Title: (HH) - Negotiated Contract with Avaya

Description:

Approve the negotiated contract with Avaya, the highest-rated, responsive, responsible responder, based on the evaluation criteria outlined in RFI 04C-001R, Telecommunications System for New and Replacement Elementary Schools.

·        An Evaluation Committee, consisting of District staff convened and reviewed all responsive information packages from the eight responders.  The Committee recommended that a contract be negotiated with Avaya.  Avaya is ranked number one in the Gartner Group’s Magic Quadrant for telephone communications systems and is the market-share leader in traditional and Internet Protocol (IP) telephony.

·        Through negotiations, this contract was expanded to upgrade all existing systems throughout the District. These negotiations leveraged the District’s buying power from an existing discount of 40% for the State of Florida contract for an excess of 50% for the District.

·        Beyond delivering state-of-the-art voice communications to District schools, these systems will:

         ♦       Enhance Security delivered to the elementary schools in the form of:

                  ▪     Malicious call trace with one touch recording

                  ▪     Caller ID

                  ▪     Emergency calls prioritization

                  ▪     Remote survivable, if any system(s) does down the remainder will continue to operate

                  ▪     Internet Protocol encryption

                  ▪     And all systems are ADA compliance

         ♦       Positions the District and leverage the current Avaya investment to:

                  ▪     Deliver voice mail for all schools in a more cost-effective, centralized fashion

                  ▪     Centrally administer absentee notification

                  ▪     Centrally deliver interactive grade notification

                  ▪     Deliver IP telephones in the future

·        The average cost per school is approximately $147,000 for elementary Schools, approximately $195,000 for middle schools and approximately $230,000 for high schools.

·        These improved systems will also be deployed to upgrade all existing systems as needed.  This implementation will reduce the cost of maintenance on products and service.

·        Under this contract, the School District of Palm Beach County is receiving pricing for a period of three years.

Recommendation:

I recommend approval of the negotiated contract with Avaya and authorize the Superintendent and Board Chairman to sign all necessary documents.

Financial Impact:
The financial impact to the Capital Budget is estimated at $5,500,000.  The source of funds is the capital construction budget (new and replacement schools) and the capital budget for Network and Technical Services (system upgrades).

For Additional Information, contact:

Joseph M. Moore (moorej@palmbeach.k12.fl.us)

Larry Padgett

Attachments (list):
Avaya Contract.pdf
Legal Checklist for Avaya.pdf
Avaya Beneficial Interest.pdf
RFI 04C-001R Document.doc