Prison Service
Order
ORDER
NUMBER
9030
Handling and Approval of Requests
for IT and Telephony
EXECUTIVE SUMMARY
STATEMENT OF PURPOSE
This PSO defines the process for ordering IT and Telephony, using the Change Request Service
(CRS) process via Problem Portal, a web based process available on the Quantum website. It also
provides advice on the changes in the funding arrangements for IT and telephony services and
reflects recommendations from an Internal Audit report issued in 2004 into the CRS process.
DESIRED OUTCOME
The efficient ordering of changes or additions to the IT or Telephony infrastructure using the CRS
process. Budget holders will be fully responsible for funding the implementation and ongoing costs
of new IT and Telephony services.
MANDATORY ACTIONS
All Prison Service staff must adhere to the procedures outlined within this PSO when ordering IT
and telephony services. The original versions of PSO 9030 issued on 10/6/03 and PSI 04/2000 are
revoked and should be deleted. All processes and forms described in those documents are now out
of date.
RESOURCE IMPLICATIONS
The decision taken by the PSMB that all business units will be responsible for funding additional IT
and telephony services will have resource implications for the units’ budgets.
IMPLEMENTATION DATE:
01/01/05
(signed)
Mike Manisty
Director of Corporate Affairs
John Gundersen
Head of Service Delivery Group
Further advice or information, on this PSO or the systems described within it, can be
sought from:
Live Services, Service Delivery Group, DCA
Tel: 020 7217 2699
E-Mail: QuantumServiceControlTeam@hmps.gsi.gov.uk
CONTENTS
1.
DEFINITION OF TERMS
2.
SCOPE
3.
THE CHANGE REQUEST SERVICE (CRS) PROCESS
4.
THE CRS CATALOGUE
5.
HARD CHARGING OF IT AND TELEPHONY COSTS
6.
ROLE OF THE REQUESTER
7.
ROLE OF THE APPROVER
8.
SUBMITTING A PROJECT BRIEF
ANNEX 1 – CHANGE REQUEST SERVICE PROCESS FLOW
ANNEX 2 – CABLING PROCUREMENT FRAMEWORK
(Annex 2 added 25/05/05)
1.
DEFINITION OF TERMS
DCA
EDS
Problem Portal
CRS
Directorate of Corporate Affairs.
Electronic Data Systems. HMPS IT and Telephony supplier.
A web enabled software tool used to raise, approve and manage
Change Requests.
A request for new or amended IT or telephony services that is
progressed through the CRS process.
2.
SCOPE
2.1
This PSO describes the CRS process through which business units’ requirements for IT
and telephony services should be submitted. In compliance with normal procurement
principles there must be a clear business requirement for the new IT and telephony
services being requested. Any such requests should only be submitted once it has been
confirmed that there is no existing kit capable of being redeployed to fill the need.
3.
THE CHANGE REQUEST SERVICE (CRS) PROCESS
3.1
A CRS is raised by a business unit whenever a service is required from HMPS’ IT and
Telephony suppliers. These can range from simple requests, such as creating new user
accounts, to more complex requirements, for instance where a new prison needs to be
supplied with IT and telephony. The process should also be used where DCA is required to
address a business requirement that is not currently available from the service catalogue on
the intranet (project brief).
3.2
A CRS can only be submitted by a ‘Requester’ (see section 6 below). All business units have
their own nominated Requesters. In some cases, a CRS must be approved by an ‘Approver’.
A list of Requesters and Approvers is available on the Quantum web site on the HMPS
Intranet.
3.3
CRSs fall into two categories; those that do not incur a charge and those that do. A
Requesters can submit a CRS directly to EDS where no charge will be incurred. If a charge
will be incurred, the CRS has to be approved by the relevant ’Approver’ (see section 8 below).
In this case, the CRS will be submitted electronically to the Approver for consideration. The
Requester must ensure that all chargeable CRSs include the appropriate Phoenix (or FOCUS)
cost code. (See Annex for the CRS process flowchart.)
4.
THE CRS CATALOGUE
4.1
Services provided by EDS are listed in the CRS catalogue on the Quantum website.
4.2
A CRS reference number is allocated to each item on the catalogue. The suffix ’A’ in the
catalogue number CRS-XXnn–A indicates that an Approver must authorise the CRS as a cost
will be incurred. The suffix ’R’ in the catalogue number CRS-XXnn–R indicates that a
Requester may submit the request directly to EDS without approval. (See sections 6 and 7
below for the roles of Requesters and Approvers.)
4.3
When a CRS is submitted on Problem Portal a unique reference (Vantive) number is
generated. This number should be quoted in any subsequent contact or correspondence with
EDS or DCA.
4.4
There will be times when the services offered in the catalogue do not meet a requirement due
to its complexity or because it may have a more far reaching impact across the Prison Service.
In such instances, the CRS should be submitted as a “Project Brief” (CRS–PB01A - see
section 8 below) for consideration by the New Business Requirements Team within the
Programmes Group, DCA. A Project Brief should not be confused with a Local Project, which
is indicated by the code CRS-LPXX-A on the catalogue. Local project requests should be
submitted for requirements involving ‘moves’ or additions’ to the infrastructure that need
coordinating or project managing by EDS. Project Briefs and Local Projects are shown in the
first two rows of the CRS catalogue.
5.
HARD CHARGING OF IT AND TELEPHONY COSTS
5.1
Confronted with Service wide funding constraints, PSMB endorsed proposals in December
2003 for hard charging future growth of Quantum services to business units with effect from 1
April 2004. The Quantum Steering Group and the Prison Service Finance Committee
underwrote this decision in January 2004. Business units have therefore already been
responsible for funding additional IT and telephony services since 1 April 2004.
5.2
Costs. There are two types of cost that will be hard charged to business units:
implementation costs and ongoing (unitary) charges for new services.
5.3
Implementation costs are one-off costs incurred at the implementation stage of a CRS that
cannot be recovered by EDS through the unitary charges. EDS will often need to conduct a
site survey to understand the scope of the work involved and to prepare a quotation. The
EDS costs incurred in preparing a quotation will be charged to the business unit even if
the quotation is subsequently rejected.
5.4
Implementation costs could fall into one or more of three categories:

A one-off charge for equipment not subject to unitary charges

Project management costs. If the CRS is defined as a ‘local project’, EDS may charge
for project management. The estimated time involved and the daily rates charged are
shown on the quotation.

Cabling EDS will charge for the cost of any new cabling over and above the amount
included as part of the monthly unitary charges. HMPS and EDS have jointly agreed
on a new process that allow establishments, if they so wish, to procure new cabling
independently from 3rd party contractors. Details and procedures can be found in
Annex 2 of this PSO. (Amended in accordance with Annex 2 – 23/05/05)
Link to Annex 2 – Cabling Procurement Framework
It is not possible to provide illustrative costs for different types of CRSs as each case is unique
and often subject to a site survey.
5.5
In 2004/05 a small budget was delegated to Directorates to cover IT and telephony
implementation costs. Each Directorate is responsible for managing and sub-delegating
this budget in accordance with its own priorities.
5.6
Ongoing (unitary) charges. Under the Quantum contract, EDS levy unitary charges for
the support of IT and telephony services deployed across the estate. If an additional
service is delivered using the CRS process, the relevant budget holder will be charged with
effect from the beginning of the first full month following implementation. The unitary
charges for 2004/05 are shown in the CRS catalogue against each service provided and
are valid to 31 March 2005. The catalogue will be updated if the Prison Service
commissions any new services under the Quantum contract. Unitary charges for future
years will be published in November, four months prior to the start of each financial year.
VAT is not charged.
5.7
The CRS process can also be used to order new scanners, printers, a range of software
packages and Samaritan (DECT) phones. The unitary charges for these services are shown
in the catalogue.
5.8.1
Specialised software, which has been recommended as a result of an Access to Work
assessment by the local Job Centre Plus Disability Service Team, will be provided to users
with particular needs and will be paid for centrally. The CRS should be raised using the normal
procedures.
5.9
No budget has been made available centrally to meet these additional unitary charges.
Business units will have to find the funding for any new requests from existing resources. For
planning purposes, Heads of Finance should be aware that the unitary charges will be levied
every month until the end of the contract in 2012 or until the equipment or service is returned
to EDS. In the event equipment is returned prior to contract end, EDS may seek to recover
their investment by raising a Compensation Event claim. If the claim is validated by DCA, it
will become payable by the relevant business unit. Minimum contract periods, which apply to
some items, are also included in the catalogue.
5.10
The hard charging rules have been applied from 1 April 2004 for all CRSs. Exceptions have
been applied only in respect of replacement and support of the 4x4 security system, new
desktops for local learning resource centres and certain new desktops required for OASys.
These were funded by DCA.
5.11
Charging Mechanism. DCA will continue to pay CRS invoices issued by EDS. The costs will
then be recovered from the relevant business unit by an inter-unit charge. This follows the
same process as currently used for telephone call costs.
5.12
Financial Reporting. A detailed report of individual CRS costs (both implementation and
ongoing) will be sent to the appropriate budget holder before any inter-unit charges are
made.
5.13
Management Information. Since April 2004 DCA has been publishing management
information on establishments’ use of IT and telephony resources. This is available via the
‘imported measures’ screen of the PSIMOn management information database. This
information will enhance line managers’ ability to make judgements as to whether new
services are required. It may indicate for example, that certain equipment is not being fully
utilised and could be relocated to another area. Members of Senior Management Teams
within establishments can provide access to PSIMOn for designated staff.
5.14
The following information will be published for each establishment every month:







Number of legacy PCs (from 1 April 2005)
Number of desktop PCs
Number of laptops
Number of desktop PCs used less than 10 hours per month
Number of desktop telephones
Monthly cost of IT and telephony services
Monthly cost of IT and telephony services per prisoner place
Similar information will be published for HQ Groups from April 2005.
6
ROLE OF THE REQUESTER
6.1
Requesters are responsible for raising CRSs for staff within their business units. To become a
Requester, staff must be appointed by a Governor / Head of Group, who must authorise the
appointment in writing. The appointment document must be retained locally and be available
for audit purposes. A CRS must be raised to give the nominated member of staff access to
the Problem Portal system. Once the CRS has been processed the Requester will be issued
with a user id, a password for Problem Portal and a user guide. The Live Services Team is
also available to assist as necessary (see contact details at the front of this PSO).
6.2
As recommended in the Internal Audit report, Requesters must ensure they retain an audit trail
of all CRSs that they submit. This can be a copy of the instruction to raise the Request, such
as an email from Personnel advising that a new member of staff needs to have a user id
created. The instruction can be kept as a hard copy or on a public folder as long as the
material can be audited. It must be kept for a minimum period of two years and subsequently
at local managers’ discretion.
6.3
The Audit report stipulates that no one person may perform the roles of both Requester and
Approver. Live Services will carry out quarterly checks on the lists of Requesters and
Approvers to ensure there is no duplication. If either a Requester or an Approver no longer
needs access to the CRS system, then a CRS must be raised to have their access entitlement
removed.
7
ROLE OF THE APPROVER
7.1
An Approver is responsible for approving CRSs that will incur charges for the business unit.
The Approver must be appointed by the Governor / Head of Group who should indicate in
writing that the nominated officer has the requisite financial authority. The appointment
document must be retained locally and be available for audit purposes. A CRS must be raised
to give the nominated member of staff access to the Problem Portal system. Once the CRS
has been processed, the Approver will be issued with a user id, a password and a user guide.
The Live Services Team is available to assist as necessary (see contact details at the front of
this PSO).
7.2
As Approvers will be committing business units to expenditure, they will need to work closely
with Heads of Finance to ensure that all implementation costs and ongoing unitary charges
have been properly budgeted for. Information relating to unitary charges for IT and telephony
services is included in the CRS catalogue. Implementation charges will vary from case to
case and will often be determined following a site survey. Approvers should be aware that
EDS will charge for the costs incurred in preparing quotations.
7.3
An Approver must ensure that the correct FOCUS / PHOENIX budget code is included within
the CRS. In the case of Phoenix sites, a Business Unit (3 digit) and Responsibility (4 digit)
code will be required. Heads of Finance will be able to advise on the correct codes to be used
for their business units.
7.4
The Internal Audit report emphasises the need for budget holders to identify and record any
accruals relating to CRSs in accordance with PSO 7500 Finance. It is recommended that
records are kept locally to monitor CRS expenditure. Heads of Finance will be able to advise.
7.5
The Audit report stipulates that no one person may perform the roles of both Requester and
Approver. Live Services will carry out quarterly checks on the lists of Requesters and
Approvers to ensure there is no duplication. If either a Requester or an Approver no longer
needs access to the CRS system, then a CRS must be raised to have their access entitlement
removed.
8.
SUBMITTING A PROJECT BRIEF
8.1
Guidance on completing the Project Brief on line. There will be times when the services
offered in the catalogue do not meet a requirement due to its complexity or because it may
have a more far reaching impact across the Prison Service. In such instances, the CRS
should be submitted as a “Project Brief” RS-PB01A for consideration by the New Business
Requirements Team within the Programmes Group, DCA
8.2
The New Business Requirements Team are available for consultation prior to submitting a
Project Brief and can be contacted on 020 7217 2743 or 020 7217 2762. The team will be
able to advise if there are any projects already in progress or under consideration that
address the business requirement. When submitting a Project Brief, the problem portal
leads the Requester through fields on the screen to gather basic information about the
proposed project. The list of questions is as follows:
Field description
Response to be given should also cover these
points
the You will need to give clear business justification for the
request. You will also need to state whether or not the
request is the result of an unforeseen situation, for
example the collapse of the current system or whether
it is due to new and urgent policy / legislative
requirements.

Business
request.

How does the proposed change What are you trying to achieve that you cannot
contribute
to
the
strategic presently do? How will this help you?
objective of the Prison Service?

What is the potential impact on What are the consequences of this request?
the establishment/group if the What would happen if the request was rejected?
change is NOT approved?

When is the change required? Please state when you need it
Give reasons for the timescale.

What will be the impact if the Have you thought through all the alternatives? What is
change is not implemented within wrong with them? Why is this the only way?
the required timescale?

What is the anticipated cost What is the cost of your current system? Identify and
saving to be made from the value anticipated cost savings.
change?

What
is
the
anticipated
improvement to be gained from What is wrong with the current system?
the change?

