Laredo I.S.D. Board of Trustees Business and Committee Meeting Tuesday, July 22, - 5:30 PM Amber Yeary Board Room - 1620 Houston St. Laredo, TX 78040 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 May at the regular meeting of the Board of Trustees, July. 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 3. Discussion and presentation to approve monthly reports for the Laredo I.S.D. Public Facilities Corporation: a. Unaudited Financial Statements Ms. Flor Ayala, CPA, Chief Financial Officer 1
4. Discussion and presentation on the following budget amendments Date Description Department Fund Amount 4A. July 22, BA #1314-33 Discussion and Financial Management presentation to approve to approve the Department/District General Operating Fund (199) budget Wide amendment in the amount of $500,000 to appropriate Other Financing Sources (Uses). The appropriation will be set up as a transfer out to the Civic Center Fund (490) for possible expenditures within the special revenue fund during the fiscal year. Fund 199 - General Operating Fund $500,000 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 1.1.1 GAAP & Legal Compliance and 1.1.2 Legal Requirements. 4B. July 22, BA #1314-32 Discussion and Financial Management presentation to approve the General Department Operating Fund (199) budget amendment in the amount of $118,427 as a result of transfers between functional expenditure categories. Fund 199 - General Operating Fund $118,427 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 1.1.1 GAAP & Legal Compliance and 1.1.2 Legal Requirements. 4C. July 22, BA #1314-34 Discussion and Financial Management presentation to approve the Debt Department Service Fund (511) budget amendment in the amount of $164,231,476 to increase Other Financing Sources, Expenditures and Other Financing Uses as a result of the Bond Series and increase in Fund 511 due to closing of PFC Fund. Fund 511 - Debt Service Fund $164,231,476 Purpose: Pursuant to the Texas Education Agency Financial Accountability System Resource Guide, Financial Accounting and Reporting Update 14, formal budget amendments are required in order to be in compliance with sections 1.1.1 GAAP & Legal Compliance and 1.1.2 Legal Requirements. 2
5. Discussion and presentation to approve and award the following bids, proposals, quotations and contracts. 5A. May 21, 2013 The Cooperative Purchasing Network (TCPN) #R4954 and US Communities Coop #11019 Vendors: Building and Maintenance Supplies renewal of the contract to Lowe's Home Improvement and The Home Depot for an estimated amount of $75,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" of one year (second) and ending July 24, 2015, with the third $67,983. $75,000. Purpose: To comply with procurement requirements to purchase building and maintenance supplies for districtwide use. Items include nails, lumber, caulking, etc. Funding is available in the expenditure account code XXX-XX-63XX-00-XXX-4-XX-000. 5B. May 16, 2013 (RFP) #13-019: Repair of Appliances and Kitchen Equipment renewal of the contract to VMW Maintenance for an estimated amount of $30,000, which represents the best will be processed on an "as needed" of one year (second) and ending July 24, 2015, with an third $10,916. $30,000. Purpose: To comply with procurement requirements to purchase services for repair of appliances and purchase kitchen equipment. Funding is available in the expenditure account code 101-35-6249-00-946-4-99-XXX. 5C. May 16, 2013 (RFP) #13-010: Library Magazine and Periodical Subscriptions Division of Curriculum and Instruction renewal of the contract to WT Cox Subscriptions as primary vendor and Ebsco as secondary vendor for an estimated amount of $25,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" of one year (second) and ending July 24, 2015, with an third $21,600. $25,000. Purpose: To comply with procurement requirements to purchase library magazine and periodical subscriptions. Funding is available in the expenditure account code XXX-XX-6329-00-XXX-4-XX-XXX. 3
5D. May 16, 2013 (RFP) #13-017: Library Books and Media Materials Division of Curriculum and Instruction renewal of the contract to the following sixteen (16) vendors: Follett Library Resources, Bound to Stay Bound, ABDO Publishing, Davidson Titles, Inc., Escue & Associates, Gumdrop Books, Lectorum Publications, Inc., Mackin Educational Resources, Perma Bound, Saddleback, Scholastic, Lakeshore Learning, Demco, Rainbow Book Company, Overlooked Books, and World Book, for an estimated amount of $375,000, which represents the best value to the District. Purchase order(s) will be processed on an "as needed" of one year (second) and ending July 24, 2015, with an third $344,600. $375,000. Purpose: To comply with procurement requirements to purchase library books and media materials for all school libraries. Funding is available in the expenditure account code XXX-XX-6329-00-XXX-4-XX-XXX. 5E. September 28, 2012 Sole Source Vendor: Texas Primary Reading Inventory (TPRI)/Tejas LEE Monitoring Software Program/CIRCLE CPALLS Division of Curriculum and Instruction renewal of the contract to Amplify Education, Inc. (formerly Wireless Generation) for an estimated amount of $63,689, which represents the best will be processed on an as needed of one year (third), beginning on September 1, and ending August 31, 2015. This is the final year of the contract. $60,439. $63,689. Purpose: To comply with procurement requirements to purchase a literacy progress monitoring tool that tracks students reading skills and provides teachers with training and instructional strategies. Funding is pending NOGA. Upon approval, the expenditure account code(s) will be 211-11-6249-00-835-4-30-000. 4
5F. August 22, 2012 (RFP) #12-036: Painting Materials and Supplies renewal of the contract to Sherwin Williams for an estimated amount of $40,000, which represents the best will be processed on an as needed of one year (third) beginning on September 16, and ending September 15, 2015. This is the final year of the contract. $19,926. $40,000. Purpose: To comply with procurement requirements to purchase painting materials and supplies for District-wide use. Items to be purchased include paint, rollers, brushes, trays, tape, and other items. Funding is available in the expenditure account code(s) 199-51-6319-XX-936-4-99-000 5G. June 12, 2013 Region One South Texas Co-op Vendor #13-03-11: Bread Products renewal of the contract to Flowers Baking Company for an estimated amount of $105,000, which represents the best value to the District. Purchase orders will be processed on an as needed of one year (second) and ending July 24, 2015 with the third $116,149. $105,000. 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(s) 101-35-6341-00-946-4-99-000. 5H. June 18, 2013 Region One South Texas Co-op Vendor 14-03-14: Facility, Linen & Uniform Services awarding a contract to PortionPac Chemical Corporation dba SFSPac for an estimated amount of $90,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" of one year (second) beginning on July 25, and ending on July 24, 2015, with the option to renew for a third (final) year. Purpose: To comply with procurement requirements to purchase chemicals, linen, & uniform services. Funding is available in the expenditure account code 101-35-6299-00-946-3-99-000 $82,440. $90,000. 5
5I. June 11, Region One CNP- STC #14-11-07 Vendors: USDA Processing awarding a contract to Don Lee Farms, Jennie-O Turkey Store, MCI Foods, Michael Foods, National Food Group, Inc., Rodriguez Foods, and Tyson Prepared Foods, Inc. for an estimated amount of $763,358, which represents the best value to the District. Purchase orders will be processed on an "as needed" of eleven (11) months and ending June 30, 2015, with an $1,178,523. $763,358. Purpose: To comply with procurement requirements to purchase USDA processed foods such as hamburger patties, chicken nuggets, pizza, tamales, egg patties, and sliced turkey. Funding is available in the expenditure account code 101-XX-6341-XX-946-4-XX-000. 