June 2, 2022 at 7:00 PM - Regular Meeting

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: In accordance with Policy FMG (LOCAL), students may be permitted to take out-of-state school-sponsored trips for the following purposes: 

1.    Instructional purposes (field trips and excursions).
2.    Activities of school-sponsored or sanctioned clubs or organizations.
3.    Other sanctioned competitions. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the above Out-of-State Travel Request(s).

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 approve the employment of these individuals as indicated on the list provided.

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 April 2022.

Description:  Priority #5: Optimize All Available Resources
Background: The attached report is a summary of the purchases valued at over $25,000 but not exceeding $100,000 that were made from April 1, 2022, through April 30, 2022.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees approves the Purchasing Report for the period of April 1, 2022, through April 30, 2022, as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The following dates have been recommended for CFBISD School Board Meetings: 

Eleven regular school board meetings: one each month except in July. The meetings will be held the first Thursday of the month at 7:00 PM except in January due to the district’s winter break schedule.  The January 2023 meeting will be held on Thursday, January 12, 2023.

Four work/study sessions: These sessions will give the school board an opportunity to delve more thoroughly into topics to be identified. The dates selected for board work/study meetings are listed below: 

September 15, 2022
November 10, 2022 
February 16, 2023 
April 13, 2023

A special school board meeting is planned for the purpose of conducting a public hearing regarding the proposed budget for the 2022-2023 school year and to adopt said budget on Thursday, August 18, 2022. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Board Meeting and Board/Work Study Session dates for 2022-2023.

Description:  Priority #5: Optimize All Available Resources
Background: In accordance with Texas Education Code Section 44.004, the District must set the date, time, and place of a "Public Meeting to Discuss the Budget and Proposed Tax Rate".  At the scheduled meeting, the District must accept public input before the adoption of the final budget and tax rates.

This agenda item addresses all items related to the Time, Place, and Location of a Public Meeting to Discuss the 2022-2023 Budget and related Proposed Tax Rate. 

Administration proposes the meeting to be held on Thursday, August 18, 2022, at 6:00 pm, in the Board Room of the Administration Building, 1445 N. Perry Road, Carrollton, Texas 75006.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves/sets the date, time and place of the Public Meeting to Discuss the Budget and Proposed Tax Rate on August 18, 2022, at 6:00 pm, in the Board Room of the Administration Building, 1445 N. Perry Road, Carrollton, Texas 75006.

Description:  Priority #5: Optimize All Available Resources
Background: In accordance with the Texas Property Tax Code Section 26.04 (c) and (e), the Tax Assessor is designated by the governing body to calculate the no-new-revenue tax rate and the voter-approval tax rate for the unit as well as publish the rates.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve Anna Brady to calculate the Voter-Approval Rate and No-New-Revenue Tax Rate as well as publish a Notice of Public Meeting to discuss the 2022 - 2023 Budget & Proposed Tax Rate.

Description:  Priority #5: Optimize All Available Resources
Background: In accordance with Section 2256 of the Texas Government Code, the Board of Trustees shall designate one or more officers to be responsible for the investment of its funds. Due to staff changes within the Business Services department, we will adjust our investment officers.  Patti Espinosa and Larry Guerra will remain in place and remove Karla Stastny.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves/executes the Resolution Designating Investment Officers for the Carrollton-Farmers Branch Independent School District.

Description:  Priority #5: Optimize All Available Resources
Background: Currently, CFBISD has a contract with TXU Energy for the purchase of electricity, which expires on December 31, 2024.  To secure a reliable source of energy at a fair and reasonable price, CFBISD is exploring procurement options to provide energy beyond the December 31, 2024 deadline.  

One option available to CFBISD is to participate in the Texas Association of School Boards (TASB) Energy Cooperative.  As a member of TASB, CFBISD may elect to participate in the energy cooperative by presenting the Interlocal Participation Agreement (IPA) to the Board of Trustees for approval.  Adopting this IPA does not obligate the District to participate, but positions CFBISD to take advantage of favorable pricing obtained through this cooperative.
 
There is no financial obligation to CFBISD to adopt and execute this IPA. The only costs incurred in any resulting contract will be directly to the recommended Retail Energy Provider.   Once this IPA is approved, CFBISD may elect to instruct TASB Energy Consultants to go to market for future contracts for energy in terms of 12, 24, 36, 48, or 60 months to determine the best pricing available.  Under this model, market requests will be conducted repeatedly until favorable pricing is obtained.

Due to the volatile nature of the pricing of an energy commodity, it is desirable to authorize a representative for the District to execute a contract once an acceptable agreement and pricing have been received. Therefore, it is recommended that the Board authorize the Superintendent, or his designee, to execute a contract on behalf of the Board of Trustees once acceptable pricing has been received.  

The term of the resulting agreement from this process could be from 12 to 60 months, depending on the pricing received.  

