Executive Session, Work Session, Community Input Session & Business Meeting

Summary: BOARD MEMBERS:
Mr. Diijon B. DaCosta Sr., Board Chair
Mrs. Deirdre P. Pierce, Vice Chair
Mrs. Anna Hill
Mrs. Whitney McGinniss
Ms. Allyson Gevertz
Mrs. Vickie B. Turner
Dr. Joyce Morley

Dr. Vasanne S. Tinsley, Interim Superintendent

Summary: It is requested that the DeKalb County Board of Education adjourn the May 8, 2023 executive session and convene the work session and business meeting.

Motion by: ___________
Seconded by: __________
Vote: ________

Summary: It is requested that the DeKalb County Board of Education adopt the May 8, 2023 work session and business meeting agenda.

Motion by: ________________
Seconded by: _____________
Vote: ______________

Summary: Presented by: Dr. Vasanne S. Tinsley, Interim Superintendent

Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance

Summary: Presented by: Mr. Diijon B. DaCosta, Sr., Board Chair

Summary: Presented by: Dr. Vasanne S. Tinsley, Interim Superintendent

Status: Attorney Approval Not Required

Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance

Request: It is requested that the Board of Education accept the March 2023 Monthly Financial Report.

Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, Division of Finance, 678.676.0278

Status: General Counsel approval not required

Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance

Request: It is requested that the Board of Education approve the selection of Loomis Armored US, LLC for district wide armored car services for a period of one year (with four (4) one-year extensions) at a price no greater than $384,000 subject to execution of an Agreement acceptable to the District.

Details: Loomis operates the largest cash distribution network in the U.S., with nearly 200 locations, a fleet of more than 4,000 vehicles, and a dedicated employee base of over 10,000 professionals. The SafePoint Titan smart safe (trademarked) installed at each school will improve operational efficiency and increase security. The SafePoint Titan smart safe system by Loomis is proprietary technology centered around an ATM-like deposit box and the industry’s premier cash management solution. It allows individual schools to make deposits on site as often as is necessary into a secure location, tracks those deposits, and automatically calls for pick-up as is necessary. Loomis works with its banking partners to acknowledge each deposit into the smart safes to effectively “advance” that deposit to DCSD regardless of when the cash is physically collected by Loomis. This cash management ecosystem, is designed to streamline cash-handling processes, increasing efficiency, and improve cash flow with guaranteed daily deposits in DCSD bank accounts based on the individual school deposits.

Financial impact: Expenditures will be made using the following accounts:

School Nutrition Program - ($48K) There is no impact to the General Fund. School Nutrition Services is a self-supporting entity with revenue based on meal participation and supplemental sales.

School District Finance System - ($336K) This is a general fund account.

Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0278
Mrs. Carla Smith, Vendor Services Executive Director, Division of Finance, 678.676.0120

Effective: Upon Board approval

Status: Approved by General Counsel

Summary: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance

Request: It is requested that the Board of Education approve the budget adjustment to cover additional costs for temporary staffing services on an as-needed basis in the not to exceed amount of $750,000. This will bring the total amount to $1,250,000.

Details: On Monday, September 12, 2022, the Board of Education approved the first renewal of RFQ 22-534 for temporary staffing services and its recommended awarded vendors as the most responsive and responsible offeror for the not to exceed amount of $500,000. It is requested that the budget be increased by $750,000 to cover additional expenses for temporary staffing services for the remainder of FY23 and beginning of FY24 until renewal expiration.

Financial impact: Estimated FY23 spend - $325,000
Estimated FY24 spend - $425,000
Cost will be paid from the general fund GL code 100.2300.530000 for professional services. The financial impact will be cost natural as amount will be covered by cost savings from multiple funding sources.

Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678-676-0278
Mrs. Carla Smith, Executive Director of Vendor Services, Division of Finance, 678-676-0120

Status: Upon Board approval

Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance

Request: It is requested that the Board of Education approve the Independent Contractor Agreement (ICA) with Bryan Cave Leighton Paisner with a total contract value not-to-exceed $64,000.

Details: This ICA is for consulting services and advice on tax abatement matters affecting or in favor of the DeKalb County School District. The term if the ICA is May 8, 2023 through December 31, 2023.

Financial impact: The budget for these services is allocated from cost code 100.2300.530000.00011.7060.9990.8010.015.0000

Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0278

Effective: Upon Board approval

Status: Approved by General Counsel

Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance

Request: It is requested that the Board of Education approve the Tentative Budget/Revenue Budget Projections and Tentative Tax Levy for FY2024.

Details: The presentation includes a summary of the estimated revenues and budgeted expenditures for the major funds including the preliminary operating general fund budget, special revenue, enterprise, capital outlay funds.

Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0278

Status: General Counsel approval not required.

Summary: Presented by: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources.

Request: It is requested that the Board of Education approve the April 2023 Human Resources Report.

Status: Attorney approval is not required.

Summary: Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum and Instruction

Request: It is requested that the DeKalb County Board of Education approve the contract renewal between Metropolitan Regional Educational Service Agency (MRESA) and Metro East Georgia Learning Resources System (MEGLRS) for an additional year in an amount not to exceed $150,000.00.

