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Revenue Generation: DCSD often has a large number of outdated electronics, such as old computers, printers, projectors, and other technology.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
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: __Legal Review and Approval - Amendment Request_________
(e.g., contract review, policy matter, etc.)
Date of request: ___4/8/2025_______________ Due Date: __4/15/2025__________3 to 5 business
days)
Background information/Detail: Contract~ Award~ RFQ 25-601~ Electronic
Recycling Program ~Vantage Point ITAD, eWaste ePlanet, LLC,
Imaan International, Inc., Premiere Surplus
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
Requested by: ___Darlene Y. Hughes, Esq______________________________________________
Email: _darlene_hughes@dekalbschoolsga.org___________ Telephone: __678-676-1447_____________
Department: ______Operations Division__________________________________________________
Cabinet Member authorizing the request: _____Erick Hofstetter_______________________________________
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) _____________________________
Comments: ____________________________________________________________________________
______________________________________________________________________________________