Request for Tender for the provision of a Telecommunications Expense Management System.

The TEM software system must address following requirements:
1) Process all incoming electronic telecommunication/bandwidth bills from all carriers automatically;
2) Provide reconciliation of received billing;
3) Provide clear visibility into the exact nature of the charges on each bill;
4) Provide an efficient method of accurately and automatically allocating cost to the correct business entities, departments and users to support both internal chargeback and funding arrangements,
and cost reimbursement from and to external entities including apportioning costs of existing services and charge types on a consumption or proportional basis;
5) Generate budget reports and analysis capability that will provide DFAT with visibility of cost base by service, business unit, provider, charge type including historical, trend, summary on demand and on a large selection of criteria’s (IMEI, SIM #, Device, etc), such as:
i) Top 100 spenders, YTD and per month;
ii) Breakdown per device category/service YTD and per month; and
iii) Individual user reports and cost centre manager reports;
6) Provide an accurate reflection organisational hierarchy;
7) Provide an interface with SAP, either linked or through structured universal output, that facilities auto creation of transactions for payments to vendors, internal journals to support
chargeback and invoices to external customers;
8) Effectively manage a detailed telecommunication infrastructure inventory;
9) Track orders for moves, adds and changes;
10) Provide mid-period cost allocation and reporting cross various cost elements;
11) Automatically report exceptions in terms of abnormal spends or error charges, including:
i) Unidentified services;
ii) Missing services; and
iii) Unallocated services;
12) Provide an audit log and Security model with appropriate restrictions;
13) Provide a drill down functionality;
14) Retain historical data;
15) Track change of ownership of devices and services;
16) Track device and services movements within the organisational structure;
17) Provide ongoing efficient, effective and economical technical support and training, preferably within Australia;
18) Provide the ability to capture Customer and Vendor information;
19) Provide a data upload functionality; and
20) Provide invoice tracking.
The TEM software system must provide bandwidth network invoice management according to these requirements. DFAT proposes that the term of any contract entered into with a Tenderer for the provision to DFAT of the requirement in this RFT is four years, with an option exercisable by DFAT to extend the contract by two periods of one year.