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

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

Summary: It is requested that the DeKalb County Board of Education adjourn the February 12, 2024 executive session and convene the work session and business meeting.

Motion by: ___________
Seconded by: __________
Vote: ________

Summary: It is requested that the DeKalb County Board of Education adopt the February 12, 2024 work session and business meeting agenda.

Motion by: ________________
Seconded by: _____________
Vote: ______________

Summary: Presented by: Dr. Devon Q. Horton, Superintendent

Summary: Presented by: Mrs. Michelle Dillard, Chief of Schools, Division of Schools & Leadership

Summary: Presented by: Ms. Aurora Lora, Insight Education Group

Summary: Presented by: Mr. Edward H. Lindsey, Jr., Partner, Dentons US LLP

Summary: Presented by: Dr. Devon Q. Horton, Superintendent

Status: Attorney Approval Not Required

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

Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0270

Status: General Counsel approval not required.

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

Request: It is requested that the Board of Education approve the entry into a contract with EqualLevel to provide an eMarketplace for procurement for a period of one year effective from January 17, 2024 through January 16, 2025 for an amount not to exceed $97,600.

Details: Pursuant to Board Policy DJE C3(b), Exceptions to Competitive Selection, the use of competitive selections measures are not required if the required goods or services are available from only one source and the appropriate information has been obtained to determine the vendor’s single source status.

Financial impact: The contract amount of $97,600.00 will be paid from the general fund GL Code: 100.2500.530000.7200.9990.8010.00.0000 and Capital Outlay fund GL Code: 300.4000.530000.7520.9990.8013.050.0000

$21,000 to be paid for implementation services.

$76,600 to be paid for the annual subscription fee.

Contact: Mr. Byron Schueneman, Chief Financial Officer, Division of Finance, 678.676.0270

Status: Approved by General Counsel

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

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

Contact: Dr. Tekshia Ward-Smith, Administrator, Division of Human Resources, 678.676.1200

Status: Attorney approval is not required.

Summary: Presented by: Mrs. Michelle Dillard, Chief of Schools, Division of Schools & Leadership

Summary: Presented by: Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum & Instruction

Request: It is requested that the DeKalb County Board of Education approve the contract renewal between MRESA and MEGLRS for an additional year for an amount not to exceed $225,000.

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

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

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


During the 2023-2024 school year, the following topics were addressed by the existing New Teacher Induction Specialist and the Project Facilitators:

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


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

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

GLRS partners with parent mentors to plan workshops for parents to understand parents' rights, related services, and IEP implementation.

Financial impact: The contracted amount of $225,000 will be paid to MRESA by MEGLRS using funds allocated through 530.2210.530000.05721.7340.2712.8010.035.0000. As the fiscal agent for MEGLRS, the DeKalb County School District will be compensated through payments by the Georgia Department of Education upon submission of documented allowable disbursements, plus documentation of completion of specific performance objectives.

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

Contact: Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum & Instruction, 678.676.0731
Ms. Terri Jenkins, Director of Metro East Georgia Learning Resources, Division of Curriculum & Instruction, 678.676.2163

Effective: February 13, 2024 - July 1, 2024

Status: Approved by Legal

Summary: Presented by: Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum & Instruction

Request: It is requested that the Board of Education approve the contract extensions with Pediatric Services of America, Inc. dba Aveanna Healthcare; Cobb Pediatric/The Stepping Stones Group; Delta T Group; and Maxim Healthcare as the most responsive and responsible bidders to provide school health and school nursing services for more than $50,000 per vendor, but not to exceed a total contracted amount of $3,000,000.

Details: The Request for Proposals (RFP) was issued on November 14, 2019, and approved February 10, 2020. The approved DCSD RFP process was followed. Five (5) of the twelve (12) vendors who responded were selected based on the following criteria: ability to provide needed staff, hourly rates, and experience with school-based settings. The five (5) selected vendors were Pediatric Services of America, Inc. dba Aveanna Healthcare, ATC Healthcare, Cobb Pediatric, Delta T Group, and Maxim Healthcare.

Financial impact: The total contract amount will not exceed $3,000,000.

The general budget charge codes are as follows:
$1,500,000 (G/L Account:100.2100.530000.00011.7340.2021.8010.035.0000)
$500,000 (G/L Account: 100.2100.530000.22711.7320.9990.8010.035.0000)

The IDEA federal budget charge code is:
$1,000,000 (G/L Account: 404.2100.530000.05021.7340.2824.8010.035.2024).

The financial impact is contingent upon the number of registered nurses (RNs) and licensed practical nurses (LPNs) provided through contracted services. The rates for these services are as follows: RNs $39.00 - $60.00 per hour and LPNs $32.00 - $55.00 per hour. The total contracted amount will not exceed $3,000,000.00.

Contact: Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum & Instruction, 678-676-0731
Mrs. Kiana King, Director, Special Education, Division of Curriculum & Instruction, 678-676-1885

Effective: February 13, 2024 - February 11, 2025

Status: Attorney approval not required

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

Request: Metro RESA - It is requested that the Board of Education approve the contract with Metro RESA in the amount of $72,900 (54 teachers x $1,350.00 per teacher) to provide access for DeKalb teachers to participate in the Metro RESA Online ESOL Endorsement Program and professional libraires. This contract will be supported by Title III federal funds and will not impact the local budget.

Details: The ESOL Endorsement Program at Metro RESA is a GaPSC approved preparation program that provides approved candidates with the coursework and related field experience required to add the ESOL Endorsement to a current standard Georgia Professional Certificate. The ESOL Endorsement at Metro RESA is a GaPSC approved preparation program that provides approved candidates with the coursework and related field experience required to add the ESOL Endorsement to a current standard Georgia Professional Certificate. The ESOL Endorsement prepares educators to demonstrate competency in addressing the instructional, language, and cultural needs of students whose primary language is not English. The courses will prepare educators to effectively meet the unique cultural, linguistic, and instructional needs of English learners.

Candidates will:

develop understanding of English language structures in different discourse contexts
provide knowledge of second language acquisition theory and the developmental process of language
demonstrate knowledge of language processes
apply knowledge of English academic language functions, learning domains, and content-specific language
explore discourse structures and vocabulary to promote English Learners’

https://www.mresa.org/endorsements/esol-endorsement

Financial impact: This contract will be funded by Title III from charge code 460.2213. 530000.07221.7130.1816.6015.035.2024 This has no financial impact on the general funds.

Contact: Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum & Instruction 678.676.0731
Dr. Lenisera Barnes-Bodison, Executive Director, Division of Curriculum & Instruction, 678.676.0166
Dr. Evelyn Hall, Director English Learners Program, Division of Curriculum & Instruction, 678. 676.6602

Effective: March 1, 2024

Status: Approved by General Counsel
Attorney approval not required

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 contract extension for Bid 20 -519 Catalog Discount - Career Technical & Agricultural Materials, Equipment & Supplies to the following vendors: Pocket Nurse, Midwest Technology Products, NASCO Education LLC, Blick Art Materials LLC., William J. Redmond & Son, Incorporated, PC Specialists Incorporated, Troxell Communications Incorporated, School Outfitters, Howard Technology Solutions, Learning Labs, Incorporated, Nisewonger Audio Visual Center, Incorporated, Amitrace Computer System, MSC Industrial Supply Company, Goodheart-Wilcox Company, Incorporated, MATCO Tool Corporation, and PITSCO Education for an additional year in the amount not to exceed $1,000,000.

