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
Ms. 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
Ms. 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 December 11, 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 December 11, 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 ~ "MIRACLES" Updated 12.11.2023 (1 doc)
Details
Summary: Presented by: Dr. Devon Q. Horton, Superintendent
2. Committee of the Whole Presentation (Updated 12.11.2023)
a. School Improvement Annual Report (Updated 12.11.2023) (1 doc)
- COW 12.11.23 BOE Meeting AID 1585517 Read Text
Details
Summary: Presented by: Dr. Rebecca Braaten, Director of Research and Evaluation, Division of Continuous Improvement (Accountability)
Dr. Markisha Mitchell, Chief of Continuous Improvement (Accountability)
Dr. Markisha Mitchell, Chief of Continuous Improvement (Accountability)
Contact: Dr. Rebecca Braaten, Director of Research and Evaluation, Division of Continuous Improvement (Accountability), 678.676.0472
Dr. Markisha Mitchell, Chief of Continuous Improvement (Accountability)< Division of Continuous Improvement (Accountability), 678.676.0733
Dr. Markisha Mitchell, Chief of Continuous Improvement (Accountability)< Division of Continuous Improvement (Accountability), 678.676.0733
E. REVIEW OF AGENDA ITEMS FOR THE DECEMBER 11, 2023 BUSINESS MEETING
1. BOARD OF EDUCATION
a. Establishment of Dates & Times of DeKalb Board of Education Meetings for February 2024 ~ January 2025 (Updated 12.08.2023) (1 doc)
Why: To establish the official dates for work sessions and business meetings of the DeKalb County Board of Education for the period beginning February 2024, ending January 2025
- PROPOSED 2024 ~ 2025 Meeting Dates AID 1585021 Read Text
Details
Summary: Presented by: Mr. Diijon DaCosta, Sr., Board Chair
Request: It is requested that the Board of Education approve the official meeting schedule for February 2024 through January 2025.
Details: The DeKalb Board of Education has established the calendar for its Business Meetings for February 2024 ~ January 2025. In addition, the DeKalb Board of Education will hold a Work Session on the same day as the business meeting, and at such other times as needed.
All Work Sessions and Business Meetings begin at 12:30 pm (unless noticed for some other time) and will be held in the J. David Williamson Board Room in the Robert R. Freeman Administrative & Instructional Complex, 1701 Mountain Industrial Boulevard, Stone Mountain, Georgia.
All DeKalb Board of Education monthly meetings are televised on Comcast Channel 24 and available through live video streaming at www.dekalbschoolsga.org.
All Work Sessions and Business Meetings begin at 12:30 pm (unless noticed for some other time) and will be held in the J. David Williamson Board Room in the Robert R. Freeman Administrative & Instructional Complex, 1701 Mountain Industrial Boulevard, Stone Mountain, Georgia.
All DeKalb Board of Education monthly meetings are televised on Comcast Channel 24 and available through live video streaming at www.dekalbschoolsga.org.
Status: Attorney Approval Not Required
2. SUPERINTENDENT
a. Approval of Minutes (1 doc)
Details
Summary: Presented by: Dr. Devon Q. Horton, Superintendent
Status: Attorney Approval Not Required
3. FINANCE
a. MONTHLY FINANCIAL REPORTS
i. Acceptance of the October 2023 Monthly Financial Report (7 docs)
- General Fund KPI's - October 2023 AID 1581373 Read Text
- October 2023 PY to CY Comparison Report AID 1580969
- October 2023 PY to CY Comparison Report AID 1580970 Read Text
- 2023_10 FY2024 ROLLUP FINANCIAL REPORT (2) AID 1580965
- 2023_10 FY2024 ROLLUP FINANCIAL REPORT AID 1580966 Read Text
- 2023_10 FY2024 DETAIL FINANCIAL REPORT AID 1580967
- 2023_10 FY2024 DETAIL FINANCIAL REPORT AID 1580968 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 October 2023 Monthly Financial Report.
Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0270
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.
Details: None
Financial impact: None
Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0270
Mr. Lance McConkey, Comptroller, Division of Finance, 678.676.0445
Mr. Lance McConkey, Comptroller, Division of Finance, 678.676.0445
Effective: Upon Board of Education approval.
Status: General Counsel approval not required.
c. RISK MANAGEMENT ~ No Agenda Item This Month
4. HUMAN RESOURCES
a. Approval of the Human Resources Monthly Report for December 2023 (Updated 12.07.2023) (1 doc)
- HR Board Report for 12_11_2023 AID 1584295 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 December 2023 Human Resources Report.
Contact: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources, 678.676.1200
Status: Attorney approval is not required.
b. RFP 24-566 Human Resources Professional Services (Not to exceed $650,000) (Updated 12.08.2023) (2 docs)
Details
Summary: Presented by: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources
Request: It is requested that the Board of Education approve the award recommendation for RFP 24-566 Human Resources Professional Services (Not to exceed $650,000) to IBEX IT Business Experts / H3C (Human Capital Consultants Consortium.
