A. CALL TO ORDER
1. Roster
Details
Summary: BOARD MEMBERS:
Mr. Diijon 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. Devon Q. Horton, Superintendent
Mr. Diijon 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. Devon Q. Horton, Superintendent
B. ADJOURN TO AN EXECUTIVE SESSION
1. ADJOURN THE EXECUTIVE SESSION
Details
Summary: It is requested that the DeKalb County Board of Education adjourn the July 10, 2023 executive session and convene the work session and business meeting.
Motion by: ___________
Seconded by: __________
Vote: ________
Motion by: ___________
Seconded by: __________
Vote: ________
C. ADOPTION OF THE AGENDA
Details
Summary: It is requested that the DeKalb County Board of Education adopt the July 10, 2023 work session and business meeting agenda.
Motion by: ________________
Seconded by: _____________
Vote: ______________
Motion by: ________________
Seconded by: _____________
Vote: ______________
D. SUPERINTENDENT'S REPORT and COMMITTEE OF THE WHOLE
1. Superintendent's Report - No Report This Month
Details
Summary: Presented by: Dr. Devon Q. Horton, Superintendent
2. Committee of the Whole Presentation - K-12 Math Curriculum (Updated 07.10.2023) (1 doc)
- COW Presentation for July 10 2023 BOE Mtg AID 1538302 Read Text
Details
Summary: Presented by: Dr. Devon Q. Horton, Superintendent
E. REVIEW OF AGENDA ITEMS FOR THE JULY 10, 2023 BUSINESS MEETING
1. BOARD OF EDUCATION
Details
Summary: Presented by: Mr. Diijon DaCosta, Sr., Board Chair
2. SUPERINTENDENT
a. Approval of Minutes (5 docs)
- June 12, 2023 1st budget presentation and millage rate hearing AID 1534377 Read Text
- June 12, 2023 executive session, work session, community input and business meeting AID 1534379 Read Text
- June 12, 2023 2nd millage rate hearing AID 1534378 Read Text
- June 20, 2023 2nd budget presentation, 3rd millage rate hearing, and called meeting and executive session AID 1534380 Read Text
- June 28, 2023 called meeting and executive session AID 1536278 Read Text
Details
Summary: Presented by: Dr. Devon Q. Horton, Superintendent
Status: Attorney Approval Not Required
3. FINANCE
a. MONTHLY FINANCIAL REPORTS
i. Acceptance of the May 2023 Monthly Financial Reports (6 docs)
- 2023_05 FY2023 ROLLUP FINANCIAL REPORT AID 1532149
- 2023_05 FY2023 ROLLUP FINANCIAL REPORT AID 1532150 Read Text
- 2023_05 FY2023 DETAIL FINANCIAL REPORT AID 1532151
- 2023_05 FY2023 DETAIL FINANCIAL REPORT AID 1532152 Read Text
- May 2023 PY to CY Comparison Report AID 1532153
- May 2023 PY to CY Comparison Report AID 1532154 Read Text
Details
Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance
Request: It is requested that the Board of Education accept the May 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.
b. Banking Resolutions
Details
Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance
Request: It is requested that the Board of Education approve the resolutions necessary to update administrative signatures for the district’s banking institutions.
Financial impact: None
Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0278
Effective: Upon Board of Education approval.
Status: General Counsel approval not required.
c. Annual Software Renewal Approval - Allovue, Incorporated - Renewal Year 2 of 4 (from July 1, 2023 through June 30, 2024) (not to exceed $530,500) (2 docs)
Why: The District is seeking strategic support for the FY24 budget process. Allovue offers consulting and cloud-based software to provide strategic budgeting that would allow the District to select ideal funding formulas and model funding scenarios. This service includes site-level development through a collaborative environment aligned to strategic goals. This will in-turn allow the District to educate stakeholders in need of details including student level reporting aligning to district and school board priorities down to student-centered budget allocations.
Allovue will work with Finance and the Budget Oversight Committee team to develop the District’s FY2024 budget and the official budget book. The District is also pursuing the Government Finance Officers Association’s (GFOA)s established Distinguished Budget Presentation Awards Program that prepares governments to develop budget documents of the very highest quality, as established by the National Advisory Council on State and Local Budgeting. Allovue has worked with other school Districts in preparing budget documents that meet this distinguished award program.
Allovue will work with Finance and the Budget Oversight Committee team to develop the District’s FY2024 budget and the official budget book. The District is also pursuing the Government Finance Officers Association’s (GFOA)s established Distinguished Budget Presentation Awards Program that prepares governments to develop budget documents of the very highest quality, as established by the National Advisory Council on State and Local Budgeting. Allovue has worked with other school Districts in preparing budget documents that meet this distinguished award program.
Details
Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance
Request: It is requested that the Board of Education approve Allovue, Incorporated for the purchase of consulting services and software via the Interlocal Purchasing System under contract number 200105 in support of the development of the annual Budget. The total cost for the software license (unlimited users) budget and strategic development support in the amount of $530,500 from July 1, 2023 through June 30, 2024.
Details: Pursuant to Board Policy DJE D3(d), Exceptions to Competitive Selection, the Purchasing Department is authorized to make purchases through contracts formally solicited and obtained by the State of Georgia and through "inter- governmental and educational cooperatives, alliances, and consortiums to achieve cost savings and administrative efficiencies based on economies of scale".
Core features of Allovue software include flexible staffing set-up, approval, position planning and up-to-date changes across the system. This will enable the
District to integrate the work of the budget and support the ERP implementation of the HR/Payroll/Position Budget module. Allovue integrates with the Tyler ERP solution and specializes in K-12 budgeting strategies and technologies, while allowing Districts to build trust with community stakeholders. Allovue has been used by many school districts across the nation and Georgia, including Atlanta Public Schools, Fayette and Douglas County School District.
Core features of Allovue software include flexible staffing set-up, approval, position planning and up-to-date changes across the system. This will enable the
District to integrate the work of the budget and support the ERP implementation of the HR/Payroll/Position Budget module. Allovue integrates with the Tyler ERP solution and specializes in K-12 budgeting strategies and technologies, while allowing Districts to build trust with community stakeholders. Allovue has been used by many school districts across the nation and Georgia, including Atlanta Public Schools, Fayette and Douglas County School District.
Financial impact: $530,500 will be allocated from the General Fund (Fund 100) - Division of Finance Budget (Department 7200), Purchased Professional Services and Software.
Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0278
Effective: Upon Board Approval
Status: Approved by General Counsel
d. RISK MANAGEMENT
i. Renewal of the District’s Workers’ Compensation Third Party Administrator Services - Brentwood Services Administrators (renewal year 2 of 4) (not to exceed $484,826.40) (2 docs)
Why: The contract renewal with Brentwood will enable the DeKalb County School District (“District”) to continue the efficient provision of adjuster services for new and longstanding workers’ compensation claims.
- Brentwood Contract RFP 22-462 AID 1532302 Read Text
- August 10, 2022 Brentwood Directive AID 1532303 Read Text
Details
Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance
Request: It is requested that the Board of Education approve the renewal of the District’s Third - Party Administrator Services with Brentwood Services Administrators (“Brentwood”), for an amount not to exceed $484,826.40 in fixed claim costs, excluding bill review fees that are billed monthly based on volume.
Details: This item requests that the DeKalb County Board of Education (“Board”) approve the contract renewal for the District’s Workers’ Compensation Third Party Administrator Services with Brentwood. On July 13, 2021, Brentwood was selected after a competitive RFP process. That process sought expertise to minimize the number of claims per year and to reduce the overall cost of the District’s workers’ compensation program. RFP 22-462, Workers’ Compensation Third Party Administrative Services, was placed for bid on March 18, 2021. The companies that submitted proposals in response to the solicitation were Brentwood, Broadspire Services (“Broadspire”) and USIS.
Broadspire’s cost proposal was $703,272 a year plus $10,000 for data consolidation and $3,000 for initial set up. USIS submitted a cost proposal of $564,250 a year plus $5,000 for electronic file conversion. In addition, a 12.5% fee would be charged by Broadspire for any subrogation recovery.
The review committee decided that the vendor that would provide the best quality and customized claim services at a competitive price was Brentwood. Previously, in 2013 and again in 2016, Brentwood was also selected as a result of a competitive RFP process.
At its business meeting on September 13, 2021, the Board approved a new contract for the District’s Third Party Administrator Services with Brentwood for an amount not to exceed $466,000.00 in fixed claim costs, subject to a two percent annual increase, excluding bill review fees that are billed monthly based on volume. Ultimately, Brentwood was awarded the contract because of the quality of service it provides in addition to the company’s willingness to furnish customized claim services at a competitive price.
At its business meeting on August 10, 2022, the Board approved the renewal of the contract for the District’s Third Party Administrator Services with Brentwood. The renewal amount was $475,320.00 in fixed claim costs, subject to a two percent annual increase, excluding bill review fees that are billed monthly based on volume.
Brentwood has effectively helped the District process new and longstanding workers’ compensation claims. Brentwood provides the District with medical bill review and audit services that result in cost reduction through the utilization of their networks, auditors, and application of the Georgia Workers’ Compensation fee schedule. Moreover, Brentwood provides the District with two claims adjusters, a claims assistant, and a claims supervisor. Although not assigned solely to the District, Brentwood provides the District with access to a claims manager to assist with various matters. In addition to the staff provided by Brentwood, the District employs three full time workers’ compensation claim adjusters. Also, at no additional cost, Brentwood furnishes the District with access to SUCCEED, which is a web site that dispenses loss prevention recommendations.
In addition, at no cost to the District, Brentwood has converted existing claims data to the Brentwood claims system. This conversion enables the District to utilize the Brentwood claims system and allow Brentwood to issue claim related workers’ compensation checks to employees, physicians and vendors. The transfer of the check issuance process from the District’s Accounts Payable Department to Brentwood ensures continual check issuance in the event District offices are closed due to a pandemic or natural disaster.
Broadspire’s cost proposal was $703,272 a year plus $10,000 for data consolidation and $3,000 for initial set up. USIS submitted a cost proposal of $564,250 a year plus $5,000 for electronic file conversion. In addition, a 12.5% fee would be charged by Broadspire for any subrogation recovery.
The review committee decided that the vendor that would provide the best quality and customized claim services at a competitive price was Brentwood. Previously, in 2013 and again in 2016, Brentwood was also selected as a result of a competitive RFP process.
At its business meeting on September 13, 2021, the Board approved a new contract for the District’s Third Party Administrator Services with Brentwood for an amount not to exceed $466,000.00 in fixed claim costs, subject to a two percent annual increase, excluding bill review fees that are billed monthly based on volume. Ultimately, Brentwood was awarded the contract because of the quality of service it provides in addition to the company’s willingness to furnish customized claim services at a competitive price.
At its business meeting on August 10, 2022, the Board approved the renewal of the contract for the District’s Third Party Administrator Services with Brentwood. The renewal amount was $475,320.00 in fixed claim costs, subject to a two percent annual increase, excluding bill review fees that are billed monthly based on volume.
Brentwood has effectively helped the District process new and longstanding workers’ compensation claims. Brentwood provides the District with medical bill review and audit services that result in cost reduction through the utilization of their networks, auditors, and application of the Georgia Workers’ Compensation fee schedule. Moreover, Brentwood provides the District with two claims adjusters, a claims assistant, and a claims supervisor. Although not assigned solely to the District, Brentwood provides the District with access to a claims manager to assist with various matters. In addition to the staff provided by Brentwood, the District employs three full time workers’ compensation claim adjusters. Also, at no additional cost, Brentwood furnishes the District with access to SUCCEED, which is a web site that dispenses loss prevention recommendations.
