SWSD Phone Proposal Presenter: Tom Atkins June 26 th 2013
Project Overview What is VOIP Why do we need it? What does it cost? What does success look like?
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 voicemail 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.
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.
Why go with this Solution? Network Convergence (Huh?) Voicemail to email 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
Project Timeline
Project Costs: Hardware and Implementation costs: Shortel/CenturyLink Hardware and Software costs: $123,579.94 Network HP POE switch Hardware costs: $52,100.42 Shortel/CenturyLink Professional services: $17,570.90 Total Estimated Project Costs $ 193,250.74 Annual recurring costs: Old phone system annual costs Whidbey Telecom: $ 44,412.00 Annual costs (SIP/PRI) Whidbey Telecom $ 15,719.40 Annual Shortel/CenturyLink Support costs $ 6,651,66 Overall annual savings: $ 22,041.04
Dependencies, Risks, and Resources Vendors Shortel- CenturyLink Whidbey Telecom, Denali Systems & Zones Remote Teams VOIP Project Network Provisioning Contractual / Scheduling SIP/PRI provisioning
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 email and are more responsive to student and parental requests.
Appendix Pricing Schedule CenturyLink Network Switch Pricing Schedule Network Switch Statement of Work Statement of Work
VOIP Hardware and Software Costs Catalog Number Description Unit Price Qty Total Price South Whidbey Island Shoretel 10196 ShorePhone IP230 - Black (6.1 or later) $99.63 220 $21,918.60 10211 IP212K/230/265 Wall Mount Kit $6.22 1 $6.22 10217 ShorePhone IP115 - Black (7.5 or later) $40.68 17 $691.56 10219 ShorePhone IP265 - Black (7.5 or later) $164.48 20 $3,289.60 10223 Kit, rack mounting tray, for ShoreGear Switch 1U half width, holds $56.01 7 $392.07 two 1U half width switches 10259 ShoreGear 50-1U half width, Max Capacities - 50 IP phones, 2 $954.23 1 $954.23 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. 10260 ShoreGear 90-1U half width, Max Capacities - 90 IP phones, 4 $1,432.54 7 $10,027.78 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. 10322 ShoreGear T1k - 1U half width, Max Capacities - 1 T1, 0 IP phones, $1,671.69 2 $3,343.38 0 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) 10384 Starter Kit : IP930D DECT Phone (Includes Base, Handset & $300.08 5 $1,500.40 Charger) 18009 ShoreWare Emergency Notification, 6 or more $2,630.70 1 $2,630.70 29148 ShoreTel 14 Software (Controlled Release) $0.00 1 $0.00 30035 Extension & Mailbox License $95.66 230 $22,001.80 30039 Extension-only License (requires ShoreTel 5.2 or higher) $66.96 48 $3,214.08 30044 Additional Site License $236.76 4 $947.04 30051 Mobile Access License $45.44 2 $90.88 40005 Personal Access License $0.00 275 $0.00 40006 Operator Access License $284.59 5 $1,422.95 40007 Workgroup Agent Access License $141.10 5 $705.50 4242908L1SBC Adtran Total Access 908e Session Border Controller $1,720.80 1 $1,720.80 60047 Kit, Analog Harmonica & Telco 25PR (FF) Cable For ShoreGear 30, $58.36 10 $583.60 50, 90 and 220T1A Switches Contract Term AT1505EV-BU CAT 5E VIP 5FT BLUE $3.52 130 $457.60 AT1507EV-BU CAT 5E VIP 7FT BLUE $2.68 150 $402.00 DL360E HP DL360E GEN8 E5-2403 8SFF US Server $2,284.45 1 $2,284.45 DL360E Warranty Hewlett Packard 3YR SUP 24X7 4HR DL360E $671.06 1 $671.06 36 QINTR-SHORETEL INTEGRATION-SHORETEL $36,309.52 1 $36,309.52 QUM-QSTD-94111 CenturyLink Feet on the Street and Shoretel PARTNER SUPPORT $5,980.60 1 $5,980.60 12 (1 YEAR, NO PHONES) SHIPPING & HANDLING SHIPPING & HANDLING $2,033.52 1 $2,033.52 Materials Implementation Support Services Shipping and Handling Grand Total Price to Customer $78,585.24 $36,309.52 $6,651.66 $2,033.52 $123,579.94 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.
Network Switch Costs Denali Systems HP Switch Costs $38,074.90 ZONES APC UPS s for Switches $14,025.32