<Organisation name>

Network requirements specification – <date>

<org name> invites you to tender for the provision, installation and support for a new network based on the requirements listed below.

About the organisation

•	Who you are
•	Company status (e.g. registered charity)
•	What you do
•	Number of staff, volunteers

For example:

“We are a small advice agency providing support to the Chinese refugee community in North London through a programme of one to one advice sessions, outreach work and a weekly drop in lunch session for the elderly.  We are a registered charity and company limited by guarantee and are not VAT registered.  We have 5 full time staff members and 4 part-timers and occasional volunteers.  We have secured limited funding from a local Trust to help upgrade our IT systems.”

Premises

•	Where you are situated
•	Type of premises
•	What floor(s) you are on
•	Anything unusual e.g. shared accommodation, offices in several locations, home and outreach workers
•	Any access requirements that are pertinent
•	Enclose a plan of the office if it is unusual

For example:

“We are based in three rooms on the first floor of a converted house which is shared with other community organisations.  One office is at the back of the building and is some distance from the front two offices.  Our outreach worker works mainly from home.”

About your ICT currently

•	Network type e.g. wired/wireless (if appropriate)
•	Internet connection, email, domain name, website
•	Number of computers, general age, description, operating system etc  provide an inventory if possible (use Belarc or similar) – see final pages
•	Other equipment e.g. printers, scanners, routers, firewalls etc
•	Any shared resources e.g. database
•	Licenses

For example:

“We currently have a peer-to-peer network including some older computers running Windows 98 which are in need of updating and making secure.  We are constantly being hit by viruses and spam.  One of the computers is acting as a central ‘file server’ – see inventory.  The system at present is not satisfactory and has led to inefficiencies which are putting pressure on staff who already operate to full capacity.  We have a limited budget to spend on upgrading the IT and as a result priorities have been placed on securing a server based network.

We have wireless system but have been experiencing PCs not being able to connect at times.  There is a shared mono laser printer but it cannot print on both sides or in colour which we would like if possible.  

We do not have a firewall although we believe our router is acting as such at the moment.  We are not sure about whether our software is adequately licensed but understand we can get discounted software through our membership of NCVO.”

We all have our own email addresses but they are on Hotmail at the moment and we would like to register a domain.”

Project requirements

•	What you want!
•	Any specific aims and objectives
•	Technical requirements – the scope of the project
•	Any training and documentation needs

For example:

“We are looking to have a client-server network installed by <date>.  We will need a PC for each full-time staff member and two others which can be accessed by our part-time and sessional staff.  We’d also like to purchase a laptop for outreach and a portable projector.  We are having a multi-user database developed which we need to provide access to for all our staff.  Our basic requirements are:

•	All PCs able to run Office 2003
•	Internet access & email to all PCs using ourorg.org.uk domain if possible which will need to be purchased in our name.
•	Users need to pick up emails when they are not onsite.
•	Diary sharing if possible
•	Ability to access shared files from outside the office
•	Back ups to be scheduled automatically
•	User accounts for all users with their own private area and shared company storage areas
•	Automatic updates for anti-virus
•	Spam and spyware filtering

Due to the nature of our activities, we wish for this to be carried out at a weekend.

We also have a requirement for the network administrator to be shown basic set up of the system and have this documented.”
 
Internet

•	Any changes to current set up e.g. faster access

Ongoing support

•	What do you want supported
o	Server
o	Network infrastructure
o	PCs
o	Printers
•	Remote access support requirements
•	Any specific response times
•	Any offsite based support?

For example:

“We want all our equipment to e supported including the laptop which will not be in the office most of the time.  It’s essential that we can be sure that the server will be fixed within a day.  We would like to have remote support if possible.”

Budget

<Optional>

For example:

“We have a budget of around £7,500 for this work and for support for the coming year”

Timescale

<org name> would like the installation completed by <date>.  

Information for tenderers

Please provide an itemised quotation with costs broken down as appropriate.  Please also provide three references, preferably of work you have carried out in the Voluntary Sector. 

All tenders should be sent to <name, organisation, address>

The last date for receipt of tenders is <date>.  

If you have any queries, or would like to arrange for an onsite survey, please contact <contact name> at <org name>

Current inventory (example)

Computer name	OS	CPU	Speed	RAM	Hard
drive	Notes	
ADVICE 1	Windows 98	Intel Pentium III	500 MHz	64	6 Gb	Workstation	
OEM 1	Windows 2000	Intel Pentium 4	2 GHz	248	20 Gb	Workstation 	
OEM 2	Windows 2000	Intel Pentium 4	2 GHz	248	20 Gb	Workstation 	
MANAGER	Windows 98	Intel Pentium III	500 MHz	64	6 Gb	Workstation	
ADVICE 2	Windows 98	Intel Pentium III	500 MHz	64	6 Gb	Workstation	
ADMIN	Windows 98	Intel Pentium III	500 MHz	64	6 Gb	Workstation	
SERVER	Windows 98	Intel Pentium  III	500 MHz	128	10 Gb	“File Server”	

Printers/Scanner/Router/Firewall etc