FOI22/23 131 Telephone Maintenance Contract

Date published: 31/01/2023

FOI reference: 22/23 131

Date received: 19/01/2023

Date responded: 31/01/2023

Information requested

I would like to request information under the Freedom of Information Act. The information that I require relates to a specific telephone maintenance contract.

The contract information sent by the organisation previously has now expired please can you provide me with a new update of the telephone maintenance contract:

Please can you send me the following contract information with regards to the organisation’s telephone system maintenance contract (VOIP or PBX, other) for hardware and Software maintenance and support if all the information is still the same besides the contracts dates, please send just the new contract dates. It would be much appreciated.

1. Contract Type: Maintenance, Managed, shared (If so, please state orgs)

2. Existing Supplier: If there is more than one supplier, please split each contract up individually.

3. Annual Average Spend: The annual average spends for this contract and please provide the average spend over the past 3 years for each provider

4. Hardware Brand: The primary hardware brand of the organisation’s telephone system.

5. Number of telephone users:

6. Contract Duration: please include any extension periods.

7. Contract Expiry Date: Please provide me with the day/month/year.

8. Contract Review Date: Please provide me with the day/month/year.

9. Application(s) running on PBX/VOIP systems: Applications that run on the actual PBX or VOIP system. E.g., Contact Centre, Communication Manager.

10. Telephone System Type: PBX, VOIP, Lync etc

11. Contract Description: Please provide me with a brief description of the overall service provided under this contract.

12. Go to Market: How where these services procured, please provide me with either the tender notice or the framework reference number. Please specify if procured through other routes.

13. Contact Detail: Of the person from within the organisation responsible for each contract full Contact details including full name, job title, direct contact number and direct email address.

If the service support area has more than one provider for telephone maintenance, then can you please split each contract up individually for each provider.

If the contract is a managed service or is a contract that provides more than just telephone maintenance, please can you send me all the information specified above including the person from within the organisation responsible for that particular contract.

If the maintenance for telephone systems is maintained in-house, please can you provide me with:

1. Number of telephone Users:

2. Hardware Brand: The primary hardware brand of the organisation’s telephone system.

3. Application(s) running on PBX/VOIP systems: Applications that run on the actual PBX or VOIP system. E.g., Contact Centre, Communication Manager.

4. Contact Detail: Of the person from with the organisation responsible for telephone

maintenance full Contact details including full name, job title, direct contact number and direct email address.

Also, if the contract is due to expire, please provide me with the likely outcome of the expiring contract.

If this is a new contract or a new supplier, please can you provide me with a short list of suppliers that bid on this service/support contract?

Response

1. Contract Type: Maintenance, Managed, shared (If so, please state orgs)

Managed Service

2. Existing Supplier: If there is more than one supplier, please split each contract up individually.

Exchange Communications Ltd

3. Annual Average Spend: The annual average spends for this contract and please provide the average spend over the past 3 years for each provider

Approx £146k for the next 5 years incl vat)

4. Hardware Brand: The primary hardware brand of the organisation’s telephone system. –

Avaya

5. Number of telephone users:

Handsets 100, Softphones 300, CC Elite voice 332, SIP 200

6. Contract Duration: please include any extension periods.

5 years, with 2 x 1 year optional extensions

7. Contract Expiry Date: Please provide me with the day/month/year.

July 27, could be extend extended out July 28/29

8. Contract Review Date: Please provide me with the day/month/year.

Annual reviews will take place. Review meeting to decide if being extended January 26

9. Application(s) running on PBX/VOIP systems: Applications that run on the actual PBX or VOIP system. E.g., Contact Centre, Communication Manager. –

Call Centre, Softphone, Hunt Group, Call routing

10. Telephone System Type: PBX, VOIP, Lync etc –

VOIP

11. Contract Description: Please provide me with a brief description of the overall service provided under this contract. –

Supply, Maintenance and Support for a new Telephony System

12. Go to Market: How where these services procured, please provide me with either the tender notice or the framework reference number. Please specify if procured through other routes. Route to market - Scottish Government Dynamic Purchasing System for Telephony Services