Agenda Item
a. RFP 25-607 Computer Device Repair and Insurance Services ~ Stratix Corporation (Not to exceed $3,234,403)
Summary: Presented by: Dr. Kermit Belcher, Chief Information Officer, Division of Information & Instructional Technology
Request: It is requested that the Board of Education approve the contract for RFP 25-607 Computer Device Repair and Insurance Services to Stratix Corporation for an amount not to exceed $3,234,403.
Why: The purpose of this agenda item is to approve the contract for RFP 25-607 Computer Device Repair and Insurance Services to Stratix Corporation. Access to technology is essential for both instructional integration and daily operations within a school district. The Division of Information and Instructional Technology (DIIT) has recognized the importance of maintaining up-to-date technology and has proposed a comprehensive plan for the replacement and maintenance of instructional devices, including Chromebooks and staff devices.
Details: Instructional devices are a critical tool for students, enabling them to access educational resources, complete assignments, and participate in virtual classrooms. By purchasing device repair and insurance, the district can ensure that students have continuous access to these essential tools, minimizing disruptions to their learning experience.
Investing in insurance for devices is a cost-effective solution that can save the district significant amounts of money in the long run. Insurance covers accidental damage, loss, and theft, which are common occurrences in a school environment. Without insurance, the cost of repairing or replacing damaged devices would fall on the district, leading to increased expenses.
Providing insurance for devices ensures that all students, regardless of their socio-economic background, have equal access to functional devices. This is particularly important in a one-to-one device program where each student is issued a device. Insurance helps to bridge the digital divide by ensuring that all students have the tools they need to succeed.
With an insurance plan in place, the repair process for damaged devices becomes more efficient. This will minimize downtime by reducing the time it takes to get devices back into the hands of students.
The district has made significant investments in technology to enhance the educational experience. By purchasing insurance, the district can protect these investments and ensure that devices remain in good working condition throughout their lifecycle. This aligns with the district's commitment to providing high-quality educational resources to students and staff.
After a thorough review of all responses, the awarded vendor is Stratix Corporation. The decision was based on the Firm’s overview / company profile, scope of services, relevant experience and expertise, professional references, and cost of services.
Financial impact: $3,234,403
General Fund
100.2210.530000.00011.7600.9990.0308.070.0000
Contact: Dr. Kermit Belcher, Chief Information Officer, Division of Information & Instructional Technology, 678.676.1274
Effective: June 2025
Status: Approved by the Office of Legal Affairs
Division of Information and Instructional Technology
(DIIT)
RFP 25 - 607
Computer Device Repair and Insurance Services
Executive Summary
1
RFP 25 - 607
Computer Device Repair and Insurance Services s
Executive Summary
This document outlines the solicitation process and requirements for selecting a provider of
computer device repair and insurance services in the form of a turnkey solution that provides
repairs, replacement of lost or stolen computer devices, extended warranty, and accidental
damage protection, which fall under the Instructional Device Lifecycle Management
Program for over 92,000 students and 11,300 staff members. The purpose of the solicitation is
to seek qualified responders with the professional qualifications, technical competence, and
specialized experience necessary to provide the required services.
Purpose
DCSD solicited for responses from qualified bidders with quality device products, professional
qualifications, technical competence, and specialized experience to provide the services
outlined in the scope of work in Part III of the Request for Proposal (RFP) 25-607. The awarded
respondent is expected to provide comprehensive repair and replacement, and insurance
services including labor, materials, tools, specialized equipment, supplies, trained personnel,
insurance, travel, per diem, direct and indirect administrative costs, overhead, tolls, parking,
fuel, lodging, and all other necessary costs. There should be no add-on charges of any kind,
and DCSD reserved the right to make multiple awards.
Background and Process
The evaluation team, consisting of six staff members from the Division of Information and
Instructional Technology (DIIT), evaluated the responses. Representation from the departments
was as follows: The Chief Information Officer (CIO), Technology Support Director, 2 Asset and
End-User Services representatives, 1 Technical and Support Services representative, and 1
Project Management Office (PMO) representatives. The proposal was written between
November and December 2024, published in February 2025, and evaluated from March 2025 to
April 2025. The deadline for receiving responses was March 20, 2025. There were nine vendors
responding, with eight deemed responsive.
The Purchasing Department posted RFP 25-607 on the district’s IonWave website and the
Georgia Procurement Registry on February 27, 2025, and advertised in the Champion
Newspaper on February 27 and March 6, 2025. Electronic notifications were sent to 11 vendors
from the district’s Vendor Bid List, 1021 vendors through the State of GA Procurement Registry,
and 325 vendors through IonWave.
2
Evaluation Results
Based on the careful evaluation of the eight choices, The Stratix Corporation appears to be the
best choice for meeting all expectations in the solicitation requirements. The choices considered
were:
1. The Stratix Corporation
2. CDW-G LLC
3. Virtucom, Inc.
4. Avery jones Educational Solutions
5. Converge Technology Solutions US, LLC
6. Integrated Office Solutions inc.
7. DIN Enterprises LLC
8. Dokun Technologies, LLC
The evaluation was based on the criteria below (pp. 27 – 29):
1. Firm’s Overview/Company Profile (20%)
a. Company’s name, location, and contact information
b. Years licensed to do business
c. Employee information
d. List certifications/partnerships with Chromebook and PC manufacturers
2. Scope of Services (35%)
a. Company’s detailed methodology and proposed strategy for:
i. Device Service Requirements
ii. Comprehensive Coverage
iii. Replacement Services
iv. Incident IQ
v. Reporting and Communication
b. Contact for emergency and after hour services
3. Firm’s relevant Experience and Expertise (20%)
Past Experience
4. Professional References (10%)
Three written recommendations letters
5. Cost (15% + add-on of 75 points for BAFO)
a. Cost of Services (15%)
i. Unlimited Service Repairs
ii. Comprehensive Insurance Coverage
b. Best and Final Offer (BAFO = +75 points)
3
The results of the evaluation were displayed by means of a decision table (see below), using the
criteria mentioned above and a total point system of 500 points (or 100%), with the add-on of an
additional 75 points (or additional 15%) for the BAFO. This is a total of 575 points.
Conclusion
After a careful evaluation of the services and costs for each of the proposals, The Stratix
Corporation appears to be the best choice.
4