Details: RFP 24-566 Human Resources Professional Services will be awarded to IBEX IT Business Experts/H3C (Human Capital Consultants Consortium)
IBEX IT Business Experts/H3C (Human Capital Consultants Consortium) submitted the most responsive and responsible bid whose proposal met the scope of services requested by the district, at a cost not to exceed $650,000. This RFP will cover the launch of the Chief Human Resource Officer (CHRO) search immediately while conducting the assessment.
In addition to the CHRO search, IBEX IT Business Experts/H3C (Human Capital Consultants Consortium) will partner with the district to complete a comprehensive assessment of key human resources functions to strategize, design and implement priority shifts in core areas that support district strategic goals and objectives. From assessment outcomes, IBEX IT Business Experts/H3C (Human Capital Consultants Consortium) will partner closely with the district to transform the ways in which the district recruits, deploys, develops, retains and compensates employees. Results will be used to revise recruitment and retention strategies, develop a comprehensive departmental change management plan, and revamp HR services to better align support and services to schools.
IBEX IT Business Experts/H3C (Human Capital Consultants Consortium) submitted the most responsive and responsible bid whose proposal met the scope of services requested by the district, at a cost not to exceed $650,000. This RFP will cover the launch of the Chief Human Resource Officer (CHRO) search immediately while conducting the assessment.
In addition to the CHRO search, IBEX IT Business Experts/H3C (Human Capital Consultants Consortium) will partner with the district to complete a comprehensive assessment of key human resources functions to strategize, design and implement priority shifts in core areas that support district strategic goals and objectives. From assessment outcomes, IBEX IT Business Experts/H3C (Human Capital Consultants Consortium) will partner closely with the district to transform the ways in which the district recruits, deploys, develops, retains and compensates employees. Results will be used to revise recruitment and retention strategies, develop a comprehensive departmental change management plan, and revamp HR services to better align support and services to schools.
Financial impact: This is a budgeted expense not to exceed $650,000
100.2800.581000.00011.740.9990.8010.060.0000
448.2800.581000.30521.7400.4190.8010.060.2022
100.2800.581000.00011.740.9990.8010.060.0000
448.2800.581000.30521.7400.4190.8010.060.2022
Contact: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources, 678.676.1200
5. SCHOOLS & LEADERSHIP ~ No Agenda Item This Month
Details
Summary: Presented by: Mrs. Michelle Dillard, Chief of Schools, Division of Schools & Leadership
6. CURRICULUM & INSTRUCTION
a. 2024-2026 School Calendars (Updated 12.11.2023) (6 docs)
Why: Based on Policy AEA, a proposed calendar will be developed and submitted to the Superintendent and Board of Education for consideration and approval.
- AEA-School Calendar AID 1583524 Read Text
- AEA-R(0)-School Calendar Admin Reg AID 1583525 Read Text
- 2024-2024 Calendar Development Guidance Document AID 1583530 Read Text
- 2024-2026 Metro Area Calendars Comparison Charts (3) AID 1583528 Read Text
- DCSD 2024-2025 School Calendar Options A and B AID 1583532 Read Text
- DCSD 2025-2026 School Calendar Options A and B (2) AID 1584294 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 consider the calendars for the next two school years. This item establishes the school calendars for the District during the period of July 1, 2024 through June 30, 2026.
Details: The 2024-2026 school calendars contain the following features:
180 days of instruction
190 teacher-contract days including one evening workday comprised of four conference nights during the year as scheduled by each local school (Each conference night is two hours.)
9 teacher workdays / professional development days
October Fall Break ­
Thanksgiving Break
Conclude first semester prior to winter break to prevent students from taking final exams or state-mandated tests at the beginning of second semester
One day in January for post planning/pre-planning
February Winter Break
Independent Learner Day in November and March
Spring Break - one week in April
One day in May for post planning second semester
In the event of a school closure because of inclement weather or an emergency, teachers will provide students with a virtual learning assignment that is content-specific and relevant. Each assignment will be aligned to the standards and what the students are currently learning. Assignments may involve reading, writing, conducting research, performing mini labs, completing practice problems, taking notes, and/or answering questions.
180 days of instruction
190 teacher-contract days including one evening workday comprised of four conference nights during the year as scheduled by each local school (Each conference night is two hours.)
9 teacher workdays / professional development days
October Fall Break ­
Thanksgiving Break
Conclude first semester prior to winter break to prevent students from taking final exams or state-mandated tests at the beginning of second semester
One day in January for post planning/pre-planning
February Winter Break
Independent Learner Day in November and March
Spring Break - one week in April
One day in May for post planning second semester
In the event of a school closure because of inclement weather or an emergency, teachers will provide students with a virtual learning assignment that is content-specific and relevant. Each assignment will be aligned to the standards and what the students are currently learning. Assignments may involve reading, writing, conducting research, performing mini labs, completing practice problems, taking notes, and/or answering questions.
