DOH7209 Industry BriefingSupply, 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 4th 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 PBX-

software 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 on- site 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 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

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 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

Instructions to Respondents• Make your response readily identifiable

• Use the clause identifiers

• Arrange a site visit

Procurement Timeline

Milestone Anticipated Delivery

Advertise RFTRFT ClosedShortlistProof of concept completeRecommendationApprovalsContract Negotiation completeContract awardDelivery

Contact Information

CONTRACTUAL AND ROUTINE ENQUIRIES:

Name: Mark Norton (Procurement)

Telephone: (08) 9222 2465

E-mail: mark.norton@health.wa.gov.au

TECHNICAL / CUSTOMER ENQUIRIES:

Name: Alan Finlayson

Telephone: (08) 6213 5499

E-mail: alan.finlayson@health.wa.gov.au

ADVICE ON DELIVERING TENDERS:

Name: Dumas House Tenders Office

Telephone: (08) 9222 5550

Facsimile: (08) 9222 5666

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