173-20260407134701 OSSD.pdf

Invitation to Submit RFP Education Substitute Staffing Services SY27-31

The Ocean Springs Board of Trustees (BOT) invites you to participate in an RFP-Request for Proposals, by submitting a proposal for Education Substitute Staffing Services SY27-31. This invitation will be advertised in the Sun Herald, and specifications and guidelines may be obtained by visiting www.ossdms.org, www.centralauctionhouse.com or by visiting the Ocean Springs School District (OSSD) Business Office, 2300 Government Street, Ocean Springs, Mississippi, 39564. Official Bid Documents may be downloaded, and electronic bids may be submitted at www.centralauctionhouse.com. For any questions relating to the electronic bidding process, please call Central Bidding at 225-810-4814. Electronic submittal of proposals is not required, but is encouraged.

Bid & Implementation Timeline:

Posting of Bid Notice to the State Bid Bank April 12, 2026 First Publication of the Bid Notice by the Newspaper April 12, 2026 Second Publication of the Bid Notice by the Newspaper April 19, 2026 Last Day to Submit Questions April 21, 2026, 1:00 PM CST Bidder Specification Response Form Return Deadline April 29, 2026, 2:00 PM CST Vendor Presentations Scheduled, if necessary May 11, 2026 Recommendation to the BOT TBD

RFPs may be submitted electronically by contacting Central Bidding at 225-810-4814 to set up an account, or in person or via postal service by delivering to the Ocean Springs School District Business Office, 2300 Government St., Ocean Springs, MS 39564, ATTN: Jessica Toland, Purchasing Specialist. RFP submissions are to be in a sealed envelope marked: RFP – Educational Substitute Staffing Services SY27-31 and returned no later than April 29, 2026, at 2:00 PM, CST, at which time submissions will be opened in the Ocean Springs School District Business Office located at 2300 Government Street, Ocean Springs, MS 39564. The proposal must be signed by an authorized official to bind the offeror to the proposal provisions. No faxed or emailed proposals will be accepted. Late submissions will not be accepted. Any questions regarding the RFP need to be submitted via email: Mary T. Gill, CFO, mgill@ossdms.org, copied to Jessica Toland, Purchasing Specialist, jtoland@ossdms.org, and Amy Armata, aarmata@ossdms.org. Questions will be answered via a Q and A or an Addenda document.

Check the websites for these documents. The BOT reserves the right to reject any and/or all proposals received and to waive any and all informalities.

RFP Educational Substitute Staffing Services SY27-31 1

I. PURPOSE

The purpose and intent of this Request for Proposal (RFP) is to seek proposals from interested, available, and qualified Staffing Agencies to provide educational substitute staffing services as described in the scope of services. The BOT intends to select and enter into a contract with the most qualified bidder for these services. The following is a list of positions covered in this RFP:

● Short-Term Substitute Teacher

● Long-Term Substitute Teacher-Certified

● Teacher’s Assistant/SPED

● Clerical Services

● Child Nutrition

● Nurses

II. BACKGROUND

The Ocean Springs School District (OSSD) is a public-school district located in Jackson County, Mississippi. The District serves approximately 5,200 students. The District has approximately 810 employees, 564 of whom are in certified or assistant teaching positions, in child nutrition positions, in clerical positions, and nursing positions. The District services seven (7) schools. The schools include one (1) Alternative School, three (3) Prek-4 Elementary Schools, one (1) Grade 5-6 Intermediate School, one (1) Grade 7-8 Middle School, and one (1) Grade 9-12 High School, which includes Career & Technical programs. For the school year 2025-2026, the District has requested an average of 28 substitutes per day, with a highest request of 57 and the lowest request of 14.

III. GENERAL INFORMATION

A. Pricing

1. If the Bidder is awarded a contract under this solicitation, the prices proposed by the Bidder shall remain fixed and firm during the term of the solicitation review and any subsequent contract; provided, however, that the Bidder may offer discounts from this fixed price to the District at any time during the contractual term.

2. Bidders will neither include Federal, State, nor applicable local excise or sales taxes in the bid prices, as the District is exempt from payment of such taxes. Exemption documentation will be provided where applicable upon request.

B. Evaluation of Bid Proposal

1. The District reserves the right to reject any and/or all bid proposals or parts thereof, to waive informalities or irregularities in the information packages, and to enter into such contract or contracts as shall be deemed in the best interests of the District.

2. The District reserves the right to reject proposals or parts thereof for the following reasons:

a. The Bidder misstates or conceals any material fact in their proposal

b. The Bidder’s proposal does not strictly conform to the law or requirements of the RFP

RFP Educational Substitute Staffing Services SY27-31 2

c. The bid proposal does not include documents, including, but not limited to, certificates, licenses, information or specification sheets, bonds, and/or samples, which are required for submission with the bid proposal in conjunction with the General Terms and Conditions or Scope of Services

d. The bid has not been properly executed by the signature of an authorized representative of the Bidder

3. A proposal may not be accepted from, nor any contract be awarded to, any person or firm which is in arrears to the District upon any debt or contract, or which is a defaulter as surety or otherwise upon any obligation to the District

4. A proposal may not be accepted from, nor any contract awarded to, any person or firm, which has failed to perform faithfully any previous contract with the District, local, state, or federal governmental agency for a minimum period of one (1) year after the previous contract was terminated for cause

5. A proposal may be rejected if the Bidder is currently under suspension or debarment by any local, state, or federal government, and if the Bidder cannot so certify, then it shall submit, along with the proposal, a written explanation of why it cannot make such a certification

6. A proposal may not be accepted from, nor any contract awarded to, any person or firm that has pending litigation against the District on the date and time that the bid is opened.

