11-02. Specific Terms and Conditions - SSCNS-2026 RFP.pdf

Cherokee County School District Specific Terms and Conditions

Student Support Contracted Nursing Services SSCNS-2026 RFP

1. The Cherokee County School District (CCSD) is soliciting proposals from qualified vendors to deliver district-wide Student Support Contracted Nursing Services. CCSD seeks experienced agencies with expertise in staffing support for Special Education, including both related and secondary service providers, to help maximize student achievement. In the best interest of CCSD, the RFP may be awarded to multiple proposers.

The Cherokee County School District is a recognized recipient of the Award of Excellence by the Georgia Department of Education. The District’s Special Education Services and Support Division are committed to being a leader in educating all students, including those with disabilities. CCSD values high-quality services, emphasizing the importance of consistency in service delivery. Services must reflect a strong commitment to customer service and added value to the products or services offered.

The district encourages innovative solutions that address CCSD’s unique needs in a fair, equitable, and responsive manner. All contracted agencies are expected to meet those standards.

Cherokee County School District Enrollment:

• Approximately 40,000 students in 40 schools/centers

• Over the past three years, CCSD has contracted an average of 11 one-to-one nurses.

2. All questions regarding the SSCNS-2026 RFP must be submitted through the CCSD Euna Procurement (formerly Bonfire) Message Center by 2:00 p.m. on Thursday, May 21, 2026.

Questions should be submitted individually in order to receive a response.

3. All information requested for this solicitation must be submitted through the Euna Procurement

(formerly Bonfire) portal. RFP proposals must be submitted in the portal on Tuesday, June 2, 2026, by 9:00 a.m. Paper submissions will not be accepted.

Proposals must be submitted in the templates and/or format prescribed on the electronic platform.

Elaborate proposals in the form of brochures or other presentations beyond that which is necessary to present a complete and effective proposal are not desired and will not be reviewed or considered.

4. The thirty-six (36) month term for the SSCNS-2026 RFP will be July 1, 2026 through June 30, 2029.

The term may be extended if requested by the awarded proposer(s) at least 120 days in advance of current term expiration. All prices submitted must be firm for the duration of the term as well as any subsequent renewals.

5. All pricing options and applicable charges must be listed to ensure comparisons are fair and equitable.

It is the proposer’s responsibility to provide all available pricing options and list all applicable charges.

The rate quoted by agencies must be inclusive of all expenses incurred by contracted personnel related to the provision of services. All information requested on the CCSD proposal form must be provided for analysis purposes.

CCSD does not cover travel expenses from the home to the job site.

If the proposal form is altered in any way, the proposal may be rejected. If you have any other product information and/or pricing not listed on the proposal form, you may submit the information under Any Misc. & Additional Charges not Listed on Proposal Form (General Term #51).

6. A current Certificate of Insurance must be submitted with the proposal even if current insurance limits do not meet CCSD’s required amounts. The awarded proposer(s) is required to maintain the insurance requirements as specified in Attachment A – Insurance Requirement For Student Service Providers.

If awarded, all insurance required limits must be met within five (5) business days. Failure to meet required insurance limits within five (5) business days of award will result in removal from the RFP award. The awarded proposer must maintain insurance coverage for the duration of the contract with CCSD including all renewals.

7. All proposers/agencies, including any person(s) affiliated with or in any way related to the proposer, are strictly prohibited from contacting Cherokee County Board of Education members, CCSD employees or consultants on any matter having to do in any aspect with this RFP, other than the CCSD Department of Procurement Services. Contact of this nature will result in immediate disqualification of the proposer.

8. CCSD will determine whether to contract with an agency based on what best serves the needs of the students involved. CCSD also retains the right to interview any candidates submitted by selected agencies before final placement.

9. Awarded proposer/agencies receiving awards must not adopt any personnel policies that allow hiring, promotion, demotion, termination, or layoffs to be based on race, creed, color, national origin, age, or sex, or that otherwise violate applicable laws regarding the employment of individuals with disabilities.

10. Proposer/agencies must provide resumes and copies of State of Georgia licenses and/or teaching certificates for all candidates submitted by your agency to CCSD. This requirement applies for the entire duration of the SSCNS-2026 RFP agreement and any renewal periods.

CCSD reserves the right, upon review of submitted resumes, to request additional information or clarification, and to approve or reject any specific individuals proposed to provide services.

