REQUEST FOR PROPOSAL SUBSTITUTE MANAGEMENT SERVICES RFP NO. 002-027

Description: NOTICE The Liberty Public School District #53 (District) will accept proposals for Substitute Management Services as described in this RFP. Qualified organizations (Respondent) are invited to submit one (1) unbound original marked "Original", and one (1) flash drive in PDF format enclosed which contain the Respondent's entire response. Each original must be marked with all appropriate tabs. PROPOSAL SHALL BE LABELED "PROPOSAL- SUBSTITUTE MANAGEMENT SERVICES" AND ADDRESSED TO: Jason Breit, Director of Purchasing Liberty Public School District #53 1142 Southview Drive Liberty, MO 64068 PROPOSAL MUST BE RECEIVED BY: 2:00 PM CST, THURSDAY, DECEMBER 10, 2026 Questions shall be directed to Jason Breit, Director of Purchasing Email: jason.breit@lps53.org GENERAL DISTRICT INFORMATION PART I: INTRODUCTION PURPOSE The Liberty Public School District ("LPSD") is seeking proposals from qualified companies that provide Substitute Management Services for Teacher, Nurse, Clerical, Library Media Specialists, and Paraprofessional positions. INFORMATION ABOUT THE DISTRICT Liberty Public Schools, located within an 85-square-mile area of Clay County, Missouri, serves more than 11,600 K-12 students and 241 pre-K students across 19 campuses, including 11 elementary schools, four middle schools, two high schools, an early childhood center, and an alternative school. TIMELINE FOR PROCESS Request for Proposals Issued Tuesday, November 10, 2026 Vendor Questions due to District Thursday, December 3, 2026, by 3:00 PM CST Proposals Due Thursday, December 10, 2026, by 2:00 PM CST Potential Interviews Thursday, January 21, 2027 (TBD) Recommendation and Final Contract to Board Tuesday, February 16, 2027 PART II: SCOPE OF SERVICES Contractor shall: - Recruit, interview, employ, and train substitutes prior to placement in teacher, library media specialist, paraprofessional, administrative, administrative assistant, clerical, and nursing positions for (19) district academic sites. - Assign substitutes based on the district's daily needs. - Be responsible for all related employment services for the substitutes, including record-keeping and any required state and federal reporting. - Ensure that substitutes meet all District requirements for working as a substitute. - A centrally located office within the Kansas City region is not required; however, the district requires monthly visits to the district HR office. - Provide access to Frontline software to track absences and sub assignments. - Clearly explain a plan for hiring/onboarding an LPSD retiree vs a traditional sub hire. CONTRACT PRICING The markup percentage must be held firm for the entire contract period. The maximum billing rate will be determined by multiplying the minimum pay rate by the overhead markup percentage rate as provided on the Bid Proposal Form. MINIMUM PAY RATE The rate paid to the substitutes, under this contract, must meet the following minimum rate requirements, and the successful bidder shall make this rate available to all substitutes under work assignment to the District subject to approval of the District. This rate is the actual rate paid to the substitutes, not including any taxes or benefits. The District reserves the right to periodically monitor substitutes' pay rates to ensure compliance. FILL RATE REQUIREMENT Goal is to fill absences daily at 100%. Program must be fully functioning by August 1, 2027. Fill rates should be consistently 100% or as close as possible. Fill rates less than 95% on a recurring basis shall be cause for corrective action; failure to improve may be cause for termination. The district anticipates roughly 14,500 absences each year to be filled by the contractor, with a large percentage of absences filled with less than 24 hours' notice. The contractor is responsible for training all substitute employees for District-required competencies and position-specific roles. REQUIRED DOCUMENTATION (to be submitted with the completed bid) - Process map/plan for implementation - Process map/plan for daily operations and fill procedures - Training agenda for substitutes (Technology training, orientation/policy training) - Samples of materials provided to substitutes, including employment documents such as application, reference forms, and college/university transcripts - Responses to Attachment A REPORTS Contractor shall provide daily, weekly, and monthly reports reflecting percentage of assignments filled, data related to assignments (dates, job number, school location, absent teacher, substitute assigned), weekly reports indicating account code charged, report indicating individuals who requested or input absences, semester/summer/yearly progress reports, trending data year to year, and any additional reporting samples. SUBSTITUTE'S RESPONSIBILITY - Report to main office upon entering school buildings - Be appropriately dressed and wear ID badge (provided by vendor) - Follow lesson plans/assignments as given - Complete feedback form for classroom teachers - Conduct oneself in accordance with District Policies & Procedures COMPLAINT RESOLUTION If there is a complaint from the building