Harlandale ISD. Regular Meeting. Monday, December 17, :15 PM. Gilbert Elementary School, 931 E. Southcross, San Antonio, TX 78214

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1 Harlandale ISD Regular Meeting Monday, December 17, :15 PM Gilbert Elementary School, 931 E. Southcross, San Antonio, TX 78214

2 Agenda of Regular Meeting The Board of Trustees Harlandale Independent School District A Regular Meeting of the Board of Trustees of Harlandale Independent School District will be held Monday, December 17, 2018, beginning at 6:15 PM, Gilbert Elementary School, 931 E. Southcross, San Antonio, TX The Board may go into Closed Session on any agenda item, if permitted under Chapter 551 of the Texas Government Code. In such event, the Board President will announce the applicable Government Code Section prior to the Board going into Closed Session. 1. Meeting called to order A. Roll call and recording of Board Members present B. Declaration of quorum present. C. Recording of Superintendent and staff members present. D. Invocation and Pledges of Allegiance. 2. Harlandale ISD Mission Statement: A family working together to provide a high quality education where all students graduate to become productive and successful citizens for the 21st century. 3. Announcements and Recognitions 4. Information and Discussion A. Curriculum Committee Minutes - David Abundis, Chair 5 B. Report gift(s) accepted on behalf of the Board per policy CDC (Local). 7 C. Policy Committee Meeting Report - Mr. Mendoza, Chair 9 5. Consent A. Approve the November 1, 12, 20, 2018 board meeting minutes. 10 B. The Board will be asked to consider and take appropriate action for approval of a Memorandum of Understanding for a Lease agreement with AVANCE, Inc. for partial use of the Scheh Center from January to June to serve students in two (2) prekindergarten classrooms. C. Consider and take appropriate action regarding the budget amendments to the General Fund and the General Fund s sub-fund for the fiscal year. D. Consider and take appropriate action on the request to award RFP for the purchase of broadband internet services access for elementary and middle schools (ERATE). E. Consider and take appropriate action on the request to award RFP for the purchase of internal connections network switches upgrade MDF/IDF (ERATE). F. Consider and take appropriate action on the ranking of RFQ for the purchase of architect/ engineering services for theatrical lightning at Harlandale and McCollum High December 17, 2018

3 Schools. G. Consider and take appropriate action on the request to award RFP for the purchase of software upgrade and support plan (SUSP) services. H. Consider and take appropriate action on the request to award ITB for the purchase of rubberized playground mulch. I. Consider and take appropriate action to exercise the District s option under the Central Texas Purchasing Alliance to ride the competitively bid RFPs of San Antonio ISD Contract # RFP (AT) and Round Rock ISD contract # RFP for the provision of nursing services. 6. Individual A. The Board will be asked to review and discuss revisions to local policies as recommended by TASB and staff. 7. Citizens To Be Heard - 30 Minute Limit/ Three Minute Maximum Per Speaker. Citizens are offered an opportunity to address the Board without prior approval. The Board, however, will not comment or engage in discussion. Presentations shall be informative only - no Board action will be taken. The topics addressed shall be limited to those specifically included on the Board's agenda and/or school district related. Presentations shall not include statements which may be considered defamatory, inflammatory, and/or threatening, against a person or the District; and speakers shall not mention students names unless naming your own child, nor address a complaint against a District employee or officer. Such complaints will be handled through the guidelines set out in District Policy. At all other times, members of the public shall not enter into any discussion or debate on matters being considered by the Board. 8. Convene in Closed Session as authorized by the Texas Government Code, Chapter 551, Sections through A. The Board will discuss the recommended Regular Personnel Report (TGC ). B. The Board will discuss the Superintendent s recommendation for the appointment of an Athletic Director and subject to future reassignment by the Superintendent (TGC ) C. The Board will discuss the Superintendent s recommendation for the appointment of an Early College High School Principal and subject to future reassignment by the Superintendent (TGC ). D. Discussion regarding possible contract abandonment by term contract employee and report to TEA regarding same (TGC and ). E. Consultation with attorney regarding status of Texas Education Agency (TEA) special accreditation investigation and response (TGC ) F. Consultation with attorney and discussion concerning retention of special counsel in connection with response to TEA special accreditation report. (TGC ) G. Consultation with attorney regarding board member's requests for information under policy BBE, response and legal procedure for same. (TGC ) 9. Convene in Open Session and take appropriate action on items discussed in Closed Session. 10. Adjourn December 17, 2018

4 The notice for this meeting was posted in compliance with the Texas Open Meetings Act on December 14, Mr. Rey Madrigal Superintendent 3 December 17, 2018

