December 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 approve the employment of these individuals as indicated on the list which is provided under separate cover.

Description:  Priority #5: Optimize All Available Resources
Background: 
1. Budget Amendments Year-to-Date as of December 2, 2021
    a.  Proposed Budget Amendments for Official Budgets - See Agenda 

2.  Budget Summary Year-to-Date-as of October 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.    2021-22 Project Plan
        iii.    2021-22 Expenditures
        iv.    Balance
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of October 31, 2021

4.    Tax Office Reports for the month of October 2021
        a.  Year-to-Date Collection 2021-22 Report for October
        b.  Refunds of over $500 for Board Approval for October - None

5.  Federal Grant Applications as of October 30, 2021 - none

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Financial Report for October 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 have been made from October 1, 2021 through October 31, 2021

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

Description:  Priority #5: Optimize All Available Resources
Background: The District receives donations from a variety of sources including parents, PTA’s, area businesses and other groups.  Many organizations within the District benefit from donations, such as campuses, student groups, teachers, and classes.  All donations made to the District must be approved by the Board of Trustees.  The attached report summarizes these donations and states the intended purpose of each donation.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the donations made to the District as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: Each year the District Improvement Council presents two calendars to members of the CFB community for their feedback.  This year, the Council considered four (4) calendars and narrowed those down to two (2) based upon feedback from the entire district staff as well as individual conversations held with staff on their campus.  These two surveys were sent to the entire CFB community on November 5th for their input.  The attached calendar received 78% of the 918 responses and thus is being recommended to the Board for consideration. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the attached calendar for the 2022-2023 school year.

Description:  Priority #5: Optimize All Available Resources
Background: The Texas Government Code §791 and Texas Education Code §44.031 (a)(5) allows for governmental entities, i.e. state agencies, local governments, and school districts, to enter into cooperative agreements to allow the procurement process to be performed by a single entity on behalf of all those electing to participate. The benefit of an agreement like this is to reduce administrative costs for each participating member. This code also requires the governing body of each party to authorize the contract. 

Equalis Group, LLC administers a purchasing cooperative, known as the "Equalis Purchasing Program" on behalf of Region 10 ESC, which provides valuable service to Texas school districts.   Carrollton-Farmers Branch ISD received notification of benefits while participating in the Equalis Group Purchasing Program.   Although CFBISD has a Master Interlocal Agreement with Region 10 ESC, membership in the Equalis Group Purchasing Program is not included as part of our Master Interlocal Agreement.  In order to participate in this cooperative, a separate Interlocal Agreement must be adopted by the Board of Trustees. 

There is no cost to participate in this cooperative purchasing program.

This agreement is a perpetual agreement (beginning December 3, 2021) for participation in the Equalis Group Purchasing Program, and allows the District to purchase off of contracts administered through this agency.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Interlocal Agreement with Region 10 Education Service Center for participating in the Equalis Group Purchasing Program and delegate the authority to execute and complete any necessary documentation for this agreement to the Superintendent or his designee.
 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This is a non-exclusive contract which provides for as-needed purchases of College Level Textbooks 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.  
 
Purchases made under this contract utilizing federal funds adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR). The Technology Instructional Materials Allotment (TIMA) fund and the general fund may also be used for these expenditures. 

This is the second extension (beginning December 3, 2021) of four (4) one (1) year extension options 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 approve the option to extend the agreement of RFP 2019-09-017 College Level Textbooks for the second one (1) year extension term with the recommended vendors and authorizes 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: This is a non-exclusive contract which provides for as-needed purchases for special events and related services, supplies and venues to be utilized throughout the Carrollton-Farmers Branch Independent School District.  Such events include employee recognition, Partner Appreciation Breakfast, Service Awards, Teacher of the Year and other approved events as requested.

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.
 
Purchases made under this contract utilizing federal funds adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR). However, the fund source of this purchase will typically be general funds.