5J. April 1, (RFP) #14-012: Removal of Grease from Traps and Barrels awarding a contract to South Texas Waste Water, Inc. for an estimated amount of $69,950, which represents the best value to the District. Purchase orders will be processed on an "as needed" and ending July 24, 2015 with the Purpose: To comply with procurement requirements to purchase grease removal services. Funding is available in the expenditure account code 101-35-6299-00-946-4-99-XXX. 5K. June 18, Region One CNP- STC #11-04-07 Vendor: Food Service Full Line Items awarding a contract to Labatt Food Service for an estimated amount of $3,800,000, which represents the best will be processed on an "as needed" of eleven (11) months and ending June 30, 2015, with the $64,416. $69,950. $3,500,000. $3,800,000. Purpose: To comply with procurement requirements to purchase food service items such as croissants, burritos, canned/frozen vegetables, fruits, condiments, etc. Funding is available in the expenditure account code 101-35-6341-XX-946-4-XX-XXX. 6
5L. June 18, Region One CNP- STC #12-04-21 Vendor: Paper and Plastic Products awarding a contract 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 $588,700, which represents the best value to the District. Purchase orders will be processed on an "as needed" of eleven (11) months and ending June 30, 2015 with an $577,729. $588,700. 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(s) 101-XX-6342-XX-946-3-XX-000. 5M. June 18, Buy Board Co-op Vendor #415-12: Building Maintenance Supplies and Equipment awarding a contract to Grainger for an estimated amount of $100,000, which represent the best value to the District. Purchase orders will be processed on an "as needed" beginning on July 25, and ending July 24, 2015, with the $100,000. $100,000. Purpose: To comply with the procurement requirements to purchase building maintenance supplies and equipment such as small tools and hard hardware for the District. Funding is available in the expenditure account codes 199-51-6319-00-936-4-99-000 and 101-35-6399-01-946-4- 99-000. 5N. June 18, Region One South Texas Co-op Vendor #14-03-16: Frozen Dessert Products awarding a contract to Blue Bell Creameries for an estimated amount of $40,000, which represents the best will be processed on an as needed beginning August 1, and ending July 31, 2015 with the $41,759. $40,000. Purpose: To comply with procurement requirements to purchase frozen dessert products such as ice cream and frozen yogurt cups. Funding is available in the expenditure account code(s) 101-35-6341-00-946-4-99-000. 7
5O. June 18, Region One South Texas Coop Vendor #14-03-18: Dairy and Juice Products awarding a contract to Hygeia/Oak Farms Diary for an estimated amount of $3,000,000, which represents the best will be processed on an as needed beginning August 1, and ending July 31, 2015 with an Purpose: To comply with procurement requirements to purchase dairy and juice products. Funding is available in the expenditure account code(s) 101-35-6341-00-946-4-99-XXX. 5P. June 19, Buy Board Co-op Vendor: 2 Way Radios awarding a contract to RZ Communications for an estimated amount of $74,600, which represents the best value to the District. Purchase orders will be processed on an "as needed" Purpose: To comply with the procurement requirements to purchase 2 Way Radios. Funding is pending budget amendment1314-33. 5Q. June 12, Request for Qualifications (RFQ) #-008: Special Education Legal Services Division of Curriculum and Instruction approving a Pool of three (3) law firms consisting of: Richard Lindsay & Martin, LLP, J Cruz & Associates Walsh, Anderson Gallegos, Green & Trevino, P.C for an estimated amount of $15,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" and ending July 24, 2015, with the and ending July 24, 2015 with an Purpose: To comply with procurement requirements to acquire special education legal services. Funding is available in the expenditure account code XXX-XX-6249-00-XXX-4-XX-XXX. 5R. June 18, Buy Board Co-op: Vendor #407-12: Calculators Division of Curriculum and Instruction awarding a contract to D & H Distributing for an estimated amount of $100,000, which represents the best will be processed on an "as needed" and ending July 24, 2015, with the $2,510,968. Estimate $3,000,000. $41,820. $74,600. $14,000. $15,000. $29,268. $100,000. Purpose: To comply with the procurement requirements to purchase calculators for middle school students. Funding is available in the expenditure account code 199-11-6399-00-044-4-11-000. 8
