Agenda Item
ii. Approval of Purchase of an Annual License for the use of the Kahua Project Management Information System (PMIS) software (not to exceed $397,000 for the initial one-year contract period)
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.
Why: To provide Operations’ staff with a state-of-the-art PMIS tool to effectively manage all District E-SPLOST and non-E-SPLOST construction projects. Previously, the PMIS was provided by the contracted E-SPLOST Program Management firm, however the District recognizes the value of direct ownership of the system.
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.
Date: 4-12-2023
PMIS Agreement
10000 Avalon Boulevard Suite 600 DeKalb County School District
Alpharetta, GA 30009 Customer: DeKalb County School District
770-641-9994 Contact: Richard Boyd
Phone: 678.676.1483
Ryan Spence - 404.775.5487 - rspence@kahua.com E-Mail: richard_boyd@dekalbschoolsga.org
Payment Breakdown Year 1 Year 2 Year 3 Year 4 Year 5
Kahua Licenses $97,000.00 $145,000.00 $145,000.00 $145,000.00 $145,000.00
Kahua Standard Implementation $65,000.00 - - - -
PCR 001 $65,000.00 $65,000.00 $65,000.00 $65,000.00 $65,000.00
PCR 002 $170,000.00 - - - -
PCR 003 $0.00 $166,000.00 $8,000.00 $8,000.00 $8,000.00
Total $397,000.00 $376,000.00 $218,000.00 $218,000.00 $218,000.00
Date: 9-28-2022
PMIS Agreement
10000 Avalon Boulevard Suite 600 DeKalb County School District
Alpharetta, GA 30009 Customer: DeKalb County School District
770-641-9994 Contact: Lemuel Hawkins
Phone: 404.668.9960
Ryan Spence - 404.775.5487 - rspence@kahua.com E-Mail: lemuel_hawkins@dekalbschoolsga.org
Item Description Qty Rate Term Start Term End Total
Software Subscription & Professional Services
Kahua - Standard License
Annual Subscription Fee Unlimited Users for DCSD Projects 1.00 $145,000.00 10/15/2022 10/14/2027 $145,000.00
Professional Services
Kahua Standard Implementation For Owners 1.00 $65,000.00 $65,000.00
Data Migration Services 1.00 TBD TBD
Professional Services Notes
1. Professional services estimates based on attached Kahua Quick Start Statement of Work (Functionality shall be focused on replacing Proliance usage)
2. Travel expenses are not included in professional services estimate and shall be reimbursed if onsite services are provided
Payment Terms
Kahua - Standard License Annual Subscription Fee (Unlimited Users for DCSD Projects)
Year 1 Intial Domain paid by AECOM (Due Upon Execution) 1.00 $48,000.00 10/15/2022 10/14/2023 $48,000.00
Year 1 (Due December 15, 2023) to be paid by DCSD 1.00 $97,000.00 10/15/2022 10/14/2023 $97,000.00
Year 2 to be paid by DCSD 1.00 $145,000.00 10/15/2023 10/14/2024 $145,000.00
Year 3 to be paid by DCSD 1.00 $145,000.00 10/15/2024 10/14/2025 $145,000.00
Year 4 to be paid by DCSD 1.00 $145,000.00 10/15/2025 10/14/2026 $145,000.00
Year 5 to be paid by DCSD 1.00 $145,000.00 10/15/2026 10/14/2027 $145,000.00
Services To Be Invoiced December 15, 2022 1.00 $65,000.00 $65,000.00
Total Due Upon Execution $162,000.00
Domain Modules
Kahua - Platform Kahua - P6 Integration
Kahua - Portfolio Manager Kahua - Closeout
Kahua - Sources of Funds Kahua - Snapshot
Kahua - Document Management Kahua - Datastore
Kahua - Cost Management
License Notes
1. Unlimited Projects & Project Storage
2. Includes Hosting, Maintenance & Support
3. Pricing reflective of Kahua's GSA Schedule 70 Contract
4. Standard Kahua licensing terms apply - https://launch.kahua.com/account/printeula
Agreement Terms
Annual Payments
1. Annual fees due on the Term Start date of this agreement, due net 30
Miscellaneous Terms
1. The DeKalb County School District (DCSD) Kahua Domain and data created as a part of this Agreement shall remain property of DCSD
2. During the Term, or at the expiration of the Agreement, DCSD or DCSD's representative has the right to assume or continue usage of the DCSD Kahua
Domain upon licensing the Service from Kahua. Should DCSD license Kahua directly for the operationa phase, the remaining payments due via this
agreement shall be invoiced to DCSD per the DCSD agreement.
3. Sales tax, if applicable, to be applied upon invoice
DeKalb County School District Kahua Inc.
