Agenda Item
c. Mitel Annual Maintenance Upgrade (Not to exceed $459,984.26)
Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology
Request: It is requested that the Board of Education approve annual maintenance services, equipment, and software licensing from Layer3/MGT in an amount not to exceed $459,984.26.
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. The storage that was acquired under RFP 17-21 is approaching End Of Life (EOL) and needs to be replaced by new storage. In addition Mitel will be integrated with Microsoft Teams.
Details: 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 of 4 Telecom Infrastructure Switches
Priority Maintenance and 24/7 Monitoring (With escalation to Mitel when needed) on 15 Distributed Voice Services Servers
Installation of ongoing security updates
In addition to maintenance services, the storage server for the Mitel Phone System will be upgraded as well as integrated with Microsoft Teams to allow better communications with staff when they are not on DCSD properties.
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 Contract#120122-MBS and the TIPS Contract # 230105 .
Financial impact: $459,984.26
General Funds
100.2800.553000.00011.7600.9990.0308.070.0000 - $364,209.84
SPLOST VI
306.1000.561600.80236.7600.9990.0000.070.0000 - $95,774.42
Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: October 2024
Status: Approved by Office of Legal Affairs
PBX to Teams Integration
Proposal
•
Submitted by:
Dekalb County School District Alex Chitty
Kevin Ogle
MGT Technology
LAYER 3COMMUNICATIONS, LLC
1450 Oakbrook Drive, Suite 900
4 Norcross, GA 30093
July 30, 2024 1450 OAKBROOK DR. SUITE 200 | NORCROSS, GA 30093 | WWW.LAYER3COM.COM (770) 225-5300
DCSD PBX TO TEAMS INTEGRATION
Table of Contents
1 EXECUTIVE SUMMARY...................................................................................................................... 1
2 SCOPE OF WORK .............................................................................................................................. 2
• 2.1 PHASE 1: PLANNING AND ASSESSMENT 2
• 2.2 PHASE 2: PREPARATION 2
• 2.3 PHASE 3: DEPLOYMENT 3
• 2.4 PHASE 4: POST-DEPLOYMENT 4
PROPRIETARY AND CONFIDENTIAL
DCSD PBX TO TEAMS INTEGRATION
1 Executive Summary
Layer 3 Communications is a leading professional services integrator in the South, stretching from the Carolinas
to West Texas. Organically grown and completely self-funded organization, Layer 3 Communications is comprised
of more than 130 employees with eight brick and mortar offices. Our Parent organization, MGT Consulting, is
comprised of more than 500 employees with professional consulting and complimentary technology services.
This project involves preparing the current telephony system (Mitel MiVoice Connect) to integrate with Microsoft
Teams Phone. Once deployed this will allow users to make and receive DID phone calls using PBX trunks via the
Teams app. The migration will include planning, preparation, deployment, and post-deployment phases to ensure
a smooth transition with minimal disruption to services.
A detailed explanation of these services and their associated costs is included in this document's “Scope of Work”
and “Pricing Table” sections. We are prepared to begin within two weeks of written authorization to proceed.
Thank you for your continued interest in MGT Technology/Layer 3 Communications and our products and services.
We are pleased to have the opportunity to present this proposal to DCSD for your review.
PROPRIETARY AND CONFIDENTIAL PAGE 1
DCSD PBX TO TEAMS INTEGRATION
2 Scope of Work
The following section defines the details of the scope of work to be performed by MGT Technology/Layer 3
Communications on behalf of Dekalb County School District. The steps that follow will provide a structured
approach to integrating Mitel MiVoice Connect with Microsoft Teams Phone, ensuring all critical aspects are
addressed for a successful deployment.
