Agenda Item
iii. Contract Renewal ~ Annual License Use ~ Kahua PMIS Software (Not to exceed $376,000) ~ Updated 9.6.2024
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education ("the Board") approve a contract renewal 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 second of four (2 of 4) one-year contract renewals and will extend the contract with Kahua from October 15, 2024, to October 14, 2025.
Why: Approval of this contract renewal will allow Operations’ staff to continue working with a state-of-the-art PMIS tool to effectively manage all DeKalb County School District ("DCSD") E-SPLOST and non-E-SPLOST Capital Improvement projects.
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 DCSD owned and used by both DCSD and E-SPLOST Program Manager staff. DCSD 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. At its February 12, 2024 meeting, the Board approved the first of four one-year contract renewal options. The current request is for the second of four (#2 of 4) 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 will be allocated from the General Fund 300 Budget, Project #00230
GL Code: 306.8013.90136.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1447
Mr. Richard Boyd, Director of Design and Construction, Division of Operations, 678.676.1483
Effective: Upon Board Approval
Status: Approved by Office of Legal Affairs
Docusign Envelope ID: 2354B218-E5C0-4B10-B7A7-0767AD8A7169
July 17, 2024
VIA EMAIL cfaklaris@kahua.com
Kahua Inc.
10000 Avalon Boulevard, Suite 600
Alpharetta, GA 30009
ATTN: Mr. Chris Faklaris
Reference: Kahua PMIS
Dear Mr. Faklaris:
As a result of the excellent service provided by Kahua Inc., the DeKalb County School District (“DCSD”) desires to
renew the annual subscription of the Kahua Project Management Software, for one (1) additional year on the same
terms, conditions and pricing as set forth in the PMIS License Agreement dated April 12, 2023. The purpose of this
letter is to obtain Kahua Inc.’s acceptance of DCSD’s offer to renew the license agreement.
The renewal is subject to the DeKalb County Board of Education’s (“Board”) approval and will be effective through
October 14, 2025. Of course, we will notify you once the Board has approved the renewal. DCSD appreciates Kahua
Inc.’s consideration of this offer to renew the PMIS License Agreement.
If accepted, please sign the acceptance below and return to weyman_f_christopher@dekalbschoolsga.org no later
than Friday, July 26, 2024.
Best regards,
Weyman F. Christopher
Weyman F. Christopher, NIGP-CPP, CPPB, CPPO
Procurement Manager III
WFC/CLS
c: Ms. Carla L. Smith
Mr. Erick Hofstetter
Mr. Richard Boyd
ACKNOWLEDGMENT
Kahua Inc. hereby accepts DeKalb County School District’s offer to renew the annual subscription for Kahua Project
Management Software, as set forth in the PMIS License Agreement until October 14, 2024. Kahua Inc. understands
that this acceptance is subject to the approval of the DeKalb County Board of Education.
7/30/2024
____________________________________________ ________________________
Authorized Signatory Date
Chris Faklaris Chief Revenue Officer
____________________________________________ ________________________
Name (Typed or Printed) Title of Authorized Signatory
Robert R. Freeman Administrative Complex
1701 Mountain Industrial Blvd | Stone Mountain, GA 30083
678.676.0110 | www.dekalbschoolsga.org