5 Curriculum Committee Minutes December 12, 2018 I. The meeting was called to order by Mr. Abundis at 5:24 p.m. a. Mr Abundis and Mr. Moreno were present. b. Staff members present. II. Individual Items for review and discussion a. Harlandale Alternative Center Update i. Inquiry on current numbers and data on HAC from board members ii. Principal Mr. Andrew Dominguez present as well as staff members iii. Process for DAEP questioned, placement, instruction a. All students go to hearing, both mandatory and discretionary b. Started year at 54, September 29, and down to are unenrolled and 15 hearing pending c. Current enrollment to date 55 high school DAEP/28 boot camp 53 middle school/14 middle school boot camp d DAEP/Boot Camp enrollment 342 students went through DAEP boot camp in e. Discretionary are still allowed. Mr. Abundis concurs that discretionary hearings should still be allowed after all efforts have been exhausted. f. All campuses are required to have 2 RTI meeting or 2 ARDs prior to the hearing as evidence that BIP have been implemented and campuses have documented efforts. iv. Structure of class since we have less staff members and less students a. Students are allowed to rotate between classes. However, students are supervised and monitored throughout transitions. b. Daily students have a social skills class. c. Attempt to keep classes at 15. Will increase as needed but can modify as classes get bigger. d. Grade level and contents are separated and taught specific TEKS/content e. Follow district year at a glance v. Procedures for students who are misbehaving a. Utilize progressive discipline while at DAEP students are worked with as they progress through the levels b. Boot camp does employ physical exercise c. Parent contact. d. Implement restorative practices e. Students can be taken back to hearing depending on offense or number of offenses. Staff can also have days added as needed. 5

6 vi. vii f. Standard days of placement range from 20 or 30 days. Students can be reviewed if indicated at hearing. Curriculum and Instruction also reviews students at the semester and 6 weeks to consider early release g. Toughest cases at this point are out of district students that are claiming to live in the district. h. Home visits should be considered for students. What other options are there for students in lieu of DAEP a. When student return to home campus, progressive discipline continues. Possibility of accepting students from another school district a. Request was declined b. Mr. Madrigal indicated the district goal is to keep the current model but finances will need to be considered. III. Contracts/MOUs/Partnerships i. AVANCE a. Will be housed in smaller building at Scheh b. Students will be students that turned 3 after September 1 as well as new 3 year olds c. They will house 2 classrooms. d. Mr. Abundis suggested us thinking about the future regarding Schulze and Bellaire if there is growth and what would that look like- potential option might be to move PK from those campuses in order to create more space. IV. A motion to adjourn was offered, seconded, and passed. Meeting adjourned at 5:58 p.m. Respectfully Submitted By: Melissa Casey, Secondary Curriculum Director 6

7 HARLANDALE INDEPENDENT SCHOOL DISTRICT TO: Members of the Board FROM: Ricardo J. Hernandez, CPA 1 ~ Assistant Superintendent for Business ~r PRESENTER: Rey Madrigal Superintendent MEETING DATE: December 17, 2018 SUBJECT: Board Policy CDC (Local) report any gift(s) In accordance with Board Policy CDC (Local), the Superintendent will report any gift(s) accepted on behalf of the Board. Enclosed is a summa1y of the gift(s) received. Superintendent: Approved Rejected Mr ey Madrigal Superintendent 7

8 Report of Gifts Summary 17-Dec-18 MONETARY DONATIONS: Contribution Fund (176) Social Worl<ers Gillette ES Gilbert ES Donator Brighter Sky Foundation Walmart Susan King PURPOSE Social Worker Initiatives Supplies Supplies $ AMOUNT 5,000 1, Total Fund 176 6,300 Student Grou11 Eun!! {8651 Early College HS Kingsborough MS C.H.Guenther & Son, Inc. Texas Roadhouse Field trips Supplies Total Fund Total Monetary Donations $ 6,900 NON-MONETARY DONATIONS CAMPUS Leal MS Leal MS DONA TOR HEB Bill Miller ITEM QONATED Gift Cards Gift cards $ $ Total Non Monetary Donations 200 GRAND TOTAL $ 7,100 8

9 Harlandale Independent School District Human Resources Department Ms. Diane Tudyk, Executive Director 102 Genevieve Drive San Antonio, Texas Office: Fax: Diana To: Rey Madrigal, Superintendent Fr: Diane Tudyk, Executive Director HR RE: Policy Review Session Summary of Recommendations Date: December 10, 2018 At the December 10, 2018 Policy Committee meeting held this evening, Mr. Mendoza, Chair, recommended that due to the length of the items covered that we send the binders to all Board members so they have an opportunity to review and ask questions prior to the Board meeting. As this was a comprehensive review, there were over 80 policies that were revised, deleted or added. The binder is tabbed for your convenience1-81. There is a table of contents that indicates which policy corresponds to the numbered tab. Perhaps the easiest approach is to pull the Summary of Recommendations (located behind the table of contents) and read the recommendation made by TASB, staff or the Board. If a Board member wants to have more information than provided in the summary, they can simply locate the whole policy in the tabbed section. At the Board meeting on December 17, 2018, I will ask the Board if they approve of the revisions. If they do then TASB will then complete the next step and at a later Board meeting in January or February, the Board will adopt the policies from stem to stern as Ms. Austin described it. There are a few policies that staff wanted to change the language on and we have not received those yet. Those policies are marked as under construction. There are very few of those and we can send those out under separate cover late in the week if they are available from TASB. If not, we can add them to Update 112 which we are expecting any day now. The bottom line is that we will only bring a completely updated local policy to the Board to adopt. I wanted to thank you and the Board again for the vision in seeing the value of having policies that match our practice. As per Board operating procedures, this information should be shared with all board members. CC: Board members (X7) Blanche Diaz, Secretary to the Board Harlandale ISD : Inspiring Our Students to be the Change 9

