May 2, 2024 at 7:00 PM - Regular Meeting

Description:  Priority #1: Optimize Engaging and Diverse Learning
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 above Out-of-State Travel Request(s), as presented.

Description:  Priority #1: Optimize Diverse and Engaging Learning
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 recommended that the Board of Trustees approve the employment of these individuals as indicated on the list provided.

Description:  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 2, 2024
    a.  Proposed Budget Amendments for Official Budgets - none 

2.  Budget Summary Year-to-Date-as of March 31, 2024
        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.    2023-24 Remaining Project Plan
        ii.    2023-24 Expenditures
        iii.    Encumbrances
        iv.    Balance w/Encumbrances
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of March 31, 2024

4.    Tax Office Reports for the month of March 2024
        a.  Year-to-Date Collection 2023-24 Report for March
        b.  Refunds of over $500 for Board Approval for March - Yes

Recommendation: It is recommended that the Board of Trustees accepts the financial reports for March 2024, as presented.

Description:  The attached report is a summary of the purchases valued over $25,000 but not exceeding $100,000 that were made from March 1, 2024, through March 31, 2024.

Recommendation: It is recommended that the Board of Trustees accepts the Purchasing Report for the period of March 1, 2024, through March 31, 2024 as presented. 

Description:  Priority #5: Optimize All Available Resources
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 29, 2024. 

Recommendation: It is recommended that the Board of Trustees accept the Quarterly Investment Report for the quarter ended February 29, 2024, as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
The Texas Education Agency allows districts/campuses to submit a Low Attendance Waiver application related to any instructional days with attendance at least ten (10) percentage points below the last school year’s average attendance due to weather, health or safety issues be excluded from ADA calculations for the current school year. 
On April 8, 2024, our average daily attendance rate was 80.04 %. The attendance rate submitted to T.E.A. for the 2022-23 school year was 92.68 %. The 12.64% difference allows CFBISD to submit a Low Attendance Waiver.

Recommendation: It is recommended that the Board of Trustees approve the submission to TEA for a Low Attendance Waiver for April 8, 2024, as presented.

 

Description:  Priority #4: Optimize Social and Emotional Health of all Students
To continue the agreement for the Youth & Family Center, the school-based health center at Vivian Field Middle School. The agreement will formalize the provision of school-based physical health care and support services for students and their families. The collaboration of CFBISD and Parkland Health utilizes an integrated multidisciplinary team approach to helping students achieve optimal health status to maximize school performance.  CFBISD provides the facility, maintenance, utilities and Parkland Health provides staff, equipment and supplies and other resources for the operation of the Youth and Family Center at Vivian Field Middle School.

Recommendation: It is recommended that the Board of Trustees approves the Interlocal Agreement between CFBISD and Dallas County Hospital District, as presented.

Description:  Priority #4: Optimize Social and Emotional Health of All Students
In May 2023, the Board approved a three (3) year contract to provide the KICKSTART KIDS Martial Arts and Character Development Program serving over 500 students at Barbara Bush, Vivian Field, Dan F. Long, Dewitt Perry and Ted Polk Middle Schools.  

Local Budgeted Funds - Not to Exceed $375,000.00

The program has been used for several years to help empower youth with core values.  This is the second (2) year of the contract. 

Recommendation:  It is recommended that the Board of Trustees approves the extension of the contract for Kickstart Kids and to authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District. 

Description:  Priority #1: Optimize Engaging and Diverse Learning
The CFBISD Textbook Adoption Committee met throughout the year to evaluate the state approved science materials for Proclamation 2024.  The committee evaluated all instructional materials and narrowed it down to two (2) choices, which were brought to the teaching staff for their consideration. Presentations were held with each publisher and feedback was gathered from all teaching staff and administrators. The Committee recommends that the Board approve the adoption of the following materials beginning in the 2024-2025 school year.

Elementary Science:

• Houghton Mifflin Harcourt - Into Science - K-5
• STEMscopes Digital for 5th Grade Only

Middle School Science:

• McGraw Hill - Texas Science - Grades 6-8

High School Science:

• McGraw Hill - Texas Biology
• McGraw Hill - Texas Chemistry
• McGraw Hill - Texas Integrated Physics & Chemistry
• McGraw Hill - Texas Physics
• McGraw Hill - Explorations: An Introduction to Astronomy
• McGraw Hill - Principles of Environmental Science
• Bedford Freeman & Worth - Physics for Scientists and Engineers (PHYS C)
• Bedford Freeman & Worth - College Physics for the AP Physics 1 & 2 Courses

Recommendation:  It is recommended that the Board of Trustees approves the recommendation from the Science Textbook Committee as presented.
 

Description:  Priority #1: Optimizing Engaging and Diverse Learning
This is for the purchase of the District-wide K-12 Science Curriculum as presented and recommended by the Science Textbook Adoption Committee in the previous agenda item.  The District will utilize local bids and cooperatives to purchase the materials and textbooks.  The science materials will be purchased for use during the next eight (8) years with payments being applied annually for the next four years.  Other materials will be purchased this year in a single payment.  Below is a breakdown of the payment cycle.     

Science Adoption Proc. 24 Funding Reference Sheet (TIMA)
LEVEL	VENDOR/ADOPTION	TOTAL	PAYMENTS	YEAR 1	YEARS 2-4
Elementary	HMH- Into Science	$1,540,096.93	4 year	$385,024.24	$385,024.23
Elementary	Stemscopes (5th only)	$20,900.00	1 year	$20,900.00
Middle	McGraw-Hill	$625,941.12	4 year	$156,485.28	$156,485.28
High School	McGraw-Hill (Biology, Physics, Chemistry, IPC)	$633,465.45	4 year	$158,366.37	158,366.36
High School	McGraw-Hill (Astronomy & Environmental)	$104,733.65	4 year	$26,183.42	$26,183.41
High School	Bedford, Freeman & Worth (Physics/AP PHYS-C)	$42,684.81	1 year	$42,684.81
Grand Total:		$2,967,821.96		$789,644.12	$726,059.28

Funding will be provided from the State Technology & Instructional Materials Allotment (TIMA)

Recommedation: It is recommended that the Board of Trustees approves the purchase of materials adopted through the Science Adoption process and to authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District. 
 

Description:  Priority #1: Optimize Engaging and Diverse Learning
This purchase is for a one-year license agreement with the Northwest Evaluation Association (NWEA) for the renewal of Measures of Academic Progress (MAP) tests.  These tests are online assessments administered three times a year: Fall, Winter, and Spring.  Comparative data is used to provide feedback on where a student is on the learning continuum and provide guidance to teachers to inform instructional decisions. Student scores are based on the rate of academic growth related to the prior MAP performance in three content areas: Reading, Math, and Science. Campus and District personnel use MAP reports to inform students, parents, and teachers on performance trends through grade level measures, as well as to set goals for Campus and District Improvement Plans for grades K-12. 

State TIMA Funds will be used for this purchase.
This is an annual subscription agreement (September 1, 2024 - August 31, 2025) that is renewable each year as funds are available and the need remains. The District has utilized the program since 2012 and will use a local bid for the purchase, with an estimated spend of $355,900.50.

Recommendation: It is recommended that the Board of Trustees approve the purchase of the Renewal of MAP from NWEA and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest, as presented. 

Description:  Priority #2: Optimize Facility, Safety and Security Infrastructure
This purchase is for the equipment and installation services of Public Address (PA) Systems at each of the four (4) High Schools in the District.  (Turner, Smith, Creekview and Ranchview) This purchase also includes network switches to support the additional equipment.  This item was first brought before the Board of Trustees, September 7, 2023 and approved for a not to exceed amount of $700,000.00.  Upon further review, the District determined that an architect should be engaged to provide formal drawings and specifications for pricing.  Three vendors, qualified for large-scale work, provided proposals.  District Staff selected the proposal representing best value. The District will utilize the TIPS cooperative contract for the equipment and installation of the PA systems with Master Audio Visual and the State of Texas DIR contract with Pivot Technology Services Corporation (Computacenter), for the network switches.

Funding will come from the 2023 Bond Program:
Creekview High School	Master AV	$408,824.31
Ranchview High School	Master AV	$351,083.31
Newman-Smith High School	Master AV	$378,220.31
RL Turner High School	Master AV	$423,508.31
Network Equipment	Computacenter	$144,860.23
Subtotal:		$1,706,496.47
+Bonding Allowance		$16,000.00
+10% Contingency		$170,649.65
Estimated Total:		$1,877,146.12

Recommendation:  It is recommended that the Board of Trustees approves the purchase of equipment and installation of PA systems at District High Schools and to authorize the Superintendent or her designee to execute purchases or contracts in the best interest of the District. 

Description:  Priority #1: Optimize Engaging and Diverse Learning
This purchase is for textbooks for students enrolled in Early College High School and Dual Credit Programs throughout the District.   Textbooks must be purchased prior to the semester for the students to be prepared for their classes.  The District will utilize Follett Higher Education through local contracts for the purchase. 

State Funds estimated at $150,000.00

Recommendation:  It is recommended that the Board of Trustees approves the purchase of textbooks for Early College High School and the Dual Credit Program and to authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District. 
 

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Request for Proposal 2022-03-012 is for plumbing parts, supplies, and equipment needed throughout the District to maintain facilities.  This is a qualifying bid only and is used on an as-needed basis. 

The local operating budget will be used to fund this purchase.
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 2022-03-012 for Plumbing Supplies and Equipment with the recommended vendors and authorize the Superintendent or her designee to execute purchases and contracts as needed in the District's best interest, as presented. 

Description:  Priority #5: Optimize All Available Resources
Request for Proposal 2022-10-031h 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 make a selection based on the district's best interest for the necessary service.  

All local, state, and federal funding sources may be used for these purchases.
This RFP is ongoing and is in the first of four (4) one-year extensions.

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-031h 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, as presented.

Description:  Priority #5: Optimize All Available Resources
Request for Proposal 2022-10-032d provides for grocery products and catering services throughout the District.  

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 best interests of the District.

Local, state, and federal funding sources may be used for these purchases.
This RFP is ongoing and is in the first of four (4) one-year extensions.

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-032d 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, as presented.

Description:  Priority #5: Optimize All Available Resources
Request for Proposal (RFP) 2024-03-055 provides for the purchase of large, commercial kitchen equipment with installation services in the Student Nutrition Department kitchens throughout the District.  Five (5) proposals were received.  Associated Food Equipment and Supplies, Inc. and ISI Commercial Refrigeration LLC were selected as the vendors to provide equipment and services in the best interest of the District.  

This purchase will utilize Student Nutrition Federal Funds for an amount not to exceed $600,000.00.

Recommendation: It is recommended that the Board of Trustees approves RFP 2024-03-055 for Student Nutrition Large Kitchen Equipment to be awarded to Associated Food Equipment and Supplies, Inc. and ISI Commercial Refrigeration LLC and to authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District. 
 

Description:  Priority #5: Optimize All Available Resources
Request for Proposal (RFP) 2024-03-054 provides for the purchase of technology hardware and equipment with deployment services for the Point of Sale (POS) System in the Student Nutrition Department throughout the District.  Three (3) proposals were received.  Delcom Group was selected as the vendor to provide equipment and services in the best interest of the District.  

This purchase will utilize Student Nutrition Federal Funds for an amount not to exceed $300,000.00.

Recommendation:  It is recommended that the Board of Trustees approves RFP 2024-03-054 for Student Nutrition Hardware to be awarded to Delcom and to authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District. 

 

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

As governed in Texas Government Code §2254.004, a Request for Qualifications (RFQ) was issued on March 27, 2024 to solicit Qualification Statements from firms to perform various services, as detailed and attached.  Eighteen (18) Qualification Statements were received in step one of this process, which were evaluated and ranked based on their submission.  District Administration determined that based on the number and variety of projects to be assigned, the District would be best served by selecting multiple firms to form a pool of qualified and competent firms that will be assigned projects based on each firm’s qualifications, competence, capabilities, design, and programming approach.  

The estimated cost for these services will vary based on project and scope.  Individual contracts of $25,000 and over will be reported to the Board in the monthly Purchasing Report.  Funding for these services will utilize a variety of funding sources to include: general operating budgets, Tax Increment Finance (TIF) funds and Bond funds.  The estimated expense will not exceed $2,000,000.00. 

Recommendation: It is recommended that the Board of Trustees approves the pool of firms to provide professional services for construction and renovation projects and to delegate authority to the Superintendent, or her designee, to execute purchases and contracts in the best interest of the District. 
 

Description:  Recommendation: It is recommended that the Board of Trustees approve the minutes of the Pre-Meeting Briefing held April 4, 2024.

Description:  Recommendation: It is recommended that the Board of Trustees approves the minutes of the Regular Board meeting held April 4, 2024.

Description:  Recommendation: It is recommended that the Board of Trustees approve the minutes from the Board Work/Study held on April 11, 2024.

Description:  Priority #2: Optimize Facility, Safety and Security Infrastructure
In alignment with District Priority 2 and in support of the work identified in the 2023 Bond Program, we have completed the third step of a three-step process in negotiating and contracting for a final cost associated with Construction Package #9 (Renovations for Blair ES, Field MS, McLaughlin Stickland ES and Stark ES) .

Step 1: Approval of the Construction Delivery Method: Construction Manager at Risk (CMAR) delivery method approved at November 2, 2023 meeting of the Board of Trustees, Agenda Item #5.Y.

Step 2: Selection of Construction Manager: Sought Qualification Statement submissions and subsequently selected Crossland Construction as the most qualified Construction Manager at Risk (CMAR), approved at the December 7, 2023, Agenda Item #5.J

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 negotiated, in tandem, with District personnel and contracted architects, to assure the best value to the District.

Approval of Guaranteed Maximum Price (GMP):

The Board of Trustees approved the selection of Balfour Beatty to perform the necessary 
construction services to renovate several school sites as part of Package #9 in the Bond 2023 initiative.  This approval included the execution of a base agreement between the District and Balfour Beatty to provide construction management services for this work. 
 
Approval of Amendment No. 1 will amend the base contract to establish a preliminary guaranteed maximum price (GMP) for an initial phase of these renovation projects as $8,189,641.00, while establishing a substantial completion of Fall 2024. This initial phase will include the replacement of select Rooftop Units RTUs) at McLaughlin Strickland Elementary School as well as Roof Replacement work at Stark Elementary School and Vivian Field Middle School.  A second amendment will be brought back to the board at a later date for an approval of the costs associated with the remaining work outlined in Package #9. 

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.

Recommendation: It is recommended that the Board of Trustees approves Amendment No. 1 to the base Construction Manager At Risk Contract 2023-10-050 with Balfour Beatty for an initial phase of their contracted scope of work on Package #9.
 

Description:  Priority #2: Optimize Facility, Safety and Security Infrastructure
In alignment with District Priority 2 and in support of the work identified in the 2023 Bond Program, we have completed the third step of a three-step process in negotiating and contracting for a final cost associated with Construction Package #8 (Renovations for Bush MS, Freeman ES, La Villita ES, Landry ES and Ranchview HS).

Step 1: Approval of the Construction Delivery Method: Construction Manager at Risk (CMAR) delivery method approved at November 2, 2023 meeting of the Board of Trustees, Agenda Item #5.Y.

Step 2: Selection of Construction Manager: Sought Qualification Statement submissions and subsequently selected Balfour Beatty as the most qualified Construction Manager at Risk (CMAR), approved at the December 7, 2023, Agenda Item #5.J

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 negotiated, in tandem, with District personnel and contracted architects, to assure the best value to the District.

Approval of Guaranteed Maximum Price (GMP):

The Board of Trustees approved the selection of Crossland Construction to perform the necessary 
construction services to renovate several school sites as part of the Bond 2023 initiative.  This approval included the base agreement between the District and Crossland Construction to provide construction management services for the work. On April 2, 2024, the board approved an initial GMP to Crossland Construction’s contract to complete an early procurement of playgrounds and cooler/freezer units at a select set of elementary schools.
 
Approval of Amendment No. 2 will amend the base contract a second time, to establish a revised guaranteed maximum price (GMP) for the second phase of these renovations project as $2,302,309.00. This work will include the replacement of Rooftop Units (RTUs) at La Villita Elementary School.

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.