April 1, 2021 at 7:00 PM - Regular Meeting

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 approves the employment of these individuals as indicated on the attached list.

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.
This report includes the following items:

1.    Budget Amendments Year-to-Date as of April 1, 2021
    a.  Proposed Budget Amendments for Official Budgets-None

2.  Budget Summary Year-to-Date as of February 28, 2021
        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.    Total Project Plan
            ii.    2020-21 Project Plan
           iii.    2020-21 Expenditures
           iv.    Balance
           v.     Percentage of Budget Expended

3.  Outstanding Investments as of February 28, 2021

4.    Tax Office Reports for the month of February 2021
        a.  Year-to-Date Collection 2020-21 Report for February
        b.  Refunds of over $500.00 for Board approval for February-None

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accepts the Financial Reports for February 2021.

Description:  Priority #5: Optimize All Available Resources
Background: The attached report is a summary of the purchases valued over $25,000, but not exceeding $50,000 that have been made from February 1, 2021 through February 28, 2021.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accept the Purchasing Report as submitted.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: Board Policy DC (LEGAL) states, the District shall employ each classroom teacher, librarian, nurse or school counselor under a probationary contract, a continuing contract or a term contract.  

Provided under separate cover is the recommendation for teacher, librarian, nurse or school counselor contracts as presented.

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

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background:  The Texas Education Agency requires that campuses with a calendar that varies from the District calendar submit a waiver. The Early College High School (ECHS) uses the Brookhaven campus academic calendar in order to increase their efficiency. The proposed ECHS calendar meets Texas Education Code 25.0811. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the academic calendar and waiver in regards to ECHS as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background:  For students in Kindergarten through grade 8, districts may require student who are not scheduled to take an assessment to learn remotely on district-scheduled testing days in order to reduce the number of individuals on a campus at any one time and increase the number of remote students that come on campus to take the assessment. This waiver applies for district-scheduled testing days of STAAR, TELPAS online assessments, PSAT-8, and ACT Aspire.

All waivers will be conditionally approved upon receipt but may be subject to further review by TEA.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the TEA Waiver for Hybrid Instruction During District-Scheduled Testing Days for Kindergarten - 8th Grade Students.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: Texas Education Agency will now allow school districts to submit waivers for the CPR graduation requirement for the 2020-2021 school year.  Submitting this waiver will allow students to graduate regardless of whether they complete the instructional and psychomotor practice components of the requirement.  CFBISD partnered with Carrollton Fire Department and the American Heart Association to provide both the instructional video lesson and kits, which have been distributed to campuses; however, remote learners whose families do not retrieve the psychomotor practice kits, or students who have been ill and who miss the scheduled instruction and hands-on practice will not be prevented from graduating on time if CFBISD receives and institutes a waiver.  The waiver will also prevent campuses from spending time attempting to contact and instruct students who are not present for initial instruction later in the semester.  While campus staff will be encouraged to reach as many seniors as possible for CPR instruction, this waiver will provide graduation protection for graduating seniors who have not yet met this requirement.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the submission to TEA of Waiver for CPR Graduation Requirement.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This is a non-exclusive contract which provides for as-needed purchases of School Agendas, Planners, and Printing Services to be utilized throughout the Carrollton-Farmers Branch Independent School District.  Campuses and departments require miscellaneous printing to provide school planners, agendas and assignment notebooks.  This contract will allow for campuses to design custom planners and agendas specific to their campus and seek competitive quotes from multiple vendors to provide to students.  
Additionally, printing services unknown at the time of budgeting may be obtained through this agreement.  

This agreement is available to all campuses and departments.

The cost of services under this agreement will be on an as-needed basis, therefore the exact amount is not known at this time.  The previous amount spent under this agreement during the prior two (2) terms is as follows:   2019-20 - $237,952 and 2020-21 - $122,029.

Funding for purchases under this agreement will be from the general fund, activity funds, and grants funds included in the 2020-21 and 2021-22 budgets.

