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Victorian Office Telephony Services (VOTS) Agreement

This is a facilities management contract for the provision of PABXs and desk phones and the Victorian Government switchboard operation.

Summary

This contract offers telephone and telecommunications services. These services include:

  • managed service office telephony - traditional and internet protocol
  • voicemail
  • call attendants
  • help desk
  • call charge validation

Lead agency: Department of Premier and Cabinet

Conditions of use: Non-mandatory

Contract reference number:

Arrangement type: Sole supplier

Contract starts: 1 July 2019

Contract ends: 1 February 2021

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Key benefits

VOTS buyers have the option of leasing or buying office telephony equipment.

VOTS includes the provision of monthly billing and reporting services and dedicated helpdesk facilities.

What’s covered

VOTS contract is a managed services contract dealing with the deployment and management of telephone systems and PABX-connected equipment at government sites. It includes the provision of the Victorian Government switchboard, call centre equipment, telephone numbering range management and Voice over Internet Protocol (VoIP) equipment.

The contract between the Victorian Government and NEC Australia Pty Ltd (NEC) outlines how NEC will offer products and services to buyers. The contract set includes:

VOTS Head Agreement:  The head agreement records the agreements and arrangements between the State and NEC under which NEC provides the required products and services. The head agreement also sets out the broad contractual framework in which products and services are created, managed and terminated, that is the VOTS service agreements and buyer contracts.

VOTS Service Agreement - Telephony Facilities Management:  This represents a comprehensive suite of desktop telephony facilities management products, including telephony, network, buyer care, maintenance, billing and procedures, plans and records.

VOTS Service Agreement - Telephony Sub-Systems:  This refers to the analogue, digital and IP handset rental and purchase options, with details on various other peripheral items, centralised attendants, carrier billing reconciled to the handset, carrier billing processing and payment management.

VOTS Service Agreement - Installation and Projects:  This identifies pricing and service levels for MAC projects (10 – 500 hard MACs). Also covered is a commitment from the supplier regarding the availability and charges for professions and trades personnel for many of the standard telephony skill sets, e.g. electrician, cablers, PBX programmers, etc.

VOTS Service Agreement - Internet Protocol (IP):  This details requirements for IP telephony. It also sets out the minimum LAN specification for IP telephony to the desktop. It includes the requirements for the IP network that link all of the sites (iCDN).

VOTS Service Agreement – Telephony Managed Maintenance: This identifies the services consisting of the management, maintenance and support of approved equipment and the supply of telephone switching, telephone sub-systems management and associated reporting, maintenance, training billing and buyer support functions.

Purchase Order (PO) or buyer contract:  This sets out the agreement between the buyer and NEC including details specific to the particular buyer.

Each of the five VOTS service agreements record specific service levels, pricing, and arrangements under which NEC supplies products and services to buyers.

Supplier details

NEC Australia

ABN: 86 001 217 527
Address: Level 9 720 Bourke Street Melbourne VIC 3008
Website: www.nec.com.au
Contact name: John Tsatsos
Role: Strategic Account Director
Phone: 03 9900 9518
Mobile: 0423 609 869
Email: john.tsatsos@nec.com.au

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Use the current contract

For new buyers

Step 1. The buyer will need to identify scope of business requirements. Contact the contract manager if any clarification required.

Step 2. The contract manager will issue buyer with a Deed of Confidentiality (DoC) for execution if applicable.

Step 3. The buyer will need to review and execute the DoC and email the category manager.

Step 4. The buyer will need to discuss business requirements and obtain current pricing.

Step 5. The supplier will need to capture business requirements in the approved PO and submit for lead department to review.

Step 6. The contract manager will need to review the PO against the Service Agreement. The PO number is issued to the supplier.

Step 7. The supplier will need to issue the PO to the buyer to execute.

For existing buyers

Step 1. The buyer will need to identify additional scope of business requirements and engage directly with the supplier to discuss.

Step 2. The supplier will need to capture variation of additional business requirements to the PO and submit to the lead department for review.

Step 3. The contract manager will review and check compliance of the PO contract variation against the relevant Service Agreement. A variation contract number is issued to the supplier.

Contacts

Primary contact: Esmeralda Kesy (Category Manager)
Department: Department of Premier and Cabinet
Telephone: 03 7017 3437
Email: Esmeralda.Kesy@dpc.vic.gov.au

Secondary contact: Lubaba Swarna (Contract Manager)
Department: Department of Premier and Cabinet
Mobile: 0436 475 779
Email: Lubaba.Swarna@dpc.vic.gov.au

Reviewed 24 September 2019

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