In addition, at no cost to the District, Brentwood has converted existing claims data to the Brentwood claims system. This conversion enables the District to utilize the Brentwood claims system and allow Brentwood to issue claim related workers’ compensation checks to employees, physicians and vendors. The transfer of the check issuance process from the District’s Accounts Payable Department to Brentwood ensures continual check issuance in the event District offices are closed due to a pandemic or natural disaster.
Financial impact: This is a budgeted expense within the Risk Management budget. The cost is paid in quarterly installments. Medical bill review costs will be paid on a monthly basis based on volume from the workers’ compensation claims budget. The account charge code from which the expense will be paid is 100.2500.530000.15311.7490.9990.8010.080.0000.
Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0278
Mr. Glinton R. Darien, Jr., Director of Risk Management, Division of Finance, 678.676.0403
Mr. Glinton R. Darien, Jr., Director of Risk Management, Division of Finance, 678.676.0403
Status: Approved by General Counsel
ii. RFQ No. 23-02, Insurance Defense Legal Services to Swift, Currie, McGee and Hiers, LLP (1 doc)
Why: Public school districts require sound legal advice on various issues. Therefore, it is prudent for the Board of Education to engage with the law firm they determine to best represent its interests. The engagement of the Swift Currie law firm will enable the District to continue the efficient provision of legal services for workers’ compensation and general liability matters.
- RFQ 23-02 Insurance Defense Legal Services AID 1532481 Read Text
Details
Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0278
Request: (Part 1)
It is requested that that the Board of Education (“Board”) approve a contract with Swift, Currie, McGee and Hiers, LLP (“Swift Currie”) as Workers’ Compensation Counsel at the hourly rate of $215 for partners and senior attorneys, $180 for associates and $125 for paralegals, excluding necessary expenses and any necessary complex litigation, which will be determined and authorized by the Board Chair and Superintendent on a case-by-case basis. The term of this annual agreement shall commence on December 3, 2023. This is the first of five one-year optional renewals.
(Part 2)
It is further requested that the Board approve a contract with Swift Currie as General Liability Counsel, at the hourly rate of $260 for partners and senior attorneys, $210 for associates and $155 for paralegals, excluding necessary expenses and any necessary complex litigation, which will be determined and authorized by the Board Chair and Superintendent on a case-by-case basis. The term of this annual agreement shall commence on December 3, 2023. This is the first of five one-year optional renewals.
It is requested that that the Board of Education (“Board”) approve a contract with Swift, Currie, McGee and Hiers, LLP (“Swift Currie”) as Workers’ Compensation Counsel at the hourly rate of $215 for partners and senior attorneys, $180 for associates and $125 for paralegals, excluding necessary expenses and any necessary complex litigation, which will be determined and authorized by the Board Chair and Superintendent on a case-by-case basis. The term of this annual agreement shall commence on December 3, 2023. This is the first of five one-year optional renewals.
(Part 2)
It is further requested that the Board approve a contract with Swift Currie as General Liability Counsel, at the hourly rate of $260 for partners and senior attorneys, $210 for associates and $155 for paralegals, excluding necessary expenses and any necessary complex litigation, which will be determined and authorized by the Board Chair and Superintendent on a case-by-case basis. The term of this annual agreement shall commence on December 3, 2023. This is the first of five one-year optional renewals.
Details: This item is presented for consideration pursuant to the District’s RFQ 23-02, entitled Insurance Defense Legal Services, dated January 12, 2023. RFQ 23-02 provides that the contract for legal services will contain four (4) one-year extension options.
RFQ 23-02 was advertised in the Champion Newspaper on January 12, 2023, and January 19, 2023. The virtual public proposal acknowledgement was held on February 7, 2023. Eight law firm responded to the RFQ. The RFQ 23-02 evaluation committee met on March 21, 2023, and on April 3, 2023. The criteria used for the evaluation of the law firms that responded to RFQ 23-02 were management and project qualifications, cost of services, organizational qualifications, quality of any prior service and references. After totaling all the scores for each law firm, Swift Currie was selected by the evaluation committee.
RFQ 23-02 was advertised in the Champion Newspaper on January 12, 2023, and January 19, 2023. The virtual public proposal acknowledgement was held on February 7, 2023. Eight law firm responded to the RFQ. The RFQ 23-02 evaluation committee met on March 21, 2023, and on April 3, 2023. The criteria used for the evaluation of the law firms that responded to RFQ 23-02 were management and project qualifications, cost of services, organizational qualifications, quality of any prior service and references. After totaling all the scores for each law firm, Swift Currie was selected by the evaluation committee.
Financial impact: This is a budgeted expense. The account codes from which the expense will be paid is 100.1000.526000.15311.7490.9990.8010.050.0000 and 100.2500.552000.69011.7490.9990.8010.050.0000
Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0278
Mr. Glinton R. Darien, Jr., Director of Risk Management, Division of Finance, 678.676.0403
Mr. Glinton R. Darien, Jr., Director of Risk Management, Division of Finance, 678.676.0403
iii. RFP 22-490 Renewal of the District’s Insurance Producer Services for Property and Casualty Insurance (EPIC) Renewal year 2 of 4 (not to exceed $150,000) (1 doc)
Why: Each year, the DeKalb County School District (“District”) purchases various insurance policies. The District’s insurance broker assists with the purchase of these policies. The areas of insurance include, but are not limited to, excess workers’ compensation, property, fine arts, government crime, student blanket professional liability, leased warehouses, and leased parking lots. These insurance policies protect the District against economic loss and fall into three major categories: 1) premium for property insurance; 2) insurance premiums under $100,000; and 3) insurance premiums over $100,000.
The Board approved the insurance specifications for the District’s property and casualty insurance needs in June of 2016. Since 2017, the District has engaged the services of an insurance broker to provide consultation services regarding complex insurance matters. The benefits of an insurance broker include the discussion of possible risks facing the District, the impact of those risks on the District’s resources, and implementation of various control measures to minimize damages. Epic served as the District’s insurance broker from March of 2017 until June of 2022. The District’s prior agreement with Epic ended on June 12, 2022.
The Board approved the insurance specifications for the District’s property and casualty insurance needs in June of 2016. Since 2017, the District has engaged the services of an insurance broker to provide consultation services regarding complex insurance matters. The benefits of an insurance broker include the discussion of possible risks facing the District, the impact of those risks on the District’s resources, and implementation of various control measures to minimize damages. Epic served as the District’s insurance broker from March of 2017 until June of 2022. The District’s prior agreement with Epic ended on June 12, 2022.
- RFP 22-490 Epic Contract AID 1532501 Read Text
Details
Summary: Presented by: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance
Request: It is requested that the Board of Education approve the renewal of the Insurance Producer Services for Property and Casualty Insurance Agreement with Edgewood Partners Insurance Center d/b/a EPIC Insurance Brokers and Consultants (“Epic”) for an annual fee not to exceed $150,000.
Details: In March of 2017, the Board approved Epic as the District’s sole insurance producer through the RFQ process. From March of 2017, until June of 2022, Epic provided good insurance producer and consulting services to the District’s Risk Management Department. From June of 2022, until August of 2022, the District utilized the services of another insurance producer. However, at its business meeting on August 10, 2022, the DeKalb County Board of Education (“Board”) approved an Insurance Producer Services for Property and Casualty Insurance Agreement with Epic, for an annual fee not to exceed $150,000.00. This agreement was pursuant to RFP 22-490, entitled Insurance Producer Services for Property and Casualty Insurance. A renewal of the Epic contract is recommended by the District’s Risk Management Department. Epic is a qualified insurance broker dedicated to servicing all the District’s insurance needs. This includes, but is not limited to, helping with the District’s annual insurance renewal procedures for its insurance policies as well as providing guidance when losses occur, and when claims must be filed.
Financial impact: This is a budgeted expense within the Risk Management budget. The cost code is 100.2600.552000.00011.7490.9990.8010.050.0000 and the amount of the expense is $150,000.00.
Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0278
Mr. Glinton R. Darien, Jr., Director of Risk Management, Division of Finance, 678.676.0403
Mr. Glinton R. Darien, Jr., Director of Risk Management, Division of Finance, 678.676.0403
Status: Approved by General Counsel
4. HUMAN RESOURCES
a. Approval of the Human Resources Monthly Report for July 2023 (Updated 07.06.2023) (1 doc)
- Board HR Report for 7_10_2023 AID 1537646 Read Text
Details
Summary: Presented by: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources.
Request: It is requested that the Board of Education approve the July 2023 Human Resources Report.
Contact: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources, 678.676.1200
Status: Attorney approval is not required.
b. District-wide Employee Engagement Services with Gallup Inc. (year 3 of 3)
Why: The initiative directly aligns with the following goals areas of the District’s Strategic Plan:
Goal Area II: Stakeholder Engagement & Communication
Goal Area III: Staff Effectiveness, with specific correlation to the 2nd and 3rd objectives, developing high performing staff and retaining effective staff
Goal Area V: Organizational Excellence
Goal Area II: Stakeholder Engagement & Communication
Goal Area III: Staff Effectiveness, with specific correlation to the 2nd and 3rd objectives, developing high performing staff and retaining effective staff
Goal Area V: Organizational Excellence
Details
Request: It is requested that the Board of Education approve the continuance of the professional services contract with Gallup, Inc. for District-wide employee engagement services.
Details: DCSD has entrusted Gallup, Inc. with the first year of a three-year contract for use of the Q12 Employee Engagement Survey. Gallup, Inc. has proven through reputation, collaboration and concentrated services to our District their ability to improve the District’s culture and climate surrounding extensive employee engagement.
In September of 2020, The District entered into agreement with Gallup, Inc. for employee engagement services tailored toward District leadership and non-schoolhouse staff members employed within the Central Office group. The initiative began with the Q12 Engagement Survey to gather information regarding applicable stakeholders’ moral, social, professional, organizational and structural opinions about their direct work environments and the District as a whole. The analytical tools provided thus far as a result of the surveys prove to guide a clear path for improvement. Additionally, other Divisions also utilize the CliftonStrengths Assessments. The CliftonStrengths Assessment is a Gallup, Inc. Service that scientifically identifies individuals’ strengths and proposes useful and equitable ways in which one may maximize identified strengths both professionally and personally while improving growth opportunities.
Board Policy DJE allows the purchase of professional services that require the exercise of specialized skill, knowledge, creativity, or technical abilities. The science behind Gallup’s analytics is unique to Gallup and is neither duplicable nor transferable. The Human Resources Division has obtained approval from the Purchasing Department within the Finance Division to designate Gallup, Inc. as a sole source for employee engagement services based on empirical analytics and reporting. The Sole Source Request application and supporting documentation was included in the initial approval agenda item.
In September of 2020, The District entered into agreement with Gallup, Inc. for employee engagement services tailored toward District leadership and non-schoolhouse staff members employed within the Central Office group. The initiative began with the Q12 Engagement Survey to gather information regarding applicable stakeholders’ moral, social, professional, organizational and structural opinions about their direct work environments and the District as a whole. The analytical tools provided thus far as a result of the surveys prove to guide a clear path for improvement. Additionally, other Divisions also utilize the CliftonStrengths Assessments. The CliftonStrengths Assessment is a Gallup, Inc. Service that scientifically identifies individuals’ strengths and proposes useful and equitable ways in which one may maximize identified strengths both professionally and personally while improving growth opportunities.
Board Policy DJE allows the purchase of professional services that require the exercise of specialized skill, knowledge, creativity, or technical abilities. The science behind Gallup’s analytics is unique to Gallup and is neither duplicable nor transferable. The Human Resources Division has obtained approval from the Purchasing Department within the Finance Division to designate Gallup, Inc. as a sole source for employee engagement services based on empirical analytics and reporting. The Sole Source Request application and supporting documentation was included in the initial approval agenda item.
Financial impact: We are requesting services in an amount not to exceed $400,000. This will be an annual subscription to be presented to the Board of Education each fiscal year.
