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 adopt the May 6, 2024 work session and business meeting agenda.

Motion by: ________________
Seconded by: _____________
Vote: ______________

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

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

Request: It is requested that the DeKalb County Board of Education recognize May 8, 2024, as National School Nurse Day.

Details: National School Nurses Week is every year, from May 6th-12th and School Nurse Day is celebrated on Wednesday, May 8, 2024. National School Nurse Day was established to foster a better understanding of the role of school nurses in the educational setting. School nurses are professional nurses that advance the well-being, academic success, and life-long achievements of all students by serving on the front lines and providing a critical safety net for our nation’s most fragile children.

Our students today face more complex and life-threatening health problems requiring the expertise that only a school nurse can provide. Students have a right to have both their physical and mental health needs safely met while in the school setting. School nurses support student rights and ensure families feel confident that their children will be cared for when they are at school by addressing the home and community factors that impact students’ health. They act as a liaison to the school community, families, and healthcare providers on behalf of children’s health, promoting wellness and improving health outcomes for our nation’s children.

Financial impact: None.

Contact: Mrs. Denise Revels, Director, Wrap Around Support Services , Division of Wrap Around Services, 678.596.2739
Mrs. JoAnn Harris, Student Health Service Coordinator, Division of Wrap Around Support Services,404.379.3004
Dr. Kishia K. Towns, Chief of Wrap Around Services, Division of Wrap Around Services

Status: Approval by General Counsel is not required.

Summary: Presented by: Mrs. Anna Hill, District 1

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

Summary: Presented by: Dr. Devon Q. Horton, Superintendent
Dr. Norman Sauce III, Chief of Student Services, Division of Student Services

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

Summary: Presented by: Ms. Whitney McGinniss, District 2
Ms. Michelle Dillard, Chief of Schools, Division of Schools & Leadership
Dr. Michelle Jones, Area Superintendent, Division of Schools & Leadership

Request: It is requested that the Board of Education approve the name change for DeKalb Elementary School of the Arts to DeKalb Arts Academy.

Details: The committee, led by Board member McGinniss, was composed of the required Board members and District and School leaders. Then, PTA and PAC leaders, teachers, parents, a student, and a community member were added to make a total of 15 members.

The committee met on the following dates:
January 24, 2024
February 27, 2024*
Mar 27, 2024
Apr 9, 2024

*Public input meeting was February 27, 2024

Financial impact: Operations provided a list of potential tasks and accompanying estimated costs.
For DESA



Two exterior signs identified, one digital and one monument sign: budget $10,000 to cover the name/logo panels. (This assumes the digital sign readers is kept and only the adjacent panels are changed out).
Interior signage/wayfinding (if applicable): budget $5,000
If the total interior of the school needs to be repainted, budget $80,000.- Not total interior
If the gym floor needs to be sanded, refinished, and repainted: budget $20,000- Not needed
If the cafeteria floor needs to be changed: budget $60,000- Not needed
All Athletic Uniforms: up to $60,000- Not applicable



Letterhead: variable but $5,000 would be an initial startup. (This is a school level cost not provided from operations).
Murals: variable local school cost
Miscellaneous/unforeseen costs: $5,000

Contact: Ms. Michelle Dillard. Chief of Schools, Division of Schools & Leadership, 678.676.0542
Dr. Michelle Jones, Area Superintendent for Specialty Area, Division of schools & Leadership, 678.676.0329
Ms. Whitney McGinniss, Board Member 678.676,0722

Effective: Upon Board approval, the Specialty Area will work with appropriate divisions to change the school's name.

Status: Attorney approval not required

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

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 award of RFP 24-55 Supplemental Custodial Services to, KleanPro Facility Services, LLC, Pinnacle Maintenance Services Inc., Building Maintenance Services, Inc., and American Facility Services, Inc., 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 $9,000,000.

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

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

The RFP was issued on February 8, 2024. The notification of the upcoming bid was emailed to 57 vendors from the DCSD vendor list, 1331 vendors through the State of GA Procurement Registry, and 207 vendors through IonWave. Eight (8) bids for Supplemental Custodial Services were received on March 14, 2024, and deemed responsive to the solicitation requirements.

Based on the review and evaluation of the bids received, the following contractors will provide Supplemental Custodial contractor services as outlined in the Request for Proposal document to KleanPro Facility Services, LLC, Building Maintenance Services, Inc., Pinnacle Maintenance Service, Inc., and American Facility Services, Inc.

Financial impact: The total contract amount for these services per fiscal year in the amount not to exceed $9,000,000 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. Bobby Moncrief, Director of Facilities Manager, Division of Operations, 678.676.1478

Effective: Upon BOE 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 extension of Portable Air Condition (A/C) Bid 23-417 to Sun Belt Rentals, Inc. and Spot Coolers, Inc. for an additional year in the amount not to exceed $1,750,000.

Details: On September 12, 2022, the Board of Education approved Sun Belt Rentals, Inc. and Spot Coolers, Inc. as responsive and responsible bidders to provide access to portable air condition units on an as needed basis, at an affordable price. This recommendation is for the second of four (4) one -year contract (1 year) renewal options.

Financial impact: The total budget for this service will be allocated from the cost code (100.2600.543013.00011.7520.9990.8013.040.0000) under the Facilities Deferred Maintenance Budget in the amount not-to- exceed $1,750,000 this fiscal year.

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 BOE 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 extension for RFP 22-752-012 Landscaping and Lawn Maintenance Services with Yellowstone Landscape SE, LLC, for an additional year through May 20, 2025, for a not to exceed amount of $3,000,000.

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

Financial impact: It is anticipated that the cost for these services will not exceed $3,000,000 during the fiscal year and will be allocated from the General Fund Budget, Deferred Maintenance.

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: Erick Hofstetter, Chief Operating Officer, Division of Operations

Request: It is requested that the Board of Education approve the Omnia Partners contract number: R200401 to repair, replace, HVAC equipment in accordance with the Omnia Partners HVAC Equipment, Installation, Service and Related Products through September 30, 2024 for an amount not to exceed $1,000,000.

Details: This contract will provide HVAC Equipment, Parts, Installation, Retrofits, Replacements, Maintenance, and Repair Services. Our intent over the course of this contract is to use Daikin for Equipment, Parts, Installation, Retrofits, Replacements, Maintenance, and Repair School on an as-needed basis.

This contract will not be used for public works construction projects as defined by OCGA s 36-91-2(12) exceeding $100,000. However, it may be used for non-construction projects that exceed $100,000. The Board will be notified of all projects that exceed $100,000.

Financial impact: The total contract amount for these services in the amount not to exceed $1,000,000 will be allocated from the General Fund Budget, Hazmat/Abatement (100.2600.543009.00011.7520.9990.8013.040.0000).

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 authorize the district to use the IBS Contract between DeKalb County School District and Replacement Parts Company (Grainger) for services in accordance with State of Georgia Contract SWC 99999-001-SPD0000181 not to exceed $3,500,000.

