037-DW-0526_Addendum_1_final.pdf

1915 S. Floral Avenue, Bartow, FL 33830, 863-534-0576, www.polkschoolsfl.com

Addendum No. 1 | RFP 037-DW-0526 Page 1 of 7

ADDENDUM NO. 1

POSTING DATE: 05/14/2026

037-DW-0526, Substitute Teaching Services RFP

The original Request for Proposal (RFP) documents shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents.

This addendum is being issued to address questions that were timely received, revise the original document, and release attachments. It is the sole responsibility of interested parties to monitor www.VendorLink.com for updates.

Revision to anticipated schedule events as shown below:

Event Date/Time (ET) Broadcast RFP at www.myvendorlink.com April 20, 2026 Deadline for receipt of questions at www.myvendorlink.com May 01, 2026, 3:00 PM Issue Response/Addendum (if required) May 14, 2026 Deadline for electronic receipt of proposals at www.myvendorlink.com June 09, 2026, 3:00 PM Opening of proposals, 1915 S. Floral Avenue, Bartow, FL June 09, 2026, 3:00 PM Evaluation Meeting, 1915 S. Floral Avenue, Bartow, FL June 30, 2026, 9:00 AM Presentations, at 1915 S. Floral Avenue, Bartow, FL (if requested) July 20, 2026, 9:00 AM Recommendation for Award (NRBA) at www.myvendorlink.com July 27, 2026 Anticipated Approval of NRBA August 25, 2026 Implementation/Transition Phase September 1, 2026

Questions and answers regarding the above-mentioned solicitation are as follows:

Question 1: Given the scale and volume of services outlined, would PCPS consider awarding to multiple vendors (e.g., primary and supplemental providers)?

Response 1: PCPS intends to award one (1) contract to the highest-ranked responsive and responsible proposer. The District reserves the right to make additional awards only if necessary to ensure continuity of services, in accordance with the RFP and applicable procurement regulations.

Question 2: Is PCPS open to a tiered or supplemental vendor model?

Response 2: PCPS anticipates a single award but reserves the right to consider supplemental arrangements if operationally necessary.

Question 3: How will participation by small, minority-owned, or community-based firms be evaluated?

Response 3: Participation is encouraged but not required and is not separately scored unless expressly stated in the evaluation criteria.

Question 4: Can PCPS provide additional detail on the expected transition plan?

Response 4: The anticipated start date is an administrative target. Final implementation timelines and transition requirements will be coordinated with the awarded vendor and defined in the final contract.

Question 5: Can PCPS share incumbent fill rates or performance challenges?

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Response 5: No additional incumbent performance data will be released beyond what is provided in the solicitation.

Question 6: Is the ≥95% fill rate inclusive of same-day absences?

Response 6: The ≥95% fill rate represents a Districtwide performance expectation inclusive of same-day absences. Performance metrics, monitoring, and any corrective actions will be applied in accordance with the terms defined in the final contract.

Question 7: Can PCPS provide a detailed breakdown of substitute demand?

Response 7: Historical data provided in the RFP represents the best information available at this time. Proposers are responsible for developing pricing based on this information and their professional judgment. PCPS does not guarantee volumes.

Question 8: What level of integration is required with Frontline/AESOP?

Response 8: Frontline Absence Management is the District’s system of record. The awarded vendor must demonstrate the ability to integrate with Frontline or provide a solution that fully interoperates with District systems, meeting all functional, reporting, and data requirements.

Question 9: Is a local presence required?

Response 9: Yes. The awarded vendor shall maintain a local or regional operational presence sufficient to support service delivery requirements, including responsiveness, account management, and coordination with PCPS, in accordance with the RFP and final contract terms.

Question 10: Can PCPS provide details on required training modules?

Response 10: The vendor is responsible for ensuring all personnel meet applicable qualifications, certifications, and training requirements as outlined in the RFP and required by law. Additional requirements may be defined in the final contract.

Question 11: Does PCPS have guidelines regarding substitute pay rates?

Response 11: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 12: Would PCPS consider supplemental vendors?

Response 12: PCPS is seeking a single, comprehensive service provider capable of meeting all requirements outlined in the RFP. The District reserves the right to procure additional services, if necessary, in accordance with the RFP, evaluation results, and applicable procurement regulations. Proposers should address their ability to meet all service requirements, including specialized needs, within their proposed solution.

Question 13: Will PCPS consider mobile apps and dashboards?

