Schedule3 - Module 2(ICT Hardware and Associated Services)

Draft Module 2

ICT Hardware and Associated Services Panel

Contents

Schedule3 – Module 2, Attachment 1 ICT Hardware and Associated Services Module Glossary

Schedule3 – Module 2, Attachment 2 - ICT Hardware and Associated Services (Deliverables and Pricing)

Part A - Standard Contract Terms

1Definitions and Interpretation

2Contract Period

3Delivery

4Acceptance Testing

5Performance Management Framework

6Personnel

7Subcontracting

8Charges

9Contract Warranties

10Relationship

11Contract Administration

12Reporting and Policies and Procedures Manual

13Circumstances Beyond Control

14Step-in Rights

15Books and Records

16Audit and Access

17Intellectual Property Rights

18Confidentiality

19Privacy

20Security

21Unconditional Financial Undertaking

22Performance Guarantee

23Liability

24Indemnity

25Termination

26Transition Out

27Variation

28Notices and other Communications

29Dispute resolution

30Conflict of Interest

31General

32Agency obligations

Part B - Module Specific Terms

33Scope of Deliverables

34Role of Finance

35Product and Service Catalogue

36Reporting

37Supply of Hardware

38Leasing of Hardware

39Standards and Codes

40Documentation

41Delivery Management

42Access

43Security

Part C – Reporting Requirements

44General

Part D – Deliverables

45Deliverables

Part E – Charges

46Deliverables Charges

Schedule3 – Module 2, Attachment 3 - ICT Hardware and Associated Services - Contract Order Form

Draft Module 2 – ICT Hardware and Associated Services / Page 1

Schedule3 –Module 2, Attachment 1 ICT Hardware and Associated Services Module Glossary

Term / Definition
Acceptance / Signature, by the Agency Representative, of an Acceptance certificate in accordance with clause 4 of the Standard Contract Terms; and "Accept" and “Accepted” have a corresponding meaning.
Acceptance Criteria / A list of criteria that the Deliverables must meet before the Agency will Accept them, as set out in the Contract Order Form.
Acceptance Testing / The testing of Deliverables against the Acceptance Criteria for the purpose of Acceptance.
Agency Personnel / Any natural person who is an employee, director, officer, agent or professional adviser of the Agency (not including Contractor Personnel) and includes:
(a)the Minister(s) responsible for the Agency and all staff of such Minister's offices;
(b)officers and employees within the Agency, including public servants at all levels employed on a full-time, part-time, permanent, casual or temporary basis;
(c)contractors (including contractors providing outsourcing services to the Agency) and agents which perform services for or on behalf of the responsible Department; and
(d)other Personnel as agreed between the Agency and the Contractor.
Agency Supplied Item / The items to be provided or made available to the Contractor by the Agency as set out in the Contract Order Form.
Application of Asset Information to Packaging / Optional service under Centralised Services, this addresses the requirement for Contractors to provide and place asset labels including the information on the Asset Tag on the outside of each item prior to delivery.
The format and content of the asset labels will be determined by the Agency.
Application of Asset Tags to Hardware / Optional service under Centralised Services, this addresses the requirement for Contractors to attach Asset Tags to the product prior to delivery to the Agency.
The position of the Asset Tag will be determined by the Agency.
Asset and Configuration Control / An optional service under Centralised Services, this addresses the requirement for the Agency designated order number to be included in asset labels fixed to items being delivered.
Asset Tag / Means a label permanently attached to a product which, generally identifies the Agency which owns (or leases) the product and the unique Agency asset number (in both character and bar-code form) assigned to the product by the for the purpose of tracking the device.
Associated Services / The services associated with or ancillary to the supply of Hardware as a commodity item (such as installation, disposal of old equipment and extracting and migrating data from old hardware) which are set out or referred to in Part D – Deliverables and Part E – Charges.
Basic Installation / An optional service under Installation Services, Basic Installation services include:
  • The provision of detailed and comprehensive installation procedures and schedules for Agency approval;
  • Cooperation with Agency Personnel involved in the installation task including adapting Contractor installation procedures and schedules to accommodate Agency requirements;
  • Receiving the product from Agency Personnel;
  • Un-packing, assembling (for example PCs, notebooks, monitors and docking stations) and placing the ICT Hardware Product in situ;
  • Connecting the ICT Hardware Product to the power outlet and any retained peripherals (e.g. local printers and special keyboards and monitors) and powering-up;
  • Checking that the Operating System is active including, but not limited to, checking configuration settings and testing relevant connections and environmental management features;
  • Setting aside any ICT Hardware Product that fails to power-up;
  • Removing packaging boxes and other materials from the site for reuse or recycling in an environmentally appropriate manner in accordance with Commonwealth policies and industry best practice; and
  • Providing a report to the Agency setting out product asset numbers, installation location (typically desk or workstation number), and status of the ICT Hardware Products (e.g. “dead-on-arrival”). Agencies will determine the testing to be carried out and the content and form of the installation report.