Details: In accordance with Board Policy DJE (Purchasing), Paragraph III (c)(3)(c), 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 agency. The Purchasing Department shall be authorized to make purchases through inter-governmental and educational cooperatives, alliances, and consortiums to achieve cost savings and administrative efficiencies based on economics of scale.

The initial contract term is May 1, 2024 through April 30, 2025. The contract has two (2) one (1) year optional renewals. Renewal #1 effective date is April 30, 2025 with an expiration date of March 31, 2026. The agreement between DeKalb County School District and Repair Parts Company (Grainger) is effective from May 1, 2024 through April 1, 2027.

Financial impact: The goods and services provided will be allocated from various General Fund charge codes under the Business Services Department to support the maintenance and repair of DCSD facilities, buildings and structures. Annual spend is not to exceed $3,500,000.

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

Mr. Keith Singleton, Director; Business Services Department, Division of Operations, 678.676.1422

Effective: Upon Board Approval

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve the contract renewal of the use of the IBS Contract between DeKalb County School District and Genuine Parts Company (NAPA) for services in accordance with the Georgia Statewide Contract #SWC 99999-SPD-SWL20201105 for July 1 2024 through December 29, 2024, for a not to exceed amount of $8,000,000.

Details: In accordance with Board Policy DJE (Purchasing), Paragraph III (c)(3)(c), 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 agency. The Purchasing Department shall be authorized to make purchases through inter-governmental and educational cooperative, alliances, and consortiums to achieve cost savings and administrative efficiencies based on economics of scale.

By utilizing this agreement DCSD will subsequently be able to retain the current supplier, Genuine Parts Company (NAPA). The initial agreement between DeKalb County School District and Genuine Parts Company (NAPA) was effective from April 1, 2022, through March 31, 2023. 

On June 12, 2023, the DeKalb Board of Education ratified and approved the agreement between DeKalb County School District and Genuine Parts Company (NAPA) effective from July 1, 2023, through June 30, 2024.

This agenda item seeks the Board of Education approval renew and continue to use this Georgia Statewide Contract from July 1, 2024 through December 29, 2024. The State of Georgia has one, 1-year renewal option remaining unused. If the State of Georgia utilizes its option to renew, then an additional year will become available to DeKalb County School District.

Financial impact: The total budget of $8,000,000.00 for Genuine Parts Company (NAPA) goods and services will be allocated from General Fund charge code 100.2700.561500.00011.7190.1320.8013.040.0000 and
100.2700.561000.00011.7190.1320.8013.040.0000.

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

Mr. Cedric A. Burse, Director, Fleet Services Department, Division of Operations, 678.676.1330

Effective: The date cannot occur before BOE approval.

Status: Approved by General Counsel

Request: It is requested that the Board of Education approve the Supply Chain Funding Transfer to the following SNS accounts for SY 23-24: Bid No. 22-15 Frozen/Temperature Control & Dry Food Products, Gordon Food Service, Inc., in the amount of $4,000,000 and $1,840,023.33(Summer School); Bid No. 20-23 Bread, Bimbo Bakeries, USA, in the amount of $257, 040.68; Bid No.20-28 Milk, Borden Dairies, in the amount of $257,040.68 and Bid No. 20-17 Fresh Produce & Eggs, Royal Food Service, in the amount of $257,040.68 totaling $6,611,145.37.

Details: DeKalb County received 6,611,145.37 dollars from the Supply Chain Assistance Grant (SCA) to support rising food costs and improve the accessibility of school meals provided to students. School Nutrition requests an Emergency Supply Chain Funding Transfer to SNS accounts for SY 23-24 to continue to purchase food & supplies from May - June 2024.

The Supply Chain grant ($6,611,145.37) was set up to be split for the National School Lunch Program ($4,771,122.04) and Summer School Programs ($1,840,023.33) food purchases. It is requested that the Board of Education approve the Emergency Supply Chain Funding Transfer to the following SNS accounts for SY 23-24:

Bid No. 22-15 Frozen/Temperature Control & Dry Food Products, Gordon Food Service, Inc., in the additional amount of $4,000,000 for SY 23-24 and $1,840,023.33 (Summer School) totaling $ 5,840.023.33.

The additional $771,122.04 will be split amongst the other vendors: Bimbo Bakeries (Bread), Borden Dairies (Milk), and Royal Food Service (Produce).

Bid No. 20-23 Bread, Bimbo Bakeries, USA, in the additional amount of $257,040.68.

Bid No.20-28 Milk, Borden Dairies, in the additional amount of $257, 040.68.

Bid No. 20-17 Fresh Produce & Eggs, Royal Food Service, in the additional amount of $257,040.68.

For SNS budget and expenditures compliance, all the food vendor expenditures are processed with the same account charge code 563000.

Financial impact: Funds will be paid from GL account 622.3100.563000.00062.8200.9990.8015.040.0000

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
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, Operations Division

Request: It is requested that the Board of Education approve the award of RFP No. 24-752-016 to SRS, Inc., the most responsive and responsible Offeror whose proposal is the most advantageous to the Board based on the evaluation factors, for design/build roof replacement services at Hightower Elementary School, Chamblee Middle School, and Margaret Harris Comprehensive School for a not-to-exceed amount of $5,492,000.

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

The RFP was issued on January 4, 2024, and notification of the upcoming solicitation was sent via email to 180 vendors from the DCSD vendor list and 1392 vendors through the State of GA Procurement Registry. The solicitation was advertised in the Champion and posted on the DCSD website. Twenty-nine (29) people attended the mandatory pre-proposal meeting on January 18, 2024, representing eighteen (18) firms. Five (5) proposals were received on February 15, 2024, for Hightower Elementary School, Chamblee Middle School, and Margaret Harris Comprehensive School design/build roof replacement project. One proposal was deemed non-responsive for failure to submit the required information for evaluation. A selection committee evaluated the remaining four (4) responsive proposals. This recommendation is based on the evaluations.

SRS, Inc. will be responsible for the design and construction work services as outlined in the proposal documents. The DeKalb County School District’s Standard Fixed Price Design & Construction Contract will be used. The award of this contract will allow for the commencement of the design and construction of this project. SRS, Inc. is at 357 O’Dell Road, Griffin, Georgia 30224.

Financial impact: The total contract amount for the Hightower Elementary School Design/Build Roof Replacement project is $1,759,000, and it will be allocated from the construction cost code SP6CIP.23136.GENCONTR.4058 under the voter-approved E-SPLOST VI program.

The total contract amount for the Chamblee Middle School Design/Build Roof Replacement project is $2,318,000, and it will be allocated from the construction cost code SP6CIP.30336.GENCONTR.0406 under the voter-approved E-SPLOST VI program.

The total contract amount for the Margaret Harris Comprehensive School Design/Build Roof Replacement project in the amount of $1,415,000 will be allocated from the construction cost code SP6CIP.50836.GENCONTR.0177 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: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations

Request: It is requested that the Board of Education establish an Initial Guaranteed Maximum Price of $44,419,077 for the construction of the Addition and Modernization of Cross Keys High School SPLOST V project per the terms set forth in the Construction Manager at Risk contract previously awarded to The Evergreen Construction Company.

