Addendum 1 Sub Teachers.pdf

Addendum Number 1

Project: SUBSTITUTE TEACHERS AND TEMPORARY STAFFING SERVICES

RFQu # HV-96269-110923 Bid due date: 3:00 PM, Friday, January 9, 2024 (UNCHANGED) Issue date: November 21, 2023 Below are: Questions asked by bidders with the school district’s answers below:

1) Can pricing for additional services/positions be submitted with this proposal? Yes.

Please add any additional services/positions below the last line on Attachment B – Pricing with the Rate of Pay, Billable Rate, and Mark-up%.

2) Will not to exceed hourly bill rates be accepted in the pricing proposal in place of Attachment B? No, Attachment B must be completed and cannot be replaced by Alternative Pricing. However, you may include Alternative Pricing with your proposal.

3) Is this solicitation strictly for substitute professionals or is the intent to also utilize staffing support for the professions listed on a long-term basis? This RFQu is for substitute and temporary services. The term may vary depending on each position and each situation.

4) If there is a need for long-term support/placements, what is the anticipated number of contracted FTEs needed (Paraprofessionals, Childcare Aides, and other support staff)? This RFQu is for temporary employment services, not for contracted FTE’s.

5) Who is the current contracted vendor? The current contracted vendors are Edustaff, LLC., Staff Connections, Sunbelt, Blazerworks/Procare Therapy

i) Are you pleased with the current vendors? This is considered confidential information. Please submit all FOIA requests to: Barbara Roethler, Barbara.roethler@hvs.org

6) What are the current challenges you’re experiencing with the current vendor? What would you change? This is considered confidential information. Please submit all FOIA requests to: Barbara Roethler, Barbara.roethler@hvs.org

7) Does HVS prefer local (Michigan based) vendor? No preference, there’s more emphasis on the partnership as well as the footprint for a strong candidate pool in our area.

8) Can you share current vendor’s rates? This is considered confidential information.

Please submit all FOIA requests to: Barbara Roethler, Barbara.roethler@hvs.org mailto:Barbara.roethler@hvs.org mailto:Barbara.roethler@hvs.org mailto:Barbara.roethler@hvs.org

9) How much money in 2022/23 was spent on each specialty? The total spent was $2.8 million. $1.4 million on substitute teachers, $1.4 million on others including but not limited to Community Rec & Ed staff, Childcare, Lunch/recess aides, Coaches, Behavior Interventionists, Adult Ed instructors.

10) What is the annual spend that is projected for 2023-2024 School Year for this contract? Approximately $2.75-3.25 million.

11) How many substitute teachers and other employees do you expect to contract per year? The projected number of contracted staff is approximately 375-400.

12) What is the anticipated number of full-time or part-time positions? The employees are not classified as full time or part time. They are at-will and work as needed.

13) Would you please explain the relationship MAC has with the districts? The Michigan Association of Counties (MAC) offers a variety of services through the Michigan Association of Counties Service Corporation. One of these is the MAC Cooperative Bid Program, also called the CoPro+ Program. Through this program, any public entity in Michigan can utilize the program's procurement services. This includes public schools, colleges, universities, and governmental entities.

14) There are response boxes scattered throughout the RFP document. Can we address them in our proposal or do you want the actual form returned? It is preferred to respond in the response boxes. If you must respond within your proposal, please clearly mark the Sections and Subsections within your proposal to which you are responding.

15) What is the process for receiving staffing needs once awarded? The process runs through the HR department to coordinate hiring, onboarding and staffing efforts with the third party.

16) Would you be able to provide job descriptions for the Childcare Aides and the Transportation Services Yes

17) Will the pricing offered in this RFP be locked in for all districts in MAC or will a quote be asked when needs are sent out for other organizations within the cooperative agreement? Please clearly indicate the regions (see Appendix A) to which the pricing applies.

18) Could we provide pricing for only Huron Valley Schools? Yes. Please clearly indicate this in your proposal.

19) Can we respond to only some of the services we offer and not all? Yes.

20) Will MAC only market and extend the resulting contract(s) to other government municipalities and school districts statewide or also participate in the staffing process?

MAC does not participate in the staffing process.

21) Could you please provide a list of the public municipalities, non-profit organizations, and school districts who might want to “piggyback” and purchase on an as-needed basis from the awarded pool of contractors? Any public entity in Michigan can utilize the contracts. The program allows public entities to utilize competitively bid contracts without having to go through the bid process themselves. In addition, this expands the customer base for contractors, and reduces the need for them to respond to multiple bids.

