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Online Forum for D20/4950 
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RFx Number Status & Type Details Date
D20/4950
Closed
Request for Tender
Issued by Victorian Workcover Authority
UNSPSC: 78130000 - Storage
opened
Thu, 28 January 2021 2:15 PM
Closed
Thu, 11 March 2021 2:00 PM
28/01/2021 15:00

Posts

Buyer Post #19 - Tenderer Question 10 This post is publicly visible

Tenderer Question 10:

What level of reconstitution is required for Scan On Demand files? Are staples, paper clips, bulldog clips etc to be re attached to documents? Are files to be rebound or placed back in folder fasteners?

WorkSafe Response:

The documents can be added back to the file without the staples, paper clips, etc. as long as they’re contained within the file cover and in the same order.

Posted on 04/03/2021 13:44 by Gareth Peter of Victorian Workcover Authority

Buyer Post #17 - Tenderer Question 9 This post is publicly visible

Tenderer Question:

Regarding ACCtion - can WorkSafe please provide samples of the txt and batch files sent between the current supplier and WorkSafe and/or their Service Provider?  We understand data may be sensitive, however we want to understand the formats/type and volume of data involved.

WorkSafe Response:

Sample files have been uploaded to the tender documents page, see zip file named ‘Tenderer Question 9 – Associated Files’.

Within these files some of the data has been changed for privacy purposes and each file has been reduced to a maximum of 5 entries.

The explanation of the function of each file is:

  • ACCtion Service Provider to Secondary Storage:
    • REGCLAIM.TXT = claims extract during the previous month
      • Claim#(someother number)employer#claimantsurname                 Employer name                (some other details)
    • REGCLCLAM.TXT = Closed claims extract during previous month
      • Claim#Date
    • REGEMPS.TXT = Employers registered during previous month
      • Employer#Employer name

 

  • Secondary Storage to ACCtion Service Provider:
    • VWASSFE.UPD23 Feb 2021.prn

Posted on 02/03/2021 13:48 by Gareth Peter of Victorian Workcover Authority

Buyer Post #16 - Tenderer Question 8 This post is publicly visible

Tenderer Question:

Page 8. Section 2.2.2

What is your transition out plan from the incumbent?

WorkSafe Response:

The Transition Out plan is Commercial in Confidence. Discussions will be held between WorkSafe and the successful tenderer in relation to any requirements from the current service provider. 

Posted on 23/02/2021 10:58 by Gareth Peter of Victorian Workcover Authority

Buyer Post #13 - Tenderer Question 7 This post is publicly visible

Tenderer Question:

Further to WorkSafe’s requirement for the supplier to capture 4-6 fields please advise where on/within the file the data is to be captured from? E.g. front cover, back cover etc.

WorkSafe Response:

The metadata is to be captured onto the front cover of the file and into the supplier’s software so that WorkSafe can retrieve this information via the supplier’s portal.

Posted on 18/02/2021 15:50 by Gareth Peter of Victorian Workcover Authority

Buyer Post #11 - Tenderer Question 6 This post is publicly visible

Question:

Request for Tender PART A - Conditions of Tender

On page 14, Part A, 10. Evaluation Criteria, (a) it mentions:

"Tenders will be evaluated against the Evaluation Criteria specified in tables 1 to 4 of section 10 of this Part A. Shortlisted Tenderers will be evaluated against Table 5 of section 10 of this Part A.

I can see Tables 1 to 4, however, I can't see Table 5.  Can you please advise where we would find Table 5 or can you please provide it.

 

WorkSafe Response:

Apologies, this is an error in the document and there is no Table 5, therefore, the following statement should be deleted:- “Shortlisted Tenderers will be evaluated against Table 5 of section 10 of this Part A”.

The Evaluation Criteria listed in tables 1 to 4 will be used to evaluate all tenderers, including those shortlisted.

Please note that during the evaluation process, WorkSafe may in its absolute discretion invite further information from one or more Tenderers to support evaluation against the Evaluation Criteria, including via the methods outlined in paragraph 11.1 to 11.4 of Part A.

Posted on 17/02/2021 16:25 by Gareth Peter of Victorian Workcover Authority

Buyer Post #9 - Tenderer Questions (Set 5) This post is publicly visible

Please find questions below and WorkSafe’s responses in Bold Italics:

1. Page 5. Section 2.1 - 

The RFT states that there are 315,547 Active Files in Open Shelf. When boxed, what is the average quantity of files per box? As files can vary in size, we estimate up to 25 files per box.

We would require this information to understand how many boxes are needed to transfer the files during transition in.  

2. Page 5. Section 2.1 - 

Are all files located in Open Shelf barcoded? Yes

3. Page 5. Section 2.1 - 

Is Open Shelf (active files) an ongoing requirement or would alternative solutions be considered? WorkSafe are happy to be provided with alternative solutions to better manage this process.

4. Page 13. Section 2.2.14 - 

What is involved in the ACCtion training sessions i.e. how many hours to complete the training per person?  It is estimated that the training would take no longer than 4 hours per person.

5. Page 13. Section 2.2.14 - 

Does WorkSafe have existing training manuals or is there a requirement to develop these? No existing manuals however, the simple process is documented.

6. Page 15. Section 3.1.3 - 

What are the lodgement volumes? Fluctuates. In the last 4 months of 2020, 40,000 claim files and 6,500 boxes were lodged.

7. Page 15. Section 3.1.3 - 

Does ACCtion have an API that could be used to transfer data electronically? ACCtion is a mainframe system. There is a current process where an update file is provided daily by the current provider and loaded into ACCtion by our service provider.