Response 13: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 14: What certifications are required for crisis-trained substitutes?

Response 14: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 15: How should renewal incentives be presented?

Response 15: Pricing incentives may be included and must be clearly identified in Attachment A.

Evaluation will be conducted in accordance with the published evaluation criteria.

Question 16: Can PCPS describe the evaluation committee?

http://www.polkschoolsfl.com/

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Response 16: Proposals will be evaluated in accordance with the evaluation criteria outlined in the RFP. The District reserves the right to use clarifications, interviews, demonstrations, and negotiations as part of the evaluation process

Question 17: Will bonds or financial statements be required?

Response 17: No performance bond or financial guarantee is required at the time of proposal submission. The District reserves the right to request financial documentation or assurances from the highest-ranked proposer prior to award.

Question 18: At contract end, will data be transferred?

Response 18: District data remains the property of PCPS. The vendor must comply with all applicable data privacy laws and provide data transfer in a commercially reasonable format at contract conclusion, in accordance with contract terms.

Question 19: Are there restrictions on employing substitutes?

Response 19: The employment of substitute personnel is subject to all applicable federal, state, and local laws, as well as PCPS policies and procedures. The awarded vendor shall serve as the employer of record and is responsible for ensuring compliance with all employment eligibility, background screening, and personnel requirements outlined in the RFP and as further defined in the final contract.

Question 20: Will one or multiple vendors be awarded?

Response 20: PCPS intends to award one (1) contract to the highest-ranked responsive and responsible proposer. The District reserves the right to make additional awards only if necessary to ensure continuity of services, in accordance with the RFP and applicable procurement regulations.

Question 21: Is ACH payment available?

Response 21: Yes, vendors are able receive payment via ACH. There are no fees associated with this payable method.

Question 22: Why does the solicitation list a September start date?

Response 22: The anticipated start date is September 1, 2026. Final transition implementation timelines will be coordinated with the awarded vendor during contract finalization.

Question 23: Can PCPS provide absence-type breakdowns?

Response 23: Historical data provided in the RFP represents the best information available at this time. Proposers are responsible for developing pricing based on this information and their professional judgment. PCPS does not guarantee volumes.

Question 24: What is the average paraprofessional workday length?

Response 24: Paraprofessional work hours may vary by assignment, school, and student needs.

The District does not guarantee a standard daily schedule. The awarded vendor should be prepared to support varying assignment lengths in accordance with District requirements as outlined in the RFP and as further defined in the final contract.

Question 25: Will PCPS provide a list of service locations?

Response 25: A comprehensive list of locations may be provided during implementation or upon request; however, proposers should assume District-wide service coverage in accordance with the requirements of the RFP and as further defined in the final contract.

Question 26: What portion of volume is expected to be filled?

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Response 26: The awarded vendor will be responsible for providing services Districtwide as requested. Actual volumes will vary and are not guaranteed.

Question 27: How many active substitutes are engaged?

Response 27: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 28: Is this a rebid?

Response 28: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 29: Will incumbent details be provided?

Response 29: No additional incumbent performance data will be released beyond what is provided in the solicitation.

Question 30: Must all position categories be covered?

Response 30: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 31: What does same-day response mean?

Response 31: “Same-day response” refers to the vendor’s effort to fill an absence reported on the same day.

Question 32: What background tracking is required?

Response 32: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 33: May vendors use their own platforms?

Response 33: Frontline Absence Management is the District’s system of record. The awarded vendor must demonstrate the ability to either integrate with Frontline or provide a solution that fully interoperates with District systems, meeting all functional, reporting, and data requirements.

Question 34: Is Frontline mandatory?

Response 34: Frontline Absence Management is the District’s system of record. The awarded vendor must demonstrate the ability to either integrate with Frontline or provide a solution that fully interoperates with District systems, meeting all functional, reporting, and data requirements.

Question 35: What level of integration is required?

Response 35: Frontline Absence Management is the District’s system of record. The awarded vendor must demonstrate the ability to either integrate with Frontline or provide a solution that fully interoperates with District systems, meeting all functional, reporting, and data requirements.

Question 36: Which system is the system of record?

Response 36: Frontline Absence Management is the District’s system of record. The awarded vendor must demonstrate the ability to either integrate with Frontline or provide a solution that fully interoperates with District systems, meeting all functional, reporting, and data requirements.

Question 37: Are there IVR requirements?

Response 37: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 38: What contingency plans are required?

