May 2, 2019 at 7:00 PM - Regular Meeting

Description: 
Background:  In accordance with Policy FMG (LOCAL), students may be permitted to take out-of-state school sponsored trips.  The current proposed trips are:

1. Polk MS/Blalack MS Destination Imagination to Kansas City, MO, May 22-25, 2019 for Global Finals Destination Imagination

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the out-of-state travel requests as presented.

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

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

Description: 
Background: The attached report is a summary of the purchases valued over  $25,000 but not exceeding $50,000 that have been made from March 1, 2019, through March 31, 2019.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accepts the Purchasing Report as presented.

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.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accepts the financial reports for March 2019.

Description: 
Background: The Public Funds Investment Act (“PFIA”) under Government Code, Chapter 2256: Public Funds Investment requires that each district, not less than quarterly, prepare and submit to the Board of  Trustees a report of investment transactions for all funds. The quarterly investment report includes the  District’s investment transactions required by the PFIA for the quarter ended February 28, 2019.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees accepts the quarterly investment report for the quarter ended February 28, 2019.

Description: 
Background: Trustees originally awarded RFP #15-03-191-2 for Depository Services to Wells Fargo N.A. at the May 7, 2015 Regular Board meeting, Consent Agenda Item No. IV.B.6. Provisions in this RFP allowed for two two-year extension options, the first of which was extended at the May 4, 2017 Regular Board Meeting under Consent Agenda Item No. IV.B.3.f. This is the second two-year extension option for Depository Services as allowed by state law and included in the RFP. 

Legislation passed in the 85th legislative session added another two year extension option to existing Depository Services Contracts; therefore, this will be the second of three available two-year extension options available under this contract.

Recommendation: It  It is the recommendation of the Superintendent that the Board of Trustees approves the Extension Option of RFP #15-03-191-2 for Depository Services as presented.

Description: 
Background: This purchase will provide the KICKSTART KIDS Martial Arts and Character Development Program at Barbara Bush, Vivian Field, Dan F. Long, Dewitt Perry and Ted Polk Middle Schools.  Each campus has used the program for several years. This program currently serves over 500 students at five (5) middle schools.  KICKSTART KIDS provides instructors in martial arts who work with targeted students in achieving the program’s stated goals of empowering youth with core values, such as discipline and respect.  This purchase is made under the provisions of the Texas Education Code for sole source purchase at a cost of $270,000. 

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the Purchase of the KICKSTART KIDS Martial Arts and Character Development Program at Barbara Bush, Vivian Field, Dan F. Long, Dewitt Perry and Ted Polk Middle Schools as presented.

Description: 
Background:  This purchase is for the Inspire Literacy Reading Program, or iLit, which will be used district wide for the 2019-2020 school year.  Purchasing this now will allow use of this program for summer school this year.  Included in this purchase are the reading program, implementation and required training.

iLit License Purchase Details: Package pricing includes iLit software, implementation, data analysis, and initial year of maintenance and support. Also included is a one-day workshop on Implementation Essentials. Additional professional development is available. 

iLit Maintenance and Support Package: During the term of the CFBISD's subscription to maintenance and support, the District will also receive support (online and toll free) as well as access to any future enhancements or upgrades to those content offerings that have been licensed by CFBISD.

Also included is access to MyPearsonTraining.com (MPT) and MyTrainingConnection.com (MTC), which provide online access to on-demand tutorials and interactive webinar sessions.

This purchase will be made under CFBISD RFP No. 16-33 for Teaching and Instructional Supplies at an anticipated cost of $150,000.07.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the Purchase of Inspire Literacy Suite Reading Program and Required Training For District-Wide Use as presented.

Description: 
Background:  Because the timing of identifying textbooks for use in the Early College High School and dual credit programs does not allow for Board action, it is necessary to obtain authorization to make purchases in time for the fall semester.  Purchases for the Early College High School historically exceed $50,000, which requires Board approval; however, due to the timing of this need, it is necessary to make this purchase in June in order to receive the textbooks in time for the Fall semester.  Textbooks for fall classes are not determined until after the June Board meeting each year because instructors at the college are not assigned fall classes until after the spring semester, which ends in late May.  With no Board meeting in July, it is not possible to receive authorization until the August Board meeting, which makes it difficult to receive the textbooks in time for the first day of classes. 