The effective date of this agreement would be from January 1, 2025, through December 31, 2025, or beyond, depending on the length of the recommended agreement.

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 participation in the TASB Energy Purchasing Cooperative under the terms and conditions in the Interlocal Participation Agreement (IPA), and adopts the Resolution authorizing the Superintendent or Chief Financial Officer to enter into an agreement with the recommended Retail Electric Provider as described above on behalf of the Board of Trustees.  

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: Texas State Legislature created a unique situation with the passing of House Bill 1525 and Senate Bill 9 that requires that certain parts of any health materials be opt-in by parents only.  To meet these requirements, publishers had to rework their materials, so there are two products - one that is available to all health students and the other that is only available to students whose parents opt-in for them to have access.  
The Textbook Adoption Committee met to evaluate the only approved Secondary Health system, Goodheart-Willcox, for our high school classrooms.  This product was then shared with other campus staff members who would also be impacted by the decision. Based on these deliberations, the Committee recommends that the Board approve the adoption of Goodheart-Willcox Health Systems for high school health classrooms across the district beginning in the 2022-2023 school year.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the adoption of the recommended textbook as presented.
 

Description:  Priority #1:  Optimize Engaging and Diverse Learning
Background:  The District Health Adoption Committee met this year to review and adopt textbooks and instructional materials.  Renee Putter, Director of Athletics, established a Board-approved committee of teachers to make recommendations for instructional materials to meet the new Health Texas Essential Knowledge and Skills (TEKS).  Due to the nature of the adoption and the subject matter included in the high school adoption, the School Health Advisory Council also previewed the materials and lent their support to the product.

The Technology Instructional Materials Allotment (TIMA) Committee heard the proposals from the committee and approved the purchase of textbooks and instructional materials for an 8-year period as this afforded the best academic and financial benefit for the district.

This purchase provides updated textbooks and instructional materials in conjunction with the textbook adoption for high school Health.  The anticipated one-time expense for this purchase will be made under existing CFBISD awarded contracts or available cooperative contracts as referenced in the attached price tabulation in the amount of $70,152.75.  This purchase will be made out of the Instructional Materials Allotment.

This is a one-time purchase for Health textbooks and instructional materials at the high school level for the eight-year adoption period.  This purchase will be made under CFBISD Bid No. 2021-11-046 Exp 02/03/2027 for Instructional Materials and Teaching Supplies.    

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the adoption and purchase of Health Textbooks and Instructional Materials with the recommended vendor, and authorizes the Superintendent or his designee to execute these purchases in the best interest of the district.

Description:  Priority #5: Optimize All Available Resources
Background: In accordance with Board Policy CNA (LOCAL), for the District to apply for the additional transportation allotment provided by the state, the Board must adopt a resolution to identify the hazardous or high-risk areas in which transportation shall be provided. This is for students who live within two miles of a school campus but receive transportation because of hazardous traffic conditions.
The Board of Trustees must adopt a revised resolution when necessary to accurately reflect changes to the conditions.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees adopt the revised resolution as presented.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Enable Student Needs
Background: The District wishes to continue the practice of providing student resource officers assigned to select
District campuses for the 2022-2023 school year.

The attached extensions reference the original agreements executed by the CFBISD Board of Trustees on August 1, 2013, for municipal officers with the cities of Carrollton and Farmers Branch, and 2019-2020 with the city of Irving. These extensions will provide for six (6) officers and one Sergeant provided by Carrollton Police, one (1) officer provided by Farmers Branch Police and two (2) officers provided by the Irving Police Department.

Carrollton officers will be assigned to Turner High School, Smith High School, Polk Middle School, Perry
Middle School, Blalack Middle School and Creekview High School.  The total cost for Carrollton SRO’s for 2022-2023 is projected to be $442,822.50 to be paid out of the General Operating Budget.

The Farmers Branch officer will be assigned to Field Middle School.  The total cost for Farmers Branch SRO’s for 2022-2023 is projected to be $68,747.09 to be paid out of the General Operating Budget.

Irving officers will be assigned to Bush Middle School and Ranchview High School.  The total cost for Irving SRO’s for 2022-2023 is projected to be $124,037 to be paid out of the General Operating Budget.

The total cost for Student Resource Officers for the 2022-2023 school year will be $635,606.59.

These are annual agreements to be extended each school year to provide Student Resource Officers in all secondary schools as needed.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the Interlocal Agreements and Memorandum of Understanding with the identified municipalities for Student Resource Officers as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: In June of 2019, the Board approved an Interlocal Agreement with the University of Texas at Austin to provide dual credit courses under the OnRamps Cooperative Program.  OnRamps offers the opportunity for high school students to earn high school credit from their District and the opportunity to earn college credits from the University of Texas at Austin through distance education courses.  This program was offered in 2021-2022, and the District wishes to continue offering this program for the 2022-2023 school year.

