Fall 08 ALLIA FUTURE BUSINESS CENTRE CAMBRIDGE ICT...

Allia Ltd is registered under the Co-operative and Community Benefit Societies Act 2014 (no28861R) recognised by HMRC as a charity

(XR29468) and is registered at Future Business Centre Cambridge, King’s Hedges Road, Cambridge, CB4 2HY.

ALLIA FUTURE BUSINESS CENTRE

CAMBRIDGE

ICT Services Requirements

Allia Ltd Future Business Centre Cambridge Kings Hedges Road Cambridge CB4 2HY

E: [email protected] T: 0845 4562431 www.allia.org.uk @allialtd

Sept 16

08 Fall

mailto:[email protected]



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INTRODUCTION If you intend to submit a proposal for the ICT Service requirements at the Allia Future Business Centre Cambridge please read the following instructions carefully and prepare your proposal accordingly.

Allia Ltd will not be responsible for any costs or expenses you incur in preparing, your proposal or for any costs or expenses incurred with the formation of a contract should you be successful.

Any request for clarification or further information should initially be addressed to:

Caroline Hyde,

Allia Ltd,

Future Business Centre Cambridge,

Kings Hedges Road,

Cambridge.

CB4 2QT

Tel : 01233 781201

About Allia Future Business Centres Allia is a charity that supports impact ventures – people and organisations that are dedicated to making a positive social impact. We provide business support, work space and finance solutions to help impact entrepreneurs and ventures start up, grow and create social benefit.

The aim of a Future Business Centre is to grow a community of individuals and organisations looking to create a positive impact on people, planet and place. Through our building and services, we support organisations with social and/or environmental impact at the heart of their work. From our centres in Cambridge and Peterborough we offer incubation and hot-desking space for early stage ideas and ventures, and affordable office space on flexible terms for growing and scaling ventures to come and co-locate with other like-minded people.

The Allia Future Business Centre Cambridge was built and opened in 2013 and is located in in the Kings

Hedges district of Cambridge city.

The Centre provides approximately 35,000 ft2 (3,230 m2) of space over 4 floors and is divided into

affordable office, workshop, studio and flexible co-working space for over 50 businesses housing some

300+ workers. The design and operation is intended to encourage innovation and collaboration, with

specialist business support being available on site.




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The Centre combines managed workspace with a co-working incubation facility. Tenants come in on

easy-in easy-out 6 month licences but can stay for 2-3 years in the Centre. Companies join as 1 or 2 man

companies up to 15-25 employees. The ICT solution needs to be capable of scaling a converged solution

that will provide both data and telephony to our tenants in a cost-effective and simple fashion. Most

tenants require a VLAN, a number of data points and handset for their company number and to connect

with our reception team – who often act as their reception service or greet their visitors. Most

companies also request wireless access which can be used around the building.

The incubation facility on the third floor has just wireless data access and the early stage companies can

choose to hire a phone line if they so wish.

The buildings support very early stage ventures (either at idea, pre-revenue or within the first 2-3 years

of operation) and it is important for us that the IT solutions are not an onerous cost for them. Equally,

Allia need to be able to derive a sufficient level of income to generate a healthy return for profitability

and to cover the costs of any capital investment.

Allia Limited is registered under the Industrial and Provident Societies Act (no. 28861R), and recognised

by H M Revenue and Customs as a charity (XR29468).

General ICT Requirements The FBC opened in November 2013 and an initial contract has been active for the provisioning,

installation and management of an ICT (Information, Communications and Technology) system from the

date the first tenants took occupation.

Allia are now seeking proposals to take the Centre forward for the next two years.

Key elements of this are :

A review of the existing infrastructure and analysis of its suitability with costed

recommendations for any changes.

o In particular Allia requires

an upgrade to at least a 500 Mb and preferably 1 Gb connection to the Centre

with a 100 Mb backup connection through a separate provider.

The Centre to be fully flood patched.

Recommendations on providing improved wireless access throughout the

centre to mitigate limits of SSIDs which could include consideration of a Ruckus

(or similar) system.




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A converged voice solution incorporating the existing Polycom telephone

handsets.

A convenient console system that will allow Allia’s staff to provide an effective

and professional reception service for tenants and virtual tenants.

A proposal to provide the highest quality of service to the Centre that ensures a reliable and

secure end-user experience.

Demonstration of a user friendly integrated system of individual tenant billing for telephony,

data usage and miscellaneous additional services.

The ICT provider must also be able to offer quality hardware and software solutions to FBC

tenants / prospective tenants.

A set of fixed installation costs for new tenants depending on their size and individual set up

requirements.

A system that will enable Allia to generate significant revenues.

In addition to the building specific requirements it is important to Allia that the chosen ICT partner has

experience in the business centre sector. Therefore companies

Should give examples of where it has provided ICT solutions to this sector including references

of the company’s customers using comparable products and services;

Should demonstrate how it intends to provide and maintain a solution that will keep FBC up to

date, without having to continually re-invest in new products and technologies, and

Should demonstrate how the proposed solution monitors the ICT services delivered and how it

will mitigate against any potential outages or hardware failures.