This is the fourth and final extension option under this agreement.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 17-02-061-4 for School Agendas, Planners, Printing Services for the fourth and final extension 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:  Priority #1: Optimizing Engaging and Diverse Learning
Background: This is a non-exclusive contract which provides for as-needed purchases of Campus Apparel and Promotions to be utilized throughout the Carrollton-Farmers Branch Independent School District. This agreement allows for as-needed purchase of school apparel to show school spirit, identify campus personnel during school sponsored meetings and events, or provide promotional items as appropriate.  

Campuses and departments need a mechanism to make purchases of this nature on an as-needed basis.  All students and staff of CFBISD will benefit from this agreement.

The cost of services under this agreement will be on an as-needed basis, therefore the exact amount is not known at this time.  The previous amount spent under this agreement during the prior two terms is as follows:   2019-2020 - $648,020 and 2020-2021 - $358,053.

Funding for purchases under this agreement will be from general fund and campus activity funds included in the 2020-21 and 2021-2022 budgets.

This is the fourth and final extension option under this agreement.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 17-02-281-4 for Campus Apparel and Promotions for the fourth and final extension 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:  Priority #2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background:  This is a non-exclusive contract which provides for as-needed purchases of Fire Protection and Security Systems to be utilized throughout the District.

The District is required to conduct annual inspections of all fire protective equipment and security systems and repair or replace items that are defective or no longer operable. This agreement provides a mechanism to purchase fire protection equipment that needs replacement, as well as parts needed to repair security systems. 

All students and staff benefit from the utilization of this agreement by ensuring all fire and security equipment and systems are in proper working order.

Pricing under this agreement is either on a catalog discount basis, or a fixed list price. The cost of purchases under this agreement will be on an as-needed basis, therefore the exact amount is not known at this time.  The previous amount spent under this agreement during the prior two (2) terms is as follows: 2019-20 - $30,630 and 2020-21 - $14,165.  With the renewed emphasis on safety, and potential new federal funding sources, it is likely that the annual spend will exceed $50,000 annually.

Funding for purchases under this agreement will be from all the general fund and federal funds included in the 2020-21 and 2021-2022 budgets.

This is the third of four (4) extension options under this agreement, which will expire in April 2024 if all extension options are utilized.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 18-02-085-4 for Fire Protection and Security Systems for the third of four (4) extension options 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.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background:  This provides for as-needed purchases of school furniture to be utilized throughout the District.

The primary purpose of this agreement is to provide replacement furniture at campuses and facilities based on District standards and grade level appropriate.  This agreement is needed to purchase furniture for new classrooms or added units to existing campuses, replace furniture in existing campuses, outfit offices for replacement of outdated or obsolete furniture, as well as be able to purchase office furniture needed at all District facilities.  This agreement benefits all students and staff by being able to quickly obtain needed furniture.

Pricing under this agreement is either on a catalog discount basis, or a fixed list price. The cost of purchases under this agreement will be on an as-needed basis, therefore the exact amount is not known at this time.  The previous amount spent under this agreement during the prior two terms is as follows:   2019-20 - $164,121 and 2020-21 - $370,053.

Funding for purchases under this agreement will be from the general fund as included in the 2020-21 and 2021-22 budgets.

This is the second of four (4) extension options under this agreement, which will expire in April 2024 if all extension options are utilized.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the extension of RFP 2019-01-001 for School Furniture for the second of four (4) one (1) year extension options 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:  Priority #1: Optimize Engaging and Diverse Learning
Background: This is a non-exclusive contract which provides for as-needed purchases of district employee uniforms to be utilized throughout the Carrollton-Farmers Branch Independent School District.  This agreement allows for the purchase of district uniforms to provide support departments, such as Facility Services, Operations, Custodial Services, Student Nutrition and Transportation.  