Annual Recurring Fees $112,680 (per year)
Total Contract Price $338,040 (total for 3 years)
Additional services for Professional learning may be added by individual departments.
Charge Code (HR Professional/Tech Services)
100.2800.530000.00011.7420.9990.8010.060.0000
General Fund
Annual Recurring Fees $112,680 (per year)
Total Contract Price $338,040 (total for 3 years)
Additional services for Professional learning may be added by individual departments.
Charge Code (HR Professional/Tech Services)
100.2800.530000.00011.7420.9990.8010.060.0000
General Fund
Contact: Division of Human Resources, 678.676.1200
5. CURRICULUM & INSTRUCTION
a. RFQ 23-546 K-12 Mathematics Instructional Resources (not to exceed $20,000,000.00) (9 docs)
Why: According to Board Policy IFA-Instructional Materials and Content, the District must provide access to instructional resources including, but not limited to, textbooks and supplemental materials. Board Policy IFA requires the presentation of recommendations for textbook adoption to the Board of Education.
The DeKalb County School District (DCSD) is seeking to adopt and purchase K-12 mathematics instructional and supplemental resources. Through the curriculum adoption process, DCSD aims to advance the mission, vision, and values by (a) improving access to meaningful content, (b) increasing awareness of sound instructional practices, (c) providing technological assets that promote creativity, connections, and innovation, and (d) engaging students in rigorous activities/assessments. The goal of the adoption is to provide up-to-date, research-based, relevant, and appropriate mathematics instructional resources that effectively support teaching and learning and offer greater access to relevant print and/or digital resources.
The DeKalb County School District (DCSD) is seeking to adopt and purchase K-12 mathematics instructional and supplemental resources. Through the curriculum adoption process, DCSD aims to advance the mission, vision, and values by (a) improving access to meaningful content, (b) increasing awareness of sound instructional practices, (c) providing technological assets that promote creativity, connections, and innovation, and (d) engaging students in rigorous activities/assessments. The goal of the adoption is to provide up-to-date, research-based, relevant, and appropriate mathematics instructional resources that effectively support teaching and learning and offer greater access to relevant print and/or digital resources.
- Board Policy IFA Instructional Materials and Content AID 1536189 Read Text
- Chronology of the RFQ 23-546 K-12 Mathematics Instructional Resources AID 1536190 Read Text
- RFQ 23-546 Sourcing Efforts Letter AID 1536191 Read Text
- RFQ 23-546 Award Recommendation Letter AID 1536192 Read Text
- RFQ 23-546 Abstract of Bids AID 1536186 Read Text
- RFQ 23-546 K-12 Evaluation Summary Matrices AID 1536187 Read Text
- ESSA Pre-Approval Form AID 1536188 Read Text
- K-12 Mathematics Instructional Resources Recommended for Adoption and Purchase AID 1536184 Read Text
- Instructional Materials and Resources Recommendation Cycle AID 1536185 Read Text
Details
Summary: Presented by: Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum and Instruction
Request: It is requested that the Board of Education approve the RFQ 23-546 K-12 Mathematics Instructional Resources contracts with Houghton Mifflin Harcourt (HMH), McGraw-Hill, and Savvas to support K-12 core mathematics instruction and Accelerate Learning, DreamBox Learning, Explore Learning, Snappet, Heinemann, Hand2Mind, Progress Learning, Education Learning System, and Learn by Doing for supplemental mathematics resources. These vendors are the most responsive and responsible bidders to provide mathematics instructional resources in print and/or digital formats for teachers and students for more than $100,000.00 per vendor but not to exceed a total contracted amount of $20,000,000.00.
K-12 Core Mathematics Instructional Resources
Grades/Specific Courses
Vendor
Grades K-5 Mathematics
McGraw-Hill
Grades 6-8 Mathematics
Houghton Mifflin Harcourt
Grades 9-12 Algebra
Savvas
Grades 9-12 Geometry
Savvas
Grades 9-12 Advanced Algebra
Savvas
Grades 9-12 Pre-Calculus
Houghton Mifflin Harcourt
Grades 9-12 Advanced Mathematical Decision Making
Savvas
Grades 9-12 Calculus
Savvas
Grades 9-12 Advanced Placement (AP) Calculus
Houghton Mifflin Harcourt
Grades 9-12 Advanced Placement (AP) Statistics
Savvas
K-12 Mathematics Supplemental Resources
Accelerate Learning
Hand2Mind
DreamBox Learning
Progress Learning
Explore Learning
Education Learning System
Snappet
Learn by Doing
Heinemann
K-12 Core Mathematics Instructional Resources
Grades/Specific Courses
Vendor
Grades K-5 Mathematics
McGraw-Hill
Grades 6-8 Mathematics
Houghton Mifflin Harcourt
Grades 9-12 Algebra
Savvas
Grades 9-12 Geometry
Savvas
Grades 9-12 Advanced Algebra
Savvas
Grades 9-12 Pre-Calculus
Houghton Mifflin Harcourt
Grades 9-12 Advanced Mathematical Decision Making
Savvas
Grades 9-12 Calculus
Savvas
Grades 9-12 Advanced Placement (AP) Calculus
Houghton Mifflin Harcourt
Grades 9-12 Advanced Placement (AP) Statistics
Savvas
K-12 Mathematics Supplemental Resources
Accelerate Learning
Hand2Mind
DreamBox Learning
Progress Learning
Explore Learning
Education Learning System
Snappet
Learn by Doing
Heinemann
Details: In accordance with the formal procurement procedures published by the Georgia Department of Education, the Request for Qualifications (RFQ) was issued March 23, 2023. Electronic notification was sent to 89 vendors from the DCSD vendor list, 1,547 vendors through the State of Georgia Procurement Registry (GPR), and 197 vendors through IonWave, the DCSD solicitation portal. The solicitation was advertised in the Champion Newspaper for two (2) consecutive weeks beginning March 23, 2023. Twenty-one (21) proposals were received on April 11, 2023 for the K-12 Mathematics Resources. The twenty-one (21) proposals were deemed responsive and evaluated on the following criteria: alignment to the “new” Georgia Mathematics Standards, research-evidence based instructional strategies/resources for diverse learners (i.e., English Learners, Exceptional Education, Early Intervention Program, Montessori, International Baccalaureate, STEM, Magnet, and Theme), quality of supporting texts, support for improved literacy practices, complimentary digital resources, data privacy, set-up costs, initial training, and ongoing support.
The contract will include up to four, one-year extension options contingent upon DCSD’s offer to such extension, the successful offeror’s acceptance, and the approval of the DeKalb County Board of Education to extend the contract.
The contract will include up to four, one-year extension options contingent upon DCSD’s offer to such extension, the successful offeror’s acceptance, and the approval of the DeKalb County Board of Education to extend the contract.
Financial impact: The total contract amount will not exceed $20,000,000.00.
ESSER Federal Charge Codes:
448.1000.553200.30521.7210.4190.8010.035.2022
COMMUNICATION-WEB SUBSCRPT/LIC
448.1000.561000.30521.7210.4190.8010.035.2022
SUPPLIES
448.1000.564000.30521.7210.4190.8010.035.2022
DIGITAL/ELECTRONIC TEXTBOOKS
448.1000.564100.30521.7210.4190.8010.035.2022
TEXTBOOKS - PRINTED
448.1000.564200.30521.7210.4190.8010.035.2022
BOOKS (OTHER THAN TEXTBOOKS)
ESSER Federal Charge Codes:
448.1000.553200.30521.7210.4190.8010.035.2022
COMMUNICATION-WEB SUBSCRPT/LIC
448.1000.561000.30521.7210.4190.8010.035.2022
SUPPLIES
448.1000.564000.30521.7210.4190.8010.035.2022
DIGITAL/ELECTRONIC TEXTBOOKS
448.1000.564100.30521.7210.4190.8010.035.2022
TEXTBOOKS - PRINTED
448.1000.564200.30521.7210.4190.8010.035.2022
BOOKS (OTHER THAN TEXTBOOKS)
Contact: Dr. Ron Adams, Coordinator, Educational Media and Instructional Materials, Division of Curriculum and Instruction, 678.676.1471
Ms. Lummie Baker, Director, Educational Media and Instructional Materials, Division of Curriculum and Instruction, 678.676.2421
Dr. Lenisera Barnes-Bodison, Executive Director, Division of Curriculum and Instruction, 678-676-0137
Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum and Instruction, 678.676.0731
Dr. Kimberlynn Weston, Director, Pre-K-12 Curriculum and Instruction, Division of Curriculum and Instruction, 678.676.0129
Ms. Lummie Baker, Director, Educational Media and Instructional Materials, Division of Curriculum and Instruction, 678.676.2421
Dr. Lenisera Barnes-Bodison, Executive Director, Division of Curriculum and Instruction, 678-676-0137
Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum and Instruction, 678.676.0731
Dr. Kimberlynn Weston, Director, Pre-K-12 Curriculum and Instruction, Division of Curriculum and Instruction, 678.676.0129
Effective: July 11, 2023 - June 30, 2024
Status: Solicitation Reviewed and Approved by General Counsel
6. EQUITY AND STUDENT EMPOWERMENT
a. RFP 19-513 Amendment - Naviance for Elementary for a one-year subscription (not to exceed $98,658.81) (3 docs)
Why: Naviance for Elementary introduces young students to future educational and career opportunities to help instill curiosity and confidence for lifelong learning. Naviance is a sole source vendor that will allow all elementary, middle, and high schools to function using one cohesive platform.
Details
Summary: Dr. Kishia K. Towns, Deputy Superintendent of Student Support and Intervention, Division of Equity and Student Empowerment
Request: It is requested that the Board of Education approve the amendment to RFP 19-513 to include Naviance for Elementary for a one-year subscription in an amount not to exceed $98,658.81.
Details: The Division of Equity and Student Empowerment is requesting Naviance for Elementary be approved and added to the existing Naviance platform, RFP 19-513.
Naviance for Elementary is designed to build confidence in young learners as they explore options for future success with engaging, age-appropriate content. With the addition of Naviance for Elementary, a school’s youngest students can now also enjoy tools and activities that help them explore options for future success. The age-appropriate interface is engaging and designed to foster curiosity.
A growing body of research demonstrates the importance of providing career-connected learning experiences for younger learners to develop a positive self-concept of their occupational prospects. Students who have more time to think about and prepare for their futures are better equipped to adopt new skills and invest in their own lifelong learning.
Naviance for Elementary is designed to build confidence in young learners as they explore options for future success with engaging, age-appropriate content. With the addition of Naviance for Elementary, a school’s youngest students can now also enjoy tools and activities that help them explore options for future success. The age-appropriate interface is engaging and designed to foster curiosity.
A growing body of research demonstrates the importance of providing career-connected learning experiences for younger learners to develop a positive self-concept of their occupational prospects. Students who have more time to think about and prepare for their futures are better equipped to adopt new skills and invest in their own lifelong learning.
Financial impact: The total budget of $98,658.81 for the Naviance for Elementary platform will be allocated from Purchased Professional and Technical Services: 100.1000.561200.63711.7370.1041.8013.090.0000.
Contact: Dr. Kishia K. Towns, Deputy Superintendent of Student Support and Intervention, Division of Equity and Student Empowerment, 678.676.1200
Mrs. Denise Revels, Director of Wrap Around and Support Services, Division of Equity and Student Empowerment, 678. 676.1200
Dr. Shannon Crosslin, Coordinator III, Student Support Services, Division of Equity and Student Empowerment, 678.676.1200
Mrs. Denise Revels, Director of Wrap Around and Support Services, Division of Equity and Student Empowerment, 678. 676.1200
Dr. Shannon Crosslin, Coordinator III, Student Support Services, Division of Equity and Student Empowerment, 678.676.1200
Status: Approved by General Counsel.
