September 2, 2021 at 7:00 PM - Regular Meeting

Description:  Priority #1: Optimize Diverse and Engaging Learning
Background: The District employs full-time professional employees in positions requiring a certificate from the State Board of Educator Certification (SBEC), nurses under a probationary or term contract and other designated employees. The purpose of this agenda item is to facilitate Board approval of these contracts.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the employment of these individuals as indicated on the list provided.

Description:  Priority #1: Optimize All Available Resources
Background: The monthly financial reports presented to the Board for consideration will include budget amendments (when applicable), budget summary year to date reports, construction summary report, outstanding investments, and tax office reports. 
This report includes the following items:

1.    Budget Amendments Year-to-Date as of September 2, 2021 - None

2.  Budget Summary Year-to-Date as of July 31, 2021
        a.  Unaudited Revenue Summary including:
        i.    Adopted Budget
        ii.    Current Amended Budget
        iii.    Realized to-date Revenue
        iv.    Unrealized Revenue
        v.    Percentage Revenue Realized
        b.  Unaudited Expenditure Summary including:
        i.    Adopted Budget
        ii.    Current Amended Budget
        iii.    Cumulative to-date Expenditures
        iv.    Unencumbered Balance
        v.    Percentage of Budget Expended for the following funds:
                1.  General Funds
                2.  Special Revenue Funds
                3.  Debt Service Funds
                4.  Capital Projects Funds
        c.  Construction Summary including:
        i.    Total Project Plan
        ii.    2020-21 Project Plan
        iii.    2020-21 Expenditures
        iv.    Balance
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of July 31, 2021

4.    Tax Office Reports for the month of July 2021
        a.  Year-to-Date Collection 2020-2021 Report for July
        b.  Refunds of over $500 for Board Approval for July - None

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accepts the financial reports for July 2021.

Description:  Priority #5: Optimize All Available Resources
Background: The attached report is a summary of the purchases valued over $25,000 but not exceeding $100,000 that were made from July 1, 2021 through July 31, 2021.
Funds included in the Purchasing Report.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees approves the Purchasing Report as submitted.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The Board of Trustees has entered into a joint memorandum of understanding with the county juvenile board outlining all issues pertinent to the interaction between the juvenile board and the school district in the operation of the Juvenile Justice Alternative Education Program. The objective of the program is to help students achieve behavioral and academic improvement and provide an effective education program. Details of this relationship are defined in an agreement available for public inspection upon request to the Superintendent of Schools.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the 2021-2022 Memorandum of Understanding with Denton County for the Juvenile Justice Alternative Education Program (JJAEP) as presented.
 

Description:  Priority #5: Optimize All Available Resources
Background: This is a non-exclusive contract that provides for as-needed purchases of Grocery and Catered Foods to be utilized throughout the Carrollton-Farmers Branch Independent School District.  Multiple vendors are approved under this agreement which may be used by all campuses and departments on an as-needed basis.  

Historical expenditures for Grocery and Catered Foods under the prior years of this agreement have been: 

                   2018-19: $480,059       2019-20: $358,022;     and   2020-2021: $305,728

This is an as-needed contract for district-wide use for Catered Foods or Grocery items. This will be used for meetings, staff development, and other events. 

Purchases under this agreement may be made under any available fund source. 

This is the first extension of four (4) (beginning September 3, 2021) as specified in the RFP.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 2020-06-016 Grocery and Catered Foods for the first of four (4) extension options included in this RFP. 

Description:  Priority #2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: This is a non-exclusive contract which provides for as-needed purchases of Athletic Equipment and Supplies to be utilized throughout the Carrollton-Farmers Branch Independent School District.

CFBISD staff determines which vendor to use from the awarded vendors under this contract based on the campus or departmental needs and District standards.  Staff will continue to work closely with the Purchasing Department by obtaining competitive quotes from vendors awarded under this agreement, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $100,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.  General Operating Funds, Activity Funds, and Grant Funds will be used for these purchases.