How will the change be funded?
justification
for
How do you expect to fund this change?
8.3
The Project Brief, as for any CRS that incurs costs, will need to be approved by the
relevant Approver.
8.4
The New Business Requirements Team within DCA will consider the proposal
taking into account other similar or related projects that may already have been
raised. The Team may contact the Requester for clarification or to obtain additional
information. Guidance, summarising the key processes and roles and
responsibilities that support the successful delivery of IT projects and programmes,
is published in the ’Programme & Project Management Handbook’ which is to be
made available on the Quantum website.
Annex 1
Change Request Service Process
Initiator identifies need for change
Request directed to nominated Change Requestor
Discuss Business Justification - Approve or Reject
If Approved - Document requirement using Problem Portal on the Prison Service Intranet.
Once complete system issues Vantive Case number
If request will not incur additional expenditure
system directs case to the EDS Business Support
Centre
If request has the potential to incur additional expenditure system
directs case to the nominated Change Approver
Approver decides if the request is justified - Approve or Reject
EDS Business Support Centre check for
completeness
If Approved system directs case to EDS Business Support Centre
EDS Business Support Centre direct case to the
appropriate EDS Support Group or HMPS for
CRS Administration changes or Project Briefs
EDS plan work
HMPS Project Brief or CRS Administration changes processes
HMPS completed CRS
Administration changes
HMPS Project Brief
processes
New Business
Requirements Team
Change Approvals
Board
etc.
EDS complete work
EDS obtain a signoff from main contact
EDS close Vantive case
Annex 2
HM Prison Service and EDS
CABLING PROCUREMENT FRAMEWORK
PSO 9030
HM Prison Service and EDS
Annex 2
Page 1
Contents
1
Introduction ................................................................................................... 3
2
Purpose and scope ...................................................................................... 3
3
Approved suppliers ....................................................................................... 3
4
Definition of responsibilities .......................................................................... 3
5
Cabling options ............................................................................................. 4
5.1
Current Standards ........................................................................................ 4
5.1.1
Types of cabling in use ................................. Error! Bookmark not defined.
5.2
New site ........................................................................................................ 4
5.3
New building ................................................................................................. 4
5.4
New office/room ............................................................................................ 5
5.5
New PC or phone by location ....................................................................... 5
5.6
Move and changes, removal ........................................................................ 5
6
The Planning and procurement process ...................................................... 6
6.1
The procurement process overview ............................................................. 6
6.2
Detailed procurement process ...................................................................... 9
6.3
Survey ......................................................................................................... 11
6.3.1
HMPS role ................................................................................................... 12
6.3.2
EDS role ...................................................................................................... 12
6.3.3 Third party suppliers and contractors .......................................................... 12
6.4
Requests for quotation................................................................................. 12
6.4.1 Minimum supplier competencies and standards.......................................... 12
6.4.2 Standard quotation formats.......................................................................... 13
6.4.3 Minimum number of quotes ......................................................................... 13
6.4.4 Quotation review process ............................................................................ 13
6.4.5 Awarding the contract .................................................................................. 13
6.5
Installation Project management ................................................................. 13
6.6
Acceptance process .................................................................................... 13
6.6.1 Cabling certificates ....................................................................................... 13
6.6.2 Inspection and sign by EDS ......................................................................... 13
6.6.3 Remedial work ............................................................................................. 13
7
Cabling Planning Templates ....................................................................... 14
7.1
Introduction .................................................................................................. 14
7.2
Purpose of the planning templates .............................................................. 14
7.3
Types of template ........................................................................................ 14
Appendix 1 – Site requirements .............................................................................. 15
Appendix 2 – New building Planning Template ...................................................... 16
Appendix 3 – New office/room ................................................................................ 19
Appendix 4 – New PC or phone in a location Planning Template .......................... 25
Appendix 5 – Move and changes, removal Planning Template .............................. 31
Appendix 6 – Extracts from Cabling Standards ................................................. 32
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PSO 9030
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Annex 2
Page 2
Summary of Main Headings .................................................................................... 33
Cable Specification extracts .................................................................................... 35
Appendix 7 – Requirements document (LTCT01) .................................................. 39
Appendix 8 – Request for quotation (LSCT02) ....................................................... 40
Appendix 9– Procurement checklist ........................................................................ 41
Appendix 10 – Sample supplier assessment questionnaire. .................................. 45
Issue No 141
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PSO 9030
HM Prison Service and EDS
Annex 2
Page 3
Introduction
1.1
Since September 2002, arrangements have been in place for the data and telephony
cabling of major new builds and refurbishments managed by Property Services Group to be
carried out by HMPS to published Quantum standards.
This has worked well and has
allowed these significant elements of building commission to come directly under project
and site control.
1.2
At that time, it was expected that the volume of cabling required for other changes would be
low because the cabling exercise carried out under eQuip aimed to take in known plans for
business change for up to 5 years ahead. In practice, however, this has not proved the
case. A high proportion of CRS cases for moves and installs require new outlets, requiring
a relatively cumbersome exercise to handle surveys and quotations, mainly for small jobs,
which could often be done with a single contractor visit.
It has been decided therefore to
allow sites to take responsibility for procuring cabling from approved our suppliers where
they see benefit in this.
1.3
2.
EDS will continue to provide advice on cabling issues in advance of any work being done.
If required, they will also perform site surveys and inspection visits. In addition, if required,
EDS will handle the cabling itself under current arrangements – these activities will continue
to be chargeable.
Purpose and scope
3.
2.1
This document defines the arrangements and procedures that apply to cabling
being procured locally, and covers the project planning, procurement of services and
installation management.
Approved suppliers
3.1
4.
EDS have a range of suppliers currently providing cabling services.
These companies
have a large number of qualified staff who are used to the prison environment and are
conversant with the standards to be applied. Whilst use of these is recommended, it is at a
site’s discretion to use other suppliers with equivalent capabilities, provided that these are
legally and technically able to install, test, certify and guarantee cabling to the published
standards.
Definition of responsibilities
Installation
Current Responsibility
Proposed Change
Ducting between buildings
HMPS, but can be done by
cabling providers if required
No change
Containment
Normally installed as part of
HMPS’s fitting out of
accommodation, but necessary
additions can be done by cabling
providers.
No change
Power supplies
HMPS
No change
Satellite cabinet location
and security
Normally installed as part of
HMPS’s fitting out of
accommodation, but necessary
additions can be done by cabling
providers.
EDS
Suitably qualified third parties
can terminate links to
additional outlets
Server/PABX rooms
Issue No 141
Suitably qualified third parties
can terminate links to
additional fibre/multicore links
additional annex issued 23/5/05
PSO 9030
HM Prison Service and EDS
Active Equipment
(Servers, switches, PCs,
etc).
EDS
Annex 2
Page 4
to local cabinets
No change
5.
Cabling options
Current Standards – Types of cabling in use
5.1.1 The full standards for cabling to be installed at Quantum sites is defined in an EDS
Document - Quantum Cabling Specification & Installation Procedure v2.0 (QCSIP) which
must be made available to all potential contractors. The critical portions of this document
have been included as Appendix 6. Sites will normally have cabling installed to one of the
basic patterns below
a. Standard
These are sites that transferred directly from the DoV system where both voice and
data were connected via the telephony cabling network. In general, the data
network is now connected over fibre, cat5e cabling and RJ45 outlets with local
cabinets. The telephone network is still connected over multi-core copper cable to
standard telephone points.
b. Structured Cabling
Sites which opened or underwent a major re-cabling in advance of Quantum have
mainly been cabled using varying densities of structured cabling, where RJ45
outlets are used for both telephony and data, these being patched at the local
cabinet to voice or data networks as appropriate.
c. Mixed
Sites which have undergone major expansions in recent years may have a mix of
these architectures, with the later additions/refurbishments using structured cabling
alongside the previous standard installation.
d. DSL (Digital Subscriber Line)
Some sites may also utilise the telephone cabling for distant buildings (DSL) where
the cost of fibre is prohibitive.
New site
5.2.1
New sites are project managed by the Property Services Group. This group
procures all cabling, and follows structured cabling route described at 5.1.1.b. EDS
must always be consulted at an early stage as setting the communication links (e.g.
BT lines, WANS, etc) from such sites have long lead times.
New building
5.3.1 New buildings are project managed by the Property Services Group. This group
procures all cabling for the building, and will follow structured cabling route described
at 5.1.1.b. Exceptions to this can be:

Issue No 141
Cabling to a Portacabin. A site may procure services for this type of installation
to the standards laid down in 5.1.1.b.
additional annex issued 23/5/05
PSO 9030
HM Prison Service and EDS