Details: MRESA is a state agency which provides professional development throughout the metropolitan Atlanta area through shared resources. MEGLRS is a part of a network of 17 regional programs that provide training and resources to school district personnel, parents of students with disabilities, and other interested individuals to support the achievement, graduation rate, and post-secondary success of students with disabilities. The programs are funded by the Georgia Department of Education, Divisions for Special Education Services and Supports, and are operated in collaboration with Regional Educational Service Agencies (RESA’s) or a local school district that serves as a fiscal agent. MEGLRS is funded entirely with federal discretionary funds made available by the state through the Individuals with Disabilities Education Improvement Act (IDEA). There is an existing Memorandum of Understanding (MOA) between the Georgia Department of Education and DeKalb County School District (DCSD) in which DCSD serves as the fiscal agent for MEGLRS.

Under this agreement, on an as needed basis, MRESA will provide MEGLRS with the following professional services in accordance with the assurances and activities described in the MEGLRS Grant Application:


Two part time New Teacher Induction Specialists to provide professional learning and coaching for special education teachers with 1-3 years of service.
One part time Project Facilitator to design and provide professional learning to general and special education teachers and administrators regarding identified areas of need which could include such topics as the implementation of the Individual with Disabilities Education Act (IDEA), improving post-secondary outcomes for students with disabilities, and increasing the achievement and graduation rate of students with disabilities.
One contractor to provide a single event, the Spring Legal Conference, where special education administrators are provided updates on case law that is relevant to the implementation of IDEA.


During the 2022-2023 school year, the following topics were addressed by the existing New Teacher Induction Specialist and the Project Facilitators:


New Teacher Induction - New Teacher Coaching Support
Social Emotional High Leverage Practices - Train the Trainer model
Check and Connect
Functional Behavioral Assessments and Behavior Intervention Plans
Mindset
Behavior Support
Understanding the Autistic Child
De-escalation Strategies for Paraprofessionals


Based on current requests for training, in addition to all of the above topics, the following trainings will be added for the 2023-2024 school year:


Increased New Teacher Coaching Support
Specially Designed Instruction - Train the Trainer model
Understanding the Psychological Evaluation
Classroom Management
Restorative Practices
Structured Literacy

Financial impact: The contracted amount of $150,000.00 will be paid to MRESA by MEGLRS using funds allocated by the Georgia Department of Education. As the fiscal agent for MEGLRS, the DeKalb County School District will be compensated through payments by the Georgia Department of Education upon submission of documented allowable disbursements, plus documentation of completion of specific performance objectives.

Grant Funds Charge Code:
530.2210.530000.05721.7340.2712.8010.035.0000

There is no financial impact on the DeKalb County School District.

Contact: Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum and Instruction, 678.676.0731
Ms. Michele Summerlin, Executive Director of Exceptional Education, Division of Curriculum and Instruction, 678.676.2163

Effective: July 1, 2023 - June 30, 2024

Status: Approved by General Counsel

Summary: Presented by: Division of Equity and Student Empowerment

Summary: Presented by: Office of Continuous Improvement (Accountability)

Summary: Presented by: Monika Davis, Chief Information Officer, Division of Information and Instructional Technology

Request: It is requested that the Board of Education approve the contract renewal for the Incident IQ Ticketing System at a cost not to exceed $157,717.72.

Details: Incident IQ is a service management platform that supports technology infrastructure and device repairs district-wide. Incident IQ provides simple help submission option for teachers, staff and students, powerful workflows for support teams, and detailed analytics. Incident IQ also provides customized support for the district's technology-related change management processes.

Incident IQ is the first line of defense for technical issues for all district technology users.

Pursuant to Board of Education Policy DJE, the purchase of Incident IQ services meets the policy definition of a single source. Incident IQ is a legacy system with a multitude of historical data that requires a significant implementation period (spanning multiple years) with ongoing compatibility and standardization with other systems and district processes.

Financial impact: $157,717.72
Budget Code: 100.1000.561200.00011.7600.9990.0308.070.0000

Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274

Effective: June 2023

Status: Approved by General Counsel

Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology

Request: It is requested that the Board of Education approve the renewal of BrainPOP and BrainPOP, Jr., with BrainPOP, Inc. at a cost not to exceed $186,637.42.

Details: BrainPOP is a group of educational websites with over 1,000 short, animated movies for students in grades K-12. Together with quizzes and related materials, BrainPOP covers the subjects of science, social studies, English, math, engineering and technology, health, arts, and music.

It provides engaging and creative ways to explain complex concepts to students. It is a trusted learning resource that supports core and supplemental subjects and provides access to millions of learners worldwide.

For the 2022 - 2023 school year, the DeKalb County School District’s BrainPOP use data includes:





Unique Users
Unique Users
Total Logins
Total Logins



Students
Teachers
Students
Teachers


BrainPOP
52,100
3,745
779,148
76,588


BrainPOP, Jr.
27,833
2,377
273,736
44,648


Total
79,933
6,122
1,052,884
121,236




BrainPOP continues to be an essential tool utilized by students and teachers to support learning, both virtually and in person. Both BrainPOP and BrainPOP, Jr. are now the most used applications in our Launchpad portal.

These engaging educational sites have numerous subscribers nationally and globally. District subscribers similar to the demographics and size of the DeKalb County School District include, but are not limited to Austin ISD (TX), Northside ISD (TX), Milwaukee Public School District (WI), School District of Orange County (FL), and School District of Palm Beach (FL).