7. The award will be made to the Bidder that best meets the needs of the District based upon the evaluation criteria. Proposal award will not be made based on price alone; additional criteria such as Bidder experience, references, and staffing credentials will also be considered. The District shall be the sole judge of these factors.

8. The District reserves the right to:

a. Reject any and all bid proposals submitted by prospective Bidders

b. Re-advertise this solicitation

c. Postpone or cancel the bid process for this solicitation

d. Determine the criteria and process whereby proposals are evaluated and awarded

C. Selection Process

1. The following criteria may be used to assist in selecting the successful contractor:

a. Completeness: Each response will be reviewed before the selection process for completeness and adherence to format.

b. Evaluation Process: The OSSD will rely on its staff to formally evaluate each complete proposal. The evaluation process will objectively grade the proposal on its merit and responsiveness according to the evaluation matrix found in Exhibit A.

c. The OSSD reserves the right to modify or not utilize this matrix if it is not deemed in the OSSD's best interest.

2. Preliminary evaluations will be performed by OSSD personnel to determine if all of the mandatory requirements have been addressed. Bidders must be able to demonstrate

RFP Educational Substitute Staffing Services SY27-31 3 their ability to perform the required services by answering all the questions and by completing the Bidder Qualification Statement (Section V). Failure to satisfactorily comply with these requirements may result in the proposal being rejected.

3. Bidders may be asked to complete a presentation to OSSD personnel. Bidders selected to present their presentation will be at the discretion of the District. The date for these presentations will be May 11, 2026. The bidder will be allowed 45 minutes for their presentation. Selected Bidders will be contacted by the District for the specific time for their presentation.

D. Award of Contract

1. It is the intent of the Ocean Springs School District (OSSD) to enter into a contract/agreement for services based on the outcome of this RFP. The contract/agreement shall be for a period of five (5) years. Please see the attached example contract for reference.

2. Both the OSSD and the successful Bidder must agree to an extension six months before the expiration of the contract. The successful Bidder will provide the OSSD with a detailed pricing chart for all services and price increase information, if applicable.

3. The District intends to award a contract that will begin by 7/1/2026. The District retains its sole right to select a successful Bidder it deems is in its own best interest.

4. All RFPs and related documents submitted to the District by Bidders are governed under the laws of the State of Mississippi.

5. The General Terms and Conditions, the Scope of Services, the Bidder’s proposal, written letters, and addenda are collectively an integral part of the contract between the District and the successful Bidder. The successful Bidder will be asked to enter into a contract with the District after the BOT’s approval, which would conclude this process.

6. The OSSD shall select the Bidder that, in its opinion, has made the best proposal (not necessarily the lowest cost provider) and shall award the contract to that Bidder, which is deemed in the best interest of the OSSD.

a. Successful Bidder shall be familiar with and comply with all local, state, and federal directives, ordinances, rules, orders, and laws as applicable to, and affected by, this contract including but not limited to Equal Employment Opportunity Commission (EEOC), the Occupational Safety, Health Act (OSHA), and Title I and Title II of the Americans with Disabilities Act (ADA) regulations. No Bidder shall be excluded from consideration for award in conjunction with this solicitation based on race, color, creed, national origin, handicap, or sex, or be subjected to discrimination under any contractual award administered by the District.

b. The Bidder shall not assign, transfer, convey, sublet, or otherwise dispose of this contract, including any or all of its right, title, or interest therein, or its power to execute such contract to any person, company, or corporation without prior written consent of the District.

c. All employees of the Bidder shall be considered to be, at all times, employees of the Bidder under its sole direction and not employees or agents of the OSSD. The successful Bidder shall supply competent and physically capable employees in a number that is

RFP Educational Substitute Staffing Services SY27-31 4 consistent with the service requirements. Where required, employees shall be licensed and accredited. The OSSD may require the successful Bidder to remove an employee it deems careless, incompetent, insubordinate, or otherwise objectionable and whose continued employment on OSSD property is not in the best interest of the OSSD.

d. In accordance with the OSSD policy regarding the use of tobacco and alcohol products and/or illegal substances, no employee of the successful Bidder shall be permitted to use these substances when performing on OSSD property.

e. The successful Bidder shall certify that all employees employed in support of this contract and who have direct contact with students, which is defined to mean being in the presence of a student during regular school hours or during school-sponsored activities, have not been convicted of (i) a felony; (ii) any offense involving the sexual molestation, physical or sexual abuse or rape of a child; or (iii) a crime of moral turpitude.

f. The Bidder will be responsible for the cost of all the equipment, accessories, labor, and materials to work as detailed in the Scope of Services.