Junior and Senior students at R.L. Turner HS, Creekview HS, and Newman Smith HS are eligible to register for dual credit under OnRamps. Students registered for 1,777 courses in 2021-2022.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the extension of OnRamps Dual Credit Courses from the University of Texas at Austin at a cost not to exceed $200,000.

Description:  Priority #5: Optimize All Available Resources
Background: The District published a Request for Proposals (RFP) 17-03-302-4 for Voluntary Insurance on March 2, 2017, to supplement voluntary insurance products offered to CFBISD employees.  Trustees approved voluntary insurance products offered to CFBISD employees, which include PPO Dental, DHMO Dental, Cancer, Accident, Term Life, Whole Life, Vision, and Disability. A Flexible Spending Account and Health Saving Account are also offered.  In addition to the basic voluntary insurance products, other products offered to CFBISD employees include Emergency Transportation, Hospital Indemnity, Voluntary Telehealth, and Identify Theft coverage. 

This agreement allows for additional products to be made available to district employees as advised by our Employee Benefits Consultant, Financial Benefits Services (FBS), and financial retirement products consultants, TCG Administrators.   

Recommended changes to the plan offerings for 2022-2023 result in enhanced benefits to our employees at the same or reduced rates, with the exception of voluntary telehealth services, which will increase from $11.50 to $12.00 for family coverage but will begin providing unlimited behavioral health consultations.   The employer-paid voluntary telehealth for non-exempt employees will be discontinued on 8/31/2022 to remain in compliance with IRS regulations on high deductible health plans and health savings accounts.

This recommendation also includes changing providers for the hospital indemnity plan from AFLAC High/Low to CIGNA High/Low at lower premium rates with enhanced benefits.  Changes to the vision plan from Superior Vision to United Healthcare Vision and from Lincoln Accident to CIGNA Accident also reduce rates for employees electing this coverage and include enhanced benefits.  The change in providers for the Flexible Spending Plan Administration from National Benefit Services to Higginbotham provides better local service (no cost for services to employees or district).

Solicitations from voluntary insurance providers were requested in January and responses were due in February.  Renewal quotes were obtained from all voluntary insurance product lines and include three (3) and four (4) rate guarantees.  Approval of this recommendation will allow these offerings to be in effect during the open enrollment period, which begins on July 18, 2022.  All premiums for elected coverage are paid through employee deductions.

This is the final extension option under this agreement, which is from September 1, 2022, through August 31, 2023.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 17-03-303-4 for Voluntary Insurance from the recommended vendors for the 2022-2023 plan year.

Description:  Priority #3: Optimize Community Engagement
Background: This is an exclusive contract that provides for as-needed purchases of child nutrition milk and dairy to be utilized throughout the Carrollton-Farmers Branch Independent School District.

This is a line item bid of identified milk and dairy products of projected quantities based on prior usage history.  Purchases under this bid are based on discounted unit pricing and allow for the purchase of quantities as usage demand changes.  

While the exact amount of spending under this extension is unknown at this time, recent purchase history indicates the value of this agreement to be between $450,000 and $550,000 annually.  Therefore, the Administration recommends approval of an amount not to exceed $575,000 for the purchase of milk and dairy products for the 2022-2023 school year.

Purchases of milk and dairy products will be monitored to ensure this amount is not exceeded without additional Board authorization.

Food Service Funds will be the funding source for this purchase. 

This is the second (2nd) of three (3) renewals.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the renewal of RFP 2020-02-007 for Child Nutrition Milk and Dairy.

Description:  Priority #5:  Optimize All Available Resources
Background:  Excess workers’ compensation works to financially protect the self-insured employer for workers’ compensation claims that exceed the designated dollar limit.  Excess comp insurance covers up to $600,000 for CFBISD.  CBFISD is self-funded for Workers’ Compensation coverage and claims are paid out of the Workers Compensation budget.  Once an individual claim reaches $600,000, the excess insurance policy covers all expenses beyond this amount. 

Renewal quotes for the policy period of September 1, 2022, through August 31, 2023, were received from the broker, Brown & Brown.  Due to volatility in the excess insurance market, 2-year premiums are not being quoted, so this premium is for one (1) year.  This will leave an additional year remaining under this agreement.

The premium for 2022-2023 has not been received. However, the premium is not expected to exceed $175,000, with a $600,000 retention. The premium history under RFP #17-03-292-4 is shown  below as a reference of the projected premium for 2022-2023:

    Year          Premium    RetentionLevel       % Increase
2016-2017    $116,112    $600,000                    4%
2017-2018    $120,659    $600,000                    0%
2018-2019    $120,659    $600,000                    0%
2019-2020    $138,643    $600,000                    14.9%
2020-2021    $138,643    $600,000                    0%
2021-2022    $149,635    $600,000                    9.2%

The term of this premium is from September 1, 2022 through August 31, 2023 and will be paid out of the Workers’ Compensation Funds.  This is the final extension option remaining on this agreement.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 17-03-292-4 for Workers’ Compensation Excess Insurance to Brown & Brown and the Midwest Employer’s Insurance Company renewal option with a $600,000 self-insured retention rate for the 2022-2023 Plan Year.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: The Microsoft Education Enrollment Solution (EES) licensing agreement allows the District to bundle multiple Microsoft products into a single annual fee. The list of products includes Office Suites, Windows Operating Systems, software for email protection, software deployment, and Minecraft for all students.  This renewal also includes Azure Active Directory P2 to provide enhanced user access management and security features.  