Pursuant to Board of Education Policy DJE, the purchase of BrainPOP does not require a competitive bid because it meets the policy definition of a sole source. The DeKalb County School District has purchased BrainPOP services for 12+ years with consistent data to support continuous renewal. The DeKalb County School District utilizes BrainPOP to help deliver on the district’s promise to continue providing learning for all students.

Financial impact: $186,637.42

General Funds
100.1000.561200.00011.7600.9990.0308.070.0000

Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274

Effective: June 2023

Status: Approved by General Counsel

Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology

Request: It is requested that the Board of Education approve the purchase of the Lightspeed Content Filter platform from CDW-G at a cost not to exceed $903,550.00.

Details: Lightspeed system is a scalable content filter solution that ensures compliance, student safety, flexible policies, reporting, and access to valuable web resources-without over-blocking resources that support the district's digital learning environments for our students and teachers. This system also provides classroom management support by providing the classroom teacher and parents with visibility of student web activity.

In accordance with Board of Education Purchasing Policy DJE III.D.3.d. The Purchasing Department shall be authorized to make purchases through inter-governmental and educational cooperatives, alliances, and consortiums to achieve cost savings and administrative efficiencies based on economies of scale. Therefore, this purchase will utilize the Sourcewell cooperative purchasing agreement #081419-CDW-G .

Financial impact: $903,550.00

General Fund
100.1000.561200.00011.7600.9990.0308.070.0000

Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274

Effective: June 2023

Status: Approved by General Counsel

Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology

Request: It is requested that the Board of Education approve the purchase of the annual renewal agreement for the Infinite Campus Student Information System with K-12 Solutions Group at a cost not to exceed $1,274,733.19.

Details: DCSD transitioned to Infinite Campus as our student information system during the 2014-15 school year. The transition has successfully enabled DCSD to efficiently register, enroll, and schedule students; effectively support end users in various departments and program areas (e.g., CTAE, Counseling, EL/ESOL, Homeless, Hospital/Homebound, RTI, Social Worker, 504, and SPED); successfully complete state reporting tasks to acquire and maximize funding for the school district; and better communicate with parents via the Campus Parent Portal as well as the Infinite Campus mobile application. For the 2022-2023 school year, there were 70,886 active Parent Portal accounts (a 2.3% increase over 21-22 year) with a 5.5% increase in average weekly parent logins during 22-23 compared to the prior school year.

Improvements Over the Last Year:


Implemented updates and enhancements to the following Infinite Campus components to better address user needs, improve data collection/reporting efficiency and effectiveness, and enhance overall functionality: Ad Hoc Reporting, Academic Planning, Attendance, Calendar, Campus Instruction, Census, Combine Person Tool, Contact Logs, Custom Tabs, Data Change Tracker, Data Utilities, Digital Repository, Enrollments, ETCH, Fees, Forms, Grading & Standards, Grading Setup, Health, Learner Planning, Messenger, Navigation, OneRoster, Online Registration, Parent and Student Portals, Security, Scheduling, Schedule Wizard, Survey Tool, Tableau/VizIT, Transcripts, and User Accounts.



Implemented the new 504 module for more effective management of 504 eligible students regarding referrals, meetings, staff and parent forms, email notifications, 504 plan creation, and student accommodations (testing and classroom).



Facilitated better use of the ETCH (Error Tracking, Checking & Handling) module by schools and program areas to further streamline and improve Georgia State Reporting and provide more accurate reporting of FTE, Student Record, Student Class, and CCRPI data.



Created new and updated existing Tableau data visualizations to improve and enhance data sharing, monitoring, and reporting at the school and district levels.



Further promoted the value and creation of Campus Parent Portal Accounts for monitoring student schedules, assignments, attendance, and grades as well as notification of school and district announcements.



Promoted and supported the use of the Annual Verification feature within Campus Parent Portal to allow parents/guardians to electronically verify and update their student and household information, thereby eliminating the need for paper-based verifications.


Single Source. The required goods or services can only be obtained from one source among others in a competitive marketplace for a substantial reason such as compatibility or standardization provided a reasonably diligent search has been made for other vendors or other appropriate information has been obtained to determine a vendor’s single source status. Written documentation of such determination, in a manner prescribed by the Superintendent or the Superintendent’s authorized designee, shall be maintained in the project and/or contract files. For capital improvement projects, specified equipment and materials of a proprietary nature will be identified and submitted to the State DOE Receiving State Capital Outlay Funds 160-5-4-.16(a)(8).

Pursuant to Board of Education Policy DJE, the purchase of Infinite Campus does not require a competitive bid because it meets the policy definition of a single source. Infinite Campus was competitively selected as the district’s student information system and K12 Solutions the vendor through RFP 14-11. RFP 14-11 was approved by the Board of Education on July 7, 2014. The district’s Student Information System, much like the district’s Enterprise Resource Planning (ERP) System, is a critical legacy system that requires massive implementation period (spanning multiple years) with ongoing compatibility and standardization with other systems and district processes.