Spending Trend:     2019-2020 - $977,453    2020-2021 - $796,253
 
Purchases made under this contract utilizing Federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR).

This is the final extension option for this agreement as specified in the RFP.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 17-07-061-4 for Athletic Equipment and Supplies for the fourth one (1) year extension term with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the District through the term of this contract.
 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This is a non-exclusive contract which provides for as-needed purchases of Library Media, Print, Digital Supplies and Repairs to be utilized throughout the Carrollton-Farmers Branch Independent School District.

CFBISD staff determines which vendor to use from the awarded vendors under this contract based on the campus or departmental needs and District standards.  Staff will continue to work closely with the Purchasing Department by obtaining competitive quotes from vendors awarded under this agreement, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $100,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.  Funding for these purchases will be provided by General Operating Budget, Activity Funds, and Grant Funds.

Spending Trend:    2019-2020 - $286,241    2020-2021 - $302,548
 
Purchases made under this contract utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR).

This is the final extension option of this agreement as specified in the RFP.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 17-08-031-4 for Library Media, Print, Digital Supplies and Repairs for the fourth and final one (1) year extension with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the District through the term of this contract.

Description:  Priority #5: Optimize All Available Resources
Background: As an employer in the State of Texas, the District is required to provide unemployment insurance as mandated by state law. To accomplish this mandate, the District has exercised its option to procure this service by participating in an Interlocal agreement with another local agency as defined in Texas Education Code §44.031. The Texas Association of School Boards (TASB) qualifies as a local government entity under this provision and extends an invitation to school districts to provide this service.
CFBISD has procured unemployment insurance from TASB since 1980.

The total contribution to participate in the Interlocal Participation Agreement - Unemployment Compensation Risk Management Fund for October 1, 2021 through September 30, 2022 is $149,762, which represents a decrease of $26,428 from last year’s contribution. 

Funding for this purchase will be from the CFBISD Unemployment Insurance Budget.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of the Interlocal Participation Agreement with the Texas Association of School Boards (TASB) Risk Management Fund for the purchase of unemployment insurance for an anticipated amount of $149,762.  It is also recommended that the Board delegate to the Superintendent or his designee the authority to negotiate and execute any required contract or agreement documents.

Description:  Priority #5: Optimize All Available Resources
Background: This is an exclusive service contract which provides for commercial auto and liability insurance coverage for Carrollton-Farmers Branch Independent School District for the 2021-2022 Fiscal Year.  This service contract provides for the purchase of property, commercial crime, foreign travel, cyber liability, and public bond insurance coverage for the District. The individual coverage costs are provided in the table below:

Item	Proposed Premium 2021-2022	Current Premium 2020-2021	Difference
General Liability	$86,896	$79,897	$6,999
Law Enforcement Liability	$11,433	$6,725	$4,708
Educators Legal Liability	$43,749	$38,367	$5,382
Commercial Auto	$274,447	$228,271	$46,176
Commercial Crime	$4,742	$4,742	$0
Cyber Suite *	NA	$26,565	NA
Foreign Travel	$4,852	$4,852	$0
Public Official Bond	$1,750	$1,750	$0
Total	$427,869	$391,169	$63,265

The General Liability coverage includes sexual abuse and crisis management coverage, which is a needed coverage but no longer included with the Educators Legal Liability.  

Cyber coverage pricing for 2021-2022 is still in the process of being obtained and will be brought to the Board upon receipt.

Funding will be from the General Operating Budget and this increase (9.3%) was anticipated and included in the recently adopted budget.  

This is the third extension option (beginning October 1, 2021) for the insurance products identified in the table above as specified in the RFP.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 2019-04-007 for Commercial Auto and Liability Insurance in the amount of $427,869 from Roach Howard Smith and Barton for Fiscal Year 2021-2022 as presented.  
 