BAFO / Best and Final Offer
Business Hours / Between 8:00am and 6:00pm on a Business Day.
Centralised Services / Optional ICT Hardware support services including:
  • Order monitoring - if requested by the Agency, and if feasible, the Contractor should provide reasonable access for authorised Agency Personnel to the Contractor’s inventory/logistics management or equivalent systems in order to allow such Agency Personnel to monitor progress on delivery of orders;
  • Reporting – provision of a spreadsheet containing asset information data;
  • Contractor supplied technical support;
  • Hardware asset tags;
  • Application of Asset Tags to Hardware;
  • Application of Asset Information to Packaging;
  • Asset and Configuration Control;
  • Pre-delivery Configuration and Pre-delivery Imaging;
  • Sanitisation; and
  • Disposal.

Common Hardware Requirements / Describes the requirements that should be met by all ICT Hardware Products in the Desktop PC, Mobile PC, Virtual Desktop Devices and Monitors Categories.
Common Requirements / Describes the common requirements across all ICT Hardware Products and Services within a Category, including associated Warranties and Transport service requirements.
Contract Contractor Representative / The person identified as such in item 25 of the Contract Order Form.
Contract Order Form / The details applicable to a Contract specified using the template set out at Schedule 3 (Contract Order Form) of this Module.
Contract Terms / The contract terms and conditions set out at Schedule3 Part A – Standard Contract Terms and Part B – Module Specific Terms of this Module.
Contractor / Means [Insert name of Contractor] (ABN[Insert Contractor ABN])
Decommissioning / An optional service under Installation Services, Decommissioning and the removal of ICT Hardware includes:
  • Shutting down, powering-off and disconnecting the ICT Hardware from the power outlet and network;
  • Disassembling and packing the ICT Hardware using environmentally appropriate packaging materials to ensure that product is not damaged in transit;
  • Stacking the ICT Hardware in an Agency designated location on-site and handing-over the packaged product to the Agency Representative;
  • If required, updating Agency asset registers or configuration management data-bases; and
  • Providing a report to the Agency setting out decommissioned product asset numbers and status of the device (e.g. “missing keyboard”). Agencies will determine the content and form of the de-commissioning report.

