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
DATE RECEIVED: ______________
MATTER ASSIGNED TO: _________
Request for Legal Assistance
DCSD Office of Legal Affairs
ATTORNEY – CLIENT COMMUNICATION
PLEASE SUBMIT COMPLETED REQUEST FORM TO
DCSD OFFICE OF LEGAL AFFAIRS.
*** This request is a confidential communication and should be treated as such ***
DESCRIPTION OF REQUEST
Title of Item/Topic:
E-Rate Award: Self-Provisioned Fiber Maintenance
________________________________________________________________
(e.g., contract review, policy matter, etc.)
3/5/25
Date of request: ___________ Due Date: ___________ (Allow 3 to 5 business days)
To seek reimbursement for the Self-Provisioned Fiber
Background information/Detail: __________________________________________________________
of the DCSD Fiber Optic Network
_____________________________________________________________________________________
PROCUREMENT DETAILS (if applicable)
Include details confirming that all applicable DCSD procurement policies and requirements have been
adhered to: ____________________________________________________________________________
______________________________________________________________________________________
SUPPORTING DOCUMENTATION
Please attach/include any additional supporting documentation that are relevant to your request.
Description of supporting documentation, if any ____________________________________________
REQUIRED AUTHORIZATION
LaKeisha Brooks
Requested by: _____________________________________________________________________
lakeisha_brooks@dekalbschoolsga.org
Email: __________________________ 678-676-1274
Telephone: ____________________________________
DIIT
Department: _______________________________________________________________________
Kermit Belcher
Cabinet Member authorizing the request: _______________________________________________
LEGAL APPROVAL
Approved as to form by the DCSD Office of Legal Affairs? ☐ Yes ☐ No
-OR- (check one only)
Approved as to form by Outside Legal Counsel? ☐ Yes ☐ No
*Referrals to Outside Legal Counsel must be coordinated and approved by the DCSD Legal Dept.
Approving Attorney (and law firm if Outside Counsel H.____________________________________
Eric Hilton, Esq.
Comments: __________________________________________________________________________
______________________________________________________________________________________