Financial impact: $1,274,733.19 - General Budget
100.1000.561200.00011.7600.9990.0308.070.0000

Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274

Effective: June 2023

Status: Approved by General Counsel

Summary: Presented by Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology

Request: It is requested that the Board of Education approve the purchase of Canvas Learning Management System with Instructure, Incorporated at a cost not to exceed $978,630.00.

This is year 3 of a 5-year agreement.

Details: DeKalb County School District is committed to providing equitable access and instructional continuity through the implementation of Canvas as its learning management system.

This instructional tool will allow the district to:

support teaching and learning in a virtual environment;
support access to and utilization of the District's Board-approved curriculum.
deliver professional learning for all staff members.
facilitate and collect student assignments and assessments.
integrate seamlessly with legacy systems such as Infinite Campus, Microsoft Office products, Google Apps for Education, and many other tools utilized by the district.
analyze engagement data using many reports and analytics.
promote parental engagement through the parent portal feature.

The district's learning management system is a critical legacy system that requires a significant implementation period with ongoing compatibility and standardization with other systems and district processes. Canvas replaced the district's former learning management system (LMS) itsLearning, also referred to as VERGE, during the 2022-2023 school year.


Evaluation and Selection
Canvas was selected by qualified professional instructional staff and students based on sound pedagogical judgment and the district's best interest during the Spring Semester of the 2020 - 2021 school year. The Division of Information and Instructional Technology used the 2021-2022 school year to tend to the following tasks for transition and the preparation of district adoption of Canvas:

Phase I: Authentication The district worked with application development to develop the basic account structure and functions for users. This phase included determining roles, login procedures for students and teachers.



Phase II: Data Provisioning The provisioning process required the district to determine how to connect Canvas to Infinite Campus to add student information data to the Canvas account. This process also allowed for the setting up of the grade pass back feature between Canvas and Infinite Campus, our student information system.



Phase III: DCSD (DeKalb County School District) Branding The setup of Canvas required the district to personalize Canvas with branding, features, and applications. During this process, the district collaborated with Canvas, Microsoft, Apex, BrainPOP, and other applications to create a learning experience that works all within the DCSD ecosystem.



Phase IV: Onboarding and Launching The systemic adoption required the district to communicate the implementation plan to the district leaders, principals, and all local school instructional staff. Once this information was communicated, Instructional Technology developed courses and training resources to support school-based training for Digital Learning Teams, focusing, transitioning, and implementing Canvas with teachers. This also provided an opportunity to engage school-based stakeholders.


Pursuant to Board of Education Policy DJE, the purchase of Canvas does not require a competitive bid because it meets the policy definition of a single source. Canvas also meets the definition of "instructional software" as outlined in board policy.

Financial impact: $978,630.00

General Fund
100.1000.561200.00011.7600.9990.0308.070.0000

Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274

Effective: $978,630.00

General Fund
100.1000.561200.00011.7600.9990.0308.070.0000

Status: Approved by General Counsel

Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology

Request: It is requested that the Board of Education approve the annual subscription for the wireless maintenance agreement from Integrated Communications Networks (ICN) at a cost not to exceed $335,055.40.

Details: The DeKalb County School District has committed to providing equitable access to devices for students and staff. These devices utilize wireless technology to access instructional content and numerous cloud-based applications. This maintenance agreement will provide critical support for over 8,000 wireless access points and associated wireless hardware installed throughout the school district.

This one-year maintenance agreement falls under existing RFP 20-516, last approved in March 2023.

Financial impact: $335,055.40

General Fund
100.1000.530000.00011.7600.9990.0308.070.0000

Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274

Effective: June 2023

Status: Approved by General Counsel

Summary: Presented by Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology

Request: It is requested that the Board of Education approve the purchase of physical security equipment and services from Convergint Technologies, LLC in an amount not to exceed $17,000,000 to support the District-Wide Physical Security Refresh Initiative.

Details: A significant percentage of the district’s facilities have aged physical security equipment that needs to be replaced.  This initiative will replace our legacy infrastructure with state-of-the-art physical security components. The transformational integration of these components will allow for better end-user access, monitoring, and operations experiences. 

To ensure successful implementation, the Division of Information and Instructional Technology will collaborate with all vendor partners to:

Conduct comprehensive site assessments at all DCSD schools, centers, and facilities to gather critical information that will inform the project and ensure safety standards are implemented across all sites;
Update Door Access Control System to help limit and control traffic flow;
Update the Intrusion Alarm Systems to further protect the perimeter of all facilities and inform first responder of incidents involving a breach for immediate verification and dispatch;
Update CCTV Security Cameras (8000+) to provide enhanced visibility as a force multiplier in each school and act as a resource for dispatching officers & investigations. Advanced AI will allow users to assess vulnerabilities and make more educated decisions when mitigating a response; and
Provide training and ongoing support for all users.

This initiative is a resource and work-intensive project that will span multiple years.

Physical Security infrastructure at all schools, centers, and facilities will be refreshed in this project.

The district will utilize RFP 22-475 Physical Security Camera Infrastructure, Intrusion Detection Alarm System, and Access Control System for procurement of equipment and services. This RFP was last approved by the BOE in December 2022.