FBC Construction

The building frame, floors, roof, end walls, central core (including 2 service risers, male, female &

disabled toilets, stairs and lift) and the end riser are of a concrete construction. The internal walls on

the ground floor are constructed of concrete block and of plasterboard on the floors above. Cable trays

have been provided at high level in the corridors to carry the cables throughout the building.

A Ground Floor Communications Room (GFCR) shown as “RG08” in drawings measures 4800mm x

2300mm. It has 12 x 230v 13A socket outlets mounted on a section of 2-compartment trunking, 2 x twin




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data points and air conditioning. It has its own Distribution Board of minimum 63A. The room includes

the following equipment:

Four (4) x 47U 800mm(w) x 600mm9(d) floor standing cabinets each with a lockable glass front

door, 1 x 12-way power strip, 1 x full depth shelf, 12 x cable management bars and 1 x 4-way

roof fan

As part of the existing ICT contract the current supplier has installed :

8 x Extreme Networks Layer 3LAN Edge 48 port Poe Switches

100 x Polycom VVX 400 IP handsets

432 x PatchSee 2.1 CAT5e Patch

9 x Extreme Networks Wireless Access Points

100mb Primary Ethernet WAN

10 Mb Backup Ethernet WAN

Each of the following areas has a 12U wall mounted cabinet installed and where indicated a number of

twin data points.

Room Area (m2)

Area (ft2)

Likely Number of Occupants

Twin Data Points

Room Area (m2)

Area (ft2)

Likely Number of Occupants

Twin Data Points

G02 29.9 321.18 4-5 F20 13.6 146.39 2

G03 21.5 231.42 3-4 F21 10.0 107.64 1-2

G05 7.4 79.65 Store 1 F28 17.6 189.45 2-3 2

G07 31.0 333.68 5 F29 14.2 152.85 2 2

G09 32.2 346.60 5-6 S02 49.9 537.12 8

G10 31.9 343.37 5 S03 46.3 498.37 7-8

G11 31.9 343.37 5 S05 41.8 449.93 6-7

G12 61.2 658.76 10 S06 24.8 266.94 4

G17 22.0 236.81 3-4 S07 19.5 209.90 3

G18 31.3 336.91 5 S08 36.4 391.81 6

G25 23.1 248.65 Kitchen S09 34.8 374.58 5-6

F02 41.3 444.55 6-7 8 S10 25.3 272.33 4

F03 22.8 245.41 3-4 6 S13 27.3 293.85 4-5

F04 12.4 133.47 2 3 S14 14.7 158.23 2

F06 34.5 371.36 5-6 S15 16.4 176.53 2-3




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F08 9.5 102.26 1-2 S16 17.3 186.22 2-3

F09 33.5 360.59 5-6 S17 17.3 186.22 2-3

F10 36.5 392.89 6 S18 29.2 314.31 4-5

F11 35.5 382.12 5-6 S19 13.0 139.93 2

F12 35.5 382.12 5-6 S25 37.6 404.72 6

F13 66.7 717.96 11 S26 68.4 736.25 11

F16 18.4 198.06 3 T02 218.1 2347.63 36

F18 16.2 174.37 2-3 T04 372.0 4004.21 62

F19 13.7 147.47 2

These spaces all have 8 x Cat6 links installed from the Ground floor Comms Room (RG08) to the room

cabinets. G05, F02, F03, F04, F28 & F29 have cables linked from the data points to the room data

cabinet.

In a number of the ‘landlord’ areas there is no room data cabinet installed but there are Cat6 data points

as follows. These are cabled to G08 the ‘Comms Room’.

Room Area (m2)

Area (ft2)

Use Twin Data Points

Room Area (m2)

Area (ft2)

Use Twin Data Points

G01 188.2 2002.49 Atrium 3 G16 10.9 117.33 Caretaker 1

G04 53.7 578.03 Seminar 16 F05 26.8 287.83 Meeting 5

G06 3.1 33.37 Store 2 F07 19.4 204.52 Meeting 4

G15 28.5 306.77 Plant 1 F17 44.6 480.07 Hot Desk 14

Wireless access points have been cabled to 21 locations spread throughout the Centre.

Note Companies interested in submitting a proposal must satisfy themselves by on site survey as to the

accuracy of the above information.




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Specific Requirements

Specifically Allia have the following requirements:

Data Communications

A high-quality (business-grade) internet and voice service is to be delivered at the FBC ground floor

Communications Room (G08). This to be a minimum of 500 Mb and preferable 1 Gb connection.