Signature: Signature:
Printed Name: Printed Name:
Title: Title:
Date: Date:
DeKalb County School District
Date: March 6, 2023
Requester: DeKalb County School District PCR Number: 001
Nature of the proposed request (Scope of Work):
• Implementation of Kahua Analytics (Power BI)
o DeKalb County School District is licensing the standard Kahua Analytics K-12 package. The
Analytics package includes seven standard K-12 dashboards as part of the installation of
Kahua Analytics with the ability to modify existing dashboards. Below are the seven
dashboards included in the standard K-12 Kahua Analytics package.
▪ Project Summary
▪ Fund Summary
▪ Location Summary
▪ Program Wide WBS
▪ Invoice & Pay Request Details
▪ Fiscal Period Payments
▪ Workflow Status Log
• Creation of Budget Transfer application
o DeKalb County School District will be receiving a custom Budget Transfer application that
allows a user to move approved budgeted dollars from one project directly to another project,
without having to create records manually in both projects. This application will come with a
report that shows all budget transfer transactions depending on the partition the report is
exported at.
• Portfolio Manager extension
o DeKalb County School District will be receiving a custom extension to the Portfolio Manager
application along with two custom reports. The custom extension will allow for additional fields
within the Project Status table, a 4-Week Look Ahead table, and a section to add media with
descriptions.
o Fields included within Project Status table
▪ Item Number
▪ Description
▪ Notes
▪ Phase
▪ Status
▪ Date
o Fields included within 4-Week Look Ahead table
▪ Item Number
▪ Description
▪ Notes
▪ Phase
▪ Status
▪ Date
o Fields included within Media section
▪ Upload (Media)
▪ Description
o Reports to be included:
▪ Project Status Page
▪ Principal’s Report
Cost Breakdown per Scope Item:
• Implementation of Kahua Analytics (Power BI) - $25,000/annually
• Creation of Budget Transfer application - $35,000/annually
• Portfolio Manager extension - $5,000/annually
Impact of the Change:
Project schedule:
Budget Transfer application – 8/12/2023
Implementation of Kahua Analytics – 5/1/2023
Portfolio Manager extension – 5/1/2023
Project pricing:
$65,000 USD/annually
Other impact: N/A
P.O. to which changes will apply: This Professional Services Request will be applied to the original
Professional Services contract.
Signatures:
❑ Approved
Kahua Project Manager: Date:
❑ Rejected
❑ Approved
Client
❑ Rejected
Implementation Manager: Date:
DeKalb County School District
Date: March 6, 2023
Requester: DeKalb County School District PCR Number: 002
Nature of the proposed request: SPLOST IV & SPLOST V data migration from Proliance to Kahua
SPLOST IV Scope: Archived projects (170) will be migrated from Proliance into a single Kahua project and
placed within Kahua’s File Manager application. Each facility will have it’s own folder within File Manager where
archived files will be migrated to.
SPLOST V Scope: Active projects (252) will be migrated from Proliance to Kahua. Data mapping for SPLOST
V projects will occur for the applications listed below. All applicable documents will be migrated to Kahua either
in the Draft/Open status or the Approved/Locked status. Any documents currently in the review phase will need
to either be closed out in Proliance prior to migration or will be migrated to Kahua in the Draft/Open status and
will need to be resubmitted into Kahua workflow by end users.
Application Migration:
Below are the applications in which data will be migrated from Proliance to Kahua:
• Budgets
• Budget Adjustments
• Budget Changes (Budget Transfers will be migrated into the Budget Changes application until the
Budget Transfers application is built out)
• Contracts
• Change Orders
• Pay Requests
• Purchase Orders
• Purchase Order Change Orders
• Invoices
• Meetings
• RFIs
• Milestones
• Daily Reports
• Submittals
• Design Review
• Portfolio Manager
• File Manager
• Vendors (Companies and Contacts) to be imported via Kahua’s import functionality
• Communications (6 records) and Design Review (26 records) to be manually added
• Instructions Data (1,327 records) – each record to be downloaded into a PDF then uploaded to the
project
o Will create a Cognos report to pull the data. Will create a crosswalk for data to be migrated.
Will use migration tool to migrate files into each project.
Migration Process:
• Byrne will develop a migration tool to migrate in cost data including WBS, Budgets, POs, CO's and
Invoices.
• DeKalb to provide data to be migrated
• Byrne will select a handful of projects to migrate into Development as Phase I.
• DeKalb will review and validate data in Development. DeKalb to sign off and validate test data across
an agreed on number of sample projects (10-20 would be the recommendation).
• Byrne and DeKalb will work together on a blackout date to stop data entry into Proliance.
• DeKalb will provide a final copy of the data to be migrated into production.
