October 1, 2020 at 7:00 PM - Regular Meeting

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 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 August 2020.
  

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 August 1, 2020 through August 31, 2020.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees accepts the Purchasing Report for the period of August 1, 2020 through August 31, 2020 as presented.
  

Description: 
Background:  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 each campus staffed with collegiate G-Force members who will provide a general overview of the college experience including college selection, and completion of financial aid and admissions applications. Go centers will be 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 virtually until both the university and CFBISD agree that the university staff may return to the high school campuses. The contracts are valid for the 2020-2021 school year only.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the agreements between Texas Woman’s University, University of North Texas, University of Texas at Dallas and Carrollton-Farmers Branch ISD as presented.
  

Description: 
Background:  CFBISD entered into the Operation Connectivity Matching Grant program with the Texas Education Agency (TEA) in order to participate in the Bulk Order Purchase program for hotspots, Chromebooks, and iPads for remote learning.  The District placed an order for $2,281,172 for these items in August and TEA matches that funding with an additional $2,281,172 for the purchase.

Federal funding has also been provided under the Coronavirus Relief Fund to state and local governments to provide assistance for expenditures incurred in response to second-order effects of the COVID-19 public health emergency.  The cities and counties within CFBISD were required to allocate those funds for such purposes.

The Operation Connectivity program encouraged districts to work with their city and county partners to request funding for 25% of the district’s portion. All funds provided by city and county partners will be matched dollar for dollar by the TEA.  The District reached out to all of the potential entities to pursue such a partnership.  Many had already allocated their funds to other programs, except for the City of Coppell.

Approximately 490 students in CFBISD live in the City of Coppell.  Based on the number of CFBISD students residing in Coppell, the Coppell Cares Program for Distance Learning, as part of Operation Connectivity, will provide up to $50,000 in funding for matching for those eligible students.  These funds would offset the $2,281,172 spent by CFBISD and a matching value would also be provided by TEA, further offsetting the District’s investment.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the Operation Connectivity Agreement with the City of Coppell as presented.
    
 

Description: 
Background:  The Texas Property Tax Code, under Section 26.04(a) and (b), requires the District’s Registered Texas Assessor/Collector to submit to the Board of Trustees each year the sworn certified appraisal rolls from the Dallas Central Appraisal District and the Denton Central Appraisal District.  The Certification of Appraisal Rolls summary sheet will include the total appraised, assessed and taxable value of all property by the school district, as well as the total taxable value of new property in the district.  The Board of Trustees is to adopt a resolution to approve the 2020 Tax Roll calculated from the District’s Tax Assessor/ Collector previously presented report. 
  
Each year after the tax rate is adopted, Texas Tax Code 26.09(e) requires the district tax assessor to perform the following: 
  
1. Calculate the tax imposed on each property included on the appraisal roll; 
2. Enter the amount of tax in the appraisal roll; 
3. Submit the information to the school board for approval. 
 
Approval of the appraisal roll constitutes the taxing unit’s tax roll. 
  
The District’s Registered Texas Assessor/Collector is also required to estimate the debt collection rate for the tax year.  This total includes current taxes, delinquent taxes, rollback taxes, penalties, interest, and the additional penalty under Section 33.07 and 33.08, Property Tax Code. The Board of Trustees is to adopt a resolution to approve the District’s Tax Assessor/ Collector certification of the anticipated collection rate previously presented report. 
  
The 2019 annual tax collection reports are attached for submission to the Board of Trustees as required by Section 31.10(b) of the Texas Property Tax Code. 


Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the report and resolutions as presented.
  

Description: 
Background:  This is an exclusive agreement to provide cleanings of the vent-a-hoods in all kitchens throughout CFBISD.  This service is required to comply with health codes in the various municipalities in which CFBISD facilities are located.  A schedule of cleanings is developed for each facility and is based on the number of vent-a-hoods at each kitchen. Hood cleanings are done in June of each year because the chemicals used for the cleaning cannot be used during food preparation.  This is the third of three (3) renewal options for this agreement, which complies with USDA rules for procurement of multi-year agreements.

This is the third (beginning October 2, 2020) of three (3) one (1) year extension options as specified in the RFP.

