55693-2026-RFP-Contract Staffing Services

ECSD reserves the right to reject any or all Proposals and to accept any Proposal deemed most
advantageous to ECSD and to waive any informalities in the request. The fee will be a contributing, not
deciding factor in the selection process. ECSD will negotiate a Contract with the highest-ranked Vendor.
If negotiations are not successful, ECSD will then negotiate with the second-ranked Vendor, and so on.
The Contract is to be for one year upon date of award, with an option of extending based on mutual
consent for up to four successive years thereafter.
The Contract will be Actual Cost - Plus a Percentage Fee. The Contract will be Open Book. Actual Cost
shall be limited to the Gross Hourly Pay Rate of the employee. All other Vendor expenses and profit
shall be contained within the Percentage Fee.
During the term of this Contract, the Vendor, at its sole expense, shall procure and maintain at least the
following minimum amounts of insurance:
General Liability - $1,000,000 per occurrence / $3,000,000 aggregate;
Workers' Compensation - in accordance with State of Georgia regulations;
Employer's Liability - $1,000,000 per occurrence / $3,000,000 aggregate; and
Professional Liability - $1,000,000 per occurrence / $3,000,000 aggregate
This insurance is to be underwritten by a licensed and/or Georgia admitted insurer with a minimum AM
Best rating of A-minus. On any insurance policy providing the required coverages set forth in this
Contract, ECSD shall be designated as an Additional Insured.
Upon request, ECSD is entitled to documentation establishing that these insurance requirements have
been met by the Vendor. The Vendor acknowledges that a failure to procure and maintain any insurance
required by this Contract shall constitute a material breach of this Contract, subjecting the Contractor to
liability for damages and other legal remedies available to ECSD. In the event any insurance policy
meeting the requirements under this Contract is cancelled or non-renewed, the Contractor shall provide
ECSD with notice of such cancellation or non-renewal as soon as possible, and in no event, later than
the effective date of the cancellation or non-renewal.
All services must align with ECSD adopted job descriptions, training requirements, physical demands,
and performance expectations.
The Request for Proposal (RFP) number is 55693-2026-RFP-Contract Staffing Services.
General Information
This solicitation does not obligate funds, nor does it constitute a Contract, offer of employment, or offer
of purchase.
The cost of preparing and submitting a proposal is the sole obligation of the Vendor.
All Vendors must submit a minimum of three references. References must be for projects/contracts of
similar size and scope as contemplated herein. References must include a valid email address and point
of contact. Failure to provide adequate references will result in disqualification of your Proposal.
By submitting a Proposal, the Vendor certifies that, to the best of its knowledge and belief:
1) the prices have been arrived at independently without collusion, consultation, communication, or
agreement, for the purposes of restricting competition, as to any matter relating to such prices
with any other vendor, or to any competitor or with any officers, agents or employees of the
ECSD; and
2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this
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Proposal have not been knowingly disclosed by the Vendor and will not be knowingly disclosed
by the Vendor prior to opening, directly or indirectly, to any other vendor or to any other
competitor; and
3) no attempt has been made or will be made by the Vendor to induce any other person, partnership
or corporation to submit or not submit a proposal for the purpose of restricting competition.
ECSD is a tax-exempt organization and as such, price should NOT include any federal, state or local
sales tax, or use tax (or fees) unless otherwise required by the Georgia Department of Revenue (e.g.,
diesel fuel tax). The Federal Tax ID number for the ECSD is 58-6000235. Vendors will be required to
use the E-Verify system and provide documentation to ECSD for compliance.
Scope of Services
Vendors shall provide qualified personnel for the following roles:
Paraprofessionals Custodians
Nutritional Services Workers Childcare Workers
Mandatory Vendor Qualifications
1. Professional Qualifications
Verified Experience: Vendor must have a minimum of five (5) years of experience providing
staffing services specifically to K-12 public school districts.
District-Wide Service Mandate: Vendor must demonstrate the immediate operational capacity to
provide qualified staffing across all seventeen (17) ECSD sites simultaneously. This includes 9
Elementary Schools, 3 Middle Schools, 2 High Schools, 1 Career Academy, 1 Alternative School,
and 2 Child Care facilities. Failure to provide consistent coverage to any single location may be
grounds for Contract termination.
Knowledge of Academic Work Years: Vendors must demonstrate familiarity with and the ability
to manage personnel based on ECSD's specific Classified work schedules (e.g., 180, 184, and 190
days). The Vendor must ensure that recruiting and payroll systems are aligned with these
truncated work schedules to ensure seamless staffing during the academic year.
2. Dedicated Account Management
Regional Account Manager: Vendor must assign a dedicated Account Manager with the
authority to make binding decisions (hiring, firing, and schedule adjustments). This individual
must be physically based within 50 miles of the ECSD Central Office to facilitate on-site
meetings within four hours notice.