Financial impact: $17,000,000

306.2210.573400.80336.7600.9990.8010.070.0000 (SPLOST)
306.2210.561600.80336.7600.9990.8010.070.0000 (SPLOST)

Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274

Effective: June 2023

Status: Approved by General Counsel

Summary: Presented by: Division of Community Empowerment, Innovation and Partnerships

Summary: Erick Hofstetter, Chief Operating Officer, Division of Operations

Request: It is requested that the Board of Education approve an easement and Right of Way to the City of Dunwoody for improvement to the sidewalk on Vermack Road along the front of Dunwoody High School.

Details: The City of Dunwoody has requested an easement and Right of Way to continue their sidewalk project. This project will improve and expand the sidewalk on Vermack Road which provides more accessibility to students and community members. This project will include repairing cracked sections of the sidewalk that are hazardous while also expanding the sidewalk improving accessibility.

Area of the easement and Right of Way has been appraised at a value of $25,281.00.

Financial impact: The value of the easement is $25,281.00. These funds will be placed in the General Fund.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1470
Mr. Hans G, Williams, Director of Planning & E-SPLOST Programming, Division of Operations, 678.676.1588

Status: Approved by General Counsel

Summary: Erick Hofstetter, Chief Operating Officer, Division of Operations

Request: It is requested that Board of Education approve an easement to Georgia Power to allow for improvement to existing distribution lines which service Southwest Dekalb HS and other DeKalb residences.

Details: The purpose of this project is to strengthen the existing distribution lines which service Southwest DeKalb HS site off Kelley Chapel Road. Overhead lines in certain areas may be more prone to outages caused by trees contacting lines or vehicular collisions. By replacing targeted portions of overhead lines and equipment, Georgia Power hopes to reduce the number and length of power outages.

Financial impact: As this easement will directly benefit the District, the financial impact of this easement will be $10.00 paid by Georgia Power to the District.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations 678.676.1470
Mr. Hans G, Williams, Director of Planning & E-SPLOST Programming, Division of Operations, 678.676.1588

Effective: Upon board approval

Status: Approved by General Counsel

Summary: Erick Hofstetter, Chief Operating Officer, Division of Operations

Request: It is requested that the Board of Education approve the award of General Contractor Services for Playground Equipment Repairs, Replacements and Outdoor Equipment Installation Services Contract Limit Increase district wide to PlayPower Inc, on an as-needed basis during 2023. Work to be performed as per Sourcewell Solicitation Number: RFP #010521 for playground equipment repairs, replacements, and outdoor equipment installation services district wide to a not to exceed amount of $2,500,000.

Details: The Design and Construction Department is requesting approval to perform playground equipment repairs, replacements, and outdoor equipment installation services district wide to be performed by PlayPower Inc on an as-needed basis during 2023.

The Design and Construction Department is requesting to utilize a Sourcewell (formerly known as National Joint Powers Alliance) cooperative contract. Sourcewell Solicitation Number: RFP #010521 contract permits the construction of playgrounds for K-12 education uses. This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and PlayPower, Inc., 11515 Vanstory Drive #100, Huntersville, NC 28078 (Vendor). PlayPower Inc is the exclusive distributor of PlayPower, Inc. in the State of Georgia.

Sourcewell issued a public solicitation for Playground and Water Play Equipment with Related Accessories and Services from which Vendor was awarded a contract.

Use of Cooperative Agreements increases economies of scale, resulting in efficiencies regarding reduced unit costs as well as shipping costs, installation, and administrative oversight. This recommendation is based on the review and evaluation of the price quote provided by the Sourcewell contract regulations. The DeKalb County School District’s Standard Form of Fixed Price Construction Contract will be used. PlayPower Inc. is located at 8014 Cumming Hwy. Suite 403 #313, Canton, GA 30115.

Financial impact: The total contract amount for the district wide playground equipment repairs, replacements, and outdoor equipment installation services to a not to exceed amount of $2,500,000 will be allocated from general funds.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, 678.676.1470
Mr. Richard H. Boyd, Director of Design and Construction, 678.676.1483
Mr. Bobby Moncrief, Director of Facilities, 678.676.1478

Effective: Upon Board Approval

Status: Approved by General Counsel

Summary: Erick Hofstetter, Chief Operating Officer, Division of Operations

Request: It is requested that the Board of Education approve the contract extension for ITB 19-752-032 for Gym Floor Maintenance, Repair, Recoat and Re-finishing Services with Fuller Sport Floors, for an additional year through June 4, 2024, for a not to exceed amount of $500,000.

Details: On April 15, 2019, the Board of Education approved Fuller Sport Floors, as the most responsive and responsible bidder to provide gym floor maintenance, repair, recoat and re-finishing services throughout the District, on an as needed basis for both the Facilities Maintenance Department and the District’s E-SPLOST Capital Improvement Program. This recommendation is for the fourth of four (4) one-year (1-year) contract renewal options. Fuller Sport Floors is located at 180 Mountain Laurel Drive, McDonough, GA 30252.

Financial impact: It is anticipated that the cost for these services will not exceed $500,000 during the fiscal year and will be allocated from various General Fund and E-SPLOST charge codes.

Contact: Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1470
Bobby Moncrief, Director of Facilities, Division of Operations, 678. 676.1478

Effective: Upon Board Approval

Status: Approved by General Counsel

Summary: Erick Hofstetter, Chief Operating Officer, Division of Operations

Request: It is requested that the Board of Education approve the contract extension for RFP 22-752-012 Landscaping and Lawn Maintenance Services with Yellowstone Landscape SE, LLC, for an additional year through May 20, 2024, for a not to exceed amount of $2,750,000.

