REQUEST FOR PROPOSAL
                      FOR
    TELECOMMUNICATIONS


TASMAN DISTRICT COUNCIL
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Due Date

  1. 1. REQUEST FOR PROPOSAL FOR TELECOMMUNICATIONS TASMAN DISTRICT COUNCIL Prepared for Tasman District Council Closing date: 12:00 noon Thursday 7 January 2010
  2. 2. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Contents 1. Introduction.................................................................................................................4 1.1. Date..................................................................................................................................4 1.2. Ownership.........................................................................................................................4 1.3. Change Control Details.....................................................................................................4 1.4. Introduction to the Tasman District....................................................................................4 1.5. Introduction to the RFP Requirements..............................................................................4 1.6. Definitions.........................................................................................................................5 2. Proposal Process.......................................................................................................6 2.1. Purpose.............................................................................................................................6 2.2. Objectives.........................................................................................................................6 2.3. Scope................................................................................................................................6 2.4. Scope Exclusions..............................................................................................................8 2.5. Term..................................................................................................................................9 2.6. Instructions to Vendors......................................................................................................9 2.7. Format for Responses.....................................................................................................11 2.7.1. Response.................................................................................................................................11 2.7.2. Sole Contact............................................................................................................................12 2.7.3. Address....................................................................................................................................12 2.8. Due Date.........................................................................................................................12 2.8.1. Timeline...................................................................................................................................12 2.9. Evaluation Procedure .....................................................................................................12 2.9.1. General Information.................................................................................................................12 2.9.2. Enquiries..................................................................................................................................13 2.9.3. Selection Criteria......................................................................................................................13 3. System and Business Requirements.....................................................................14 3.1. Required Features...........................................................................................................14 3.1.1. MODULE 1: VOICE SERVICES (FIXED LINE).......................................................................16 3.1.2. MODULE 2: VOICE SERVICES (MOBILE).............................................................................25 3.1.3. MODULE 3: DATA SERVICES...............................................................................................39 3.2. Required Attributes..........................................................................................................52 a. Notice Of Intention....................................................................................................59 b. Schedule of Financial Costings..............................................................................60 3.3. Summary of One-Off Costs.............................................................................................60 3.4. Summary of Ongoing Costs............................................................................................61 3.5. Five-Year Summary........................................................................................................61 c. Tasman District Council Terms and Conditions...................................................62 d. Tasman District Council Internal Cable Setup......................................................64 Page 2 of 64
  3. 3. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Page 3 of 64
  4. 4. Tasman District Council Telecommunications Request for Proposal due-date1867.doc 1. Introduction 1.1. Date The release date for this RFP is Friday 4 December 2009. The close date for this RFP is 12:00 noon Thursday 7 January 2010. A full timeline is contained under the header Due Date within the section entitled Proposal Process below. 1.2. Ownership Tasman District Council (TDC) shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. This document and all supplementary information provided prior to and subsequent to this RFP is commercial in confidence and all copies (produced with or without approval) will remain the property of TDC and must be returned to TDC upon request. This document, or any part thereof, may only be reproduced, photocopied or transmitted with the prior approval of TDC. 1.3. Change Control Details Any modification of the RFP, and all related terms and conditions, exhibits and other attachments, in the vendor’s submission, is grounds for immediate disqualification. 1.4. Introduction to the Tasman District TDC is the Unitary Local Authority for the Tasman District of New Zealand. A Unitary Local Authority provides both Regional Council and Territorial Local Authority functions within the one organisation. Council has 7 offices, including Libraries and Service Centres, located within the district. These are all connected to a centralised network located at the Main Office in Richmond. 1.5. Introduction to the RFP Requirements This Request for Proposal (RFP) for telecommunications for TDC will be distributed by means of TenderLink. TenderLink's LGTenders New Zealand website is the e-tendering Portal for New Zealand Local Government tenders. 99% of all publicly available tenders pass through this system. Visitors can navigate through the LGTenders New Zealand website (http://www.lgtenders.co.nz) by clicking the next and back buttons. The navigation menu is displayed across the top and moves from left to right as you navigate. At any stage you can click one of the menu options and go straight to that page. Vendors can subscribe to TenderLink online at any time by clicking the Registration button on the LGTenders New Zealand website http://www.lgtenders.co.nz). Registration takes no more than a few minutes and once you have agreed to terms of service you will have full access to the system and the services which TenderLink provides. This Request for Proposal (RFP) for telecommunications for TDC will also be published on TDC's website (http://www.tasman.govt.nz). Page 4 of 64
  5. 5. Tasman District Council Telecommunications Request for Proposal due-date1867.doc 1.6. Definitions This document is divided into three: 1 – Introduction 2 – Proposal Process 3 - System and Business Requirements These sections are followed by Appendices. 1 - Introduction is an introduction to the proposal process, providing instructions on the RFP and response process. 2 – Proposal Process provides an explanation of the process and rules for submitting a proposal for this request. 3 - System and Business Requirements defines the System and Business requirements. This represents the requirements of TDC. • This section contains the Response Tables, which every respondent is required to complete. The appendices contain additional information and guidelines to assist Vendors in responding to this request for proposal. • This section contains the Notice of Intention and the Schedule of Financial Costings, which every respondent is required to complete. Page 5 of 64