E. Payment

1. To be eligible for payment, all labor covered under the successful Bidder’s invoice must be completed and accepted by the District. The awarded bidder shall provide accurate, legible, and timely documentation, such as invoices, credits, and statements, as requested by the OSSD. The successful Bidder shall invoice the OSSD weekly for the services rendered at the agreed-upon rates. The OSSD will remit payment to the successful Bidder monthly. The awarded bidder agrees to receive payment within forty-five (45) days from the date of receipt of a properly submitted invoice, or within forty-five (45) days after inspection and approval of the goods and/or services by OSSD, whichever is later. In the event of a bona fide dispute, the awarded bidder agrees that OSSD shall pay only the amount not in dispute, as per Miss. Code Ann. 31-7-305.

2. In no event shall any interest penalty or late fee accrue when payment is delayed because of disagreement between the OSSD and the successful Bidder regarding quantity, quality, time of delivery, or other noncompliance with the contract requirements for any product or service or the accuracy or correctness of any invoice.

F. Termination or Cancellation

1. To protect the vested interests of the OSSD, and to ensure the efficient utilization of funds, the successful Bidder shall comply with all obligations contained in the General Terms and Conditions and the Scope of Services. With respect to these obligations, the OSSD will report any non-compliance issues to the successful Bidder for corrective action. Continued non-compliance by the successful Bidder shall be the OSSD’s justification for placing the Bidder’s contract on probation status or termination.

2. If the District, in whole or in part, is not satisfied with the performance of services supplied and agreed to with this RFP, it may terminate the contract/agreement after giving specific reason(s) by written notice to successful Bidder and offering opportunity for successful Bidder to correct

RFP Educational Substitute Staffing Services SY27-31 5 specific reason(s) for dissatisfaction within a thirty (30) day period, date to be specified by the District.

3. If the successful Bidder defaults on its contract or the contract is terminated for cause due to performance, the OSSD reserves the right to enter into a contract for the services with the next lowest and best Bidder associated with this RFP for the remaining term of the terminated/defaulted contract.

4. Either party has the right to cancel services without cause upon not less than ninety (90) days’ notice by the OSSD and not less than one hundred twenty (120) days’ notice by the Bidder.

5. The contract/agreement entered into on behalf of this RFP shall be governed by and construed in accordance with the laws of the State of Mississippi. The venue for the resolution of any dispute shall be Jackson County, Mississippi. The successful Bidder expressly agrees that under no circumstances shall the District be obligated to pay attorney fees or the cost associated with any legal action initiated by the successful Bidder.

6. The District reserves the right to retract any part of these services without any obligation or penalty based upon the availability of funds.

IV. SCOPE OF SERVICES

The scope of services does not include the outsourcing of any staff members. The OSSD wants to ensure that competent substitute employees are available to staff the schools when permanent employees are not available to perform their duties and responsibilities. The OSSD reserves the right to limit services to a specific grade level or school facility. Long-term vacancies will be filled with teachers fully certified (that hold a current teaching license in their given content area). Short-term vacancies may be filled with certified or non-certified substitutes.

A. The OSSD shall be responsible for:

1. Providing all necessary supplies, equipment, and a safe workspace for substitute teachers and substitute support staff;

2. Reserving the right to accept or reject any individual provided by the Staffing Agency at any given time;

3. Providing adequate internal controls, supervision, and instruction for assigned substitutes;

4. Maintaining a mutually satisfactory communication link with the successful Bidder;

5. Promptly providing payment to the successful Bidder for services rendered in accordance with the terms of the mutually agreed-upon contractual document.

B. The successful Bidder shall be responsible for, but not limited to:

1. Providing sufficient, competent, reliable, and properly licensed and certified personnel to provide adequate and satisfactory services under the contract;

2. Providing substitute teachers and support staff positions for Administrative Offices and all Ocean Springs Schools, Grades PreK-12, including Special Education, Child Nutrition, and Nurses;

3. Ensuring that every participating employee completes a current State and Federal

RFP Educational Substitute Staffing Services SY27-31 6

Background and Child Abuse Registry check through either the OSSD or to certify they have been background checked: Statutory Authority: Miss Code Ann. 37-9-17 (Background checks are required to ensure that the substitute teacher and support staff substitutes do not appear on any Sex Offender Registry or have any other recorded violation that would disqualify them from public employment before accepting the assignment).

4. Recruiting, pre-employment screening, hiring, qualifying, certifying, disciplining, and terminating, if necessary, all participating employees;

5. Monitoring daily needs of the OSSD’s substitute requests and placing assigned employees on time according to the school district requirements;

6. Maintaining a mutually acceptable substitute fill rate for classroom absences to be determined annually and to go into effect upon the contract renewal date;

7. Providing an automated reporting/billing system, daily staff coverage, as well as a key contact person(s) and a back-up contact person;

8. Providing an annual report of all analytical statistics for the previous fiscal year;

9. Providing copies to OSSD upon request when a special license or accreditations and certifications are required by State, Federal, and/or local law, statute, regulation, or OSSD Policy;

10. Conducting face-to-face interviews for all qualified applicants and requiring references and resumes for substitute support staff and teachers;

11. Paying assigned employees their wages and providing them with the benefits that the successful Bidder offers to them as their employees;

