September 5, 2024 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 recommended 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 recommended that the Board of Trustees approve the employment of these individuals as indicated on the list provided.

Description:  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.

This report includes the following items:

1.    Budget Amendments Year-to-Date as of September 5, 2024 - none

2.  Budget Summary Year-to-Date as of July 31, 2024
        a.  Unaudited Revenue Summary including:
        i.    Adopted Budget
        ii.    Current Amended Budget
        iii.    Realized to-date Revenue
        iv.    Unrealized Revenue
        v.    Percentage Revenue Realized
        b.  Unaudited Expenditure Summary including:
        i.    Adopted Budget
        ii.    Current Amended Budget
        iii.    Cumulative to-date Expenditures
        iv.    Unencumbered Balance
        v.    Percentage of Budget Expended for the following funds:
                1.  General Funds
                2.  Special Revenue Funds
                3.  Debt Service Funds
                4.  Capital Projects Funds
        c.  Construction Summary including:
        i.    Remaining Project Plan Budget
        ii.    2023-24 Expenditures    
        iii.    Encumbrances
        iv.    Balance 
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of July 31, 2024

4.    Tax Office Reports for the month of July 2024
        a.  Year-to-Date Collection 2023-2024 Report for July
        b.  Refunds of over $500 for Board Approval for July - none

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

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

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

Description:  Priority #1: OPtimize Engaging and Diverse Learning
The University Go-Center/G-Force/Student Mentorship projects are designed to bring college access and career awareness to high school students and parents.  The program will establish a Go-Center on the campus staffed with collegiate G-Force members who will provide a general overview of the college experience, including college selection, completion of financial aid and admissions applications. Go-centers are supervised by CFBISD staff and may also assist CCMR staff in evening and weekend parent and student events pertaining to college access and success.  

Students will interact with the G-Force University mentors both virtually and in person.  

There will be no cost associated with the agreement.

The contract is renewed annually and is valid for the 2024-2025 school year only.

Recommendation: It is recommended that the Board of Trustees approve the updated Go-Center agreements and renewals as presented.
 

Description:  Priority #1: Optimize Engaging and Diverse Learning
Under HB 3, school boards are required to adopt plans in early childhood literacy and math, as well as college, career, and military readiness. All plans are required to include:

• at least one assigned district-level administrator or employee of the regional education service center for the district’s region to coordinate implementation and submit annual report to the board on the district’s progress;
• an annual review by the board at a public meeting;
• an annual report posted on district and campus websites; and
• specific, quantifiable, annual goals for five years at each campus.

The Board has previously adopted Early Childhood and CCMR from 2020 to 2024. The recommended goals reflect district goals in order to meet the targeted 60% by 2030. The attached document shows annual targets from 2025 to 2030. Progress towards these goals will be reviewed annually.

Recommendation: It is recommended that the Board of Trustees approve the HB3 Early Childhood & CCMR extended Board Goals, as presented.

Description:  Priority #4: Optimize Social and Emotional Health of All Students
This waiver allows districts and charter schools to request a waiver to offer Pregnancy-Related Services Compensatory Education Home Instruction (CEHI) on a district’s campus.

This application will benefit all students identified in the School Age Parenting Program (SAPP) and coded Pregnancy Related Services (PRS). Support School Age Parenting Program SAPP students, following delivery, will be scheduled for small group classes at the ESDC during their 6 weeks of compensatory home instruction (CEHI).

Recommendation: It is recommended that the Board of Trustees approve the application for Pregnancy Related Services On-Campus (CEHI) Waiver for 2024-2025, 2025-2026, 2026-2027 school years as presented.

Description:  Priority #5: Optimize All Available Resources
This is a non-exclusive contract which provides for grocery products and catering services throughout the District.

Funding for these purchases may come from local, state or federal funds.
The perpetual RFP 2022-10-032 supplements this existing contract and will eventually replace it, thus putting vendors on a five (5) year cycle for renewals.  This will be the fourth (4) extension of four (4) one-year extensions for RFP 2020-06-016.

Recommendation: It is recommended that the Board of Trustees approve the extension of RFP 2020-06-016 for Grocery & Catering Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest, as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
This contract is for library media, books, and other related supplies and services.  Quotes will be obtained from the list of vendors on an as-needed basis.  Items purchased may include library books, eBooks, audiobooks, library supplies, digital resources and/or services to be utilized through the District. 

Funding for these purchases may come from local, state or federal funds.

This is the second (2) extension of four (4) one-year extensions.

Recommendation:  It is recommended that the Board of Trustees approve the extension of  RFP 2022-06-025 for Library Media, Books, Supplies, and Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and contracts in the District's best interest, as presented.

Description:  Priority #5: Optimize All Available Resources
As an employer in the State of Texas, the District is required to provide unemployment insurance as mandated by state law.  To accomplish this mandate, the District has exercised its option to procure this service by participating in an Interlocal Agreement with another local agency as defined in Texas Education Code §44.031.   The Texas Association of School Boards (TASB) qualifies as a local government entity under this provision and extends an invitation to school districts to provide this service.  

The total contribution to participate for CFBISD in 2024-2025 is $143,679.
CFBISD has procured unemployment insurance from TASB since 1980.

Recommendation: It is recommended that the Board of Trustees approve the renewal for participation in the interlocal agreement with TASB Risk Management Fund and delegates the Superintendent or her designee the authority to negotiate and execute any required contract or agreement documents. 