22) How many contracts are anticipated to be awarded? There are no minimum or maximum amount of contracts to be awarded.

23) What will be the minimum duration of an assignment? Assignments range from daily substitutes to long term substitutes covering for a medical leave (up to 12 weeks or longer).

24) Please confirm that responses are required to Sections 1.1, 1.2.2 through 1.12, 2.1 through 2.4, Appendix A – Regional Services Map, Attachment B – Pricing; and let us know if we need to provide anything else with the response. The Non-Collusion Affidavit, which is after 2.4, must also be completed and provided with the response.

25) Please elaborate on the positions such as Coaching, Recess Aides, and Childcare Aides. Job descriptions will be shared on these positions

26) Assuming that the MAC level award will be multi-vendor, would each individual district (Huron Valley, for example) commit to a sole vendor from that supplier list? Or, would it be permissible to have districts select multiple vendors from the list? Assuming multi-vendors would be awarded, it will be at the discretion of each district to choose whether they will utilize multiple vendors.

27) How many cooperative contracts does MAC currently support, and how much revenue is coming through those cooperative contracts? There are almost 200 contracts currently available through the program, and the program continues to grow and expand. The revenue varies by contract, depending on the contracted products and services, and the sales volumes.

28) What marketing and promotional support for this contract would be provided by MAC to promote the awarded vendor(s) to member districts? An example of MAC's support in this area includes advertising in the MAC Magazine, Email newsletters to the districts and the counties, and inclusion of the contract on the website www.coproplus.org. We are happy to work with contractors in their marketing efforts.

29) If we are permitted to negotiate different pricing with districts aside from Huron Valley, how would the price parity language apply? Appendix A – Regional Services Map is where you identify the regions for which the pricing applies. If you negotiate different pricing in the future with districts in other regions, an Amendment would be made to the Contract/Master Agreement.

30) Is the price parity requirement embedded in the contract inclusive of the 2% fee assessed by MAC? It is up to the bidder to determine whether to include 2% in their pricing. Some contractors choose not to, as they understand the value of an increased customer base and the ability to market a competitively bid contract to entities in Michigan that need to abide by competitive bid requirements.

31) Would you provide a list of your current members at MAC? We do not maintain a membership list. Any public entity in Michigan can piggyback on contracts through the program.

32) What is the fill rate with your current provider for SY 22/23 and your current year? This ranges from approximately 82% to 100% fill rates

33) What is the pay rate for the following positions:

a. Substitute Teacher $125/day

b. Long-Term Substitute Teacher $150/day

c. Building Substitute Teacher $150/day

d. Paraeducator $14.75-17.40 http://www.coproplus.org/

e. SPED paraeducator $15.75-19.15

f. Early Childhood Pre-K (ages 4/5) $16.5-17.11

g. Clerical position $16.79-18.35

34) What is the anticipated start date for this contract with Huron Valley? We anticipate a Contract/Master Agreement to be awarded in March of 2024.

35) How is the 2% administrative/remittance fee to MAC allocated? Is this allocation the same for piggybacking districts? At the end of each quarter, MAC requests sales reports from contractors, the fee is calculated based on those sales, and an invoice is processed. The fees collected support the program and are also shared with the host agency (district).

36) Typically, substitute employees are contacted through an online absence management system. Will Huron Valley utilize an absence management system?

What about the districts “piggybacking” off this contract? Or, is the toll-free phone number expected to be the primary form of contact for potential substitute employees?

Huron Valley uses Red Rover as their absence management system currently and will continue to use this system.

37) With the possibility of multiple vendors being awarded, will districts have the option of working with more than one vendor at the same time? Or, is this an exclusive contract? This will be at the discretion of each district to choose whether they will utilize multiple vendors.

38) Is this contract a supplement to the district’s current substitute staffing agreement or will it replace the current contract? The current Contract expires June 2024. This is considered a rebid.

39) Could the district please provide their current rates for the positions listed in the RFP?

Daily substitute rate: $125/day, Long term substitute: $150/day

40) On average, how many daily substitute teacher absences does HVS experience? The number of teacher absences ranges daily from an average of 60-75/day up to 95- 100/day with Mondays and Fridays being the heaviest days.

41) Are we able to add other services that our team is able to staff (SLPs, OT, BCBAs, RBTs, Psychologists, Nurses, etc.)? If the staffing needs arise, there is a potential.

42) Is this contract specifically for substitute staff or is it the intent of the district to utilize contracted staff for long-term placements as well? The majority will be specific to substitute teachers with a potential to add other contracted staff as needs arise.