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
Quotation
1450 Oakbrook Drive, Suite 900 Quotation Number: AC-221128-01
Norcross, Georgia 30093 Presented to: Page: 1 of 1
Phone: (770) 225-5300 DeKalb County School District
Fax: (770) 225-5298 2652 Lawrenceville Highway Date: 8/30/2023
Decatur, GA 30033 Quote Valid for N/A
ATTN: Monika Davis FOB: Atlanta, Georgia
Phone: Sourcewell Contract # 022719-MBS Reference: Our Conversation
Fax: Submitted by: Alex Chitty
E-mail: monika_davis@dekalbschoolsga.org achitty@layer3com.com
2023-2024 DCSD Mitel VoIP System Renewal - 1 Year - No Phone RMA
Item Quantity Part Number Description Start Date End Date Unit List Price Your Prorated Unit Cost Your Extended Cost
Customer Support Services Layer 3 Communications - Network Support
Layer 3 Communications Branded ESSENTIAL NBD PARTS ONLY SUPPORT RENEWAL, ICX7750 48F,
1 4 ICX7750-SVL-RNDP-1 M 48C, & 26Q 11/9/23 11/10/24 $1,375.00 $1,375.00 $5,500.00
Layer 3 Communications Element Management, Monitoring, and Infrastructure as a Service for ICX
Switches, Servers, and Storage for VoIP System. Includes services on 3 virtual Windows servers, 10
Linux servers, 1 redundant Contact Center server, and 1 server used to sync user emplyee ID's to
Contact Center. Services include: Failover from Sam Moss to WBBC in the event of a failure at Sam
Moss, ESXI upgrades for VMware, Firmware updates for Dell Servers, updates for Tegile storage
arrays, Windows patching, OS updates for Mitel virtual machines, System patches and code
2 1 L3-MANAGEDSERVICES upgrades. 11/9/23 11/10/24 $7,800.00 $7,800.00 $93,600.00
Layer 3 Communications Partner Branded Support for Contact Center, 1-Yr. 1 year service agreement
providing Partner Support for the IPBX and Enterprise Support for the ECC. 24x7 technical support.
Replacement parts are typically shipped next business day once a hardware defect is found. Includes
support on all DCSD owned Mitel licensing, 194 Mitel switches, 15 Distributed Voice Services
3 1 SHO-97149 W Servers, SIPerator, SIP licenses. No phone RMA included. 11/11/23 11/10/24 $205,635.00 $174,789.75 $174,789.75
Network Support Sub-Total: $273,889.75
4 1 SHO-10577 IP PHONE, IP480G $475.00 $403.75 $403.75
5 1 SHO-10574 IP PHONE, IP420G $285.00 $242.25 $242.25
6 1 SHO-50008342 802.3af POE Power Injector Universal $46.00 $39.10 $39.10
**As defined in RFP 17-21, Onsite support will incur an additional cost. If DCSD requires a Layer 3 Communications employee to deliver onsite support for the Mitel VoIP system, the following fee structure will be followed:
Business Hours Labor (9am - 5pm), per hour $185
Overtime Labor (5pm - 7pm), per hour $277.50
Nights/Holidays Labor, per hour $370