Financial impact: None
Contact: Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum and Instruction, 678.676.0731
Effective: July 1, 2024 - June 30, 2026
Status: Attorney approval is not required.
7. EQUITY AND STUDENT EMPOWERMENT ~ No Agenda Item This Month
Details
Summary: Presented by: Kisha K. Towns, Ph.D., Chief of Wrap Around Services, Division of Equity and Student Empowerment
8. OFFICE OF CONTINOUS IMPROVEMENT (ACCOUNTABILITY) - No Agenda Item This Month
Details
Summary: Presented by: Dr. Markisha Mitchell, Chief of Continuous Improvement (Accountability), Division of Continuous Improvement (Accountability)
9. INFORMATION AND INSTRUCTIONAL TECHNOLOGY
a. RFP 22-475 Physical Security Services – Access Control, Intrusion Detection and Video Surveillance ~ Convergint Technologies, LLC. (Not to exceed $750,000) (2 docs)
Why: The purpose of this agenda item is to renew the contract for RFP 22-475 and to request funds for monitoring, support services , and related infrastructure components. This will allow the district to maintain various security systems for all buildings throughout DeKalb County School District throughout the transition from the legacy to the new systems. Components of a physical security system include card access, intrusion detection, and digital video surveillance.
- RFP 22-475 Executive Summary AID 1576916 Read Text
- Vendor Eval Convergint RFP 22-475 AID 1576917 Read Text
Details
Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information Technology
Request: It is requested that the Board of Education approve the contract renewal for RFP 22-475 Physical Security Services - Access Control, Intrusion Detection and Video Surveillance to Convergint Technologies, LLC in an amount not to exceed $750,000. This is year 3 of the five-year agreement.
Details: RFP 22-475 is a five-year award with a required annual renewal by the Board of Education. The award of RFP 22-475 allows the district to work with one qualified and experienced vendor to improve physical security for all district facilities, ultimately impacting the safety of all students and staff. RFP 22-475 will most immediately be used to support existing physical security infrastructure components including access readers, security systems, and cameras. RFP 22-475 will also be used to complete SPLOST projects as it relates to new construction as well as provide ongoing monitoring, repair, and managed services.
District-Wide Physical Security Project
A vast majority of the district’s facilities have aged physical security equipment that needs to be replaced. The installation of recent state-of-the-art physical security components will also include critical and transforming integration of these technology components that allows for better end-user access, monitoring, and operations experiences. A comprehensive assessment is being conducted that will yield a district-wide plan for addressing the digital transformation of our aged physical security infrastructure. This plan along with a spending request will be presented to the Board of Education for approval at a later date.
The budgetary request for this agenda item is to ensure a smooth transition of physical security services between vendors.
RFP Evaluation Process
The solicitation for RFP 22-475 was written and submitted for approval in August 2021, published for two weeks in August and September 2021, and evaluated in November 2021. Nine proposals were received by the Division of Finance. Eight of these proposals were deemed responsive to the requirement of the solicitation and subsequently turned over to the Division of Information and Instructional Technology for evaluation. The responsive respondents were:
Honeywell Internet
Adapt to Solve
Convergint Technologies, LLC
Net Planner System, Inc.
SC Data Com
Integrated Security Technologies
Risk Response Team
ADT Commercial
The evaluation team consisted of a seven-member team across three divisions: Division of Information and Instructional Technology, Division of Operations and Public Safety. The process consisted of an initial review of all responsive RFP proposals (list in table above) followed by presentations provided by the top three RFP proposal as decided by the initial review.
Convergint Technologies surfaced as the most responsible and responsive vendor.
An Executive Summary documenting this process as well as all scoring has been included for your review. The selected vendor will be evaluated on a yearly basis to ensure that all expectations are met during the life of the partnership.
District-Wide Physical Security Project
A vast majority of the district’s facilities have aged physical security equipment that needs to be replaced. The installation of recent state-of-the-art physical security components will also include critical and transforming integration of these technology components that allows for better end-user access, monitoring, and operations experiences. A comprehensive assessment is being conducted that will yield a district-wide plan for addressing the digital transformation of our aged physical security infrastructure. This plan along with a spending request will be presented to the Board of Education for approval at a later date.
The budgetary request for this agenda item is to ensure a smooth transition of physical security services between vendors.
RFP Evaluation Process
The solicitation for RFP 22-475 was written and submitted for approval in August 2021, published for two weeks in August and September 2021, and evaluated in November 2021. Nine proposals were received by the Division of Finance. Eight of these proposals were deemed responsive to the requirement of the solicitation and subsequently turned over to the Division of Information and Instructional Technology for evaluation. The responsive respondents were:
Honeywell Internet
Adapt to Solve
Convergint Technologies, LLC
Net Planner System, Inc.
SC Data Com
Integrated Security Technologies
Risk Response Team
ADT Commercial
The evaluation team consisted of a seven-member team across three divisions: Division of Information and Instructional Technology, Division of Operations and Public Safety. The process consisted of an initial review of all responsive RFP proposals (list in table above) followed by presentations provided by the top three RFP proposal as decided by the initial review.
