26-PD05 RFP Crossing Guard Services.PDF

CITY OF SUN PRAIRIE

REQUEST FOR PROPOSALS

RFP# 26-PD05

Crossing Guard Services

Date Issued: Wednesday, May 20, 2026

SUBMIT RFP TO

City of Sun Prairie

Finance Department

300 E Main St

Sun Prairie, WI 53590

SUBMISSION DEADLINE

Wednesday, June 17, 2026, 2:00 PM

TABLE OF CONTENT

I. NOTICE TO PROPOSERS

A. Summary

B. Important Dates

C. How to Submit a Proposal

D. Contact Information

E. Inquiries, Clarification & Exceptions

F. Addenda

G. Bid Distribution Networks

H. Local Vendor Preference

I. Oral Presentations/Site Visits/Meetings

J. Acceptance/Rejection/Withdrawal of Proposals

K. Public Record Law Compliance

L. Public Records Notice

M. Tax Exempt

N. Cooperative Purchasing

O. Terms of Contract

P. Cancellation/Termination of Contract

Q. Evaluation Process and Scoring

R. Insurance and Indemnification Requirements

II. DESCRIPTION OF RFP

III. REQUIRED INFORMATION

I. NOTICE TO PROPOSERS

A. Summary The City of Sun Prairie department of Police is soliciting proposals from qualified vendors for crossing guard services. Vendors submitting proposals are required to read this Request for Proposals “RFP” in its entirety and follow the instructions contained herein.

B. Important Dates Deliver proposals no later than the due time and date indicated below. The City will reject late proposals:

Issue Date: Wednesday, May 20, 2026 Questions Issue Date: Wednesday, May 27, 2026 Answers Posted Date: Wednesday, June 3, 2026 Due Date: Wednesday, June 17, 2026, 02:00 PM CST

C. How to Submit a Proposal Submit the physical copies of required documentations in a sealed envelopes except for Form F (in separate envelope). Each envelope should be clearly marked as to the contents.

An electronic copy in PDF format should be emailed to the City with Form F as a separate attachment.

Hardcopy proposals should be typed and securely bound on 8.5 by 11-inch paper, otherwise identical to the electronic version (if applicable).

Signature Affidavit (Form A): Five copies Receipt of Forms (Form B): Five copies Vendor Profile and Qualifications (Form C): Five copies References (Form D): Five copies

Insurance and Indemnification (Form E): Five copies Sustainability Questionnaire (Form G): Five copies

Cost Proposal (Form F): One Copy in separate sealed envelope Printed Proposal: Five copies (Cost separately)

All proposal costs are the expense of the proposer. The City will not consider illegible proposals. Elaborate proposals beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

Complete and return the proposal and Forms A through G to City of Sun Prairie Finance Department by Wednesday, June 17, 2026, 02:00 PM CST.

All proposals must be clearly labeled:

Proposer’s Name and Address

RFP #: 26-PD05

Title: Crossing Guard Services Due: Wednesday, June 17, 2026, 02:00 PM CST

All email correspondence must include RFP # in the subject line.

Delivery of hard copies to: City of Sun Prairie Finance Department 300 East Main Street Sun Prairie, WI. 53590

Delivery of electronic copy to: via email to purchase@cityofsunprairie.com

Proposals must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

Note: When mailing your response via a third party delivery service, the outside of the packaging must be clearly marked with the RFP name and number. This ensures that the bid can be delivered to the correct purchasing agent without having to open the bid.

D. Contact Information The City of Sun Prairie Police Department is the procuring agency:

Ryan Cox, Assistant Chief of Police

Sun Prairie Police Department Sun Prairie, WI. 53590 Phone: 608-825-0965 rcox@cityofsunprairie.com

E. Inquiries, Clarification & Exceptions Proposers are to raise any questions they have about the RFP document without delay.

Direct all questions, in writing, to the department contact listed above in section D.

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP document shall immediately notify the buyer and request clarification.

In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda – see Addenda below. Proposers are strongly encouraged to check for addenda regularly.

Proposals should be as responsive as possible to the provisions stated herein. A prospective vendor may take “exception” to bid terms, conditions, specifications and dates stated within the bid package. However, the City of Sun Prairie reserves the right to disqualify any and all bids submitted which include exceptions, if deemed not in the City’s best interests.