CFBISD students and staff will have the ability to use Office on their personal devices at no cost. The current agreement expires on June 30, 2022.

The purchase of the Microsoft Education Enrollment Solution (EES) license is to be made from SHI Government Solutions under the provisions of Texas Department of Information Resources (DIR) Contract #TSO-4092 at a cost of $151,192.25.

The term of this agreement is from July 1, 2022, to June 30, 2023.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of the Microsoft Education Enrollment Solution (EES) license from SHI Government Solutions under the provisions of the Texas Department of Information Resources (DIR) Contract #TSO-4092 at a cost of $151,192.25.
 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This purchase provides tuition for special education students with auditory impairment to receive services from the Dallas Regional Day School Program for the Deaf (DRDSPD). These services were provided through a previously approved shared services agreement (SSA) between the District and the DRDSPD. 
Under this agreement, students identified with auditory impairment attend the regional day school program on a part or full-time basis.  Full-time students are transported to DRDSPD, while other students receive itinerant deaf education services on a part-time basis on Carrollton Farmers Branch campuses.  This agreement provides services to not-yet-school-age children as well. These services may increase or decrease due to in-district or out-of-district transfers.
    
One additional fact to know is that the transportation costs were not assessed through the 2018-2019 school year. However, with the dissolution of Dallas County Schools following the 2018-2019 school year, transportation, which was provided by Dallas County Schools, is now being provided by the District at its own cost.   

For the 2021-22 school year, the projected cost for services is estimated at $211,099. However, actual costs have been adjusted to $170,729.  This authorization will approve the expenditure of $170,729 for services rendered in 2021-22.  

The fund source for these services will be the 2021-2022 general fund Special Education Budget.

This purchase is being made under a new Shared Services Agreement approved at the April 7, 2022, Regular Board Meeting, Consent Agenda Item No. 5.G, effective July 1, 2022, with an expiration date of June 30, 2025.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of services for the 2021-2022 school year under the shared services agreement for the Dallas Regional Day School Program for the Deaf for 2021-2022 and authorizes the Superintendent or his designee to execute any required document, acting in the best interest of the district throughout the term of this contract.

Description:  Priority #1: Optimize Engaging and Diverse Learning 
Background: Gaggle is a safety management system that integrates with Google to provide cyber-monitoring for Google Apps in education. Learning to use email in a professional manner is one of the technology Texas Essential Knowledge and Skills (TEKS) that prepares students for a global workforce environment.  Gaggle aids in making the cyber environment safe for student use.

This purchase provides a safe communication/collaboration environment for students. Gaggle provides 24-hour human monitoring for cyber-bullying and monitoring of inappropriate access to sites and images, allowing district personnel to intervene and address digital citizenship and ethics.

This purchase is to be made from Gaggle.Net, Inc., in the amount of $100,000, under The Interlocal Purchasing System (TIPS) RFP 200105 Technology Solutions, Products, and Services. This purchase adheres to all requirements for expenditures under the federal Education Department General Administrative Regulations (EDGAR).

This purchase will be made out of the 2022-2023 General Operating Budget.

This agreement is being renewed, for the period from July 1, 2022, through June 30, 2023, under the provisions included in the RFP issued by the TIPS-USA Purchasing Cooperative under Contract No. 200105 for Technology Solutions, Products, and Services.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of Gaggle Safety Management for $100,000 through TIPS RFP 200105 for Technology Solutions, Products, and Services and to authorize 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 is an exclusive contract that provides a Learning Management System for the CFBISD instructional staff.

A Learning Management System (LMS) is a software application for the administration, documentation, tracking, reporting, and delivery of electronic educational courses. This Learning Management System allows teachers to become facilitators and orchestrators of learning while encouraging students to become engaged with and own their learning. With most university systems using an LMS, this is another step of preparation for our students for life beyond high school.

Canvas by Instructure is the software application selected to be used in CFBISD. 

This purchase will be made using OMNIA/Region 4 ESC R201402 for Learning Management System at a total cost of $185,001.88 and will be funded from the General Fund Technology Budget.

This is a recurring purchase with a renewal period from July 1, 2022, through June 30, 2023.  Renewal of this online system occurs annually as the budget allows.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the renewal of the Learning Management System with the recommended vendor and to authorize the Superintendent or his designee to execute these purchases in the best interest of the District.
 