  6. 6. Tasman District Council Telecommunications Request for Proposal due-date1867.doc 2. Proposal Process 2.1. Purpose The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to supply telecommunications services for Tasman District Council. The RFP provides vendors with the relevant operational, performance, application, and architectural requirements of the system. 2.2. Objectives The purpose of this Request for Proposal is to enter into negotiations for contracted services to be provided to TDC which meet the requirements described within this document. Responses should describe actual and viable solutions to be offered by respondents to TDC, and should clearly describe all features, attributes and pricing for each requirement (or absence of same) within each module. Responses, statements, claims and assumptions made by respondent vendors in response to this RFP will be required to be included within contract documentation, and to be followed through the contract period if accepted. Following the evaluation of the RFP responses, TDC may enter into negotiations with one or more preferred supplier(s), or conclude the process without awarding any contract. TDC may accept a response in whole or in part, or may enter into negotiations for variance based on the solutions described in the response. TDC reserves the right not to accept any or all systems, subsystems, features, services or options proposed. TDC reserves the right to select a combination of hardware, software and services from multiple vendors or from a single vendor. 2.3. Scope The scope of this RFP covers services within three modules: • Module 1: Voice Services (Fixed Line) • Module 2: Voice Services (Mobile) • Module 3: Data Services Respondents are free to respond to any or all modules of the RFP. The proposal for each module must be complete, discrete and all inclusive (respondents must provide a solution fulfilling all sections within any module for which a response is made). If responding to more than one module of the RFP, any subsidies or dependencies between modules must be clearly disclosed. You must indicate any difference in delivery, service and pricing if only one module of your proposal is selected. Your proposal for one module may be coupled with any of the other respondents' proposals for other modules if you choose (vendors may "prime" a contract to perform all the work to be done, including subcontracts defined as contracts with the prime contractor to perform part of the work to be done under the prime contract). Dependencies on other vendors must be clearly disclosed. The tables which follow provide an overview of the structure of the requirements contained in the section entitled System and Business Requirements below. Please refer to that section for detail of requirements and for response tables to be completed by every respondent vendor. Page 6 of 64
  7. 7. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Features (Functional Areas)  MODULE 1: VOICE SERVICES (FIXED LINE) • Fixed line access • Cost of supply of Primary Rate Access (PRA) ISDN connections or alternate technology • Redundancy options and SLA on access • LAN cabling • Check or specify remediation to ensure existing extension cabling infrastructure within existing buildings is fit for purpose • Validate that cabling is fit for purpose • Fixed line calling • Costs for: • Local Calling • National Calling • International Calling • Fax calling • Costs for: • Fax calls • Provision of existing fax machines with external phone lines • Fixed line to mobile • Costs for: calling • Fixed line to in-house mobile with respondent as mobile carrier (on-net) • Fixed line to in-house mobile with alternate mobile carrier (off-net) • Fixed line to external mobile with respondent as mobile carrier (on-net) • Fixed line to external mobile with alternate mobile carrier (off-net)  MODULE 2: VOICE SERVICES (MOBILE) • Mobile device • High quality, reputable brands with 12 month warranty, local support and a options loan pool • Range of devices available • Mobile call costs • Coverage for all locations (with repeaters if required) and/or detailed maps sufficient to ascertain with certainty where coverage exists • Costs of mobile calls, including: • In-house mobile to in-house mobile • In-house mobile to in-house fixed line • In-house mobile to external mobile • In-house mobile to external fixed line • Integration with PBX • Integration of mobile network with existing PBX and call management and call infrastructure for ease of use and mobility management • Mobile data function • Access to shared services in organisation's data network from phones, handheld devices (PDAs) and laptops • Solution for remote users (mobile) access to connect securely to organisation's resources • SMS • Facility to send SMS to mobiles from desktops • Facility to send SMS to distribution lists Page 7 of 64
  8. 8. Tasman District Council Telecommunications Request for Proposal due-date1867.doc  MODULE 3: DATA SERVICES • Internet connection • Provision of an Internet connection, including management: • Bandwidth for national Internet usage • Cost for national Internet usage (volume) and overage • Bandwidth for international Internet usage • Cost for international Internet usage (volume) and overage • Costs to increase band width • Management of domain names belonging to Tasman District Council including management of A, MX and PTR records, and changes as required • WAN • Solution for sites to be connected as specified communications • Options for voice and data to be provided over same connection • Video / Application • Video and application conferencing from PCs and/or laptops Conferencing • Not-for-profit • Options to move sites to Local Loop, KAREN or other not for profit connections connections as these reach TDC sites. Attributes (Non-Functional Areas)  MODULE 1: VOICE SERVICES (FIXED LINE)  MODULE 2: VOICE SERVICES (MOBILE)  MODULE 3: DATA SERVICES • Account • Account manager must be assigned and available to TDC Management • Account manager must be committed to ensuring outcomes continue to be delivered over lifecycle of solution • Account manager must continue to apprise both TDC of new functions available to improve usability and reduce cost • Value • Cost of solution (including calling) must be competitive over lifecycle cost of solution (including calling) must improve on current overall pricing • Billing structures must be simple and well managed • Reporting must be clear and accessible to business • Access to cost-related services must be reported and manageable by TDC • Installation and • Proposed approach for installation must be clearly defined Transition • Vendor must clearly define outcomes to be delivered from installation Management • Testing processes must be clearly described • Vendors must describe qualifications and experience for solutions proposed • Support • Solution must be well supported locally with a clear support plan that would allow any component to be replaced in a timely manner (to be specified) • Fault resolution must be managed by a single party, with a single helpdesk or call centre for end to end management • Training and • Administration and user training should be available locally accountability for • Training should be simple, and available as required ongoing function • Vendor must be accountable for delivery of function and issues resolution • Refresher training must be available as function of system increases 2.4. Scope Exclusions The RFP does not include: • Provision of PBX (or telephony switch) • Provision of fixed line handset options Page 8 of 64
