 384. Tenderers are required to detail Provide a detailed response their experience migrating data from Centaman 385. Tenderers are required to list the Provide a detailed response last three (3) sites that they have migrated and the applications that were migrated from. 386. Tenderers must indicate whether Provide a detailed response they or Principal staff will undertake the data migration. 387. As per Schedule 5.4.2 System Implementation and Configuration, please add what costs you believe would be involved in Data Migration given the methodologies stated above, including costs of training the administrator in the above methodologies.

3.16 Training

No. Question Response 388. Tenderers are required to provide a Provide a detailed response training schedule and costing for each proposed module, to be undertaken at an approved Principal venue as per Schedule 5.4.4 Implementation Training. 389. Training Schedules must include:  Timing;  Delivery method;  Training basis - Full training for all administrators, management, staff or module champions and “train the trainer”;  Suggested Attendees;  Maximum number of attendees per session;  Pre-requisites required;  Session duration; 390. Training schedules must detail Provide a detailed response training to the specific training groups:  System Administrators – includes 2 personnel from each site plus IT technical team  Management Team -Team Leaders, Centre Directors and coordinators 391. Tenderers Employees are required to submit details of the nominated trainer’s skills/experience.

3.16.2 Ongoing Training

No. Question Response 392. Tenderers are required to provide Provide a detailed response details for the provision of ongoing training services. Include current costing for ongoing training in Schedule 5.4.4 Implementation Training. 393. Training Service details: Provide a detailed response  Range of services available;  Training schedules for the upcoming 12 months; and  Facilities available.

3.17 Support and Maintenance

3.17.1 Innovation

No. Question Response 394. Tenderers may submit in their proposal any innovative options that may be of interest to Principal for support during the implementation phase(s) of the project and the on-going support and maintenance.

3.17.2 Post Implementation Support

No. Question Response 395. Tenderers are required to submit a proposal for support during the implementation phase of each module.

396. The proposal should discuss the:  Issue logging and tracking mechanisms;  Resolution procedures;  Response times;  Resolution times; and  Escalation procedures.  Number of staff;  Hours of operation;  After Hours support;  Remote Access Support;  Other forms of support other than telephone;  Location of their Support Desk;

3.17.3 This section has been deleted

No. Question Response 397. Deleted. No response required 398. Deleted No response required

3.17.4 Development Lifecycle

No. Question Response 399. Tenderers must submit a detailed plan of the development lifecycle for the proposed solution.

400. The plan should include but not be limited to:  A five (5) year strategic plan for future product development;  A data management lifecycle plan;  Upgrade methodology;  Support for third party integration;  Support for existing ancillary application integration; and  Details of the major milestones achieved over the previous 5 years.

If Tenderers require the Principal to sign a Confidentiality Agreement to obtain the plan they must do so before submitting a response.

4 SPECIAL CONDITIONS OF CONTRACT

4.1 Tenderer to Become Contractor Following the evaluation process, the successful Tenderer will be advised in writing of the outcome and will thereinafter be referred to as the Contractor.

4.2 Conditions of Contract The General contractual relationship will be subject to the City of Bayswater General Conditions for Minor Works (available from www.bayswater.wa.gov.au under Tenders)

4.3 Technical Standards Unless otherwise referenced, all applicable Australian and Global technical standards shall be the latest revision at the time of the project implementation.

4.4 Equipment Performance Requirements All applicable equipment shall have the capacity specified and shall perform as specified. All equipment capacities are minimum capacities for the equipment operating under the specified conditions and the ambient conditions on site.

4.5 Software licence Unless otherwise stated in the Specification, the Contractor shall: (a) grant to the Principal a perpetual, irrevocable, world-wide, non-exclusive, royalty-free licence to: (i) at the Principal's discretion, install the software without affecting any entitlement to the support services (ii) adapt and modify the software to the extent necessary to enable it to be used on the Principal's existing system; (iii) use and communicate each part of the software, and the associated documentation, in either hardcopy or softcopy (including online); and (iv) make necessary copies of the software and associated documentation, for backup and security purposes; (b) hold the source materials for the software in escrow and must either: (i) following Acceptance of the software, promptly deposit the source materials with an escrow agent approved by the Principal and on terms approved by the Principal; or (ii) if the Contractor has entered into a master escrow agreement in relation to the software, add the Principal as a party to that master escrow agreement promptly following Acceptance of the software. (c) regularly update the source materials held in escrow so that they reflect the software used by the Principal from time to time. (d) grant to the Principal a licence to make full use of the source materials to enable the Principal to derive its full benefits to receive under the terms of this Contract (including the right to modify, adapt and support the software), with effect from the date of the event that triggered release of the source materials to the Principal in accordance with the escrow agreement.