Purchases under this authorization will be made from awarded vendors under RFP 14-11-051-4 for College Level Textbooks approved at the December 11, 2014 Regular Board Meeting, Consent Agenda Item No. IV.B.8, and extended annually each year thereafter until its expiration, which is December 11, 2019.

This is to request authorization to make purchases of Early College High School textbooks up to an amount not to exceed $85,000.  Funding for these purchases will be obtained through the Instructional Materials Allotment fund.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the Purchase Early College Textbooks in an Amount Not to Exceed $85,000 for Use During the 2019-2020 School Year as presented.

Description: 
Background: In previous years, the District received funding from the federally sponsored E-Rate program that partially reimbursed the District for the cost of its phone services.  The E-Rate program no longer provides funding for phone services and the District must incur the full cost of these services.  The estimated cost of each service for the 2019-2020 budget was determined by adding the current year’s invoice amounts before the application of E-Rate funds. The District recommends the following services with cost estimates for approval:

Local Phone Service Zone A – awarded to AT&T with estimated annual spending not to exceed $180,000.  Local phone service for Zone A is being purchased under the Texas State Department of Information Resources Contract No. DIR-TEX-AN-NG-CTSA-005, which expires July 1, 2021.

Local Phone Service Zone B – awarded to Frontier Communications with estimated annual spending not to exceed $200,000.  Local phone service for Zone B is being purchased under The Interlocal Purchasing System (TIPS) Contract No. 18050101, which expires on July 31, 2021.

Long Distance Phone Service – awarded to Texas Department of Information Resources (DIR) with estimated annual spending not to exceed $20,000. Long distance phone service is being purchased under the Texas State Department of Information Resources Contract No. DIR-TEX-AN-NG-CTSA 005, which expires July 1, 2021.

Cellular Phone Service – awarded to AT&T Mobility with estimated annual spending not to exceed $30,000.  Cellular phone service is being purchased under the Texas State Department of Information Resources Contract No. DIR-TSO-3420, which expires on June 10, 2020.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of phone services as presented.

Description: 
Background: This item is to extend an agreement with multiple vendors for various mechanical and maintenance repair services for the support of the Transportation Department.  The types of repairs to be made under this agreement are transmission rebuilds or replacements, complete engine overhauls, alternator rebuild/replacement and other major components that cannot be repaired internally.  Normal maintenance and repairs will continue to be performed by the District’s Transportation Department.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the Extension Option of RFP 18-03-221-4 for Transportation Mechanical and Maintenance Repair Services as presented.

Description: 
Background: This agreement provides options for the Transportation Department to utilize in purchasing tires and tire services, in addition to current options available for purchasing tires.  Transportation currently prefers to purchase pre-mounted tires through the contract with NAPA Auto Parts.  This contract provides the option for purchasing retread tires.  Retread tires can only be used for rear tires and not for steering tires, which are on the front.  Using retread tires can generate significant savings of approximately $110 per tire, therefore, Transportation plans to utilize this contract for purchase of tires and related tire service for 2019-2020.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the Purchase of Automotive, Truck and Equipment Vehicle Tires and Tubes as presented.

Description: 
Background:  This is an exclusive service contract which provides for kitchen equipment replacement throughout the Carrollton-Farmers Branch Independent School District as specified in the Competitive Sealed Proposal (CSP). The CSP included a request for pricing to replace large equipment in various kitchens throughout the District.

Kitchen equipment will be replaced at Bush M.S., Carrollton Elementary, Creekview H.S., Davis Elementary, Furneaux Elementary, Kent Elementary, Long M.S., McKamy Elementary, McWhorter Elementary, Perry M.S., Polk M.S., Ranchview H.S., Rosemeade Elementary, Stark Elementary, Thompson Elementary, R. L. Turner H.S., and the Student Nutrition Office.

Reach-in warmers, pass-thru coolers, reach-in coolers, steamers, pass-thru warmers and ice machines are the types of equipment being replaced.  Water bottle filling stations will be added at 13 locations.

Responses were received from ISI Commercial Refrigeration, Jean’s Restaurant Supply, Douglas Equipment, Pasco Brokerage, Rentaltyme Ice Machines, and Supreme Fixtures. Jean’s Restaurant Supply is selected as the vendor for all equipment based on their pricing, ability to meet the district timeline and past relationship with the district.