F. Addenda In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda to the same websites as the original distribution – see G below. It is the proposer’s responsibility to regularly monitor the websites for any such postings.

mailto:purchase@cityofsunprairie.com mailto:USERNAME@cityofsunprairie.com

Proposers must acknowledge the receipt of any addenda on Form B. Failure to retrieve addenda and include their provisions may result in disqualification.

G. Bid Distribution Networks

The City of Sun Prairie posts all Request for Proposals, addenda, tabulations, awards and related announcements on two distribution networks – VendorNet and DemandStar. The aforementioned documents are available exclusively from these websites. It is the proposer’s responsibility to regularly monitor the bid distribution network for any such postings. Proposer’s failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City proposers.

o VendorNet System: State of Wisconsin and local agencies bid network. Registration is free.

Home Page: http://vendornet.state.wi.us/vendornet o DemandStar by Onvia: National bid network – Free subscription is available to access proposals from the City of Sun Prairie and other Wisconsin agencies participating in the Wisconsin Association of Public Purchasers (WAPP). A fee is required if subscribing to multiple agencies that are not included in WAPP.

Home Page: www.demandstar.com To Register: www.onvia.com/WAPP

Bid Opportunities: http://www.cityofsunprairie.com/504/Bid-Opportunities

H. Local Vendor Preference The City of Sun Prairie has included a local vendor preference granting a scoring preference to local suppliers. The “local area” is defined as a physical address where the entity does business within the City of Sun Prairie. United States Post Office boxes or other private postal boxes are insufficient to satisfy the requirements of this section.

Exemptions and limitations may apply. Due to state law, buy local preference may not apply to public works projects. Due to federal restrictions, federally funded programs are also exempt.

Exemptions will also be made for emergencies, sole source purchases, cooperative purchasing agreements and cases in which a local vendor is not qualified as determined by City staff. If it is determined by City staff that a vendor has misrepresented its local status, it will be ineligible to receive preference.

I. Oral Presentations/Site Visits/Meetings

Proposers may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFP process. Such presentations, meetings or site visits will be at the proposer’s expense.

http://vendornet.state.wi.us/vendornet http://www.demandstar.com http://www.onvia.com/WAPP http://www.cityofsunprairie.com/504/Bid-Opportunities

J. Acceptance/Rejection/Withdrawal of Proposals

The City reserves the right to accept or reject any or all proposals submitted, in whole or in part, and to waive any informalities or technicalities, which at the City’s discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any proposer responding to this request.

The City expressly reserves the right to reject any and all proposals responding to this invitation without indicating any reasons for such rejection(s).

K. Public Record Law Compliance It is the intention of City to maintain an open and public process in the solicitation, submission, review, and approval of contracts.

a. The parties acknowledge that City is a municipal corporation legally bound to comply with the Wisconsin Public Records Law and Open Meetings Law (see sections 19.32-19.39 and 19.81-19.98, Wis. Statutes) and that, unless otherwise clearly allowed by law to be an exception to the Public Record Law and confidential, all aspects of this agreement are subject to open disclosure and are a matter of public record. It is further agreed to that neither party will take any action to obstruct the operation of these laws. To comply with any request under said Public Record Law, the provider/contractor herein shall produce copies of all materials, gathered or produced or modified pursuant to this Contract to City, in their original (i.e., electronic or digital, etc.) format at actual cost of reproduction, without profit. According to Wisconsin caselaw, even if records are created or maintained by, or in the custody of, the provider as an independent contractor, they, along with the raw data used to create the record, are nevertheless public records that must be made available to the public within a reasonable time and without delay upon request by any person, and in the format in which they were created. Provider/contractor agrees to hold City, its agents, officials and employees harmless and to indemnify them and City for all costs, fees, including all reasonable attorney fees and expenses of all kinds, and any judgments, orders, injunctions, writs of mandamus, and damages or expense of whatever kind for which City or its agents, officials or employees may expend or be held liable due to the Provider/contractor’s failure to comply with the Wisconsin Public Records and Open Meetings laws, or with this Agreement.

b. Any Public Records Law request received directly by a contractor related to this Contract with City shall immediately be reported to the City Administrator.

L. Public Records Notice

Proposers are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to the Public Records Law of the State of Wisconsin or other applicable public record laws. Information qualifying as a “trade secret”

– defined in State of Wisconsin Statues – may be held confidential.

