December 5, 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:  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.

Budget Amendments Year-to-Date as of December 5, 2024
    a.  Proposed Budget Amendments for Official Budgets - none

2.  Budget Summary Year-to-Date-as of October 31, 2024
        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.    2024-25 Project Plan
        iii.    2024-25 Expenditures
        iv.    Balance
        v.    Percentage of Budget Expended

3.  Outstanding Investments as of October 31, 2024

4.    Tax Office Reports for the month of October 2024
        a.  Year-to-Date Collection 2024-25 Report for October
        b.  Refunds of over $500 for Board Approval for October - None

Recommendation: It is recommended that the Board of Trustees accepts the financial reports for October 2024.

Description:  The attached report summarizes the purchases valued over $25,000 but not exceeding $100,000 that were made from October 1, 2024, through October 31, 2024.

Recommendation: It is recommended that the Board of Trustees accept the Purchasing Report for the period of October 1, 2024, through October 31, 2024, as presented. 

Description:  Priority #5: Optimize All Available Resources
This Purchasing Report of blanket/project purchase orders is a summary of major budgeted items approved during the budget process for the 2024-2025 fiscal year, for which scheduled purchases will be made against invoices based on usage throughout the fiscal year.  

Examples of these types of major budgeted items are utilities, such as gas and water from each municipality in which CFBISD facilities are located, electricity, and solid waste and recycling services.  

Recommendation: It is recommended that the Board of Trustees approve the acceptance of the Purchasing Report for Major Budgeted items as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
Innovative Courses in the TWEDS (Web-Enabled Data Standards) are required to be approved annually by the CFB Board in order to be offered at our campuses in the 2025-26 academic year.  These are offered as state-approved innovative courses to enable students to master knowledge, skills, and competencies not included in the essential knowledge and skills of the required curriculum (Texas Administrative Code [TAC] Section 74.27). Innovative courses are counted as state elective credits at high school campuses and meet certain endorsement requirements on the Foundation School Program.
The CTE department has reviewed the proposed courses and should not require additional funding outside of the regular school needs.

Recommendation: It is recommended that the Board of Trustees approve the offering of the proposed Innovative Courses for the 2025-2026 school year in the District's best interest, as presented.

Description:  Priority #5: Optimize All Available Resources
Request for Proposal 2022-10-031 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 make selections in the best interest of the District.  

Local, State and Federal funding sources may be used for these purchases. 

This RFP is ongoing. 

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-031 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 best interest of the District, as presented.
 

Description:  Priority #5: Optimize All Available Resources
Request for Proposal 2022-10-032 provides for grocery products and catering services throughout the District.  

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 selections in the best interest of the District.

Local, State and Federal funding sources may be used for these purchases.

This RFP is ongoing, with new vendors awarded monthly.

Recommendation: It is recommended that the Board of Trustees approve the perpetual RFP 2022-10-032 for Grocery & Catering Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District, as presented.

Description:  Priority #5: Optimize All Available Resources
Request for Proposal 2022-10-033 provides for administrative and/or educational consultants, along with professional development to be used throughout the District.  

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 selections in the best interest of the District.

Local, State and Federal funding sources may be used for these purchases.

This RFP is ongoing. 

Recommendation: It is recommended that the Board of Trustees approves the perpetual RFP 2022-10-033 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 best interest of the District, as presented.

Description:  Priority #5: Optimize All Available Resources
This is a non-exclusive contract that provides for as-needed purchases of transportation services, products, and repairs to be utilized throughout the District.   This is a qualifying bid that will be used on an as-needed basis.   
Local, State and Federal funding sources may be used for these purchases.

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 2022-10-035 for Transportation Services, Products, and Repairs with the recommended vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District, as presented.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This is a non-exclusive contract to provide maintenance and operations with various products, services, and repairs on an as-needed basis throughout the District.  This is a qualifying bid only.

Local funding sources will be used 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 2022-10-034 for Maintenance & Operations Service, Products & Repairs with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District, as presented.  
 

Description:  Priority #5:Optimize All Available Resources
This purchase is to provide a mechanism to conduct surveys with students, parents, teacher and community members, on an as-needed basis, to gather needed information to allow district leadership to make more informed decisions.  This is a qualifying bid only.  

Local, State and Federal funding sources may be used for these purchases.

This is the third (3) 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 2021-10-044 for District Survey Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District, as presented.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
This is a non-exclusive renewal that provides for as-needed purchases of HVAC Services to be utilized throughout the Carrollton-Farmers Branch Independent School District.  This is a qualifying bid only.  Purchases made under this CSP of $100,000 or more will be brought to the Board of Trustees for approval separately. 

Funding for this renewal will be from General, Bond, and TIF Funds.

This is the third (3) extension of four (4) one-year renewal options as specified in the CSP. 

Recommendation: It is recommended that the Board of Trustees approve the extension of CSP 2021-09-043 for HVAC Services with the attached vendors and authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District, as presented.

Description:  Priority #5: Optimize All Available Resources
This purchase is a renewal of the Laserfiche document management and retention software solution. This document management system is used district-wide and interfaces with several software programs within the District.  The District will utilize the BuyBoard Cooperative to procure the renewal from DocuNav Solutions.

Funding will be from the general operating budget at a cost of $120,350.54.
This renewal will be year two (2) of a three (3)-year renewal agreement. The District will bring it to the Board for renewal next year. The District requested proposals in 2020, and DocuNav was awarded the contract. This will mark the 5th year of usage.

