Temporary Exceptional Children (EC) Teaching Staffing Services

Board of Public Education
Amy Lynn Holt, Chairperson
Dr. Kathy Revis, Vice Chairperson
Beth Campbell
Stephanie Cantwell
414 Fourth Avenue West, Hendersonville, NC 28739-4261 Blair Craven
Mark R. Garrett, Superintendent Shelia Dale
Alyssa Norman
HENDERSON COUNTY PUBLIC SCHOOLS
REQUEST FOR PROPOSALS (RFP) RFP # 2026-16
TITLE / SERVICES: Temporary Exceptional Children (EC) Teaching
Staffing Services
USING AGENCY: Henderson County Public Schools (HCPS)
ISSUE DATE: June 11, 2026
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NOTICE: THIS IS A FEDERAL FUNDED SOLICITATION
This Request for Proposal (RFP) is a solicitation for services requiring the expenditure of Federal
Financial Assistant funding. Contracts funded with federal grant or loan funds must be procured in a
manner that conforms with all applicable Federal laws, policies, and standards, including those under
the Uniform Guidance (2 C.F.R. Part 200). Contract Provisions are included in this RFP and may also be
found at: https://www.hendersoncountypublicschoolsnc.org/finance/files/2021/11/Henderson-County-
Public-Schools-Uniform-Guidance-UG-and-FEMA-Conract-Porvisions-2021-11-V2_ADA.pdf
BID DEADLINE: Sealed Proposals subject to the conditions made a part hereof will be received until 2:00
p.m., Thursday, June 25, 2026, at the Henderson County Public Schools Administration Building, 414 Fourth
Avenue West, Hendersonville, NC 28739, at which time they will be publicly opened and read. Proposals that
are not sealed will be not accepted.
IMPORTANT NOTE: Indicate firm name and RFP number on the front of each proposal envelope or package,
along with the date for receipt of proposals specified above.
Bids submitted via telegraph, facsimile (FAX) machine, telephone, and electronic means, including but not limited
to e-mail, in response to this Request for Proposals will not be accepted.
Bids submitted after the above referenced deadline will not be accepted under any circumstance.
DELIVER ALL PROPOSALS DIRECTLY TO THE ISSUING AGENCY ADDRESS AS SHOWN BELOW:
DELIVERED BY US POSTAL SERVICE HAND DELIVERY
RFP #: 2026-16 SEALED BID RFP #: 2026-16 SEALED BID
Henderson County Public Schools Henderson County Public Schools
414 Fourth Avenue West 414 Fourth Avenue West
Hendersonville, NC 28739 Hendersonville, NC 28739
Attention: Joni Huchzermeier/Purchasing Dept. Attention: Joni Huchzermeier/Purchasing Dept.
BID QUESTIONS:
Questions concerning the specifications in this Request for Proposals will be received no later than
Noon on Monday, June 15, 2026. If any modifications to the specifications are necessary, an
addendum will be posted to the Henderson County Public Schools website.
https://www.hendersoncountypublicschoolsnc.org/finance/purchasing/
Direct all questions concerning this RFP in writing to: jdhuchzermeier@hcpsnc.org
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THE PROCUREMENT PROCESS
The following is a general description of the process by which a firm will be selected to provide services.
1. Request for Proposals (RFP) is issued to prospective contractors.
2. A preproposal conference (if applicable) and/or deadline for written questions is five days prior to due date.
3. Proposals in one original will be received from each offeror in a sealed envelope or package. The original
shall be signed and dated by an official authorized to bind the firm. Unsigned proposals will not be considered.
4. All proposals must be received by the issuing agency not later than the date and time specified on the
cover sheet of this RFP.
5. At that date and time, the package containing the proposals from each responding firm will be opened. The
purchasing division will furnish bid tabs upon request.
6. At their option, the evaluators may request oral presentations or discussion with any or all offerors for the
purpose of clarification or to amplify the materials presented in any part of the proposal. However, offerors
are cautioned that the evaluators are not required to request clarification; therefore, all proposals should be
complete and reflect the most favorable terms available from the offeror.
7. Proposals will be evaluated according to completeness, content, cost, experience with similar projects, and
ability of the offeror and its staff. Award of a contract to one offeror does not mean that the other proposals
lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous to
Henderson County Public Schools.
8. Offerors are cautioned that this is a request for offers, not a request to contract, and the Henderson County
Public Schools reserves the right to reject any and all offers when such rejection is deemed to be in the best
interest of Henderson County Public Schools for sound documented reasons.
GENERAL INFORMATION ON SUBMITTING PROPOSALS
1. EXCEPTIONS: All proposals are subject to the terms and conditions outlined herein. All responses shall be
controlled by such terms and conditions and the submission of other terms and conditions, price lists,
catalogs, and/or other documents as part of an offeror's response will be waived and have no effect either
on this Request for Proposals or on any contract that may be awarded resulting from this solicitation.
Offeror specifically agrees to the conditions set forth in the above paragraph by signature to the proposal.
2. CERTIFICATION: By executing the proposal, the signer certifies that this proposal is submitted competitively
and without collusion (G.S. 143-54), that none of our officers, directors, or owners of an unincorporated
business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities
Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that we are not an ineligible vendor
as set forth in G.S. 143-59.1. False certification is a Class I felony.
3. ORAL EXPLANATIONS: Henderson County Public Schools shall not be bound by oral explanations or
instructions given at any time during the competitive process or after award.
4. REFERENCE TO OTHER DATA: Only information which is received in response to this RFP will be
evaluated; reference to information previously submitted shall not be evaluated.
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5. ELABORATE PROPOSALS: Elaborate proposals in the form of brochures or other presentations beyond
that necessary to present a complete and effective proposal are not desired. In an effort to support the
sustainability efforts of the State of North Carolina we solicit your cooperation in this effort.
6. COST FOR PROPOSAL PREPARATION: Any costs incurred by offerors in preparing or submitting offers
are the offerors' sole responsibility; Henderson County Public Schools will not reimburse any offeror for any
costs incurred prior to award.
7. TIME FOR ACCEPTANCE: Each proposal shall state that it is a firm offer which may be accepted within a
period of 45 days. Although the contract is expected to be awarded prior to that time, the 45-day period is
requested to allow for unforeseen delays.
8. TITLES: Titles and headings in this RFP and any subsequent contract are for convenience only and shall
have no binding force or effect.
9. CONFIDENTIALITY OF PROPOSALS: In submitting its proposal, the offeror agrees not to discuss or
otherwise reveal the contents of the proposal to any source outside of the using or issuing agency,
government or private, until after the award of the contract. Offerors not in compliance with this provision
may be disqualified, at the option of Henderson County Public Schools, from contract award. Only
discussions authorized by the issuing agency are exempt from this provision.
10. RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or in reference
to the RFP, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted
by the offerors shall become the property of Henderson County Public Schools when received.
11. OFFEROR'S REPRESENTATIVE: Each offeror shall submit with its proposal the name, address, and
telephone number of the person(s) with authority to bind the firm and answer questions or provide clarification
concerning the firm's proposal.
12. SUBCONTRACTING: Offerors may propose to subcontract portions of the work provided that their
proposals clearly indicate what work they plan to subcontract and to whom and that all information required
about the prime contractor is also included for each proposed subcontractor.
13. PROPRIETARY INFORMATION: Trade secrets or similar proprietary data which the offeror does not wish
disclosed to other than personnel involved in the evaluation or contract administration will be kept confidential
to the extent permitted by NCAC T01:05B.1501 and G.S. 132-1.3 if identified as follows: Each page shall be
identified in boldface at the top and bottom as "CONFIDENTIAL". Any section of the proposal which is to
remain confidential shall also be so marked in boldface on the title page of that section. Cost information
may not be deemed confidential. In spite of what is labeled as confidential, the determination as to whether
or not it is, shall be determined by North Carolina law.
14. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute 143-48 and Executive
Order #150, Henderson County Public Schools invites and encourages participation in this procurement
process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit
work centers for the blind and severely disabled.
15. PROTEST PROCEDURES: If an offeror wants to protest a contract awarded pursuant to this solicitation,
they must submit a written request to the Purchasing Agent, Henderson County Public Schools, 414 Fourth
Avenue West, Hendersonville, NC 28739. This request must be received by the Purchasing Division within
ten (10) consecutive calendar days from the date of the contract award. Protest letters must contain specific
reasons and any supporting documentation for the protest. Note: Contract award notices are sent only to
those actually awarded contracts, and not to every person or firm responding to this solicitation. Contract
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status and award notices are available through the Purchasing Division or the project designer with contact
information as shown on the first page of this solicitation. All protests will be handled pursuant to the North
Carolina Administrative Code, Title 1, Department of Administration, Chapter 5, Purchase and Contract,
Section 5B.1519.
16. TABULATIONS: Offeror's may call the Purchasing Division to obtain a verbal status of contract award.
17. VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: Vendor Link NC allows
vendors to electronically register free with the State to receive electronic notification of current procurement
opportunities for goods and services available on the Interactive Purchasing System. Online registration and
other purchasing information are available on our Internet web site: http://www.doa.state.nc.us/pandc/.
18. RECIPROCAL PREFERENCE: G.S. 143-59 establishes a reciprocal preference law to discourage other
states from applying in-state preferences against North Carolina's resident offerors. The "Principal Place of
Business" is defined as the principal place from which the trade or business of the offeror is directed or
managed.
HCPS RESERVES THE RIGHT TO REJECT ANY OR ALL BIDS FOR SOUND DOCUMENTED REASONS
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1. Purpose and Overview
Henderson County Public Schools (HCPS) is seeking proposals from qualified staffing agencies to
provide high-quality, licensed contract Exceptional Children (EC) Teachers. The selected vendor(s) will
support the EC Department by filling temporary staffing gaps across elementary, middle, and high
schools within the district.
2. Term of Service Agreement
* Initial Term: One (1) full academic year.
* Renewal Options: Up to two (2) additional one-year terms, contingent upon mutual written
agreement, satisfactory performance, and fund availability.
3. Scope of Work & Project Specifics
The selected vendor must be capable of providing qualified educators matching the following criteria:
* Estimated Volume: Anticipated need for 2 to 7 teachers placed across various elementary,
middle, and high school sites.
* Service Delivery Models: Placements will include a mix of:
Self-Contained classroom settings.
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Resource / Pull-out support.
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Inclusion / Push-in support.
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* Caseload Fluidity: Candidate student caseload sizes will vary significantly depending on
whether they are assigned as the primary teacher in a self-contained room or serving in a
resource/inclusion capacity.
* Licensure Requirements:
All candidates must hold either a valid North Carolina General EC K-12 Licensure
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OR a valid North Carolina Adaptive Curriculum Licensure
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OR a valid NC teaching license eligible for immediate addition of the appropriate EC
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area.
The appropriate licensure will be determined by what position the individual is contracted for during
the school year.
4. Position Description & Performance Expectations
Position Summary
Performs difficult professional work preparing and providing training and instruction to intellectually
disabled, learning disabled, handicapped, emotionally disturbed, and other special needs students,
individually and in groups; motivating students to develop skills in assigned subject matters, and related
work as apparent or assigned. Work is performed under the limited supervision of the school Principal.
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Education and Experience
* Bachelor's degree or higher with coursework in special education or a related field.
Special Requirements
* Valid, current North Carolina Teacher Certification (as detailed in Section 3).
Essential Duties & Responsibilities
* Plan a program of study that meets the unique needs, interests, and abilities of all students on
the assigned caseload.
* Create a classroom environment that encourages student involvement and enables each
student to achieve learning objectives.
* Plan, coordinate, and continuously improve instruction for all students.
* Prepare for classes assigned and show evidence of preparation upon request of
supervisors/principals.
