ADDENDUM NO.

2
Expression of interest (EOI)
CDPP09/2016-17/EOI

1. This addendum is issued on 11 April 2017 by the CDPP in response to questions taken on notice during
the EOI Industry Briefing held on 7 April 2017. This addendum also includes a copy of the Industry Briefing
presentation pack (refer attached), as well as a summary of the clarification questions raised during the
Industry Briefing session (refer pages 2 to 5).
2. Please email any questions in relation to this EOI to the CDPP Contact Officer at:

EMAIL bmsolution@cdpp.gov.au

QUESTIONS TAKEN ON NOTICE

Is there a specific gateway solution that the CDPP use that we will have to work
Q1.
with or that our solution has to integrate with? Has CDPP’s current gateway
solution been approved by any other agencies?

A1. CDPP is currently trialling a remote access capability for legal staff. This solution uses
VMware and Airwatch.

Can the CDPP provide a richer description of the digital referrals portal and what it
Q2.
will do? Is the solution a bespoke HTML solution?

A2. Digital Referrals is a system used by partner agencies for electronic lodgement of
briefs. Functionality is:
1. Registration (Partner Agency)
2. Initial Submission (Partner Agency)
3. Additional detail submission (Partner Agency)
4. Dashboard for receipt and download (CDPP)
The solution is a bespoke HTML application.

Can the CDPP talk about your compliance requirements as they relate to records?
Q3.
You mentioned AGRkMS from a metadata point of view. Is this handled
downstream in the archive process when a matter is closed? Is there a specific
compliance outcome that the CDPP have to meet?

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 ADDENDUM NO. 2
Expression of interest (EOI)
CDPP09/2016-17/EOI

A3. CDPP expects that respondents are able to understand, comply with and implement
Australian Government Recordkeeping Metadata Standard (AGRkMS) specifications as
an inherent part of their solution’s functionality, and not simply as a downstream
archive process.
Will there be a security clearance requirement for staff working on the project?
Q4.
National Police Check for building access
A4.
Baseline Clearance for network access
Does the CDPP have an encryption matrix for data in transit from the portal to
Q5.
protected network?

esp-sha-hmac
A5

CLARIFICATION QUESTIONS
Q1. What level of security classification is the material stored within the CDPP’s
network?

A1. The highest level of classification of material on the CDPP’s network is Protected.
There is material stored in the network of all classifications up to that level.
Q2. Is part of this process to seek a rough order of magnitude budget for the CDPP to
seek?

A2. The budget is still to be confirmed through the budget process.

The CDPP is looking for indicative pricing that fits within the organisation’s resource
base as detailed in the CDPP’s annual report.

Q3. Will this be funded from BAU or a specific capability?

A3. Both. Part of this activity will be funded through the Government’s innovation fund,
with the other part funded through BAU.
Q4. What system does the CDPP currently use for time capture? How do the CDPP staff
enter time?

A4. CDPP uses a bespoke tool, called the Effort Allocation Tool (EAT). It has a degree of
connection into CRIMS.
Q5. Is there any openness to combine the digital referral portal (noting it is currently
under construction) into the solution?

A5. The CDPP is open to solutions that deliver the maximum functionality for CDPP,
noting that the digital referral is simply a document delivery tool. The portal is
currently in development and CDPP expects that at least some level of integration will
be required with the portal.

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 ADDENDUM NO. 2
Expression of interest (EOI)
CDPP09/2016-17/EOI

CLARIFICATION QUESTIONS

Q6. Are there any preferences in terms of hosting options or other technology standards
that the CDPP would like respondents to meet?

A6. The CDPP has outlined some generic detail about the current environment. That being
said, the CDPP is looking for integration with the systems that have been identified in
the requirements. We would not want to limit solutions based on proposed
platforms. The biggest constraints will be government requirements around sovereign
hosting. CDPP is looking for an innovative solution within the whole of government
constraints.
The CDPP is open to how the systems will be hosted. Noting that, the organisation is
spread across the country and there is a requirement for mobile use and data.
Prosecutors will need access to their knowledge bases in court.
Q7. Is the CDPP open to reference sites?

A7. Yes. Respondents can provide reference sites in response to the ‘Proven Experience’
criterion. Respondents can outline where they have implemented the solution being
proposed or components of the solution. The CDPP may contact one or more of those
referees. The CDPP is keen to see where the proposed technology or solution has
been proven.
Q8. The CDPP talked about distribution of offices around country and protected
network, are there any bandwidth constraints we need to consider? Latency?