Annex 2
Page 5
Number of outlets does not justify the expense of a new cabinet, but can be fed
easily and securely from a neighbouring cabinet and/or distribution point. In
these cases, the site can procure the services required to run the cable for the
new building to the neighbouring cabinet and/or distribution point.
Note:
The feasibility of connecting to a neighbouring cabinet and/or distribution
point should be established during the requirements phase by consulting with EDS.
Refer to 0
New office/room
5.4.1 These would normally follow the existing standards for the area concerned, but special
considerations may apply where DSL is in use, in which case EDS must be consulted.
New PC or phone by location
5.5.2 These would normally follow the existing standards for the area concerned, but special
considerations may apply where DSL is in use, in which case EDS must be consulted.
Move and changes, removal
5.6.1 The installation of new points for these would normally follow the existing standards for the
area concerned, but special considerations may apply where DSL is in use, in which case
EDS must be consulted. Where it is necessary to alter the positions of outlets, guidance for
the handling of active equipment must be sought from EDS in advance.
Issue No 141
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HM Prison Service and EDS
Annex 2
Page 6
6. The Planning and procurement process
The procurement process overview
Figure 1
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PSO 9030
Issue No 141
HM Prison Service and EDS
Annex 2
Page 7
additional annex issued 23/5/05
PSO 9030
HM Prison Service and EDS
Detailed procurement process
Step
Description
1.
Requirements definition
Document the details of what is required:
1.
2.
3.
4.
5.
6.
7.
8.
2.
Planned start date
Planned finish date
Construction work
Location and number of power
points.
Location and number of telephone
points.
Location and number of data points.
Special requirements.
Access restrictions
Discuss the proposed changes with EDS.
Page 9
Responsibility
Inputs
Deliverables
Site: Works
department, QPC and
any other stakeholders
1.
1.
2.
3.
4.
5.
Meeting with
stakeholders.
Outline requirements.
Site plans.
Current Quantum site
design
Cabling planning
template
4.
QPC
5.
1.
EDS Local Project Coordinator
Contact the EDS Local Project Coordinator. Minor changes may only require
confirmation that there is sufficient capacity
at the site to cope with changes.
3.
4.
Raise a CRS for a site visit (if necessary
see 2. above))
2.
3.
2.
QPC
CRS requestor and
approver
Feedback from the EDS LPC.
Site: Works
department, QPC,
Stakeholders
Requirements
3.
1.
Project plan showing
activities, start/finish
dates and
dependencies.
Cost estimates.
Requirements
document refer to
template LSCT01 (Live
Services cabling
Template 1).
Containment
requirements and cable
runs
Project approval.
Written confirmation
from EDS that the
changes can be made
and there is sufficient
capacity.
Site visit plan if
required.
CRS for a site visit
CRS and date for site
visit.
Using Local project category
EDS survey
Initial discussions with the EDS Local
Project Co-ordinator and a site visit if
required to review the installation
requirements
Issue No 141
1. Connection details to
neighbouring cabinet
and/or distribution point.
2. EDS changes list or signadditional annex issued 23/5/05
PSO 9030
Step
5.
HM Prison Service and EDS
Page 10
Description
Responsibility
EDS: Local Project
coordinator
Inputs
Deliverables
off of requirements
without change.
3. The acceptance will be
completed within on day
if no remedial work is
required.
Raise a CRS for new hardware
Site: QPC
CRS requestor and
approver
Requirements definition
PC, Printer and telephony
requirements
1.
2.
When raising the CRS for the new
equipment use the following descriptions
from the CRS catalogue.
3.
CRS
PC, Printer and
telephony requirements
details on the CRS
EDS confirmation of
survey date
PC’s – New Work/Docking station with
Existing Data Point.
Printer/Scanner – New with Existing Data
Point
6.
Telephony – New Telephony with existing
telephone point.
Prepare request for quotation RFQ
Prepare a request for quotation and review
with Area Technical Support Services.
Site: Works
department, QPC
Area: Area works coordinator
1.
2.
3.
4.
5.
Issue No 141
Project plan
showing activities,
start/finish dates and
dependencies.
Cost estimates.
Requirements
document refer to
template LSCT01.
Containment
requirements and cable
runs
Project approval.
Request for quotation
document template LSCT02
(Live Services Cabling
Template 2)
additional annex issued 23/5/05
PSO 9030
Step
7.
HM Prison Service and EDS
Description
Establish the list of suppliers and distribute
the RFQ.
8.
Supplier Quotation review and supplier
selection
9.
Installation Commences
3.
Raise a CRS for EDS inspection sign-off
and connection visit.
Page 11
Responsibility
Area Technical
Support Services
QPC
Area Technical
Support Services
QPC
Inputs
Approved supplier list
Deliverables
Tender list.
RFQ to suppliers.
Request for quotation
document
Supplier proposal
Supplier tender assessment
Area Technical
Support Services
QPC
Works
QPC
Project status Review
Project issues
1.
2.
Schedule completion date.
CRS and confirmation of EDS
availability-.
Area Technical
Support Services QPC
Works
Supplier
Request for quotation
document
Supplier proposal
1.
2.
Amended project plan
Project issues and
risk
Local project.
4.
Note: Allow at a minimum of 10 working
days to for EDS to schedule this visit.
Site acceptance
5.
EDS Acceptance
6.
Live service
7.
Close CRS
Issue No 141
EDS
Supplier
QPC
Technical Support
Services
EDS
Live Services
QPC
EDS
Cabling certificate
EDS acceptance
As above
Cabling certificate
Site design
documents
3.
Remedial work (if
required)
EDS Signed-off acceptance
Project closure
Updated BESSY information
additional annex issued 23/5/05
PSO 9030
Survey
Installation type
Survey requirements
New site
1.
EDS lead Time
Budget
for 1
day.
20 working days
EDS will be required to review the
site design to allow location of servers,
PABX, and the active equipment.
EDS Project Co-ordinators time.
2.
EDS
Effort
A second visit when office layouts,
number of point and number of phones
are agreed.
20 work days
EDS Project Co-ordinators time
Budget
for 1
day.
New building in
an existing site
1.
EDS will be required to review the
building design and to advise the site
of the most effective route and
connection method to the server and
PABX.
EDS Project Co-ordinators time.
2.
A second visit when office layouts,
number of point and number of phones
are agreed.
EDS Project Co-ordinators time
New office/room
New PC or
phone in a
location
Move and
changes,
removal
When the design is agreed and the
numbers of data points and phone are
known EDS should be contacted to review
the requirements to ensure enough
capacity at the site to meet the
requirements
Check capacity with EDS, a phone or
email will to the local project co-ordinator
will suffice. This may not require a site
visit.
Use when room layouts are being
changed, walls knocked down or rearranged.
Discuss changes with EDS in advance to
check the impact of the changes. A site
visit may be required depending on the
scales and complexity of the changes.
Issue No 141
Budget
for 1
day.
20 working days
20 work days
Budget
for 1
day.
Budget
for half a
day.
N/A
Budget
for half a
day.
20 working days
N/A
20 working days
PSO 9030
1.
HMPS role
1.
Establish and verify that design meets the business requirements.
2.
Consult with Works Representatives to ensure their understanding of the
requirements and timescales.
3.
Consult with Area Technical Support Services to ensure the tender and procurement
process is in accordance with PSO7700 Procurement and Materials management.
4.
Consult with EDS about the design and installation requirements.
5.
Ensure that a Works Representatives is available at all meetings with EDS.
6.
Document all meetings with EDS and agree actions.
7.
Report any disputes or issues to Live Services.
ii.
EDS role
1.
Review design and recommend on the most efficient and cost effective routing to
and from the server and PABX.
2.
Identify any technical or operational issues with the proposed design.
3.
Assess and report the impact of new connections on existing capacity at the site.
iii.
Third party suppliers and contractors
1.
Third party suppliers and contractors will not normally be involved prior to awarding
the contract to supply service. However, as the project progresses through to
installation the chosen supplier will be required to attend meetings on site and with
EDS during the acceptance process.
2.
All suppliers must meet the minimum competencies specified.
3.
All suppliers must be accredited to the required standards.
4.
All suppliers must have the appropriate level of security clearance.
Requests for quotation
iv.
Minimum supplier competencies and standards
Only approved suppliers are qualified to receive a Request for Quotation.
1.
2.
3.
4.
Minimum competencies
Accreditation.
Security clearance.
Data and telephony cabling standards.
Refer to
Appendix 10 – Sample supplier assessment questionnaire.
Issue No 141
PSO 9030
v.
Standard quotation formats
Refer to Appendix 7 – Requirements document (LTCT01)
vi.
Minimum number of quotes
Refer to PSO7700 Procurement and Materials Management.
vii.
Quotation review process
The quotation review process will follow the guidelines specified in PSO7700 and the
details specified in the Request for Quotation Template document reference LSCT02.
viii.
Awarding the contract
The contract will be awarded in accordance with PSO7700 and the details specified in the
Request for Quotation Template document reference LSCT02.
Installation Project management
The Area Technical Support Services will manage the installation process on behalf of the
site.
Acceptance process
ix.
Cabling certificates
All contractors must be qualified to carry out testing and provide the certification covered by
this section. On completion of the work, the contractors must carry out
testing of the installed cabling as defined in 7.24, 7.25, and 7.26 of QCSIP.
The work and this testing must be certified and documented as defined in
7.27, 7.28 and 7.29 of QCSIP. Note that not all elements of 7.29 will apply
to jobs not requiring new cabinets or fibre.
x.
Inspection and sign off by EDS
EDS must be provided with copies of the documentation covered in 6.4.1 before any CRS
cases can be processed for use of the installed cabling. Copies of this should be sent to
the following address or handed over during an inspection visit as below:
HMPS Cabling Team
EDS
Plaza 1
Ironmasters Way
Telford
Shropshire
TF3 4NT
Major cabling works – primarily new sites or buildings as described in 6.1 – will require an
inspection visit by EDS which will normally take a full or half day depending
on the extent of the work.
