ATM ID: NAA RFT 20xx/1058

Agency: National Archives of Australia Category:

81110000 - Computer services
Close Date & Time: 15-Aug-20xx 2:00 pm (ACT Local Time)

Publish Date: 15-Jul-20xx

Location: ACT Canberra
ATM Type: Request for Tender APP
Reference: NAA20XX-1 Multi
Agency Access: No
Panel Arrangement: No
Description:

A service provider is being sought for the technical upgrade of the Archives’ website DESTINATION:
AUSTRALIA. In order to ensure the best value for money and optimal functionality (for the website and
related exhibition interactive) going forward, it is necessary for the website to be transferred from a
proprietary CMS to a commonly available CMS (including, but not limited to, an Open Source CMS).

The website will enable the National Archives of Australia to collect user contributed data about the
photographic collection featured on the site. The interface must be modern, engaging and user-
friendly, designed to meet the needs of people of all ages, and differing levels of computer and English
literacy. The website must interact successfully with an exhibition interactive via an existing API. There is
an option for hosting, maintenance and support services to be provided from contract execution until
31 December 2019.

Timeframe for Delivery: November/December 20XX with a possible extension of up to 3 years for
hosting and maintenance.

The Requirement
The National Archives of Australia (Archives) (the Customer) is responsible under the Archives Act 1983
(Cth) for the preservation and storage of Commonwealth records, including the archival resources of
the Commonwealth.

This procurement request relates to the website redevelopment and hosting and maintenance
services for website Destination: Australia. The current website is located at
https://www.destinationaustralia.gov.au

The photographs showcased on this website are part of the Immigration Photographic Archive (Series
A12111). This collection comprises more than 22,000 black-and-white and colour photographs taken by
government photographers between 1946 and 1999 to record the arrival and settlement of migrants in
Australia after World War II.
 The photographs were used in newspapers, magazines, posters, brochures and displays to promote
Australia as a prosperous welcoming nation to potential migrants and to reassure the Australian public
that new migrants would readily settle into the Australian way of life.

In 2014, Destination: Australia was upgraded to encourage users to upload their own photographs and
stories to share their migrant experience, further adding rich personal context to the Archives’
collection. These ‘Feature Stories’ are also available (via an API) in a ‘Globe’ interactive in the Archives’
exhibition A Ticket to Paradise?, which is touring nationally from April 2016 to September 2019.

Required
 Redevelopment of existing website Destination: Australia
 Software to be either open source or common-use proprietary Content Management System (CMS)
 One website prototype round, with testing and feedback
 Website testing including content review
 Final revisions
 Final testing and bug fixes
 Website handover
 Final documentation including website style guides, master templates, admin user guidelines, technical
specifications. This must be written in English with clear instructions for non-technical experts to
operate the CMS.

Optional
 External hosting and ongoing support with a service level agreement (3 years).
 Updates and post implementation changes in response to user feedback

Required deliverables
API compatibility
 The website must continue to work with the pre-existing API linking the content with an exhibition
interactive
 The administrator account to the Destination: Australia CMS must have a check box function that allows
the administrator to select which feature stories will be published through the API to the exhibition
interactive.
 The API must be able to draw all user-added content in the selected feature stories, including
photographs, through to the linked exhibition interactive.
 The website will support sourcing and storing its data from the Archives’ API, according to API calls
provided by the Archives, to ensure valid, up to date data is displayed on the website.
 The website must successfully GET, POST and PUT and DELETE data using the API within agreed
timeframes.
 Data from the API contains a mix of official records and user generated content
 API compatibility and function must be maintained at all times until December 2019
 The successful supplier will be provided with further documentation on the API.
 Accessibility/compatibility
 All elements of the solution must comply with the relevant Australian Government mandatory criteria
including meeting Web Content Accessibility Guidelines (WCAG) 2.0 – to Level AA. Refer to the
Australian Government Digital Transformation Office website for more information –
https://www.dto.gov.au/standard/design-guides/
 Any online forms should include identifying mandatory fields, error validation and error suggestion on
input fields (e.g. include @ for email addresses), as per the WCAG 2.0 Level AA.
 All elements of the solution must display consistently across popular Windows, Macintosh and Linux
browsers including Internet Explorer (V9 up), Firefox, Chrome, Safari and Opera.
 Code to ensure ease of use and accessibility from desktop, tablet and smart phone / mobile platforms
using responsive interface design.

Privacy, security and intellectual property

 Data captured in online forms should reflect the Australian Privacy Principles (which unify the National
Privacy Principals and the Information Privacy Principles) and security obligations of (ASD). Including any
updates to how data should be stored according to the Australian Privacy Principles or security
obligations.
 Website security appropriate to support administration module, members’ pages, API
developer key hidden and enables encryption of stored data including indexes and registered user’s
personal details e.g. email address.

