The Business and Support Services Committee of the Board will meet on the above date, time and location to discuss the following:

Transcription

1 Laredo I.S.D. Board of Trustees Business and Committee Meeting Tuesday, June 02, :30 P.M. Amber Yeary Board Room Houston St. Laredo, TX The Business and Committee of the Board will meet on the above date, time and location to discuss the following: A. Meeting called to order by Business and Committee Chairperson. B. Roll Call C. Pledge of Allegiance 1. Discussion and presentation to approve and/or ratify the monthly disbursements for April 2015 at the regular meeting of the Board of Trustees, June Ms. Flor Ayala, CPA, Chief Financial Officer 2. Discussion and presentation to approve monthly reports and/or other updates/reports: a. Unaudited Financial Statements b. Donations Report c. Tax Collection Report Ms. Flor Ayala, CPA, Chief Financial Officer 1

2 3. Discussion and presentation on the following budget amendments Date Description Department Fund Amount 3A. June 2, 2015 BA # Discussion and presentation to approve the General Operating Fund (199) budget amendment in the amount of $347,720 as a result of transfers between functional expenditure categories. Financial Management Department Fund General Operating Fund $347,720 Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 15, formal budget amendments are required in order to be in compliance with sections GAAP & Legal Compliance and Legal Requirements. 3B. June 2, BA # Discussion and Financial 2015 presentation to approve the Management General Operating Fund (199) Department budget amendment in the amount of $108,560 as a result of transfers between functional expenditure categories in the Capital Improvement Plan funds contingent on the approval on the changes to the designated amounts to the LLF ($1 million) and LLE ($500) categories. Fund General Operating Fund $108,560 Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 15, formal budget amendments are required in order to be in compliance with sections GAAP & Legal Compliance and Legal Requirements. 3C. June 2, BA # Discussion and Financial 2015 presentation to approve the Management General Operating Fund (199) Department budget amendment in the amount of $17,567 as a result of transfers between functional expenditure categories from the Board of Trustees discretionary funds. Fund General Operating Fund $17,567 Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 15, formal budget amendments are required in order to be in compliance with sections GAAP & Legal Compliance and Legal Requirements. 2

3 4. Discussion and presentation to approve and award the following bids, proposals, quotations and contracts. Date Description Recommendation TimePeriod Avail Amt 4A. June 18, Renewal 2014 Request for Proposal (RFP) #14-023: Accredited Curriculum Software Division of Curriculum and Instruction recommends renewal of the contract to Odysseyware for an estimated amount of $80,000, which represents an "as needed" basis. beginning July 25, 2015 and ending July 24, for a third (final) $80,000. $80,000. Purpose: To comply with procurement requirements to purchase accredited curriculum software for district-wide use. The software allows students to take online courses for credit recovery and advancement. Funding is available in the expenditure account code Title I Fund. 4B. June 12, Renewal 2014 Request for Qualifications (RFQ) # : Special Education Legal Services Division of Curriculum and Instruction recommends renewal of the contract to J. Cruz & Associates for an estimated amount of $30,000, which represents the best value to the processed on an "as needed" basis. beginning July 25, 2015 and ending July 24, for a third (final) $20,635. $30,000. Purpose: To comply with procurement requirements to acquire special education legal services. Funding is available in the expenditure account code General Operating Fund. 4C. June 18, Renewal 2014 Region One Child Nutrition Program - South Texas Co-op (CNP-STC) # Vendor: Janitorial Supplies, Paper and Plastic Products recommends renewal of the contracts to: Devin Distributing & Packaging, Labatt Food Service, Sysco Central Texas, Gulf Coast Paper Co., M & Q Packaging, Oliver Packaging & Equipment Co., and Ekon-O-Pac, Inc. for an estimated amount of $850,000, which represents the best value to the processed on an "as needed" basis. beginning July 1, 2015 and ending June 30, for a third (final) $806,456. $850,000. Purpose: To comply with procurement requirements to purchase paper and plastic products such as sporks, foam trays, trash liners, and food film. Funding is available in the expenditure account code Child Nutrition Program Fund. 3