Proposers shall separately and clearly identify all information they deem to be “trade secrets”, as defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information deemed confidential and sealed, elsewhere in your response.

S. 19.36(5)

(5) TRADE SECRETS. An authority may withhold access to any record or portion of a record containing information qualifying as a trade secret as defined in s.

134.90(1)(c).

S. 134.90(1)(c)

(c) “Trade secret” means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

The City cannot ensure that information will not be subject to release if a request is made under applicable public records laws. The City cannot consider the following confidential: a bid in its entirety, price bid information, or the entire contents of any resulting contract. The City will not provide advance notice to proposers prior to release of any requested record.

To the extent permitted by such laws, it is the intention of the City to withhold the contents of proposals from public view – until such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all proposals will be available for review in accordance with such laws.

M. Tax Exempt

The City of Sun Prairie as a municipality is exempt from payment of federal excise taxes and State of Wisconsin taxes per Wisconsin statue 77.54(9a). Federal Tax ID #39-6006382. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be found on the City website. Our tax-exempt number is ES 42322.

N. Cooperative Purchasing

Bidders may choose to extend prices offered on bids to other municipalities. Under Wisconsin Statutes, a municipality is defined as a county; city; village; town; school district;

board of school directors; sewer district; drainage district; vocational, technical and adult education district; or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts. This is known as “cooperative” or “piggyback” purchasing, a practice common amongst units of government. The City is not responsible for any contract resulting from a cooperative purchase using this RFP as a basis;

they are made solely between the bidders and third party unit of government.

O. Terms of Contract

1. Term of Contract – The term of the contract shall be for a three (3) year period to commence on: Thursday, August 6, 2026, ending on Friday, June 22, 2029.

2. Option to Extend – The City of Sun Prairie reserves the right to extend the contract for two (2) additional one (1) year periods, upon the same or more favorable terms and conditions, and under mutual agreement of both parties.

3. Contract Extension Pricing – Contract prices on an extended contract will be adjusted (escalated or deescalated) based upon the average annual change in the Consumer Index for “All Items” published by the Bureau of Labor Statistics (BLS) (Table 1A. Consumer Price Index for All Urban Consumers (CPI-U): U.S. city average, by expenditure category and commodity and service group, Expenditure Category “All Items”). The CPI-U value is published by the BLS at its website: http://www.bls.gov/cpi/news.htm

The price for an option year shall be based upon the percent change in the CPI- U from the preceding year applied to the current contract year price to obtain the option year price.

The City of Sun Prairie reserves the right to discontinue the contract’s remaining option year and may elect to re-advertise the contract in whole or in part when changes in prices are not mutually acceptable between the contractor and the City.

Any and all changes to the contract terms and conditions shall be evidenced in writing by amending/modifying the contract.

4. Subcontracting Regulations – Successful vendor(s) will not be permitted to sublet, sell, transfer, assign or otherwise dispose of the contract or any portion therein, or its right, title or interest in, to any person, vendor or corporation.

P. Cancellation/Termination of Contract

The City of Sun Prairie may terminate the contract at any time at its sole discretion by delivering 30 days written notice to the contractor. Upon termination, the City’s liability will be limited to the pro rata cost of the services performed as of the date of termination plus expenses incurred with the prior written approval of the City. In the event that the contractor terminates the contract, for any reason whatsoever, it will refund to the City within 30 days of said termination, all payments made hereunder by the City to the contractor for work not completed or not accepted by the City. Such termination will require written notice to that effect to be delivered by the contractor to the City not less than 30 days prior to said termination.

http://www.bls.gov/cpi/news.htm

Q. Evaluation Process and Scoring

Evaluation Team

The RFP will be reviewed by the Evaluation Team. Evaluation team consists of at least three members and at most five members. At least one member from each of the following departments: Department that initiated the RFP, reporting committee and Finance Department. All proposals will be scored individually. The staff member from the Finance Department will oversee the evaluation process to ensure fairness within the process. This process may take a few hours or a few days, depending on the number and length of proposals and the availability of those on the evaluation panel.

Evaluation team will examine each proposal to determine if all minimum requirements have been met to warrant further evaluation. Proposals meeting the minimum requirements will be evaluated in accordance with the point rating system. To qualify as a competent proposer written proposals must achieve an overall minimum of [70] % for the categories marked with an asterisk (*).