Convergint Technologies surfaced as the most responsible and responsive vendor.
An Executive Summary documenting this process as well as all scoring has been included for your review. The selected vendor will be evaluated on a yearly basis to ensure that all expectations are met during the life of the partnership.
Financial impact: $750,000
Budget charge code: 100.2800.543200.00011.7600.9990.0308.070.0000
Budget charge code: 100.2800.543200.00011.7600.9990.0308.070.0000
Contact: Ms. Monika Davis, Chief Information Officer, Division of Information Technology
Effective: Upon board Approval
Status: Approved by General Counsel
b. Gartner, Inc. Annual Agreement Renewal (Not to exceed $108,360) (1 doc)
Why: The purpose of the agenda item is to approve the annual subscription to Gartner research and consulting services for the Division of Information and Instructional Technology.
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 technology advisory services from Gartner, Inc., at a cost not to exceed $108,360 utilizing Georgia State Contract GTA 9800-SS000.
Details: Gartner, Inc is a subscription-based research and advisory company whose platforms provide actionable visions to leaders across organizations. Gartner supports CIOs and technology leaders by providing actionable, objective insights that enable faster, smarter decisions and more robust performance. Their services have been used in the DeKalb County School District consistently for CIO and Information Technology support since 2012.
Gartner for Information Technology Executives delivers support as digitalization transforms business and offers Information Technology leaders an unprecedented opportunity to lead the business to digital success. It provides:
Guidance for achieving stronger business outcomes in a digital world
Market-leading data and actionable insights for business measurement, optimization, and transformation
Industry-specific best practices to solidify strategic decisions, achieve exceptional results, and harness digital to fuel business growth
Gartner has provided support to the Division of Information and Instructional Technology by assisting with developing technical requirements for competitive bidding, ensuring alignment with industry recommendations. In addition, Gartner subject matter experts meet regularly with DIIT staff to review industry research and provide consultation to guide the division’s work and practices.
Gartner for Information Technology Executives delivers support as digitalization transforms business and offers Information Technology leaders an unprecedented opportunity to lead the business to digital success. It provides:
Guidance for achieving stronger business outcomes in a digital world
Market-leading data and actionable insights for business measurement, optimization, and transformation
Industry-specific best practices to solidify strategic decisions, achieve exceptional results, and harness digital to fuel business growth
Gartner has provided support to the Division of Information and Instructional Technology by assisting with developing technical requirements for competitive bidding, ensuring alignment with industry recommendations. In addition, Gartner subject matter experts meet regularly with DIIT staff to review industry research and provide consultation to guide the division’s work and practices.
Financial impact: $108,360
Budget Code: 100.1000.530000.02611.7600.9990.0308.070.0000
Budget Code: 100.1000.530000.02611.7600.9990.0308.070.0000
Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: Upon Board approval
Status: Approved by General Counsel
10. COMMUNITY ENGAGEMENT AND INNOVATIVE PARTNERSHIPS ~ No Agenda Item This Month
a. DONATIONS ~ No Agenda Item This Month
Details
Summary: Presented by: Mr. Michael Harris, Manager Grants and Partnerships, Division of Community Engagement and Innovative Partnerships
11. OPERATIONS
a. Athletics
i. Approval of Independent Contractor Agreement (ICA) - Hudl dba Agile Sports Technologies (Not to exceed $114,000) (8 docs)
Why: This request is to authorize the Superintendent to execute the Hudl ICA to provide a platform for video review and performance analysis to DeKalb County School District’s Athletic Programs, supporting equitable resources & access for all coaches and athletes.
- ICA Long Form - Over $5K - Dr Horton_Hudl AID 1574717 Read Text
- Chronology of Agenda Item ICA - Hudl AID 1574723 Read Text
- Hudl Terms of Service AID 1574722 Read Text
- Hudl's DCSD Contract AID 1574721 Read Text
- COI - Hudl AID 1574720 Read Text
- Sole Source Letter & Attachment AID 1574719 Read Text
- Vendor Packet - Sole Source (DeKalb) revised AID 1574718 Read Text
- Purchasing's Sole Source Confirmation Email AID 1576796 Read Text
Details
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is recommended that the Board of Education authorize the Superintendent to execute the Hudl dba Agile Sports Technologies ICA that exceeds $50,000.00 with a total contract value not-to-exceed $114,000.
Details: On October 18, 2021, the Board of Education approved the revision of Board Policy DJE to require Board approval for any Independent Contractor Agreements with a total cost of $50,000.00 or more.
Hudl will provide a platform where every student-athlete can build a custom recruiting profile with academic and athletic stats, game video, highlights, and contact information. Coaches can send recruiting profiles to a recruiter’s email through Hudl.
Hudl will provide a platform where every student-athlete can build a custom recruiting profile with academic and athletic stats, game video, highlights, and contact information. Coaches can send recruiting profiles to a recruiter’s email through Hudl.
