Community, Recreation, Leisure and Facility Management Solution - T55-18

3.1 OBJECTIVES OF COUNCIL 

Council is seeking Tenders from suitably qualified and experienced Respondents for the implementation and ongoing support of a Community, Recreation, Leisure and Facility Management Solution. 

The objective is to streamline the systems, processes and data flow to create an intuitive, friendly and seamless customer experience for all of Council’s community, recreation and leisure activities. Canterbury Bankstown Council (CBC) is seeking a single solution with at least the below capabilities to replace the existing Facilities Booking and POS systems and all associated software. 

The current Facilities Booking and POS systems enable the following processing areas: 

• Payment Management - receipting of payments including all product sales and services.
• Facilities Booking - booking of CBC owned facilities, including sports grounds, parks, community halls, swimming pools, conference rooms and equipment.
• Program Management – scheduling swim school and leisure programs at CBC Pools, holiday and other activities in CBC Libraries.
• Leisure and Fitness Membership Management – manages leisure and fitness memberships.
• POS – record of transactions for accounting and finance.
• Inventory Processer – manages inventory adjustments from POS transactions.
• Customer Relationship Management – stores, manages and analyses Customer data. 

The overarching goal of a new solution is for a supportable, reliable and scalable solution to allow CBC to meet their customer facility, recreation and leisure demands for at least the next five years.

3.2 DESCRIPTION OF THE SERVICES 

CBCs requirement is to replace or introduce all the core process technology software and hardware involved in the management of the CBC facilities, leisure, aquatic and fitness programs and services. They are currently being supported by a number of IT systems in varying capacities. The systems include Qvisual, CLASS, RMS, Pathway, Outlook, Excel, SharePoint, ECM, SAP. 

CBC is expecting the chosen supplier to provide a single system, which can be configured to suit CBCs needs, migrate agreed data, test and train staff in the system functionality, and provide five years of service and maintenance. In order to comply with CBC’s change management policies, the chosen supplier is to provide a test and training environment in addition to the production environment. 

CBC will appoint a principal contractor in the instance of multiple solutions/third party products being offered. A single submission must cover all requirements and nominate the principal contractor. 

(1) Phased approach  

Phase 1 – Core Processes 

• Customer Management
• Facilities Management
• Facilities Booking
• POS Management
• POS
• Membership Management
• Membership Joining
• Program Scheduling
• Class Enrolling
• Inventory Management
• Inventory Tracking and Adjustment
• Financial Management
• Notifications – Email and SMS
• Data Migration*

* Migration of some current CBC customer data will require a collaborative approach between CBC and the successful vendor. Please ensure that all steps of this migration are allowed for within the project plan and appropriate costing allocated. Please refer to Table 1 – Migration Brief (High Level) 

Table 1 – Migration Brief (High Level) 

 Phase 2 – Customer Capability Processes 

Customer Web Portal 

Customer Web Payments – via CommWeb Internet Payment Gateway and BPoint Gateway 

Phase 3 – Out of Scope – Integration 

EDRMS interface (Microsoft SharePoint) – It is envisaged SharePoint integration will be used for retention of all documents related to facilities management. 

GIS Mapping interface (MapInfo) – This interface is to produce a view of facilities on a map and allow the customer to book a facility directly off the map. 

(2) Requirements  

(a) Requirement Type  

Each requirement has a ‘requirement type’ depicting its importance to CBC. 

• Mandatory: This requirement is a MUST have for the solution and is critical for CBC to meet their current and future needs. 
• Highly Desirable: This requirement is a nice to have and would be very beneficial for the solution to provide this. 
• Desirable: This requirement is a nice to have but of less importance that highly desirable requirements. 
• Optional: This requirement although not critical to the solution, CBC are interested to understand whether this is possible and the costs.

 (b) Compliance Statement  

Providers should use only one of these possible responses, FC, PC, NC: 

• FC: "Fully Compliant and Included in the Offer" – means that the functionality requested is available today and fulfills the requirement without deviations. An explanation, if required, to clarify your compliance should also be included. 
• PC: "Partially Compliant" – means that the functionality required is not fully supported today. It requires development to be 100% compliant. The proposed response needs to detail what is supported and which areas require development, together with timescales of availability. 
• NC: "Non Compliant" – means that the functionality requested is NOT supported today. The vendor has the option to detail if and when these requirements can be fulfilled. 

Responses are encouraged to be innovative whilst meeting the mandatory requirements. Any optional components of a proposed solution must be priced separately, to allow a direct comparison of functions and prices. 

RECREATION, LEISURE AND FACILITY MANAGEMENT FUNCTIONAL REQUIREMENTS 

Please complete the following table of requirements by filling every line in the Compliance column using FC or PC or NC. Please refer below for explanation of the codes. 

(3) Technical Requirements  

The current IT environment in CBC includes the following components: 

• Virtual Environment, Microsoft Server 2012, 2016, Desktops Windows 7, 8, 10
• Citrix Xen App 6.5 Client
• Database SQL 2008, 2012, 2014
• Microsoft Exchange 2013, 2016 -> hybrid with O365
• Internet Explorer 11
• Microsoft Office 2010, 2013, 2016, O365
• Microsoft Active Directory

Council will conduct a non-compulsory briefing for potential Tenderers to be held as follows:

Please note Council is now using APET for all electronic lodgements and lodging by NSW e-tendering will no longer be available.

If your not already registered with Apet360. We strongly recommend that you register online with Apet360 upon down loading the tender documents from e-tendering.

The URL for electronic lodgement ishttp://360providers.apetsoftware.com.au/public/bankstownprod/publicjobs.aspx

Apet users guide has been attached to our documents for lodgement.

Addenda 1