  9. 9. Tasman District Council Telecommunications Request for Proposal due-date1867.doc • Provision of call management system • Remote users (fixed) access to organisation's resources 2.5. Term TDC's preferred length of contract term for fixed line connections is 24 months with negotiable 12 month extension. TDC requires the length of contract term for fixed line connections to be aligned with the term of the overall contract. TDC requires a non-punitive structure for disconnection charges and penalty clauses to be clearly described in the event of early disconnection. The term of the agreement proposed shall be from 1 February 2010 until 31 January 2012 with an option to rollover the agreement to 31 January 2013. 2.6. Instructions to Vendors Confidentiality Information contained in this document is strictly confidential and may only be used for the intended purpose of preparing and submitting a response to this RFP. TDC reserves the right to require any Respondent to enter into a non-disclosure agreement. Vendor TDC understand that responses to the RFP may contain commercially Information sensitive information. All information included in vendor responses will be treated with confidence and will not knowingly be discussed with or made available to any third party. References Reference to TDC or this RFP in any literature, promotional material, brochure or sales presentation is prohibited without the prior written consent of TDC. Acceptance in whole or in part of a vendor’s proposal does not void this requirement. OSH TDC has a standard Vendor Certification process. This entails completion Certification of a certification form by the Vendor that includes compliance to standard OSH regulations. This will form part of the final Vendor Contract negotiations. Contract Standard contract terms and conditions will be negotiated at the time of the Conditions contract award. Should the Vendor have a standard Services/Supply agreement, that should be included as part of this proposal submission. Clarification of Vendors are welcome to ask questions should clarification be necessary to RFP prepare a response to this RFP. Any questions relating to this RFP must be submitted to the forum attached to this notice (see Tenderlink website).Under no circumstances must vendors contact or communicate directly with personnel other than those named as Sole Contact below. Failure, to comply with this process may disqualify the vendor submission. Information All information supplied is believed to be accurate but TDC accepts no Integrity liability for incorrect or incomplete information or misinterpretation by the vendor or any alleged misrepresentation. Page 9 of 64
  10. 10. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Preparation TDC will not be liable for costs incurred by vendors in the preparation of Costs their proposal. Furthermore, any costs in relation to the answering of additional questions, or demonstration of the proposed hardware, software and services are entirely at the Vendor’s own expense. Checks and The Vendor confirms on its own behalf and on behalf of any key personnel Privacy Act referred to in its response, that TDC is authorised to verify with any third person any information included in the response or disclosed to in connection with the responder (whether that information relates to such personnel or not). Indemnity The Vendor shall at all times indemnify TDC in respect of any direct loss, damage, cost (including costs incurred on a solicitor/client basis) or expense, as a direct result of services provided. Insurance The Vendor shall maintain at its own cost, at all times during any agreement with TDC, insurances relevant to any contract agreement which are within reasonable scope of the services and/or products provided. Validity Period Respondents should clearly indicate the validity period of their proposal, which should commence from the response closing date. Lowest Price TDC reserves the right not to accept the lowest priced or any response. Contract If a response is accepted, statements made in the response will be Negotiation expected to form part of the final contract/s between TDC and the successful vendor/s. TDC expects to negotiate a contract for which the price will be fixed for all equipment and services being provided. New Zealand Any agreement that arises from the RFP will be made under, and shall be Law interpreted by, the laws of New Zealand. Successful The successful vendor will be notified in writing of the acceptance of their Vendor response in full or in part. This will take the form of a formal Letter of Acceptance. Unsuccessful Unsuccessful vendors will be notified in writing that their response has not Vendor been accepted. TDC makes no obligation to debrief unsuccessful responders on the evaluation and selection process. Obligation Preparation of the response is to be made without any obligation on TDC to purchase any products or services included in the proposal. Discontinuance TDC reserves the right to discontinue the evaluation and selection process implied by the release of this RFP, at any time and at its sole discretion. Page 10 of 64
  11. 11. Tasman District Council Telecommunications Request for Proposal due-date1867.doc 2.7. Format for Responses 2.7.1.Response Vendors are asked to complete 3.2 Notice Of Intention and return to TDC as early as possible. If vendors intend to submit a proposal, the following guidelines should then be followed. Failure to complete the response in the manner required could result in the proposal received being considered as non-conforming and subsequently excluded from the evaluation process. Respondents must respond to all information requested in the RFP, giving clear and concise specifications and pricing. Responses should be brief and factual. The overall response should be sufficient to be read and interpreted on its own and should not rely upon the content of attached marketing and promotional material. (a) Responses should be made directly into the response tables contained within section 3 - System and Business Requirements, which every respondent is required to complete (at least, as a summary of specification or response and of cost for each line item), and attachments and off-page references should be kept to an absolute minimum. Vendors must make every effort to provide responses concisely within each table and should not refer to marketing materials as off-page references in place of responses in response tables. Failure to respond concisely within response tables may prejudice assessment of a response. Costs must be provided within the response tables for each line item. If an item incurs no cost, or if the cost is included within other items, this should be clearly indicated. Respondents may include relevant information such as product brochures, schematic diagrams, and block diagrams, plans and figures as may be appropriate but these should be kept to a minimum and included within the response tables (rather than as off-page references) wherever possible. Additionally to content in the response tables, respondents should include: (b) Cover letter, which includes the following details: • The name of the respondent's Tender Manager • A contact telephone number, fax number and e-mail address (c) An Executive Summary that explains: • Information about your Company’s history, management structure, how long it has been in business and a description of its core business. • The compliance of the proposed solution to meet TDC’s business requirements. • The strengths and unique capabilities of the vendor and how these will benefit TDC. • The major features of the proposed solution. • A description of the business relationship with any subcontractors on which the proposed solution is based. • General overview of organisation, structure, staffing and expertise • Organisational experience in central and local government markets. (d) A full summary costs fees and charges information, both within the response tables and as required in 3.2 Schedule of Financial Costings (below), which every respondent is required to complete. Responses to this RFP will be received via TDC's electronic tenders box at Tenderlink (LGTenders). Additionally, four hard copies must be provided to the Sole Contact at the Address listed below. Page 11 of 64