Financial impact: The total budget for the Hudl is allocated from the cost code (100.2600.530000.00011.7090.9990.8010.040.0000) from the Athletic Department’s General Fund Budget in the amount not to exceed $114,000.00 for FY24.
Contact: Mr. Erick Hofstetter, Chief Operations Officer, Division of Operations, 678.676.1475
Mr. James P. Jackson, Executive Director of Athletics, Division of Operations, 678.676.1824
Mr. James P. Jackson, Executive Director of Athletics, Division of Operations, 678.676.1824
Status: Approved by General Counsel
b. Facilities Management ~ No Agenda Item This Month
c. Business Services
i. RFP 24-556 District Wide Moving Services - Atlanta Cargo Transportation Co., Atlanta Peachtree Movers, Beltmann Relocation Group, AVS Lines Services Inc., The Armstrong Group, for a term through December 11, 2027 (Not to exceed $450,000) (4 docs)
Why: This request is a contract for Leslie Regis Inc., dba Atlanta Cargo Transportation Co., Atlanta Peachtree Movers, Beltmann Relocation Group, AVS Lines Services Inc., The Armstrong Group to ensure the District retains moving vendors for various tasks that include but are not limited to comprehensive moves out of a facility for construction, moves within a facility during construction and other tasks involving the movement of large amount of materials on an as needed basis.
- RFP 24-556 Sourcing Efforts Memo AID 1575669 Read Text
- RF P24-556 Award Recommendation Letter.doc AID 1575670 Read Text
- Chronology of the Agenda Item AID 1575671 Read Text
- Evaluation Criteria - Moving Serivces AID 1575672 Read Text
Details
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the contract 24-556 for district wide moving services to Atlanta Cargo Transportation Co., Atlanta Peachtree Movers, Beltmann Relocation Group, AVS Lines Services Inc., The Armstrong Group, for a term through December 11, 2027, not to exceed amount of $450,000.
Details: On December 11, 2023, the Board of Education is asked to approve the award of Bid No. 24-556 for District Wide Moving Services to Leslie Regis Inc., dba Atlanta Cargo Transportation Company, Atlanta Peachtree Movers, Beltmann Relocation Group, AVS Lines Services Inc., The Armstrong Group the most responsive and responsible firms to provide district wide moving services on an as needed basis. Atlanta Cargo is located at 2530 Lantrac Court, Decatur, GA 30035.
Financial impact: It is anticipated that the cost for these services will exceed $100,000 during the 2023/2027 fiscal year and will be allocated from various General Fund and E-SPLOST charge codes. Board Policy DJE requires the Board of Education to approve the expenditure of any vendor that provides goods and/or services to the school system that may exceed $100,000 in purchases for the fiscal year.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475
Mr. Keith Singleton, Director of Business Services, Division of Operations, 678.676.1422
Mr. Keith Singleton, Director of Business Services, Division of Operations, 678.676.1422
Status: Approved by General Counsel
d. Fleet and Transportation Services
i. Approval to Utilize the Sourcewell Contract for Stertil-Koni USA Inc. To Acquire Eight (8) Surface Mount Drive-On Lifts (Not to exceed $2,500,000) (3 docs)
Why: This request is to purchase and install eight (8) surface-mount drive-on vehicle lifts. Under this contract, the vendor will furnish equipment, labor, and materials needed to perform the work.
- Sourcewell Genuine Parts Contract 110520 (2) AID 1574706 Read Text
- Quote #1244 AID 1574707 Read Text
- CHRONOLOGY OF THE AGENDA ITEM- AID 1574708 Read Text
Details
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the purchase and installation of eight (8) surface mounted drive-on vehicle lifts, from Stertil-Koni Inc., utilizing the Sourcewell Contract No. RFP 013020 for an amount not to exceed $2,500,000.
Details: This contract will allow the Fleet Department to replace eight (8) older lifts, ensuring technicians have safe, efficient, and serviceable equipment to maintain, service, and repair district school buses.
Financial impact: The total budget for these services is allocated from the cost code (100.2600.543013.00011.7520.9990.8013.040.0000) under the Operations’ Division General Fund Budget in the amount not to exceed $2,500,000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1470
Mr. Cedric Burse, Director of Fleet and Special Transportation, Division of Operations, 678.676.1475
Mr. Cedric Burse, Director of Fleet and Special Transportation, Division of Operations, 678.676.1475
Status: Approved by General Counsel
e. School Nutrition Services
i. Extension (Renewal) RFP No. 20-20 Sanitation Services and Materials (Year 4 of 4) to Sanitech Systems, Inc. for SY 23-24 (Not to exceed $230,000) (4 docs)
Why: The services provided by Sanitech Systems will enable School Nutrition Services (SNS) to maintain well-sanitized kitchens and equipment to serve healthy and safe meals to DeKalb County students.