Description:  Priority #1:  Optimize Engaging and Diverse Learning
Background:  This is a non-exclusive contract that provides digital library resources throughout the Carrollton-Farmers
Branch Independent School District. The digital library resources are selected to provide resources for our students and staff on a wide range of educational materials for appropriate grade levels. They include online encyclopedias, digital periodicals for research, social studies databases and maps, biography databases, educational video streaming, and books online. These yearly subscriptions have been available to students for several years on a 24/7 basis. Home access is available with passwords provided by school librarians.

The purchases will be made using the general operating budget. Under this authorization, the purchases will total $162,858.31 and will be made using available cooperative and CFBISD contracts as identified in the tabulation.  This is a one-time purchase of Digital Library Resources needed for the 2022-2023 school year.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of Digital Library Resources for a one (1)-year 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.

Description:  Priority #5:  Optimize All Available Resources
Background:  The Master Services Agreement provides for annual maintenance and enhancement updates for the TEAMS Business Information System [BIS] including but not limited to Benefits, Payroll, Applicant, and Budget modules for the 2022-2023 school year (July 1, 2022 through June 30, 2023).

This agreement also provides for annual maintenance and enhancement updates for the TEAMS Student Information System [SIS] including but not limited to Enrollment, Attendance, Grading, Special Programs, Parent Self-Serve, and PEIMS modules for the 2021-2022 school year (July 1, 2022 through June 30, 2023).  Maintenance and update services are included in the proprietary software created by Prologic.

Other modules included in this renewal are:  

•    eStar Special Education Records Management Software;
•    Medicaid Billing Management, Service Tracking, Transportation    Service Tracking, Personal Care Service Tracking, Resource Management, and Automated Service Scheduling;
•    Electronic Health Records (HER) and School Nursing Management;
•    Immunization Registry Subscription;
•    Frontline Central Human Capital Management, and;
•    Frontline Recruiting and Hiring Solution

The renewal cost for the period of July 1, 2022, through June 30, 2023, is $973,497.53 and includes the modules listed in the paragraph above.   This renewal will be funded out of the 2021-2022 General Operating budget.

The purchase will be made from Frontline Education under provisions of Education Service Center Region XIV (14) Purchasing Cooperative Contract Number 01-102 for Cloud Administration Solutions in the amount of $973,497.53 and the National Cooperative Purchasing Alliance administered by the Region 14 ESC.  This total planned purchase amount is not expected to exceed $904,586 and reflects a 7.6% increase from the 2021-2022 renewal.  Additional modules added during 2020-2021 account for the additional cost from Frontline Education.  

Consolidation of business software under one platform will generate efficiencies by utilizing only one environment and access to a single database that provides data over the entire enterprise.  Administration recommends adding $100,000 to the planned purchase amount in case administration determines that it is in the best interest of the district to add other Frontline modules.  For example, they have a module for Gifted and Talented (GT) programs.   The work done in this area is currently performed manually.  Further, other enhancements are needed on the ERP system that have been identified by District and Frontline working groups.  Completion of these enhancements may need additional paid consulting/coding time from Frontline.  

An amount of $20,000 is included in this request for as-needed programming, report services, training, and implementation costs.  Therefore, the total purchasing authorization for this item is not expected to exceed $1,093,497.53.  Funding will be from the General Operating Fund.  This is an annual maintenance license purchase with an effective term from July 1, 2022, through June 30, 2023.

Background:  It is the recommendation of the Superintendent that the Board of Trustees approves the renewal of the Frontline TEAMS Master Services Agreement for 2022-2023 and additional production modules from Frontline Education as described above.

Description:  Priority #1:  Optimize Engaging and Diverse Learning
Background:  This is an exclusive service contract that provides specified services from the Region 10 Education Service Center throughout the Carrollton-Farmers Branch Independent School District. Utilization of these contracts will benefit most students and staff of CFBISD, as they include support of the following departments: Counselors, Library/Media Services, Technology, Assessment & Accountability, Migrant Students, PEIMS Support, ESL and Reading Support, and other federally funded programs.  

The total cost for these contracts for 2022-2023 is $179,520.  This represents a price reduction of $49,126.17 for the same contracts purchased in 2021-2022. 

Attached is a table that lists the services, funding source, and corresponding costs associated with each contract.  Also included in this table are itemized costs for these contracts for the previous year for comparison.

The fund source for each of these contracts is identified in the attached table from the approved 2022-2023 budget.  The services identified in the table will be provided during the 2022-2023 school year, beginning September 1, 2022, and will continue through August 31, 2023.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of the specified services from Region 10 ESC for the 2022-2023 school year as presented.
 

Description:  Priority #5:  Optimize All Available Resources
Background:  This is an exclusive contract that provides for the purchase of mainline groceries, bread, ice cream, paper products, and other related products for use under the Child Nutrition Program at all Carrollton-Farmers Branch Independent School District campuses and facilities.   This agreement provides a reliable source of food items based on menus created to meet the nutritional requirements of the National School Lunch and Breakfast Programs.  

