Agenda Item
c. ITB 25-599 Contract Renewal for Computer Devices, Accessories, and Associated Services
Summary: Presented by: Dr. Kermit Belcher, Chief Information Officer, Division of Information and Instructional Technology
Request: It is requested that the DeKalb County Board of Education approve the renewal and continued use of ITB 25-599: Computer Devices, Accessories, and Associated Services for the DeKalb County School District (DCSD) with CDW-G (student devices) and Virtucom, Inc. (staff devices).
This contract renewal does not authorize or obligate the expenditure of funds and is not associated with a single, defined project. Any future purchases under this ITB that exceed $100,000 will be brought forward for approval, in accordance with Board purchasing policy.
Why: This contract renewal is necessary to maintain an approved purchasing vehicle that allows the district to efficiently procure instructional and administrative technology equipment and related services as needs arise. Renewal of the ITB ensures continuity of service, competitive pricing, and operational flexibility without committing funds at this time.
Details: ITB 25-599 is a competitively solicited contract that enables DCSD to procure computers, peripherals, and associated services from qualified vendors. The scope includes, but is not limited to, Chromebooks, laptops, desktops, charging carts, imaging, engraving, asset tagging, warehousing, delivery, configuration, installation, and deployment support.
The solicitation resulted in nine bids, with seven deemed responsive. Following evaluation by the Division of Information and Instructional Technology, CDW-G was identified as the most responsive and responsible bidder for student devices, while Virtucom, Inc. was identified as the most responsive and responsible bidder for staff devices, based on pricing, service capabilities, and manufacturer offerings that best meet district needs.
CDW-G (Student Devices):
CDW-G will provide student Chromebooks and related instructional devices, including imaging, configuration, and asset tagging. Services also include warehousing, staging, delivery to district locations, and deployment support to ensure devices are prepared and ready for student use.
Virtucom, Inc. (Staff Devices):
Virtucom, Inc. will provide staff laptops and desktop computers, along with monitors and related peripherals. Services include device imaging, configuration, asset tagging, inventory documentation, delivery, and deployment support to ensure staff devices are properly prepared and operational.
Financial impact: No Financial Impact
Contact: Dr. Kermit Belcher, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
Division of Information and Instructional Technology
(DIIT)
ITB 25-599
Computer Devices, Accessories, and Associated
Services
Executive Summary
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ITB 25-599
Computer Devices, Accessories, and Associated Services
Executive Summary
This document outlines the bid process and requirements for providing computer devices,
accessories, and associated services for the DeKalb County School District (DCSD) for the
upcoming device refresh initiative which fall under the Instructional Device Lifecycle
Management Program for over 93,000 students and 11,500 staff members. The purpose of the
bid was to solicit responses from qualified bidders with the professional qualifications, technical
competence, and specialized experience necessary to provide the required services.
Purpose
DCSD solicited for bid responses from qualified bidders with quality device products,
professional qualifications, technical competence, and specialized experience to provide
computer devices, accessories, and associated services as outlined in the scope of work in Part
III of the Invitation to Bid (ITB) 25-599. The awarded bidder is expected to provide
comprehensive 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 bids. Representation from the departments was
as follows: The Chief Information Officer (CIO), 2 Asset and End-User Services representatives,
2 Technical and Support Services representatives, and 1 Project Management Office (PMO)
representatives. The bid was written between September and October 2024, published in
November 2024, and evaluated from December 2024 to January 2025. The deadline for
receiving responses was December 12, 2024. There were nine vendors responding, with seven
deemed responsive.
The Purchasing Department posted ITB 25-599 on the DCSD IonWave website and the Georgia
Procurement Registry on November 7, 2024, and advertised in the Champion Newspaper on
November 7 and 14, 2024. Electronic notifications were sent to 40 vendors from the DCSD
Vendor Bid List, 736 vendors through the State of GA Procurement Registry, and 252 vendors
through IonWave.
Evaluation Results
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Based on the careful evaluation of the seven choices, CDW-G and Virtucom, Inc. appear to be
the best choices for meeting all expectations in the solicitation requirements. The choices
considered were:
• CDW-G
• Virtucom, Inc.
• Vivacity Tech PBC
• Arey Jones Education Solutions
• Netsync Network Solutions
• ProLogic ITS, LLC
• The Stratix Corporation
The evaluation was based on the criteria below:
a. Services, Critical Paragraph page, and Three Client References—see pg. 4
b. Total Cost—see pp. 5 - 6
c. Manufacturers that best meet the needs of the district.
Conclusion
Following a thorough evaluation of the costs and proposed manufacturing processes for each of
the proposals, CDW-G and Virtucom, Inc. have emerged as the most favorable choices. CDW-
G has offered the most competitive pricing for student Chromebooks, while Virtucom, Inc. has
provided the best pricing for teacher laptops and all desktops.
