Okaloosa County School Board — Workshop Meeting, March 27, 2023 — reading text

Bucks is 4.95% and is paid by the purchaser. The debit/credit card processing fee for School Cash Management would be 4.00% plus 10 cents per item. We recommend schools charge the same price for items whether payment is made by cash, check, or online rather than charging a convenience fee to parents paying online. Prices may be increased slightly to pay the debit/credit card processing fees. By making the prices the same, participation should increase. This will make it easier for parents to pay for their student's items, and there will be less cash/checks for teachers to collect and bookkeepers to process. A new feature in School Cash Management Solution is that schools will have the ability to attach a group of students to an item for sale. The parents of those students would then receive an e-mail about the item for sale with a direct link to be able to purchase. Teachers will be able to access reports to see who has paid online. Payments, less the debit/credit card processing fee, will be deposited daily to each school's Internal Funds checking account and posted automatically to the correct Internal Funds accounts. KEV Group, Inc., will retain the debit/credit card processing fee to pay to the appropriate companies. Many schools have expressed an interest in taking credit/debit cards in person for concession stands. Kev Group also has software called POSPro that may be used for this purpose. In order to take credit/debit cards in person, schools will need at least one Clover device which would be purchased from Kev Group. Each Clover device costs $510.00, and the POSPro software has an annual cost of $380.00 per device. The secondary schools were surveyed to see if they were interested in participating in this program. A total of 46 devices have been requested. The total initial cost breakdown is shown below. Description Qty Cost Ea Total Cost Funding Source Annual Cost School Cash Management Online 37 $180.00 $6,660.00 Fixed Charges Integration w/SIS, Nightly Sync, Ongoing Maintenance, 1 $3,000.00 $3,000.00 Fixed Charges Communication Fixed Charges Initially POSPro Software 46 $380.00 $17,480.00 - Internal Funds for Renewals Total Annual $27,140.00 One-Time Cost Implementation 37 $25.00 $925.00 Fixed Charges Remote Training for Bookkeepers 37 $65.00 $2,405.00 Fixed Charges Clover Device 46 $510.00 $23,460.00 Fixed Charges Total One-Time $26,790.00 Total Initial Cost $53,930.00 File Attachments School Cash Online Agreement 2023-03-15.pdf (330 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 : 7.14 Tag-On Bid Purchase Over $50,000: Dell Technologies, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Mar 27, 2023 - Workshop Meeting Type : Action (Consent) Preferred Date : Mar 27, 2023 Absolute Date : Mar 27, 2023 Fiscal Impact : Yes Dollar Amount : $141,093.40 Budgeted : Yes Budget Source : General Funds, Project 5068 CAPE- Information Technology Recommended Action : Motion to approve the purchase of computer equipment from Dell Technologies in the amount of $141,093.40. Public Content Request approval to purchase computer equipment from Dell Technologies in the amount of $141,093.40. The purchase is made through State of Florida Alternate Contract #43211500-WSCA-15-ACS and funds will be paid from General Funds, Project 5068 CAPE- Information Technology. A copy of the quote is attached. For additional information, please contact Charlie Marello, Principal, Niceville HS, at (850) 833-4114. File Attachments DELL QUOTE.pdf (169 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 : 7.15 Tag-On Bid Over $50,000: Apple Store for Education Institution, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Mar 27, 2023 - Workshop Meeting Type : Action (Consent) Preferred Date : Mar 27, 2023 Absolute Date : Mar 27, 2023 Fiscal Impact : Yes Dollar Amount : $202,860.00 Budgeted : Yes Budget Source : Federal Funds, Project 3418 Title III- Part A-ELL Recommended Action : Motion to approve the purchase of computer equipment from Apple Store for Education Institution in the amount of $202,860.00. Public Content Request approval to purchase computer equipment from Apple Store for Education Institution in the amount of $202,860.00. The purchase is made through State of Florida Alternate Contract #43211500-WSCA-15-ACS and funds will be paid from Federal Funds, Project 3418 Title III-Part A-ELL. A copy of the quote is attached. For additional information, please contact Teri Schroeder, Program Director, SIS-Health, Psychological, Student Services, at (850) 833- 3105. File Attachments APPLE QUOTE.pdf (35 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 : 7.16 Tag-On Bid Over $50,000: Apple Store for Education Institution, presented by Vince Windham, Program Director, Purchasing, and recommended by the Superintendent for approval. Meeting : Mar 27, 2023 - Workshop Meeting Type : Action (Consent) Preferred Date : Mar 27, 2023 Absolute Date : Mar 27, 2023 Fiscal Impact : Yes Dollar Amount : $117,600.00 Budgeted : Yes Budget Source : Federal Funds, Project 3401-Title I- Part A Recommended Action : Motion to approve the purchase of computer equipment from Apple Store for Education Institution in the amount of $117,600.00. Public Content Request approval to purchase computer equipment from Apple Store for Education Institution in the amount of $117,600.00. The purchase is made through State of Florida Alternate Contract #43211500-WSCA-15-ACS and funds will be paid from Federal Funds, Project 3401 Title I-Part A. A copy of the quote is attached. For additional information, please contact Amy Dale, Specialist, Title I, at (850) 301-3008. File Attachments QUOTE.pdf (35 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 : 7.17 Underground Distribution Facilities Installation Agreement between The School Board of Okaloosa County, Florida, and Florida Power & Light Company at Elliott Point Elementary School for the new classroom addition, presented by Dr. Bill Smith, Program Director, Facilities Planning, and recommended by the Superintendent for approval. Meeting : Mar 27, 2023 - Workshop Meeting Type : Action (Consent) Preferred Date : Mar 27, 2023 Absolute Date : Mar 27, 2023 Fiscal Impact : Yes Dollar Amount : $9,140.56 Budgeted : Yes Budget Source : 3911 - Other Capital - Capital Sales Tax Recommended Action : Motion to approve the Underground Distribution Facilities Installation Agreement between The School Board of Okaloosa County, Florida, and