Agenda Item
c. E-Rate Award Extension: Self-Provisioned Fiber Maintenance (Not to exceed $205,320) ~ Updated 3.7.2025
Summary: Presented by: Dr. Kermit Belcher, Chief Information Officer, Division of Information & Instructional Technology
Request: It is requested that the Board of Education approve an extension of the contract for Self-Provisioned Fiber Maintenance to the Zayo Group in an amount not exceed $205,320. This award is in accordance with the federal government's E-rate bidding process and allows the district to continue seeking Category 1 reimbursement for Internet Connections and non-recurring services. This is year 4 of a five-year agreement.
Why: The purpose of this recommendation is to provide maintenance on the DCSD Self Provisioned Fiber (SPF) Optics Network.
Details: DCSD will continue to use this ERATE award to seek reimbursement for the Self-Provisioned Fiber of the DCSD Fiber Optic Network. The FCC's E-Rate program makes telecommunications and information services more affordable for schools and libraries. With funding from the Universal Service Fund, E-Rate provides discounts for telecommunications, Internet access, and internal connections to eligible schools and libraries. The discount percentage is based off the Districts Free and reduced lunch percentage.
This year there was (1) vendor response to the Districts ERATE 470 bid for (Self Provisioned Fiber). The response was evaluated by an internal team that consisted of the Network Manager, PMO Manager, IT Project Manager, and Wi-Fi Engineer.
The 1 vendor that responded to the DCSD 470 requests for Self-Provisioned Fiber (SPF) Maintenance is:
• Zayo
The criteria used to evaluate the companies and Products and Services were based off a 100 Point Scale:
• Price 30
• Experience with DeKalb County School District 25
• Product/Service Features 20
• Reliability 20
• Local Preference 5
Based upon a thorough and detailed evaluation of how well each of the vendors met the major criteria considered, Zayo was selected as the best choice.
As part of the E-rate competitive bidding process, this request for proposal was available to potential vendors, nationally. It is also important to note that Zayo/AGLN designed and built the district’s fiber network and has provided maintenance for the past 15 years.
The E-rate program provides discounts to assist schools and libraries in the United States to obtain affordable telecommunications and Internet access. The program is funded through the Universal Service fee. E-rate regulations require that Cost has a higher weighting. However, E-rate regulations do not require selection of lowest cost proposal as part of the evaluation process. The above criteria meet E-rate regulations.
Financial impact: $205,320
General Fund
100.2800.543200.00011.7600.9990.0308.070.0000
DCSD will seek 90% reimbursement against a maximum expenditure of $205,320.
Contact: Dr. Kermit Belcher, Chief Information Officer, Division of Information & InstructionalTechnology, 678.676.1274
Effective: March 2025
Status: Approved by Office of Legal Affairs
E-Rate Response Evaluations for FY2022 - 2023
USAC Form 470 and DeKalb County School District
(DCSD) Requirements
Executive Summary and Supporting Document
E-Rate Project Team:
Natalie Terrell, PMO Manager
Jimmy Crum, Network Services Manager
Manager William Clowers, Sr. Project Manager
Cedric Brown, System Engineer
Consulting Team: Educational Funding Group, Inc. (EFG)
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TABLE OF CONTENT
Executive Summary........................................................................................................... Page 3
Supporting Documents
Appendix I Evaluation Team’s Credentials......................................................... Page 4
Appendix II: Evaluation Summaries................................................................... Page 5
Category 2: Wireless Access Points (APs) …………………………....... Page 5 - 6
Category 2: Internal Connections............................................... Page 7
Category 1: SPF Maintenance..................................................... Page 8
Category 2: Stadiums Fiber…………….…………………………………………Page 9
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E-Rate Response Evaluations for FY2022 – 2023
USAC Form 470 and DeKalb County School District (DCSD) Requirements
Executive Summary
Purpose
The purpose of this evaluation is to request funding from Universal Service Administrative
Company (USAC), which manages the contribution of revenue to and distribution of E-Rate
funding from the Universal Service Fund. The funding is provided for broadband, Internet
access, and internal connections to eligible schools and libraries. DeKalb County School District
(DCSD) is eligible for these services. Funding is being requested in two categories:
• Category 1 (includes services needed to support broadband connectivity to schools and
libraries) - The district has requested: Self-Provisioned Fiber Maintenance
• Category 2 (includes the internal connections needed for broadband connectivity) - The
district has requested: Internal Connections (Cabling) and Wireless Access Points (APs)
Background and Process
The evaluation team was made up of five (5) district staff members in the Division of
Information and Instructional Technology (DIIT). A (brief) summary of each team member’s IT
experience and education is in Appendix I, p.4. Form 470, which is the form published by USAC
of the district’s requirements for each solicitation. The form was written by the district E-Rate
consulting team and approved by IT’s management staff. It was published on February 17 for 28
days as required by USAC. Evaluations began on Friday, March 18 and completed on Monday,
March 21 to meet USAC deadlines for March 22. There were 18 responses for 5 different
solicitations in the two categories in the Form 470 requirements. The team reviewed 18 of the
18 responses in 2 days (for 6 hours). Due to the immediate needs of the district, the team made
recommendations for 4 of the 16 solicitations for the funding year 2022 - 2023.
