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REQUEST FOR PROPOSALS
RFP No. 02-2024
Substitute Staffing & Management Services
Jefferson City School District
RFP Release Date: January 16, 2024
Deadline for Written Questions: January 29, 2024: 3 pm
Proposals Due: February 5, 2024: 3 pm
Board Award: March 14, 2024
Jefferson City School District
315 East Dunklin St.
Jefferson City, MO 65101
A. PURPOSE
The purpose and intent of this Request for Proposals (“RFP”) is to seek proposals from interested, available, and qualified firms to provide substitute staffing services for teachers and paraprofessionals. Our intent is to contract out these services, which shall include recruiting, training, fingerprinting, and background checks in accordance with Missouri statutes and District policy for employment. An agreement will then be entered with the selected firm (“Proposer”) to provide the described services for Jefferson City School District.
B. GENERAL INFORMATION
The District serves approximately 9,000 students (the student population changes annually) with approximately 1500 full-time staff (approximately 850 teachers) at 11 elementary schools, an early childhood center, 2 middle schools, 2 high schools, a career center, an alternative school, and additional administrative facilities. Jefferson City School District currently utilizes between 50 to 100+ substitute teachers/paraprofessionals on a daily basis. Most of the elementary buildings have 2 assigned permanent building substitutes. Additional long-term substitutes may be necessary. The current annual fill rate hovers between 60%-65%. The District does not currently offer benefits to substitute staff. The District currently tracks teacher absences through Frontline. At this time, Jefferson City School District is only seeking substitute teaching and substitute paraprofessional services. The District would like substitute services to commence on August 12, 2024, dependent on what is appropriate based on the contract award date.
C. SCOPE OF SERVICES
The District is currently seeking proposals from qualified Proposers that provide the service of recruiting, managing, operating, and employing substitute teachers and substitute paraprofessional staff. The Proposer will be required to employ and to provide all management, personnel, and employment services to the District including, but not limited to, training, employment, financial, tax withholding, workers’ compensation, insurance, social security, management and oversight for the staffing of substitute staff. The Proposer acknowledges that the needs of the District may increase or decrease during the school year(s) and agrees to meet the ongoing District staffing needs. Upon written notice, the District or its authorized representative has the right to refuse the services of any Proposer employee. The District may request that an employee not be assigned to the District for any reason at any time upon written notification to the Proposer, so long as that reason is not illegal or discriminatory. With regard to the Proposer’s employees, the Proposer will comply with and do the following:
- Provide Full-Service Substitute Staffing Services. “Full-Service” is defined here, meaning Proposer will staff and manage all substitute assignments for designated employee types.
- Comply with all applicable Federal and State laws, rules and regulations, including, but not limited to, wages and hours of employment requirements.
- Offer employment to the District’s substitute employees in good standing.
- All Proposer employees must complete background checks pursuant to State law prior to beginning employment.
- Each substitute employee must be in possession of any and all valid licenses and certifications required by State law pertaining to public school employment and must be qualified as stipulated in the specifications.
- Proposer staff will comply with all rules, regulations and policies of the District and will perform their tasks in accordance with the District policy.
- The awarded Proposer will have the sole responsibility to compensate its employees, including all applicable employer taxes and workers’ compensation.
- Employees of the Proposer must be thoroughly trained and qualified, and capable of performing the work assigned to them. Employees must be able to effectively communicate with the staff and students in the English language. The District HR Department will receive a copy of the training material that substitutes are provided.
- All personnel will report to work in appropriate professional dress and demeanor.
- Provide electronic reports monthly and upon request.
Insurance Requirements
If awarded a contract, the Proposer will provide a Certificate of Liability Insurance naming the District as additional insured. The issuing insurer must provide a 30-day written notice to the District of the expiration of the insurance. The specific minimum requirements are:
- Workers’ Compensation Insurance: As required by Chapter 287 of the Revised Statutes of Missouri, subject employers shall provide worker’s compensation coverage in accordance with this law. Contractors shall submit a certificate of insurance to District showing proof of coverage.
- Commercial General Liability: A per occurrence limit of $2,000,000 is required. The Aggregate Limit will not be less than $3,000,000. Any deviations from the standard unendorsed form will be noted on the Certificate of Liability Insurance;
- Excess Liability Coverage: $1,000,000 per occurrence; and
- A minimum of $3,000,000 in Professional Liability insurance. Such insurance or renewals or replacements thereof shall remain in force during the term of the contract and any extensions.
D. PROPOSAL REQUIREMENTS AND QUALIFICATIONS
- Describe your ability to provide services in a timely fashion, including your experience with providing substitute services in a public school setting and your familiarity with the services required by the Jefferson City School District. Any experience or knowledge of matters directly affecting the Jefferson City School District should be addressed, including, but not limited to knowledge of Missouri education laws.
- Description of Company background. Proposer must have at least five (5) years of experience providing full-service substitute teacher and substitute paraprofessional services to public school districts.
- Description of Proposer’s substitute pool. How many substitutes do you place? How many substitutes do you employ?
- Proposer should demonstrate experience with school districts of similar size as the Jefferson City School District in terms of student enrollment and number of teaching staff members. Proposer should have at least five (5) references from Missouri public school district clients who are currently being provided full-service substitute teacher and substitute paraprofessional services by the Proposer.
- Describe the project manager, project personnel, and any other parties that will provide services for the project.
- Description of the recruiting, hiring, credentialing, training, and retention process.
- Describe the recruiting, hiring, and credentialing process; o Give a detailed explanation of your training program for all newly hired and transitioning substitute teachers and substitute paraprofessionals; o Describe the disciplinary process should a staff member no longer be a fit for the Jefferson City School District.
- Describe how you retain your substitute staff. Confirm whether your Company will hire substitutes currently employed by the District.