Description:  Priority #5: Optimize All Available Resources
Background: This is an exclusive service contract, which provides for property insurance coverage for Carrollton-Farmers Branch Independent School District for the 2021-2022 Fiscal Year.  This contract provides for $600 million of coverage for the District. This extension includes two (2) options for Trustees to consider for extending this coverage.  

In 2019, Trustees approved all casualty insurance coverage for a 13-month premium in order to move the coverage period from Sept. 1 - Aug. 31, to Oct. 1 - Sept. 30 of each year.  The reason for this was to move our coverages to a more favorable renewal cycle since there is traditionally no July Board meeting to renew this coverage.  Approval of this renewal for a 13-month premium will align all insurance policies with the same renewal period.

The proposed premium options are provided in the table below:

Premium Option	Proposed Premium 2021-2022	Current Premium 2020-2021	Difference from 2020-2021
12-Month Premium	$1,901,219	$1,574,856	$326,363

This renewal includes a change in the deductible structure from the previous year.  Instead of a $500,000 deductible for hail damage, this renewal includes a 2% deductible amount of the total insured value of each location per occurrence, subject to a $500,000 minimum.  By comparison, neighboring districts have deductible rate changes ranging from 2-5% with reduced policy limits.  Funding will be from the General Operating Budget and this increase (20.7%) was anticipated and included in the recently adopted budget.  

This is the third extension option (beginning October 1, 2021) for the insurance products identified in the table above as specified in the RFP.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the extension of property insurance, from October 1, 2021 - September 30, 2022, for $1,901,219 from Roach Howard Smith and Barton for the 2021-2022 school year.

Description:  Priority #2: Optimize Facilities, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: In parallel with construction and renovation projects, a multitude of services are performed by licensed professionals to ensure compliance with local, state, and federal building regulations.   With the volume of capital improvement projects steadily increasing throughout the District, it is anticipated that the dollars spent on these services, will increase as well.  A formal process was proactively conducted, ensuring contracts are established with firms that have demonstrated core qualifications at competitive rates. Award of these contracts will ensure that the District is receiving the best value for these services from the most qualified firms on capital improvement projects.

As governed in Texas Government Code §2254.004, a Request for Qualifications (RFQ) was issued on June 28, 2021 to solicit Qualification Statements from firms to perform various services, as detailed below.   Seventeen (17) Qualification Statements were received in step one of this process, which were internally reviewed by an evaluation committee.  District administration determined that based on the quantity and complexity of projects to be assigned, the District would be best served by selecting multiple firms to form a pool of qualified and competent firms that will be assigned projects based on each firm’s qualifications, competence, capabilities, and design and programming approach.  Based on their demonstrated capabilities, the following firms are being recommended to form a pool:

Commissioning Services
1. Arkyn Technologies
2. Campos Engineering
3. DBR Engineering Services
4. EMA Engineering & Consulting
5. LCCx, LLC
6. LEAF Engineers
7. Salas O'Brien
8. Terracon Consultants

 

Civil Engineering Services

1. Glenn Engineering Corporation

2. Mycoskie & Associates, Inc.

3. RLG Consulting Engineers

4. Teague, Nall, & Perkins

 

Facility Design/Build Services

1. Bluefin

2. Butler-Cohen/PBK

3. E3 Entegral Solutions

4. One Source Building Services

5. SEDALCO, Inc/Huckabee

The estimated cost for these services will vary based on project and scope. Individual contracts below the reporting threshold will be reported to the Board in the monthly Purchasing Report.  Those exceeding that dollar value will be brought to the Board for review and approval. Funding for these services will be based on which fund is funding the project.  Bond 2018 funds will most likely be the one used.

Start date for contracts will vary based on project need, but shall commence as early as Board award of these contracts, and shall not exceed December 31, 2025.  Typically, contracts will range the duration of a construction project.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the pool of firms, and delegate authority of the Superintendent, or his designee, to assign projects, negotiate, and execute an agreement with qualified firms to perform the services identified under this Request for Qualifications.