Supplying uniforms allow immediate identification of school personnel and instills an element of pride as a District employee.  Additionally, campuses may utilize this contract to provide staff shirts for identification at school events.  Under this agreement, District standards are utilized in order to maintain a consistent appearance throughout in all uniform applications.  Additionally, supplying employee uniforms provide employees a quality appearance and saves on wear and tear on their personal wardrobe.

The cost of services under this agreement will be on an as-needed basis, therefore the exact amount is not known at this time.  The previous amount spent under this agreement during the prior two (2) terms is as follows 2019-2020 - $30,567 and 2020-2021 - $27,790.

Funding for purchases under this agreement will be from all available fund sources included in the 2020-21 and 2021-2022 budgets.

This is the fourth and final extension option under this agreement, which will expire in April 2022.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 17-03-011-4 for District Employee Uniforms for the final 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:  Priority #5: Optimize All Available Resources
Background:  This is for as-needed purchases of paint supply and equipment to be utilized throughout the District on painting projects. 

The cost of this contract can vary year to year depending on the needs at the time; normally between $10,000-$75,000.  

Board approved and appropriated budgeted funds including the general operating budget will be used.  

This is the fourth (4th) and final extension (beginning April 2, 2021) as specified in the RFP. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the option to extend this agreement RFP 17-02-211-4 for the fourth (4th) and final extension with the recommended vendor.

Description:  Priority #1: Optimizing Engaging and Diverse Learning
Background:  This is a non-exclusive contract which provides for as-needed purchases of Trophies, Awards, Plaques, and Related Items to be utilized throughout the Carrollton-Farmers Branch Independent School District.

Campuses utilize this contract to provide awards for athletic events, spelling bees, year-end events such as field day, talent shows, and other needs recognizing students for achievement, and staff recognition.  Students and district employee of all campuses will benefit from the approval and use of this agreement. 

Pricing under this agreement is either on a catalog discount basis, or a fixed list price. The cost of purchases under this agreement will be on an as-needed basis, therefore the exact amount is not known at this time.  The previous amount spent under this agreement during the prior two (2) terms is as follows: 2019-2020 - $91,922 and 2020-2021 - $31,892.

Funding for purchases under this agreement will be from the general fund and activity funds included in the 2020-21 and 2021-2022 budgets.

This is the fourth and final extension option under this agreement, which will expire in April 2022.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the option to extend the agreement of RFP 17-03-021-4 for Trophies, Awards, Plaques and Related Items for the fourth one (1) year extension option 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:  Priority #2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background:  A multitude of services are performed by licensed professionals to ensure compliance with local, state, and federal building regulations for all with construction and renovation projects.  With the volume of capital improvement projects steadily increasing throughout the District, it is anticipated that the dollars spent on these services will increase as well.  A formal process was proactively conducted, ensuring contracts are established with firms that have demonstrated core qualifications at competitive rates. Award of these contracts will ensure that the District is receiving the best value for these services from the most qualified firms on capital improvement projects.

As governed in Texas Government Code §2254.004, a Request for Qualifications (RFQ) was issued on February 1, 2021 to solicit Qualification Statements from firms to perform various services, as detailed below.   Twenty-six Qualification Statements were received in step one of this process, which were evaluated and ranked based on their submission. District administration determined that based on the number and variety of projects to be assigned, the District would be best served by selecting multiple firms to form a pool of qualified and competent firms that will be assigned projects based on each firm’s qualifications, competence, capabilities, and design and programming approach.  Based on their demonstrated capabilities, the following firms are being recommended to form a pool:

Geotechnical Engineering Services

Giles Engineering Associates

Alpha Testing, Inc.

Braun Intertec

Terracon Consultants, Inc.

Arias

Survey Services

Teague, Nall and Perkins, Inc.

Marshall Lancaster & Associates, Inc.

Weaver Consultant Group

Materials Testing and Observation Services

Giles Engineering Associates

Braun Intertec

Alpha Testing, Inc.

Terracon Consultants, Inc.

Arias

Environmental Testing/Surveying and Abatement Consulting Services

Giles Engineering Associates

EFI Global, Inc.

Alpha Testing, Inc.

Braun Intertec

Terracon Consultants, Inc.

Special Inspections Services

Giles Engineering Associates

Alpha Testing, Inc.

Allana, Buick, & Bers, Inc.

Braun Intertec

Terracon Consultants

Bleacher Inspection Services

Terracon Consultants, Inc.

Roofing Assessment and Drawing Review Services

Allana, Buick, & Bers, Inc.

Braun Intertec

Terracon Consultants, Inc.

Wharry Engineering

PBK Architects DBA Beam Professionals

DRYTECH Moisture Protection Technology Consultants, Inc.

Armko Industries

The estimated cost for these services will vary based on project and scope.  Individual contracts below the reporting threshold will be reported to the Board in the monthly Purchasing Report.  Those exceeding that dollar value will be brought to the Board for review and approval.  Funding for these services varies by project, and will include general operating budgets, Tax Increment Finance (TIF) funds, and bond funds.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the pool of firms to provide professional services for construction and renovation projects, and delegate authority of the Superintendent, or his designee, to assign projects, negotiate, and execute agreements with qualified firms to perform the services identified under this Request for Qualifications.

Start date for contracts will vary based on project need, but shall commence as early as Board award of these contracts, and shall not exceed December 31, 2025.  Typically, contracts will range the duration of a construction project.

Description:  Priority #2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: This purchase will be for fuel service and products to provide for student transportation and District vehicle use.

Purchases of fuel, fuel services and products will be made under Tarrant County Contract No. 2018-057 for Fuel.  Awarded vendors under this contract are Douglas Distributing, as the primary supplier, and Martin Eagle Oil Company, as the secondary vendor. This is a cooperative purchase and is the final year of this agreement.

The estimated fuel cost for 2021-2022 is not expected to exceed $700,000, which includes fuel service and products, including motor lubricants.  The funding for purchases under this agreement will be from the general operating budget.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of transportation fuel service and products with the recommended vendors and to authorize the Superintendent or his designee to execute renewals as provided in the contract terms in the best interest of the District through the term of this contract.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: Solution Tree offers a Professional Learning Communities at Work 2-day Symposium that supports the work that campuses have begun around collaboration to improve student learning.  The Professional Learning Communities at Work process is recognized as a powerful strategy for sustained, substantive school improvement.  This symposium, held virtually, will provide the knowledge and tools for elementary and secondary campus administrators to improve this powerful process in CFB.

This work also supports the tenets of the District’s current book study, Taking Action:  A Handbook for Response To Intervention (RTI) at Work. This reading reinforces the need for high quality Tier 1 instruction that can only be achieved by staff working together in Professional Learning Communities. Elementary and secondary principals participating together in this highly engaging training will allow focused, collaborative work to occur around this important topic.

The cost for the original training included in the attachment is $88,088 for 270 staff members.   After the comparison was done, we have since learned of additional training needs that need to be included. Therefore, Administration recommends the Board approve a total of $113,088 for professional development from Solution Tree under this authorization.

This would be a one-time purchase from Title II funds for this year.  However, this training will be repeated in some form or fashion over the next few years as Professional Learning Communities are a major part of the instructional improvement strategy for CFBISD.

This purchase is being made as a cooperative purchase through the Allied State Purchasing Cooperative Contract No. 15-7176.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the purchase of professional development from Solution Tree and to authorize the Superintendent or his designee to execute agreements in the best interest of the District through the term of this contract.

Description:  Priority #5: Optimize All Available Resources
Background:  The standard life expectancy of a bus is 12 years or 100,000 miles.  A plan has been designed to provide a systematic schedule for replacing buses that are at or near the end of life.  The current inventory includes buses that have reached their age of useful life and need replacing. This purchase will provide for the replacement of five (5) 77 student passenger buses.  All students will benefit from the updating of the District’s bus fleet under this planned purchase.