* Plan for and utilize instructional methods, resources, and evaluation techniques that motivate
and enable each student to achieve learning objectives.
* Monitor student performance and growth continuously.
* Collect progress monitoring data to complete quarterly progress reports accurately and timely.
* Write Individualized Education Programs (IEPs) for a caseload of students and conduct formal
IEP meetings.
* Take all necessary and permitted safety precautions to protect students, equipment, materials,
and facilities.
* Establish positive, professional relationships with parents, colleagues, administrators, and the
community to enhance learning opportunities.
* Maintain availability to students and parents for education-related purposes outside the
instructional day when requested to do so under reasonable circumstances.
* Self-assess effectiveness and demonstrate successful application of skills and information
acquired to increase student efficacy.
* Attend school staff meetings and perform other duties as required by the building Principal.
Knowledge, Skills, and Abilities
* Thorough knowledge of the principles, practices, and procedures of special education and the
specific area of specialty.
* Thorough knowledge of the principles and methodology of effective teaching of students with
disabilities.
* Thorough knowledge of school division rules, regulations, and procedures.
* Demonstrated ability to establish and maintain standards of behavior.
* Ability to deliver articulate oral presentations and comprehensive written reports.
* Ability to establish and maintain effective working relationships with associates, students, and
parents.
* Proficiency in operating personal computers, instructional technology, and compliance/IEP
software.
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Physical Requirements
Note to Vendors: This work requires the occasional exertion of up to 10 pounds of force; work regularly
requires standing and speaking or hearing, frequently requires walking, pushing or pulling, lifting and
repetitive motions and occasionally requires sitting, stooping, kneeling, crouching or crawling and
reaching with hands and arms; work has standard vision requirements; vocal communication is required
for expressing or exchanging ideas by means of the spoken word and conveying detailed or important
instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal
spoken word levels; work requires preparing and analyzing written or computer data and observing
general surroundings and activities; work occasionally requires exposure to outdoor weather conditions
and exposure to bloodborne pathogens and may be required to wear specialized personal protective
equipment.
5. Proposal Submission Requirements
To be considered, vendors must submit a proposal containing the following components:
1. Company Overview: Background of the agency, years in business, and experience placing
EC/Special Education personnel in North Carolina public school systems.
2. Licensure & Screening Verification: Detail the agency's internal process for verifying NC
licensure, background checks, drug screenings, and references.
3. Cost Proposal / Rate Sheet: * Clear documentation of the hourly bill rate per teacher type
(General EC vs. Adaptive).
Explicitly state any overtime policies, holiday rates, or travel fees (if applicable).
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A clear statement regarding the policy and potential fees for permanent transition hiring
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of contract staff by HCPS.
4. Litigation Statement: Agency must include a statement as to whether there is any pending
litigation against the vendor that could significantly impact the organization or the students and
staff of HCPS.
5. References: Provide at least three (3) references from NC public school districts utilizing
similar staffing volumes within the last 3 years.
6. Timeline and Evaluation Criteria
* RFP Release Date: June 11, 2026
* Questions Due from Vendors: June 15, 2026 by Noon
* Proposal Submission Deadline: June 25, 2026 by 2:00 pm
Evaluation Weights
Criteria Weight
Vendor Experience & Qualifications (Proven history with NC DPI/EC regulations) 30%
Quality of Candidates & Licensure Compliance 30%
Cost Proposal / Hourly Rates 2 5%
References & Past Performance 15%
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7. Disclaimer
The preceding job description and scope of work have been designed to indicate the general nature
and level of work performed by contract employees within this classification. It is not designed to
contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and
qualifications required of employees to this job. Henderson County Public Schools reserves the right
to reject any and all proposals or negotiate specific terms before awarding a contract.
Billing and Invoicing
Agency shall provide HCPS with itemized invoices for each Teacher assigned to work in the district. Itemized
log in/out form must be attached to invoice reflecting name of Teacher, date worked, and time of arrival and
departure. HCPS will make payment to Agency within 30 days of receipt of invoice. Agency shall be responsible
for paying its employees.