This is a line item bid using projected quantities based on prior usage history.  Purchases under this bid are based on discounted unit pricing and allow for the purchase of quantities as usage demand changes.  

While the exact amount of spending under this extension is unknown at this time, recent purchase history indicates the value of this agreement to be between $3,063,253 and $4,218,987 annually.  The level of in-person serving following the pandemic year of 2020-2021 increased the quantities purchased for 2021-2022 significantly.  Therefore, the Administration recommends approval of an amount not to exceed $4,750,000 for the purchase of mainline grocery, bread and paper products for the 2022-2023 school year.

Purchases of these products will be monitored to ensure this amount is not exceeded without additional Board authorization.

Funding for purchases made under this agreement will be from the Student Nutrition Fund.  This is the first of three (3) extension options under this agreement, which is effective from June 3, 2022, through June 4, 2023.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 2021-03-019 for Child Nutrition Mainline Groceries, Bread, Ice Cream, Paper Products, and other Related Products with the recommended vendor as presented and delegates the authority to execute and complete any necessary documentation for this agreement to the Superintendent or his designee.
 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This purchase is to acquire 3,500 HP Chromebooks to replace older/retired Chromebooks that will reach their end-of-life during the 2022-2023 school year.  Because of the extensive lead time on Chromebooks, ordering these now is essential to have a sufficient supply on hand to replenish obsolete Chromebooks. 

This purchase will support the devices used at the high school level and provide a supply to have on hand in conjunction with the District’s break-fix program.

Solicitations were sent to qualified technology vendors under the Emergency Connectivity Fund (ECF) filing window based on specifications developed by the Technology Department.  Ten (10) responses were received and evaluated by a committee of technology employees based on evaluation criteria included in the solicitation.

National and regional resellers were solicited for quotes and the District received 11 responses. The quote submitted by Delcom Group, LP, under the provisions of Department of Information Resource (DIR) cooperative purchasing contract number DIR-TSO-4159 HP, represents the best value to the District at a total cost of $1,078,000.  A tabulation of all pricing received under this solicitation is included.    

The fund source of this purchase will be General Funds with reimbursement of 100% of the cost through the federal E-Rate program.

This is a one-time purchase for Chromebooks for the 2022-2023 school year, although additional purchases of Chromebooks may be requested through separate solicitations as needed.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of HP Chromebooks from Delcom Group, LP and authorize 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 is to acquire 1,200 iPads and protective cases to replace older/retired iPads that will reach their end-of-life during the 2022-2023 school year.  Because of the extensive lead time on iPads, ordering these now is essential to have a sufficient supply on hand to replenish obsolete devices. 

This purchase will support the devices used at the elementary level and provide a supply to have on hand in conjunction with the district’s break-fix program.

Solicitations were sent to qualified technology vendors under the Emergency Connectivity Fund (ECF) filing window based on specifications developed by the Technology Department.  Nine (9) responses were received and evaluated by a committee of technology employees based on evaluation criteria included in the solicitation.

This purchase will be made from two (2) vendors.  The iPads will be purchased from Apple, Inc. as the sole supplier for Apple products, utilizing the Texas State Department of Information Resources (DIR) Contract No. DIR-TSO-3789, at a cost of $294 per unit, for a total of $352,800.

National and regional resellers were solicited for quotes for the protective cases and the District received nine (9) responses. The quote submitted by CDW-G, under the provisions of TIPS USA Purchasing Cooperative Contract No. 200105, represents the best value to the District at a total cost of $39,240.  

Altogether, the total purchase for 1,200 iPads and protective cases is $392,040.  A tabulation of all pricing received under this solicitation is included.

The fund source of this purchase will be General Funds with reimbursement of 100% of the cost through the federal E-Rate program.

This is a one-time purchase of Chromebooks for the 2022-2023 school year, although additional purchases of Chromebooks may be requested through separate solicitations as needed.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of iPads and protective cases from the recommended vendors, and authorize 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 is a non-exclusive contract that provides for as-needed purchases of Instructional Materials for Career and Technical Education (CTE) to be utilized throughout the Carrollton-Farmers Branch Independent School District. This purchase provides updated instructional materials for (CTE) program. Due to the nature of CTE courses, the renewal of several software products must be done on an annual basis.

Purchases under this authorization total $194,823.00 and will be made using available cooperatives and CFBISD contracts as identified in the tabulation.  This is a one-time purchase of CTE materials needed for the 2022-2023 school year.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of CTE Instructional Materials from the recommended vendors and authorizes the Superintendent, or his designee, to execute any contract or agreement required.
 

Description:  Priority #5:  Optimize All Available Resources
Background:  This is an exclusive contract that provides for as needed solid waste and recycling throughout the District.

All students and staff will benefit from this agreement.  

Invitations were sent out to 56 vendors, of which 3 submitted responses. One (1) vendor is being recommended for this exclusive contract.  

The cost of services under this agreement will be based on scheduled pickups and size of containers.  