Sanitech ServSafe Certified Service Technicians provide on-site training for School Nutrition Managers and Food Assistants on chemical usage and safety. This equips SNS personnel to maintain clean and sanitized food service environment.
Sanitech ServSafe Certified Service Technicians provide on-site training for School Nutrition Managers and Food Assistants on chemical usage and safety. This equips SNS personnel to maintain clean and sanitized food service environment.
- RFP 20-20 Vendor Extension Acknowledgement SY23-24 AID 1574709 Read Text
- RFP 2020 Vendor Price Increase Notification SY 23-24 AID 1574710 Read Text
- RFP 20-20 Liability Insurance Sanitech Systems Inc AID 1574711 Read Text
- RFP 20-20 Chronology AID 1574712 Read Text
Details
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested the Board of Education ratify and approve the renewal of RFP 20-20, purchase of Sanitation Services and Materials to Sanitech Systems, Inc., in the amount not to exceed $230,000 for SY 23-24. This request extends the agreement for Sanitech Systems, Inc. an additional year from November 5, 2023 through November 4, 2024.
Details: Due to an excellent level of service provided by Sanitech Systems, Inc., School Nutrition Services (SNS) request to extend RFP 20-20 for an additional year with the same terms and conditions as the original term contract from November 5, 2023, through November 4, 2024.
RFP 20-20 was approved by the Board on June 10, 2019, in the amount not to exceed $190,000 Year 1 is the initial year of the contract with the option of four renewals totaling five years. This is the fourth of four extensions allowed. During SY 22-23, SNS expended $148,197.00 for sanitation services and materials.
Sanitech Systems, Inc. has indicated a 51% price increase for SY 2023-2024 based on several price increases due to supply chain issues, increase cost of raw materials, increases in freight, packaging, fuel, labor costs, and the district’s increase product usage in paper towels, and cleaning detergents.
Sanitech Systems, Inc.
4033 Holden Road, Lakeland, FL 33811
RFP 20-20 was approved by the Board on June 10, 2019, in the amount not to exceed $190,000 Year 1 is the initial year of the contract with the option of four renewals totaling five years. This is the fourth of four extensions allowed. During SY 22-23, SNS expended $148,197.00 for sanitation services and materials.
Sanitech Systems, Inc. has indicated a 51% price increase for SY 2023-2024 based on several price increases due to supply chain issues, increase cost of raw materials, increases in freight, packaging, fuel, labor costs, and the district’s increase product usage in paper towels, and cleaning detergents.
Sanitech Systems, Inc.
4033 Holden Road, Lakeland, FL 33811
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 622.3100.561000.00062.8200.9990.8015.040.0000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475
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 (Updated 12.08.2023)
i. E-SPLOST V Project 11535 Group A Security Vestibule – Change Order No. 7 to Lefko Construction (Not to exceed $234,918.24) (2 docs)
Why: Per the recommendations in the Comprehensive Master Plan the security vestibule project at Ronald E. McNair High School was put on hold by DCSD on March 4, 2022. Due to the lack of action on the CMP’s recommendations, DCSD asked for the security vestibule on hold to be re-activated on August 16, 2023. The additional cost is due to the increase in material costs since the initial contract award and the added general conditions of installing one security vestibule after the others in the group are complete. The approval of Change Order No. 7 will allow Lefko Construction to proceed with ordering material and installation of a security vestibule at Ronald E. McNair High School.
Details
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve a budget reallocation in the amount of $234,918.24.
It is also requested that the Board of Education approve the Lefko Construction Change Order No. 7 for Security Vestibule in the amount of $234,918.24.
It is also requested that the Board of Education approve the Lefko Construction Change Order No. 7 for Security Vestibule in the amount of $234,918.24.
Details: Specific details related to the scope of work for this project can be found on the District’s solicitation website at https://dekalbschoolsga.ionwave.net/.
On November 15, 2021, the Board of Education approved the award of RFP No. RFP #22-752-001 for Group A Security Vestibule to Lefko Construction. The scope of work for this project includes Group A Security Vestibules.
On November 15, 2021, the Board of Education approved the award of RFP No. RFP #22-752-001 for Group A Security Vestibule to Lefko Construction. The scope of work for this project includes Group A Security Vestibules.
Financial impact: A budget adjustment of $234,918.24 will be necessary to cover the additional cost of Change Order No. 7 to the construction services contract with Lefko Construction.
The budget adjustment would move $234,918.24 from E-SPLOST V Project 60236: Program Contingency (cost code: SP5MANG.60235.PRGCONTIN to E-SPLOST V Project 11535:Group A Security Vestibule (cost code:SP5SAFSEC.11535.GENCONTR).
The budget adjustment would move $234,918.24 from E-SPLOST V Project 60236: Program Contingency (cost code: SP5MANG.60235.PRGCONTIN to E-SPLOST V Project 11535:Group A Security Vestibule (cost code:SP5SAFSEC.11535.GENCONTR).