Minimum Requirements

1. Minimum of three references.

2. Field Supervisor available by telephone on all occasions, whether immediate or with a callback within one (1) hour.

3. Fees provided in Fee Proposal must be stated as not to exceed.

Evaluation Criteria and Process

Evaluations of the proposals will be based on a weighted point system as follows:

Criteria Description Point Weight 1 Qualifications of Firm* 25 2 Relevant Experience of Firm* 25 3 Costs 25 4 Sustainability 10

5 DBE/WBE/DVB 10

6 Local Preference 5

TOTAL 100

Definition of Major Criteria Categories:

Qualification of Firm: The evaluation is based on qualifications and competence in relation to the scope of the project, the overall approach and strategy described in the proposal and company’s capacity to perform the work within the specified timeframe, the professional qualifications of key personnel related to the work described in the scope of the project.

Relevant Experience of Firm: Evaluation is based on the history of the company, the experiences as it related to the requirements within the RFP, evidence of past performance, quality and relevance of past work, reference and related items.

Sustainability: The City’s vision is to create and expand sustainability practices while always recognizing the interdependence of environmental quality, economic resiliency and growth, and social equity. Evaluation is based on the effect business has on the environment, society and economy.

DBE/WBE/DVB:

DBE (Disadvantaged-Owned Business Enterprise):

At least 51 percent owned by one or more socially and economically disadvantaged individuals; and

Controlled (managed and operated daily) by one or more socially and economically disadvantaged individuals.

WBE (Woman-Owned Business Enterprise):

Organized as a for-profit business, performing a commercially useful function;

At least 51 percent owned by one or more women; and Controlled (managed and operated daily) by one or more women There are no size restrictions for WBE certification

DVB (Disabled Veteran Business)

At least 51% owned, controlled, and actively managed by an identified service-disabled veteran and serve a useful business function.

The service-disabled veteran owner has demonstrated that they: 1) Have a certificate of release or discharge from active duty (Form DD214); 2) Reside in Wisconsin: and 3) Have a disability rating of at least 0% with the Department of Veteran’s Affairs or an Armed Services Branch.

Local Preference: To qualify as “local,” a business must meet at least two of three criteria:

The portion of its employees working at facilities in the City of Sun Prairie (at least 50%);

The portion of ownership vested with City of Sun Prairie residents (at least 50%);

and

The portion of sourcing within the City of Sun Prairie area (at least 15%).

Evaluation of Criteria

Criteria 1 and 2: Qualifications of Firm and Relevant Experience of Firm:

Evaluation team will use the evaluation scoring guide below to evaluate these two criteria. Each criteria will have a maximum number of points assigned to it. Based upon how well the proposal addressed each criteria, the evaluation team assigns a percentage of 0% up to maximum percentage of 100% to each criteria and then multiplies the maximum points by the appropriate scoring percentage to compute the final score.

Evaluation Scoring Guide Percentage

Quality of Response

Description Strengths Relative to Requirement

Weaknesses Confidence In Proposed Approach

90-100 Excellent The proposal addresses the requirements completely, exhibits outstanding knowledge, creativity, innovation or other factors to justify this rating.

Meets requirements -numerous strengths in key areas.

None Very High

80-89 Good The proposal addresses the requirements completely and addresses some elements of the requirements in an outstanding manner

Meets requirements -some strengths in key areas

Minor - not in key areas

High

70-79 Moderate The proposal addresses most elements of the requirements.

Meets most requirements -minimal strengths provided in their response.

Moderate -does not outweigh strengths

Moderate

60-69 Marginal The proposal meets some of the RFP requirements.

Meets some of the requirements with some clear strengths.

Exist in key areas -outweighs strengths

Low

0-59 Unacceptable The proposal meets a few to none of the RFP requirements.

Meets a few to none of the requirements with few or no clear strengths.

Significant and numerous

No Confidence

For example:

Criteria (1) Point weight (2) Percentage (3) Final Score

(2x3) Qualifications of Firm 25 80% 20 Relevant Experience of Firm 25 90% 22.5

Criteria 3: Cost

The Finance Department complete the evaluation of the cost points. The proposal with the lowest cost received the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest cost proposal.

