Agenda Item
d. ERATE Category 1 (Not to exceed $404,948) ~ Updated 3.7.2025
Summary: Presented by: Dr. Kermit Belcher, Chief Information Officer, Division of Information and Instructional Technology
Request: It is requested the Board of Education approve the ERATE Category 1 awards for the following eligible purchases for services from the following vendors in the amounts listed below, as the lowest responsible, responsive bids, in an amount not to exceed $404,948. The district cost should not exceed $40,494.80, after the 90% Erate discount.
$50,000.04 Zayo Dark Fiber (AIC to 56 Marietta)
$62,505.96 CDW-G Category 1 Switch Equipment
$291,026 Zayo Self Provisioned Fiber New Sites (WAN)
$1,416 Zayo Maintenance
Why: This recommendation provides the DeKalb County School District with Category 1 Erate for all eligible services that attach DCSD facilities to the DCSD Wide Area Network (WAN) and Internet. DCSD shall receive a 90% reimbursement or discount based on free and reduced data. ERATE is administered by the “Universal Service Administrative Company” (USAC).
Details: DCSD utilizes ERATE to leverage the purchasing dollars of the “Universal Service Administrative Company” (USAC). ERATE allows DCSD to extend purchasing power for approved eligible services and seek reimbursement.
This year DCSD has applied for the following reimbursement for services.
Dark Fiber from AIC to 56 Marietta Street. This is where DCSD connects to the Internet as well as Internet access that is not provided by the Georgia Department of Education (GADOE). Two bids were received for this service - one for dark fiber and one for lit fiber. Both were from Zayo. No bids were received for self-provisioned fiber or other third-party services. The services were evaluated over a period of 12 months, as the district may change their network configuration next year. As required by E-rate rules, the dark fiber cost included the recurring charge for the fiber lease, along with the cost of equipment to light the fiber (this came from a quote from CDW-G) and the monthly cost of maintenance of the fiber (this was included in the leased recurring dark fiber charge). The lit fiber cost included the monthly charge of the fiber lease (multiplied by 12 months). Based on the evaluation criteria, the decision came down to cost. Zayo's dark fiber over a one-year period was significantly less than other bids, even when the additional charges for equipment and maintenance were factored in. Therefore, the award was to Zayo for dark fiber as the most cost-effective choice.
Wide Area Network Connection for New Schools and Administration building “Self-Provisioned Fiber” (Kroger Building, Dresden ES, Cross Keys and Sequoyah) Two bids were received for this service, one for self-provisioned fiber and one for lit fiber. The services were evaluated over a period of 60 months. As required by E-rate rules, the self-provisioned fiber cost included the non-recurring charge for the fiber construction, along with the cost of equipment to light the fiber (this came from a quote from CDW-G) and the monthly cost of maintenance of the fiber (this came from a separate quote from Zayo; it was multiplied by 60 months). The lit fiber cost included the monthly charge of the fiber lease (multiplied by 60 months) and the non-recurring charge for the fiber installation. Based on criteria, the decision came down to cost. Zayo's self-provisioned network was significantly lower over a five-year period, even when the additional charges of equipment and maintenance were factored in. Therefore, the award was to Zayo for self-provisioned fiber as the most cost-effective choice
Category 1 switches and associated hardware (Top of Rack Switches. These components will attach the following locations to the DCSD WAN. Recently purchased Kroger building, New Dresden Elementary School, New Cross Keys HS and New Sequoyah MS/HS Complex. This year, we received one complete bid for switching equipment for CDW-G (current vendor). We also received one bid for switch installation and project management only from AiOS - however, no equipment was included. Based on the District's past and current positive experience with CDW-G on other similar projects and based on CDW's complete and cost-effective bid, the district has chosen to award the entirety of the bid to CDW-G.
Financial impact: If ERATE is awarded, these numbers are before 90% reimbursement. The pre-discounted amount shall not exceed $404,948. The district cost should not exceed $40,494.80, after the 90% Erate discount.
$50,000.04 Zayo Dark Fiber (AIC to 56 Marietta)
$62,505.96 CDW Category 1 Switch Equipment
$291,026 Zayo Self Provisioned Fiber New Sites (WAN)
$1,416 Zayo Maintenance
General Funds
100.1000.553000.00011.7600.9990.0308.070.0000
Contact: Dr. Kermit Belcher, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: March 2025
Status: Approved by Office of Legal Affairs
VENDOR DECISION/EVALUATION MATRIX
SCHOOL OR LIBRARY NAME: DeKalb Co. SD Date:
Eligible Service: C1 Network Maintenance
Total Network Network Network
Points Maintenance Maintenance Maintenance
Factors/Vendors Available Vendor 1 Vendor 2 Vendor 3
Zayo
Price 25 25
Experience with
vendor 20 20
Technical Capability
& Quality of work for
other districts 20 20
Ability of vendor to
provide a complete
solution 15 15
Quality of Personnel 10 10
Responsiveness 10 10
TOTAL POINTS: 100 100
Winning bidder based on most points was: Zayo
Selection team member initials: JS
Nonresponsive bidders, if any: N/A
Calculations and
Notes:
We received only one bid for this service. It was evaluated and found to be cost-effective. Therefore we are awarding the Zay
****NOTE: POINT VALUES AND FACTORS MAY BE CHANGED PER YOUR OWN CRITERIA, BUT PRICE
MUST REMAIN THE MOST HEAVILY WEIGHTED FACTOR--TOTAL OF ALL MUST ADD TO 100****
X
2/14/2025 E-rate: 2025-26
Network Network
Maintenance Maintenance
Vendor 4 Vendor 5
. Therefore we are awarding the Zayo.