October 6, 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 approves the above Out-of-State Travel Request(s).

Description:  Priority #1: Optimize Engaging and Diverse 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:  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 October 1, 2022
    a.  Proposed Budget Amendments for Official Budgets-None 

2.  Budget Summary Year-to-Date:  None
        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 August 31, 2022

4.    Tax Office Reports for the month of August 2022
        a.  Year-to-Date Collection 2021-22 Report for August
        b.  Refunds of over $500 for Board Approval for August-None

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

Description:  The attached report is a summary of the purchases valued over $25,000 but not exceeding $100,000 that were made from August 1, 2022 through August 31, 2022.

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

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This item requests approval of 2022 - 2023 administrator appraisers for the Texas Teacher Evaluation and Support System (T-TESS), the teacher appraisal system approved for the District. All T-TESS appraisers have completed and/or provided evidence of the credentials required to perform the duties and responsibilities of a T-TESS appraiser as required by the Texas Education Agency. In accordance with Board Policy DNA (LEGAL) and DNA (LOCAL), we respectfully submit the comprehensive list of administrators for Board approval as T-TESS appraisers who possess the required credentials to perform the responsibilities of an appraiser within the CFBISD. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the comprehensive list of T-Tess Administrative Appraisers as provided.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The Texas Education Agency (TEA) allows districts to apply for a waiver that grants up to 2,100 minutes (5 days) for teacher professional development days. Any approved waiver minutes are counted towards the required minutes for student attendance. CFBISD requests a waiver of 840 minutes (2 days) for October 10, 2022, and February 19, 2023, PD days. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the submission of the TEA Waiver for Staff Development.

Description:  Priority #5: Optimize All Available Resources
Background: The university Go Center/G-Force/Student Mentorship projects are designed to bring college access and career awareness to high school students and parents.  The program will establish a Go-Center on each campus staffed with collegiate G-Force members who will provide a general overview of the college experience including college selection, and completion of financial aid and admissions applications. Go-centers will be supervised by CFBISD staff and may also assist CCMR staff in evening and weekend parent and student events pertaining to college access and success.  

Students will interact with the G-Force university mentors both virtually and in-person.  

There will be no cost associated with the agreement.

The contract is renewed annually and is valid for the 2022-2023 school year only.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the updated GoCenter agreements and provide the required district representative signatures for the renewal.

Description:  Priority #5: Optimize All Available Resources
Background: In conjunction with exposure to legal issues in the course of business, the need for additional legal services has been identified. This agreement would add another resource to the District's legal option for General Counsel services.

CFBISD wishes to contract with Powell Law Group, LLP to utilize their legal services for general counsel and other legal advice, as needed. Legal services are selected under the Professional Services Act, as outlined in Texas Government Code 2254.004, which is based on qualifications and demonstrated competence. The law firm of Powell Law Group, LLP provides legal services to many school districts in the state of Texas and has demonstrated both the competence and qualifications to provide the same support to CFBISD.

The rates proposed in the letter of engagement are acceptable and fall within the fair and reasonable fee definition for legal services.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the agreement with Powell Law Group, LLC for additional legal services as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This is a non-exclusive contract which provides for as-needed purchases of Paperback and Hardback Books 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 to ensure the best value to the District.

This is the fourth (4) and final extension option of the contract.  Estimated spend for this contract is approximately $665,000 from multiple funding sources, including federal funds.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 2018-08-001 for Paperback and Hardback Books with the recommended vendors and to authorize the Superintendent or his designee to negotiate contracts within this 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 the extension of a District-wide contract to provide strategic engagement planning to engage students with the objective of retaining all students, and to actively recruit lost students back to the District.  This purchase also includes a component of a District-wide brand used as a marketing strategy for student retention. Trustees originally approved the award of RFP 2020-07-017 for Strategic Engagement Plan to two vendors at the October 1, 2020 Regular Board Meeting, Consent Agenda Item No. 4.K.  This contract is the second (2) renewal option of four (4) one-year renewal options.  

The cost for this service for 2022-2023 is not expected to exceed $200,000 and will be funded through the general fund.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 2020-07-017 for Strategic Engagement Plan with the recommended vendors and to authorize the Superintendent or his designee to negotiate contracts within this 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 one-time purchase of forty (40) Cisco Catalyst 9300 Network Switches to be deployed to the campuses to enhance our district phone system.

The total cost will be $351,499.60 and will be funded by 2022-2023 Operations Funds.  The purchase is from Pivot Technology Services Corp, dba Computacenter, and will be made using DIR contract DIR-TSO-4167.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of Cisco Network Switches with Pivot Technology Services and authorize the Superintendent, or his designee, to execute any contract or agreement in the best interest of the District.
 

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: This contract provides security camera equipment and installations as-needed throughout the District.  CFBISD staff will acquire quotes from the awarded vendors under this contract based on the campus or departmental needs. 

This is the first (1) option of four (4) one-year extensions of the contract.  The estimated spend for this contract is approximately $395,000 from multiple funding sources.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 2021-07-035 for Security Camera Equipment and Installations with the recommended vendors and authorize the Superintendent or his designee to negotiate contracts within this 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 that provides for as-needed purchases of kitchen equipment parts for repair of equipment, and small wares for the Student Nutrition Department.  This is the first (1) option to extend of four (4) one-year extensions.  District staff will solicit quotes from the awarded vendors on an as-needed basis.  The estimated spend on this contract is not to exceed $75,000 annually.  Funding for purchases will be made using the Student Nutrition Fund.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 2021-08-038 for Student Nutrition Kitchen Equipment Parts, Repair, and Small Wares and authorize the Superintendent or his designee to execute contracts under this RFP in the best interest of the District.

Description:  Priority #5: Optimize All Available Resources
Background: This contract provides for rental of furniture, event equipment/materials, and professional services for special events held at the Nancy Watten Technology and Event Center and other facilities throughout the District on an as-needed basis.  Quotes are obtained from the list of qualified vendors on specific items necessary for the event.  

This is the first (1) option of four (4) one-year extensions of the contract.  The estimated spend for this contract will not exceed $52,000.00 from multiple funding sources.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 2021-08-039 for Furniture Rental Services with the recommended vendors and authorize the Superintendent or his designee to negotiate contracts within this RFP in the best interest of the District through the term of this contract.

Description:  Priority #5: Optimize All Available Resources
Background: This is an exclusive contract which provides for as-needed purchases of child nutrition milk and dairy to be utilized throughout the Carrollton-Farmers Branch Independent School District. This is a line item bid of identified milk and dairy products with projected quantities based on prior usage history.  Purchases under this bid are based on discounted unit pricing and allow for the purchase of quantities as usage demand changes.  

The initial contract period will be from October 7, 2022 - October 6, 2023, with the option of three (3) one-year (1) extensions. The estimated spend on this contract is not to exceed $750,000 annually.  Funding for purchases will be made using the Student Nutrition Fund. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves RFP 2022-08-027 for Student Nutrition Milk and Dairy for the initial one (1) year term with the option to extend for an additional three (3) one-year (1) terms with Oak Farms Dairy, 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 the contract.

Description:  Priority #5: Optimize All Available Resources
Background: This is an exclusive contract which provides for as-needed purchases of kitchen sanitation supplies and services for the Student Nutrition Department.  This contract is utilized throughout the Carrollton-Farmers Branch Independent School District. Vendors were asked to bid on supplies and services, and only one vendor responding was able to bid on both.  PortionPac Chemical Corporation is able to provide the services, which include the chemicals and supplies.    

The initial contract period will be from October 7, 2022 - October 6, 2023, with the option of three (3) one-year (1) extensions. The estimated spend on this contract is not to exceed $100,000 annually to include additional supplies and the addition of sites if needed.  Funding for purchases will be made using the Student Nutrition Fund. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves RFP 2022-08-028 for Student Nutrition Sanitation Services and Supplies for the initial one (1) year term with the option to extend for an additional three (3) one-year (1) terms with Oak Farms Dairy, 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 the contract.

Description:  Priority #5: Optimize All Available Resources
Background: At the September 3, 2020, Regular Board meeting, Trustees initially approved agenda item 4.M, which provided services from a qualified vendor, Pivot, to provide monitoring of the district’s Network Operations Center (NOC) and network equipment in order to predict and prevent problems, as well as, maximize network performance.  This agreement was renewed at the September 2, 2021, Regular Board Meeting.

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 virtual learning and the remote instructional environment currently in place.  

This purchase is to renew this agreement for an additional year. The cost to renew this agreement is $124,920 and will utilize the cooperative contract Omnia #R191902 through Region 4 ESC.  Funding for this purchase will be under the 2022-2023 General Operating Budget.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the renewal of the Information Technology Operations Service Agreement from the recommended vendor and authorize the Superintendent, or his designee, to execute renewals in the best interest of the District through the term of the OMNIA Contract with yearly options to renew through April 30, 2025.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: This one-time purchase would be for eight (8) buses to be utilized by our four (4) high schools for the safe transport of students to field trips and activities.

The total cost is $1,150,376 and will be funded using the FY23 Transportation Budget.  This total includes an $800 BuyBoard fee as this purchase will be made using BuyBoard Contract 630-20.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of buses from the recommended vendor, and authorize the Superintendent or his designee to negotiate and execute agreements in the best interest of the District.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: This is a one-time purchase for forty-eight (48) 75" Promethean ActivPanel Boards to be distributed to the Math Classrooms at the six (6) middle schools, five (5) high schools and the Bea Salazar Learning Center.   These boards are needed for the additional functionality that the current ViewSonic boards do not offer when teaching Math. The awarded vendor is Delcom Group and the equipment and installation services will be purchased using the TIPS cooperative contract 200904 for Audio Visual Equipment, Supplies, and Services.   The total amount, $189,644.00, includes the equipment and installation. This purchase will be made using the 2022-2023 general fund budget for technology.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of the Promethean ActivPanel Boards with Delcom Group and authorize the Superintendent, or his designee, to execute any contract or agreement in the best interest of the District.

Description:  Priority #2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: The objective is to ensure CFBISD has the appropriate door hardware to address current needs.  Additionally, it is imperative that there is an adequate supply of door hardware to address any future needs.  CFBISD must be able to respond expediently to all door hardware malfunctions to secure campuses.  A compounding factor is the challenges with the supply chain.  Therefore, the door hardware was ordered before the end of the fiscal year to accomplish the aforementioned objectives.  
This purchase was made on August 17, 2022, and received before the end of the fiscal year, August 31, 2022.  The Maintenance Operations Department had an open purchase order for the procurement of carpentry supplies to Fairway Supply, Inc., which was used to order the supplies. The purchase was greater than $100,000, therefore requiring board approval.   The supplies have been received, and the invoice will be paid via check request.  The amount of the purchase is $173,690.50 and will be funded using the 2021-2022 maintenance operating budget.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the ratification for the purchase of door hardware supplies as presented.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Pre-Meeting Briefing held on September 1, 2022.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Regular Board Meeting held on September 1, 2022.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Board Work/Study held on September 15, 2022.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes Special Called Meeting held on September 29, 2022.