Agenda Item
h. RFP 25-607 Computer Device Repair and Insurance Services Renewal ~ Stratix Corporation (Not to Exceed $3,234,382.60)
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 of the contract awarded under RFP 25-607 for Computer Device Repair and Insurance Services with Stratix Corporation in an amount not to exceed $3,234,382.60. This will be year two of five.
Why: Reliable access to instructional technology is essential to teaching, learning, and daily operations across the DeKalb County School District (DCSD). During the 2025-26 school year, the Division of Information and Instructional Technology (DIIT) competitively awarded RFP 25-607 to establish a comprehensive device repair and insurance program for district-issued student and staff devices. This agenda item seeks approval to renew that contract for the 2026-27 school year, ensuring continuity of services, protection of district assets, and equitable access to functional instructional technology.
Details: District-issued instructional devices, including Chromebooks and staff devices, are critical tools that support instruction, assessment, and digital learning initiatives. Renewal of device repair and insurance services ensures uninterrupted access to these tools by providing timely repair or replacement of devices impacted by accidental damage, loss, or theft.
Insurance coverage remains a cost-effective approach for managing a large, district-wide one-to-one device environment, reducing the financial burden associated with individual repairs or replacements. This coverage supports equity by ensuring all students, regardless of socio-economic background, maintain consistent access to instructional devices required for academic success.
Renewing this agreement allows the district to continue utilizing an established and efficient repair process that minimizes downtime and expedites device turnaround, enabling students and staff to remain engaged in instruction. Continued coverage also protects the district’s significant investment in instructional technology and supports responsible lifecycle management of devices throughout the contract term.
Key Services:
District-wide device repair services for student and staff instructional devices
Insurance coverage for accidental damage, loss, and theft
Streamlined intake, repair, and replacement processes to minimize device downtime
Rapid turnaround and logistics coordination to support instructional continuity
Lifecycle protection of district-issued devices across the one-to-one program
Financial impact: General Fund
100.2800.543200.00011.7600.9990.0308.070.0000
Contact: Dr. Kermit Belcher, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: Upon Board Approval
Status: Pending Approval by the Office of Legal Affairs
Division of Information and Instructional Technology
(DIIT)
RFP 25 - 607
Computer Device Repair and Insurance Services
Executive Summary
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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.
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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)
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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.
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