Telephony Discovery Works

Tender description

Summary of the work Produce discovery report that Baselines the current telephony provision by identifying Network topology Network capabilities and underperformance Supplier Costs b) Details an independent option appraisal for switching all telephony to VoIP which includes Different models Infrastructure requirements Persona based model for endpoint determination Fallback system for disaster management Suggested costings Latest start date Monday 31 January 2022 Why the Work is Being Done The Health Board is starting to prepare for the PSTN/ISDN switch off, maximise on its investment in Microsoft Teams and facilitate staff working from home. These can all be addressed by migrating the existing telephony network to a UCaaS or similar. Problem to Be Solved The Health Board has many sites spread across as significant portion of Wales and there has been a minimal amount of investment to upgrade existing telephony networks and hardware. As such a patchwork of services are used to provide telephony functionality across these sites. This variety in supplier and solution, combined with gaps in institutional knowledge make it difficult to baseline the current network, define the Health Board’s requirements and identify any infrastructure works that are necessary. Who Are the Users The Digital Transformation Team (Business Manager, Project Manager, Cybersecurity Compliance Manager) need to be able baseline how the current telephony network(s) function, the options available to adopt a VoIP solution (primarily/preferably through Microsoft Teams) and pre-requisite works needed to facilitate a solution (i.e. network performance). Work Already Done Work has already been conducted to rationalise the number of mobile phones provided by the Health Board. Some services within the Health Board are already using telephony provided though Microsoft Teams directly via the Tenant. Existing Team IT Current Phase Not applicable Skills & Experience • Independent market analysis • Experience in large scale migration of telephony solutions from PSTN/ISDN lines to VoIP Work Location Bronllys Hospital, Brecon, LD3 0LS Working Arrangments Primarily to be completed remotely where possible. No. of Suppliers to Evaluate 5 Proposal Criteria • technical solution • approach and methodology • how the approach or solution meets user needs • • how the approach or solution meets your organisation’s policy or goal • estimated timeframes for the work • • how they’ve identified risks and dependencies and offered approaches to manage them • team structure • value for money Cultural Fit Criteria • • work as a team with our organisation and other suppliers • • be transparent and collaborative when making decisions • • have a no-blame culture and encourage people to learn from their mistakes • take responsibility for their work • • share knowledge and experience with other team members • challenge the status quo • be comfortable standing up for their discipline • can work with clients with low technical expertise Payment Approach Fixed price Assessment Method Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Can you please confirm the budget available for this opportunity? The Health Board do not wish to state a budget 2. What is your current network and ISDN/PSTN provision? The scope of this work is to help us determine this as there is minimal institutional knowledge that holds this information. 3. Have you any advanced telephony requirements? Within the scope of this work, we would want to be advised on infrastructure requirements to support the provision of call centre functionality to sites as well as fallback system upon failure of power or network. 4. Have you any security/compliance requirements? Yes. Any supplier, within this work or future suppliers of telephony would need to meet Cyber essentials Plus. Where a supplier is only Cyber Essentials we can still consider this. 5. Is your network infrastructure capable of providing QoS? We are hoping the supplier to assess and advise us on this. 6. Is there an in-house helpdesk and would that be maintained? Helpdesk is provided through a local agreement with Powys County Council. 7. Are there any analogue solutions in use and are there any provisions for them going forward? Within the scope of this work we would hope a supplier to be able to assist in assessing this and understanding the options going forward. 8. Would you require a physical analysis and capacity review? yes 9. Is there an overview of relevant in flight projects available? No, current projects affecting this work other than a mobile device refresh programme. 10. Have you a breakdown of internal/external workers? No 11. Can you provide list of pager/fax solutions and services? We cannot provide a list within the timeline. We have minimal use of paging services, though a contract does exist. Faxes still exist within the Health Board which we would wish to remove. 12. What is the current service/support model? Currently support is provided through a local agreement with Powys County Council