11. Proposers must provide a response labeled “CAPABILITIES” which should include the items listed in this section. Each section must be clearly labeled with the corresponding letter (i.e., a, b, etc.).

a. Provide a brief introduction and background for the agency.

b. Describe the organizational size, structure, resources, and experience in providing contracted personnel to school districts.

c. Outline the agency’s understanding of school system issues, internal administration, educational objectives, and current State and Federal mandates for education.

d. Describe the agency’s procedures in hiring qualified candidates, including your interview process (i.e., in person, by phone), resume review, and verification process for education, training, and licensure, etc.

e. Describe how you will provide one individual as the central contact person to be responsible for the CCSD account. This person would communicate with CCSD Department of Human Resources to make assignments and determine staffing needs.

f. Describe any provisions that your agency will make to provide coverage for your contracted personnel who take maternity or medical leaves or extended absences and describe the notification process.

g. Describe your agency’s procedure for correcting problems, which may result from contracted personnel performance, complaints received from students, parents/families, school staff and/or other professionals.

h. Describe what, if any, procedures are in place to guarantee continuity of services for the course of a school year including timely and adequate notice of contracted personnel, reassignment, extended leave, etc.

i. Describe conditions, if any, under which you would allow contracted or previously contracted personnel to be hired for employment by CCSD.

j. Provide a copy of the specific contract that your agency will execute with your contracted personnel if you are awarded the Student Support Contract Services RFP.

k. Provide information detailing if your agency or any of its principals have been named in a lawsuit or involved in any legal disputes dealing with your services. If so, please describe the plaintiff’s contentions and the outcome of any such lawsuits.

12. One-to-One Nursing Services

a. Individuals must have an unencumbered Georgia nursing license as a Licensed Practical

Nurse or Registered Nurse and current CPR certification.

b. One-to-One Nursing resumes and certifications must be submitted for all candidates the agency plans to offer to CCSD now and in the future. This requirement is for the duration of the SSCNS-2026 RFP agreement term. Upon review of the resumes, CCSD reserves the right to request additional information, clarification of the information provided, and request/reject specific individuals to provide services.

c. CCSD will only pay for pre-approved hours spent by One-to-One Nurses that are related to the provision of job duties, to include completion of daily assessments, consultation with school personnel, parent communication, and bus transportation time with student.

Because of the professional nature of these positions, the awarded agencies will provide these services within the agreed upon hourly rate. CCSD will not pay for miscellaneous duties assigned by school administration not covered within this RFP (i.e., bus, car, and/or cafeteria duty). CCSD does not reimburse any expenses including mileage. Agencies may provide optional compensation and/or billing recommendations that may take into account the professional nature of the job and the varying hours.

d. Additional CAPABILITIES: Each section must be clearly labeled with the corresponding letter (i.e., i, ii, etc.).

i. Describe your agency’s policies regarding confidentiality and maintenance of records/documents.

ii. Describe your agency’s tools and/or process for documentation and maintenance of medical records utilized by your nurses.

iii. Describe any additional support to nurses that you provide, such as orientation to the school setting, mentoring, supervision, consultation, and/or equipment.

iv. Describe how you will provide professional development, specialized training, and/or competency evaluations for your nurses.

v. Describe how your agency provides onsite staffing to assist with the facilitation of the services to the students.

vi. Describe how your agency tracks time that the nurse is providing services as listed above.

vii. Describe how your agency will obtain physician orders and/or create care plans.

13. Agencies must comply with the screening process established by the District and ensure that all officers, employees, agents, and subcontractors also comply, in accordance with O.C.G.A. Section 20- 2-211(e). The School District requires the use of Fieldprint for background screening of agency employees and subcontractors; additional details and instructions are available at http://gcicweb.gbi.state.ga.us/ncja/index.php.

The Agency must require any employee or subcontractor assigned to CCSD to undergo both pre-placement and annual background checks. Each individual must complete a comprehensive criminal history screening that includes checks through the Georgia Crime Information Center (GCIC) and the National Crime Information Center (NCIC).

The Agency will certify to CCSD that it has made reasonable efforts to identify any arrests and/or convictions involving its employees or subcontractors that may have occurred after the most recent annual background check.

14. Contracted personnel must abide by all district policies, as well as building specific policies related to dress code, student discipline, etc.

