April 7, 2022 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 the recommendation of the Superintendent 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 the recommendation of the Superintendent that the Board of Trustees approve the employment of these individuals as indicated on the list provided.

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, 2022
    a.  Proposed Budget Amendments for Official Budgets - none

2.  Budget Summary Year-to-Date as of February 28, 2022
        a.  Unaudited Revenue Summary including:
        i.    Adopted Budget
        ii.    Current Amended Budget
        iii.    Realized to-date Revenue
        iv.    Unrealized Revenue
        v.    Percentage Revenue Realized
        b.  Unaudited Expenditure Summary including:
        i.    Adopted Budget
        ii.    Current Amended Budget
        iii.    Cumulative to-date Expenditures
        iv.    Unencumbered Balance
        v.    Percentage of Budget Expended for the following funds:
                1.  General Funds
                2.  Special Revenue Funds
                3.  Debt Service Funds
                4.  Capital Projects Funds
        c.  Construction Summary including:
        i.    Remaining Project Plan Budget
        ii.    2021-22 Expenditures
        iii.    Balance
        iv.    Percentage of Budget Expended
    
3.  Outstanding Investments as of February 28, 2022

4.    Tax Office Reports for the month of February 2022
        a.  Year-to-Date Collection 2021-22 Report for February
        b.  Refunds of over $500.00 for Board Approval for February- see attached

5.  Federal Grant Applications as of February 28, 2022 - $515,162

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accept the financial reports as presented for February 2022.

Description:  Priority #5: Optimize All Available Resources
Background: The attached report is a summary of the purchases valued over $25,000 but not exceeding $100,000 that were made from February 1, 2022 through February 28, 2022.

Recommendation:   It is the recommendation of the Superintendent that the Board of Trustees approve the Purchasing Report for the period of February 1, 2022 through February 28, 2022 as presented.

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 a list of contracts with the type of contract, length, and year of expiration indicated.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees accept the Contract recommendation 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 Dallas College Brookhaven campus academic calendar in order to increase their efficiency. The proposed ECHS calendar meets Texas Education Code 25.0811.

The waiver will be completed online once the Board's approval is received.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Early College High School Calendar as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This purchase provides tuition for special education students with auditory impairment to receive services from the Dallas Regional Day School Program for the Deaf (DRDSPD). These services were provided through a previously approved shared services agreement (SSA) between the District and the DRDSPD. 

The existing SSA is due to expire on June 30, 2022. Therefore, to continue procuring services for these students, a new SSA is required; however, this agreement is required to be approved and returned by April 30, 2022.  

Under this agreement, students identified with auditory impairment attend the regional day school program on a part or full-time basis.  Full-time students are transported to DRDSPD, while other students receive itinerant deaf education services on a part-time basis at Carrollton-Farmers Branch ISD campuses.  This agreement provides services as needed for not-yet-school-age children. These services may increase or decrease due to in-district or out-of-district transfers.

The cost for these shared services is based on the number of students receiving services, which is unknown at this time.  Once the number of students receiving services for 2022-2023 has been identified, an estimate will be sent to the District and submitted to the Board to approve the expenditure at a later Board meeting.    

One additional fact to know is that the transportation costs were not assessed through the 2018-2019 school year; however, with the dissolution of Dallas County Schools following the 2018-2019 school year, transportation, which was provided by Dallas County Schools, is now being provided by the District at its own cost.  

The fund source for these services will be the 2022-2023 General Operating budget.

This is a new shared services agreement, effective July 1, 2022, with an expiration date of June 30, 2025.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the Shared Services Agreement to continue the shared services from the Dallas Regional Day School Program for the Deaf for 2022-2023 and authorizes the Superintendent or his designee to execute any required document, acting in the best interest of the District throughout the term of this contract.

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 appropriateness.  This agreement is needed to purchase furniture for new classrooms or add units to existing campuses, replace furniture in existing campuses, outfit offices for replacement of outdated or obsolete furniture, as well as purchase office furniture needed at all district facilities.  This agreement benefits all students and staff by allowing quick access to address furniture needs.

