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1 Approved By: Mark Gilmartin. Chief Officer Classification of Paper: Report to PCC/Deputy PCC (delete as appropriate) Date of Decision Date of Report (delete/insert as appropriate) Report reference number KEBR05212 Telecoms SIP Upgrade PCC/0001/13 Area of County/Stakeholders affected Telecoms network infrastructure across Essex and Kent Title of report Telecoms SIP Upgrade Report by Barry Rimmer, Procurement Services Enquiries to - Barry Rimmer, Essex Police HQ Internal External Purpose of report This report is to inform the Head of Procurement, Director of Shared Services and the Police and Crime Commissioners of a recommendation to appoint a Contractor for the upgrade of telecoms facilities across the counties of Essex and Kent. 2. Recommendations Agree to award a contract for the upgrade of Essex Police and Kent Police telecoms network services to BT plc. 3. Benefits of Proposal This contract will upgrade the current telecoms infrastructure in order to provide increased efficiency and reduced costs. The implementation of SIP trunking provides

2 a new technology platform which will reduce our current telecoms expenditure as well as providing further savings on call charges. Planned savings over the proposed 5 year contract term are expected to be XXXXX across the combined forces. Additional annual savings are expected in the area of call tariffs (XXXX approx.) and the rationalisation of DDI numbers (XXXX approx.) This proposal is not linked to any other IT or operational initiatives and the consequences of not proceeding are the non-realisation of budget savings. 4. Background and proposal Please refer to Contract Award Recommendation paper KEBR05212 Telecoms SIP Upgrade. 5. Police and Crime Plan 6. Police Operational Implications 7. Financial Implications 8. Legal Implications 9. Staffing and other resource implications There are no resourcing implications as a result of this proposal. 10. Equality and Diversity implications There are no equality and diversity implications as a result of this proposal. 11. Background papers The report mentions that the DFTS contract has been awarded to a single supplier and in order to satisfy concerns regarding value for money, I am able to confirm that: prices are regularly adjusted in line with Office of National Statistics data independent benchmarking is undertaken quarterly BT has to satisfy the MOD that all new services are fairly and competitively priced.

3 The Treasury and Cabinet Office have both approved DFTS as Value for Money. The DFTS Contract has also demonstrated and been approved as offering value for money by the MOD, Public Accounts Committee and the National Audit Office. Report Approval The report will be signed off by the Chief Executive and CFO and the PCC Solicitor where legal implications arise. Chief Executive/M.O Signed Note Contact has been signed by Kent PCC Chief Financial Officer Signed PCC Legal Advisor (As necessary) Decision I agree the recommendations to this report Signed by PCC... PCC/Deputy PCC I do not agree the recommendations to this report because PCC/Deputy PCC Publication Reasons for non-publication (state None if applicable)

4 .. Signed/Print name Report for publication YES NO If the report is not for publication, the Chief Executive will decide if and how the public can be informed of the decision. TITLE OF TENDER: Telecoms SIP Upgrade REF: KEBR05212 CONTRACT AWARD RECOMMENDATION Number of Suppliers Invited to Tender 1 No. of Bidders 1 Bidders details: BT Tender Issued Date

5 Tender Closing Date Evaluation Period Evaluation Team Barry Rimmer (Essex), Jon McKinlay (Kent). Ian Anderson (Essex) Contract Award Date 17 th December2012 Contract Awarded To BT Contract Period 60 months Estimated Contract Value over the contract XXXXX period Collaborative Contract Yes 1. Purpose of this Report This report is to inform the Head of Procurement, Director of Finance and the Police and Crime Commissioners of a recommendation to appoint a Contractor for the upgrade of telecoms facilities across the counties of Kent and Essex. 2. Background/Introduction Purpose of Contract This contract will upgrade the current telecoms infrastructure in order to provide increased efficiency and reduced costs. The implementation of SIP trunking provides a new technology platform which will reduce our current telecoms expenditure as well as providing further savings on our call charges. Procurement Procedure undertaken The Procurement process has been simplified through the use of the DFTS (Fixed Telecom Services) framework managed by the Ministry of Defence and available to Government and Local Government organisations. This contract is available to 2015 and current users from the Police sector include NPIA, Metropolitan, West Yorkshire and Northamptonshire Police forces. A similar SIP implementation project has recently been authorised by Cambridgeshire Police using the same framework. Although BT is the only supplier on this framework, regular bench marking by the National Audit Office ensures that customers continue to receive best value.. 5. Period of Contract The Contract will be for a term of 60 months and will commence immediately. This is to expedite the realisation of financial savings against current budgets.

6 6. Experian Report An Experian Report was run on 11 th December 2012 confirming that BT are considered very low risk and BT Group and BT plc have both been awarded a 5-star Commercial Delphi rating. XX. 7. Terms and Conditions There are no known risks to highlight. 8. Recommendation In conclusion approval is sought for Essex Police and Kent Police to engage BT for the specific work associated with upgrading the network infrastructure across the two counties. On the basis that Phase 2 ISDN lines will be replaced in years 3,4 and 5, the total cost of the contract across both counties over the 5-year period is X compared to our current cost of X, projected over the same period. Current spend on Phase 1 ISDN lines Current spend on Phase 2 ISDN lines Lines to be dropped on migration Current annual expenditure Total SIP Install Costs New IT Hardware to support implementation SIP Annual Rental 5-year saving - Phase 1 only Additional saving in years 3-5 (Phase 2) Planned saving over 5 years In addition to the overall saving of XXXX, the implementation also presents us with other opportunities for savings that have not been included in this recommendation. They are reduced call charges achieved through improved call tariffs (estimated on current volumes and calling patterns to reduce from XXXX pa to XXXX pa) the rationalisation of DDI numbers where realistic, estimated savings are likely to be in the region of XXXX pa. Name: Barry Rimmer

7 Contracts Officer Date: 11 th December 2012

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