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Services, Critical Paragraph Page, and Three References
Services Critical
Attachments B-1, Paragraphs:
Vendor B-2 & B-4 Attachment C Reference 1 Reference 2 Reference 3 Qualify or Disqualify
Arey Jones Pass Pass Pass Pass Pass Qualify
Pass
(See all comments
in Attachments B-1
CDW-G and B-4) Pass Pass Pass Pass Qualify
**DISQUALIFY**
None of the client
NYC Department of Depart of Social Services: Nassau County Office of references are comparable
Fail (No Transportation: Software Software Delivery / IT Purchasing: Goods in size or work effort or work
Malor & Company Pass Signature) Delivery / IT System System Computers 100 Laptops effort to DCSD. See p. 22
Netsync Network
Solutions Pass Pass Pass Pass Pass Qualify
ProLogic ITS, LLC Pass Pass Pass Pass Pass Qualify
Pass w/the
exception of Fail (Not
Rhodes Porter LLC Attachment B1 (#3) provided) No References Provided **DISQUALIFIED**
Pass w/the
Two references for the same client and same project were submitted. The bid requires
The Stratix exception of
three (3) clients, see pg. 22 in the bid
Corporation Attachment B4 (#5) Pass Pass
Virtucom, Inc Pass Pass Pass Pass Pass Qualify
Pass (See
comments on
pages at the end of
Vivacity Tech PBC Attachment B-2) Pass Pass Pass Pass Qualify
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Total Cost
The Stratix
CDW-G Virtucom, Inc Vivacity Tech PBC Arey Jones Netsync - Georgia ProLogic LLC Corporation
Chromebooks (Acer N150 11.6") $34,848,800.00 $40,229,000.00
Carts for Loaner Chromebooks (138) $82,917.30 $103,362.00 $116,753.00 $148,335.60 $150,586.80 $246,040.20
30 Loaner Chromebooks per Cart $1,472,184.00 $1,699,470.00
Dell Latitude 5550 15.6" Intel i7-1335u 16gb
512gb SSD Part # 3000184249718.1 $11,011,825.00 $12,887,867.34 $14,626,933.56 $14,702,247.90 $13,885,639.92
CTAE-STEM-eSport Laptops (HP Pro 440) $78,368.16 $97,047.60 $99,916.96
CTAE-STEM-eSport Desktops (HP Pro SFF) $1,580,640.00 $1,888,313.00 $1,929,502.20 $2,139,827.00
Standard Desktop (Dell OptiPlex Micro 7020) $331,212.84
TOTAL $36,403,901.30 $12,670,833.16 $42,031,832.00 $14,989,980.94 $16,804,688.32 $16,992,661.70 $14,131,680.12
Final Award
CDW-G Virtucom, Inc
Chromebooks (Acer N150 11.6") $34,848,800.00
Carts for Loaner Chromebooks (138) $82,917.30
30 Loaner Chromebooks per Cart $1,472,184.00
Dell Latitude 5550 15.6" Intel i7-1335u 16gb 512gb SSD
Part # 3000184249718.1 $11,011,825.00
CTAE-STEM-eSport Laptops (HP Pro 440) $78,368.16
CTAE-STEM-eSport Desktops (HP Pro SFF) $1,580,640.00
Standard Desktop (Dell OptiPlex Micro 7020) $331,212.84
TOTAL $36,403,901.30 $12,670,833.16
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*138 = 130 carts per school + 8 Schools will be eligible for two carts based on school enrollment greater than 1500
Calculations were based on the Information below:
Student Enrollment SIS Roster as of January 20, 2025= 92,728 (Total Students)
Total Chromebooks = 98,000 (Total Students + Loaner Chromebooks + rounded up)
Total Loaner Chromebooks for 138 Carts = 4,140
Total Number of School = 130 (Total Loaner Carts plus an additional 8 for the larger schools = 138)
Total Staff Laptops = 11,494 (round up to 11,500)
Total Standard Desktops = 353
Total CTAE-STEM-eSport Desktops (HP Pro SFF) = 1780
Total CTAE-STEM-eSport Laptops (HP Pro 440) = 104
Proposed Cost per Unit
The Stratix
Vivacity Tech Netsync Network
Corporation
Description and Model CDW-G Virtucom, Inc PBC Arey Jones Solutions ProLogic LLC
No Bid
Chromebooks (Acer N150 11.6") $355.60 $380.58 $410.50
$1782.90
Carts for School (Manufacture varied) $600.85 $920.00 $749.00 $833.95 $1059.54 $1075.62
No Bid
Teacher & Admin Laptops (Dell Latitude 5550
15.6") $997.97 $957.55
No Bid No Bid
CTAE-STEM-eSport Laptops (HP Pro 440) $938.64 $753.54 $933.15 $960.74
No Bid No Bid
CTAE-STEM-eSport Desktops (HP Pro 400 SFF) $1060.45 $888.00 $1060.85 $1083.99 $1202.15
No Bid
Standard Desktop (Dell OptiPlex Micro 7020) $938.69 $929.98
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