2.1 Phase 1: Planning and Assessment
Current Systems Assessment
Activities:
• Review existing Mitel MiVoice Connect setup
• Document current telephony infrastructure
• Identify current call flows, users, and features
2.2 Phase 2: Preparation
Mitel Connect PBX Configuration
Activities:
• Set up Mitel PBX environment for Direct Routing
• Apply SIP licensing to Mitel PBX
• Add virtual trunk appliance to VMWare environment
• Configure (300) SIP trunks for Ribbon SBC connectivity
Ribbon SBC Configuration
Activities:
• Set up Ribbon SBC environment for Direct Routing
• Apply session licensing to Ribbon SBC
• Configure signaling groups and translations
PROPRIETARY AND CONFIDENTIAL PAGE 2
DCSD PBX TO TEAMS INTEGRATION
• Integrate Mitel Connect Ribbon SBC
Microsoft Teams Phone Configuration
Activities:
• Set up Microsoft 265 environment for Teams Phone
• Configure phone system settings and policies
• Integrate Teams with existing IT infrastructure
User and Number Translation Preparation
Activities:
• Plan number translation process
• Gather user information and current phone numbers
• Prepare user accounts for translation
Training and Documentation
Activities:
• Develop training materials for end-users and IT staff
• Schedule training sessions (3 total)
• Create comprehensive documentation for Teams Phone setup
2.3 Phase 3: Deployment
Pilot Deployment
Activities:
• Migrate a small group of users (10 users during Pilot Phase) to Teams Phone
• Test call functionality and features
PROPRIETARY AND CONFIDENTIAL PAGE 3
DCSD PBX TO TEAMS INTEGRATION
• Gather feedback and resolve any issues
Full Deployment
Activities:
• Train DCSD IT Staff to execute full migration of target users to Teams Phone
• Train DCSD IT Staff to port user phone numbers to Teams
• Train DCSD IT Staff to monitor deployment progress and address issues in real-time
2.4 Phase 4: Post-Deployment
Post-Migration Support
Activities:
• Provide remote support for end-users
• Troubleshoot and resolve post-migration issues
• Conduct additional training sessions (as needed, at additional cost per training)
MGT Deliverables:
• Working Teams to Mitel integration
• Documentation and training on Teams user Mitel administration
DCSD Deliverables:
• Remote Access to Mitel Connect and VMWare
• LAN and Public IP address for vTrunk and Ribbon SBC
• SSL Certificates form a Certificate Authority for Ribbon SBC
• Staff with a Microsoft Telephony Administrative Role
• Microsoft E5 or Teams Standard Phone License for each user
PROPRIETARY AND CONFIDENTIAL PAGE 4
DCSD PBX TO TEAMS INTEGRATION
Q-32617
1450 Oakbrook Drive Suite 900 Date: 7/30/2024
Norcross, GA GA Presented To: Valid Un l: 8/29/2024
Phone: (844) 552-9373 DeKalb County School District Terms: NET 30
Fax: (866) 535-3925 1780 Montreal Road
sales@layer3com.com Tucker, Georgia 30084-6705
ATTN: Monika Davis Submi ed By: Alex Chi y
(678) 676-1000 achi y@layer3com.com
monika_davis@dekalbschoolsga.org
Teams Integra on
Microso Cer fied Session Border Controller Licensing
PART NUMBER DESCRIPTION QTY LIST PRICE UNIT COST EXT COST
SBC-SWEEDGE-LIC100SGX 100 SIP SIGNALING SESSIONS W/RTP PROXY MEDIA 3 $2,600.00 $2,600.00 $7,800.00
ENCRYPTION & PARTIAL RTP MEDIA MANIPULATION (IN-
BAND MEDIA SERVICES) FOR ON PREMISES-BASED SBC
SWE EDGE INSTANCE; NO TRANSCODING
SBC-SWEEDGE-BASE SBC SWE EDGE ON PREMISES SOFTWARE LICENSE 1 $0.00 $0.00 $0.00
SBC-DR-VSBA-LIC DIRECT ROUTING SBA LICENSE FOR NLL SBC SWE EDGE; 1 $3,244.20 $3,244.20 $3,244.20
SUPPORTS TEAMS USER SURVIVABILITY WHEN
CONNECTION TO PHONE SYSTEM IS LOST.
Microso Cer fied Session Border Controller Licensing Subtotal: $11,044.20
Mitel Virtual SIP Trunk Licenses
PART NUMBER DESCRIPTION QTY LIST PRICE UNIT COST EXT COST
SHO-30139 Virtual SIP trunk license. Pack of 50. Enables 50 SIP trunks 6 $4,200.00 $3,360.00 $20,160.00
on a ShoreTel virtual SIP trunk switch.
Mitel Virtual SIP Trunk Licenses Subtotal: $20,160.00
Support
PART NUMBER DESCRIPTION QTY TERM LIST PRICE UNIT COST EXT COST
RC-EC-E-SWE-EDGE-Q RIBBON ENTERPRISE SUPPORT, 24X7 RTS, SW 12 1-yr $250.00 $250.00 $3,000.00
DOWNLOADS, SBC SWE EDGE
SHO-94111 W Partner Support (1 Year, No Phones) 634 1-yr $1.67 $1.59 $1,008.06
Support Subtotal: $4,008.06
Professional Services
PART NUMBER DESCRIPTION QTY LIST PRICE UNIT COST EXT COST
L3-VOC-INST Voice-Installa on - Includes staging, physical installa on, 1 $9,370.00 $9,370.00 $9,370.00
patching and tes ng per design documents ( SOW
required)
Professional Services Subtotal: $9,370.00
Billing Terms One Time Total Cost $44,582.26
* Total cost does not include shipping, handling, insurance and taxes where applicable. This Budgetary Quote is not a contract. It is subject to further Layer
3 Communica ons internal approvals and is not binding on either party.
Q-32617 Page 1 of 1
PROPRIETARY AND CONFIDENTIAL PAGE 5
DCSD PBX TO TEAMS INTEGRATION
This scope of work requires approval from relevant stakeholders before the commencement of the project.
Sign-off indicates agreement with the outlined tasks, deliverables, and timelines.
Name:
Signature:
Date:
PROPRIETARY AND CONFIDENTIAL PAGE 6