Evaluation Results
See the results in the evaluation table in Appendix II, pp. 6 - 14.
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Appendix I: Evaluation Team’s Credentials
1. Natalie Terrell, IT PMO Manager III
a. Role: Evaluation Facilitator – Led the RFP process for most of the IT RFPs for the last 7
years
b. Years in IT: 27 Years (technology teacher, trainer, project manager, and IT PMO
Manager) with 21 years in DCSD IT and 15 years in the IT PMO
c. Education: BBA in Management and MS in Education in Instructional Technology, PMP
Certified
2. Jimmy Crum, Information Security Officer
a. Role: Team Member – Two years of experience at DCSD evaluating solicitations
b. Years in IT: 17.5 years with 2.5 years in DCSD IT with 10 Years as Senior Internet
Engineer and 5 Years as Program Director Cybersecurity/Cybersecurity
c. Education: MS in Computer Science and CCSENT (Cisco networking) Certified
3. William Clowers, IT Project Manager
a. Role: Team Member and Project Manager of all E-Rate Projects
b. Years in IT: 31 years with 13 years in DCSD IT PMO
c. Education: BEE in Electrical Engineering and Executive MBA, PMP
4. Cedric Brown, Wireless Network Engineer
a. Role: Team Member – Secure wireless technologies, internet service operations
and managed wi-Fi product development
b. Years in IY: 21.5 years as Sr. Director and above within the Internet Service
Provider Industry
c. Education: BS Dual Degree in Mathematics and Computer Science
5. Educational Funding Group, Inc. (EFG)
This organization was formed in 2004 in Cleveland, Ohio. EFG provides full-service E-rate
consulting services to its clients offering comprehensive, personalized services designed
to maximize the benefits received from the E-rate program.
i. Paul Karas - Founder and President of EFG, has been an E-rate consultant since
the inception of the E-rate program and provides high-level solution-based
support, as well as extensive technical expertise.
ii. Courtney Cikach – Has served as the district’s account manager for the past
seven years and tends diligently to all the District’s E-rate needs.
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Appendix II: Evaluation Summaries
VENDOR
DECISION/EVALUATION
MATRIX
SCHOOL OR LIBRARY NAME:
DeKalb Co. SD Date: March 18 and 22, 2022 E-rate: 2022-23
Choose and indicate
the service Int. Connections or MIBS
(1 per Matrix): or Basic Maintenance:
Internal Connections
Eligible Service: CATEGORY 2: →'→'→'→'→'→ (APs)
SERVICE PROVIDERS
Total
Points
Factors Available VENDOR 1 VENDOR 2 VENDOR 3
ICN PCS Layer 3
$3,700,920.00 $2,784,000.00 $3,729,571.80
Price 30 25 30 25
Past Experience / Relationship
with Respondent 20 20 10 20
Technical Capability, Quality of
Work, Ability to Provide
Services Purchased / Turnkey
Solution, Qualified Personnel 25 25 25 25
Comparable Work for Other
Applicants 10 10 10 10
Changeover Costs 10 10 0 10
Willingness to invoice via SPI 5 5 5
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TOTAL POINTS: 100 95 75 95
Winning bidder based on most points was: ICN
NOTES:
PCS - We will not consider the Extreme; it may be cheaper, the district already has licenses for 6400 devices already
installed; All new licenses and infrastructure, training, and operational tools would be required. the cost of these items is
prohibited.
