1-Substitute scope of work RFP (1).pdf

REQUEST FOR PROPOSALS (RFP)

For:

Substitute Services

This RFP is Being Issued by:

Summit Academy, Inc.

DATE OF RFP ISSUE: October 28, 2025

• Closing Date for Submission and Receipt: by Friday, November 7th, 2025 (no later than) 5:00 p.m.

mountain standard time. Proposals must be received by this time.

• Proposals are to be submitted via email to: Summit Academy, Inc.

• Contracting Agency: Contact: Bradley Wilkinson Title: Business Administrator Email: brad.wilkinson@summitacademyschools.org

1. General Information

Purpose

Summit Academy, Inc is requesting proposals to identify and secure resources to assist Summit Academy, Inc. to find Substitutes for Teachers that are both licensed and non-licensed, teachers aides, and Long-term substitute teachers.

Key Dates

RFP Timeline/Schedule

Submission Window: October 28th, 2025 through November 7th, 2025 Questions accepted until November 4th, 2025 until 5:00 pm.

Questions will be submitted through the U3P/Sciquest website.

Proposals due Friday November 7th, 2025 by 5:00 p.m. Anything received after 5 p.m. on the 7th will be considered non-responsive.

The anticipated engagement will begin on 11/17/2025.

The timeline may be adjusted as needs warrant, or at the recommendation of the Summit Academy board and administration.

Proposals will be accepted at the Charter School, 1225 E 13200 S, Draper, UT 84020.

Facsimile (FAX), or emailed copies. Summit Academy, Inc takes no responsibility for ensuring that a mailed response is received by the deadline.

Other

• Proposals may be withdrawn by the firm submitting the response at any time prior to the closing date and time for receipt of the said proposal by contacting Bradley Wilkinson

(Brad.Wilkinson@summitacademyschools.org)

• Summit Academy, Inc modifications to RFP. Summit Academy, Inc expressly reserves the right to modify any portion of this RFP prior to the latest date/time for submission of

RFP responses, including without limitation the cancellation of the RFP. Modifications, if any, made by Summit Academy, Inc to the RFP will be in writing and will be issued as addenda to this RFP.

• No Oral Clarifications/Modifications. Summit Academy, Inc will not provide oral clarifications or modifications to the RFP or the requirements hereof, no employee, officer, agent, or representative of Summit Academy, Inc is authorized to provide oral clarifications or modifications to the RFP. No respondent shall rely on oral clarifications or modification to the RFP.

mailto:Brad.Wilkinson@summitacademyschools.org

• Summit Academy, Inc shall have sole discretion to determine whether a proposal satisfies the requirements set forth in this RFP. Summit Academy, Inc shall have the right to request any additional information from any or all respondents. Submittal of a proposal in response to this RFP shall be deemed authorization for Summit Academy, Inc, to contact the Respondent’s past or current clients, employers, or references to obtain or verify any information.

• Summit Academy, Inc may in its sole discretion, accept, or reject any or all Proposals.

• Summit Academy, Inc’s determination will be based solely on the material provided in

Proposals received. Summit Academy, Inc reserves the right to waive any informality in

Proposals received.

• Preparation Costs- Respondent’s shall be responsible for all expenses they may incur in preparing their proposal. Summit Academy Inc shall not be responsible in any manner of the costs associated with the preparation or submission of Respondent’s Response.

2. General Acknowledgements

1. The Contractor shall be required to provide qualified temporary staffing for

Summit Academy Schools.

2. The Contractor will pre-screen all employees to be placed as temporary staff to ensure they meet the requirements of Summit Academy Schools.

3. Contractor shall have a reporting system with the capability to allow for tracking, timekeeping, and customized cost reports.

4. Contractor must have a training or orientation program. The program must, at a minimum, outline duties and responsibilities for all temporary employees of Contractor’s Awarded Categories. The training outline shall be provided to the Eligible User upon request.

5. The Contractor is required to provide a basic Utah Criminal History background check for all temporary staff employees at no extra charge to the Eligible User.

Temporary staff provided pursuant to this Contract shall be considered employees of the Contractor.