Details: On April 18, 2022, the Board of Education approved Yellowstone Landscape SE, LLC, as the most responsive and responsible bidder to provide landscaping and lawn maintenance services throughout the District, on a scheduled and as needed basis. This recommendation is for the first of four (4) one-year (1-year) contract renewal options. Yellowstone Landscape SE, LLC is located at 3235 N State Street, PO Box 849 Bunnell, FL 32110.

Financial impact: It is anticipated that the cost for these services will not exceed $2,644,020 during the fiscal year and will be allocated from the General Fund Budget, Deferred Maintenance.

Contact: Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1470
Bobby Moncrief, Director of Facilities, Division of Operations, 678.676.1478

Effective: Upon Board Approval

Status: Approved by General Counsel

Summary: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations

Request: It is requested that the Board of Education approve the use of the American Facility Services, Inc. (AFS) issued through Marietta City Schools RFP 91039-21-01, for providing custodial services and/or goods for a not to exceed amount of $3,500,000. The term of the Agreement shall begin the date on which the Agreement is fully executed by DeKalb County School District and American Facility Services, Inc. (AFS) and shall end on February 29, 2024.

Details: American Facility Services, Inc. (AFS) is responsible for providing custodial services and/or goods at various locations throughout the District for the Facilities Maintenance Department. Marietta City Schools awarded American Facility Services, Inc. (AFS) RFP 91039-21-01 effective July 1, 2020 to provide custodial services and/or goods.

Financial impact: The total contract amount for these services in the amount not to exceed ­­­­­$3,500,000 will be allocated from the General Fund Budget, Deferred Maintenance (100.2600.543013.00011.7520.9990.8013.040.0000).

Contact: Mr. Erick Hofstetter, Chief Operating Officer, 678-676-1470
Mr. Bobby Moncrief, Director of Facilities, 678-676-1478

Effective: Upon Board Approval

Status: Approved by General Counsel

Summary: Erick Hofstetter, Chief Operating Officer, Division of Operations

Request: It is requested that the Board of Education approve the award of ITB 22-80, District-Wide Furniture, Fixtures & Equipment to Corporate Environments of Georgia, Ernie Morris Enterprises, Georgia Specialty Equipment, LLC., HCONE International Implex LLC., Lakeshore Learning Materials LLC., and School Specialty LLC., Contract Extension Ratification and Approval, Year 2 of 5. The most responsive and responsible firms whose bid best meets the requirements and criteria set forth in the ITB documents. This bid includes four (4) one (1)-year renewal options through 2027.

Details: Furniture vendors provide furniture on an as needed basis for various schools, facilities, and the summer portable projects. District staff anticipates these expenditures not to exceed $1,100,000. In an effort to provide the best possible price for these services over the course of a year from multiple vendors, a district-wide furniture, fixtures & equipment bid was formally solicited.

An Invitation to Bid (ITB) was issued on December 2, 2021. A pre-proposal conference was held on December 14, 2022. Electronic notifications were sent to 68 vendors from the DCSD Vendor Bid List, 616 through the State of GA. Procurement Registry and 115 through IonWave. A total of five (5) bids were reviewed by the District’s Purchasing Department, and five (5) were deemed responsive and responsible to the requirements of the solicitation (See attached Sourcing Efforts Memorandum).

This recommendation is the first (1) extension of four (4) and runs from March 14, 2023, through March 13, 2024.

Board Policy DJE requires the Board of Education to approve the purchases or contracts if the total estimated cost of the goods and/or services to the school system exceeds $100,000.00.

Financial impact: It is anticipated that the cost for these services will not exceed over $1,100,000 this fiscal year and will be allocated from the General Fund Code: 100.2600.561500.00011.7620.9990.8010.040.0000

Contact: Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1470
Cedric A. Burse, Interim Director Business Services and Transportation Services, Division of Operations, 678.676.1385

Effective: Upon board approval

Status: Approved by General Counsel

Summary: Erick Hofstetter, Chief Operating Officer, Division of Operations

Request: It is requested that the Board of Education approve the Purchase of an annual license for the use of the Kahua Project Management Software as the District’s Project Management Information System (PMIS) for both E-SPLOST and Non-E-SPLOST construction projects for an amount not to exceed $397,000 for the initial contract period. This request is for the initial one-year contract and will include four (4) one-year renewal options.

Details: In anticipation of the upcoming end of E-SPLOST V and the start of E-SPLOST VI, Operations’ staff started investigating PMIS software systems in late 2021/early 2022 that would be District owned and used by both District and the E-SPLOST Program Manager staff. One issue with past PMIS software is that once the contracted E-SPLOST Program Manager’s contract was complete, District staff would not have effective use of the then current PMIS software as it was initiated and maintained by the then current E-SPLOST Program Manager. District staff evaluated PMIS software products from multiple vendors and selected Kahua due to its capabilities and ease of use. Additionally, the District was notified by ACERM that the current PMIS software, Proliance, will be retired by its parent company, Trimble, effective the first quarter of 2023.