Further, administration is studying the potential impact of going from three bus tiers (elementary, high, middle schools) to two bus tiers (elementary, secondary).  If we change from three tiers to two tiers, there may be need for more routes and potentially more buses.  Therefore, we may need to purchase more buses, even smaller sizes potentially, to accommodate the new transportation schedules.  

Funding authorization for this purchase is up to $1.1 million which is included in the current general fund budget.  

This is a one-time cooperative purchase to be made under BuyBoard Contract No. 630-20.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves this purchase with the recommended vendor as presented and to authorize the Superintendent or his designee to execute and complete any necessary documentation for this agreement.

Description:  Priority #2 - Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: In alignment with District Priority 2 and in support of the ongoing work identified in the 2018 Bond Program, we are commencing the first step of a three-step process in the selection of Construction Managers for the construction projects scheduled to start in 2022.  It is estimated that Step 3 for all listed projects will be brought to the Board for approval at the May 2022 meeting of the Board of Trustees.

Step 1: Approval of the Construction Delivery Method: Texas Government Code §2269.056 requires the governing body of governmental entities to determine, from among the construction delivery methods listed in §2269, which construction delivery provides the best value for the governmental entity.

Step 2: Selection of Construction Manager: Seek Qualification Statement submissions and subsequently select the most qualified Construction Manager at Risk (CM-R) utilizing a procurement process pursuant to Texas Government Code §2269.

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.
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Step 1: Approval of the Construction Delivery Method

In order to ensure the most qualified construction managers are selected to complete the work, a list of weighted criteria has been provided for review.  The requested delegation of authority shall be made by resolution and places the responsibility of full evaluation and negotiation to those delegated by the Board of Trustees.  It is the recommendation of the Superintendent that such delegation be made to the Chief Operations Officer.  They will select Construction Managers for each of the projects included in the Phase III utilizing the Construction Manager At-Risk, Two-Step Process, Construction Delivery Method, which is recommended for the project listed below:

Project	Construction Value	Assigned Architect	Projected Start	Projected Completion
Renovations to Davis, Kent, McKamy, Rainwater, Stark, and Blair Elementary Schools	$14.5 MM	LPA	May 2022	August 2022

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves (1) the construction delivery method as Construction Manager At-Risk (CM-R) to be selected in a two-step process, (2) the evaluation criteria and corresponding weighted values, and (3) the delegation of the necessary authority to receive, evaluate, and make recommendations on each project.

Description:  Priority #2 - Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: In alignment with District Priority 2 and in support of the ongoing work identified in the 2018 Bond Program, we are commencing the first step of a three-step process in the selection of Construction Managers for the construction projects scheduled to start in  2022.  It is estimated that Step 3 for all listed projects will be brought to the Board for approval at the May 2022 meeting of the Board of Trustees.

Step 1: Approval of the Construction Delivery Method: Texas Government Code §2269.056 requires the governing body of governmental entities to determine, from among the construction delivery methods listed in §2269, which construction delivery provides the best value for the governmental entity.

Step 2: Selection of Construction Manager: Seek Qualification Statement submissions and subsequently select the most qualified Construction Manager at Risk (CM-R) utilizing a procurement process pursuant to Texas Government Code §2269.

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.
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Step 1: Approval of the Construction Delivery Method

In order to ensure the most qualified construction managers are selected to complete the work, a list of weighted criteria has been provided for review.  The requested delegation of authority shall be made by resolution and places the responsibility of full evaluation and negotiation to those delegated by the Board of Trustees.  It is the recommendation of the Superintendent that such delegation be made to the Chief Operations Officer.  They will select Construction Managers for each of the projects included in the Phase III utilizing the Construction Manager At-Risk, Two-Step Process, Construction Delivery Method, which is recommended for the project listed below:

Project	Construction Value	Assigned Architect	Projected Start	Projected Completion
Renovations to Blalack, Bush, Long and Polk Middle Schools	$25.5 MM	VLK	May 2022	August 2022

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves (1) the construction delivery method as Construction Manager At-Risk (CM-R) to be selected in a two-step process, (2) the evaluation criteria and corresponding weighted values, and (3) the delegation of the necessary authority to receive, evaluate, and make recommendations on each project.

