April 6, 2023 at 7:00 PM - Regular Meeting

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: In accordance with Policy FMG (LOCAL), students may be permitted to take out-of-state school-sponsored trips for the following purposes: 

1.    Instructional purposes (field trips and excursions).
2.    Activities of school-sponsored or sanctioned clubs or organizations.
3.    Other sanctioned competitions. 

Recommendation: It is recommended that the Board of Trustees approve the above Out-of-State Travel Request(s).

Description:  Priority #1: Optimize Diverse and Engaging Learning
Background: The District employs full-time professional employees in positions requiring a certificate from the State Board of Educator Certification (SBEC), nurses under a probationary or term contract and other designated employees. The purpose of this agenda item is to facilitate Board approval of these contracts.

Recommendation: It is recommended that the Board of Trustees approve the employment of these individuals as indicated on the list provided.

 

Description:  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 reports, outstanding investments, and tax office reports.
Summary:  This report includes the following items:
1.    Budget Amendments Year-to-Date as of April 6, 2023
    a.  Proposed Budget Amendments for Official Budgets- none 

2.  Budget Summary Year-to-Date-as of February 28, 2023
        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.    2022-23 Project Plan
        iii.    2022-23 Expenditures
        iv.    Balance
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of February 28, 2023

4.    Tax Office Reports for the month of February 2023
        a.  Year-to-Date Collection 2022-23 Report for February
        b.  Refunds of over $500 for Board Approval for February - none

Recommendation: It is recommended that the Board of Trustees accepts the financial reports for the period ending February 2023.

Description:  Priority: Optimeze 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, 2023 through February 28, 2023.

Recommendation:   It is recommended that the Board of Trustees accepts the Purchasing Report for the period of February 1, 2023 through February 28, 2023 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 recommended that the Board of Trustees approve the Contract recommendations 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 board approval is received.

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

Description:  Priority #4: Optimize Social and Emotional Health of all Students
Background: To continue the agreement for the Youth & Family Center, the school-based health center at Vivian Field Middle School. The agreement will formalize the provision of school-based physical health care and support services for students and their families. The collaboration of CFBISD and Parkland Health utilizes an integrated multi-disciplinary team approach to helping students achieve optimal health status to maximize school performance.  CFBISD provides the facility, maintenance, utilities and Parkland Health provides staff, equipment and supplies and other resources for the operation of the Youth and Family Center at Vivian Field Middle School.

Recommendation: It is recommended that the Board of Trustees approves the Interlocal Agreement between CFBSDI and Dalla County Hospital District.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This proposal provides qualified vendors for the purchase of new and replacement classroom and office furniture district-wide, on an as-needed basis.  This is the fourth (4) and final extension option of this contract.  Expenditures under this contract will not exceed $550,000.00.

Recommendation: It is recommended that the Board of Trustees approves the Extension of RFP 2019-01-001 for School Furniture with the recommended vendors and authorize the Superintendent or her 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 a non-exclusive contract that 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, assignment notebooks, business cards, stationary, banners, and signs. This is the first (1) renewal extension of four (4) one-year renewal options as specified in the RFP.  The spend for this contract will not exceed $300,000.00. 

Recommendation: It is recommended that the Board of Trustees approves the Extension of RFP 2022-01-002 for Custom Printing Services with the recommended vendors and authorize the Superintendent or her 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 a non-exclusive contract that provides for as-needed purchases of awards, trophies, and plaques for recognizing student achievements throughout the Carrollton-Farmers Branch Independent School District.   This is the first (1) extension of four (4) one-year renewal options as specified in the RFP.  The estimated spend for this contract will not exceed $100,000.00.

Recommendation: It is recommended that the Board of Trustees approves the Extension of RFP 2022-01-003 for Awards, Trophies, and Plaques with the recommended vendors and authorize the Superintendent or her 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 non-exclusive contract provides professional services as-needed for construction and renovation projects.  During the 2018 Bond, this RFQ was solicited to qualify vendors for various services to be performed by licensed professionals to ensure compliance with local, state and federal building regulations.   Qualification statements were accepted in the categories attached on the awarded service providers list.  These services will be used as needed and in the best interest to the District.   The spend for this contract will not exceed $2,000,000.00.