(e) The Principal agrees, except to the extent permitted by the Licence or applicable Law: (i) not to decompile, disassemble, reverse engineer or otherwise attempt to derive the software source code from object code; (ii) not to sell, rent, lease, license, sublicense, display, time share or otherwise transfer the Software to, or permit the use of the Software by, any third party; (iii) not to remove any copyright or proprietary notice from the software; and (iv) to use reasonable care and protection to prevent the unauthorised use, copying, publication or dissemination of the software, and to require its subcontractors and officers to whom the software is made available to also comply with the requirements of this clause.

4.6 Labour and Materials All labour and materials are to be provided by the Contractor, including such works and materials which would be provided in accordance with accepted trade practice or would be necessary for the satisfactory convenient, safe, efficient and correct operation of such services.

4.7 Acceptance Testing Each element of the Software and Services is subject to Acceptance by the Principal, and the Contractor must: (a) promptly notify the Principal when the Software or Services are ready for testing for Acceptance; and (b) prepare all relevant facilities specified in the Statement of Work as to be provided by the Contractor for the purposes of performing the tests for Acceptance, all in accordance with the agreed timeframes. Unless otherwise stated in the Specification, the Contractor must: (a) perform the tests for Acceptance in order to demonstrate that the Software or Services meet the Acceptance Criteria; and (b) at its own cost provide all assistance reasonably requested by the Customer for the purposes of performing the tests for Acceptance, all in accordance with the agreed timeframes.

The Principal agrees to, within ten (10) Business Days of the completion of testing for Acceptance to either accept or reject the software or services. If the Principal rejects the software or services, a list of defects or deficiencies shall be provided to the Contractor at the time of rejection, in which case the Contractor shall: (a) take all necessary steps to ensure that the Software or Services are promptly corrected; (b) give notice to the Principal when the software or services have been corrected; and

(c) allow the Principal to repeat the tests for Acceptance for all or part of the Software or Services, within ten (10) Business Days after the date of the notice or such other time as agreed between the parties in writing.

Unless otherwise agreed in writing by the parties, the Principal will not use the software or services in a production environment until Accepted.

If any part of the software or services fails the tests for Acceptance on two or more occasions, the Principal may (in addition to its other remedies) terminate the Contract immediately by giving the Contractor written notice.

4.8 Warranties and Guarantees All equipment supplied as part of the project is to be guaranteed against faulty design workmanship, materials and components for a minimum period (12 Months). The guarantee shall include labour, transport and materials to rectify any such faults on site.

4.9 Support Services Unless otherwise agreed: (a) the Support Period will commence on the Production Date and will continue until the end of the Contract Period; and (b) the Support Services must be provided to the Principal at no additional charge during the Warranty Period. During the Support Period the Contractor must provide to the Principal the Support Services during the Support Hours. Unless otherwise specifically stated in the Specification, the Support Services shall include as a minimum: (a) telephone or other electronic support to the Principal's System Administrator in order to support users in the use of the System, and to enable the System Administrator to locate and correct problems; (b) maintaining an electronic mail communication facility that will enable system associated documentation to be downloaded from the Contractor to the Principal; (c) correcting any problem in accordance with the service levels set out in the SLA; (d) promptly correcting any failure of the system associated documentation to provide adequate and correct instruction for the proper use and operation (by an appropriately qualified person) of any function or any performance or other requirement set out in the Specification, and delivering to the Principal appropriate amendments to the system associated documentation; (e) supplying any software updates as required to: (i) rectify problems; (ii) comply with statutory or regulatory changes relating to the software; and (iii) operate the software under new releases of the operating system and other system software and any other of the Principal's hardware and software configurations (including the Principal's existing systems) with which the software is designed to operate; (f) supplying all new releases, enhancements and other changes (and appropriate documentation for those new releases, enhancements and other changes) that the Contractor, at its sole discretion, makes or adds to the software and which the Contractor generally furnishes, without charge, to other licensees of the software for whom the Contractor provides support services; (g) replacing the software at no charge if the media becomes destroyed or damaged so that the software becomes unusable or defective; (h) provide any training set out in the Specification; and (i) provide any additional services set out in the Specification.

