The Supplier will assist the Department with the scoping and architecture design for the development of a proposed new CTLS. The Supplier will provide specialist expertise support services to assist the Department to develop, design and sustain the new CTLS. The Supplier will be required to develop supporting documentation for a future approach to market for a new and improved CTLS.

The eventual final system / solution will be managed and operated on an ongoing basis by the Maritime and Shipping Branch within the Department.

The Supplier will undertake scoping, design and planning to determine the required elements of the new CTLS, as well as provide cost estimates for the CTLS system build. Further, the supplier will support the development of relevant documentation for the department to provide to government for potential investment consideration. We anticipate that this contract will begin in February 2025 and be completed by June 2025.

We propose that the work will involve four stages. However, the Department will accept advice on other suitable approaches to completing the work.

• Stage one: Project planning – After an initial project briefing with relevant parties, the Supplier to propose a project plan for completion of the work, outlining key milestones for the project and delivery dates. This is to be approved by the Department and should be completed within 10 Business Days of the contract being awarded.
• Stage two: Stakeholder meetings – these will help to identify key requirements for the new CTLS. Meetings may need to involve internal and external stakeholders including those involved in managing the Department’s ICT systems, the Maritime Single Window project team, system users and CTLS administrative staff. Meetings should aim to clarify user interface requirements and options, cyber security, potential reuse options, and integration with the Maritime Single Window.
• Stage three: Design and indicative costings – we anticipate design/architecture drafting to be an iterative process. A finalised recommended system architecture should be completed by mid-May 2025.
• Stage four: Preparing documentation for an approach to market – including updates to address any matters raised by the Digital Transformation Agency in the ICT Investment Approval Process (from May to June 2025).

To clarify, undertaking these Services does not guarantee the Supplier any right of access or place any obligation on the Department to grant any future contract to the Supplier for the build phase of this work.

Any future phases of work involving system construction will be sourced through a separate process and may, at the discretion of the entity/Department, be undertaken by a separate entity.

Supplier Expertise

The Department is seeking submissions from suitably qualified organisations with experience in Government ICT Project development, ICT system scoping and design, and stakeholder engagement. Additional expertise in transport reporting/compliance systems, or other forms of industry reporting and compliance, would be highly regarded.

To assist Suppliers in responding to this RFQ, the Department anticipates that the new CTLS should include the following features:

1. Allow for the automation of requesting, granting and varying licences to reduce the administrative burden of lodging applications/processing and decision-making.
2. Enable the reuse of information by the Government where possible aligned with existing standards and expectations, including being able to be integrated, likely through the development of an API, with the Maritime Single Window when that system has been developed.
3. Adaptable form design to account for any future amendments to the coastal trading licensing regime and integration with the Department’s records workspace systems. This includes a requirement for forms to meet web content accessibility guidelines and standards.
4. Authorised user/delegate permissions and logs, including application processing and audit purposes.
5. Applicants will be able to make payments of prescribed fees and for refunds to be issued if needed. These payments must be able to be reconciled.
6. Reporting functions, including minimising the use of free text and the use of consistent definitions for improved reporting.
7. A capacity for manual intervention for business continuity purposes.

Estimated start date: Tuesday, 11 March 2025

Initial contract duration: until 30 June 2025

Extension term: 1 month

Number of extensions: 4

Working arrangements: Remote

Remote – at the Supplier’s premises. Some in person meetings / workshops may be required and can be held at the Department’s offices in Canberra, by arrangement. Budget for travel may be included in the Supplier proposal, if necessary. The Department permits remote work for this project. However, project resources must ensure they are readily available to support the business area as required. Onsite presence may be necessary for specific activities, such as demonstrations and presentations to

Industry briefing: Suppliers will have the opportunity to submit questions through the procurement portal. Responses will be published online promptly and available for all potential suppliers to review. This is considered to be sufficient given tight timeframes.