  12. 12. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Electronic and hard copies of the proposal and all supporting documentation must be provided as specified in the TenderLink process. Vendors must provide responses in both Microsoft Word and PDF format. 2.7.2.Sole Contact The sole contact for replies and feedback throughout the selection process is: Peter Darlington Information Services Manager Tasman District Council Email: peter.darlington@tasman.govt.nz Ph. +64-3-5438467 2.7.3.Address Please address all responses to: Tasman District Council Private Bag 4 Richmond 7050 NELSON Attn: Peter Darlington 2.8. Due Date Responses must reach the delivery address no later than 12:00 noon Thursday 7 January 2010. Council policy is that any late response received will not be considered for evaluation and will be returned unopened to the respondent. It is the responsibility of all vendors to ensure that adequate time is allowed for the delivery of their proposal. The Council accepts no responsibility for ineffective deliveries irrespective of the cause; this includes lost responses or technical breakdowns. 2.8.1.Timeline The indicative schedule for processing the RFP is outlined below: RFP Release Date Friday 4 December 2009. Closure for Questions 12:00 noon Wednesday 23 December 2009 Closure for Responses 12:00 noon Thursday 7 January 2010 Please note that the due date for responses is 12:00 noon Thursday 7 January 2010 and that responses received after this time will not be accepted. 2.9. Evaluation Procedure 2.9.1.General Information The RFP evaluation will be undertaken by TDC using a weighted attribute method. This model seeks to balance the trade-off between price and quality. Under this model criteria (including price) will be weighted to reflect importance. For each respondent, the score for the criteria will be multiplied by the relevant weighting to give a weighted score. The weighted scores for each offer will be added up to find the highest-scoring supplier. Page 12 of 64
  13. 13. Tasman District Council Telecommunications Request for Proposal due-date1867.doc The council reserves the right to depart from the stated methodology in the evaluation of the tenders. Tenderers should note that the council reserves the right to withdraw from the RFP process at any time without notice before entry into a contract. 2.9.2.Enquiries Vendors may be asked to make presentations, provide clarification, or supply supplementary information to their response. Requests for further information will be in writing and will indicate the time and required method of response. 2.9.3.Selection Criteria Responses received from vendors will be evaluated on the basis of information provided within the Response Tables both specification and cost (and/or additional references provided, but these should be kept to a minimum) using a weighted attribute model as described above. Selection criteria used in the assessment and evaluation of responses may include but are not limited to the vendor's response in regards to the vendor's: • Fit to stated requirements • Pricing (and clarity of pricing) • Relevant experience • Technical skills • Resources • Management skills • Innovation/waste reduction • Financial capacity • Adequacy of occupational health and safety programme/standards • Support for the proposed solution • References • Availability of products and services Vendors may be required to demonstrate their abilities to supply to the proposed solution. Page 13 of 64
  14. 14. Tasman District Council Telecommunications Request for Proposal due-date1867.doc 3. System and Business Requirements Respondents shall provide responses within the response tables in this section. Respondents may submit responses to one or more modules, but must provide a solution fulfilling all sections within any module for which a response is made. Any partial fulfilment or non-fulfilment of requirements must be clearly described in responses. Note: If required, then checklists, flow diagrams, sketches/drawings, plans, detailed explanations, etc should be included within the response tables wherever possible and off-page references should be kept to a minimum. Responses should be made within the Response Table format, and should be kept brief, succinct and easy to understand. Responses must include specifications and costs for every point listed (or clearly mark point as excluded). 3.1. Required Features This section elicits the information TDC requires on the specification and costs of products and services to be proposed by the respondent. TDC's required features for telecommunications are described below within three modules, as listed in section entitled "Scope" above. Vendors should answer every line in every response table for each module they are responding to. NOTE: Responses should be made directly into the response tables (at least, as a summary of specification and of cost for each line item), and attachments and off-page references should be kept to an absolute minimum. Vendors must make every effort to provide responses within each table and should not refer to marketing materials as off-page references in place of responses within response tables. Failure to respond concisely or completely within response tables may prejudice assessment of a response. Specifications are to include a succinct business-level summary of: • Details and specifications of the product(s) and services the respondent proposes • Details of the quality assurance measures the respondent has in place to ensure the products and services are fit for purpose and meet requirements • Details of the process for the installation, testing, and commissioning into operation of the products and services • Details of how the respondent proposes to support the products after sale • Details of how the respondent proposes to train staff to operate the system • Details of the lead times for the delivery of any future additional equipment orders. • Details of the period the product(s)/equipment have been in production • Details of warranty conditions Costs are to include, but are not limited to: • Cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" • Any ongoing costs or support costs • Any penalty or termination clauses • Any contract dependencies with other items Where respondents are unable to provide a requirement, they should comment on the extent to which they are able to can partially meet the requirement and, if appropriate, a timescale for them Page 14 of 64
  15. 15. Tasman District Council Telecommunications Request for Proposal due-date1867.doc to fully meet the requirements. Please keep responses brief, and within response tables. Please answer requirements as closely as possible. Page 15 of 64
  16. 16. Tasman District Council Telecommunications Request for Proposal due-date1867.doc 3.1.1.MODULE 1: VOICE SERVICES (FIXED LINE) 3.1.1.1.Voice Services (Fixed Line): Fixed Line Access TDC Requirements Statement: • TDC requires Public Switched Telephone Network (PSTN) access network services. The current provider of TDC's PSTN network services is Telecom New Zealand. The main PSTN gateway is currently by means of a Primary Rate Access (PRA) trunk (full, not Lite) connection at Richmond. • TDC does not require specific redundancy features for PSTN access to be provisioned at the telco level. • TDC would prefer a flexible provisioning model that means that TDC only pays for the PRA trunks needed at any given time. • TDC's preferred length of contract term for fixed line connections is 24 months with negotiable 12 month extension. TDC requires the length of contract term for fixed line connections to be aligned with the term of the overall contract. TDC requires a non-punitive structure for disconnection charges and penalty clauses to be clearly described in the event of early disconnection. • Any move to a new vendor must have minimum impact and as such, TDC would like existing external phone numbers to be retained. Existing external phone numbers are provided as an Adobe PDF file appended to this document. Existing external phone numbers do not currently appear on invoices. Solutions proposed in response must either assure TDC that external phone numbers to be provided will appear on invoices or will otherwise demonstrate TDC's ownership (and portability) of external phone numbers to be provided. • A schematic diagram of TDC's telephony cabling is provided in the Appendix 4. • TDC does not require provision of a PBX. TDC's current PBX consists of an NEC NEAX IPS 2000 switch based at the Tasman District Council Main Office in Richmond. There are also NEAX IPS DMR remote system units based at the Motueka and Golden Bay Service Centres connecting to the main unit in Richmond via a Telecom One Office WAN. The PABX is located in the Information Services data centre on floor two of the Main Office in Richmond. This also serves as the telecomms PRA demarcation point for the Main Office. • TDC does not require provision of a call management solution. TDC's current call management consists of Communications Center 5 from Zeacom. This system provides TDC's Call Centre functionality as well as voicemail, presence and desktop CTI. • TDC does not require provision of fixed line handsets. Current fixed line handset models are NEC DTerm 8-button and 2-button digital phones and Alcatel and Doro analogue phones. TDC has approximately 200 fixed line devices. • Approximate distribution of TDC's land line voice extensions is shown in the tables following: RICHMOND Tasman District Council Main Office 52 TDM analogue lines 189 Queen Street 125 TDM digital lines Richmond 2 IP phones on IP switches 19 other lines (e.g. fax) *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 16 of 64
