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
Chronology – ITB 25-599 Computer Devices, Accessories, and Associated Services
The Division of Information and Instructional Technology (DIIT) seeks approval to renew ITB
25-599, a districtwide purchasing vehicle that supports the ongoing acquisition of instructional
and administrative computer devices, accessories, and associated services. This renewal
ensures the district maintains a competitively awarded mechanism to respond efficiently to
evolving technology needs across schools and administrative locations, including device
refreshes, replacements, expansions, and unplanned contingencies.
ITB 25-599 was competitively solicited in accordance with DeKalb County School District
procurement policies to promote transparency, open competition, and best value. The
solicitation was publicly advertised and distributed through required procurement channels. Nine
bids were received, with seven deemed responsive to the requirements outlined in the bid
documents.
An evaluation was conducted by a cross-functional team from the Division of Information and
Instructional Technology using criteria defined in the ITB, including pricing, service capabilities,
responsiveness, and manufacturer offerings that best meet district needs. Based on this
evaluation, CDW-G was identified as the lowest responsive and responsible bidder for student
devices, and Virtucom, Inc. was identified as the lowest responsive and responsible bidder for
staff devices.
This contract renewal authorizes the continued availability of both vendors under the ITB but
does not approve specific purchases or obligate district funds. The renewal is not tied to a
single, defined project. Any future purchases under ITB 25-599 that exceed $100,000 will be
brought forward to the Board of Education for approval in accordance with Board purchasing
policy.
Key Services and Equipment:
CDW-G (Student Devices)
● Furnish student Chromebooks and related instructional computing devices
● Provide required accessories, including power supplies and protective components
● Perform device imaging, configuration, and enrollment aligned with district standards
● Apply asset tags, engraving, and barcoding for inventory tracking
● Stage and warehouse devices prior to deployment
● Coordinate shipping and inside delivery to schools and district facilities
● Support deployment to ensure devices are delivered ready for instructional use
Virtucom (Staff Devices)
● Furnish staff laptops, desktop computers, and administrative workstations
● Provide monitors, docking stations, and related peripherals as required
● Perform device imaging, configuration, and functional testing
● Apply asset tags, engraving, and inventory documentation
● Stage and warehouse equipment prior to delivery
● Coordinate shipping and inside delivery to schools, administrative offices, and district
locations
● Support deployment to ensure devices are operational upon delivery
Procurement
In accordance with Board of Education Purchasing Policy DJE III.D.3.h, The purchase is a
continuation of an existing purchase agreement, bid, request for proposal, time and material
contract, rental, lease, or purchase order duly authorized by the Board or its agent. This agenda
item does not request new funding or authorize additional spending. It renews an existing,
competitively awarded purchasing vehicle that allows the district to buy devices as needs arise.
The renewal is not tied to a specific project and does not create a financial obligation. Any future
purchase made under this ITB that exceeds $100,000 will be brought to the Board of Education
for approval in accordance with Board purchasing policy.
Financial Impact:
Item Vendor Cost 2025 Cost 2026
Chromebooks CDW-G $355.60 $355.60
(Acer N150 11.6")
Carts for School CDW-G $600.85 $600.85
(Manufacture varied)
Teacher & Admin Laptops Virtucom $957.55 $1425.09
(Dell Latitude 5550 15.6")
CTAE-STEM-eSport Laptops Virtucom $753.54 $1,389.00
(HP Pro 440)
CTAE-STEM-eSport Desktops Virtucom $888.00 $1392.55
(HP Pro 400 SFF) w/o monitor
Standard Desktop Virtucom $929.98 $1,235.00
(Dell OptiPlex Micro 7020) w/o monitor