Smaller cabling works – primarily those adding additional points to existing cabinets or
distribution points – will be subject to a documentation check in all cases and inspection on
a sample basis for which a standard charge will be made to all jobs in this category.
xi.
Issue No 141
Remedial work
PSO 9030
It is recommended that at least 10% of the total cost of the project be retained to cover any
remedial work identified during the site inspection and EDS acceptance visit.
7.
Cabling Planning Templates
Introduction
Sites are able to procure their own cabling supplier and to help in planning and procurement
process a set of planning templates have been created.
Purpose of the planning templates
The purpose of the planning template is to provide a set of guidelines and checklists of “things to
do” when planning installation and procuring cabling services. These templates cover:
1
2
3
4
5
6
Using the Quantum standards for power, data and telephony cabling.
Preparing a specification of requirements.
Using approved suppliers.
Preparing request for quotation (RFQ)
Reviewing quotations and selecting a supplier.
How to connect up to the core network.
Types of template
Template Name
New building
New office/room
New PC or phone
in a location
Move and
changes, removal
Issue No 141
Description
A set of guidelines for planning
and installing cabling for IT and
Telephony in a new building and
preparing for connection to the
Quantum network.
A set of guidelines for planning
the installation of IT and
Telephony cabling for a new
office that is already connected
to the Quantum network.
A set of guidelines for adding
new points in a location already
wired to a satellite cabinet.
A set of guidelines for moving or
changing connections due to
offices or layout being changed,
When to use
Use when a new building is planned
to install IT and Telephony
connections to the existing Quantum
network at the site.
Use when a new office is required in a
building that is already connected to
the Quantum network
Use when adding one or more points
in a room that already has
connections to the core network via a
satellite cabinet
Use when room layouts are being
changed, walls knocked or rearranged.
PSO 9030
Appendix 1 – Site requirements
To be completed.
This appendix will detail the standards for:
Enclosures
Cross-site ducting
Draw pits
Termination points
Surge protection
Issue No 141
PSO 9030
Appendix 2 – New building Planning Template
Issue No 141
PSO 9030
Page 17
NEW BUILDING PLANNING TEMPLATE
Ref.
A1
Activity
Specify the requirements for data and phone connections.
Inputs
Building design
Users
Works department
QPC
Outputs
Number and location of
data and phone points.
Number and location of
data and phone points.
Requirements for
communications cabinet.
Review the requirements.
Specify and agree any changes.
Specify requirements for cable runs to server and PABX.
Proposed location of a
communication cabinet
Design and requirements
EDS
for connecting to the server
and PABX.
Prepare the Request for Quotation document
Building design
Users
Works department
QPC
Building design
For each office/location in the building
A2
A3
Number of phones
Number of workstations
Number of printers and other peripherals
EDS survey
Owner
HMPS at Site
Proposed location of a
communication cabinet
HMPS
Cable runs for multi-core
and fibre links.
HMPS
Request for quotation
document.
HMPS
Final RFQ.
HMPS
Works department
Requirements for
communications cabinet.
Design and requirements
for connecting to the
server and PABX.
A4
Review the RFQ with Works Department and Users.
Cable runs for multi-core
and fibre links.
Request for quotation
document.
Approved supplier list
Supplier list.
Issue No 141
additional annex issued 23/5/05
PSO 9030
Page 18
Ref.
Activity
A5
Quotation review
A6
Awarding contract
A7
Review and sign off contractual terms.
Letter of intent.
Aw
Installation planning
A8
Acceptance
Cabling certificates
EDS survey
A9
Commissioning
Inputs
Outputs
Owner
Supplier quotations
RFQ
QPC
Works Department
Supplier shortlist
Supplier selection report.
HMPS
Supplier proposal
DCA commercial
guidelines
Letter of intent
Formal acceptance
Supplier
Works Department
QPC
Installation plan
Checkpoint milestones
Escorts plans
HMPS
Supplier
EDS Project co-ordinator
Supplier
Works Department
QPC
Cabling certificate
EDS acceptance certificate
Issues and remedial work
report.
EDS
HMPS
Supplier
Signed off issues and
remedial work report.
Commissioned system
EDS
HMPS
Issue No 141
additional annex issued 23/5/05
PSO 9030
page 19
Appendix 3 – New office/room
Issue No 141
Additional annex issued 23/5/05
PSO 9030
21
page
NEW OFFICE/ROOM PLANNING TEMPLATE
Ref.
A1
Activity
Specify the requirements for data and phone connections.
For each office/location in the building
A2
Number of phones
Number of workstations
Number of printers and other peripherals
EDS survey
Review the requirements.
Specify and agree any changes.
Specify requirements for cable runs to server and PABX.
A3
Prepare the Request for Quotation document
Inputs
Building design
Users
Works department
QPC
Outputs
Number and location of
data and phone points.
Owner
HMPS at Site
Number and location of
data and phone points.
Capacity of current
installation.
EDS
Proposed location of a
communication cabinet
Additions or changes to
existing installation
EDS
Building design
Users
Additional Requirements
for communications
cabinet.
EDS
Works department
QPC
Additional Cable runs for
multi-core and fibre links.
EDS
Building design
Request for quotation
document.
HMPS
Proposed location of a
communication cabinet
Works department
Requirements for
communications
cabinet.
Design and
requirements for
connecting to the
server and PABX.
Additions or changes to
Issue No 141
Additional annex issued 23/5/05
PSO 9030
22
page
Ref.
Activity
Inputs
existing installation
Outputs
Owner
Additional
Requirements for
communications
cabinet.
Additional Cable runs
for multi-core and fibre
links.
A4
Review the RFQ with Works Department and Users.
A5
Quotation review
A6
Awarding contract
A7
Review and sign off contractual terms.
Letter of intent.
Award the contract.
Installation planning
A8
Acceptance
Cabling certificates
EDS survey
A9
Commissioning
Issue No 141
Request for quotation
document.
Final RFQ.
HMPS
Approved supplier list
Supplier quotations
RFQ
QPC
Works Department
Supplier list.
Supplier shortlist
Supplier selection report.
HMPS
Supplier proposal
DCA commercial
guidelines
Letter of intent
Formal acceptance
Supplier
Works Department
QPC
Installation plan
Checkpoint milestones
Escorts plans
HMPS
Supplier
EDS Project coordinator
Supplier
Works Department
QPC
Cabling certificate
EDS acceptance
certificate
Issues and remedial
work report.
EDS
HMPS
Supplier
Signed off issues and
remedial work report.
Commissioned system
EDS
HMPS
Additional annex issued 23/5/05
PSO 9030
23
Issue No 141
page
Additional annex issued 23/5/05
PSO 9030
Appendix 4 – New PC or phone in a location Planning Template
Issue No 141
page 25
PSO 9030
Page 25
QUANTUM CABLING
NEW PC OR PHONE IN LOCATION PLANNING TEMPLATE
Ref.
A1
Activity
Specify the requirements for data and phone connections.
For each office/location in the building
A2
Number of phones
Number of workstations
Number of printers
EDS survey
Review the requirements.
Specify and agree any changes.
Specify requirements for cable runs to server and PABX.
A3
Prepare the Request for Quotation document
Inputs
Building design
Users
Works department
QPC
Outputs
Number and location of
data and phone points.
Number and location of
data and phone points.
Dependant on capacity
Proposed location of a
communication cabinet
Capacity of current
installation.
EDS
Building design
Users
Additions or changes to
existing installation
EDS
Works department
QPC
Additional Requirements
for communications
cabinet.
EDS
Additional Cable runs for
multi-core and fibre links.
EDS
Request for quotation
document.
HMPS
Building design
Owner
HMPS at Site
Proposed location of a
communication cabinet
Works department
Requirements for
communications
cabinet.
Design and
Issue No 141
Additional annex issued 23/5/05
PSO 9030
Page 26
Ref.
Activity
Inputs
requirements for
connecting to the
server and PABX.
Outputs
Owner
Additions or changes to
existing installation
Additional
Requirements for
communications
cabinet.
Additional Cable runs
for multi-core and fibre
links.
A4
Review the RFQ with Works Department and Users.
A5
Quotation review
A6
Awarding contract
A7
Review and sign off contractual terms.
Letter of intent.
Award the contract
Installation planning
A8
Acceptance
Cabling certificates
Issue No 141
Request for quotation
document.
Final RFQ.
HMPS
Approved supplier list
Supplier quotations
RFQ
QPC
Works Department
Supplier list.
Supplier shortlist
Supplier selection report.
HMPS
Supplier proposal
DCA commercial
guidelines
Letter of intent
Formal acceptance
Supplier
Works Department
QPC
Installation plan
Checkpoint milestones
Escorts plans
HMPS
Supplier
EDS Project coordinator
Cabling certificate
EDS acceptance
EDS
HMPS
HMPS
Additional annex issued 23/5/05
PSO 9030
Page 27
Ref.
Activity
EDS survey
A9
Commissioning
Issue No 141
Inputs
Supplier
Works Department
QPC
Outputs
certificate
Issues and remedial
work report.
Owner
Supplier
Signed off issues and
remedial work report.
Commissioned system
EDS
Additional annex issued 23/5/05
PSO 9030
Issue No 141
Page 29
Additional annex issued 23/5/05
PSO 9030
Page 31
Appendix 5 – Move and changes, removal Planning Template
Refer to the template in Appendix 4.
Issue No 141
Additional annex issued 23/5/05
PSO 9030
Page 32
Appendix 6 – Extracts from Cabling Standards
Document reference PRE-FE-QCIT-003 - Quantum Cabling Specification & Installation Procedure.
Copies are available from
HMPS Cabling Team
EDS
Plaza 1
Ironmasters Way
Telford
Shropshire
TF3 4NT
Issue No 141
Additional annex issued 23/5/05
PSO 9030
Page 33
Summary of Main Headings
List below are the main headings on the cabling specification. For full details refer to the Quantum
Cabling Guide.
General
7
Conduct
8
Health and Safety
9
Site Management
10
HMPS Complaints
11
Change to Scope of Installation
12
CAD Plans
13
Standards
14
Labelling
15
Fixing Heights
16
Wiring And Equipment Cabinets
17
Patch Frames/Patch Panels
18
Types of Cables to be used
19
Fibre Optic Cable
20
Copper Data Transmission Cabling
21
Siting of Equipment
22
Siting of Cables
23
Cable Distribution
24
Cable Segregation
25
Cable Entries
26
Termination
27
Earthing
28
Electromagnetic Compatibility
29
Testing And Commissioning
30
Physical Acceptance Tests
31
Final Cabling Acceptance Tests
32
Certification
33
Optical Cable Acceptance Tests
34
Final Cabling Documentation
Issue No 141
Additional annex issued 23/5/05
PSO 9030
Page 35
Cable Specification extracts
13.
Types of Cables to be used
In the horizontal data wiring system there are three accepted cable types:



Four Pair LS0H Category 5e twisted pair (CAT5e UTP) cables
Four Pair LS0H Category 5e foil wrapped twisted pair (CAT5e FTP) cables
62.5/125 micron LS0H fibre optic cable
In the backbone data wiring system there are four accepted cable types:




Four Pair LS0H Category 5e twisted pair (CAT5e UTP) cables
Four Pair LS0H Category 5e foil wrapped twisted pair (CAT5e FTP) cables
62.5/125 micron LS0H multi mode fibre optic cable
9/125 micron LS0H single mode fibre optic cable
For Horizontal voice cabling, CW1308 up to Category 5e twisted pair cable is acceptable. In
modern structured cabling systems, both voice and data outlets are cabled from RJ45 patch panels
to RJ45 floor outlets. The choice of whether to use the outlet for voice or data becomes the choice
of the user and can be accomplished by means of patching and Voice Adapters therefore in these
circumstances all outlets must be considered to be data outlets and cabled to CAT5e standards.
Backbone cabling for voice systems can be multicore twisted pairs copper cable to CW1308 or
62.5/125 micron fibre optic cable.
14.
Fibre Optic Cable
Fibre optic cables for multimode backbone operation shall be 8 core, 62.5/125 micron graded index
optical fibre and shall have the following physical and optical parameters:
a.
b.
c.
d.
e.
f.
g.
Core diameter
:
Cladding diameter
:
Numerical aperture
Minimum transmission capacity @ 850 nm :
Maximum transmission capacity @ 1310 nm:
Maximum attenuation co-efficient @ 850 nm :
Maximum attenuation co-efficient @ 1310 nm
62.5 ± 3.0 microns
125.0 ± 3.0 Microns
0.275 ± 0.015 microns
160 MHz/km
500 MHz/km
3.50 dB/km
1.20 dB/km
Fibre optic cables for single mode operation shall be single core 9/125 micron step index optical
fibre and shall have the following physical and optical parameters:
a.
b.
c.
d.
e.
f.
Core diameter
Cladding diameter
Numerical aperture
Minimum dispersion @ 1310 nm
minimum dispersion @ 1550 nm
Maximum attenuation co-efficient @ 1310 nm
Maximum attenuation co-efficient @ 1550 nm
:9.0 ± 1.0 microns
:125.0 ± 3.0 microns
:0.275 ± 0.015 microns
:3.5 PS/km/n
:3.5 PS/km/nm
:0.4 dB/km
:0.3 dB/km
All fibre optic cables shall be constructed with tight-buffered sheath with a Kevlar protective yarn
with a suitable outer sheath.
The minimum-bending radius of the optical cable must not be less than 8 times the overall
diameter of the cable.
Issue No 141
Additional annex issued 23/5/05
PSO 9030
Page 36
Each optical fibre core shall be colour coded to enable unique identification. Cores shall also be
sequentially numbered within their final enclosure.
Cables shall be labelled with their respective core size, the manufacturer's batch number and the
words 'Fibre Optic Cabling' along the entire length of the supplied cables.
All cables shall be installed continuously from point to point and no splices of fibre optic cable shall
be permitted except where building regulations prevent the use of external grade cabling to be run
internally. In this case one splice will be permissible on entry to the building.
All fibre optic cables shall be terminated on 19" rack mounting 1U high 16 way patch panels.
All fibres are to terminate on to STII connections in accordance with the manufacturer's
instructions.
15.
Copper Data Transmission Cabling
1.
Copper data transmission cabling shall be in accordance with EIA/TIA 568 [R11] Technical
Systems Bulletin 36 and shall be classified as category 5e.
2.
Category 5e cables shall be defined as those 100-ohm and 200-ohm balanced cables and
associated connecting hardware whose transmission characteristics are specified up to 100
MHz.
3.
Copper data transmission cabling shall consist of Category 5e, 4 pair, shielded or
unshielded twisted pair with 24 AWG solid copper conductors within a LSOH sheath, unless
specified to the contrary elsewhere.
4.
a.
b.
c.
d.
Pairs shall be colour coded as follows:
Pair 1 :
Blue and White/Blue
Pair 2 :
Orange and White/Orange
Pair 3 :
Green and White/Green
Pair 4 :
Brown and White/Brown.
1.
All installation work must be carried out with strict adherence to ISO/British Standards, BS
Codes of Practice and IEEE Regulations relevant and current. It is the principal contractors
responsibility to ensure that he and his employees working on site are aware of those
standards and practices. All work must be carried out in such a way not to cause damage to
structures or interfere with the intended use of all or part of the structure.
2.
The length of cable from patch panel to wall outlet must not exceed 90 metres and must be
a single continuous piece of cable.
3.
Bend radii on all cables must not be less than 8 times the diameter of the cable during
installation and not less than 4 times the diameter of the cable at the point of termination.
4.
Patch Cords must be constructed from independently verified category 5e stranded cable
not exceeding 5 metres in length and provided with strain relief boots.Testing and
Certification
29
1.
2.
Testing And Commissioning
The Principal contractor shall note that the testing and commissioning of the voice and data
communications systems shall be subject to the relevant clauses detailed elsewhere in this
specification.
All testing shall be carried out in accordance with the following Standards:
Issue No 141
Additional annex issued 23/5/05
PSO 9030
a.
b.
c.
Page 37
ISO/IEC DIS11801Generic Cabling for Customer Premises,
BS6701/BS6301
Code of Practice for the Installation of Apparatus Intended for
Connection to Certain Telecommunications Systems,
BS6506
Code of Practice for the Installation of Private Branch Exchanges to the
British Telecom Public Switched Telephone Network.
3.
Initial testing of all terminated fibre cores shall be conducted using a matched and
calibrated power meter and light source.
4.
Final testing of all terminated fibre cabling shall be performed with an Optical Time Domain
Reflectometer (OTDR) which shall provide the following facilities:
a.
b.
c.
d.
e.
f.
Signal generation at 850 nm and 1310 nm
Measurement of attenuation at both wavelengths
Measurement of cable length
Indication of areas of high dB loss through individual cores
Mated pair loss measurement
Printout of all results
5.
Final testing of all terminated copper data transmission cabling shall be performed with a
Time Domain Reflectometer (TDR) which shall provide the following facilities:
a.
b.
c.
d.
e.
f.
g.
h.
Continuity
Phasing
Pair verification
Attenuation
Near end cross talk (next)
Signal to noise ratio
Cable length measurement
Printout of all results.
30
Physical Acceptance Tests
1.
Insofar as is practicable without removal from its drum. The inspection shall include:
a.
b.
Internal construction: Quality and identification.
External construction: Quality and identification.
3.
A Certificate of Conformance against the technical specification shall be obtained from the
manufacturer.
31
Final Cabling Acceptance Tests
1.
It is recommended that the Principal contractor undertake a laid acceptance test prior to
termination of optical cable fibre cores within patch panels.
2.
All installed fibre optic cables shall be span tested and the results documented as part of the
final documentation which shall be handed over as part of the installation documentation
pack.
3.
Final cabling acceptance tests shall also be carried out on all copper voice and data
transmission cabling as detailed in ISO/IEC DIS 11801 Generic Cabling for Customer
Premises and EIA/TIA 568B [R11]
Issue No 141
Additional annex issued 23/5/05
PSO 9030
32
1.
Page 38
Certification
In addition to installation documentation the Principal contractor shall provide certificates of
conformance for the following:
a.
b.
c.
d.
e.
f.
Category 5e performance warranty
Category 5e manufacturers component warranty
Fibre geometry and numerical aperture (at 850 nm and 1310 nm)
Fibre band width (at 850 nm and 1310 nm)
All connectors and adaptors
Physical acceptance of cable against technical specification
33
Optical Cable Acceptance Tests
1.
34
The Principal contractor shall provide OTDR test results for all optical fibre cores tested.
Final Cabling Documentation
1.
2.
3.
4.
5.
6.
7.
8.
Issue No 141
Handover Certificate
Marked up Final CAD Plans
Cabinet Layouts
Schematic drawings of Cable Infrastructure
Completed Construction Phase Health and Safety Plan
Certificates of Conformance
Printout of test results for all cabling
Soft copy of test results for all cabling
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Appendix 7 – Requirements document (LTCT01)
Location
ADMINISTRATION BLOCK
Finance Office
Custody
E WING
Wing Office
Kitchen
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Description
Quantity
Data outlets
Phone outlets
Data outlet
10
10
2
Data outlets
Phone outlets
Data outlets
Phone outlets
5
5
1
2
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Appendix 8 – Request for quotation (LSCT02)
This document is retained separately and copies are available on the Intranet.
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Appendix 9– Procurement checklist
This checklist can be used logical guide through the steps in a typical tender process. Sections can
be amended to suit circumstances. The checklist should be used in conjunction with other
supporting documentation produced by HM Prison Service.
Planning the purchase
¨
Check the proposed purchase is in accordance with the HM Prison Service plans.
¨
Check funding is sufficient to cover the estimated purchase and installation costs and any
ongoing changes.
¨
Inform all staff, involved in the process, of their roles and responsibilities and planned
time-scales for completion of activities
Preparing the invitation to tender
¨
Produce a specification which meets all the Establishment’s needs, detailing what is to be
supplied timescales, installation requirements, warranty arrangements, etc. Develop
selection criteria to be used to assess returned quotations.
¨
Prepare an invitation to tender (ITT) addressed to all the suppliers selected to bid, and to
those who have asked if they can submit a bid. Make the same information is sent to
each supplier.
¨
Where appropriate, include details of the dates and times when the supplier may visit the
site, security arrangements, the access routes and the on-site facilities that the supplier
may use.
¨
Structure the tender document into individually priced elements to allow better
comparison and evaluation between the different tender bids.
¨
¨
¨
Include the terms and conditions of the proposed contract if available.
Include copies of the supplier appraisal form.
Send the documents to each supplier on the same day, including a date for return of the
tender bids and a return address label.
The tender process
¨
Check that confirmation from all suppliers have been received that they will submit a bid.
¨
¨
¨
¨
¨
¨
Arrange site visits for suppliers to help them prepare their bids (where appropriate).
Notify all suppliers of any changes to the tender documents.
Notify all suppliers of any extension to the due date for return of tender bids.
Place received tenders in a secure location until the stated return date.
Open all tenders received on the due date (‘opening panel’).
Record details of all tenders received on a record sheet, together with the names of those
suppliers who were invited to bid and either declined or failed to submit a tender by the
due date.
¨