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 terms is as follows:   
2019-2020 - $164,121; 2020-2021 - $370,053; and 2021-2022 - $541,169

Funding for purchases under this agreement will be from all available fund sources included in the 2021-2022 and 2022-2023 budgets.

This is the third of four (4) one (1) year 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 approve the extension of RFP 2019-01-001 for School Furniture for the third 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 #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background:  This purchase is for fuel service and products to provide for student transportation and district vehicle use.  

Purchases for fuel services and products will be made under Tarrant County Contract 2022-063 for fuel.  Awarded vendors under this contract are as follows: 

                 Primary Vendor: Jack Ray Oil Company
                 Secondary Vendor: Douglas Distributing

The estimated fuel cost for 2022-2023 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.  

The term of this contract is 12 months, effective April 7, 2022, with three (3) extension options of 12 months each.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the purchase of transportation fuel service and products with the recommended vendors, through the Tarrant County Purchasing Cooperative Contract No. 2022-063, and to authorize the Superintendent or his designee to execute renewals as provided in the contract term throughout the term of this agreement.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This non-exclusive contract provides for as-needed purchases of Custom 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 needs to provide for their students and seek competitive quotes from multiple vendors.  This contract will also cover custom printing needs such as business cards, stationary, banners, and signs. 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.  

Funding for purchases under this agreement will be from all available fund sources included in the 2021-2022 and 2022-2023 budgets.

The initial contract period will be one (1) year with the option of four (4) one (1) year renewals.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve RFP 2022-01-002 for Custom Printing Services for the initial contract period 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 non-exclusive contract provides for as-needed purchases of awards, trophies, and plaques, 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.  Students 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.  

Funding for purchases under this agreement will be from all available fund sources included in the 2021-2022 and 2022-2023 budgets.

The initial contract period will be one (1) year with the option of four (4) one-year renewals.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve RFP 2022-01-003 for Awards, Trophies, and Plaques for the initial contract period 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 & Security, and Infrastructure to Adapt to Student Needs
Background: This non-exclusive contract provides as-needed purchases of various products such as decals, lanyards, spirit items, badge holders, clipboards, water bottles etc. that are customized with either the District logo or their campus name and mascot.  

The District also purchases various apparel items, such as T-shirts, sweatshirts and polo shirts, banners and uniforms.  Uniforms are needed for Security, Maintenance, Custodial, Transportation, Student Nutrition, and other areas district-wide.   This contract award will benefit all campuses and departments, and provide additional security by identifying staff as they provide assistance to other departments and campuses. 

Invitations went out to 109 vendors, resulting in 24 responses and five (5) no-bids.  

Based on historical spending history, this contract can range from $400,000 to $600,000.  Funding for purchases under this agreement will be from all available fund sources included in the 2021-2022 and 2022-2023 budgets.

The initial contract period will be one (1) year with four (4) one (1) year renewals options.  The contract will end in April 2027.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve RFP 2022-01-006 for District Campus Apparel and Uniforms for the initial contract period 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 & Security, and Infrastructure to Adapt to Student Needs
Background: The District sought proposals through our E-Rate Consultant, VST Services, for the purchase of network equipment that is eligible for reimbursement under the federal E-Rate program. This equipment will be purchased and be used at Newman Smith High School and Sheffield Elementary, in conjunction with the current renovation project, to provide connectivity to the district’s network.  Additionally, this agreement may be used to purchase network equipment for other facilities, as needed.

Requests for Proposals were solicited from qualified vendors for this purchase.  Responses are due on Monday, April 4, 2022 and will be evaluated according to the published criteria in the solicitation document.  After evaluation, the Board will be provided the evaluation and tabulation under separate cover.

The cost of this purchase is unknown at this time, but will be quantified as part of the evaluation process.  The fund source of this purchase will be General Funds with anticipated reimbursement of up to 80% of the cost through the federal E-Rate program.
    
