Agenda Item
iii. Contract ~ License Renewal ~ Project Management Software ~ Kahua Project Management Information System (PMIS) Software (Renewal # 3 of 4) and Kahua Managed Services Consultant (Not to exceed $386,750)
Summary: Presented By: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County 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 and the Kahua Managed Services Consultant to Kahua for a not-to-exceed amount of $386,750.
This request is for the third of four (#3 of 4) contract license renewals, from October 15, 2025, to October 14, 2026.
Why: Approval of this contract renewal and managed services consultant 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: On May 8, 2023, meeting, the Board approved an initial one-year annual subscription license with four (4) one (1) year renewal options for Kahua Project Management Information software.
The current request is for the third of four (#3 of 4) one (1) year renewal options for a not-to-exceed amount of $218,000 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.
The current request includes the services of a Kahua managed service consultant and was procured to assist in the administration of the Kahua PMIS software. This is an additional service provided by Kahua, at the request of the District and initiated by a Change Order added to contract renewal #2 of 4 in the amount of $99,950 and approved in April 2025. Consultant services added to the current renewal request are a not to exceed amount of $168,750.
Financial impact: The total contract amount for these services in the not-to-exceed amount of $386,750 will be allocated from the cost code (100.2600.561200.00011.8700.9990.8013.040.0000)
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1470
Mr. Hans Williams, Director of Planning & E-SPLOST Programming, Division of Operations, 678-676-1588
Effective: Upon Board Approval
Status: Approved by Office of Legal Affairs
CHRONOLOGY OF THE AGENDA ITEM
Contract – Annual License Renewal
Kahua Project Management Information System (PMIS) -
Add-On Service – Kahua Managed Service Consultant
Scope: Contract – Renewal - Annual License Subscription 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
DCSD E-SPLOST and Non-E-SPLOST capital improvement projects.
Add-On Service – Kahua Managed Service Consultant
Contract Term:
On May 8, 2023, the Board approved one (1) year license with options for four (4)
one (1) year renewals.
The current request is for the third of four (#3 of 4) one (1) year renewal options for
a not-to-exceed amount of $218,000.
An additional service has been added - Kahua Managed Service Consultant, not to
exceed $168,750.
Background/Purpose:
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 District owned and used by both District and E-SPLOST Program Manager staff.
District staff evaluated PMIS software products from multiple vendors and selected
Kahua due to its capabilities and ease of use.
The current request is for the third of four (#3 of 4) one-year renewal options 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. Included in
the current request is the services of a Kahua managed service consultant, which is
an additional service provided by Kahua at the request of the District to assist in
the administration of the Kahua PMIS software.