  17. 17. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Tasman District Libraries 8 TDM analogue lines 280 Queen Street 9 TDM digital lines Richmond 2 IP phones on IP switches 2 other lines (e.g. fax) BRANCH OFFICES Motueka Service Centre 3 TDM analogue lines 7 Hickmott Place 9 TDM digital lines Motueka 0 IP phones on IP switches 1 BRA trunk Motueka Library 0 TDM analogue lines 12 Pah Street 1 TDM digital lines Motueka 0 IP phones on IP switches 2 Centrex lines (one main number and one fax/eftpos) Golden Bay Service Centre & Library 1 TDM analogue lines 78 Commercial Street 8 TDM digital lines Takaka 0 IP phones on IP switches 1 BRA trunk Murchison Service Centre & Library 0 TDM analogue lines 92 Fairfax Street 0 TDM digital lines Murchison 1 IP phones on IP switches 1 Centrex lines (eftpos/fax) • All current handsets are owned outright by TDC. TDC does not require handsets to be provided. Current numbers on each extension type are: Extension Type Current Numbers TDM Analogue 29% TDM Digital 69% IP phones on IP switches 1% • Likely changes to handset number during the duration of the contract include 5-10% increase in digital handsets. • TDC does not require fax machines to be provided in this response; however, TDC does require existing fax machines to be provisioned with external fax lines. TDC has one main incoming fax for the Council fax number (03 5439524) and one fax for the mayoral / chief executive fax number. TDC also has 6 Fuji Xerox multifunction fax/printer/copiers for sending faxes. TDC does not have existing fax from desktop, and does not require this service to be provisioned. • TDC advises that current LAN data cabling and switching is fit for purpose for conventional telephony, and that there are no known issues with existing telephony cabling and switching. Respondents are not required to check or specify remediation to ensure existing extension cabling infrastructure within existing buildings is fit for purpose. Respondents are not required to validate that cabling is fit for purpose. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 17 of 64
  18. 18. Tasman District Council Telecommunications Request for Proposal due-date1867.doc *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 18 of 64
  19. 19. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Response Table 1.1: Voice Services (Fixed Line): Fixed Line Access Requirement Response: Specification Response: Costs* 1. Describe how you will provision PSTN access services for TDC's requirements and clarify any costs of PSTN access including early termination, separate from fixed call costs. 2. Describe the redundancy provisions of your PSTN access service noting that these are not a requirement but if provided may be a benefit. 3. Describe your approach to variable trunking (flexible provisioning model) to vary the number of PRA channels as required on a pre-determined monthly basis. 4. Describe your capability to provide 24 months contract with negotiable 12 month extension, how you will ensure the contract term for PSTN access services is aligned with the term of the overall contract, and a non-punitive structure for disconnection charges and penalty clauses in the event of early disconnection; clearly describe and disclose all aspects of your approach to meeting these requirements. 5. Describe your ability to retain existing external numbers with number portability to your service if required. 6. Describe how you will either assure TDC that external phone numbers to be provided will appear on invoices or will otherwise demonstrate TDC's ownership (and portability) of external phone numbers to be provided. 7. Disclose any subsidies or contract dependency on other services in your provision of contract for fixed line access. 8. Describe your solution for business continuity of PSTN access in event of failure of any component of your fixed line access solution. 9. Describe how your solution will provide support for existing fax machines as specified. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 19 of 64
  20. 20. Tasman District Council Telecommunications Request for Proposal due-date1867.doc 3.1.1.2. Voice Services (Fixed Line): Fixed Line Calling TDC Requirements Statement: • TDC requires pricing for each type of fixed line calling, including: o 0800 Outbound Calling (which should incur no cost) o Local Calling o National Calling o International Calling • A summary of TDC call types over a 3 month period from 1 July 2009 - 30 September 2009 is shown below: Destination Calls Average Call Length (Hours:Mins:Secs) Local 10,900 00:02:52 National 1460 00:03:18 Australia 26 00:03:40 Asia 1 00:00:37 US 7 00:01:34 UK 3 00:05:48 Europe 3 00:01:10 Total 12400 • Additionally, TDC requires provision of pricing for 0800 inbound calling. 0800 inbound services are currently provided by Telecom New Zealand. TDC does not wish to place any restrictions on the type of lines 0800 inbound calling is received from. TDC 0800 inbound services are currently on numbers as follows (remote offices and Building Inspectors Line): o 0800 100 480 o 0800 109 300 o 0800 258 555 o 0800 473 393 o 0800 543 852 o 0800 589 689 *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 20 of 64
  21. 21. Tasman District Council Telecommunications Request for Proposal due-date1867.doc • Call costs for usage of these 0800 numbers ranges from $25 - $200 per month. Usage during August 2009 is shown below: Calls Average Call Length (Hours:Mins:Secs) Reg Plan local 0800 17 00:02:53 Reg Plan regional 0800 193 00:03:47 Reg Plan within isdl 0800 3 00:03:43 Reg Plan between isdl 0800 1 00:01:00 Reg Plan mobile 0800 241 00:02:37 Total 455 • TDC's preferred length of contract term for fixed line calling is 24 months with negotiable 12 month extension. TDC requires the length of contract term for fixed line calling to be aligned with the term of the overall contract. TDC requires a non-punitive structure for disconnection charges and penalty clauses to be clearly described in the event of early disconnection. • TDC needs to know if any other devices or services to be provided by the respondent are subsidised as part of fixed line calling contracts. • TDC requires a reporting system for calling services, which should be online and provide comprehensive summary and detail reports on call traffic and subsequent costs by extension, by user, by destination and by totals. The online reporting system should have the ability to retrieve and save the underlying records, with the ability to break down data whichever way TDC requires. The online reporting system must have the ability to export data to other systems as required. TDC wants to be able to import data into TDC systems for analysis. Billing data should be available within the current month for review and analysis. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 21 of 64
  22. 22. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Response Table 1.2: Voice Services (Fixed Line): Fixed Line Calling Requirement Response: Specification Response: Costs 1. Describe your approach and pricing for fixed line calls to local, national and international numbers: 1.1. 0800 (outbound) 1.2. LOCAL 1.3. NATIONAL 1.4. AUSTRALIA 1.5. ASIA 1.6. US/UK 1.7. EUROPE 1.8. REST OF WORLD 2. Describe your solution for provision of inbound calling for 0800 toll-free communications, including any restrictions for access from other networks. 3. Describe call costs including part minutes for inbound calling for 0800 toll-free communications. 4. Describe minimum charges for inbound calling for 0800 toll- free communications.. 5. Describe your provision of contract term as specified above as TDC's requirements, including 24 months with negotiable 12 month extension, length of contract term for fixed line connections to be aligned with the term of the overall contract, and a non-punitive structure for disconnection charges and penalty clauses in the event of early disconnection; clearly describe and disclose all aspects of your approach to meeting these requirements. 6. Disclose any subsidies or contract dependency on other services in your provision of contract for fixed line calling. 7. Describe your approach to billing and reporting, options on- line and the ability to export data. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 22 of 64