5S. June 18, (RFP) #14-023: Accredited Curriculum Software Division of Curriculum and Instruction awarding a contract to Odysseyware for an estimated amount of $80,000, which represents the best value to the District. Purchase orders will be processed on an "as needed" and ending July 24, 2015 with an $136,253. $80,000. Purpose: To comply with procurement requirements to purchase accredited curriculum software for district-wide use. Funding is available in the expenditure account code XXX-11-6249-00-XXX-4-30-XXX. 5T. June 19, Buy Board Co-op Vendor: Milk Boxes awarding a contract to ISI Commercial Refrigeration Inc. for an estimated amount of $116,675, which represents the best value to the District. Purchase orders will be processed on an "as needed" Purpose: To comply with the procurement requirements to purchase milk boxes. Funding is available in the expenditure account code 101-35-6647-00-946-4-99-000. 5U. June 21, Department of Information Resources (DIR) Coop Vendor #DIR- SDD-1666: Printers Department of Technology awarding a contract to Lexmark International, Inc. for an estimated amount of $3,388,836 ($677,767 per year), which represents the best value to the District. Purchase orders will be processed on an "as needed" expenditures are beginning on July 25, not available as and ending July this is a new 24, 2015, with the purchase for the District. $116,675. of five years and ending July 24, 2019. Purpose: To comply with procurement requirements for the leasing of printers and purchase of toners. Funding is available in the expenditure account code XXX-XX-6249-00-XXX-4-XX-XXX. $680,056. five years are $3,388,836. 9
5V. June 25, Request for Qualifications (RFQ) #-011: Financial Audit Services Division of Finance awarding a three (3) year contract to Pattillo, Brown, & Hill, L.L.P. for an estimated amount of $123,000, which represents the best value to the District. The total cost of the purchase will be spread out over three years as follows: Year 1 - $41,000, Year 2 - $41,000, Year 3 - $41,000. of three years, beginning on July 25, and ending July 24, 2017 with the fourth and fifth $42,000. the three (3) year contract are $123,000. Purchase orders will be processed on an as needed Purpose: To comply with procurement requirements to purchase external financial audit services. The three year contract will include a provision to cancel (by the District) after each year's evaluation. Funding is available in the expenditure account code(s) 199-41-6212-99-727-4-99-000. 5W. June 18, RFP 14-018: Copying Equipment District Wide Use awarding a contract to Toshiba Business Solutions for an estimated amount of $1,519,200 ($506,400 per year), which represents the best value to the District. Purchase orders will be processed on an "as needed" of three years beginning September 1, and ending August 31, 2017, with an option to renew for a fourth and fifth 490,511. three years are $1,519,200. Purpose: To comply with procurement requirements to approve the leasing of the copying equipment. The District averages 46.5 million copies per year will lease 185 copiers. The average cost per copy over two years was.0105 per copy. The proposed contract will have an estimated cost per copy of.0108. It should be noted that 50 copiers will serve as fax machines as part of the District s print management program. Funding is available in the expenditure account code XXX-XX-6264-00-XXX-4-XX-XXX. 6. Change Orders, Allowance Funds, and Other Project Proposal Contractor Description Amount 6A. RFCSP #09-020 Early College High School To accept deductive change order #001 for unused allowances included in the original contract amount. Leyendecker Construction, Inc. To accept deductive change order #001 from Leyendecker Construction, Inc. - RFCSP #09-020 Early College High School in the amount of $115,328.50 for unused allowances included in the original contract amount. Purpose: To accept a credit in the amount of $115,328.50 for unused allowances $115,328.50 10