Recommendation: It is recommended that the Board of Trustees approve the purchase of the renewal of the document management system per the attached quote 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 Facillty, Safety & Security, and Infrastructure to Adapt to Student Needs
The standard life expectancy of a school bus is 12 years or 100,000 miles. Almost 1/3 of our inventory is approaching or has surpassed 12 years in service. Our inventory includes buses that have reached their age of useful life and need replacing. This purchase will provide for the replacement of five 77-passenger student passenger buses and five 54-passenger buses for special education routes. All students will benefit from the updating of the district’s bus fleet under this planned purchase. Ten buses will also be removed from the fleet to eliminate ongoing repair cost. Competitive quotes were solicited from vendors under the BuyBoard Purchasing Cooperative. 

Funding for this purchase will be from the general operating budget.

Recommendation: It is recommended that the Board of Trustees approve the purchase of school buses with the awarded vendor as presented.

Description:  Priority #1: Optimize Engaging and Diverse Learning
The purpose of this purchase is two-fold:
1.  The iPads purchase is to replace the oldest of the iPads currently deployed to students.  Those devices cannot be updated to the latest Apple iOS operating system because the hardware does not meet the minimum system requirements.  This creates issues with meeting the minimum operating system version for testing, and we cannot apply updates that have functionality and security patches for the operating system and applications.
     a. The newest iPads are larger (10.9 inches diagonally) than the previous generations (10.2 inches diagonally) and therefore new cases must be purchased;
    b. The cost of 2660 iPads with cases will be $944,167.  
2.  The Chromebook purchase is to replace the oldest devices that are issued to students.  These devices are so old that parts are not available to fix them, and so they must be replaced as they are damaged.
a. The cost of 4000 HP Fortis G10 Chromebooks will be $1,232,840.

Recommendation: It is recommended that the Board of Trustees approve the purchase of iPads and Chromebooks and authorize the Superintendent or her designee to execute purchases or contracts in the best interest of the District, as presented.

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs

This is for Locker Room Renovations for Natatorium Use, Main Concourse Restroom Renovations, and Athletic Field Lighting Renovations. The renovations are needed to optimize these locations and for the safety and security infrastructure. The renovations will benefit students, teachers, and guests who both work and visit these locations.

Agenda Item 6.B at the August 2024 board meeting authorized $864,733 for this work. Subsequently one of the vendors used to establish the cost refused to honor their pricing. Two additional quotes were obtained and the proposer representing best value to the district identified.

Original authorization:        $    864,733
Additional authorization:     $    381,131
Total authorization:             $ 1,245,864

2018 Bond Funds will be used for this purchase.

Recommendation: It is recommended that the Board of Trustees approve the authorization for Locker Renovations for Natatorium Use, Main Concourse Restroom Renovations, and Athletic Field Lighting Renovations and authorize the Superintendent or her designee to execute purchases and/or contracts in the best interest of the District, as presented.
 

Description:  Priority #2: Optimize Facility, Safety & Security, and Infrastructure to Adapt to Student Needs
HydroPoint is among the nation’s leaders in smart water management solutions. Its product lines help companies maximize water savings, reduce operating costs, minimize business risks and achieve sustainability goals. HydroPoint combines IoT technology, data analytics, and automation to optimize irrigation, flow management and leak detection while delivering visibility and control to commercial, government, educational and community sites.
CFB partnered with HydroPoint in February 2024 for a pilot program at Stark Elementary. The program included asset mapping, remote access from any internet-based device, weather-based programming for plant types, programming versatility, individual station programming, flow sensors, and leak detection. The successful experience led to an additional grant opportunity with Microsoft partnering with HydroPoint to focus on water conservation—specifically within the Elm Fork Trinity Watershed area of North Texas. This agreement will allow CFB to expand its Stark ES pilot to an additional 20 campuses and receive support from HydroPoint for the next 10 years. The company anticipates water savings in excess of 20 million gallons per year throughout CFB.
HydroPoint’s smart water management is also utilized in retail organizations such as Google, JellyBelly, Lockheed Martin, Lowe’s, and Walmart. Within Texas, customers include Dallas and Denton ISDs, the University of Houston, Rice University, Texas State University, and the UT Southwestern Medical System.

There is no additional cost to the District to enter into this agreement.

The Agreement will be provided under separate cover at the time of the meeting.

Recommendation: It is recommended that the Board of Trustees approve the Water Management Solution Agreement with HydroPoint and Microsoft as presented.
 

Description:  Priority #5: Optimize All Available Resources
Attached is the official ballot resolution in which the Carrollton-Farmers Branch ISD will cast its votes for a representative to the Dallas Central Appraisal District.  This year, 165 votes have been allotted to CFBISD.  All votes can be cast for one candidate or the votes may be distributed among any number of candidates.  

It is recommended that the Board of Trustees approves the resolution for the nominee to the Board of Directors for the Dallas Central Appraisal District.

Description:  Priority #5: Optimize All Available Resources
Attached you will find the official ballot resolution in which the Carrollton-Farmers Branch ISD will cast its votes for a representative to the Denton Central Appraisal District.  This year, 104 votes have been allotted to CFBISD.  All votes can be cast for one candidate or the votes may be distributed among any number of candidates.

Recommendation: It is recommended that the Board of Trustees approve the resolution for the nominee to the Board of Directors for the Denton Central Appraisal District.