In providing the services, the Contractor must (having due regard for the security concerns inherent in remote access and control of the software) take appropriate action and maintain appropriate protocols to satisfy its obligations for the protection and security of the Principal including the Principal's client details. Without limitation the Contractor must ensure that: (j) no information on the Principal's clients is taken outside of Australia through the remote access or control of any server or other hardware or software; (k) no unauthorised attempt whatsoever is made to access or use in any way the Principal's systems; (l) direct or indirect access to the Principal's existing system is absolutely restricted to those Contractor employees who have been approved by the Customer and who have a need for such access and that access is limited to the minimum access necessary to enable the Contractor to comply with its obligations under this Contract; (m) no system information relating to the Principal or its clients is changed without the express prior written approval of the Principal; (n) any access by the Contractor to the Principal's system is only with the clear identification and recording of the individual gaining such access; and (o) any access by the Contractor to the principal's system complies with any other requirements relating to remote access set out in the Specification.

4.10 Provision of Updates and New Releases If during the Support Period the Contractor issues Updates or New releases, the Contractor shall promptly provide the Principal with the following information for any Update or New Release it may make or has made available to the Principal or any other customers from time to time: (a) the nature of the improvements and/or corrections contained in the Update or New Release; (b) any adverse effects that the Update or New Release may be expected to have on the principal's system, including any expected degradation in reliability, performance or functionality; and (c) sufficient information to enable the Principal to determine whether the Update or New Release will suit the Principal's requirements and complies with the Specification.

Unless otherwise stated in the Specification, a refusal by the Principal to install an Update or New Release does not affect its entitlement to ongoing support services.

4.11 Period of Contract and Termination The Contractor will be required to start the project by 1 August 2014 and should be in a position to go live by 1 September 2014.

4.12 Contract Variations Variation claims will only be considered only where there is a change in the Statement of Works as issued by the Project Manager.

4.13 Management of Sub-Contractors The Contractor shall be responsible for engaging and managing sub-contractors so that timeframes and outcomes are met.

The Contractor shall be the single point of contact for all sub-contractors and liaison with the Project Manager.

4.14 Record Keeping Requirements In accordance with the provisions of the State Records Act 2000, records created or collected by the Contractor in the course of contractual undertakings may be deemed a government -owned asset i.e. ownership and propriety interest of said documentation shall remain vested with the Principal in perpetuity.

The Contractor shall create, receive and maintain records in accordance with the State Records Act 2000 and Principle 6 of the Principal's Record Keeping Plan in a format that satisfies the Principal's legislative, business and accountability requirements.

The Contractor shall provide the Principal with details of and access to such records on request, and shall forward all records so deemed to the City for retention on completion of the Project.

5 TENDER SCHEDULES

Schedule 5.1 - Form of Tender

The Chief Executive Officer City of Bayswater PO Box 467 MORLEY WA 6943

In response to the Request for Tender No. 7 - 2014 for a Recreational Facility Management System (RFMS) at multiple sites:

I/We (circle):______of: ______

GST Status______ABN/ACN ______

Trading as ______

Tel: ______Email______

Agree that I am/we are bound by and will comply with the Request for Tender and the associated Schedules, Scope, Timeframes and drawing(s) and Offer to provide the requirements for the prices set out in the following Schedules 5.2 - 5.8.

My/Our Tender is valid up to ninety (90) calendar days from the date of the Tender Submission Deadline, unless extended on mutual agreement between the Principal and the Tenderer in writing. I/We agree that there shall be no cost payable by the Principal towards the preparation or submission of this Tender irrespective of its outcome.

I/We have read and agree to the City of Bayswater’s General Conditions of Tender for Consultancy Services (issued separately), the Technical Specification and the Special Conditions included in the Tender documents.