Hosting
 The website application must be built to be hosted externally to the Archives’ IT infrastructure taking
into account data sovereignty, data protection controls (see the Australian Government Protective
Security Policy Framework (PSPF) and Information Security Manual) and compliance with the Privacy
Act.
 Please see ‘Optional Deliverables’ for information on the optional hosting component of this
procurement process.

Aesthetic design
 The aesthetic design of the website must be maintained for the upgraded website.
 Style guides and other necessary components will be provided to the successful Supplier.

Content Management System

 The website must support formats to enable crowd sourced data and display of collection data including
images.
 The solution must provide an easy way for administrators to view and record user-generated activity
across the site from within the administration CMS.
 The website’s supporting CMS or web application must have both a design and source interface
enabling recognition of user contributed data and has the ability to manage full user administration and
content moderation in-house. This must include tasks such as updating all content (including
descriptions on collection photographs), monitoring and moderating user-generated data and where
necessary, blocking, removing, editing and/or extracting user-generated data.
 Administration module must be secure
 Administration page displays name (as well as screen ID) of contributing users
 The solution must support Google Analytics for website visitor statistics and pre-scripted database
reports for listing and exporting all user generated content.
 The website must comply with records management requirements to enable the website to be archived
with user-generated data extracted (e.g. XML, CSV format and image formats) with relevant references
for future re-purposing.

Email notifications to administrator

 Email notification to be sent to destinationaustralia@naa.gov.au when a user adds a comment, tag,
person, location to a collection photograph, or adds a feature story. Notifications should include a
hyperlink to the new content in the CMS administrator account.
 Email notification to be sent to destinationaustralia@naa.gov.au when a user reports comments or
other content. Notifications must include a direct hyperlink to the reported content.

Public user login

 Website users have the option of browsing and searching the website without registration. Anyone
wishing to input data to the website must register and login with a unique email address and
passphrase.
 Existing usernames and passwords must carry over to the redeveloped site
 Profile must include an online form for users to contact Archives to remove or edit their user-added
content
 Optional: ability for the user to ‘link’ together multiple stories that they have contributed by the user, or
to allow sorting by tag with user name. The published feature story page would display a link to take
viewers to the related stories.

Navigation
 Website navigation must align with pre-existing information architecture for Destination: Australia.
 Breadcrumbs must be added to the top of each page to enhance user navigation

Search function
 Ability to query search and return search results, this will be supported through the API calls, and the
interface will need to be configured to return merged search requirements and apply search
parameters (e.g. filters) for the Discovering Anzacs interface.
 Required: free text feature stories and comments contributed by users must be posted back to the API
to become searchable on Destination: Australia.
 User-added tags on stories must be posted back through the API to become searchable.
 User-added locations on stories must be searchable and clickable to sort stories by place
 Adding terms to the search parameters should refine the search (it currently expands the result field)
 The website must include all images within the A12111 series/collection, and search results must display
all relevant images. Check that search picks up all photographs in collection (or that Destination:
Australia captures all images in A12111) – e.g. searching for “Petrus Mouwmans” does not give a result,
although it is listed in RecordSearch: A12111, 1/1963/14/9.
 Results distinguish between feature stories, collection items and user added photographs.
 Results able to be sorted by category (feature story, collection item) or by date range (earliest to latest
or vice versa)
 Image title to appear at the top of the results display (currently “view this photograph”).
 Hit highlighting - the search interface will support search term (eg. keyword, name) hit highlighting
using bold or similar

Updates/fixes to ‘add your story’ form (see Attachment B for images of changes)
 All free text fields must allow users to copy and paste text from other programs.
 The fields ‘Year’, ‘Country of origin’, ‘Theme’ and ‘Photos’ (at least one) must be compulsory

Adding images
 ‘Add photos’ must be moved to location above ‘Add Your Story’
 When adding an image from the website, the citation and image caption must also be imported. The
citation (e.g. NAA: A12111, 2/1969/4A/18) must be locked in, with the option for the user to personalise
the caption.
 When adding an image from the website, users must be able to search by collection control symbols
and non-consecutive key words.
 When adding an image from the website, user has the ability to refine the search using date range.
 When adding an image from the website, clicking ‘enter’ after typing keyword must initiate the search
(currently takes user to blank error page).
 ‘Add image from website’ search must return all results available through Destination: Australia.
 The website must perform checks to ensure the user is uploading an accepted size and format
(e.g. png, jpeg) and provide error messages where limits are exceeded.
 Optional: add a new function to allow users to select from their ‘Favourite’ images to add to their story.
 Optional: users able to crop images before they upload.

