February 6, 2025 at 7:00 PM - Regular Meeting

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 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 reports, outstanding investments, and tax office reports.

Summary: This report includes the following items:

1.    Budget Amendments Year-to-Date as of February 6, 2025
    a.  Proposed Budget Amendments for Official Budgets - none 

2.  Budget Summary Year-to-Date-as of December 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.    Remaining Project Plan
        ii.    2024-25 Expenditures
        iii.    Encumbrances
        iv.    Balance w/Encumbrances
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of December 31, 2024

4.    Tax Office Reports for the month of December 2024
        a.  Year-to-Date Collection 2024-25 Report for December
        b.  Refunds of over $500 for Board Approval for December - yes


Recommendation: It is recommended that the Board of Trustees accepts the financial reports for December 2024.

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

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

Description:  Priority # 5: Optimize All Available Resources
Background: School districts may designate no more than TEN non-business days within each calendar year for purposes of the PIA. Authority to designate districts’ non-business days is provided solely to the Board of Trustees. *It is important to note that this change in the calculation of business and non-business days only applies to requests under the Public Information Act and does not apply to any other timeline that includes only District business days.

For the calendar year 2025, the following ten non-business days for consideration of and responses to Public Information Act requests:
            March 19, 20, 21
            October 15, 16, 17
            November 26
            December 29, 30, 31

Recommendation: It is recommended that the Board of Trustees approve/designate for the calendar year 2025 the following ten non-business days for consideration of and responses to Public Information Act requests: 
            March 19, 20, 21
            October 15, 16, 17
            November 26
            December 29, 30, 31
as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
This is the renewal of a non-exclusive proposal, qualifying and approving vendors to provide as-needed instructional supplies and teaching materials utilized throughout the Carrollton-Farmers Branch Independent School District.  

All federal, state, and local funds will be utilized for this purchase.
This is the third (3) 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 2021-11-046 for Instructional Supplies and Teaching Materials with the attached recommended vendors and 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
This is an extension of a non-exclusive proposal, qualifying and approving vendors to provide as-needed ground supplies and equipment to be utilized throughout Carrollton-Farmers Branch ISD. 

Local, State, and Federal funds will be utilized for this purchase.
This is the third (3) 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 2021-11-047 for Grounds Supply and Equipment with the recommended vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District, as presented.  

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This is the renewal of a non-exclusive proposal, qualifying and approving vendors to provide as-needed HVAC supplies and equipment throughout the Carrollton-Farmers Branch ISD.

Local Budget Funds will be utilized for this purchase.
This is the third (3) 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 2021-11-048 for HVAC Supplies and Equipment with the attached recommended vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District, as presented.

Description:  Priority #5: Optimize All Available Resources
This Request for Proposal was issued for the purchase of the Student Nutrition Software System for the Student Nutrition Department. This contract covers purchases that include the full food service software suite to include menu planning, inventory management, point-of-sales, free and reduced application processing and notification, online menus, digital menus, online pre-payment and transaction history, and central warehouse features.  This contract also covers maintenance and upkeep as needed. 

Student Nutrition Department program funds will be used for this purchase.
This is extension one (1) of four (4) one-year renewals.  

Recommendation: It is recommended that the Board of Trustees approve the extension of RFP 2023-12-051 for the Student Nutrition Software System and authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District as presented. 

Description:  Priority #5: Optimize All Available Resources
Request for Proposal 2022-10-031 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 selections in the best interest of the District.  

All local, state and federal funding sources may be used for these purchases.  
This RFP is ongoing.

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

Description:  Priority #5: Optimize All Available Resources
Request for Proposal 2022-10-033 provides for administrative and/or educational consultants, along with professional development to be used 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 selections in the best interest of the District.

Local, State and Federal funding sources may be used for these purchases.
This RFP is ongoing.

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-033 for Administrative, Educational Consultants, & 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 best interest of the District, as presented.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
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 #1.

Step 1: Approval of the Construction Delivery Method: Construction Manager at Risk (CM-R) delivery method approved at the 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 Jackson Construction as the most qualified Construction Manager at Risk (CM-R), approved at the December 7, 2023, Board Meeting, Agenda Item #5.J.