Dated this: ______day of 2014

Authorised Signatory: ______

Witness Signature: ______

Name of witness: ______

Position: ______

Schedule 5.2 - Capacity to Tender Are you tendering jointly or in association with another person or persons? (Yes / No) If yes, provide details. ______Have you engaged, or intend to engage, another person or persons as a subcontractor in connection with the performance of the proposed Contract? (Yes / No) If yes, show details on the Schedule at Part Two. Have you or any person intending to perform the requirements of the Tender, been convicted of a criminal offence that is punishable by imprisonment or detention? (Yes /No) If yes, provide details. ______Are you submitting the Tender on behalf of a tertiary institution or statutory or Government body (including a Public Authority) (Yes / No) If yes, does your submission meet the Competitive Neutrality requirements in then Conditions of Tendering? (Yes/No) Do you have any actual, potential or perceived Conflict of Interest in relation to the performance of the proposed Contract (note: any association with a past or currently serving Councillor does not preclude you from Tendering, but must be declared) (Yes / No) If yes, give details of the conflict: ______

Schedule 5.3 - Occupational Health and Safety Checklist

I/We am/are agreeable to participating in a site safety induction if required for site visits. Yes No

Should any employees and subcontractors be required to installation and testing electrical devices, they will have appropriate and current licences to Yes No operate and details will be provided to the Principal on request.

Schedule 5.4 - Price Schedules

5.4.1 System Licensing

Part A - Local Solution Year 1 Ongoing Name/Description Purchase Support and Support and Maintenance Maintenance

$0.00 $0.00 $0.00

Part B - Hosted Solution Ongoing Cost Description Cost Support and Maintenance

$0.00 $0.00

5.4.2 System Implementation and Configuration

Fixed Price Available Y / N

Hourly Hours Total COMMENTS Rate Implementation and Configuration $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total 0 $0.00

5.4.3 Hardware Supply and Installation

Purchase Price per Unit (pre GST) Item COMMENTS 1 unit 5 units 10 units Touch Screens Cash Drawer Barcode wand/scanner RFID reader for membership scanning RFID reader for access control RFID reader for door opening RFID writer/encoder/printer Self Serve Kiosk* Receipt Printer Other components (specify)

* Please detail any annual payment plan option in the comments section

Warranty** Warranty Annual Item period Maintenance COMMENTS Months $ Touch Screens Cash Drawer 62 COMPLETE AND RETURN THIS SECTION

Barcode wand/scanner RFID reader for membership scanning RFID reader for access control RFID reader for door opening RFID writer/encoder/printer Self Serve Kiosk* Receipt Printer Other components (specify)

**It is assumed that the warranty period includes NO CHARGES. If there is a maintenance fee during the warranty period, please list the warranty as 0 months

Tenderers to recommend the modules and hours/days for each training group

Custom Standard Managers/ Coordinators: Hourl Day Daily TOTA COMMENT Hours (price for 15 y Rate s Rate L AUD S people) $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Employees: (approximately 40 - 8 per $0.0 session) 0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

System Administrators: $0.0 (price for 6 people) 0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Additional Courses/Items $0.0 (specify) 0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

5.4.5 Integration Installation and Configuration

Option B Group Option A Price COMMENTS Chargeable Daily Rate Total Total Days Technology One- Financials

ECM/Dataworks

MS Office

MS Outlook

SMS Services

Direct Debit System

Generic Integrations / Interfaces

Notes:

5.4.6 Schedule of Rates

HOURLY DESCRIPTION DAILY RATE TOTAL COMMENTS RATE

5.4.7 Other Costs (if Applicable)

DESCRIPTION QUANTITY UNIT PRICE TOTAL $0.00 $0.00 TOTAL $0.00

5.4.8 Optional Purchases (If applicable)

Support and Maintenance Implementation and Configuration Costs UNIT DESCRIPTION QUANTITY TOTAL Year 1 Ongoing COMMENTS PRICE $0.00 $0.00 $0.00 TOTAL $0.00 $0.00 $0.00

NOTE: Tenderers may include any items here that Principal may wish to consider, that have not already been specified in other tables.