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Victorian office telephony services (VOTS) agreement

This contract provides 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: Evergreen (in an evergreen contract, the parties agree that the contract rolls over automatically until one party gives notice to terminate the contract)

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Key benefits

Key benefits of this contract are:

  • options to lease or buy office telephony equipment
  • monthly billing and reporting services
  • 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 Pty Ltd

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

How buyers join this contract

To join this contract and access more information:

Register for the contracts portal

Log in to the contracts portal to download confidential contract information and pricing.

How buyers use this contract

For new buyers

Step 1: Identify scope of business requirements. Clarify questions with the supplier directly. 

Step 2: Discuss final business requirements with the supplier.

Step 3. Supplier will develop a scope of work for the requirements. The scope of works will contain a price for existing services listed in the VOTS price book. 

Step 4: Check the details and submit the scope of works for agency approval.

Step 5: Logon to the confidential information (link) system to access the new customer contract under VOTS.

Step 6: Execute (sign) the new customer contract with supplier.

Step 7: Raise a purchase order for the agreed scope of works.

Step 8: Send the purchase order to supplier.

Step 9: The supplier will start work after purchase order is received.

Step 10: The supplier will upload the invoice to the VOTS online portal every month. The supplier will send an email notification when the invoice is uploaded.

Step 11: Logon to VOTS online portal to check invoice details.

Step 12: Follow agency specific process to approve and pay the invoice.

For existing buyers

Step 1: Identify additional scope of business requirements.  Clarify questions with the supplier directly.

Step 2: Supplier will develop a scope of works for the requirements. The scope of works will contain a price for existing services listed in the VOTS price book.

Step 4: Check the details and submit the scope of works for agency approval.

Step 5: Supplier will capture variation details in the purchase order and submit to category manager for review.

Step 6: Agency approves the scope of works. 

Step 7: The category manager will review and check compliance of the purchase order contract variation against the service agreement. 

Step 8: The category manager will issue a variation contract number to the supplier.

Step 9: Raise a purchase order for the approved scope of works.

Step 10: Send the purchase order to supplier.

Step 11: The supplier will start work after purchase order is received.

Step 12: The supplier will upload the invoice to the VOTS online portal every month. The supplier will send an email notification when the invoice is uploaded.

Step 13: Logon to VOTS online portal to check invoice details. 

Step 14: Follow agency specific process to approve and pay the invoice.

Reviewed 15 April 2021

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Primary contact:

Graeme Torrance, Acting Category Manager Department of Premier and Cabinet

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