The previous amount spent for this service is as follows:

2019-2020    $356,406.00   2020-2021   $396,412.00    2021-current (9months) $356,075.00

Purchases made under this agreement will be made primarily with the General Operating Budget.  This will be the first year of this agreement, (beginning June 3, 2022) with extension options for four (4) one (1)-year renewals.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves RFP 2022-04-019 for Solid Waste and Recycling with the recommended vendor and to authorize the Superintendent or his designee to execute renewals as provided in the best interest of the District through the terms of this contract. 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background:  Since the Elementary ELA textbook adoption in April 2021, the State required teachers and administrators to participate in HB 3 Reading Academy training that focused on the Science of Teaching Reading.  Since textbooks were developed prior to this information being the standard, the current adoption is missing some critical foundational skills that would support increased reading achievement.  Specifically, these materials provide whole and small group lesson plans for teachers to easily provide instruction in phonics, phonemic awareness, and comprehension.

To make these purchases, vendors were solicited from bids and contracts available to CFBISD to comply with procurement rules for purchases made with federal funds.  After vetting these materials with kindergarten through second grade teachers, Teaching and Learning believes that these materials will fill some gaps that were identified through the Elementary Reading evaluation that was completed with teachers and administrators earlier this year.

This purchase is from Heinemann through CFBISD Bid No. 2021-11-046 for Instructional Materials and Teaching Supplies for a cost not to exceed $300,000 and provides the foundation for intensive instruction.  Additional supporting pieces may be needed in the future.

The funding source of this purchase will be the 2022-2023 General Operating Budget.

This is a one-time purchase for units of study for primary grades for the 2022-2023 school year.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of instructional materials from Heinemann of K-2 Supplemental Units of Study for Kindergarten through 2nd grade. 
 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background:  Currently the district has many aging robotics kits, primarily in STEM, STEAM, Coding Academies and Secondary CTE programs. Due to age of the kits and lack of continuing support from the manufacturer, it is recommended that the district refresh these systems and move to a comprehensive K-12 platform. This move will provide teachers with functional robotics kits, as well as access to a tremendous number of engaging, TEKS aligned lessons. 

Robotics lessons are not only an integral part of STEM and CTE instruction by teaching valuable lessons in programming and engineering, but also provide a highly engaging way for students to build skills in design thinking, analytical problem solving, teamwork and creativity. For this reason, in addition to replacing the existing classroom robotics kits in STEAM, STEM, and Coding Academies, this project will provide two (2) classroom kits for all other elementary schools to share between all 2nd - 5th grade classes.  Additionally, the purchase will include middle and high school shared kits for science and CTE, and a competition starter kit will be provided to secondary campuses interested in creating a competition team.

The cost for refreshing the robotics equipment is $1,135,429.18 and will be funded out of the 2022-2023 General Operating Budget.

This is a one-time purchase for the items listed in the tabulation attached to this agenda item. However, additional items may be purchased on an as-needed basis to supplement the robotics program.  This purchase will be made from VEX Robotics, Inc. as a cooperative purchase under the terms and conditions of TIPS USA Contract No. 210101 for Technology Solutions, Products, and Services.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of robotics equipment described herein from the recommended vendor to refresh the robotics program at campuses district-wide.

Description:  Priority #1:  Optimize Engaging and Diverse Learning
Background:  Istation reading provides computer-based assessment and instruction in reading and writing for PreK-12th grade students. Students complete game-based lessons and activities led by animated characters while the program generates reports on their progress for teachers, parents, and administrators. In CFB, this program is utilized for all students in grades K-8 because it supports 1) the personalization of instruction through Istations’ integration with Measures of Academic Progress (MAP), and 2) supports the early identification of students with dyslexia.

The cost of the elementary portion is $253,684.52, and the cost for middle school is $92,486.00 for a total cost of $346,170.52.  

CFBISD has utilized this program for the past two (2) years.  Funding for this purchase will be from the General Operating Fund.  

This is a renewal for Istation for use in grades K-8 reading instruction with an effective term from September 1, 2022, through August 31, 2023.  This purchase will be made under CFBISD Bid No. 2021-11-046 for Instructional Materials and Teaching Supplies.  

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of Istation reading program for grades Pre-K through eight (8), at a cost of $346,170.52 as described above.
 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background:  The objective is to increase enrichment opportunities for students participating in after-school programs and expand services so that there are no waitlists for students who want to participate. The YMCA will provide after-school services Monday-Friday from school dismissal until 6:30 PM. The fees for the YMCA program will be the same as the CFBISD After the Bell Program. The YMCA will serve up to 10 elementary campuses. This pilot program will be evaluated at the end of the 2022-23 school year to determine if the program should be expanded or modified in another manner. The agreement will expire on May 24, 2023.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the Program Services Agreement with the YMCA of Metropolitan Dallas to provide after-school services for up to ten CFBISD elementary campuses.
 

