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
Request for Legal Assistance
DCSD Office of Legal Affairs
ATTORNEY – CLIENT COMMUNICATION DATE RECEIVED: ______________
MATTER ASSIGNED TO: ________
PLEASE SUBMIT COMPLETED REQUEST FORM TO
DCSD OFFICE OF LEGAL AFFAIRS:
__X_ H. ERIC HILTON
(DISTRICT WIDE, BOARD AGENDA ITEMS & EXCEPTIONAL EDUCATION, CONTRACTS)
___ MARISSA KEY (EMPLOYEE RELATIONS, OPEN RECORDS & TITLE IX MATTERS)
___ GLINTON DARIEN (RISK MANAGEMENT & WORKERS COMPENSATION MATTERS)
___ CHASITY MIDDLEBROOKS-CODY (HUMAN RESOURCES & STUDENT RELATIONS)
___ OUTSIDE LEGAL COUNSEL (AS ASSIGNED BY OFFICE OF LEGAL AFFAIRS)
WITH A COPY TO:
___ SELYNTHIA WISE, OFFICE SPECIALIST
*** This request is a confidential communication and should be treated as such ***
Topic: _Board Agenda Item Review – Contract Extension Approval – Annual License for Use of Kahua PMIS
Software – NTE $376,000.00 – Contract Extension/Renewal #2 of 4.__________________________
(e.g., contract review, policy matter, etc.)
Action/response required ___Board Agenda Item Approval__________________________________________
Date of request: __8/9/2024_________Date by which a response is needed: 8/14/2024.
(Allow 3 to 5 business days)
Background information Board Agenda Item Review – Contract Extension Approval – Contract Extension
Approval – Annual License for Use of Kahua PMIS Software – NTE $376,000.00 – Contract
Extension/Renewal #2 of 4_
Please attach/include any additional information/documents that are relevant to your request.
Attachment(s)? ____ Yes ___ No Description of attachments, if any ________________________
Requested by: Darlene Y. Hughes __ Darlene Y. Hughes________________
Print Name Signature
Email: _darlene_hughes@dekalbschoolsga.org_________________ Telephone: 678-676-1447
Department: ____Operations______________________________
Cabinet Member authorizing the request: Erick Hofstetter
This item is approved as to form? X _____Yes No
By: _______________________________________________
Comments: ____________________________________________________________________________
______________________________________________________________________________________
Please copy on email: All that are copied on original email.
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Telephone Conference
Was this matter an emergency requiring immediate contact? Yes No
Date Called: Time: Total Time of Conference:
Advice Given:
Action Taken: