SPS-02319 Prisoner Records 2 (PR2) – Technical Change

The contract timeline includes an Initial Term of three years from the Commencement Date. This can be extended by periods totaling up to six years from the expiry of the Initial Term, provided the Purchaser gives at least ninety working days' notice. The total Contract Term is defined as seven years, commencing on the Go Live Date.

Key milestones mentioned are related to the implementation of the application:

• Milestone 2: Implemented to "Live" the modular equivalent of 25% of the Scope of the Application and mobilization of support for this functionality.
• Milestone 3: Implemented to "Live" the modular equivalent of 50% of the Scope of the Application and mobilization of support for this functionality.
• Milestone 4: Implemented to "Live" the modular equivalent of 75% of the Scope of the Application and mobilization of support for this functionality.
• Milestone 5: Implemented to "Live" the modular equivalent of 100% of the Scope of the Application, mobilization of support for this functionality, and the completion of transition from the existing application.

Additionally, the migration of the application is expected not to exceed a completion date of 18 months from the Contract Commencement. The supplier is required to provide a detailed project plan for design, development, and implementation using a functional modular approach, aligning with the payment milestones. Two modules are expected to be developed concurrently throughout the implementation period.

Specific contract start and end dates are not explicitly stated, but are referenced relative to a "Commencement Date" and "Go Live Date".

The core scope of work and Statement of Work (SOW) for this tender involve the modernization and migration of an application. The SOW is defined as a document outlining the agreed works, services, and deliverables to be provided by the supplier. The "Statement of Requirements" further details the services the supplier is to provide, including specific service levels.

Key aspects of the scope and deliverables include:

Project Governance Deliverables:

• A detailed project plan, developed in coordination with the Current Provider and the Purchaser.
• A defined project governance structure, including schedules for standups, project team meetings, project board, and approval milestones.
• A clear split of roles and responsibilities during development and transition.
• Release management, encompassing Module Pre-release testing and approval.

Technical Deliverables:

• Modernized modular application components.
• Provision of code to an ESCROW repository accessible by the Purchaser.
• Integration components to enable hybrid operation with the Current System.
• A collaboration and software development management environment (e.g., GitHub or equivalent) to promote CI/CD pipelines and DevSecOps workflows.
• Cloud architectural documentation and environment administrative privileges.
• Proof of the security of the cloud environment and application via an independent PEN test.
• A proposal for subsequent database cloud migration (the initial database cloud migration is not part of this scope).

Target Architecture Setup:

• Setting up a sufficiently sized and licensed sovereign cloud environment.
• Agreeing with the Current Provider on how to copy the Current System to understand it and develop automated transposition methodology.
• Working with the Purchaser to gain access to the Current System database infrastructure for both development and production.
• Agreeing on access protocols and internet sizing provision.
• Installing and setting up automation tooling.
• Working with the Current Provider to gain controlled read/write access to Current System database environments, which will increase as modules are migrated.
• Ensuring the system can send email notifications and export reports, files, and errors.
• Ensuring the system can export built-in reports in common formats (e.g., PDF, CSV, TXT, Json XML).

Automated Code Transposition:

• Ensuring successful, automated translation and migration of Oracle Forms and Reports into an established open-source environment.

Implementation and Transition:

• Implementation of the modular equivalent of the application to "Live" in phases (25%, 50%, 75%, and 100% of the scope), including the mobilization of support for each functional increment and the completion of transition from the existing application.
• Provision of a detailed project plan for design, development, and implementation using a functional modular approach, aligned with payment milestones.
• The expectation is for two modules to be developed concurrently, with migration not exceeding 18 months from contract commencement.
• A formal handover process for all third-party developed modules before they enter service, including source code, technical and solution design documentation, deployment procedures, test evidence, known issues, and knowledge transfer. Post-handover and acceptance, the supplier will be responsible for supporting the module according to agreed service levels.