OFFICIAL

Request No. DOT421122

Scope for CMS Replacement and Websites Redevelopment and Support Services

Request No. DOT421122 - Scope ``

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TABLE OF CONTENTS

1 DEFINITIONS 3
2 INTRODUCTION AND BACKGROUND 3
3 PURPOSE 4
4 SUMMARY OF SERVICES TO BE PROVIDED 5
5 TRANSITION PROTOCOLS 10

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1 DEFINITIONS

In this Scope, except where the context otherwise requires, the words and expressions have the same
meanings as they have in the General Conditions of Contract.

Client this is the Department of Transport when managing the Contract i.e.:
giving directions, receiving Deliverables, making decisions, dealing with
the Contractor etc.

Contract this is the agreement between the Client and the Contractor.

Deliverables these are the reports, documents and other items that the Contractor will
hand over to the Client as a requirement of the Contract.

Scope this is the description (specification) of the Services to be performed

under the Contract and how they relate to the project being undertaken
by the Client.

Services these are all of the tasks, activities and overall work (including
Deliverables) that are described in or reasonably inferred by the Scope.

2 INTRODUCTION AND BACKGROUND

The Client’s two main websites, Transport.wa.gov.au and YourMove.org.au, the current support for the
Content Management Systems (CMS) versions is due to end. To ensure service continuity, the websites
will both need to be rebuilt on a new CMS. It is most advantageous to select one enterprise-wide CMS for
all of the Client’s websites, to both streamline Contract management and long-term maintenance of the
digital properties.

As part of its Strategic Intent 2022-2025, the Department has committed to digital first customer service as
a key focus area. The redevelopment of the websites on a new CMS will allow for a step-up in the Client’s
ability to improve digital customer service.

The following scope is developed in consultation with Collaboraid.

(i). Part 1 of the Request: CMS Product - Licence

The Client has two existing content management systems (CMS) for its websites and intranet. The
Transport public website, PlatesWA micro-site and staff intranet use Opentext. The Your Move behaviour
change website uses Umbraco. The Opentext and Umbraco platforms are no longer considered fit for
purpose and the Client is seeking to replace the incumbents with one new, enterprise-wide CMS. This
Request only covers the rebuild of the Transport and Your Move websites, however the new enterprise
CMS platform needs to suit the staff intranet and PlatesWA micro-site requirements as they are intended to
be moved onto the new platform at a later date, under separate Contracts.

(ii). Part 2 of the Request: CMS set-up and build

To engage consultancy services for the set-up of the new CMS and the redevelopment of a new Your Move
website and Transport website on the new CMS platform:

a. CMS set-up, including environments, data stores and middleware

b. 2a*: Your Move website development, including login capability, rewards point collection,
rewards store (no merchant facilities required as purchases are points based), subscription
management and front-end development of templates and component.

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c. 2b: Transport website development, including API data integrations, dynamic and interactive
content, quiz functionality, form capability, search and front-end development of templates
and components.

*The Respondent is required to provide quotations for both part 2a and part 2b. However, Part 2a
component of the Request is an optional service. The Customer makes no guarantee that the optional
service (Redevelopment of the Your Move website) will proceed, resulting from the awarding of this
Request, nor does it give any undertakings or warranties that the Respondent will be asked to supply the
optional service.

(iii). Part 3 of the Request: CMS Maintenance and Support Services

To engage developer services to manage the updates and potentially any small enhancements of the
websites for a period of up to three (3) years.

Please note that the following services are out of scope for the Request:

 User Experience (UX) and User Interface (UI) designs -Both are being completed before the
commencement of this Contract.
 Development of the staff intranet site - The redevelopment of the intranet will be procured
separately at a later date and as such the incumbent CMS with Opentext will remain in production to
support the intranet for the foreseeable future.
 The development of the Client’s PlatesWA website - The redevelopment of the PlatesWA
website will be procured separately at a later date and as such the incumbent CMS Opentext will
remain in production to support the PlatesWA website for the foreseeable future.
 The Client’s transactional capability set-up as DoTDirect, covering Online Services and all
aspects of the account Login area. This is a custom build, maintained by internal IT services and will
remain separate from the Transport website for the purpose of this project.
 Hosting of the web servers and published websites (dev, test and production) will be
managed on the Client’s infrastructure and is out of scope.

