February 4, 2021 at 7:00 PM - Regular Meeting

Description:  Priority 1: Optimize Diverse and Engaging Learning
Background: The District employs full-time professional employees in positions requiring a certificate from the State Board of Educator Certification (SBEC), nurses under a probationary or term contract, and other designated employees. The purpose of this agenda item is to facilitate Board approval of these contracts.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the employment of these individuals as indicated on the attached list.

Description:  Priority 5: Optimize All Available Resources
Background: The monthly financial reports presented to the Board for consideration will include budget amendments (when applicable), budget summary year to date reports, construction summary report, outstanding investments, and tax office reports.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accepts the financial reports for December 2020.
 

Description:  Priority 5: Optimize All Available Resources
Background: The attached report is a summary of the purchases valued over $25,000, but not exceeding $50,000 that have been made from December 1, 2020 through December 31, 2020.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accept the Purchasing Report as submitted.

 

Description:  Priority 1: Optimize Engaging and Diverse Learning
Background: 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 12, 2021. This election will be conducted for the purpose of electing two (2) at-large members to the Board of Trustees of Carrollton-Farmers Branch ISD.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the call for a May 1, 2021 election as presented.
 

Description:  Priority 5: Optimize All Available Resources
Background: The Texas Government Code §791 and Texas Education Code §44.031 (a)(5) allows for governmental entities, i.e. state agencies, local governments, and school districts, to enter into cooperative agreements to allow the procurement process to be performed by a single entity on behalf of all those electing to participate. The benefit of an agreement like this is to reduce administrative costs for each participating member. This code also requires the governing body of each party to authorize the contract. 

Currently, CFBISD is a member of the Purchasing Cooperative of America (PCA).  Recent changes to this Purchasing Cooperative require the District to update the Interlocal Agreement to reflect these changes.  

Once updated, this agreement will continue to allow the District participation in the Purchasing Cooperative of America (PCA) and be able to purchase off contracts administered through this cooperative. 

There is no cost to participate in this cooperative.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the updated Interlocal Agreement with the Purchasing Cooperative of America (PCA) and delegate the authority to execute and complete any necessary documentation for this agreement to the Superintendent or his designee.

Description:  Priority 5: Optimize All Available Resources
Background:  On February 7, 2019 the Board of Trustees approved a contract with Commercial Risk Services to provide Risk Management and Commercial Insurance consulting services.  This contract secures the services of an insurance consultant to provide assistance in all matters related to Risk Management, Workers’ Compensation and Commercial Liability insurance.  

Services under this agreement include consultation on Commercial General Liability insurance, automobile insurance, selected property and casualty insurance products, as well as Worker’s Compensation Excess Insurance. Additional services include reviewing of existing insurance coverage; proposing strategies for coverage modification to minimize costs while maintaining required coverage, provide employee safety programs and training, and other duties related to all Risk Management and insurance matters.

This is the second (beginning February 5, 2021) of four (4) one (1) year extension options as allowed in this RFP.

The annual cost for these services is $72,000.

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 RFP 2018-11-006 for Consultant Services for Employee Benefits from Commercial Risk Services 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.

Description:  Priority 2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: This is a non-exclusive contract which provides for as-needed purchases of grounds supply and equipment 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 fourth and final extension (beginning February 5, 2021) 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 extension of RFP 16-37 Grounds Supply and Equipment for the fourth and final one-year extension option 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.

Description:  Priority 2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: This is a non-exclusive contract which provides for as-needed purchases of HVAC supplies and equipment 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 fourth and final extension (beginning February 5, 2021) 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 16-31 for HVAC Supplies and Equipment for the fourth one-year extension term with the recommended vendors as presented.

Description:  Priority 1: Optimize Engaging and Diverse Learning
Background: This is a non-exclusive contract which provides for as-needed purchases of teaching supplies and instructional materials 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 third one (1) year extension (beginning February 5, 2021) 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 Carrollton-Farmers Branch ISD Board of Trustees approves the option to extend the agreement of RFP 16-33 for Teaching Supplies and Instructional Materials for the third one (1) year extension 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.