administrator, the substitute may be removed until investigation is completed and District HR is informed. District reserves the right to restrict a substitute from working at specific locations. SOCIAL SECURITY CONTRIBUTIONS District is NOT liable for Social Security contributions for the Contractor's compensation; Contractors are responsible for their workers under the Fair Labor Standards Act. AFFORDABLE HEALTH CARE ACT Contractor is responsible for tracking, monitoring, and reporting employment hours, complying with Affordable Care Act requirements, and paying health insurance costs. BACKGROUND CHECKS Successful bidder must conduct local, state, and national background checks for all personnel prior to assignment; costs are vendor responsibility. State and national checks must meet Missouri DESE standards. SUBSTITUTE QUALIFICATIONS Individuals must possess a substitute certificate or valid Missouri teaching certificate from DESE. All substitutes must pass the Family Care Safety Registry, background checks, and complete contractor application including work history and arrests/convictions admissions. REFERENCES Bidders must submit references from school districts currently being provided substitute services for more than one school year, including contact information and length of contract. BILLING Invoices accepted weekly via electronic submittal in mutually agreed format and processed weekly. Attach a sample invoice and indicate format. Invoice detail shall include a separate record for each day of an employee absence. WAIVER OF FEES Contractor shall waive any fees if the District hires a substitute into any full- or part-time position within the district. ASSIGNMENT OF CONTRACT AND/OR PAYMENT Contract is personal to the parties and may not be assigned without prior written consent of the District. Contractor shall not assign payments without prior written consent of the District. PART III: INSTRUCTIONS TO RESPONDENTS SUBMITTING A RESPONSE Respondent agrees to provide services outlined according to the fee structure. Successful Respondent will provide a Service Contract for District approval. Services shall commence as soon as possible after Board approval and transfer of files; target date is the first of the month following Board approval. Response must follow Submittal Guidelines. No joint responses will be accepted. Proposals received after the deadline will not be considered. Telephone, facsimile, electronic proposals or modifications will not be considered. District is not responsible for carrier lateness; District's recorded time and date is official. BID PROPOSAL FORM Includes minimum pay rates and markup fields for various substitute categories (Substitute Teacher/Library Media Specialist, Long-Term, Paraprofessional, Clerical, Nurse, Daily Dispatched/Building substitutes, etc.). SUBMITTAL GUIDELINES Cover Letter signed by an officer authorized to execute a contract. Respondent history and structure, implementation details, recruiting/screening/hiring processes, orientation and training, assigning and scheduling, system/technology, quality control, recognition and retention programs, billing/reporting/payroll, cost and fee structure. Complete Bid Proposal Form and include within proposal. PART IV: REVIEW AND SELECTION PROCESS SELECTION CRITERIA Proposals evaluated on: Prior comparable experience (0-30), Conformance and suitability (0-30), Responsiveness (0-20), Cost and value (0-20). District reserves right to reject any and all proposals. Pricing is important but not dominant. Review process may include short list and presentations/interviews. PART V: REQUIRED FORMS Includes Felony Conviction Notification, Federal Work Authorization Program (E-Verify) addendum and affidavit, Information Technology Data Inquiry Form, Information Technology Standards and Requirements Form. E-VERIFY Pursuant to Missouri law, business entities awarded contracts in excess of $5,000 with the District must be enrolled and participate in E-Verify and must execute an affidavit and provide documentation of participation. PART VI: SERVICES CONTRACT Contains detailed Services Contract terms and conditions to be executed between Liberty Public School District #53 and awarded Contractor, including contractor data, term and termination, cooperative purchasing option, detailed statement of work as Exhibit A, maximum total payment, invoicing, payment terms, cost adjustments, independent contractor status, subcontracts and assignment, nonperformance remedies, early termination, hazardous materials, errors, access to records, ownership of work products, work performed on District property, security, employee removal, media contacts, compliance with law, indemnification, insurance requirements, nondiscrimination, confidentiality, controlling law (Missouri) and venue (Clay County), amendments and renewal, notices, and other contract boilerplate. ADDITIONAL NOTE The RFP includes detailed submission, evaluation, reporting and contractual requirements. All attachments and forms referenced in the RFP must be completed and returned as required. (Policy and district website references present in original document have been omitted from this summary.)