DOH7209 Industry Briefing Supply, Installation, Commissioning and Maintenance of IP Capable PBX Telephone Systems for the Metropolitan Area Presented by Health Information Network 30 March 2009
Today s Agenda Project Overview and Background Richard Larkin Project Schedules (excl. Schedule 2) Richard Larkin Technical Requirements (Schedule 2) Alan Finlayson Tender Submission & Evaluation Mark Norton Instructions to Respondents Richard Larkin Questions and Answers Panel
Briefing Objective To provide you with an overview of the Department s requirements for PBX procurement, implementation and support services. To provide the opportunity to consider the procurement process and seek clarifications in preparation of responses to the Request for Tender. To record questions that the Q & A will be provided to all registered parties.
Our Vision and Journey The DoH Vision Statement: providing a safe, high quality, accountable and sustainable health care system Alignment with Whole of Government positions: minimise diversity and maximise interoperability Continuation of current user telephony practice
Project Overview and Background 5 year term with 3 twelve month extension options Mandatory contract for all metropolitan PBX purchases (for core PBX facilities) Price Book Model for pick and buy volume
Project Schedule 1 (Customer Contract Details) 5+1+1+1 Contract Term To be read in conjunction with GCOC (Sep 08) Contract management requirements Police clearance Performance guarantee Information confidentiality
Project Schedule 3 (Pricing Details) Unit prices for: Components (PBX, handsets, UPS, etc) Systems Integration (hourly rates, opt. MACs) Services (maintenance & training) Optional Items (Respondent to provide) Future Components (discount off list, cost plus, etc) Sample site installations (RPH, FH, RPRH) Use the supplied format, add rows as needed Inclusion within envelope submission 2 only!
Project Schedule 4 (Performance Guarantee) Deed of Guarantee for contract performance Only required where deemed necessary following financial due diligence Standard deed used by other WA Government agencies
Project Schedule 7 (Project Plan) Respondent to provide project plan Use the sample site installation quantities and mandatory items from Schedule 2 to prepare your plan Full contents of plan not required, but should be detailed enough to justify your quotation The Department to provide a peer Proj. Mgr. Payment milestones
Project Schedule 9 (Hardware Maintenance) Severity classification to determine importance based on: Systems failure Installation site Severity determines response required Proposed rebates for SLA breaches
Project Schedule 10 (Software Support) Outlines what the Department expects in terms of software support services (help desk, software updates, etc) Note special requirements (from Sch. 1): Use of software in perpetuity Perpetual access to latest entitled version of software (survives maintenance expiry) Respondent to maintain superseded software for 60 months (or provide upgrades)
Project Schedule 11 (Transition Plan) Respondent to provide Assessed as part of evaluation criteria Document a plan based on the 3 initial sites, and also include a virtual 4 th greenfields site (100 users) Draw heavily on your past implementations to make this as realistic as possible
Project Schedule 12 (Change Order) Standard change management form You may propose an alternative form but it must contain at least the information requested
Project Schedule 13 (Acceptance Testing) We ask for two types of tests to be conducted: Pre commissioning acceptance test Post commissioning acceptance test You will be expected to prepare an acceptance test as one of the project deliverables, and to execute to that test Standard GCOC clause 15 provisions for retests (where required)
Project Schedule 15 (Additional Documents) List of relevant standards Initial site telephony details Existing and proposed common feature codes Initial order estimates (also in the price book) DoH Project Management Framework PBX Tier Classifications (very important!) Relevant network topology diagrams
Today s Agenda Project Overview and Background Richard Larkin Project Schedules (excl. Schedule 2) Richard Larkin Technical Requirements (Schedule 2) Alan Finlayson Tender Submission & Evaluation Mark Norton Instructions to Respondents Richard Larkin Questions and Answers Panel
Technical Requirements Core PBX System: Support 6 tiers (100 10,000 endpoints) Have adequate resiliency Be either Hybrid or Pure IP variants Meet the system specifications outlined in Sch 2
Technical Requirements (cont) Battery backup+rectifiers, UPS systems: UPS systems needed for AC powered devices Batteries+rectifiers for DC powered devices Capacity expected between 0.24 to 5.76 kw, but the solution you propose needs to provide 4 hours continuous, therefore size accordingly Be of suitable quality and availability (ie, N+1, hot swappable, etc)
Technical Requirements (cont) Operator Consoles: Requirement for physical and software-based operator consoles Remove the dependency on the LAN as the only PBXsoftware console communication means Provide a UPS to power the PC for 1 hour If you have multiple software options, include the range of products for our evaluation
Technical Requirements (cont) Cordless Telephony: Replacement of existing DECT systems (primarily used in emergency departments) Provide similar capabilities to DECT Support the receiving of text messages About 4 base stations/8 handsets at RPH & FH Can be in-skin or externally hosted solution as appropriate
Technical Requirements (cont) Ancillary Services to include: Voice Mail Music on Hold Audio Conference Bridging Automatic Call Distributor Auto Attendant Interactive Voice Response 3 delivery options for ancillary services (in-skin, locally connected, centralised)
Technical Requirements (cont) Existing Network Integration: The solution needs to integrate into the existing DoH Network with appropriate LCR tables Take notice of the merging of 3 RPH PBXs into one (and the necessary cabling & integration) Integration will be tested in acceptance tests Interface to other systems (radio paging, patient telephones, etc)
Technical Requirements (cont) Training: Train the trainer approach for end users Classroom training for all operators Certified courses for onsite technicians Would like to see innovative training techniques such as SCORM compliant Computer Based Training (using our Learning Management System) Would like to see maintenance discounts if we train our onsite technicians
Technical Requirements (cont) Maintenance: 12 months maintenance required at minimum Successful contractor to manage existing maintenance provider during transition phase Offer pricing on a site by site basis cognisant of the strategic intention for mandatory use Tell us what preventative maintenance is included Tell us how you will address the remedial maintenance needs
Technical Requirements (cont) Others: TIMS system Audio conference bridging Misc systems (teleconference units, door intercom systems, directory services, cabling)
Today s Agenda Project Overview and Background Project Schedules (excl. Schedule 2) Technical Requirements (Schedule 2) Tender Submission & Evaluation Instructions to Respondents Questions and Answers Richard Larkin Richard Larkin Alan Finlayson Mark Norton Richard Larkin Panel
Tender Submission & Evaluation 2 Envelope system: Envelope 1 Respondent s Non-Priced Offer Envelope 2 Respondent s Priced Offer The General Conditions (September 2008) apply
Tender Selection Process Sequential process as follows: Meet the Pre-Qualification Requirements Assess Offers for Compliance and Disclosure Assess Offers against the Qualitative Requirements Assess Offers against the Insurance Requirements Undertake financial analysis (Respondent and Offer) Further assessment as required (short listing, clarifications, demonstrations, referee checks)
Request Qualitative Requirements Formalised Delivery Capabilities (20%) Demonstrated capabilities to deliver the required services and relevant expertise Technical Solution Capabilities (35%) Primarily the response to Schedule 2 Implementation Track Record (25%) 3 reference sites, project implementation plans Local Content (20%)
Request Insurance Requirements Demonstrate (ie, provide details on): Public and Product Liability Professional Indemnity Workers Compensation Liability Motor Vehicle Third Party Liability Include the usual details such as insurer, insurer ABN, policy number, insured amount, expiry date, and exclusions
Today s Agenda Project Overview and Background Project Schedules (excl. Schedule 2) Technical Requirements (Schedule 2) Tender Submission & Evaluation Instructions to Respondents Questions and Answers Richard Larkin Richard Larkin Alan Finlayson Mark Norton Richard Larkin Panel
Instructions to Respondents Make your response readily identifiable Use the clause identifiers Arrange a site visit
Procurement Timeline Milestone Advertise RFT RFT Closed Shortlist Proof of concept complete Recommendation Approvals Contract Negotiation complete Contract award Delivery Anticipated Delivery
Contact Information CONTRACTUAL AND ROUTINE ENQUIRIES: Name: Mark Norton (Procurement) Telephone: (08) 9222 2465 E-mail: mark.norton@health.wa.gov.au ADVICE ON DELIVERING TENDERS: Name: Dumas House Tenders Office Telephone: (08) 9222 5550 Facsimile: (08) 9222 5666 TECHNICAL / CUSTOMER ENQUIRIES: Name: Alan Finlayson Telephone: (08) 6213 5499 E-mail: alan.finlayson@health.wa.gov.au PROBITY ENQUIRIES: Name: Jon Petelczyc (2020 Global Pty Ltd) Telephone: (08) 9485 2020 Facsimile: (08) 9485 2030 E-mail: jon@2020global.com.au
Questions and Answers
Thank you Richard Larkin Project Manager