SWSD Phone Proposal. Presenter: Tom Atkins June 26 th 2013

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1 SWSD Phone Proposal Presenter: Tom Atkins June 26 th 2013

2 Project Overview What is VOIP Why do we need it? What does it cost? What does success look like?

3 Current Status of our PBX phone system 20 year old Analog PBX system o Currently $3,701 per month for 40 PBX POTS lines ($44,412.00) annual costs. o No longer supported by the manufacturer o o Cheap parts, but many are hard to get, if at all. Current system has multiple hardware problems, which we have been unable to repair o o Integration with voic system is inconsistent VM at LMS site is no longer manageable. Can t access, Works but cannot login or manage/change. Basic functionality is not o.k.

4 How did we get to this solution? First we evaluated the top VOIP vendors that were state Contract endorsed We then invited the top 5 vendors on-site for a Show and Tell After our show and tell, we down selected to the top 3 vendors, based upon functionality and expertise within Educational institutions Short listed vendors were invited to meet with key staff (Admin, support, etc) to answer questions and address concerns Final solution architectures were submitted and RFQ s were solicited Mitel/Shortel were both top tier finalists and based upon price and product capabilities Shortel/Centurylink was our finalist.

5 Why go with this Solution? Network Convergence (Huh?) Voic to Follow me/ Soft Phones Self help on the handset Lower overall Total cost of ownership. Annual total cost of ownership reduction of ($22,041.04) Simpler end user management Better overall capabilities and supportability

6 Project Timeline

7 Project Costs: Hardware and Implementation costs: Shortel/CenturyLink Hardware and Software costs: $123, Network HP POE switch Hardware costs: $52, Shortel/CenturyLink Professional services: $17, Total Estimated Project Costs $ 193, Annual recurring costs: Old phone system annual costs Whidbey Telecom: $ 44, Annual costs (SIP/PRI) Whidbey Telecom $ 15, Annual Shortel/CenturyLink Support costs $ 6,651,66 Overall annual savings: $ 22,041.04

8 Dependencies, Risks, and Resources Vendors Shortel- CenturyLink Whidbey Telecom, Denali Systems & Zones Remote Teams VOIP Project Network Provisioning Contractual / Scheduling SIP/PRI provisioning

9 o What does Success Look like? A Single network supporting Voice, Video, and Data on the same wire! Expanded wireless Access at a significantly lower cost Simplification equals lower support costs Better reliability and service levels Teachers and staff have real time access to Voice Mail via and are more responsive to student and parental requests.

10 Appendix Pricing Schedule CenturyLink Network Switch Pricing Schedule Network Switch Statement of Work Statement of Work

11 VOIP Hardware and Software Costs Catalog Number Description Unit Price Qty Total Price South Whidbey Island Shoretel ShorePhone IP230 - Black (6.1 or later) $ $21, IP212K/230/265 Wall Mount Kit $ $ ShorePhone IP115 - Black (7.5 or later) $ $ ShorePhone IP265 - Black (7.5 or later) $ $3, Kit, rack mounting tray, for ShoreGear Switch 1U half width, holds $ $ two 1U half width switches ShoreGear 50-1U half width, Max Capacities - 50 IP phones, 2 $ $ Analog exts, 4 LS trunks, 0 Universal ports. Not all maximum capacities can be reached at the same time. Requires one Tray (SKU 10223) for every two units ShoreGear 90-1U half width, Max Capacities - 90 IP phones, 4 $1, $10, Analog exts, 8 LS trunks, 0 Universal ports. Not all maximum capacities can be reached at the same time. Requires one Tray (SKU 10223) for every two units ShoreGear T1k - 1U half width, Max Capacities - 1 T1, 0 IP phones, $1, $3, Analog exts, 0 LS only trunks, 0 Universal ports. Digital trunk support only. Requires one Tray (SKU 10223) for every two units. (requires ShoreTel 8 or later) Starter Kit : IP930D DECT Phone (Includes Base, Handset & $ $1, Charger) ShoreWare Emergency Notification, 6 or more $2, $2, ShoreTel 14 Software (Controlled Release) $ $ Extension & Mailbox License $ $22, Extension-only License (requires ShoreTel 5.2 or higher) $ $3, Additional Site License $ $ Mobile Access License $ $ Personal Access License $ $ Operator Access License $ $1, Workgroup Agent Access License $ $ L1SBC Adtran Total Access 908e Session Border Controller $1, $1, Kit, Analog Harmonica & Telco 25PR (FF) Cable For ShoreGear 30, $ $ , 90 and 220T1A Switches Contract Term AT1505EV-BU CAT 5E VIP 5FT BLUE $ $ AT1507EV-BU CAT 5E VIP 7FT BLUE $ $ DL360E HP DL360E GEN8 E SFF US Server $2, $2, DL360E Warranty Hewlett Packard 3YR SUP 24X7 4HR DL360E $ $ QINTR-SHORETEL INTEGRATION-SHORETEL $36, $36, QUM-QSTD CenturyLink Feet on the Street and Shoretel PARTNER SUPPORT $5, $5, (1 YEAR, NO PHONES) SHIPPING & HANDLING SHIPPING & HANDLING $2, $2, Materials Implementation Support Services Shipping and Handling Grand Total Price to Customer $78, $36, $6, $2, $123, Note: Changes to configuration may result in pricing changes. This quote also excludes sales tax, which will be added to the invoice. Any expedite fees incurred after quote acceptance will be added to the invoice.

12 Network Switch Costs Denali Systems HP Switch Costs $38, ZONES APC UPS s for Switches $14,025.32

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