3. Service Requirements

Expectations

It is expected that the selected Company will be able to provide the following services:

Position Pay Type

Substitute Teachers non-licensed Daily Substitute Teachers licensed Daily Substitute Teachers Aid Hourly Teachers (Long Term) Daily

The Substitute Teacher expectations include, but is not limited to the following skill set and knowledge base:

a. Shall adhere to the curriculum and lesson plans assigned by the regular teacher and follow procedures and achieve lesson goals as outlined.

b. Shall assign and explain homework as needed and oversee students outside of the classroom including in the hallways and cafeteria.

c. Shall always comply with all school regulations and policies and take attendance and document daily notes.

d. Shall ensure classroom and work is kept clean and orderly and oversee the normal classroom rhythms and activities.

e. Shall compile a report for the teacher for when he/she returns.

f. Shall have a high school diploma or equivalent qualification. A Bachelor’s degree in Teaching is preferred but not required.

g. Must be detail oriented and able to follow written and verbal instructions.

h. Must have excellent communication and interpersonal skills.

i. Shall be able to perform all industry standard functions pertaining to Substitute Teacher work.

j. Shall become familiar with classroom management

4. Proposals

• It is expected for the Proposer to have a local office and resources locally to handle any jobs, claims or problems.

• It is expected that all Proposers’ employees have adequate transportation, and communication and will account for other reasonable logistic measures to operate effectively and ability to meet their obligations to the job.

• It is expected that the winning proposal will have an experienced staff and will be dependable to cover the jobs that have been accepted.

• It is expected that the winning Proposal will communicate any problems with employee availability and make sure that any claims will be handled in a timely manner so as not to cause any disruptions in the running of the school, or the education of the students.

• It is expected if the winning Proposal is consistently unable to fulfill their obligation to cover the absences, Summit Academy Inc, has the right to break the contract and hire another service, making any part of the contract null and void.

5. Submission guidelines

Profile

• Proposer must identify their ability to be available to the Summit Academy Administration at any time.

• Proposer will provide with their proposal’s 2-3 references, including contact information of the end-user, for services of a similar nature, including the dollar value where available.

• The successful bidder(s), its agents, employees (paid or volunteer), directors and/or assign shall indemnify, hold harmless, and defend Summit Academy Inc, its directors, officers, and employees (paid or volunteer) from and against any and all claims, demands, causes of action of whatever kind or nature arising out of error, omission, misrepresentation, negligent act, conduct or misconduct of the bidder and its agents, employees (paid or volunteer), directors and/ or assigns in the indemnification shall also include reasonable attorneys’ fees court costs, and expenses.

• The vendor will comply with all applicable federal, state, and local laws, rules, ordinances, policies, regulations, licensing, and permitting requirements, and will indemnify, defend, and hold Summit Academy Inc harmless from any liability for failure to comply.

• Workers’ Compensation Insurance in the greater sum of (1) the insurance currently maintained by the Contractor, (2) any amounts and scope required by statute or other governing law, or (3) the following: (i) bodily injury by accident $100,000 each accident;

(ii) bodily injury by disease $500,000 policy limit; or bodily injury by disease $100,000 each employee.

• Commercial General Liability Insurance on an occurrence basis in an amount equal to the greater of (1) the insurance currently maintained by the Contractor or (2) $2,000,000 each occurrence; and such insurance shall include the following coverage; (i) completed operations coverage, (ii) contractual liability coverage, (iii) personal injury coverage, (iv) an endorsement naming SA/SAHS, as an additional insured, and (v) an endorsement providing that such insurance as is afforded under Contractor’s policy is primary insurance in respect to the additional insureds.

• Professional insurance in the same amount as the Commercial General Liability Insurance stated

• No endorsement limiting or excluding a required coverage is permitted. In addition to securing the above insurance policies, Contractor shall also require all of its subcontractors to maintain the same types of insurance required of Contractor under this contract, and in connection with the subcontractors’ commercial general liability insurance policies, Contractor shall also require its subcontractors to provide endorsements (i) naming SA/SAHS as an additional insured and (ii) providing that such insurance as is afforded under the subcontractor’s policy is primary insurance as it pertains to the additional insured.

• NO endorsement limiting or excluding a required coverage is permitted. In addition to securing the above insurance policies, Contractor shall also be required of Contractor under this Contract, and in connection with the subcontractors’ commercial general liability insurance policies, Contractor shall also require its subcontractors to provide endorsements (i) naming SA/SAHS as an additional insured, and (ii) providing that such insurance as is afforded under the subcontractor’s policy is primary insurance as it pertains to the additional insured.

Submission Format

Proposals should submit their proposal in the preferred format:

Letter of Introduction: Organization’s name, contact person, address, telephone number(s), Including the short history of the company and how long they have been providing substitutes to schools. Bids should be signed by person(s) authorized to bind the company to their proposed offer (RFP response).

Table of Contents: Should include a list of all sections and appendices in the RFP response and indicate corresponding page numbers, if appropriate.