Details: The extension of Bid 20-519 will provide access to a broad spectrum of Career Technical & Agricultural materials, equipment & supplies that may be purchased at discounted prices from multiple vendors.

A formal Invitation to Bid Catalog Discounts - Career Technical & Agricultural Materials, Equipment & Supplies, was issued on August 29, 2019, through the DCSD Purchasing Department. The solicitation was posted on the school district’s website. An electronic notification was sent to 118 vendors from the DCSD Vendor Bid List and 1286 vendors through the State of GA Procurement Registry. Responses to the solicitation were received on September 24, 2019 from eighteen (18) vendors. Sixteen (16) were deemed responsive to the solicitation requirements.


An evaluation of the sixteen responsive vendors was conducted by a team of Career and Technical Education professionals. The review concluded that sixteen (16) of the eighteen (18) vendors met the acceptable range of the award criteria. The sixteen (16) recommended award vendors were: Pocket Nurse, Midwest Technology Products, NASCO Education LLC, Blick Art Materials LLC, William J. Redmon & Son, Incorporated, PC Specialists, Incorporated, Troxell Communication Incorporated, School Outfitters, Howard Technology Solution, Learning Labs, Incorporated, Nisewonger Audio Visual Center, Incorporated, Amitrace Computer System, MSC Industrial Supply Company, Goodheart-Wilcox Company, Inc., MATCO Tool Corporation, and PITSCO Education. This is the fifth contract renewal request of four (4) one-year (1-year) contract renewal options.

*PC Specialists, Incorporated did not respond to the bid extension request and has been dropped from the final bid extension.

Financial impact: The total financial impact is not to exceed $1,000,000.00.
Charge Codes:
100.1000.561000.00011.7940.3011.8010.035.0000
100.1000.561100.00011.7940.3011.8010.035.0000
100.1000.530000.00011.7940.3011.8010.035.0000
100.1000.530000.42121.7940.3550.8010.035.0000
100.1000.573000.00011.7940.3011.8010.035.0000
100.1000.561500.00011.7940.3011.8010.035.0000
100.1000.561600.00011.7940.3011.8010.035.0000
406.1000.530000.38321.7940.3324.8010.035.2024
406.1000.561000.38321.7940.3324.8010.035.2024
406.1000.561100.38321.7940.3324.8010.035.2024
406.1000.561500.38321.7940.3324.8010.035.2024
406.1000.561600.38321.7940.3324.8010.035.2024
406.1000.573000.38321.7940.3324.8010.035.2024
406.2230.561000.38321.7940.3324.8010.035.2024
406.2300.530000.38321.7940.3324.8010.035.2024

Contact: Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum and Instruction, 678-676-0731
Mr. Eric Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1483
Dr. Lenisera Barnes-Bodison, Executive Director, Department of Curriculum and Instruction, 678-676-0137
Mrs. Doryiane Gunter, Director, Career Technical and Agricultural Education, 678-676-0451

Effective: February 16, 2024 - February 15, 2025

Status: Attorney Approval Not Required

Summary: Dr. Kishia Towns, Chief of Wrap Around Support and Intervention; (678) 676-1811
Dr. Shannon Crosslin, Counseling Coordinator III; (678) 676-1981

Request: It is requested that the Board of Education approve the contract renewal for RFP No. 19-513 for Naviance Inc. by PowerSchool, for 15 months in an amount not to exceed $592,594.29.

Details: On January 9, 2019, the Board of Education approved Naviance as the most responsive and responsible vendor to provide a comprehensive college and career platform. The platform allows school counselors and post-secondary transition specialists to work directly with students on their post-secondary plan and SEL lessons. This online platform can be accessed anywhere, anytime by staff and students, which has become increasingly important to maintain continuity in service. The platform includes multiple self-discovery assessments, career assessments and exploration, communication features, best fit matching tools for college-bound students, a tracking system for college application submissions, virtual college rep meetings, scholarship search, electronic transcript process, electronic surveys, goal-setting tools, and a work-based learning feature. Additionally, the state-mandated Bridge Law activities, Child Protection Units, and Bullying Lessons are all completed within this platform and the data reports are submitted annually to the GADOE.

This fall, students accessed Naviance over 118,000 times and over 73% logged in at least twice. This time last year there were 88,000 logins. By the end of the school year, it is projected we will have over 160,000 logins. As of December 2023, more than 3,012 seniors applied to college and 2,440 submitted documents using eDocs with their applications.

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 $50,000 in purchases for the fiscal year.

Financial impact: The total budget of $592,594.29 for the K-5 and 6-12 Naviance platforms will be allocated from Purchased Professional and Technical Services Charge Code: 100.2100.530000.03111.7370.9990.8010.090.0000.

Contact: Dr. Kishia Towns, Chief of Wrap Around Support and Intervention; 678-676-1811
Dr. Shannon Crosslin, Counseling Coordinator III; (678) 676-1981

Status: Pending approval by General Counsel.

Summary: Presented by: Dr. Markisha Mitchell, Chief of Accountability & Continuous Improvement, Division of Accountability & Continuous Improvement

Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678-676-1274

Request: It is requested that the Board of Education award RFP 24-577 Disaster Recovery as a Service (DRaaS) to Layer 3 Communications LLC as the lowest responsible, responsive bid and the purchase of Disaster Recovery as a Service (DRaaS), in an amount not to exceed $400,000.
This is year 1 of a 5-year agreement.

Details: RFP 24-577 Disaster Recovery as a Service provides the DeKalb County School District with a disaster recovery plan and services for data storage and replication in case of the occurrence (in this region) of a natural or intended disaster. The district continues its commitment to enhancing disaster recovery solution for the data center infrastructure, which is essential for the continuation of key business processes and information system services. By not having a solution in place, we put our assets and stakeholders at risk.
RFP 24-577 is a five-year award with a required annual renewal by the Board of Education. The solicitation was published in December 2023 and evaluated during January 2024.
The three proposals considered were:

Layer 3 Communications LLC
Absolute Performance Inc.
Recovery Point Systems Inc.

The criteria and point values used to evaluate the options are listed below. The total weighted value is 100 points.


Firm’s Overview - 20 points
Scope of Services - 35 points
Firm’s Relevant Experience and Expertise - 20 points
Professional References - 10 points
Cost Proposal - 15 points

Scope of Services was the most significant factor leading to the choice of Layer 3 Communications LLC over Absolute Performance Inc.
Based on a careful evaluation of how well each of the three possible choices could meet the five major criteria considered, Layer 3 Communications LLC was the most responsive choice.

Financial impact: $400,000
100.1000.530000.00011.7600.9990.0308.070.0000

Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678-676-1274

Effective: February 2024

Status: Approved by General

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 amended extension to RFP 17-487 Disaster Recovery as a Service (DRaaS) to CenturyLink Communications LLC (Lumen) and the purchase of Disaster Recovery as a Service (DRaaS) for the district, for an amount not to exceed $500,000.

Details: The district is transitioning to a new future-state physical and virtual server infrastructure within the next three months. To minimize interruptions to learning and business activities, the existing legacy server infrastructure will be run parallel to the new infrastructure for a specified time period. This request is asking to maintain the legacy disaster recovery services on these key legacy servers and appliances to support this transition on a month-to-month basis. This will support the systematic decommissioning of the old infrastructure.

