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A2E TIMS Tender Ref: CCoAAWIP
AAE Industry Code: C
PTC Application Code: Co
PTA Project Type: Expressions of Interest [EOI]
PTD Short Description: Integrated Electronic Data Management System
AAC Short Organisation Name: Vic - Sth Grampians Council 
PTW Tender Web Address: Link to Tender
PTS Submission Conditions: 
PDP Tender Published Date: Sat 02 Sep '06
PPC Tender Date Code: AWI2
PTT Tender Schedule: Timetable of tender process: 
PDQ Tender Questions Date: 
PDR Questions Response Date: 
PDC Submission Closing Date: Mon 25 Sep '06
PDT Submission Closing Time (Local): 14:00
TGB Council Reference No: EOI No. 681/06
PFI Further Information: Attachments No: 1
  A) pdf 48 Kb: EOI Document 
PTE Description Details:
INTEGRATED ELECTRONIC DATA MANAGEMENT SYSTEM
Expressions of Interest are invited for the supply and delivery of an integrated 
electronic data management system
1	INTRODUCTION
This expression of interest invites suitably qualified and experienced businesses
to register interest in the supply and installation of an Electronic Document
Management System (EDMS) which is proposed to be implemented by February 2007.
2	PURPOSE
The purpose of this Expression of Interest is to identify potential Tenderers.
3	BACKGROUND
The Southern Grampians Shire Council initiated an Information Management Strategic Plan
in 2002.
The Strategic vision for the Council is:
A	Maximise operational efficiency through the effective use of technology; and
B	Utilise new technology as it becomes commercially viable, so as to improve
	services to residents.
Information Management is accepted as a key element in providing best value customer
service, managing relationships with customers and keeping the community informed and in
touch with Council.
Council is working towards the vision that all information is reliable, relevant, 
integrated and accessible.
One of the key objectives of the Information Management Strategic Plan is to implement a
corporate EDMS.
In implementing an EDMS, Southern Grampians Shire Council will be able to move forward
from current systems of document management with certain inefficiencies including:
a	Person, group and public drives and folders instead of subject based files,
b	Keyfile Records Management System which is now redundant
c	Personal and Group email which is not captured into the subject based files,
d	Hardcopy Registers and Systems which are laborious and not "interconnected" or
	"networked".
4	OBJECTIVES
A key goal of the information management strategy is to implement current technology 
that facilitates enterprise-wide capture, access and sharing of corporate information.
Implementing a new EDMS marks a pivotal point in Council moving towards consistent
capture, access and sharing of corporate information and knowledge.
Moving from a hybrid system of paper based records combined with a records management
system (which is no longer functional) to an electronic system, Council requires an EDMS
which also integrates with Councilís existing core applications:
1	AusSoft applications - including Latitude Geographical Information System,
2	Merit Customer Request Management System, and
3	Microsoft Office applications, including Outlook Email.
Broadly, Council wishes for the EDMS to achieve the following:
A	Provide a centralised repository for storing, recording, access and management 
	of corporate information
B	To improve information flow and capture of metadata
C	To enhance the efficiency, effectiveness and accountability of council through
	imaging and workflow technologies
D	To integrate core council systems, and improve response time and effectiveness 
	in responding to customer requests
E	To meet the statutory obligations under the
	1	Information Privacy Act 2000 (Vic)
	2	Freedom Of Information Act 1982 (Vic)
	3	Public Records Act 1973 (Vic)
G	To reduce the use of hard copy/printed formats.
5	SCOPE
The Expression of Interest should include information in relation to the following 
components:
a	Software Functions & Capabilities
b	Provision and installation of EDMS software (Microsoft SQL server 2000 database)
c	Capabilities and functionality of the application(s)
d	Detailed delivery options to remote Council sites
e	Interfacing/Integration into current and future Core Council applications
	1	Merit Customer Request System, 
	2	AusSoft applications including Latitude,
	3	Microsoft Office Applications - refer Appendix A) Data Management
f	Migration of data from Keyfile Records Management System to the new system.
g	Testing of software to Councilís satisfaction.
h	Support & Training
i	Detailed information regarding support services and facilities to be provided.
j	Provision of after sales support
k	Provision of comprehensive user and administration documentation
l	Provision of user training (both for administrators and end users)

APPENDIX A - KEY APPLICATION SYSTEMS

Councilís core business application systems are itemised in the following table:

A	APPLICATION 				DESCRIPTION

A	Office Productivity 			Microsoft Office 2000 & 2003 SP2

B	Email 				Server: Microsoft Exchange 2003
					Client: Microsoft Office Outlook 2000 & 2003

C	Internet 				Server: NetIQ (Marshal) WebMarshal
					Client: Microsoft Internet Explorer 6 SP1

D	Corporate databases 			MS Sql Server 2000
						Microsoft Access

E	Anti Virus 				eTrust InoculateIT 6 / McAffee

F	Corporate Enterprise system 		Aussoft Community

G	Geographic Information System 		Aussoft Latitude v10

H	Reporting Tool 			Crystal Reports 8.5 / 10

Td
TGA The Tender Box: The Tender Box
TGB Council Reference No: EOI No. 681/06
TGC Tender Addressee: 
TGD Position: 
TGE Department: 
TGF Organisation: Vic - Southern Grampians Shire Council 
TBA Room/Suite: Foyer
TBB Floor: 
TBC Building: Civic Centre
TBD Street Number: 111
TBE Street: Brown Street
TBF Suburb: HAMILTON
TBG State: Vic
TBH Post code: 3300
TBI Country: Australia
TMW Map for Location: 
TFI Further Information: 