3 PURPOSE

The purpose of the services is for the Respondent to identify a fit-for-purpose CMS for the Client’s digital
properties; and to provide project management, software development and support services to manage the
set-up of the selected CMS platform and complete the redevelopment of the new Your Move and Transport
public websites.

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4 SUMMARY OF SERVICES TO BE PROVIDED

(i) Part 1: CMS Product - Licence

Identification of a new enterprise CMS product for the DoT.

A. Scope of Work outline

The Client is seeking a Software as a Service (SaaS) CMS product offering to replace its current two
incumbent systems. The CMS is expected to be an agile CMS, which couples traditional CMS capabilities
for publishing to multiple websites with headless capabilities for publishing to mobile apps or third-party
websites. The CMS is expected to have a suite of native, out-of-the-box (OOTB) capabilities, combined
with good integration and plug-in capabilities.

Key capabilities, either out OOTB or delivered through third-party plug-ins include those listed below:

 User friendly admin interface to create projects and create and manage pages;
 Digital Asset Management;
 Good version control, workflow and permission management;
 Personalisation;
 Blog and commenting capabilities;
 Rewards points collection and redemption (in online store);
 Chatbot;
 Form creation and management;
 Search capabilities, including auto-complete and auto-suggest and results page management;
 Basic reporting capabilities;
 Communications capabilities, including subscription centre, email and SMS distribution;
 Data storage;
 Integration capabilities; and
 Content import functionality.

The Client requires a cloud hosted CMS product that can be run on the Client’s preferred Azure Cloud.
Note: hosting of the published websites is out of scope for this Request as they will be managed on the
Client’s infrastructure.

The CMS Licensing Services are for a period of three (3) years with the option of two (2) one-year
extensions (3+1+1).

(ii) Part 2 – CMS Set-up and Build

CMS set-up and redevelopment of the Your Move and Transport websites.

A. Time Frames for the Services

The Respondent is required to meet the following key dates. Negotiation of formal dates will be done with
the successful Respondent at the inception meeting.

High level task Estimated date / time frames

Project Inception Meeting Within 10 working days of contract

commencement – June 2023.

Launch of the new Your Move website December 2023/ January 2024 (*critical date)

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Launch of the new Transport.wa.gov.au August 2024

B. Location of service provision

It is expected that the Contractor will spend some part of the project co-located at the Client’s metropolitan
premises, particularly during the project kick-off and key hand-over periods prior to website launches. The
remaining time, inclusive of the commencement of Maintenance and Support Services, will be spent
working off-site, using the Respondent’s own premises. Communications for the duration of the project will
centre on Microsoft Teams or equivalent (e.g. Slack).

The Contractor may be required to attend meetings at any of the Client’s metropolitan premises. The
Respondent may also be required to attend meetings at the premises of other key stakeholders located in
the Perth Metropolitan area. It is not expected that travel outside of the metropolitan area will be required.

C. Tasks and activities to be undertaken

In preparation for the project inception, the successful Respondent will be required to work with the Client
to:

1. Elicit and document further functional details, dependant on the new CMS platform that has been
awarded; and
2. elaborate on the existing, established feature backlog for each work package. This may require
workshops to be conducted with subject matter experts.

The Client will supply the Contractor with other supporting materials such as feature descriptions,
conditions of satisfaction and quality management approach to facilitate the creation of a well-structured
project plan.

In close collaboration with the Client’s Product Owner, Business Analyst, UX designer and other subject
matter experts, it is expected that the Contractor will establish the User Stories and set out Acceptance
Criteria. The Contractor’s Scrum Master will work with its development team and the Client’s Product
Owner and BA to size the Stories, prioritise their order and define the MVP and any further Releases if
relevant. Continuous, consultative Backlog grooming is expected to take place throughout the project.