10 Harlandale Independent School District Board of Trustees Regular Call Board Meeting November 12, 2018 The Board of Trustees of the Harlandale Independent School District met for a Regular Call Board meeting on Monday, November 12, 2018, Columbia Heights Elementary School, 1610 Fitch Ave., San Antonio, Texas Mr. Juan Mancha, President, called the meeting to order at 6:16 PM. Roll Call: Mr. Juan Mancha, President; Mr. Esequiel Zeke Mendoza, Vice President; Ms. Christine Carrillo, Secretary. Mr. David Abundis, Mr. Ricardo Moreno, Mr. Carlos Quezada, Mr. Jesus Tejeda, Members. The Chair declared a quorum present. Staff Present: Mr. Rey Madrigal, Superintendent; Richard Hernandez, Assist. Supt. For Finance; Samantha Gallegos, Assist. Supt. for Curriculum; Jerry Soto, Executive Director for Operations; Natalie Bobadilla, Public Information Officer; and Blanche Diaz, Recorder. Also present was Mr. Albert Tovar, attorney, Sanchez & Wilson. The invocation and pledges were given by students of Columbia Hts. and Mr. Santos Flores, principal, gave the thought of the day. Mr. Ricardo Moreno read the Harlandale ISD Mission Statement. THE BOARD WILL CONDUCT A PUBLIC HEARING REGARDING THE DISTRICT SUPERIOR ACHIEVEMENT RATING ON THE FINANCIAL INTEGRITY RATING SYSTEM OF TEXAS FOR THE TWELVE (12) MONTHS ENDING JUNE 30, Mr. Richard Hernandez, Assist. Supt. For Business, presented the Financial Integrity Rating System of Texas (FIRST) for the twelve months ending June 30, 2017 and reported that the Harlandale ISD received a rating of Superior Achievement under Texas Schools FIRST financial accountability rating system. The Superior Achievement rating is the State s highest, demonstrating the quality of the district s financial management and reporting system. This is the 15 th consecutive year of Superior Achievement rating received. The report consists of fifteen indicators categorized as I. Critical Indicators 1-5 measure the present financial condition, II. Fiscal Indicators 6-12 measure the fiscal responsibility of the District, III. Efficiency Indicators measure the efficiency in reporting and compliance of the District. Board members thanked Mr. Hernandez and his staff for their dedication in achieving a Superior Achievement for the past 15 years. Information and/or discussion: Mr. Abundis gave an overview of the Nov. 8 Curriculum Committee meeting minutes and stated the item discussed is on the agenda for approval. Mr. Madrigal reported gifts accepted on behalf of the board as follows: $5,410 monetary and $4,633 non-monetary for a total of $10,043. Mr. Moreno read the Nov. 1 Finance Committee meeting minutes and discussion was held. Consent: Mr. Abundis pulled item 7C for further discussion and motioned to approve by consent items 7A, B, D, E, F and Mr. Tejeda seconded: Nov. 12,

11 A. October 9, 15, 2018 board meeting minutes B. Resolution for Examinations for Acceleration or to Earn Credit, in addition to the approval of a Resolution for Credit by Examination Audit Process D. Comprehensive Annual Financial Report for the year ended June 30, 2018 as presented by Garza/Gonzales and Associates E. award ITB for the purchase of turkey and pork products under the Worker s Compensation program F.agreement with VIA Metropolitan Transit for the usage of the Crossroads Park and Ride Messrs. Abundis, Mancha, Mendoza, Moreno, Quezada, Tejeda, Ms. Carrillo voted in favor and the motion carried. 7C.: Mr. Abundis motioned to approve the Lone Star Governance Outcome Goals and Goal Progress Measures with the exception for PK 2.1 students mastering letter recognition at end of year (20 upper/20 lower and sound) and Mr. Tejeda seconded. During discussion Ms. Carrillo amended motion to stick with staff recommendation of PK 2.1 letter recognition without sound and Mr. Quezada seconded. Vote on amendment: Ms. Carrillo and Mr. Quezada voted in favor; Messrs. Abundis, Mancha, Mendoza, Moreno, Tejeda voted against and motion died. Vote on the original motion: Messrs. Abundis, Mancha, Mendoza, Moreno, Tejeda voted in favor; Ms. Carrillo and Mr. Quezada voted against. The motion carried. Mr. Moreno motioned to approve a $700 retention stipend to be paid in two installments of $350 each in December 2018 and May 2019 and Ms. Carrillo seconded. Mr. Abundis made an amendment to the motion for $700 for employees without district health insurance and $900 to employees with district health insurance to be paid half in December and half in May and Mr. Tejeda seconded. During discussion, the attorney recommended this item be discussed in closed session so he could give them legal advice per TGC Mr. Abundis motioned to take item 8A into closed session for legal advice and Mr. Mendoza seconded. All members present voted in favor and the motion carried. Closed Session: Mr. Moreno motioned to convene in closed session to discuss the following agenda items and Mr. Quezada seconded: 8A. The Board will consider and take appropriate action regarding the distribution of an employee retention stipend for the fiscal year (TGC ) A. Regular personnel report B. Discussion regarding possible contract abandonment by term contract employee and report to TEA regarding same (TGC and ). C. Consultation with legal counsel regarding pending Due Process Hearing, anticipated litigation, and settlement offer in the matter styled: Docket No. 284-SE-0618; Destiny C. v. Harlandale Independent School District; before a Special Education Hearing Officer for the State of Texas (TGC ). D. Consultation with legal counsel regarding update to Norma Zuniga v. Harlandale Independent School District, Cause No CI held in the 407th District Court, Bexar County, Texas (TGC ). E. Consultation with Attorney regarding litigation styled, Jasmine Engineering, Inc. v. Harlandale Independent School District; Cause No CI-02459; 407th Judicial Nov. 12,