This support will include:



AS400 Remote Site Replication
150+ Servers/Virtual Servers Replication


This solution currently replicates our entire legacy data center. Once all legacy server infrastructure has been decommissioned, the purchase of these services will end.

Pursuant to Board of Education Policy DJE, the purchase of Lumen Disaster Recovery Services does not require a competitive bid because it meets the policy definition of a single source. Lumen (Century Link) was competitively selected as the district’s disaster recovery solution vendor through RFP 14-11. RFP 14-11 was approved by the Board of Education on July 7, 2014.

The district’s Student Information System, much like the district’s Enterprise Resource Planning (ERP) System, is a critical legacy system that requires massive implementation period (spanning multiple years) with ongoing compatibility and standardization with other systems and district processes.

Financial impact: $500,000
100.1000.530000.00011.7600.9990.0308.070.0000

Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678-676-1274

Effective: February 2024

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve the request to utilize the services of Computer Aid, Inc. (CAI) not to exceed $655,200 to provide immediate support necessary to complete ERP project milestones.

Details: The ERP project team continues to make progress with transitioning all HR and Payroll functions from the legacy ERP system (CrossPointe) to the new ERP system (Munis). As of October 15, 2023, Payroll, HR, and Benefits for 12-Month Employees has been converted to the new system (Munis). So far, the district has processed 8 bi-monthly payroll cycles for approximately 2000 12-month employees.

The focus has now shifted to transitioning all remaining 11-month, 10-month, and part-time employees (approximately 12,000) to Munis in Spring 2024. The existing project team must increase to ensure a focus on quality control, training, and implementing new processes as we scale implementation. To support these activities, it is necessary to secure additional and immediate assistance in the following areas:


Senior Data Analyst
Change Management Specialist
HCM/Payroll Benefits Specialist


These contractors will augment the existing project implementation team consisting of existing staff through June 30, 2024. This will allow district staff more opportunity to split time between critical project implementation tasks and day-to-day duties and responsibilities.

Financial impact: $655,200

General Funds: 100.2800.530000.00011.7600.9990.0308.070.0000
The monthly invoice amount will depend on the number of hours worked by each contractor.

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

Effective: Upon Board approval

Summary: Presented by: Mr. Michael Harris, Manager I Grants and Partnerships, Division of Community Engagement and Innovative Partnerships

Request: It is requested that the Board of Education accept the donation from Rheaply, which is aligned with the organization’s core philanthropic pillars of environmental sustainability.

Details: The district is receiving a furniture donation in the amount of $756,450 to provide furniture support for the DeKalb County School District.

Financial impact: There is no cost to the district to accept the donation from Rheaply.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1470
Dr. Yolanda Williamson, Chief, Community Engagement & Innovative Partnerships, Division of Community Engagement & Innovative Partnerships, 678.676.0898

Effective: Upon Board Approval

Status: Approved by General Counsel

Summary: Presented by: Mr. Michael Harris, Manager, Grants & Partnerships, Division of Community Engagement and Innovative Partnerships

Request: In accordance with Board Policy DFK, Gifts and Bequests, it is requested that the Board of Education accept a donation of $27,620.73 from the Kittredge Magnet School Foundation to Kittredge Magnet School to be used to purchase sound system and AV equipment from Nisewonger for use in the Kittredge cafeteria and stage.

Details: Kittredge Magnet School is requesting that the Board approve the $27620.73 donation to the school from the KMS Foundation. The school has had a positive relationship with the KMS Foundation ever since its inception. This group continuously supports the school in ways that create and support a positive culture and climate for the students and the staff.

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

Contact: Mr. Lemuel Hawkins, Senior Project Manager, Division of Operations, 678.676.1363
Dr. Michelle Jones, Area Superintendent, Specialty Area, Division of Schools & Leadership, 678.676.0376

Effective: Upon Board of Education approval

Status: Attorney approval not required

Summary: Presented by: Mr. Michael Harris, Manager I, Partnerships
Division of Community Engagement and Innovative Partnerships

Request: In accordance with Board Policy DFK, Gifts and Bequests, it is requested that the Board of Education accept a donation of $37,023.00 from the Kittredge Magnet School Foundation to Kittredge Magnet School to be used to install a new playground from Playworx Playsets, LLC.

Details: Kittredge Magnet School is requesting that the Board approve the $37,023.00 donation to the school from the KMS Foundation. The school has had a positive relationship with the KMS Foundation ever since its inception. This group continuously supports the school in ways that create and support a positive culture and climate for the students and the staff.

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

Contact: Mr. Lemuel Hawkins, Senior Project Manager, (678) 676-1363
Dr. Michelle Jones, Area Superintendent, Specialty Area, (678) 676-0376

Effective: Upon Board of Education approval

Status: Attorney approval not required

Summary: Presented by: Mr. Michael Harris, Manager I Grants & Partnerships, Division of Community Engagement and Innovative Partnerships

Request: In accordance with Board Policy DFK, Gifts and Bequests, it is requested that the Board of Education accept the donation of $20,000 from Blue Mantis. The funds will be used to support the District’s student Hack-a-thon event.

Details: The district is receiving a donation in the amount of $20,000 to provide support for the District’s student Hack-a-thon event.

Financial impact: There is no cost to the district to accept the donation from Blue Mantis.

Contact: Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678-676-1274

Effective: Upon Board Approval

Status: Attorney approval not required

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

Request: It is requested that the Board of Education approve the Contract Renewal for the Athletic Department’s Equipment and Uniform Bid with Riddell All American and BSN Sports, LLC, for an additional year through May 16, 2025, for an amount not to exceed $1,475,000. This recommendation is for year three (3) of the four (4) one-year renewal options, which will support the new initiative for Elementary School Athletics and the growing programs, such as Middle School Soccer, Middle School Wrestling, Middle School Volleyball, Middle School Baseball, and Varsity Flag Football.

Details: Athletic Equipment Bid# 21-530R was awarded in May 2021 to BSN Sports, East Bay, Riddell, American Solutions for Business, and Schutt Sports through Bid# 21-530R. Specific details related to the scope of work for DCSD-Athletics’ Catalog Discount for Uniforms & Equipment can be found on the district’s solicitation website at http://www.dekalbschoolsga.Ionwave.net

To provide access to a broad spectrum of athletic uniforms and equipment at the best possible price that may be purchased over the course of a year from multiple vendors, the DCSD Athletic Department requests catalog discounts. This bid includes four (4) one 1-year renewal options through 2026.

Financial impact: The total budget for these services is allocated from the following cost codes:607.3200.561510.60767.7090.9990.8010.040.0000 (Athletic Uniforms) and 607.3200.561520.60767.7090.9990.8010.040.0000 (Athletic Equipment) in the amount not-to-exceed $1,475,000.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475

Mr. James Jackson, Executive Director of Athletics, Division of Operations, 678.676.1830

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve the renewal of RFP 22-752-003 for pool maintenance services for an additional year at an amount not to exceed $375,000.

Details: On February 14, 2022, the Board of Education approved StandGuard Aquatics, Inc. as the most responsive and responsible offeror for swimming pool maintenance services. The requests extend the agreement to provide pool maintenance services at Chamblee High School, Columbia High School, and Lakeside High School. StandGuard Aquatics Inc. is located at 5665 Atlanta Highway, Suite 103-168, Alpharetta, GA 30004. This recommendation is for the second of four one-year (1-year) contract renewal options.

