Dear Sebastian,
Thank you for the opportunity to present Te Toi Mahana with a proposal for Emergency Management and Business Continuity Management services. It is our pleasure to introduce you to our team and detail our approach to supporting your organisation on this important journey.
Te Toi Mahana has identified the need to update its emergency management and business continuity program to ensure the appropriate level of preparedness in the event of a business disruption. In turn, this will enhance staff capability and help foster a culture of resilience against an evolving threat landscape.
The key elements of our proposal include:
- Program Review
A fit-for-purpose program validation, built on clear recovery priorities, dependencies, and strong stakeholder engagement, will increase confidence in Te Toi Mahana response capabilities and meet stakeholder expectations. It will also ensure your organisation begins its journey toward building resilience maturity in a challenging world.
In the following sections, you’ll find our approach to Emergency Management and Business Continuity and how Fixinc enhances people’s capabilities during times of adversity. The document outlines our scope, outputs, references, company information, FAQs, and additional details you may find valuable. Both the digital and print versions of this proposal offer a glimpse into the level of quality we deliver every day.
At Fixinc, we are a boutique, people-first advisory firm. We keep our client relationships and team structure intentionally streamlined, allowing our senior advisors to dedicate unparalleled commitment and attention to each program.
Clients experience a tailored, personal relationship with us. We are known for proactively checking in with contacts during potential disruptions, regardless of ongoing work. All activities and services are performed to ISO-level standards and supported by our intelligent in-house technology solutions, which enhance efficiency and implementation tenfold. This is why we’re widely regarded as some of the most reliable and dedicated resilience advisors in the market.
Fixinc has extensive experience working within the not for profit sector. We have a deep understanding of the unique risks and threat landscape Te Toi Mahana navigates daily. Our Business Continuity and Crisis Management services are specifically designed to address manufacturing risks.
Sebastian, at Fixinc, our mission is to modernise the resilience profession. We aim to make every organisation at least 1% more resilient, every day. We stake our careers and reputation on the excellence of our services, providing you with the assurance that robust measures are in place to address any business disruptions.
Thank you once again for the opportunity to submit this proposal. The team and I look forward to the prospect of working with you soon. Please don’t hesitate to contact me directly if you have any questions.
Yours sincerely,
Brad Law
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Developing your resilience.
Scope of work.
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Engagement Meeting
- Client Portal and Engagement Prepared by Fixinc.
- 1 Hour Engagement Meeting.
- Minutes and Meeting Recording.
- Detailed scope and Q&A.
At Fixinc, we understand the importance of a solid foundation for every program we initiate. That's why we prioritise an Engagement Meeting, facilitated by our experienced Program Manager. This meeting is a crucial first step to ensure alignment and set clear expectations for all parties involved.
Meeting Details
Facilitation:
Your Program Manager will lead the Engagement Meeting, ensuring a structured and productive session. The meeting can be conducted virtually via Teams, Zoom, or Google Meets. In-person meetings can be arranged if preferred and feasible.
Attendees:
The meeting should be attended by yourself and any key program sponsors. These are individuals who will be significantly involved in the program's roll-out and success and colleagues you expect us to have a high degree of interaction with. In some scenarios, clients invite a member of an executive team should it be valuable to ensure this person is confident in the implementation plan (a great way to get initial buy-in).
Duration:
The Engagement Meeting typically lasts one hour, providing ample time to cover all essential topics.
The Agenda will include:
1) Introduction:
- Welcome and introductions
- Overview of Fixinc and the program's purpose
2) Discussion Points:
- Scope of Work: A detailed discussion on the scope of the program to ensure clarity and mutual understanding.
- Priorities and Responsibilities: Identifying and assigning key priorities and responsibilities to ensure a smooth workflow.
- Approximate Timescales: Reviewing the tentative timeline for program milestones and deliverables.
- Client Portal Review: A walk-through of the Client Portal, highlighting its features and how it will be used for program management and communication as well as setting up your accounts.
- Program Outcomes and Objectives: Confirming the desired outcomes and objectives to ensure alignment with the client's vision.
- Next Steps: Outlining the immediate next steps following the meeting to maintain momentum.
3) Q&A Session:
- Dedicated time for questions and answers to address any concerns or uncertainties.
Logistics
Timing:
The Engagement Meeting is scheduled within 7 days of accepting the proposal. This prompt scheduling helps maintain momentum and ensures a timely start to the program.
Rescheduling:
We understand that schedules can change. Therefore, there are opportunities to reschedule if necessary, ensuring all key participants can attend.
Follow-Up:
Minutes from the meeting will be meticulously documented and shared via the Client's Portal. Additionally, the call will be recorded using the chosen meeting software for future reference, all found via the Implementation section of your Client Portal.
Conclusion
The Engagement Meeting is designed to establish a strong foundation for the program, ensuring all parties are aligned and ready to proceed. With clear communication, defined objectives, and a dedicated time for questions, we aim to set the stage for a successful collaboration.
Review and Health Check
Attend review meetings
Review and approve Business Continuity review outcomes
Attend review findings and recommendations de-brief
Review Establishment
Fixinc will create tailored review objectives which will act as a guide to the development of review criteria with a focus on key business functions and program priorities. Review objectives may be based around:
- Compliance with specific guidelines or standards.