Description:  Priority #5: Optimize All Available Resources
Background: At the September 3, 2020 Regular Board meeting, Trustees approved agenda item 4.M, which provided services from a qualified vendor to provide monitoring of the District’s Network Operations Center (NOC) and network equipment in order to predict and prevent problems, and maximize network performance. Critical components of the digital infrastructure protected under this agreement include servers, data storage, network infrastructure, applications, backup systems, virtualization and internet protocol (IP) communication. This is especially needed in support of the virtual learning and remote instructional environment currently in place.

This purchase will renew this agreement for an additional year.  The cost to renew this agreement is $136,453, which includes two (2) switches added to the network during the 2021-2022 school year.

This purchase is being made as a cooperative purchase through the Allied Sate Purchasing Cooperative under contract number 16-7210.  

Funding for this purchase will be under the 2021-2022 General Operating Budget.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of Information Technology Operations-as-a-Service from PIVOT under the provisions of The Texas Region 19 ESC Allied States Purchasing Cooperative Contract #16-7210 at a cost of $136,453.

Description:  Priority #5: Optimize All Available Resources
Background: This purchase will be to refresh the Career and Technology Education (CTE) laboratories in all secondary campuses throughout the District to replace or update labs that are obsolete and no longer functional to provide instruction under the CTE program.  This purchase consists of three components:  1. Hardware; 2. Implementation services, and; 3. Apple Specific Hardware.

National and regional resellers were solicited for quotes for needed hardware, and the District received three (3) responses. Once quotes were received, evaluated and tabulated, it was determined that the quote from Delcom Group, LLP, under the provisions of the Texas State Department of Information Resources (DIR) Contract No. DIR-TSO-4159, was the lowest quote and represented the best value to the District at a total cost of $1,688,980, which was the lowest responsive proposal. 

A Scope of Work was developed and submitted to qualified vendors to provide managed services in conjunction with this project, which includes staging, imaging, asset tagging and deployment.  This project required the inclusion of 400 iMac displays from Apple, Inc. These products are available from a single source and quoted by Apple Education under the DIR Contract No. DIR-TSO-3789 at a cost of $758,834.  

The total of this purchase is shown in the table below:

Qty.	Description	Vendor	Total
1	CATE Lab Technology Equipment	Delcom Group, LLP	$1,688,980
1	Managed Services	Delcom Group, LLP	$44,362
400	24" iMac with retina 4.5 M1 chip with 8-core CPU	Apple Education, Inc	$758,834

Total

$2,492,176

The items identified in the above paragraphs include a portion of the CTE labs that need refreshing as the Technology Department is continuing to survey the labs at all secondary campuses for additional needs.  Because of this, the administration recommends this purchase to include contingency authorization not to exceed a total of $3,000,000 from vendors identified in this agenda item.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of technology items for the refresh of Career and Technology Education (CTE) laboratories at all secondary campuses from the identified vendors in an amount not to exceed $3,000,000.

This is a one-time purchase to refresh the CTE laboratories at all secondary campuses and will be funded out of the 2021-2022 General Operating Budget.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the August 5, 2021 Board of Trustees Pre-Meeting.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the August 5, 2021 Board of Trustees Regular Board Meeting

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the August 19, 2021 Board of Trustees Special Board Meeting.

Description:  Priority #5: Optimize All Available Resources 
Background: It is recommended the Board suspend the operation of Board Policies DEA (Local) and DEC (Local) only to the extent necessary to grant the Superintendent specific authorization to temporarily amend or modify both the qualifying criteria and the process associated with the Sick Leave Bank Guidelines to permit for the use of this leave for those employees who are forced to miss work days as a result of a positive COVID-19 test between July 1, 2021, and June 30, 2022.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Resolution as presented.