Financial impact: The total contract amount for swimming pool maintenance services not exceeding $375,000 will be allocated from the General Fund Budget, Deferred Maintenance (100.2600.541013.00011.7520.9990.8013.040.0000).

Contact: Mr. Erick Hofstetter, Chief Operating Officer, 678-676-1475

Mr. Bobby Moncrief, Director of Facilities, 678-676-1478

Effective: Upon Board Approval

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve the contract award of ITB 24-548 Asphalt Paving, Striping & Overlay Services to DAF Concrete, Inc. and Shepco Paving, Inc., the lowest responsive, responsible bidders in accordance with the Invitation to Bid documents and contract obligations identified therein for a not to exceed the amount of $2,000,000.

Details: Specific details related to the scope of work for these services can be found on the District’s solicitation website at http://www.dekalbschoolsga.org/soliciations/.

The ITB was issued on May 10, 2023, and notification of the upcoming bid was sent via email to 53 vendors from the DCSD vendor list, 330 vendors through the State of GA Procurement Registry, and 111 vendors through IonWave. Two (2) bids were reviewed and deemed responsive to the requirements of the solicitation.

This recommendation is based on the review and evaluation of the bids received. DAF Concrete, Inc. and Shepco Paving, Inc., are the responsive, responsible bidders. This contract can be renewed annually for up to four (4) years through 2029.

DAF Concrete, Inc. is located at 9061 Turner Road, Jonesboro, GA 30236, and Shepco Paving, Inc. is located at 4080 McGinnis Ferry Road, Alpharetta, GA 30005.

Financial impact: The total contract amount for these services per fiscal year in the amount not to exceed $2,000,000 will be allocated from the General Fund Budget, Deferred Maintenance (100.2600.543013.00011.7520.9990.8013.040.0000).

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475

Mr. Richard Boyd, Director of Design and Construction, Division of Operations, 678.676.1483

Mr. Bobby Moncrief, Director of Facilities Manager, Division of Operations, 678.676.1478

Status: Approved by General Counsel

Summary: Presented by: Erick Hofstetter, Chief Operating Officer, Operations Division

Request: It is requested that the Board of Education approve the award of RFP 24-551 Painting Services to the most responsive, responsible bidders in accordance with the Request for Proposal documents and contract obligations identified therein, not to exceed the collective amount of $2,500,000.

Details: Specific details related to the scope of work for Painting Contractor Services can be found on the District’s solicitation website at http://www.dekalbschoolsga.org/ solicitations/.

Painting contractors provide Painting services on an as needed basis for the Facilities/Maintenance Department and the SPLOST Program. Every year these expenditures exceed $100,000. In an effort to provide the best possible price for these services over the course of a year from multiple vendors, a painting contractor bid was formally solicited. This contract can be renewed annually for up to four (4) years through 2029.

The RFP was issued on July 27, 2023. Four (4) bids for painting services were received on August 29, 2023. Based on the review and evaluation of the bids received, the following contractors will be responsible for providing painting contractor services as outlined in the Request for Proposal document to A & D Painting, Inc., Intercontinental Commercial Services Inc., Ideas Painting LLC, and Brad Construction Company II, LLC .

Financial impact: It is anticipated that the cost for these services may exceed $2,500,000 within a fiscal year and will be allocated from various General Funds 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 $100,000.00 in purchases for the fiscal year.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, 678.676.1475

Mr. Bobby Moncrief, Director of Facilities Manager, 678.676.1478

Status: Approved by General Counsel

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 RFP 24-564 HVAC Repair and Installation Services to 5 Seasons Mechanical, ARS Mechanical LLC, HVAC Allies LLC, Mann Mechanical Company, Inc., Maxair Mechanical, Mechanical Services, Inc., Smith Mechanical Heating & Air, and Trane U.S. Inc., the most responsive, responsible bidders in accordance with the Request for Proposal documents and contract obligations identified therein, not to exceed amount collectively of $5,000,000.

Details: Specific details related to the scope of work for HVAC Repair and Installation Contractor Services can be found on the District’s solicitation website at http://www.dekalbschoolsga.org/ solicitations/.

HVAC contractors provide HVAC services on an as needed basis for the Facilities/Maintenance Department and the SPLOST Program. Every year these expenditures exceed $100,000. In an effort to provide the best possible price for these services over the course of a year from multiple vendors, a HVAC repair and installation contractor bid was formally solicited. This contract can be renewed annually for up to four (4) years through 2029.

The RFP was issued on September 21, 2023. Eight (8) bids for HVAC Repair and Installation Services were received on October 31, 2023. Based on the review and evaluation of the bids received, the following contractors will be responsible for providing HVAC repair and installation contractor services as outlined in the Request for Proposal document to 5 Seasons Mechanical, ARS Mechanical LLC, HVAC Allies LLC, Mann Mechanical Company, Inc., Maxair Mechanical, Mechanical Services, Inc., Smith Mechanical Heating & Air, and Trane U.S. Inc.

Financial impact: It is anticipated that the cost for these services may exceed $5,000,000 within a fiscal year and will be allocated from various General Funds 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 $100,000.00 in purchases for the fiscal year.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475

Mr. Bobby Moncrief, Director of Facilities Manager, Division of Operations, 678.676.1478

Effective: Upon Board Approval

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve the renewal of ITB 21-752-010 for tree cutting and trimming services district-wide to Casey Tree Experts, Richmond Tree Experts, and Total Outdoor, LLC for an additional year, March 1, 2024 - February 28, 2025, in the amount not to exceed $1,500,000.

Details: On January 11, 2021, the Board of Education approved Casey Tree Experts, Richmond Tree Experts, Inc., and Total Outdoor, LLC as the most responsive and responsible offeror for tree cutting and trimming services. The request extends the agreement for Casey Tree Experts, Richmond Tree Experts, and Total Outdoor, LLC for an additional year, March 1, 2024 - February 28, 2025.

This recommendation is the third year of the four one-year (1-year) contract renewal options.

Financial impact: The total contract amount for these services in the amount not to exceed $1,500,000 will be allocated from the General Fund Budget, Deferred Maintenance, (100.2600.543013.00011.7520.9990.8013.040.0000)

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475

Mr. Bobby Moncrief, Director of Facilities, Division of Operations, 678.676.1478

Effective: Upon Board Approval

Status: Approved by General Counsel

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 RFP 24-550 Floor Covering Installation Services to, the most responsive, responsible bidders in accordance with the Request for Proposal documents and contract obligations identified therein, for a not to exceed amount collectively of $3,500,000.

Details: Specific details related to the scope of work for Floor Covering Installation Contractor Services can be found on the District’s solicitation website at http://www.dekalbschoolsga.org/soliciations/.

Floor Covering Installation contractors provide Floor Covering Installation services on an as needed basis for Facilities/Maintenance Department and the SPLOST Program. Every year these expenditures exceed $100,000. In an effort to provide the best possible price for these services over the course of a year from multiple vendors, a Floor Covering Installation contractor bid was formally solicited. This contract can be renewed annually for up to four (4) years through 2029.