Details: On November 5, 2018, the Board of Education approved the award of a Construction Management at Risk (CM@R) contract to Evergreen Construction Company for the completion of the Addition and Modernization of the Cross Keys High School project and Pre-Construction Services in the amount of $90,000.00.

Pursuant to that agreement, the Design Professional (Cooper Carry), CM@R (Evergreen), Program Manager (ACERM), multiple DCSD Departments and DCSD Operations have collaborated to generate a design, a safe construction phasing plan and an Initial GMP in the best interest of the DeKalb County School District.

This action establishes an Initial Guaranteed Maximum Price and Contract Time for all the work set forth in the attached Evergreen Initial GMP Amendment.

Financial impact: This project will be funded by SPLOST V Project 21435 - New Addition and Modernization at Cross Keys High School. If approved, a budget of $44,419,077.00 will be created in the construction cost code (SP5NEWSCH.21435.GENERALCONTRACTOR) under the voter-approved E-SPLOST VI program.

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: Mr. Erick Hoffstetter, Chief Operating Officer, Division of Operations

Request: It is requested that the Board of Education approve the award of the SPLOST VI Controls Upgrade Project to Controls Concepts, Inc., as the sole source vendor. The cost of these services will be allocated from multiple SPLOST VI charge codes (See Attachment A).

Details: In 2002, DeKalb County School District standardized Staefa/Talcon, the only allowable control system to be installed in DeKalb County Schools. The original Staefa MS1800 system approved to be installed District-wide is no longer manufactured. The software that executes the Staefa MS1800 system is utilized with the iNTREO product line. Utilizing the iNTREO system will allow the District to maintain compatibility throughout all facilities utilizing the Staefa/Talcon system.

Delta Controls is the exclusive manufacturer of the iNTREO brand of HVAC products nationally. Control Concepts, Inc. is the sole source distributor and installer of the iNTREO system in Georgia. Per the attached supporting documentation, Control Concepts, Inc. is an approved sole source vendor for installing the Staefa/Talcon control system.

The use of a sole source vendor for HVAC Controls will provide 1) Compatibility of Platform and Network Security, 2) Standardization Across Facilities, 3) Enhance Serviceability and Technician Training, and 4) Provide Resilience and System Durability. Further justification is included in Attachment C.

Financial impact: The total contract amount for the SPLOST VI HVAC Controls Upgrade project in the amount of $14,415,598, will be allocated from multiple SPLOST VI cost codes (See Attachment A).

Contact: Mr. Erick Hoffstetter, 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 Change Order No. 2 to The Winter Construction Company for a not-to-exceed amount of $3,411,283 for DeKalb County School District requesting rescindment of contract termination.

Details: On December 13, 2021, the Board of Education approved a firm fixed price contract for The Winter Construction Company to perform design and construction work as outlined by the proposal documents. Change Order No. 1 was executed to terminate the contract.







This Change Order No. 2 rescinds the contract termination, allowing The Winter Construction Company to continue work for the adjusted end-use of the facility.

Financial impact: The total amount of $3,411,283 for The Winter Construction Company Change Order No. 2 will remain allocated in the general contractor cost code (SP5FACCON.38035.GENCONTR) under the voter-approved E-SPLOST V 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: Mr. Erick Hofstetter, Chief Operating Officer, Operations Division

Request: It is requested that the Board of Education approve the award of RFP No. 24-752-020 to HC Beck, LTD/The Beck Group the most responsive and responsible Offeror whose proposal is the most advantageous to the Board based on the evaluation factors, for design/build services for Student Service Renovation at Hatton Drive Facility for a not-to-exceed amount of $2,559,551.

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

The RFP was issued on January 18, 2024 and notification of the upcoming solicitation was sent via email to180 vendors from the DCSD vendor list and 1392 vendors through the State of GA Procurement Registry. The solicitation was advertised in the Champion and posted on DCSD website. Thirty-Five (35) people attended the mandatory pre-proposal meeting on February 6, 2024, representing twenty-two (22) firms. Three (3) proposals were received on February 29, 2024, for Hatton Drive Facility design/build student service renovation project. All three (3) were deemed responsive and evaluated by a selection committee. This recommendation is based on the evaluations.

HC Beck, LTD/The Beck Group will be responsible for the design and construction work services as set forth in the proposal documents. The DeKalb County School District’s Standard Fixed Price Design & Construction Contract will be used. The award of this contract will allow for the commencement of the design and construction of this project. HC Beck, LTD/The Beck Group is located at 3500 Lenox Road, Suite 250, Atlanta, Georgia 30326.

Financial impact: The total contract amount for the Hatton Drive Facility Design/Build Student Service Renovation project in the amount of $2,559,551, will be allocated from the general funds cost code 100.2600.543009.00011.7520.9990.8013.040.000.

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

Request: It is recommended that the Board of Education approve the award of RFQu No. 24-752-017 for Professional Architectural and Engineering Continuing Contract Services to BRPH Architects Engineers, CDH Partners, Inc., Chapman Griffin Lanier Sussenbach Architects, Inc., Collins Cooper Carusi, Cooper Carry, Inc., Corgan, Croft & Associates, PC, DAG Architects, Foreman Seeley Fountain Inc., Gardner Spencer Smith Tench & Jarbeau, Goodwyn Mills and Cawood LLC, KHAFRA Engineering, Lyman Davidson Dooley, Inc., MOSA Architects, PBK Architects, PGAL, Inc., Raymond Engineering -Georgia, Inc., Smallwood, Reynolds, Stewart, Stewart & Associates, Inc., SRJ Architects, Stanley Love-Stanley PC, Sy Richards, Architects Inc. the most responsive and responsible firms whose proposal best meets the requirements set forth in the Proposal Documents and contract obligations identified herein.

Details: Specific details related to the scope of work for Architectural and Engineering Services can be found on the District’s solicitation website at http://www.dekalbschoolsga.ionwave.net

The RFQu was issued on December 14, 2023, and notification of the upcoming bid was sent via email to 46 vendors from the DCSD vendor list and 677 vendors through the State of GA Procurement Registry. The solicitation was advertised in the Champion and posted on the DCSD website. Forty-nine (49) people attended the pre-proposal meeting on January 9, 2024, representing thirty-four (34) firms. On February 1, 2024, proposals were received from twenty-one (21) firms. All the proposals were responsive and evaluated by a selection committee.