  23. 23. Tasman District Council Telecommunications Request for Proposal due-date1867.doc 3.1.1.3.Voice Services (Fixed Line): Fixed Line to Mobile Calling TDC Requirements Statement: • TDC's incumbent mobile services provider is Telecom New Zealand. • TDC requires pricing for Land to Mobile Calling, including: o Land to mobile (Telecom) – calls from TDC land lines (if using your fixed line solution) to Telecom mobiles while Telecom remains incumbent as TDC's mobile provider o Land to mobile (non-Telecom) – calls from TDC land lines (if using your fixed line solution) to other (non-Telecom) mobiles while Telecom remains incumbent as TDC's mobile provider o Land to mobile (alternate scenarios) – calls from TDC land lines (if using your fixed line solution) to mobiles if another, alternate mobile provider was to replace Telecom in the future as mobile provider • Additionally, TDC requires free on-campus calling – fixed to mobile, mobile to mobile, and mobile to fixed. • A summary of TDC fixed to mobile call types over a 3 month period from 1 July 2009 - 30 September 2009 is shown below: Fixed to Mobile Call Type Calls Average Call Length (Hours:Mins:Secs) TDC land line to Telecom mobile 7321 0:01:40 TDC land line to non-Telecom mobile 5514 0:01:08 TOTAL 12835 0:01:26 *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 23 of 64
  24. 24. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Response Table 1.3: Voice Services (Fixed Line): Fixed Line to Mobile Calling Requirement Response: Specification Response: Costs* 1. Describe your approach and pricing for fixed line calls to mobile numbers including the following categories: 1.1. Land to mobile (Telecom) – calls from TDC land lines (if using your fixed line solution) to Telecom mobiles while Telecom remains incumbent as TDC's mobile provider 1.2. Land to mobile (non-Telecom) – calls from TDC land lines (if using your fixed line solution) to other (non- Telecom) mobiles while Telecom remains incumbent as TDC's mobile provider 1.3. Land to mobile (alternate scenarios) – calls from TDC land lines (if using your fixed line solution) to mobiles if another, alternate mobile provider was to replace Telecom in the future as mobile provider 1.4. On net (from respondent's proposed fixed line network to respondent's mobile provider) 1.5. Off net (from respondent's proposed fixed line network to other mobile providers to be specified) 1.6. In each case please include call costs for part minutes, minimum charges and any connection charges which may apply. 2. Describe your support for an "on campus" calling plan to TDC mobiles while located within TDC premises or workplaces (and define this range); include fixed to mobile, mobile to mobile, and mobile to fixed "on campus" calls. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 24 of 64
  25. 25. Tasman District Council Telecommunications Request for Proposal due-date1867.doc 3.1.2.MODULE 2: VOICE SERVICES (MOBILE) 3.1.2.1.Voice Services (Mobile) - Mobile device options TDC Requirements Statement: • TDC currently has approx. 200 staff and utilizes approx. 60 cellular handsets, of which approx, 10 are PDAs. • TDC wishes to purchase cellular handsets, by type of user: o Homer: Desk based, can only do job if working at desk; desk phone typical: 85% o Zoner: Works around campus, partly at desk; both desk and cell phone typical: 10% o Roamer: Rarely or never at the desk; cell phone only: 5% • TDC requires staff to retain existing numbers for all new cellular handset, which are currently provisioned by Telecom New Zealand • TDC's preferred length of contract term for provision of cellular handsets is 24 months with negotiable 12 month extension, with contract term for cellular handsets aligned with the term of the calling contract. Additional cellular handsets to be purchased during the contract should be provided with a terminal date same as the body of the contract, so that the contract term for all handsets and calling contracts terminates concurrently. TDC requires a non-punitive structure for termination with penalty clauses for early exit clearly described. • TDC needs to know if any devices or services are subsidised as part of cellular calling contracts. Over the course of a three year contract (24 months with negotiable 12 month extension), devices should be renewed at least once (every 18 months) if subsidised. TDC do not want a pool of funds for devices. • TDC requires a clear description of how and whether the cellular handsets recommended are straightforward and easy to operate. • TDC requires all current mobile numbers to be transferred to new devices. • TDC may need car kits for cellular handsets for some roamers and these should be specified and priced in the response table. • TDC requires some of the cellular handsets to be PDA (i.e. to include data function), with specific requirements including: o There should be a range of devices available o Desktop docking units should be provided as an option o Screen size 3.5” minimum o Devices must be Windows Mobile 6 or higher o Extended and additional battery options for maximum uptime o There is a need for a ruggedized handset option *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 25 of 64
  26. 26. Tasman District Council Telecommunications Request for Proposal due-date1867.doc o Ability for push/pull e-mail integration with TDC corporate e-mail (Microsoft Exchange 2003) o Receiving email from the PDA must be configurable to customer requirements o Users should be able to download and read attachments o The ability to switch between Wi-Fi and cellular data services would be useful but not essential • TDC requires the ability to deactivate a lost cellular device from the network and in the case of a PDA, data to be cleared remotely. This may be done as a service by the provider. • TDC does not require the respondent to transfer mobile data held on cellular devices and PDAs to new devices as part of this RFP. • TDC does not require provision of dual mode phone capability (cellular and fixed line) in a single device for staff members. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 26 of 64
  27. 27. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Response Table 2.1: Voice Services (Mobile): Mobile device options Requirement Response: Specification Response: Costs* 1. Describe cellular handsets to be specified by you and assigned by type of user (homer, zoner, roamer), including: 1.1. Pricing per handset 1.2. Contract term 2. Confirm your ability to ensure staff retain existing numbers for all new cellular handset, which are currently provisioned by Telecom New Zealand 3. Describe pricing for additional cellular handsets to be purchased during the contract duration (providing a terminal date same as the body of the contract): 3.1. Year 1 3.2. Year 2 3.3. Year 3 4. Describe your approach to contract term including: 4.1. Options for device subsidy 4.2. Subsidy per handset and the term it covers 4.3. Device renewals 4.4. Termination with penalty clauses for early exit 5. Explain how the recommended devices are actually “practically usable” for the various, required functions including ability to roam as required by the classification. 6. Describe your position on whether your handsets are straightforward and easy to operate. 7. Describe your specification and pricing for car kits for cellular handsets for some roamers. 8. Describe how you will go about transferring current mobile numbers to new cellular handsets for each user. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 27 of 64
  28. 28. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Response Table 2.1: Voice Services (Mobile): Mobile device options Requirement Response: Specification Response: Costs* 9. Describe PDAs to be specified including all features described in requirements. 10. Describe your mobile device security including deactivation as described in requirements, and how you would provide this service for TDC. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 28 of 64