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475
Status: Approved by General Counsel (Gregory Doyle Calhoun & Rogers)
ii. Request to Georgia Department of Education for Site Approval for the Globe Academy (8 docs)
Why: A formal request for site approval is required by the Georgia Department of Education for all new educational facility sites.
- 1. Site Application for 1994 Clairmont Road AID 1575072 Read Text
- 2. Flood Plain Assurance Letter AID 1575078 Read Text
- 3. Survey and Site Plan of 1994 Clairmont Road AID 1575077 Read Text
- 4. Flow Test Results for 1994 Clairmont Road AID 1575076 Read Text
- 5. Phase 1 and RHA for 1994 Clairmont Road AID 1575075 Read Text
- 6. Letter to DOT Requesting Study AID 1575074 Read Text
- 7. Acreage Variance Request AID 1575073 Read Text
- 8. Chronology of the Agenda Item AID 1575079 Read Text
Details
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the application to the Georgia Department of Education for site approval of the Globe Academy.
Details: The Georgia Department of Education requires that all sites to be used for a school facility undergo a formal process of review of the geographic, environmental, and development conditions of the site. Once this review process has been completed, a formal request for site approval by the local school system is necessary for the Georgia Department of Education to consider the site application for approval.
Financial impact: There is no financial impact for submitting a site application to the Georgia Department of Education
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678. 676.1475
Mr. Hans Williams, Director of Planning & E-SPLOST Programming, Division of Operations, 678.676.1588
Mr. Hans Williams, Director of Planning & E-SPLOST Programming, Division of Operations, 678.676.1588
Status: Approved by General Counsel
iii. E-SPLOST V Project: RFQu No. 24-752-006 Construction Management Services at Risk Champion Theme School and Nancy Creek Facility Project Award Approval (Balfour Beatty, Pre-Construction Phase Fee (Not to exceed $100,000) (3 docs)
Why: To approve the award of the construction management contract for Champion Theme School and Nancy Creek Facility Project in accordance with the District’s voter-approved E-SPLOST V program.
Details
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the award of RFQu No. 24-752-006 for construction management services for the Champion Theme School and Nancy Creek Facility Project to the Balfour Beatty 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 $100,000, 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 Summer 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 $100,000, 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 Summer 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 September 7, 2023, and notification of the upcoming solicitation was sent via email to180 vendors from the DCSD vendor list and 1,392 vendors through the State of GA Procurement Registry. The solicitation was advertised in the Champion and posted on DCSD website. Sixteen (16) people attended the mandatory pre-submittal conference on September 21, 2023, representing eight (8) construction managers. Five (5) statements of qualifications were received on October 12, 2023, for the Champion Theme School and Nancy Creek Facility Project.
The qualifications for the five (5) responsive firms were deemed responsive and evaluated by a selection committee. This recommendation is based on the evaluations. Balfour Beatty 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. Balfour Beatty is located at 300 Galleria Parkway, Suite 2050 100, Atlanta, Georgia 30339.
The RFQu was issued on September 7, 2023, and notification of the upcoming solicitation was sent via email to180 vendors from the DCSD vendor list and 1,392 vendors through the State of GA Procurement Registry. The solicitation was advertised in the Champion and posted on DCSD website. Sixteen (16) people attended the mandatory pre-submittal conference on September 21, 2023, representing eight (8) construction managers. Five (5) statements of qualifications were received on October 12, 2023, for the Champion Theme School and Nancy Creek Facility Project.
The qualifications for the five (5) responsive firms were deemed responsive and evaluated by a selection committee. This recommendation is based on the evaluations. Balfour Beatty 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. Balfour Beatty is located at 300 Galleria Parkway, Suite 2050 100, Atlanta, Georgia 30339.
Financial impact: The total amount for $100,000 for the Pre-Construction Fee and reimbursable expenses associated with the contract agreement for Champion Theme School and Nancy Creek Facility Project will be allocated from the construction cost code (SP5FACCON.35835.GENCONTR and SP5FACCON.35335.GENCONTR) under the voter-approved E-SPLOST V program.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475
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
12. PERSONNEL RECOMMENDATION(S) FROM EXECUTIVE SESSION
a. PERSONNEL RECOMMENDATION FROM EXECUTIVE SESSION (2 docs)
- Executive Director, Student Mentorship and Partnerships AID 1583642 Read Text
- Loukisha Walker AID 1583643 Read Text
Details
Summary: 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. Loukisha Walker as our new Executive Director of Student Mentorship and Partnership in the Division of Equity and Inclusion.
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: Upon Board approval
b. PERSONNEL RECOMMENDATION FROM EXECUTIVE SESSION (2 docs)
- Director of School Option AID 1583644 Read Text
- Char-Shenda Covington AID 1583645 Read Text
Details
Summary: 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. CharSenda Covington as our new Director of Student Options in the Division of Equity and Inclusion.
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: Upon Board approval
c. PERSONNEL RECOMMENDATION FROM EXECUTIVE SESSION (2 docs)
- Deputy Chief Financial Officer AID 1585416 Read Text
- Lauren Scott AID 1583655 Read Text
Details
Summary: 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. Lauren Scott as the new Deputy Chief of Finance in the Division of Finance.