Description:  Priority #5: Optimize All Available Resources
Request for Proposal 2022-10-031 provides for outside contracted services, such as maintenance and operational vendors needed to make repairs, as well as other contracted services to address various needs throughout the District, which are unknown at this time.  

This is a perpetual RFP and new vendors will be brought to the Board for monthly awards or as needed, to increase the District’s variety of approved vendors for necessary services.  

CFBISD staff will request quotes from the awarded vendors and make selections in the best interest of the District for the services necessary.

All local, state and federal funding sources may be used for these purchases.  
This RFP is ongoing, with new vendors joining monthly.   

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-031 for Outside Contracted Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest as presented.

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

This is a perpetual RFP and new vendors will be brought to the Board for monthly awards or as needed, to increase the District’s variety of approved vendors for necessary items and services.   

CFBISD staff will request quotes from the awarded vendors and make selections in the best interest of the District.

Local, State and Federal Funding Sources may be used for these purchases.
This RFP is ongoing, with new vendors awarded monthly.   

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-032 for Grocery & Catering Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest, As presented.
 

Description:  Priority #5: Optimize All Available Resources
Request for Proposal 2022-10-033 provides for Administrative and/or Educational Consultants, along with Professional Development to be used throughout the District.  

This is a perpetual RFP and new vendors will be brought to the Board for monthly awards or as needed, to increase the District’s variety of approved vendors for necessary items and services.  

CFBISD staff will request quotes from the awarded vendors and make selections in the best interest of the District.

Local, State, and Federal funding sources may be used for these purchases.
This RFP is ongoing, with new vendors awarded monthly.

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-033 for Administrative, Educational Consultants, & Professional Development Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest, as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
The proposed purchase is to acquire twenty each of the Promethean and ViewSonic display panels on carts for Elementary and Secondary classrooms.  Quotes for each product were solicited separately and Delcom’s are the recommended quote for each product.  The projected cost of the Promethean purchase will be $82,990.20 and the projected cost of the ViewSonic purchase will be $42,818.20 for a total of $125,808.40.  

Funding for this purchase will be from 2018 Bond Funds.

Recommendation: It is recommended that the Board of Trustees approve the purchase of display panels for classrooms from the proposed vendors and authorize the Superintendent, or her designee, to execute purchases and/or contracts as needed, in the District's best interest, as presented.

Description:  Priority #5: Optimize All Available Resources
This is an exclusive service contract which provides for Armored Car Services throughout the District. Armored Car Services are required to pick up and transport District cash and checks to the bank depository.  This will be utilized District wide

The cost is projected to be less than $250,000 from general funds.
This is the fourth (4) extension of four (4) one-year renewal options as specified in the RFP.

Recommendation: It is recommended that the Board of Trustees approve the extension of RFP 2020-06-014 for Armored Car Services with the attached vendor and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest, as presented.

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

In alignment with District Priority 2 and in support of the work identified in the 2023 Bond Program, we have completed the third step of a three-step process in negotiating and contracting for a final cost associated with Construction Package #2.

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

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

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

The Board of Trustees approved the selection of Jackson Construction to perform the necessary construction services to renovate several school sites as part of Package #2 in the Bond 2023 initiative.  This approval included the execution of a base agreement between the District and Jackson Construction to provide construction management services for this work. 
 
Approval of Amendment No. 1 will amend the base contract to establish a preliminary guaranteed maximum price (GMP) for an initial phase of these renovation projects as $2,438,885.00. This initial phase will include the procurement of temporary portables and supporting infrastructure supporting the upcoming renovations at Blalack Middle School.

Total project costs exclude architect and engineering fees, geotechnical investigation and fees, materials testing, inspections, site surveys, printing, and any other miscellaneous fees outside of the CMAR responsibility.

Funding for this purchase will be from 2023 Bond funds.
Recommendation: It is recommended that the Board of Trustees approve Amendment No.1 to the base Construction Manager At-Risk Contract #2023-10-050 with Jackson Construction for an initial phase of their contracted scope of work on Package #2.
 

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

In alignment with District Priority 2 and in support of the work identified in the 2023 Bond Program, we have completed the third step of a three-step process in negotiating and contracting for a final cost associated with Construction Package #8.

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

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

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

The Board of Trustees approved the selection of Crossland Construction to perform the necessary construction services to renovate several school sites as part of the Bond 2023 initiative.  This approval included the base agreement between the District and Crossland Construction to provide construction management services for the work. On April 4, 2024, the board approved an initial GMP to Crossland Construction’s contract to complete an early procurement of playgrounds and cooler/freezer units at a select set of elementary schools. On May 2, 2024, the board approved an amendment to that contract to procure the mechanical equipment and roofing materials for La Villita Elementary School.
 
Approval of Amendment No. 3 will amend the base contract a third time, to establish a revised guaranteed maximum price (GMP) for the final phase of these renovations project as $8,287,385.00.  

GMP 1, 2 & 3 Combined result in a Total Package 8 Project Budget of $11,907,000.00

This work will include the remaining architectural renovation work at Bush MS, Freeman ES, La Villita ES, Landry ES, and Ranchview HS.

Total project costs exclude architect and engineering fees, geotechnical investigation and fees, materials testing, inspections, site surveys, printing, and any other miscellaneous fees outside of the CMAR responsibility.

Funding will be from the 2023 Bond.

Recommendation: It is recommended that the Board of Trustees approve Amendment No.3 to the base Construction Manager At-Risk Contract #2023-10-050 with Crossland Construction for Phase 3 of their contracted scope of work on Package #8.