Purchases made under this agreement utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR) and the Code of Federal Regulations (CFR) sections 200.326 for participants in the National School Lunch Program.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 17-08-101-3 for Student Nutrition Annual Kitchen Services for the third one (1) year extension term with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the District through the term of this contract.
   

Description: 
Background:  This is a non-exclusive contract which provides for as-needed purchases of student nutrition kitchen equipment purchases, repair services, and parts to be utilized throughout the Carrollton-Farmers Branch Independent School District.

CFBISD staff determines which vendor to use from the awarded vendors under this contract based on the campus or departmental needs and District standards.  Staff will continue to work closely with the Purchasing Department by obtaining competitive quotes from vendors awarded under this agreement, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $50,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.
 
Purchases made under this agreement utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR) and the Code of Federal Regulations (CFR) sections 200.326 for participants in the National School Lunch Program.

This is the third (beginning October 2, 2020) of three (3) one (1) year extension options as specified in the RFP.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 17-08-151-3 for Student Nutrition Kitchen Equipment Purchases, Repair Services and Parts for the third one (1) year extension term with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the District through the term of this contract.
   

Description: 
Background:  This is a non-exclusive contract which provides for as-needed purchases of paperback and hardback books to be utilized throughout the Carrollton-Farmers Branch Independent School District.

CFBISD staff determines which vendor to use from the awarded vendors under this contract based on the campus or departmental needs and District standards.  Staff will continue to work closely with the Purchasing Department by obtaining competitive quotes from vendors awarded under this agreement, where practical, to ensure the District receives the best value for each purchase.

Individual purchases above $25,000 will be submitted to the Board of Trustees through the Purchasing Report. Individual purchases of $50,000 or above will be submitted to the Board of Trustees for approval in accordance with policy.
 
Purchases made under this contract utilizing federal funds adhere to all requirements for expenditures under federal Education Department General Administrative Regulations (EDGAR).

This is the second extension (beginning October 2, 2020) of four (4) one (1) year extension options as specified in the RFP.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 2018-08-001 for Paperback and Hardback Books for the second one (1) year extension term with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the District through the term of this contract.
  

Description: 
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 2020-2021 budget was determined by summing 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 $1,000. 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, 2021.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of Phone Services for 2020-2021 with the recommended vendors and authorizes the Superintendent or his designee to negotiate and execute contracts for such purchases in the best interest of the District.
    

Description: 
Background:  In order to address the increase of charter activity within the District and the growth in the number of students transferring out of CFBISD to attend charters and other districts, leadership requested to contract the services of qualified vendors to develop a strategy for minimizing the number of students lost to other educational options.  Included in the scope of work was the development of a plan to engage students with the objective of retaining all students, and to actively recruit lost students back to the District.  

To accomplish this, a Request for Proposals (RFP) was issued on August 3, 2020 and 178 vendors were notified of this opportunity.  Responses were received from five (5) firms, two (2) of which met the specifications and/or scope of work included in the RFP.  

Evaluations have been completed and two (2) vendors have been identified as possessing the capability to provide services unique to this effort to achieve a successful outcome.   Administration recommends awarding Audience Research & Development as the primary vendor and Caissa Public Strategy as the secondary vendor for this purchase. 

A separate component of this RFP is for the development of a district-wide brand to be used in a marketing strategy for continual student retention. Training of district staff will be delivered to principals, teachers and support staff to improve customer service and to communicate the District’s brand through its daily interactions with the community.

Agreements with each recommended vendor will be for an initial one (1) year term and includes four (4) one (1) year renewal options as specified in the RFP.  

Costs for this service over the next 18 months are not expected to exceed $227,000.  Other costs this will be tied to verified students recruited through this effort on a per student basis of $795 per student.  This effort will focus on the engagement, retention and recruitment of families through the following activities/services:

• Strategic brand research surveys, study and findings
• Brand model and brand messaging concepts
• Comprehensive brand strategy playbook
• Feedback and written recommendations from Community Leadership Committee
• Proactive TEA responses to proposed state charter expansions
• Detailed reports on proposed new charters that may impact CFBISD
• Student enrollment management system to manage retention/recruiting data
• Social and digital consultation and strategy
• Visual storytelling consultation and strategy
• Ongoing education and training for CFBISD staff and community stakeholders
• Active engagement of current and former parents and stakeholders
• In depth process review of CFB student enrollment process

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of RFP 2020-07-017 for Strategic Engagement Plan from Audience Research & Development and Caissa Public Strategy and authorizes the Superintendent or his designee to negotiate and execute contracts for such purchases in the best interest of the District.
  