Return any late tenders to the suppliers or, for audit purposes, record the details
explaining the reasons for acceptance.
Check all tenders for mathematical accuracy and resolve discrepancies with the
¨
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suppliers.
¨
Check that the tenders meet the delivery and/or installation dates specified.
¨
Check that the tenders are broken down into individually priced elements to assist in bid
analysis.
¨
¨
Check tender bids for compliance with the specification and terms of contract.
Consider all issues of non-compliance and either receive confirmation of the suppliers’
withdrawal or make appropriate allowances for the issues of non compliance.
¨
Consider any alternative offers in addition to offers made in accordance with the originally
issued specification (where relevant).
¨
Assess all offers received against any specified selection criteria and select the tender(s)
that represent(s) the most economically advantageous offer(s).
¨
¨
¨
Undertake any post-tender negotiation.
Take up references supplied in order to assess the suppliers’ past performance.
Check that the terms and conditions of the contract, on which the goods and services are
to be acquired, adequately protect your interests.
¨
¨
Check that no issues have been left unresolved.
Prepare and submit a written recommendation for the award of contract to the person at
the site with authority to proceed with the purchase. Copies should be provided for DCA
for audit review purposes.
¨
Prepare and issue regret letters to unsuccessful suppliers or phone them after you have
agreed terms with the preferred supplier. Provide feedback to all suppliers who request it.
Prepare contract award letter
¨
Receive approval to place the contract with the chosen supplier and confirm that sufficient
funding is in place to cover the total cost.
¨
¨
Complete all relevant details on the order form.
Before posting, check that the contract is signed by an individual with the necessary
delegated level of authority.
¨
Distribute copies to relevant individuals.
Manage the contract prior to completion
This part of the checklist should be customised to meet the circumstances of the site. Note:
additions to the list may need to be made to the list as the contract progresses. For example,
you will not always need to vary the contract, but if you do, you may need to do so more than
once. Likewise, it is hoped that you will not encounter any problems concerning the
contractor’s performance.
¨
¨
¨
¨
¨
¨
Check that the relevant insurance certificates have been received from the contractor's
insurers.
Hold the inaugural site meeting with the contractor.
Provide the agreed site access to the contractor.
Provide the contractor with any agreed working and storage areas.
Provide the contractor access to any agreed services.
Ensure the contactor understand the security arrangement for working at the site.
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¨
¨
¨
Approve the contractor’s drawings in accordance with the conditions of contract.
Book progress meetings.
A need to vary the contract/amend the order has been identified. Consult the relevant
clause in the conditions of contract.
¨
Make sure that the contract or order has been varied/amended in accordance with the
conditions of contract.
¨
The contractor has requested an extension of time. Consult the relevant clauses in the
conditions of request.
¨
Assess the contractor’s request for an extension of time and grant an extension/reject the
request.
¨
The contractor is not executing the works to your satisfaction. Consult the relevant
clauses in the conditions of contract.
¨
In accordance with the conditions of contract, formally notify the contractor that it must
address your complaint about its performance.
¨
The contractor has responded to your satisfaction.
¨
The contractor has not responded to your satisfaction. Take further action in accordance
with the conditions of contract/seek legal advice.
¨
Prepare the necessary acceptance test material and so on.
¨
Provide the necessary equipment and facilities for the contractor to undertake the
acceptance test, and witness the tests being carried out and completed.
¨
Check the equipment/goods received for damage and, if appropriate and in accordance
with the conditions of contract, notify the contractor of any damage.
¨
Plan the EDS acceptance visit at least 30 days in advance of the planned completion of
the cabling. Raise a CRS for this visit.
After the contractor completes delivery, installation, commissioning, training and so on
¨
Check that the purchased goods and services have been received/supported in
accordance with the conditions of the contract.
¨
Check that the installation, commissioning and training completed by the contractor is in
accordance with the conditions of contract.
¨
Check that the contract has been completed to the site’s satisfaction and, if not, seek
suitable redress from the contractor.
¨
Record receipt of the contractor’s invoice.
¨
Check the invoice for compliance with the terms of contract (for example, is the contractor
entitled to invoice at this time?).
¨
Check that the contractor has made appropriate reductions/allowance for damages,
failure to deliver or complete on time and so on.
¨
Check invoice prices and notify the contractor of any discrepancy.
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Calculate the due date for payment and, pending receipt of any required cover note to
cover reductions and allowances, ensure that the relevant payment is made by that date.
Monitor the contractor post-completion
Like 'Manage the contract prior to completion', this aspect needs to be customised to reflect
the scope of the arrangements agreed under the contract.
¨
Consult the specification and conditions of contract to be aware of the contractor’s
obligations with regard to warranty and support.
¨
Analyse the procurement process to identify what went well and what did not and record
these points for inclusion in future cabling procurement exercises.
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Appendix 10 – Sample supplier assessment questionnaire.
Supplier appraisal questionnaire
Name of supplier:
Appraisal details for:
Return to:
Return address:
Final date for return:
Instructions for completion
Unless a ‘NO’ is indicated in the right hand ‘requirements’ column, suppliers should address
and complete all sections by entering data in the second column and provide all further
supporting documentation and certification that has been requested in bold italics, unless
comments in the ‘requirements’ column indicate otherwise. In instances where you are unable
to provide the requested information, you should indicate briefly on the questionnaire why this
is so and provide any further supporting explanation on a separate sheet. This should identify
the section within the appraisal document to which it relates.
Provision of information
All information will be used only in relation to the subject matter for which this appraisal is
sought and by the organisation requesting the information. All details submitted will be treated
in utmost confidence and will not be divulged to any third party unless we receive your
permission to do so.
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A
a)
General
Name of company
b)
c)
Full address
Former trading name(s) if changed in
last five years and date(s) and
reason(s) for change
Address of registered head office (if to
b above different)
Telephone number, fax number, email
address and web site address.
State legal structure of business, e.g.
public limited company, limited
company, partnership, sole trader, etc
Date business commenced trading
Date of incorporation if a limited
company (please also indicate the
country if this is not within the United
Kingdom)
Company registration number
If a member of a group of companies,
give the name, address and
registration number of the ultimate
parent company, together with any
other subsidiaries
Give a brief description of your
organisation’s principal activities and
product/service areas
What % proportion of your business
activity in terms of turnover (£) does
the subject area of this appraisal
account for?
How long have you been involved in
this area?
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
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B
Financial
Response
B1
Turnover/profit (Starting with the most recent financial period, please provide
the following figures based on the last three years’ audited accounts)
a)
Turnover last three years (in
£000s)
b)
Profit (before interest and tax)
last three years (in £000s)
Unless otherwise indicated, you should also provide copies of the three years’ audited
accounts from which these figures are drawn
B2
Financial data
a)
Current assets
b)
Current assets less stock
c)
Fixed assets
d)
Current liabilities
If you have indicated that your business is part of a larger holding/parent company, then
the details at sections B1 and B2 should also be provided for this company.
B3
Banker’s statement
If you do not have three years’ audited
accounts, you should provide the name
and address of your banker who can be
approached for a statement on your
current trading position
B4
Financial judgements
Covering the last five years, please
indicate by way of dates and outcomes
any actions which have been taken or
are pending against the business (in
this or any other name) or individual
directors that involve winding-up
petitions, bankruptcy proceedings,
administration orders, arrangements
with creditors, County Court
Judgements or legal action for nonpayment.
B5
Legal action
Covering the last five years, please
indicate the nature of any pending legal
action or results of any action which
might be a liability against your
business
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B6
Insurance Please provide details of your company’s insurance cover:
Type of cover
Held (Yes or
Insurer
Max cover £
No)
a)
Public liability
b)
Professional
indemnity
c)
Product liability
You may be asked to provide copies of relevant certificates either as part of this
appraisal or at a later date.
C
Quality assurance
Responses
C1
Standards
Please indicate if you are accredited to any of the following, noting the relevant approved
part where standards are in parts, the approval body, certificate number, date of
approval, expiry date (if any) and the scope of the certification, eg which specific
products/services or systems or geographical locations if these are not organisation-wide.
If you are aiming to seek approval to any of these standards in the future, please provide details
showing the estimated date of achievement.
BS EN ISO 9001:2000
BS EN ISO 9001:1994
BS EN ISO 9002: 1994
ISO 14001
Investors in People
You may be asked to provide copies of relevant certificates either as part of this appraisal
or at a later date.
C2
Other standards
If you have other products/services or
operational systems accredited to other
standards or type approvals not
mentioned here, please indicate the
standard, what the approval covers,
the approval body, certificate
number, date of achievement, expiry
date (if any). Continue on a separate
continuation sheet if required.
Responses
Compliance with the requirements and
recommendations of the following
standards or bodies:


EN 50173 Information
technologies - Generic cabling
for customer premises cabling.
IS0 1 1801 Information
technology - Generic cabling for
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C2





Other standards
customer premises cabling.
NASI/EIA/TIA 568A Commercial
Building Telecommunications
Building Wiring Standard.
EWTIA TSB67 Technical
Systems Bulletin Additional
Cable Specifications for Cable
system performance testing in
the field.
BS 6701 Code of practice for the
installation of apparatus intended
for connection to certain
telecommunication systems.
FIA Fibre Optic Industry
Association Code of Practice for
the Installation of Fibre Optic
Cabling (FIA-CCP-1/91 Draft B).
BS 7671 Requirements for
Electrical Installations (IEE
regulations).
Responses
The SCS system must support the
following applications as recommended
by The International Standards
Organisation (ISO), including, but not
limited to:











IS0 8802.3 CSMMCD networks
IS0 8802.3 l0BaseT
IS0 8802.3 l0BaseT
IS0 8802.5 Token Ring
ANSI X3T9.5 FDDI including TPPMD standards
CITT, ANSI and IETF standards
concerning ATM
ATM Forum MPOA standard
Baseband Video
EEE802.32
EEE802.3AB
All components to bear CE
Approval mark.
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C3
Written policies
Responses
Please indicate whether you have written policies and procedures covering business
requirements relating to:
a)
Quality control
Yes
No
b)
Environmental issues
Yes
No
c)
Health and safety
Yes
No
Please circle the appropriate response
Copies of these procedures may be required either as part of this appraisal or at a later
date.
C4
Security clearance
State the number of staff who have attained
security clearance, and the type of clearance
attained.
Responses
State the expiry date of the each type of
clearance attained.
C5
Membership of trade associations
Responses
State the names of any recognised professional
trade association(s) of which the company is a
member
D
D1
a)
b)
c)
d)
e)
Other
Responses
Company staffing (An organisation chart for the company would be useful if available)
Please indicate the number of staff
currently employed in the whole company
(permanent and temporary)
Staff permanently and directly
employed by you
Staff temporarily employed or
contracted to you
Number of managers or staff with
supervisory responsibility
Over the last three years, indicate the
% turnover of staff engaged in this area
of the company
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D2
Qualifications (Where
qualifications are relevant to the work)
Please indicate any specific standards
or qualifications that may be applicable
to staff undertaking work covered by the
appraisal area and provide details of the
number of staff in each of sub-sections
D1 (b to d) who hold such qualifications
Responses
D3
Responses
a)
b)
Sub-contracting
Would the all work be fully
Yes or No
completed by staff employed or
attached to your company?
If ‘no’, please indicate what goods
or services would be subcontracted or bought-in (for the
above question sub-contracting to a
sister company which is a part of
your group of companies should be
treated as ‘no’)
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F
Previous experience
Please provide below details of principal business undertaken over the last three years which is similar in nature, scope and value
(where known) to that covered by this appraisal. Details should be provided in chronological order (most recent first) and should
include any specific experience of working with educational institutions where this is available.
Unless otherwise indicated, it will be assumed that any of the contacts can be approached for further information.
Name of
customer
Address/telephone
number and
contact
Date of
supply
Items/services
supplied
Contract value (£)
Have you in the last three years had a contract terminated because of poor performance?
Yes No
(please circle the correct response)
Have you in the last three years incurred financial penalty/paid compensation because of poor performance?
correct response)
Issue No 141
Yes
No
(please circle the
additional annex issued 23/5/05
PSO 9030
Page 1
Complete here
Questionnaire
completed by:
Name:
Position in
company:
Address:
Telephone
number:
Signed:
Date:
Issue No. 217
Issue date 02/12/04