The RFP was issued on July 27, 2023. Two (2) bids were received on August 29, 2023 for Floor Covering Installation Services. Based on the review and evaluation of the bids received, the following contractors will be responsible for providing Floor Covering Installation contractor services as outlined in the Request for Proposal document to Brad Construction Company II, LLC and Kidd & Associates Flooring & Contracting LLC.

Financial impact: It is anticipated that the cost for these services may exceed $3,500,000 within a 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 $100,000.00 in purchases for the fiscal year.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475

Mr. Bobby Moncrief, Director of Facilities Manager, Division of Operations, 678.676.1478

Effective: Upon Board Approval

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve an easement to Georgia Power to allow for it to upgrade electric distribution facilities to improve electric service reliability at the Former Atherton ES site and other DeKalb County residences.

Details: The purpose of this project is to install and maintain electrical and communication lines and facilities for existing and future structures. Georgia Power requests permission to maintain, repair and rebuild all equipment including wires, transformers, service pedestals, and cables to strengthen the service to the Former Atherton ES site off Atherton Drive. Overhead lines in certain areas may be more prone to outages caused by trees contacting lines or vehicular collisions. By removing any trees and other obstructions to the lines and equipment will aide in providing the area with a quality service.

Financial impact: As this easement will directly benefit the District, the financial impact of this easement will be $1000.00 paid by Georgia Power to the District.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475

Mr. Hans G, Williams, Director of Planning & E-SPLOST Programming, Division of Operations, 678.676.1588

Effective: Upon Board Approval

Status: Approved by General Counsel (Nelson, Mullins)

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

Request: It is requested that the Board of Education approve an easement to Georgia Power to allow for improvement to underground distribution lines which service E.L. Miller Elementary School.

Details: The easement request allows GA Power to construct, maintain, repair, and rebuild the lines for transmitting electric current to the facility. The underground electric distribution lines are to be installed for the improvement of services to the facility. The renovations may include updates to transformers, manholes, wires, cables and other necessary fixtures and appliances. Any timber cut on the Easement Area by or for the Company shall remain the property of the owner of said timber.

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

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475

Mr. Richard Boyd, Director of Design and Construction, Division of Operations, 678.676.1483

Mr. Hans G, Williams, Director of Planning & Capital Improvement, Division of Operations, 678.676.1588

Status: Approved by General Counsel

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 new Middle and High School Facility at the Sequoyah Site.

Details: The Georgia Department of Education requires that all school facilities being built or rebuilt undergo a formal process of review of the geographic, environmental, and development conditions of the site on which new school facilities will be constructed. 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 of 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, Dir. Planning & E-SPLOST Programming, Division of Operations, 678-676-1588

Effective: Upon Board Approval

Status: Approved by General Counsel

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 rebuild of the Dresden Elementary School Facility.

Details: The Georgia Department of Education requires that all school facilities being built or rebuilt undergo a formal process of review of the geographic, environmental, and development conditions of the site on which new school facilities will be constructed. 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 of 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, Dir. Planning & E-SPLOST Programming, Division of Operations, 678-676-1588

Effective: Upon Board Approval

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve the extension of contract 22-80 for District-Wide Furniture, Fixtures & Equipment (FF&E) district Contract Award for Ernie Morris Enterprises, Lakeshore Learning Materials LLC., and School Specialty LLC., for a term through March 14, 2024 to March 13, 2025, not to exceed the amount of $4,000,000.

Details: Furniture vendors provide furniture as needed for various schools, facilities, and summer portable projects. District staff anticipates these expenditures not to exceed $4,000,000. A district-wide furniture, fixtures, and equipment bid was formally solicited to provide the best possible price for these services over a year from multiple vendors.

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

This recommendation is the (3) extension of four (4) and runs from March 14, 2024 to March 14, 2025.

Board Policy DJE requires the Board of Education to approve the purchases or contracts if the total estimated cost of the goods and services to the school system exceeds $100,000.

Financial impact: The Operations Division is anticipating that the cost for these services will not exceed $4,0000,000 this fiscal year and will be allocated from the General Fund Code: 100.2600.561500.00011.7620.9990.8010.040.0000.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1475

Keith Singleton, Director of Business Services, Division of Operations, 678-676-1422

Effective: Upon Board Approval

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve the purchase of support vehicles for the Operations Division from Wade Ford, Inc., and Allan Vigil Ford through Georgia Statewide Contract 99999-SPD-ES40199373-009S and 99999-SPD-ES40199373-002 for an amount not to exceed $2,000,000.

Details: In accordance with Board Policy DJE (Purchasing), Paragraph III D.3.(d), exceptions to competitive selection are allowed when the purchase is made through contracts formally solicited and obtained by the State of Georgia, the Federal Government, or some other government agencies.  The Operations Division’s support vehicles will be procured under the GA Statewide Contract.

Financial impact: This purchase will be allocated under the general fund from cost code 100.2600.543012.00011.7520.9990.8013.040.0000 for an amount not to exceed $2,000,000.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1475

Mr. Cedric Burse, Director of Fleet Services, Division of Operations, 678-676-1385

Effective: Upon Board Approval

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve the purchase of diesel and gasoline fuel from James River Solutions, LLC as the primary supplier, Sunoco, LP as the secondary supplier, and Boswell Oil Company as the tertiary supplier through the North Georgia Fuel Cooperative (BL051-23) in an amount not-to-exceed $8,100,000 for the dates March 1st, 2024 through August 31, 2024.

Details: Pursuant to Board Policy DJE III D(3)(d), Exception 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 scale”.

As such, the North Georgia Fuel Cooperative (NGFC) agreement is the result of several entities combining their fuel requirements to obtain the advantages of high-volume purchases, including administrative savings and other benefits. It was formed with the specific purpose of purchasing fuels at very high volumes to obtain the best discount and lowest pricing

The North Georgia Fuel Cooperative bid was approved on August 15, 2023, by Gwinnett County Board of Commissioners, who acted as the Principal Procurement Agency for the North Georgia Fuel Cooperative.

This bid was formally solicited and awarded to James River Solutions, LLC as the primary supplier, and Sunoco, LP as the secondary and Boswell Oil Company as the tertiary. These entities are all approved vendors of the North Georgia Fuel Cooperative. In the event the primary supplier is unable to fulfill their services or cannot provide services, the second and/or third supplier may be used. This allows the District to perform services without impeding the process due to lack of availability by any one vendor.

Financial impact: This purchase in an amount not-to-exceed $8,100,000.00 will be charged to the General Operations Energy fund code: 100.2700.562000.00011.7190.1320.8013.040.0000

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475

Mr. Cedric A. Burse, Director, Fleet Services, Division of Operations, 678.676.1385

Effective: Upon Board Approval

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve the renewal of Single Source and the purchase of administrative software and support services to Cybersoft Technologies, Inc. in the amount of $95,911 with additional cost for cloud migration services in the amount of $21,402 with the total amount not to exceed $124,813 for SY 24-25. This request extends the agreement with Cybersoft Technologies, Inc. for an additional year from July 1, 2024, through June 30, 2025. This is the third Contract Renewal option after single source approval for SY21-22.

Details: Due to the good level of service provided by Cybersoft Technologies, Inc., School Nutrition Services (SNS) requests to extend Single Source for an additional year with added cloud migration services and the same terms and conditions as the current term contract from July 1, 2023,, through June 30, 2024. This is the third Contract Renewal option after Single Source approval for SY21-22.