8. Page 15. Section 3.1.3 -

Does ACCtion have the facility to bulk upload data? There is a current process where an update file is provided daily by the current provider which updates the claim numbers and file location which is loaded into ACCtion by the external provider that maintains ACCtion.   On the first of each month, the external provider provides a .txt file with updates to the secondary storage provider.

Posted on 16/02/2021 09:40 by Gareth Peter of Victorian Workcover Authority

Buyer Post #8 - Tenderer Questions (Set 4) This post is publicly visible

Please find questions below and WorkSafe’s responses in Bold Italics:

  1. Could you please provide information regarding how long (hours) an operator will spend on entering this data into ACCtion? Access to ACCtion by the supplier is for enquiries only. Updates to ACCtion are made using a batch file received from our secondary storage provider by WorkSafe each business day.
  2. How long is the training for ACCtion and who will facilitate this and at what costs? Training will be provided free of cost to the provider (maximum 3 people) and would not require more than half a day to complete.
  3. If retaining is required due to staff movements is the training transferrable or do operators need to re sit the training (at what costs)? Training is not transferrable and would be provided at no charge.

Posted on 16/02/2021 09:39 by Gareth Peter of Victorian Workcover Authority

Buyer Post #7 - Tenderer Questions (Set 3) This post is publicly visible

Please find questions below and WorkSafe’s responses in Bold Italics:

  1. When lodging files/boxes please indicate what metadata is to be captured by the supplier?  If various, please indicate an average number of fields for both files and boxes. In addition to the barcode on files and boxes, there are 4 to 6 metadata fields that require capture by the secondary storage provider.
  2. Regarding the Worksafe claims system ACCtion, please detail how the supplier is to enter data into the Worksafe system, and if that data is to also be recorded in the supplier online system? Access to ACCtion by the supplier is for enquiries only. Updates to ACCtion are made using a batch file received from our secondary storage provider to WorkSafe’s ACCtion provider each business day.
  3. Please describe current process of identifying and transferring ‘inactive’ files from the open shelf to worksafe inactive boxes? Insurance claim files that have had no activity for a continuous period of 12 months are packed into boxes by the service provider and stored with inactive boxes. This process to be conducted with approval from WorkSafe.
  4. The tenderer refers to ‘inactive’ boxes within the specifications, and ‘legacy’ boxes in the pricing.  Are these the same thing? Yes
  5. Are all offsite records currently held in a single location? All WorkSafe’s paper records are currently stored in the one location. We do have some large items used as evidence that are stored at another location.

Posted on 16/02/2021 09:38 by Gareth Peter of Victorian Workcover Authority

Buyer Post #3 - Tenderer Question 2: This post is publicly visible

Tenderer Question 1

  1. Please provide the dimensions and volume for the archive boxes stored.
  2. What EDRMS do Workcover currently utilise?
  3. Are files required to be catalogued upon lodgement, or is cataloguing only required as an ad-hoc service?
  4. Please provide annual volumes for lodgements and retrieval/refiles for each site.
  5. Does Workcover require ‘Scan on Demand’ services?
  6. Under Part D (Pricing Schedule) Line 24 and 26, can you please provide clarification on the descriptions that were provided.
  7. Under Part D (Pricing Schedule)  Line 41, can you please clarify on the carton inspection fee?
  8. Please provide clarification on line 85 of the pricing schedule and advise what the required expectation is.
  9. Please confirm if the SLA presented in the Tender pack are 3 hours?
  10. Under Part B specification 3.1.2 (New Lodgement) and 3.1.3 (File Return) Please confirm if this is required for our SLA?
  11.  Please clarify what SSFE is and how it relates to the suppliers SLA?

WorkSafe Response

  1. They are various but conform to the standard sizes, i.e. Type 1, 3, etc.  There may be a requirement for non-standard items to be stored
  2. Micro Focus Content Manager 9.3
  3. Cataloguing on lodgement is a requirement as specified in the RFT
  4. We do not have this information available.
  5. Yes
  6. Active Insurer files remain stored on shelving for 12 months. After that time they become inactive and are transferred from Active File shelving to boxes which are then stored among WorkSafe’s other boxed records.
  7. Line 41 relates to Search/Inspection – Corporate Files – examination of the condition of cartons e.g. for damage or wear to determine if they require replacement
  8. Any boxes collected by the provider from a WorkSafe office, affiliate, or insurer which does not have a barcode or is indexed will require a barcode to be applied, and the contents of the box indexed prior to lodgement.
  9. SLA’s are relevant to the file type (e.g. Corporate or Claim file) and urgency of the request. The SLA’s have been adequately defined in the SLA requirements within Part C, Schedule 2, Item 3.
  10. SLA’s are relevant to the file type (e.g. Corporate or Claim file) and urgency of the request. The SLA’s have been adequately defined in the SLA requirements within Part C, Schedule 2, Item 3.
  11. SSFE is a section on the WorkSafe Claims system which is required to be updated by the provider. This update is to be applied within the SLA specified in the tender documentation.

Posted on 05/02/2021 12:04 by Gareth Peter of Victorian Workcover Authority

Buyer Post #1 - Tenderer Question 1 This post is publicly visible

Tenderer Question 1:

We are in the process of applying for APROSS approval. Are we eligible to participate in the tender?

Answer 1:

The RFT includes the mandatory evaluation criteria:

‘The Tenderer is an Approved Public Records Office Storage Supplier (APROSS) and an approved APROSS facility/facilities are proposed for delivery of this service’

To demonstrate compliance with the above criteria, tenderers must provide evidence that their designated facility/facilities has/have been certified as an APROSS. If an application for APROSS is in progress, WorkSafe would require this to be complete and certification in place by the tender closure date, to allow WorkSafe to verify this during tender evaluation.

Posted on 01/02/2021 11:40 by Gareth Peter of Victorian Workcover Authority