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
CHRONOLOGY OF THE AGENDA ITEM
Renewal - License
Scope: Renewal of Annual License for the use of the Project Management
Information System (PMIS) software. The renewal is for continued use of a
state-of-the-art PMIS software tool that effectively manages all Dekalb County
School District (“DCSD”) E-SPLOST and Non-E-SPLOST Capital Improvement
Projects.
Contract Term: The initial contract term is October 15, 2022, through
October 14, 2023, with options for four (4) one-year (1) extension/renewals
through October 14, 2027.
The renewal terms are as follows:
Year 1 Renewal – 10/15/2023 – 10/14/2024 – Not to Exceed $376, 000.00
Year 2 Renewal –10/14/2024 -10/14/2025 – Not to Exceed $376,000.00
(Current Year).
Solicitation Process: 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.
Award Process: At its business meeting on May 8, 2023, The Dekalb County
Board of Education (“the Board”) approved the initial one-year annual
subscription with four (4) one-year renewal options subject to Board approval
on a year-to-year basis.
At its business meeting on February 12, 2024, the Board approved the first of
four (Renewal #1 of 4) one-year renewal options for the continued use of
the annual subscription for the Kahua Project Management Information
System (PMIS) through October 14, 2024.
The current request is for the second of four (Renewal #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) from October 15, 2024, to
October 14, 2025.