Description:  Priority 2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: Qualification Statements were received on January 5, 2021 and have been evaluated in a two-step process.  Step One of this will result in an initial ranking based on content contained in the Qualification Statements received. Step Two of this includes interviews with the top ranked firms on January 18-22, 2021.  Following the interviews, firms were recommended for projects based on qualifications included in their Qualification Statements, information learned during the interviews and proposed costs received in conjunction with Step Two of this process.

Once the final design and construction documents are completed, the successful Construction Manager will solicit sub-contract bids to determine the cost for construction, which will establish a Guaranteed Maximum Price (GMP) for  the Board’s consideration and approval at a later Board meeting.
Additional information is contained in the attached Executive Summary.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees award this contract to Core Construction to serve as Construction Manager for RFQ 2020-11-030-CM At-Risk for Renovations Dewitt Perry Middle School and authorize the Superintendent or his designee to negotiate and execute a contract as provided in the proposal in the best interest of the District.

Description:  Priority 2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: Qualification Statements were received on January 5, 2021 and are were evaluated in a two-step process.  Step One of this resulted in an initial ranking based on content contained in the Qualification Statements received. Step Two of this included interviews with the top ranked firms on January 18-22, 2021.  Following the interviews, firms were recommended for projects based on qualifications included in their Qualification Statements, information learned during the interviews and proposed costs received in conjunction with Step Two of this process.

Once the final design and construction documents are completed, the successful Construction Manager will solicit sub-contract bids to determine the cost for construction, which will establish a Guaranteed Maximum Price (GMP) for  the Board’s consideration and approval at a later Board meeting.
Additional information is contained in the attached Executive Summary.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees award this contract to Northstar Builder’s Group to serve as Construction Manager for RFQ 2020-11-031 - CM At-Risk for Renovations to Newman Smith High School and authorize the Superintendent or his designee to negotiate and execute a contract as provided in the proposal in the best interest of the District.

Description:  Priority 2: Optimize Facility, Safety and Security, and Infrastructure to be  Adaptable to Student Needs
Background: Qualification Statements were received on January 5, 2021 and were evaluated in a two-step process.  Step One of this resulted in an initial ranking based on content contained in the Qualification Statements received. Step Two of this includes interviews with the top ranked firms on January 18-22, 2021.  Following the interviews, firms were recommended for projects based on qualifications included in their Qualification Statements, information learned during the interviews and proposed costs received in conjunction with Step Two of this process.

Once the final design and construction documents are completed, the successful Construction Manager will solicit sub-contract bids to determine the cost for construction, which will establish a Guaranteed Maximum Price (GMP) for the Board’s consideration and approval at a later Board meeting.
Additional information is contained in the attached Executive Summary.
 
Recommendation: It is the recommendation of the Superintendent that the Board of Trustees award this contract to Jackson Construction to serve as Construction Manager for RFQ 2020-11-032 -CM At-Risk for Renovations to Seven (7) Elementary Schools and authorize the Superintendent or his designee to negotiate and execute a contract as provided in the proposal in the best interest of the District.

Description:  Priority 2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: Qualification Statements were received on January 5, 2021 and were evaluated in a two-step process.  Step One of this resulted in an initial ranking based on content contained in the Qualification Statements received. Step Two of this includes interviews with the top ranked firms on January 18-22, 2021.  Following the interviews, firms were recommended for projects based on qualifications included in their Qualification Statements, information learned during the interviews and proposed costs received in conjunction with Step Two of this process.

Once the final design and construction documents are completed, the successful Construction Manager will solicit sub-contract bids to determine the cost for construction, which will establish a Guaranteed Maximum Price (GMP) for the Board’s consideration and approval at a later Board meeting.
Additional information is contained in the attached Executive Summary.

Recommendation:It is the recommendation of the Superintendent that the Board of Trustees award this contract to Jackson Construction to serve as Construction Manager for RFQ 2020-11-033 -CM At-Risk for Renovations to Two (2) High Schools and authorize the Superintendent or his designee to negotiate and execute a contract as provided in the proposal in the best interest of the District.