- Adequacy and scope of existing preparations.
- Structure, integration and usability of existing measures.
- Current capabilities and preparedness.
- Alignment with overall strategic objectives.
Documentation Review
Fixinc will evaluate crucial aspects of the program by examining existing documentation and records for all pertinent business units, employing the predefined criteria. The review documentation may encompass:
- Policy and framework documentation
- Recovery Plans and BCP documentation
- BIA and risk assessments
- Training and testing documentation
- Other risk management documentation
Interview Facilitation
Fixinc will facilitate 1-hour remote interviews with key representatives from selected business units. Interviews will predominately assess cultural, awareness, and communication considerations, including past experiences and previous engagement in the program.
The interview process will reinforce consultative buy-in for the business continuity program and assist in identifying functional components working well and what could be improved.
Review Report
Fixinc will generate a comprehensive report that highlights essential areas for enhancement within the current business continuity program. This evaluation will be conducted based on the pre-established review objectives and performance criteria. The report will also include recommendations to address the identified shortcomings, offering expert guidance for remediation and improvement initiatives.
Maintenance Program.
Initial Activities
- Provision of annual maintenance schedule.
Development of annual exercise strategy.
Start time
End time
Mid-year health check
- Full review and update of all business continuity related documentation.
- Distribution of revised plans (soft copy).
Start time
End time
Annual Activities
- 1 x 45-minute business continuity awareness session.
- 1 x 3-hour annual Crisis Leadership training session.
- 1 x 3-hour annual Crisis Scenario Exercise.
- Provision of post-exercise reports.
- Provision of revised soft copy BCP documentation.
- Management and maintenance of business continuity related training records.
- Provide executive/board presentations as required.
- Provision of Annual Assurance Statement.
Start time
End time
August 12, 2029
Three pricing options to choose from
If you are interested in joining our exclusive Maintenance Program, we will send you an individual contract with scope and final pricing for the three year program.
The table below provides a high level of the components and their expandable items you will receive annually. We created assets that are adjustable and complimentary to allow flexibility in investment.
Coming soon: Exclusive access to components.
A proposed digital transformation.
More than 3,000 customers worldwide rely on F24's solutions to manage their communication needs, as part of their day-to-day communication of critical or confident content, or in the event of a crisis.
Fixinc is the Oceania partner of F24. We're able to help you implement, onboard, and maintain the software on an ongoing basis. We also have the option of implementing hosting on site if your IT policy requires this. With us, you can seamlessly integrate your resilience programs with response technology.
years of experience
of STOXX Europe 50 companies supplied
subscribed accounts
DSGC-Compliant
Book a 30-minute demo with Martin
Through a simple, 20 minute demo, Martin can provide you enough information to see how FACT24 can support your organisation during difficult and complex disruptions. He will ensure the demo matches your organisation's needs and leave plenty of time for Q&A.
F24 FAQs
In crisis situations, every minute counts. For this reason, FACT24 is designed to be as simple as possible to operate. The multimedia platform notifies you about critical situations, emergencies or faults in your technical systems and can automatically mobilise specialists or response teams. This can be done by voice call, SMS, e-mail or mobile app. The confirmation function provides FACT24 with qualified feedback on the availability and response time of your teams. All alarm events are logged in detail and can be used to improve any process.
- Voice calls with up to 800 parallel channels
- High-availability SMS connection
- Smartphone app for Android & iOS
- Integration of local PA systems
- Control of IP loudspeakers
- Client PC integration
- Relay outputs to control visual and audible systems
- Fax, e.g. for alarm logs
- Connection to 3rd party interfaces for integration of customer systems
- Yes, via our alarm media gateway for recording analogue signals and digital contact inputs and outputs
- Using a connection through OPC
- Utilising our REST API
- Most clients integrate with their HR database to ensure accurate contact information in the FACT24 database
- Or trigger FACT24 alarms by email or SMS.
In an incident or crisis scenario, it is crucial to alert and mobilize all major players, stakeholders, and response teams swiftly. Central coordination of all activities is managed through a crisis cockpit, ensuring effective control and decision-making. During an emergency, communication is facilitated via telephone conferences and online collaboration tools. To keep affected areas informed, an information hotline is established, providing timely updates. Additionally, technical monitoring of systems is conducted, with automatic alerts triggered when necessary, ensuring prompt response to any issues that arise.
Emergency conference calls are essential for coordinating responses during crises. Production alarms are implemented to minimize manufacturing downtime, ensuring operational continuity. Safety measures for lone workers are crucial to their health and lives. FACT24 Lone Worker meets both legal and occupational requirements for the use of personal emergency signaling systems, providing vital protection for those working alone.
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Relevant standards.
Societal security – Business Continuity Management Systems - Requirements.
‘Good practice guidelines 2018’.
Principles and guidelines.
Guidance and Good Practice.
Planning for Emergencies in Facilities.
Standards, and codes of practice.
