May 5, 2022 at 7:00 PM - Regular Meeting

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: In accordance with Policy FMG (LOCAL), students may be permitted to take out-of-state school-sponsored trips for the following purposes: 

1.    Instructional purposes (field trips and excursions).
2.    Activities of school-sponsored or sanctioned clubs or organizations.
3.    Other sanctioned competitions. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the above Out-of-State Travel Request(s).

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 provided under separate cover.

Description:  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.
Summary:  This report includes the following items:

1.    Budget Amendments Year-to-Date as of May 5, 2022
    a.  Proposed Budget Amendments for Official Budgets-None

2.  Budget Summary Year-to-Date as of March 31, 2022
        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.    Remaining Project Plan Budget
        ii.    2021-22 Expenditures
        iii.    Balance
        iv.    Percentage of Budget Expended 

3.  Outstanding Investments as of March 31, 2022

4.    Tax Office Reports for the month of March 2022
        a.  Year-to-Date Collection 2021-2022 Report for March
        b.  Refunds of over $500.00 for Board Approval for March- None

5.  Federal Grant Applications as of March 31, 2022 - none 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accept the financial reports for March 2022.

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 March 1, 2022, through March 31, 2022.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees accept the Purchasing Report for the period of March 1, 2022, through March 31, 2022, as presented.

Description:  Priority #5: Optimize All Available Resources
Background: The Public Funds Investment Act ("PFIA") under Government Code, Chapter 2256: Public Funds Investment requires that each district, not less than quarterly, prepare and submit to the Board of Trustees a report of investment transactions for all funds. The quarterly investment report includes the District’s investment transactions required by the PFIA for the quarter ended February 28, 2022.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the quarterly investment report for the quarter that ended February 28, 2022.
 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The Board of Trustees, in collaboration with the Superintendent, developed an evaluation tool to be used for the superintendent/cabinet's evaluation.  

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

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: TEA requires that the district superintendent and the local board of trustees annually certify that the district has instructional materials that cover all elements of the essential knowledge and skills of the required curriculum, other than physical education, for each grade level as required in the Texas Education Code, Section 28.002.

The District affirms that the qualifications set forth by the State have been met.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the TEKS Certification as provided.

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 Transportation Mechanical Maintenance and Repair Services to be utilized throughout the District.

All students and staff benefit from the utilization of this agreement by ensuring all vehicles are in proper working order.

The cost of purchases under this agreement will be on an as-needed basis, therefore the exact amount is not known at this time. The previous amount spent under this agreement during the prior two (2) terms is as follows: 

2019-2020 - $144,510;    2020-2021 - $196,910;   and   2021-2022 - $72,021.31

Funding for purchases under this agreement will be from all available fund sources included in the 2021-22 and 2022-2023 budgets.

This is the fourth and final extension option under this agreement, which will expire in May 2023 if all extension options are utilized.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the extension of RFP 18-03-221-4 for Transportation Mechanical Maintenance and Repair Services with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the contract terms in the best interest of the District through the terms 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 Special Education Materials and Supplies to be utilized throughout the Carrollton-Farmers Branch Independent School District.

The cost of purchases under this agreement will be on an as-needed basis, therefore the exact amount is not known at this time. Under the previous agreement, spending totaled $348,302.91 for the past 12 months.

Funding for purchases under this agreement will be from all available fund sources included in the 2021-2022 and 2022-2023 budgets.

The initial contract period will be one (1) year with the option of four (4) one (1)-year renewals.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve RFP 2022-02-009 for the initial contract period with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the contract 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 of Plumbing Supply and Equipment to be utilized throughout the District.  Departments need a mechanism to make purchases of this nature on an as-needed basis.   All students and staff of CFBISD will benefit from this agreement.

Invitations were sent to 101 vendors, of which six (6) vendors submitted responses.  All six (6) vendors are being recommended.  

The cost of services under this agreement will be on an as-needed basis, therefore the exact amount is not known at this time.  The previous amount spent under this agreement during the prior two (2) terms is as follows:   
2019-2020 - $83,000; 2020-2021 - $129,819; and 2021-2022 - $96,161

Funding for purchases under this agreement will be from all available fund sources included in the 2021-2022 and 2022-2023 budgets.

This is a new bid for one (1) initial year and possible four (4) one (1)-year extensions.  The anticipated contract end date will be May 2027 if all extension options are exercised.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve RFP 2022-03-012 for Plumbing Supplies and Equipment with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the contract terms in the best interest of the District through the terms of this contract.  

Description:  Priority #5: Optimize All Available Resources
Background: The purchase will be for automotive, truck and equipment tires and tubes to provide for student transportation and District vehicle use. This approval will also provide tires for all vehicles and rolling stock. 

Purchases will be made from available purchasing cooperatives on an as-needed basis from vendors that meet the District’s needs.  

This will be the first renewal of two (2) as specified under this contract.  This current contract will end in March of 2024.

The anticipated cost for automotive, truck and equipment vehicle tires and tubes is estimated to be under $100,000.  Expenditures under this agreement will be funded through the General Fund.  

Recommendation: It is the recommendation  of the Superintendent that the Board of Trustees approve the purchase of automotive, truck and equipment vehicle tires and tubes from the recommended vendors and to authorize the Superintendent of his designee to execute renewals as provided in the contract terms in the best interest of the District through the terms of this contract.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This purchase will provide the KICKSTART KIDS Martial Arts and Character Development Program at Barbara Bush, Vivian Field, Dan F. Long, Dewitt Perry and Ted Polk Middle Schools.  Each of the campuses has used the program for several years.

This program currently serves over 500 students at five (5) middle schools.  KICKSTART KIDS provides instructors in martial arts who work with students in achieving the program’s stated goals of empowering youth with core values, such as discipline and respect.  The cost to administer this program is $67,500 per campus for a total cost of $337,500.  This purchase is made under the provisions of the Texas Education Code for sole source purchase.

This purchase will be funded out of the 2022-2023 General Operating Budget.  

This is an annual purchase to provide this program at the campuses mentioned above and is effective for the 2022-2023 school year. Renewal is required now as of CFBISD’s commitment to this program and for the vendor to add and train its staff to provide services beginning in the 2022-2023 school year.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of the KICKSTART KIDS Program with the recommended vendor and authorize the Superintendent or his designee to negotiate and execute contracts for such purposes in the best interest of the District.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: Dreambox Learning, a digital math program for grades K-8, provides differentiated and individualized support for math students that complements our current math program.  Students completing a minimum of five (5) lessons per week are showing significant growth from this program.  The renewal of this program will benefit all CFBISD students from kindergarten through eighth grade.  

The total cost of renewing this service for the 2022-2023 school year is $277,896.00.  This will provide twelve months of service with no interruption for our students.  The fund source for this purchase will come from the 2022-2023 General Fund.  

This will be a cooperative purchase under Region 10 Education Service Center (ESC) Contract No. ET20190804 for EdTech Services.

This renewal, if approved, will begin September 1, 2022, and will continue for twelve (12) months.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the renewal of Online Math Support from the recommended vendor and 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 purchase will be for AVID (Advancement Via Individual Determination) memberships, weekly online, and online curriculum at 17 campuses.  Campuses included are:  Creekview HS, Early College HS, Newman Smith HS, R.L. Turner HS, Ranchview HS, Blalack MS, Bush MS, Field MS, Long MS, Perry MS, Polk MS, Central ES, Farmers Branch ES, McCoy ES, McKamy ES, McWhorter ES, and Sheffield ES.  

AVID is a nonprofit organization that changes lives by helping schools shift to a more equitable, student-centered approach.  AVID provides scaffolding support that educators and students need in order to encourage college and career readiness and success.  With AVID, school leaders have the flexibility to start small and can deepen AVID’s impact on their campus over time. AVID has expanded to three (3) elementary campuses this school year. 

This purchase will be made from AVID Center as a sole source purchase in compliance with Section 44.031 of the Texas Education Code at an anticipated cost of $87,342.  

Funding for this purchase will be made through the General Fund.

This purchase will be made annually as funds are allocated.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of AVID Memberships, Weekly Online, and Online Curriculum from AVID Center, as a sole source purchase as described above.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This purchase is for the Inspire Literacy Reading Program, or iLit, which will be used district-wide for the 2022-2023 school year.  Purchasing this now will allow use of this program for summer school in 2022.

This purchase includes iLit 45 student licenses, iLit ELL student licenses, iLit 20 subscription and ILit Training.

This purchase will be made as a cooperative purchase from Savvas Learning Company LLC through The BuyBoard Contract No. 573-18 at an anticipated cost of $124,300.  The funding for purchases under this agreement will be from the 2022-2023 Instructional Materials Allotment Fund.

This will be an annual purchase.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of Inspire Literacy Reading Program with the recommended vendor and to authorize the Superintendent or his designee to execute agreements in the best interest of the District through the term of this contract.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: NWEA provides norm-referenced, standardized Measures of Academic Progress (MAP) assessments for students in CFBISD in grades K-12. MAP tests are online Reading, Mathematics, and Science assessments administered three (3) times a year. Comparative data is used to provide feedback on where a student is on the learning continuum and provide guidance to teachers to inform on instructional decisions.

Recently, NWEA announced it has added assessments for students in grades 11 and 12, as well as adding a Biology assessment.  In order to further track student performance and increase student achievement, as well as facilitate teacher qualifications for the Teacher Incentive Allotment, the Teaching & Learning Department is investigating the purchase of these additional assessments.  

The cost of this renewal is $294,500, and will be funded out of the Instructional Materials Allotment, ESSER and General Fund Budget.  

This is an annual purchase, with a contract term from September 1, 2022 through August 31, 2023.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of testing described above from NWEA through the EPCNT contract with Lewisville ISD contract number RFP #2612-19 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: The need to provide textbooks for students enrolled in Early College High School at Dallas College Brookhaven Campus has been established.  Because the timing of identifying textbooks for use in the Early College High School and Dual Credit programs does not allow for Board action, it is necessary to obtain authorization to make purchases in time for the fall semester.  Purchases for Early College High School historically exceed $100,000, which requires Board approval; however, due to the timing of this need, it is necessary to make this purchase in June in order to receive the textbooks in time for the fall semester.  Textbooks for fall classes are not determined until after the June Board meeting each year because instructors at the college are not assigned fall classes until after the spring semester, which ends in late May.  With no Board meeting in July, it is not possible to receive authorization at the August Board meeting, which makes it difficult to receive the textbooks in time for the first day of classes.  

This approval benefits all Early College High School students and students enrolled in Dual Credit programs. 

Request authorization to make purchases of Early College High School textbooks up to an amount not to exceed $150,000.  Funding for these purchases will be obtained through the Instructional Materials Allotment fund.

Purchases under this authorization will be made from awarded vendors under RFP 2019-09-017 for College Level Textbooks approved at the December 5, 2019 Regular Board Meeting, Consent Agenda Item No. 4.G, and extended annually each year thereafter until its expiration, which is December 2024.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the expenditure of and amount not to exceed $150,000 for Early College High School textbooks from awarded vendors for the 2022-2023 school year.

Description:  Priority #5: Optimize All Available Resources
Background: CFBISD has participated in the Texas Association of School Boards (TASB) Risk Management Fund through an Interlocal Participation Agreement (IPA) since 1980.  The last time an amendment was made to the IPA was in 2012.  

This fund provides CFBISD employees unemployment insurance, as required by law.

TASB has presented CFBISD with an amended IPA that is required to be adopted by all participating districts to continue participating in the TASB Risk Management Fund.  The updates to the IPA focus on three (3) areas: 1) clarity of purpose and meaning, 2) updates to Fund Member duties and obligations, and 3) revisions to the dispute resolution provisions.

Adopting this revised agreement will allow CFBISD to continuing participating in this pool. There is no cost to adopt this Interlocal Participation Agreement; however, there is a cost to purchase unemployment insurance for CFBISD employees, which will be assessed and presented for approval at the June Board meeting.  This action is necessary to meet the required deadline for continued participation of May 13, 2022.

Adoption of this Interlocal Participation Agreement is a one (1) time item which allows the district to purchase unemployment insurance on an annual basis. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the adoption of the Interlocal Participation Agreement with TASB as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background:  In April of 2019, the District adopted Teachers College Units of Study in Reading and Writing as its curriculum for kindergarten through 8th grade.  To support the implementation of the Units, the District sought bids from several vendors to provide essential services to prepare and support implementation of the curriculum.  These services include: 
•    Grade level teacher training; 
•    Administrative training; 
•    On-site campus training; 
•    Support for administrators and coaches, and; 
•    Home-Grown Institutes.  

Teachers College at Columbia University is the only vendor who can supply the services the District requires.  Please see the attached memo that describes the scope of work as well as the costs associated with each.   For the 2022-2023 school year, the total cost of this purchase is $277,500. 

In order to continue to provide the services necessary to support the implementation of the elementary and middle school language arts curriculum and to support the achievement of the Board goals for Early Literacy as delineated in CFB’s Early Literacy Plan, the District requests that the Board approve the funding for this professional training and on-site support.

This purchase will be made as a cooperative purchase through the Educational Purchasing Cooperative of North Texas (EPCNT) Interlocal agreement contract with Denton ISD contract number RFP C2018-01C Professional Services (Staff and Student Training & Engagement).

This renewal will be purchased out of the General Operating Budget.

This is an annual purchase.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of Curriculum Support for 2022-2023 School Year.

Description:  Priority #2 Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: This project will provide turf for Las Colinas Elementary School.

Hellas Construction has the best pricing and a proven track record with our district.  We can obtain purchasing authority through the following cooperative contract:
Hellas Construction
Indoor & Outdoor Athletic Surfaces
#060518-HLC
Maturity Date: 08/07/2022

This project should not exceed $275,000 and will utilize TIFF funds.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of turf and installation for Las Colinas Elementary with the recommended vendor and to authorize the Superintendent or his designee to execute agreements in the best interest of the District through the term of this contract.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This purchase is for math materials/consumables for all grade levels (except 12th grade) for use district-wide.  This purchase will provide hard copy consumables for students in grades K-5 and digital access to math materials for all students at the secondary level.  The materials will ensure the District has the ability to address all of the Texas Essential Knowledge and Skills (TEKS) for the following subjects:

Math - Grades K-5
Math - Grades 6-8
Algebra I - Grades 8-9
Geometry - Grades 9-10
Algebra II - Grades 10-11

The total cost of this purchase will be $1,143,462.83, which will be paid out over two (2) years and cover either three (3) or four (4) years, depending on the term of each license.  The payment for each year is broken down as follows:
                                 2022-2023: $571,731.41
                                 2023-2024: $571,731.42

The funds for this purchase will be from the Technology and Instruction Materials Allotment. 

This is a one-time purchase to cover licenses for three (3) or four (4) years, depending on the subject.  This is purchased under RFP 2021-11-046 for Instructional Materials and Supplies.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of math consumables/materials for grades K-11, with the recommended vendor, as described above.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: This item is to install the following improvements:
•    R.L Turner, Newman Smith, and Ranchview High School: Bleachers, field lights, scoreboard, and Concession/restrooms
•    Creekview High School: Bleachers, field lights, scoreboard. 
•    Dewitt Perry and Vivian Field: Bleachers, field lights, scoreboard

This package will be funded by three (3) sources. 
    Turner, Newman, and Creekview - CFB Athletic Fund - $4,736,313.93
    Ranchview - Irving Tax Incremental Financing (TIF) - $1,885,134.78
    Middle schools - 2018 bond - $1,886,895.12
    Total - $8,508,343.83
    
This is the next step in a series of improvements to the four high school facilities and the completion of the Bond projects to build a full athletic track at Field and Perry Middle School. These improvements will serve to foster school spirit, reduce the amount of transportation, and improve community support for teams competing at each home campus. The hope for this plan is to instill pride and enthusiasm and raise the expectations of excellence at each campus.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of Sports Complex Improvements from Hellas Construction under 1GPA Cooperative Purchase Contract #19-03DP as described above and to authorize the Superintendent, or his designee, to execute all necessary contract documents to complete this purchase.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The District has identified and purchased additional server-based systems that were not present at the time of the design and equipping of the District’s network during construction of the Network Operation Center (NOC).  For maximum utilization, these systems need to be hosted on district servers.  This purchase will allow for the expansion of the District’s NOC to accommodate the deployment of DecisionEd, the expansion of the Laserfiche document management system.  Expansion of the server capacity will allow for the implementation of these, and other applications, to be completed and provide operational capabilities for students and staff district-wide.

Solicitations were sent to qualified suppliers from cooperative contracts available to the District.  Due to continuing supply chain challenges, only three (3) responses were received, one (1) of which was a no bid.

The proposed purchase of hardware and services at the total cost of the hardware will be $372,493.67 and the cost of installation and deployment services will be $8,440.00 for a total cost of $380,933.67 to be paid with available Irving Tax Increment Reinvestment Zone (TIRZ) funds.

This is a one-time purchase and will be made as a cooperative purchase from Pivot Technologies under the terms of the Texas Department of Information Resources (DIR) Contract No. DIR-TSO-4299.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of Network Operation Center Equipment from the recommended vendor as presented and delegates the responsibility for executing all necessary contractual documents to the Superintendent or his designee.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Work/Study held on April 6, 2022.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Pre-Meeting Briefing held on April 7, 2022.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Regular Meeting held on April 7, 2022.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Work/Study held on April 14, 2022.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: In 2015, HB 1842 was passed, which allowed school districts to become Districts of Innovation (DOI). Under a DOI Plan, school districts are allowed many of the flexibilities available to charter schools. The goal of the DOI Plan is to enhance local control and give districts greater flexibility to implement strategies and innovations that support the district’s goals.

The DOI is in effect for five years. The current plan will expire at the end of the 2022-23 school year. Districts can amend the plan during the 5-year period by having the District Improvement Committee (DIC) evaluate and vote on the proposed amendments. The information is then presented to the Board of Trustees for consideration.  

Innovations plans from other districts were reviewed for the possibility of innovations that would be beneficial to CFBISD. Twenty-six possible innovations were identified.  A subcommittee was named, and alongside Cabinet members, the twenty-six possible innovations were evaluated.  The committee determined that eight innovations should be submitted for consideration. Members of the subcommittee included: Ms. Kim Brady, Ms. Nicole Cunningham, Ms. Delia Gonzales, and Ms.Elycca Longazelle.

The eight innovations were presented to principals, who provided feedback. The innovations were also presented to the DIC, which voted on each of the eight innovations.  The majority of the DIC committee agreed that all eight innovations would benefit CFBISD and should be presented to the Board of Trustees for consideration.  

Next year the innovations will be brought back to the DIC for review to determine if the innovations should stay as is, be modified, be deleted or if innovations should be added.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the additions to the DOI plan as presented.