Add your story

 ‘Add your story’ text field must allow simple formatting: paragraph breaks, italics.
 Must display Latin diacritics (accents e.g. acute é, grave è, circonflex ê, caron č; dots e.g. diaeresis
ë; cedilla ç, ogonek ą).

Feature story publishing process

 Selecting ‘Preview’ must save a copy that allows for the user to return and edit content. This draft copy
must not be publicly available at this stage.
 Selecting ‘Save your story’ (on contribution form page) or ‘Save and submit’ (on preview page)
submits the story to the CMS and publishes the feature story on the live website
 Stories are automatically published on submission.

Feature story display page (front end)

 On published feature stories, viewers must be able to click on categories (year, country, tags, locations)
to bring up a list of any other stories/images with the same user-added metadata
 Must display Latin diacritics (accents e.g. acute é, grave è, circonflex ê, caron č; dots e.g. diaeresis
ë; cedilla ç, ogonek ą)
 Must display simple formatting: line breaks, italics
 Images must be able to open for larger display in a lightbox, with accompanying caption
 Optional: where a user has added a photograph from the website, the image on the published feature
story page links back to the image display page for the particular record (i.e. with metadata, comments,
tags etc).
 Optional: if users add data to ‘location’, map with tagged locations should be shown on published
feature story page.

Record display page (front end)

 Required: create ‘order record’ button that takes the user through to PhotoSearch result for that image
and the associated ‘ordering images’ text box.

Home page
 Optional: preview of ‘Feature stories’ displays feature stories at random

Testing
 The Supplier must outline the project plan and team roles and the testing strategy and plan. It should
also include any handover files and documentation to be provided for implementation.
 Extensive testing will be required prior to the website launch. This includes iterative testing during
development, implementation of changes and subsequent re-testing.
 On implementation and handover the Destination: Australia website should be fully functional and
populated with relevant content and data. As part of the website handover, training sessions and
support documentation for nominated administrators will also be required.
 Testing must include success of API calls to/from the Destination: Australia website for creation,
deletion, updates and retrieval of data in conjunction A Ticket to Paradise? ‘Globe’ interactive.
 The National Archives will determine when the website is ready to be launched and the date. However,
the supplier must be able to meet the nominal launch date of 25 October 2016.

Acknowledgements
The banner (visible on all pages) must include:

 Destination: Australia web tile

 Multi-agency logo for the National Archives of Australia and the Department of Immigration and Border
Protection (to be provided by the Customer)
 The following tagline:
o ‘The National Archives acknowledges the support of the Department of Immigration and Border
Protection for the Destination: Australia website’, with the text ‘Department of Immigration and Border
Protection’ hyperlinked to the website https://www.border.gov.au/

Progress meetings and reports

The successful Supplier will be required to:

 Attend the project kick-off meeting (face-to-face / teleconference)
 Attend regular updates at an agreed time and day, at least fortnightly.
 Attend scheduled project meetings to report at key milestones or
deliverables throughout the project.
 Communicate any issues which may impact agreed project tolerances as they occur
 Attend project wrap-up meeting with final deliverables and website
handover including report/documentation.
 Work collaboratively with National Archives staff and Suppliers to meet
expectations and resolve issues.

 Optional
 Should the option of host services be agreed to by the Customer, the
Supplier must attend ongoing support meetings or maintain regular
communication as required, up until the end of the contract?

 Project Management Requirements

 The Archives will nominate a Project Manager who will be responsible for
liaison with the successful supplier in relation to management of the
contract and overall service delivery.
 Potential Suppliers must specify all staff and subcontractors proposed to complete the work.
 The successful Supplier will be required to nominate a Project Manager as
the primary point of contact for the Archives. This person will be responsible
for the management of the contract as a whole and for liaison with the
Archives’ Project Manager.

 After delivery
 The Supplier must commit to providing defect resolution in the post-launch
period, up to 30 April 20xx, in response to Archives user testing and
feedback. In this period the Supplier must complete full internal testing and
bug fixes before any solution release for publishing.

 Optional deliverables

 Hosting and maintenance

 The Potential Supplier should provide a response for an optional service
level agreement, to host the website externally to the Archives’
infrastructure, provide ongoing maintenance and support until 31 December
2019.
 The website application must be hosted externally to the Archives’ IT
infrastructure taking into account data sovereignty, data protection controls
(see the Australian Government Protective Security Policy Framework (PSPF)
and Information Security Manual) and compliance with the Privacy Act.
 Quality of service requirement in order to maintain its effectiveness;
available 99% of up time annually and has appropriate back-up (with equal
features to meet above-mentioned data security and privacy requirements)
scalability options and recovery processes.
 Response time for issues to be negotiated and confirmed with the successful Supplier.

 Capability to function with future API’s

 Potential to link with National Archives’ and external sources’ collections
and data, via API’s that may be developed in the future.