The anticipated cost for all equipment specified in the CSP is $304,003.23.  Payment and performance bonds are included in the proposed cost.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves CSP 2019-02-003 for Student Nutrition – Kitchen Equipment Replacement as presented.

Description: 
Background:  The District’s risk management program encompasses various means of protecting the District against loss. Workers’ compensation risks are self-funded and include excess loss insurance policies for claims exceeding a specific limit and an aggregate limit. The purchase of workers’ compensation excess insurance provides stop-loss coverage for individual claims in excess of $600,000.  Once this amount for any individual claim is reached, coverage from the District’s self-insurance workers’ compensation takes over and continues to pay until the claim is satisfied.  The premium for the September 1, 2017-August 31, 2019 two-year coverage period was $241,318 at the $600,000 retention rate.  This agreement has extension options for additional coverage for three one-year periods. We are currently soliciting pricing for the remaining years under this agreement and will provide that number once it has been received.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the Third Year Payment For Worker’s Compensation Excess Insurance to Alamo Insurance Group as presented.

Description: 
Background:  This contract provides student accident insurance and catastrophic insurance coverage for UIL participants.  It also provides access to parents to purchase additional coverage for their student through the plan.

In 2015, Administration issued a request for quotes through an interlocal cooperative contract held by The HCDE Choice Partner Cooperative, a cooperative previously approved by the Board, for the insurance products described and received responses from three agencies with multiple options. The Board approved the low cost option, Texas Budget Plan, with a two year guaranteed rate, offered by US Employee Benefits Service Group through The Brokerage Store, Inc., utilizing the Choice Partners contract number 15/021KC-06.  The current quote has no more renewal options; therefore, CFBISD has a current solicitation for this coverage with multiple vendors.  Once that solicitation is completed, the cost for 2019-2020 will be known and provided to the Board.

This insurance provides a base coverage for students participating in UIL activities, as well as catastrophic coverage. 

Voluntary coverage will be made available for parents to purchase, if desired.  The cost for voluntary coverage will be determined once the quotes have been received.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the Purchase of Student Athletic, Catastrophic and Voluntary Insurance Plan Through an Interlocal Cooperative Agreement as presented.

Description: 
Background: This is a non-exclusive contract which provides for as-needed purchases of ID card system and supplies to be utilized throughout the Carrollton-Farmers Branch Independent School District. CFBISD staff determines which vendor to use from the awarded vendors under this contract based on the campus or departmental needs and District standards.  Staff will continue to work closely with the Purchasing Department by obtaining competitive quotes from vendors awarded under this agreement, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $50,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the Purchase of RFP 2019-03-001 for ID Card System and Supplies as presented.

Description: 
Background:  RFP 17-03-091-4 provides for the purchase of plumbing supplies and equipment on an as-needed basis.  This allows District staff to purchase these items to perform minor renovations or touch up requests, as needed, as well as large scale projects.  

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the  Extension Option of RFP 17-03-091-4 For Plumbing Supplies and Equipment as presented.

Description: 
Background:  This is the second extension option for this RFP, which would allow campuses to use all fund sources to purchase special education materials and supplies as needed.   Forty-three awarded vendors under this agreement provide a variety of materials and supplies to support the instruction of special education students, such as reading materials, improvement and development of auditory and motor skills, psychological assessment, physical therapy and social development.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the Extension Option of RFP 17-03-291-4 For Special Education Materials and Supplies as presented.

Description: 
Background: At the April Board meeting, the Board of Trustees considered Code to the Future as the coding program at two elementary campuses: Davis Elementary and LaVillita Elementary.  The agreement with Code to the Future provides for curriculum and instructional coaching.  Additionally, for successful implementation, the curriculum requires the purchase of Lego WeDo and Lego EV3 Core materials in order for students to engage in building and coding.  CFB purchased Lego WeDo materials for implementation at the five elementary STEM campuses, and we have had great success and student engagement during the build activities in 2018-19. The digital learning team has collaborated with the campuses to determine needs.  The Lego WeDo will be approximately $69,282.50.  The Lego EV3 Core will be approximately $146,982.50.  The purchasing department is finalizing a quote. The Board will be provided the final cost information in the Executive Summary.  The purchase will be funded through 2018-19 general funds.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the Purchase of Instructional Materials for Code to the Future Schools as presented.

