December 7, 2023 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 recommended that the Board of Trustees approve the attached 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. This agenda item aims to facilitate Board approval of these contracts.

Recommendation: It is recommended that the Board of Trustees approve 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 reports, outstanding investments, and tax office reports.

Budget Amendments Year-to-Date as of December 7, 2023
    a.  Proposed Budget Amendments for Official Budgets - See Agenda 

2.  Budget Summary Year-to-Date-as of October 31, 2023
        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.    2023-24 Project Plan
        iii.    2023-24 Expenditures
        iv.    Balance
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of October 31, 2023

4.    Tax Office Reports for the month of October 2023
        a.  Year-to-Date Collection 2023-24 Report for October
        b.  Refunds of over $500 for Board Approval for October - None

Recommendation: It is recommended that the Board of Trustees accept the financial reports for October 2023.

Description:  Priority #5: Optimize All Available Resources
The attached report is a summary of the purchases valued over $25,000 but not exceeding $100,000 that were made from October 1, 2023, through October 31, 2023.

Recommendation: It is recommended that the Board of Trustees accept the Purchasing Report as presented. 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Innovative Courses in the TWEDS (Web-Enabled Data Standards) are required to be approved annually by the CFB Board in order to be offered at our campuses in the 2024-2025 academic year.  These are offered as state-approved innovative courses to enable students to master knowledge, skills, and competencies not included in the essential knowledge and skills of the required curriculum (Texas Administrative Code [TAC] Section 74.27).  Innovative courses are counted as state elective credits at high school campuses and meet certain endorsement requirements on the Foundation High School Program.  

The proposed courses have been reviewed by the CTE department and should not require additional funding outside of the regular school needs. 

Recommendation: It is recommended that the Board of Trustees approve the offering of the proposed Innovative Courses for the 2024-2025 school year.

Description:  Priority #1: Optimize Engaging and Diverse Learning
In order to recognize the Denton County 4-H organizations as an extracurricular activity of CFBISD, Resolutions must be signed and agreements are drawn up appointing Denton County extension agents as adjunct staff members.

Recommendation: It is recommended that the Board of Trustees accept the Resolution regarding the Denton County 4-H Organization and the Denton County Extension Agents as Adjunct Staff Members for 2023-2024.
 

Description:  Priority #5: Optimize All Available Resources
This non-exclusive contract provides for outside contracted services, such as maintenance and operational vendors needed to make repairs, as well as other contracted services, to address various needs throughout the District, which are unknown at this time.  

This is a perpetual RFP, and new vendors will be brought to the Board for monthly awards or, as needed, to increase the District’s variety of approved vendors for necessary services. 

CFBISD staff will request quotes from the awarded vendors and select them based on the District's best interest for the necessary service.  

Funding for these purchases may come from local, state, or federal funds.  

This is an ongoing contract in the first of four (4) one-year extensions.   

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-031c for Outside Contracted Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within this RFP in the District's best interest.

Description:  Priority #5: Optimize All Available Resources
This is a non-exclusive contract which provides for grocery products and catering services.  This contract will supplement the existing contract and eventually replace it, putting it on a five (5) year cycle for renewal.  

This contract will approve vendors needed to be used throughout the District for various events.   This perpetual RFP will be awarded monthly, as needed, to increase the District’s variety of approved vendors for necessary items and services.  

CFBISD staff will request quotes from the awarded vendors and make a selection based in the best interest of the District.

Funding for these purchases may come from local, state, or federal funds.

This ongoing contract can be renewed annually for up to four (4) one-year extensions.  

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-032c for Grocery & Catering Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within this RFP in the District's best interest.

Description:  Priority #5: Optimize All Available Resources
This is a non-exclusive qualifying bid, which provides for administrative, educational consultants, & professional development.  

This contract will supplement the existing contract and eventually replace it, putting it on a five (5) year cycle for renewal.  This contract will approve vendors needed to be used throughout the District for various events.   

This is a perpetual RFP, and new vendors will be brought to the Board for monthly awards or, as needed, to increase the District’s variety of approved vendors for necessary items and services.  

CFBISD staff will request quotes from the awarded vendors and make a selection based on the District's best interest.   

Funding for these purchases may come from local, state, or federal funds.

This is an ongoing contract in the first of four (4) one-year extensions.

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-033c for Administrative, Educational Consultants, and professional Development Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within the RFP in the District's best interest.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
The District Requested Qualifications and Proposals in a two-step process for the procurement of Construction Manager at Risk Services for the 2023 Bond Renovations.   The District received ten (10) responses to the Request for Qualifications (RFQ).  One response was marked not as specified due to bonding capacity.  Nine (9) Proposers were interviewed, and six (6) were chosen to proceed to step 2 - Request for Proposal (RFP) for pricing.  

Recommendation: It is recommended that the Board of Trustees approve the attached recommended firms for RFQ/RFQ 2023-10-050-CMAR-2 Step Process - 2023 Bond Renovations as attached and authorize the Superintendent or her designee to execute contracts in the District's best interest. 

Description:  Priority #5: Optimize All Available Resources
This is a non-exclusive contract that provides for as-needed purchases of transportation services, products, and repairs to be utilized throughout the District.   This is a qualifying bid that will be used on an as-needed basis.

Funding for these purchases may come from local, state, or federal funds. 

This is the first (1) extension of four (4) one-year renewal options as specified in the RFP.

Recommendation: It is recommended that the Board of Trustees approve the extension of RFP 2022-10-035 for Transportation Services, Products, and Repairs for the initial one (1) year term with the recommended vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This is a non-exclusive contract to provide Maintenance and Operations various products, services, and repairs on an as-needed basis, throughout the District.  This is a qualifying bid only.  

Funding will be provided through local funding sources.

This is the first (1) extension of four (4) one-year renewal options as specified in the RFP. 

Recommendation: It is recommended that the Board of Trustees approve the extension of RFP 2022-10-034 for Maintenance & Operations Service, Products & Repairs with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This non-exclusive renewal provides for as-needed purchases of HVAC Services to be utilized throughout the Carrollton-Farmers Branch Independent School District.  This is a qualifying bid only.  Purchases made under this CSP of $100,000 or more will be brought to the Board of Trustees for separate approval. 

Funding for these purchases may come from general, bond, and TIF funds.

This is the second (2) extension of four (4) one-year renewal options as specified in the CSP. 

Recommendation: It is recommended that the Board of Trustees approve the extension of CSP 2021-09-043 for HVAC Services with the attached vendors and authorize the Superintendent of her designee to execute purchases and/or contracts in the District's best interest. 

Description:  Priority #5: Optimize All Available Resources
This purchase is to provide a mechanism to conduct surveys with students, parents, teachers, and community members on an as-needed basis to gather needed information to allow District leadership to make more informed decisions.  This is a qualifying bid only.  

Funding for these purchases may come from local, state, or federal funds.

This is the second (2) extension of four (4) one-year renewal options as specified in the RFP. 

Recommendation: It is recommended that the Board of Trustees approve the Extension of RFP 2021-10-044 for District Survey Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
On June 1, 2023, the Board of Trustees approved an estimated purchase amount of $2,163,903 for the purchase of the replacement of the current exterior playground layouts at Blair, McLaughlin-Strickland, and Stark Elementary Schools. Quotes received for the project exceeded the approved estimate.  The District would like to ask for additional purchasing authority of $500,512.00 to complete this project.  

The scope of work will include the demo of old equipment, site preparations, new playground equipment, and turf installations.   Equipment and Services will be procured using Authers Building Group based on the best value to the District via the TIPS Cooperative contract.   
Funding source will be from Farmers Branch TIF Funds at a total cost of $2,664,415.00.

Recommendation: It is recommended that the Board of Trustees approve the additional authority of $500,512.00 for the purchase of playgrounds for Blair, McLaughlin-Strickland, and Stark Elementary Schools, as attached, and authorize the Superintendent or her designee to execute purchases and contracts in the best interest of the District.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This purchase is for the retrofit and/or replacement of lighting on the Bush Middle School campus. The scope of work will include all equipment, materials, and labor for the project to retrofit 1,022 fixtures within the campus. This project is part of the energy initiative to replace incandescent bulbs with LED bulbs to reduce electrical costs and provide a better learning environment for students. 

Funding source will be from the Irving TIF Funds in the amount of $117,733.00.

This one-time purchase uses TIPS Cooperative #21060102 - E3 Entegral Solutions.

Recommendation: It is recommended that the Board of Trustees approve the purchase of LED Lighting as attached for the Barbara Bush Middle School campus and authorize the Superintendent or her designee to execute purchases or contracts in the District's best interest. 
 

Description:  Priority #5: Optimize All Available Resources
This purchase is a renewal of DocuNav, also known as Laserfiche, for the purpose of document management and retention.  This document management system is used district-wide and interfaces with several software programs within the District. 

The District will utilize the Buyboard Cooperative to procure the renewal of the product with DocuNav Solutions.

Funding sources will be from the general operating budget at a cost of $115,844.16.

This is a three (3) year renewal agreement.  The District will bring it annually to the Board for renewal of the next two years.   

The District requested proposals in 2020, and DocuNav was awarded the contract.  This will mark the fourth (4) year of usage. 

Recommendation: It is recommended that the Board of Trustees approve the purchase of the renewal of the document management system - DocuNav per the attached quote and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest. 

Description:  Priority #5: Optimize All Available Resources
According to Texas Government Code 2258.022, the District shall determine the general prevailing rate of per diem wages in the locality in which the public work is to be performed for each craft or type of worker needed to execute the contract and the prevailing rate for legal holiday and overtime work. The district can conduct a survey of the wages received by classes of workers employed on projects or use the prevailing wage rate as determined by the United States Department of Labor (DOL) in accordance with the Davis-Bacon Act.

These rates will be used for construction services.  Generally, school districts prefer to use the Davis-Bacon rates instead of performing their own surveys.  Attached is the Prevailing Wage Rate Schedule for Dallas County published by the DOL.  The DOL updates these rates a few times per year, so when the District requests proposals, the current rates will be published in the bids.  

Recommendation: It is recommended that the Board of Trustees adopt the Prevailing Wage Rates in connection with CFBISD construction projects using the Davis-Bacon Prevailing Wage Rate Schedule for Dallas County published by the Department of Labor until stated otherwise.

Description:  Priority #5: Optimize All Available Resources
Previously, TEA recommended that districts create a long-range facilities plan to allow them to more accurately forecast future needs and more efficiently develop solutions.   In November 2022, this became a requirement.   When districts are beginning new construction or major renovations, they must establish administrative requirements.  

This item is for the Board of Trustees to understand, identify, and approve the Compliance Method and Flexibility Level for Construction to comply with the Texas Administrative Code (TAC) 61.1040, School Facility Standards for Construction.  CFBISD must identify the compliance method and the flexibility level the District will use, as presented in the attachment.  

Recommendation: It is recommended that the Board of Trustees approve the Compliance Method of Quantitative Compliance until stated otherwise to satisfy the requirements of section 61.1040 (h)

And also;

The Flexibility Level 2 for future projects until stated otherwise to satisfy the requirements of section 61.1040 (h) (2).

 

Description:  Priority #5: Optimize All Available Resources
Official ballot resolution in which the Carrollton-Farmers Branch ISD Board of Trustees will vote for a representative to serve as the fifth Dallas Central Appraisal District member.  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 recommended that the Board of Trustees approve that the Board cast its vote by official resolution.

Description:  Priority 5: Optimize All Available Resources
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.  115 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.       

Recommendation: It is recommended that the Board of Trustees approves the resolution for the nominee to the Board of Directors for the Denton Central Appraisal District.

Description:  Priority #5: Optimize All Available Resources
Discuss the need to request a report delineating the current fiscal year structure and an evaluation of factors to determine the optimal structure.  

In accordance with BBE (LOCAL) - Board Members, requests for the preparation of reports derived from an analysis of information in existing District records or to create a new record compiled from information in existing District records shall be by Board action.

Description:  Priority #2: Facility, Safety & Security, and Infrastructure to Adapt to Student Needs

The 88th Texas Legislative Session included the passage of House Bill 3 ("HB 3"), which amended the Texas Education Code by adding Section 37.0814. Among the new requirements are: 
   •The Board of Trustees determines the appropriate number of armed  security officers for each campus
   • At least one (1) armed security officer is present during the regular school day at each campus

The new law also allowed the Board to claim a "good cause exception" due to lack of funding or qualified personnel, which CFBISD Trustees adopted in September 2023. The exception also delegated the Superintendent authority to develop an alternative standard to HB3 with which CFBISD can comply.

Carrollton-Farmers Branch ISD currently uses School Resource Officers ("SROs") in all secondary schools through interlocal agreements with Carrollton, Dallas, Farmers Branch and Irving. All SROs are armed. The CFBISD Safety & Security Department has developed its HB3 plan to grow its department and place armed Level III Security Officers at elementary campuses where SROs are not present. Level III officers will also support SROs at secondary campuses based on individual agreements with each city. 

Each staff member has completed months of extensive training and successfully fulfilled all requirements of the Level III Texas Department of Public Safety conversion program. If approved, designated staff will be armed beginning January 3, 2024.

Recommendation: It is recommended that the Board of Trustees approve arming the designated staff members, as listed in the attachment provided under separate cover, based on House Bill 3 of the 88th Legislative Session and CFBISD’s adopted "good cause exception."