7. OFFICE OF CONTINOUS IMPROVEMENT (ACCOUNTABILITY)
a. Approval of Renewal of Renaissance Products and Services: Illuminate DnA and EduClimber (not to exceed $1,200,000) (6 docs)
Why: This solution supports the tenets of all Strategic Goal areas, but in particular, Goal Area 1: Student Success with Equity and Access by actualizing the following performance objectives:
Improve student mastery of learning standards
Provide academically rigorous courses and pathways
Increase Graduation Rate
Renaissance’s Illuminate Education is an assessment (DnA) and whole child (eduClimber and Achievement Dashboard) platform with extensive academic content aligned to the Georgia Standards of Excellence with professionally-designed assessments, accessible dashboards, and reports that inform district, school, classroom, and student-level data.
Based on our Vision for the DCSD Graduate and to enhance our ability to monitor birth to post-secondary milestones (which are attached), this platform will afford teachers, school and district administrators, access to a management system that will support DeKalb’s MTSS (essential multi-tiered system of supports) process.
The Illuminate Education DnA platform provides insightful district information around academic data with tools and reports to inform standards-based decision making. The data available through the platform has multiple benefits for District Leaders, Curriculum Leaders, and Teacher Leaders.
Through Illuminate Education eduClimber, schools and teachers can quickly build and administer common assessments with instant access to results, including standards analysis, most commonly missed items, and subgroup analysis. The district also utilizes multiple data points from the assessment platform to design system-wide professional learning.
Accordingly, Illuminate’s eduClimber tool will take all of the academic, social emotional and engagement data from the various and necessary platforms that the District currently has, and transform that data within 24 hours into a variety of formats that helps internal and external stakeholders to monitor academic continual growth and performance of DCSD students, as well as contributing factors to that progress. This solution provides the triangulated data to determine and predict which students are in need of different instructional, behavioral, social and emotional supports at the student, class, school region and district level.
School and district leaders will avoid lag time and extraneous efforts in an attempt to secure and analyze academic and non-academic data, including social-emotional, assessment, intervention, behavior and attendance data by making whole child data attainable and actionable. Pre-built visualizations and dashboards are readily available to assist school and district leaders in evaluation and monitoring intervention effectiveness that leads to appropriate data-driven decision making.
Through the renewal of Renaissance Illuminate Education for SY 2023-2024, DeKalb schools will continue to:
Design common and formative assessments
Analyze classroom, district, and state-level data
Generate reports utilizing multiple academic and whole child (behavior and attendance) data sources
Utilize assessment item banks for remediation, acceleration, and professional development
Inform instructional practices and school turnaround efforts at the local and district level
Administer DeKalb’s Benchmark Assessments
Support Multi-Tiered System of Support (MTSS) processes
Disaggregate data across multiple sources
Evaluate and monitor the effectiveness of interventions
Collect, report, and analyze school-wide behavior incidents for social emotional learning evaluation
Improve student mastery of learning standards
Provide academically rigorous courses and pathways
Increase Graduation Rate
Renaissance’s Illuminate Education is an assessment (DnA) and whole child (eduClimber and Achievement Dashboard) platform with extensive academic content aligned to the Georgia Standards of Excellence with professionally-designed assessments, accessible dashboards, and reports that inform district, school, classroom, and student-level data.
Based on our Vision for the DCSD Graduate and to enhance our ability to monitor birth to post-secondary milestones (which are attached), this platform will afford teachers, school and district administrators, access to a management system that will support DeKalb’s MTSS (essential multi-tiered system of supports) process.
The Illuminate Education DnA platform provides insightful district information around academic data with tools and reports to inform standards-based decision making. The data available through the platform has multiple benefits for District Leaders, Curriculum Leaders, and Teacher Leaders.
Through Illuminate Education eduClimber, schools and teachers can quickly build and administer common assessments with instant access to results, including standards analysis, most commonly missed items, and subgroup analysis. The district also utilizes multiple data points from the assessment platform to design system-wide professional learning.
Accordingly, Illuminate’s eduClimber tool will take all of the academic, social emotional and engagement data from the various and necessary platforms that the District currently has, and transform that data within 24 hours into a variety of formats that helps internal and external stakeholders to monitor academic continual growth and performance of DCSD students, as well as contributing factors to that progress. This solution provides the triangulated data to determine and predict which students are in need of different instructional, behavioral, social and emotional supports at the student, class, school region and district level.
School and district leaders will avoid lag time and extraneous efforts in an attempt to secure and analyze academic and non-academic data, including social-emotional, assessment, intervention, behavior and attendance data by making whole child data attainable and actionable. Pre-built visualizations and dashboards are readily available to assist school and district leaders in evaluation and monitoring intervention effectiveness that leads to appropriate data-driven decision making.
Through the renewal of Renaissance Illuminate Education for SY 2023-2024, DeKalb schools will continue to:
Design common and formative assessments
Analyze classroom, district, and state-level data
Generate reports utilizing multiple academic and whole child (behavior and attendance) data sources
Utilize assessment item banks for remediation, acceleration, and professional development
Inform instructional practices and school turnaround efforts at the local and district level
Administer DeKalb’s Benchmark Assessments
Support Multi-Tiered System of Support (MTSS) processes
Disaggregate data across multiple sources
Evaluate and monitor the effectiveness of interventions
Collect, report, and analyze school-wide behavior incidents for social emotional learning evaluation
- 1. 2020-2023 Illuminate Platform Utilization Report AID 1531973 Read Text
- 2. Attachment 2_Illuminate Visual AID 1531974 Read Text
- 3. illuminate educlimber award AID 1531975 Read Text
- 4. DeKalb County eduCLIMBER _ Achievement Dashboard Overview GUIDE AID 1531976 Read Text
- 5. Q2972764_Detail By Account FINAL AID 1531977 Read Text
- Renaissance Terms of Service and License AID 1536852 Read Text
Details
Summary: Dr. Myisha Warren , Executive Director of Federal Programs, Office of Continuous Improvement (Accountability)
Request: It is requested that the Board of Education approve the renewal of Renaissance: Illuminate DnA and eduClimber for SY 2023-2024 in an amount not to exceed $1,200,000.00.
The requested purchase is a testing expenditure that does not require bid per the District’s Purchasing Board Policy (DJE).
The requested purchase is a testing expenditure that does not require bid per the District’s Purchasing Board Policy (DJE).
Details: This proposed budget item is requesting funds not to exceed $1,200,000.00 to cover the costs associated with the purchase of the Renaissance Illuminate Education Assessment Platform and professional learning services.
Through the Illuminate Assessment platform, DCSD K-12 educators will have access to over 100,000 Formative, Common, and Benchmark assessment items. The test items have the following attributes:
Aligned to Georgia Standards of Excellence in all four content areas: English Language Arts, Mathematics, Science, and Social Studies
Multiple item types - selected response, constructed response and extended response (which simulates the GADOE Milestones Assessments)
Flexible delivery - items in Microsoft Office Word; passages in PDF; and images in JPEG
Varying levels of complexity- Depth of Knowledge: DOK 1 - 20%, DOK 2 - 60% and DOK 3 - 20%
English Language Arts items will be associated with passages that reflect readability and text complexity appropriate to the grade level
The Illuminate platform includes the following features necessary to administer required formative, common, and benchmark assessments in tandem with DeKalb’s curriculum:
Document camera scanning for easy and instant assessment scoring
Traditional and standard-based grade books and report cards
Online testing, proctoring, monitoring, and dashboards to provide instant performance feedback
Reporting that provides the big picture around effective instructional practices, direction for differentiated instruction, and item analysis to pinpoint student misconceptions
The online portal allows digital access to students and parents to get real-time performance feedback
Additionally, the broader features of Illuminate, are as follows:
Individual Student Overview dashboard: Multi-year student view of academic, attendance, social-emotional, behavior, and program status data for teacher, school and district leaders.
Threshold dashboard: Data dashboard with the ability to screen for at risk students based on multiple data points, set up early warning systems for academics and behaviors, ability to address issues of equity, and screen for program evaluations.
Meeting and Forms dashboard: Customizable smart FORMS that can automatically populate with demographic and assessment data to include embedded action items for student success.
Interventions and Progress Monitoring dashboard: Multiple data sources can be used to identify students in need of interventions and displayed via this tool. Additionally, students’ progress can be tracked to ensure interventions are accelerating learning and closing instructional gaps.
Academic Interventional Analysis dashboard: Provides the ability to view which interventions are being utilized across the district that have an impacting student learning.
Data Walls: School leaders can create and share collections of data with stakeholders and district leadership.
Program Effectiveness dashboard: Helps users to identify the effectiveness of district programming for students in various classification ranges.
Behavior Incident Analysis dashboard: The ability to view snapshots of behavior, response, and behavior locations throughout the district; additionally, this feature will assist with analyzing behaviors throughout the district, drill deeper to understand most common student behaviors, when they occur, where (schools and regions) they occur and which specific students are struggling with those behaviors.
Disproportionality Reporting dashboard: Visualizations that enable school and district leaders to view key disproportionality key data, monitor initiatives, and share easy-to-understand information with stakeholder.
Achievement dashboard: Interactive dashboard that allows users to create customizable visualizations of real-time data.
The tool also has the capacity to publish public-facing data visualizations so that stakeholders can be informed relative to the academic well-being of the District.
Usage Data SY2021-SY2023
Level
# of Assessments Created
# of Assessments Created
# of Assessments Created
2020-2021
2021-2022
2022-2023
Elementary
23251
30298
30526
Middle
7424
10550
10555
High
25445
15284
14069
The Illuminate tool proved to be an invaluable resource for DCSD students and staff.
Through the Illuminate Assessment platform, DCSD K-12 educators will have access to over 100,000 Formative, Common, and Benchmark assessment items. The test items have the following attributes:
Aligned to Georgia Standards of Excellence in all four content areas: English Language Arts, Mathematics, Science, and Social Studies
Multiple item types - selected response, constructed response and extended response (which simulates the GADOE Milestones Assessments)
Flexible delivery - items in Microsoft Office Word; passages in PDF; and images in JPEG
Varying levels of complexity- Depth of Knowledge: DOK 1 - 20%, DOK 2 - 60% and DOK 3 - 20%
English Language Arts items will be associated with passages that reflect readability and text complexity appropriate to the grade level
The Illuminate platform includes the following features necessary to administer required formative, common, and benchmark assessments in tandem with DeKalb’s curriculum:
Document camera scanning for easy and instant assessment scoring
Traditional and standard-based grade books and report cards
Online testing, proctoring, monitoring, and dashboards to provide instant performance feedback
Reporting that provides the big picture around effective instructional practices, direction for differentiated instruction, and item analysis to pinpoint student misconceptions
The online portal allows digital access to students and parents to get real-time performance feedback
Additionally, the broader features of Illuminate, are as follows:
Individual Student Overview dashboard: Multi-year student view of academic, attendance, social-emotional, behavior, and program status data for teacher, school and district leaders.
Threshold dashboard: Data dashboard with the ability to screen for at risk students based on multiple data points, set up early warning systems for academics and behaviors, ability to address issues of equity, and screen for program evaluations.
Meeting and Forms dashboard: Customizable smart FORMS that can automatically populate with demographic and assessment data to include embedded action items for student success.
Interventions and Progress Monitoring dashboard: Multiple data sources can be used to identify students in need of interventions and displayed via this tool. Additionally, students’ progress can be tracked to ensure interventions are accelerating learning and closing instructional gaps.
Academic Interventional Analysis dashboard: Provides the ability to view which interventions are being utilized across the district that have an impacting student learning.
Data Walls: School leaders can create and share collections of data with stakeholders and district leadership.