The current request for $397,000 will allow for the completion of the initial implementation of the Kahua domain and will allow for the annual subscription for unlimited users for DCSD projects. The agreement would include four (4) one-year renewal options at additional annual costs as outlined in the attached PMIS License Agreement dated April 12, 2023. It is anticipated that training for staff will commence shortly after Board approval and that the transition from Proliance to Kahua will be complete by Fall 2023.

Financial impact: The total contract amount for these services in the amount not to exceed $397,000 will be allocated from the General Fund Budget (100.2600.543000.00011.7520.9990.8013.040.0000).

Contact: Erick Hofstetter, Chief Operating Officer, 678.676.1470 
Richard Boyd, Director of Design and Construction, 678.676.1483

Effective: Upon Board Approval

Status: Approved by General Counsel.

Summary: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations

Request: It is requested that the Board of Education approve the renewal of RFP 21-524R, purchase of uniforms to Cintas Corporation in the amount not to exceed $235,400.00 for SY 23-24. This request extends the agreement with Cintas Corporation an additional year from July 1, 2023, through June 30, 2024. This is the second of four (4) one-year (1-year) Contract Renewal options.

Details: Due to a good level of service provided by Cintas Corporation, School Nutrition Services (SNS) requests to extend RFP 21-524R for an additional year with the same terms and conditions as the original term contract from July 1, 2023, through June 30, 2024.

RFP 21-524R was initially approved by the Board on May 17, 2021, in an amount not to exceed $220,000.00. Year 1 is the initial year of the contract with the option of 4 renewals totaling 5 years. This is the second of 4 extensions (renewals) allowed.

Financial impact: There is no financial impact to the General Fund. School Nutrition Services is a self-supporting entity with revenue based on meal participation and supplemental sales. Funds will be paid from GL account 622.3100.559500.00062.8200.9990.8015.040.0000.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678. 676.1470
Dr. Connie R. Walker, Executive Director of School Nutrition Services, 678. 676.1780

Effective: Upon Board approval

Status: Approved by General Counsel

Summary: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations

Request: It is requested that the Board of Education approve the extension of Bid 22-18, USDA Product Processing to to 1.) Brookwood Farms, Inc., 2.) Gold Creek Foods, LLC, 3.) Goodman Food Products dba Don Lee Farms, 4.) Jennie O Turkey Store Sales, LLC dba Hormel Foods 5.) JTM Provisions Co. Inc., 6.) Land O’ Lakes, Inc., 7.) Out of the Shell, LLC dba Yangs 5th Taste and 8.) Tyson Prepared Foods in the amount not to exceed $4,628,750.00 for SY 23-24. This request extends the agreement for all vendors listed above an additional year July 1, 2023 through June 30, 2024.

Details: DCSD price provision allows price change at the extension/renewal anniversary commencing July 1, 2022. The vendor must supply the DCSD Purchasing Department with written proof from the manufacturer when (if) price changes occur. The written notification from the manufacturer may specify actual dollar changes or the change as a percentage.

School Nutrition Managers and Central Office personnel are provided a vendor complaint form (Quality Assurance Form). The form is used to evaluate vendor performance including accuracy and quality. This information is used to communicate with vendors, evaluate pricing, assess products, and monitor deliveries. These vendors met the assessment criteria.

Due to excellent level of service provided by these processors, School Nutrition Services (SNS) request to extend Bid 22-18 for an additional year with the same terms and conditions as original term contract from July 1, 2023 through June 30, 2024. There is an average 6% price increase from the processors for 2023-2024 SY.

One of the nine initially approved vendors, Michael Foods’ contract will not be extended (renewed) due to the vendor no longer providing Item No.: 25 (Cheese Omelet). The product will be purchased through our approved commercial vendor, Bid No. 22-15 Temperature Control & Dry Products.

Bid 22-18 was initially approved by the Board on July 12, 2021, in the amount not to exceed $3,500,000.00. This is the second of 4 extensions (renewals) allowed.

Financial impact: There is no financial impact to the General Fund. School Nutrition Services is a self-supporting entity with revenue based on meal participation and supplemental sales. Funds will be paid from GL account 622.3100.563500.00062.8200.9990.8015.040.0000

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678. 676.1470
Dr. Connie R. Walker, Executive Director of School Nutrition Services, 678. 676.1780

Status: Approved by General Counsel

Request: In accordance with Board Policy DFK, Gifts and Bequests, it is requested that the Board of Education accept the donation of $10,000 for Salem Middle School from Georgia United Credit Union. The funds will be used to decorate the teachers’ lounge and the counseling center suite.

Details: Each year, the Georgia United Foundation partners with Georgia United Credit Union to offer its School Crashers program to accredited K-12 schools in Georgia. The School Crashers grant program is designed to unite communities, donors and volunteers to complete and support local improvement projects for deserving schools. Over the last nine years, School Crashers has positively impacted the learning environments for children at 63 schools with improvements valued at $1.8 million. This year, Salem Middle school has been selected for makeovers to the teachers’ lounge and the counseling center suite.

Financial impact: There is no impact to the District.

