February 1, 2024 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 report, outstanding investments, and tax office reports.
Summary: This report includes the following items:

1.    Budget Amendments Year-to-Date as of February 1, 2024
    a.  Proposed Budget Amendments for Official Budgets- none 

2.  Budget Summary Year-to-Date-as of December 31, 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.    Remaining Project Plan
        ii.    2023-24 Expenditures
        iii.    Encumbrances
        iv.    Balance w/Encumbrances
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of December 31, 2023

4.    Tax Office Reports for the month of December 2023
        a.  Year-to-Date Collection 2023-24 Report for December
        b.  Refunds of over $500 for Board Approval for December - yes

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

Description:  The attached report is a summary of the purchases valued over $25,000 but not exceeding $100,000 that were made from December 1, 2023, through December 31, 2023.

Recommendation: It is recommended that the Board of Trustees accept the Purchasing Report for the period of December 1, 2023, through December 31, 2023, as presented. 

Description:  Priority # 5: Optimize All Available Resources
Background: School districts may designate no more than TEN nonbusiness days within each calendar year for purposes of the PIA. Authority to designate districts’ nonbusiness days is provided solely to the board of trustees. *It is important to note that this change in the calculation of business and nonbusiness days only applies to requests under the Public Information Act and does not apply to any other timeline that includes only District business days.
For the calendar year 2024, the following ten nonbusiness days for consideration of and responses to Public Information Act requests:
March 11, 2024
March 12, 2024
Marrch 13, 2024
March 14, 2024
October 14-15, 2024
November 27, 2024
December 27, 2024
December 30-31, 2024

Recommendation: It is recommended that the Board of Trustees approve/designate for the calendar year 2024 the following ten nonbusiness days for consideration of and responses to Public Information Act requests: 
March 11-14, 2024
Octber 14-15, 2024
November 27, 2024
December 27, 2024
December 30-31, 2024
as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
This is the renewal of a non-exclusive proposal, qualifying and approving vendors to provide as-needed instructional supplies and teaching materials utilized throughout the Carrollton-Farmers Branch Independent School District.  

Federal, state and local funds will be utilized for this purchase.
This is the second (2) extension of four (4) one-year renewal options as specified in the RFP.  

Recommendation: It is recommended that the Board of Trustees approve the extension of RFP 2021-11-046 for Instructional Supplies and Teaching Materials with the attached recommended vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest, as presented. 

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This is an extension of a non-exclusive proposal, qualifying and approving vendors, to provide as-needed ground supplies and equipment to be utilized throughout Carrollton-Farmers Branch ISD. 

Local, state and federal funds will be utilized for this purchase.
This is the second (2) extension of four (4) one-year renewal options as specified in the RFP.

Recommendation: It is recommended that the Board of Trustees approve the extension of RFP 2021-11-047 for Grounds Supply and Equipment with the recommended vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest, as presented.  

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This is the renewal of a non-exclusive proposal, qualifying and approving vendors, to provide as-needed HVAC supplies and equipment throughout the Carrollton-Farmers Branch ISD.

Local funds will be utilized for this purchase.
This is the second (2) extension of four (4) one-year renewal options as specified in the RFP.  

Recommendation: It is recommended that the Board of Trustees approve the extension of RFP 2021-11-048 for HVAC Supplies and Equipment with the attached recommended vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest as presented.

Description:  Priority #5: Optimize All Available Resources
This is a non-exclusive contract which 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 and new vendors will be brought to the Board for monthly awards or 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.  

Local, state and federal funds will be utilized for these purchases.
This is an ongoing contract in the first of four (4) one-year extensions.   

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-031e for Outside Contracted Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within this RFP in the District's best interested as presented.

Description:  Priority #5: Optimize All Available Resources
This is a non-exclusive contract which provides for grocery products 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 a 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.

Federal, state and local funds will be utilized for these purchases.
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 approve the perpetual RFP 2022-10-032c for Grocery & Catering Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within this RFP in the District's best interest as presented.

 

Description:  Priority #5: Optimize All Available Resources
This is a non-exclusive qualifying bid, which 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 a perpetual RFP, and new vendors will be brought to the Board for monthly awards or, 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 interest of the District.   