This access will be used by all businesses operating within the FBC, offering the following key features:

Choice of packages offering contended or uncontended fibre service

Fully managed and secure service with helpdesk to Allia and FBC tenants

24x7 monitoring and support

Fully managed LAN environment for end users

A choice of business-grade Service Level Agreements with resilient setup

Monthly recording and reporting

Flexible connection that can grow with the occupancy of the FBC and meet the changing

requirements of individual users over time

Flexible contract duration

Backup power supply

Core switch(s) in Comms Room and small switch in each room data cabinet

Suitable data points in each workspace and room cabling from the data points to the room data

cabinet

PPl models must be cost effective

Voice Communications

Each business operating within the FBC requires voice and communications infrastructure that is

scalable for small users of offices from 20 to 100 with the following characteristics:

Resilient telephone line infrastructure and platform

Support for future growth of Allia and their FBC tenants

Direct dial numbers for all extensions

Portability of incoming and outgoing telephone numbers and extensions

Support for operation in a multi-tenant and multi-user environment




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Ability for call forwarding and configurable interactive voice response / prompts

Service Level Agreement options and details

Monthly recording and billing facilities

Support for centralised administration

Support for centralised call routing (with support for advanced call handling)

Fax Support

Consideration should be given to businesses operating within the FBC that require a fax service. The

following characteristics are relevant to this consideration:

Support for traditional fax machines

Fax2Email support (and Email2Fax)

Support for extension portability

Wireless Infrastructure

A managed wireless network is required, providing secure tenant and guest access with the following

features:

Effective coverage of all rental spaces

Guest access & use for tenants

Secure Wireless LAN networks

Centralised management and reporting

Data capture of users for marketing / CRM

Billing System Integration

The FBC operates an internal billing process for every tenant (applicable to voice, data and any other

additional services).

The following features are required for this billing platform / system:

Integration with Sage

Simplified and uncomplicated report generation

Simplified and uncomplicated billing activity

Support for the addition of multiple services (voice, data, other services)

Intuitive usage

Monthly usage reports to the FBC facilities manager on both data and telephony usage




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Costs

In consideration of the above, the FBC is seeking to obtain a detailed costing for each requirement, from

the following perspectives:

1. Any proposed Changes to the existing Connection and the Centre’s Hardware :

infrastructure to providing LAN capacity for 300 users

o switches

o managed backup power supply

o bandwidth management

o firewall giving security to tenants

o call logging hardware/software

o reception console

(plus any additional hardware deemed necessary for the solution)

Improved WiFi enabled across the entire centre

intuitive user interface to manage all ICT services

2. Monthly fees:

internet service (including/excluding backup connectivity)

ISDN or SIP telephone lines

telephone system maintenance

technical support and management

moves adds and changes

billing

other maintenance charges (such as call logger, bandwidth management hardware

maintenance etc)

call tariffs




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3. Return on Investment:

The ICT supplier should also demonstrate a return on investment model. Allia will be seeking

significant income generation opportunities so that the surplus income can be re-invested by Allia

Ltd to continually help and assist the FBC tenants and clients under the Future Business umbrella.

Allia will therefore be looking to ensure that, all set up costs are covered, that there is ROI of any

hardware and there is a reliable flow of monthly income.

Timescales

The following represents the indicative timescale for the key stages of this process.

Closing Date for Submissions 12.00 noon Friday 28th October 2016

Evaluation Commencing 1st November 2016

Award of Contract End December 2016

Commencement of contract

Early 2017

PROPOSAL RESPONSE Your Proposal must contain the below information and include 2 hard copies and an electronic version.

Company Background

A short statement covering the Company Background and experience of providing similar services for

similar buildings together with photographic examples of such projects.

Two references from appropriate previous clients that you have worked with, who Allia Ltd may contact.




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Resourcing & Managing the Project

Companies should demonstrate how they intend to resource this project providing CV’s of staff as appropriate to demonstrate their experience and suitability.

Companies should identify a single point of contact who will have overall responsibility to Allia Ltd for the project.

Method Statement

Provide a Method Statement detailing the means of meeting the requirements of the Brief

Implementation Plan

Companies should explain how they intend to manage the project from award of the contract.

Financial Offer

Each proposer must include in addition to a detailed break down of the cost of each of the ICT / Telephony services that they will provide, the costs of any capital equipment and or capital works proposed together with the time to be dedicated to the project by each member of the team, their costs per hour and a list of expenses and any other associated costs.

SLA

Companies should provide an example of their standard SLA and drafts of any proposed SLAs and set out details of the “Support Team” who will work on this contract and undertake Service Reviews.

Performance Monitoring

Companies should include a description of methods used to monitor its own performance throughout the duration of the Contract and how quality will be assessed.

Reporting

Companies are asked to provide an example of their monthly billing & reporting document after which provide an example of a standard quarterly report / meeting agenda that they would produce for the review meetings.




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Environmental Issues

Companies should provide copies of their own Environmental Policies and provide details of how the design and procurement of items included in the provision of ICT to the Centre will be as environmentally sensitive as possible.

Efficiency Savings

Efficiency and energy saving initiatives are fundamental to the Future Business Centre. Companies are therefore asked to describe how their services can contribute towards this aim.

SUBMISSION OF PROPOSALS

Your Proposal must be returned in the form of 2 hard copies and an electronic version by no later 12.00 noon On Friday 28th October 2016

Proposals should be sent to :

Allia Ltd,

Cambridge Future Business Centre,

Kings Hedges Road,

Cambridge.

CB4 2QT

The envelope must be marked “Proposal for ICT Services at Allia Future Business Centre Cambridge”.

Allia Ltd does not bind itself to accept the lowest or any offer / proposal.


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