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

The Board of Trustees approved the selection of Jackson Construction to perform the necessary construction services to renovate several school sites as part of Package #1 in the Bond 2023 initiative.  This approval included the execution of a base agreement between the District and Jackson Construction 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 $21,723,574. This initial phase will include the renovation scope for Kent ES, Rainwater ES & Creekview HS.   

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.

2023 Bond Funds will be utilized for this purchase.
This is a one-time purchase.

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

Description:  This project includes the replacement of ventilation systems at indoor practice facilities and the replacement of field house weight room equipment and flooring. Existing equipment is variously broken, non-functional, or in poor condition. High school student-athletes from grades 9-12 will benefit.

2018 Bond Funds will be utilized for this purchase.

Recommendation: It is recommended that the Board of Trustees approve the High School Athletic Facilities Improvements project, as presented.

Description:  This project includes renovations or replacement of multiple high school tracks and tennis courts. Existing tracks and tennis courts are variously broken, non-functional, or in poor condition. High school student-athletes from grades 9-12 will benefit. This is for the engineering portion only. Once engineering is complete, construction costs will be authorized separately.  

2018 Bond Funds will be utilized for this purchase

Recommendation: It is recommended that the Board of Trustees approve the High School Athletic Facilities Renovations Phase 2A, as presented.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This is an exclusive contract that provides the purchase of the HVAC RTUs/replacement units for support facilities not included in the 2018 Bond Projects.  Two (2) submissions were received for this bid and after reviewing pricing and evaluating these vendors, it was decided that Texas AirSystems was the vendor that was in the best interest of the school district. These replacements will benefit the students and staff at Marie Huie Special Education Center, Mary Grimes Education Center, Service Center, and Educational Services Division Complex. 

2018 Bond Funds will be utilized for this purchase.
This is a one-time purchase.

Recommendation: It is recommended that the Board of Trustees approve RFP 2024-12-065 for 2018 Bond RTU Purchase (Huie, Grimes, Service Center, and ESDC) to be awarded to Texas AirSystems and to authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District, as presented. 

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
All of the numbers and information pertaining to the contract replacement of RTUs at the support buildings were reviewed.  Pricing includes all plumbing, electrical, BMS controls and T&B.  

Installation + Construction Administration for the listed sites is $1,774,000 + EMA 6% (CM) = $1,880,440

Installation contract will be handled by EMA for purchase order and billing.  

2018 Bond funds will be utilized for this purchase.
This is a one-time purchase.

Recommendation: It is recommended that the Board of Trustees approve the 2018 Bond funded Multi-Campus RTU change-out to be completed by John Cook & Associates, Inc. and authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District, as presented. 

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This is an exclusive contract which provides the purchase of the HVAC RTUs/replacement units for the 2023 Bond Projects.  Two (2) submissions were received for this bid, and after reviewing pricing and evaluating these vendors, it was decided that Texas AirSystems was the vendor that was in the best interest of the school district. These replacements will benefit the students and staff at Turner High School, Country Place Elementary, and Rosemeade Elementary. 

2023 Bond Funds will be utilized for this purchase.
This is a one-time purchase.

Recommendation: It is recommended that the Board of Trustees approve RFP 2024-12-066 for 2023 Bond RTU Purchase (Round 2) to be awarded to Texas AirSystems and to authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District, as presented. 

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This RFP is for the purchase of 500 Cisco 9166I wireless access points and installation throughout the District.  These wireless access points will replace aging 3700/3800 model access points that will no longer be supported by Cisco.  This is a Category Two purchase with E-rate, with an anticipated reimbursement of 80%.  The proposal submitted by CDW-G provides the best value to the District.   The total one-time cost will be $732,300.  

General Budget Funds will be utilized for this purchase.
This is a one-time purchase.

Recommendation: It is recommended that the Board of Trustees approve RFP 2024-11-064 for E-Rate Eligible C2 Wireless Access Points and the purchase of Equipment and Installation from CDW-G and authorize the Superintendent or her designee to execute any contract or agreement in the best interest of the District, as presented. 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Texas Election Law states that it is necessary for the Board of Trustees to pass an order establishing the procedure for filing and conducting a Trustee Election. The election must be called by February 14, 2025. This election will be conducted for the purpose of electing three (3) at-large members to the Board of Trustees of Carrollton-Farmers Branch ISD.

Recommendation: It is recommended that the Board of Trustees approve the Adoption of the Election Order for the General Election to be held on May 3, 2025.