12 F. District, Bexar County, Texas and associated appeal No CV filed in the Court of Appeals for the Fourth Judicial District, Bexar County, Texas (TGC ). G. Discussion regarding publication of notice of intent to obtain possible solicitation of bids for District real property and/or survey and platting of District real property, described as 100 acres +/- located in the District's southern boundaries (TGC and ). H. Consultation with attorney regarding revisions and/or updates to the Board Operating Procedures (TGC and ). Messrs. Abundis, Mancha, Mendoza, Moreno, Quezada, Tejeda, Ms. Carrillo voted in favor and the board convened in closed session at 7:56 PM. Open Session: At 9:53 PM, the board reconvened in open session. On item 8A. Mr. Abundis withdrew the amendment to his motion. Vote on original motion: Messrs. Abundis, Mancha, Mendoza, Moreno, Quezada, Tejeda, Ms. Carrillo voted in favor and the motion carried. 10A. Mr. Moreno motioned to approve the regular personnel report as discussed in closed session and Ms. Carrillo seconded. Messrs. Abundis, Mancha, Mendoza, Moreno, Quezada, Tejeda, Ms. Carrillo voted in favor and the motion carried. 10B. Mr. Abundis motioned that we have now determined Loyda Taylor failed to comply with resignation deadlines and failed to perform her contract with no good cause for this state to exist and we will inform SBEC and TEA of the failure and Loyda Taylor of abandonment of contract and seconded by Ms. Carrillo. Messrs. Abundis, Mancha, Mendoza, Moreno, Quezada, Tejeda, Ms. Carrillo voted in favor and the motion carried. 10C. Mr. Moreno motioned to proceed as discussed in closed session and Mr. Quezada seconded. Messrs. Abundis, Mancha, Mendoza, Moreno, Quezada, Tejeda, Ms. Carrillo voted in favor and the motion carried. 10D. No action 10E. Mr. Quezada motioned to direct legal counsel as discussed in closed session and Ms. Carrillo seconded. Messrs. Mancha, Mendoza, Moreno, Quezada, Ms. Carrillo voted in favor; Mr. Abundis and Mr. Tejeda abstained. The motion carried. 10F. Mr. Quezada motioned to proceed as discussed in closed session and Ms. Carrillo seconded. Messrs. Abundis, Mancha, Mendoza, Moreno, Quezada, Ms. Carrillo voted in favor; Mr. Tejeda abstained and the motion carried. 10G. no action There being no further business, Mr. Moreno motioned to adjourn and Mr. Quezada seconded. All voted in favor and the meeting adjourned at 10:03 PM. Christine Carrillo, Secretary Juan Mancha, President Nov. 12,

13 Harlandale Independent School District Board of Trustees Special Call Board Meeting November 20, 2018 The Board of Trustees of the Harlandale Independent School District met for a Special Call Board meeting on Tuesday, November 20, 2018, Central Office PDC, 102 Genevieve, San Antonio, Texas Mr. Juan Mancha, President, called the meeting to order at 5:37 PM. Roll Call: Mr. Juan Mancha, President; Mr. Esequiel Zeke Mendoza, Vice President; Ms. Christine Carrillo, Secretary. Mr. David Abundis, Mr. Carlos Quezada, Mr. Jesus Tejeda, Members. The Chair declared a quorum present. Mr. Ricardo Moreno was absent. Staff Present: Mr. Rey Madrigal, Superintendent; Richard Hernandez, Assist. Supt. For Finance; Jerry Soto, Executive Director for Operations; and Blanche Diaz, Recorder. Also present were Mr. Albert Tovar, and Mr. Robert Wilson, attorney, Sanchez & Wilson. Agenda item 2. Mr. Tovar informed the Chair that this item was also appropriate for Closed Session. Mr. Tejeda asked several questions pertaining to this agenda item being held in public. Mr. Quezada stated that this item might have legal questions that may need to be discussed in Closed Session. Closed Session: Mr. Quezada motioned to convene in Closed Session to discuss the following agenda item and Ms. Carrillo seconded: A. Consultation with attorney regarding special accreditation investigation conducted by the Texas Education Agency (TEA) (TGC ). Messrs. Abundis, Mancha, Mendoza, Quezada, Ms. Carrillo voted in favor; Mr. Tejeda voted against. The motion carried. The board convened in Closed Session at 5:42 PM. Open Session: At 6:46 PM, the board reconvened in open session. Mr. Madrigal read a prepared statement before the vote. Regarding agenda item #2, Mr. Quezada motioned to proceed as discussed in closed session and Ms. Carrillo seconded. Messrs. Abundis, Mancha, Mendoza, Quezada, Tejeda, Ms. Carrillo voted in favor and the motion carried. There being no further business, Mr. Abundis motioned to adjourn and Mr. Mendoza seconded. All voted in favor and the meeting adjourned at 6:51 PM. Christine Carrillo, Secretary Juan Mancha, President Nov. 20,