  29. 29. Tasman District Council Telecommunications Request for Proposal due-date1867.doc 3.1.2.2.Voice Services (Mobile) - Mobile call costs including data TDC Requirements Statement: • TDC wishes to purchase mobile cellular services for voice. TDC's mobile cellular services are currently with Telecom New Zealand. TDC advises that use of mobile cellular services for voice over a 3 month period from 1 July 2009 - 30 September 2009 is shown below: Product Category Call Type Description Call Count Actual Billed Minutes Minutes Mobile to Telecom Mobile Off Peak mobile - to mobile 297 866 974 Mobile to Telecom Mobile Peak mobile - to mobile 1,514 2,725 3,193 Mobile to Competitor Mobile Off Peak mobile - to mobile 153 294 345 Mobile to Competitor Mobile Peak mobile - to mobile 827 1,549 1,824 Mobile to Land Off Peak mobile - to land 345 980 1,081 Mobile to Land Peak mobile - to land 1,767 3,497 3,998 Mobile to International - Australia mobile - international 4 2 5 Mobile to International - UK/Ireland mobile - international 2 1 2 Mobile AUS Roam Intl Roam Z1 In country: Nil NZ GST 18 36 45 Mobile to Voicemail Voicemail 1,207 1,373 1,785 Mobile to Land (call back) Mailbox - Call back to land 163 54 183 TOTAL 6,297 11,377 13,435 • TDC requires that coverage for mobile cellular services should extend to all sites as follows: Site Address Main Office Richmond 189 Queen Street, Richmond Motueka Service Centre 7 Hickmott Place, Motueka Golden Bay Service Centre 78 Commercial Street, Takaka Murchison Services 92 Fairfax Street, Murchison • Respondents should confirm the sites that they can cover and provide improvement plans to provide connectivity at the sites not currently covered. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 29 of 64
  30. 30. Tasman District Council Telecommunications Request for Proposal due-date1867.doc • TDC requires pricing for calls from mobile cellular handsets as follows: o Mobile to Mobile Off Peak (on net) o Mobile to Mobile Peak (on net) o Mobile to Competitor Mobile Off Peak (off net) o Mobile to Competitor Mobile Peak (off net) o Mobile to Land Off Peak o Mobile to Land Peak o Mobile to International - Australia o Mobile to International - UK/Ireland o Mobile AUS Roam o Mobile to Voicemail o Mobile to Land (call back) • TDC has limited need for international roaming, with moderate requirements for roaming to Australia and very occasional (minimal) need for wider international roaming ability. • TDC has the following specific requirements for cellular calling tariff structures: o Contract duration 24 months with negotiable 12 month extension o Contract duration for all mobile cellular devices must be aligned with the term of the body of the contract – TDC should never have device contracts that extend beyond the term of the parent contract (ref. 3.1.2.1 Voice Services (Mobile) - Mobile device options above.) • TDC requires a reporting system for cellular calling services. This should include information on the billing system which will assist TDC to allocate calls for both the enterprise and for personal reasons and determine whether or not calls are to be billed to an associated person. This system should be online and provide comprehensive summary and detail reports on call traffic and subsequent costs by device number, by user, by destination and by totals. The system should have the ability to report by user, cost centre and activity. There should be the ability to separate out personal from official calls and bill the TDC for official calls only. • The ability to export data to other systems as required from the reporting system is preferable. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 30 of 64
  31. 31. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Response Table 2.2: Voice Services (Mobile): Mobile call costs Requirement Response: Specification Response: Costs* 1. Describe whether your mobile telephony solution provides coverage for all TDC locations listed in the requirements statement; and if repeaters or boosters are required what costs are involved and with whom the costs lie. 2. Describe performance and service level details of your mobile network’s coverage (voice/data, 2G, 3G) for the areas that TDC operates in. 3. Describe any known problems or gaps in coverage in the areas that TDC operates in and how you will address this deficit. 4. Please disclose information on improvements which are being made to coverage within your mobile network in the next 12-36 months. 5. Describe costs of mobile calls for TDC, including: 5.1. Mobile to Mobile Off Peak (on net) 5.2. Mobile to Mobile Peak (on net) 5.3. Mobile to Competitor Mobile Off Peak (off peak) 5.4. Mobile to Competitor Mobile Peak (off net) 5.5. Mobile to Land Off Peak 5.6. Mobile to Land Peak 5.7. Mobile to International - Australia 5.8. Mobile to International - UK/Ireland 5.9. Mobile AUS Roam 5.10.Mobile to Voicemail 5.11.Mobile to Land (call back) *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 31 of 64
  32. 32. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Response Table 2.2: Voice Services (Mobile): Mobile call costs Requirement Response: Specification Response: Costs* 6. Describe specification and costs for tariff structures which may impact on costs of mobile calls, including: 6.1. Access pricing 6.2. Contract duration 6.3. Disconnection charges 6.4. Monthly rental 6.5. Incorporation of new or additional handsets into contract 7. Disclose the nature of any contract and device subsidies implicit or explicit within the solution and pricing given for mobile costs. 8. Describe the international roaming capability of your services (coverage and pricing). 9. Describe how your contract would meet TDC's specific requirements for cellular tariff structures including contract duration of 24 months + 12 months, co-termination of contracts for all services and devices, device subsidies and provision for new or additional cellular handsets during the contract, and clearly explain and disclose your approach to each of these requirements. 10. Describe the billing and report systems for your mobile tariffing, including how you will provide a billing system which will assist TDC to allocate calls (cost-accounting) and determine whether or not calls are to be billed to an associated person (private use), and the ability to export data to other systems. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 32 of 64
  33. 33. Tasman District Council Telecommunications Request for Proposal due-date1867.doc 3.1.2.3.Voice Services (Mobile) - Integration with PBX and call management TDC Requirements Statement: • TDC requires some users to be provided with capability to roam while accessing telephony services. Capability to roam should be variable and expandable. TDC assesses current user mobility levels as: o Homer: Desk based, can only do job if working at desk; desk phone typical: 85% o Zoner: Works around campus, partly at desk; both desk and cell phone typical: 10% o Roamer: Rarely or never at the desk; cell phone only: 5% • TDC requires provision of call forwarding and call management between land and mobile phone. • TDC requires SMS notification for awaiting messages to be available to mobile users. • TDC does not currently require the capability for cellular phones to act as PBX clients, managed by PBX services at present, but this may be a future requirement, so if available within the respondents' services, respondents should comment on this function. • The provision of free on-net type services for linking internal extensions to staff mobiles (such as may be facilitated by a direct connection into a mobile carrier’s network) is a low priority for TDC, but if available, respondents should comment on this function. • TDC does not require dual mode phone capability (cellular and fixed line) in a single device at present, but this may be a future requirement, so if available within the respondents' services, respondents should comment on this function. • TDC does not require consolidation to a single enterprise voicemail system for both landlines and mobiles at present, but this may be a future requirement, so if available within the respondents' services, respondents should comment on this function. • TDC does not require users who have a mobile and a fixed line handset to have a single telephone number at present, but this may be a future requirement, so if available within the respondents' services, respondents should comment on this function. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 33 of 64