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: Upon Board approval
d. PERSONNEL RECOMMENDATION FROM EXECUTIVE SESSION (2 docs)
- Deputy Chief Academic Officer AID 1583658 Read Text
- Sean R. Tartt.resume.12.12.2023.current (1) AID 1583659 Read Text
Details
Summary: 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. Sean Tartt as our new Deputy Chief Academic Officer for the Division of Curriculum and Instruction.
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: Upon Board approval
e. PERSONNEL RECOMMENDATION FROM EXECUTIVE SESSION ~ Relative Disclosure (2 docs)
- JD for EIP Math Teacher - General Ed Teacher AID 1583773 Read Text
- Kevin Phillip's Redacted Resume AID 1583774 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. Kevin Phillips, Jr for EIP Teacher, nephew of the Director of the Early Learning Center. In accordance with Board of Education Policy GAGD, Section G: Mandatory Disclosure by the Superintendent. In the Superintendent’s monthly report to the Board, the Superintendent shall disclose the names of relatives of the current members of the Board of Education, of the current Superintendent, and of other current employees at the Director level or above, provided such relatives are to be recommended for employment in the District by the Superintendent or are being considered by the Superintendent for a promotion or a salary increase other than a State of Georgia raise, step increase, or across-the-board raise.
Details: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources , 678.676.1200.
f. PERSONNEL RECOMMENDATION FROM EXECUTIVE SESSION ~ Relative Disclosure (2 docs)
- Family & Community Engagement Advocate AID 1583775 Read Text
- Shamika Gaines' Redacted Resume AID 1583776 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. Shamika Gaines for the Face Advocate position, half-sister of the Director of Human Resources. In accordance with Board of Education Policy GAGD, Section G: Mandatory Disclosure by the Superintendent. In the Superintendent’s monthly report to the Board, the Superintendent shall disclose the names of relatives of the current members of the Board of Education, of the current Superintendent, and of other current employees at the Director level or above, provided such relatives are to be recommended for employment in the District by the Superintendent or are being considered by the Superintendent for a promotion or a salary increase other than a State of Georgia raise, step increase, or across-the-board raise.
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.
g. PERSONNEL RECOMMENDATION FROM EXECUTIVE SESSION ~ Relative Disclosure (2 docs)
- JD- Logistics (1) AID 1583777 Read Text
- Tony Weaver AID 1583778 Read Text
Details
Request: It is requested that the Board of Education approve the hiring recommendation of Mr. Tony Weaver for the Technician I Logistics position, husband of the Area Superintendent for Horizon Schools. In accordance with Board of Education Policy GAGD, Section G: Mandatory Disclosure by the Superintendent. In the Superintendent’s monthly report to the Board, the Superintendent shall disclose the names of relatives of the current members of the Board of Education, of the current Superintendent, and of other current employees at the Director level or above, provided such relatives are to be recommended for employment in the District by the Superintendent or are being considered by the Superintendent for a promotion or a salary increase other than a State of Georgia raise, step increase, or across-the-board raise.
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 Item This Month
Details
Summary: Presented by: Mr. Joel B. Thibodeaux, Director, Office of Audits & Compliance
F. AMENDMENT TO THE BYLAWS & POLICIES ~ No Agenda Item This Month
G. CONVENE THE COMMUNITY INPUT SESSION ~ 5:45pm (Updated 12.11.2023)
Details
Summary: Convened by: Mr. Diijon DaCosta, Sr., Board Chair
*Speakers
1. Corey Frazier & Kim Veria
2. Dr. Carolyn King-Stephens
3. Maude King
4. Nancy Kelly
5. Jessica McGruder
6. Ted Golden
7. Carla Weston-Brown
8. Avery Armour-Epps
9. Rachel May
10. Tess Cobb
*Speakers
1. Corey Frazier & Kim Veria
2. Dr. Carolyn King-Stephens
3. Maude King
4. Nancy Kelly
5. Jessica McGruder
6. Ted Golden
7. Carla Weston-Brown
8. Avery Armour-Epps
9. Rachel May
10. Tess Cobb
H. CONVENE THE BUSINESS MEETING
1. Introduction of Student Board Representative ~ Miss Madison Roberts, Miller Grove High School, 12th Grade
Details
Summary: Presented by: Dr. Devon Q. Horton, Superintendent
2. Recognition (Updated 12.08.2023)
a. Veteran Substitute Employee Recognition Day (1 doc)
Details
Summary: Presented by: Mr. Diijon DaCosta, Sr., Board Chair
I. CONSENT AGENDA
Details
Summary: It is requested that the DeKalb County Board of Education approve the December 11, 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 December 11, 2023, work session and business meeting.
Motion by: ____________
Seconded by: __________
Vote: _____
Motion by: ____________
Seconded by: __________
Vote: _____
No agenda items found.