7. Tax Refund(s) Acct# Tax Year Tax Payer Description Amount 7A. 665-02086- 2012, 2013 Ramiro Perez Staff recommends to approve the tax refund due to $764.02 010 overpayment. Purpose: To comply with the Texas Tax Code Section 31.11. All tax refunds equal to or greater than $500 require Board of Trustees approval. 7B. 220-00975- 2012, 2013 Cristobal and Irma M. Staff recommends to approve the tax refund due to $878.76 090 Benavides overpayment. Purpose: To comply with the Texas Tax Code Section 31.11. All tax refunds equal to or greater than $500 require Board of Trustees approval. 7C. 441-00876- 2012, 2013 Brenda Vasquez Staff recommends to approve the tax refund due to $749.25 030 overpayment. Purpose: To comply with the Texas Tax Code Section 31.11. All tax refunds equal to or greater than $500 require Board of Trustees approval. 7D. 109-00402- 2012, 2013 Mara E. Resendez Staff recommends to approve the tax refund due to $588.72 030 overpayment. Purpose: To comply with the Texas Tax Code Section 31.11. All tax refunds equal to or greater than $500 require Board of Trustees approval. 7E. 111-00532- 050 2012, 2013 Olga E. Gonzalez Staff recommends to approve the tax refund due to $686.55 overpayment. Purpose: To comply with the Texas Tax Code Section 31.11. All tax refunds equal to or greater than $500 require Board of Trustees approval. 7F. 218-00889- 2012, 2013 Leticia Marquez Staff recommends to approve the tax refund due to $725.68 050 overpayment. Purpose: To comply with the Texas Tax Code Section 31.11. All tax refunds equal to or greater than $500 require Board of Trustees approval. Other Items 8. Discussion and presentation on calling for nominations for the naming of certain facilities. Dr. A. Marcus Nelson, Superintendent of Schools 9. Update on upcoming Board Workshops. Dr. A. Marcus Nelson, Superintendent of Schools 10. Discussion and presentation to approve the recommendation to remove from the tax rolls the base tax, penalties and interest accrued on property tax account #800-13000-750, taxpayer, Miracle Candle Company, in the total amount of $380,456.52 (June, amount) for tax years 2006, 2007, and 2008, in accordance with the Final Report of the Bankruptcy Court, Case No. 07-50227-L2-7. Possible Closed Session Pursuant to Texas Government Code Section 551.071. Ms. Flor Ayala, CPA, Chief Financial Officer 11
11. Discussion and presentation to approve the Investment Report for the third quarter ended May 31,, as required by the Public Funds Investment Act. Ms. Flor Ayala, CPA, Chief Financial Officer 12. Update on -15 Budget Process. Ms. Flor Ayala, CPA, Chief Financial Officer 13. Discussion and presentation to accept the close out and the final release of retainage in the amount of $46,083.58 to Leyendecker Construction, Inc. regarding RFCSP#09-020 Early College High School. Mr. Angel E. Velazquez, Executive Director for Plant 14. Discussion and presentation of the Optional Flexible School Day Program (OFSDP) for the - 2015 academic year. Mrs. Roberta R. Ramirez, Executive Director for Curriculum and Instruction 15. Discussion and presentation of Data Management for Assessment and Curriculum (DMAC) License Agreement between Region VII Education Service Center and Laredo ISD effective September 1, through August 31, 2015 for an estimated cost of $90,490. Mrs. Roberta R. Ramirez, Executive Director of Curriculum and Instruction 16. Discussion and presentation to approve the Texas Curriculum Management Program Cooperative and National Education Resources (NER) subscription fee between Region I Education Service Center and Laredo ISD effective July 18, through June 30, 2015 at an estimated cost of $164,657. Mrs. Roberta R. Ramirez, Executive Director of Curriculum and Instruction 17. Discussion and presentation to approve Region One Education Service Center Library Services and Media Cooperative contract for -2015 at an estimated cost of $ 76,951.30. Mrs. Roberta R. Ramirez, Executive Director of Curriculum and Instruction 18. Update on plans for immigrant students identified as homeless under Policy FD (Legal) and FDC (Legal). Mrs. Roberta R. Ramirez, Executive Director of Curriculum and Instruction 19. Communication and Updates 20. 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) 273-1401 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. 12
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