DOT415725 – PPM Tender Dashboard

📋 Tender at a Glance

Contract Term

3+2

3 years initial + 2 × 1-year extension options

Closing Date

8 Jun

2:30 PM AWST · Monday · 2026 · Via Tenders WA only

Estimated Users

~200

Across 6 role types · must scale if required

Hosting Preference

SaaS

Azure or vendor-hosted · Data must stay in Australia · No on-prem

Offer Validity

3 mths

From closing time · 14 May 2026 issue date

Methodology

PRINCE2

DTMI standard · PPM solution must support or align to it

🗓️ Key Timetable

Issue Date

14 May 2026

⚠️ Tender Closes

Monday 8 June 2026 · 2:30 PM AWST

Evaluation Period

June / July 2026

Anticipated Contract Award

July / August 2026

👤 User Roles & Access

Role	Access Level
PPM Administrators	Full Admin
Portfolio Managers	Add/Edit/Delete
Portfolio Viewers	Read Only
Program Managers	Add/Edit/Delete
Project Managers	Add/Edit/Delete
Project Team Members	Edit (own project)

🏢 What DTMI is Looking For

DTMI wants a subscription-based, cloud-hosted PPM SaaS solution that lets them plan, manage and monitor projects & programs using PRINCE2. They strongly prefer an off-the-shelf product with configuration capability (not heavily customised). The tool must sit in either their Azure environment or the vendor's cloud, with all data stored onshore in Australia. They have ~200 users across portfolio, program and project management roles.

SaaS Preferred Azure Hosted or Vendor Cloud Data in Australia ✅ PRINCE2 Aligned Off-the-shelf + Config SSO / Azure AD Integration No On-Premise

📍 DTMI Training Locations (Onsite Preferred)

Location	Address
HQ – Innaloo	2 Tassels Place, Innaloo WA 6018
Perth CBD	140 William Street, Perth WA
Fremantle	5 Newman Court, Fremantle WA

Alternate: Microsoft Teams if onsite not feasible

⚖️ Evaluation & Scoring

📊 Qualitative Weighting

Suitability of Proposed Solution70%

70%

Organisational Capacity & Experience20%

20%

Security Controls10%

10%

💡 Sales Insight: 70% is on solution fit! This is where your demo, functional response, and Schedule 2 attachment do the heaviest lifting.

🔎 Evaluation Phases

Phase	What's Assessed	Weighted?
Pre-qual	AU hosting + certifications (ISO27001, IRAP/SOC2)	Must pass ✅
Phase 1	T&Cs compliance	No
Phase 2	Qualitative criteria (70/20/10)	Yes
Phase 3	Cost + value for money + govt policies	No

⚠️ Mandatory: Must pass Pre-qual or offer goes no further. Certifications must be current at submission.

🎯 What the Evaluation Panel Will Score — Suitability (70%)

Each of these sub-areas must be addressed in your Qualitative response:

Area	Respondent Must Address
Functional Fit	Complete Schedule 2 (Attachment 1 Excel) · demonstrate coverage of all requirements
PPM Methodology	How solution supports PRINCE2 (or PMI, PMBOK etc)
Architecture	Is it a single app or multi-app? Detail all components
User Roles & Licensing	Explain role types, licensing model per user group
Scalability	Any concurrent user limits? Can it grow beyond 200?
Implementation Plan	Stakeholder engagement, typical timeline, project plan (Schedule 7)
Training	Admin group, UAT pilot group, Train-the-Trainer · location & format
Licensing	All apps in solution · transferability within DTMI
Warranty	Post-implementation warranty period and coverage details
Support & Maintenance	Upgrade roadmap, help desk SLA, hours of support
Backup & Recovery	How data is backed up, retrieved and verified

📋 Pre-Qualification Hurdles (Must Pass Both)

Hurdle 1 — Australian Data Hosting

All data (including replicas) must be hosted onshore in Australia
Must state the specific region/location

Hurdle 2 — Current Certifications Required

ISO/IEC 27001 (Info Security Management)
ISO/IEC 27017 (Cloud security controls)
ISO/IEC 27018 (PII in public clouds)
IRAP or SOC2
Certifications must cover the proposed solution specifically

📐 Functional Requirements (Schedule 2)

📎 Action Required: Complete Attachment 1 (Excel) — "SCHEDULE 2 - Requirements" tab. Use the dropdown in Column M for each requirement and add detail in Column N.

