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
Quotation
1450 Oakbrook Drive, Suite 900 Quotation Number: AC-240830-01
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: 8/30/2024
Decatur, GA 30033 Quote Valid for N/A
ATTN: Monika Davis FOB: Atlanta, Georgia
Phone: Sourcewell Contract # 120122-MBS Reference: Our Conversation
Fax: Submitted by: Alex Chitty
E-mail: monika_davis@dekalbschoolsga.org achitty@layer3com.com
2024-2025 DCSD Mitel VoIP System Renewal - 1 Year
Item Quantity Part Number Description Start Date End Date Unit List Price Your Prorated Unit Cost Your Extended Cost
Custom Support Services MGT - Network Support
1 4 ICX7750-SVL-RNDP-5 M MGT Branded ESSENTIAL NBD PARTS ONLY SUPPORT RENEWAL, ICX7750 48F, 48C, & 26Q 11/10/24 11/11/25 $1,375.00 $1,375.00 $5,500.00
2 25 VCF-VLR-PVM LIVE RECOV PROTECTED VM LICS 11/10/24 11/11/25 $400.00 $360.00 $9,000.00
3 320 VCF-VSP-FND-8 VSPHERE FNDTN 8 LICS 11/10/24 11/11/25 $135.00 $128.25 $41,040.00
4 1 DELL PowerEdge R740 Dell BASIC Next Business Day / CSR parts 11/10/24 11/11/25 $10,121.04 $9,108.94 $9,108.94
MGT Element Management, Monitoring, and Infrastructure as a Service for Servers and Storage for
VoIP System. Includes services on 3 virtual Windows servers, 10 Linux servers, 1 redundant Contact
5 12 L3-MANAGEDSERVICES Center server, and 1 server used to sync user emplyee ID's to Contact Center. 11/10/24 11/11/25 $5,341.22 $5,341.22 $64,094.64
MGT 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 Servers, SIPerator,
6 1 SHO-94111 W SIP licenses. No phone RMA included. 11/10/24 11/11/25 $238,605.00 $190,884.00 $190,884.00
Network Support Sub-Total: $319,627.58
**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