Proposal Content: Full details of the offeror’s proposal

Including:

Licensed Teachers Non-licensed Teachers Teachers’ aides Long term teachers substitute Staff Training Plan

Compensation: Indicate the proposal pricing as requested, including optional services not listed in the RFP, if applicable.

Appendices: Attach other information as required by the RFP such as references, resumes, and other relevant or useful information.

6. Summit Academy Inc’s Overview and Layout (Maps Included)

Summit Academy Charter Schools is a 3 campus Local Education Agency (LEA) which serves students in grades K-12. Between the 3 campuses, we currently serve 2,600 students with over 400 staff both part-time and full time.

Locations:

Summit Academy Elementary Draper 1285 East 13200 South Draper, UT 84020 Hours: M-F 7:30am-3:30pm

Summit Academy Jr. High Draper 1225 East 13200 South Draper, UT 84020 Hours: M-F 7:30am-3:30pm

Summit Academy Independence K-8 15327 South 1000 West Bluffdale, UT 84065 Hours: M-F 7:30am-3:30pm

Summit Academy Bluffdale K-6 1940 West 14400 South Bluffdale, UT 84065 Hours: M-F 7:30am-3:30pm

Summit Academy High School 14942 South 560 West Bluffdale, UT 84065 Hours: M-F 7:30am-3:30pm

7. RFP Conditions, Evaluation Criteria, and Recommendation Timeline

1) Each timely submitted RFP will be independently reviewed and ranked by each member of the selection committee. The following set forth the criteria and scoring by which each, RFP will be evaluated.

REQUEST FOR PROPOSAL SUBMISSIONS

By submitting an RFP/quote, the offeror is acknowledging that the requirements, scope of work, and evaluation process outlined are fair, equitable, not unduly restrictive, understood and agreed to.

Bids/Quotes will be scored according to this criterion:

Technical Criteria Criteria Weight % of Tech Criteria

Points Possible

1. Price 50 50.0% 50

2. Extent to which services meet Summit Academy needs

15 15.0% 15

3. Prior History w Business 10 15.0% 15

4. References 5 10.0% 10

5. Proposed plan for services and timeline.

10 10.0% 10

6. Qualifications 10 10.0% 10

2) Summit Academy, Inc reserves the right to conduct interviews, if it deems it advantageous to do so to further evaluate the proposals. If conducted, these interviews will be scored according to the criteria scoring matrix, and any additional information conveyed during the interview.

3) Negotiation with Highest Ranked Respondent. Summit Academy, Inc will invite the highest ranked Respondent for discussions and negotiations of the terms and conditions of the proposal. If Summit Academy, Inc is in the best interests of Summit Academy, Inc determines that reasonable terms and conditions is in the best interests of Summit Academy, Inc have been reached, then Summit Academy Inc will not engage in discussions or negotiations with any other Respondent.

4) Negotiation with Next Highest Ranked Respondent. If Summit Academy, Inc staff determines that notwithstanding best efforts to reach mutual, agreement with the highest ranked Respondent on terms and conditions and mutual agreement will not or can not be reached. Summit Academy, Inc may thereafter cease further negotiation and discussion and proceed to engage in negotiations and discussions with the next highest ranked Respondent. If Summit Academy, Inc determines that reasonable terms and conditions are in the best interest of Summit Academy, Inc and have been reached the staff will not engage in discussions or negotiations with any other Respondent.

Length of Contract The contract resulting from this RFP will be for (1.5) fiscal years From November 2025 to June 2027.

Summit Academy reserves the right to accept additional fiscal years 2028 and 2029.

Bid Details and Submissions

Basic Requirements Interested Bids/Quotes must include some background and additional information about the firm such as:

• Firm(s) size and qualifications

• Licensed to do business in the State of Utah, Utah State Contract # (If available)

• Capable of providing qualified staff, who possess the appropriate license and certifications to provide proposed services.

• Have sufficient insurance and/or bonding coverage

• Location of office(s)

• Describe the firm(s) experience

• Supply billing rates, estimated number of billing hours, other billable expenses/rates, travel, and any other out of pocket expenses.

• Current workload and ability to complete work on the project within the time required

• Any additional Special experience and/or qualifications

• Expertise and experience relative to this project (including recent similar projects of similar type designed and completed).

• Package of Trainings and requirements for contractors staff, performed on their own time.

Bid Details

• Submit a detailed proposal to realize the goals of this RFP. Which includes a detailed cost estimate for the entire project, including materials, labor, permits, and any other associated costs.

• Clearly identify which aspects are included in the proposal.

• For services, a description of included services and clearly denote exclusions or services for additional fees.

• Listing of subcontractors; or an idea of who may be supporting the project in what capacity.