Contract Term / Option to Renew
This agreement shall be for an initial term of one year, beginning July 1, 2026 and ending June 30, 2027. By
mutual consent, the terms of this contract may be renewed for a maximum of two (2) additional (1) one-year
terms. Prices quoted herein will remain in effect during the initial term of the contract. Any price increases after
the initial term shall be discussed and agreed upon prior to exercising the renewal terms.
Henderson County Public Schools will make the decision at the end of the 1-year initial term whether they will
exercise the renewal option. Should Henderson County Public Schools decide not to renew the contract; the
vendor will be notified in writing.
Historically Underutilized Businesses (HUB)
Pursuant to General Statute 143-48 and Executive Order #150, Henderson County Public Schools invites and
encourages participation in this procurement process by businesses owned by minorities, women, disabled,
disabled business enterprises and non-profit work centers for the blind and severely disabled. "Historically
Underutilized Businesses (HUBs) consist of minority, women and disabled business firms that are at least fifty-
one percent owned and operated by an individual(s) of the aforementioned categories.
Please indicate below if your company falls within one of these categories:
MBE Status (Minority Business Enterprises) (Check all that apply)
Minority Owned: Black _____ Hispanic _____ Asian American _____ American Indian _____
Women Owned
Disabled Owned
Disabled Business Enterprise
Non-Profit Work Center
Socially and Economically Disadvantaged
None of the Above
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Certificate of Insurance
Agency shall furnish proof of insurance coverage according to the types and limits as specified in the attached
HCPS General Terms and Conditions.
Award Criteria
It is Henderson County Public School's intent to award a contract to one sole provider for the services as outlined
in this document. The award will not be based solely on price. Henderson County Public Schools will award to
the responsible Agency with the most advantageous proposal who meets the requirements listed in this Request
for Proposal as determined by consideration of:
* Prices offered
* Approach to implementing the total program and required services
* Ability to meet the required specifications and requirements listed in this Request for Proposals
* Qualifications / experience
* References
Terms and Conditions
Vendors are encouraged to thoroughly read the attached 'HCPS General Terms and Conditions' and the
'Uniform Guidance Contract Provisions' which are attached. This information is part of the bid solicitation
and Vendor is bound legally to the requirements listed. HCPS will not award a contract to any Vendor who
does not agree to abide by the terms listed below. In the event of a conflict in terms, the terms of these
sections will control.
By submission of a bid, Bidder certifies and agrees to abide by the attached:
1) All specifications and requirements listed in the RFP
2) Henderson County Public School's Terms and Conditions
3) Uniform Guidance Required Contract Provisions
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EXECUTION
In compliance with this Request of Proposal, and subject to all of the conditions herein, the undersigned
offers and agrees to provide the services as requested in this RFP. By executing this offer, I certify
that this proposal is submitted competitively and without collusion, that none of our officers, directors,
or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of
the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-
59.2), and that we are not an ineligible vendor as set forth in G.S. 143-59.1. False certification is a
Class I felony.
The bidder further declares that he has examined the Specified Terms and Conditions for this EC
Teaching Staffing Services Request for Proposal, dated June 11, 2026, has read, and agrees to comply
with, all special provisions furnished prior to the opening of proposals.
Failure to execute/sign quote prior to submittal shall render the proposal invalid. Late proposals will
not be accepted.
OFFEROR INFORMATION
OFFEROR: __________________________________________________________
ADDRESS: __________________________________________________________
CITY, STATE, ZIP: ____________________________________________________
TELEPHONE NUMBER: _______________________________________________
FEDERAL EMPLOYER IDENTIFICATION NUMBER: _________________________
BY: __________________________ _________________________ _________________
(Printed Name) (Title) (Date)
__________________________________
(Authorized Signature)
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ACCEPTANCE OF PROPOSAL
(HENDERSON COUNTY PUBLIC SCHOOLS)
BY: ______________________________TITLE: ________________DATE: _________________
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