SouthWestern Communications, Inc. - - Sole Authorized Distributor - Board Agenda Item - REVISED

                  BOARD AGENDA ITEM
MEETING DATE: September 8, 2025

AGENDA ITEM TITLE: Contract ~ Renewal ~ Cooperative Agreement
~Sole Source~ General Service Administration (GSA) Contract No.
47QTCA21D0098~ Rauland-Borg Corporation with Southwestern
Communications, Inc. (SWC) as a Sole Source Distributor~ Parts,
Installation, and Repair of Equipment, Instrumentation and Controls
Renewal #4 of 4~ Not to Exceed $500,000.00

QUICK SUMMARY ABSTRACT:
Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of
Operations

REQUESTED ACTION:
It is requested that the DeKalb County Board of Education (“the Board”) approve
the renewal of cooperative agreement with General Service Administration (GSA)
Contract 47QTCA21D0098; and Southwestern Communications, Inc., through
Rauland-Borg Corporation, as sole source authorized distributor for the
supply, installation, service, and maintenance of communications equipment,
replacements, and upgrades district- wide in the amount not to exceed
$500,000.00 through 2026.

This is the fourth and final (#4 of 4) renewal option.

RATIONALE:
Southwestern Communications, Inc., through Rauland-Borg Corporation, as
sole authorized distributor for communications equipment and replacements
district-wide will allow Dekalb County School District (“DCSD”) to upgrade TCU
Intercom Systems districtwide.

Approval of Southwestern Communications, Inc. as a sole authorized distributor
for communications equipment and replacements meets Strategic Goal Area 6.
Organizational Excellence

DETAILS:
Southwestern Communications, Inc., through Rauland-Borg Corporation, its
sole source distributor will provide installation and repair, of all intercom systems
district-wide. Scope of work includes installation, repairs, and replacements, for
TCU Intercoms, digital clocks, message board and speakers. Locations include
theaters, gymnasiums, cafeterias, and media centers.

The scope of this contract includes all duties necessary to meet the technical
support service, systems integration, and business requirements defined in the
Supplemental Agreement (Exhibit A).
                  BOARD AGENDA ITEM
Approval and use of Rauland-Borg Corporation as vendor is pursuant to Board
Policy DJE III(d)3b, Exceptions to Competitive Selection - Sole Source and Section
211 of the E-Government Act of 2002 (the Act) amended the Federal Property and
Administrative Services Act to allow for "Cooperative Purchasing."

Cooperative Purchasing allows for the Administrator of General Services to provide
states and localities access to certain items offered through the General Services
Administration's (GSA's) Federal Supply Schedule 70, Information Technology (IT),
and Consolidated (formerly Corporate Contracts) Schedule contracts, containing IT
Special Item Numbers (SINs).

SUMMARY:
The initial contract is a one (1) year contract with four (4), one (1) year optional
renewal. This is the fourth and final (#4 of 4) renewal of this contract through May
2026.

The use of the cooperative agreement with Southwestern Communications through
Rauland-Borg Corporation as sole source distributor is pursuant to Board Policy DJE
III(d)3b, Exceptions to Competitive Selection - Sole Source and Section 211 of the
E-Government Act of 2002 – Cooperative Purchasing

Use of this contract increases economies of scale, resulting in efficiencies regarding
volume discount pricing as well as administrative oversight. At this time, utilizing
the GSA Contract will result in the lowest cost to the district and allow DCSD to
expedite services.

Any single purchases which exceed $100,000.00 will be presented to the Board of
Education for approval in accordance with Board Policy DJE.

FINANCIAL IMPACT:
The contract amount for these services, not to exceed $500,000, will be allocated
from the General Fund Budget, Deferred Maintenance
100.2600.543013.00011.7520.9990.8013.040.0000

CONTACTS:
Mr. Erick Hofstetter, Chief Operating Officer, 678-676-1376
Mr. Bobby Moncrief, Director of Facilities, 678-676-1478

SUPPORTING DOCUMENTS:
   1. Supplemental Agreement -GSA – Contract No. 47QtCA21D0098
   2. GSA Contract No. 47QTCA21D0098 - Pricing
   3. Southwestern Communications, Inc. - Sole Authorized Distributor, Letter
      dated June 12, 2023
   4. Chronology of the Agenda Item
                 BOARD AGENDA ITEM
GOALS:
  Strategic Goal Area 6. Organizational Excellence


COGNIA STANDARDS:
Standard 5: Using Results for Continuous Improvement


STATUS:
         •   Approved by the Office of Legal Affairs


IMPLEMENTATION DATE:
Upon Board Approval