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

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations (678) 676-1475

Dr. Connie R. Walker, Executive Director of School Nutrition Services (678) 676-1780

Effective: Upon Board Approval

Status: Approved by General Counsel

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 24-752-007 for Architectural and Engineering Services for Ashford Park Elementary School and International Student Center HVAC Systems Replacement and Renovations to Corgan, the most responsive and responsible Offeror whose submittal is the most advantageous to the Board based on the evaluation factors, for the lump sum amount of $1,500,000 ($600,000 Ashford Park ES and $900,000 International Student Center).

Details: The scope of work for this project includes A/E services for the Ashford Park Elementary School and International Student Center HVAC Systems Replacement and Renovations. Additional project information can be found on the DeKalb County School District’s solicitation website at https://dekalbschoolsga.ionwave.net/.

The RFQu was issued on October 5, 2023, and notification of the RFQu was sent via email to over 60 vendors from the DCSD vendor list and 843 vendors through the State of GA Procurement Registry. The solicitation was advertised in the Champion and posted on the DCSD website. Thirty-five (35) people attended the virtual mandatory pre-submittal conference on October 17, 2023, representing twenty-three (23) architectural/engineering firms. On November 9, 2023, submittals were received from eleven (11) firms. All eleven (11) firms were deemed responsive and evaluated by a selection committee. This recommendation is based on the evaluations.

Corgan submitted the most responsive and responsible submittal and will be responsible for the architectural and engineering design work as set forth in the solicitation documents. The DeKalb County School District’s Standard Form of Contract for Architectural Services will be used for this project. Corgan is located at 1201 Peachtree Street N.E., Suite 1740, Atlanta, GA 30361

Financial impact: The total budget of $1,500,000 for Architectural/Engineering Services for Ashford Park Elementary School and International Student Center replacement will be allocated from cost codes (SP6CIP.20236.ARCHITECT.3050 and SP6CIP.50736.ARCHITECT.3062) under the voter-approved E-SPLOST VI 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

Effective: Upon Board Approval

Status: Approved by General Counsel

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 24-752-008 for Architectural and Engineering Services for Idlewood Elementary School and Murphey Candler Elementary School HVAC Systems Replacement and Renovations to Cooper Carry, Inc., the most responsive and responsible Offeror whose submittal is the most advantageous to the Board based on the evaluation factors, for the lump sum amount of $1,980,000 ($1,200,000 Idlewood Elementary School and $780,000 Murphey Candler Elementary School).

Details: The scope of work for this project includes A/E services for the Idlewood Elementary School and Murphey Candler Elementary School HVAC Systems Replacement and Renovations. Additional project information can be found on the DeKalb County School District’s solicitation website at https://dekalbschoolsga.ionwave.net/.

The RFQu was issued on October 5, 2023, and notification of the RFQu was sent via email to over 60 vendors from the DCSD vendor list and 843 vendors through the State of GA Procurement Registry. The solicitation was advertised in the Champion and posted on the DCSD website. Thirty-Two (32) people attended the virtual mandatory pre-submittal conference on October 17, 2023, representing twenty (20) architectural/engineering firms. On November 7, 2023, submittals were received from twelve (12) firms. All twelve (12) firms were deemed responsive and evaluated by a selection committee. This recommendation is based on the evaluations.

Cooper Carry, Inc. submitted the most responsive and responsible submittal and will be responsible for the architectural and engineering design work as set forth in the solicitation documents. The DeKalb County School District’s Standard Form of Contract for Architectural Services will be used for this project. Cooper Carry, Inc. is located at 191 Peachtree Street NE, Atlanta, GA 30303.

Financial impact: The total budget of $1,980,000 for Architectural/Engineering Services for Idlewood Elementary School and Murphey Candler Elementary School will be allocated from cost code (SP6CIP.23336.ARCHITECT.1059 and SP6CIP.24736.ARCHITECT.4052) under the voter-approved E-SPLOST VI 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

Effective: Upon Board Approval

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve the award of RFQu No. 24-752-009 for construction management services for the Ashford Park Elementary School and International Student Center 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 $100,000.00 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:


An early release package will be presented in Spring 2024.
The final Guaranteed maximum summer (GMP) will be presented in the summer of 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 October 5, 2023, and notification of the upcoming solicitation was sent via email to 50 vendors from the DCSD vendor list and 225 vendors through the State of GA Procurement Registry. The solicitation was advertised in the Champion and posted on the DCSD website. Nineteen (19) people attended the mandatory pre-proposal meeting on October 19, 2023, representing twelve (12) construction managers. Six (6) statements of qualifications were received on November 9, 2023, for the Ashford Park Elementary School and the International Student Center HVAC Systems Replacement and Renovations project. All six (6) were deemed responsive and evaluated by a selection committee. This recommendation is based on the evaluations.

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, Chamblee, Georgia 30341

Financial impact: The total budget of $100,000 for the Pre-Construction fee and reimbursable expenses associated with the contract agreement for Ashford Park Elementary School and International Student Center HVAC Systems Replacement and Renovations project will be allocated from cost codes (SP6CIP.20236.GENCONTR.3050 and SP6CIP.50736.GENCONTR.3062) under the voter-approved E-SPLOST VI program.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, 678-676-1475

Mr. Richard Boyd, Director of Design and Construction, 678-676-1483

Effective: Upon Board Approval

Status: Approved by General Counsel

Summary: Presented by: Erick Hofstetter, Chief Operations Officer, Division of Operations

Request: It is requested that the Board of Education approve the award of RFQu No. 24-752-010 for construction management services for the Idlewood Elementary School and Murphey Candler Elementary School to Balfour Beatty Construction, LLC 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 $100,000.00, 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:


Early Release Package will be presented in Spring 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 October 5, 2023 and notification of the upcoming solicitation was sent via email to 50 vendors from the DCSD vendor list and 225 vendors through the State of GA Procurement Registry. The solicitation was advertised in the Champion and posted on the DCSD website. Fifteen (15) people attended the mandatory pre-proposal meeting on October 19, 2023, representing eight (8) construction managers. Five (5) statements of qualifications were received on November 9, 2023, for Idlewood Elementary School and Murphey Candler Elementary School HVAC Systems Replacement and Renovations project. All five (5) were deemed responsive and evaluated by a selection committee. This recommendation is based on the evaluations.

Balfour Beatty Construction, LLC 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 Construction, LLC is located at 300 Galleria Parkway Southeast, Suite 2050, Atlanta, Georgia 30339.

Financial impact: The total amount of $100,000 for the Pre-Construction Fee and reimbursable expenses associated with the contract agreement for Idlewood Elementary School and Murphey Candler Elementary School HVAC Systems Replacement and Renovations Project will be allocated from cost codes (SP6CIP.23336.GENCONTR.1059 and SP6CIP.24736.GENCONTR.4052) under the voter-approved E-SPLOST VI program.

Contact: Mr. Erick Hofstetter, Chief Operations Officer, Division of Operations, 678-676-1475

Mr. Richard Boyd, Director of Design and Construction, Division of Operations, 678-676-1483

Effective: Upon Board Approval

Status: Approved by General Counsel

Summary: Presented by: Erick Hofstetter, Chief Operating Officer, Operations Division

Request: It is requested that the Board of Education approve a modification to the October Agenda Item, “Modular Classroom Building Lease Approval for Salem Middle School (Mobile Modular Management Corporation in a not to exceed amount of $677,177.76)”, to incorporate the total dollar amount for the lease of the portable classroom units in the amount of $383,880.00 for 12 months. The total amount of the October Agenda Item will be modified to include a reduced cost of 652,177.76 to install and remove the mobile classroom units and the above cost to lease the units for 12 months, $383,880.00, for a total cost to Mobile Modular of $1,036,057.76.