Description: 
Background: RFP 2019-02-004 for Pre-Packaged School Supplies was issued to vendors that historically supplied pre-packaged supplies to CFBISD students.  ESDC generated a list of pre-packaged supplies for grades Pre-Kindergarten through Grade 5, which met the requirements for school supplies for CFBISD.  The objective of the RFP was to establish a single supplier that would provide the same school supplies for each grade level district-wide, as well as consistent pricing from campus to campus.  Purchase of pre-packaged supplies is voluntary.  

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves RFP 2019-02-004 for Pre-Packaged School Supplies for the initial one year term with the recommended vendors as presented.

Description: 
Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Board Pre-Meeting held April 4, 2019, as presented.

Description: 
Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Regular Board Meeting held April 4, 2019, as presented.

Description:  Background:  The Board has nominated the following committee members to serve on the 2018 Bond Advisory Council

Mary Lovell                Ben Johnson David Yarbrough 

Tom Hammons           Catherine Carlin         Howard Fisher

Cydnei Drake              Robert Dye


Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the Bond Advisory Council committee members as presented. 

Description: 
Background: A committee of administrators met to discuss changes and updates to the student transfer process.  As a result of this meeting, revisions are needed to Policies FDA (LOCAL) and FDB (LOCAL).

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the revisions to Board Policies FDA (LOCAL) and FDB (LOCAL) as presented.

Description: 
Background: The selection process for architectural services falls under the Texas Government Code §2254.004, more commonly known as the Professional Services Act.  This statute prohibits the selection of professional services identified in Section §2254.004 (b) from being selected on the basis of price.  Instead, selection of these services must be made based on the qualifications of the individuals or firms submitting qualification statements as a response to “Request For Qualifications” (RFQ) solicitation document.  In this solicitation document, a Scope of Work, or Scope of Services is developed, and interested parties are invited to respond.  The selection criteria must be included, along with the relative weights of each criterion.  Although not required to be conducted by the procurement department, this selection process is generally administered by the senior procurement or purchasing official of a government entity. 

Generally, this selection takes place in two steps:  1) the solicitation, evaluation and ranking of all qualification statements received, and; 2) interview of the top ranked firms based on the evaluation and ranking.  The number of firms or individuals can be determined in the solicitation document; however a common practice is to determine this after the evaluation and rankings have been completed.  The reason for this is to avoid being locked into a certain number of interviews.  Once interviews are conducted, a final ranking is performed by the evaluation committee.  The District then attempts to negotiate a contract with the highest ranked respondent to perform architectural services for a “fair and reasonable price.”  Sec. §2254.004 (c).  This process shall continue until negotiations are successful with one or more qualifying individuals or firms.

Along with architectural services, other professional services to be selected by this process are:  engineering, land surveying, accounting, landscape architecture, medicine, optometry, real estate appraiser and a registered nurse.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approve the pool of architectural firms identified and authorize the Superintendent or his designee to assign construction projects, negotiate and execute an agreement with qualified firms to perform architectural services throughout the term of this contract.

Description: 
Background: As part of the facility assessment conducted in 2017, the need to replace the artificial turf at the indoor practice facilities at R.L. Turner, Newman Smith and Creekview High Schools was prioritized.  Staff began the process of replacing the synthetic turf utilizing contracts under a purchasing cooperative available to the district.  A scope of work was developed jointly by the athletic, operations and purchasing departments and a request for quotes was issued to contractors through the BuyBoard’s quote system from selected vendors awarded under Contract No. 560-18.  Eight vendors were invited to participate in this solicitation.

Five quotes were received on March 27, 2019.  An evaluation committee was established and evaluations are currently underway.  After narrowing the options down to the top two or three, site visits will be conducted to evaluate the installation of the options available under this process.  Once a contractor is selected, additional information will be provided to the Board in the earliest Board Report.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of replacement turf at three sites as presented. 

Description: 
Background: The district will be presenting a board resolution authorizing the sale of real property, including a 4.884 acre tract of land located on the north side of Frankford Road (2115 Frankford) formerly known as Marie Huie Special Education Center.  The current building is approximately 29,750 square feet and was purchased in 1995 from the Prince of Peace Lutheren Church for $1,250,000.  The proposed resolution will indicate that the Board of Trustees is not obligated to accept any proposal or offer.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees adopts the resolution to approve the sale of real property as presented.