12. Complying with laws, rules, and or regulations applicable to providers of Educational Substitute Staffing Services;

13. Requiring in writing that the assigned employee acknowledge that they have no right to participate in the OSSD’s employee benefit plans and that the OSSD has no duties or responsibilities to the assigned employee under the Affordable Care Act;

14. Requiring assigned employees to comply with all Board Policies provided by the OSSD;

15. Requiring that any arrest/arraignment of an individual assigned to work within the OSSD be reported to the successful Bidder within two (2) business days of the action, and ensuring that the OSSD is notified immediately thereafter;

16. Operating a viable payroll system that meets all current federal, state, and local requirements;

17. Providing legally required employment law disclosures to assigned employees;

18. Screening potential candidates for retired employees who have retired from the State of Mississippi and obtaining approval from the Chief Financial Officer of the OSSD before assigning the retiree to the District;

19. Assuming responsibility, to the extent allowed by law, for the use of owned and controlled machinery and equipment and any vehicle owned or operated by the assigned employee in connection with their assignment (with the exception of Workers Compensation Claims), including but not limited to arrest and towing charges;

20. Paying or withholding payroll taxes (e.g., FICA) and insurance premiums (e.g., Medicare) and fulfilling its obligations for unemployment compensation (e.g., FUTA, SUTA);

21. Providing workers’ compensation benefits and coverage for assigned employees;

RFP Educational Substitute Staffing Services SY27-31 7

22. Maintaining assigned employees’ personnel and payroll records related to their employment by the successful Bidder;

23. Advertising in local newspapers and online in an effort to recruit replacement personnel, when needed, at no cost to the OSSD;

24. Providing an on-site representative to be located at our Central Office, 2300 Government Street Ocean Springs, MS 39564 and/or have a company representative that is able to respond in person within a two-hour timeframe if an issue should arise with any substitute during the workday;

25. Providing the OSSD with a weekly invoice in such detail as required by the OSSD;

26. Providing the OSSD, a Certificate of Liability Insurance; naming the OSSD as an additional insured. The issuing insurer must provide 30 days' written notice to the OSSD of the expiration of the insurance. The specific minimum requirements are**:

a. Workers Compensation Insurance: Statutory Workers Compensation statutory coverage as required by the laws of the jurisdiction in which the services are performed, and includes alternate employer endorsement.

b. Commercial General Liability Insurance: Commercial General Liability Insurance with a $1,000,000 combined single limit per occurrence and includes contractual liability and personal injury coverage.

c. Additional Insured & Certificate Holder: OSSD will need to be named as additional insured on General Liability Insurance and as the Certificate Holder.

d. Commercial Automobile Liability: Commercial Automobile Liability Insurance with a $2,000,000 combined single limit on vehicles owned, leased, or rented by Respondent performing under this agreement.

e. Umbrella Liability Insurance: Umbrella Liability Insurance to be used in excess of the liability policies with $15,000,000 combined single limit per occurrence.

f. Commercial Blanket Bond: A Commercial Blanket Bond with limits of $1,000,000 in the aggregate per occurrence and includes coverage of employee dishonesty to the extent Respondent fails in its responsibilities and customer protection.

**Such insurance or renewals or replacements thereof shall remain in force during the term of the contract and any extensions

27. Accepting sole responsibility for compliance with all applicable laws relating to its employees, such as wage and hour laws, safety and health requirements, and collective bargaining laws;

28. Maintaining strict confidentiality in accordance with all applicable laws, regulations, and procedures of all records which the Agency or substitute teacher/support staff personnel provided by the Agency may come in contact with or be privy to in the course of providing services

29. Including all labor, travel, and miscellaneous expenses necessary to complete the substitute services at the Hourly/Daily rate (No additional fees may be charged).

C. Conduct The successful Bidder and the substitutes provided by them shall adhere to proper conduct

RFP Educational Substitute Staffing Services SY27-31 8 at all times. Proper conduct is meant to include, but not be limited to, the following:

1. There shall be no weapons, drugs, or alcohol on the premises

2. No smoking (including electronic cigarettes) or tobacco use on the premises

3. No exterior doors are left open or unlocked at any time

4. The successful Bidder and substitutes provided by the respondent must adhere to any and all security standards, requirements, and/or regulations of each school and the OSSD

5. The successful Bidder and substitutes provided by the respondent shall be polite and courteous at all times

D. Confidentiality The successful Bidder will have access to confidential information. Confidential information includes all information of the OSSD relating to the OSSD’s existing or potential non-public business strategies and existing or proposed bids. In addition, confidential information includes all personal identification and information of OSSD management, employees, and students. At no time will any confidential information be disclosed to any one person, including but not limited to legal or financial advisors and or immediate family. The successful Bidder agrees that all such information is confidential and that the agency will not use or disclose such information to any outside person or entity for any reason whatsoever, without the OSSD’s express written consent.

E. Substitute Teacher Job Description

1. Implement existing lesson plans in a manner that ensures the integrity of academic time and motivates students to learn and participate.