This is the second (beginning December 3, 2021) of three (3) one (1) year extension options 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 approve the extension of RFP 2019-08-016 Events Services, Supplies and Venues for the second one (1) year 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 #2: Optimize Facilities, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: This is a non-exclusive contract which provides for as-needed purchases of HVAC Services to be utilized throughout the Carrollton-Farmers Branch Independent School District.  Proposals were solicited from 108 vendors with six (6) vendors responding.  Evaluations were completed and five (5) vendors are being recommended for approval.  One vendor was not chosen due to higher pricing and not being a local or smaller company.

CFBISD staff seeks approval to expend up to $1,500,000 for HVAC repairs and maintenance services and replacement of units on an as-needed basis under this agreement.  Major projects may be diverted to bond or TIF funds, as applicable, in order to preserve the general fund for routine repairs and maintenance.

The recommended amount of $1,500,000 should provide sufficient operating capacity to perform the required purchases for 2021-2022.

This contract will be for one (1) initial year with up to four (4) possible one (1) - year extensions.  The contract end date would be 12-02-2026 if all extension options are exercised.  

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 needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve CSP 2021-09-043 HVAC Services with the five (5) vendors shown on the Vendor List.  This proposal will be for one (1) initial year with four (4) possible one (1) - year extensions 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 #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: This is a non-exclusive contract which provides for as-needed purchases of Student Nutrition Kitchen Equipment Repair to be utilized throughout the Carrollton-Farmers Branch Independent School District. Purchases will be made using the Student Nutrition Budget.

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.
 
Purchases made under this agreement utilizing federal funds adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR) and the Code of Federal Regulations (CFR) sections 200.326 for participants in the National School Lunch Program.

This is the third and final extension (beginning December 3, 2021) of three (3) one (1) year extension options 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 approve the option to extend the agreement of RFP 2018-09-005 for Student Nutrition Kitchen Equipment Repair for the third one (1) year extension with the recommended vendors and authorizes 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 #2: Optimize Facility, Safety and Security, and Infrastructure to Adapt to Student Needs
Background: In alignment with District Priority 2 and in support of the ongoing work identified in the 2018 Bond Program, we have completed the third step of a three-step process in the contracting for a Construction Manager for the renovations at Standridge Stadium.

Step 1: Approval of the Construction Delivery Method: Construction Manager at Risk (CMAR) delivery method approved at the April 1, 2021 meeting of the Board of Trustees, Agenda Item #4. U.

Step 2: Selection of Construction Manager: Sought Qualification Statement submissions and subsequently selected the most qualified Construction Manager at Risk (CMAR) utilizing a procurement process pursuant to Texas Government Code §2269. The CFBISD Board authorized the selection at the June 3, 2021 meeting of the Board of Trustees, Agenda Item #7.AO.

Step 3: Approval of a Guaranteed Maximum Price (GMP): Contracted CMAR to develop defined scopes of work and solicit bids for the assigned project. Ultimate costs are negotiated, in tandem, with district personnel and contracted architects, to assure the best value to the District.
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Step 3: Approval of a Guaranteed Maximum Price (GMP):

The Board of Trustees approved the selection of Northstar Builders Group to perform the necessary construction services to renovate Standridge Stadium. This approval included the base agreement between the District and Northstar Builders Group to provide construction management services for the renovation of the campus.

Approval of Amendment No. 1 will amend the base contract to establish a guaranteed maximum price (GMP) for the renovation project as $9,843,996, with a substantial completion date slated for the fall of 2022.

Total project costs exclude architect and engineering fees, geotechnical investigation and fees, materials testing, inspections, site surveys, printing and any other miscellaneous fees outside of the CMAR responsibility. 

Packet will be provided under separate cover.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves Amendment No.1 to the existing contract between the District and Northstar Builders Group, identified as AIA Document A133-2009 Exhibit A - Guaranteed Maximum Price Amendment.

Description:  Priority #5: Optimize All Available Resources
Background: Due to the aging bus and vehicle fleet, district mechanics need the ability and authorization to respond to needed repairs in a timely manner.  Authorization to spend up to a not-to-exceed amount of $500,000 will allow the Transportation Department to quickly and efficiently obtain vehicle repairs that are least disruptive to transportation operations.

CFBISD staff seeks approval to expend up to $500,000 for vehicle repairs and maintenance services and replacement of units on an as-needed basis under this agreement.  Quotes for major repairs will be obtained from approved vendors under this agreement as well as documentation for demonstrating the best value for vehicle repairs.  