4 4D. May 16, Renewal 2014 Request for Proposal (RFP) #14-014: Painting Projects recommends renewal of the contract to Gerardo's Painting for an estimated amount of $100,000, which represents the best value to the processed on an "as needed" basis. 13, 2015 and ending June 12, 2016, with an for a third (final) $160,056. $100,000. Purpose: To comply with procurement requirements to purchase painting services. The awarded vendor will paint various cafeterias, halls, doorways, rails, gyms, etc. at Cigarroa High, Daiches Elementary, Christen Middle, Dovalina Elementary, Ryan Elementary, Santo Nino Elementary, A. Pierce Elementary, and K. Tarver Elementary ($76,976). The District may also award other small painting jobs throughout the term of the contract. Funding is available in the expenditure account code General Operating Fund. 4E. June 18, Renewal 2014 Region One Child Nutrition Program South Texas Co-op (CNP-STC) Vendor # : Bread Products recommends renewal of the contract to Flowers Baking Company for an estimated amount of $124,248, which represents the best value to the processed on an as needed basis. beginning July 25, 2015 and ending July 24, for a third (final) $85,386. $124,248. Purpose: To comply with procurement requirements to purchase bread products such as sliced wheat bread, wheat hamburger buns, and wheat hot dog buns. Funding is available in the expenditure account code 101 Child Nutrition Program Fund. 4F. June 18, Renewal 2014 Region One Child Nutrition Program - South Texas Co-op (CNP-STC) Vendor # : Dairy and Juice Products recommends renewal of the contract to Hygeia/Oak Farms Dairy for an estimated amount of $3,000,000, which represents the best value to the processed on an as needed basis. beginning August 1, 2015 and ending July 31, 2016 with an option to renew for a Purpose: To comply with procurement requirements to purchase dairy and juice products. Funding is available in the expenditure account code Child Nutrition Fund. $2,510,968. $3,000,000. 4

5 4G. May 14, Region One Child 2015 Nutrition Program - South Texas Co-op (CNP-STC) Vendors # : United States Department of Agriculture Processed Foods recommends awarding contracts to: AdvancePierre Foods, Alpha Foods Co., Don Lee Farms, Pilgrim's Pride Company, Jennie-O Turkey Store, MCI Foods, Rodriguez Foods, and Tyson Prepared Foods, Inc. for an estimated amount of $1,110,470, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. beginning July 1, 2015 and ending June 30, 2016, with an $849,743. $1,110,470. Purpose: To comply with procurement requirements to purchase USDA processed foods such as hamburger patties, chicken nuggets, pizza, tamales, burritos, and sliced turkey. Funding is available in the expenditure account code Child Nutrition Program Fund. 4H. May 21, Texas Association of 2015 School Board (TASB) Buy Board Co-op: ModSpace for an estimated amount Dismantle and of $322,734 which represents the Removal of Portables best value to the District. Purchase orders will be processed on an "as needed" basis. The District last paid for dismantling services was in 2012 for $13,068 for one portable at Milton Elementary. $322,734. Purpose: To comply with procurement requirements to purchase the dismantle and removal of portables at Nixon High School. Funding is available in the expenditure account codes Construction Fund. 5

6 4I. May 21, 2015 Texas Association of School Board (TASB) Buy Board Co-op #430-13: Vehicles recommends awarding contracts to Chastang Ford ($48,847) and Gunn Chevrolet ($44,306) for an estimated amount of $93,153 which represents Administration also recommends that the Board rescind its prior approval of Caldwell Country Chevrolet (Feb. 2015) in the amount of $91,687 since the vendor cannot deliver four (4) vehicles by the 08/31/2015 deadline. an "as needed" basis. year beginning June 11, 2015 and ending June 10, $16,605. $93,153. Purpose: To comply with procurement requirements to purchase vehicles for the Fixed Assets and Division of Operations Departments. Caldwell Chevrolet - Proposed Cancellation 2015 Chevrolett Express 2500 Cargo Vans $22,001) $66, Chevrolet Passenger 12 Passenger Van $25, Total Cost Proposed Cancellations $91, Chastang Ford Proposed Purchase 2015 Transit-150 Low Roof Cargo Van $23, Transit-250 Low Roof Cargo Van $24, Buy Board Fee $ Sub- Total $48, Gunn Chevrolet Proposed Purchase 2015 Fleet/Non-Retail Chevrolet Express Cargo Vans $21,953) $43, Buy Board Fee $ Sub- Total $44, Grand Total Proposed Purchase $93, Funding is available in the expenditure account code 199 General Operating Fund. 6

7 4J. May 18, Request for BID 2015 #15-017: Outdoor Restrooms American Contracting USA for an estimated amount of $42,500, which represents the best value to the processed on an "as needed" basis. year beginning June 11, 2015 and ending June 10, No historical expenditures are available for this item. $42,500. Purpose: To comply with procurement requirements to build an outdoor restroom for the basketball courts located at Santo Nino Elementary. The proposed structure will include two restrooms (boys/girls) and will be located approximately 150 feet from the main building. Funding is available in the expenditure account code General Operating Fund CIP. 4K. October 21, 2014 Request for Proposal (RFP) #14-041: Subcontractors for Plumbing Services Arellano's Plumbing for an estimated amount of $65,000, which represents an "as needed" basis. period of six months ending January 16, 2016, with an option to renew for a second and third (final) $46,400. $65,000. Purpose: To comply with procurement requirements to purchase plumbing services for district-wide use. Vendor will provide services such as installing new plumbing lines at Santo Nino Elementary for ($28,000). The District may request additional services during the term of the contract. Funding is available in the expenditure account code -199 General Operating Fund. 4L. May 21, Texas Association of 2015 School Board (TASB) Buy Board Co-op #423-13: Santo Nino Playground Shade Canopy The Playwell Group for an estimated amount of $33,409, which represents an "as needed" basis. $1,007,100. $33,409. Purpose: To comply with procurement requirements to purchase playground shade canopy at Santo Nino. Funding is available in the expenditure account codes General Operating Fund. 7

8 4M. May 20, Request for Proposal 2015 (RFP)#15-016: Recording Studio Equipment Division of Student Services Vintage King Audio for an estimated amount of $60,000, which represents an "as needed" basis. No historical expenditures are available for this item. $60,000. Purpose: To comply with procurement requirements to purchase recording studio equipment for the VMT School of Communications and Fine Arts. Items to be purchased include microphones, focus rite, and HDX system. Funding is available in the expenditure accounts code General Operating Fund. 4N. May 22, Texas Association of 2015 School Board (TASB) Buy Board Co-op #414-12: Outdoor Furniture Division of Curriculum and Instruction JR, Inc. for an estimated amount of $37,292, which represents the best value to the District. Purchase orders will be processed on an as needed basis. $1,710,472. $37,292. Purpose: To comply with procurement requirements to purchase outdoor furniture for Nixon High School. Funding is available in the expenditure account codes Construction Fund. 4O. May 19, Request for Proposal 2015 (RFP) #15-003: Digital Scanning and Shredding Services Division of Finance DocuLynx, Inc. for an estimated amount of $27,000, which represents an as needed basis. $20,200. $27,000. Purpose: To comply with procurement requirements to purchase digital scanning and shredding services for the District Tax Office. Documents to be scanned include tax collections and mortgage reports, as well as appraisal documentation. Funding is available in the expenditure account code General Operating Fund. 8

9 4P. May 19, Texas Department of 2015 Information Resources (DIR) #DIR-TSO-2676 Vendor: Threat Management Solution Hardware/Support Technology Department Presidio Networked Solutions Group, LLC for an estimated amount of $170,500, which represents the best value to the District. Purchase orders will be processed on an "as needed" basis. 2016, with an $103,996. $170,500. Purpose: To comply with procurement requirements to purchase computer hardware/support. The hardware will safeguard the District's computers and networks against malicious online threats. Funding is available in the expenditure account code 211 Title I Fund. 4Q. April 22, 2015 Request for Proposal (RFP) #15-013: Instructional Projectors and Related Services Technology Department Summit Integration Systems for an estimated amount of $3,945,996, which represents the best value to the processed on an "as needed" basis. period of three (3) years $1,141,061. three years are $3,945,996. Purpose: To comply with procurement requirements to purchase instructional projectors and related services to replace and install projectors at Martin HS, FS Lara, Cigarroa MS, Bruni, Gallego, Daiches, Farias, Leyendecker, Macdonnell, Alma Pierce, Ryan, Santa Maria, DD Hachar, JC Martin, Dovalina, Ligarde, Sanchez/Ochoa, Non-Traditional and Zachry. An estimated 1,282 projectors will be installed as a turnkey project. Installation at Zachry Elementary will be completed by August 2015, while remaining schools will be funded upon approval of District's budget over the next three years. Funding is pending BA Tax Refund(s) Acct# Tax Year Tax Payer Description Amount 5A Jesus Flores Staff recommends to approve the tax $1, B , 2014 Jose Angel Villarreal Staff recommends to approve the tax $ C , 2014 Elsa Estrada Staff recommends to approve the tax $

10 Acct# Tax Year Tax Payer Description Amount 5D John Gutierrez Staff recommends to approve the tax $ E Oscar J. Hale Staff recommends to approve the tax $ F , 2014 Jose L. Molina Staff recommends to approve the tax $ G , 2014 Gusmaro Garcia, Jr Staff recommends to approve the tax $ Other Items 6. Update on preliminary spring testing results. 7. Discussion and update on Superintendent Goals and July Formative Evaluation of the Superintendent. 8. Discussion and presentation on the potential sale of portable buildings that are no longer useful to the district, as per results of sealed bid # Discussion and presentation on proposed amendments and proposed funding reallocations for the Capital Improvement Plan. 10. Discussion and presentation on proposed Capital Improvement Plan (CIP) projects for school year Discussion and presentation of proposed recommendations for EIC (Local) Academic Achievement policy revisions. 10

11 12. Update on Request for Qualifications (RFQ) # selection of architect for LISD Civic Center. 13. Budget Update. 14. Communication and Updates 15. Adjournment If during the course of the meeting, discussion of any item on the agenda should be held in a closed meeting, the Board will conduct a closed meeting in accordance with the Texas Open Meetings Act, Texas Government Code, Chapter 551, Subchapter D and E. It is the policy of the Laredo Independent School District not to discriminate on the basis of race, color, national origin, gender, religion, limited English proficiency, or handicapping condition in its programs. DISABILITY ACCESS STATEMENT Persons with disabilities who plan to attend this meeting and who may need auxiliary aid or services are requested to contact Josie Z. Rodriguez at (956) at least two working days prior to the meeting so that appropriate arrangements can be made. The accessible entrance and accessible parking spaces are located at the Amber Yeary Board Room, 900 Main. 11