Procurement Analysis and Planning for a new ePlanning Portal

The Client:

A large NSW State Government Department

The Project:

Our firm was engaged by a NSW State Government Department to provide advice related to the strategic procurement of an ePlanning Portal. The overall objective of the project was to provide procurement pathway options for purchasing the components of the ePlanning Portal, and to recommend which of these options could best meet the needs of the procurement while minimising risk to the organisation.

The Approach:

The Department was working to a very tight timeline for this procurement, with the ePlanning solution scheduled to be purchased and implemented within six months of the initial project meeting. This meant that all of the procurement options developed and presented by our firm had to consider the need to expedite the procurement process where possible. We also needed to balance this against the need to mitigate the risk associated with undertaking a high value procurement.

The procurement of the ePlanning Portal was also complex, requiring a number of associated components:

• A technical solution to build the portal;

• Systems integration for GIS (Geographic information System) into the portal; and

• Workflow reporting support/ help desk functions managed services.

In putting forward procurement options, it was important for us to take into account the need to procure all of these components in a way that would allow the Department to quickly integrate them into a cohesive ePlanning solution. We were able to effectively craft these options by:

• Meeting with the Department to understand the specific requirements and challenges of the project; and

• Conducting extensive research into the procurement landscape, with particular focus on procurement in the IT space.

Based on this research, our consultants identified a number of procurement pathways available to the Department for the purchase of the ePlanning Portal components.

The Outcome:

We delivered a final discussion paper which:

• Detailed the procurement pathways available;

• Compared the relative issues and risks associated with each of the procurement options put forward;

• Provided estimated time frames for each procurement pathway; and

• Provided recommendations and next steps for consideration.

The Department was able to use this document as a guide and reference throughout the subsequent procurement process.