  34. 34. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Response Table 2.3: Voice Services (Mobile): Integration with PBX and call management Requirement Response: Specification Response: Costs* 1. Describe how your mobile network will integrate with TDC's existing PBX and call management infrastructure, and how this integration would enhance connectivity while roaming. Include options for homers, zoners and roamers, and relate these to your solution for Voice Services (Mobile) within your responses comprising this Module. 2. Describe how your solution enables PBX management of all voice calling and messaging (fixed line and mobile) including call forwarding and call management between land and mobile phones. 3. Describe how your solution provides SMS notification for notification of waiting messages to mobile users. 4. Describe additional functions provided by your service which might be required by TDC in the future including: 4.1. capability for cellular phones to act as PBX clients 4.2. provision of free on-net type services for linking internal extensions to staff mobiles 4.3. dual mode phone capability (cellular and fixed line) in a single device 4.4. consolidation to a single enterprise voicemail system for both landlines and mobiles 4.5. users who have a mobile and a fixed line handset to have a single telephone number 5. Describe your mobile telephony solution's integration with radio telephony as described in the requirements statement. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 34 of 64
  35. 35. Tasman District Council Telecommunications Request for Proposal due-date1867.doc 3.1.2.4.Voice Services (Mobile) - Mobile Data Function TDC Requirements Statement: • TDC requires a solution for mobile data function for mobile users. TDC's mobile cellular services are currently with Telecom New Zealand. TDC advises that use of mobile cellular services for data over a 3 month period from 1 July 2009 - 30 September 2009 is shown below: Product Category Call Type Description Call Count Actual Minutes Billed Minutes Mobile Data IP Packet Data (1 unit = 10 KB) 2,551 79,483 79,483 Mobile Value Added Services Photo msg to email etc 70 0 70 Mobile WAP Services Off Menu WAP Surfing 265 0 964 TOTAL 2,886 79,483 80,517 • TDC has 10 - 15 mobile users who need to access resources within the organization (note that mobile users are those roaming to ad hoc workplaces). These users do not have a defined coverage area. • TDC's 10 - 15 mobile users use data cards in laptops for data access from 10 laptops, and hot desk between offices as they travel. • Additionally to the PDAs specified in 3.1.2.1 Voice Services (Mobile) - Mobile device options above, TDC requires respondents to describe specification and costs for 10 mobile data cards for laptops. • TDC has the following specific requirements for mobile data access tariff structures: o Contract duration 24 months with negotiable 12 month extension • TDC requires that any new or additional data cards purchased during the contract be "rolled up" into the contract for mobile data access and not to require extension or changes to the contract for mobile data access. • (Contract duration for all data cards must be aligned with the term of the body of the contract – TDC should never have device contracts that extend beyond the term of the parent contract (ref. 3.1.2.1 Voice Services (Mobile) - Mobile device options above).) • Mobility is of low importance to TDC, as most mobile functions can be completed offline. Minimal support is required from the provider. • TDC expects a possible slight increase in the use of mobility services over time. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 35 of 64
  36. 36. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Response Table 2.4: Data Services: Mobile Data Function Requirement Response: Specification Response: Costs* 1. Describe your solution for mobile users' access to services in TDC's fixed data network (as described in the requirements statement) including provision of data cards where required from: 1.1. Handheld devices (PDAs) 1.2. Data cards in laptops 2. Describe your contract provision for mobile data services including contract duration and terms for new devices purchased during the term of the contract. 3. Describe your coverage for mobile data services across the TDC council catchment area, and describe any known non- coverage areas within this catchment. 4. Describe how your solution enables mobile users' secure access to TDC resources. 5. Describe failover and recoverability provisions for your solution. 6. Describe support and troubleshooting provisions for your solution. 7. Describe performance monitoring provisions for your solution. 8. Describe future upgrades for your solution. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 36 of 64
  37. 37. Tasman District Council Telecommunications Request for Proposal due-date1867.doc 3.1.2.5.Voice Services (Mobile) - SMS TDC Requirements Statement: • TDC requires a solution to send SMS messages from the desktop to cell phones. Approximately 10 - 20 users need this service. TDC currently uses the Bulletin Wireless Email2SMS service for this and is happy with this service. Vendors do not need to respond to replace this service. • TDC also needs to send SMS messages from cell phones to cell phones. Every cell phone user needs this service • TDC also have 3 or 4 Vodafone SMS units for hydrology but these will be retained and respondents should not propose a replacement for these units. • At present, cell phones are on Telecom's $10 Text plan for SMS messaging, which allows up to 500 texts for $10 incl. GST a month. • TDC advises that use of SMS messages over a 3 month period from 1 July 2009 - 30 September 2009 is shown below:: Product Category Call Type Description Call Count Actual Minutes Billed Minutes Mobile Text Messaging text message 6,350 105 6,350 • TDC requires the capability to send SMS messages from TDC's existing Zeacom SMS Server to a distribution list. This is an automated system triggered by severe weather warnings from Met service and is sent to farms and households in remote areas who may be in danger of flooding due to heavy rainfall and swiftly rising river levels. This is a best endeavours system but is a key one due to its potential for injury or loss of life. The system may be used on up to 30 - 50 occasions over the year, each time sending out 17 text messages (current number on list). Sometimes TDC may send out texts on 10 - 15 occasions over one week. Alerts can be fax or SMS or both to a landowner in the affected area. Warnings are only sent during severe events but are critical when needed. The SMS is sent from a normal Vodafone handheld phone unit attached by a USB cable to the Zeacom SMS server in the data centre at the TDC Main Office in Richmond. • TDC does not require the capability to send SMS messages from mobile phones to the desktop *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 37 of 64
  38. 38. Tasman District Council Telecommunications Request for Proposal due-date1867.doc Response Table 2.5: Voice Services (Mobile): SMS Requirement Response: Specification Response: Costs* 1. Describe how you would provide a solution which provides the ability to send/receive SMS messages from the desktop, and explain how this is to be achieved. 2. Describe your solution and contract for SMS messages from cell phones. Disclose whether this plan is subsidised by or dependent upon any device or other services. 3. Describe how your solution provides the capability to send SMS messages from TDC's existing Zeacom SMS Server to a distribution list as described in the requirements statement. 4. Describe the reliability of your SMS messaging solution, with references, and describe how you would proactively review and maintain the reliability for this service for TDC. *Note to Vendors: The "Costs" column in Response Tables must in every line include either the cost for the specification described, or the annotation "No Cost", or "Included in Cost for Item [number]" Additionally, all features or attributes described in the response must be priced in Appendix 2 Schedule of Financial Costings, or clearly excluded from that summary Page 38 of 64

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