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20 HARLANDALE INDEPENDENT SCHOOL DISTRICT TO: Members of the Board FROM: Ricardo J. Hernandez, CPA ~\~, Assistant Superintendent for Business MEETING DATE: December 17, 2018 SUBJECT: BUDGET AMENDMENTS General Fund 199- Exhibit A Student Support On November 27, 2018 the District received a commitment from Brighter Sky Foundation to provide supplemental funding of an additional social worker to serve a high need area of the District (Information was provided in HH on 12/6/2018). Funding will be over the next three years of $38,000, $40,000 and $40,000 each year respectively to end in spring of 2021.The District's cost will range from $10,000 to $28,000 depending on the placement on the scale of the hiree and the timing of the hire. Therefore, staff is recommending an increase in revenues by $38,000 for the funding and $63,000 for the full amount of the position of which $25,000 will be funded from the fund balance. Vestal Elementary To transfer funds within the campus allocation from function 11 (Instructional Services) to function13 (Curriculum & Personnel Development) in the amount of $3,000 to cover professional development training to focus in the area of Reading and Writing. Donations-Sub-Fund 176-Exbibit C 1. To budget current donations received: CAMPUS Social Workers Gillette ES Gilbert ES Donation Supplies Supplies Supplies Amount 5,000 1,000 _lqq TOTAL $6.300 Superintendent: -./ Approved Rejected ~(A_f.>J~L Mr ey Madrigal Superintendent 20

21 Harlandale Independent School District GENERAL OPERATING FUND (199) FISCAL YEAR BUDGET AMENDMENT 17-Dec-18 DATA ORIGINAL APPROVED BUDGET CONTROL BUDGET ASOF CODES 7/1/ /12/2018 ESTIMATED REVENUES: 5700 Local, Intermediate & Out-of-State $ 20, 778,000 $ 20,778, State Programs 104,599, ,599, Federal Programs 3,215,000 3,215, Total Estimated Revenues 128,592, ,592,602 APPROPRIATIONS: 0011 Instructional Services 77,746,944 76, 145, Instructional Resources & Media Services 2,222,705 2,228, Curriculum & Personnel Development 3,787,114 3,793, Instruction Administration 2,062,536 2,085, School Administration 9,200, 133 9,000, Guidance & Counseling Services 5,105,362 5,108, Social Work Services 1,529,883 1,529, Health Services 1,885,747 1,900, Student (Pupil) Transportation 3,260,239 3, 198, Food Service 66, Cocurricular/Extracurricular Activities 2,328,348 2,339, General Administration 4,002,215 4,249, Plant Maintenance & Operations 16,857,353 16,783, Security and Monitoring Services 1,967,605 1,970, Data Processing Services 3,065,525 3,080, Community Services 86,999 96, Debt Service 0081 Construction 0093 Payments for Shared Services 200, , Juvenile Justice Alternative Ed. Program 145, , Other Governmental Entities 150, , Total Appropriations 135,669, ,078,868 Other Financing Sources 1200 Excess (Deficiency) of Estimated Revenues Over Appropriations/Other (7,077,132) (5,486,266) PROPOSED BUDGET ASOF Increase 12/17/2018 (Decrease) 20,816,000 38, ,599,602 3,215, ,630,602 38,000 76,142,664 (3,000) 2,228,591 3,796,906 3,000 2,085,712 9,000,714 5,108, 105 1,592,939 63,000 1,900,040 3,198,320 2,339, 120 4,249, ,783,230 1,970,956 3,080,810 96, , , , ,141,868 63,000 (5,511,266) (25,000) 0100 Fund Balance (Beginning) 42,234,302 42,234,302 42,234, Fund Balance (Ending) $ 35,157,170 $ 36,748,036 36,723,036 Exce'lollare(JY199 Fur.cl - Board Schedu'es Exhibit A 21

22 General Operating Fund (199) 17-Dec-18 Budget Fund No Revenue Balance ,000 (25,000) 2 (3,000) Functions , , (25 000) (3,000) ,000 0 Budget No Functions EXHIBIT B 22

23 Harlandale Independent School District General Fund - Subfund 176 Donations FISCAL YEAR BUDGET AMENDMENT 17-Dec-18 DATA CONTROL CODES ESTIMATED REVENUES: 5700 Local, Intermediate & Out-of-State $ 5800 State Programs 5900 Federal Programs ORIGINAL APPROVED APPROVED BUDGET BUDGET ASOF 2018/ /17/18 82,844 $ 93,836 $ PROPOSED BUDGET ASOF Increase 12/17/18 (Decrease) 100,136 6, Total Estimated Revenues $ 82,844 $ 93,836 $ 100,136 6,300 APPROPRIATIONS: 0011 Instructional Services 0012 Instructional Resources & Media Services 0013 Curriculum & Personnel Development 0021 Instruction Administration 0023 School Administration 0031 Guidance & Counseling Services 0032 Social Work Services 0033 Health Services 0034 Student (Pupil) Transportation 0035 Food Services 0036 Cocurricular/Extracurricular Activites 0041 General Administration 0051 Plant Maintenance & Operations 0052 Security and Monitoring Services 0053 Data Processing Services 0061 Community Services 0071 Debt Service 0081 Facilities Acquisition & Construction 0093 Payments for Shared Services 0095 Juvenile Justice Alternative Ed. Program ,829 1,040 1,040 1, ,098 6,098 6,653 6,268 2,953 2,953 8, ,990 3,737 65, 129 1,300 1, ,098 6,268 2,953 8, ,737 5, Total Appropriations $ 82,844 $ 93,836 $ 100, 136 6, Excess (Deficiency) of Estimated Revenues Over (Under) Appropriations/Other Resources (Uses) 0100 Unreserved Fund Blance (Beginning) 3000 Fund Balance (Ending) $=========- $========= Exhibit C lotus123!jl199.\o\1tl 23

