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December 3, 2020 at 7:00 PM - Regular Meeting

Agenda
1. CALL TO ORDER
1.A. Moment of Reflection and Pledge of Allegiance
1.B. Welcome Visitors
  
2. SWEARING IN OF MEMBERS OF THE BOARD OF TRUSTEES FROM THE NOVEMBER 3, 2020 GENERAL ELECTION
2.A. Les Black
2.B. Juan Renteria
 
3. BOARD REORGANIZATION
3.A. Board Officer Election - Board President
3.B. Board Officer Election - Board Vice-President
3.C. Board Officer Election - Board Secretary
 
4. SPECIAL PRESENTATIONS AND RECOGNITIONS
4.A. Student Recognitions
4.B. Teachers of the Nine Weeks
4.B.(1) Blair Elementary - Jaime Cobos
4.B.(2) Blanton Elementary - Claudia Noriega
4.B.(3) Carrollton Elementary - Kendalyn Jordan
4.B.(4) Central Elementary - Maggie Conner
4.B.(5) Country Place Elementary - Heidi Thomsen
4.B.(6) Davis Elementary - Kevin Sullivan
4.B.(7) Farmers Branch Elementary - Ashley Buchanan
4.B.(8) Freeman Elementary - Kelsey Stephenson
4.B.(9) Furneaux Elementary - Tracie Holt
4.B.(10) Good Elementary - Shelley Justice
4.B.(11) Kent Elementary - Tracy Kennedy
4.B.(12) Landry Elementary - Lisa Burns
4.B.(13) Las Colinas Elementary - Vicky Chang
4.B.(14) La Villita Elementary - Valerie Duran
4.C. District Announcements
4.C.(1) Superintendent's Report
4.C.(2) CFB Way
4.C.(3) Update from PTA
 
5. AUDIENCE FOR GUESTS
 
6. CONSENT AGENDA
6.A. Consider/Approve Election of Personnel
Description: 

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 attached list.
  

Attachments: (1)
6.B. Consider/Approve Financial Reports 
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.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accepts the Financial Reports for October 2020.
 
Attachments: (2)
6.C. Consider/Approve Purchasing Report for the Period of October 1, 2020 Through October 31, 2020
Description:  The attached report is a summary of the purchases valued over $25,000, but not exceeding $50,000, that have been made from October 1, 2020 through October 31, 2020.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accepts the Purchasing Report as submitted.
 
Attachments: (2)
6.D. Consider/Approve Donation of Gifts to Carrollton-Farmers Branch ISD
Description:  The District receives donations from a variety of sources including parents, PTA’s, area businesses and other groups.  Many organizations within the District benefit from donations such as campuses, student groups, teachers, and classes.  All donations made to the District must be approved by the Board of Trustees.  The attached report summarizes these donations and states the intended purpose for each donation.

The total value of donations for the period August 2020 - December 2020 is $48,350.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accepts the donations made to the District as presented.
 
Attachments: (2)
6.E. Consider/Approve General Fund Reimbursement Resolution
Description:  As the District continues to incur capital expenditures in connection with the projects authorized at the District’s 2018 election, administration recommends the short-term use of existing cash balances to delay the issuance any new debt.  The Reimbursement Resolution presented for approval would enable the District to expend cash available in the General Fund for such purposes, with the opportunity to reimburse the General Fund once authorized debt is issued at some point in the future.  The benefit to this strategy is that the District can avoid higher interest costs than what can be earned in investment income.

Many districts have used this strategy in the past. The Administration recommends approving a reimbursement resolution annually going forward.  Given the District’s active construction program, the annual adoption of a reimbursement resolution will help ensure that there are no gaps in the District’s ability to reimburse itself for expenditures paid as projects are completed from the proceeds of future debt obligations that are subsequently issued.  Annual adoption will also fulfill the Internal Revenue Code’s requirement that the reimbursement resolution reasonably reflects the District’s financing plans.

The recommended reimbursement resolution is not a request to spend $100 million. The resolution allows the District to fund Board approved capital projects by borrowing General Funds in the short-term instead of issuing authorized debt, thus saving on interest costs. The attached Reimbursement Resolution must be in place so that the General Fund can be paid back for funds expended on capital projects. 

Administration worked with the District’s financial advisor and bond counsel, and both have reviewed and support the Reimbursement Resolution.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the General Fund Reimbursement Resolution.
 