Recommendation: It is recommended that the Board of Trustees approves the Extension of RFQ 2020-12-036 for Professional Services related to Construction with the recommended vendors and authorize the Superintendent or her designee to execute renewals as provided in the RFQ in the best interest of the district through the term of this contract.

Description:  Priority #5: Optimize All Available Resources
Background: This purchase is for fuel service and products for student transportation and district vehicle use.  Fuel products, such as motor lubricants and services will be made under Tarrant County Contract 2022-063 for fuel.  CFBISD utilizes Douglass Distributing for this service.  The estimated fuel cost and products is not expected to exceed $700,000.  

Recommendation: It is recommended that the Board of Trustees approves the Purchase of Transportation Fuel Service and Products under the Tarrant County Cooperative Contract and authorize the Superintendent, or her designee, to execute any contract or agreement in the best interest of the District.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Background: This is a one-time purchase for Pre-K furniture and materials to provide equitable classrooms throughout the District at all campuses. This purchase will be made from several approved vendors through CFBISD bids and various cooperatives.  Quotes have been obtained and the District will award each item providing the best value to the District.  This purchase will not exceed $780,000.00.  

Recommendation: It is recommended that the Board of Trustees approves the Purchase of Pre-K Furniture and Materials from various vendors and authorize the Superintendent, or her designee, to execute any contract or agreement in the best interest of the District.

Description:  Priority #5: Optimize All Available Resources
Background: Currently, the District is in the final year of a five (5) year lease agreement with Canon U.S.A., Inc. utilizing the DIR-CPO-4437 contract with the State of Texas.  The District is proposing a four (4) year lease agreement for the copiers throughout the District with the same vendor.  CFB has been satisfied with the service and performance of this contract.  The new agreement will add an additional eighteen (18) copiers to be distributed to areas of extensive use to alleviate the burden put on the machines in these areas.  All toner, staples, maintenance and service are provided. The District has also requested the addition of uniflow software to be added with the machines, which enables employees to print anywhere in the District, along with secure printing and many other features to maintain efficiencies.  The yearly cost of the lease will be $532,455.60 for four (4) years.

Recommendation: It is recommended that the Board of Trustees approves the Purchase of Copier Lease Services from Canon and authorize the Superintendent, or her designee, to execute any contract or agreement in the best interest of the District.   

Description:  Priority #2: Optimize Facility, Safety & 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 negotiating and contracting the construction cost associated with the project: Summer 2023 Elementary School Renovation Work

Step 1: Approval of the Construction Delivery Method: Construction Manager at Risk (CMAR) delivery method approved at the November 3, 2022 meeting of the Board of Trustees, Agenda Item #5.T.

Step 2: Selection of Construction Manager: Sought Qualification Statement submissions and subsequently selected Authers Building Group (ABG) as the most qualified Construction Manager at Risk (CMAR), approved at the December 1, 2022, Agenda Item #5.M.

Step 3: Approval of a Guaranteed Maximum Price (GMP): Contracted CMAR to develop defined scopes of work and solicit bids for the assigned project.  Ultimate costs are negotiated, in tandem, with District personnel and contracted architects, to assure the best value to the District.
------------------------------------------------------------------------------------------------------------------------------------------
Step 3: Approval of Guaranteed Maximum Price (GMP):

The Board of Trustees approved the selection of Authers Building Group to perform the necessary construction services to renovate several elementary school sites in summer 2023.  This approval included the base agreement between the District and Authers Building Group to provide construction management services for the work. 
 
Approval of Amendment No. 1 will amend the base contract to establish a Guaranteed Maximum Price (GMP) for the renovation project as $18,878,068 while establishing a substantial completion for the winter of 2023. 
 
