RFP After School Care CES_docx (1).pdf

Effingham County Board of Education

Request for Proposal / Bid Form

After School Care Program Services-Creekside Elementary School

Year: 2026

Bid Opening Information Bid Opening Date: March 11, 2026 at 8:00 a.m.

Location:

Effingham County School District Board of Education Office 405 North Ash Street Springfield, GA 31329

Schools Included

● Creekside Elementary School

(Capacity will be discussed during the evaluation process.)

Proposal Statement

Having understood all terms, conditions, and performance specifications for the Request for Proposal to furnish After School Care Program Services-Creekside Elementary School to the Effingham County School District, the undersigned agrees to provide, if awarded, these services in accordance with the specifications outlined in this RFP.

Submitted By

Company Name_________________________________________

Address_______________________________________________

City, State, Zip_________________________________________

Telephone_____________________________________________

Email__________________________________________________

Authorized Representative_______________________________

Signature______________________________________________

Title__________________________________________________

Date__________________________________________________

Company Overview

Company Name_________________________________________

Address_______________________________________________

City, State, Zip_________________________________________

Telephone_____________________________________________

Email__________________________________________________

Primary Contact Person_________________________________

Business Information

Number of Years in Business_____________________________

Number of Years Providing After School Care______________

School-Based ☐ Private ☐ Both ☐

Number of Permanent Employees_________________________

Ever Defaulted on a Contract? ☐ Yes ☐ No

If yes, explain on a separate sheet.

Ever involved in litigation or arbitration with a customer? ☐ Yes ☐ No

If yes, provide details on a separate sheet describing each instance and resolution.

Program Proposal Requirements

1. Program Background

Provide a description of your after-school care program, including:

● Program philosophy and goals

● Experience operating in school settings

● State certifications, licenses, and compliance documentation

● Most recent three (3) years of state evaluations or site visit reports

2. Staffing: Selection, Training, and Evaluation

Describe:

● Employee hiring process

● Criminal background check procedures

● Initial and ongoing staff training

● Staff evaluation and performance monitoring

3. Program Design

Provide:

● A sample one-week program schedule

● Daily structure (homework, snack, outdoor play, enrichment, etc.)

● Student-to-staff ratios

● Approximate number of students per group

4. Program Enrichment

Describe enrichment opportunities offered (art, STEM, music, dance, language, technology, etc.).

5. Academic Support

Describe academic supports provided, including:

● Homework assistance

● Tutoring or intervention services

● Test or milestone preparation, if applicable

6. Special Events

Describe any special events or family engagement opportunities offered through the program.

7. Operational Policies

Describe:

● Communication procedures with school administration

● Student discipline policies

● Social-emotional learning approach

● Accommodations for students with special needs

8. Enrollment and Cost

Provide:

● Enrollment procedures and capacity per site

● Cost to families

● Payment process

● Policies for families experiencing financial hardship

● Procedures for late or missed payments

9. Program Capacity

Describe:

● Number of students currently served or anticipated per site

● Staffing model to support enrollment

10. Program Evaluation

Describe how program success is measured (parent surveys, internal evaluations, checklists, etc.).

11. Safety and Health

Describe:

● Student check-in and check-out procedures

● Emergency response plans (weather, medical, lockdown)

● Staff emergency training

● AED training and availability

12. On-Site Supervision

Provide:

● Daily on-site supervision plan

● Staff identification methods (badges, dress code, etc.)

● Site organizational chart

● Staff roles, responsibilities, and reporting structure

● Staff credentialing and employment requirements

13. Program Partnership / Give-Back

Describe how your organization partners with schools, including any additional services, resources, or financial contributions beyond facility use.

14. References

Provide a minimum of three (3) reference letters from parents, teachers, administrators, or school districts.

15. Additional Services

Provide details on any additional services or unique features that make your program exceptional.

16. Financial Bid / Fee Proposal

Provide a Financial Bid / Fee Proposal to the Effingham County School District for providing After School Care Program Services-Creekside Elementary School:

It is understood that this Financial Bid / Fee Proposal will be a contributing, not deciding, factor in the selection of the successful vendor.

Evaluation Process

Proposals will be evaluated using the following rubric:

● Excellent (4) – Area of plan is exceptional

● Good (3) – Area of plan is clear and complete

● Marginal (2) – Area of plan is weak or requires clarification

● Inadequate (1) – Area of plan is poorly defined or not provided

Selected vendors may be invited to participate in an in-person presentation and question-and-answer session.

Special Conditions

1. All staff must successfully complete criminal background checks prior to employment and meet all state and federal requirements.

2. Vendors must maintain appropriate insurance coverage, including general liability and workers’ compensation, and submit certificates annually.

3. All employees must adhere to acceptable standards of behavior consistent with

Effingham County Board of Education expectations.

4. The Effingham County Board of Education reserves the right to reject any and all proposals.

5. The School District reserves the right to consider a bidder’s prior performance, including the quality of work, compliance with contractual terms, and overall history of service with the District, in evaluating proposals and determining the most responsible and responsive bidder.