Requirement Categories — At a Glance

RP — Roles & Permissions (5) REQ — Project Requests/Ideas (31) RR — Risk Register (32) REP — Reporting & BI (17) IR — Issue Register (16) LR — Lessons Register (18) QR — Quality Register (15) DL — Decision Log (20) DR — Dependency Register (15) BR — Benefits Register (20) VR — Variation/Change Register (14) RM — Resource Management (6) DM — Document Management (4) WB — Work Breakdown / Gantt (15) WC — Workflow Capability (9) VP — Views & Printing (9) BM — Budget Management (9) ME — Metrics & Health (8) IO — Integration (3) OC — Other Capabilities (open)

🔑 High-Level Requirement Domains

Click each to see what's needed:

Create, manage and categorise multiple portfolios and programs
Project prioritisation and scoring based on strategic objectives
Visual portfolio dashboards (health, status, alignment)
Gantt charts, timelines, milestones, task assignment, dependency management
Stage-gate workflows (Discovery → Business Case → Delivery → Closure)
Mandatory artefacts/approvals before progressing lifecycle stages
PRINCE2-aligned governance processes

Budget planning and tracking at project, program and portfolio levels
Cost estimation, forecasting and variance analysis
Actual expenditure tracking by fund type/category
Roll-up of financials from project to portfolio level
Integration with ERP/accounting systems (Oracle Financials/Fusion is used)
Forecasting by reporting period or financial year

Customisable dashboards with real-time data refresh
Standard and custom report templates
Point-in-time / snapshot reporting
Roll-up of schedule, financial, risk and health from project → portfolio
Export to PDF, Excel, PowerPoint
Automated report scheduling and distribution via email
PowerBI integration and/or in-built BI
Tagging/grouping for Government priority reporting
RAG (Red/Amber/Green) health status with configurable thresholds

Resource allocation and availability tracking across projects and teams
Enterprise resource pool (linked to Azure AD)
Time tracking (hours) against tasks
Skills and capacity planning
Integration with HR/HRIS for up-to-date information
Reports on workload, bottlenecks and future demand

Mandatory: Azure Active Directory / SSO integration
Microsoft 365 (E5 licensing environment)
Microsoft Teams, SharePoint Online, Planner, PowerApps, Power Automate, Power BI
Atlassian JIRA & Confluence
ServiceNow
Objective (EDRMS — currently v10.5, moving to Nexus 2025 R1)
IBM Maximo (asset management)
Clew (risk management)
Open APIs for ERP, CRM, HRIS integration
CSV, XML and other standard data formats

WCAG 2.1 accessibility compliance
Responsive design (desktop, tablet, mobile)
Australian English, date format DD/MM/YYYY, currency $AUD
Local customer support aligned to Australian time zones
SLAs for Australian time zones
Comprehensive documentation and training resources

🔢 Pricing Scenarios Required in Excel (Attachment 1)

Scenario	Users	What to Price
Scenario 1	Up to 50 concurrent users	Set-up, subscription, customisation, training (5 years)
Scenario 2	50–250 concurrent users	Same breakdown
Scenario 3	Unlimited users	Same breakdown

All pricing in AUD incl. GST. Year 1 price fixed. CPI adjustments from Year 2 (Perth CPI index).

✅ Compliance Checklist

Use this checklist to make sure nothing gets missed before submission!

📝 Documents to Complete & Return

📋
Part B — Identity of Respondent
Legal name, ABN/ACN, contact details
📋
Pre-Qualification Answers
Data hosting location · certification evidence
📋
Compliance & Disclosure — Section 4
Customer Contract, General Conditions, subcontractors, criminal convictions, CoI, gender equality
📋
Conflict of Interest Declaration
Complete online form at watransport.ebms.com.au · include receipt number
📋
Qualitative Response — Section 5
Suitability (70%), Org Capacity (20%), Security (10%)
📋
Insurance Details
Workers comp $50M · Public liability $20M · PI $2M · Cyber $2M
📊
Attachment 1 — Excel (Functional & Pricing)
Complete ALL requirement dropdowns (Col M) + comments (Col N) + all 4 pricing tabs
📄
Schedule 7 — Project Plan / Gantt
High-level implementation plan + solution design document
📄
Schedule 8 — Service Level Agreement
Your SLA details for the PPM solution
📄
Schedule 10 — Software Support details
Releases, help desk (150hrs/yr), defect correction process
📄
Schedule 15 — Software Licence Terms
Attach all licence/maintenance agreements
📄
Attachment A — Confidentiality Deed Poll
Agree Yes/No in Part B
📄
Attachment B — Undertaking in Respect of Conduct
Agree Yes/No in Part B
🏆
Certifications (ISO27001, 27017, 27018, IRAP/SOC2)
Current & valid — must cover the proposed solution
📜
Code of Conduct / Ethics
Your org's code OR agree to DTMI's code
👤
CVs for Specified/Key Personnel
Brief CVs + similar experience + availability
📌
Reference / Similar Contracts
Detailed descriptions, similarities, timeframes, outcomes

📤 Submission Rules

🌐
Via Tenders WA only
www.tenders.wa.gov.au · No email/fax/post
📁
Approved file formats
.pdf .docx .xlsx .pptx .csv .mp4 .mpp .zip
📏
File size limit
Max 100MB per upload request
🔤
File name limit
Max 125 characters per filename
✍️
No signature required
Offer does not require the respondent's signature
💲
All pricing in AUD incl. GST
Quote for ALL services — partial quotes may be rejected

📞 Contact Officer

Type	Contact
Contractual enquiries	Terri Mo (08) 6376 0190 Terri.Mo@transport.wa.gov.au
Tenders WA support	Dept of Finance (08) 6551 2020

⚠️ Do NOT email Terri to lodge your offer. Submit via Tenders WA portal only. Enquiries in writing preferred, at least 5 business days before close.

💰 Commercial & Pricing

Contract Type

SaaS

Subscription / licence model preferred

Year 1 Price

Fixed

No price variation in Year 1

Years 2–5 CPI

Perth CPI

All Groups Perth Index · 21 days notice required · Customer must approve

Help Desk Included

150 hrs

Per 12-month period · Billed in 15-min increments

💲 Pricing Tabs to Complete in Attachment 1 (Excel)

Tab	What to Price	Format
Tab 1 Set-Up & Implementation	Fixed charges tied to project plan milestones	Hours × Hourly Rate
Tab 2 Subscription	Annual hosting, maintenance & support — 3 user scenarios over 5 years	Annual per scenario
Tab 3 Customisation	Any dev work needed to meet requirements not out-of-box	Role, hours, rate
Tab 4 Training	Fixed charges for all training groups incl. materials	Per attendee group
Tab 5 Ad-hoc Services	Rates for additional support beyond 150 hr helpdesk	Hourly rates

🛡️ Insurance Requirements

Insurance Type	Minimum Cover	Key Notes
Workers' Compensation	$50M per event	Common law liability + principal's indemnity
Public & Product Liability	$20M per occurrence	Unlimited occurrences (public); $20M aggregate (product)
Professional Indemnity	$2M per claim + aggregate	1 automatic reinstatement · Covers fraud, defamation, IP, data loss
Cyber Liability	$2M per claim + aggregate	Ransomware, BI interruption, data loss, hacking, regulatory fines

Must hold or confirm you'll obtain prior to Commencement Date. Attach current certificates if already held.

📋 Key Commercial Terms

Term	Detail
IP Ownership	Contractor retains IP in the solution (standard SaaS model)
Data Ownership	All Customer Data belongs to DTMI/State · Contractor has limited licence only
Liability	Unlimited party-to-party · Consequential loss (incl. lost profit) is recoverable
Data Export at End	Contractor must provide full data export at no cost at end of term
Data Deletion	All Customer Data must be deleted/destroyed at contract end
Transition Out	Contractor must prepare and execute a Transition-Out Plan if requested
Performance Plan	Customer can require a remediation plan if milestones missed or SLAs breached 3 months running
Police Clearance	Required for personnel with access to DTMI systems (General Conditions 18.4)
Non-AI training of data	Customer Data must NOT be used to train AI models

🔐 Security Requirements

📌 Scored at 10% of qualitative criteria — but failing security can be a deal-breaker. Cover all areas thoroughly.

