October 3, 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 October 3, 2024
    a.  Proposed Budget Amendments for Official Budgets-None 

2.  Outstanding Investments as of August 31, 2024

3.    Tax Office Reports for the month of August 2024
        a.  Year-to-Date Collection 2023-24 Report for August
        b.  Refunds of over $500 for Board Approval for August - None


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

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

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

Description:  Priority #5: Optimize All Available Resources
This interlocal agreement will allow our District to have access to a significant number of EDGAR compliant contracts to provide purchasing authority for needed vendors.  This will also allow the District to obtain more competitive pricing to decrease spending.

The annual cost for participation in the cooperative is $5,400, funded by the purchasing budget (general fund).

This will be the first year, to be renewed annually.

Recommendation: It is recommended that the Board of Trustees approve the Interlocal Agreement with Region 7 ESC and authorize the Superintendent, or her designee, to execute the contract in the District's best interest, as presented.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
The administration recommends that the CFBISD Board of Trustees approve arming the following staff members, based on House Bill 3 of the 88th Legislative Session and CFBISD’s adopted "good cause exception." Each staff member has completed extensive training and successfully fulfilled all requirements of the Level III Texas Department of Public Safety conversion program. List with recommended staff members is provided under separate cover.

Recommendation: It is recommended that the Board of Trustees approve the listed staff members to be armed, based on House Bill 3 and CFBISD’s adopted "good cause exception".

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 #6.

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 Gliden 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 negotiated, in tandem, with District personnel and contracted architects, to assure the best value to the District.
__________________________________________________________
Step 3: Approval of Guaranteed Maximum Price (GMP):

The Board of Trustees approved the selection of Gliden 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 Gliden Construction to provide construction management services for the work. 
 
Approval of Amendment No. 1 will amend the base contract, to establish a guaranteed maximum price (GMP) for the initial phase of these renovations projects as $611,201.19.    This initial phase will include mechanical upgrades and renovations to Special Education classrooms.

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 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 Gliden Construction for Phase 1 of their contracted scope of work on Package #6.

Description:  Priority #5: Optimize All Available Resources
Board Policy CV (LOCAL) requires the Board to determine the project delivery method to be used for each construction contract at or above $50,000. To assist the Board, the Superintendent shall recommend the project delivery method that she determines provides the best value to the District.  The District recommends Construction Manager at Risk (CMAR) as the project delivery method for new construction projects.

Construction Management at Risk (CMAR)
CMAR is a delivery method wherein the Construction Manager at Risk serves as the General Contractor assuming the risk for construction at a guaranteed price, and provides design phase consultation in evaluating costs, schedule, implications of alternative designs, systems, and materials during and after design of the facility.

Recommendation: It is recommended that the Board of Trustees approve Construction Manager at Risk (CMAR) as the project delivery method for the 2023 Bond New Construction Projects and authorize the Superintendent or her designee to execute purchases and contracts in the best interest of the District, as presented.
 

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This purchase is with John Cook Associates, Inc. to provide maintenance services and repairs to the District’s HVAC systems as needed.  

The District utilizes a local RFP for HVAC Services to procure on-site services with same-day response time. Response includes emergency breakdowns to service and/or repair CFBISD’s HVAC units as necessary.  Work shall be done in a timely and orderly manner, and all work areas shall be kept free from any safety hazards.  Work areas shall be left clean and as close to original condition as possible. Any work that is required will be cleared by the CFB Director of Facility Services.

Funding for this purchase will be from Local Maintenance Budgeted Funds - General Fund - Estimated Cost of $600,000.00.

This purchase is the yearly renewal of the HVAC Services Agreement.  The District has been utilizing John Cook Associates, LLC since 2011.

Recommendation: It is recommended that the Board of Trustees approve the renewal of the contract with John Cook Associates for HVAC Services and authorize the Superintendent, or her designee, to execute purchases and/or contracts as needed, in the best interest of the District, as presented. 

Description:  Priority #5: Optimize All Available Resources
This purchase is for Legal Services as needed for the Carrollton-Farmers Branch School District.  The District utilizes two firms for these services.  According to the Texas Government Code, Chapter 2254, legal services are considered professional services and do not require competitive bids. The District contracts with Thompson & Horton, LLP and Walsh, Gallegos, Trevino, Kyle & Robinson PC.   

Funding for this purchase will be from the General Fund with an estimated cost of $420,000.00.