Price of Lowest Cost Proposal X Maximum points available=Awarded Cost Points Price of Proposal Being Rated

For Example:

The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. If the total points available for the cost criteria = 25 points, the next lowest proposal would be assigned 20 points ($100,000/$125,000) x 25pts)

Criteria 4: Sustainability:

The proposal should demonstrate alignment with the City’s sustainability objectives, as outlined in the Task Force on Sustainability Report (specifically, Strategic Recommendations starting on page 11). Examples include business efforts to reduce resource consumption (electricity, fuel, water, materials, food, etc.) and associated emissions, relevant commitments to sustainability initiatives or goals, and progress towards or completion of industry-standard certifications (examples include GRI, LEED, ISO14001, SASB); relative to the type of product/service being provided. The evaluation team will use the scoring guide below to assess responses, understanding that sustainability is a broad undertaking with many potential strategies and outcomes.

Proposers are required to complete the Form G: Sustainability Questionnaire and submit it with the proposal.

Scoring Guide

Criteria Measurement Score Guidance

1. Reduction in product/service emissions, resource consumption

Absent (0), moderate (1-2), good (3-4), excellent (5-6)

0-6 Demonstrated, measureable reduction in electricity, fuel, water, materials, and food consumption related to the product/service.

2. Commitments to sustainability initiatives or goals

Absent (0), good (1), excellent (2)

0-2 Business initiatives (internal and external) and goals that support the community and environment.

https://www.cityofsunprairie.com/DocumentCenter/View/11354/Sun-Prairie-Sustainability-Report---Final-?bidId=

3. Sustainability-related certifications

Absent (0), in progress or 1 certification (1), 2+ certifications (2)

0-2 Certifications recognize pursuit of operational best practices and demonstrate alignment on shared values.

Overall Sustainability Score

Absent-Excellent 0-10 Refer to provided guidelines

Criteria 5: DBE/WBE/DVB:

DBE/WBE/DVB certified Business receive full 10 points. Non-certified business receive zero point.

Criteria 6: Local Preference:

Local business receive full 5 points. Non-local business receive zero point.

R. Insurance and Indemnification Requirements

Insurance coverage shall be in place prior to commencing work and shall remain in force until the entire project is completed or the length of time that is specified in the contract.

See Form E for requirements.

II. DESCRIPTION OF RFP

The following section describes the City's needs and requirements for professional crossing guard services. Please address each of these areas of operations in your proposal. Your proposal should describe in detail how your organization will address each of the requirements.

A. DUTIES: The Proposer shall monitor, supervise, and assure the safety of all school children who utilize intersections and crosswalks while moving to and from school zones. Duties of crossing guards are as follows:

1. Halt vehicles when necessary by mechanical and hand signal to permit children to cross the road safely.

2. Maintain order among children assembled at street crossing points and permit them to cross only when they can do so safely.

3. Report to the Police Department the license plate numbers of motor vehicles who violate traffic laws or crossing guard instructions.

4. Make children aware of the elements of traffic safety and operation of pedestrian controls.

5. Report to school authorities the names of children who do not follow safety regulations.

6. Wear a reflective traffic safety vest at all times when on duty.

B. QUALIFICATIONS: The Proposer shall perform all work to the highest professional standards.

Minimum qualifications for crossing guards are as follows:

1. Be at least twenty-one (21) years of age.

2. Be physically and mentally capable of performing the duties of a crossing guard.

3. Have the ability to give and follow oral instructions.

4. Have the ability to establish and maintain effective working relationships with children, parents, school officials, and law enforcement officials.

5. Have the ability to remain calm and use judgment and initiative in an emergency situation.

C. COVERAGE: The Proposer agrees to provide a crossing guard wearing the contractor provided uniform at each of the required locations during the designated hours as listed on the current location schedule set forth in (D) Crossing Guard Location and Times. The Proposer must guarantee coverage at all designated locations during the required time periods. The Proposer shall maintain adequate reserve personnel to be able to furnish alternate crossing guards in the event that any person fails to report to work. The Proposer shall arrange for and provide all substitute employees, ensuring that all locations are staffed during the required time periods.

The Proposer shall contact the Police Department's Officer In Charge, immediately, if a position cannot be filled by the Proposer. If the Proposer cannot provide a substitute in a timely fashion and the City Police Department staffs that position, the City will bill the Proposer for the period of time spent covering that post in accordance with the City Police Department’s existing staff cost recovery procedures.