District administration and our consultant are confident that funding will be granted, but recent experience has changed assumptions regarding the distribution date. Until funding is granted, the District must pay the full cost of the purchase; therefore, the non-discounted cost is being submitted for approval. When the District’s funding is approved, the E-Rate program will reimburse to the District the difference between the non-discounted amount that was paid and the net discounted amount after the District’s 80% E-rate discount is applied to eligible components.

Purchases made under this contract adhere to all requirements for expenditure and rules established for participation in the Educational Rate (E-Rate) discount program administered by the Universal Service Administrative Company (USAC).

The contract period will be one (1) year, from the date of award, through June 30, 2023.

Recommendation: It is the recommendation of the Superintendent That the Board of Trustees approve RFP 2022-03-010 for E-Rate Category Two Network Equipment - Supplemental for Newman Smith High School, Sheffield Elementary and other District Sites as-needed, with the recommended vendor and delegate the authority to execute and complete any necessary documentation for this agreement to the Superintendent or his designee.

Description:  Priority #5: Optimize All Available Resources
Background: This is an exclusive contract which provides the District with service for the collection of delinquent property taxes.  

Trustees approved RFQ 17-02-081-4 for Delinquent Property Tax Collection Services to Perdue Brandon Fielder Collins and Mott, LLP (Perdue Brandon) at the April 6, 2017 Regular Board Meeting, Consent Agenda Item No. IV.B.3.l. The selected firm provides services to collect delinquent taxes on a percentage fee basis, which is the maximum allowed under state law.  CFBISD is in the final year of this agreement. In discussing options for a new delinquent property tax collection service provider, it was determined that continuing the relationship with the current service provider was in the best interest of the District.  Provisions in Texas Government Code §2254.004 allow for contracting for these services without undergoing a new selection process.

Perdue Brandon provides professional services in all aspects of delinquent tax collection matters to the Carrollton-Farmers Branch ISD at "no cost" to the District.   While there is "no cost" to CFBISD for these services, statutory provisions allow for the firm to be compensated entirely by the penalty of 20% recovered from the taxpayer.  In addition, Perdue Brandon provides delinquent tax bankruptcy litigation, including nationwide representation at "no cost" to the District. 

Perdue Brandon will cover all costs of operations to collect CFBISD’s delinquent property taxes. This includes, but is not limited to, the cost of issuance and service of citations on all foreign and domestic defendants in tax cases, and the cost of publication of all sale and re-sale notices required by law.

Perdue Brandon provides legal advice to the District in all matters related to delinquent tax collection including correspondence, telephone calls, attending meetings and other appearances, as required, on the District’s behalf. This representation includes all aspects of delinquent tax collection matters, including litigation in all civil, federal and appellate courts at no cost to Carrollton-Farmers Branch ISD.

Administration recommends a five (5) year agreement beginning June 3, 2022, which includes one (1) additional five (5) year renewal option.  

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve a resolution awarding a five (5) year agreement for Delinquent Property Tax Collection Services to Perdue Brandon Fielder Collins and Mott, LLP and further authorize the Superintendent or his designee to execute any documentation needed for this service.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: In parallel with construction and renovation projects, a multitude of services are performed by licensed professionals to ensure compliance with local, state, and federal building regulations.   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 and approved by the Board at the April 1, 2021 Regular Board Meeting, Consent Agenda Item no. 4.O.   Administration recommended this award to 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.  Approval of this recommendation will extend this agreement for another year for engagements on an as-needed basis.  

The estimated cost for these services will vary based on project and scope, but is not expected to exceed $250,000.  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 as needed.  Funding for these services varies by project, and will include general operating budgets, campus activity funds, title funds, Tax Increment Finance (TIF) funds, Tax Increment Reinvestment Zone (TIRZ) and bond funds.

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 over the duration of a construction project.

Recommendation: It is the recommendation that the Board of Trustees approve the extension of RFQ 2020-12-036 for Professional Services Related to Construction, and delegate authority of the Superintendent, or his designee, to assign projects, negotiate, and execute agreements with qualified firms not to exceed $250,000 to perform the services identified under this Request for Qualifications.

