PROPOSAL TO UNDERTAKE A PROCUREMENT OVER $400,000 PROC-4807 - FOR THE PROVISION OF SUPPORT NEEDS ASSESSMENT TOOL(S) TO SUPPORT NDIS REFORM INITIATIVES

FOI 25/26-1684

OFFICIAL

PROPOSAL TO UNDERTAKE A PROCUREMENT OVER $400,000

PROC-4807 – FOR THE PROVISION OF SUPPORT NEEDS ASSESSMENT TOOL(S) TO SUPPORT NDIS REFORM INITIATIVES

1. Purpose

1.1. To seek your approval to conduct an approach to market (ATM) for:

Table 1: Approach to Market Overview

2. Background and requirements

Assessment and Budgeting Initiative

OFFICIAL PDR: EC25-000320 Page 1 of 13 Page 1 of 286

FOI 25/26-1684

OFFICIAL

2.1. The Policy, Evidence and Practice Leadership Division is leading the NDIA’s Assessment and Budgeting Initiative. This initiative is responsible for developing legislative instruments to give effect to new framework planning.

2.2. Under new framework planning, participants will undergo a structured needs assessment to assess their disability support needs, for the purpose of generating flexible budgets and/or identifying stated supports.

2.3. The assessment approach must use a range of off-the-shelf needs assessment tools which are capable of being administered in a strengths-based and trauma informed way and which are reflective of a contemporary understanding of disability.

2.4. This procurement will lead to the selection of off-the-shelf needs assessments which will be incorporated into legislative instruments which govern the assessment process for adult participants (>16 years old).

2.5. This procurement will also seek a range of operationalisation support services, including a flexible training and accreditation solution for the NDIA’s future support needs assessor workforce.

2.6. This procurement will also seek a solution for integrating the selected support needs assessment tool(s) into NDIA operations, including the ICT environment.

2.7. After selection of a supplier, the NDIA will seek to enter into a commercial arrangement for a period of five years, with the option for an extension of up to five year.

2.8. There are three approaches to market activities being undertaken by the NDIA as part of the Assessment and Budgeting Initiative:

a) Request for Tender – Support needs assessment tools for adults (this procurement) with the following three components: Assessment tool, operationalisation support, system integration software b) Request for Information – Assessment tools for children, to inform further procurement activities in 2025 c) Request for Information – Targeted assessment modules (e.g. for assistive technology, home modifications and disability-related health supports), to inform further procurement activities in 2025

3. AAI Exemption

3.1. This procurement will be compliant with the Accountable Authority Instructions (AAIs), and therefore no exemption is required.

4. Method of procurement

4.1. It is proposed that an open approach to market be undertaken, with this procurement publicly advertised on the Commonwealth’s Tendering website AusTender (www.tenders.gov.au).

OFFICIAL PDR: EC25-000320 Page 2 of 13 Page 2 of 286

FOI 25/26-1684

OFFICIAL

5. Value for Money

5.1. This procurement is considered an effective and efficient use of NDIA resources as it:

a) will encourage competition and be non-discriminatory as it is an open tender which all potential suppliers can engage in whether domestic or international b) will use public resources in an efficient, effective, economical and ethical manner that is consistent with the policies of the Commonwealth and Agency, c) will facilitate accountable and transparent decision making as it will enable interested parties to follow how the successful supplier was approached and selected d) encourages appropriate engagement with risk as it requires a high degree of procurement and probity support e) is commensurate with the scale and scope of the business requirement, and f) will use the Evaluation Plan to determine how value for money could be achieved through an assessment of the demonstrated technical capabilities, financial costs, and risks associated with each of the submissions.

6. Risks

6.1. A risk assessment has been undertaken for this procurement activity in accordance with the requirements of the NDIA Procurement Policy and the Agency’s risk management framework.

6.2. The overarching risk associated with this procurement has been assessed as high value and complex/strategic for the following reasons:

a) The goods being sourced may require customisation and supplier innovation may be required b) The goods are highly critical to the NDIA and core operations c) The procurement relates to matters that are of high-level government, media or political interest d) There are significant interdependencies with other projects e) The value of the procurement is estimated at between $10-$30 million. f) The non cost value of the procurement is very high g) The purchase of the goods/services directly aligns with and promotes the priorities and objectives of the NDIA and the government.