2. Instruct students regarding a variety of classroom topics and courses of instruction.

3. Follow lesson plans as required by school or vendor policy.

4. Assign reasonable tasks and homework to students in accordance with the lesson plans.

5. Address the various learning styles of students accordingly.

6. Model correct use of the spoken and written English language.

7. Demonstrate professional practices in teaching.

8. Long-Term Assignments-You may be required to develop lesson plans, create, administer, and grade tests/assignments, participate in parent-teacher conferences, and attend school-related functions. Note: Activities may occur outside of normal school hours.

F. Classroom Management

1. Maintain classroom control that fosters a safe, positive environment for all students in accordance with the successful Bidder, school, state, and all applicable laws and regulations.

2. Ensure adequate supervision of students and the classroom environment to assure the health, welfare, and safety of all students at all times.

3. Take all necessary and reasonable precautions to protect equipment, materials, and school property.

RFP Educational Substitute Staffing Services SY27-31 9

4. Remain in the classroom and monitor students at all times, report all student injuries, accidents, illnesses, and discipline issues to the supervisor and to the school personnel immediately.

5. Supervise students during out-of-the-classroom settings (assemblies, lunchroom, and outside activities).

V. Information Requested A. Executive Summary:

Please include an executive summary detailing your understanding of the requirements for this request, as well as a detailed outline on how your company will address the needs of the OSSD.

B. Organizational Chart:

Provide an organizational chart indicating the individuals or positions that would work on and have knowledge of the project within the OSSD. Provide the resumes of the key individuals of your organization who will managerially oversee and be directly responsible for this account.

Include their professional qualifications and ability to perform the required services, as well as the number of years of experience providing the required service.

C. Questionnaire:

1. What is the primary scope of your organization’s operation? What areas does your company excel in?

2. Indicate the total number of years your organization has provided the requested service.

3. Describe your organization’s background.

4. Detail your organization’s current contracts with public entities that have the same characteristics and complexities of the OSSD.

5. List the fringe benefits the organization offers its employees and the eligibility requirements for them to receive benefits. Detail the cost of each fringe benefit included in the rate paid by the OSSD to the organization.

6. Explain your company’s billing and reporting capabilities. Share timelines for reporting and sample reports.

7. Describe your organization’s capability of fulfilling other staffing needs the OSSD may require. For example, beyond substitute teachers, assistant teachers, clerical staff, child nutrition, and nurses, etc.

8. Describe your process for securing same-day/short-notice substitutes.

9. Please describe the transition process between the existing substitute service provider for the OSSD and your organization’s program. Include information on software transition and timeline for implementing your staffing services to the OSSD, Training OSSD Teachers, Administrators, and substitutes, etc.

10. Describe the web-based personnel management software that will facilitate the services to be provided. Bidders must be able to provide an online placement technology system, AESOP, or similar program. Please describe in detail the system that your organization utilizes, to include the

RFP Educational Substitute Staffing Services SY27-31 10 business rules, user experience, and any specifications required of the OSSD to fully implement.

Any additional costs associated with the implementation must be outlined as well.

11. Detail the strategies your organization will employ to effectively execute the work as described.

12. Provide an overview of your staffing model and an outline of who will be working with the OSSD to fulfill the responsibilities as described.

13. Provide an example of a service level agreement with a current client with the same size and complexities as the OSSD. For example, “A guaranteed fill rate of 85% at the minimum, a guaranteed daily minimum of seventy (70) substitute teachers available for deployment. Ongoing recruitment to ensure that an adequate number of substitutes are available to meet the daily vacancy rate.”

14. Provide information about the organization’s policies, practices, and standards for maintaining the confidentiality and integrity of the client’s data and information.

15. Provide information on how the organization handles dispute resolution.

16. Provide information regarding any other steps that the organization will take to ensure that all OSSD needs are met.

17. Describe your proposed fee structure. The current rates paid to substitutes assigned to OSSD are as follows. The current OSSD Fill Rate is: 88.61% Include an alternate fee structure based on recommended rates if different from what is listed below.

Job Title, Daily or Hourly Pay Rate (before vendor mark-up)

● Short-Term Substitute Teacher $90.00 / Day

● Long-Term Substitute Teacher on the 11th day worked - $110.00 / Day

● Substitute Teacher-PERS CERTIFIED, Approved By the CFO, $90.00 / Day

● Substitute Clerical $10.00 / Hour

● Substitute Teacher Assistant $10.00 / Hour

● Substitute Food Service $12.00 / Hour

● Substitute Nurse $18.00 / Hour

*Note: All retired employees with the State of Mississippi must be approved by the Chief Financial Officer before being assigned to work in OSSD.

**Long-Term is defined as working a minimum of 11 days, or longer, on one given assignment.

1) In the event a long-term substitute is hired for an 11-day minimum assignment, and the employee for whom the substitute is hired returns before the end of the 20-day minimum assignment, the long-term substitute will be paid for days worked at the long-term substitute rate of pay.

2) In the event a long-term substitute is hired for an 11-day minimum assignment, and the substitute terminates his or her employment before the completion of the 11-day minimum assignment, the substitute will be paid a short-term rate of pay.