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 and staff 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 with teams of teachers in this highly engaging training will allow focused, collaborative work to occur around this important topic.

Comparative quotes were evaluated for this purchase.  Solutions Tree is the preferred vendor for this work and the cost for this professional development under this agreement is $161,430.  Therefore, the Administration recommends the Board approve a total of $161,430 for professional development from Solution Tree under this authorization.

This would be a one-time purchase for 2022-2023 utilizing both Title II funds for campus-based staff, and General Operating funds for non-campus-based staff.  This training will be repeated in some way over the next few years as Professional Learning Communities are a major part of the instructional improvement strategy for CFBISD.

Professional Development is a recurring need and will be purchased annually as funds are available.  

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 approve 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 #2: Optimize Facility, Safety & Security, And Infrastructure to Adapt 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 (3)-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 5, 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, in which construction delivery provides the best value for the governmental entity.

Step 2: Selection of construction firm: Seek Qualification Statement submissions and subsequently select the most qualified construction firm utilizing a procurement process pursuant to Texas Government Code §2269.

Step 3: Approval of a Construction Budget/Negotiated Price: Contractor firm to develop defined scopes of work and solicit bids for the assigned project.  Ultimate costs are negotiated, in tandem, with District personnel and a contracted design firm, to assure the best value to the District.
--------------------------------------------------------------------------------------------------------------------------------------------
Step 1: Approval of the Construction Delivery Method

In order to ensure the most qualified construction firm(s) is/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 (COO).  The COO will select the construction firm(s) for each component of the projects included in the High School Sports Complex Improvements project utilizing the Competitive Sealed Proposal, Two(2)-Step Process, Construction Delivery Method, which is recommended for the project listed below:

Project	Construction Value	Assigned Architect	Projected Start	Projected Completion
High School Sports Complex Improvements	To be determined	Hellas Construction	May 2022	September 2022

Utilizing the design services of Hellas Construction under a separate agreement, a Scope of Work and required deliverables will be developed and submitted to qualified firms to propose solutions for improvements to the football stadium at each high school to provide bleachers, lighting, concession stands, rest rooms, scoreboards, press boxes, public address systems and other items common with a small venue sports complex.  Further, Administration is recommending the flexibility to utilize other procurement options available, such as cooperative contracts, where individual component purchase and installation may yield additional value to the District.  Examples of this may include electronic scoreboards, bleachers and lighting for items that may be purchased and supplied by CFBISD and installed separately under the oversight of the design consultant, Hellas Construction.

The budget will be determined through the procurement solicitation process and included in any contract documents at a future Board meeting following the receipt, evaluation and ranking of responses.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve:
(1)    the construction delivery method as Competitive Sealed Proposal (CSP), Two (2)-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:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Pre-Meeting Briefing held on March 3, 2022.

Description:  Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approves the minutes of the Regular Meeting held on March 3, 2022.

Description:  Recommendation: It is the Recommendation of the Superintendent that the Board of Trustees accept the Certification of an Unopposed Candidate for the Special Election, adopt the Order canceling the May 7, 2022 Special Election, and declare the unopposed candidate elected.

Description:  Priority #5: Optimize All Available Resources
Background:  A "retention incentive" is being presented to the Board of Trustees for consideration of approval. The approved retention incentive will be paid from allotted ESSER funds received from the State. Should the need arise, the general operating budget will cover any difference necessary. The back-up use of the general fund is to provide assurances to the Board that the funding will be available to pay out the approved retention incentive. Upon approval, the retention incentive will be communicated to the District through our Communications department in April 2022 and the incentive will be targeted to be paid out in October of 2022.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the retention incentive pay for eligible employees.

Description:  Priority #5: Optimize All Available Resources
Background: The Compensation Plan has been updated to include a stipend for Special Education Teachers and an adjustment to the Summer School Pay Schedule, which will be provided under separate cover.

Recommendation: It is the recommendation of the Superintendent that the Board of Trustees approve the updated Compensation Plan as presented.