Program Effectiveness dashboard: Helps users to identify the effectiveness of district programming for students in various classification ranges.
Behavior Incident Analysis dashboard: The ability to view snapshots of behavior, response, and behavior locations throughout the district; additionally, this feature will assist with analyzing behaviors throughout the district, drill deeper to understand most common student behaviors, when they occur, where (schools and regions) they occur and which specific students are struggling with those behaviors.
Disproportionality Reporting dashboard: Visualizations that enable school and district leaders to view key disproportionality key data, monitor initiatives, and share easy-to-understand information with stakeholder.
Achievement dashboard: Interactive dashboard that allows users to create customizable visualizations of real-time data.
The tool also has the capacity to publish public-facing data visualizations so that stakeholders can be informed relative to the academic well-being of the District.
Usage Data SY2021-SY2023
Level
# of Assessments Created
# of Assessments Created
# of Assessments Created
2020-2021
2021-2022
2022-2023
Elementary
23251
30298
30526
Middle
7424
10550
10555
High
25445
15284
14069
The Illuminate tool proved to be an invaluable resource for DCSD students and staff.
Financial impact: The financial impact is an amount, not to exceed, $1,200,000.00 for FY24.
The purchase amount will be paid using general funds budgeted to the Office of Accountability, Department of Assessment Administration, charge code: 100.2210.553200.00011.7540.9990.8010.030.0000
The purchase amount will be paid using general funds budgeted to the Office of Accountability, Department of Assessment Administration, charge code: 100.2210.553200.00011.7540.9990.8010.030.0000
Contact: Dr. Myisha Warren, Executive Director of Federal Programs, Office of Continuous Improvement (Accountability), 678.676.0300
Mrs. Allison Q. Scott, Director of Assessment Administration, Office of Continuous Improvement (Accountability) , 678.676.0300
Mrs. Allison Q. Scott, Director of Assessment Administration, Office of Continuous Improvement (Accountability) , 678.676.0300
Effective: July 2023
Status: Contract approved by legal
b. Approval of Renewal of Northwest Evaluation Association (NWEA) Measures of Academic Progress (MAP) Assessment Systems for 2023 - 2024 (not to exceed $1,300,000) (Updated 07.07.2023) (6 docs)
Why: The DeKalb County School District currently utilizes Measures of Academic Progress (MAP) as a formative, interim assessment in grades K-10 in Reading, Language Usage, Mathematics, and Science. MAP also serves as the District’s universal screener to identify gifted and magnet students, as well as provides supplemental student achievement data to guide Multi-Tiered System of Supports (MTSS) at the local school level.
Additionally, the District requires a tool that:
Is Diagnostic (measures student growth and identify students in need of additional support)
Provides students with an online learning path/continuum-based students’ identified need
Allows the District to compare student performance against other students to determine growth and mastery percentile gaps (this is particularly important for our at-risk subgroups)
Allows the District to determine students level of mastery based on state standards and learning criteria (i.e., success criteria and learning targets) through the use of RIT scores
Can be used as a predictor towards the GA Milestones, SAT and ACT
Provides easy to understand data district, school and individual student reports (at the demographic level)
Provides Family Reports
In preparation for the 2023-2024 school year, the requested renewal is to permit the DeKalb County School District to enter into a continued agreement with NWEA to offer district-wide licenses for MAP assessments and to provide professional learning services to ensure all staff build efficiency in the instructional application of assessment data.
The renewal of MAP reduces the number of norm-referenced assessments offered in a single school year as it replaces the following assessments: Renaissance’s STAR Early Literacy, STAR Reading, STAR Math, the Iowa Test of Basic Skills (ITBS).
Additionally, the District requires a tool that:
Is Diagnostic (measures student growth and identify students in need of additional support)
Provides students with an online learning path/continuum-based students’ identified need
Allows the District to compare student performance against other students to determine growth and mastery percentile gaps (this is particularly important for our at-risk subgroups)
Allows the District to determine students level of mastery based on state standards and learning criteria (i.e., success criteria and learning targets) through the use of RIT scores
Can be used as a predictor towards the GA Milestones, SAT and ACT
Provides easy to understand data district, school and individual student reports (at the demographic level)
Provides Family Reports
In preparation for the 2023-2024 school year, the requested renewal is to permit the DeKalb County School District to enter into a continued agreement with NWEA to offer district-wide licenses for MAP assessments and to provide professional learning services to ensure all staff build efficiency in the instructional application of assessment data.
The renewal of MAP reduces the number of norm-referenced assessments offered in a single school year as it replaces the following assessments: Renaissance’s STAR Early Literacy, STAR Reading, STAR Math, the Iowa Test of Basic Skills (ITBS).
- NWEA Sales Order AID 1536195 Read Text
- DeKalb_CSD_Custom_Master_Subscription_Agreement_13278_NWEA AID 1537704 Read Text
- 3. MAP Achievement Learning Opportunity Data MAPLE Study AID 1532288 Read Text
- 4. MAP Presentation Overview AID 1532289 Read Text
- 5. NWEA MAP Norming Study 2020 AID 1532290 Read Text
- 6. NWEA Parent Guide AID 1532291 Read Text
Details
Summary: Dr. Myisha Warren , Executive Director of Federal Programs, Office of Continuous Improvement (Accountability)
Request: It is requested that the Board of Education approve the renewal of the Northwest Evaluation Association (NWEA) Measures of Academic Progress (MAP) Assessment for the 2023-2024 school year in an amount not to exceed $1,300,000.00.
The requested purchase is an assessment expenditure that does not require bid per the District’s Purchasing Board Policy (DJE).
The requested purchase is an assessment expenditure that does not require bid per the District’s Purchasing Board Policy (DJE).
Details: This proposed budget item is requesting funds not to exceed $1,300,000.00 to cover the costs associated with the District renewal of the NWEA MAP assessment system and professional learning services.
NWEA Measures of Academic Progress (MAP) is a suite of assessments that deliver data to make a difference in student progress. MAP Growth measures areas related to the Georgia Standards of Excellence in RIT (Rausch Unit) scores. As a result, educators can easily measure growth in learning through the school year, and from year-to-year in Reading, Math, Language Usage, and Science, which also affords educators the capability to differentiate instruction based on the tool’s functionalities. The tool is built on one of the most robust normative scales in the United States.
MAP assessments are computer-adaptive tests that increase in rigor as students answer items, correctly. When a student incorrectly answers a question, the test becomes less difficult as a means to match the next test item with the student’s academic aptitude. Therefore, a student takes an assessment created explicitly for his or her learning level. In addition, MAP Skills provides each student with his/her own specific learning path that identifies skill gaps and provides activities to help students master specific foundational skills.
The GA Department of Education is also closely determining the possibility of the NWEA MAP Assessment as a viable replacement of the year end summative assessment, currently known as the Georgia Milestones. A comprehensive pilot through the GA MAP Partnership has been underway and a stated decision is expected based on the pilot.
NWEA Measures of Academic Progress (MAP) is a suite of assessments that deliver data to make a difference in student progress. MAP Growth measures areas related to the Georgia Standards of Excellence in RIT (Rausch Unit) scores. As a result, educators can easily measure growth in learning through the school year, and from year-to-year in Reading, Math, Language Usage, and Science, which also affords educators the capability to differentiate instruction based on the tool’s functionalities. The tool is built on one of the most robust normative scales in the United States.
MAP assessments are computer-adaptive tests that increase in rigor as students answer items, correctly. When a student incorrectly answers a question, the test becomes less difficult as a means to match the next test item with the student’s academic aptitude. Therefore, a student takes an assessment created explicitly for his or her learning level. In addition, MAP Skills provides each student with his/her own specific learning path that identifies skill gaps and provides activities to help students master specific foundational skills.
The GA Department of Education is also closely determining the possibility of the NWEA MAP Assessment as a viable replacement of the year end summative assessment, currently known as the Georgia Milestones. A comprehensive pilot through the GA MAP Partnership has been underway and a stated decision is expected based on the pilot.
Financial impact: The financial impact is an amount, not to exceed, $1,300,000.00 for FY24.
The purchase amount will be paid using general funds budgeted to the Office of Continuous Improvement (Accountability) Department of Assessment Administration charge code: 100.1000.530010.00011.7540.9990.8010.030.0000
The purchase amount will be paid using general funds budgeted to the Office of Continuous Improvement (Accountability) Department of Assessment Administration charge code: 100.1000.530010.00011.7540.9990.8010.030.0000
Contact: Dr. Myisha Warren, Executive Director of Federal Programs, Office of Continuous Improvement (Accountability), 678.676.0300
Mrs. Allison Q. Scott, Director of Assessment Administration, Office of Continuous Improvement (Accountability), 678.676.0300.
Mrs. Allison Q. Scott, Director of Assessment Administration, Office of Continuous Improvement (Accountability), 678.676.0300.
Effective: July 2023
Status: Contract approved by legal
c. Renewal of COGNIA (formerly AdvancED) Membership Approval (not to exceed $147,000) (3 docs)
Why: The DeKalb County School District received final notification of the 2022 Cognia Engagement Review Results on June 17, 2022, awarding the district full accreditation through June 30, 2027, from the Cognia Global Commission. Each year to remain in good accreditation standing with COGNIA, the district must pay all associated membership costs for District and individual school accreditation. District accreditation membership is paid to COGNIA to cover accreditation services for the district and for all DeKalb County Schools. Services and added benefits from COGNIA include, but are not limited to: diagnostic reviews of school improvement and performance; professional learning; partnerships; research; STEM certifications; school improvement feedback tools; policy support; and school accountability.
As of 2023, 32 DeKalb County schools have earned the global distinction of becoming a COGNIA Science, Technology, Engineering, and Mathematics (STEM) Certified School. This STEM recognition is done through an evaluation process and examination of school innovation practices, partnerships and parental supports as guided by an established set of STEM standards.
Additionally, Coralwood Center and The Early Learning Center have earned COGNIA Early Learning Accreditation. These schools have demonstrated adherence to the five Cognia Standards which describe the quality practices and conditions that research and best practice indicate are necessary for early learning schools to achieve quality learning, growth, and development for young children.
To bring coherence to the district’s internal systems towards District improvement, COGNIA’s standards represent one alignment criteria that ensures that the district’s work is aligned to the expected practices. As an example, all Board Agenda items must align to one or more COGNIA standards to ensure coherence and alignment to best systemic practices.
As of 2023, over 150 GA districts (Attached)- as indicated by COGNIA - are accredited through COGNIA, including several neighboring metro districts, such as Decatur City, Cobb, Fulton, Gwinnett, Clayton, and Henry County Schools.
As of 2023, 32 DeKalb County schools have earned the global distinction of becoming a COGNIA Science, Technology, Engineering, and Mathematics (STEM) Certified School. This STEM recognition is done through an evaluation process and examination of school innovation practices, partnerships and parental supports as guided by an established set of STEM standards.
Additionally, Coralwood Center and The Early Learning Center have earned COGNIA Early Learning Accreditation. These schools have demonstrated adherence to the five Cognia Standards which describe the quality practices and conditions that research and best practice indicate are necessary for early learning schools to achieve quality learning, growth, and development for young children.
To bring coherence to the district’s internal systems towards District improvement, COGNIA’s standards represent one alignment criteria that ensures that the district’s work is aligned to the expected practices. As an example, all Board Agenda items must align to one or more COGNIA standards to ensure coherence and alignment to best systemic practices.
As of 2023, over 150 GA districts (Attached)- as indicated by COGNIA - are accredited through COGNIA, including several neighboring metro districts, such as Decatur City, Cobb, Fulton, Gwinnett, Clayton, and Henry County Schools.