Attachments: (2)
6.F. Consider/Approve Deductive Change Order Regarding the Balfour Beatty Contract
Description:  As part of the Multipurpose/NOC project, Balfour Beatty was originally contracted to coordinate a new fiber line to connect the new facility to the CFBISD Network. However, after a year of negotiation with TXDOT and City of Irving, this work is outside of Balfour Beatty’s ability. A change order is presented to remove the remaining balance of the WAN Allowance from the contract with Balfour Beatty for the amount of $864,587. 

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the Deductive Change Order regarding the Balfour Beatty Contract.
 
Attachments: (2)
6.G. Consider/Approve Agreement with DART Concerning the Cotton Belt "Silver Line" Project Construction Right of Entry
Description: 

DART has progressed with the plans for the Cotton Belt "Silver Line" Rail Project. This necessitates the acquisition of additional right of way. Based on construction limits a portion of the property, located at 2001 Kelly Blvd. Carrollton. TX 75006 and owned by Carrollton-Farmers Branch ISD, will be required for a drainage easement to construct a culvert and maintain slope and existing drainage patterns.  DART is requesting a Construction Right of Entry (CROE). The easement consists of 0.32 acres of land that is southwest of the Polk MS football field.  The compensation of the CROE is $2,500 and is in addition to the offer to purchase the easement, which will be offered at later time.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the Agreement with DART regarding the Cotton Belt "Silver Line" Rail Project Construction Right of Entry.
  

Attachments: (5)
6.H. Consider/Approve Innovative High School Courses for Special Education & CCMR Students
Description:  Board Policy EHBJ (LEGAL) allows a district to offer without modifications, any state-approved innovative course with the approval of the Board.  The District would like to add ten (10) innovative courses to the District’s Educational Planning Guide.  The first five (5) requests shown in the attachment are for students in Special Education who would benefit from additional classes to support their learning needs. If approved, the four (4) half credit courses listed in the attachment will be offered to students in January 2021 to support their academic growth and development, while the full credit class would not be offered until the next school year.

The last five (5) courses are designed to provide a broader offering of CTE classes in order to better prepare students for college and their future careers. These five (5) courses may be offered to students beginning in August of 2021.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves Innovative High School Courses for Special Education & CCMR Students as presented.
  
6.I. Consider/Approve Textbook Adoption Committee for English and Spanish Prekindergarten System and the Calendar of Meeting Dates for the 2020-2021 Textbook Adoption Process.
Description:  Proclamation 2021 calls for the adoption of instructional materials for Prekindergarten.  The proposed District Textbook Adoption Committee and schedule of meeting dates for the adoption are attached.  

This group is charged with the task of examining current instructional materials in order to determine what additional resources are needed to teach the Texas Essential Knowledge and Skills (TEKS).

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the Textbook Adoption Membership and Timeline.
 
6.J. Consider/Approve Campus Targeted Improvement Plans (TIP)
Description:  For 2020 state academic accountability, all districts and campuses received a label of Not Rated: Declared State of Disaster. Districts and campuses are required to continue implementing previously ordered interventions if the campus was identified for School Improvement in the 2019 accountability ratings. Intervention requirements include the creation of a Campus Intervention Team to review campus performance rating and develop a Targeted Improvement Plan (TIP).  

Campuses receiving an overall D or F rating in the state accountability system developed a Targeted Improvement Plan (TIP). Three (3) campuses fall into this category. An additional twelve (12) campuses were required to develop a shortened Targeted Improvement Plan Addendum.  These campuses were identified based on meeting one of the following criteria: 1) received a D in a Domain but have an overall rating of C or higher, or 2) identified as needing Targeted Support. The three (3) TIP plans along with the 12 TIP Addendums are attached for Board approval.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the Targeted Improvement Plans and Targeted Improvement Plan Addendums as presented.
 
Attachments: (2)
6.K. Consider/Approve the Extension of RFP 2019-09-017 for College Level Textbooks
Description:  This is a non-exclusive contract which provides for as-needed purchases of college level textbooks 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, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $50,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.
 
Purchases made under this contract utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR).

This is the first extension (beginning December 4, 2020) of four (4) one (1) year extension options as specified in the RFP.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 2019-09-017 for College Level Textbooks for the first one (1) year extension term with the recommended vendors and authorizes 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.
 
6.L. Consider/Approve the Extension of RFP 2019-08-016 for Events - Services, Supplies, and Venues
Description:  This is a non-exclusive contract which provides for as-needed purchases for special events and related services, supplies and venues to be utilized throughout the Carrollton-Farmers Branch Independent School District.  Such events include employee recognition, Partner Appreciation Breakfast, Teacher of the Year, and other approved events as requested.

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, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $50,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.
 
Purchases made under this contract utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR).

This is the first (beginning December 4, 2020) of three (3) one (1) year extension options as specified in the RFP.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the renewal of RFP 2019-08-016 Events - Services, Supplies and Venues for the initial one (1) year term with the recommended vendors 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.
 
6.M. Consider/Approve the Extension of RFP 16-30 for HVAC Services
Description:  This is a non-exclusive contract which provides for as-needed purchases of HVAC Services 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, where practical, to ensure the District receives the best value for each purchase.

CFBISD staff seeks approval to expend up to $1,500,000 for HVAC repair and maintenance services and replacement of units on an as-needed basis under this agreement.  Major projects may be diverted to bond or TIF funds, as applicable, in order to preserve the general fund for routine repairs and maintenance.  

The recommended amount of $1,500,000 should provide sufficient operating capacity to perform required purchases for 2020-2021.

Individual purchases above $50,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $100,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.

This is the fourth and final one (1) year extension (beginning December 4, 2020) as specified in the RCSP.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RCSP 16-30 for HVAC Services for the fourth and final one (1) year extension term with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the RCSP in the best interest of the District through the term of this contract.
  
6.N. Consider/Approve the Extension of RFP 2018-09-005 for Student Nutrition Kitchen Equipment Repair
Description:  This is a non-exclusive contract which provides for as-needed purchases of student nutrition kitchen equipment repair 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, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $50,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.
 
Purchases made under this agreement utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR) and the Code of Federal Regulations (CFR) sections 200.326 for participants in the National School Lunch Program.

This this is the second extension (beginning December 4, 2020) of three (3) one (1) year extension options as specified in the RFP.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 2018-09-005 for Student Nutrition Kitchen Equipment Repair for the second one (1) year extension term with the recommended vendors and authorizes 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.
  
6.O. Consider/Approve the Extension of RFP 668-2019-11-23 Journey House Travel Services
Description:  Journey House Travel Services provides hotel, air and car reservations for approved district travel.  After travel is approved, district employees contact Journey House for hotel, air and car reservations.  A purchase order is entered once the travel reservations are confirmed.  There is a transaction fee associated with using these services.

Administration recommends the purchase of travel services from Journey House Travel Services through the Educational Purchasing Cooperative of North Texas (EPCNT) Interlocal agreement contract with Frisco ISD contract number RFP-668-2019-11-23. This is the first extension (beginning November 12, 2020) of three (3) one (1) year extension options as specified in the RFP 668-2019-11-23.

Due to COVID-19 district travel is suspended for this semester. Travel could resume after Winter Break and this extension will be needed.

Purchases made under this contract utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR).

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of Journey House Travel Services as presented.
 
6.P. Consider/Approve Purchase of District Vehicles
Description:  This purchase will provide for the purchase of seven (7) compact pickups, and one (1) Ford F250 for use by the Facility Services Department. In addition, this purchase will provide seven (7) Chevy Suburban Sport Utility Vehicles (SUV’s) for use by the Transportation Department to transport small groups as needed.  One (1) mid-size SUV will be provided to the Safety and Security Department through this purchase.

The Maintenance Department would like to return seven (7) full-size pickup trucks to the fleet for their technicians use on a daily basis. A smaller, Ford Ranger, would be used by the Maintenance Department Heads allowing the full-size pickups to be used in the field.  The Maintenance Department is requesting seven (7) 2021 Ford Rangers with the best price of $23,475 each be purchased from Rockdale Country Ford under BuyBoard Contract No. 601-19.  The Maintenance Department is also requesting a purchase of one (1) Ford F250 full size pick-up with 8’ bed for the Grounds Department.  Rockdale Country Ford under BuyBoard Contract No. 601-19 submitted the best price of $27,670.

The Department of Safety and Security needs an additional vehicle for the newly hired Asst. Director of Safety and Security. This SUV is used to respond to District emergencies, meetings, and campus visits on a daily basis.  Based on the needs of the District, quotes were requested from vendors under purchasing cooperatives.  Rockdale Country Ford under BuyBoard Contract No. 601-19 submitted the best price of $26,925 for the 2021 Ford Edge for the Department of Safety and Security.

Transportation would like to purchase seven (7) Chevy Suburban (SUVs) to transport small groups as needed. Caldwell Country Chevrolet under BuyBoard Contract No. 601-19 submitted the best price of $41,180 per vehicle.

Each department will need to include a BuyBoard purchase order fee of $400 per purchase order.

Administration recommends utilizing one of several vendors approved under available purchasing cooperatives for this purchase.  Purchasing Cooperatives available are Houston Galveston Area Council of Governments (HGAC), The BuyBoard and Texas Smart Buy.  Each cooperative has awarded vendors with different pricing structures; however, the pricing selected for each vehicle represents the best value to the District.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the award of this purchase with the recommended vendor 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.
  
Attachments: (2)
6.Q. Consider/Approve Purchase of Drill Team Uniforms
Description:  This purchase will be for new drill team uniforms at Creekview, Newman Smith, and R.L. Turner High Schools.  This will be the first time that new uniforms have been funded through the District. It is recommended that going forward drill team uniforms fall under a nine (9)-year rotation for new uniforms

Staff developed specifications for replacement of the uniforms at Creekview, Newman Smith and R.L. Turner and solicited offers from suppliers off of available cooperative contracts based on quality, durability, style and price.  Firms were requested to develop and submit an initial rendering, along with pricing based on the submitted rendering.

Offers were received from two (2) quality uniform production companies including Cheer Etc. and Down Patt. Two (2) additional quotes were requested but were given No Bids for the quote request.  After the evaluation was completed, Cheer Etc. was the only vendor that met each directors vision of the uniforms based on the design, quality, workmanship and ability to provide the uniforms. 

The number of uniforms to be purchased under the quotes is 165. Each campus received its own quote based on their design needs.  
•    Creekview - 55
•    Newman Smith - 45
•    R.L. Turner - 65

The total cost requested for this purchase is $68,000.  

This purchase will be made as a cooperative purchase through The Interlocal Purchasing System TIPS Contract No. #180404.

The District reserves the right to purchase or re-procure these uniforms at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of drill team uniforms for Creekview, Newman Smith, and R.L. Turner High Schools from Cheer Etc., Inc. through The Interlocal Purchasing System TIPS Contract No. #180404 in an amount not to exceed $68,000.
  
Attachments: (2)
6.R. Consider/Approve Purchase of Reading and Writing Project Network Services
Description:  For the past eight (8) years, CFB has partnered with Teachers College at Columbia University to provide professional development for elementary and middle school teachers, coaches and administrators in a variety of configurations.  The Reading and Writing Project Network provides professional development and site-based coaching services to campuses.

Professional Development in schools may include reading, writing, leadership, meeting the needs of diverse students, content literacy, and technology and literacy.  Campuses participating in the Reading and Writing Project Network are: Sheffield, Good, McKamy, and McLaughlin/Strickland Elementary Schools.
  

Other services under this purchase are for Project Schools ($150,000), Grade Level Conference Days ($45,000), Coaches’ Workshop ($2,700/day), Principals’ Workshops ($3,100/day), Summer Literacy Institute ($20,000), and a visit to Columbia University ($30,000) for selected staff.

To accommodate needs for the remainder of the 2020-2021 school year and beginning of 2021-2022 school year, administration recommends authorization to spend an amount not to exceed $325,000 for this program.

This purchase is being made as a cooperative purchase through the Educational Purchasing Cooperative of North Texas (EPCNT) under Denton ISD RFP 2018-01C, which expires July 31, 2023.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of the Reading and Writing Project Network Services with the recommended vendor and authorizes the Superintendent or his designee to negotiate and execute contracts for such purposes in the best interest of the District.
 
6.S. Consider/Approve Purchase of Medicaid Reimbursement Services Module and Related Modules from Frontline
Description:  In conjunction with the District’s need to record maintenance of effort and services for students that qualify for Medicaid reimbursement, it is necessary to record the costs of all qualifying activity and treatment for School Health and Related Services (SHARS) in order to file claims that result in Medicaid reimbursement.  CFBISD could potentially receive an estimated $5 million in reimbursement with properly documented services.  

Currently, the consulting service that assists CFBISD in documenting SHARS related services receives a fee of 6% for all Medicaid reimbursement.  The chart below depicts the Medicaid reimbursements from the 2015-16 through 2019-20 fiscal years to illustrate the amount of revenue this effort generates:

Year    SHARS Settlement    Fee    Fee Amount
2015-2016    $4,874,518    6%    $292,471
2016-2017    $4,339,084    6%    $260,345
2017-2018    $4,542,147    6%    $272,529
2018-2019    $4,761,254    6%    $285,675
2019-2020    $4,783,545    6%    $287,013

By reporting SHARS related services in Frontline without using a consulting firm, CFBISD will save on the 6% fee.  Additionally, utilizing a fully integrated Medicaid Reimbursement module in Frontline will eliminate keying in duplicate information as it integrates fully with the Student Information System, making it more efficient to record the service provided to special education students that are eligible for Medicaid reimbursement.  

The annual cost for the SHARS replacement module alone is $200,000. Therefore, the apples to apples annual savings over current costs is estimated to be $90,000, along with the potential to increase total revenue.  $38,457 of these savings in FY2022 will be spent on adding the Resource Management & Automated Scheduling modules.  The features of these modules will replace manual processes currently being done by the Special Education team.  This will enable the Special Education staff to spend more time focusing on student care and staff development.  

The total cost for these modules from implementation in April 2021 through June 30, 2024 is $807,920 as shown on the table below:                     

Term    Dates    Amount    Annual Increase
Segment 1    04/06/21 to 06/30/21    $56,184    
Segment 2    07/01/21 to 06/30/22    $238,457    
Segment 3    07/01/22 to 06/30/23    $250,380    5%
Segment 4    07/01/23 to 06/30/24    $262,899    5%
Total        $807,920    

The purchase will be made from Frontline Education under provisions of Education Service Center Region XIX Purchasing Cooperative Contract Number 15-7144 and will be paid out of the 2020-2021 General Operating Budget.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of Frontline School Health and Related Services (SHARS) module and the Resource Management & Automated Scheduling modules from Frontline Education as described above.
 
Attachments: (2)
6.T. Consider/Approve Change Order to RFQ 2019-10-018 for Design-Build Artificial Turf Improvements
Description:  In conjunction with projects approved under RFQ No.2019-10-018 for Design-Build Artificial Turf Improvements, additional work is needed to add fencing and concrete at two (2) locations.  The following improvements will be made under this change order: 
Location Scope of Work Amount
Creekview HS Furnish and install 876 linear feet of 6' tall green vinyl coated chain link fence, required gates, gravel strips and landscape repairs. $65,354
  Fees $6,418
  Total Change Order to Creekview project: $71,772
     
Ranchview HS Furnish and install 932 linear feet of 6' tall green vinyl coated chain link fence, required access gates, a 12" x 6" concrete mow strip and landscape repairs. $159,200
  Fees $15,635
  Total Change Order to Ranchview project $174,835
   
Total Change Order: $246,607


A small contingency is requested to cover unexpected costs to these improvements, making the total cost for this change order request not to exceed $250,000.

This change order will increase the contract with Hellas Construction by an amount allowable under Board Policy CV(LEGAL).

Recommendation: It is the recommendation of the Superintendent that the Carrollton-Farmers Branch ISD Board of Trustees approves this change order to the contract with Hellas Construction to serve as the Design-Build firm for artificial turf improvements as presented. 

 
6.U. Consider/Approve All Matters Related to Phase II of the 2018 Bond Projects Including: Declaring the Construction Delivery Method as Construction Manager At-Risk (CM-R) to be Selected in a Two-Step Process; Approval of the Evaluation Criteria and Weighted Value of Each Criterion; The Delegation of Authority to Receive, Evaluate, Rank, and Make Recommendations for Each Project.
Description:  Architectural assignments have been made for Phase II of the 2018 Bond Projects, based on authorization delegated by the Board of Trustees at the May 2, 2019 Regular Board Meeting, Agenda Item No. 6.D. To complete these projects, it is necessary to competitively select qualified contractors to work with the architects and the District to complete construction documents, solicit pricing, and prepare a Guaranteed Maximum Price (GMP) for each project.  Texas Government Code §2269.056 requires the governing body of governmental entities to determine, from among the construction delivery methods listed in §2269, which construction delivery provides the best value for the governmental entity, establish and approve the selection criteria, and determine the weighted value of each criterion.  Additionally, this statute allows for the Board of Trustees to delegate the authority to receive, open, publicly read aloud the names of Offeror and fees (if included in the proposals), evaluate and rank each proposal submitted, negotiate a contract with the contractor, presenting the proposal that represents the best value to the District, and present a contract with a recommendation to the Board of Trustees.  