Additionally, it is requested that the Board approve a budget reallocation from Program Contingency to the necessary project cost code (SP5FACCON.36535.PRECONST) in the amount of $1,462,834.60. The reallocation will allow funds to be placed in the ESPLOST project budget to pay Mobile Modular for the installation and removal of the portable classroom units and the monthly lease payments. The reallocation will also allow funds to be available to pay the District’s electrical, plumbing, carpentry, IT, and moving vendors, which are typical and necessary for the complete installation of the portable classroom units.

Details: The proposed modular buildings are to accommodate temporary classroom needs at Salem Middle School during the E-SPLOST V Major Building System
Replacement project. It is anticipated that the portable classroom units will need to be on-site for approximately 12 months. The reallocated funds will cover the expenses for installing and removing the units, monthly lease payments, and payments to the District’s electrical, plumbing, carpentry, IT, and moving vendors, which are typical and necessary for the complete installation of the portable classroom units.

Modular Classroom Installation at Salem Middle School ($1,462,834.60)




Mobile Modular Costs
October BAI

This BAI



Delivery and Installation Fee
$489,589.84

$464,589.84
**


Cleaning and Removal Fee
$187,587.92

$187,587.92



Total One-Time Costs (*this amount previously approved)
$677,177.76
*
$652,177.76



Total Lease Payments for 12 Months
$383,880.00

$383,880.00



Total Budget for Mobile Modular
$1,061,057.76

$1,036,057.76



** This cost reduced because concrete footings are not necessary for the aluminum decks and ramps.










Other Vendor Costs






Electrical Contractor Budget
$0.00

$98,468.32



Plumbing Contractor Budget
$0.00

$92,300.00



DCSD Technology Vendor Budget
$0.00

$44,158.52



Sidewalks and Concrete Pads Budget
$0.00

$126,850.00



Moving Services Vendor Budget
$0.00

$65,000.00






$426,776.84










Budget Reallocation from Program Contingency:


$1,462,834.60
***


***Budget Reallocation amount reduced due to reduced cost to install sprinklers for these units.

Financial impact: The total budget reallocation of $1,462,834.60 from E-SPLOST V Program Contingency will be transferred to the pre-construction cost code (SP5FACCON.36535.PRECONST) under the voter-approved E-SPLOST V program for the Salem Middle School Major Building System Replacement project.

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

Effective: Upon Board Approval

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve a modification to the October Agenda Item, “Modular Classroom Building Lease Approval for Fairington Elementary (Mobile Modular Management Corporation in a not to exceed the amount of $605,151.68)” to incorporate the total dollar amount for the lease of the portable classroom units in the amount of $332,469.60 for 12 months. The total amount of the October Agenda Item will be modified to include a reduced cost of $570,226.68 to install and remove the mobile classroom units and the above cost to lease the units for 12 months for a total cost to Mobile Modular of $902,696.28.

Additionally, it is requested that the Board approve a budget reallocation from Program Contingency to the necessary project cost code (SP5FACCON.36135.PRECONST) in the amount of $1,289,674.80. The reallocation will allow funds to be placed in the ESPLOST project budget to pay Mobile Modular for the installation and removal of the portable classroom units and the monthly lease payments. The reallocation will also allow funds to be available to pay the District’s electrical, plumbing, carpentry, IT and moving vendors which are typical and necessary for the complete installation of the portable classroom units.

Details: The proposed modular buildings are to accommodate temporary classroom needs at Fairington Elementary School during the E-SPLOST V Major Building System Replacement project. It is anticipated that the portable classroom units will need to be on site for approximately 12 months. The reallocated funds will cover the expenses for installing and removing the units, monthly lease payments, and payments to the District’s electrical, plumbing, carpentry, IT and moving vendors which are typical and necessary for the complete installation of the portable classroom units

Financial impact: The total budget reallocation of $1,289,674.80 from E-SPLOST V Program Contingency will be transferred to the pre-construction cost code (SP5FACCON.36135.PRECONST) under the voter-approved E-SPLOST V program for the Fairington Elementary School Major Building System Replacement project.

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

Effective: Upon Board Approval

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve a modification to the October Agenda Item, “Modular Classroom Building Lease Approval for Redan Middle School (Mobile Modular Management Corporation in a not to exceed amount of $677,177.76)” to incorporate the total dollar amount for the lease of the portable classroom units in the amount of $433,080 for 12 months.

Also, it is requested that the Board of Education approve a Change Order in the amount of $141,662.24 that is necessary due to the extended installation height of the portable classroom units. The location of the classroom units is such that a portion of the units are mounted on higher than normal supports due to the natural grade of the area. The total additional cost of $141,662.24 is composed of $92,462.24 for additional installation materials and labor, and $49,200 for additional monthly lease costs for the additional ramp length needed for the increased height.

The total amount of the October Agenda Item will be modified to include an increased cost of $769,640 to install and remove the mobile classroom units and the above cost to lease the units for 12 months, $433,080, for a total cost to Mobile Modular of $1,202,720.

Additionally, it is requested that the Board approve a budget reallocation from Program Contingency to the necessary project cost code (SP5FACCON.32235.PRECONST) in the amount of $1,631,221.84. The reallocation will allow funds to be placed in the ESPLOST project budget to pay Mobile Modular for the installation and removal of the portable classroom units and the monthly lease payments. The reallocation will also allow funds to be available to pay the District’s electrical, plumbing, carpentry, IT and moving vendors, which are typical and necessary for the complete installation of the portable classroom units.

Details: The proposed modular buildings are to accommodate temporary classroom needs at Redan Middle School during the E-SPLOST V Major Building System Replacement project. It is anticipated that the portable classroom units will need to be on-site for approximately 12 months. The reallocated funds will cover the expenses for installing and removing the units, monthly lease payments, and payments to the District’s electrical, plumbing, carpentry, IT, and moving vendors, which are typical and necessary for the complete installation of the portable classroom units.




Modular Classroom Installation at Redan Middle School ($1,631,221.84)




Redan MS






Mobile Modular Costs
October BAI

This BAI



Delivery and Installation Fee
$489,589.84

$576,800.00
**


Cleaning and Removal Fee
$187,587.92

$192,840.00
**


Total One-Time Costs (*this amount previously approved)
$677,177.76
*
$769,640.00



Total Lease Payments for 12 Months
$383,880.00

$433,080.00
**


Total Budget for Mobile Modular
$1,061,057.76

$1,202,720.00



**These costs increased due to extended installation height.













Other Vendor Costs






Electrical Contractor Budget
$0.00

$98,468.32



Plumbing Contractor Budget
$0.00

$96,500.00



DCSD Technology Vendor Budget
$0.00

$44,158.52



Sidewalks and Concrete Pads Budget
$0.00

$124,375.00



Moving Services Vendor Budget
$0.00

$65,000.00






$428,501.84










Budget Reallocation from Program Contingency:


$1,631,221.84
***


***Budget Reallocation amount reduced due to reduced cost to install sprinklers for these units.

Financial impact: The total budget reallocation of $1,631,221.84 from E-SPLOST V Program Contingency will be transferred to the pre-construction cost code (SP5FACCON.32235.PRECONST) under the voter-approved E-SPLOST V program for the Redan Middle School Major Building System Replacement project.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1475

Mr. Richard Boyd, Director of Design and Construction, Operations, 678-676-1483

Effective: Upon Board Approval

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education ratify and approve a contract extension for an Annual License for the use of the Kahua Project Management Information System (PMIS) software to Kahua for a not-to-exceed amount of $376,000. This request is for the first of four one-year contract extensions and will extend the contract with Kahua through October 14, 2024.