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.

Expenditure reports document the history of purchases under previous vehicle repairs to be: 
for 2018-2019 $243,481, for 2019-2020 $144,510, and for 2020-2021 $393,819.  The recommended amount of $500,000 should provide sufficient operating capacity to perform the required repairs for 2021-2022.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report.  

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.

The funding source for this purchase will be general funds.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve district staff to spend up to $500,000 with vendors approved under RFP 18-03-221-4 for Transportation Maintenance and Repairs 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: Teaching and Learning is recommending the purchase of additional classroom libraries to support off grade level readers (above and below).  These additional resources will support the classroom libraries already purchased for our campuses.  In addition, some campuses have increased sections or moved from departmentalized to self-contained classroom libraries to better meet the needs of their Post-Covid learners.  These libraries will support the individualized reading identities of students.

The cost of this one-time purchase is $185,581. including shipping and handling.  Funding for these libraries will be from ESSER and/or the general fund.

This purchase is being made under CFBISD Bid No. RFP 16-33 for Teaching Supplies and Instructional Material, and RFP 2018-08-001 for Paperback and Hardback Books.  

Purchases made under these contracts utilizing federal funds will adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR).

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 approve the purchase of classroom libraries from the identified vendor at a total cost of $185,581 as described above.

Description:  Priority #5: Optimize All Available Resources
Background: This is an exclusive contract with R.L. Townsend & Associates to provide construction audit services on an as-needed basis throughout the Carrollton-Farmers Branch Independent School District. 

This contract was approved not to exceed $300,000.

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.
 
This is the first one-year extension of four (4) one-year extension options as specified in the RFQ.

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.

The funding source for this purchase will be bond funds. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the extension of RFQ 2020-11-028 for Construction Audit Services for the first of four extensions with R.L Townsend & Associates and authorizes the Superintendent or his designee to execute renewals as provided in the RFQ in the best interest of the District throughout the term of this contract.

Description:  Priority #2: Optimize Facility, Safety and Security, and Infrastructure to Adapt to Student Needs
Background: This purchase will provide HVAC units for all projects included in the outlined Summer 2022 Projects to be completed through the 2018 Bond program. By purchasing and supplying units to the Construction Manager, CFBISD is projected to save a significant amount of money by eliminating the sub-contractor and Construction Manager’s mark-up. Units will be purchased on an as-needed basis.

A Request for Proposals was issued for this purchase with responses due on November 3, 2021. Estes, McClure & Associates was contracted to assist in the preparation of specifications and evaluation of all responses, and is serving as a consultant for this purchase.

Solicitations were released to the general public on October 11, 2021 and responses were received from two (2) firms on November 3, 2021.

An evaluation committee reviewed and scored all proposals based on a set of pre-determined criteria that included not only price, but considered each firm’s reputation, the quality of the goods/services, the extent to which the District’s need was met by the proposed equipment/services, long-term costs, and an evaluation of their past performances of similar purchases.  

After considering all offers, it is the recommendation that an offer including 10 years of parts represents considerable value and is in the best interest of the District.

The total cost of HVAC units for the four (4) Bond projects included in Sumer 2022 bond construction projects is $8,220,772.  Pricing was also requested for additional replacement units at seven (7) elementary school sites, the schedule for which is yet to be determined.  Pricing was requested to maximize unit cost discounts.  This will allow the District to purchase 810 units, 383 of which are estimated to be utilized during Summer 2022 construction utilizing fund allocations from the 2018 Bond Program.  Additional units may be purchased under this agreement at unit costs included in this RFP for other projects as needed.  As such, an owner’s controlled contingency amount of $800,000 is being included in the spend authorization request, bringing the total amount requested to $9,020,772.

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 approve RFP 2021-09-042 HVAC Units for Remaining Bond Projects from Texas Air Systems and authorize the Superintendent or his designee to negotiate and execute contracts for such purchases in the best interest of the District.