15. All contracted personnel must comply with FERPA, HIPPA, and CCSD policies regarding the http://gcicweb.gbi.state.ga.us/ncja/index.php confidentiality of student records and the proper authorization required for their release. No student files, data, or records may be removed from school property without explicit approval from the Executive Director of Special Education or a designated representative. Additionally, contracted personnel are prohibited from storing student information on personal electronic devices; CCSD will supply laptops for all related work.

16. CCSD agrees that it will not recruit or hire any personnel supplied by the Agency for a period of twelve (12) months following the date such personnel stop providing services to CCSD. Likewise, the Agency agrees that it will not recruit or hire any individuals employed by or under contract with CCSD for a period of twelve (12) months after those individuals cease providing services to CCSD.

Notwithstanding the above, any contractor who has completed two (2) consecutive years of service with CCSD may apply directly for employment with the district without penalty under this non-compete provision.

This clause is intended to modify and supersede any conflicting terms in agreements between CCSD and its employees, and between the Agency and its contractors. All personnel employed or contracted by either CCSD, or the Agency are considered intended third-party beneficiaries of this provision.

17. Contracted personnel will be expected to complete the annual online training at the beginning of each school year that will include orientation to CCSD Critical Issues documents utilizing the online program in accordance with procedures established by CCSD.

18. Contracted personnel may be considered for employment in a CCSD Extended School Year (ESY) program if selected.

19. CCSD will obtain professional feedback from the building-level supervisor or their designee, in collaboration with appropriate central office staff from the Department of Special Education, to determine whether to continue using the contractor. This feedback will be shared with agencies upon request.

20. The selected proposer(s)/agency must execute the CCSD contract upon award of the RFP.

21. Awarded proposers/agency must submit a written statement, signed by an authorized representative, verifying that all personnel providing services to CCSD students meet the required qualifications for the contracted service area. In addition, all awarded proposers are required to execute an official Service Provider Agreement with the School District for the duration of the award prior to the commencement of any services. All agencies awarded the RFP must sign the Service Provider Agreement before any work can begin. (Refer to the Sample Service Provider Agreement)

22. In the event a contracted employee must leave his/her position with an agency prior to the completion of an assignment, CCSD requires a minimum of thirty (30) day advance notice, in writing, from the agency.

23. In the event an agency wishes to terminate a contract with CCSD, ninety (90) day notice, in writing, must be given.

24. Contracted personnel must sign in and out electronically using authorized CCSD personnel/payroll system. Time must be verified weekly by the Director of Special Education or designee.

25. CCSD does not pay contracted personnel providers for unexpected school closings (e.g., national emergencies, inclement weather days, furlough days, etc.) or for contracted personnel sick days or recognized school holidays.

26. All billed hours must be completed on-site at a CCSD-affiliated facility. Any exceptions (such as remote work) require prior approval from the Director of Special Education or their designee. School assignments are determined by CCSD, which reserves the right to modify them as needed to meet District requirements. Travel expenses between home and the assigned work location are not reimbursed by CCSD.

27. Invoices must match the time record and the hourly rates submitted and awarded under this RFP.

Payment shall be made only after the final verification of a correct invoice. It is the proposer’s responsibility to ensure that all invoices for services are received in a timely and accurate manner.

CCSD must receive an accurate invoice by the 15th of the next month. If received after the 15th, CCSD reserves the right to impose a charge of 5% of the discounted gross amount which will be deducted from the service cost for invoices received late.

Awarded agencies are required to provide CCSD with one monthly invoice, to include all services, no later than the fifteenth (15th) business day following the month of service to the following address:

Director of Special Education Compliance P.O. Box 769 Canton, GA 30169 Phone: 770-704-4311 sped.services@cherokeek12.net & jody.page@cherokeek12.net.

28. ACH/EFT payments are highly recommended. If awarded, the proposer(s) may submit payment information with the W-9. ACH/EFT requires the following information:

• Bank Name

• Account Number

• Routing Number

• Email Address to send remittance

29. Any deviations to the above specific terms must be stated with written documentation clarifying any such nonconformity and must be submitted with proposal response.

30. The services being sought under this RFP are professional in nature. Submittals will be evaluated on a combination of factors. They include, but are not limited to the following award criteria:

• 35 points Service and Support Offerings

• 30 points Qualifications of Resumes Provided & Suitability For CCSD

• 20 points Price

• 10 points References

• 05 points Business History & Experience mailto:sped.services@cherokeek12.net mailto:jody.page@cherokeek12.net