This recommendation is based on the review and evaluation of the proposals received from BRPH Architects Engineers, CDH Partners, Inc., Chapman Griffin Lanier Sussenbach Architects, Inc., Collins Cooper Carusi, Cooper Carry, Inc., Corgan, Croft & Associates, PC, DAG Architects, Foreman Seeley Fountain Inc., Gardner Spencer Smith Tench & Jarbeau, Goodwyn Mills and Cawood LLC, KHAFRA Engineering, Lyman Davidson Dooley, Inc., MOSA Architects, PBK Architects, PGAL, Inc., Raymond Engineering -Georgia, Inc., Smallwood, Reynolds, Stewart, Stewart & Associates, Inc., SRJ Architects, Stanley Love-Stanley PC, Sy Richards, Architects are the responsive, responsible bidders. Upon Board approval, this contract can be renewed annually for up to four (4) years. BRPH Architects Engineers is located at 2727 Paces Ferry Road, SE, Building One, Suite 1800, Atlanta, GA 30339. CDH Partners is located at 3330 Cumberland Blvd SE, Atlanta, GA 30006. Chapman Griffin Lanier Sussenbach Architects, Inc., is located at 400 Galleria Parkway Southeast Suite 100, Atlanta, GA 30339. Collins Cooper Carusi is located at 3391 Peachtree Rd #400, Atlanta, GA 30326. Cooper Carry, Inc. is located at 191 Peachtree St NE, Atlanta, GA 30303. CORGAN is located at 1201 Peachtree Street Northeast, Suite 1740, Atlanta, GA 30361. Croft & Associates, PC is located at 3380 Blue Springs Rd, Kennesaw, GA 3014. DAG Architects is located at 1401 Peachtree St NE, Atlanta, GA 30309. Foreman Seeley Fountain Inc. is located at 3091 Governors Lake Dr. NW #150, Norcross, GA 30071. Gardner Spencer Smith Tench & Jarbeau is located at Hurt Building 50 Hurt Plaza SE #1100, Atlanta, GA 30303. Goodwyn Mills and Cawood LLC is located at 6120 Powers Ferry Rd NW Suite 200, Atlanta, GA 30339. KHAFRA Engineering is located at 225 Peachtree St # 1600, Atlanta, GA 30303. Lyman Davidson Dolley, Inc., is located at 640 Powers Ferry Road, Building I, Suite 100, Marietta, GA 30067. MOSA Architects is located at 2386 Clower St SW e202, Snellville, GA 30078. PBK Architects is located at 5019 W Broad St NE, Suite M207, Sugar Hill, GA 30518. PGAL, Inc. is located at 1425 Ellsworth Industrial Blvd NW UNIT 15, Atlanta, GA 30318. Raymond Engineering -Georgia, Inc., is located at 1035 Green St SE, Suite A, Conyers, GA 30012. Smallwood, Reynolds, Stewart, Stewart & Associates, Inc. is located at 3495 Piedmont Rd NE Building 10, Suite 700, Atlanta, GA 30305. SRJ Architects is located at 1108 Maryland Dr, Albany, GA 31707. Stanley Love-Stanley, P.C., is located at 1056 Spring Street, N.W., Atlanta, GA 30309. Sy Richards, Architect, Inc., is located at 301 E. Church Street, Monroe, GA 30655.

Financial impact: It is anticipated that the cost for these services may exceed $100,000.00 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. All single purchases over the $100,000.00 threshold will be returned to the Board for formal approval in accordance with Board policy.

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 establish a Phase I component Guaranteed Maximum Price of $87,044,255 for the construction of the New Middle and High School at Sequoyah SPLOST VI project per the terms set forth in the Construction Manager at Risk contract previously awarded to The Gilbane Building Company.

Details: On June 12, 2023, the Board of Education approved the award of a Construction Management at Risk (CM@R) contract to Gilbane Construction Company for the completion of the New Middle and High School at Sequoyah Project and for Pre-Construction Services in the amount of $175,000.

Pursuant to that agreement the Design Professional (GMC), CM@R (Gilbane), Program Manager (ACERM), multiple DCSD Departments and DCSD Operations have collaborated to generate a design, a safe construction phasing plan and a Phase I CGMP in the best interest of the DeKalb County School District.

This action establishes a Phase I Component Guaranteed Maximum Price and Contract Time for all the Work set forth in the attached Gilbane CGMP Amendment 04-01-24

Financial impact: This project will be funded out of SPLOST VI Project 10136 - New Middle and High School at Sequoyah. If approved a budget of $87,044,255 will be created in the construction cost code (SP6NEWSCH.10136.GENERALCONTRACTOR) under the voter-approved E-SPLOST VI program.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676,4175

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

Effective: Upon BOE approval.

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve Change Order No. 3 to Centennial Contractors Enterprises, Inc. for a not-to-exceed amount of $353,522.34 for DeKalb County School District requested items as outlined in the Change Order No. 3 documents.

Additionally, It is requested that the Board of Education approve Change Order No. 3 to Centennial Contractors Enterprises, Inc. for a not to exceed amount of $353,522.34 for DeKalb County School District requested items as outlined in the Change Order No. 3.

Details: Specific details related to the scope of work for this Request for Proposal can be found on the DeKalb County School District’s solicitation website at https://dekalbschoolsga.ionwave.net/

The RFP was issued on April 28, 2022, and notification of the upcoming bid was sent via email to more than 150 vendors from the DCSD vendor list, 2,331 vendors through the State of Georgia Procurement Registry, and 327 vendors through Demandstar. The solicitation was advertised in the Champion and posted on the DCSD website. Eight (8) people attended the virtual mandatory pre-proposal meeting on May 12, 2022, representing five (5) general contractor firms. Three (3) proposals were received on July 12, 2022, for the E.L. Miller Elementary School Major Building System Replacement Project. All three proposals were deemed responsive and were evaluated by a selection committee. On September 12, 2022, the Board of Education approved a firm fixed price contract for Centennial Contractors Enterprises, Inc., to perform the general contracting work as outlined by the proposal documents.

This Change Order No. 03 covers the approved additional scope for the DeKalb County School District requested items

Financial impact: The total amount of $353,522.34 for the Centennial Contractors Enterprises, Inc. Change Order No. 3 will be allocated from the general contractor cost code (SP5FACCON.35435.GENCONTR) under the voter-approved E-SPLOST V program. A budget reallocation of $353,522.34 from program contingency is required to fund this Change Order No. 3.

Contact: Mr. Erick Hoffstetter, 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 BOE approval.

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education approve the recommended budget adjustments to projects in the District’s E-SPLOST V program found in the document “E-SPLOST V Project Budget Adjustments April 2024.pdf."

Details: Sprinkler installation projects 10135, 10235, and 10335 have experienced several large increases in expected cost since being initially approved in 2016. Given that all DCSD facilities are designed, constructed, and maintained to be safe for all students and staff; the primary utility to the District of installing new sprinkler systems in facilities not designed to require them for life safety is to decrease potential facility damage in case of a fire. As such, the large cost increases for “stand-alone” installation of sprinkler systems (not paired with another installation such as HVAC) have made these projects infeasible. Moving forward, the District will seek to pair sprinkler installations with other building system installations such as HVAC in order to increase the cost efficiency of these projects.

New Dunwoody Chamblee ES, project 22435, was approved and funded at a time when elementary school enrollment in the Dunwoody and Chamblee clusters had grown beyond the capacity of the local schools and was expected to continue to grow rapidly. Since being approved, elementary enrollment in the area has changed dramatically, particularly the Dunwoody cluster where the new school facility would be located. As such, the need for a new elementary school facility at the Shallowford road site has disappeared. These changes in enrollment have made the New Dunwoody Chamblee ES facility no longer necessary.

All remaining budgets will be moved from these projects to contingency programmes. This will allow the District to approve upcoming construction contract awards and other expected commitments to complete the remaining active E-SPLOST V projects.

Financial impact: See attached document “E-SPLOST V Project Budget Adjustments April 2024.pdf” for financial impact on individual E-SPLOST V projects.

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

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

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 establish a Guaranteed Maximum Price of $12,375,659 for work included in the E-SPLOST V Nancy Creek Facility project per the terms set forth in the Construction Manager at Risk contract previously awarded to Balfour-Beatty.

Details: On December 11, 2023, the Board of Education approved the award of a Construction Management at Risk (CM@R) contract to Balfour Beatty for Pre-Construction Services in the amount of $50,000.00.

Pursuant to that agreement the Design Professional (SSOE), CM@R (Balfour Beatty), Program Manager (ACERM), and DCSD Operations have collaborated to generate a design, a safe construction phasing plan and a GMP in the best interest of the DeKalb County School District.

This action establishes a Phase I Guaranteed Maximum Price and Contract Time for all the Work set forth in the attached NCES_Exhibit M_03-12-24.

Financial impact: This project will be funded from E-SPLOST V Project 35335 - Nancy Creek Facility Major Building Systems Replacement. If approved, the construction cost code will require a budget reallocation of $5,371,073 from Program Contingency (SP5FACCON.35335.GENCONTR).

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 establish a Phase I Guaranteed Maximum Price of $22,779,266 for work included in Phase I of the E-SPLOST V Champion Theme MS project per the terms set forth in the Construction Manager at Risk contract previously awarded to Balfour-Beatty.

Details: On December 11, 2023, the Board of Education approved the award of a Construction Management at Risk (CM@R) contract to Balfour Beatty for Pre-Construction Services in the amount of $50,000.00.

Pursuant to that agreement, the Design Professional (SSOE), CM@R (Balfour Beatty), Program Manager (ACERM), and DCSD Operations have collaborated to generate a design, a safe construction phasing plan, and a GMP in the best interest of the DeKalb County School District.

This action establishes a Phase I Guaranteed Maximum Price and Contract Time for all the Work set forth in the attached Champion Theme Middle School Exhibit M 03-08-24.

Financial impact: This project will be funded by E-SPLOST V Project 35835 - Champion Theme Middle School Major Building Systems Replacement. If approved, the construction cost code will require a budget reallocation of $22,779,266 from Program Contingency [17,777,291] (SP5FACCON.35835.GENCONTR).

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: Erick Hofstetter, Chief Operating Officer, Operations Division

Request: It is requested that the Board of Education establish a Guaranteed Maximum Price of $72,323,774 for the construction of the New Elementary School at Dresden SPLOST VI project per the terms set forth in the Construction Manager at Risk contract previously awarded to The Winter Construction Company.

Details: On August 31, 2023, the Board of Education approved the award of a Construction Management at Risk (CM@R) contract to Winter Construction Company for the completion of the New Elementary School at Dresden Project and for Pre-Construction Services in the amount of $10,000.00.

Pursuant to that agreement, the Design Professional (BRPH), CM@R (Winter), Program Manager (ACERM), multiple DCSD Departments and DCSD Operations have collaborated to generate a design, a safe construction phasing plan and a GMP in the best interest of the DeKalb County School District.

This action establishes a Guaranteed Maximum Price and Contract Time for all the Work set forth in the attached Dresden GMP Amendment 03-07-24.

Financial impact: This project will be funded by SPLOST VI Project 21836 - New Dresden Elementary School. If approved a budget of $72,323,774.00 will be created in the construction cost code (SP6NEWSCH.21836.GENERALCONTRACTOR) under the voter-approved E-SPLOST VI program.

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

Mr. Hans Williams, Dir. Planning & E-SPLOST Programming, 678-676-1588

Effective: Date cannot occur before BOE 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 resolution requesting modification of the FY2020 and FY2021 Capital Outlay Applications of Toney ES, Stoneview ES and Rock Chapel ES and authorize staff to submit the resolution to Georgia Department of Education.

Details: The DeKalb County Board of Education approved the Capital Outlay Applications for fiscal year 2020 and fiscal year 2021 in October 2018 and October 2019 respectively. Since these applications for reimbursement were approved, several projects included in these applications have been delayed and are potentially in danger of extending beyond the five-year eligibility timeline for reimbursement.

Projects for which a school district has applied for reimbursement must be completed and closed out with the GaDOE within five (5) years of the beginning of the fiscal year of the application in which they were included. Failure to complete and close out a project within the five-year window will result in the project not receiving its full reimbursement amount. Funds not reimbursed for that project will be returned to the DCSD’s earned entitlement.

Removing these projects from the application in which they were included will allow those funds to be returned to the District’s earned entitlement. These entitlement funds will then be available when these projects are included in the next application for GaDOE Capital Outlay reimbursement.

Financial impact: There will be no financial impact on the budget.

Contact: Mr. Erick Hofstetter, Chief Operating Officer, Operations Division, 678.676.1470
Mr. Hans Williams, Director of Planning & E-SPLOST Programming, Operations Division, 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 and Superintendent execute the “Certificate of the Board of Education” documents 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 $1,147,848 for the following project(s):

Project Name Project# Reimbursement
E.L. Miller ES 20-644-001 $1,105,426
Nancy Creek 20-644-007 $42,422

Details: The projects included in this agenda item were completed according to all plans and specifications. For the District to receive the total amount of the State Capital Outlay Reimbursement for these projects, 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 of $1,147,848 shall be allocated to the voter-approved E-SPLOST V 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: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology

Request: It is requested that the Board of Education approve the purchase of the annual renewal agreement for the Infinite Campus Student Information System with K-12 Solutions Group at a cost not to exceed $1,296,642.80.

Details: DCSD transitioned to Infinite Campus as our student information system during the 2014-15 school year. The transition has successfully enabled DCSD to efficiently register, enroll, and schedule students; effectively support end users in various departments and program areas (e.g., CTAE, Counseling, EL/ESOL, Homeless, Hospital/Homebound, Pre-K, RTI, School Choice, Social Worker, 504, and SPED); successfully complete state and federal reporting tasks; and better inform and communicate with parents and students via the Campus Parent and Student Portals as well as the Infinite Campus mobile application. For the 2023-2024 school year, there were 76,686 active Parent Portal accounts (an 8.2% increase over 22-23 year) with an increase of 44.8% in parent logins during 23-24 compared to the prior school year.







Improvements Over the Last Year:




Implemented updates and enhancements to the following Infinite Campus components to better address user needs, improve data collection/reporting efficiency and effectiveness, and enhance overall functionality: Ad Hoc Reporting, Academic Planning, Attendance, Calendar, Campus Instruction, Census, Combine Person Tool, Contact Logs, Custom Tabs, Data Change Tracker, Data Utilities, Digital Repository, Enrollments, ETCH, Fees, Forms, Grading & Standards, Grading Setup, Health, Learner Planning, Messenger, Navigation, OneRoster, Online Registration, Parent and Student Portals, Security, Scheduling, Schedule Wizard, Survey Tool, Tableau/VizIT, Transcripts, and User Accounts.
Facilitated increased and better use of the ETCH (Error Tracking, Checking & Handling) module by schools and program areas to further streamline and improve Georgia State Reporting, error resolution, data verification and validation, and more accurate reporting of FTE, Student Record, Student Class, and CCRPI data.
Created new and updated existing Tableau data visualizations to improve and enhance data sharing, monitoring, and reporting at the school and district levels.
Further promoted the value and creation of Campus Parent Portal Accounts for monitoring student schedules, assignments, attendance, and grades as well as notification of school and district announcements.
Promoted and supported the use of the Annual Verification feature within Campus Parent Portal to allow parents/guardians to electronically verify and update their student and household information, thereby eliminating the need for paper-based verifications.








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








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

Financial impact: $1,296,642.80
General Budget
100.1000.561200.00011.7600.9990.0308.070.0000

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

Effective: June 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 purchase of the Lightspeed Content Filter platform from CDW-G at a cost not to exceed $896,040.

Details: Lightspeed system is a scalable content filter solution that ensures compliance, student safety, flexible policies, reporting, and access to valuable web resources-without over-blocking resources and 21st-century learning environments for our students and teachers. This system moves the control from administration to the classroom teacher while providing visibility to parents on their student's web activity. In addition, principals and teachers will now have the ability to unblock resources as needed to suit their educational needs.

Financial impact: $896,040.00







General Fund



100.1000.561200.00011.7600.9990.0308.070.0000

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

Effective: June 2024

Status: Approved by General Counsel

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

Request: It is requested that the Board of Education accept the March 2024 Monthly Financial Report.

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 Tentative Budget/Revenue Budget Projections and Tentative Tax Levy for FY2025.

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

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

Status: General Counsel approval not required.

Summary: The amendment to Policy GBRI - Professional Personnel Personal Leaves and Absences, decreases the cap on total number of accrued vacation days from 50, to 45. Employees with balances that exceed 45 days as of May 31st, 2024 shall receive payment to buy down their balance to 45.

Request: In order to successfully administer the policy amendment to GBRI - Professional Personnel Personal Leaves and Absences, it is requested that the board of education approve the buyback of accrued vacation leave for any employee that has an excess of 45 accrued vacation days as of May 31st, 2024. Finance estimates 250-350 employees will have more than 45 days, but no more than 50 days, of vacation leave accrued as of this measurement date. The total estimated cash outflow for this action is less than $300,000 and will come from General Funds.

Details: The proposed policy change removes the following language from section C of Policy GBRI:

“Unused vacation days may be accumulated up to a maximum of thirty days in addition to vacation earned during the current year of service, but no more than one-half of the earned but unused vacation of the previous year may be accumulated.”

With this wording, a 15-year veteran of the district earning 20 vacation days a year can have a lifetime bank of 30 vacation days and have a total liability at June 30th of 50 days of vacation if no vacation is taken during the school year. However, the liability drops back down to 30 vacation days on July 1st.

The proposed policy change adds the following language to section C of Policy GBRI:

Employees are encouraged to take vacation annually. The maximum amount of unused vacation that may be accrued at any point is forty-five (45) days. Any leave balance more than forty-five (45) days is forfeited at the end of each pay period. Upon retirement/resignation, employees will be paid for no more than forty-five (45) days of unused vacation.

With the new wording, a 15-year veteran of the district earning 20 vacation days a year can have a lifetime bank of 45 vacation days and have a total liability at June 30th of 45 days of vacation. This is 5 less days than the maximum provided with the previous wording. However, the liability does not drop back down to 30 vacation days on July 1st. Instead, the 45 vacation days rolls forward to the new year.

In order to successfully implement the policy amendment without harm to existing employees, Finance seeks approval to buy down any vacation leave balances that exceed 45 days as of May 31st, 2024. Finance estimates 250-350 employees will have more than 45 days, but no more than 50 days, of vacation leave accrued as of this measurement date.

Financial impact: The total immediate cash flow impact is less than $300,000. We already carry this liability on the books as a compensated absence liability on our annual financial statements. By buying down the total number of days, there is an immediate cash outflow and a reduction to our long-term liabilities because future payouts are reduced. This has neutral financial impact overall on our fund balance.

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

Effective: May 31st, 2024 - Measurement Date
June 1st, 2024 - Policy GBRI takes effect
June 1st 2024 to June 30th 2024 - Payout vacation leave balances that exceed 45 days.

Status: Contingent upon the board’s approval and adoption the amendments to Policy GBRI.

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

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

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

Status: Attorney approval is not required.

Request: It is requested that the Board of Education approve the continuance of the professional services contract with Gallup, Inc. for district-wide employee engagement services for a cost not to exceed $140,025 for each annual renewal.

Details: DCSD entrusted the services of Gallup, Inc. for the last three years to measure the level of engagement through the Q12 Employee Engagement Survey. Gallup has studied over 2.7 million workers across 100,000+ employers. Through rigorous research, they identified 12 actionable workplace elements -- the Q12 -- that offer proven links to performance outcomes.
Gallup, Inc. has proven through reputation, collaboration and concentrated services their ability to support and measure the District’s culture and climate in an effort to improve engagement and retention. The information gathered allows employees an opportunity to share moral, social, professional, organizational and structural opinions about their direct work environments and the District as a whole. The analytical tools provided thus far as a result of the surveys prove to guide a clear path for improvement. Data presented from the survey is addressed by leadership teams and used in the formation of a site level retention plan.

Contact: Division of Human Resources, 678.676.1200

Request: It is requested that the Board of Education approve the award recommendation for RFP 24-588 DeKalb Teacher Residency University Partner for Elementary Education to Clayton State University, not to exceed $490,140.

Details: Clayton State University submitted the most responsive and responsible bid at a cost not to exceed $490,140. This will be the third university partnership in elementary Education for the IGNITE Teacher Residency Program.

This RFP will cover up to 30 residents for Cohort III, starting June 2024- June 2025.
Supporting Documents

Financial impact: This is a budgeted expense not to exceed $490,140.
The charge code is: General
448.2213.53000.30521.7400.4190.8010.060.2022

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

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

Summary: Dr. Kishia K. Towns, Chief of Wrap Around Services, Division of Wrap Around Services

Request: The DeKalb Board of Education is requested to review the appointment of RFP 24-583 to Southside Medical Center as the provider of medical services to the students at Pine Ridge and Oakview Elementary Schools through a grant from the Georgia Department of Education.

Details: The Georgia Department of Education awarded DCSD with 2 million dollars to create two school-based health centers. Southside Medical Center, Inc. provided a responsive and responsible bid to partner with the district to create the health centers as requested. They have 57 years of experience with opening and developing community-based health centers and 39 years of experience in DeKalb County.

Financial impact: Grant funds awarded through the Georgia Department of Education will be utilized to fund the project. The following accounts have been activated:
Oakview ES: 448.2100.561000.30122.3060.4316.0305.127.2023
Pine Ridge ES: 448.2100.561000.30122.3120.4316.0190.123.2023

Contact: Dr. Kishia Towns, Chief of Wrap Around Services; Division of Wrap Around Services, 678.676.1913
Mrs. Denise Revels, Director of Wrap Around and Student Support, Division of Wrap Around Services, 678.676.2011

Status: Approval by General Counsel is not required.

Summary: Dr. Kishia Towns, Chief of Wrap Around Services, Division of Wrap Around Services

Request: It is requested that the Board of Education approve the contract renewal for the Second Step Social Emotional Learning (SEL) Digital Program for an additional year for an amount not to exceed $235,000.

Details: Second Step Elementary Digital (Grades K-5)


Twenty (20) research-based lessons, taught once per week for 15- to 25-minutes at each grade level. 
All new modern programs with interactive and engaging content, including video, stories, new Brain Builder games, songs and more.
Divided into four (4) units: Growth Mindset & Goal Setting, Emotion Management, Empathy & Kindness, and Problem-Solving
Program training and school-wide implementation support resources are included.

Second Step Middle School (Grades 6-8)


Twenty-six (26) research-based and highly engaging lessons for each distinct grade level
Taught once per week, 25-minute interactive lessons include videos and game-like activities.
Lessons are divided into four (4) units: Mindsets and Goals; Recognizing Bullying & Harassment; Thoughts, Emotions, and Decisions; and Managing Relationships & Social Conflict.
Real Voices videos feature a diverse set of unscripted interviews with students from around the U.S.
Reinforcing content is built-in with 200 engaging 10- to 15-minute Advisory activities.

Financial impact: The cost to purchase the Student Success Agency platform will be paid using funds from the General Budget at a cost not to exceed $235,000 against charge code: 100.1000.530000.03111.7370.9990.8010.090.0000.

Contact: Dr. Kishia Towns, Chief of Wrap Around Services, Division of Wrap Around Services,678.676.1811
Dr. Shannon Crosslin, Counseling Coordinator, III, Division of Wrap Around Services, 404.808.8942

Status: Approved by General Counsel

Summary: Presented by: Dr. Norman C. Sauce III, Chief of Student Services, 678.676.1079

Request: It is requested that the Board of Education approve the contract for Horizons Psychological Assessment Center to provide comprehensive psychological evaluations for our students, for a total contracted amount not to exceed $300,000.

Details: The Horizons Psychological Assessment Center will provide in-person comprehensive psychological evaluations for 240 students. The company employs certified school psychologists and will provide assessment kits and protocols to complete these psychological evaluations. The evaluations will be scheduled by the vendor in conjunction with our School Psychology Department. Horizons will provide the written psychological reports two weeks after completion of the psychological evaluation. The total cost for this request will not exceed $300,000.00.

Financial impact: The total budget of $300,000.00 to implement this request will be funded using the ESSER III-Program 4190 grant.
Charge Code: 448.2100.530000.30521.7370.4190.8010.090.2022

Contact: Dr. Norman C. Sauce, III, Chief of Student Services, Division of Student Services, 678.676.1079
Mrs. Kiana King, Executive Director of Exceptional Education, 678-676-1809
Mrs. Kimberly Franklin, Coordinator-III Psychological Services, Division of Student Services 678.676.2222

Effective: Upon Board Approval

Status: Attorney approval not required

Summary: Presented by: Chief of Equity and Student Empowerment, Division of Equity and Student Emoowerment

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

Summary: Presented by: Kina M. Champion; Director, School Innovation; Division of Equity

Request: It is requested that the DeKalb County Board of Education deny the start-up charter petition of The Wright Community School.

Details: The Petition Review Committee identified the following concerns:

Community Need/Support


The petitioner did not present a compelling case for the unmet need in the DeKalb Community that its proposed school meets or an understanding of the unique characteristics of DeKalb County’s educational landscape.
Neither responses provided during the Founding Board Capacity Interview nor the final revised petition demonstrate a deep, realistic, or authentic understanding of the targeted population or the community school model.
The petitioner did not demonstrate an understanding of the economic, political, historical, and social contexts of the community it seeks to serve. Awareness of the community's needs, assets or strengths was not evident in the final revised petition.
Insufficient evidence of involvement of DeKalb community members, organizations, and/or families in the design of the school was provided. Further, the petitioner submitted no letters of intent or agreements detailing proposed community partnerships to support the educational model.
Little or no evidence of authentic community engagement within the DeKalb community or a plan for moving forward to incorporate diverse stakeholders, touch-points, and tactics were presented.


School Governance


The Founding Board members have a broad and varied knowledge base. The Founding Board reflects the sociodemographic diversity of the targeted community. However, it is unclear what role(s), if any, Board members played in the petition development process. Meeting minutes submitted in response to the Initial Memo do not reflect substantive engagement by the Founding Board in the development of the petition.
The petitioner acknowledges that there is a gap in the Founding Board’s knowledge base. WCS is actively seeking a board member with legal expertise.
The Founding Board did not clearly articulate its policies or a decision-making process for determining when and how to adjust its plans based on feedback.
Collectively, the Board did not demonstrate the capacity to implement all aspects of the education program or to meet the needs of the target student population.


Academic Plan


The petitioner did not sufficiently address student subgroups or recognize and plan for the needs of diverse students.
The final revised petition does not describe in detail the mechanisms and/or strategies to ensure equitable access to the curriculum for all students nor were there concrete strategies and materials to support students with disabilities, English Language Learners, and academically struggling students. The Petition Review Committee was especially concerned about WCS’s capacity to support ELLs, Gifted Education, Special Education, AP, and dual enrollment.
The petitioner did not present a plan for contingencies and program adjustments regarding different rates of SWDs, ELLs, and academically struggling students and differing levels of student need. The final revised petition lacks the specifics for progress monitoring to ensure student success and/or build capacity for students to be a part of the program as it relates to AP and dual enrollment.
The student behavior management system and restorative practices described in the final revised petition were unclear and do not distinguish between outcomes that are automatic versus those that are discretionary.


Financial Plan


The budget is not based on realistic expectations for income and expenditures.
The budget does not reflect all needs outlined in the Academic Plan, including personnel, technological resources, facilities, curricular resources, and mission specific expenditures.
Insufficient detail on the assumptions underlying estimates in the budget template was provided.
The petition lacks a financial plan for the facility. The petitioner did not present a clear plan to fund the purchase of land, property, and/or renovations required to build or convert potential sites for educational purposes.
Financial policies/protocols are not comprehensive.
The WCS’s plan to ensure adequate levels of cash on hand, including cash reserves and/or contingencies for unexpected shortfalls, is not evident.