Details: In anticipation of the end of E-SPLOST V and the start of E-SPLOST VI, Operations’ staff started investigating PMIS software systems in late 2021/early 2022 that would be District owned and used by both District and E-SPLOST Program Manager staff. District staff evaluated PMIS software products from multiple vendors and selected Kahua due to its capabilities and ease of use.

At its May 8, 2023 meeting, the Board approved the initial one-year annual subscription with four (4) one-year renewal options. The current request is for the first of four one-year renewal options for a not-to-exceed amount of $376,000 and will allow for the continued use of the annual subscription for the Kahua Project Management Information System (PMIS) software by an unlimited number of users for DCSD E-SPLOST and non-E-SPLOST capital improvement projects.

Financial impact: The total contract amount for these services in the not-to-exceed amount of $376,000.00 will be allocated from the General Fund Budget (100.2600.543000.00011.7520.9990.8013.040.0000).

Contact: Erick Hofstetter, Chief Operating Officer, 678.676.1475

Richard Boyd, Director of Design and Construction, 678.676.1483

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education and Superintendent execute the “Certificate of the Board of Education” document(s) and authorize staff to submit to the Georgia Department of Education all documents necessary to receive the State Capital Outlay Reimbursement amounts shown below totaling $127,265 for the following project(s):

Project Name Project# Reimbursement
Brockett ES 20-644-005 $47,724
Vanderlyn ES 20-644-010 $37,119
Woodward ES 20-644-008 $42,422

Details: The project(s) included in this agenda item have been completed in accordance with all plans and specifications. For the District to receive the full amount of the State Capital Outlay Reimbursement for this project, the Board of Education must certify the attached “Certificate of the Board of Education” document(s) provided by the Georgia Department of Education.

The GaDOE will reimburse expenses incurred by a school district up to 90% of the total reimbursement amount, providing that all required documents are submitted. Once a project reaches the 90% reimbursed threshold, the GaDOE will wait until the project is officially closed out before releasing the final 10% of reimbursement.

Financial impact: The total State Capital Outlay reimbursement for this Project in the amount of $127,265 shall be allocated to the voter-approved E-SPLOST IV program.

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.

Effective: Upon Board Approval

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve the award of RFQu No. 24-752-011 for construction management services for the Livsey Elementary School and Toney Elementary School to Ajax Building Company, LLC 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 $100,000.00, 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:


Early release package will be presented in Spring 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 October 19, 2023 and notification of the upcoming solicitation was sent via email to 50 vendors from the DCSD vendor list and 225 vendors through the State of GA Procurement Registry. The solicitation was advertised in the Champion and posted on DCSD website. Four (4) people attended the mandatory pre-submittal conference on November 2, 2023, representing four (4) construction managers. Three (3) statements of qualifications were received on November 30, 2023, for Livsey Elementary School and Toney Elementary School HVAC Systems Replacement and Renovations project. All three (3) were deemed responsive and evaluated by a selection committee. This recommendation is based on the evaluations.

Ajax Building Company, LLC 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. Ajax Building Company, LLC is located at 1360 Bluegrass Lakes Parkway, Suite 200, Alpharetta, Georgia 30004.

Financial impact: The total budget of $100,000 for the Pre-Construction fee and reimbursable expenses associated with the contract agreement for Livsey Elementary School and Toney Elementary School HVAC Systems Replacement and Renovations project will be allocated from cost codes (SP5FACCON.35935.GENCONTR and SP5FACCON.35235.GENCONTR) under the voter-approved E-SPLOST V 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

Effective: Upon Board Approval

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. Alain Love-Davis to the position of Director of Equitable Services, in the Division of Accountability and Continuous Improvement.

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

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. Sarita M. Smith as the Executive Director of Student Assignments, in the Division of Equity & Student Empowerment.

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

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 Felicia G. Rhone, PhD. as the Director of Assessment in the Division of Accountability & Continuous Improvement.

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

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

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

*Speakers
1. Esther Guthrie
2. Deborah Jones

Summary: Presented by: Dr. Devon Q. Horton, Superintendent

Summary: Presented by: Ms. Allyson Gevertz, Board Member, District 4

Request: It is requested that the DeKalb Board of Education proclaim February 5-9, 2024, as School Counseling Week in the DeKalb County School District, in association with National School Counseling Week in Georgia.

Details: National School Counseling Week 2024, “School Counseling: Standards-Based, Student-Focused,” sponsored by the American School Counselor Association (ASCA), will be celebrated from Feb. 5-9, 2024, to focus public attention on the unique contribution of school counselors within U.S. school systems and how students are different as a result of what school counselors do. National School Counseling Week highlights the tremendous impact school counselors can have on helping students achieve school success and plan for a career. National School Counseling Week is always celebrated the first full week in February. The 2024 theme is "School Counseling: Standards-Based, Student-Focused."

Financial impact: None

Contact: Dr. Kishia K. Towns, Chief of Wrap Around Support and Intervention - (678) 676-1811
Dr. Shannon Crosslin, Counseling Coordinator III - (678) 676-1981

Status: Approval by General Counsel is not required.

Summary: Presented by: Ms. Whitney McGinniss, Board Member, District 2

Request: It is requested that the Board of Education officially recognize February as Career, Technical, and Agricultural Education Month.

Details: Career, Technical, and Agricultural Education Month exists to:

Deliver real options for ALL students for college and rewarding careers;
Deliver real-world workforce-ready skills;
Deliver real high school experiences with added value;
Provide middle grades CTAE students with a successful transition to high school with an actionable plan for next steps;
Prepare ALL students for high-skill, high-wage, and in-demand careers;
Provide students with employability skills; and
Provide students with work-based learning experiences such as internships, co-ops, Youth Apprenticeship Programs, and Great Promise Partnerships.

Financial impact: There is no financial impact on the general budget.

Contact: Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum and Instruction, 678.676.0731
Dr. Lenisera Barnes Bodison, Executive Director, Division of Curriculum and Instruction, 678.676.0166
Mrs. Doryiane Gunter, Director, CTAE & STE(A)M, Division of Curriculum and Instruction, 678.676.0451

Effective: February 2024

Status: Attorney approval is not required.

Summary: Presented by: Mrs. Deirdre P. Pierce, Vice Chair, District 3

Summary: Presented by: Mrs. Deirdre P. Pierce, Vice Chair, District 3

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

Summary: It is requested that the DeKalb County Board of Education approve the February 12, 2024, consent agenda items.

Motion by: _____________
Seconded by: ___________
Vote: _______

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

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

Summary: It is requested that the DeKalb County Board of Education adjourn the February 12, 2024, work session and business meeting.
Motion by: ____________
Seconded by: __________
Vote: _____