• Byrne will migrate this final copy of data into Kahua production during this scheduled blackout period.
• Once completed, Byrne will test and validate data integrity with assistance from DeKalb.
• Byrne to create Cognos reports from Proliance database. DeKalb to validate reports are capturing all
wanted data.
• Data migration tool will utilize Kahua's API end points.
Project File Migration:
• Current data size: 94.5 GB of data
• DeKalb to provide all files being migrated
• Mapping file must be provided to show where the files need to go. This must be created by either
DeKalb or AECOM.
• Folder Structure:
o DeKalb will provide 1 folder at the root level for each project. An excel crosswalk is created by
DeKalb with two columns; a Source Project and Destination Project. The Source Project
column will contain all the source system’s project identifiers and the Destination Project
column will be the corresponding Kahua project IDs.
o Files that also need to be linked to records must have an additional column excel crosswalk to
identify the document and which record the files needs to be attached.
o Document types: All types, including Microsoft Office, DWG, PDF, Image and EML
o Folder structure given for each project is what will be migrated into Kahua. If files are to be
migrated into a specific existing folder, the excel crosswalk will need to include a column with
the file path for its destination in Kahua.
o Location (provided by DeKalb) where documents will be located for copy over to Kahua.
DeKalb to provide access to the location for the source documents. The documents to be
migrated are all under a single root folder, and under that root folder are folders for each
project, prefixed with a project identifier, containing the documents to be migrated.
• Overall Process Flow:
o The process will find the target project’s ID based on the crosswalk excel file. The project ID
(not to be confused with the project number in Kahua) will be used along with the File Manager
API endpoint to create folders and upload the files.
▪ For each folder, use the File Manager API endpoint to check if the folder exists in
Kahau.
• If the folder does not exist, create it using the File Manager API endpoint.
▪ For each file, use the File Manager API endpoint to check if the file already exists.
• If the file does not exist, upload the file.
Assumptions:
• Kahua documents will NOT be pushed through workflow
• Documents will be provided in folders indicating the project they will be migrated to. These projects
folders will also contain any document attachments within the project.
• Data mapping will be completed and signed off on prior to starting development.
• SPLOST 4 and 5 project files will be migrated into individual file manager folders within a single project.
• Byrne is not responsible for behavior of the Proliance Archive Tool for SPLOST 4 Data
• Byrne Technologies is not responsible for the integrity of the data
• No Proliance data will be migrated excepted stated above
Impact of the Change:
Project schedule: 4 months from PCR002 execution
Project pricing:
$170,000 USD
Other impact: N/A
P.O. to which changes will apply: This Profession Services Request will be applied to the original
Professional Services contract.
Signatures:
❑ Approved
Kahua Project Manager: Date:
❑ Rejected
❑ Approved
Client
❑ Rejected
Implementation Manager: Date:
DeKalb County School District
Date: April 13, 2023
Requester: DeKalb County School District PCR Number: 003
Nature of the proposed request (Scope of Work):
DeKalb County School District (DCSD) is requesting an integration between their current financial system
(MUNIS) and Kahua.
• Applications to be integrated
o Funding Budgets
o Expense Contracts
o Contract Change Orders
o Pay Requests
o Purchase Orders
o Purchase Order Change Orders
o Invoices
o General Invoices (Journal Entries)
• Integration scope details:
o This will be a one-way integration where MUNIS will transmit data to the below applications
in Kahua.
▪ MUNIS will continue to be the single source of truth for cost data. Records will be
inputted into MUNIS and brought into Kahua applications via the integration points.
o MUNIS and Kahua both have open APIs which will be leveraged to establish the integration
points.
o Kahua will provide the middleware for the integration.
o Vendor Contact and Company information will not be a part of the integration. If a vendor
company in MUNIS does not exist in Kahua, the integration will fail and an error will be
provided.
o Cost Code information will not be a part of the integration. If a cost code in MUNIS does not
exist in Kahua, the integration will fail and an error will be provided.
• Assumptions:
o A resource from Tyler Technologies and the DCSD IT team will be available to assist with the
integration.
o The customer will be responsilbe for validating data in test scenarios prior to the integration
being deployed to production.
o The customer will be responsible for approving data mapping between MUNIS and Kahua.
Impact of the Change:
Project schedule:
TBD upon approval of Kahua contract
Project pricing (Not to Exceed)
One-Time Implementation Fee: $166,000 – USD
Annual Support/Maintenance/Middleware: $8,000 - USD
Other impact: N/A
P.O. to which changes will apply: This Professional Services Request will be applied to the original
Professional Services contract.
Signatures:
❑ Approved
Kahua Project Manager: Date:
❑ Rejected
❑ Approved
Client
❑ Rejected
Implementation Manager: Date: