Agenda Item
g. RFP 24-590 Fernbank Science Center Planetarium System Upgrade (Not to exceed $2,100,000) ~ Updated 6.7.2024
Summary: Presented by: Ms. Stacy E. Stepney, Chief Academic Officer, Curriculum and Instruction
Request: It is requested that the Board of Education approve the award for RFP 24-590 Fernbank Science Center Planetarium System Upgrade to Spitz, Incorporated as the most responsive and responsible bidder to provide the hardware, software, and digital content that are ADA compliant in an amount not to exceed $2,100,000.
Why: The DeKalb County School District (DCSD) is seeking proposals for a comprehensive full dome planetarium system upgrade that aligns with modern educational standards, enhances science communication, and provides engaging edutainment experiences. The upgraded system shall cater to both formal and informal science education audiences, delivering immersive shows that foster meaningful experiences in science and concentrated STEM (science, technology, engineering, and mathematics) or STEAM (science, technology, engineering, arts, and mathematics) fields.
The project aims to procure state-of-the-art technology capable of meeting evolving demands in science visualization and exceeding graphical standards expected by today’s audiences. The system upgrade encompasses projectors with a minimum capacity of 8K or 10K resolution, computer clusters/operator console, software, and controls, all seamlessly integrated with the current Chroma Cove lighting system and sound system.
Details: In accordance with the formal procurement procedures published by the Georgia Department of Education, the Request for Proposal (RFP) was issued May 9, 2024. Electronic notification was sent to 27 vendors from the DCSD vendor list, 1,042 vendors through the State of Georgia Procurement Registry (GPR), and 474 vendors through IonWave, the DCSD solicitation portal. The solicitation was advertised in the Champion Newspaper for two (2) consecutive weeks beginning May 9, 2024. Two (2) proposals were received on May 28, 2024 for the planetarium system upgrade. Two proposals were deemed responsive and evaluated on the following criteria: digital content alignment to the Science Georgia Standards of Excellence, company’s profile, scope of services, relevant experience and expertise, professional references, and cost proposal. The initial contract duration shall be for one year from the final execution date with no additional renewal options.
Financial impact: The total contract amount will not exceed $2,100,000.
ESSER Federal Charge Codes:
448.1000.553200.30521.7210.4190.8010.035.2022
COMMUNICATION-WEB SUBSCRPT/LIC
448.1000.561000.30521.7210.4190.8010.035.2022
SUPPLIES
448.1000.564000.30521.7210.4190.8010.035.2022
DIGITAL/ELECTRONIC TEXTBOOKS
Contact: Mrs. Janetta Greenwood, Director, Fernbank Science Center, Division of Curriculum and Instruction, 678.874.7119
Ms. Stacy E. Stepney, Chief Academic Officer, Division of Curriculum and Instruction, 678.676.0731
Dr. Sean R. Tartt, Deputy Chief Academic Officer, Division of Curriculum and Instruction, 678.676.0731
Effective: June 11, 2024 - September 30, 2024
Status: Reviewed and Approved by Counsel for Legal Sufficiency
May 28, 2024 Page 1 of 2
RE: Award Recommendation Letter – RFP 24-590 Fernbank Science Center Planetarium System Upgrades
Greetings,
RFP 24-590, Fernbank Science Center Planetarium System Upgrade was formally processed through the
Purchasing Department at your request. Response(s) to the solicitation were received in the Purchasing
Department on May 28, 2024.
Two (2) proposals were reviewed and two (2) were deemed responsive to the requirements of the
solicitation. Please find attached the responsive proposals and the Abstract Sheet, which is the record of
the public opening/acknowledgement.
Please take the following course of action:
1) Convene the evaluation team. Remember that each individual serving as an evaluator must have a
completed and signed Solicitation Evaluator Agreement on file in the Purchasing Department. Your
team will work together to review and evaluate elements of each response in comparison to the
solicitation requirements.
2) Using this form, please advise the Purchasing Department as soon as possible of your award
recommendation(s) and the date you anticipate presenting your recommendation of award to the
Board of Education for approval.
REMINDER: Include the entire bid/rfp number and bid/rfp name in your Board of
Education item documentation so that we can later match the resulting Superintendent’s award
directive to your solicitation and produce an award letter.
3) If your Recommended Award Vendor is not the lowest priced offering, you must provide the
Purchasing Department your rationale for not awarding to the lowest responsive respondent. Use
an additional sheet to provide your rationale.
4) If there is only one line item on the solicitation or if there are multiple line items recommended for
award and to a single Award Vendor, simply fill in the information below for Recommended Award
Vendor #1.
5) If there are multiple line items to be awarded and/or if you recommend splitting the award to
multiple Award Vendors, you will need to fill in the name for each Recommended Award Vendor on
the lines below and attach the Tabulation indicating which items are to be awarded to each
Recommended Award Vendor.
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org
Page 2 of 2
6) Upon receipt of your award recommendation(s), the Purchasing Department will notify the Risk
Department of your award recommendation and contact the vendor(s) to request final and fully
compliant insurance certificates prior to issuance of the award letter and prior to commencement
or delivery of services under this solicitation.
Please email to Mr. Weyman Christopher at Weyman_f_Christopher@dekalbschoolsga.org.
Spitz, Incorporated
______________________________
June 10, 2024
Recommended Award Vendor #1
____________________________
Anticipated BOE Presentation Date
_______________________________
Recommended Award Vendor #2
Stacy E. Stepney/ May 31, 2024
_______________________________
Your Signature / Today’s Date _______________________________
Recommended Award Vendor #3
_______________________________
Recommended Award Vendor #4
_______________________________
Recommended Award Vendor #5
Please feel free to reach out to me at 678 676-0120 with any questions or concerns. Your prompt response
is appreciated. Thank you.
Regards,
Carla L. Smith
Carla L. Smith
Executive Director, Vendor Services
CLS\lw
Attachment – Proposal(s)
c: Ms. Stacy Stepney
Ms. Janetta Greenwood
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org