Description:  Priority #5: Optimize All Available Resources
Background: This purchase is to provide a mechanism to conduct surveys with students, parents, CFB employees and community members, on an as-needed basis, to gather needed information to allow District leadership to make more informed decisions.  It is anticipated that multiple vendors will be recommended to develop and administer customized surveys for use by District Administration.  Surveys may be conducted online, by phone, mail or through any method developed to maximize responses and converted to measurable data useful to District Leadership.

Request for Proposals were issued on October 13, 2021, with responses due on November 1, 2021.  Responses will be evaluated by a committee of district personnel and a recommendation will be made to approve vendors that demonstrate the qualifications needed to successfully administer surveys.

This is a non-exclusive contract for District Survey Services including, but not limited to: initial screening, culture building surveys, teacher effectiveness, employee satisfaction, etc.

Purchases made under this agreement utilizing federal funds adhere to all requirements for expenditures under Federal Education Department General Administrative Regulations (EDGAR) and the Code of Federal Regulations (CFR) sections 200.326 for participants in the National School Lunch Program.

This agreement is an initial one (1) - year term (beginning December 3, 2021) and includes four (4)  one (1) - year renewal options 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 approve RFP 2021-10-044 for District Survey Services for the initial contract 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 #5: Optimize All Available Resources
Background: Trustees approved RFQ 2020-10-026 for a District-Wide Document Management System with DocuNav at the November 5, 2020 Board meeting, Consent Agenda Item No. 4.S.  The initial term of this agreement was from December 2, 2020 through December 2, 2021.  This purchase is for year two (2) of the agreement for continued implementation, maintenance and support.  The term of this renewal is from December 2, 2021 through December 2, 2022.

The purpose of this purchase is to replace a paper-dependent system that is currently in place with a single document management system that interfaces with our Enterprise Resource Planning (ERP) system and Student Information System (SIS), and Frontline, which will allow for electronic records to be added to all modules in the EPR and SIS modules.

The cost of this renewal is $118,989 and will be paid out of the 2021-2022 General Operating budget.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the extension of RFQ 2020-10-026 for District-Wide Document Management System with the recommended vendor and authorizes the Superintendent or his designee to execute renewals as provided in the RFQ in the best interest of the District throughout the term of this contract.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: Two (2) major components of the Five that Drive are Professional Learning Communities (PLCs) and Multi-Tiered Systems of Support (MTSS).  The District held its first major PLC training in June of 2021.  Teaching and Learning would like to offer this training to approximately 300 additional staff members to continue to move the work forward.

The second component, MTSS, will be offered for the first time this year to approximately 300 staff members.  This will allow campuses to plan for and provide behavioral and academic support for all students.

The cost of the program would not exceed $161,400.  This would enable teachers, campus administrators and central office administrators, and teachers to attend the training together.  

This would be a one-time purchase from Title 2 and General Education Funds for this year.

Recommendation: It is the recommendation of the Superintendent that approve the purchase of professional development from Solution Tree.

Description:  Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Pre-Meeting Briefing held November 4, 2021.

Description:  Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the regular board meeting held on November 4, 2021.

Description:  Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the special called meeting held on November 11, 2021.

Description:  Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the special called meeting held on November 16, 2021.

Description:  Priority #5: Optimize All Available Resources
Background: Official ballot resolution in which the Carrollton-Farmers Branch ISD Board of Trustees will cast its vote for a representative to serve as the fifth member of the Dallas Central Appraisal District.  The fifth member represents the suburban school districts.  Ms. Cassandra Phillips was nominated by Duncanville ISD.  Ms. Phillips serves on the Duncanville ISD Board of Trustees.  Resolution and Bio for Ms. Phillips will be provided with the posting of the agenda. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve that the Board cast its vote by official resolution.

Description:  Priority #5: Optimize All Available Resources
Background: Official ballot resolution in which the Carrollton-Farmers Branch ISD Board of Trustees will cast its votes for a representative to the Denton Central Appraisal District.  128 votes have been allocated this year.  The Board may cast all of the votes for one candidate or may distribute the votes among any number of candidates.  Qualifications, bios and resolution will be provided with the posting of the agenda.     

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the resolution for the nominee to the Board of Directors for the Denton Central Appraisal District.