- Information detailing successful placement/fill rates to include the processes/strategies, systems and best practices to accomplish these actions.
- Describe the web-based personnel management software that will facilitate the services to be provided. Any additional costs associated with implementation should be outlined as well.
- Include any leave management software systems, either required or provided. If integrating with a 3rd party, please describe possible integrations and any preferred vendors.
- Description of the transition process from the District to your Company's program. Include:
- Transition of the District’s substitute employees
- Software integration, timeline, and training District teachers, building personnel, and substitutes.
- Describe your automated reporting/billing system.
- Describe your management reports focused on staffing performance.
- Provide information detailing any additional services that your Company can offer, including services for a live, online synchronous instructional model for an easy-to-use virtual classroom.
- Describe your strategies to communicate with the District.
Describe your proposed fee proposal/structure based on the District’s pay rates. For a Proposer to be considered responsive and responsible, they must use the staffing wages provided in developing their proposal. Alternative fee structures based on rates that you recommend may be provided if different from below.
Substitute Position
Example: Daily Pay Rate
Proposer Pricing per substitute per Day
Daily Substitute Teacher
Daily Substitute Para
Daily Substitute Retired JCSD
Daily Long Term Sub Teacher
$100 per full day
$100 per full day
$110 per full day
$178 per full day, after 20
$________per full day
$________per full day
$________per full day
$________per full day
E. FIRM PROPOSAL
All proposals shall remain firm for a period of sixty (60) days after the date for the specified receipt of proposals.
F. JEFFFERSON CITY SCHOOL DISTRICT CONTACTS
All inquiries relative to this Request for Proposal should be directed to: Tim Thompson, 573-632-1938 or tim.thompson@jcschools.us. No other Jefferson City School District employee, board member, or evaluation committee member should be contacted concerning this RFP during the selection process. This will result in that provider’s proposal being disqualified and submittal rejected.
G. SUBMITTING YOUR PROPOSAL
Proposals must be submitted by the stated deadline. All proposals must be mailed (not faxed) to Tim Thompson, Director of Human Resources, to the following address:
Jefferson City School District
315 East Dunklin St.
Jefferson City, MO 65101.
If a proposal is emailed, it is not considered submitted until the proposer receives confirmation of receipt. Any proposal received after 3 p.m. on February 5, 2024, will be deemed unresponsive and will not be considered for evaluation. Faxed or emailed copies will not be accepted.
H. PROMPTNESS OF PROPOSAL SUBMITTAL
It is the responsibility of the Proposer to ensure that its proposal is presented at the District office before the date and time fixed for closure of the proposal period. Proposals will not be accepted or received by the Jefferson City School District after the advertised closing date and time.
I. INTERPRETATIONS AND ADDENDA
No interpretation of the meaning of the specifications will be made to any Proposer orally. Every request for such interpretation should be made in writing and must be received no later than 3:00 pm on January 29, 2024, to be given consideration. Any and all interpretations and any supplemental instructions will be distributed in the form of a written Addendum to the specifications. All Addenda so issued shall become part of the proposal document.
J. SELECTION CRITERIA
The District will be assessing, as a key evaluative criterion, the Proposer’s management team; program elements; experience; and ability to provide services that meet the District’s objectives. Jefferson City School District reserves the right to schedule an in-person interview with the Proposer. The Jefferson City School District will evaluate proposals using the following criteria listed below in section N.
K. RIGHT OF REJECTION
Failure to meet/provide all the requirements of this RFP will cause the Proposer’s proposal to be nonresponsive, non-responsible and cause for rejection of the proposal. The Jefferson City School District reserves the right to reject any and all proposals or to waive any non-statutory informality. The District further reserves the right to make the contract award to be in the best interest of the District. The District's decision to accept or reject the contract shall be final.
L. AWARD OF CONTRACT
It is the intention of the Jefferson City School District to award the contract to the Proposer based upon relative experience, qualifications, and who will provide the highest quality of service at fair and competitive prices in accordance with the selection criteria set forth.
M. TERM OF CONTRACT
The contract term will be a period of three (3) years, with an option for two (2) one-year extensions at the District’s discretion, not to exceed five (5) years. Extensions are subject to the availability and appropriation annually of sufficient funds by the Jefferson City School District and in accordance with applicable law.
N. CRITERIA
CRITERIA
Weighting Factor
1-Company Details and References: Considers the Proposer’s financial viability, stability, performance, and experience. The Proposer provided a list of five (5) substitute staffing contracts with (State) school districts currently providing substitute teacher and paraprofessional staffing services.
15%
2- Management Support: Considers Proposer’s ability to provide services, operational efficiency, and program management capabilities. Is the Proposer providing local and regional support, and at what level of service?
15%
3- Communication: The Proposer has a clear plan and process for communicating with the District as needed to provide smooth, seamless service.
10%
4- Project Management: Considers the proposer’s program overview, resources, systems, procedures, processes, reporting, and technology in managing the program.
15%
5- Employment Management: Considers the Proposer’s procedures and processes in managing substitute and paraprofessional employees including recruiting, hiring practices, compliance, retention, human resources, and training. Are onsite training programs offered?
15%
6-Start Up/Transition Plan: Is the plan customized and detailed from pre-planning through the start of the contract, and continued through engagement? Did the Proposer detail the additional management and resources they will be providing as well as the startup tasks?
10%
7-Financial Proposal: What is the cost of the program and its impact upon the district’s operating budget? How do they compare among the included Proposers?
20%
Anticipated Schedule of Events
RFP Issue Date: January 16, 2024
Questions Due: 3 pm, January 29, 2024
Proposals Due: 3 pm, February 5, 2024
Final Board Approval: March 14, 2024
Award Notification: March 15, 2024