D. CROSSING GUARD LOCATIONS AND TIMES: Crossing Guard locations will be evaluated and designated prior to the start of each school year, by the Police Department. The resulting schedule will be provided to the Contractor. Generally, there are 14 locations, with some locations requiring two crossing guards. There are two windows of time, each day, the locations will need crossing guards to be present; approximately 30 minutes in the morning and 45-60 minutes in the afternoon.

E. START AND END TIMES: All crossing guards are required to be at their assigned post according to the schedule, established by the City as designated under (D) CROSSING GUARD

LOCATIONS AND TIMES.

F. SCHOOL CANCELLATION: In the event public or parochial school classes may be canceled due to an unscheduled school closing, crossing guard services need not be provided, and therefore, no payment for services will be rendered. Contractor must be able to be reached to receive notification of cancellation beginning at 5:00 A.M. The City reserves the right to cancel crossing guard service at any or all designated locations as a result of an unscheduled school closing, without penalty, provided a minimum of one and one-half (1-1/2) hours' notice is given to the Provider.

G. PENALTIES: The City reserves the right to impose a penalty against the Proposer of fifty dollars ($50.00) per miss, when given one hour or more advance notice and a penalty of one hundred and fifty dollars ($150.00) per miss, when less than one hour advance notice is given.

In addition to any remedy contained herein, five or more misses shall, at the option of the City, constitute default of this agreement.

H. UNIFORMS: The Proposer agrees to provide to each crossing guard, at no direct cost to the City or employee, a uniform, which includes at a minimum the following items:

1. One yellow raincoat.

2. One vest, with fluorescent stripes in accordance with National Highway Traffic Safety Administration standards.

3. One lighted hand-held stop sign.

4. Two blaze orange traffic cones.

I. NUMBER OF GUARDS: The Proposer shall be responsible for providing the designated number of crossing guards, which averages a quantity of 16, for the duration of the contract. Additional guards may be added upon mutual agreement of the parties as follows: The City shall be solely responsible for determining the need for additional guards; the proposer’s decision whether or not to add guards shall be based solely on its ability to provide staffing. The City may unilaterally reduce the number of guards required upon twenty-four (24) hours notice without penalty. The City retains the right to change the designated locations and/or the number of hours to be worked at each designated location.

J. SCHOOL CALENDAR: The City shall provide the Proposer with a calendar for the Sun Prairie School District and each parochial school with students residing in Sun Prairie with scheduled school closings at the beginning of the school year.

K. SCHEDULE MODIFICATIONS: The Proposer is required to staff the crossing guard positions whenever the schools modify their schedules. The Proposer shall be compensated for and invoice the City only for the actual hours of crossing guard services provided, unless in certain cases and agreed upon by both parties, a minimum number of paid hours per day is found to be the best solution to staff a particular location.

L. TRAINING OF PERSONNEL:

1. The Proposer agrees to provide all crossing guards performing under this contract with classroom training prior to assignments. The Proposer further agrees that the training must cover handling traffic, crossing children safely, appearance, emergency conditions including injuries and motor vehicle accidents, legal powers, duties, knowledge of the legal authority and limitations of the position, the requirements and courtesies in dealing with children, the motorist, and the general public. Such training shall also include instructions of good behavior, proper wearing of the uniform, and an orientation in the job requirements as agreed upon by the Proposer and the City.

2. The Proposer agrees to provide all crossing guards with on-the-job training to be conducted at the assigned locations, with instruction adequate to provide the assigned crossing guard an understanding of the duties and characteristics that may be unique to the location. Additional on-the-job training is to be provided whenever a change of any type affects the job duties at a particular crossing.

3. Clerical and supervisory personnel of the Proposer may not function as crossing guards without classroom and on-the-job training detailed above.

4. The Proposer shall establish operating regulations and general orders governing the conduct and procedures of crossing guards and shall inform the crossing guards as to said regulations and orders and provide the City with a copy.

5. The Proposer shall check the criminal records including fingerprints of all guards through the Department of Justice and shall not employ any individual who has been convicted of any felony, misdemeanor or other offense, the circumstances of which substantially relate to the circumstances of the particular job or licensed activity. If the Proposer's review of the criminal records indicates such circumstance(s), the police department is the final authority on the employment of that guard. The Proposer shall provide the Sun Prairie Police Department with all criminal records information obtained during the background check.

6. All crossing guards must wear a proposer provided identification card while on duty.

7. The Proposer shall provide a refresher-training course for all crossing guards no sooner than thirty (30) days before the beginning of each school year and provide instructional material upon request.

