Okaloosa County School Board — Regular Meeting, July 26, 2021 — reading text

(850) 833-3500. File Attachments SA# 22-41.pdf (275 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. Motion & Voting Motion to approve the Consent Agenda as amended all of the Consent Agenda items as recommended by the Superintendent Motion by Lamar White, second by Diane Kelley. Final Resolution: Motion Carries Yes: Tim Bryant, Marti Gardner, Diane Kelley, Lamar White 8. Consent Agenda Subject : 8.21 Service Agreement #22-42 Jayson Jay-Peterson, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Jul 26, 2021 - Regular Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $9,500.00 Budgeted : Yes Budget Source : General Funds, Project 6110 Adult Education Tuition Recommended Action : Motion to approve Service Agreement #22-42 between Jayson Jay-Peterson and The School Board of Okaloosa County, FL, on behalf of Okaloosa Technical College, in an amount not to exceed $9,500.00, effective July 27, 2021, through May 1, 2022. Public Content Request approval of Service Agreement #22-42 between Jayson Jay-Peterson and The School Board of Okaloosa County, FL, on behalf of Okaloosa Technical College, to provide Computer Technology Instruction. The Provider will be paid $38.00 per work hour for up to 250 hours, for a total contract amount not to exceed $9,500.00. The Agreement is effective July 27, 2021, through May 1, 2022, and a copy is attached. For additional information, please contact Kelly Hayes, Principal, Okaloosa Technical College, at (850) 833-3500. File Attachments SA# 22-42.pdf (273 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. Motion & Voting Motion to approve the Consent Agenda as amended all of the Consent Agenda items as recommended by the Superintendent Motion by Lamar White, second by Diane Kelley. Final Resolution: Motion Carries Yes: Tim Bryant, Marti Gardner, Diane Kelley, Lamar White 8. Consent Agenda Subject : 8.22 Service Agreement #22-47 Gabriella Layco-Mitchell, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Jul 26, 2021 - Regular Meeting Type : Action (Consent) Fiscal Impact : Yes Dollar Amount : $8,160.00 Budgeted : Yes Budget Source : Internal Funds, Dance Team Recommended Action : Motion to approve Service Agreement #22-47 between Gabriella Layco- Mitchell and The School Board of Okaloosa County, FL, on behalf of Meigs Middle School, in an amount not to exceed $8,160.00, effective July 27, 2021, through June 30, 2022. Public Content Request approval of Service Agreement #22-47 between Gabriella Layco-Mitchell and The School Board of Okaloosa County, FL, on behalf of Meigs Middle School, to provide Clinician Services for the dance team. The Provider will be paid $35.00 monthly per dancer, for 11 months and up to 16 dancers, for a total of $6,160.00. Any additional choreography, school routines, tryouts or judging will be paid based on $25.00 per hour, for up to $1,000.00. Clinician may also be paid to attend competition events for up to $1,000.00, for a total contract amount not to exceed $8,160.00. All funds will be paid from Internal Funds, Dance Team. The Agreement is effective July 27, 2021, through June 30, 2022, and a copy is attached. For additional information, please contact Melissa Bowell, Principal, Meigs MS, at (850) 833-4301. File Attachments SA# 22-47.pdf (263 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. Motion & Voting Motion to approve the Consent Agenda as amended all of the Consent Agenda items as recommended by the Superintendent Motion by Lamar White, second by Diane Kelley. Final Resolution: Motion Carries Yes: Tim Bryant, Marti Gardner, Diane Kelley, Lamar White 8. Consent Agenda Subject : 8.23 Exempted Purchase over $25,000: FOCUS School Software, presented by Eric Mitchell, Director I, Management Information Systems, and recommended by the Superintendent for approval. Meeting : Jul 26, 2021 - Regular Meeting Type : Action (Consent) Preferred Date : Jul 26, 2021 Absolute Date : Jul 26, 2021 Fiscal Impact : Yes Dollar Amount : $1,179,530.00 Budgeted : No Budget Source : Capital Outlay Funding Recommended Action : Motion to approve Exempted Purchase over $25,000: FOCUS School Software in the amount of $1,179,530.00. Public Content The district is ready to move forward with the acquisition of Focus for both SIS and ERP (Finance and HR) programs to replace the aging AS400. Most Districts have made a change to this type of system already and by waiting until now we will get the best transition process in place possible. The transfer of the system will take an estimated 18 months, and the change will impact every person currently connected to the AS400 (essentially the entire district). Contract is paid in milestones. Once a particular part of the transition is complete, they get paid a percentage of the total. We did extensive evaluations between the top two used programs in the state before we selected Focus. Principals, Teachers (including union representatives) Schedulers, APs, Department heads (and everyone they wanted included) have seen the program, evaluated the features, and even test drove some of the more extensive pieces. Teacher impact of the system will be minimal until the new Gradebook rolls out prior to the start of the 2022-2023 school year. The first year cost is estimated to be $1,179,530, and the annual maintenance for subsequent years is estimated to be $406,810 based on 31,400 students. This amount may vary slightly as the cost is based on the number of students in the District in a given year. Cost may also vary if certain options are added or discontinued. The initial purchase of this enterprise software and annual maintenance for the subsequent years will be included in the Capital Outlay Five-Year Plan which is scheduled to be presented to the School Board on August 9, 2021. In order to expedite the process, we are requesting permission to temporarily fund the purchase using General Funds currently appropriated to Fixed Charges. Once the Capital Outlay Five-Year Plan is approved, the General Funds will be transferred back to Fixed Charges. This software is being purchased through Florida State Board of Education Administrative Rule 6A-1.012(14). This rule allows a district school board to acquire information technology, as defined in Section 282.004(19) through the competitive solicitation process or by direct negotiation and contract with a vendor or supplier as best fits the needs of the school district as determined by the district school board. 6A-1.012(14) A district school board, when acquiring, whether by purchase, lease, lease with option to purchase, rental or otherwise, information technology, as defined in §282.004(19), Florida Statutes, may make any acquisition through the competitive solicitation process as described herein or by direct negotiation and contract with a vendor or supplier, as best fits the needs of the school district as determined by the district school board. FS 282.004(19) “Information technology” means equipment, hardware, software, firmware, programs, systems, networks, infrastructure, media, and related material used to automatically, electronically, and wirelessly collect, receive, access, transmit, display, store, record, retrieve, analyze, evaluate, process, classify, manipulate, manage, assimilate, control, communicate, exchange, convert, converge, interface, switch, or disseminate information of any kind or form. For additional information, please contact Eric Mitchell, Director I, Management Information Systems, at (850) 689-7153 File Attachments Okaloosa ERP Product Schedule 061621.pdf (81 KB) Okaloosa SIS + ERP MLA 061621.pdf (54 KB) Okaloosa SIS Product Schedule 061621.pdf (98 KB) FOCUS Cost FY 2022 - FY 2026.pdf (74 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. Motion & Voting Motion to approve the Consent Agenda as amended all of the Consent Agenda items as recommended by the Superintendent Motion by Lamar White, second by Diane Kelley. Final Resolution: Motion Carries Yes: Tim Bryant, Marti Gardner, Diane Kelley, Lamar White 8. Consent Agenda