24 HARLANDALE INDEPENDENT SCHOOL DISTRICT TO: Members of the Board FROM: Ricardo J. Hernandez, CPA ~ Assistant Superintendent for Business \( ' PRESENTER: Myrna Martinez, Director of Information Services Benjamin S. Mora, Purchasing Manager MEETING DATE: December 17, 2018 SUBJECT: Request to award RFP for broadband internet services access for elementary and middle schools (ERA TE) BACKGROUND: Network capacity in schools is one of the biggest obstacles to providing personalized, one-to-one digital learning. Due to the shift of books to laptops, ipads, and other mobile devices, the District must focus on providing ample bandwidth to effectively use internet resources including but not limited to streaming video and cloud-based content. This increase in service will ensure that our schools have the bandwidth needed to support current and future online trends including internet lessons and online testing. Providing the elementary and middle schools with their own internet connection, the District can expand the capacity for the high schools. The broadband internet services will provide the installation, operation, and management of an internet access conduit at 2 gigs internet access via fiber and will terminate at the Data Center at 632 W. Vestal. The service is then distributed to schools where they will benefit from this faster co1mection. Request for Proposal (RFP) for broadband internet services access for elementary and middle schools, E-Rate were opened on December 4, After posting the District's notice of intent in The Hart Beat and inviting one hundred and eighty-tlll'ee (183) vendors on the District's online procurement portal to review the District's requirements and offer proposals, four (4) vendors responded. The following timeline details the E-Rate process: October 19, 2018 Posted Application Form 470 on the E-Rate Website and in Bonfire October 22, 1018 Posted Addendum # 1 Project Details December 4, 2018 Project Closed for Submission - Opened Sealed Proposals March 22, 2019 Deadline for submission of signed E-Rate Application Form 471 July 1, 2019 Anticipated E-Rate Year 22 Funding begins The District receives federal E-rate funding for 90% of the cost. The District budgets local funds for its 10% share plus any non-eligible costs. This award is contingent upon the approval ofe-rate funding. RECOMMENDATION: Staff recommends that the RFP for the purchase of broadband internet access services for elementary and middle schools be awarded to the low-bidder, Crown Castle, at the estimated cost of $19,200 and the District 10% share at a cost of $1, annually for a twelve (12) month term with the voluntary option to renew for four (4) additional years. This award is contingent upon the approval of E-Rate funding. Funding for the District's cost is from the budgeted general fund designated for the District's obligation. Attachment Superintendent: ~y~~l Superintendent Approved Rejected 24

25 25 Harlandale Independent School District RFP Broadband Internet Services Access for Elementary and Middle Schools (ERATE) Total Maximum Points Crown Castle Fiber LLC CENTURYLINK LLC Spectrum Enterprise Granite Telecommunications Total Estimated Costs $19, $27, $41, $35, Purchase price of products and services eligible for E-rate discount Purchase price of products and services NOT eligible for E-rate discount The vendor s past relationship with the District The reputation of the vendor and of the vendor s goods and services The quality of the vendor s goods or services The extent to which the goods or services meet the District s needs Any other relevant factors A-1 - Historically Underutilized Business (HUB) Status Questionnaire Total Points

26 HARLANDALE INDEPENDENT SCHOOL DISTRICT TO: Members of the Board FROM: Ricardo J. Hernandez, CPA ~ Assistant Superintendent for Business Q l PRESENTER: Myrna Martinez, Director of Infonnation Services Benjamin S. Mora, Purchasing Manager MEETING DATE: December 17, SUBJECT: Request to award RFP for internal connections - network switches upgrade MDF/IDF (ERATE) BACKGROUND: The purchase of network switches will allow the District's electronic equipment to transport data to classrooms, offices, libraries, and other areas of the schools. These devices are present throughout the District in strategically located network wiring closets. They play an integral part to ensure efficiency of data flow. The equipment currently in place was installed approximately nine years ago. To avoid down time and disruption of instructional time, industry standards recommended this equipment be deemed obsolete and replaced within a one year period. This purchase will replace network switching equipment district wide. The Information Services department anticipate replacing approximately 480 pieces of network equipment. Proposals for RFP for internal connections - network switches upgrade MDF/IDF, E-Rate were opened on December 4, After posting the District's notice of intent in The Hart Beat and inviting seven hundred and ninety-five (795) vendors on the District's online procurement portal to review the Dish ict's requirements and offer proposals, four (4) vendors responded. The following timeline details the E-Rate process: October 19, 2018 Posted Application Form 470 on the E-Rate Website October 19, 2018 Posted Request for Proposals in Bonfire December 4, 2018 Project closed for submissions - Opened Sealed Proposals March 22, 2019 Deadline for submission of signed E-Rate Application Form 471 July 1, 2019 Anticipated E-Rate Year 22 Funding begins Under category 2 the District receives federal E-rate funding for 85% of the cost. The District budgets local funds for the 15% share plus any non-eligible costs. This award is contingent upon the approval of E-Rate funding. The District's share is funded tlu-ough the General Fund. RECOMMENDATION: Staff recommends that the RFP for the purchase of network switches to be placed at MDF and IDF school based network closets be awarded to Intech Southwest Services, LLC at the lowest bid and best value for an estimated cost of $321, 704 and the District's 15% share plus ineligible items at a cost of $69,156. This award is contingent upon the approval of E-Rate funding. Funding for the District's cost is from the budgeted general funds designated for the District's E-Rate share. Attachment Superintendent: ~ Approved Rejected ~y~~l Superintendent 26