M. REMOVAL OF CROSSING GUARD: Any employee whose conduct is not satisfactory, as determined by the City, shall be removed from providing crossing guard services in the City.

N. PUBLIC COMPLAINTS: The Proposer shall investigate all public complaints concerning crossing guard services. In the event of a complaint, the Proposer shall contact the Assistant Chief of Police at the City of Sun Prairie Police Department within two (2) hours to advise the nature of the complaint and the course of action/remedy/resolution of said complaint. Proposer shall furnish a written report of the incident to the Assistant Chief of Police at the City of Sun Prairie Police Department within five (5) business days after the occurrence.

O. REPORTS: Proposer shall provide the following reports to the City in the frequencies specified:

1. Weekly Group Time Sheet: This report shall include each post location, by school name in alphabetical order, identification of the guard assigned to each post location, number of hours per day worked at each location during the week and other pertinent information to document that all crossing guard posts were properly staffed during the week. Each report shall be signed by the Proposer certifying that the Proposer’s employees worked the hours listed on the timesheet. This report shall be emailed to the City of Sun Prairie Police Department no later than the Wednesday following each week worked.

2. Daily Time Sheets: Proposer shall maintain at its offices, and make available for inspection by City personnel, daily time sheets for all crossing guards and supervisors assigned to this contract.

3. Master Crossing Guard List: This report shall include all crossing guards and their assigned posts, back-up guards, and supervisors assigned to the contract. This report is to be provided at commencement of the school year and updated periodically as changes occur. This report shall be via electronic mail to the Assistant Chief of Police, who serves as the Police Department Crossing Guard Administrator in Microsoft Excel format.

4. STUDENT COUNT REPORT: A "student count report" may be conducted, upon request of the Police Department Crossing Guard Administrator. This report will contain the following information: Guard name, location, and the number of students crossed A.M.

and P.M. This report, when requested, shall be emailed to the Police Department Crossing Guard Administrator.

5. COMPLAINT REPORT: Proposer shall have an established procedure for handling, responding to, and documenting actions regarding all complaints received. A report of all complaints shall be provided to the Police Department Crossing Guard Administrator.

This report shall include the following minimum information: Date of complaint, post location, guard identification, type of complaint, action taken, and total number of complaints for the reporting period. This report shall be sent via electronic mail in Microsoft Excel format.

P. CONTRACTOR/CITY MEETINGS: The City may request periodic meetings with the Proposer to review performance, address specific issues, etc.. Proposer agrees to attend these meetings, at no charge to the City, as necessary during the Contract term. Additionally, the Proposer may be requested to attend various meetings involving the school principals, parents, and similar entities regarding contract and/or safety-related issues. Proposer agrees to do so at no charge to the City.

III. REQUIRED INFORMATION

A. Proposal with information on:

a. An overview and history of the firm including the length of time it has been providing crossing guard services, total number of current employees, and the key project personnel’s qualifications.

b. Include information about your company so the City can evaluate the Proposer’s stability and ability to support the commitments set forth in response to the RFP.

c. List the company’s complete legal name, full address, headquarter location and if applicable, all satellite offices.

d. List the main location/address serving the City of Sun Prairie. Include the complete address, hours of operation, number of employees in the office location and availability of staff after normal working hours.

e. List the contact person for this RFP, name, title, email, and phone.

f. Project Staffing - Identify the person to be designated as the project manager and the person designated as the field supervisor and the trainer.

g. Include a listing, with qualifications, of personnel who have had experience in supervising school crossing guards, and other employees shall be associated with this service.

h. For the project manager, include relevant information regarding the recent management of three similar programs.

i. Submit an organizational chart showing the name of the project manager, field supervisor and other key personnel, and all staff assigned to the project. The City reserves the right to approve the final staffing plan. Submit a plan to ensure all positions are properly staffed during the times designated by the City. The plan shall include any policies dealing with the staffing of alternate Crossing Guards should an assigned Crossing Guard fail to report for duty.

B. Completed forms A-G

a. Proposers are to provide the City with at least THREE (3) references. References should be current customers utilizing services similar to those requested. Wisconsin Municipalities are preferred. The City may contact the references provided.

C. The City expects that the field supervisor shall be available by telephone on all occasions for discussion with City staff, and to be locally available for meetings in person upon 24-hour written or telephonic notice.