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Response 38: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 39: May vendor systems operate alongside Frontline?

Response 39: Frontline Absence Management is the District’s system of record. The awarded vendor must demonstrate the ability to either integrate with Frontline or provide a solution that fully interoperates with District systems, meeting all functional, reporting, and data requirements.

Question 40: What SLAs will be used?

Response 40: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 41: When are damages applied?

Response 41: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 42: Are cure periods allowed?

Response 42: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 43: Is there a cap on damages?

Response 43: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 44: How are force majeure events handled?

Response 44: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 45: Are anonymized references acceptable?

Response 45: Yes. Proposers may submit anonymized references where confidentiality restrictions apply; however, sufficient detail must be provided to demonstrate experience, scope, and performance. PCPS reserves the right to request additional information or verified references during the evaluation process in accordance with the RFP.

Question 46: Are aggregated metrics acceptable?

Response 46: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 47: Is onsite account management required?

Response 47: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 48: Is there a minimum onsite requirement?

Response 48: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 49: Is small business participation mandatory?

Response 49: Participation is encouraged but not required and is not separately scored unless expressly stated in the evaluation criteria.

Question 50: Is there a subcontracting goal?

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Response 50: No. There is no established subcontracting participation goal under this solicitation.

Proposers are encouraged to describe any subcontracting or partnership strategies they intend to utilize. Such participation, if proposed, will be evaluated in accordance with the criteria outlined in the RFP.

Question 51: Are subcontractor certifications required?

Response 51: Subcontractors, if utilized, must meet all applicable licensing, certification, and regulatory requirements appropriate to the services they provide. Proposers are responsible for ensuring that any subcontractors comply with the requirements outlined in the RFP and as further defined in the final contract.

Question 52: Is the Affidavit Regarding Coercion required?

Response 52: Document must be reviewed, completed, signed, and notarized. Document should be included with proposal submission and must be on file prior to recommendation of award.

Question 53: Is the Foreign Countries of Concern Affidavit required?

Response 53: Document must be reviewed, completed, signed, and notarized. Document should be included with proposal submission and must be on file prior to recommendation of award.

Question 54: Should the Board Contract Addendum be signed at submission?

Response 54: Document must be reviewed, completed, and signed. Document should be included with proposal submission and must be on file prior to recommendation of award.

Question 55: Where should the Proposal Certification Form be placed?

Response 55: Required Response Form, Proposal Certification must be reviewed, completed, signed and included with proposal submission.

Question 56: How should unassigned required forms be submitted?

Response 56: All required forms must be reviewed, completed, signed and included with proposal submission. Failure to provide required documentation may result in the proposal being deemed non-responsive.

Question 57: Is pricing required only in Attachment A?

Response 57: Yes. Pricing must be submitted using Attachment A – Pricing Form. Failure to do so may result in the proposal being deemed non-responsive.

Question 58: Is an estimated budget provided?

Response 58: No estimated budget is being released. Proposers should base pricing on the scope, historical data provided, and their professional experience.

Question 59: Is a Certificate of Insurance required with submission?

Response 59: Please refer to the RFP. PCPS reserves all rights and will administer this requirement in accordance with the executed contract and applicable law.

Question 60: Are substitutes provided benefits?

Response 60: The employment of substitute personnel is subject to all applicable federal, state, and local laws, as well as PCPS policies and procedures. The awarded vendor shall serve as the employer of record and is responsible for ensuring compliance with all employment eligibility, background screening, and personnel requirements outlined in the RFP and as further defined in the final contract.

Question 61: Who is responsible for benefits?

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Response 61: The employment of substitute personnel is subject to all applicable federal, state, and local laws, as well as PCPS policies and procedures. The awarded vendor shall serve as the employer of record and is responsible for ensuring compliance with all employment eligibility, background screening, and personnel requirements outlined in the RFP and as further defined in the final contract.

All other terms and conditions of the RFP remain unchanged.

Questions regarding this addendum may be directed to Denise Whitaker at denise.whitaker@polk-fl.net.

Sincerely, Denise Whitaker Sr. Mgr. Competitive Solicitations

Acknowledgement of Addendum #1 by Respondent

The Respondent hereby acknowledges receipt of this Addendum. This acknowledgement must be signed and returned with the proposal submittal.

Officer / Principal: _______________________________ Title: __________________

Manual Signature: ______________________________ Date: __________________

Company Name: ______________________________ Address: ________________

Phone Number: ___________________________ Email: ______________________