- Cognia Performance Standards AID 1534938 Read Text
- Georgia Districts Accredited by COGNIA AID 1534939 Read Text
- Cognia Membership Fee Invoice 2023-2024 AID 1534946 Read Text
Details
Summary: Presented by: Dr. Myisha Warren, Executive Director of Federal Programs, Division of Continuous Improvement (Accountability)
Request: In support of Board Policy MK and MK-R (Educational Accreditation Agency Relations), it is requested that the Board of Education approve the payment of accreditation membership to COGNIA (formerly AdvancED) for all DeKalb schools for the 2023-2024 school year, in an amount not to exceed $147,000.00.
Details: This proposed budget item is requesting funds not to exceed $147,000 to cover the costs of annual accreditation membership for all DeKalb County Schools.
Financial impact: The financial impact is an amount not to exceed $147,000 for FY24. The purchase amount will be paid for through charge code 100.1000.581000.00011.7540.9990.8010.030.0000 - general budgeted through the Office of Continuous Improvement (Accountability). Payment of this invoice covers COGNIA 2023-2024 accreditation membership. COGNIA payment is required no later than July 31, 2023, to avoid loss of district accreditation as well as accreditation technology licenses.
Contact: Dr. Myisha Warren, Executive Director of Federal Programs, Division of Continuous Improvement (Accountability), 678.676.0219
Dr. Sherry Everett, Director of Strategic Management, Division of Continuous Improvement (Accountability), 678.676.0435
Dr. Sherry Everett, Director of Strategic Management, Division of Continuous Improvement (Accountability), 678.676.0435
Effective: July 31, 2023
Status: Attorney approval not required
8. INFORMATION AND INSTRUCTIONAL TECHNOLOGY
a. Harris Schools Solutions Applications Support and Maintenance Agreement Renewal (not to exceed $123,297) (2 docs)
Why: To provide maintenance for our Enterprise Resource Planning System (TERMS/CrossPointe) and ACA (AptaFund Affordable Care Act). This is DCSD’s legacy system that currently handles payroll. The Division of Information and Instructional Technology is responsible for the technical support and programming operations for Harris School Solutions. Finance and Human Resources Departments are responsible for the data and workflow operations.
- TERMS Maint Quote 07.23 to 06.24 AID 1533879 Read Text
- ACA Maint Quote 07.23 to 06.24 AID 1533880 Read Text
Details
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 applications support and maintenance fees to Harris School Solutions, Inc. at a cost not to exceed $123,297.00. This is a one-year agreement.
Details: The annual maintenance provides the DeKalb County School District with scheduled upgrades, software modifications mandated by changes in State and Federal reporting demands we are faced with each year. This agreement provides customized programming services for the Harris School Solutions Online Application that includes Finance, Human Resources Management, and the graphical user interface (GUI). Since the acquisition of CrossPointe, Harris School Solutions has provided exceptional customer service and support for our legacy system. We will need to maintain this maintenance service as we transition to the new ERP system to ensure business continuity.
Pursuant to Board of Education Policy DJE, the purchase of services from Harris Solutions does not require a competitive bid because it meets the policy definition of a single source. Harris Solutions provides support for the district's legacy ERP system, CrossPointe.
Pursuant to Board of Education Policy DJE, the purchase of services from Harris Solutions does not require a competitive bid because it meets the policy definition of a single source. Harris Solutions provides support for the district's legacy ERP system, CrossPointe.
Financial impact: $123,297.00 General Fund
Charge code: 100.2800.530000.00011.7600.9990.0308.070.0000
Charge code: 100.2800.530000.00011.7600.9990.0308.070.0000
Contact: Ms. Monika T. Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: July 2023
Status: Approved by General Counsel
b. Device Repair Services Renewal - Year 2 of 3 (not to exceed $2,291,100) (1 doc)
Why: The purpose of the agenda item is to purchase device repair services for maintenance repair and warranty.
- Device Services Renewal Quote AID 1533881 Read Text
Details
Summary: Presented by: Ms. Monika T. Davis, Chief Information Officer, Division of Information and Instructional Technology,
Request: It is requested that the Board of Education approve the renewal of device repair services to include maintenance, repair, and warranty services from CDW-G at a cost not to exceed $2,291,100.
This is year 2 of a three-year agreement to provide services to students Acer Spin 511 Chromebooks and spare devices. This agreement was last approved in April 2022.
This is year 2 of a three-year agreement to provide services to students Acer Spin 511 Chromebooks and spare devices. This agreement was last approved in April 2022.
Details: The district is committed to providing the necessary technology tools for students to ensure equitable access to learning experiences. Device accessibility and management continues to be a top priority necessary to support student learning.
For the past year, CDW-G and Lexicon Tech Solutions have partnered with the district to provide repair services for our 93,000+ student device fleet. These services include device pick up and delivery at the local school, repair and part replacement services, as well as access to spare devices while repairs are occurring.
This agenda item requests renewal of these services. This repair process includes a full diagnosis of the damaged device and repair of all damage identified, both reported and unreported.
This service is necessary to support equitable access to learning applications and digital content as well as connect with teachers.
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 renewal will utilize the Sourcewell Contract 081419-CDW.
For the past year, CDW-G and Lexicon Tech Solutions have partnered with the district to provide repair services for our 93,000+ student device fleet. These services include device pick up and delivery at the local school, repair and part replacement services, as well as access to spare devices while repairs are occurring.
This agenda item requests renewal of these services. This repair process includes a full diagnosis of the damaged device and repair of all damage identified, both reported and unreported.
This service is necessary to support equitable access to learning applications and digital content as well as connect with teachers.
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 renewal will utilize the Sourcewell Contract 081419-CDW.
Financial impact: $2,291,100
ESSER 448-1000-561600-30521-7600-4190-8010-070-2022
ESSER 448-1000-561600-30521-7600-4190-8010-070-2022
Contact: Ms. Monika T. Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: July 2023
Status: Approved by General Counsel
9. COMMUNITY EMPOWERMENT, INNOVATION AND PARTNERSHIPS - No Agenda Items This Month
Details
Summary: Presented by: Division of Community Empowerment, Innovation and Partnerships
10. OPERATIONS
a. Athletics
i. ITB 24-547 for Middle School Weight Room Equipment to Wynnpro, LLC (not to exceed $289,777.80) (6 docs)
Why: DCSD desires to contract with Wynnpro, LLC for the acquisition and installation of weight room equipment for 18 middle schools. This weight room equipment will provide middle school students the opportunity to learn proper techniques of lifting weights. This valuable lesson will help reduce injuries, increase competition performance and promote a healthy lifestyle.
The weight room equipment company will be responsible for the delivery, assembly and installation the equipment at each school.
The weight room equipment company will be responsible for the delivery, assembly and installation the equipment at each school.
- 24-457 Evaluation Committee Tabulation AID 1531953 Read Text
- 24-547 DCSD MS Weight Room Equipment Solicitation AID 1531959 Read Text
- 24-457 Award Recommendation Letter (1) AID 1531958 Read Text
- 24-547 Sourcing Efforts Memo AID 1531957 Read Text
- ITB 24-547 Wynnpro LLC Proposal AID 1531956 Read Text
- Chronology AID 1531955 Read Text
Details
Summary: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the award of ITB 24-547 DCSD Middle School Weight Room Equipment to Wynnpro, LLC, not to exceed $289,777.80
Details: Specific details related to the scope of work for this Request for Proposal can be found on the DeKalb County School District’s solicitation website at https://dekalbschoolsga.ionwave.net/
The ITB was issued on March 30, 2023, and notification of the upcoming ITB was posted to IonWave on March 30, 2023, posted on the Georgia Procurement Registry on March 30, 2023 and advertised in the Champion Newspaper on March 30, 2023 and April 6, 2023. Electronic notification was sent to 33 vendors from the DCSD Vendor Bid List, 102 vendors through the State of Ga. Procurement Registry and 28 vendors through IonWave. Eight (8) bids were reviewed and deemed responsive to the requirements of the solicitation. The 8 bids were evaluated by an evaluation committee, which consisted of three (3) staff members from the Athletics Department.
The ITB was issued on March 30, 2023, and notification of the upcoming ITB was posted to IonWave on March 30, 2023, posted on the Georgia Procurement Registry on March 30, 2023 and advertised in the Champion Newspaper on March 30, 2023 and April 6, 2023. Electronic notification was sent to 33 vendors from the DCSD Vendor Bid List, 102 vendors through the State of Ga. Procurement Registry and 28 vendors through IonWave. Eight (8) bids were reviewed and deemed responsive to the requirements of the solicitation. The 8 bids were evaluated by an evaluation committee, which consisted of three (3) staff members from the Athletics Department.
Financial impact: The total budget for ITB 24-547 Wynnpro LLC. is allocated from the cost code (100.1000.573000.00011.7090.9990.8010.040.0000) Purchase Equipment - Athletics’ General Fund Budget in the amount not to exceed $289,777.80.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1470
Mr. James Jackson, Executive Director Athletics, Division of Operations, 678.676.1824
Mr. James Jackson, Executive Director Athletics, Division of Operations, 678.676.1824
Status: Approved by General Counsel
b. Facilities Management - No Agenda Item This Month
c. Business Services - No Agenda Items This Month
d. Fleet and Transportation Services
i. 2023-2024 Transportation Agreement with International Community Schools, Inc. (2 docs)
Why: The transportation services agreement is needed to provide the International Community School, Inc., with student transportation services for the 2023 - 2024 school year.
Details
Summary: Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the annual renewal of the Transportation Agreement between International Community School, Inc. and DeKalb County School District to provide student transportation services for the 2023 - 2024 school year.
Details: DeKalb County School District will provide transportation and invoice International Community Schools, Inc. for all expenses incurred.
Financial impact: This agreement has no budgetary impact on the DeKalb County School District. All expenses are billed to, and paid for by the International Community School, Inc. School. Funds received will be deposited into general fund code.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1483
Mr. Bernando Brown, Director of Student Transportation Department, Division of Operations 678.875.0090
Mr. Bernando Brown, Director of Student Transportation Department, Division of Operations 678.875.0090
Status: Approved by General Counsel
e. School Nutrition Services
i. Extension (Renewal)-Bid No. 20-27 Large Equipment (Renewal Year 4 of 4) to Douglas Equipment (not to exceed $1,200,000 for SY 23-24) (6 docs)
Why: The goal of School Nutrition Services is to consistently acquire foodservice commercial equipment which is essential for meal preparation and efficient operation of food production.Several types of large equipment include, but not limited to steamers, combi ovens, heated cabinets, tilting skillet, and milk boxes. This will enable School Nutrition Services (SNS) to provide health reimbursable meals for DeKalb County students.
- Bid 20-27 Vendor Extension Acknowledgement Douglas Equipment AID 1531947 Read Text
- Bid 20-27 Liability Insurance Douglas Equipment AID 1531948 Read Text
- Bid 20-27 Manufacturer Price Increases AID 1531949 Read Text
- Douglas Equipment Price Increases AID 1531950 Read Text
- Kitchen equipment awarded to Douglas Equipment requiring quotes AID 1531951 Read Text
- Chronology Bid 20-27 Douglas Equipment AID 1531952 Read Text
Details
Summary: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the renewal of Bid 20-27, purchase of large equipment to Douglas Equipment in the amount not to exceed $1,200,000 for SY 23-24. This request extends the agreement with Douglas Equipment an additional year from August 1, 2023 through July 31, 2024. This is the fourth of four (4) one-year (1-year) Contract Renewal options.
Details: Bid 20-27 Large Equipment was competitively solicited May 23, 2019. Five (5) vendors responded to the solicitation. School Nutrition Services evaluation panel selected four (4) of the five (5) vendors: (1) BHS Foodservice Solutions, (2) Citisco, (3) Douglas Equipment, and (4) Mobile Fixture & Equipment as the most responsible and responsive bidders.
