Usługa utrzymania, zarządzania, wsparcia i serwisu Systemu telefonii IP oraz świadczenie usług telekomunikacyjnych dla Zakładu Ubezpieczeń Społecznych

The contract duration is for 48 months from the date of signing the agreement or until the exhaustion of financial resources allocated for the service, whichever occurs first.

Key milestones and phases include:

• The takeover of IP telephony system maintenance and management services from the current contractor must be completed within a maximum of 8 weeks from the contract signing date. The new contractor is required to begin providing these services on January 10, 2027.
• A preliminary analysis report and plan must be delivered to the Contracting Authority for acceptance within 2 weeks of signing the contract.
• The executive project must be delivered for acceptance within 4 weeks of signing the contract.
• Updated as-built and operational documentation must be submitted for acceptance no later than 2 weeks before the system maintenance and management takeover date.

The core scope of work for this tender is the comprehensive maintenance, management, support, and servicing of an IP telephony system, along with the provision of telecommunication services for the Social Insurance Institution (Zakład Ubezpieczeń Społecznych). These services will be delivered using telecommunication links made available to the contracting authority as part of this procurement. The system encompasses all organizational units of the contracting authority.

The high-level summary of the Statement of Work and core deliverables includes:

• Complete takeover of system maintenance and management: This must be finalized within 8 weeks of the contract date, with service commencement on January 10, 2027. This process involves several stages:
• Preliminary analysis: Conducting an inventory of system elements, verifying documentation completeness and accuracy, and gathering necessary information for an effective takeover and launch of telecommunication services. A report from this analysis, along with a plan, is due for acceptance within 2 weeks of contract signing.
• Preparation of a detailed plan.
• Development of an executive project (design): This project is to be submitted for acceptance within 4 weeks of contract signing.
• Installation of telecommunication links: This includes the establishment and activation of fixed PSTN network terminations.
• Execution of acceptance tests.
• Update of as-built and operational documentation: This updated documentation must be presented for acceptance at least 2 weeks before the system takeover date.
• Ensuring continuous manufacturer support: All system components taken over must have active manufacturer support throughout the contract period.
• Provision of manufacturer service or equivalent: All components must have manufacturer service or a service offering comparable conditions.
• Maintenance of system functionalities: Post-takeover, the system must retain at least the same functionalities identified during the preliminary analysis.
• Extension of manufacturer service for software and end devices: This is required for the entire duration of the agreement.
• Extension of all necessary licenses/subscriptions: All IP telephony system licenses/subscriptions owned by the contracting authority must be extended for the contract period.
• Transfer of proprietary copyrights: Applicable to all products and works created during the execution of the agreement.
• Guaranteed continuity of Videoconference functionality: This must be ensured throughout the contract duration, including after manufacturer support for current videoconferencing terminals ceases, without additional costs to the contracting authority.
• Maintaining the system in a constant state of readiness for telecommunication services.
• Provision of access to publicly available telecommunication services.

Crucially, certain key activities are explicitly excluded from subcontracting, such as project management, the preliminary analysis, plan preparation, the executive project, central system maintenance and management (including CUCM, Cisco Meeting Server, Expressway systems, and monitoring), and the handling of P1 and P2 priority service requests, along with the coordination of fault resolution within the agreed Service Level Agreement (SLA). The tender also includes ICT products and services.

An optional component of the tender allows the contractor to supply, install, and activate local analog lines in specified locations, with a maximum capacity of 146 lines.