RFP 3196 Crossing Guard Services

Roanoke City Public Schools is issuing RFP 3196 to procure comprehensive crossing guard services through competitive negotiation, with the potential to award one or more qualified contractors. The Division seeks a qualified contractor to recruit, train, coordinate, and manage crossing guard personnel across designated elementary, middle, and high school locations throughout Roanoke City for the 2026-2027 school year and potentially through 2030-2031 with optional renewals. Crossing guard services must be provided at nine elementary schools (divided into two tiers with staggered schedules), three middle schools, and multiple high school locations during specified arrival and dismissal periods as detailed in Exhibit A. The contractor must provide all administrative duties, facilities, vehicles, and equipment including safety-reflectorized vests, stop signs, whistles, rain gear, and photo identification badges; all crossing guards must be at least eighteen years old and pass comprehensive background checks including criminal history, drug screening, and employment verification, along with completing training covering traffic handling, child safety, emergency procedures, and legal authorities. The contractor bears full responsibility for substitute staffing, field supervision with daily on-site visits, complaint investigation and reporting, and coordination with schools for schedule modifications. Evaluation will be conducted on a 100-point scale addressing offeror qualifications and experience (24 points), rate and fee structure (30 points), understanding of scope and proposal quality (15 points), key personnel qualifications (15 points), references (10 points), and certifications as a locally owned business enterprise, minority business enterprise, or women business enterprise (2 points each). Written inquiries are due by April 29, 2026, at 5:00 P.M., with responses posted by May 6, 2026, at 5:00 P.M., and sealed proposals must be submitted electronically to bids.purchasing@rcps.info by May 13, 2026, at 3:00 P.M. EST, with award announcement posted on the RCPS website for a minimum of ten days.

The RFP includes bonus points for contractors certified as locally owned business enterprises, minority business enterprises, or women business enterprises, offering up to two points each for applicable certifications. The contractor must maintain workers' compensation insurance, automobile liability coverage of $1,000,000 combined single limit, and commercial general liability of $2,000,000 combined single limit, with records retained for five years subject to audit. The initial contract period runs from July 1, 2026, through June 30, 2027, with the potential for up to four optional one-year renewals upon mutual written agreement. No incumbent vendor or current contractor information is provided in the procurement documents. The RFP does not specify an explicit budget range or maximum award value; however, the evaluation places significant weight on the contractor's rate and fee structure (30 of 100 points), indicating that cost competitiveness is a primary evaluation factor, and interested offerors must develop detailed, realistic cost proposals based on the specified operational requirements and staffing needs outlined in the exhibits.