Description: 
Background:  This purchase is for 2,100 AVerMedia Live Streamer PW313 webcams to support and facilitate the teacher’s instructional presentation to the remote learners.  

National and regional resellers were solicited for quotes and the District received seven responses. The quote submitted by CDW-G, under the provisions of TIPS Purchasing Cooperative Contract No. 200105 for Technology Solutions, Products and Services represents the best value to the district at a total cost of $155,064. 

These webcams were needed for the week of September 14, 2020 to support remote instruction immediately; therefore, this purchase was made to meet this need.  The authorization for this purchase falls under the emergency purchasing delegated authority granted by the Board to the Superintendent at the August 6, 2020 Regular Board meeting and is being reported to Trustees in this Executive Summary.

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

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

Description: 
Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Pre-Meeting held September 3, 2020.

Description: 
Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes from the Regular Board Meeting held September 3, 2020.

Description: 
Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the minutes from the Training Meeting held on September 15, 2020.

Description: 
Senate Bill (SB) 218, which was passed during the 77th Texas Legislature, Regular Session, 2001, authorized the implementation of a financial accountability rating system, which officially is referred to as School FIRST.  The school district’s School FIRST rating is based upon an analysis of staff and student data reported for the 2018-2019 school year as well as budgetary and actual financial data for the fiscal year ending August 31, 2019.

House Bill (HB) 5, which was passed during the 83rd Texas Legislature, Regular Session, 2013, amended Section 39.082 of the Texas Education Code to require the Commissioner of Education to include processes in the financial accountability rating system for anticipating the future solvency of each school district.

The next major changes to School FIRST will occur with the 2020-21 rating using the 2019-20 data.  During the phase-in period, the new School FIRST system has separate worksheets for rating years 2017-18, 2018-19, and 2019-20 as compared to subsequent years.  The worksheet for rating year 2017-2018 contains 15 indicators and the worksheet for rating year 2020-21 will contain 20 indicators.

Each school district must continue to announce and hold a public meeting to distribute a financial management report that explains the District’s rating and its performance under each indicator for the current and prior year within two (2) months of receiving the final accountability rating from the Texas Education Agency.  Notice of the public hearing must be published in a newspaper once a week for two (2) weeks prior to holding the public meeting.
  

Description: 
Background:  Currently, all new employees are required to provide proof of a negative tuberculosis (TB) test administered before employment with the District, or within the previous 12-month period.  The Board is being asked to consider the removal of the requirement for the TB test for employment in the District.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves revisions to Board Policy DBB (LOCAL) as presented.
  

Description: 
Background:  In conjunction with the need to continue being able to provide Personal Protective Equipment (PPE) for students and staff, a Request for Proposal was issued on August 19, 2020 and due on September 9, 2020.  Proposals were solicited from 366 vendors. One hundred thirty-four (134) vendors submitted proposals in response to the RFP. 

To accommodate the need to provide a reliable supply for a variety of personal protective equipment, all vendors are being recommended for approval under this RFP.  

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.

This agreement is for an initial one (1) year term (beginning October 1, 2020) and includes three (3) one (1) year extension options as specified in the RFP. 

The District reserves the right to purchase or re-procure this solution at any time according to any procurement method allowable under Texas Education Code §44.031 as the District’s needs require.

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the award of RFP 2020-08-018 for Personal Protective Equipment (PPE) for the initial one (1) year term with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the RFP in the best interest of the District throughout the term of this contract.
   

Description: 
Background:  Two Board members requested the item be placed on the agenda. There are two items to review:

1.  We added the new Motto, Vision, Mission statements approved by the Board in April 2020.  Found on page 33.

2.  Officer Elections (Dr. Mincberg mentioned this during the September Work/Study.) Found on page 8.