Contact: Dr. Triscilla Weaver, Region V Superintendent 678.676.2845
Dr. Damienne Shabazz, Principal of Salem Middle 678.676.9449

Effective: June 2023

Status: N/A

Summary: Presented by: Mrs. Ateshia Lester, Interim Regional Superintendent, Region VII

Request: In accordance with Board Policy DFK, Gifts and Bequests, it is requested that the Board of Education accept a donation totaling $8,000.00 from The Perry Foundation to Ronald E. McNair Discovery Learning Academy. These funds will be utilized to support the creation of the "Victory Room". The Victory Room is a student incentive room to support positive behavior and student achievement as outlined in the school's PBIS program.

Details: The Perry Foundation is offering an $8, 000.00 donation to McNair Discovery Learning Academy. If the acceptance is approved, the funds will be used to provide an incentive classroom to allow students to earn a reward for meeting their academic, behavior and attendance goals.

Financial impact: The funds are donated so there will be no impact on the general budget.

Contact: Mrs. Ateshia Lester, Interim Region VII Superintendent 678.676.0421

Shaun Wells, Principal of McNair Discovery Learning Academy, 678.875.3402

Effective: Upon Board Approval

Status: Attorney approval not required

Summary: Presented by: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources

Summary: Presented by: Mr. Joel B. Thibodeaux, Director, Office of Audits & Compliance

Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance

Request: It is requested that the Board of Education adopt new board regulation DIB-R (1) Lease Accounting.

Details: GASB Statement No. 87, Leases went into effect for all reporting periods after June 30, 2021. To ensure the district’s continued compliance with GASB 87, Finance has developed a regulation to help in the lease accounting and reporting decision making process. This regulation should be used as a guide when deciding how lease agreements should be accounted for and reported on.

Financial impact: There is no financial impact to the district.

Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0278
Mr. Lance McConkey, Finance Division Administrator, Division of Finance, 678.676.0445
Mr. Jim Dawson, Director of Financial Reporting, Division of Finance, 678.656.4399
Mr. Stephen Mayer, Capital Assets Manager I, Division of Finance, 678.521.2423

Effective: Upon Board approval

Status: Attorney approval not required

Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0278

Request: It is requested that the Board of Education lay the new Board Regulation DIB-R (2) Subscription-Based Information Technology Arrangements (SBITA) on the table as a FIRST READ and Board feedback until the June 12, 2023 Board Meeting where the new regulation will receive final approval.

Details: GASB Statement No. 96, Subscription-Based Information Technology Arrangements went into effect for all reporting periods after June 30, 2022. To ensure the district’s compliance with GASB 96, Finance has developed a regulation to help in the accounting and reporting decision-making process for subscription-based IT assets. This regulation should be used as a guide when deciding how subscription-based technology agreements should be accounted for and reported on.

Financial impact: There is no financial impact to the district.

Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0278
Mr. Lance McConkey, Comptroller, Division of Finance, 678.676.0445
Mr. Jim Dawson, Director of Financial Reporting, Division of Finance, 678.656.4399
Mr. Stephen Mayer, Capital Assets Manager I, Division of Finance, 678.521.2423

Effective: Upon Board approval

Status: Attorney approval not required

Summary: Convened by: Mr. Diijon B. DaCosta, Sr., Board Chair

*Speakers
1. Kay Colson (virtual)
2. Wendy Wheeler-Drew - no show
3. Deborah Jones
4. Dr. Anne Mellinger-Birdsong
5. Dr. Preeti Jaggi

Summary: Presented by: Dr. Vasanne S. Tinsley, Interim Superintendent

Summary: Presented by: Mrs. Vickie B. Turner, Board Member, District 5

Request: It is requested that the Board of Education approves May 10, 2023 as National School Nurse Day.

Details: School nurses have served a critical role in improving public health and advancing the well-being, academic success, and life-long achievements of all students. School nurses improve attendance through health promotion, disease prevention and disease management. Improved attendance means healthy students are in the classroom and ready to learn; and a school nurse in the building saves principals, teachers, and clerical staff a considerable amount of time that they would have spent addressing the health concerns of students. School nurses help schools stay accountable.

Financial impact: There is no financial impact on the District.

Contact: Mrs. Denise Revels, Director of Wrap Around and Support Services, Division of Equity and Student Empowerment
Mrs. JoAnn Harris, Coordinator, Student Health Services, Division of Equity and Student Empowerment

Status: Approval by General Counsel is not required.

Summary: Presented by: Dr. Vasanne S. Tinsley, Interim Superintendent

Request: It is requested the Board of Education recognize National Teacher Appreciation Week from May 8-12, 2023 to celebrate the contributions of our teachers.

Details: National Teacher Appreciation Week is celebrated this year from May 8-12, 2023. The National Education Association recognizes May 8th as National Teacher Appreciation Day. This day is set aside for everyone to recognize the dedication, sleepless nights, and commitments made by our educators. We are who we are because of teachers.

Summary: It is requested that the DeKalb County Board of Education approve the May 8, 2023, consent agenda items.

Motion by: _____________
Seconded by: ___________
Vote: _______

Summary: Presented by: Mr. Diijon DaCosta, Sr., Board Chair

Summary: Presented by: Mr. Diijon DaCosta, Sr., Board Chair

Summary: It is requested that the DeKalb County Board of Education adjourn the May 8, 2023, work session and business meeting.
Motion by: ____________
Seconded by: __________
Vote: _____