1. VoIP Tender Toolkit – Part 1: Preparation. VoIP Tender Toolkit series - Everything you need to prepare, issue and evaluate a 500 - 5,000 seat VoIP Tender. February 2009 Richard Tucker [email_address]

2. VoIP Tender Toolkit – Part 1: Preparation Preparation before you start your VoIP tender: 1 - defining business objectives 2 - activities and expected timelines 3 - budgeting 4 - resources required. For written article see: http://inrich.co.uk/2009/02/23/voip-tender-toolkit-part-1-preparation/

4. VoIP Tender Toolkit – Part 1: Preparation 1 - Defining business objectives: Business objectives provide flexibility to find the best result: Example Business Objectives Potential Tender Results Provide telephony to a new office site Installation of a PABX, extension of services from an existing PABX or installation of hosted telephony service. Lower telephony costs Renegotiation of call rates, renegotiation of maintenance contracts, installation of lower cost telephony solutions (PABX, extended services or hosted services) or outsource of telephony support Increase business efficiency Integration of business software and telephony services (e.g. in call centre environments), solutions to save telephony administration time or new solutions to support under served business functions (e.g. home or mobile workers)

6. VoIP Tender Toolkit – Part 1: Preparation 2 – Activities and expected timelines: Step Timeline Preparation Month 1 Business requirements gathering Month 1 User requirements gathering Month 2 Technical requirements gathering Month 2 Technical environment survey Month 2 Tender strategy development Month 3 Tender development and release Month 3 Await supplier responses Month 4 Tender evaluation Month 5 Contract negotiation Month 6

8. VoIP Tender Toolkit – Part 1: Preparation 3 – Budget: Item Budget range Tender process ± 50% Internal labour (see next section for details) 29 weeks of effort Consultant labour 5 weeks of effort Tender result ± 30% “ no frills” telephony around £12 (per end per month over 5 years + call costs) “ advanced” telephony extra £5 for call centre functions extra £5 for voice recording (per end per month over 5 years + call costs) Legacy or existing system integration 10% of the overall solution otherwise not worthwhile

9. VoIP Tender Toolkit – Part 1: Preparation 3 – Budget: Example: A 500 user solution including 50 call centre seats including voice recording will cost over 5 years about £270,000 to £500,000 + call costs + internal and consultant labour + integration costs. (500 “no frills” × £12 × 60 months + 50 “advanced” × (£5 call centre + £5 voice recording) × 60 months = £390,000, 70% = £273,000, 130% = £507,000)

10. VoIP Tender Toolkit – Part 1: Preparation 4 – Resources: Role Activities Weeks ± 50% Project sponsor (accountable for the tender outcome) Essential input to Preparation stage, Tender Strategy Development Stage and signoff and steering for key decisions. 3 Project manager Manage and co-ordinate activities and resources from beginning to end. 16 IT resources Key input to technical requirements gathering, technical environment survey and tender evaluation stages. 3 Business representatives Key input to business requirements gathering and tender evaluation stage. 3 Procurement resources Key input to tender development and release, tender evaluation and contract negotiation. 4 Total 29

11. VoIP Tender Toolkit – Part 1: Preparation Summary: Successful preparation for a VoIP tender : 1 - business objectives have been clearly defined 2 - a schedule defining tasks and timelines 3 - resources will have been defined 4 - expectations on the approximate financial values Part 2 in this series will cover business, user and technical requirements gathering. For written article see: http://inrich.co.uk/2009/02/23/voip-tender-toolkit-part-1-preparation/

12. VoIP Tender Toolkit – Part 1: Preparation Independent telecommunications consultants Procurement Technology strategy Planning workshops See our blog: inrich.co.uk/blog To find out more: richard.tucker@inrich.co.uk