D. Recruiting, Screening, and Hiring Process

1. Describe how your organization will ensure an ample supply of qualified employees.

2. Describe your process for sourcing and identifying qualified personnel.

3. Describe your recruiting methods and resources.

RFP Educational Substitute Staffing Services SY27-31 11

4. Describe your hiring process for the different types of personnel required by this request.

5. Describe screening forms used to verify that personnel have the necessary credentials to work in the OSSD.

6. Explain credentials and qualifications required of your employees.

7. Explain your background criminal history check process before placing an employee on assignment, including a typical time frame.

8. Describe your process for addressing employees who may violate school safety laws after beginning the assignment.

9. Provide a sample handbook for your personnel, including an online version for the OSSD website.

10. Explain how your organization processes payroll and fulfills tax reporting for your personnel.

11. Note if your company can offer personnel for half days as well as full days.

E. Training and Orientation Process

1. Give a detailed explanation of your training program for all newly hired and transitioning substitute teachers and/or staff provided before they begin their assignment.

2. Explain the orientation process and annual updates.

3. Describe the processes that will be put in place to educate new employees about OSSD policies and procedures.

4. How do you plan on having your staff trained to ensure compliance with any and all applicable state laws, policies, and procedures while providing services requested by this RFP?

5. Describe how you educate your employees on preparedness/professionalism, position-specific skills, sexual harassment, bloodborne pathogens, and FERPA.

6. Explain how your organization educates substitute teachers on classroom management.

teaching strategies, and strategies for children with disabilities.

F. Assigning/Scheduling Process

1. Describe in detail your scheduling system.

2. Explain the organization’s process for verifying that employee placements occurred as scheduled and are accurately invoiced.

3. How many substitutes will the organization be able to provide per day? How many long-term substitutes?

4. Explain your success rate for filling other schools’ staffing needs.

5. Show documentation of fill rates for the past three years.

6. What are the normal business hours of your organization?

7. Explain how our District can feel confident that our needs will be met if we leave a message before or after normal business hours for substitute needs.

8. Describe how your organization will ensure that personnel placements will be acceptable to the OSSD.

9. Include information detailing successful placement/fill rates, including the processes/strategies, systems, and best practices to accomplish these actions.

RFP Educational Substitute Staffing Services SY27-31 12

10. Provide a list of districts currently using your services including staff numbers, current fill rates achieved, and their geographical proximity to the OSSD.

G. Quality Control & Retention Programs

1. Explain the process in place to track the performance of assigned personnel.

2. Who will handle performance and employee relations with your employees? How do you currently evaluate your staff? Please provide details on the frequency of conducting evaluations/managing the feedback cycle for substitutes.

3. Describe how your organization tracks and monitors attendance and retention among employees.

4. Explain the organization’s disciplinary and removal process of an employee if the OSSD finds the assigned personnel unacceptable.

5. How does the organization plan to make sure that both the quality and the quantity of employees can be provided to OSSD?

6. Explain the process for ensuring that certain personnel are not assigned to school locations where the leadership has requested that those employees not return.

7. How does the organization measure the quality and value of services provided?

8. What programs does the organization have in place for the retention of personnel?

H. Information Security and Systems Reliability

1. How does your organization exchange electronic information?

2. Explain how you ensure security and systems integrity.

3. How do you ensure information backup and data recovery?

4. How does the organization provide backup for resident IT hardware and software personnel?

5. Does the organization have a disaster recovery plan?

6. Describe any other data security measures that the organization may have implemented.

I. Other

1. How frequently are invoices prepared? Will the invoice allow for comparing substitutes with school attendance records? Please provide a sample invoice.

2. Will the organization accept 45-day net pay?

3. Explain the process for the organization to apply credits if errors are found in invoices.

4. Describe the organization’s payroll and payment process. Include how the contract employee’s payroll is collected and tabulated.

5. Will your organization penalize the OSSD if it wishes to hire one of your employees? Any fees or time constraints?

6. Describe the process if the OSSD chooses to hire an employee.

7. Describe your knowledge of applicable laws and regulations that govern PreK-12 school districts in the state of Mississippi as they relate to the contracting of employees.

8. Describe the organization’s procedure for handling the media.

9. Explain why we should use your organization to provide our staffing needs.

RFP Educational Substitute Staffing Services SY27-31 13

10. Describe what makes your organization different and better from other companies that provide the same services.

VI. REFERENCES

Provide a listing of at least two (2) references for which the organization has provided similar services within the last five (5) years, and whose complexities are similar to those presented in this proposal:

Reference #1 Customer Name: ______________________________________________________________ Address: ____________________________________________________________________ City/State/Zip: ________________________________________________________________ Contact Name and Title: ________________________________________________________ Telephone Number: _________________________ Email Address: _____________________

Reference #2 Customer Name: ______________________________________________________________ Address: ____________________________________________________________________ City/State/Zip: ________________________________________________________________ Contact Name and Title: ________________________________________________________ Telephone Number: _________________________ Email Address: _____________________

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VII. SCORING CRITERIA

Exhibit A-Scoring Criteria Weighting Factor

1-Company Details and References: Consider the Proposer’s stability,performance, and experience. Proposer provided a reference list containing two (2) substitute staffing contracts with school districts and exhibits experience with districts of a similar size to the OSSD.

10%

2-Management Support: Consider the Proposer’s ability to provide services, operational efficiency, and program management capabilities.