Description:  Priority 2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: This purchase will provide HVAC units for all projects included in Phase II of the 2018 Bond program. By purchasing and supplying units to the Construction Manager, CFBISD is projected to save a significant amount of money by eliminating the sub-contractor and Construction Manager’s mark-up. Units will be purchased on an as-needed basis.

A Request for Proposals was issued for this purchase with responses due on January 5, 2021. Estes, McClure & Associates was contracted to assist in the preparation of specifications and evaluation of all responses and is serving as a consultant to this purchase.

Solicitations were released to the general public on December 7, 2020, and responses were received from four (4) firms on January 13, 2021. All four (4) respondents were asked to submit a best and final offer.

An evaluation committee reviewed and scored all proposals based on a set of pre-determined criteria that included not only price, but considered each firm’s reputation, the quality of the goods/services, the extent to which the District’s need was met by the proposed equipment/services, long-term costs, and an evaluation of their past performances of similar purchases.  Best and final offers were requested and responses were received on January 19, 2021, to include itemized pricing for equipment and a ten (10) year (parts and labor) warranty. One vendor offered no additional discounts as part of their best and final offer, two vendors offered additional savings from their original quote, and another provided both a discounted price as well as an offer to include ten (10) years of parts at no cost. 

After considering all offers, it is the recommendation that the offer including ten (10) years of parts represents considerable value and is in the best interest of the District.

The total cost of HVAC units for the four (4) Bond projects included in Phase II is $6,932,549. This will allow the District to purchase 811 units estimated to be utilized during Phase II of the 2018 Bond Program.  Additional units may be purchased under this agreement at unit costs included in this RFP for other projects as needed.  As such, an owner’s controlled contingency amount of $750,000 is being included in the spend authorization request, bringing the total amount requested to $7,682,549.

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 RFP 2020-11-029 for HVAC Units for Phase II Bond Projects from Texas Air Systems and authorizes the Superintendent or his designee to negotiate and execute contracts for such purchases in the best interest of the District.

Description:  Priority 1: Optimize Engaging and Diverse Learning
Background: This purchase will be for classroom library books for fourth grade.  In April 2019, the Elementary Language Arts Textbook Adoption Committee adopted Teachers College Units of Study.  In order to effectively implement the curriculum, classroom libraries with an assortment of specific, high quality literature is needed for each classroom. 

Quotes were received from three qualified vendors including Booksource, Heinemann, and Steps to Literacy.  Evaluations of each quote submitted were made based on the number of titles vendors could provide, the pricing of the quote and product availability.  Vendors were selected according to the criteria they met for leveled readers. After the evaluations were completed, the collections provided by Heinemann were evaluated as the highest response to this solicitation and were determined to have met the needs for this purchase.  

The total cost for the books is $185,000 from Heinemann.  This purchase will be made as a contract purchase through RFP 16-33 Teaching Supplies and Instructional Materials.

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 fourth grade libraries at a total cost not to exceed $185,000 as described above.

Description:  Priority 5: Optimize All Available Resources
Background: Per Board Policy BF (LOCAL),  policies may be adopted or amended by a majority of the Board at any regular or special meeting, provided that Board members have had advance written notice of the proposed change and that it has been placed on the agenda for such meeting.

TASB Policy Update 116 has been submitted to the Board of Trustees in advance of this meeting for review.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves TASB Policy Update 116 as recommended by TASB Policy Service.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the January 14, 2021 Board of Trustees Pre-Meeting Briefing.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the January 14, 2021 Board of Trustees Regular Meeting.

Description:  Two board members requested to add this item.

Description:  Priority 5: Optimize All Available Resources
Background: Administration is recommending the authorization of a bond order. The bond order authorizes the Superintendent of Schools, Chief Financial Officer, and the Executive Director of Finance to act on behalf of the District in selling and delivering the bonds and carrying out other procedures specified in the order. The proposed parameters that must be met are as follows:

Maximum Principal amount:
$234,265,000
Maximum true interest cost:
4.00%
Maximum maturity date:
30 Years
Expiration of delegated authority:
August 3, 2021 (180 days)

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees authorizes the parameter bond order for the sale of "Carrollton-Farmers Branch Independent School District Unlimited Tax School Building Bonds, Series 2021".