27 27 Harlandale Independent School District RFP Internal Connections - Network Switches Upgrade MDF/IDF (ERATE) Total Maximum Points Intech Southwest Services, LLC Layer 3 Communications Alamo Prism Communication LLC Netsync Network Solutions Total Estimated Costs $321, $498, $369, $381, Purchase price of products and services eligible for E-rate discount Purchase price of products and services NOT eligible for E-rate discount The vendor s past relationship with the District The reputation of the vendor and of the vendor s goods and services The quality of the vendor s goods or services The extent to which the goods or services meet the District s needs Any other relevant factors A-1 - Historically Underutilized Business (HUB) Status Questionnaire Total Points

28 HARLANDALE INDEPENDENT SCHOOL DISTRICT TO: FROM: PRESENTER: MEETING DATE: SUBJECT: Members of the Board Ricardo J. Hernandez, CPA ~ Assistant Superintendent for Business l \ Gerardo Soto, Executive Director for Operations Kyle Blakeney, Director of Maintenance Benjamin S. Mora, Purchasing Manager December 17, 2018 Conside1 and take appropriate action on the ranking of RFQ for the purchase architect/engineering services for theatrical lighting at Harlandale and McCollum High Schools. BACKGROUND The District requested qualification statements from certified architectural/engineering firm s for obtaining professional services with expertise in theatrical rigging for Harlandale High School and McCollum High School auditoriums. Proposals in the form of qualifications were received on November 29, After posting the District's notice of intent in The Hart Beat and inviting one thousand two hundred and thirty (1,230) vendors on the District's online procurement portal to review the District's requirements and offer proposals, t!u"ee (3) vendors responded. RECOMMENDATION In conjunction with the District's MOST department, staff recommends approval on the ranking of RFQ for architect/engineering services for theatrical lighting at Harlandale and McCollum High Schools in accordance with the attached ranking sheet. Staff will then negotiate a contract with the top ranked firm that will provide the best value to the District for Board approval. Attachment Superintendent: --./"-----Approved _ Rejected ~y~~l Superintendent 28

29 29 Harlandale Independent School District RFQ Architect/Engineering Services for Theatrical Lighting at Harlandale and McCollum High Schools Total Maximum Points MEP Engineering, Inc. Alderson & Associates, Inc. Huitt-Zollars Ranking Ability to Provide Services (Firm Resources) Performance on Past Representative Projects Special Qualifications for School Environment Proper Submission of Forms A-1 - HUB Certification Total Points

30 HARLANDALE INDEPENDENT SCHOOL DISTRICT TO: Members of the Board FROM: Ricardo J. Hernandez, CPA O~, Assistant Superintendent for Business "- PRESENTER: Myrna Martinez, Director oflnfonnation Services Benjamin S. Mora, Purchasing Manager MEETING DATE: December 17, 2018 SUBJECT: Request to award RFP for the purchase of software upgrade and support plan (SUSP) services BACKGROUND The purchase of the reconunended software upgrade and support plan (SUSP) solution will cover current and future upgrading of the District's OnGuard and Lene! video systems through December 31, It provides the District with three years of coverage for each single video charu1el license including all Integrated OG channels, Integrated TruVision charu1els, and Integrated and/or stand-alone Prism channels. This plan provides licensing and support for approximately 3,000 security ~mits including card readers, cameras, motion sensors, and glass breaks. Proposals for RFP for the provision of software upgrade and support plan (SUSP) services were opened on November 16, After posting the District's notice of intent in The Hart Beat and inviting one thousand five hundred and two (1,502) vendors on the District's online procurement portal to review the District's requirements and offer proposals, one (1) responsive vendor submitted a proposal. Upon review, staff recommends that the District contract with Major Inc., dba Rx Technology. They have provided the best available, multi-year price and have successfully served as a software vendor to the District for many years. Rx Teclmology currently contracts with Via Metropolitan Transit, Texas Center for Infectious Disease, the Grand Hyatt San Antonio Convention Center, the Hyatt Regency, Brooks Academy of Science & Engineering, and the City of Helotes for ongoing maintenance, new installation of security cameras and equipment, and the repair and maintenance of proximity doors. The District budgets local funds for this service. RECOMMENDATION: In conjunction with the Information Services Department, staff reconm1ends that RFP for the provision of software upgrade and support plan (SUSP) services be awarded to Major Inc., dba Rx Technology for a three (3) year contract at the estimated cost of $92,865 that is a 25% discount from the their one-year service cost. Funding is from the budgeted general fund. The contract term will expire on December 31, Attachment Superintendent: --./ Approved Rejected ~y~?f;jl Superintendent 30