Dedicated Billing Specialist: Vendor shall provide a designated Billing Representative, distinct
from the Account Manager, to handle all invoicing, credit memos, and payroll discrepancies. This
representative must be available via phone and email during standard ECSD business hours (8:00
AM - 4:30 PM EST).
3. Performance & Service Level Requirements
The "No-Poach" Waiver: Vendor must allow ECSD to hire any contracted employee as a
permanent ECSD staff member after 90 days of service without any 'conversion' or 'buy-out' fees.
Performance Guarantee: ECSD reserves the right to request the immediate removal and
replacement of any contracted personnel for any reason, with no penalty to ECSD.
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Job Requisition Process: Upon receipt of a staffing request from ECSD, the Vendor shall
acknowledge the request in writing within four (4) business hours. The Vendor must then post the
position on their corporate website and relevant job boards within one (1) business day of the
initial request.
Candidate Submission Schedule: To ensure a steady pipeline of vetted talent, the Vendor shall
provide ECSD's HR department or the designated Hiring Manager with a Weekly Qualified
Candidate List.
Ongoing Recruitment Mandate: Vendor must maintain an "always-on" recruitment strategy,
ensuring ECSD has access to a refreshed pool of candidates until all vacancies at the 17
designated sites are filled.
Compensation Standards: Vendors must utilize the provided ECSD Classified Payscale (see
Appendix) as the minimum baseline for hourly wages to ensure no decrease in pay for
transitioned staff.
Benefits Parity Requirement: ECSD requires that the contracted Vendor provide a benefits
package (Health, Dental, Vision, Life) that is comparable in value and scope to the benefits
currently offered to ECSD employees.
Price Firmness and Adjustment Requests: All bill rates and service fees submitted in the
proposal shall remain firm and fixed for the initial one-year term of the Contract. ECSD's
preference is for price stability throughout the life of the Contract, including all optional renewal
years.
Annual Price Adjustment (Escalation): Price increases may only be requested once per year, 90
days prior to the Contract anniversary. Submission of a request does not guarantee an increase.
ECSD reserves the right to enter into discussions to negotiate the request or to reject the
adjustment and re-bid the services if a mutual agreement cannot be reached. Under no
circumstances shall any negotiated increase exceed 3% of the previous year's rate.
4. Mandatory Pre-Bid Meeting & Inquiry Process:
Registration and attendance, either in person or virtually, is mandatory for all Vendors intending to
submit a Proposal. Failure to attend will result in automatic disqualification.
Date & Time: April 15, 2026, at 2:00 PM EST.
In-Person Location: ECSD Central Office, Board Room, 405 N. Ash Street, Springfield, GA
31329.
Registration & Virtual Access: All participants must register for the meeting by visiting:
effinghamschools.com/ECSD-RFP_55693-2026. This registration serves as the official contact
list; a Google Meet link will be sent directly to the registered email for virtual access.
Official Inquiry Process: While verbal questions will be accepted during the meeting, all
official answers will be provided in writing. ECSD will issue a formal Addendum containing
all questions and official responses within two (2) business days following the meeting. This
Addendum will be emailed to all registered attendees.
Registration Link for the Mandatory Pre-Bid Meeting
effinghamschools.com/ECSD-RFP_55693-2026
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5. Evaluation and Oral Presentations
RFP Due Date: May 1, 2026 at 2:00 PM EST.
Presentation Invitations: Following the initial review of all submitted Proposals, the RFP
Committee will identify a "Short List" of Vendors who meet the mandatory qualifications
and achieve a minimum technical score. Only these qualified Vendors will be invited to
participate in an in-person presentation at the ECSD Central Office on May 11, 2026. The
Vendor's designated Account Manager (as defined in the Mandatory Qualifications,
residing within 50 miles of ECSD) must be a primary presenter during the oral interview.
Presentation Format and Schedule:
Duration: Each presentation is strictly limited to 45 minutes (including setup),
followed by a 15-minute Q&A session with the RFP Committee.
Scheduling: ECSD will notify Short-Listed Vendors of their specific time slot by
4:30pm on May 5, 2026. Time slots will be assigned in the order proposals were
received or by random draw at ECSD's discretion.
Content: During their allotted time, Vendors should focus on:
Localized Staffing & Quality Control: Vendors must detail their local
management structure for all 17 sites, specifically explaining how they will
prioritize "quality over speed" in candidate selection rather than just filling
open positions.
Payroll & Time Tracking: Vendors must provide a clear breakdown of the
payroll cycle (weekly vs. bi-weekly) and the technical mechanism used to
track hours accurately across all 17 sites.