Both firms are very familiar with the District.  Walsh, Gallegos, Trevino, Kyle & Robinson has provided services since 2010, and Thompson & Horton has provided services since 2017. 

Recommendation: It is recommended that the Board of Trustees approve the purchase with the above-listed firms for Legal Services and authorize the Superintendent, or her designee, to execute purchases and/or contracts as needed, in the best interest of the District, as presented. 

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs.
This purchase is for the equipment and installation services of building-wide Public Address (PA) System Upgrades at three (3) Middle Schools in the District.  (Polk, Field, and Perry) This purchase also includes network switches to support the additional equipment.
a.    $168,474.08 - Additional Network Switches Required
b.    $280,828.36 - Perry MS PA Upgrades
c.    $299,574.40 - Polk MS PA Upgrades
d.    $245,253.51 - Field MS PA Upgrades
e.    $994,130.35 - SUBTOTAL
f.    $  99,413.65 - Contingency
g.    $1,093,544.00 - TOTAL Requested

The estimated total cost is $1,093,544 and will be funded by the 2023 Bond.

Recommendation: It is recommended that the Board of Trustees approve the purchase of Public Address System Upgrades and authorize the Superintendent or her designee to execute purchases or contracts in the best interest of the District, as presented.

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

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

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

All local, state and federal funding sources may be used for these purchases.  

This RFP is ongoing.

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

Description:  Priority #5: Optimize All Available Resources
The 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 a selection in the best interest of the District.

Local, State and Federal funding sources may be used for these purchases.

This RFP is ongoing.

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

Description:  Priority # 5: Optimize All Available Resources
This is a non-exclusive contract that provides for as-needed purchases of kitchen equipment parts, repair services, and small wares for the Student Nutrition Department.  District Staff will solicit quotes from the awarded vendors and make a selection based on the best value to the District.

Student Nutrition Funds will be used for this purchase.

This is the third (3) option to extend of four (4) one-year extensions. 

Recommendation: It is recommended that the Board of Trustees approve 
the extension of RFP 2021-080-38 for Student Nutrition Kitchen Equipment Parts, Repairs and Small Wares, and authorize the Superintendent or her designee to execute purchases and/or contracts as needed under this RFP in the best interest of the District, as presented. 

Description:  Priority #1: Optimize Engaging and Diverse Learning
This is a non-exclusive contract that provides for as-needed purchases of student and staff books utilized throughout the Carrollton-Farmers Branch Independent School District.  The RFP is a qualifying bid only, providing approved vendors to replace expiring bids covering textbooks, library books, staff professional development books and other student resources, including weekly readers.

Local, State and Federal funding sources will be used for this purchase.

This is the first (1st) option to extend of four (4) one-year extensions. 

Recommendation: It is recommended that the Board of Trustees approve the Extension of RFP 2023-08-047 Student and Staff Books with the attached recommended vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within this RFP in the best interest of the District.

Description:  Priority #1: Optimize Engaging and Diverse Learning
This renewal is to supplement the K-5 English and Spanish Language Arts curriculum resources.  The resources will provide materials to cover 100% of the state standards and align with legislative requirements. The district data indicates gaps in early literacy skill areas that need to be strengthened. The Spanish curriculum materials will provide a high-quality resource to help with language development and with our growing number of emergent bilinguals. All campuses K-5 will be utilizing the material for the next three (3) years.

TIMA funds will be used to complete contract payments.

The contract was signed in December 2023. 

Recommendation: It is recommended that the Board of Trustees approve a second payment for HMH contract of supplemental curriculum resources for K-5 English and Spanish Language Arts, as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Goalbook Toolkit supports educators with instruction design including the development of present levels of academic achievement and functional performance, goals and objectives, progress monitoring, and application of strategies.  

Goalbook Toolkit is a tool that can change teacher practice because it answers the question of, "How can I teach this differently." The UDL strategy wizard helps teachers discover highly-effective, research-based practices that meet the diverse needs of our student population. The strategies and recourse will help bridge the gap between Special Education and General Education. It puts tools and resources at the fingertips of teachers and specialists. 

All students with IEPs and teachers who write the IEPs benefit from using the Goalbook Toolkit. 

The membership renews annually and funding for the renewal will be from general funds. 

The cost for this renewal is $177,013.00, funded by the general fund.

This is a renewal, Goalbook was first purchased and used in October 2023.

Recommendation: It is recommended that the Board of Trustees approve the renewal of Goalbook Toolkit and authorize the Superintendent or her designee to execute purchases or contracts in the best interest of the District, as presented.