Description:  Priority #2 - Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: In alignment with District Priority 2 and in support of the ongoing work identified in the 2018 Bond Program, we are commencing the first step of a three-step process in the selection of Construction Managers for the construction projects scheduled to start in 2022.  It is estimated that Step 3 for all listed projects will be brought to the Board for approval at the May 2022 meeting of the Board of Trustees.

Step 1: Approval of the Construction Delivery Method: Texas Government Code §2269.056 requires the governing body of governmental entities to determine, from among the construction delivery methods listed in §2269, which construction delivery provides the best value for the governmental entity.

Step 2: Selection of Construction Manager: Seek Qualification Statement submissions and subsequently select the most qualified Construction Manager at Risk (CM-R) utilizing a procurement process pursuant to Texas Government Code §2269.

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.
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Step 1: Approval of the Construction Delivery Method

In order to ensure the most qualified construction managers are selected to complete the work, a list of weighted criteria has been provided for review.  The requested delegation of authority shall be made by resolution and places the responsibility of full evaluation and negotiation to those delegated by the Board of Trustees.  It is the recommendation of the Superintendent that such delegation be made to the Chief Operations Officer.  They will select Construction Managers for each of the projects included in the Phase III utilizing the Construction Manager At-Risk, Two-Step Process, Construction Delivery Method, which is recommended for the project listed below:

Project Construction Value Assigned Architect Projected Start Projected Completion Renovations to Standridge $5.0 MM VLK May 2022 September 2022

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves  (1) construction delivery method as Construction Manager At-Risk (CM-R) to be selected in a two-step process,  (2) the evaluation criteria and corresponding weighted values, and (3) the delegation of the necessary authority to receive, evaluate, and make recommendations on each project.

Description:  Priority #2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: In alignment with District Priority 2 and in support of the ongoing work identified in the 2018 Bond Program, we have completed the third step of a three-step process in the contracting for a Construction Manager for the renovations at Newman Smith High School.

Step 1: Approval of the Construction Delivery Method: Construction Manager at Risk (CM-R) delivery method approved at August 6, 2020 meeting of the Board of Trustees, Agenda Item #4. D.

Step 2: Selection of Construction Manager: Sought Qualification Statement submissions and subsequently selected the most qualified Construction Manager at Risk (CM-R) utilizing a procurement process pursuant to Texas Government Code §2269.  Board authorized the selection at the February 4, 2021 meeting of the Board of Trustees, Agenda Item #4.K.

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.
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Step 3: Approval of a Guaranteed Maximum Price (GMP):

The Board of Trustees approved the selection of Northstar Builders Group to perform the necessary construction services to renovate Newman Smith High School.  This approval included the base agreement between the District and Northstar Builders Group to provide construction management services for the renovation of the campus.

Approval of Amendment No. 1 will amend the base contract to establish a guaranteed maximum price (GMP) for the renovations project as $25,365,492, which establishes a substantial completion for the Fall of 2022.

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. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves Amendment No. 1 to the existing contract between the District and Northstar Builders Group, identified as AIA Document A133-2009 Exhibit A - Guaranteed Maximum Price Amendment.

Description:  Priority #2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: This purchase will provide internet access from the new Network Operations Center (NOC) to the service provider.  This is in addition to internet access in Zones AA already in use in the District.

All campuses and staff will benefit from Internet Access provided under this process. 

Unite Private Networks (UPN) is the recommended vendor for internet access under this solicitation.