31 31 Harlandale Independent School District RFP Software Upgrade and Support Plan (SUSP) Services Total Maximum Points Major Inc. dba Rx Technology Total Estimated Cost $92, Pricing The reputation of the vendor and of the vendor s goods and services The quality of the vendor s goods or services 5 4 The extent the goods or services meet the Harlandale Independent School District s needs The vendor s past relationship with the Harlandale Independent School District 5 5 Any other relevant factors 5 3 The orderly presentation of all documents 5 3 A-1 - HUB & In-State Certification Total Points

32 HARLANDALE INDEPENDENT SCHOOL DISTRICT TO: FROM: PRESENTER: Members of the Board Ricardo J. Hernandez, CPA Assistant Superintendent for Business Gerardo Soto, Executive Director of Operations Kyle Blakeney, Director of Maintenance Benjamin S. Mora, Purchasing Manager MEETING DATE: December 17, 2018 SUBJECT: Request to award ITB for rubberized playground mulch BACKGROUND The District requested bids for rubberized playground mulch to maintain the mulch existing at elementary school playgrounds throughout the District. This solicitation package for the purchase of mulch was designed to meet the District's immediate needs for this material as well as to lock into competitive pricing over the next twelve ( 12) months so that the District can acquire this material as needed throughout the District. The District solicited Invitations to Bid (ITB) for the purchase of rubberized playground mulch, which were opened on November 29, After posting notice of intent in The Hart Beat and inviting one hundred and one (101) vendors on the District's online procurement portal to review the District's requirements and offer quotations, six (6) vendors responded. RECOMMENDATION In conjunction with the MOST Department, staff recommends that ITB for the provision of an estimated fifty-five (55) tons of rubberized playground mulch be awarded to Rubberecycle at the related estimated amount of $20,763. This purchase will be funded tlu ough the general fund's fund balance. Attaclm1ent Superintendent: Approved Rejected 32

33 33 Harlandale Independent School District ITB Rubberized Playground Mulch Total Maximum Points Rubberecycle Fun Abounds Park Place Recreation Designs Inc Recycled Rubber Products Guardian Innovations, LLC Kraftsman Commercial Playground Equipment Total Estimated Cost (55 tons) $20, $25, $27, $29, $77, $150, Pricing Quality of Product Total Points

34 HARLANDALE INDEPENDENT SCHOOL DISTRICT TO: Members of the Board FROM: Ricardo J. Hernandez, CPA ~ft' Assistant Superintendent for Business PRESENTER: Della Taylor, Director of Special Education Samantha Gallegos, Assistant Superintendent of Curriculum & Instruction Benjamin Mora, Purchasing Manager MEETING DATE: December 17, 2018 SUBJECT: Request to exercise the District's option under the Central Texas Purchasing Alliance to ride the competitively bid RFPs' of San Antonio ISD contract# RFP (AT) and Round Rock ISD contract# RFP for the provision of nursing services BACKGROUND: The Special Education department is seeking approval to contract with additional vendors to provide nursing services for students who require 1: l nursing care. On June 18, 2018, the Board approved vendors responding to RFQ to provide private duty nursing services. The two vendors awarded to provide the nursing services were Special Kids Care and Epic Health Services, Inc. The District has been encountering limitations in the services being provided by one of the two vendors. To avoid interruption or possible delay of these critical medical services to the students, the District may utilize the interlocal agreement with the Central Texas Purchasing Alliance (CTP A) to meet the necessary procurement requirements of acquiring additional vendors for these services. Basically, the District may exercise its options to ride the competitively bid request of the San Antonio Independent School District (SAISD) RFP 13-l 14(AT) and Round Rock Independent School District (RRJSD), RFP for these services via the CTP A. Harlandale ISO, SAISD and Round Rock ISD are dues paying members of the CTP A. The "rider clause" is legally binding and satisfies the competitive bidding requirements of the State of Texas. By recommending this action the District can insure to continue to provide a reliable and consistent nursing care for the health and well-being of its students. In addition, when these types of services are not able to be provided, it has the capacity to put the District in jeopardy of not meeting federal guidelines. 34

35 RECOMMENDATION: In conjunction with the Special Education Department, Staff recommends to exercise the District's option under the CTP A to ride the competitively bid RFPS' of SAISD Contract # RFP (AT) and RR.ISO Contract # RFP for the provision of nursing services for the school year and to award Medical Staffing Network and Affordable Healthcare Staffing. This cost will be funded in combination with federal grant funds and the state special education allotment. The term will be for one ( l) year from Board approved date. Attachment Superintendent: -'1 Approved _ Rejected R...!l{ ~.L_ ~ey Mad-rig;IU' Superintendent 35

36 36 Harlandale I ndependent School District San Antonio I SD Contract # RFP (AT) and Round Rock I SD Contract # RFP Nursing Services Medical Staffing Network Accountable Healthcare Staffing Pricing LVN: $34,00 PER/HOUR RN: $47.00 PER/HOUR LVN/RN $ $60.00 PER/HOUR

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