🔒 Security Controls to Document

🛡️
Vulnerability Management & Disclosure
Regular scanning, remediation process, disclosure policy
🏢
Physical Security
Data centre physical controls
🔧
System Hardening
OS, app and network hardening practices
🔑
Authentication
MFA, SSO SAML + Azure AD, 14+ char passwords, account lockout
🚪
Access & Privilege Management
Role-based, least-privilege, audit trails
🔐
Encryption
Data at rest AND in transit — industry standard or better
📝
Log Retention, Monitoring & Detection
Audit logs for all data access; provide to DTMI on request
🚨
Incident Response
Documented plan; notify within 24 hours of breach
💾
Backup
Multi-location; tested recovery; data integrity verification
🌐
Cyber Supply Chain Management
Third-party/subcontractor security obligations

🤖 Artificial Intelligence Usage

Detail what AI is used in the solution
Information security of data processed by AI
Integrity of training datasets
Customer Data must NOT be used to train AI
Must include safeguards against hallucination
Generative AI features must be disclosed and documented

👩‍💼 Employee Management Processes

Employee screening (background checks)
Onboarding security process
Malicious insider detection
Offboarding / access revocation

🛑 DoS Attack Prevention

Capacity to withstand DoS attacks
Cost implications of attacks
Notification thresholds
Thresholds for taking services offline
Pre-approved actions during attacks
Upstream provider arrangements to block malicious traffic

🔑 User Authentication Requirements

Requirement	Minimum Standard
Password length	Min 14 characters
Account lockout	Must be implemented
Password recovery	Secure recovery process required
Multi-Factor Auth (MFA)	Mandatory
SSO / SAML	Azure AD integration required

📊 Mandatory Security Standards

Standard	Status
ACSC Essential Eight (Maturity Level 1)	Mandatory
WA Government Cyber Security Policy (2024)	Mandatory
ISO/IEC 27001	Pre-qual cert needed
Annual Security Certification	Required under contract
99.9% uptime proven	Must document evidence
Data Portability	Must enable migration/exit

🚀 Solution Delivery & Implementation

📐 Solution Architecture Requirements

Preferred

SaaS subscription-based solution
Hosted in DTMI's Azure environment
OR Vendor-hosted cloud (data must be in Australia)
Off-the-shelf with configuration capability
Single sign-on via Azure AD / SAML

Not Accepted

❌ On-premise solution
❌ Data hosted outside Australia
❌ Heavily customised solutions (customisation acceptable to fill gaps, not as the primary approach)
❌ Vendor tech staff with access to DTMI production environment

📋 Required Deliverables from Vendor

Deliverable	Schedule	Owner
Solution Design Document	Schedule 7	Solution Architect
High-Level Project Plan (Gantt)	Schedule 7	Project Manager
Service Level Agreement	Schedule 8	Sales / Commercial
Software Support Details	Schedule 10	Sales / Commercial
Software Licence Terms	Schedule 15	Sales / Commercial
Functional Requirements Response	Attachment 1 (Excel)	Business Analyst
Pricing Response	Attachment 1 (Excel)	Sales
Security Controls Response	Part B Section 5.3	Solution Architect
CVs for Key Personnel	Part B Section 5.2	Business Analyst / PM
Reference Contracts	Part B Section 5.2	Sales

🎓 Training Requirements

Group	Type	Notes
Group 1 — Admins	Solution Administration	Preferred onsite at DTMI
Group 2 — Pilot Users	UAT Preparation	For User Acceptance Testing
Group 3 — Trainers	Train-the-Trainer	To enable internal delivery

All training materials (manuals, quick guides, FAQs, videos) must be provided at no cost. Onsite at Innaloo, Perth CBD or Fremantle preferred.

🔄 Non-Production / Test Environment

DTMI expects a non-production environment for safe config testing
Must demonstrate how this is provided
Any additional costs must be detailed
Vendor tech staff limited to Dev/Test environment only (not Production)

📦 Data Migration

No mandatory legacy data migration required
DTMI will start fresh with "in progress" or new projects
Import/export tools welcome if they don't add complexity or errors
Project data is currently dispersed across multiple platforms

🏗️ Responsibility Matrix — Who Does What in Your Team

Response Area	Sales	Project Manager	Solution Architect	Business Analyst	Developer
Tender strategy & win themes	✅ Lead	Support	Support
Commercial / pricing	✅ Lead	Support		Support
Functional requirements (Excel)	Review		Support	✅ Lead	Support
Solution design document		Review	✅ Lead	Support	Support
Project plan / Gantt		✅ Lead	Support
Security controls response			✅ Lead	Support
Training plan	Support	✅ Lead		Support
SLA / Support schedule	✅ Lead	Support
Integration design			✅ Lead	Support	✅ Lead
CVs & reference contracts	✅ Lead	Support	Support
Compliance declarations	✅ Lead

🏛️ DOT415725 — Project & Portfolio Management Tool