Defect / Damage to or fault in the ICT Hardware Product which prevents it from effectively meeting the Agency’s requirements. This includes faults in workmanship, design and Materials.
Descriptors / The characteristics and descriptions of individual ICT Hardware Products and Services.
Desktop PC / A personal computer and associated software and services conventionally supplied to users at their desk. Includes case, internal hardware, mouse, keyboard, cables and a four year warranty from acceptance of the product by the Agency. Items in this Category include:
  • Standard Desktop PC;
  • All-in-One PC; and
  • Workstation PC.
Note: this does not include the Monitor.
It is mandatory for Non-corporate Commonwealth entities subject to the PGPA Act to purchase Desktop PCs through the ICT Hardware Panel.
Desktop PC Common Requirements / Describes the requirements that should be met for all ICT Hardware Products in the Desktop PC Category.
Disposal Services / An optional service under Centralised Services that includes:
  • Collection of the designated product from the Agency;
  • Transport to Contractor’s site;
  • Any rectification of Product configurations that may be required prior to return to Agency (if required);
  • Return to Agency (if required);
  • Purchase by Contractor, auction or other sale of product and return of the proceeds to Agencies; and
  • Arranging for the product to be recycled or otherwise disposed of.
Contractor’s disposal arrangements are also required to:
  • Embody appropriate environmental practices in accordance with Commonwealth policies and industry best practice;
  • Provide quality assured sanitisation of the device (including the removal of components) in accordance with the PSPF, ISM and any specific Agency requirements, prior to removal of the product from Agency sites;
  • Provide the Agency with the Agency asset tag number associated with machine serial number Agency for loading into the relevant asset and configuration management databases in electronic form as a CSV file;
  • Provide the Agency with a report on the disposal including at least Agency asset numbers, machine serial numbers, disposal action taken, cost of disposal and (net) proceeds to be returned to the Agency; and
  • Provide the Agency with certification of disposal.
Where work is performed at the Contractor’s premises the Contractor's premises may be subject to audit, inspection and approval by Agency Personnel nominated by the Agency Representative.
Extended Installation / An optional service under Installation Services, Extended Installation includes Basic Installation plus a complete set-up and installation of all functions as required by the Agency. Services may include:
  • Connecting the ICT Hardware Product to the network and testing the connection;
  • Installing additional software and accessories;
  • Transferring data from the existing equipment to the new ICT Hardware Product;
  • Testing ICT Hardware operability within the environment;
  • Updating Agency assets registers or configuration management data-bases; and
  • Providing a report to the Agency setting out ICT Hardware asset numbers, installation location (typically desk or workstation number), network address; and status of the device (e.g. “dead-on-arrival”). Agencies will determine the testing, configuration, software loading and data transfer work to be carried out and the content and form of the installation report.

Hardware / Any physical item of computing equipment provided through (or likely to be provided through in the case of the Road Map) the ICT Hardware and Associated Services Panel (including any software or firmware embedded in or supplied with that equipment any Documentation or other Documents supplied with that equipment).
ICT Hardware and Associated Services Deliverables / The ICT Hardware and Associated services or any part of them.
ICT Hardware and Associated Services Panel / The Panel that is established by the processes set out in the request for tender RFT FIN14BPAM2335.
ICT Hardware Deliverables / From the Commencement Date of this Module, any and all ICT Hardware and Associated Services including any software and Documentation) which are specified or referred to in Part D – Deliverables and Part E – Charges which may be supplied by the Contractor under Contracts; and
From the date of commencement of the Product and Service Catalogue referred to in clause 35 of the Module, the ICT Hardware and Associated Services (including any software and Documentation) which are specified in that Catalogue which may be supplied by the Contractor under Contracts; and ‘Deliverables’ and‘ICT Hardware Products and Services’ have a corresponding meaning.
ICT Hardware Panel / Has the same meaning as ICT Hardware and Associated Services Panel or Panel.
ICT Hardware Products and Services / Products and services available to Agencies through the ICT Hardware Panel.
Installation Services / Optional support services for the installation of equipment supplied through the ICT Hardware Panel. This includes Basic Installation, Extended Installation, Support and Floor Walking, and Decommissioning.
Key Person / A person filling a position that requires highly specialised skills or such capabilities that are crucial to the provision of the Deliverables, as specified in any Contract.
Major Applicable Standards, Policies and References / For this Module 2, the Major Applicable Standards comprise:

(a)Joint Accreditation System of Australia and New Zealand (JAS- ANZ); and

(b)ISO 9001.

For this Module 2, the Major Applicable Policies comprise:

(c)National Code of Practice for the Preparation of Safety Data Sheets for Hazardous Chemicalsfor Hazardous Chemicals;

(d)Australian Government Protective Security Policy Framework (PSPF) ( and

(e)Information Security Manual (ISM) (

For this Module 2, the Major Applicable References comprise:

(f)ENERGY STAR®.

