2022-04-12 Services & Organisation Committee Meeting Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                          12 APRIL 2022


Council invited written tenders for the ICT managed services for an initial contract term of three (3)
years, plus three (3) extra terms of up to twelve (12) months at Council’s sole discretion.
An Invitation to Tender (ITT) was issued in four separable portions to encourage responses by
companies with specific expertise. Fifteen (15) submissions were received with some respondents
providing responses on multiple portions. The ITT was released via VendorPanel 14 October 2021
and closed 25 November 2021 with the following number of submissions received to each separable
portion:
    Separable Portion                                                          Number of submissions
    Separable Portion 1 – Managed Network Services                                        11
    Separable Portion 2 – Managed Unified Communications Services                          9
    Separable Portion 3 – Managed Telephony and Services                                   5
    Separable Portion 4 – Managed Azure Services                                          11

7.          Tender Assessment
The tenders were evaluated using the following price and non-price criteria:
    Criteria                                                                          Weighting
    Functional requirements                                                             25%
    Contract experience and capacity                                                    20%
    Methodology                                                                         10%
    Contribution to local economy                                                        5%
    Price                                                                               40%

Council engaged an external procurement consultant from Peak Services to oversee the tender
process and probity; and to provide an independent evaluation of the responses, scoring
independently from two (2) Council evaluators.
The final stage of the tender assessment required the shortlisted responses to undertake a financial
capacity assessment provided by an external financial expert. The financial capacity assessment
found all preferred contractors had capacity to deliver the requisite services.
As a result of the full tender criteria and additional financial capacity assessment processes, the
evaluation panel recommend the following respondents as most advantageous to Council, and be
awarded to each separable portion as follows:
           Separable Portion 1 – Managed Network Services to Nexon;
           Separable Portion 2 – Managed Unified Communications Services to Optus;
           Separable Portion 3 – Managed Telephony and Services to Optus;
           Separable Portion 4 – Managed Azure Services to Codify.

8.          Separable Portion 1 – Managed Network Services
This portion of the Contract provides telecommunication services linking Council offices, internet
access for staff and the public at community facilities including libraries, and management of the
network devices linking offices. This portion will upgrade the internet speed of most sites.
Nexon’s submission is most favourable to Separable Portion 1 – Managed Network Services based
on their response demonstrating:
           The highest total score of price and non-price elements;
           Provision of these services to Council since December 2013, delivering reliable managed
            network services with effective Australian based support and mature incident handling
            processes using expert technicians.
           Nexon is a low-risk choice with extensive experience providing these services to organisations
            and is the lowest change risk being the incumbent provider.

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