Brad will act as your main program contact and consultant from start to finish. Whilst other consultants with other backgrounds will join the program from time to time, it's Brad who oversees the progress and direction as well as making the final decision on what is shared with you. His focus is on ensuring you are comfortable with everything we're sending you as well as the outcome of your Fixinc program.
Martin will be the Technical Lead for the FACT24 and technology implementation. He will work with the project sponsors and IT department to ensure a seamless implementation and configuration of your requirements. Martin will also provide end-user training to ensure all users of FACT24 can log on and use the system.
Hannah supports our team with operational activities and administration. She will be helping with the paperwork, planning, and materials we use to run your programs. Hannah has a keen eye for detail and loves to research realistic scenario exercises for our clients.
Imam will support our senior team on the R&D, financial, analytical, and administrative elements of your program. As our youngest team member, he is encouraged to innovate and consider ways to streamline processes and reduce noise. Imam will also help build documentation and implementation plans.
Getting in touch with our team
Contact us at any time to talk through any evolving risks or ideas you have. With our team, there are no unexpected invoices if you do so.
A father and son on a mission.
Fixinc was founded by Brad and Ollie Law in 2017. The pair experienced first-hand the results of practitioners failing their clients when they were needed most. They developed the Consulting Practice, Advisory Board, and Directory to help organisation have premium support at any moment. With a combined three decades in the industry, the father and son duo bring a powerful balance of technology expertise and senior executive level consulting to a fresh and impactful service.
In the industry together, running programs globally.
Organisations serviced across 25+ industry types.
A simple approach to resiliency.
We are playing the infinite game. No one supplier can be the best, but organisations should have access to the best solutions. Our passion for the industry and careful management of deep relationships with fellow practitioners and industry bodies places us as a premium supplier. Our programs speak for themselves, set upon three simple approaches:
The Fixinc Loyalty Program.
Your loyalty and commitment to us should be rewarded. That's why every program or activity you do with Fixinc earns you points that goes towards money off your next program, or access to complimentary work, like an exercise or review.
You will earn Loyaly Points today that you can use tomorrow.
to be earned on this proposal
current points
Number of points available
Fixinc will meet with you to better understand your preferences and pivot the program to achieve this. We are proud to share that no client has initiated this option.
Client Referrals
Below showcases a handful of relevant referrals with clients we have supported in the past. All of these people have been briefed and will expect an email from you. A core goal at Fixinc is lifelong partnerships, we are confident these referrals can support that mission.
razia.namazie@optus.com.au
kris.stead@edlenergy.com
This involved streamlining BIA output - cutting identified critical business functions in half. Business continuity plans were refined and none response actions removed reducing the size of BCP by 50%. This ensured plans were action orientated and user friendly.
After a two year partnership, Fixinc is now the preferred supplier for UTS.
david.redden@uts.edu.au
This included their Global Data Centres in South Africa, India and Czech Republic helping NTT reach ISO 22301 accreditation.
The program was delivered on-site and via remote meetings to a large team of Executives and management.After a two year partnership, Fixinc is now the preferred supplier for UTS.
steve.vandenberg@oceanagold.com
FAQs
Counication is key for a successuful program. Anything missing here, please ask us to clarify.
Our programs can start within the day of signing your proposal (schedules permitting). However, we like to have our Program Engagement Meeting at least within 7 days. If it's a smaller program and more urgent, we can look to start within 48 hours.
These are found via the link in the menu navigation. In most cases, we ask for an engagement fee to be settled within 14 days of signing this program's proposal. However, we can be flexible with payment terms that follow your account's policies. All we ask is that this is shared after accepting this proposal so we can plan accordingly.
We strongly disagree with chasing program sponsor's for overdue invoices (it is not your responsibility), so please share the Accounts information for us to take this offline. Payments paid on time or early receive loyalty points.
Typically, much less than you would presume. Our team is able to do a lot of the heavy lifting for you. On occasion, we may need staff for meetings (like with BIAs), however this never usually goes over an hour. Training sessions require a little more input, but are still very reasonable. We specifically make a point of reducing the time and resources from your team as this is commonly the biggest reservations for starting a program.
This often depends on the program itself. We want to ensure additional work does not disrupt the momentum of your current program, and often it would not add value. However, we can run programs alongside one another, or provide a separate scope and quote to start something immediately once this is finished. Speak to us about our Maintenance Program as this can cover multiple programs in one.
You can find specific clauses in your terms regarding our policy, however we try to be as flexible as possible to our clients; things happen, we understand. In most cases, it's simply 30-days notice with the Engagement Fee acting as a non-refundable deposit. Instead of cancelling, you can also put programs on hold if necessary.
Investment.
We aim to price around 10-25% lower than the industry averages thanks to our in-house technology solutions and automations. We will work with you to ensure we meet your budgets, expectations, and resilience objectives.
- Client Portal and Engagement Prepared by Fixinc.
- 1 Hour Engagement Meeting.
- Minutes and Meeting Recording.
- Detailed scope and Q&A.
Attend review meetings
Review and approve Business Continuity review outcomes
Attend review findings and recommendations de-brief
The process to accepting your proposal.
A final note from me.
Use this information when discussing your proposal or for reporting purposes.