Financial Transparency & Benefit Parity: Vendors must provide a cost
table containing total monthly premium (Health, Dental, Vision insurance)
paid by the Employee for Individual, Employee + Child(ren), Employee +
Spouse, and Family tiers and list the annual deductible and the maximum
out-of-pocket (MOOP) for each plan. Vendors must explicitly define their
strategy for Year-Round Benefit Stability (Health, Dental, Vision) for staff
on a 180-day schedule, specifically how coverage is maintained during
summer/winter breaks without "Full COBRA" costs to the employee.
Proven Transition Strategy: Outline a "Day 1" eligibility bridge for
existing ECSD staff to prevent Health, Dental, Vision insurance coverage
lapses. Provide K-12 references where you have successfully transitioned a
district's Classified staff to your private benefit plans.
Implementation Roadmap: If a 12-month smoothed benefit structure is
not currently active, provide a firm timeline to have this finalized for
enrollment by July 1, 2026.
Education Outreach: Vendors must detail their plan for on-site/virtual
sessions to personally walk potential and transitioning employees through
system changes and benefit enrollment.
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6. Finalist Board Presentation
ECSD reserves the right to invite up to two (2) top-scoring Vendors to present to the Board of
Education. If only one responsive and responsible Proposal is received, or if the scoring gap
between the top two Vendors is significant, ECSD may, at its discretion, invite only the
top-ranked vendor. The top two (2) Vendors must be prepared to present to the Board of
Education on May 14, 2026, at 405 N. Ash Street at their scheduled meeting beginning at 7:00
PM.
Notification: Finalists will be notified by May 12 at 12:00 PM (Noon).
Format: 15-minute presentation followed by Q&A.
Materials: Vendors must submit a digital slide deck to Lauren Cain at
llcain@effingham.k12.ga.us by May 13 at 12:00 PM (Noon) and bring 10 paper copies
of any handouts to the meeting.
Event Date Time Attendance
Pre-Bid Meeting Apr 15, 2026 2:00 PM EST Virtual or In-Person
Short-Listed Vendors May 11, 2026 TBD - notified on In-Person
Presentation May 5, 2026
Finalist Board May 14, 2026 7:00 PM EST - notified In-Person
Presentation by May 12
Training Requirements
Vendors must ensure all assigned personnel complete ECSD-mandated training prior to entering any
building or beginning an assignment. These requirements vary by position and include topics such as
mandated reporter, student safety, privacy protocols, and emergency procedures. Upon bid award, the
successful Vendor is required to coordinate directly with ECSD's Human Resources department to
confirm the specific training modules for each role. The Vendor is responsible for ensuring 100%
compliance and maintaining verification records for all staff. No individual will be granted site access
until all pre-entry training is finalized and documented.
Screening and Background Checks
Criminal background checks compliant with Georgia law
Drug screening
Reference verification
Immediate removal and replacement upon ECSD request
Reporting and Accountability
Monthly reports shall include:
Positions filled and vacant
Turnover data
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Training compliance
Incident reporting
Risk Allocation
The Vendor shall assume employer-of-record responsibilities and indemnify ECSD for employment
related claims
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Vendor Evaluation Scoring Rubric
Proposals will be evaluated utilizing a two-phase scoring system.Phase 1 is the Written Proposal (to
determine the Short List), and Phase 2 is the Oral Presentation. The presentation score is added to the
written score.
Phase 1:
Points
Category Target Criteria (What a "5" looks like)
Earned
K-12 Experience & Does the Vendor have 5+ years of public school experience?
_____ / 20
References Are their references from districts of similar size?
Does the Vendor's plan specifically address all 17 sites? Does
Staffing &
the Vendor offer a competitive benefits package to ensure _____ / 20
Recruitment Plan
worker retention?
Is the Account Manager truly within 50 miles? Is there a
Management &
separate Billing Rep? Does the local Manager have _____ / 15
Location
"hiring/firing" authority?
Cost Proposal
Are their bill rates competitive? Are there any "hidden" fees? _____ / 15
(Pricing)
Total Written Score Minimum score of 50 required to move to Oral Presentations. _____ / 70
Phase 2:
Points
Category Target Criteria (What a "5" looks like)
Earned
Did the local Manager lead the talk? Do they seem capable of
Account Manager
handling 17 buildings? Did they answer "crisis" questions _____ / 15
Competency
well?
Culture & Do they understand the "public school" environment? Is their
_____ / 10
Communication communication style a good fit for your HR team?
Q&A Were they honest about their limitations? Did they provide
_____ / 5
Responsiveness clear, direct answers to RFP Committee questions?