Sprint Planning meetings will be organised and guided by the Contractor’s Scrum Master at the start of
each Sprint. It is expected that the Daily Scrum Stand-up includes the Client’s Product Owner and
Business Analyst and is accessible both in-person as well as via Microsoft Teams. At the conclusion of
each Sprint a Sprint Retro is organised to review the process of the completed Sprint and look for any
improvements that can be made.

It is the Client’s intent to bring the management and support of the websites in-house at the conclusion of
the support period. The Client therefore requires hands-on mentoring and training for the Clients’ full-time
developers, to facilitate their learning on the job. In addition to training for website editors, the Contractor is
to provide access to online training and developer support materials as well as full solution documentation.

D. Deliverables

The Client anticipates the following deliverables at completion of the work packages.

1. Content Management System in production;

2. Solution outline documentation detailing the deployed platform architecture and standards;
3. A new YourMove.org.au website in production;
4. A new Transport.wa.gov.au website in production; and
5. Access to online developer and training resources.

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The current Your Move website will need to be decommissioned by the end of January 2024.

Any Your Move related user stories that are moved to subsequent releases, will need to be those that are
not part of the current core capabilities to ensure an optimal customer experience and no degradation of
service.

The Transport website may be launched in phases, running alongside the current website where possible,
until such time that all capabilities have been migrated.

The Client uses a hybrid software development methodology, comprised of overarching Prince2 project
management principles and Agile (Scrum) for the software development lifecycle.

The Client anticipates the CMS set-up and build services being broken into two consecutive work
packages:

1. Part 2a: Redevelopment of the Your Move website; and

2. Part 2b: Redevelopment of the Transport website.

Quotations are sought for each work package. Please clearly document any activities (i.e. reusable
development) that may result in cost savings for the Part 2a and 2b.

Work package team (s)

Role Primary resource Secondary resource(s)

Product Owner Client supplied (80%) -

Team Leader & Scrum master Respondent required to supply -

Business Analyst Respondent required to supply Client will provide (60%)

resource to support Product
Owner and contract Business
Analyst

Developer Respondent required to supply Client full-time developers two (2)

/detail number of resources for on-the job learning where
required applicable

Testers Respondent required to supply / Client will provide supporting

detail number of resources
required
sprint testers as required
Client will provide a resource to
conduct (end-to-end platform
testing) for application
integrations (APIs etc)

UAT resources will be provided

as required

Solution Architect Respondent to detail any DoT will provide a resource to

resource requirement provide ad-hoc advice as
required.

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The Respondent is to undertake all relevant tasks and activities required to complete the Services for each
of the two work packages, including those listed below.

1. Set-up Services:
o Set-up of the servers in close collaboration with the Client’s IT team;
o Guidance and coordination of the set-up of the CMS environment (development, test and
production);
o Set-up of the new CMS;
o Set-up of a data store, in close collaboration with the Client’s IT team and any third-party
data providers;
o Middleware set-up for API consumption; and
o Stand up of a requirements and issue management tool (e.g. JIRA) for the project (see 4
Summary of Services to provided, clause C. Tasks and activities to be undertaken).
2. Development Services:
o Guidance and input on the development of APIs by the Client’s IT team and third-party data
providers and the development of APIs by the Respondent;
o Front-end development of HTML templates and their set-up into the CMS;
o Set-up of the structures for the websites;
o Front-end development of components/ blocks and other features as defined and their set-
up into the CMS;
o Front-end and back-end development of all functionality including forms, quizzes, blogs,
store, visualisation of waves and tides data and search;
o Identity management set-up (this service may be provided through a third-party CIAM tool);
and
o Set-up of user permissions and workflows.
3. Testing Services:
o Collaborate with the Client on the development of a Test Plan;
o Execute unit testing on all deliverables;
o Run load testing to ensure website stability under peak loads;
o Manage and fix issues identified by the Client through its UAT, Accessibility and end-to-end
testing; and
o Support third-party Penetration testing.
4. Launch Services:
o Guide and support the development of a Launch plan;
o Input and guidance into page redirects and domain re-pointing;
o Provide CMS training services to staff (this may be provided as early in the projects as is
practical); and
o Support the set-up of tracking services on the websites (Google Tag Manager).
5. Warranty Services
o Provide post-launch bug-fixes, troubleshooting and support services for the duration of the
warranty period (3 months).