Organizational Plan


The Petition Review Committee raised concerns that the staffing/recruitment plan does not provide sufficient academic, non-academic, and mission-critical staff to cover all courses and programs described in the Academic Plan.
The professional development plan does not sufficiently address all necessary areas to prepare teachers to fulfill the school’s goals. The professional development plan does not sufficiently address support for special student populations.
The petitioner did not articulate a realistic plan for how the school will meet its expected growth trajectory. The Petition Review Committee expressed concerns that the petitioner’s limited understanding of the unique characteristics of DeKalb County’s educational landscape and limited awareness of the community's needs, assets or strengths (noted above under Community Support & Need) would serve as barriers to identifying, recruiting, and retaining faculty and staff that reflect the diversity of the community.

Financial impact: If approved, the 5-year financial impact of The Wright Community School is estimated to be $26,625,151.

Contact: Dr. Yolanda Williamson; Chief of Community Engagement, Innovation, & Partnerships; Division of Community Engagement, Innovation, & Partnerships; 678-676-0027



Kina M. Champion; Director, School Innovation; Division of Equity; 678.676.0718

Effective: July 1, 2025 - June 30, 2030

Status: Attorney Approval Not Required

Summary: Presented by: Dr. Yolanda Williams, Chief of Community Engagement & Innovative Partnerships, Division of Community Engagement and Innovative Partnerships

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

Summary: Presented by: Mr. H. Eric Hilton, Chief of Legal Services, Division of Legal Services

Summary: Presented by Aaron Webb, Legal Counsel, Hall Booth Smith, PC Attorneys at Law.
Board Policy GBRI: Professional Personnel Leaves of Absences Section C. Vacation Leave is confusing and needs to be simplified in order to administer it properly.

Request: It is requested that the Board of Education amend Board Policy GBRI: Professional Personnel Leaves of Absences.

Details: When the Georgia Department of Education audited the District, it was determined that the District's vacation leave policy is unclear and possibly results in vacation accrual errors. The District is also in the process of implementing new personnel management software (MUNIS) which is being populated so that time off calculations will be more accurately tracked and communicated to employees. It is being requested that the District clarify the vacation leave policy to cap accrued but unused vacation time at forty five (45) days.

Financial impact: In June of this year, it is estimated that the District will need to make approximately $300,000 in payments to employees who have accrued but unused vacation time exceeding 45 days. Currently, the District is required to list that same amount as a liability on the financial balance sheet as a compensated accrued liability, so the estimated financial impact is minimal.

Contact: Ms. Melanie Slaton, General Counsel, Hall Booth Smith, PC, Attorneys at Law (404)954-5000.

Effective: Upon final Board Approval.

Status: Approved by the General Counsel for First Read on April 15, 2024.

Summary: The DeKalb Schools Foundation bylaws are being amended to reflect the wishes of the current Foundation Board. See Details section more.

Request: It is requested that the DeKalb County School District Board of Education approve the DeKalb Schools Foundation amended bylaws.

Details: Article Two, Section 2.4 Terms of Office.
This amendment highlights when the rotation of each group of Foundation Board of Directors term concludes. The Directors in the fist group shall serve a term ending on June 30, 2025, and the Directors in the second group shall serve a term ending on June 30, 2026.

Article Two, Section 2.5 Vacancies.
This section is being amended to encourage Foundation Trustees to use their best efforts to maintain diversity, equity, and inclusion when filling board vacancies.

Article Two, 2.9 Compensation.
This amendment highlights Directors' reimbursement for any authorized expenditure that received prior written approval from the Board or executive committee.

Article Two, Section 2.10 Fundraising Expectations.
Trustees shall donate to the Foundation annually for the purpose of attaining 100% Director participation in fundraising efforts. There shall be no minimum or maximum amount required, however, Directors may seek suggested donation amounts from the Board Chair as needed.

Article Three, Section 3.2 Annual Meeting.
Amendment deletes the 50 day maximum requirement for the notice provision.

Article Three, Section 3.6 Quorum.
At any meeting of the Board, a majority of the voting directors then in office shall be necessary to constitute a quorum for the transaction of business.

Article Five, Section 5.10 Executive Director
This section has been amended to clarify that the Superintendent will make hiring and termination decisions related to the Executive Director, in consultation with the Foundation Board.

Article Six, Section 6.2 Other Committees.
Amendment increases the number of Foundation Board members on a committee from 1 to 3.

Article Seven, Section 7.1 Contracts
The Chair and Executive Director may enter into any contract or execute and delivery any instrument in the name of, and on behalf of, the Foundation, as approved by the Board.

Article Seven, Section 7.2 Deposits
Amends to require the Treasurer, or the Treasurer's Designee to deposit funds of the Foundation in a timely manner.

Article Seven, Section 7.4, Expenditure of Funds.
Amends to clarify that all expenditures, not otherwise budgeted, shall not exceed $5,000 and must be approved by the Board.

Article Eight, Section 8.3 Insurance.
Amendment requires the Foundation to purchase insurance instead of making it optional.

Article Nine, Section 9.8 State or Federal Law Changes.
Amendment clarifies that the bylaws shall at all times be compliant with applicable state and federal laws.

Article Ten, Section 10.1 Power to Amend Bylaws.
Amendment provides the Foundaton Board the authority to amend clerical errors in the bylaws without having to seek the approval of the DeKalb Board of Education.

*Throughout the bylaws, the term Chairman has been replaced with Chair.

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

Contact: Mrs. Melanie Slaton, General Counsel, Hall Booth Smith, PC Attorneys at Law, 404.954.5000.

Effective: Upon final Board Approval.

Status: Approved by General Counsel for First Read.

Summary: It is requested that the DeKalb County Board of Education adjourn the May 6, 2024 executive session and convene the work session and business meeting.

Motion by: ___________
Seconded by: __________
Vote: ________

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 Mrs.Derrica Boochee-Davis to the position of Executive Administrator in the Division of Schools & Leadership.

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.

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. Derrick Richard Hardy to the position of Area Superintendent, in the Division of Schools & Leadership.

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.

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 Triscilla B. Weaver, Ph.D. to the position of Chief Equity Officer, in the Office of the Superintendent.

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.

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. Keith L. Ball to the position of Executive Director of Capital Improvements & Maintenance, in the Division of Operations.

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.

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. Raymond E. Stanley to the position of Executive Director of Transportation & Fleet Operations, in the Division of Operations.

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.

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

It is requested that the DeKalb County Board of Education convene the May 6, 2024, business meeting.

Motion by: _________________
Seconded by: ________________
Vote: ____________

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

*Speakers
1. Staci Corbett
2. Kirk Lunde
3. Sophia Choi
4. Torra Hancock

Summary: It is requested that the DeKalb County Board of Education approve the May 6, 2024, consent agenda items.

Motion by: _____________
Seconded by: ___________
Vote: _______

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

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

Summary: It is requested that the DeKalb County Board of Education adjourn the May 6, 2024, work session and business meeting.
Motion by: ____________
Seconded by: __________
Vote: _____