 

Description:  This Resolution calls on the Governor of Texas and the Legislature to increase the basic funding allotment and staff support for our teachers and staff and to address inflationary cost pressures.

Recommendation: It is recommended that the Board of Trustees approve the Resolution as presented. 

Description:  Priority #5: Optimize All Available Resources
This contract provides all property & casualty, commercial & liability insurance for the District.  The insurance policies included are for the following:
    Commercial Property                            Cyber Suite
    Commercial Crime                                General Liability
    Commercial Automobile & Liability        Employee Benefits Liability
    Educators’ Legal Liability                      Public Official Bonding
    Foreign Travel                                 Terrorism, Violence & Malicious Acts

Insurance Services are provided by Roach Howard Smith and Barton (RHSB).  The policy covers October 1, 2024, through September 30, 2025, providing $600 million of coverage for the District.  This is the fifth (5) renewal of a five-year contract.   Contract Spend not to exceed $4,900,000.00.

General Fund will be used for this purchase.

This item is renewed annually,

Recommendation: It is recommended that the Board of Trustees approve the renewal of Property, Casualty, Commercial, & Liability Insurance for the 2024-2025 school year and authorize the Superintendent or her designee to execute contracts for insurance in the best interest of the District, as presented. 
 

Description:  Priority #5: Optimize All Available Resources

Recommendation: It is recommended that the Board of Trustees Adopt an Order Authorizing the Issuance of "Carrollton-Farmers Branch Independent School District Unlimited Tax Refunding Bonds, Series 2024" Pursuant to a Delegated Sale.

Description:  The Property Tax Code, Section 6.03, requires that an election or appointment of members to the Board of Directors of an appraisal district be conducted.  For the Dallas Central Appraisal District, the Board of Trustees may nominate up to five people to be considered for the Board of Directors.  The District is not required to make a nomination.  

Eligibility Criteria are:
    
1)    Must be a resident of the Appraisal District for at least two (2) years prior to the election
2)    May be an elected official of an agency represented by the appraisal district
3)    Cannot be an employee of an agency represented by the appraisal district
4)    Cannot be related within the second degree by consanguinity or affinity, as determined under Chapter 573, Government Code, to an individual who is engaged in the business of appraising property for compensation for use in proceedings under this title or of representing property owners for compensation in proceedings under this title in the appraisal district
5)    Cannot own property on which delinquent taxes have been owed to a taxing unit for more than 60 days after the date the individual knew or should have known of the delinquency unless:
a)     The delinquent taxes and any penalties and interest are being paid under an installment payment agreement under Section 33.02; or
b)    A suit to collect the delinquent taxes is deferred or abated under Section 33.06 or 33.065.
6)    An individual is ineligible to serve on an appraisal district board of directors if the individual has engaged in the business of appraising property for compensation for use in proceedings under this title or of representing property owners for compensation in proceedings under this title in the appraisal district at any time during the preceding five years.
7)    An individual is ineligible to serve on an appraisal district board of directors if the individual has served as a member of the board of directors for all or part of five terms, unless: the individual was the county assessor-collector at the time the individual served as a board member.  
8)    An individual is ineligible to serve on an appraisal district board of directors if the individual has been an employee of the appraisal district at any time during the preceding three years.

By October 30th, 2024 each entity will receive a ballot to cast their vote.  Each entity entitled to vote will do so by official resolution and return to the Appraisal District no later than December 16th, 2024.

Recommendation: It is recommended that the Board of Trustees consider nominating a candidate(s) to the Dallas Central Appraisal District Board of Directors.

Description:  The Property Tax Code, Section 6.03, requires that an election or appointment of members to the Board of Directors of an appraisal district be conducted.  For the Denton Central Appraisal District, the Board of Trustees may nominate up to five people to be considered for the Board of Directors.  The District is not required to make a nomination.

Eligibility criteria are:

1.     An appraisal district director must reside in the appraisal district for at least two years immediately preceding the date he or she takes office.

2.    An employee of a taxing unit served by the Appraisal District is not eligible to serve as a director.  However, if the employee is an elected official, he or she is eligible to serve.

3.    A person may not serve as a director if closely related to anyone in the Appraisal District or if related to anyone who represents owners in the District, or if the person has an interest in a business that contracts with the District or taxing unit.

Recommendation: It is recommended that the Board of Trustees consider nominating a candidate(s) to the Denton Central Appraisal District Board of Directors