The consultancy services for Part 2- CMS set-up and Build will be considered complete once the last
release of the Transport website is live and the warranty period is completed.

E. Progress Reports

The Respondent is to provide progress reporting to the Client. The aim of these reports is to enable both
the Client and the Contractor to be fully aware of the progress of the work packages.

Progress Report Details and format Frequency Audience

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Sprint Demo and Live demonstration of the work completed in a Fortnightly Project team
Review Sprint. Opportunity for feedback and questions. and Project
May be accessed and recorded on MS Teams and Working Group
last for no more than 1 hour.

Sprint Showcase Top level, live demonstration of the work Two- Project team,
completed in the previous four sprint to provide monthly Project Working
the Project Board with a tangible update on Group and
progress. May be accessed and recorded on MS Project Board
Teams and last for no more than 30 minutes.

Agile reporting Burndown chart and Velocity chart, to track the Updated Project team
number of user stories completed in a sprint and multiple
the number of work items that can be completed in times per
a sprint. week

Progress report One-page report to provide the Project Board an Monthly Project Board
update on progress – see below. and Project
Working Group

The format of the progress report will be agreed with the Client as part of kick-off activities; but is expected
to clearly describe progress to date against the project plan and a brief commentary on each task or
milestone completed as well as forthcoming tasks and any associated issues, difficulties, or complexities
likely to be encountered.

F. Performance Review

The Contractor will be subject to regular performance evaluations. Indicators of performance will include:

1. Compliance with the Scope;

2. Deliverables at a feature level as agreed and documented from requirements elicitation;
3. High level of accuracy in user story sizing and completion rate;
4. Contract management – attends meetings on time, required actions undertaken within agreed time
frames, reports provided on time;
5. High level of acceptance against Sprint demos / business reviews during the software development
life cycle; and
6. High level of acceptance against documented conditions of satisfaction and user acceptance testing
by the product owner.

G. Reporting and necessary statistics

The Contractor may be required to provide information to the Client’s representative on the following:

1. Number of missed nominated time frames as per meeting minutes.

2. Burndown chart and Velocity chart, to track the number of user stories completed in a sprint and the
number of work items that can be completed in a sprint.
3. Number of revisions of deliverables after Sprint Reviews and UAT.

(iii) Part 3 – CMS Maintenance and Support Services

Maintenance and Support for the Content Management System.

A. Scope of Work Outline

Once the first website goes live (and warranty period is complete), the CMS Maintenance and Support
Services shall commence. The Respondent is to undertake all maintenance and support tasks and

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activities initially for one website (i.e. Your Move) only, but ultimately for both websites once the Transport
website is live.

Activities include those listed below;

1. Implementation of CMS updates, patches and new releases in close consultation with the Client,
where those services are not automated.
2. Security management of the CMS and alert the Client to any issues.
3. Disaster Recovery where required.
4. Incident and problem management.
5. System monitoring and reporting.
6. Provide technical helpdesk and general support services.

As an addition to the general Maintenance and Support above, the client requests a quotation for 20 hours
per month for development support services to assist with any minor updates or enhancements.

The Department will outsource its CMS Maintenance and Support Services to the Respondent as per this
Contract. Over time, however, it is Department’s intent to bring a proportion of CMS Maintenance and
Support Services back in house.

4 TRANSITION PROTOCOLS

Please refer to Schedule 11 – Transition in Plan of the Request document.

The cost of any assistance provided by the Contractor during the Transition Out phase will be in line with
the standard service and support fees applicable at the time.

Without being limited by the above, the Contractor shall cooperate fully with the Client and take all
reasonable steps to ensure the transition of the Services from itself to another Contractor or to staff of the
Client (or any other party) shall minimise disruption to the Client, the Client’s operations and the general
public.

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