The annual cost for Internet Access for this solicitation is $72,184. The annual cost includes the monthly recurring cost from the internet service provider and a City of Irving - Texas Access Line Fee of $15.36 per month per connection.  The fund source of this purchase will be Technology Fund with anticipated reimbursement for up to 80% of the cost through the federal E-Rate program.

This is a multi-year agreement with a beginning date of July 1, 2021 and a final expiration date of June 30, 2026 if all extension options are exercised.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approvesthe award of RFP 2021-01-003 Category 1 for Internet Access E-Rate with the recommended vendor as presented and delegate the authority to execute and complete any necessary documentation for this agreement to the Superintendent or his designee.

Description:  Priority #2: Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background:  This purchase will provide for the purchase of replacement network electronics for campuses as allowed under the E-Rate program.  

Due to vendor determination not being due and concluded until March 31, 2021, documentation for recommendation will be provided under separate cover. Replacement of network electronics and switching equipment is needed to update the District’s network and keep it operational to support the connectivity of the network to deliver instructional information, and access all District software, business and student information systems.  

All campuses and staff will benefit from the purchase and installation of new network electronics provided under this process. 

The annual cost for this purchase is unknown at this time, however, expenditures from the previous E-Rate year from July 1, 2019 through June 30, 2020 totaled $1,115,254. 

The fund source of this purchase will be General Funds with anticipated reimbursement for up to 80% of the cost through the federal E-Rate program.

This is a multi-year agreement with a beginning date of July 1, 2021 and a final expiration date of June 30, 2026 if all extension options are exercised. 

Recommendation:  It is the recommendation of the Superintendent that the Board of Trustees approves the award of RFQ 2021-03-013 Category 1 - Network Switches - E-Rate with the recommended vendor as presented and delegate the authority to execute and complete any necessary documentation for this agreement to the Superintendent or his designee.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Board of Trustees Work Study Session held March 2, 2021 as presented.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Board of Trustees Pre-Meeting Briefing held on March 4, 2021 as presented.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Regular Meeting held on March 4, 2021 as presented.

Description:  Priority #2:  Optimize Facility, Safety and Security, and Infrastructure to be Adaptable to Student Needs
Background: As part of the City of Dallas Permitting process we need to manage the drainage along the east property line which includes an existing condition of a small amount of water from the backyards of these adjacent neighbors. We have had legal review these easements and work with the City of Dallas to meet the permitting requirements, the 5ft easement along this property line grants surface drainage of this existing water.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the Easement Declaration as presented.

Description:  Priority #5: Optimize All Available Resources
Background: This Request for Qualifications was to solicit Qualification Statements from qualified firms to perform the External Financial Audit for the period ending August 31, 2021.  The current auditor has been utilized for a number of years and it is necessary to solicit new providers in order to ensure proper accounting practices are being employed in managing the District’s funds.  Evaluations concluded with an interview of the top three (3) firms, which resulted in Whitley Penn, LLP as the recommended firm to conduct the External Audit for the period ending August 31, 2021.

The primary benefactors of this selection process will be the tax payers, as well as the students and staff.  

The cost for the audit will be $61,000.  Administration requests an additional $10,000 to cover any unanticipated costs in transitioning to a new audit firm, making this a not-to-exceed amount of $71,000 for the initial audit.  In the current year we spent $57,000 on these services.

Funding for the external financial audit will be funded out of the 2021-2022 General Operating Budget.

This will be a one (1) year agreement with four (1) one-year renewal extensions.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the selection of Whitley Penn, LLP to conduct the External Financial Audit for the fiscal year ending August 31, 2021, at an amount not to exceed $71,000, and to authorize the Superintendent or his designee to execute renewals as provided in the RFQ in the best interest of the District through the term of this contract.

Description:  Background: Due to the declared state of disaster by Governor Greg Abbot due to severe weather District facilities and campuses were closed. 
This resolution enables the Board to address a premium pay rate for those employees who were directed to report to work during this school closure and emergency. 

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the Resolution for Compensation to Employees During School Closure Due to Statewide Winter Storm as presented.