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VENDOR DECISION/EVALUATION MATRIX
E-rate: 2022-
SCHOOL OR LIBRARY NAME: DeKalb Co. SD 23
Eligible Service: Self-Provisioned Network Maintenance
Factors Total Points Available Vendor 1
Zayo
Price 30 30
Experience 25 25
Product/ Service Features 20 20
Reliability 20 20
Local Preference 5 5
TOTAL POINTS: 100 100
The winning bidder based on the most
points was: Zayo
NOTES:
1) multi-year relationship
2) one-respondent, the incumbent
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BID EVALUATION MATRIX
Dekalb CSD Self-Provisioned Fiber 60 months
03/22/22
E-Rate Funding Year 2022
Eligible Service: Data Transmission Service
Halford Stadium
Total Zayo (SP Zayo (DF
Points Fiber) 2, 4, Fiber) 2, 4, or
Factors Available or 6 strand 6 strand Zayo lit fiber
Price 30 30 30 25
Responsiveness 20 20 20 20
Reliability 25 25 25 25
Past Experience 25 25 25 25
TOTAL POINTS: 100 100 100 95
Pricing: Monthly $14,160.00 $14,160.00 $42,000.00
NRC $116,806.68 $116,806.68 $116,806.68
Total Fiber $130,966.68 $130,966.68 $158,806.68
Total Electronics - Layer 3 $21,768.98 $21,768.98 $0.00
Project Total $152,735.66 $152,735.66 $158,806.68
The winning bidder based on most
points was: SF
Selection team member initials:
Disqualified bidders, if any:
Notes:
Adams Stadium
Total Zayo (SP Zayo (DF
Points Fiber) 2, 4, Fiber) 2, 4, or
Factors Available or 6 strand 6 strand Zayo lit fiber
Price 30 30 30 25
Responsiveness 20 20 20 20
Reliability 25 25 25 25
Past Experience 25 25 25 25
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TOTAL POINTS: 100 100 100 95
Pricing: Monthly $14,160.00 $14,160.00 $42,000.00
NRC $29,199.96 $29,199.96 $29,199.96
Total Fiber $43,359.96 $43,359.96 $71,199.96
Total Electronics - Layer 3 $21,768.98 $21,768.98 $0.00
Project Total $65,128.94 $65,128.94 $71,199.96
The winning bidder based on most
points was: SF
Selection team member initials:
Disqualified bidders, if any:
Notes:
Godfrey Stadium
Total Zayo (SP Zayo (DF
Points Fiber) 2, 4, Fiber) 2, 4, or
Factors Available or 6 strand 6 strand Zayo lit fiber
Price 30 30 30 25
Responsiveness 20 20 20 20
Reliability 25 25 25 25
Past Experience 25 25 25 25
TOTAL POINTS: 100 100 100 95
Pricing: Monthly $14,160.00 $14,160.00 $42,000.00
NRC $33,641.88 $33,641.88 $33,641.88
Total Fiber $47,801.88 $47,801.88 $75,641.88
Total Electronics - Layer 3 $21,768.98 $21,768.98 $0.00
Project Total $69,570.86 $69,570.86 $75,641.88
The winning bidder based on most
points was: SF
Selection team member initials:
Disqualified bidders, if any:
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Notes:
Avondale Stadium
Total Zayo (SP Zayo (DF
Points Fiber) 2, 4, Fiber) 2, 4, or
Factors Available or 6 strand 6 strand Zayo lit fiber
Price 30 30 30 25
Responsiveness 20 20 20 20
Reliability 25 25 25 25
Past Experience 25 25 25 25
TOTAL POINTS: 100 100 100 95
Pricing: Monthly $14,160.00 $14,160.00 $42,000.00
NRC $63,522.45 $63,522.45 $63,522.45
Total Fiber $77,682.45 $77,682.45 $105,522.45
Total Electronics - Layer 3 $21,768.98 $21,768.98 $0.00
Project Total $99,451.43 $99,451.43 $105,522.45
The winning bidder based on most
points was: SF
Selection team member initials:
Disqualified bidders, if any:
Notes:
North Dekalb Stadium
Total Zayo (SP Zayo (DF
Points Fiber) 2, 4, Fiber) 2, 4, or
Factors Available or 6 strand 6 strand Zayo lit fiber
Price 30 30 30 25
Responsiveness 20 20 20 20
Reliability 25 25 25 25
Past Experience 25 25 25 25
TOTAL POINTS: 100 100 100 95
Pricing: Monthly $14,160.00 $14,160.00 $42,000.00
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NRC $63,620.09 $63,620.09 $63,620.09
Total Fiber $77,780.09 $77,780.09 $105,620.09
Total Electronics - Layer 3 $21,768.98 $21,768.98 $0.00
Project Total $99,549.07 $99,549.07 $105,620.09
The winning bidder based on most
points was: SF
Selection team member initials:
Disqualified bidders, if any:
Notes:
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