A8. No, the CDPP is committed to creating a mobile environment in major cities. Noting
that where the physical locations of the offices are, is not necessarily where the
prosecutors will be working. The technology should follow the prosecutor.
Q9. Does the CDPP have a gateway solution that you require us to use?

A9. [refer to taken on notice question 1]

Q10. Does the CDPP have a particular city that you prefer the solution to be delivered
from?

A10. No. The CDPP has no preference for any specific location, however the head office is
located in Canberra.
The CDPP has offices in multiple locations and video conferencing facilities to
facilitate work from any location.
Q11. To what extent does the CDPP see the new solution integrating vs. replacing the
current case management solution?

A11. The non-functional requirement for integration with some of the CDPP’s existing
business systems deliberately omits several of the CDPP’s existing systems listed
earlier in the EOI. That is because the CDPP anticipates that a solution which
addresses the EOI’s requirements will replace certain existing systems and sit
alongside or integrate with other existing systems. We expect, for example, the
solution would replace the existing case management system (CRIMS).

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 ADDENDUM NO. 2
Expression of interest (EOI)
CDPP09/2016-17/EOI

CLARIFICATION QUESTIONS

Q12. Will there be an overlap between the two systems?

A12. Yes, there is likely to be a transition period for the move from the existing systems to
the new solution.
Q13. How does the CDPP propose to handle inflight prosecutions with regard to data
migration?

A13. This will be determined on a case by case basis. No decisions have been made so far,
except that we are not looking for significant data migration. The CDPP may migrate
some smaller, low profile, cases from the old system to the new system as a training
tool, as well as existing prosecutions that may have a long time to run.
Q14. Will there be a security clearance requirement for staff working on the project?

A14. [refer to taken on notice question 4]

Q15. In reference to [CDPP’s] comment about replacing the existing case management
system, are there other applications like time entry that will be replaced?

A15. Yes. A number of existing systems have evolved separately, out of necessity. For
example, the time capture system evolved out of a need to understand how the CDPP
should fund its activities, because the CDPP does not produce invoices. CDPP expects
that this system will be replaced by the new solution.
Q16. What will the time entry be used for? It is about tracking costs?

A16. Time management will be used to assess the time taken to progress through the
different stages of the prosecution, assess resourcing and whether there are outliers.
Cases have changed over the past years. The lens and environment is changing (e.g.
from welfare focus to terrorism) and therefore costs are changing.
Q17. What is the CDPP’s IT capability? Is it a shared service or an in house team?

A17. There is an in house IT team and servers which are maintained on premise.
Q18. Is there any kind of view or preference of handover and deployment by the in house
IT team? When does the vendor walk away from the project? Is CDPP looking for full
support?

A18. The CDPP is open to proposed solutions, noting that cost effectiveness remains
primary. However, the organisation is looking for a partner that will continue to
support CDPP through the transition and in-service.
Q19. There has been reasonable growth in CDPP over the past 12 months. Is there
anticipated further growth?

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 ADDENDUM NO. 2
Expression of interest (EOI)
CDPP09/2016-17/EOI

CLARIFICATION QUESTIONS

A19. There is no strategic plan to increase the size of the organisation. The key driver for
the organisation’s growth is current caseload and prosecution. This is largely
determined by priorities in the offences investigated by partner agencies. For
example, the introduction of counter terrorism legislation saw a sizable increase in
the organisation’s caseload.
Q20. Of 417 staff, the CDPP said that 270 are legally qualified. How many of the 417
would not have access to the proposed solution?

A20. Approximately 60 staff would not have access to the proposed solution.
About 75 administrative staff would need access to the solution because they support
the legal staff in their roles.
Q21. Is the Travel process captured in TechOne? Or is this intended to be part of the
solution?

A21. There are booking systems in place, which aren’t the CDPP’s primary target, but there
is an approval process that is done quite manually with forms that are filled in and
sent around. This is an example of what a workflow could address.
Q22. Is there a requirement to get whole of matter costing?

A22. Yes. For example, travel could be a large component of particular case. Where that
could be centralised back to the finance system is critical to the organisation.
Similarly, counsel fees could be a large component of a case, so when counsel is
engaged to provide support, it would be helpful to have the ability to trigger costs
back to case or matter.

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