This delegation shall be made by resolution and places the responsibility of full evaluation and negotiation to those delegated by the Board of Trustees.  It is the recommendation of the Superintendent that such delegation be made to the Chief Operations Officer and/or no more than six (6) other members as appointed by the Chief Operations Officer.  They will select Construction Managers for each of the projects included in the Phase II utilizing the Construction Manager At-Risk, Two-Step Process, Construction Delivery Method, which is recommended for the Following Projects:
 
Project Construction Value Assigned Architect Projected Start Projected Completion
Renovations to Creekview & Ranchview High Schools
To be delivered in two (2) phases
$26.6MM LPA June 2021 August 2022
Tier 2.1: Renovations to Good, La Villita and Las Colinas Elementary Schools

Tier 2.2: Renovations to Blanton, Freeman, Riverchase and Thompson Elementary Schools

Marquee: Elementary School Marquee & Signage Packages
$15MM LPA May 2021 August 2021
Renovations to Smith High School $22.3MM LPA May 2021 August 2022
Renovations to Perry Middle School $30.2MM VLK May 2021 August 2022
         

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees declare the Construction Manager At-Risk, Two-Step Method as the construction delivery method for all Phase II 2018 Bond Projects, and establish the evaluation criteria and weighted value of each criterion as provided in the attached document. Additionally, the Superintendent recommends the delegation of authority to: receive, open, publicly read aloud the names of Offeror and fees (if included in the proposals), evaluate and rank each proposal submitted, negotiate a contract with the contractor, present the proposal that represents the best value to the District, and present a contract with a recommendation to the Board of Trustees for consideration be delegated to the Chief Operations Officer. 
 
6.V. Consider/Approve the Minutes of the Board of Trustees Pre-Meeting Briefing Held November 5, 2020
Description: 
 
Attachments: (1)
6.W. Consider/Approve the Minutes From the Board of Trustees Regular Meeting Held November 5, 2020
Description: 
 
Attachments: (1)
6.X. Consider/Approve the Minutes of the Board of Trustees Special Meeting Held November 12, 2020
Description: 
 
Attachments: (1)
6.Y. Consider/Approve the Minutes from the Board of Trustees Special Board Meeting Held November 17, 2020 
 
Description: 
 
Attachments: (1)
7. NON-ACTION ITEMS FOR DISCUSSION
7.A. Construction Update
8. ITEMS FOR DISCUSSION AND/OR ACTION
8.A. Items Removed From Consent
 
8.B. Consider/Approve Board Legislative Priorities
Description:  Two board members worked with the Executive Cabinet to develop CFBISD 2020-2021 legislative priorities.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the legislative priorities as presented.
 
Attachments: (1)
8.C. Consider/Approve Edits to Bond Advisory Council (BAC) By-Laws
 
Description:  The District seeks guidance regarding edits to the Bond Advisory Council's Operating Guidelines (By-Laws).  On November 30th, Board member Sally Derrick will meet with the Bond Advisory Council to obtain further guidance to their needs. The Board will receive this information on December 1, 2020.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the information as presented. 
 
8.D. Consider/Approve Purchase of Fiber Installation at the Network Operations Center (NOC)
Description:  As part of the Multipurpose/NOC project, Balfour Beatty was originally contracted to coordinate a new fiber line to connect the new facility to the CFB Network. However, after  a year of negotiation with TXDOT and City of Irving, this work is outside of Balfour Beatty’s ability and it would be beneficial to the District to contract directly with Fulcrum Consulting, Inc. (who currently does maintenance on the CFB Network) to install the fiber connection. This item is supported by a deductive change order to the Balfour Beatty contract by $863K.  The cost of this installation by Fulcrum Consulting, Inc. is $765,819.  

Administration recommends the inclusion of a contingency in the amount of $90,000, making this total contract $855,819, which is within the deductive change order needed to cover this cost.

This purchase is being made under CFBISD Bid No. RCSP #16-27 for Fiber Locate and Repair Services.  

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the installation of fiber and complete the connection network to the Network Operation Center (NOC) with the recommended vendors and to authorize the Superintendent or his designee to execute a contract as presented.
 
9. COMMENTS FROM BOARD MEMBERS REGARDING POSTED AGENDA ITEMS
 
10. ADJOURNMENT

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