20%

3-Project Management: Consider the Proposer’s program overview,resources, systems, procedures, processes, reporting, and technology in managing the program.

15%

4-Employee Management: Consider the Proposer’s procedures and processes in managing substitute employees, including recruiting, hiring practices, compliance, retention, human resources, and training.

15%

5-Start Up/Transition Plan: Consider the Proposer’s customized plan for OSSD. The plan is detailed from pre-planning, through the start of the contract, and continues through engagement.

5%

6-Financial Proposal: The cost of the proposed program will have a beneficial impact on the district’s operating budget.

Compare Proposer among other Proposers.

35%

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VIII. PROPOSAL FORM AND ASSURANCES

We propose to meet all of the qualifications as stated in the Request for Proposal for the Educational Substitute Staffing Services for the following rates:

Classification OSSD Daily/ Hourly Rate

Proposed Markup Percentage

Total Billed Rate

Short-Term Substitute Teacher

$90/day

Long Term Substitute Teacher

$110/day

Substitute Teacher-PERS Certified

$90/day

Substitute Teacher Assistant

$10.00/hour

Substitute Clerical

$10.00/hour

Substitute Food Service

$12.00/hour

Substitute Nurse

$18.00/hour

Will your company request a price increase for each contract period? If so, what factors will be used to determine the price increase? ____________________________________________

RFP Educational Substitute Staffing Services SY27-31 16

Years in Business: __________ Former name(s) used by your organizations:

Acknowledge acceptance of addenda/clarification(s) issued initialing below:

_______Addendum 1 _______Addendum 2 _______ Addendum 3 _______ Addendum 4 Please initial the following as being attached to your submission:

_______ A. Executive Summary _______ B. Organizational Chart and Personnel Information _______ C. Questionnaire _______ D. Recruiting/Screening/Hiring Process _______ E. Training and Orientation Process _______ F. Assigning/Scheduling Process _______ G. Quality Control and Retention Program Process _______ H. Information Security/Systems Reliability Process _______ I. Other Information Section _______ J. References _______ K. Reviewed Scoring Criteria _______ L. Completed and Signed Proposal and Assurances Pages Initial and include the following documents to your submission:

_______ SAM.Gov printout _______ Completed W-9 form, if not a current vendor of the OSSD _______ Valid Certificate of Insurances as listed _______ Received and signed OSSD Addenda _______ Received OSSD Term and Conditions The undersigned hereby certifies that I am an individual authorized to act on behalf of the company in submitting this Request for Proposal and Assurances. I certify that all of the information provided herein is true and accurate, to the best of my knowledge. I understand that the discovery of deliberately misrepresented information contained herein may constitute grounds for denying the applicant’s request for approval.

Company Name: _____________________________________________________________

Street Address: _____________________________________________________________

City: / State: / Zip: ____________________________________________________________

Contact Phone Number: _________________ Contact Email Address: __________________

Authorized Representative Signature: ____________________________________________

Authorized Representative Name (print and Date): __________________________________

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Exhibit A

Mandatory Addendum to all Ocean Springs School District Agreements or Contracts

This Addendum between the Ocean Springs School District (“OSSD”) and (“Vendor”/ “Contractor”) is an integral part of the agreement or contract.

Vendor/Contractor acknowledges that OSSD is a state subdivision and is subject to the laws of the State of Mississippi governing actions of state agencies. Vendor/Contractor further acknowledges that OSSD does not waive, relinquish or forfeit any of the rights, benefits, protections, guaranties or prohibitions that may be provided under any law, statute, regulation or policy. The parties agree that this Addendum is incorporated into the agreement/contract and agree that should any provision of the agreement/contract conflict with this Addendum, the terms of the Addendum control.

1. OSSD agreements or contracts are governed by the laws of the State of Mississippi. Any provision that purports to set venue outside of the State of Mississippi is deleted.

a. U.S. Const. Amend XI; Miss. Code Ann. § 11-11-3; Miss. Code Ann. § 11-45-1; City of Jackson v.

Wallace, 196 So. 223 (1940); Miss. AG Op., Clark (June 2, 2002); Miss. AG Op., Nowak (November 19, 2005).

2. OSSD does not waive its sovereign immunity. OSSD shall only be responsible for liability resulting from the negligent actions of its officers, agents, and employees acting within the course and scope of their official duties.

a. Miss. Code Ann. § 11-46-1, et seq.

3. OSSD does not waive its Constitutional Eleventh (11th) Amendment immunity.

a. U.S. Const. Amend. XI.

4. Any reference to OSSD waiving its right to a trial by jury are deleted.

a. Miss. AG Op., Chamberlin (October 18, 2002).

5. OSSD does not agree to any provisions wherein the credit of the State of Mississippi is pledged or loaned in aid of any person, association, or corporation.

a. Miss. Const. Art. 14 § 258; Miss. AG Op., Stringer (January 25, 2006).

6. Any reference to payment of attorney’s fees by OSSD are deleted.

a. Miss. AG Op., Nowak (January 23, 2009); Miss. AG Op., Stringer (January 25, 2006).

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7. OSSD does not agree to pay extra compensation, fees, or allowances after service rendered or agreement or contract made, or for any payment not authorized by law.

a. Miss. Const. Art. 4, § 96; Miss. AG Op., Stringer (January 25, 2006).