Tf
BRA Briefing Session Date: 
BRB Briefing Session Time:  
BRC Compulsory Attendance Y/N: 
BDR Briefing Registration Date: 
BTR Briefing Registration Time:  
BRO Number of Attendees: 
BRE E-mail Address: 
BRF Briefing Contact Officer - Preferred: 
BRG Briefing Contact Officer - Family: 
BRH Business Title: 
BRI Department: 
BRJ Tel Area Code: {61}(3)
BRK Tel Number: 
BRL Fax Area Code: {61}(3)
BRM Fax Number: 
BRN Mobile: 

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BSA Room/Suite: 
BSB Floor: 
BSC Building: 
BSD Street Number: 
BSE Street: 
BSF Suburb: 
BSG State: 
BSH Post code: 
BSI Country: Australia
BMW Map for Location: 
BFI Further Information: 

Tb
AAB Organisation: Vic - Southern Grampians Shire Council 
ABA Room/Suite: 
ABB Floor: 
ABC Building:Civic Centre
ABD Street Number: 111
ABE Street: Brown Street
ABF Suburb: HAMILTON
ABG State: VIC
ABH Post code: 3300
ABI Country: Australia
ABJ Inquiry E-mail Address: 
ABW Council Web Address: www.sthgrampians.vic.gov.au/
AMW Map for Location: 
AFI Further Information: 

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ADC Tel Area Code: {61}(3)
ADD Telephone No: 5573 0444 
ADE Free Phone: 
ADF Fax Area Code: {61}(3)
ADG Fax Number: 5572 2910
ADH Free Fax: 
ADJ Lodgment E-mail Address: 
ADW Lodgment Web Address: Tender Lodgment Web Link
AMW Map: 
GFI Further Information: 

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ACA PO Box: Locked Bag 685
ACB Post Office: 
ACC Suburb: HAMILTON
ACD State: Vic
ACE Post code: 3300
ACF Country: Australia
ACJ Council E-mail Address format: E-mail Link
ACW Contacts Web Address: Contacts Web Link
CFI Further Information:

PG1
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PDE E-mail Address: suebergang@sthgrampians.vic.gov.au
PDF Documentation Officer - Preferred: Sonya
PDG Documentation Officer - Family: UEBERGANG 
PDH Business Title: 
PDI Department: 
PDJ Tel Area Code: {61}(3)
PDK Tel Number: 5573 0403
PDL Fax Area Code: {61}(3)
PDM Fax Number: 
PDN Mobile: 
PDW Web Address: Tender Attachments
PEW Web Address: Standard Tender Documents
PLW Legislation referred to in this tender may include: 
A	HEALTH
h	Health Services (Governance) Act 2000 (Vic)
g	Health Legislation (Further Amendment) Act 2003 (Vic)
f	Health Legislation (Amendment) Act 2003 (Vic)
e	Health Services (Amendment) Act 2001 (Vic)
d	Health Services (Amendment) Act 1998 (Vic)
c	Health Services (Amendment) Act 1997 (Vic)
b	Health Services Act 1988 (Vic)
a	Health Act 1958 (Vic)
B	ELECTRICITY
d	Electricity Industry (Wind Energy Development) Act 2004 (Vic)
c	Electricity Industry Act 2000 (Vic)
b	Electricity Safety Act 1998 (Vic)
a	Electricity Industry (Residual Provisions) Act 1993 (Vic)
1	The Energy and Water Ombudsman (Victoria) (EWOV) - supposed to provide online copy of "Energy Retail Code" 
C	LOCAL GOVERNMENT
d	State Concessions Act 2004 (Vic)
c	Road Management Act 2004 (Vic)
b	Victoria State Local Government Act 1989 (Vic)
a	Municipalities Assistance Act 1973 (Vic)
D	CHILD PROTECTION LEGISLATION
d	Child Wellbeing and Safety Act 2005 (Vic)
c	Child Employment Act 2003 (Vic)
b	Children's Services Act 1996 (Vic)
a	Children's and Young Persons Act 1989 (Vic)
E	ADMINISTRATION
c	Information Privacy Act 2000 (Vic)
b	Freedom Of Information Act 1982 (Vic)
a	Public Records Act 1973 (Vic)
EFI Further Information: Attachments No: 1
  A) pdf 48 Kb: EOI Document 

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PME E-mail Address: 
PMF Project Manager - Preferred: 
PMG Project Manager - Family: 
PMH Business Title: 
PMI Department: 
PMJ Tel Area Code: {61}(3)
PMK Tel Number: 
PML Fax Area Code: {61}(3)
PMM Fax Number: 
PMN Mobile: 
MFI Further Information: 

Tj
PCE E-mail Address: bjohnson@sthgrampians.vic.gov.au
PCF Contact - Preferred: Belinda
PCG Contact - Family: JOHNSON
PCH Business Title: 
PCI Department: 
PCJ Tel Area Code: {61}(3)
PCK Tel Number: 5573 0402
PCL Fax Area Code: {61}(3)
PCM Fax Number: 
PCN Mobile: 
NFI Further Information: 

Tk
AAB Organisation: Vic - Southern Grampians Shire Council 
LCA Room/Suite: 
LCB Floor: 
LCC Building: Civic Centre
LCD Street Number: 111
LCE Street: Brown Street
LCF Suburb: HAMILTON
LCG State: VIC
LCH Post code: 3300
LCI Country: Australia
LMW Map for Location: 
DFI Further Information: 


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