6.3. A copy of the full risk assessment can be found in Attachment D to this document.

OFFICIAL PDR: EC25-000320 Page 3 of 13 Page 3 of 286

FOI 25/26-1684

OFFICIAL

7. Estimated Budget

7.1. The estimated total cost of the procurement, inclusive of all potential extension options being used, is between $10,000,000 and $30,000,000 (GST inclusive).

Forward year commitment

7.2. A forward-year commitment is required for this procurement. There are a range of uncertainties in calculating the overall costs of this procurement. An estimate of the current and forward year committed funds required, including all potential extension options, are detailed below.

7.3. By signing this Proposal to undertake a Procurement, the Financial Delegate is declaring that they have sufficient unallocated funds available in the financial years specified.

Table 2: Example Forward Year Cost Projections (by Financial Year)

Engagement of independent advisers to assist with the procurement

7.4. This procurement is part of a program of procurements under the Assessment and Budgeting Initiative. In light of the complexities and strategic significance of this program, the following resources have been engaged for these activities:

a) An independent probity adviser contracted through Legal Services b) External legal services contracted through Legal Services, and c) External procurement specialists.

7.5. Separate procurement processes have been undertaken for each of these independent advisers, and approval sought from the appropriate Financial Delegate.

Account details including Cost Centre

7.6. The below account details apply to this procurement:

Table 3: Account Details

OFFICIAL PDR: EC25-000320 Page 4 of 13 Page 4 of 286

FOI 25/26-1684

OFFICIAL

8. Proposed timeline

8.1. The following timeline is proposed. The timeline may need to be adjusted to reflect confirmed changes in the timing of various stages of the evaluation process.

Table 4: Proposed Timeline

9. The Stakeholders

9.1. The key stakeholders for this procurement activity are:

Table 5: Stakeholders

OFFICIAL PDR: EC25-000320 Page 5 of 13 Page 5 of 286

FOI 25/26-1684

OFFICIAL

OFFICIAL PDR: EC25-000320 Page 6 of 13 Page 6 of 286

FOI 25/26-1684

OFFICIAL

10. Key Documents

10.1. Further to your agreement to this Proposal to undertake a Procurement, the following key documents will be prepared for your approval:

a) Approach to Market Document - Request for Tender b) Additional Terms spreadsheet (software requirements) c) Draft contract for services d) Risk Assessment

10.2. Following the completion of the evaluation process, an Approval to enter into an Agreement, evaluation report, and a contract including the performance management framework will be prepared for your approval as the Financial Delegate.

11. Advice relating to the procurement process

11.1. Policy, Evidence and Practice Leadership Division has consulted wiith Agency Budget and Financial Controls Branch to confirm that there are sufficient unallocated funds available within the cost centre.

11.2. Additionally, Policy, Evidence and Practice Leadership Division has consulted with probity advisors Clayton Utz and commercial law advisors Maddocks Lawyers as well as NDIA’s Procurement Branch, Legal Services Branch, Chief Information Officer Division and Service Delivery Group.

OFFICIAL PDR: EC25-000320 Page 7 of 13 Page 7 of 286

the by 1982 Act Information of Freedom the under

the by 1982 Act Information of Freedom the under

the by 1982 Act Information of Freedom the under

the by 1982 Act Information of Freedom the under

FOI 25/26-1684

OFFICIAL

Procurement Connected Policies and Additional Commonwealth Procurement Rules Requirements

15.3. The following policies will be addressed as part of this procurement:

a) Modern Slavery Act 2018 b) Workplace Gender Equality c) Commonwealth Child Safe Framework (CCSF) d) Workplace Gender Equality (WGE) e) Commonwealth Child Safe Framework (CCSF) f) Privacy Act 1988 (Cth) – A PIA is being developed in collaboration with the Privacy Team which [insert results of the PIA assessment]. The full PIA is at Attachment XX. g) Disability Action Plan obligation (The Agency has committed to investigating whether a business that exists primarily to provide employment or support to people living with a disability has the capability to fulfil its needs before making any approach to market at or above the relevant procurement threshold) h) Indigenous Procurement Policy (IPP) i) Shadow Economy Policy j) Payment Times Procurement Connected Policy

OFFICIAL PDR: EC25-000320 Page 12 of 13 Page 12 of 286

FOI 25/26-1684

OFFICIAL

Detailed Risk Register

Please refer to the Risk Action Plan attached for this procurement.

OFFICIAL PDR: EC25-000320 Page 13 of 13 Page 13 of 286