Okaloosa County School Board — Workshop Meeting, May 8, 2023 — reading text

and recommended by the Superintendent for approval. Meeting : May 8, 2023 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $598.00 Budgeted : No Budget Source : Donations Recommended Action : Motion to approve School Donations. Public Content Okaloosa County Schools periodically receives donations over $500.00 from public, private, and anonymous donors. These donations are reported to the School Board for approval/acknowledgement through the Finance Department. Donor(s) specify in writing the name of the school(s) and how they want the donation to be used at that school(s). Donations have assisted Okaloosa County students in many programs, such as Booster Clubs, Band Programs, travel for state competitions, Culinary Programs, Leadership Projects, Softball Programs, and classroom supplies. File Attachments Donations-2023-05-8.pdf (109 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.10 Agreement between The School Board of Okaloosa County, Florida, and Procare Solutions for Merchant Services, presented by Julie Perry, Chief Financial Officer, and  recommended by the Superintendent for approval. Meeting : May 8, 2023 - Workshop Meeting Type : Action (Consent) Preferred Date : May 08, 2023 Absolute Date : May 08, 2023 Fiscal Impact : No Recommended Action : Motion to approve agreement between The School Board of Okaloosa County, Florida, and Procare Solutions for Merchant Services. Public Content Procare Software is used by the Child Care Coordinators to bill and post payments manually to student account ledgers. Currently, parents have the option to pay Child Care fees through the My School Bucks website using credit cards, debit cards, or electronic checks. The Child Care Coordinator then posts payments from My School Bucks manually to each student's account. Procare Software now offers Tuition Express, a feature which allows individuals to make payments online with credit cards, debit cards, or electronic checks. The software is being offered at no cost to the District. These payments will automatically post to student ledgers in Procare each day. Procare will also supply the Child Care programs with a card reader at no cost if requested. This process will help reduce posting errors and eliminate the need for Coordinators to manually post credit card, debit card, and electronic check payments to student accounts. We recommend changing Child Care online payments to the Procare Software Tuition Express. The current debit/credit card processing fee for Child Care in My School Bucks is 4.95% and is paid by the purchaser. The debit/credit card processing fee for Tuition Express would be 2.70% plus 30 cents per item, and electronic checks will have a flat fee of $1.00 per item. We recommend schools charge the same price for Child Care whether payment is made by cash, check, or online rather than charging a convenience fee to parents paying online. By making the prices the same, participation should increase. This will make it easier for parents to pay for their student's Child Care, and there will be less cash/checks for Child Care Coordinators to collect and post manually. The total tuition and transaction fees paid daily will post next day to the District's Bank of America Accounts Payable account. The total monthly transaction fee will then be collected by Procare in the form of an ACH on the first business day of the next month. File Attachments Procare_Order_Form_and_MSA.pdf (229 KB) Procare Terms & Conditions Tuition Express.pdf (6,412 KB) STUDENT RECORDS PROTECTION AGREEMENT 4-2019.pdf (830 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.11 RFQ 23-47 LitCamp Reading Kits, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : May 8, 2023 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $131,969.60 Budgeted : Yes Budget Source : Federal Funds, Project 3453 ESSER III-Supplemental Programming, Project 3405 Title II-Part A Recommended Action : Motion to approve the award of RFQ 23-47 LitCamp Reading Kits to Scholastic Education in the amount of $131,969.60. Public Content Request approval to award RFQ 23-47 LitCamp Reading Kits to Scholastic Education in the amount of $131,969.60. The quote process was required for this purchase because Federal funds are being used, per Federal requirements 2CFR 200.317-200.326. Funds will be paid from Federal Funds, Project 3453 ESSER III- Supplemental Programming, Project 3405 Title II-Part A and a copy of the quote is attached. For additional information, please contact Amy Dale, Specialist, Title I, at (850) 301-3008. File Attachments SCHOLASTIC QUOTE.pdf (332 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.12 Sole Source Purchase #23-23 Over $50,000: Teaching Strategies, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : May 8, 2023 - Workshop Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $82,970.20 Budgeted : Yes Budget Source : Federal Funds, Project 2495 ARP- IDEA-K12 ($74,970.20) and Project 2496 ARP-IDEA-K12-Prop ($8,000.00) Recommended Action : Motion to approve the purchase of curriculum, including 1-yr optional software, from Teaching Strategies in the total amount of $82,970.20. Public Content Request approval to purchase curriculum from Teaching Strategies in the total amount of $82,970.20. The company offers a free 2-year Creative Curriculum Cloud optional membership with the purchase for each classroom, effective June 5, 2023, through June 4, 2025. The Purchase is made through Sole Source 6A- 1.012(12)(d), and funds will be paid from Federal Funds, Project 2495 ARP-IDEA-K12 ($74,970.20) and Project 2496 ARP-IDEA-K12-Prop ($8,000.00). A copy of the quote is attached. For additional information, please contact Judy Peacock, Specialist, ESE, at (850) 833-3164. File Attachments TEACHING STRATEGIES QUOTE.pdf (80 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board member. 7. Consent Agenda Subject : 7.13 Tag-On Bid Purchase Over $50,000: Apple Inc., presented by  Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : May 8, 2023 - Workshop Meeting Type : Action (Consent) Preferred Date : May 08, 2023 Absolute Date : May 08, 2023 Fiscal Impact : Yes Dollar Amount : $559,215.00 Budgeted : Yes Budget Source : Capital Funds (1.50 Mill) in the amount of $499,800 and General Funds in the amount of $59,415, Project 3390 - School iPad Program Recommended Action : Motion to approve the purchase of computer hardware from Apple Inc. for a total of $559,215.00. Public Content Request approval to purchase computer hardware from Apple Inc. for a total of $559,215.00. The purchase is made through State of Florida Contract #43211500-WDCA-15-ACS and funds will be paid from Capital Funds (1.50 Mill) in the amount of $449,800 and General Funds in the amount of $59,415, Project 3390 - School iPad Program. A copy of the quote is attached. For additional information, please contact Eric Mitchell, Director of MIS, at (850) 689-7153. File Attachments APPLE QUOTE.pdf (79 KB) Consent Our adopted rules of Parliamentary Procedure, Robert's Rules, provide for a consent agenda listing several items for approval of the Board by a single motion. Documentation concerning these items have been provided to all Board members and the public in advance to assure an extensive and thorough review. Items may be removed from the consent agenda at the request of any board