Due to an excellent level of service provided, Bid 20-27 was extended with three of the four award vendors for SY 2020-2021. (1) Citisco, (2) Douglas Equipment, and (3) Mobile Fixture & Equipment. The fourth vendor, BHS, discontinued operations.
School Nutrition Services (SNS) requested to extend Bid 20-27 for SY 2022-2023 with the same terms and conditions as the original term contract from August 1, 2022, through July 31, 2023. Based on the current supply chain shortages, only Douglas Equipment responded.
In addition, SNS requests to extend Bid 20-27 for another year with the same terms and conditions as the original term contract from August 1, 2023, through July 31, 2024, and Douglas Equipment accepted.
Douglas Equipment has indicated an average price increase of 15% for SY 2023-2024. DCSD price provision allows price change at the extension/ renewal anniversary commencing August 1, 2023. The vendor must supply the Purchasing Department of the DCSD with written proof from the manufacturer when (if) price changes occur. The written notification from the manufacturer (for DCSD) may specify actual dollar changes or may specify the change as a percentage.
The price increase reflects the cost of raw materials (plastic resins, high heat materials), stainless steel, packaging, labor, energy and transportation. The suppliers continue to invest in the future with new materials, technologies, and innovative products to help enhance foodservice efficiency, safety, and sustainability.
Kitchen equipment not covered by Bid 20-27 awarded to Douglas Equipment will be obtained by requesting quotes outlined by DCSD Board Policy from multiple foodservice equipment vendors. An attached copy of kitchen equipment provided by Douglas Equipment and items that will require quotes are included in the supporting documents.
Year 1 is the initial year of the contract with the option of 4 renewals totaling 5 years. This is the fourth of 4 extensions allowed.
Due to an excellent level of service provided, Bid 20-27 was extended with three of the four award vendors for SY 2020-2021. (1) Citisco, (2) Douglas Equipment, and (3) Mobile Fixture & Equipment. The fourth vendor, BHS, discontinued operations.
School Nutrition Services (SNS) requested to extend Bid 20-27 for SY 2022-2023 with the same terms and conditions as the original term contract from August 1, 2022, through July 31, 2023. Based on the current supply chain shortages, only Douglas Equipment responded.
In addition, SNS requests to extend Bid 20-27 for another year with the same terms and conditions as the original term contract from August 1, 2023, through July 31, 2024, and Douglas Equipment accepted.
Douglas Equipment has indicated an average price increase of 15% for SY 2023-2024. DCSD price provision allows price change at the extension/ renewal anniversary commencing August 1, 2023. The vendor must supply the Purchasing Department of the DCSD with written proof from the manufacturer when (if) price changes occur. The written notification from the manufacturer (for DCSD) may specify actual dollar changes or may specify the change as a percentage.
The price increase reflects the cost of raw materials (plastic resins, high heat materials), stainless steel, packaging, labor, energy and transportation. The suppliers continue to invest in the future with new materials, technologies, and innovative products to help enhance foodservice efficiency, safety, and sustainability.
Kitchen equipment not covered by Bid 20-27 awarded to Douglas Equipment will be obtained by requesting quotes outlined by DCSD Board Policy from multiple foodservice equipment vendors. An attached copy of kitchen equipment provided by Douglas Equipment and items that will require quotes are included in the supporting documents.
Year 1 is the initial year of the contract with the option of 4 renewals totaling 5 years. This is the fourth of 4 extensions 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 622.3100.573000.00062.8200.9990.8015.040.0000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1470
Dr. Connie R. Walker, Executive Director of School Nutrition Services, Division of Operations, 678.676.1780
Dr. Connie R. Walker, Executive Director of School Nutrition Services, Division of Operations, 678.676.1780
Status: Approved by General Counsel
f. E-SPLOST Projects
i. RFQu No. 23-752-021 New Dresden Elementary School Project Award CM (Pre-Construction Phase Fee) (not to exceed $10,000) (3 docs)
Why: To approve the award of the construction management contract for New Dresden Elementary School project in accordance with the District’s voter-approved E-SPLOST VI program
Details
Summary: Erick Hofstetter, Chief Operations Officer, Division of Operations
Request: It is requested that the Board of Education approve the award of RFQu No. 23-752-021 for construction management services for the New Dresden Elementary School to The Winter Construction Company the most responsive and responsible Offeror whose proposal is the most advantageous to the Board based on the evaluation factors set forth in the Request for Qualifications solicitation document.
In addition, it requested that the Board of Education approve a not-to-exceed amount of $10,000.00, for the Pre-Construction Phase Fee associated with this contract agreement. Additional packages will be presented to the Board of Education for approval as indicated below:
Site package will be presented in Winter 2023-2024
Final Guaranteed Maximum Price (GMP) will be presented in Spring 2024.
Additional sub packages may be presented to the Board of Education for approval as needed.
In addition, it requested that the Board of Education approve a not-to-exceed amount of $10,000.00, for the Pre-Construction Phase Fee associated with this contract agreement. Additional packages will be presented to the Board of Education for approval as indicated below:
Site package will be presented in Winter 2023-2024
Final Guaranteed Maximum Price (GMP) will be presented in Spring 2024.
Additional sub packages may be presented to the Board of Education for approval as needed.
Details: Specific details related to the scope of work for this Request for Qualifications can be found on the District’s solicitation website at http://www.dekalbschoolsga.org/solicitations/.
The RFQu was issued on March 30, 2023, and notification of the upcoming solicitation was sent via email to180 vendors from the DCSD vendor list and 1392 vendors through the State of GA Procurement Registry and 369 vendors on DemandStar. The solicitation was advertised in the Champion and posted on DCSD website. Eighteen (18) people attended the mandatory pre-proposal meeting on April 13, 2023, representing seven (7) construction managers. Five (5) statements of qualifications were received on May 4, 2023, for the New Dresden Elementary School project.
The qualifications for the five (5) responsive firms were evaluated by a selection committee, and four (4) firms were shortlisted and invited to further discuss their qualifications during an interview. Interviews were conducted on May 22, 2023. This recommendation is based on the final scoring of the interview and presentation process. The Winter Construction Company will be responsible for the construction management services as set forth in the proposal documents. The DeKalb County School District’s Standard Form of Construction Management Contract will be used. The award of this contract will allow for the commencement of the pre-construction phase of the construction management services for this project. The Winter Construction Company is located at 5616 Peachtree Road, Suite 100, Atlanta, Georgia 30341.
The RFQu was issued on March 30, 2023, and notification of the upcoming solicitation was sent via email to180 vendors from the DCSD vendor list and 1392 vendors through the State of GA Procurement Registry and 369 vendors on DemandStar. The solicitation was advertised in the Champion and posted on DCSD website. Eighteen (18) people attended the mandatory pre-proposal meeting on April 13, 2023, representing seven (7) construction managers. Five (5) statements of qualifications were received on May 4, 2023, for the New Dresden Elementary School project.
The qualifications for the five (5) responsive firms were evaluated by a selection committee, and four (4) firms were shortlisted and invited to further discuss their qualifications during an interview. Interviews were conducted on May 22, 2023. This recommendation is based on the final scoring of the interview and presentation process. The Winter Construction Company will be responsible for the construction management services as set forth in the proposal documents. The DeKalb County School District’s Standard Form of Construction Management Contract will be used. The award of this contract will allow for the commencement of the pre-construction phase of the construction management services for this project. The Winter Construction Company is located at 5616 Peachtree Road, Suite 100, Atlanta, Georgia 30341.
Financial impact: The total amount of $10,000.00 for the Pre-Construction Fee and reimbursable expenses associated with the contract agreement for New Dresden Elementary School Project will be allocated from the construction cost code (SP6NEWSCH.21836.CONSTRSV) under the voter-approved E-SPLOST VI program.
Contact: Mr. Erick Hofstetter, Chief Operations Officer, Division of Operations, 678.676.1470
Mr. Richard Boyd, Director of Design and Construction, Division of Operations, 678.676.1483
Mr. Richard Boyd, Director of Design and Construction, Division of Operations, 678.676.1483
Status: Approved by General Counsel
11. DONATIONS - No Agenda Items This Month
12. PERSONNEL RECOMMENDATION(S) FROM EXECUTIVE SESSION
a. PERSONNEL RECOMMENDATION FROM EXECUTIVE SESSION (2 docs)
- Director, Leadership Development (1) AID 1537959 Read Text
- Antonio Ross rd AID 1537965 Read Text
Details
Summary: Presented by: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources , 678.676.1200.
Request: It is requested that the Board of Education approve the hiring recommendation of Mr. Antonio Ross to the position of Director of Leadership and Development.
Details: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources , 678.676.1200.
Contact: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources , 678.676.1200.
Effective: Effective after Board approval.
b. PERSONNEL RECOMMENDATION FROM EXECUTIVE SESSION (2 docs)
- Associate Superintendent, Leadership & Schools (1) AID 1537971 Read Text
- Michelle Dillard rd AID 1537970 Read Text
Details
Summary: Presented by: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources , 678.676.1200.
Request: It is requested that the Board of Education approve the hiring recommendation of Ms. Michelle Dillard to the position of Associate Superintendent Leadership and Schools.
Details: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources , 678.676.1200.
Contact: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources , 678.676.1200.
Effective: Effective after Board approval.
c. PERSONNEL RECOMMENDATION FROM EXECUTIVE SESSION (2 docs)
- Chief of Community Engagement and Innovative Partnerships AID 1537983 Read Text
- Yolanda Williamson rd AID 1537982 Read Text
Details
Summary: Presented by: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources , 678.676.1200.
Request: It is requested that the Board of Education approve the hiring recommendation of Dr. Yolanda Williamson to the position of Chief Community Engagement and Innovative Partnerships.
Details: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources , 678.676.1200.
Contact: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources , 678.676.1200.
Effective: Effective after Board approval.
d. PERSONNEL RECOMMENDATION FROM EXECUTIVE SESSION (2 docs)
- Director, Organizational Effectiveness_Superintendent's Office AID 1537986 Read Text
- Elijah Palmer rd AID 1537994 Read Text
Details
Summary: Presented by: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources , 678.676.1200.
Request: It is requested that the Board of Education approve the hiring recommendation of Mr. Elijah Palmer to the position of Director of Organizational Effectiveness.
Details: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources , 678.676.1200.
Contact: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources , 678.676.1200.
Effective: Effective after Board approval.
13. OFFICE OF AUDITS AND COMPLIANCE - No Agenda Items This Month
Details
Summary: Presented by: Mr. Joel B. Thibodeaux, Director, Office of Audits & Compliance
F. AMENDMENT TO THE BYLAWS & POLICIES
1. FIRST READ - Amendment to the Bylaws & Policies: Board Policy CGB Administrative Personnel Positions (Updated 07.05.2023) (3 docs)
Why: The Board of Education is empowered to abolish duplicative or outdated policies. The elimination of said policies will increase the efficiency of the organization. Board Policy CGB - Administrative Personnel Positions is covered by Board Policy CGD - Administrative Personnel Hiring.
Details
Summary: Presented by: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law
Request: It is requested that the Board of Education eliminate the board policy CGB, Administrative Personnel Positions, due to the fact that it is duplicative or outdated.
Financial impact: There is no financial impact to the District.
Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law, 678.676.1200
Effective: Upon Board Approval
Status: Approved by General Counsel
Attorney Approval Not Required
Attorney Approval Not Required
2. FIRST READ - Amendment to the Bylaws & Policies: Board Policy DCA, Fiscal Goals and Objectives (Updated 07.05.2023) (3 docs)
Why: The Board of Education is empowered to abolish duplicative or outdated policies. The elimination of said policies will increase the efficiency of the organization. Board Policy DCA - Fiscal Goals and Objectives is covered by Board Policy DCL - Fund Balance.
- Board Policy DCA - Fiscal Goals and Objectives AID 1536708 Read Text
- Board Policy DCL Fund Balance AID 1536824 Read Text
- Policy Initiative Phase 1, July 10, 2023 AID 1537091 Read Text
Details
Summary: Presented by: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law
Request: It is requested that the Board of Education eliminate the board policy DCA, Fiscal Goals and Objectives, due to the fact that it is duplicative or outdated.
Financial impact: There is no financial impact to the District.
Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law, 678.676.1200
Effective: Upon Board Approval
Status: Approved by General Counsel
Attorney Approval Not Required
Attorney Approval Not Required
3. FIRST READ - Amendment to the Bylaws & Policies: Board Policy DJAA, Authorized Signatures (Updated 07.05.2023) (3 docs)
Why: The Board of Education is empowered to abolish duplicative or outdated policies. The elimination of said policies will increase the efficiency of the organization. Board Policy DJAA- Authorized Signatures is covered by Board Policy DJEG - Purchase Orders and Contracts.
- Board Policy DJAA - Authorized Signatures AID 1536709 Read Text
- Board Policy DJEG Purchase Orders and Contracts AID 1536825 Read Text
- Policy Initiative Phase 1, July 10, 2023 AID 1537092 Read Text
Details
Summary: Presented by: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law
Request: It is requested that the Board of Education eliminate the board policy DJAA, Authorized Signatures, due to the fact that it is duplicative or outdated.
Financial impact: There is no financial impact to the District.
Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law, 678.676.1200
Effective: Upon Board Approval
Status: Approved by General Counsel
Attorney Approval Not Required
Attorney Approval Not Required
4. FIRST READ - Amendment to the Bylaws & Policies: Board Policy EEA, Free and Reduced Nutrition Programs (Updated 07.05.2023) (3 docs)
Why: The Board of Education is empowered to abolish duplicative or outdated policies. The elimination of said policies will increase the efficiency of the organization. Board Policy EEA - Free and Reduced Nutrition Programs is covered by Board Policy EEE - Wellness Program.
- Board Policy EEA - Free and Reduced Nutrition Programs AID 1536806 Read Text
- Board Policy EEE Wellness Program AID 1536826 Read Text
- Policy Initiative Phase 1, July 10, 2023 AID 1537093 Read Text
Details
Summary: Presented by: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law
Request: It is requested that the Board of Education eliminate the board policy EEA, Free and Reduced Nutrition Programs, due to the fact that it is duplicative or outdated.
Financial impact: There is no financial impact to the District.
Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law, 678.676.1200
Effective: Upon Board Approval
Status: Approved by General Counsel
Attorney Approval Not Required
Attorney Approval Not Required
5. FIRST READ - Amendment to the Bylaws & Policies: Board Policy EGA, Staff Insurance Programs (Updated 07.05.2023) (3 docs)
Why: The Board of Education is empowered to abolish duplicative or outdated policies. The elimination of said policies will increase the efficiency of the organization. Board Policy EGA - Staff Insurance Program is covered by Board Policy DJCB - Salary Deductions.
- Board Policy EGA - Staff Insurance Program AID 1536807 Read Text
- Board Policy DJCB Salary Deductions AID 1536828 Read Text
- Policy Initiative Phase 1, July 10, 2023 AID 1537094 Read Text
Details
Summary: Presented by: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law
Request: It is requested that the Board of Education eliminate the board policy EGA, Staff Insurance Programs, due to the fact that it is duplicative or outdated.
Financial impact: There is no financial impact to the District.
Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law, 678.676.1200
Effective: Upon Board Approval
Status: Approved by General Counsel
Attorney Approval Not Required
Attorney Approval Not Required
6. FIRST READ - Amendment to the Bylaws & Policies: Board Policy GCA , Classified Personnel Compensation (Updated 07.05.2023) (3 docs)
Why: The Board of Education is empowered to abolish duplicative or outdated policies. The elimination of said policies will increase the efficiency of the organization. Board Policy GCA - Classified Personnel Compensation is covered by Board Policy GCRD - Classified Personnel Overtime Pay.
Details
Summary: Presented by: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law
Request: It is requested that the Board of Education eliminate the board policy GCA, Classified Personnel Compensation, due to the fact that it is duplicative or outdated.
Financial impact: There is no financial impact to the District.
Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law, 678.676.1200
Effective: Upon Board Approval
Status: Approved by General Counsel
Attorney Approval Not Required
Attorney Approval Not Required
7. FIRST READ - Amendment to the Bylaws & Policies: Board Policy GCD, Classified Personnel Hiring (Updated 07.05.2023) (3 docs)
Why: The Board of Education is empowered to abolish duplicative or outdated policies. The elimination of said policies will increase the efficiency of the organization. Board Policy GCD - Classified Personnel Hiring is covered by Board Policy GBD - Professional Personnel Hiring.
- Board Policy GCD - Classified Personnel Hiring AID 1536811 Read Text
- Board Policy GBD Professional Personnel Hiring AID 1536830 Read Text
- Policy Initiative Phase 1, July 10, 2023 AID 1537096 Read Text
Details
Summary: Presented by: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law
Request: It is requested that the Board of Education eliminate the board policy GCD, Classified Personnel Hiring, due to the fact that it is duplicative or outdated.
Financial impact: There is no financial impact to the District.
Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law, 678.676.1200
Effective: Upon Board Approval
Status: Approved by General Counsel
Attorney Approval Not Required
Attorney Approval Not Required
8. FIRST READ - Amendment to the Bylaws & Policies: Board Policy GDD, Paraprofessional Hiring (Updated 07.05.2023) (3 docs)
Why: The Board of Education is empowered to abolish duplicative or outdated policies. The elimination of said policies will increase the efficiency of the organization. Board Policy GDD - Paraprofessional Hiring is covered by Board Policy GBD - Professional Personnel Hiring.
- Board Policy GDD - Paraprofessional Hiring AID 1536813 Read Text
- Board Policy GBD Professional Personnel Hiring AID 1536837 Read Text
- Policy Initiative Phase 1, July 10, 2023 AID 1537097 Read Text
Details
Summary: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law
Request: It is requested that the Board of Education eliminate the board policy GDD, Paraprofessional Hiring, due to the fact that it is duplicative or outdated.
Financial impact: There is no financial impact to the District.
Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law, 678.676.1200
Effective: Upon Board Approval
Status: Approved by General Counsel
Attorney Approval Not Required
Attorney Approval Not Required
9. FIRST READ - Amendment to the Bylaws & Policies: Board Policy IDF, Interscholastic Activities (Updated 07.05.2023) (3 docs)
Why: The Board of Education is empowered to abolish duplicative or outdated policies. The elimination of said policies will increase the efficiency of the organization. Board Policy IDF - Interscholastic Activities is covered by Board Policy IDE(1) Competitive Interscholastic Activities.
Details
Summary: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law
Request: It is requested that the Board of Education eliminate the board policy IDF, Interscholastic Activities, due to the fact that it is duplicative or outdated.
Financial impact: There is no financial impact to the District.
Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law, 678.676.1200
Effective: Upon Board Approval
Status: Approved by General Counsel
Attorney Approval Not Required
Attorney Approval Not Required
10. FIRST READ - Amendment to the Bylaws & Policies: Board Policy IFBGA, Electronic Communications (Updated 07.05.2023) (3 docs)
Why: The Board of Education is empowered to abolish duplicative or outdated policies. The elimination of said policies will increase the efficiency of the organization. Board Policy IFBGA is covered by Board Policy IFBG.
- Board Policy IFBGA - Electronic Communications AID 1536818 Read Text
- Board Policy IFBG Internet Acceptable Use AID 1536842 Read Text
- Policy Initiative Phase 1, July 10, 2023 AID 1537100 Read Text
Details
Summary: Presented by: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law
Request: It is requested that the Board of Education eliminate the board policy IFBGA, Electronic Communications, due to the fact that it is duplicative or outdated.
Financial impact: There is no financial impact to the District.
Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law, 678.676.1200
Effective: Upon Board Approval
Status: Approved by General Counsel
Attorney Approval Not Required
Attorney Approval Not Required
11. FIRST READ - Amendment to the Bylaws & Policies: Board Policy IHEA, Make-Up Opportunities (Updated 07.05.2023) (3 docs)
Why: The Board of Education is empowered to abolish duplicative or outdated policies. The elimination of said policies will increase the efficiency of the organization. Board Policy IHEA - Make-Up Opportunities is covered by Board Policy JB - Student Attendance.
- Board Policy IHEA - Make-Up Opportunities AID 1536843 Read Text
- Board Policy JB Student Attendance AID 1536844 Read Text
- Policy Initiative Phase 1, July 10, 2023 AID 1537101 Read Text
Details
Summary: Presented by: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law
Request: It is requested that the Board of Education eliminate the board policy IHEA, Make-Up Opportunities, due to the fact that it is duplicative or outdated.
Financial impact: There is no financial impact to the District.
Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law, 678.676.1200
Effective: Upon Board Approval
Status: Approved by General Counsel
Attorney Approval Not Required
Attorney Approval Not Required
12. FIRST READ - Amendment to the Bylaws & Policies: Board Policy JBC(3), Social Security Numbers (Updated 07.05.2023) (3 docs)
Why: The Board of Education is empowered to abolish duplicative or outdated policies. The elimination of said policies will increase the efficiency of the organization. Board Policy JBC(3) - Social Security Number(s) is covered by Board Policy JBC - School Admissions.
- Board Policy JBC(3) - Social Security Numbers AID 1536845 Read Text
- Board Policy JBC School Admissions AID 1536846 Read Text
- Policy Initiative Phase 1, July 10, 2023 AID 1537102 Read Text
Details
Summary: Presented by: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law
Request: It is requested that the Board of Education eliminate the board policy JBC(3), Social Security Numbers, due to the fact that it is duplicative or outdated.
Financial impact: There is no financial impact to the District.
Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, P.C. Attorneys At Law, 678.676.1200
Effective: Upon Board Approval
Status: Approved by General Counsel
Attorney Approval Not Required
Attorney Approval Not Required
G. CONVENE THE COMMUNITY INPUT SESSION ~ 5:45pm (Updated 07.07.2023)
Details
Summary: Convened by: Mr. Diijon DaCosta, Sr., Board Chair
*Speakers
1. Kirk Lunde
2. Miriam Martin
3. Tracey Anderson
4. Robin McDonald
5. Lillian Bittaye
6. Mary Margaret Brown
*Speakers
1. Kirk Lunde
2. Miriam Martin
3. Tracey Anderson
4. Robin McDonald
5. Lillian Bittaye
6. Mary Margaret Brown
H. CONVENE THE BUSINESS MEETING
1. Introduction of Student Board Representative ~ No Student Representative This Month
Details
Summary: Presented by: Dr. Devon Q. Horton, Superintendent
2. Recognition(s) - No Recognitions This Month
I. CONSENT AGENDA
Details
Summary: It is requested that the DeKalb County Board of Education approve the July 10, 2023, consent agenda items.
Motion by: _____________
Seconded by: ___________
Vote: _______
Motion by: _____________
Seconded by: ___________
Vote: _______
J. ACTION ITEM(S)
1. APPROVAL OF AN ITEM(S) FROM EXECUTIVE SESSION
Details
Summary: Presented by: Mr. Diijon DaCosta, Sr., Board Chair
2. APPROVAL OF AN AGENDA ITEM(S) PULLED FROM THE CONSENT AGENDA
Details
Summary: Presented by: Mr. Diijon DaCosta, Sr., Board Chair
K. ADJOURN
Details
Summary: It is requested that the DeKalb County Board of Education adjourn the July 10, 2023, work session and business meeting.
Motion by: ____________
Seconded by: __________
Vote: _____
Motion by: ____________
Seconded by: __________
Vote: _____
No agenda items found.