Agenda Item
iii. Contract Award ~ RFQ 25-601 ~ Electronic Recycling Program ~ Vantage Point ITAD, eWaste ePlanet, LLC, Imaan International, Inc., Premiere Surplus
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County School Board of Education (“the Board”) approve the contract award of RFQ 25-601 Electronic Recycling Program to the following recycling vendors:
Vantage Point ITAD
eWaste ePlanet LLC
Imaan International Inc.
Premiere Surplus Inc.
This contract is a Zero-Cost Budget.
Why: Using an electronic recycling company that pays for disposable items provides the district with a cost-effective way to manage e-waste while generating revenue. The payments received can help offset the costs of other district initiatives, freeing up space in schools and reducing disposal fees. Additionally, it ensures compliance with environmental regulations and data security standards, while promoting sustainability and responsible recycling practices. This contract not only supports the district’s financial health but also enhances its reputation for environmental responsibility, benefiting both the community and students.
Approval of the contract extension for the Electronic Recycling Program meets Strategic Goal Area: 6.2 Organizational Excellence
Details: The Request for Quote (RFQ) 25-601 was posted on IonWave on November 21, 2024. Additionally, RFQ 25-601 was advertised in the Champion Newspaper on November 21, 2024, and November 28, 2024. Electronic notifications were sent to 9 vendors from the DCSD Vendor Bid List, 404 vendors through the State of Georgia Procurement Registry, and 371 vendors via IonWave. Responses to the solicitation were received in the Purchasing Department on December 19, 2024. A total of seven (7) submittals were reviewed, all of which were deemed responsive to the requirements of the solicitation.
A few benefits of using a Certified Electronic Recycling company are:
1. Financial Benefit for the District
Revenue Generation: DCSD often has a large number of outdated electronics, such as old computers, printers, projectors, and other technology. By partnering with a recycling company that pays for these items, the district can generate a revenue stream from its e-waste. This money can be used to fund other educational programs, technology upgrades, or even classroom supplies.
2. Supporting Sustainability and Environmental Responsibility
Reducing E-Waste Impact: The district accumulates a large amount of electronic waste due to frequent upgrades and changes in technology. Improper disposal of e-waste can lead to harmful environmental consequences, as many electronics contain toxic substances like lead, mercury, and cadmium. By using a certified electronic recycling company, the district ensures that hazardous materials are safely recycled, minimizing harm to the environment.
Promote Green Initiatives: DCSD is committed to sustainability and want to set a positive example for students and our local community. Recycling old electronics through a company that pays for them can be a great way to promote environmental awareness within the district. It shows stakeholders the importance of responsible waste management and supports the district's sustainability goals.
3. Compliance with Regulations and Data Security
Ensure Compliance with E-Waste Laws: This contract will ensure that we are following laws that govern the disposal of electronic waste, and government entities must comply with these regulations. Working with a certified e-waste recycling company ensures that the district adheres to all local, state, and federal requirements, ensuring proper disposal and recycling of old electronics.
Data Destruction: A lot of the district’s devices have sensitive student and staff data on them. These certified recycling companies will offer secure data destruction services, ensuring that all data is permanently wiped from devices before they are recycled. This protects the district from potential data breaches or unauthorized access to confidential information.
4. Streamlined Disposal Process
Convenient and Efficient: Partnering with recycling companies that pay for e-waste will simplify the disposal process for the district, which often faces the challenge of managing large quantities of outdated equipment. The selected recycling companies will handle all logistics, from pick-up to transportation, which reduces the administrative burden on DCSD staff and ensures the process is efficient and hassle-free.
Waste Reduction: Without proper recycling, e-waste often ends up in landfills, where it takes up space and contributes to environmental pollution. By working with electronic recycling companies, the district will avoid this outcome and contribute to reducing the amount of e-waste that ends up in landfills, promoting a cleaner, more sustainable community.
5. Improved Public Image
Builds Trust with our Community: By demonstrating responsible environmental practices, we enhance our reputation within the community. Parents, students, and residents often value sustainability efforts, and knowing that the district is properly handling its e-waste can foster a positive outlook on the district and its leadership.
Publicize our Green Efforts: The district can use this recycling program as part of its public relations efforts. By highlighting the fact that we are turning e-waste into revenue while protecting the environment, the district can attract positive attention for our sustainability initiatives, potentially increasing community support.
Financial impact: There is no financial impact to the district. This contract will generate revenue for the district.
Contact: Mr. Erick Hofstetter, Chief Operating Officer; Division of Operations, 678.676.1475
Mr. Keith Singleton, Director; Business Services Department, Division of Operations, 678.676.1422
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
February 21, 2025 Page 1 of 2
RE: Award Recommendation Letter – RFQ 25-601 Electronic Recycling Program
Greetings Mr. Singleton,
RFQ 25-601 Electronic Recycling Program was formally processed through the Purchasing Department at
your request. Response(s) to the solicitation were received in the Purchasing Department on December
19, 2024.
Seven (7) submittals were reviewed and seven (7) deemed responsive to the requirements of the
solicitation. Please find attached the responsive proposals and the Abstract Sheet, which is the record of
the public opening/acknowledgement.
Please take the following course of action:
1) Convene the evaluation team. Remember that each individual serving as an evaluator must have a
completed and signed Solicitation Evaluator Agreement on file in the Purchasing Department. Your
team will work together to review and evaluate elements of each response in comparison to the
solicitation requirements.
2) Using this form, please advise the Purchasing Department as soon as possible of your award
recommendation(s) and the date you anticipate presenting your recommendation of award to the
Board of Education for approval.
REMINDER: Include the entire bid/rfq number and bid/rfq name in your Board of Education item
documentation so that we can later match the resulting Superintendent’s award directive to your
solicitation and produce an award letter.
3) If your Recommended Award Vendor is not the lowest priced offering, you must provide the
Purchasing Department your rationale for not awarding to the lowest responsive respondent. Use
an additional sheet to provide your rationale.
4) If there is only one line item on the solicitation or if there are multiple line items recommended for
award and to a single Award Vendor, simply fill in the information below for Recommended Award
Vendor #1.
5) If there are multiple line items to be awarded and/or if you recommend splitting the award to
multiple Award Vendors, you will need to fill in the name for each Recommended Award Vendor on
the lines below and attach the Tabulation indicating which items are to be awarded to each
Recommended Award Vendor.
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org
Page 2 of 2
6) Upon receipt of your award recommendation(s), the Purchasing Department will notify the Risk
Department of your award recommendation and contact the vendor(s) to request final and fully
compliant insurance certificates prior to issuance of the award letter and prior to commencement
or delivery of services under this solicitation.
Please email to Sierra McGhee-Adams at sierra_mcghee-adams@dekalbschoolsga.org
_______________________________
Recommended Award Vendor #1
________________________________
Anticipated BOE Presentation Date
_______________________________
Recommended Award Vendor #2
________________________________
Your Signature / Today’s Date
_______________________________
Recommended Award Vendor #3
_______________________________
Recommended Award Vendor #4
_______________________________
Recommended Award Vendor #5
Please feel free to reach out to me at 678 676-0120 with any questions or concerns. Your prompt response
is appreciated. Thank you.
Regards,
Carla L. Smith
Carla L. Smith
Executive Director, Vendor Services
CLS\WFC
Attachment – Submittal(s)
c: Mr. Erick Hofstetter
Mr. Kelvin Thornton
Mr. Weyman F. Christopher
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org