• Organization chart of company staffing model.

• Three references

• Details of Fill Rates

• Proof of liability insurance

• Proposal must be signed by an officer of the contractor who is legally authorized agent to enter into contract.

8. Invoice/Payments and other Contractual agreements

1. The bidder(s) who is awarded the contract is required to send all invoices to accountspayable@summitacademyschools.org mailto:accountspayable@summitacademyschools.org

2. Invoices shall be provided within 30 days of providing goods and/or services to Summit Academy Inc or according to terms in the executed contract.

3. Summit Academy Inc will pay invoices on net-30 day.

4. Summit Academy Inc is exempt from federal, state and local taxes. A tax ID

Number can be provided upon request.

5. Annual charges/Increases year to year in rules, Summit Academy Inc must be notified by March of each fiscal year in order to include in the next years fiscal budget.

A. Expectations, Alternation, Additions, or Modifications

1. If any exceptions, alterations, additions, or modifications are submitted by the bidder to any portion of this RFP, the bidder must clearly indicate the exceptions, alterations, additions and modifications and include a full explanation as a separate attachment to the proposal. This would also include if there are increases to the option years of the contract. The failure to identify exceptions, alterations, or modifications will constitute acceptance by the bidder of the RFP as proposed by Summit Academy Inc reserves the right to reject a proposal containing exceptions, alterations, additions, or modifications.

B. Proposal Preparation Costs and Document Retention

1. All costs related to the preparation and submission of this proposal shall be paid by the bidder. (If bidder opts to use a 3rd party provider for any specific service all costs should be reflected in this RFP).

2. Issuance of this RFP does not commit Summit Academy Inc, in any way, to pay any costs in the preparation and submission of the proposal, nor does the issuance of the RFP obligate Summit Academy Inc to award a contract or supporting documentation that are submitted in response to the proposal become permanent property of Summit Academy Inc.

C. Non-performance by bidder/contractor

1. Performance, before and during the contract terms, will be a major consideration of current contract award, renewals, and future award considerations. Failure to perform, in any sense relative to this contract, may result in the probation and/or termination of this agreement by Summit Academy Inc based on nonperformance.

2. Nonperformance shall be determined as follows:

• Failure to meet and maintain all qualifications required in the RFP

• Failure to keep and maintain all required insurance coverage

• Failure to meet required operating performance standards in the time-period required and consistent with workmanlike and professional manner. Workmanlike manner means work that is “completed in a skillful manner and is non-defective”

• Failure to rectify deficiencies within thirty (30) days of written notification of such deficiency or such shorter period, as set forth in the Contract Documents.

• Gross Negligence D. Conflict of Interest

1. The prospective bidder, its agents, employees, directors and/or assigns, shall disclose any financial, business, or other relationship with Summit Academy Inc that may have an impact upon the outcome of this contract or potential future of the Summit Academy Inc project resulting from this effort. The prospective bidder, its agents, employees, directors and/or assigns shall also list current clients who may have a financial interest in the outcome of this contract of Summit Academy Inc projects that will follow. In particular, the prospective bidder its agents, employees, directors an /or assigns shall disclose any financial interest or relationship with any company that might submit a bid on the Summit Academy Inc projects.

E. Non-discrimination

1. The selected bidder(s) shall comply, and shall require its agents, employees, directors and/or assigns to comply, with all applicable federal, state, and local laws ordinances, rules, and regulations regarding nondiscrimination in employment because of race, creed, color, ancestry, national origin, religion, sex, marital status, age, medical conditions, pregnancy, disability, or any other prohibited bases

9. Acceptance of Proposal

Bid will be awarded to the highest scoring firm based on the evaluation criteria above, as determined under the sole discretion of the Evaluation Committee, Summit Academy Board, and administration.

The award period is for 1.5 years, with optional renewals for a total of 3.5 years.

Summit Academy reserves the right to cancel the solicitation.

Disclosure

All documents submitted shall become the property of Summit Academy, Inc.

Proposal information is proprietary and as such shall be treated as confidential.

Information pertaining to Summit Academy, Inc obtained by the Proposer as a result of participation in this project is confidential and must not be disclosed without written authorization from Summit Academy, Inc.

Signature of Authorized Representative

Printed Name Above

"Best and final offers may be allowed, as provided in Section 63G-6a-707.5, from responsible offerors who submit responsive proposals that meet minimum qualifications, evaluation criteria, or applicable score thresholds identified in the request for proposals."

https://le.utah.gov/xcode/Title63G/Chapter6A/63G-6a-S707.5.html?v=C63G-6a-S707.5_2017050920170509