Agenda Item
a. Mitel Phone System Annual Maintenance (Not to exceed $273,889.75)
Summary: Presented by: Ms. Monika T. Davis, Chief Information Officer, Division of Information and Instructional Technology
Request: It is requested that the Board of Education approve the maintenance renewal of the Mitel Digital IP Phone System with Layer3 Communications at a cost not to exceed $273,889.75.
Why: The purpose of the Annual Mitel maintenance renewal is to provide coverage for the DCSD Mitel Phone System and associated components and licenses that were acquired under RFP 17-21: District-Wide Unified Communications System and Services. The DCSD Mitel phone system acts as the backbone for internal and external communication and is a critical part of security for the School District.
Details: DCSD concluded the installation of the IP-based Mitel Phone System in March 2021. This project allowed the District to dispose of the majority of the district's Plain Old Telephone lines (POTS), long-distance service, and costly PRI lines.
As part of RFP 17-21 District-Wide Unified Communications System and Services, maintenance of the phone system and related infrastructure components was included for five years. Implementation of this project started in April 2018.
This agenda item is requesting to purchase the annual maintenance services.
Mitel System Annual Maintenance Includes:
Maintenance of all DCSD Mitel site-based Phone Controllers (194) and licenses
Maintenance on 4 Telecom Infrastructure Switches
Priority Maintenance and 24/7 Monitoring (With escalation to Mitel when needed) on 15 Distributed Voice Services Servers
In addition to the maintenance, security updates will also be performed and managed.
In accordance with Board of Education Purchasing Policy DJE III.D.3.d. The Purchasing Department shall be authorized to make purchases through inter-governmental and educational cooperatives, alliances, and consortiums to achieve cost savings and administrative efficiencies based on economies of scale. Therefore, this purchase will utilize the Sourcewell cooperative purchasing agreement #022719-MBS.
Financial impact: $273,889.75
General Fund
100.1000.530000.00011.7600.9990.0308.070.0000
Contact: Ms. Monika T. Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: October 2023
Status: Approved by General Counsel
DEKALB COUNTY SCHOOL DISTRICT
VENDOR / CONTRACTOR PERFORMANCE EVALUATION
Instructions: This form must be completed for all contract renewals, be factual and do not include unsubstantiated opinions.
Contractor Name: Contract Title and Number: Layer3
Sourcewell Contract # 022719-MBS
Contract Term: 1 year Contract Period: From: 10/2023 To: 10/2024
Maintenance Renewal Department:
Information and Instructional Technology
DEFINITIONS OF PERFORMANCE RATINGS
SATISFACTORY UNSATISFACTORY N/A INSUFFICIENT
INFORMATION TO
Meets contractual requirements. Does not meet RATE
The actions taken by the contractor contractual requirements,
appear or were satisfactory. and recovery is not likely
in a timely manner. The
. contractor’s corrective
actions appear or were
ineffective.
PERFORMANCE RATING COMMENTS (Attach additional sheets if necessary)
Layer3 Provides Maintenance and Security Patching for
the DCSD Phone System. The Phone System supports
Satisfactory over 12,500 Active Phone lines and voice Mail boxes.
Work performed in compliance with contract Unsatisfactory
terms N/A
Insufficient info. to rate
Layer3 Provided all materials as specified under RFP 17-
21
Satisfactory
Materials, supplies and equipment provided as Unsatisfactory
required? N/A
Insufficient info. to rate
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LAYER3 has had qualified staff available to ensure
timely completion of DCSD projects.
Satisfactory
Staff availability Unsatisfactory
N/A
Insufficient info. to rate
Layer3 is very responsive to DCSD telecommunications
needs. They realize that the Mitel Phone System is critical
Satisfactory
for DCSD Operations and are very responsive as
Timeliness of work Unsatisfactory
situations arise.
N/A
Insufficient info. to rate
Layer3 staff is always professional and keeps everyone in
the communications loop as issues are addressed.
Satisfactory
Staff professionalism Unsatisfactory
N/A
Insufficient info. to rate
Excellent
Satisfactory
Unsatisfactory
Customer service N/A
Insufficient info. to rate
The quality of work Layer3 provides is exceptional.
Layer3 engages manufacturers when needed.
Satisfactory
Quality of work Unsatisfactory
N/A
Insufficient info. to rate
Layer3 is very good at keeping DIIT staff informed and
updated on the status of issues that have been assigned to
Satisfactory
them and close out issues in a very professional manner.
Communication and Accessibility Unsatisfactory
N/A
Insufficient info. to rate
Excellent
Satisfactory
Unsatisfactory
Prompt and effective correction of situations
and conditions N/A
Insufficient info. to rate
Excellent
Documentation records, receipts, invoices and
computer generated reports received in a Satisfactory
timely manner and in compliance with Unsatisfactory
contract specifications N/A
Insufficient info. to rate
Without a doubt I would recommend Layer3
x Yes No
Would you recommend using this firm again?
(Explain)
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OVERALL ASSESSMENT Unsatisfactory Satisfactory
Comments:
Zayo: works to resolve issues and bill the companies responsible for causing DCSD fiber breaks. Zayo works around the clock to make sure
that the DCSD Network is up and running and works to minimize downtime for DCSD Students and staff.
Name of Evaluator: Joseph Swing
(Print) (Signature)
Title: ________Manager III Information and Instructional Technology____________________ Date: 07/27/2023
FISCAL INFORMATION:
Original Contract Value $ ___________________
Dollar amount of increase (decrease) $ _____________N/A____________
Percent of increase (decrease)__N/A______ %
Reason for increase (decrease) ________________________N/A__________________________________________________
Project Scope (FY 2023 – 2024) Timeline
Unified Communications and Services Maintenance
CIO Review
Monika Davis 9/20/23
Signature Date
Chief Information Officer
Title
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