Make / Type or brand of ICT Hardware Product.
Metropolitan / Means Commonwealth facilities located within 150km of the GPO for all Australian capital cities.
Mobile PC / Portable personal computer, as well as associated software and services conventionally carried by users for use while travelling or at multiple locations. Includes case, internal hardware, Display LCD, wireless, keyboard (where applicable), cables and a three year warranty from acceptance of the product by the Agency. Items in this Category include:
  • Standard Notebook;
  • Ultra-Mobile PC; and
  • Tablets.
It is mandatory for Non-corporate Commonwealth entities subject to the PGPA Act to purchase Mobile PCs through the ICT Hardware Panel.
Mobile PC Common Requirements / Describes the requirements that should be met for all ICT Hardware Products in the Mobile PC Category.
Mobile Thin Client / Mobile Thin Clients are used for a variety of specialised tasks. Computing functionality offered will be similar to the Thin Client, but delivered in a mobile form factor. This requirement includes device types such as Chrome books and other Web OS Thin Client types.
Module 2 / The ICT Hardware and Associated Services Panel.
Module 2 Commencement Date / The date that the first Head Agreement or, if the Contractor was already a member of the Data Centre Facilities Supplies Panel (Module 1), Change Order is signed by both Finance and a Contractor for the provision of ICT Hardware Products and Services.
Monitors / Screensfor personal computers, as well as associated software and services. Includes LCD display and a standard warranty of four years (which includes a zero pixel Defect warranty) from acceptance of the product by the Agency. All Monitors are required to be able to be installed without the need for installation drivers onto the Agency SOE.
It is mandatory for Non-corporate Commonwealth entities subject to the PGPA Act to purchase Monitors through the ICT Hardware Panel.
Notebook / A portable Input/Display device, which may operate LAN connected, disconnected or connected via an approved secure dialup link.
PC / Personal Computer.
PGPA Act / The Public Governance, Performance and Accountability Act 2013 (Cth).
Pre-delivery Configuration / An optional service under Centralised Services, this addresses the requirement for the Contractor to provide the Agency with a list of available BIOS and pre-loaded OS image (and any other configuration options) if applicable for the ordered product, including the Contractor’s proposed default settings, prior to dispatch of the product.
The Agency will review the configuration information and advise the Contractor how the product is to be configured. The Contractor will configure the Product as required by the Agency.
The Contractor is also required to assist in determining the appropriate configuration of the product if requested by the Agency.
Pre-delivery Imaging / An optional service under Centralised Services, this addresses the provision of pre-delivery software imaging services allowing a Standard Operating Environment image, provided by an Agency, to be installed on the product prior to delivery.
The Contractor is required to:
  • Manage the imaging requirements of the relevant Agency including version control;
  • Capacity to apply SOE images to products at the volume levels required by the relevant Agencies;
  • Assist Agencies in the development and testing of their respective image, including the provision of pre-production samples of products if required; and
  • Established, to the satisfaction of Finance, processes in the area of imaging, in particular quality assurance, configuration management and licensing control processes and security processes.
Agencies will determine the level of assistance that they require with imaging.
Product and Service Catalogue / The Product and Services catalogue that specifies the baseline Specifications of each category developed as set out in Part D- Deliverables.
Project Plan / A plan for the delivery of Deliverables developed in accordance with clause 32.2For each Contract, unless otherwise specified in the Contract Order Form, the Contractor must develop a document that includes:
  • an outline of the proposed project management methodology;
  • the names, roles and responsibilities of any Key Personnel;
  • a schedule for provision and Acceptance of the Deliverables;
  • a list of all Milestones;
  • the proposed risk management approach;
  • a detailed risk register, updated from time to time; and
  • any other matter referred to in the Contract Order Form.

Rack Unit or RU / A standard measure used to describe the height of a rack mounted server or piece of networking equipment. One Unit is equivalent to 1.75 inches. Data centres use RU to express the height of racks within their facility.
Under the ICT Hardware Panel there are options for 42 RU, 45RU and 48 RU racks.
Regional / Commonwealth facilities outside of the Metropolitan area located in regional Australian cities including, for example, Orange, Wangaratta, Mackay, Geraldton, Whyalla, Alice Springs and Launceston.
Reseller / An agent appointed by the Contractor to supply ICT Hardware Products and/or Services on behalf of the Contractor.
Road Map / A schedule setting out in detail the planned changes to the Hardware specified in the Product and Service Catalogue, including any changes to model availability and specific components.