Federal, state and local funds will be utilized for these purchases.
This is an ongoing contract in the first of four (4) one-year extensions.  

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-033e for Administrative, Educational Consultants, & Professional Development Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts within the RFP in the District's best interest.
 

Description:  Priority #5: Optimize All Available Resources
This Request for Proposal was issued for the purchase of the Student Nutrition Software System for the Student Nutrition Department. This purchase would include the full food service software suite to include menu planning, inventory management, point-of-sales, free and reduced application processing and notification, online menus, digital menus, online pre-payment and transaction history, and central warehouse features. The District received four (4) submissions. A committee reviewed and evaluated all submissions and chose Primero Edge from Cybersoft Technologies as the best value to the District. 

Student Nutrition Department program funds in the amount not to exceed $125,000.00 would be utilized for this purchase.
Initial contract and implementation will begin February 2, 2024, with the option of four (4) one-year renewals. 

Recommendation: It is recommended that the Board of Trustees approve
RFP 2023-12-051 for Student Nutrition Software System and authorize the Superintendent or her designee to execute purchases and/or contracts in the District's best interest as presented.  

Description:  Priority #1: Optimize Engaging and Diverse Learning
Texas Election Law states that it is necessary for the Board of Trustees to pass an order establishing the procedure for filing and conducting a Trustee Election. The election must be called by February 16, 2024. This election will be conducted for the purpose of electing two (2) at-large members to the Board of Trustees of Carrollton-Farmers Branch ISD.

Recommendation: It is recommended that the Board of Trustees approve the Adoption of the Election Order for the General Election to be held on May 4, 2024.

Description:  Priority #5: Optimize All Available Resources
In alignment with District Priority 5 and in order to better serve the students and families of our district, we are considering the first step of a three-step process in negotiating and contracting the construction cost associated with the project: Student Services Center

Step 1: Approval of the Construction Delivery Method

Step 2: Selection of a Construction Manager: 

Step 3: Approval of a Guaranteed Maximum Price (GMP)
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Step 1: Approval of the Construction Delivery Method:

Board Policy CV (LOCAL) requires the Board to determine the project delivery method to be used for each construction contract at or above $50,000.  To assist the Board, the Superintendent shall recommend the project delivery method that she determines provides the best value to the District.  The District recommends Construction Manager at Risk (CMAR) for the method of procurement for Construction Services for the Student Service Center.

Construction Management at Risk (CMAR)
CMAR is a delivery method wherein the Construction Manager at Risk serves as the General Contractor assuming the risk for construction guaranteed price and provides design phase consultation in evaluating costs, schedule, implications of alternative designs, systems and materials during and after design of the facility. 

The Board of Trustees will be provided ample time and information at the February 15, 2024, Board Work Study Meeting.

Recommendation: It is recommended that the Board of Trustees approve Construction Manager at Risk (CMAR) as the procurement method for the construction of the Student Services Center and authorize the Superintendent or her designee the authority to execute purchases and contracts in the District's best interest.        

Description:  Priority #5: Optimize All Available Resources
BED (LOCAL) Regulates public participation in board meetings. The recommendation is to amend this policy, permitting non-district stakeholders one minute to address the board while retaining the existing three-minute allocation for district stakeholders. The recommendation is to modify this policy so that non-district stakeholders are allowed one minute to address the Board and to maintain the current three minutes for stakeholders.    

Recommendation: It is recommended that the Board of Trustees approve amending Policy BED (LOCAL) as presented.

Description:  Priority #3: Optimize Social and Emotional Health of all Students
This bill allows districts to use safety funds to hire unlicensed chaplains for mental health roles. Certification for chaplains is not a requirement. The intent of this bill is to use chaplains to address the counselor shortage throughout the state.  CFB currently has two counselor vacancies.  Interviews with certified counselors are being conducted at this time.  
Boards are required to vote by March 1, 2024, whether chaplains will be hired in a counselor capacity.  This item was presented to the Board Policy Subcommittee on January 18, 2024.

Recommendation: It is recommended that the Board of Trustees adopt the resolution as presented.