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 recommended that the Board of Trustees approves Amendment No. 1 to the Construction Manager At-Risk contract for a Guaranteed Maximum Price for Summer 2023 Elementary School Renovation Work. Additionally, it is recommended that the Board authorize the Superintendent or designee to negotiate and execute a contract as provided in the proposal in the best interest of the District.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
Background: On April 1, 2021, the Board of Trustees approved a Guaranteed Maximum Price (GMP) of $25,365,492 with Northstar Builders Group for renovation work to be completed at Newman Smith High School. Part of this work included the installation and commissioning of district provided rooftop units.  After the installation had been completed, the city requested the installation of rooftop screening to mask the newly installed mechanical units from community view.

A Change Order of $1,162,876 (4.56% of the contract) is now being requested to provide additional funding to complete this work. 

Recommendation: It is recommended that the Board of Trustees approves Change Order #01 for $1,162,876 to the existing construction contract with Northstar Builders Group for additional work to be completed at Newman Smith High School.  Additionally, it is recommended that the Board authorize the Superintendent or designee to negotiate and execute a contract as provided in the proposal in the best interest of the District.

Description:  Priority #5: Optimize All Available Resources
Background: This is a non-exclusive contract that provides for outside contracted services, such as maintenance and operational vendors needed to make repairs, as well as other contracted services, to address various needs throughout the District, which are unknown at this time.  This is a perpetual RFP that will be awarded monthly, as needed, to increase the District’s variety of approved vendors for necessary services.  CFBISD staff will request quotes from the awarded vendors and select based on the best interest of the District for the service necessary.   

The estimated spend is not to exceed $250,000 at this time.  This amount will increase as vendors and needs arise. 

This is an ongoing contract and can renew annually up to four (4) one-year extensions.

Recommendation:  It is recommended that the Board of Trustees approves the perpetual RFP 2022-10-031e for Outside Contracted Services with the recommended vendors and to authorize the Superintendent or her designee to negotiate contracts within this RFP in the best interest of the District through the term of this contract.

Description:  Priority #5: Optimize All Available Resources
Background:  This is a non-exclusive contract that provides for grocery and catering services.  This contract will supplement the existing contract and eventually replace it, putting it on a five (5) year cycle for renewal.  This contract will approve vendors needed to be used throughout the District for various events.   This is perpetual RFP that will be awarded monthly, as needed, to increase the District’s variety of approved vendors for necessary items and services.  CFBISD staff will request quotes from the awarded vendors and make a selection based in the best interest of the District.  The estimated spend will not exceed $100,000 at this time. This amount may increase as vendors and needs arise.

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-032d for Grocery & Catering Services with the recommended vendors and to authorize the Superintendent or her designee to negotiate contracts within this RFP in the best interest of the District through the term of this contract.

Description:  Priority #5: Optimize All Available Resources
Background: This is a non-exclusive contract that provides for administrative, educational consultants, & professional development.  This contract will supplement the existing contract and eventually replace it, putting it on a five (5) year cycle for renewal.  This contract will approve vendors needed to be used throughout the District for various events.   This is perpetual RFP that will be awarded monthly, as needed, to increase the District’s variety of approved vendors for necessary items and services.  CFBISD staff will request quotes from the awarded vendors and make a selection based on the best interests of the District.   The estimated spend is not to exceed $ 100,000 at this time.  This amount will increase as vendors and needs arise.

Recommendation: It is recommended that the Board of Trustees approves the perpetual RFP 2022-10-033d for Administrative, Educational Consultants, & Professional Development Services with the recommended vendors and authorize the Superintendent or her designee to negotiate contracts within this RFP in the best interest of the District through the term of this contract.

Description:  Priority #5: Optimize All Available Resources
Recommendation: It is recommended that the Board of Trustees adopt an Order authorizing the issuance of "Carrollton-Farmers Branch Independent School District Unlimited Tax Refunding Bonds, Series 2023" pursuant to a delegated sale.