8. Any references to OSSD limiting OSSD’s damages to the agreement or contract price or any other set amount are deleted.

a. Miss. Const. Art. 4 § 100; Miss. AG Op., Clark (June 7, 2002); Miss. AG Op., Chamberlin

(October 18, 2002).

9. Any references to OSSD indemnifying or holding harmless the Vendor or Contractor or any other party are deleted.

a. Miss. Const. Art. 4 § 100; Miss.AG Op., Clark (June 7, 2002); Miss. AG Op., Chamberlin

(October 18, 2002).

10.Any provisions limiting the time for OSSD to pursue legal action are deleted.

a. Miss. Const. Art. 4 § 100; Miss.AG Op., Clark (June 7, 2002); Miss. AG Op., Chamberlin (October 18, 2002).

11. Any reference to OSSD waiving any cause of action it may have against Vendor or Contractor or any other party as a result of Vendor or Contractor’s breach of the contract or agreement, or Vendor or Contractor’s own negligence or willful misconduct or the negligence or willful misconduct of Vendor or Contractor’s employees or agents are deleted.

a. Miss. Const. Art. 4 § 100; Miss.AG Op., Clark (June 7, 2002); Miss. AG Op., Chamberlin (October 18, 2002).

12.Any reference to OSSD limiting damages, remedies or waiving any claim are deleted.

a. Miss. Const. Art. 4 § 100; Miss.AG Op., Clark (June 7, 2002); Miss. AG Op., Chamberlin

(October 18, 2002).

13.Any provisions giving the Vendor or Contactor exclusive control over litigation are deleted. OSSD does not agree that Vendor or Contractor may represent, prosecute or defend legal actions in the name of OSSD.

14.Any references to OSSD submitting to binding arbitration are deleted.

a. Miss. AG Op., Clark (June 7, 2002); Miss. AG Op., Chamberlin (October 18, 2002)

15.With the exception of any expressed limitation of remedies for breach of implied warranties of merchantability and fitness for a particular purpose concerning computer software and services performed on computer hardware and computer software, which are sold between merchants, any provisions which would limit the Vendor or Contractor’s liability to OSSD or allow Vendor or Contractor to waive any applicable warranties (express or implied) are deleted.

a. Miss. Const. Art. 4 § 100; Miss. Code Ann. §75-2-719; Miss. AG Op., Clark (June 2, 2002);

Miss. AG Op., Chamberlin (October 18, 2002); Miss. AG Op., Long (February 22, 2009).

16.Any references to OSSD limiting or waiving any common law warranty are deleted.

a. Miss. AG Op., Clark (June 7, 2002); Miss. AG Op., Chamberlin (October 18, 2002).

17. OSSD does not make any warranty.

a. Miss. Const. Art. 4, § 100; Miss. AG Op., Clark (June 7, 2002); Miss. AG Op., Chamberlin

(October 18, 2002).

18.OSSD will deliver payments to Vendor or Contractor. Any provision that requires OSSD pay Vendor or Contractor any late charges is governed by Miss. Code Ann. § 31-7-305.

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19.OSSD is a public agency of the State of Mississippi and is subject to the Mississippi Public Records Act, Miss. Code Ann. § 25-61-1, et seq., and the Mississippi Accountability and Transparency Act of 2008, Miss. Code. Ann. § 27-104-151, et seq.

20.Vendor or Contractor represents and warrants that it will ensure its compliance with the Mississippi Employment Protection Act, Miss. Code Ann. § 71-11-1, et seq., and will register and participate in the status verification system for all newly hired employees. Any provision penalizing OSSD for hiring an employee who works for the Vendor or Contractor is deleted.

21.The continuance of any OSSD contract/agreement is based on the availability of funds. Should there be no funds available for any succeeding funding period; the contract or agreement will be canceled as of the end of the funding period with no further obligation on the part of OSSD. This contract/agreement is cancellable with thirty (30) days’ notice to the vendor at the end of the fiscal period in the event funds are not appropriated by the funding authority. (Any property covered by a lease shall be returned to lessor).

22.Any provision requiring OSSD to name the vendor or contractor as an additional insured is deleted.

23.Neither party may assign its rights or delegate its duties under the contract or agreement without the prior written consent of the other party, which shall not be unreasonably withheld.

24.Vendor/Contractor recognizes that OSSD, as a political subdivision of the State of Mississippi, enters into this agreement/contract only to the extent authorized by Mississippi law.

25.Vendor/Contractor acknowledges that the individual executing the agreement or contract on behalf of OSSD is doing so only in his/her official capacity only, and to the extent that any provision contained in the agreement/contract exceeds his/her authority, Vendor/Contractor agrees that it will not look to that individual in his/her personal capacity or otherwise seek to hold him/her individually liable for exceeding such authority.

CONTRACTOR

By: __________________________________________________________________ (Original Signature of Principal or General Agent)

NAME/TITLE: ___________________________________________________________

COMPANY: ____________________________________________________________

DATE: Beginning date of agreement/contract ______________ through June 30, 2027.

OCEAN SPRINGS SCHOOL DISTRICT

By:…