Agenda Item
viii. Contract ~ Award and Contract Spend Limit Increase ~ 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 (Not to Collectively Exceed $5,750,000)
Summary: Presented by: Mr. Darrell Stallings, Chief of Capital Improvements, Division of Capital Improvements
Request: It is requested that the DeKalb County Board of Education (“the Board”) approve the following:
The use of the General Services Administration (GSA) Contract No. 47QTCA21D0098 with Southwestern Communications, Inc. for the continued purchase, installation, maintenance, and repair of Rauland-Borg Corporation communication systems district-wide for a one (1) year term effective September 15, 2026, through September 14, 2027, not to exceed amount of $3,750,000.
An increase in the spend limit of General Services Administration (GSA) Contract No. 47QTCA21D0098 with Southwestern Communications, Inc., for the current renewal period (#4), expiring September 14, 2026, in the not- to- exceed amount of $2,000,000.
Why: Approval of the new contract through General Services Administration (GSA) ensures continuity of services with no disruption to critical life safety and communication systems, addresses immediate and ongoing district-wide needs for system upgrades, repairs, and replacements, and allows the DCSD to continue leveraging pre-negotiated GSA pricing and economies of scale, and maintain compliance with the existing contractual framework and approved scope of services under the current supplemental agreement.
The current DCSD Supplemental Agreement under GSA Contract No. 47QTCA21D0098 is approaching its expiration in September 2026. The previously Board-approved, not-to-exceed amount has been fully encumbered, while several time-sensitive and critical communication system projects remain outstanding and requires immediate execution prior to utilizing the new contract through General Services Administration (GSA) Contract No. 47QTCA21D0098, therefore additional funding is also requested for the current renewal period (#4) to address the current funding shortfall.
Details: The contract with Southwestern Communications, Inc., sole source provider, supports the installation, upgrade, and maintenance of Rauland-Borg communication systems, including intercom systems, clocks, and associated infrastructure across multiple facilities.
The agreement was initially executed with a defined term including renewal options, subject to Board approval. Currently, GSA has renewed the contract with Southwestern Communications, Inc., however, it has not provided the executed documentation. Our acceptance of use as a new contract is contingent on receipt of this document.
The new contract will extend services through the next term period while maintaining the same contractual structure, scope, and pricing methodology established under the GSA contract.
The Spend Limit Increase request is necessary for the current and final renewal to address the current funding shortfall and bridge the gap through acceptance of the new contract that GSA has with Southwestern Communications.
Financial impact: The contract is a total not to exceed $5,750,000.
Funds will be allocated from the General Fund Budget, Deferred Maintenance (100.2600.543013.00011.7520.9990.8013.040.0000)
Any single purchase which exceeds $100,000 will be presented to the Board for approval in accordance with Board Policy DJE.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Mr. Keith L. Ball, Executive Director Capital Improvements & Facilities, Division of Operations, 404.234.6985
Effective: Upon Board Approval
Status: Pending Approval by the Office of Legal Affairs
Out standing SWC projects (GSA Contract No. 47QTCA21D0098)
Emergency
Hawthorne ES $ 58,200 Intercom System Repairs/Replacment
Columbia ES 89,300 Intercom System Repairs/Replacment
Stone Mountain MS 99,850 Intercom System Repairs/Replacment
Stone Mill ES 70,665 Intercom System Repairs/Replacment
Jolly ES 97,250 Intercom System Repairs/Replacment
Stone Mountain HS 45,070 Intercom System Repairs/Replacment
McLendon ES 62,000 Intercom System Repairs/Replacment
Lakeside HS 166,050 Intercom System Repairs/Replacment
$ 688,385.00
Non Emergency
Fernbank $ 20,900 Intercom System Repairs
Coralwood 99500
Evansdale ES 90500
Sam A. Moss 39688.31
$ 250,588.31
Grand Total $ 938,973.31