Total Presentation
_____ / 30
Score
Points
Category
Earned
Total Written Score _____ / 70
Total Presentation Score _____ / 30
Total _____ / 100
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LOBBYING CERTIFICATE (for bids over $100k)
2 CFR Appendix II to Part 200 (I)
A Lobbying Certification and Disclosure must be completed for all bids $100,000 and over. Byrd
Anti-Lobbying Amendment (31 U.S.C. 1352): Vendors that apply or bid for an award exceeding
$100,000 must file the required certification. Each tier certifies to the tier above that it will not and has
not used Federal appropriated funds to pay any person or organization for influencing or attempting to
influence an officer or employee of any agency, a member of Congress, officer or employee of
Congress, or an employee of a member of Congress in connection with obtaining any Federal contract,
grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with
non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are
forwarded from tier to tier up to the non-Federal award. 2 CFR Appendix II to Part 200 (I)
DEBARMENT AND SUSPENSION VERIFICATION
(for bids over $25k) 2 CFR Appendix II to Part 200 (H)
Institutions shall solicit offers from, award contracts to, and consent to subcontracts with responsible
vendors and/or principals only. The serious nature of debarment and suspension requires that sanctions
be imposed only in the public interest for the Government's protection and not for purposes of
punishment. Institutions shall impose debarment or suspension to protect the Government's interest and
only for the causes and in accordance with the procedures set forth in 2 CFR 200.213.
The Vendor certifies that the Vendor and/or any of its sub vendors or principals have not been debarred,
suspended, or declared ineligible by any agency of the State of Georgia or any agency of the Federal
government or as defined in the 2 CFR 200.213 which states "Non-federal entities are subject to the
non-procurement debarment and suspension regulations implementing Executive Orders 12549 and
12689, 2 CFR part 180. These regulations restrict awards, subawards, and contracts with certain parties
that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal
assistance programs or activities." The Vendor will immediately notify the School Food Authority if
Vendor is debarred or placed on the Consolidated List of Debarred, Suspended, and Ineligible Vendors
by a federal entity.
By signing this agreement, the Vendor is testifying that they are not debarred, suspended, or has any
ineligible or voluntary exclusions with the U.S. Department of Agriculture or any other Federal or State
Agency. All responses will be verified. Debarment and Suspension (Executive Orders 12549 and
12689): A contract award (see 2 CFR 180.220) must not be made to parties listed on the
governmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB
guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and
12689 (3 CFR part 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the
names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549.
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REMEDY FOR NON-PERFORMANCE / TERMINATION OF CONTRACT
[2 CFR Appendix II to Part 200 (B)]
All contracts in excess of $10,000 must address termination for cause and for convenience by the
recipient and/or subrecipient including the manner by which it will be affected and the basis for
settlement:
A. Termination for Cause. The SFA may terminate this Contract, or any part hereof, for cause in
the event of any default by the Contractor, or if the Contractor fails to comply with any Contract
terms and conditions, or fails to provide the SFA, upon request, with adequate assurances of
future performance. The SFA shall provide the Contractor with a written notice thirty (30) days
prior to the Contract termination date, outlining the reasons for the termination and specifying
the remedies the SFA intends to pursue. In the event of termination for cause, the SFA shall not
be liable to the Contractor for any amount for supplies or services not accepted, and the
Contractor shall be liable to the SFA for any and all rights and remedies provided by law. The
Contractor may also terminate this contract under the same set of aforementioned conditions.
The occurrence of any one or more of the following events shall constitute cause for the SFA to
declare the Vendor in default of its obligation under the Contract:
i. The Vendor fails to deliver or has delivered nonconforming goods or services or fails to
perform, to the SFA's satisfaction, any material requirement of the Contract or is in
violation of a material provision of Contract, including, but without limitation, the express
warranties made;
ii. The SFA determines that satisfactory performance of the Contract is substantially
endangered or that a default is likely to occur;
iii. The Vendor fails to make substantial and timely progress toward performance of the
Contract;
iv. The Vendor becomes subject to any bankruptcy or insolvency proceeding under federal or
state law to the extent allowed by applicable federal or state law including bankruptcy
laws; the Vendor terminates or suspends its business; or the SFA reasonably believes that
the Vendor has become insolvent or unable to pay its obligations as they accrue consistent
with applicable federal or state law;
v. The Vendor has failed to comply with applicable federal, state, and local laws, rules,
ordinances, regulations and orders when performing within the scope of the Contract;
vi. The Vendor has engaged in conduct that has or may expose the SFA or the State to
liability, as determined in the SFA's sole discretion; or
vii. The Vendor has infringed any patent, trademark, copyright, trade dress or any other
intellectual property rights of the SFA, the state, or a third party.
viii. Immediate Termination. This Contract will terminate immediately and absolutely if the
SFA determines that adequate funds are not appropriated or granted or funds are
de-appropriated such that the SFA cannot fulfill its obligations under the Contract, which
determination is at the SFA's sole discretion and shall be conclusive. Following thirty (30)
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