Description:  Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Pre-Meeting Briefing held on May 5, 2022.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Regular Board Meeting held on May 5, 2022.

Description:  Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Special Called Meeting to Canvass the May 7, 2022, Election Results held on May 18, 2022.

Description:  Priority #2: Optimize Facilities, Safety & Security, and Infrastructure to be Adaptable to Student Needs
Background:  Per District Policy CW (LOCAL), a Facilities Naming Committee was formed to consider nominations received from the Carrollton-Farmers Branch ISD Community to name the Multi-Purpose Facility. The Committee has met and has come to a decision to present to the Board of Trustees for consideration. Committee Members were:
Zoher Bharmal
Dreeny Chen
Nancy Cline
Luke Erlenbusch
Amy Feezor
Laura Grant
Lance Hamlin
Pam Pena
Cristal Retana
Trenise Sholes
Leon Sulak

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Naming of the Multi-Purpose Facility as presented by the Facilities Naming Committee. 

Description:  Priority #5: Optimize All Available Resources
Background: Stakeholder input regarding budget priorities has been gathered at multiple venues, including Board of Trustee Work-Study meetings, staff meetings, and regular Board of Trustee meetings.

A competitive compensation plan has been identified as a District top priority.  Information will be presented related to the proposed compensation plan for 2022-2023. Salary schedules will be provided under separate cover.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve all related compensation items and authorize an across-the-board pay increase for eligible staff as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: For the 2022-2023 school year, each Board member will serve as an ex-officio member on six different committees.  Below are descriptions of the committees and the Board member serving.  I will send out dates and times to the individual Board member for the committee they will serve.

• The 2023 Bond Committee - The role of the 2023 Construction / Bond is to monitor the development of the 2023 Bond and report to the Board of Trustees on scope, budget, and schedule.  One board member will serve.  
• School Health and Advisory Council (SHAC) - SHAC is a diverse, collaborative body that may advise the District through the evaluation of health education curriculum, suggest opportunities to implement wellness activities, and confirm funds allocated to school health are spent wisely. The SHAC will assist the District to ensure that local community values are reflected in health education instruction.  One board member will serve.  
• Education Foundation - The mission of the Education Foundation is to enrich educational opportunities in the schools of the Carrollton-Farmers Branch ISD.  Funds are raised to provide students and teachers with scholarships and grants.  One board member will serve.  
• Safety and Security Committee - Senate Bill 11 requires each Texas school district to establish a school safety and security committee.  The committee’s primary responsibility is to assist in the development and implementation of the district’s all-hazards emergency operations plan and ensure that all state laws are followed.  This committee requires two board members, one of which must be the board president.      
• District Site Based Decision Making Committee (DIC) -  The District Improvement Council (DIC) supports the mission/vision of CFBISD and provides feedback and recommendations to the Superintendent.  The committee is comprised of professional staff, parents, business members, and the community.  One board member will serve.  
• Equality and Equity Task Force (EETF) -  This committee works alongside many District teams.  The goal is to ensure all students have access to the programs and opportunities offered in CFBISD and the support necessary for success. One board member will serve.                                  

Recommendation: It is the recommendation of the Superintendent that the appointments made by the Board President be approved as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Priority #2: Optimize Facilities, Safety & Security, and Infrastructure to be Adaptable to Student Needs
Priority #5: Optimize All Available Resources
Background: On June 2, the Board will nominate a citizen to serve on the citizens' 2023 Bond Committee.  Please ask the citizen in advance of the nomination.  What are we looking for:
 
  Charge

• Represent the entire community in the facility planning process
• Assist CFBISD in assessing and prioritizing the District's current and long-term facility needs, including, but not limited to:
  • Operational efficiency
  • Building age, safety, and condition
  • Student and program equity, including early literacy
  • Evolving educational delivery and programs
• Consider the educational needs of all students and align recommendations with the district’s mission, vision, and goals
• Consider the district’s current financial position and funding methods to develop a recommendation that is fiscally sound
• Report their findings to the Carrollton-Farmers Branch ISD Board of Trustees that will include recommendations on how to proceed with a long-range facilities plan

Meetings (Tentative)
Meeting will take place in the evenings, last approximately 2 hours and rotate through the district.  Tentative dates are as follows:

• Meeting #1  Thursday, September 1
• Meeting #2  Thursday, September 15
• Meeting #3  Thursday, September 29
• Meeting #4  Thursday, October 20
• Meeting #5  Thursday, November 17
• Meeting #6  Thursday, December 8

Meeting Topics and Activities

Committee Charge and Process	Potential Projects and Cost Analysis
Collaborative Vision 2030	Bonding Capacity and Tax Rate Scenarios
Demographic Report	Survey Results
Financial Overview	Prioritization and Consensus Building
Facilities Assessment	Finalize Recommendations
Visioning Findings	Construction Costs and Building Budgets
Facility Tours

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Citizens Committee Charge for the 2023 Bond Project.